Summary
Document requirements differ by company. Define them during the RFQ stage so the supplier can confirm what is available for the product actually offered.
1. Product specification / technical data
A specification sheet defines target values or limits for product parameters. Milk powder specifications may include moisture, fat, protein, lactose, ash, solubility, heat class and other characteristics.
2. Certificate of Analysis (COA)
A COA typically reports results or parameters associated with a particular batch or lot. Formats vary between manufacturers, so QA should define which parameters are mandatory before purchase.
3. Product identity, origin and lot
The received material should be traceable to the product name, manufacturer or brand where relevant, country of origin, batch/lot and accompanying documents.
4. Certifications or additional documents where relevant
If the company or finished product requires halal documentation, specific certifications or other compliance information, state the requirement during the RFQ stage. Do not assume every origin, brand or grade carries identical documentation.
5. Packaging and label information
Review net weight, lot identity, manufacturing or expiry dates where stated, storage instructions and packaging condition. Receiving records should match the delivered material.
6. Commercial and delivery documents
Quotation, purchase order, invoice, packing information and delivery documents should reflect the agreed product, quantity, destination and commercial terms.
Pre-PO checklist
- Specification sheet matches the required grade
- COA or lot parameters meet QA needs
- Origin and product identity are clear
- Certifications are confirmed where required
- Packaging and label information reviewed
- Quantity, destination and commercial terms documented