E-Page/MultiTrace User Guidance for Members
Welcome to the e-page MultiTrace User Guidance - for Members.
On this e-page you will find guidance on how to use MultiTrace, the new traceability system of the Rainforest Alliance (UTZ Certified), including: quick start guides, instruction videos, training webinars, checklists and templates.
Currently, MultiTrace is only being used in the Coffee and Hazelnut program by both members and certification bodies.
Licenses for the Coffee and Hazelnut program are requested through MultiTrace.
Prior to getting a license, an audit needs to be scheduled in MultiTrace. Please get in touch with your Certification Body to schedule the audit in the system.
If you are audit exempted, please contact our Member Support team at email@example.com.
Instructions using the functionalities in MultiTrace are shown in guidance recordings.
Please use the table of contents on the right side to navigate through the manual.
4. Fee Types & Finance
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)
Buyer Reassignment (The Participation is reassigned to any Buyer who purchases Certified Coffee from you)
Note: In 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)
Note: As 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 PROCESS
Members can access/setup the Invoice Reassignment toll from the Finance Tab in MultiTrace.
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.
Please add the required Mandatory details in the Window which pops-up:
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)
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.
Once accepted the Reassigned Member also has the option to Revoke the Agreement:
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: 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 Received: Shows 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.
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.
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)