How to buy, book-in, and audit PEFC-certified timber from Yat Guan without slowing operations
Executive Summary (for scanners)
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Why it matters: Many tenders and supplier codes now require verified sustainable timber.
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What you get from us: PEFC Chain-of-Custody (CoC) controls, segregated/quantity-controlled stock, and clear claims on paperwork.
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What your team does: Match the claim on the delivery note/invoice to the PO line, file the certificate reference, and keep a simple monthly log.
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Outcome: Clean audit trails with no disruption to production or dispatch.
1) PEFC, in 90 seconds
PEFC (Programme for the Endorsement of Forest Certification) is a global umbrella for national forest standards. Chain-of-Custody (CoC) tracks certified material from forest → mill → manufacturer → you. If any link breaks, the claim can’t travel.
Your benefit: verifiable proof that timber used in your pallets, crates, or packaging comes from responsibly managed sources.
Key terms
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Certified: Material eligible for a PEFC claim.
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CoC Certificate: Registration proving a company runs PEFC-approved controls.
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Claim: The exact wording that must appear on paperwork (e.g., PEFC Certified, CoC: XX-XXXXX).
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Segregation / Volume control: Operational methods to prevent over-claiming.
2) How Yat Guan keeps the chain intact (our CoC model)
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Intake & Booking
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Certified timber arrives with supplier documentation and is recorded in our CoC system.
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Stock Control
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We use physical segregation where feasible; where not, a controlled volume (percentage-in → percentage-out) model ensures we never claim more than we received.
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Production
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Certified components are tracked to work orders. Mixed orders (certified and non-certified lines) are split logically so the right claim follows the right output.
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Dispatch & Paperwork
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Your delivery note/invoice states the product, quantity, and PEFC claim (plus CoC reference on request or by default if you prefer).
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Net effect: your team can rely on the document trail without re-checking upstream suppliers.
3) What procurement & goods-in should see (with examples)
3.1 Paperwork anatomy
Delivery Note / Invoice includes:
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Customer name & PO
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SKU/description (e.g., Timber stringers, 100×38 KD)
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Quantity (units/m³ as applicable)
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PEFC claim (if certified)
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Optional: Yat Guan CoC certificate reference for your files
Example (delivery note line):
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Timber stringers 100×38 KD — 3.20 m³ — PEFC Certified (CoC: SG-COC-1234)
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Timber deckboards 90×19 KD — 2.00 m³ — Non-certified
Mixed POs are OK: simply book the certified and non-certified lines separately in your system.
3.2 Booking-in checklist (60-second scan)
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Does the line item that should be certified show a PEFC claim?
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Does the quantity on the certified line match your GRN?
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Is the CoC reference captured? (either on the document or in your vendor record)
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File the document in your Sustainability/PEFC folder (month & PO indexed).
4) Common procurement scenarios (and the clean way to handle them)
A) One PO, mixed lines (certified + non-certified)
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Keep both lines on one PO; we’ll reflect claims line-by-line.
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Your ERP should not merge them into one material code without a claim field.
B) “Same product, split delivery”
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If you split a certified quantity across dates, each delivery note shows the claim only for the portion delivered.
C) Substitutions / Urgent swaps
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If a certified component is temporarily unavailable, we’ll confirm whether you accept a non-certified swap.
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The paperwork will reflect the updated claim so your records stay accurate.
D) Recycled content
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If you request recycled/repair programs, we’ll note this separately in your sustainability ledger. PEFC claims apply only to certified virgin timber lines unless specified otherwise by an applicable PEFC category.
5) Using the PEFC logo & label (brand compliance, made simple)
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On your documents: You can reference “PEFC-certified timber supplied by Yat Guan”. Using the official PEFC logo publicly may require approval and correct trademark statements.
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On packaging/products: If you want on-product labels, tell us first; we must verify artwork, claim scope, and placement under PEFC trademark rules.
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On websites & tenders: Cite the claim and our CoC reference rather than placing the logo yourself, unless you’ve cleared usage.
We’ll review and approve any label/packaging request quickly so you remain compliant.
6) How audits work (what auditors want to see)
Your side (customer audit pack):
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Delivery notes/invoices with line-level claims and quantities
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Our CoC certificate (PDF) on file
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A simple PEFC Log (template below) that lists:
Date | PO | SKU/Description | Qty | Claim | CoC Ref | GRN/Invoice No.
Optional (nice to have):
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A short internal SOP: “How to book PEFC lines” (1 page)
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Folder structure:
/Sustainability/PEFC/YYYY-MM
Our side (supplier audit pack, provided on request):
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CoC certificate and scope statement
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Intake records and supplier documents
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Stock/volume control summaries
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Production and dispatch records mapping certified inputs to certified outputs
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Trademark approvals (if any labels were used)
7) KPI ideas for your ESG & procurement dashboards
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% of certified timber (by volume or spend)
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# of certified POs / lines per month
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Lead time impact (target: none)
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Non-conformance rate (target: <1% of certified lines)
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Estimated CO₂e tied to your Sustainability Ledger (if you’re also using our repair/recycling programs)
8) Implementation playbook (30-day rollout)
Week 1 — Decide & Configure
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Flag which SKUs/lines you want as PEFC by default.
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Add a “Sustainability claim” field in your ERP or receiving form.
Week 2 — Train Goods-In
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15-minute huddle: how to spot the claim, record CoC ref, file docs.
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Adopt the PEFC Log (below).
Week 3 — Pilot
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Run two POs with mixed lines; confirm your team books them correctly.
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We review any label/artwork requests.
Week 4 — Go Live
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Add a tender-friendly statement to your website/procurement policy, e.g.:
“We prioritise PEFC-certified timber for pallets, crates and packaging and maintain verifiable chain-of-custody records with our suppliers.”
9) Templates (paste into your docs)
9.1 PEFC Receiving Log (CSV columns)
9.2 SOP: Booking PEFC Lines (1 page)
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Check delivery note line for PEFC claim and quantity.
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Capture CoC reference in ERP field.
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File PDF in
/Sustainability/PEFC/YYYY-MM. -
Update PEFC Log (one row per certified line).
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If claim is missing where expected, quarantine line and notify procurement.
9.3 Sample text for tenders
Our timber packaging can be supplied with PEFC Chain-of-Custody claims. Documentation includes line-level claims on delivery notes/invoices and the supplier’s CoC reference. Yat Guan’s CoC controls ensure material integrity without impacting lead times.
10) FAQs
Q: Can we mix certified and non-certified items in one shipment?
A: Yes. Each line shows its own claim; book them separately in your system.
Q: Do we need to store certified items separately at our site?
A: Not required for customers, but you must not mislabel non-certified stock as certified internally.
Q: What if our PO says “certified” but the delivery note doesn’t?
A: Hold that line, inform us, and we’ll reissue or replace. The paperwork claim governs your audit trail.
Q: Can we print the PEFC logo on our cartons?
A: Ask us first. We’ll confirm the correct trademark usage and provide the right artwork if eligible.
Q: Will this slow our deliveries?
A: No. CoC runs in the background. Lead times remain aligned with your standard schedule.
11) Glossary (quick reference)
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PEFC: Programme for the Endorsement of Forest Certification
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CoC: Chain-of-Custody — the documented path certified material takes through the supply chain
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Claim: The exact wording that denotes certification status on paperwork
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Segregation / Volume Control: Methods to prevent over-claiming
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Trademark Rules: Brand and logo use requirements for PEFC
12) How to use this article on your site (layout notes)
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H1: PEFC Chain-of-Custody — What Procurement Should See
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Intro blurb: 35–45 words; link back to the Quality Assurance page.
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Sticky sidebar: “Booking-in Checklist” + “Download: PEFC Receiving Log (CSV)”
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CTA footer: “Request PEFC by default on these SKUs” (link to Contact/YatBot)
13) Optional downloads we can attach (ACF-ready placeholders)
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YatGuan-PEFC-CoC-Certificate.pdf -
PEFC-Receiving-Log.csv -
Sample-Delivery-Note-PEFC.pdf -
SOP-Booking-PEFC-Lines.pdf
Closing
PEFC doesn’t need to be complicated. With line-level claims, a simple receiving log, and our CoC documentation, your team can demonstrate responsible sourcing and keep freight moving. If you’d like, I can also produce the CSV and SOP files and wire them to a “Downloads” block on the article page.
