Register your first lot

Every harvest or lot you receive becomes a traceable lot: product, farm of origin, quantity and dates, confirmed by an approver. From then on, buyers and auditors can follow it from the farm, and every delivery, processing step and certificate is linked to it.

Before you start, add the product to your catalog and the farm to your sites. Your traceability ledger must be ready: Home says so.

Register a harvest

1. On Home or in Harvests & lots, select Register harvest.
2. Under What was harvested, choose the Product and enter the Quantity. Your lot code is optional: the code on your bags, tickets or labels.
3. Under Where it comes from, choose the Producer and the Farm or plot.
4. Under Dates, enter the Harvest date. The Expiry date comes from the product's shelf life; you can change it or leave it empty.
5. Under Who holds the lot, choose the Holder and the Place. Usually this is your own warehouse.
6. Add Notes for the approver if something needs explaining.
7. Check What will happen on the right, then select Send for approval.

Other fields the form may ask for

The Register harvest form in Harvests & lots adds fields when they apply:

• Ledger, when your company has more than one: choose the one for this product line.
• The unit next to Quantity: the product's Shown in unit is already chosen. To type the quantity in another unit, such as bags or tonnes instead of kilograms, pick it from the list next to the field. The lot is always recorded in the product's base unit, usually kilograms, and the form says what will be recorded: "1,150 t = 1,150,000 kg recorded". If the quantity does not make a whole number of kilograms, as with some bushels, the form shows the rounded quantity and asks you to confirm it. See Units.
• Not harvested yet, under Dates: tick it for a crop sold before its harvest. See Lots sold early.
• A section named after a lot rule of your company (Asked by the rule), when the rule needs more details for every new lot. Fill in the ones marked as needed.

EUDR due diligence statement

For a product under the EUDR, the form shows EUDR due diligence statement. If the statement is already submitted, enter the EUDR due diligence statement reference and the Verification number from the EU Information System. Both are optional: you can add them later with Correct information on the lot page. They go into the lot's information together with the product's GTIN (barcode number) and the farm's GLN (location number), when those are set. See EUDR.

Receive a lot from a producer

A lot that a producer delivers to you is registered with the same form. Choose the producer as Producer, their farm as Farm or plot, and your own warehouse as the Holder. The lot then starts its life in your hands, traceable to the producer's farm.

Goods from a supplier's lot

When the goods come from a lot a supplier registered in their own A-REX records, name that lot so the link to it is recorded. In Harvests & lots, select Register harvest and fill in the form as usual, then:

1. Under Received from a supplier's lot, enter the Supplier lot reference as the supplier shares it.
2. If you have it, add the Delivery reference. Without it, A-REX uses the latest delivery of that lot to your company.
3. What will happen then says Records where this lot comes from: A-REX found the delivery to your company in the supplier's records. If it finds none, the form says why.

The lot's page then lists the supplier's lot under Comes from. See Lots from your suppliers.

What is recorded

Once approved, the ledger keeps:

• the product and its commodity code, the quantity in the product's base unit (kilograms for anything weighed), and your lot code;
• the harvest date and the expiry date;
• who holds the lot;
• the origin, as the site's origin reference (never its location);
• who registered it and when.

The registration carries the evidence level Declared by your company: the ledger records that your company stated these facts and when, not that they are true. See Evidence levels.

What is not recorded

• Names, tax IDs, contacts and coordinates stay encrypted in your directory. If a lot code or note contains personal data, the form refuses it.
• Notes for the approver are visible to your team only, never on the ledger.
• Lab results and certificates are attached later, from the lot page. See Certificates.

A farm without geolocation still gives a traceable lot, but without the location evidence EUDR asks for.

The approval that follows

After you send it, you see Harvest sent for approval. Nothing is recorded until an approver confirms it with two-factor; follow it in Approvals. The approver reads it as a sentence, such as "Register 12 t of Green coffee from Lote Alto for your company", and decides to approve or reject it.

If your company lets low-risk actions be approved automatically, the confirmation says It was approved automatically and is being recorded.

Once recorded, the lot appears in Harvests & lots with its Story. Read Approve what your team sends for the approver's side.

If something is wrong

Before approval, the approver can reject it with a reason, and you register it again. After approval, the record is never edited, but you can still put it right from the lot's page in Harvests & lots:

• A wrong lot code, quantity, date or grade in the lot's information: Correct information. The earlier version stays on record. See Correcting a lot's information.
• Goods lost or spoiled after registration: Remove from records. See Removing a quantity from the records.
• A lot that should not move: Change status. See Changing a lot's status.