Login from FLOCERT s website : Need assistance?

Transcription

1 Fairtrace User Guide Login from FLOCERT s website : Need assistance? Please do not hesitate to contact the FLOCERT Customer Service Team at reporting@flocert.net. We will be glad to assist you!

2 User Guide s Content Pages Content The Fairtrace principle What to report and to verify When to report and when to verify How to check if your business partner is a producer or a trader How to accept business partners invitations How to invite business partners The workflow How to report transactions Reporting tips & tricks How to verify transactions How to find a transaction The messenger function How to switch organization Definition of the reporting fields 2

3 The Fairtrace principle 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. 1st Trader reports purchases 1st Trader reports sales Producer Producer verifies 1 st Trader 2nd Trader verifies 2 nd Trader 3

4 Producers Traders What to report and what to verify Report Purchases directly from producers Verify Purchases from traders Sales when you are acting as a conveyor 1 Generally no need to report Exception: PC/TC 2 : Need to report only direct purchases from other producers (if you have any) All transactions reported by your customers 1 You are a conveyor when your customer is responsible for the payment of the Fairtrade Minimum Price and/or Premium. 2 PC/TC are producers also holding a Fairtrade trader certification. Note: In the future, all traders will report sales. We will inform everyone before any change takes place. 4

5 When to report and when to verify When to report: Mind to follow the below mentioned timeframes: Quarter Purchases and/or sales completed between: Reporting deadlines: Q1 January March April 30 th Q2 April June July 30 th Q3 July September October 30 th Q4 October December January 30 th What decides the quarter of your transaction is when it became completed, i.e. when the goods have been received and both the Price and the Premium have been paid. Only completed transactions should be reported. When to verify: You have 30 days (once the transaction has been reported by your business partner) to verify. notifications will be sent once you have new transactions to verify. 5

6 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 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. 6

7 How to accept business partners invitations Please note that to report you first need to invite or accept invitations. 1. Go to Business Partners. 2. Filter by Inbox to see if you have received any invites from potential partners. 3. Select an invitation from the list. 4. CONFIRM, EDIT or DECLINE the invitation. 7

8 How to invite business partners (slide 1 of 2) Go to Business Partners and click on ADD. 2. Search and select the organization you have a trade relation with and select its role customer or supplier. Then click on NEXT. 8

9 How to invite business partners (slide 2 of 2) Select the product categories you are trading with this partner and click on NEXT. 4. Write a personalized message for your business partner (optional) and click on SEND the invitation. 9

10 The workflow 1 Transaction is reported Transaction statuses: Confirmed Review Pending Reporter Verifier Correction Pending 3 Actions: 2 Actions: No actions needed CONFIRM CONFIRM or EDIT EDIT EDIT or DELETE REQUEST CORRECTION Please check who has to report in slide 4! 10

11 How to report transactions (slide 1 of 3) 1. Click on the transaction type that you want to report (Purchases or Sales). 2. Click on the ADD single transaction or ADD multiple transactions: ADD single transaction (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. 11

12 Option 1. ADD single transaction How to report transactions (slide 2 of 3) 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 20 12

13 How to report transactions (slide 3 of 3) Option 2. ADD multiple transactions (Excel) 1 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: e-login/ 2. Upload the completed file. 2 13

14 Reporting tips & tricks 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: 14

15 How to verify transactions (slide 1 of 2) 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. 3. Select the transaction that you want to verify. (see next page) 15

16 How to verify transactions (slide 2 of 2) 4. Please review all the information and CONFIRM, REQUEST CORRECTION or EDIT. 5. You can confirm whole transaction by clicking on CONFIRM or you can edit the following parts of the transaction by clicking on EDIT: - Transaction details: Volume, Year and Quarter and Reference documents. - Price. - Premium. 16

17 How to find a transaction 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 review or correct. 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. 17

18 The messenger function 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. 18

19 How to switch organization If your 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. 19

20 Definition of the reporting fields Year and Quarter: The year and quarter in which the transaction was completed, i.e. when the Price and Premium (if applicable) have been paid. Only completed transactions should be reported. 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. Additional Reference (optional): You can use this field to add a reference number from your own system. This information 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. Please 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): This field may be used for any additional information e.g. further product details or document info; whether the volume reported is "Retro-certified"; etc. 20

21 Change History Version Author Date approved Changes 10 Luis Pastor First version 11 Luis Pastor Added information on slide Luis Pastor Minor updates in most slides. Swapped slide 5 with 6, changes to slide 5-6, slide 7 added. 13 Luis Pastor Update slides, other minor changes and new slide (17). 14 Milena Freitas Minor changes/updates in most of the slides and two new slides (4-5). 15 Milena Freitas Minor changes on slides: 2, 10, & Added new content on slide 5 21