Collect the production plots behind every EU-bound coffee lot under HS 0901. Suppliers can send them through a secure plotvera portal without creating an account.

Start with active suppliers and the lots expected to enter the EU first. Use the EUDR checklist to track the other information needed for due diligence.

Step 1: map the supplier chain

Open Suppliers. Add each organisation you buy from and each upstream organisation expected to provide farm data. Set direct suppliers to Tier 1; use Edit to assign upstream tiers and Sells into. Tiers record your mapping, plotvera does not discover the chain.

Create one record per organisation, using a name your buying and compliance teams recognise.
Do not create one supplier per smallholder when you contract with a cooperative. Its farms arrive as plots in the cooperative submission.
Use Direct upload only for plot files uploaded by your own team.

Suppliers page with Tier 1 rows, plot validation and screening counts, invitation status, Edit and Add supplier controls — The Suppliers register shows your tiers, collected plots, validation, screening and invitation status.

The Suppliers register shows your tiers, collected plots, validation, screening and invitation status.

The page does not provide owners, deadlines or custom collection statuses. Track those in your operating process, then use Not invited, Invite active and to review to see what needs action in plotvera.

Step 2: add a recognisable supplier

Select Add supplier. Enter Supplier name and, if useful, Contact email (optional) and Invite language (optional). The available invite languages are English, Español and Português.

Use the organisation name from purchasing records, adding an origin or vendor reference to the name only when needed to distinguish duplicates.
Use the contact who can obtain farm records, such as a cooperative agronomist or traceability lead.
Keep the supplier identity and correspondence with your evidence as described in the record-keeping guide.

Add a supplier dialog with Supplier name, Contact email optional and Invite language optional fields — The email and language prefill the invitation and can still be changed before sending.

The email and language prefill the invitation and can still be changed before sending.

After you add the supplier, plotvera opens its invitation panel.

Step 3: send the supplier-specific link

Select Invite. Use Send link by email or Create a link to copy for another channel. Copy a newly created link immediately because it is shown only once. Links expire after 30 days and can be revoked. Supplier portal invitations are available on Pro and Business.

State the crop, origin, production period or purchase lots covered and give a deadline.
Ask for every production farm behind those lots, not a cooperative office, mill, warehouse or village pin.
Send the smallholder geolocation guide when field teams need help collecting coordinates.

Supplier invitation panel with email, language, Send link by email and Create a link to copy controls — Each secure link belongs to one supplier and sends its submissions to your review queue.

Each secure link belongs to one supplier and sends its submissions to your review queue.

Do not reuse one link across suppliers. If information cannot be obtained and verified, the affected coffee flow is not ready to support a DDS. plotvera prepares TRACES-ready evidence, but you submit the DDS in TRACES-NT.

Step 4: collect production plots

The no-account portal starts at 1 · Submit your plot locations. The supplier selects the commodity and production period, then uploads GeoJSON, WKT or KML, or captures a boundary with a phone GPS at the field.

Technical teams should use WGS84 coordinates and RFC 7946 GeoJSON. Share the GeoJSON format guide and geolocation requirements guide when needed.

Under Art. 2(28), a plot of 4 hectares or less needs at least one latitude and longitude point using at least 6 decimal digits.
A plot above 4 hectares needs a polygon describing its perimeter.
Include every farm linked to the lot and remove duplicates. A mill or office location cannot replace a production plot.

No-account supplier portal showing commodity, production period, plot file upload and draw or capture controls — The first portal step collects the commodity, production period and production-plot geometry.

The first portal step collects the commodity, production period and production-plot geometry.

Validation checks geometry, not whether the farm supplied your lot. Compare plot names and IDs with member lists and lot-allocation records. Investigate locations in towns or oceans and check production against the 31 December 2020 cutoff.

Step 5: collect supporting evidence

The portal marks 2 · Sign the supplier declaration and 3 · Upload legality evidence as optional. Ask for them when they form part of your evidence request.

For the relevant products under Art. 2(40), the declaration ties the supplied goods to the submitted plots and states that, to the signer’s knowledge, they were not produced on land deforested or degraded after 31 December 2020 and complied with applicable production-country law.

Confirm the signer’s full name, role, authority and organisation.
Match the declaration, plots, origin and coffee flow, then investigate conflicting dates or records.
Treat the declaration as evidence, not proof. Under Art. 4, your company remains responsible for due diligence and the DDS it submits. Use the risk-assessment guide for contradictions or risk indicators.

Optional supplier declaration with its statement, full name, role or title, signature and confirmation checkbox — The optional declaration records an attributable supplier statement; it does not replace your review.

The optional declaration records an attributable supplier statement; it does not replace your review.

Legality evidence is also optional in the portal, but the evidence required for your due diligence is not optional. Specify which documents you need for the country and supply chain.

Review every submission

Portal items remain pending until you open Review supplier submissions and choose Accept or Reject. Accepting plots adds valid and flagged plots to the register; flagged plots still need fixing before screening.

Reject an incorrect submission and ask the supplier to resubmit. There is no return-for-edit action in the review queue.
Screen accepted, valid plots, assess the result and record any mitigation before using them in a DDS.
Keep accepted evidence, source files and correspondence for 5 years.

When the evidence is ready, configure access with the TRACES credentials guide and follow the DDS filing guide. Supplier acceptance is not EU approval or a guarantee of customs release.

Collect EUDR plot data from suppliers with plotvera