Transaction Certificate

WLot/ batch creation

The evaluator checks if the operator has assigned any lot/batch number for the consignment and if that is mentioned in the TC application. Lot no/batch number should have a proper line of identification, verification and consistency and should be documented properly. It should be uniform and easy to identify as much as possible.

Krushi Certification Private Limited Issues Transaction Certificates for all domestic consignments. Transaction Certificates are issued on Trace net in the prescribed format after the certified operator has provided all the required documents like-

  • Photocopy of original scope certificate
  • Seller (Name and Address of Individual / ICS)
  • PAN No. (Individual / ICS Mandator)
  • Buyer (Name and Address) PAN No.
  • Place of Dispatch
  • Place of destination
  • TC fees
Product HS code NPOP Organic compliance (C1/C2/C3/Organic) Lot No. & Quantity (MT) Packing Details

Transaction Details

  • Order/Contract No.
  • Invoice No. & Date
  • Mode of Transport
  • Transport Document No.
  • Vehicle No./ Bull cart / Air/others
  • Date of transport

Requesting and Application for Issue of transaction certificate

The certified operator is expected to formally request for an TC by filling online TC application.

Verifications done before issuing transaction certificate

The Evaluator checks the application preliminarily for verifying whether the application is complete and duly signed. Also, he checks whether the information provided is in concurrence with the inspection report and scope certificate. Specifically, evaluator checks the actual products list in the scope certificate annex and whether the products mentioned are the same for transaction certificate. Secondly, he checks yield estimates from the inspection report/trace net and sees if it matches with the quantities of the transaction certificate requirements. The evaluator thus checks that the quantities do not exceed beyond the actual yields of the operator. The original Transaction certificate(s) of purchased product that has been sourced and certified by another accredited Certification Governing body is verified before issuance of the Transaction Certificate.

Then it is forwarded to evaluator for verification. The evaluator verifies information which is given in the application and verifies with the record for further action. Based on the decision for granting the certificate evaluator sends the recommendation to CEO for issuing the certificate. The KCPL issue transaction certificates only after verifying that the lot is actually from certified operation and if the seller provides all the required details and verify the authenticity of the information provided and before issue of the certificate and there is documented proof of verification. The transaction certificate is sent to operator and record is maintained in TC issue register. The copies of the TC and its information is stored in a manner that enables easy retrieval and inspection of information on each operator. The product certificate is given as per the format in NSOP through trace net. Copies of all issued export certificates and transaction certificates is sent to APEDA and the respective commodity boards for records. Copies of transaction certificates and supporting documents issued to operators shall be stored in a manner that enables easy retrieval of information on each operator.

KRUSHI CERTIFICATION PRIVATE LIMITED shall advise the exporter that further COI for EU export of category A & F.

If any discrepancies or non-compliance issues are identified during transaction certificate document verification, the Krushi Cert will assess whether these are sufficient grounds for rejection. Common reasons may include:

  • Lack of proper certification documentation for the products listed.
  • Inconsistencies in organic status.
  • Missing or incomplete supporting documentation (e.g., invoices, shipping documents).
  • Misidentification of products.
  • Test report shows detection of unauthorized substances.

In case clients who request the cancellation of their transaction certificates due to various reasons. The client must submit a written request for the cancellation of the transaction certificate to the KRUSHICERT.

  • The Quality manager will review the cancellation request, ensuring that:
  • The request is complete with all required information.
  • The stated reasons for cancellation are valid and aligned with organic certification standards..

If necessary, the KRUSHICERT may conduct an assessment or audit to verify the reasons for cancellation. This may include:

  • Reviewing records related to the transaction.
  • Engaging with the client to gather additional information.
  • Cancelled material decision.
  • After the review and verification process, the certification committee will make a decision regarding the cancellation. The possible outcomes are:
  • Approval: If the cancellation request is valid and justified, the transaction certificate will be formally cancelled.
  • Denial: If the request is not valid, the client will be notified of the decision along with reasons for denial.

Identification of Recall Situation

Any client or regulatory authority identifying a hazard related to a certified product must notify the certification body within 3 working days of the identification.

Initial Assessment
  • The certification body will assess the information provided for its validity and determine the severity of the issue.
  • Gather all necessary details, including
  • Product details (name, batch number, etc.)
  • Nature of the hazard
  • Scope of distribution
  • Recording immediate safety concerns
Notification Process
  • Notify affected clients of the recall status (including details).
  • If deemed necessary, communicate with relevant regulatory authorities (APEDA, Stakeholders) as per FSSA 2006 requirements. ( The TC will not be a valid currency; i.e. Legal tender refers to a form of currency that can be in the form of a coin or a banknote or that is recognized by law as an acceptable means.)
Conducting the Recall
  • Establish a recall team that includes relevant personnel.
  • Develop a recall plan outlining necessary step, including
  • Product retrieval
  • Identification of affected consumers
  • Communication strategy
  • Record keeping for all actions taken
  • Clients must halt product distribution, and any remaining stock should be quarantined Communication.
  • Create and disseminate a public notice if the recall affects consumer safety. Ensure it includes:
  • Description of the product
  • Reason for recall
  • Instructions for consumers on how to respond
  • Maintain open communication lines with clients and regulatory authorities throughout the recall process.
Documentation
  • Maintain records of all decisions made, communications sent, and steps taken during the recall for review by regulatory authorities.
  • Complete a post-recall report detailing the root cause, effectiveness of the recall, and any corrective actions taken.
  • When a transaction certificate of any client is approved, suspended, Recall or cancelled by KRUSHICERT, list of such certificates clients also published on the Krushi Certification Private Limited website.