E-Page/MultiTrace User Guidance for Members

Site: Rainforest Alliance Learning Network
Course: E-page / MultiTrace User Guidance for Members [ENG, ES, PT, VI]
Book: E-Page/MultiTrace User Guidance for Members
Printed by: Guest user
Date: Wednesday, 26 January 2022, 5:59 AM

1. Introduction - Quick Start

Welcome to the e-page MultiTrace User Guidance

On this e-page you will find guidance on how to use MultiTrace, including: quick start guides, instruction videos, training webinars, checklists and templates. 


Please use the table of contents on the right side to navigate through the manual.

You can also save and share this e-page with your colleagues by clicking on 'Print book' under the section Administration on the right side. 


guide_logoQuick Start Guides:               


video_logoInstruction Videos:


Activity
Link to video
Registration - Create an account Registration - Create an account
Registration - Add your product Registration - Add your product

Transactions - Report Sell Transactions - Report Sell
Transactions - Report Conversion Transactions - Report Conversion
Transactions - Redeem Volume Transactions - Redeem Volume
Transactions - Remove Volume Transactions - Remove Volume
Please note: screens might slightly change depending on the Certificate Holder type and used commodity.


 Webinar recordings:


guide_logoFollow the E-learning to learn how to use MultiTrace


guide_logoDownloaD SEALS


1.1. What is MultiTrace?

MultiTrace is a future proof traceability system facilitating our partners’ growing demand for credible certified farm data. It supports a new and improved way of working between the Rainforest Alliance and certification bodies, farmers and companies which will ensure better data quality, accessibility and transparency. 

MultiTrace lays the foundation for future innovations. In our new vision of certification, the data flow starts at the farmer and in time, this should come to include the smallholder farmer. The future ability to access farmer data and tap into other data sources will create a more holistic view of the supply chain. This will give us all better insights to act upon, so that together we can contribute to a world where people and nature thrive in harmony.


Why is traceability important?

The purpose of MultiTrace is to safeguard the traceability of certified products throughout the supply chain and to enable certification and licensing.

Reporting purchases, sales and processing activities of certified products is a requirement of the certification standard. 


Frequency

It is required to update your trading stock at least once every three months

Volumes sold as certified should be recorded at the latest two weeks after the end of the quarter within which the shipment took placeTo keep a better and clearer overview of your available volumes and open transactions, we recommend you to update your Trading & Stock more frequently.

It is very important to perform transactions so your buyer has the purchased volumes available for their own processing/trading activities in MultiTrace.

The use of the traceability system will be checked during your (surprise) audit, and when done correctly, it will avoid non-conformities. 


2. Password reset

If you forgot your password, please click on ‘forgot password’ in the login page to request a password reset.

Please send an email to customersuccess@ra.org in case you have trouble getting a new password.





3. Registration

To get started with your registration, please visit our website. 

 

setup_logo

 Quick setup of your company account

Have a look at the Quick Start guides in the first chapter "1. Introduction - Quick Start ".


1  Add a commodity

The first step after completing the registration on MultiTrace is to add a commodity to your registered company account. Please see chapter 5.4 "Manage commodities" to see how to add a commodity. 

After having added a commodity, please see if your company activities are registered and complete. You can see how to manage your company activities in chapter 5.6 "Update activities". Please see chapter 5.6 "Update activities" if you are already registered and want to update your company activities.

2  Add colleague users to your company account

To add more users to your company account in MultiTrace please see chapter 5.1 "Add users".

3  Company hierarchy

To link a daughter or parent company to your account please add the hierarchy information. See chapter 3.1 "Hierarchy" for details. 


Please use the table of contents on the right side to navigate through the content.


3.1 Hierarchy
3.2 Subcontractor / Intermediary
3.3 Warehousing & Mandated Warehouses
3.4 Traceability level
3.5 Audit exemption
3.6 Deregister


account_setup 

3.1. Hierarchy

The hierarchy indicates the parent-daughter relationship your company might have. That hierarchical relation has an effect on the fees and the payment structure. Membership fee is not applicable for Coffee.

In general, the parent company receives the invoice for the combined membership fee for all companies in this structure.

In the rare case that not the mother, but the daughter company should receive all invoices, the billing address can be adjusted under the account of the mother company in MultiTrace. Please note that all invoices issued to all daughter companies in the hierarchy will be sent to the mother companies' billing address.

To change the billing address, please see chapter 5.3 "Change address".


I've added or removed a parent or daughter company: when will the fees change?

If the parent or daughter company is added within 4 weeks after registration, the membership fee will be adjusted before invoicing.

If the parent or daughter company is added after 4 weeks, the membership fee will be charged to the paying company from the following year onward. Program fee (if applicable) will be invoiced to the new paying company from the coming month onward.



3.2. Subcontractor / Intermediary

subcontractor is a separate company that is contracted to perform activities for your company, e.g. slicing. Typically they do not own the Rainforest Alliance certified product. A contract or agreement exists, in which the activities, conditions and relation between your company and the subcontractor have been specified.

An intermediary is a party that buys and sells your company products for you. A contract or agreement exists, in which the activities, conditions and relation between your company and the intermediary have been specified.

site is the physical location where the activities of your company or those of your subcontractor are performed. A site may involve multiple farms.

Please see the chapter about Warehousing if you store your products at a location or if you are a warehousing location that gets products delivered.

To add a site, subcontractor or intermediary, click on the license number of the license that has the status "in preparation". 

Please see the chapter about Warehousing if you store your products at a location or if you are a warehousing location that gets products delivered.

Please make sure to have all your sites and subcontractors added in MultiTrace. 

If you want to add an intermediary to your Code of Conduct license, please make sure to have the Trade Business to Business activity in your license activities.




3.3. Warehousing & Mandated Warehouses

Warehousing & Mandated Warehouses

Warehouses support producers in keeping their stocks safe, keeping the qualities and streaming the product to their buyers and final destinations. A warehouse can have a stock position (in consignment) which isn't owned by that warehouse. A mandated warehouse can report activities on behalf of a producer/supply chain actor, only for positions that are stored in that warehouse and as long as that warehouse has an active license.

To see how to use the stock activities in MultiTrace, please see the chapter Trading & Stock.

To be able to use Trading & Stock, please make sure you register your activities correctly. A mandated warehouse needs to have their own registered account in MultiTrace to be able to enter activities on behalf of the owner of the product. Please see chapter 3 “Registration” to see how to register your warehouse. If the warehouse is indicated as a subcontractor in the scope of the owner, the owner is responsible for reporting in MultiTrace.


Warehousing and registered activities in MultiTrace

When registering in MultiTrace you are asked to indicate your activities. If an activity is missing in your account or you want to update your activities due to an incorrect selection during registration, please see chapter 4.5 Update your activities. A warehouse can have the activity warehousing only or can have multiple activities. The following activities can apply to warehousing:

  • Warehousing
  • Dry Processing
  • Wet Processing
  • Milling
  • Monsooning
  • Packing
  • Import/Export
  • Trade Business to Business


The Warehousing Process

 Once a producer or supply chain actor sends the (unsorted) tea to the warehouse, the warehouse weights and proceeds with one of the following:

1)     The warehouse delivers the tea to the buyer the way it was received. This happens with or without physical change.

2)     The owner of the product asks the warehouse to prepare/machinate the product (sorting, grading, blending and/or packing).

The preparation and delivery can only happen under an order of the owner of the product. A warehouse that also trades, can buy the product of the owner and carry out the activities that are in their license scope.

3.4. Traceability level

A program level describes the product’s traceability level. Rainforest Alliance offers the following program/traceability levels:

Identity Preserved (IP): The identity of a certified producer/producer group is maintained along the supply chain. The product can be traced all the way back to the producer/producer group that it originates from.
A variation of the IP traceability level is Mixed Identity Preserved (MixIP). Under this level, the product from multiple producers/producer groups is mixed, but can be traced back to this group of producers/producer groups. Requirements which apply to the IP traceability level also apply to MixIP.

Segregated (SG): Rainforest Alliance certified product from different producers/producer groups is mixed. The product is guaranteed to be produced by Rainforest Alliance certified producers/producer groups, however the identity of the specific producers is lost.

Mass Balance (MB): Administrative traceability of a certified product. Mass balance traceability allows a proportion of the outputs of an SCA to be sold with an Rainforest Alliance Certified MB claim, corresponding to the quantity of Rainforest Alliance certified inputs (and considering the conversion rates). MB is the lowest program level.

Please note that only program levels that you are certified/licensed for will be available in your account in the traceability system. In addition, not every program level is available for every product. Please contact Rainforest Alliance if you want to learn more about certification rules at: certification@ra.org if you are a certification body, or customersuccess@ra.org if you are a member.



3.5. Audit exemption

When you are exempted from an audit, the responsible person for the Rainforest Alliance in your company's MultiTrace account is obliged to follow an e-course.

According to the information indicated during the registration process, it will be defined if you need to be audited or not. Even if audit exempted, you can still select to receive a voluntary audit.

  

If you are audit exempted you will need to follow an e-course on the Rainforest Alliance Learning Network (RALN).

Please notify our Customer Success Team at customersuccess@ra.org after you have followed the Audit Exemption e-course, by sending a screenshot of the screen with the badge after having finished the course.  

Chain of Custody Audit Exemption E-course - Coffee

Chain of Custody Audit Exemption E-course - Hazelnut

3.6. Deregister

You can deregister a commodity if you are no longer producing or trading that product or you can deregister your MultiTrace company account. 

Note: If you want to remove a user from your account please see chapter 5.

To remove a commodity or deregister your MultiTrace company account, go to Deregister in Quick Actions. See if you have any pending transactions. It is not possible to deregister while there are unconfirmed transactions.

Select the commodity you want to deregister. If you select all, your entire company account will be deregistered.

In case you have deregistered your account by accident, or you want to join the certification program again, please contact us as to reactivate your account.

4. Fee Types & Finance

The Finance tab in MultiTrace shows the membership fee and program fee per commodity and displays an overview of the invoices. This overview does not include a payment history.

Each commodity has one currency (currently in Euro or Dollar).

Credit Notes are shown as negative invoices (negative amount due to e.g. a reversal of a trade that contained program fee). Credit Notes that are issued outside of MultiTrace are not displayed here.

Please find an overview of certification related costs here on our website.


To get the correct information processed on invoices it is important to check your account on the following:

  • Volumes: Please make sure you have entered the correct amount of (traded) volumes in the Commodities tab.
  • Hierarchy: In case multiple companies belong to the same group and are registered within the program, the membership fee will be charged only once. The membership fee is invoiced based on their combined volumes.

Please indicate the parent company in case your company is a daughter company. If the parent or daughter company is added within 4 weeks after registration, the membership fee will be adjusted before invoicing.

If the parent or daughter company is added after 4 weeks, the membership fee will be charged to the paying company from the following year onward. Program fee (if applicable) will be invoiced to the new paying company from the coming month onward.

  • Billing information: Please make sure you enter the billing contact person, billing address, email address, phone number and VAT number (mandatory for clients in NL and EU) in your company profile.

For more information about membership fee, program fee or premium contact our Customer Success team at customersuccess@ra.org.


I've added or removed a parent or daughter company: when will the fees change?

If the parent or daughter company is added within 4 weeks after registration, the membership fee will be adjusted before invoicing.

If the parent or daughter company is added after 4 weeks, the membership fee will be charged to the paying company from the following year onward. Program fee (if applicable) will be invoiced to the new paying company from the coming month onward.


4.1. Invoice Reassignment


MultiTrace now has the possibility for Certificate Holders to assign the Participation Royalty/Program fee to subsequent suppliers/purchasers in the supply chain dealing with Certified Products for Coffee. 

This update for Invoice Reassignment is available and usable for Coffee Certificate Holders and Registered actors in MultiTrace. 

The instructions below act as a Guidance on how the Invoice Reassignment process can be triggered and worked upon. 

TYPES OF INVOICE REASSIGNMENT 

Currently there are three types of Invoice Re-assignment options available namely: 

 

  • Seller Reassignment (The Participation Royalty/Program Fee will be reassigned to the Supplier – this is applicable for members who have a Trade done between them in MTT) 

 

Actors Involved: 

 

Shape 

 

Text BoxText Box 

 

  • Buyer Reassignment (The Participation is reassigned to any Buyer who purchases Certified Coffee from you) 

 

Actors Involved: 

Shape 

 

 

Text BoxText Box 

 

 

Shape 

NoteIn the Buyer Reassignment it is understood that the Supplier has already paid the Participation Royalty/Program Fee once. 


  • Full Reassignment (The Participation Royalty/Program Fee charged can be reassigned to any member listed in the MultiTrace system) 

 Actors Involved: 

   Shape 

 

 

Text BoxText Box 

 

Shape 

NoteAs of January 2021, the invoicing of the participation royalty/program fee has shifted from the packers/roasters to the first buyer (outside origin country of the Supplier) 

FEE REASSIGNMENT FLOW 

Invoice reassignment 

INVOICE REASSIGNMENT PROCESS 

Members can access/setup the Invoice Reassignment toll from the Finance Tab in MultiTrace. 

 

1st buyer 

 

To set up a Reassignment you need to click on the Active button under the Reassignments Section and the system will give you the option to process a New Reassignment Request. 

 

Reassignment 


Please add the required Mandatory details in the Window which pops-up: 

 

Text BoxShape 

 Once the Reassignment Agreement is added the Member Reassigned to, needs to confirm the process (until the confirmation is not done from the Reassigned Member, the Agreement will be in Pending Status) 

 

Reassignment requested 

 

You can withdraw the Agreement as well if required! 

Simultaneously the member with whom the Reassignment Agreement has been made will receive the request to Accept/Reject the Agreement. 

Fees 

 

Once accepted the Reassigned Member also has the option to Revoke the Agreement: 

Revoke 

 

REQUESTS OVERVIEW 

There is a Requests Overview available for all accounts now under the Finance section to review the Requests connected to the Invoice Reassignments. 

Requests raised Requests Raised: Shows the Pending and Active Invoice Reassignments processed by the Account. 


 Note: This section is only for the accounts who have logged the agreement for reassignment with another account. 


 Requests ReceivedShows the Pending and Active Invoice Reassignments received by the account to confirm. 

 

Note: This section is only for the accounts who have received the agreement for reassignment from another account. 

 

INVOICING MECHANISM 

The invoicing cycle for pre-merger UTZ Coffee is done monthly. 

 

The system calculates the applicable charged participation royalty/program fee over the month and bills it accordingly at the end of the month. 

 

When an account has selected any of the Invoice Reassignment types in MultiTrace, the Invoice lines are debited and then accordingly credited. 

 

Example: 

Invoicing mechanism 

 

In the screenshot above account 1st Buyer has reassigned the fee to its supplier due to which in the Invoice line you can see a Debit and Credit line (accordingly a debit line will be created for the reassigned member) 


4.2. Invoice resassignment FAQs

FAQ’S 

Q - Can I back date the Invoice Reassignment Agreement?

A – The agreement can only be started from the present day (it cannot be back dated). 

 

Q  Will the Reassignment direct the entire Invoice charge to the Reassigned Party? 

A – The charge will be made to the Reassigned Party from when the Reassignment Agreement has been Confirmed. 

 Example - In case if the Reassignment has been Confirmed mid-month, then the invoiced amount to the Reassigned Party will be from the date confirmed. 

 

Q – In the Buyer Reassignment can the Reassigned Party be any member in the Chain? 

 A - No, the Reassigned party can only be the Buyer who purchases directly from the charged 1st Buyer for Coffee Participation Royalty/Program Fee. 

 

Q – For how long is the Reassignment valid? 

 A – It is valid until the Agreement has been Withdrawn or Revoked 

 

Q  Do I need to be licensed to have Invoice reassigned to me? 

 A – Buyer and Seller reassignments need to be done between Licensed members; Full reassignment can be managed towards a registered member as well. 

 

Q – Is the Invoice Reassignment available for Tea or other Crops? 

 A – Currently it is only available for Pre-Merger UTZ Coffee Members. 

 

In case if you have any further queries/questions please contact customersuccess@ra.org


5. Manage your settings

Please use the table of contents on the right side to navigate through the content. 

5.1 Add users (UTZ only)
5.2 Assign roles to users (UTZ only)
5.3 Change address (UTZ only)
5.4 Maintain trade partners
5.5 Language settings
5.6 Stock settings
5.7 Notification E-mails

5.1. Add users (UTZ only)

Only administrator users can add a new user by clicking ‘+Add User’ under the Users tab in their profile. Please note: you do not need to register your company again if your company has already been registered by your colleague(s) before. This will create duplicates.

You can add the person by filling in their details. When you, as the Administrator, add a USER to the account, you will need to inform the added person about the following:

  • username
  • password that you created for the new user

Afterwards the new user can change their password.

Do not forget to assign the correct role once you added a new user!

add_user user_role

5.2. Assign roles to users (UTZ only)

User roles allow you to manage the permissions that different users have in MultiTrace. A user can have the following user roles:

  • Administrator: this role allows a user to add members, change roles, change information, contact CBs or Members, and upload or fill in required information;
  • Finance: this role allows a user to change financial information;
  • Member: this role allows a user to only view information, but not modify anything.

user_role 

5.3. Change address (UTZ only)

To change information as your visiting address, mailing address or billing address, please go to your Profile tab and click on the icons on the right to update. 

Fill in or update the fields and click on the save icon on the top right. 

You will get a notification popup that the changes are saved. 



5.4. Maintain trade partners

Trusted and Mandated Trade Partners


Members can declare other members as trusted and mandated.
A mandated member needs to have their own registered account in MultiTrace to be able to enter activities on behalf of the owner of the product.

To manage your trade partners please enter the section “Maintain Trade Partners” under Quick Actions on your Dashboard.

Click “Add” on the top right to add a trade partner to your list. Select “trusted” and/or “mandated”. Your selection will give rights to the added trade partner to perform trading and stock activities on your behalf, based on your selection.

When trade partners are indicated as Trusted, all transactions reported by those “trusted partners” will be automatically confirmed.

When trade partners are indicated as Mandated and they have the volumes at their location, they will be able to Sell and Purchase from the stock positions of the owner and use the ‘Deliver’ and ‘Receipt’ functionality. Please see the chapter “Trading & Stock” for all trading and stock activities.

5.5. Language settings

Click on your account name in the top right corner in your MultiTrace screen and select the preferred language.

Checklists and templates can be downloaded directly from MultiTrace after changing the language setting or can be found in different languages at the bottom of the page in chapter 1. Introduction - Quick Start.

language_setting



5.6. Stock Settings

Traded volumes are aggregated by identifying attributes, like Green coffee and Arabica. When reporting a trade, you will identify your products in stock by their characteristics.

Another way to identify your products in stock is to use transaction specific Reference information. Transactions that carry a reference number will be listed in your stock overview.

Option to aggregate volumes

The Trading & Stock section lists by default the view of volumes carrying reference information. If you do not prefer to view all transactions listed with their reference numbers, you can change the setting to aggregate volumes in MultiTrace.

Note that past aggregated volumes will remain as they are. Transactions are listed with their reference number. If you want future transactions to be aggregated, please go to your dashboard to change this setting.

5.7. Notification E-mails

How to change your email notification settings

If you would like to change your email notification settings, go to the settings under Quick Actions and select which email notifications you want to receive. Only Administrator users can set notification settings. You can set your preference to receive email notifications about “Certification & License” and/or “Traceability”. Audit scheduling confirmation emails and License Expiration emails will always be sent.

How to unsubscribe from email notifications

You can unsubscribe from email notifications by unchecking the box for the subject you’d no longer like to receive and click ‘Update’.

6. Trading & Stock

Reporting purchases, sales and processing activities of certified products is a requirement of the standard and therefore mandatory. 

It is required to 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 Trading & Stock more frequently.

It is very important to perform transactions so your buyer has the purchased volumes available for their own processing/trading activities in MultiTrace.

The use of the traceability system will be checked during your (surprise) audit, and when done correctly, it can avoid non-conformities. 

Please use the table of contents on the right side to navigate through the content. 

6.1 Certified Volume, Certified Product and Stock
6.2 Sell & Purchase
6.3 Conversion
6.4 Redeem volume
6.5 Remove volume
6.6 Delivery & Receipt
6.7 Mixing Varieties & Perfect Blending
6.8 Reverse 

To see how to perform trading and stock activities, please have a look at the quick start guides and the instruction videos in chapter 1. Introduction - Quick Start. 





6.1. Certified Volume, Certified Product & Stock

Volume Definitions

certified volume: certified harvest volume entered by the certification body to a Code of Conduct (CoC) certificate (producer/producer group);

certified product: volume that still belongs to CoC certificate holder and that has been processed in their own facilities;

stock: volume purchased from/sold by another member.

6.2. Sell & Purchase


Sell: Report a trade of volume from your stock position to a buyer or sell on behalf of the owner. Transactions 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 the level will automatically be downgraded.

Purchase: This is a transfer of ownership similar to ‘sell’ but entered from the side of the buyer. The buyer can for example be a mandated warehouse.


Reverse a transaction

If a trade has been confirmed that contains an error, please use the 'Reverse' functionality as soon as you discover the mistake. It is very important to request the reversal of the trade as soon as possible and before selling volumes onward or Redeeming the volume to prevent causing complexities throughout the supply chain. Please note, it may not always be possible to reverse a trade if further actions have been taken. It is not possible to Reverse a trade that is older than 1 year old. 

The other party will then need to CONFIRM or REJECT the reversal.

Confirm reversal

If your buyer or seller has requested the reversal of a trade, and you agree please CONFIRM the reversal. 

Reject reversal

If your buyer or seller has requested the reversal of a trade, and you disagree please REJECT the reversal, you can indicate the reason why you reject it.


Specify Preferred Member of origin

When reporting a sell, you first must select from what position you have sold the amount. Stock positions are listed per Type, Variety, Sub product, Traceability level, Reference, Location and available volume in the list.   


After selecting the stock position, if the traceability level is IP, you can further specify the origin of the sold products, by selecting the member of origin in the list:


Reference numbers and finding volumes from a specific transaction in the list in stock positions

Traded volumes are aggregated by identifying attributes, like Green coffee and Arabica. When reporting a trade, you will identify your products in stock by their characteristics.

Another way to identify your products in stock is to use the transaction specific Reference information. Transactions that carry a reference number will be listed in your stock overview.

Option to aggregate volumes

The Trading & Stock section lists by default the view of volumes carrying reference information. If you do not prefer to view all transactions listed with their reference numbers, you can change the setting to aggregate volumes in MultiTrace.

Note that past aggregated volumes will remain as they are. Transactions are listed with their reference number. If you want future transactions to be aggregated, please go to your dashboard to change this setting.

Shared Responsibility 

For producers and first buyers of 2020 Rainforest Alliance Standard volumes, agreed rates  of Sustainability Differential (SD) and Sustainability Investment (SI) need to be entered in the transaction:  

Graphical user interface, text, application, email

Description automatically generated

The traceability platform facilitates recording as follows:  

  • When entering a sales transaction in the traceability platform, the farm CH indicates the SD amount agreed in the contract in the field “SD agreed” of the transaction details.  

  • When entering a sales transaction in the traceability platform, the farm CH indicates the SI amount agreed in the contract in the field “SI agreed”. 


6.3. Conversion

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 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 on our website.

When you mix for example coffee (at IP level) from different producers/producer groups you must indicate in your stock activity that the volume is mixed. The mixed volume will retain information about the producers’ names and their respective volumes included in the mix.

Only if a warehouse is mandated by the owner of the product, the warehouse can report a conversion on stock positions that are stored in that warehouse.

To see how to perform this activity, please have a look at the instruction video in chapter 1. Introduction - Quick Start.

6.4. Redeem Volume

Redeem marks the end of the online traceability system for pure Rainforest Alliance products. Manufacturers of half-finished, consumer-end or food service products (e.g. coffee extract, aroma, color, liquor, or any other coffee-based product) must report the stock activity Redeem for all Rainforest Alliance volumes when:

  •  Products are packaged and sold as a consumer-end product with Rainforest Alliance claim (on- or off-pack);
  •  Products are mixed with ingredients different to the pure product (e.g. chocolate, oil) or manufactured into extracts, aroma etc., and then claimed as Rainforest Alliance (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 Rainforest Alliance and used for production must be redeemed.

Reporting Redeem triggers the generation of an invoice for the program fee.

To see how to perform this activity, please have a look at the instruction video in chapter 1. Introduction - Quick Start.

If a warehouse is mandated by the owner of a product, the warehouse can redeem volumes from the stock position of the owner.

6.5. Remove Volume

You should remove volumes if they are spoiled (due to mold, pest, fire, etc.) – hence cannot be used – , or purchased as multi-certified and sold under another certification scheme that is not Rainforest Alliance.

Harvested products are sent from producers to warehouses together with a considerable amount of waste and impurities that need to be removed. Mandated warehouses can report the waste and remove it.

The Remove function may only be used under special circumstances by manufacturers of half-finished, consumer-end, or food service products: To correct discrepancies between volumes reported in MultiTrace and real volume received after the system transactions have been confirmed or to correct discrepancies between qualities purchased and qualities received after transactions have been confirmed.

If you work with products with traceability level Mass Balance (MB), you must remove volumes only if the pure product is purchased as multi-certified (e.g. UTZ+Fairtrade), and then sold under a certification scheme that is not Rainforest Alliance (e.g. only Fairtrade). 

Note: IP/SG pure product could also be downgraded to MB, in which case redeem applies.

To see how to perform this activity, please have a look at the instruction video in chapter 1. Introduction - Quick Start.



6.6. Delivery & Receipt

Deliver: Without transferring ownership, you can store volumes at another member (a warehouse for example). Use the function ‘deliver’ to report volumes that you have transferred to another member. This delivery needs to be confirmed by the receiving member.

Receipt: Receipt is to indicate a change of location of the product, similar to Delivery but entered from the side of the receiver where the product is stored.

6.7. Mixing Varieties and Perfect Blending

Information in this chapter is applicable for the Coffee program.

The Trading & Stock activity ‘Mixing’ is used to mix volumes from multiple positions into a new position so that transactions can be reported in accordance with reality. This enhances the credibility of traceability.

Mixing can be used for two different purposes (and can be combined in one mix activity) 

  • Mixing Variety
    You can select multiple positions with different values for Variety. 
    E.g: Input Position 1 = Arabica, Input Position 2 = Robusta.
    Output Position Variety will be mixed. 
  • Mixing the Origin (Creating Mixed IP).
    Select one or more IP positions with different values for Member of Origin. 
    E.g: Input Position 1 = Member Origin A, Input Position 1 = Member Origin B
    Output Position will be a Mix with Member Origin A and Member Origin B
  • Mixing Variety and Member of Origin in one activity
    E.g.  
    Input Position 1 = Arabica and Member Origin A and Member Origin B, 
    Input Position 2 = Robusta and Member Origin A and Member Origin X. 

If Certified Volume is being mixed, the output stock position will become “Certified Product”.

Mixing cannot be unmixed but it can be reversed by the member that has performed the mixing activity. This is only possible as long as the mix has not been sold onwards.

The mixing activity can only be entered by the member that owns the product or has the stock position on its location.

If you are not able to report a mixing activity, please see if you have an active license or make sure that you are indicated as mandated in the account of the owner of the product.

When using Mix it is recommended to add a description so you can identify the action. This is meant for your own administration.


Perfect Blending

For the traceability levels Segregation (SG) and Mass Balance (MB) we apply perfect blending to be able to carry a footprint along the supply chain. If a product is not sold as IP, perfect blending is applied.

When trading volumes in the traceability level SG and MB, the volumes in your stock positions change according to this perfect blending. Please find below an example of how perfect blending is applied to stock positions.


Warehouse X stores volumes of Member A and B on SG level.
Member A has volumes that contain products from two producers (#1 and #2)
Member B has volumes that contain products from one producer (#3)
A sell of 30 MT is confirmed from a SG volume (position) that is stored in the warehouse.

The sold 30 MT is 25% of the Total 120 MT in warehouse X.
As a result the sell of 30 will be a sell of 25 from a position owned by member A and 5 from a position owned by member B.


mixing_table


If you have questions or need support in using MultiTrace please contact us at customersuccess@ra.org.

6.8. Reverse

Reverse - Request reversal for a Trade

If an action has been confirmed that contains an error, please use the 'Reverse' functionality as soon as you discover the mistake. It is very important to request the reversal of the trade or action as soon as possible and before selling volumes onward or Redeeming the volume to prevent causing complexities throughout the supply chain. Please note, it may not always be possible to reverse a trade if further actions have been taken. 

Currently, this cannot be done when mandated. Only the owner of the product can perform this action.

It is not possible to Reverse a trade that is older than 1 year. The other party will then need to CONFIRM or REJECT the reversal.

Confirm reversal

If your buyer or seller has requested the reversal of a trade, and you agree please CONFIRM the reversal. 

Reject reversal

If your buyer or seller has requested the reversal of a trade, and you disagree please REJECT the reversal, you can indicate the reason why you reject it.

7. Help & Support

Have you already had a look at the guidance and videos in chapter 1. Introduction - Quick Start?

If you have any further questions, please contact our Customer Success team at customersuccess@ra.org.