Shipping Flow
This page maps a documentation-first shipping flow for EU-focused THCA wholesale: what should happen, what documents must align,
and where most failures occur. It is designed to reduce preventable delays and disputes.
We do not guarantee delivery timelines or customs outcomes. This is operational guidance, not legal advice.
Start points: Shipping hub · Shipping documents ·
Batch traceability · COA requirements ·
Risk disclosure
Core rule: one batch ID across everything
Most “shipping problems” are actually identity problems: batch/lot IDs that don’t match across the COA, invoice, packing list, and labels.
If the identifiers aren’t coherent, every downstream step becomes higher risk.
- Batch/Lot ID must appear on: COA, invoice, packing list, and package labels.
- COA must reference that same batch/lot ID (not “generic COAs”).
- Verification note should be stored with the batch file (who verified the lab and report, when, how).
The shipping flow (from quote to receiving)
Stage 1 — Pre-quote alignment (avoid wasting time)
- Destination country confirmed (buyer responsibility; context at /legal-status/).
- Product format & quantity confirmed (THCA flower, MOQs).
- Buyer documentation requirements stated upfront (COA fields, contaminant panels, verification expectations).
Stage 2 — Batch selection + document assembly
Before anything ships, the batch file should be assembled and reviewed.
- COA collected and checked for completeness (COA requirements).
- Testing scope aligned to buyer policy (testing standards).
- Lab verified (identity + scope) (lab verification).
- Batch traceability record created or confirmed (batch traceability).
Stage 3 — Packaging & labeling controls
Packaging is where documentation becomes physical reality. If labels don’t match paperwork, you create avoidable risk.
- Batch/Lot ID on labels matches COA and commercial documents.
- Tamper evidence used where practical; seal numbers recorded when used.
- Handling/storage conditions are respected to reduce degradation risk.
See: /compliance/packaging-labeling/ and
/compliance/storage-handling/.
Stage 4 — Shipping documents prepared (paperwork must be coherent)
Shipping documents should map to the batch narrative cleanly. Buyers should be able to audit the file without guessing.
- Invoice (commercial terms, buyer/seller, values, line items)
- Packing list (package counts, weights, batch identifiers)
- Batch mapping reference (which lots are in which cartons/pallets if applicable)
- COA(s) tied to the batch/lot IDs in the shipment
Required structure and consistency rules: /compliance/shipping-documents/.
Stage 5 — Dispatch and in-transit monitoring
- Carrier tracking ID recorded in the batch file.
- Document set archived (PDF copies) before dispatch.
- Exception handling plan: define who responds if the carrier requests additional documents.
Stage 6 — Receiving, inspection, and receiving log
Receiving is a controlled process. Buyers should document receiving condition and identity immediately.
- Photo log: outer carton, inner packaging, labels, seals, and any damage.
- Label check: batch/lot ID matches invoice/packing list/COA.
- Weights: spot-check where practical.
- Quarantine triggers: define in advance (broken seals, mismatched IDs, damaged packaging).
Buyer QA workflow reference: /documentation/quality-assurance/.
Shipping documents checklist (copy/paste)
- Invoice (buyer/seller, line items, values, dates)
- Packing list (package count, weights, identifiers)
- Batch/Lot IDs mapped to shipment contents
- COA(s) for each batch/lot in the shipment
- Lab verification note archived (who/when/how)
- Receiving checklist prepared (photos, ID check, quarantine triggers)
Full document guidance: /compliance/shipping-documents/.
Common failure points (and how to prevent them)
Failure: mismatched batch IDs across documents
- Prevention: enforce batch traceability mapping before dispatch.
- Reference: /compliance/batch-traceability/
Failure: COA is incomplete or generic
- Prevention: require complete COA fields and batch linkage; compare against sample COA.
- Reference: /compliance/certificate-of-analysis/
Failure: lab cannot be verified
- Prevention: verify the lab before relying on the report; store verification note in batch file.
- Reference: /compliance/lab-verification/
Failure: packaging/labels don’t match paperwork
- Prevention: packaging/label SOP; receiving log and photo discipline.
- Reference: /compliance/packaging-labeling/
Failure: unclear exception handling during transit
- Prevention: define who responds and which documents can be reissued/confirmed; archive the document set pre-dispatch.
- Reference: /documentation/risk-disclosure/
FAQ
Do you guarantee delivery timelines or customs clearance?
No. Cross-border outcomes depend on destination requirements, enforcement conditions, and carrier handling.
We focus on documentation readiness. Start at /shipping/.
What’s the most important shipping-control document?
Batch traceability mapping—because it ties COAs and shipment documents to the physical goods. See
/compliance/batch-traceability/.
What should we do if a shipment arrives with damaged packaging or mismatched labels?
Document immediately (photos + notes), quarantine affected inventory, and compare batch IDs against the batch file.
Use /documentation/quality-assurance/ for the buyer workflow.
Where do I find the minimum COA fields?
Use /compliance/certificate-of-analysis/ and the reference format at
/documentation/sample-coa/.