Prepare your EUDR evidence

When you sell coffee, cocoa, soy or another product covered by the EU Deforestation Regulation, your buyer, or you as the operator, has to file a due diligence statement with the location of every plot the product comes from. The console keeps that information with your lots, shows what is missing, and produces the files. It does not decide whether a product complies: it shows what your records hold. For the regulation itself, see EUDR.

1. Map your farms and plots

1. Open Sites and add every farm and plot your lots come from, with its producer and its area.
2. Give each plot its geolocation: a Point for plots up to 4 hectares, a Polygon (GeoJSON) for larger ones. See Geolocation for EUDR products.
3. The EUDR column of Sites shows Missing geolocation for the sites still to do.

Coordinates stay encrypted in your directory. They appear in a report only when you tick Include farm locations.

2. Register lots with their origin

Register each harvest from its site in Harvests & lots, with the product and its customs code, the harvest date and your lot code. When a lot comes from a supplier's lot, record that link, so the lineage leads back to the farm. Lots made by processing lead back through your processing records. See Register your first lot.

3. Check your exposure

Open the EUDR exposure dashboard. It shows:

• the quantity in scope by customs heading and by the Commission's classification of the country of origin ("Not in the loaded benchmark" when the loaded list does not hold the country);
• the lots in scope whose origin has no geolocation;
• the plots over 4 hectares mapped by a point only, for which the regulation asks for a polygon.

Select a bar or a row to open the lots or sites behind it. The Data quality dashboard lists the other gaps: lots without product, origin, harvest date or lot code, and product codes that are not in the catalog. See Ready-made dashboards.

4. Check a lot or a shipment before it leaves

Before you ship, see requirement by requirement what your records hold for the EUDR and what is still missing.

1. On the lot's page in Harvests & lots, select Check evidence. For a shipment, select its deliveries in Deliveries and choose Check evidence.
2. Under Requirements, keep EUDR due diligence information and select Check.
3. Work through Missing, expired or withdrawn: each requirement says What would close the gap. Then select Check again.

The operator's own steps, such as the risk assessment, show Not verifiable here. The check lists what the records hold; it does not decide whether a product complies. See Evidence check.

5. Generate the evidence

In Reports › Catalog › Compliance:

• Shipment EUDR pack: the lots of one shipment, or its deliveries, and the lots they were made from, with customs codes, quantities, countries and dates of production, producers and plots, and a checklist of what is missing. Choose the GeoJSON file format to get the plots as a file the EU Information System imports; the report lists any plot to fix first.
• Origins and plots register: every farm and plot, with its area, point or polygon, and whether a polygon is required.
• Supplier evidence: for each supplier, what its lots carry and what is missing.
• EUDR due diligence statement evidence (companies in the EU): the content of the statement, lot by lot.

Every report is signed, so your buyer can check the copy you send. Plot locations identify producers: send them only to whoever files the statement. See Reports for exporters.

6. Record the statement reference

Once the statement is filed, the EU Information System gives a reference number and a verification number. Record them on the lot: in Register harvest under EUDR due diligence statement, or later with Correct information on the lot page in Harvests & lots. Buyers then find them with the lot, and the next reports fill them in. See The due diligence statement reference.

Get the statement or plots from a supplier

When you buy lots from a supplier on A-REX, its due diligence statement and the plots behind its lots can come with them, so you refer to them in your own statement instead of asking by e-mail.

1. Open Received in Harvests & lots and select Evidence on the lot.
2. EUDR statement shows the statement reference, verification number and origin. When the supplier shares plot geolocation, select Show plots for EUDR due diligence; it sees that you read them.
3. If one is Not shared, select Ask for evidence, tick EUDR due diligence statement or Plot geolocation, for EUDR due diligence only, and select Send request.

The answer records what the supplier declared; check it as you would any supplier document. See Ask a supplier for evidence.

Keep it up to date

An automation can do the routine for you, for example generate the EUDR pack when a lot is delivered (template EUDR pack on delivery) or notify operators when a lot is registered without a site. See Automation templates and Automations.