How to use the Online Traceability System in GIP

Site: Rainforest Alliance Learning Network
Course: E-course / Introduction to Good Inside Portal
Book: How to use the Online Traceability System in GIP
Printed by: Guest user
Date: Saturday, 16 October 2021, 9:00 PM

1. Introduction

In this E-page you will find all information how to successfully use the Traceability System of the Good Inside Portal (GIP). It includes the following topics:

  • Chapter 2 - Entering the GIP: general instructions and which products/activities need to be reported in the Traceability System;
  • Chapter 3 - How to - Quick Guide on Activities: Description and videos of how to perform the main activities in the Traceability System;
  • Chapter 3.1 - Transaction Management: keep track of the status of your transactions;
  • Chapter 3.2 - User management: how to add, modify and remove users;
  • Chapter 4 - Other guidance material: Links to manual and full webinar recordings.

Please use the table of contents on the right side or the arrows on the top and bottom of the text tonavigate through the E-page.

You can also print and share the content of this page with your colleagues by clicking on 'Print book' under the section Administration on the right side.

1.1. Why is Traceability important?

Reporting purchases, sales and processing activities of UTZ certified products is a requirement of the Chain of Custody Standard and therefore mandatory.

By using the Traceability system, we can assure that UTZ certified end products are physically or administratively linked to sustainably produced crops and can be followed through the whole supply chain. The UTZ logo on the final product package is a proof for consumers that the company supports sustainable farming by sourcing UTZ certified coffee, cocoa, tea or hazelnuts.

Finally, reflecting all transactions in the Traceability System and keeping activities and stock up-to-date allows UTZ to accurately report on UTZ volumes in the market.


Sustainable Supply Chain


2. Where to find the Traceability System

The Traceability System can be found in the Good Inside Portal (GIP), the online platform for all registered UTZ members. If you do not remember your login details, see chapter 4 for further information.

Once you are logged in, you can access the Traceability System by going to the relevant tab and clicking on 'Member Area'.

Please note that you can only enter the traceability system once your company has a valid license/certificate. Our system works best with the latest version of Firefox and Chrome.


member area


Are you wondering what the other tabs contain? 

Member Directory: List of all UTZ members and their contact and license details;

- CB Directory: Certification Bodies approved for UTZ audits and their contact details;

- Downloads: Database with latest GIP guidance documents and logos;

- Frequently Asked Questions;

- Online Training Traceability System: Training Videos on how to use the Traceability System. You find the link to the most important ones in this E-page. 

- Labeling Approval System: System for packaging approvals (if you are responsible for approval requests, have a look at our E-page on labeling approvals).

2.1. Products and Activities

Products available in the Traceability System (only pure products)
Activities in the System
Following activities can be performed from different supply chain actors in the system:



If your company buys or sells any of the above mentioned pure UTZ certified products, you will need to reflect this in the Traceability System.

If you mix pure products with other ingredients (e.g. sugar, milk) and/or process them to (semi-)finished products, you will need to perform the stock activity trace to reflect this process. 

Find the instructions on how to perform these activities in chapter 3.


Products/activities outside of the Traceability System (non-pure products)

If your company purchases non-pure products (e.g. chocolate, soluble coffee, tea extract), this cannot be reflected in the Traceability System.

For cocoa products, all activities regarding non-pure products need to be reported in a credit account. Please receive further information in our E-course on credit account.


3. How to - Guidance and Videos

In this chapter find an explanation of the main activities you have to register in the Traceability System and the link to our training videos for the various activities.

KEEP IN MIND - Frequency: According to the Chain of Custody Standard, you must update your trading stock at least once every three months. To keep a better and clearer overview of your available volumes and open transactions, you should update your Traceability System more frequently.

Activities under the tab 'Transactions'


Activity Link to video

Confirm/Reject

When a sale is announced to you, you will see a notification in your Inbox. Check the transaction of your seller and confirm it if all indicated information (volume, dates, traceability level etc.) are correct. The volume will then move to your 'Trading & Stock’. If the transaction is not correct, you can reject it.
How to confirm a transaction

Acknowledge

In case a transaction has been confirmed or rejected by your customer, you will receive a notification in your Inbox. Check if any new activity is requested from you (e.g. if rejected, modify the transaction and resubmit). When you click on acknowledge, it means that have seen the notification and you move it to 'Finalized Transactions'.



Activities under the tab ' Trading & Stock'



Activity Link to video

Sell Announcement

Under ‘Trading & Stock’, you can sell volume from your stock to your buyer. All announcements must represent one or multiple physical deliveries. The information in the transaction (volume, quality, etc.) must be the same as the information reflected in the documentation accompanying the physical delivery. Make sure your buyer has the applicable traceability level in their license, if not it will automatically be downgraded.
How to perform a sell

Downgrade

If you want to change the traceability level to a lower one, you can use the activity downgrade. If downgraded to Mass Balance, you loose all information of the origin/producer and the volumes will be summed up in your Trading & Stock (e.g. total of MB butter volumes).
How to downgrade stock

Convert

With convert, you can reflect your processing activities and change the product into a derivative. This activity is also used under the Mass Balance traceability level when you want to apply UTZ credits to another product. Conversion is only allowed in direction of physical processing (forward). The conversion rates and rules of the different products can be found in the product specific Chain of Custody Standard.
How to convert stock

Trace

Tracing marks the end of the online traceability system for pure UTZ products. Manufacturers of half-finished, consumer-end, or food service products (e.g. coffee roaster, tea packer, chocolate manufacturer) must perform the stock activity trace for all UTZ volumes when:

- Products are packaged and sold as a consumer-end product with UTZ claim on- or off-pack;

- Products are mixed with ingredients different to the pure product (e.g. sugar, milk) or manufactured into extract, aroma, soluble products etc., and which are then claimed as UTZ on- or off-pack;

- The company operates under a non-claiming exemption. It is not allowed to accumulate credits and any volume that was purchased as UTZ and used for production must be traced.

Note: The activity 'trace' cannot be undone.

How to trace

Remove

The stock activity remove can only be used under specific circumstances. Cocoa: If you work with products with traceability level Mass Balance (MB), you must remove volumes only if pure cocoa product is purchased as multi-certified (e.g. UTZ+Fairtrade), and then sold under a certification scheme that is not UTZ (e.g. only Fairtrade). 

If you buy pure cocoa product with traceability level Identity Preserved (IP) or Segregated (SG), you should remove volumes if they are spoiled (due to mold, pest, fire, etc.) – hence cannot be used – , sold as conventional or purchased as multi-certified and sold under another certification scheme that is not UTZ .

Note: the pure cocoa product could also be downgraded to MB, in which case the following section applies.

Coffee and tea: The Remove function may be used only by traders when:

-       Volume has been damaged or lost

-       Volume is purchased as UTZ certified or multi-certified, and is sold either as conventional coffee, or under a certification scheme that is not UTZ certified.

The Remove function may only be used under special circumstances by roasters or blenders:

-        To correct discrepancies between volumes announced in GIP and real volume received after GIP transactions have been confirmed.

-       To correct discrepancies between qualities purchased and qualities received after GIP transactions have been confirmed.



3.1. Transactions Management


In the inbox you find open transactions you have to confirm or reject. Notifications of confirmed transactions by you buyer have to be acknowledged to keep your inbox clean. You can also filter the transactions on 'Buyer', 'Product' and 'Status' or you can use the 'Search Field'.

In the column 'Status' there are two status reasons that you should pay attention to:

- Cancelled by System (in case the seller is a producer): your or the producers certificate expired before the sales announcement was confirmed. The volume announced in this sale was not transferred/sold. If you want to resubmit this sale, the CB needs to add this volume as a carry-over to the producers new certificate.

- Cancelled by System Pending Resubmission: the certificate of the seller or buyer expired before the sales announcement was confirmed. This announcement will be automatically re-announced once your buyer has a new certificate.


In the outbox you can see all the sales announcements reported to your buyers. You can perform the following activities under the column 'Action' before the buyer confirms the transactions:

- Withdraw: cancel a sales announcement;

- Modify: modify incorrect information in the sales announcement.


Here you can see all the finalized transactions such as confirmed/rejected/cancelled sales or traced volumes.

3.2. User Management

If you have problems accessing the system our or want to change the language, we will show you some useful tips and tricks in this chapter.

  • How to log in to the Good Inside Portal (GIP)

During registration, you received an email with your login credentials for the GIP. See if you can find them in your Inbox or Spam folder. In case you are not a registered contact, go to the next bullet point.

  • How to add/modify a contact

 In case you do not have GIP login details, the primary user of your company’s GIP account can add you as a user via the settings area. Here you can also change the details of a user in case the contact information are not uptodate. Click here to see a short video how to manage users in GIP.

Alternatively, you can contact our technical support team via techsupport@utz.org and ask them to add/modify a user.

  • What to do if you forgot your username or password

In order to receive a new password, please go to www.goodinsideportal.org and click on the link 'Forgot your password'. Fill in the username you received after registration and click on 'Submit'. 

An automatic e-mail with new login details will be sent to your e-mail address. If the e-mail was not delivered to your Inbox, please also check your Spam folder.

In case you forgot your username, please request new login credentials via techsupport@utz.org.

  • 'Access Denied' in the Traceability System - what does that mean?
There are two possible reasons why you cannot access the traceability system:

1) You do not have sufficient rights. Please ask the primary user of your company’s GIP account to assign rights for the traceability system to you via the settings area (see video link above) or contact the technical support team via techsupport@utz.org

2) You do not have a valid certificate/license at the moment. If you are audited, please contact your certification body for status of your (re)certification. Alternatively, contact the member support team via membersupport@utz.org for more information.

  • How to change the language of the system

The Traceability System is available in nine languages. To change the language, go to user management in the settings, click on 'Modify' next to the user for whom you want to make the change, and select the preferred language from the drop list; click on OK.

This change will be visible once the user signed out and in again.

4. Other support and guidance material

In the downloads' section of the GIP, UTZ offers extensive training material explaining the use of the online traceability system:

  • Quick start guide traceability system (short guidance, available in several languages)
  • Training manual member area (detailed step-by-step manual, available in several languages)

We also offer a number of recordings of the webinar focusing on how to use the traceability system.  Please be aware that the use of the traceability system in coffee and tea is very similar as the same functionalities apply. 

Recording  Commodity Language Link to video
Cocoa traceability - GIP into practice Webinar Cocoa English  click here
Webinaire sur GIP pour membres du Programme Cacao Cocoa French  click here

6. Glossary

Entries of the Glossary can be viewed as pop-up in the course, by leading the mouse cursor over highlighted terms. To see the full Glossary, click here.