If you’re in purchasing or procurement, getting the documents for the ingredients that you buy is a key part of your job. Some companies require more documentation than others because of their industry or their own product certifications. But no matter who you work for, you’re going to be requesting documents at some point or another.
If you’re sourcing bulk oils, here’s the top 6 documents that your supplier should be able to provide. These are also the most common documents that we at Centra Foods gets requests for on a daily basis.
Certificate of Analysis
You should receive a certificate of analysis for every batch of oil that you purchase. Keep in mind that certificates of analysis show specific results for a particular lot of oil, so they will change as inventory rotates. If you need an up-to-date COA sent to you for the actual oil that you will receive, ask for an electronic copy to be emailed to you before your order ships.
Specification Sheet
A specification sheet tells you general information about that type of oil. You can expect to see information on what it’s made from, the process of how it’s made, general chemical properties and limits, and details about the packaging it’s available in. Keep in mind that every supplier’s spec sheet will vary slightly.
Another important note-- a spec sheet for olive oil is going to be different than many other types of products. For example, if you purchase a camping tent, a spec sheet is going to tell you all of the unchanging details-- the size, dimensions, weight and color. None of this information will change over time, so you can count on it.
Olive oil is different, because it’s a natural fruit juice that is squeezed directly from a plant. It is subject to natural fluctuations in color, taste and other properties. Even if you compare Extra Virgin Olive Oil to a commodit like Soybean Oil, the EVOO is subject to vary quite a bit more. Therefore, spec sheets won’t necessarily list the exact taste profile or color you should expect because it may change from country to country or crop season to season.
Kosher Certification, if applicable
Centra Foods’ olive oil is certified by Star-K, and you can get Extra Virgin Olive Oil that is certified Kosher for Passover. Most olive oil suppliers now offer a Kosher certification for their oils.
Organic Documentation, if applicable
If you’re manufacturing a product that will be certified USDA Organic, this is a must have to be able to complete your own paperwork.
Non-GMO Statement or Non-GMO Project Verification™ Certificate
If your oil is non-GMO, most suppliers will offer a statement saying that the bulk oil is a non-GMO produced crop. You may also be able to get a statement from the Non-GMO Project™ if the oil is verified Non-GMO through their independent process; this is becoming more and more popular right now. If you state that your product is Non-GMO on the label, you’ll want to compile all of this documentation from your suppliers and keep it on file.
Why You Should Expect These Documents
The goal is the same for both supplier and customer-- it’s not about checking the quality control boxes but making sure that there’s strong quality processes in place at your suppliers location behind the scenes. Any reputable bulk oil supplier shouldn’t bat an eye when you request any of the above 6 documents. In fact, most US suppliers will be used to offering 20+ more documents on top of that.
The bottom line is that any viable vendor should have the proper documents compiled that you’re going to need. However, if you know that your company has an extra long list of requirements, give your supplier a bit more time than usual. Sometimes, their QA document may have to create a specific document that provides the specific statement, certification or process declaration that you need to have on hand.
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Topics: Food Manufacturing, Quality Control
