GACP supplier checks in Thailand: licences, COAs and batch records

Separate the licence, the growing-site certificate and the batch report

Start a supplier file with three separate checks. The seller's permission to carry out an activity, the growing site's GACP evidence and the batch's laboratory results answer different questions. Record the evidence for each instead of marking the whole supplier 'verified' after seeing one document.

DTAM's published GACP conditions describe a cultivation and collection assessment. They also explain that certification does not itself certify that every product is free of chemical residues. Keep the laboratory report alongside the cultivation evidence.

This is a receiving checklist for licensed operators, not a determination that a supplier, site or transaction meets every applicable requirement. Check the rules and accepted documents for your activity with DTAM or your Provincial Public Health Office.

Check the seller's legal identity and permission to supply

Ask for the legal name that will appear on the invoice and delivery note. Compare it with the licence holder and licensed premises. A trading name on a chat account may differ from the company named on the paperwork; record the relationship and ask for an explanation.

Read the activity and any conditions on the licence. Check its dates and ask the issuing authority how to confirm current standing when the document leaves a question unresolved. A company registration or a GACP certificate alone does not answer whether this seller may supply this flower to your establishment.

If a distributor sells flower grown by another operator, keep both parties in the file. Ask for the documents connecting the grower, the distributor and the batch you will receive. Do not copy the farm's licence number into the seller field just because the farm produced the crop.

• Seller's legal name and business contact channel.
• Licence holder, number, premises, permitted activity and dates as shown.
• Grower's identity and site when the seller is a separate business.
• A named reviewer, review date and any unresolved questions.

Match GACP evidence to the actual growing site

Request a readable copy of the certificate and its relevant annexes. Match the holder, site address, certificate number, issuer and scope. Check whether the document covers the site and operation that produced the batch, including any site-specific limits it states.

Read the issue and expiry dates exactly as printed. If a date, annex or site detail is missing, ask the supplier and issuer to resolve it. Keep the original calendar notation when transcribing Thai dates, alongside any clearly labelled conversion your team uses.

Use contact details reached through the issuer's official website to ask about authenticity and current standing. DTAM's GACP information page directs users to its official channels. A QR code is a route to evidence; inspect the destination and record what you found rather than treating the code itself as approval.

Use the farm directory to find a source record

The PorThorOS GACP farm directory reproduces 217 source rows from a DTAM PDF headed 13 February 2569 (2026), accessed on 26 October 2026. Thai names and growing-system descriptions follow the source. Approximate English transliterations help with browsing and search; compare the original Thai name when checking documents. Repeated names can represent separate source rows; the row count is not a count of unique farms.

Search for the legal name or province, then open the linked PDF page and compare the source row. A missing search result is not a finding that a farm lacks certification. Spelling, later additions, another site or a newer source may explain the difference. Ask the supplier and DTAM to clarify.

The PDF does not provide a complete current licence or certificate record for each entry. It includes a licence-related note on one row, which the directory preserves as a dated source note. Inclusion does not establish current permission to supply, certificate validity, batch quality or PorThorOS approval.

For a current enquiry, follow the official DTAM information page to its linked dashboard or contact the authority. Keep the result of your own check in the supplier file. The directory's access date records when we consulted the source, not when an authority revalidated the farm.

DTAM: dated farm-list PDF ↗DTAM: official GACP channels and dashboard link ↗

Read the COA as a report about an identified sample

Ask for the complete report, not only a cropped result or a supplier's summary. Compare the report number, laboratory identity, customer, sample description, lot or batch reference, and the dates reported for sampling, receipt, testing or issue. Not every report uses the same field names; record the relationship you can establish.

Match the report to the delivery label and supplier batch record. A familiar strain name or a similar cannabinoid percentage cannot resolve a different batch ID. If the laboratory uses its own sample ID, ask for the document connecting that sample to the supplier's lot.

Read the test panel, methods, units and any limitations. Ask which results address the quality requirements that apply to your intended use, including relevant contamination tests. Do not invent a universal pass threshold or interpret an untested item as a negative result. Have an appropriately qualified reviewer resolve technical questions with the laboratory.

When authenticity is unclear, contact the laboratory through an independently located official channel and ask how it can confirm the report. Keep a note of the response and reference. A report can help assess the sample tested; it cannot by itself establish the identity or condition of every container delivered later.

Connect the documents to the physical delivery

Before putting the flower into available stock, assign an internal receipt and batch reference. Record the supplier lot, delivered quantity, dry-gram measurement where applicable, receiving date, product description and storage location. Link the invoice, delivery note, GACP evidence and COA to that receipt.

Keep separate lots separate even if the product name and selling price match. For a split delivery, preserve the relationship between the original supplier lot and each receipt. Ask the supplier to explain discrepancies in seal, label, quantity or identity before a reviewer makes a release decision.

Give unresolved documents a clear owner

Use your receiving process to distinguish 'documents received', 'review pending' and 'released by the responsible reviewer'. These are internal work states, not government certification labels. Record who made each decision and which documents they used.

Hold a disputed delivery under your internal procedure while the responsible person investigates. Ask a precise question: which premises does this certificate cover, why does the batch reference differ, or how can the issuer confirm this document? Preserve the answer beside the original evidence.

A corrected invoice or replacement report should remain linked to the earlier version and the reason for the change. If the gap remains unresolved, have the licence holder or responsible manager decide the next step with the relevant authority or qualified adviser. Avoid accusing the supplier of misconduct based only on an incomplete file.

• Missing licence scope or unclear seller identity: refer to the responsible manager and issuing authority.
• Certificate holder or site mismatch: ask the supplier for the site-specific evidence and issuer confirmation.
• COA-to-batch mismatch: request the sample-to-lot link or the correct report.
• Physical delivery mismatch: record the observation, quantity and receiving decision.

Keep the source file useful for stock and PT27 records

Once the responsible reviewer releases a receipt, retain the link from the source documents to the internal batch and subsequent movements. The PT27 source-and-stock form guide explains the supplier and quantity fields used in the official form. Build those working records from the checked receiving details.

Keep your internal batch IDs and document references even where the reporting form has no matching field. Staff still need a way to retrieve the source evidence when they review a report line, count a batch or investigate a later issue.

Repeat the checks when the supplier, site or batch changes

Treat onboarding as the first review. Compare each new delivery with the supplier file, and reopen the relevant checks when the legal entity, licensed premises, growing site, certificate, laboratory report or batch identity changes. Record expiry reminders from the documents themselves rather than guessing their duration.

Keep dated copies and review notes with controlled staff access. Set retention and escalation rules with the person responsible for your establishment, using the requirements that apply to your own activity. A cultivation certification condition for a farm should not be copied into a dispensary policy without checking its scope.

To test the file, choose one received batch and ask a colleague to retrieve its seller, source site, licence evidence, GACP copy, COA and delivery note. Record the gaps and assign the next action. That retrieval exercise gives your team a concrete check they can repeat at the next delivery.

DTAM: cultivation guidance ↗DTAM: GACP criteria ↗