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Fairtrace User Guide
Login from FLOCERT’s website : http://www.flocert.net/fairtrace-login/
Need assistance?
Please do not hesitate to contact the FLOCERT Customer Service Team at [email protected].
We will be glad to assist you!
2
• The Fairtrace principle
• What to report and what to verify
• When to report and when to verify
• How to switch organization
• Managing your business partners
• The workflow
• How to report transactions
• Edit or Delete your own reported transactions
• How to verify transactions
• How to search for a transaction
• The messenger function
• New allegations channel
• Definition of the reporting fields
• Other definitions
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4
5
6
7
12
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16
18
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Pages Content
User Guide’s Content
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Fairtrace is an online platform that follows the principle of collaboration and mutual assurance.
• Collaboration means that users need to interact with each other in the platform by inviting and
accepting invitations from their business partners (Suppliers and Customers).
• Mutual assurance – means that for each transaction, one actor reports and the other verifies
whether the information is correct or not, performing a virtual handshake.
The Fairtrace principle
Trader
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1st TraderProducer Producer
verifies
1st Trader
reports
purchases
Trader
verifies
1st Trader
reports
sales
…
Trader
Trader reports
sales
Trader
verifies
4
Report VerifyT
raders
• Report purchases from producers
ONLY (including volumes and price and
premium information). Do not report
purchases made to other traders.
• Report all your sales always, except
sales made as licensee1.
• Note: If you are acting as conveyor,2
include price and/or premium information.
• Verify your purchases from
traders. Your purchases from
traders will be reported by your
supplier as their sales.
Pro
ducers • Generally no need to report
Exception: PC/TC3:
• Need to report only direct purchases from
other certified producers (if any).
• Verify all transactions
reported by your customers
What to report and what to verify
1 Sales as licensee: Not to be reported to FLOCERT but to your licensing body through their reporting tool (for example via Connect).
These sales are related to product on which the Fairtrade Mark is used (mostly finished product).2You are a conveyor when you are transferring payments (of the Fairtrade Minimum Price and/or Premium) from your customer to the
producer; If you act as conveyor you should always report price and premium information.3 PC/TC are producers also holding a Fairtrade trader certification.
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Quarter Purchases and/or sales completed between:Reporting
deadlines:
Q1 January – March April 30th
Q2 April – June July 30th
Q3 July – September October 30th
Q4 October – December January 30th
When to report and when to verify
Please allocate transactions to quarters according to the following criteria:
• Purchases (from producers): once the Price and Premium has been paid to the
producer.
• Sales (when acting as Conveyor): once the Price and Premium has been received
(i.e. paid by the Payer to the Conveyor).
• Sales (all other): according to the invoice date.
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When to report: Mind to follow the below mentioned time frames:
When to verify: You have 30 days (once the transaction has been reported by your business
partner) to verify. Email notifications will be sent once you have new transactions to verify.
6
If your email address is linked to more than one organization,
please check that you are using the account of the right
organization before reporting/verifying.
If you need to switch organization, please follow the next steps:
1. Click on the blue arrow on the main menu.
2. Click on SWITCH ORGANIZATION.
3. A new window will open where you can select the
organization you want to switch to.
How to switch organization
1
2
3
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How to check if your business partner is a producer
or a trader
You can check in the Business
Partner section if your Business
Partner (Supplier or Customer) is
a Producer or a Trader.
This is very important as it
determines if you have to Report
or Verify. See slide 4.
In case your supplier is both,
Producer and Trader, please treat
it as Producer and report
purchases from them.
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4. CONFIRM, EDIT or DECLINE the
invitation
How to accept business partners invitations
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1. Go to BUSINESS PARTNERS.
2. Filter by TO DO to see if you have
received any invites from potential
partners.
3. Select an invitation from the list.
Please note that to be able to report, you first need to invite or accept invitations.
2
3
4
9
Go to BUSINESS PARTNERS and click on ADD BUSINESS PARTNER
How to invite business partners (slide 1 of 3)
1
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How to invite business partners (slide 2 of 3)
2
Search and select the organization you have a trade relation with and
select its role: CUSTOMER or SUPPLIER. Then click on NEXT.
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How to invite business partners (slide 3 of 3)
3
4
Write a personalized message for your business partner (optional) and click on SEND the invitation.
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Select the product categories you are trading with this partner and click on NEXT.
Actions:
No actions needed
CONFIRM or EDIT
EDIT or DELETE
12
Transaction is
reported
VerifierReporter
Transaction statuses:
Confirmed
Actions:
CONFIRM
EDIT
REQUEST
CORRECTION
1
23
Please check who has to report in slide 4!
The workflow
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Review
Pending
Correction
Pending
13
1. Click on the transaction type that you want to report (PURCHASES or SALES).
2. Click on the ADD SINGLE TRANSACTIONS or ADD MULTIPLE TRANSACTIONS:
− ADD SINGLE TRANSACTIONS (online form): if you want to submit your transactions
one by one.
− ADD MULTIPLE TRANSACTIONS (Excel): this is the best option if you want to report
all your transactions at once, especially if there are many.
How to report transactions (slide 1 of 3)
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1. Please complete all
the requested
fields* as they
appear on your
commercial
documents so that
your business
partner can
correctly identify
and verify the
transaction.
2. Click on SUBMIT to
finish your entry
(this will send the
transaction to your
business partner).
* For further explanations
on the individual reporting
fields please refer to slide
24
14
Option 1. ADD SINGLE TRANSACTION
How to report transactions (slide 2 of 3)
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Option 2. ADD MULTIPLE TRANSACTIONS (Excel)
1. Download the Excel
template and fill it out. You
will need to use our product
codes which you can find in
the login page:
https://www.flocert.net/fairtrac
e-login/
2. Upload the completed file.
1
2
How to report transactions (slide 3 of 3)
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You can Edit your reported transactions to make corrections on your information.
Some examples could be:
Note: If your reported transactions were already verified by your Business Partner before you enter
your correction, your Business Partner will be notified to also verify the change.
You can also Delete your reported transactions, if the information which you wish to change cannot be
edited. Please mind that a deletion cannot be reversed, despite it remains visible (read-only).
In case you have deleted a transaction by mistake, you will need to re-enter the transaction.
Some examples when to delete a transaction:
Edit or Delete your reported transactions
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− If there are volume adjustments after the product has been received by you.
− If there are quality claims which lead to changes on the transaction.
− If you have entered a wrong FLO ID of your business partner (edition not possible)
− If you have entered your transaction by mistake.
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General notes
1. Please complete all the requested fields (mandatory entry fields are marked with a *)
2. Make sure that you use information which your business partners can easily understand (i.e.
common contract / invoice numbers etc.) in order to ensure easy identification and correct
verification of the transaction.
3. Please fill the fields as they appear on your commercial documents and try to avoid additional
calculations. Example: Please report the Premium and the Price amounts in the currency stated in
the invoice.
4. If you had no transactions to report (Sales or Purchases) for a certain product and quarter,
please go to the list of pending reports in the home page and click on “Action” and then on
“Nothing to report”. See image below:
Reporting tips & tricks
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1. Click on the transaction type that you want to verify (PURCHASES or SALES).
2. Keep TO DO selected in the View field. In the TO DO you can see all transactions that you need to verify. You will see the transactions with the status “Please Review”.
3. Select the transaction that you want to verify. Check all fields (such as volume, price and premium) and you can use the quick action button to confirm or request correction . If you wish to edit, click on or use the magnifying glass button where you can review the transaction in detail.
(see next page)
How to verify transactions (slide 1 of 2)
Option 1: Verify a single transaction
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4. If you have selected or , and wish to change the transaction information, click on EDIT; you can edit the following parts of the transaction
-Transaction details: Volume, Year and Quarter and Reference documents-Price-Premium.
5. You can also directly confirm a whole transaction by clicking on CONFIRM or you can reject a transaction by clicking on REQUEST CORRECTION.
Note: Please include an explanatory comment when requesting a correction of a transaction
How to verify transactions (slide 2 of 2)
Option 1: Verify a single transaction
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1. Go to PURCHASES or SALES. Keep TO DO selected in the View field. In the TO DO you can see all transactions that you need to verify/review.
− You can use the FILTER option to search for specific parameters – for more information check page 21.
2. Click on EXPORT TO EXCEL.
3. Open the downloaded file. This file contains the transactions extracted for revision.
Use this template ONLY to review transactions - never to report new transactions
(see next page)
How to verify transactions (slide 1 of 2)
Option 2: Verify multiple transactions (Excel)
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4. Check status in column B. Depending on the status you will be able to confirm, edit, requestcorrection or delete. Go to column X and select the action you wish:
− To confirm the transactions please select confirm− If you select edit, you would then change the information by entering new values (You cannot
edit the grey columns). − If you select request correction please add a comment in column Y explaining the reason.
5. After you have finished reviewing your transaction, return to Fairtrace and upload the revision by clicking on UPLOAD REVIEWED TRANSACTIONS
− The action which you have selected in column X will be carried out by the system. Transactions for which you did not select an action will be left unchanged.
How to verify transactions (slide 2 of 2)
Option 2: Verify multiple transactions (Excel)
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1. Click on the transaction type that
you are looking for (PURCHASES
or SALES).
2. Chose in the View selection
between:
− TO DO: Transactions that you
need to verify / review.
− ALL: lists all transactions,
including those sent to your
business partners for their
review.
3. You can use the search bar to look
for transactions by entering:
Company name
FLO ID
Contract number
Invoice number
4. You can also use the filter button
to search by parameters such as:
Year, Quarter and Product
Category.
How to search for a transaction
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1. Click on MESSENGER in the left side menu.
2. Select the organization you want to send a message to. If the organization is not
yet listed, click on Add a conversation.
3. Type your message in the text box and click on SEND.
The messenger function
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Confidential Feedback to FLOCERT - available inside any reported transaction
New allegations channel
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If you are concerned that your Business Partner is not complying with the Fairtrade Standards (e.g.
regarding price/premium payments, traceability, non-member business, unfair trading practices etc.),
please do not hesitate to make us aware.
The field should not be used for corrections of the transaction. Please use this field ONLY if you need
to share information with FLOCERT confidentially (this field is not visible for your Business Partner)
Allegations submitted via this channel are handled by the FLOCERT Credibility Assurance unit. If you
would like to learn more about the process, please refer to the Allegations SOPhttps://www.flocert.net/wp-content/uploads/2017/08/allegation-procedure.pdf
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Definition of the reporting fields
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• Year and Quarter: The year and quarter in which the transaction was completed, allocate the transaction to invoice date.
• Seller FLO ID: If you are reporting sales, please enter your own FLO ID here as you are the seller. If you are reporting
purchases, please enter your supplier FLO ID here as your supplier is the seller.
• Buyer FLO ID: If you are reporting sales, please enter your customer FLO ID here as your customer is the buyer. If you
are reporting purchases, please enter your own FLO ID here as you are the buyer.
• Invoice Number: Please enter the invoice number of the transaction that you are reporting.
• Invoice Date: If there is no invoice date, please enter the contract date or purchase order date, but add a comment under
the column “Additional Information" mentioning which date was entered.
• Contract Number (optional): Please enter the contract number or alternatively any other important reference.
• Internal Reference Number (optional): You can use add a reference number from your own system. This will not be
visible to your partner.
• Product Code: Please download our "Product Code Table" from our website and choose the code that best describes the
reported volume. Further product descriptions/details may be entered under the column “Additional Information“.
• Conventional/Organic : Please select if the product is Conventional or Organic.
• Total Volume: Please make sure that only Fairtrade volumes are reported. Do not use any thousand separator; check if
you are using the correct decimal mark.
• Total Price (excl. FT Premium): This is the total invoice amount, after deducting the Fairtrade Premium and taxes.
• Incoterm: Please selected the Incoterm that is related to the reported price.
• Total Fairtrade Premium: This is the total Fairtrade Premium paid for the reported volume.
• Additional Information (optional): For any additional information as product details or document info; if reported volume
is retro-certified or reason and complementary information to explain necessary volume adjustments etc.
• Confidential Feedback (online): Please use this field ONLY if you have allegations against your business partner (your
BP is not complying with Fairtrade Standards).
26
• Producer Trader (PC-TC): It is a producer also holding a trader certificate which allows them to trade products supplied
by other certified producers.
• Payers: You act as payer if you are a trader with Fairtrade Price and/or Premium payment responsibilities. These
payments can be performed either directly to producers or through another trader who is responsible to transfer these
payments to producers.
• Conveyors: You are a conveyor if although you are not directly responsible for payments of Fairtrade Price and/or
Premium, you are them from your customer to the producer (which is your supplier).
• Non-Payers: You are a non-payer if you do not have a direct responsibility of Fairtrade Price and/or Fairtrade premium
to the producers of your Fairtrade product.
• Payers and Non-Payers: You can be certified as payer and non payer at the same time. This means that you can have
payment responsibilities for some transactions and not for others.
• Licensee: Licensee is a trader who holds a license contract with an NFO to use the Fairtrade label on the Fairtrade
product (mostly a finished product). The license is granted by a National Fairtrade Organization and not by FLOCERT.
Other Definitions
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Change History
Version Author Date approved Changes
10 Luis Pastor 12.10.2017 First version
11 Luis Pastor 06.12.2017 Added information on slide 11.
12 Luis Pastor 01.03.2018 Minor updates in most slides. Swapped slide 5 with 6,
changes to slide 5-6, slide 7 added.
13 Luis Pastor 19.04.2018 Update slides, other minor changes and new slide
(17).
14 Milena Freitas 11.02.2019 Minor changes/updates in most of the slides and two
new slides (4-5).
15 Milena Freitas 15.02.2019 Minor changes on slides: 2, 10, 12-13 & 15-17. Added
new content on slide 5
16 Milena Freitas 08.04.2019 Changes on slides 2, 4 and 16. Added slides 18 and
19
17 Paola Alvarado Prince 28.06.2019 Changes/ updates in most of the slides.
18 Paola Alvarado Prince 25.06.2020 Changes/updates on slide 4, information added on
slide 5, slide 16 added, minor changes on slide19 and
24, information added on slide 25, slide 26 added.
Layout slightly changed.
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