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Reports & Compliance

Generate USDA-compliant mass balance and traceback reports

Overview

Organiko.ai automatically generates USDA NOP compliant reports for audits. All reports include:

  • ✓Full traceability - Every sale traced to certified organic lots
  • ✓Mass balance accuracy - Beginning + Purchases - Sales = Ending
  • ✓Supplier certification verification - All suppliers linked to certificates
  • ✓Audit trail - Immutable record of all transactions

Accessing Reports

Click Reports in the main menu. You'll see three tabs:

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Back Trace

Trace a specific sales order back to supplier and lot

⚖️

Mass Balance

Verify inventory calculations for a date range

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Generate Reports

Create comprehensive audit reports (PDF/Excel)

Back Trace Reports

What is Back Trace?

Back trace (also called "traceback") shows the complete chain of custody for a specific organic product:

Sales Order→Lot Number→Purchase Order→Supplier

This proves that every organic product sold came from a certified organic supplier with proper documentation.

How to Generate a Back Trace Report

  1. 1. Go to Reports → Back Trace tab
  2. 2. Enter search criteria:
    • • Sales order number (e.g., SO-2025-001)
    • • Customer name
    • • SKU
    • • Date range
  3. 3. Click "Search"
  4. 4. View the traceback chain in a table
  5. 5. Click "Export PDF" or "Export Excel"

Example Back Trace

Sales Order:SO-2025-042
Customer:Whole Foods Market
Product:Organic Almonds (SKU: ORG-ALM-001)
Quantity:50 lbs
Lot Number:LOT-2025-001
Purchase Order:PO-2025-018
Supplier:Organic Valley Farms
Cert Number:USDA-ORG-12345

Mass Balance Reports

What is Mass Balance?

Mass balance verifies that inventory calculations are correct. The formula is:

Beginning Inventory + Purchases - Sales - Adjustments = Ending Inventory

If the calculation doesn't balance within ±5%, it indicates potential errors in lot tracking or inventory management.

How to Generate a Mass Balance Report

  1. 1. Go to Reports → Mass Balance tab
  2. 2. Select date range (e.g., Q1 2025, January 2025, or custom range)
  3. 3. Optional: Filter by SKU or product category
  4. 4. Click "Calculate Mass Balance"
  5. 5. Review the results table showing:
    • • Beginning inventory (by SKU)
    • • Total purchases
    • • Total sales
    • • Adjustments (returns, waste, etc.)
    • • Calculated ending inventory
    • • Actual ending inventory
    • • Variance percentage
  6. 6. Click "Export PDF" or "Export Excel"

⚠️ Understanding Variance

  • • 0-2% variance: Excellent - likely due to rounding
  • • 2-5% variance: Acceptable - within USDA tolerance
  • • >5% variance: Requires investigation - check for:
    • → Missing lot certifications
    • → Unrecorded adjustments (waste, returns)
    • → Data entry errors

Comprehensive Audit Reports

What Reports Are Available?

The "Generate Reports" tab creates comprehensive PDF or Excel reports for USDA audits:

📋 Full Audit Package

Everything an auditor needs: mass balance, all tracebacks, supplier certificates, and transaction logs for a date range

🏭 Supplier Certification Report

List of all suppliers with organic certification numbers, expiry dates, and uploaded certificates

📦 Inventory Summary Report

Current organic inventory by SKU, lot number, expiration date, and supplier

📈 Transaction Log Report

All organic transactions (receipts, sales, adjustments) with timestamps and user actions

How to Generate Reports

  1. 1. Go to Reports → Generate Reports tab
  2. 2. Select report type (Full Audit Package, Supplier Certification, etc.)
  3. 3. Select date range (required for audit package and transaction logs)
  4. 4. Choose format: PDF (for printing) or Excel (for analysis)
  5. 5. Click "Generate Report"
  6. 6. Download the file (report-YYYY-MM-DD.pdf or .xlsx)

Tip: Generate the Full Audit Package at the end of each quarter. Store it for 7 years to meet USDA retention requirements.

Preparing for USDA Audit

Audit Checklist

When you receive audit notice, follow these steps:

  1. 1

    Generate Full Audit Package

    Cover the entire audit period (usually 12 months)

  2. 2

    Generate Supplier Certification Report

    Verify all suppliers have current certifications

  3. 3

    Run Mass Balance Report

    Verify variance is within acceptable range (±5%)

  4. 4

    Print Sample Tracebacks

    Select 5-10 random sales orders and generate traceback reports

  5. 5

    Organize Physical Certificates

    Gather all supplier organic certificates referenced in reports

24/7 Audit Support: If you receive an audit notice, email support@organiko.ai immediately. We provide emergency support to help you prepare.

Common Questions

How long should I keep reports?

USDA requires 5 years minimum. We recommend 7 years to exceed requirements. Store reports in a secure location (cloud storage or fireproof safe).

What if mass balance doesn't match?

First, check for uncertified purchase orders or unallocated sales orders in Reconciliation. Then review for unrecorded adjustments (waste, returns). If variance persists, contact support@organiko.ai for a detailed audit.

Can I customize report formats?

Excel exports allow customization. For fully custom report formats, contact support@organiko.ai - we can create custom templates for your certification body's requirements.

Do reports include split allocations?

Yes! If a sales order is allocated from multiple lots, the traceback report shows all lots with quantities. This demonstrates full traceability even for complex allocations.

Ready to Generate Reports?

Questions about reports or preparing for audit?

Contact Support: support@organiko.ai

Emergency audit support available 24/7

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