Fairtrace User Guide

Login from the FLOCERT’s website : http://www.flocert.net/fairtrace-login/

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Please do not hesitate to contact the FLOCERT Customer Service Team at reporting@flocert.net.

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• The Fairtrace principle

• What should you report?

• How to accept business partners invitations?

• How to invite business partners?

• The Workflow

• How can you report a transaction?

• Reporting tips & tricks

• How can you verify a transaction?

• How can you find transactions?

• The Messenger function

• Definitions of the reporting fields

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Pages Content

User Guide’s Content

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Collaboration – Invite your Business Partners (Suppliers and Customers)

Mutual assurance – For each transaction, one actor reports and the other verifies

The Fairtrace principle

1st Trader Producer Producer verifies

1st Trader reports

purchases

2nd Trader

1st Trader reports

sales

2nd Trader verifies

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What should you report?

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TRADERS

• Purchases: You only need to report purchases from producers (incl. Volume, Price and Premium

info). Please only report completed transactions (price and premium already paid to the producer).

• Sales: Currently you will only have to report sales (incl. Volume, Price and Premium info) if you are

acting as a Conveyor*. This will change in the course of 2018, when Payers and Non Payers will also

have to report sales. We will contact you in time to let you know when this change takes effect.

*Conveyor: your customer is responsible for the payment of the Fairtrade Minimum Price and/or the Fairtrade Premium.

PRODUCERS: You only need to verify transactions reported by your customers.

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

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Please note that in order 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.

How to accept business partner invitations?

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1. Go to “Business Partners” and

click on “ADD”.

How to invite business partners? (slide 1 of 2)

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2. Search and select the organisation you have

a trade relation with and select its role

“customer” or “supplier”. Then click on

“NEXT”.

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3. Select the product categories you are

trading with this partner and click on

“NEXT”.

How to invite business partners? (slide 2 of 2)

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4. Write a personalised message for your business

partner (optional) and click on “SEND” the invitation.

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Actions:

No actions needed

CONFIRM or EDIT

EDIT or DELETE

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Transaction is

reported

Verifier Reporter

Transaction statuses:

Confirmed

Pending

Declined

Actions:

CONFIRM

EDIT

DECLINE

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Please check who has to report in slide 4!

The Workflow

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1. Click on the transaction type that you want to report (Purchases or Sales) within the

Transactions menu.

2. Click on the ADD button and select to report online or via Excel template upload:

- Online form: if you want to submit your transactions one by one.

- Excel template: this is the best option if you want to report all your transactions at once,

especially if there are many.

How can you report a transaction? (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 17

Option 1. Report using the online form

How can you report a transaction? (slide 2 of 3)

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Option 2. Report using the Excel template

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/fairtrace-login/

2. Upload the completed file.

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2

How can you report a transaction? (slide 3 of 3)

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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)

within the Transactions menu.

2. Keep Inbox selected in the dropdown

field. In the inbox you can see all

transactions that you need to verify.

3. Select the transaction that you want to

verify.

(see next page)

How can you verify a transaction? (slide 1 of 2)

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4. Please review all the

information and CONFIRM, EDIT

or DECLINE.

5. You can confirm everything by

clicking on CONFIRM ALL. Or

you can confirm one by one the

different sections of the

transaction:

- Transaction details: Volume,

Year and Quarter and

Reference documents.

- Price.

- Premium.

How can you verify a transaction? (slide 2 of 2)

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1. Click on the transaction type that you are

looking for (Purchases or Sales) within the

Transactions menu.

2. Chose in the dropdown list between:

• Inbox: Pending or declined transactions that

you need to verify.

• Outbox: transactions that you sent to your

business partners pending for his verification.

• All transactions: lists all transactions

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 can you find transactions?

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1. Click on Messenger in the left side menu.

2. Select the organisation you want to send a message to.

If the organisation is not yet listed, click on ‘Add a conversation’.

3. Type your message in the text box and click on SEND.

! Click on ‘Show more’ if you want to see the previous messages for this conversation.

The Messenger function

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• 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“.

• Organic/Conventional: 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.

Definitions of the reporting fields

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