Country of Origin, Traceability and Lot Coding for Bulk Fruit Ingredients

Why country of origin matters in industrial purchasing

COO isn’t just a “nice-to-have” for marketing. It impacts: regulatory and customer requirements, import documentation, tariff exposure, organic and certification traceability, and risk management (when specific origins are restricted or require extra testing). Many buyers also use COO to manage supply continuity: when one origin is tight, a qualified alternate origin can keep production running. The key is to document origin properly so QA and regulatory teams can approve it before purchasing decisions are locked.

What a good COO statement includes

A COO statement should be specific and traceable. At minimum, it should include:
Product identification: SKU, format (concentrate/puree/NFC), and spec or item code.
Country of origin definition: where the fruit/vegetable was grown and/or where the ingredient was processed (clarify which applies).
Time validity: date and/or statement of the period covered.
Signature and authority: QA/regulatory sign-off.

Some customers require “grown in” origin rather than “processed in” origin. If your program is sensitive, clarify which definition is required and request statements that match that requirement.

Lot coding: the bridge between physical product and paperwork

Lots are the unit of control. Your COA, micro report, allergen statement applicability, and COO statement must connect to the lot you physically receive. That means: the package must have a readable lot code, and your documents must reference that same code (or a clearly defined mapping system). If a supplier uses multiple codes (production lot vs ship lot vs internal batch), request a clear explanation and ensure your receiving team knows what to record. Most traceability failures happen when plants record the wrong code—or record none at all.

Receiving: where traceability is either locked in or lost

The receiving dock is the most important traceability control point. A practical receiving checklist includes:
verifying lot codes on every pallet/unit,
confirming COA and required documents match that lot,
recording receipt date and storage location,
and applying hold tags when documentation is missing or mismatched. If you only record “supplier + product name,” you do not have traceability—you have a guess. Good traceability is boring because it is routine and consistent.

For packaging formats and how they affect labeling/lot visibility, see Topic 096.

Internal lot tracking: what to do when you split, repack, or blend

Bulk ingredients are frequently: partially used, transferred to day tanks, repacked into smaller containers, or blended across lots for standardization. Each of these steps can break traceability unless you define rules. A practical internal system includes:
transfer labels: every internal container gets a label with original lot(s), date, and operator.
blend records: when you blend lots, record the percent contribution and assign a new internal blend lot linked to the inputs.
WIP linkage: link ingredient lots to finished product batches in your batch records.

This does not require a complex ERP to start—discipline matters more than software.

For standardization and blending strategies for variability, see Topic 011.

Recall readiness: design for the worst day, not the best day

Traceability is tested when something goes wrong: a positive micro result, a foreign material complaint, a customer audit finding, or a supplier notification. In those moments, you need to answer:
Which finished lots used the suspect ingredient lot?
Where did those finished lots ship?
Do we have remaining inventory from that ingredient lot?

If your traceability system can’t answer these quickly, you will over-recall and create unnecessary cost and reputational damage. Good traceability shrinks the affected scope and speeds corrective action.

Document set: COO doesn’t stand alone

Most QA programs expect a documentation bundle that connects to lots:
COA: identity and quality checks (see Topic 093)
Micro documentation: acceptance criteria and results (see Topic 094)
Allergen statement: and cross-contact disclosure (see Topic 098)
COO statement: origin definition and validity
Certifications: organic, kosher, etc. (when applicable)

Buyers should request these early, not after a shipment is already booked. This avoids production delays caused by “document chasing.”

Labeling best practices for bulk packs

Clear labeling reduces receiving errors. Best practices include:
lot code printed on each unit (not just on the pallet),
product name and format clearly visible,
net weight,
storage condition (ambient/chilled/frozen),
and supplier contact or plant code where applicable. If labels are easily damaged by moisture or freezing, request label protection or redundant labeling. A label that disappears in a freezer is a traceability failure waiting to happen.

How to write traceability and COO requirements into purchase specs

If you want consistent traceability, you must specify it. Practical PO/spec language includes:
“Each unit must display readable lot code matching COA.”
“Supplier must provide COO statement (grown and/or processed origin) for this SKU.”
“Supplier must notify buyer of any change in COO or processing location.”
“Documentation must reference the shipped lot code.”

These requirements make receiving faster and reduce QA holds.

For a full procurement spec template that includes COO and lot coding fields, see Topic 100.

Next steps

If you share your category, destination markets, customer documentation requirements, and how your plant handles bulk ingredients (split, repack, blend), PFVN can recommend a traceability approach and document bundle that aligns with your workflow. Use Request a Quote or visit Contact. You can also browse Products and Bulk Juice Concentrates.

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