How are organic and conventional products kept separate in the warehouse?

Distinguishing between organic and conventional products isn’t simply a matter of setting two categories apart. It lies in the combination of fixed locations, an accurate product database, and an administrative system that allows each batch to be tracked. These three elements must work together; otherwise, the distinction is stronger on paper than in practice.

It starts with your article database

The warehouse processes the information you provide, just as it does for the storage of all your other items. If an item is not labeled as organic, it will not receive special treatment. So the separation doesn’t start on the shelf—it starts with the data you provide.

Permanent locations instead of temporary spots

Organic items are assigned a fixed location. This ensures that a batch isn’t here today and there tomorrow, and prevents mix-ups on a busy day. That’s more important than the physical distance between the two types.

Traceable from arrival to shipment

For each organic batch, we record when it arrived, where it is stored, and which orders it was allocated to. That traceability chain is what an inspector wants to see and what you’ll need if a supplier ever recalls a batch.

Upon entry, a check is conducted

Upon arrival, a shipment is checked against what was ordered. If the documentation for an organic shipment is incorrect, it cannot simply be added to inventory. Therefore, make sure your supplier includes the correct paperwork.

Where Things Go Wrong in Practice

Most problems don’t arise in the warehouse but in the product database: a new product that hasn’t been marked as organic, or a variant created under the same product number as the standard version. For every new product, check to make sure the designation is correct.

What this means for your packaging

As a brand or importer, you are responsible for the labeling and certificate number on your packaging. The warehouse ships what you provide; it is your responsibility to verify with your supplier that the labeling is correct.

Ask about it sometime

If you want to know how this will affect your product line, please review the details before moving your inventory. That way, you'll know exactly what information you need to provide and what will be checked upon arrival.

Why This Is More Than Just a Checkmark

The distinction between organic and conventional is a prerequisite for your certification—and thus for your right to label your products as organic. The section explaining why a fulfillment partner must be certified for this purpose details how this affects the supply chain. Official information about the rules can be found on the RVO website.