How and what to fill out in 'My Forms' page? (standard forms - new format)

How do these forms work?

These are link-by-link forms. This means you only need to declare information about the companies you dealt with directly:

your buyer
your subcontractors, if any
your suppliers

Once your form is approved, the suppliers you declared in the Your sourcing section are contacted automatically. They receive their own forms, built from the information you entered in yours.

This way, the full traceability chain is rebuilt step by step, one transaction at a time, from the raw material to the finished product.

You cannot declare traceability information about production steps that happened further upstream in the supply chain.

The forms consist of four sections available in the My forms tab.

Step 1: Confirm the transaction completed with your buyer (item sold)
Step 2: Describe your involvement in the production of the sold item (in-house and subcontracted steps)
Step 3: Declare the transactions completed with your vendors (items purchased)
Step 4: Declare the step countries in which main production stages took place

💡 Please note: fields without an asterisk (*) are optional. You may leave them blank if the information is not available.

Step 1 - Your buyer’s declaration 📝

This section covers the transaction between your company and your buyer for the item you sold them. Please review the information provided by your buyer, and complete or correct it if needed.

Indicate whether this is the first time you are filling in a form for this item:
- Select Yes, I've already filled out a form for the same production before if you want to reuse the information from a form you have already completed.
  Only use this option if you have already filled in the traceability for the same production that you shipped in several batches.
- Select Yes, but I have never filled in a form for this production if this is the first time you are filling in a form for this item.

To learn more about your inventory, please refer to this article.

Fields to fill in:

Reference You can rename the sold article using your own internal naming convention. This name will appear in your catalogue if you reuse this declaration for another sold article in the future. Make sure it is clear and meaningful to you.
Category Select the category of the article sold to your buyer.
Composition Enter the full composition of the article sold to your buyer. If you know the origin of the raw material, please specify it:
- Harvesting — for plant-based materials
- Breeding / Capture — for animal-derived materials
- Recycling — for recycled materials
- Polymer synthesis — for synthetic materials
- Mining — for metals or stones
Purchase order (PO) Enter the PO number you received from your buyer.
Certification Indicate whether you sold this article with a certificate specific to this production (e.g. a Transaction Certificate). You will then be asked to upload the corresponding TC.
Sold quantity Enter the quantity sold to your buyer.
Shipping method Select the mode of transport used to ship the articles to your buyer.

Step 2 - Your involvement 🏭

Describe your company's role in making this item. This can be trading (you buy and resell, with no transformation), outsourced operations you coordinated with subcontractors (sewing, dyeing, printing, embroidery…), or transformation carried out fully or partly in-house, including any subcontractors involved.

In this section, you should only declare the production steps that are either:

carried out internally within your own facility, or
outsourced to a subcontractor on your company's behalf (e.g. confection, dyeing, embroidery…)
- What is a subcontractor?
  A subcontractor is a factory that performed a specific production step, and to whom you supplied all the necessary items.
  ⚠️ If this factory sourced materials itself, declare it in Step 3 — Sourcing instead. Subcontractors are not contacted by Fairly Made, as they do not carry out any sourcing.

💡 Please note: do not declare production steps that were handled upstream by your suppliers/vendors and are not under your company's responsibility.

Example: operation your carried out in-house	Example: operation 100% subcontracted to your partner

What type of company are you?

I'm a trader or a converter	I'm a factory
Create a `trading` step Create one step for each production step subcontracted to your direct partners, if applicable (dyeing, printing, manufacturing etc.), and indicate that the step was subcontracted.	Create one step per production steps carried out in-house. Ex: weaving, spinning, manufacturing... Create one step per production steps subcontracted to your direct partners if applicable: dyeing, printing... and indicate that the step was subcontracted.

Useful tips:

Technical information is optional but very useful to ensure the environmental impact of the products is calculated using real data, so please provide it whenever possible.
If your company handled several operations on this article (in-house or subcontracted), select all the steps involved:
If you can't find the process you're looking for, click Other operations to see a longer list of suggestions. If your operation still isn't there, click Other operations in the menu that appears.
⚠️ Make sure the operation you choose fits your article. The suggestions are there to guide you toward production processes that match the type of article in this form.

If you have created too many production steps compared to what you actually handled, click the trash icon to delete the step.

Step 3 - Your sourcing 🧶

This section covers your purchase transactions with your vendors. List the items you purchased that were used to manufacture the item sold. If you outsourced any operations, list the items you purchased before dispatching them to your subcontractors. If you buy and resell (trading), the item purchased is identical to the item sold.

I'm a trader or a converter	I'm a factory
If you resell the item without any processing, indicate the same item type as the one declared in the buyer declaration, along with the seller's contact details. If you coordinated processing steps on the purchased item before reselling it, indicate the nature of the item purchased from your sellers before the processing operations you subcontracted.	If you carry out processing operations, list here the items you purchased that were used to make the item sold (declared in the buyer declaration). You can focus on the main components.

⚠️ The vendors declared in this section will in turn receive a form to continue the traceability and collect information on their own suppliers.
Do not declare your own company in this section (they must be declared in section 2 - Your involvement), otherwise a new form will be generated for you. Only indicate your external sellers.

The items you create will be added to the "Declared items" section:

There are 3 possible data sourced items:

Declared by brand: your buyer has already provided information on certain items because they purchased them themselves, so we don't need any information from you. Do not create a new item for the same component.

From your inventory: you have used an item from your inventory, so you cannot edit its information; to make changes, you need to create a new item. To learn more about your inventory, please refer to this article.

New: you can create a new item; it will be added to your inventory once your form is validated.

How to create a new item?

Click on Create a new item

Declare the purchased component category, as well as a precise name/description of the article. This name/description should be easily recognisable by the associated vendor.

Declare the name of the vendor who sold you the item
Indicate the composition of the item you purchased. If you know the origin of the raw material, please specify it:
- Harvesting — for plant-based materials
- Breeding / Capture — for animal-derived materials
- Recycling — for recycled materials
- Polymer synthesis — for synthetic materials
- Mining — for metals or stones

Transaction details for this item will enable the supplier to more easily identify the order you placed with them (PO placed to your vendor, order date, quantity, shipping, etc.).
Certification Indicate whether you purchased this article with a certificate specific to this production (e.g. a Transaction Certificate).

Useful tips:

Once you've created a new item and filled in all the required fields, you can click Create a new item again to add another one. Repeat as many times as you need.

Same item, same supplier — If you purchased several identical items from the same supplier (same reference, composition, and supplier), create only one component. Example: multiple identical buttons from the same supplier → one "buttons" component.

Same item, multiple suppliers — If the same component was sourced from different suppliers, create one component per supplier using Add a sourced component. Example: buttons from Supplier A and Supplier B → two "buttons" components.

Step 4 - AGEC 🗺️ - currently in beta testing
If you don't see this section, it means you are not currently a beta tester.

Please declare the main countries of processing for the main components, if known. This helps your customers comply with the France's anti-waste law for a circular economy (AGEC) law.

You can only fill in this section after completing section Step 3 — Your Sourcing.

If the item in your form is covered by the AGEC law, you'll be asked to give the countries where these main processing steps took place for the item you declared in the sourcing section:

Select I don't know if:
- You don't know the country where a step took place
- The item was not dyed or printed

👕 For textile:	👞 For footwear:
Weaving, knitting or no-woven: the country where the main fabric was made.	Assembly: operations of assembling the open upper with the first assembly, and attaching the outsole to this assembly.
Dyeing: the country where the dyeing took place (on the finished product, fabric, yarn, or fibers). If the item was not dyed, indicate where the fabric was bleached or prepared. If several dyeing processes were involved, indicate the main country.	Stitching: upper shoe stitching is sewing and/or gluing operations to assemble the different materials making up the upper of a shoe.
Printing: the country where the printing took place, if applicable. If several printing processes were involved, indicate the main country.	Finishing: operations carried out after assembly to complete the manufacture of a shoe to give it a presentation that makes it suitable for sale.

If the type of item you are filling in the form for is outside the AGEC scope, this section does not need to be completed:

Submitting your form ✅

As you complete each section, a green checkmark will appear next to it, confirming that all required fields have been filled in.

Once all sections are complete, click on Recap to access the preview, and click on Validate declaration to submit your form. You're done! 🎉

Transaction Certificates (if applicable) 📃

If you declare that a material is certified in the form you filled out, you will receive a notification asking you to upload a TC - the notification appears in My forms tab.

The TC must be uploaded to the platform within a maximum of 6 months after your form validation date in My documents tab.

You will find all the instructions for downloading transaction certificates in the corresponding article.