| Legal Identity | Confirm the supplier’s registered business scope and manufacturing or trading status. | Current business registration, unified registration information, registered address, and permitted product categories. | Match the legal entity, bank account, contract party, factory address, and invoice details. | Different names on documents, unverifiable address, or refusal to provide registration information. | Critical |
| Manufacturer or Trader | Determine whether the supplier owns production facilities or outsources manufacturing. | Factory address, production-line photographs or video, process flow, and written disclosure of subcontractors. | Request a live video audit or independent on-site inspection before a large order. | No factory access, unclear production location, or documents issued by unrelated entities. | High |
| Botanical Identity | Verify that the raw material is loquat leaf and that the botanical source is clearly defined. | Scientific name, plant part, extraction solvent, extraction ratio, country or region of origin, and identity test. | Require a batch-specific identity test such as HPTLC, HPLC fingerprinting, microscopy, or DNA-based testing where appropriate. | Only a common name is provided, or the plant part and extraction process are missing. | Critical |
| Product Specification | Check whether the specification is detailed enough for purchasing and quality control. | Appearance, color, odor, particle size, extraction ratio, carrier or excipient content, storage conditions, and shelf life. | Approve a signed specification before sampling and include it as a contract attachment. | Generic specifications, changing descriptions, or no stated test methods. | High |
| Marker Compounds | Confirm how the extract’s strength and batch consistency are measured. | A defined marker compound or fingerprint method, validated or documented test method, and batch-specific result. | Do not accept an unspecified “standardized extract”; define the marker, method, unit, and acceptance range in writing. | A high percentage is claimed without identifying the measured compound or analytical method. | High |
| Certificate of Analysis | Confirm that test results relate to the exact batch being shipped. | Batch number, manufacturing date, retest or expiry date, sampling date, test methods, results, limits, and authorized approval. | Compare the COA with the drum labels, purchase order, specification, and independent laboratory results. | Undated COA, repeated identical results across batches, missing methods, or no batch number. | Critical |
| Microbiological Safety | Assess contamination risks for a botanical powder or extract. | Total aerobic microbial count, total yeast and mold count, specified pathogens, and test methods appropriate to the intended use. | Use destination-market requirements and applicable methods such as USP <61>, USP <62>, or equivalent validated methods. | “Microbiologically safe” is stated without numerical results or pathogen testing. | Critical |
| Contaminants | Verify controls for heavy metals, pesticides, aflatoxins, residual solvents, and other relevant contaminants. | Numerical results from suitable laboratory methods, with limits linked to the buyer’s destination market and product category. | Use risk-based testing and verify compliance with applicable requirements such as USP <232>, USP <467>, or local regulations where relevant. | Only a general “passed” statement, no pesticide panel, or limits copied without a regulatory basis. | Critical |
| Quality System | Evaluate the system used to control raw materials, processing, deviations, and complaints. | Current certificates or audit reports for GMP, HACCP, ISO 22000, FSSC 22000, or other relevant systems. | Check certificate scope, site address, validity period, issuing body, and audit status rather than relying on logos. | Expired certificates, certificates covering another site, or certificates unrelated to the supplied product. | High |
| Traceability | Confirm that each finished batch can be traced back to raw materials and processing records. | Raw-material lot, harvest or purchase records, production date, batch code, packaging records, and distribution records. | Request a sample traceability exercise from finished product to raw material and packaging components. | Batch codes cannot be reconciled or raw-material origin is described only as “natural source.” | High |
| Independent Testing | Check whether the supplier’s declared results agree with an independent laboratory. | Laboratory report showing sample identity, seal or chain of custody, method, results, and laboratory accreditation status. | Test a pre-shipment or retention sample before approving the commercial lot. | Supplier discourages independent testing or sends a different sample from the production batch. | High |
| Sample-to-Batch Consistency | Confirm that the commercial product matches the approved sample. | Retained sample, sealed reference sample, signed specification, and agreed acceptance criteria. | Compare appearance, odor, solubility, identity fingerprint, marker assay, moisture, and microbiology. | Sample is supplied without a batch number or supplier changes the specification after approval. | High |
| Packaging and Storage | Protect the extract from moisture, heat, light, and contamination during storage and transport. | Food- or pharmaceutical-grade inner liner, sealed outer packaging, net weight, batch code, manufacture date, expiry or retest date, and storage statement. | Confirm packaging compatibility and transport conditions for the planned route and climate. | Damaged seals, missing dates, unclear storage requirements, or unlabeled bags. | High |
| Commercial Terms | Assess the order conditions and financial exposure before payment. | MOQ, price basis, Incoterms, payment schedule, lead time, sample policy, replacement terms, and documentation package. | Use a written purchase contract with quality clauses, inspection rights, rejection criteria, and refund or replacement remedies. | Pressure for full advance payment, unusually low pricing, or refusal to define nonconformance procedures. | High |
| Final Approval | Decide whether the supplier is suitable for a trial order or regular purchasing. | Completed supplier questionnaire, approved specification, satisfactory sample test, verified documents, and documented risk assessment. | Begin with a controlled trial order and increase volume only after the delivered batch passes inspection. | Any unresolved critical issue involving identity, contamination, traceability, or legal status. | Critical |