WebFLOTIS Customer Manual

WebFLOTIS Customer Manual start guide Version 14 22/01/2016 1/24

Content 1. Introduction slide 3-4 2. Login slide 5 3. Workbench slide 6-7 4. My Transactions slide 8 5. How to submit your report slide 9 6. New Transaction slide 10 6.1 Year, Quarter, Producer FLO ID slide 11 6.2 Supplier FLO ID slide 12 6.3 Product Code slide 13 6.4 Commercial Documentation slide 14 6.5 Volume, Price and Premium slide 15 6.6 Tips slide 16 7. Upload Report Excel Template slide 17 19 8. Most Common Errors slide 20 21 9. No Purchase Declaration slide 22 10. Contacts slide 23 11. Change History slide 24 2/24

1. Introduction Welcome to WebFLOTIS transaction reporting system! WebFLOTIS offers you a web interface to easily report your Fairtrade Purchase Transactions quarterly. Once you enter a transaction in the system, it will be available in our database in real time. IMPORTANT: Please note that you should only report if you are the responsible for paying Fairtrade Prices and/or Premiums to Price/Premium conveyors or to producer organizations. This may vary depending on the product you trade. If you are not sure, please contact us. In case you would like to get in touch with us, for any problems, comments, recommendation or any other issue you would like to address, please contact us at: reporting@flocert.net You can use WebFLOTIS database to assess your company data regarding your Fairtrade business figures and trends. 3/24

1. Introduction What and when should I report? You should quarterly submit your completed Fairtrade Purchase Transactions. What decides the quarter of your transaction is when the purchase became completed. It means that, despite the purchase invoice date, a transaction is complete when the goods have been received and both the Price and Premium have been transferred to your supplier. Below you can find a table with the reporting deadlines by quarter: QUARTER Purchase transactions completed (Price and Premium have been paid between) Reporting Deadline Q1 January March April 30 th Q2 April June July 30 th Q3 July September October 30 th Q4 October December January 30 th Please make sure you submit your transactions on time by respecting the deadlines, otherwise this might lead to a Non-Conformity. 4/24

2. Login You should have received a brief email from our WebFLOTIS Service Desk, including a short explanation of the WebFLOTIS system together with your login details : FLO ID and password. You may login into WebFLOTIS in two different ways: 1. Login via FLOCERT website: Go to www.flocert.net, click on the Customers Login tab, choose WebFLOTIS and you will be redirected to the webpage showed below. 2. Direct Login page: http://www.flocert.net/webflotis-login 5/24

3. Workbench Once logged in, you will access to your Workbench. This screen shows a general overview of your reporting situation: Under your company name you will find the Your missing reports area. By clicking on the + button you will find a list of your missing reports per year, quarter and product category. On the same area you will have the chance to Upload report (using our Excel template) (see slides 17-19) or submit a No Purchase Declaration using No Purchases (see slide 22). Company Name Company Name (FLO ID : XXXXX) 6/24

3. Workbench Your missing reports If you have already submitted all your reports, you will be able to read All your reports are up to date Aggregated reported volume per product By clicking on the + button, the page will be broken down into sub-categories, and you will see the past reported volume related to each product code. Reporting Periods At the bottom of the page you can find a reminder chart about the reporting deadlines (see slide 4). Abcd Company Abcd Company Ltd (FLO ID : xxxx) means that all the reports have been uploaded 7/24

4. My transactions My transactions screen allows you to see all your past reported transactions You could Filter them by Year (2008 onward), Quarter, Product Category, Product Code, Invoice/Contract number, Producer FLO ID and Supplier FLO ID. After entering the search criteria, simply click on Search. In order to remove the filter(s), please click on Clear. You can click on 3 options on the right side of each row: 1) Edit : you may click on edit in order to amend any transaction information one by one /!\ If it shows Locked, it means that these transactions cannot be edited/deleted by yourself anymore. Please contact us with this request, describing what should be corrected/deleted and why. 2) Delete: by clicking, you completely remove that single transaction from the database, so please be careful. 3) Comments: to read the comments added to each transaction. 8/24

5. How to submit your reports There are 2 possible Reporting options: Option 1: via the New transaction tab -> only suggested in case you have a very small number of transactions to report (further instructions in the next topic, slides 10-16). Option 2: via the Upload Report tab -> recommended option (further instructions in the next topic, slides 17-19). In this case, our Excel template should be downloaded, filled out and then uploaded. Note: You can also upload your Excel file via the Workbench in Your missing reports area by clicking on the + button and then on Upload Report (slide 6). /!\ Please note that you should only report completed purchase transactions (Price and Premium already transferred to your suppliers + goods received), no matter which reporting option you choose. Please note that the reported information might be checked during onsite audits to confirm the Price or Premium payments. 9/24

6. New Transaction By the New transaction screen, you may submit your transactions by creating them one by one. A transaction may represent an invoice, a contract or a purchase order number. Please complete all the requested fields and check the exclamation marks in blue if you need detailed info! 10/24

6. 1 New Transaction Year, Quarter and Producer FLO ID After selecting the Year and Quarter, (referred to the quarter and year in which you completed your purchase - see slide 4), you can start entering your invoice/ transaction data. In the Producer FLO ID field, please enter the FLO ID of the entity who produced the raw material and received the FT Premium. 1. Click on the Producer FLO ID field. It will trigger a search box (see picture). 2. Either enter the FLO ID of the producer or enter part of their name and click on Search. 3. The Search box will show you the results for your search. 4. Choose the producer you are looking for by clicking on it (the line should become blue) and then click on Select. The Search Box will show only certified producer organizations. If your are buying from a Trader and the Producer FLO ID is not mentioned in the Invoice/Contract, please contact your supplier, so that they can inform you about the producer they purchased the raw material from. 11/24

6.2 New Transaction - Supplier FLO ID In the Supplier FLO ID field you should enter the FLO ID of the entity you directly purchased from. If you are directly purchasing from the producer, please insert the same Producer FLO ID number both in the Supplier and Producer field, as the producer is your supplier. 1. Click on the Supplier FLO ID field. 2. It will trigger a search box (see picture). 3. Either enter the FLO ID of the trader or producer, alternatively enter part of their name and click on Search. 4. The Search box will show you the results for your search. Choose the supplier you are looking for by clicking on it (the line should become blue) and then click on Select. The system will reject a reported Supplier or Producer FLO ID, in case they are not certified for the reported product. 12/24

6.3 New Transaction - Product Code In the Product Code field you can enter the specific product you want to report. If you are certified e.g. for the category Coffee (as a Payer), by writing Coffee, the system will show you all possible Coffee codes available. 1) Enter name or part of a name of the product you are looking for e.g coffee (or the code, if you already know it) 2) The Search box will show you the results for your search 3) Choose the product you want to report by clicking on it (the line should become blue) and then click on the Select button. Please let us know in case you cannot find the product code for the product purchased. The system will reject a Product code in case the Supplier or Producer FLO-ID is not certified for it. 13/24

6.4 New Transaction - Commercial Documentation The Commercial Documentation records are very important to monitor the product traceability and the Price/Premium payments. We kindly ask you to carefully report the following information: 1. Supplier Invoice Number Please insert the number of the invoice you received from your product source. This is the proof that you bought the goods. 2. Contract or Purchase Order Number - Please insert the number of the agreement document you signed with your commercial counterpart. This document stipulates the legal conditions in which the goods were transferred from your supplier to you. 3. Invoice Date - Please insert the Supplier Invoice Date. You may click inside the field and select it from the calendar that pops up. These fields are mandatory. In case you do not have any of these commercial documents, it might be that you are not following the Fairtrade Standards and will need to review your commercial practices. 14/24

6. 5 New Transaction - Volume, Price and Premium Please carefully report the volume/payment fields of the New transaction section : 1. Total Weight or Volume Bought & Units Please declare the volume of the product you purchased as it appears in the supplier s invoice and select the correct unit of measurement (e.g. kgs, pounds, items, etc.) 2. Total FT Premium Paid Please declare the total Fairtrade Premium paid to your supplier (conveyor) or directly to the producer organization. 3. Total Amount Paid, without FT Premium and taxes Please declare the total amount paid, i.e. the total invoice amount, but excluding the Fairtrade Premium and taxes. 4. Price Level Please declare the INCOTERM condition applied to your purchase invoice. Currency - Please report the Premium and Price amounts in the currency stated in the invoice. In case your currency is not listed in the dropdown, please convert it using the currency indicated in the Fairtrade Price and Premium Table: http://www.fairtrade.net/priceand- premium- info.html 15/24

6. 6 Tips Coffee: Coffee FT Premium (0.20 USD/pound): if the supplier s invoice indicates the volumes in kg, but the Premium in USD/pound, please convert the Premium amount into USD/kg (0.20 USD/pound = 0.44092 USD/kg) and multiply it by the volume purchased in kg. Coffee transactions: please make sure you do not include the Total Organic differential (+0.30 USD/pound) in the FT Premium field, as that is not a premium, but a differential added to the price. Therefore, it should be reported together with the total price paid under the field Total Amount paid, without FT Premium and taxes. Banana: Banana FT Premium (1 USD/box of 18.14 kg): this is the same as 0.05513 USD/kg. Please make sure you report Banana volumes in kg, not in boxes/items. General Note: Please fill in the fields as they appear on your commercial documents. Try to avoid additional calculations and rather use the total amounts of the supplier invoice whenever possible. You could receive either a single invoice including both the Price and the Premium, or two different invoices, one with the total amount paid (price), and a second one with the associated Premiums. Please double check and always report both figures (Price and Premium). 16/24

7. Upload Report Excel Template The Upload Report page allows you to upload an Excel report with all your transactions at once, instead of entering one by one via the New Transaction screen. In order to upload an Excel Report, please follow the steps below: 1. First of all, please download the Quarterly Purchase Report template (the only format recognized by the system) and the Product Codes Table, which are available in the WebFLOTIS Manuals page: http://www.flocert.net/webflotis-login/manuals Please always check if you are using the latest Template version. 17/24

7. Upload Report Excel Template 2. Fill out the Excel template. The instructions given in the previous section ( New transaction section - see slides 10-16) are also valid when filling out the Excel template as the fields are all the same. All the columns must be filled out. The only column that may remain empty is Comments. Please make sure you are following the formatting requirements of the Excel template and read carefully all the comments that will appear when clicking on the cells. If you do not have the information on your purchase invoice, you could find all certified Suppliers and Producers FLO IDs either in our Flocert webpage or in your Ecert account Search for the code that best describes the product purchased in the Product Code Table and copy and paste it into column F of the Quarterly Purchase Report template Please do not include in the template old transactions which have already been uploaded in previous reports, as they would be duplicated in the database. /!\ Formulas are not recognized, so please remove them before uploading your report. You can copy and paste the formulas as values to remove them. 18/24

7. Upload Report Excel Template 3. After filling out all the columns, please save the template to your computer as an.xls file (Excel 97 2003). Other Excel versions will not be recognized (e.g. Excel 2010.xlsx ). 4. Click on Browse and select the file you want to upload into your WebFLOTIS account. Click on Validate & Send and then on OK If your report has been accepted, a message will appear, both confirming that you have successfully uploaded your report and showing the uploaded volume per product. At the bottom of the page you will be able either to print the page or be directed to My transactions screen. If you get any error messages, it means that your report has not been uploaded (See slides 20-21 for most common errors). Please correct what has been pointed out in the message, and try uploading it once again. 19/24

8. Most common errors These are just a few examples of error messages you might get while uploading your report. I. Incorrect Producer FLO ID: This can mean either that the FLO ID XXX is not a raw material producer or that the producer is certified, but not certified for the reported product. Please contact your supplier. Below is an example of the error message that would come up: II. Date format: The date has to be entered in the date format of your computer. It could be (dd/mm/yyyy) or another one, it depends on your computer settings. If the format is not recognized, your report will be rejected. 20/24

8. Most common errors III. Formulas: your Excel report should not contain formulas, as they are not recognized. In order to remove them, please copy all the transaction information in your Excel file, paste it as Values (symbol 123 of the paste special function) and save it. If your report contains formulas, the system will not be able to read the file and the error message below will come up: IV. Excel File Type: make sure you save your report as a.xls file (Excel 97 2003 Workbook) before uploading it. Other types, e.g. xlsx files (Excel 2010, xlsx), will not be recognized and therefore rejected. The error message will be the one shown below: 21/24

9. No Purchase Declaration Even if you did not complete any Fairtrade purchase transactions of a certain product category or quarter, you are kindly required to submit a No Purchase Declaration. Please follow the instructions below: 1) Click on the No Purchase Declaration" page 2) Select the Year and the Quarter. 3) Then click on one or more Product Categories for which you have no purchase transactions to report. The categories will then be highlighted in blue. Note: In order to select more than one at once, please press the key «Ctrl» and then click on the wished categories. 4) After doing so, click on "Save" and the declaration should appear at the bottom of the page If you only have one product category, you still need to click on it so that it turns blue and the declaration can be saved. 22/24

10. Contacts Please do not hesitate to contact us. We will be glad to help you! If you have any questions, recommendations or comments, please contact our WebFLOTIS Team: Email: reporting@flocert.net Phone: +49 (0)228 2493-166 Luis Pastor +49 (0)228 2493-254 Silvia Gilè Skype: reporting-webflotis You might find the most updated version of this Customer Manual, the Excel Template and the Product Codes table in the WebFLOTIS Forms and Manual section: http://www.flocert.net/webflotis-login/manuals 23/24

11. Change History Version Author / Reviser Date approved Changes 13 Juliana Wachtmeister 14/08/2014 Initial for collection of changes. 14 Luis Pastor Silvia Gilè 20/01/2016 Updated new tool functionalities (See slides 6 to 8) Minor changes in texts and formatting. 24/24