Keep timber supplier records within reach.

Understand your activities first

Buying, processing, importing and exporting can involve different workflows. Before choosing a package, describe what your business actually does and which products it handles. Do not assume that every purchase creates a new DDS submission obligation; confirm the relevant requirements for your role.

Organise incoming purchase evidence

Use supplier records and incoming consignment information to keep the data you receive together. Record relevant supplier references where applicable. The aim is to make the original evidence easier to retrieve, rather than asking your team to reconstruct it from old emails.

Separate missing information from complete records

Use a consistent review process when information arrives. Check that you can connect the supplier, product and supporting reference to the relevant transaction. Where something is absent or unclear, follow up with the source rather than treating a populated spreadsheet cell as proof.

Make records available to the right colleagues

Give colleagues access according to their responsibility. The platform includes administrator, submitter, preparer and auditor roles, together with an audit trail. Review access needs during onboarding, particularly when purchasing and administration are handled by different people.

What to bring to a walkthrough

We can start with a representative example. Use fictional or anonymised information in the shared demo.

• One purchase with the documents received from the supplier
• Examples of the supplier references you record
• The steps followed when information is incomplete
• The people who prepare, review and retrieve your records

What this example aims to show

The example is designed to show how purchase evidence can be organised and reviewed in a shared workspace. It does not establish a legal retention period, confirm a supplier’s compliance or claim a measured customer result.