Introduction
The AgriChain platform is capable of recording Vendor Declarations against specific Contracts, Orders or Movements.
There are two types of Vendor Declarations on the AgriChain platform:
- Commodity Vendor Declaration (CVD)
- CVDs are formal statements provided by suppliers (vendors) of agricultural or fertiliser products. The declaration confirms key details about the products, like their quality, origin, safety (e.g. grain chemical residue status), and compliance with regulations. A CVD also provides the industry with an easy-to-use risk management tool to reduce the risk of contamination from consumption of that grain or products made from that grain. Essentially, it's a way for vendors to assure buyers that the products meet required standards before they are sold or distributed.
- CVDs are formal statements provided by suppliers (vendors) of agricultural or fertiliser products. The declaration confirms key details about the products, like their quality, origin, safety (e.g. grain chemical residue status), and compliance with regulations. A CVD also provides the industry with an easy-to-use risk management tool to reduce the risk of contamination from consumption of that grain or products made from that grain. Essentially, it's a way for vendors to assure buyers that the products meet required standards before they are sold or distributed.
- Truck Cleanliness Declaration
- Truck cleanliness declarations confirm that said trucks or vehicles transporting agricultural or fertiliser products have been properly cleaned before use. It ensures that no contaminants from previous loads (like chemicals or other materials) will affect the quality of the product being transported. This declaration helps maintain safety and product integrity during transport.
To create a Commodity or Truck Cleanliness Vendor Declaration on the Web App (Two Methods)
Method 1 - From the Vendor Decs Section
- Go to the Vendor Decs Section from the navigational menu (left hand side of the page)
- Click on the 'VENDOR DECLARATION' button > Select either the 'Grain Commodity' or 'Truck Cleanliness' option, depending on your declaration submission.
- Once the 'Create Grain Commodity/Truck Cleanliness Vendor Declaration' page loads, fill in the relevant details.
- Ensure that a Valid Contract/Order/Movement number is entered to link it to said Contract/Order/Movement.
- Noting that Truck Cleanliness Declarations can only be created against Planned/Existing Movements, and are not applicable to Contracts and Orders.
- Noting that Truck Cleanliness Declarations can only be created against Planned/Existing Movements, and are not applicable to Contracts and Orders.
- Once done, click on the 'CONTINUE AND REVIEW' button
- Review the 'Vendor Declaration Preview' page and click on the 'SUBMIT' button once satisfied.
- A pop-up 'Email PDF copies to' will appear and:
- You may choose to email a copy of said Vendor Declaration to the relevant parties or,
- You can opt out from emailing a copy of it by clicking on the 'I'LL DO IT LATER' button.
- Once done, your Vendor Declaration will be created against the nominated Contract/Order/Movement.
For a Video Tutorial on Method 1, please check out this link: How to submit a commodity vendor declaration on the Web App (click here)
Method 2 - From individual Contract / Order / Movement
- Go to the Contracts / Orders / Movements Section from the navigational menu (left hand side of the page), depending on which level you will be creating the Vendor Declaration against.
- Noting that Truck Cleanliness Declarations can only be created against Planned/Existing Movements and are not applicable to Contracts and Orders.
- Noting that Truck Cleanliness Declarations can only be created against Planned/Existing Movements and are not applicable to Contracts and Orders.
- Click (select) the relevant Contract / Order / Movement you would like to create a Vendor Declaration against.
- Once the selected Contract / Order / Movement page loads, click on the 'VENDOR DECLARATIONS' tab at the top of the page..
- Click on the 'VENDOR DECLARATION' green button:
- For Vendor Declarations created against Contracts or Orders, clicking on the 'VENDOR DECLARATION' button will result in some pre-populated fields based on said Contract/Order details.
- For those against Existing Movements, proceed to select either the 'Grain Commodity' or 'Truck Cleanliness' option, depending on your declaration submission. Some fields will be pre-populated based on Existing Movement details.
- Once the 'Create Grain Commodity/Truck Cleanliness Vendor Declaration' page fully loads with the pre-populated fields, fill in the remaining relevant details.
- Once done, click on the 'CONTINUE AND REVIEW' button
- Review the 'Vendor Declaration Preview' page and click on the 'SUBMIT' button once satisfied.
- A pop-up 'Email PDF copies to' will appear and:
- You may choose to email a copy of said Vendor Declaration to the relevant parties or,
- You can opt out from emailing a copy of it by clicking on the 'I'LL DO IT LATER' button.
- Once done, your Vendor Declaration will be created against the nominated Contract/Order/Movement.
Common Questions
I have multiple Suppliers delivering against a single Order or Contract. How can I upload multiple Vendor Declarations against it?
You can add as many Vendor Declarations against a single Order or Contract. However, please note that you will need to ignore the 'locked' tonnage listed on it.
In a perfect world scenario, it is recommended for you to create 1 Order per Supplier. This will then allow you to add the individual Vendor Declaration against said Supplier.
I have missed out some information or need to amend my previously submitted Vendor Declaration. How do I amend my Vendor Declaration with the corrected/additional information?
Currently, the AgriChain platform does not enable the deletion of previously submitted Vendor Declarations. This ensures that there is a traceable and un-editable audit trail.
As such, you will need to re-submit your Vendor Declaration against the same Contract, Order or Movement (Site Booking).
During re-submission, in the 'Additional Information' section, ensure to make a note that said Vendor Declaration is e.g. a Re-submission to correct the previously submitted declaration that was in-error.
We also recommend that you notify the relevant parties of said re-submission to prevent any mix ups.
How do I re-submit a Vendor Declaration?
Commodity Vendor Declarations (CVDs) can be re-submitted on the Web App and Mobile App. Noting that, Mobile App submissions are only against Orders and Movements.
- For Mobile App submissions, please refer to this guide: How to Create a Vendor Declaration on the Mobile App (click here)
However, Truck Cleanliness Declarations will need to be re-submitted on the Web App. If you are on the road, we recommend getting in touch with your Company's Logistics Coordinator or Receival Site contact to assist you with the re-submission.
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