Organic Cotton Chain of Custody: From Approved Route to Shipment
Organic Cotton Chain of Custody: From Approved Route to Shipment. Product developers, QA and procurement teams
Organic Cotton Chain of Custody: From Approved Route to Shipment answers practical questions for product developers, QA and procurement teams about GOTS scope, transaction certificates, site routes and quantity reconciliation, and links the brief, evidence file and approved production specification.
Scope certificate versus transaction certificate
A GOTS scope certificate identifies certified operations and product categories; a transaction certificate connects a specific shipment to the certified chain. One document does not replace the other.
Certified sites and subcontracting route
List every certified site and subcontractor involved in the route, including the operations performed. The scope must cover the actual product and process, not only the final trader or brand.
Material intake and lot identification
Record material intake, lot or batch identity and the quantity received. Link the organic cotton to the supplier invoice, transaction certificate and production record.
Quantity reconciliation and shipment records
Reconcile purchased, used and shipped quantities to identify unexplained loss or mixing. Keep shipment, invoice and label records together for the finished SKU.
Label approval and change control
Approve the organic claim and label only after the transaction and scope documents match the actual material. Recheck the chain when a supplier, site or material source changes.
Decision register
| Stage | What to record | Minimum evidence | Dependency |
|---|---|---|---|
| Scope certificate versus transaction certificate | Decision, reference and version | approved brief and scope note | BOM, material and certificate scope, production, inspection and traceability records, market responsibility and local adviser input |
| Certified sites and subcontracting route | Decision, reference and version | dated specification, BOM or official-source note | BOM, material and certificate scope, production, inspection and traceability records, market responsibility and local adviser input |
| Material intake and lot identification | Decision, reference and version | sample, test or registration record for the named reference | BOM, material and certificate scope, production, inspection and traceability records, market responsibility and local adviser input |
| Quantity reconciliation and shipment records | Decision, reference and version | named approval, exception and change log | BOM, material and certificate scope, production, inspection and traceability records, market responsibility and local adviser input |
| Label approval and change control | Decision, reference and version | RFQ or production-release pack for the next stage | BOM, material and certificate scope, production, inspection and traceability records, market responsibility and local adviser input |
Project file to assemble
- Buyer focus: Product developers, QA and procurement teams.
- Page scope: GOTS scope, transaction certificates, site routes and quantity reconciliation.
- Evidence to assemble: for GOTS scope, transaction certificates, site routes and quantity reconciliation, approved brief and scope note; dated specification, BOM or official-source note; sample, test or registration record for the named reference; named approval, exception and change log; RFQ or production-release pack for the next stage.
- External dependencies: BOM, material and certificate scope, production, inspection and traceability records, market responsibility and local adviser input.
- Next step: send a dated brief covering GOTS scope, transaction certificates, site routes and quantity reconciliation, the destination market and available documents for a feasibility review.
Buyer questions
What makes “Scope certificate versus transaction certificate” a usable test?
For GOTS scope, transaction certificates, site routes and quantity reconciliation: A usable test names the sample and version, BOM, method, units, conditioning, dose or load, number of repeats and acceptance rule. Results without those fields are difficult to reproduce or compare.
Can “Certified sites and subcontracting route” be approved from one sample?
For GOTS scope, transaction certificates, site routes and quantity reconciliation: Only for the version tested. The approval should state which size, colour, material and process were covered, and which production variation still needs verification.
When should the test be repeated?
For GOTS scope, transaction certificates, site routes and quantity reconciliation: Repeat it after a material, film, adhesive, seam, laundry instruction, supplier or construction change, or when the finished-garment sample differs from the tested specimen.
Related routes
Fabrics & materials Certificates Matières
Editorial review: 8 November 2026. This page describes a procurement method and does not replace legal, tax or regulatory advice.
Have a style in mind?
Send a sketch, tech pack or reference garment. We will reply with a development route.