Understanding Product Origins
As the name already indicates, the product origin provides details on where your product, or parts of it, originate from. In accordance with EUDR regulations Article 9, 1 (d) and to fulfill Due Diligence obligations, you are required to trace the product back to its origin.
How to add Origins
You can request origins directly from your suppliers. Through a Product Origin Request (POR), suppliers can provide geolocation and producer details, as well as share their DDS reference numbers if already submitted to TRACES. Additionally, this process allows suppliers to flag products that may be out of scope.
Product Origin Requests
When initiating a Product Origin Request (POR), a configuration window will appear, allowing you to include additional details for your supplier. While all of these fields are optional, they provide an opportunity to add context to your request. Below, you will find a breakdown of each data field to help you decide which information might be most relevant for your specific products.
PO, SN, and Other References: You can include specific identifiers like a Purchase Order (PO) or Shipment Number from your ERP system to help track the product origin request. These references can also be fetched later via our public API.
End Date: Setting an end date allows suppliers to provide multiple answers over a set period. The request will automatically close on this date. Without an end date (or weight), the request closes immediately after the supplier provides their first answer.
Weight (kg): You can specify a total weight in kilograms. This allows suppliers to submit multiple answers until that weight total is reached.
Priority Logic: Note that if you set both a Weight and an End Date, the End Date takes priority. The request will close on that date even if the total weight has not yet been fulfilled.
In the next step you will be asked to add the supplier's contact email, which you either already uploaded in the system and will auto populate or which you need to add by clicking on the "Add contact" button.
Lastly you can adjust the email you're sending out by adding a comment to the email, selecting a copy to be sent to yourself or adding other emails in CC. A benefit of customizing your email can be to make your outreach more engaging and personalized.
Once you've made your selection you can finish the process by clicking on the "Send Request" button.
Understanding your Product Origin Status
To track the progress of your product origins, please refer to the Origins and Origin Request columns in the product overview.
The "Origins" Column
This column indicates the current origin data (geo coordinates) available in the system.
Status | Explanation | Label |
Missing | Whenever you create an inbound product, the “Missing” status in the “Origins” column will appear. |
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Number of origins | Once you have sent a POR to your supplier, the status “Requested” will be visible. |
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The "Origin Request" Column
In this column you can see the origin requests you have sent to your supplier.
If the origin column says "Missing" and the origin request column says "No Request", then no origin data exists and a request has not yet been sent to the supplier.
If the origin information was added manually by a user within Prewave rather than through a supplier request, the origin column will display the number of origins and the origin request column will say "No Request".
If multiple requests were initiated for this product, this will be displayed as a request count.
Request Details & Supplier Status
Clicking on a request count (origin request column) opens a detailed pop-up overview. Here, you can track specific details such as the request date, the internal reference number, and any linked PO/SN numbers.
You can monitor the Supplier Status through the following stages:
Status | Explanation | Label |
Requested | The product origin request has been sent to your supplier and is awaiting a supplier response. |
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Answered | When a supplier responds to a Product Origin Request (POR) by sharing origin data or a supplier DDS, the request status changes to "Answered." If a request was sent with an end date and that date passes without a submission from the supplier, the status will also remain "Answered." |
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Delayed
| The supplier answered your product origin request. "Delayed" means that they are currently unable to submit the required evidence for the product. |
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Rejected | The supplier answered your product origin request. The status is "Rejected", meaning the product is out of scope for the EUDR. |
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Canceled
| The user (customer) has terminated the product origin request in Prewave. |
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Requested Status
A "Requested" status indicates that your Product Origin Request has been sent to the supplier and is currently awaiting their response. While a request is in this stage, you retain the flexibility to update it. Simply click the Pen icon to add reference details, such as a PO number or Shipment Number (SN), even after the request has been initiated.
Delayed Status
A supplier may mark a request as Delayed if they cannot provide origin data immediately. Common reasons include pending upstream information, complex product structures, or compliance timelines (e.g., DDS intended for 2027).
When a delay is reported, suppliers are required to provide an expected data availability date and any relevant context. You can view these specific details and notes by clicking the Eye Icon next to the delay reason.
Rejected Status
A Rejected status indicates that the supplier has identified the product as being out of scope for the current Regulation. In these cases, the supplier is not required to provide geolocation data.
Exemption Reasons
Suppliers may select a specific exemption code to explain why the product is out of scope. These reasons include:
Y133: The product is made entirely from commodities sourced from recycled materials.
Y129: The product is not concerned by the Regulation due to its composition. (e.g. synthetic rubber, bamboo, rattan)
Y132: The product was produced before June 29, 2023.
Y141: The product is delivered by a micro- or small-sized undertaking.
The product was placed on the EU market during the transitional period (Conventional DDS applies: 99EU9999999999).
Downstream Operator / Trader: The supplier is a downstream operator and you don't need to obtain geolocation information.
You can review the selected reason and download any supporting documentation by clicking the Eye Icon next to the status. Please note that while evidence is encouraged, it is not mandatory for all exemption categories.
Canceled Status
You can cancel a Product Origin Request at any time, provided it is currently in "Requested" status.
To cancel a Product Origin Request (POR), click the Bin icon next to the specific entry. A confirmation prompt will appear to prevent accidental deletions. Please note that once you confirm the cancellation, the request is finalized. Your supplier will no longer be able to submit or edit information for that specific POR.
💡 If you've updated your supplier's contact information, you'll need to restart the request process for that specific contact. Simply cancel the existing POR and send a fresh request. This ensures the new contact person receives the correct link and instructions to fulfill your request.