Match the laboratory sample to the offered batch
Record the ingredient name, producer, batch code, report number and laboratory sample ID. Ask for a written link between the sample ID and the batch offered. Check the sampling date, test date and report issue date separately.
- Ask who sampled the material, where and how, and which lot or portion was sampled.
- Label example reports clearly and request evidence for the actual offered lot.
Check units, methods and reporting basis
For each requested parameter, record the actual result, unit and analytical method reference. For composition results, confirm whether the report uses an as-received or dry-matter basis. Ask the laboratory or supplier to explain any conversion needed to compare the COA with your specification.
- Keep units such as % and mg/kg, and any < signs, exactly as reported.
- Ask what entries such as 'not detected' mean and which reporting limit applies; list requested tests that have no reported result.
Compare the lot result with the technical sheet
Place the current technical sheet and lot COA side by side. Identify whether each technical-sheet entry is a target, range, minimum or maximum. Compare the measured lot result with the agreed buying specification using the same units, methods and reporting basis.
- For soy materials, review the requested crude protein, residual oil, moisture and fibre results individually.
- Send differences or unclear acceptance criteria to your quality team and supplier for a written resolution before approving the lot.
Carry the batch link into the shipment file
Match the ingredient description, producer and lot references in the analysis pack with the packing list and invoice draft, using a supplier mapping where needed. If the shipment includes several lots, request a list linking each lot's quantity to its COA.
- Keep the organic operator certificate and supplier lot-traceability records with this file; check the relevant product and operator scope separately.
- If the shipment lot changes, request updated analysis evidence and batch mapping before final document review.
Resolve missing evidence before comparing firm offers
Send MUSE one clarification list covering missing sample-to-batch links, methods, reporting bases and requested test results. Assign each item a supplier response, responsible person and due date. Confirm which lot documents will be available before the order and dispatch.
- Set acceptance criteria with your quality team and importer for the actual material and destination.
- Agree sampling, any independent testing and the handling of an off-specification lot with the supplier.
Buyer questions
How should I review one COA offered for several lots?
Ask which lots were sampled, how the samples were taken and what supports the report's stated coverage. Request a clear mapping from every offered lot to the analysis evidence your quality team will review.
What if the COA only says 'conforms'?
Ask for the measured result or the stated reporting limit, together with the unit, method and exact acceptance criterion used. Have your quality team review the basis for that conclusion.
What should I clarify before comparing quoted prices?
Confirm the lot covered by the offer, the agreed specification and the analysis documents still due. Ask who will resolve each missing item and when the updated document pack will be available.