How to manage sales orders and trace products under EUDR?
Last updated: October 29, 2026
When your customer creates a purchase order (PO) for a product they buy from you, that PO automatically appears as a sales order (SO) in your Sales orders tab. You don't need to create sales orders manually.
For each sales order, you trace the products. This means linking each product your customer ordered to a product in your own catalogue, and then to where it came from. Tracing is how due diligence information (origins, assessments, documents) flows back through the supply chain to your customer.
This article is for suppliers who receive sales orders. If you are the company that places the first purchase order (the owner or operator), you work in Orders > Purchase orders instead: see How to add and review purchase orders (POs)?. If you also buy from your own suppliers, you will have both tabs.
Before you start
Add your products to your catalogue. If a product is missing when you're tracing, you can also add it directly from the trace page (see step 4). The product type decides what you trace it to:
Purchased: trace it to one or more of your purchase orders.
Produced: trace it to a harvest that is linked to an origin.
Manufactured: trace it to a lot, which connects to the input materials used.
How to trace a sales order
Go to Orders > Sales orders. Each order shows a status. Use the filters to find the orders you still need to trace.
Click Trace at the end of a sales order row. This opens the Traceability tab of that order. Click "Trace". The trace page opens and lists every product on the order with its status (Traced / Not traced).
Select a product/s you want to trace. Under "Catalog product", choose the matching product from your catalogue. If the product isn't in your catalogue yet, you can also add it here. Coolset suggests the name, SKU, description and other details based on the ordered product. You only need to select the HS code and the product type.
Link the source:
Purchased: select the purchase order(s) you bought this product on, or create a new purchase order if it doesn't exist yet.
Produced: select a harvest, or click + New harvest. The harvest must be linked to an origin. (photo bellow shows the producer workspace)
Manufactured: select a lot, or click + New lot.
Repeat for each product, then click Save.
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What your workspace shows once the product is traced to the harvest
Once a product is traced down to a harvest and an origin, the Traceability tab of the order shows the full chain: every company, every link and the status of every assessment. This is the full chain your customer relies on. The tab exists on the sales order (producer view) and on the purchase order (owner view). Both show the same chain, with different sections and buttons.
Producer view
Go to Orders > Sales orders, open the order and select the Traceability tab.
Owner view
Go to Orders > Purchase orders, open the order and select the Traceability tab. It has a Suppliers section above Supply chain.
"Suppliers" section lists every company in the chain and their status (e.g. pending/ in progress)
Supply chain shows an overview of your purchase order product, your supplier’s purchase order, the harvest lot and the origin.
You can click in each of these sections to get more detail information.
Two buttons sit at the top right of the Supply chain section.
Download evidence: downloads the evidence bundle for the whole order; evidence cannot be downloaded for a single assessment yet.
Map products: links incoming order items to products in your catalogue.
How tracing continues upstream
When you trace a purchased product to a purchase order, that PO appears as a sales order in your supplier's workspace. They trace it the same way. This continues until it reaches the producer, who links a harvest and origin.
After tracing is complete
Once all products on a sales order are traced, and all suppliers in the chain have completed their tracing, risk assessments and origin data, the due diligence information flows back up the chain automatically. Your customer can then generate a Due Diligence Statement (DDS) for the original purchase order.
FAQ
What does it mean to "trace" a product? Tracing connects the product your customer ordered to your own product in Coolset. This link is what allows due diligence information (origins, assessments, documents) to pass through the supply chain.
Do I need to trace every product in a sales order? Yes. All products in a sales order must be fully traced before a complete DDS can be generated.
I can't match a product from the sales order to my product list. If the product isn't in your catalogue yet, add it from the trace page. Coolset fills in the details and you only need to select the HS code and product type.
Can I trace different product types within the same sales order? Yes. Each product is traced on its own, so one product can go to a purchase order, another to a harvest and another to a lot.
Do I need to create sales orders manually? No. When your customer creates a purchase order, it automatically appears as a sales order in your workspace.
How do I see whether the full chain is complete? Open the sales order and go to the Traceability tab. "Chain complete to origin: shows how many lines reach a plot of land. "Origin assessments" shows how many pass.
When can my customer create a DDS? Once all suppliers in the chain have completed their tracing and submitted the required data (products, origins, assessments), the customer can generate a DDS for the original purchase order.