Indonesian Coffee ICO Certificate of Origin: 2025 Guide

A screen-by-screen, practical walkthrough for first-time Indonesian coffee exporters to apply for the ICO Certificate of Origin via INATRADE/INSW in 2025. Covers registrations, document checklist, tricky fields, common rejections, processing times, and FAQs.

If your buyer is asking for an ICO Certificate of Origin and you’re staring at INATRADE not sure where to click, this is for you. We process ICO certificates every harvest across multiple grades and destinations. Here’s the 2025 playbook that actually works in Indonesia.

What the ICO Certificate is, and when you really need it

The ICO Certificate of Origin is issued by Indonesia’s Ministry of Trade (Kemendag) and records export statistics for coffee. It doesn’t give tariff preference and it’s not the same as E‑SKA/Form D/AK. Many customs brokers and buyers still require it for HS 0901 shipments.

Applies to HS 0901 coffee. That includes green (090111/090112), roasted (090121/090122), and decaf forms.
It’s separate from preferential CoOs like Form D/AK/IJEPA in the E‑SKA system. You may need both.
In practice, green coffee shipments almost always require the ICO certificate. Small courier samples of roasted coffee sometimes clear without it, but that depends on route and broker. We recommend confirming with your buyer’s customs broker early.

Takeaway: Treat the ICO certificate as mandatory for commercial exports of HS 0901, especially green beans.

The three building blocks before your first application

We’ve found 80% of delays happen before you even open the application screen.

Company and system readiness

Active NIB via OSS-RBA, NPWP, and company deed docs.
INSW Single Sign-On access, linked to your company NIB. If your INATRADE login doesn’t redirect from INSW, ask the helpdesk to map your NIB.

ICO exporter registration (the “Exporter Code”)

Register inside INATRADE for the ICO exporter code. It’s typically under Perdagangan Luar Negeri. You’ll upload company legality and coffee business scope. Approval grants a unique ICO exporter code used in the certificate header.
If you can’t find the menu, search for “Pendaftaran Eksportir Kopi/ICO” or ask the INATRADE helpdesk. In our experience, this step is approved in 1–3 working days when docs match your OSS profile.

Product and HS mapping you’ll actually use

Decide HS precisely. Green non‑decaf: 090111. Green decaf: 090112. Roasted non‑decaf: 090121. Roasted decaf: 090122.
Pre-agree the quality language with your buyer. For wet‑hulled Arabica Mandheling, for example: “Arabica Mandheling G1, wet‑hulled (giling basah), screen 17/18, moisture ≤12.5%, 320 bags x 60 kg.” Consistency across contract, invoice, packing list, and ICO box 7 prevents rejections.

Step-by-step: applying online via INATRADE/INSW in 2025

Here’s the screen flow we use most often.

Go to INSW and sign in with your company SSO. Navigate to INATRADE. Choose Perdagangan Luar Negeri, then the ICO certificate module.

Start a new application

Create a new Certificate of Origin (ICO) application. The certificate number is system‑generated after approval.

Shipper/consignee and routing

Exporter: auto‑fills from your NIB profile. Check the ICO exporter code field is populated.
Consignee: full legal name, address, and country. Match your commercial invoice exactly.
Port of loading and discharge: use official UN/LOCODEs from your booking. If the vessel isn’t firm yet, you can use the service string and revise later.

Commodity and HS

HS Code: enter your correct 8–10 digit national index if requested. At minimum, ensure 0901 and the 4‑digit form selection lines up with your documents.
Form of coffee: choose Green, Roasted, Decaf, etc. If asked for group, select Arabica/Robusta appropriately.

Quantity and packaging

Net weight: in kilograms, per ICO rules. If you pack in 60 kg bags, enter total net weight in kg. Example: 320 bags x 60 kg = 19,200 kg.
Packaging details: bags vs cartons. Include counts and bag weights in description.

Box 7 description (the make-or-break field)

Write a practical, buyer-verified description. Examples:
- Arabica Mandheling G1, wet‑hulled (giling basah), screen 17/18, 320 bags x 60 kg, moisture ≤12.5%.
- Robusta Lampung ELB 350BC, natural sun‑dried, screen 17/18, 300 bags x 60 kg.
- Roasted Arabica Aceh Gayo, medium roast, 1 kg valve bags, 5,000 packs, net 5,000 kg.
Multi‑lot shipments: list each lot line by line with weights so the sum equals the total net weight.

Document uploads

Commercial invoice and packing list. Buyer’s PO or sales contract helps when grades differ by lot.
Optional quality sheet: moisture, defect count, screen size. We attach it for wet‑hulled lots to avoid back‑and‑forth.
If requested by the officer, upload booking confirmation or draft BL.

Submit and pay

The system issues a state billing code. Settle the PNBP fee via the instructed bank or online channel. Your application moves to review only after payment posts.

Monitoring and approval

Typical review: same day to 1 working day if submitted before noon with clean docs. You’ll see status change to “Approved/Issued” and the certificate becomes available to print.

Print and sign

Print on A4 with the system QR/e‑signature. Wet stamp is usually not required anymore. Send the signed PDF to your buyer and broker.

Need help with a multi‑lot shipment or a time‑sensitive approval? You can Contact us on whatsapp. We’re happy to sanity‑check your Box 7 and HS mapping.

Tricky fields and how to fill them right

What should I enter for quality/grade for wet‑hulled coffee?

Use local trade language plus objective specs. For example: “Arabica Lintong G1, wet‑hulled (giling basah), screen 17/18, moisture ≤12.5%, 300 bags x 60 kg.” The “wet‑hulled” flag matters because cup character and moisture behavior differ from washed/natural. Hands holding wet‑hulled green coffee beans with drying beds on a misty Sumatran hillside in the background.

Can one ICO certificate cover multiple containers or BLs?

One certificate can cover multiple containers if they move under the same BL and the same invoice/packing list. Different BLs or separate invoices need their own certificates. We group by BL to keep audits clean.

Common rejection reasons and fast fixes

We see the same patterns over and over.

HS Code mismatch. Invoice says 090111 but application shows 090121. Fix by aligning your invoice, packing list, PEB, and ICO to the same HS form. Green non‑decaf is 090111, roasted non‑decaf is 090121.
Weight mismatch with PEB/BL. Officers validate to the net shipped weight. Use the net kg that will appear on BL/PEB, not the contract weight. Round consistently and ensure the sum of lot lines equals the header total.
Vague grade lines in Box 7. “Arabica coffee” is too generic for Indonesia. Add grade, process, screen, and bag count.
Exporter code inactive. If your ICO exporter registration expired or wasn’t mapped to your NIB, the application stalls. Renew inside INATRADE and re-login.
Multiple BLs on one certificate. If your forwarder split the cargo late, cancel the original certificate and re-issue per BL.

Pro tip: when exporting wet‑hulled Sumatra like Sumatra Mandheling Green Coffee Beans or Sumatra Lintong Green Coffee Beans (Lintong Grade 1), attach a one‑page QC summary with moisture and screen stats. It prevents the “Please clarify grade” note from the officer.

Timelines, fees, edits, and cancellations

Processing time. Clean applications are typically approved in 4–24 working hours. End‑of‑month spikes can push it to 1–2 days. There isn’t a formal expedite, but calling the reviewing officer with your billing code often helps same‑day release.
Fees. A small PNBP fee per certificate is paid via the state e‑billing code generated by INATRADE.
Edit vs cancel. If the application is still “Draft/Submitted,” use Edit. If already issued, use the Cancel/Revoke function and reapply. Keep your audit trail by referencing the old number in your new application notes.
Printing. E‑signed PDFs with QR are standard. Keep a signed digital copy for 5 years. Some buyers still like a stamp. That’s fine, but the QR is the legal anchor.

Quick answers to the questions we get most

Do I need an ICO certificate for roasted coffee or only green?

For HS 0901 roasted coffee exports, many destinations still expect the ICO certificate. Green shipments almost always need it. Small non‑commercial samples may be exempted by practice, but check with your broker.

Where do I register for the ICO exporter code?

Inside INATRADE. Apply for ICO exporter registration under Perdagangan Luar Negeri. Once approved, your code auto‑fills in the application.

What makes Box 7 solid for Indonesian wet‑hulled coffee?

State origin/variety, grade, process as “wet‑hulled (giling basah),” screen size, moisture, and bag count. Example: “Arabica Blue Batak G1, wet‑hulled, screen 17/18, moisture ≤12.5%, 320 bags x 60 kg.” See our Blue Batak Green Coffee Beans for reference language.

How long does approval take? Can I speed it up?

Same day to 1 working day is normal. You can’t pay an expedite, but submitting before noon with matching HS and weights reduces questions. A polite follow‑up call with your application number helps.

Is the ICO certificate different from E‑SKA? Do I need both?

Different. ICO is statistical and coffee‑specific. E‑SKA is preferential CoO for tariff benefits under FTAs. Many shipments use both.

Can one certificate cover multiple containers?

Yes if they’re on the same BL and invoice. Separate BLs or invoices need separate certificates.

How do I fix HS or weight mismatches?

Align HS across invoice, PEB, and ICO. For weights, use net shipped kg as per BL, and ensure all lot lines sum precisely to the header total.

Field‑tested examples you can borrow

Shipping washed Bali Kintamani Arabica. Box 7 line we use: “Arabica Bali Kintamani G1, fully washed, screen 16/18, 300 bags x 60 kg, moisture ≤12.5%.” See the cup profile here: Arabica Bali Kintamani Grade 1 Green Coffee Beans.
Shipping wine‑fermented blend. Spell it out: “Arabica blend (Bali, Java, Gayo, Mandheling) wine‑fermented lots, specialty, screen 16/18, 200 bags x 60 kg.” For context, here’s the blend we export most: Bali, Java, Gayo & Mandheling - Wine Green Arabica Coffee Beans.
Shipping robusta ELB to an instant processor. We write: “Robusta Lampung ELB 350BC, natural sun‑dried, screen 17/19, 400 bags x 60 kg.” Matches our trade language for Robusta Lampung Green Coffee Beans (ELB & Grades 2–4).

If you want a second set of eyes on your HS choice or Box 7 description before you submit, just Contact us on email. And if you’re still shortlisting suppliers, you can also View our products to match lots with your spec.

Our experience shows that getting the registration and Box 7 language right turns the ICO certificate from a paperwork chore into a one‑click repeatable task. And that’s one less variable between your bags and your buyer.