Trace Register Instructions For Wegman’s Seafood Suppliers€¦ · Average Net Weight per Trade Unit (Box or Case) Trade Unit. X. e.g. Case, Box, Bag, Carton Unit of Measure. X

Trace Register Instructions For

Wegman’s Seafood Suppliers

2 | P a g e “Better Data, more confidence”

Company Confidential 02/06/2017

Introduction The Trace Register™ system is the leading traceability solution for the global seafood industry and has been chosen by Wegmans to implement electronic supply chain traceability of its products. As a result we have been asked by Wegmans to roll out Trace Register use for their seafood suppliers. Wegmans requests that when you enter product information into Trace Register that you carefully follow the instructions enclosed in this document. Doing so will ensure that Wegmans receives Trace Documents containing the shipment, product information and documentation they require.

Once an account has been created for you in the Trace Register system you will be contacted by Customer Support staff in your area. They will provide you with online training and assistance to both use the program and to help you implement these instructions. We will be able to offer you support and training in a language you are familiar with, as the Trace Register™ system and training is available in English, Chinese, Thai, Indonesian, Japanese, Portuguese, Spanish and Vietnamese. In addition to the training and support you will receive from our Customer Service staff, the Trace Register™ system has extensive help available through multi-language user guides and help videos. You can also contact customer service at any time by emailing [email protected], and you will be quickly assisted by a support member located in your region.

Contents Introduction ......................................................................................................................... 2 Instructions .......................................................................................................................... 3

Account set up .............................................................................................................................. 3

1. SETTING UP CONTACTS ........................................................................................................ 3

2. APPROVING THE WEGMANS AFFILIATE ACCOUNT .............................................................. 6

3. SETTING UP PRODUCT TEMPLATES ...................................................................................... 7

- ATTRIBUTES FOR WILD PRODUCTS ...................................................................................... 11

- ATTRIBUTES FOR FARMED PRODUCTS ................................................................................. 12

- Example Product Template ............................................................................................... 13

Creating Trace Documents ......................................................................................................... 15

Data Entry ................................................................................................................................... 20

Contact Information ........................................................................................................... 20

mailto:[email protected]



Instructions Before you can send product information to Wegmans through Trace Register, you will first need to set up your account. This is a one-time activity, and when completed you can quickly use the information entered in the system to efficiently create Trace Documents to send to Wegmans. Trace Register Customer Service will contact you to arrange a training session to walk you through adding contacts, approving Wegmans as an “Affiliate”, and creating Certified Product Templates.

Account set up

1. SETTING UP CONTACTS

• Login to your account using your User ID, email address and password. This information will be emailed to you from [email protected] when you are added to an account in Trace Register.

• Once logged in, Click on “Configuration” then “Contacts”




• This takes you to the contacts page. Click on the blue “Add Company” link

• Add Wegmans by clicking on the “Add by Account ID” link, and enter in the

Wegmans Foods Account ID # 2064 • Click “search” to find the associated account name

• The search will find the correct account, “Wegmans Food Markets, Inc.”. Click on the blue “Add” button

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Once Wegmans is added to your Contacts list you should flag them as an approved buyer by checking the “B” and “APPROVED” boxes associated with their account.

NOTE: Clicking the Approved box allows Wegmans to see any source product information you enter for your shipments. If you have any questions about this, see our help documentation or email [email protected]




2. APPROVING THE WEGMANS AFFILIATE ACCOUNT

You must approve the Wegmans Certifications to automatically receive their Certified product templates.

• Click on “Configuration” then “Settings"

• Click on the blue tab “Affiliates” • Click the + the left of the certification(s) Wegmans has provided your account

• Click Approve



NOTE: Approving Wegmans as an affiliate allows them to run basic reports regarding basic account activity. If you have any questions regarding this feature see our help documentation or email [email protected]

3. SETTING UP PRODUCT TEMPLATES

Next you will need to set up your Wegmans Product Templates to detail the products you sell to Wegmans.

• Click on “Configuration” then “Product Templates"

• Click on the blue “Create” button on the right side of the screen

• This will open a new tab that allows you to create a new product template.

https://traceregister.sharepoint.com/teams/support/Shared%20Documents/Retailer/Costco/Food%20Items/Produce/Costco%20Produce%20Pilot/[email protected]



• First, remove all attributes, except “Common Name”, which is compulsory and cannot be removed.

Remove attributes by clicking on the remove attribute symbol in the “ACTIONS” column. Once you are done your template will look like the screenshot below.

• Click on the next to the word “Certifications” on the lower left side of the screen



• Add the appropriate Wegmans Certification by clicking the box on the left. “Farmed” for farmed products, and “Wild” for wild products.

• This will automatically add the required attribute set for farmed or wild products. Click on the next to “Base Attributes” to view the product template.

• Click on the blue “Save” button, to save the template. Name the template after the buyer and the product it describes. (Ex. Wegmans Sckeye Slmn flt 12oz). Template names are limited to 25 characters, so abbreviations may be needed.

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• Enter a “Default Value” for attributes that will not change based on the lot/batch

shipped. Leave attributes that will change from shipment to shipment blank. (Ex. Purchase Order changes for every shipment: leave it blank Item Code never changes: enter a default value in your product template)

• Periodically click the “Save” button as you create the template, and don’t forget

to click “Save” when you’re done.

• Once you have a product template completed you can quickly create your next template by clicking “Save Copy” and saving the template under a new name. Then adjust the default values to reflect the new product. When you are done, click “Save”.

The tables on the following pages detail the attribute sets for farmed and wild seafood products, with a brief explanation of what information each attribute is asking for. Trace Register customer service will assist you during training to help you understand each attribute.



- ATTRIBUTES FOR WILD PRODUCTS

Attribute Required Description Total Net Weight X Total Weight Shipped (Leave blank in template) Lot Number X Lot or Batch Number (Leave blank in template) Production Date X Date of Processing (Leave blank in template)

Shrink on Shrink on date to indicate when a fresh product becomes shrink and should be discarded *(For fresh products please fill in the Shrink On Date)

Sell By Product Sell By Date *(For Packaged and Frozen Products please fill in the Sell By dates)

Purchase Order Number X Wegmans Purchase Order # (Leave blank in template) Reception Date X Date Wegmans will Receive Product

(Leave blank in template)

Common Name X Wegmans Product Name

Market Name X FDA Acceptable Market Name (Selected from dropdown) Details and link to FDA site listed below.

Scientific Name X Latin Name of Fish Size Grade X Weight/size of individual product e.g. 3 – 5 pound, 30/40 Product Condition X Example: Fresh, Frozen, etc. (Selected from dropdown) Product Form X e.g. Fillet, Canned, Head Off, Cake Wt. Per Unit (Avg Net Wt.) Average Net Weight per Trade Unit (Box or Case) Trade Unit X e.g. Case, Box, Bag, Carton Unit of Measure X e.g. Pounds, KG, Each Item Code X Wegmans Item Code Item GTIN 14 UPC Code on the Case Fishing Method X Fishing Gear Type (Selected from dropdown) Country of Origin X USA Rules for Country of Origin Catching Country X Vessel Flag For Fish Caught in National Waters Production Area X FAO Fishing Area (Selected from dropdown) Management Entity Management Organization for Fishing Area (NOAA, etc.) Management Zone Specific Management Entity Fishing Area Food Safety Certification Food Safety Certification X (BAP, BRS or HAACP # for Processing Plant) Production Method X Wild



- ATTRIBUTES FOR FARMED PRODUCTS

Attribute Required Description Trade Unit(s) Shipped X Number of Cases/Boxes Shipped Lot Number X (Leave blank in template)

Total Net Weight X Total Weight Shipped (Leave blank in template) Lot Number X Lot or Batch Number (Leave blank in template) Production Date X Date of Processing (Leave blank in template)

Shrink on Shrink on date to indicate when a fresh product becomes shrink and should be discarded *(For fresh products please fill in the Shrink On Date)

Sell By Product Sell By Date *(For Packaged and Frozen Products please fill in the Sell By dates)

Purchase Order Number X Wegmans Purchase Order # (Leave blank in template) Reception Date X Date Wegmans will Receive Product Market Name X (Leave blank in template)

Common Name X Wegmans Product Name

Market Name X FDA Acceptable Market Name (Selected from dropdown) Details and link to FDA site listed below.

Scientific Name X Latin Name of Fish Size Grade X Weight/size of individual product e.g. 3 – 5 pound, 30/40 Product Condition X Example: Fresh, Frozen, etc. (Selected from dropdown) Product Form X e.g. Fillet, Canned, Head Off, Cake Wt. Per Unit (Avg Net Wt.) Average Net Weight per Trade Unit (Box or Case) Trade Unit X e.g. Case, Box, Bag, Carton Unit of Measure X e.g. Pounds, KG, Each Item Code X Wegmans Item Code Item GTIN 14 UPC Code on the Case

Unit Name Name of Farm

Country of Origin X USA Rules for Country of Origin Farming Country X Country where product was Farmed Production Area X City or Region where product was Farmed Food Safety Certification Food Safety Certification X (BAP, BRS or HAACP # for Processing Plant) Production Method X Farmed



- Example Product Template



FDA Acceptable Market Name

Wegmans asks you to enter the FDA Acceptable Market Name for your seafood product. To find this name simply click on the link below and enter your scientific name into the search field. Enter the market name into your product template and it will be saved for future Trace Documents.

http://www.accessdata.fda.gov/scripts/SEARCH_SEAFOOD/index.cfm?other=complete

BAP 2Star Certified Products

For farmed seafood products with a BAP certification, or a BAP 2 star certification, Wegmans asks you to enter the applicable certification number(s) into your trace documents. You may use the Aquaculture Certification website to find your certification number(s). Once you have these numbers, enter them into your template and they will be saved for future Trace Documents.

http://www.aquaculturecertification.org/

http://www.accessdata.fda.gov/scripts/SEARCH_SEAFOOD/index.cfm?other=complete

http://www.aquaculturecertification.org/



Creating Trace Documents

• Once you have set up your contacts and product templates you can now create trace documents for Wegmans. To do this click on “Create”

You will then be taken through the 4 steps to creating a trace document. • Step 1: Set Document Attributes

In Step 1 you must select your buyer by clicking the circle next to the account name, “Wegmans Food Markets, Inc.". On the right side of the screen you can see if Wegmans is an approved buyer. You cannot modify the approved status in the create page, this can only be done in the contacts page.



• Click on the “Logistics” tab on the left side of the screen to enter the shipping information. For overseas imports, we recommend including your Bill of Lading Number as indicated below.



• The “Attachments” tab allows you to upload individual or zipped electronic documents (less than 1MB per document). Example: Packing List, Microbiology Documentation, Microbiology Detailed Results, Health Certificate, Chemical Analysis, and so on.

NOTE: DO NOT SEND ANY INVOICES OR ANY KIND OF FINANCIAL INFORMATION IN THE TRACE REGISTER SYSTEM

Required Attachments: Wegmans is requiring that you upload the following:

• Feed Certificates detailing ingredients used • Microbiological Tests

Wegmans Lab Test documents to be uploaded with shipments:

• All products require plate counts. • Shrimp products require tests for STPP and Bi sulfites. • Other tests as specified by Wegmans also need to be uploaded.

(e.g. Salmonella, e-coli, antibiotics) Wegmans may require additional testing, and when required these test results should also be uploaded.



• Step 2: Add Products and Traceable Links In Step 2 you will add Product Templates for products being shipped. Click on “Add Template”, select your template and proceed to filling in information for all required attributes (Required attributes have a * to the right of their name).

• Add your source information by clicking on the “+” to open up the link where source products can be added.

Source product can be added two ways:

1. If you have received Trace Documents from your suppliers they should be linked to your finished products by using the “Import Products Received” button. This will add traceable links by importing the source material from Trace Documents your suppliers have sent to you.

2. If you have not received Trace Documents from your supplier you may add source products manually using the blue “Add” button.

NOTE: BAP Certified shrimp products are to be 2 Star certified and must be linked to the BAP certified farm products.

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• Once you have added your product templates, filled in required attributes and referenced your source products, you can proceed to Step 3 and review the Trace Document.

• Step 3: Preview Document You may preview the document you have created. If all of the information entered is accurate you will then proceed to Step 4. If you find any errors you may go back to Step 1 or 2 and make changes.

• Step 4: Register Document The system will run a final check. If there are no errors in your document, than you can register the document to Wegmans.



Data Entry Wegmans will use the Purchase Order Number and Item Code fields for filtering and making electronic links to your products. These fields must be added to all of your Wegmans templates. The Purchase Order and Item Codes are found on your Wegmans Purchase Order (see screen shot below).

Contact Information We hope that you have found these instructions helpful. One of Trace Register’s Customer Support members in your area has been assigned to your account and will contact you to begin training. We look forward to working with you! If you have any questions, please contact: Peter Larkins, V.P. Customer Service Trace Register, LLC. Cell: +593 864 88256 Office: +1 206-621-1601 Ext 303 Fax: +1 206-621-7430 [email protected] and [email protected]

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