Fairtrace User Guide - Producers

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• The Fairtrace principle

• Reporting and verifying

• How to switch organization

• Managing your business partners

• The workflow

• How to verify transactions

• How to search for a transaction

• The messenger function

• Definition of the reporting fields

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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

1st TraderProducerProducer verifies

1st Trader reports

purchases

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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

Reporting and verifying

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As a producer you do not report*, instead you verify your sales (reported by your

customers).

When to verify:

You have 30 days (once the transaction has been reported by your customer) to verify.

Email notifications will be sent once you have new transactions to verify.

For your reference, your customers are expected to report within the timeframes below:

*If you also hold a Fairtrade trader certification, you need to report purchases from other producers

(if you have any). In this case, please have a look at the User Guide for traders.

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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

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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 report you first need to invite or accept invitations.

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1. Go to BUSINESS PARTNERS and click on ADD BUSINESS PARTNER

How to invite business partners (slide 1 of 3)

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How to invite business partners (slide 2 of 3)

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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)

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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

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Transaction is

reported

VerifierReporter

Transaction statuses:

Actions:

CONFIRM

EDIT

REQUEST

CORRECTION

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Please check who has to report in slide 4!

The Workflow

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Confirmed

Review

Pending

Correction

Pending

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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 the magnifying glass button .

(see next page)

How to verify transactions Option 1: Verify a single transaction (slide 1 of 2)

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4. Please review all the information and CONFIRM, REQUEST CORRECTION or EDIT.

5. You can confirm a 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.

How to verify transactions Option 1: Verify a single transaction (Slide 2 of 2)

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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 15.

2. Click on EXPORT TO EXCEL.

3. Open downloaded file. This file contains the transactions extracted for revision.

Only use this template to review transactions - never to report new transactions

(see next page)

How to verify transactions Option 2: Verify multiple transactions – Excel (Slide 1 of 2)

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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 (Slide 2 of 2)

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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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• 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.

Definition of the reporting fields

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Change History

Version Author Date approved Changes

10 Luis Pastor 06.12.2018 First version

11 Luis Pastor 01.03.2018 Added a slide 6, swapped slide 5 with 6, minor

changes on slide 10.

12 Luis Pastor 19.04.2018 Minor updates of the slides and added new slide 19.

13 Milena Freitas 11.02.2019 Minor changes/updates in most of the slides, more

detail in slide 3.

14 Milena Freitas 15.02.2019 Minor corrections on slides: 8-9 & 11. Added new slide

4.

15 Milena Freitas 08.04.2019 Changes on slides: 2, 10 and 11. Added new slides 12

and 13.

16 Paola Alvarado Prince 28.06.2019 Changes/ updates in most of the slides.

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