1.3 Explaining each column of the organisation import

This set of instructions explains for what purpose each of the columns in the supplier import template can be used.

Providing as much detail as possible during the import of your suppliers gives you the best starting position in using the SCA application. For each organisation you can only perform the import once, after that, all changes or additions must be made in the application individually for each organisation.

On the import page, you can click the CONFIGURE COLUMNS button to select which columns you want to see in the table. This will also configure which columns are shown in the downloaded excel template, so make sure that you select all the columns you want to fill in.

The excel template is divided into sections you can see in the top: organization, organization_details, contacts, supplier_ofs and document_placeholders.

Organization - Name, GGN

In this section you can fill in the name of the organisation and the GGN.

If you don’t have the GGN of an organisation, the name is mandatory. If you do have a GGN, you can fill this in and after submitting the template the organisations name will be fetched from the GLOBALG.A.P. database.

Currently, we have a database connection with GLOBALG.A.P., Planetproof, QS and BRC. Therefore, if you fill in a GGN number, a BRC site code, a QS Location ID or a Planetproof ID documents will be fetched automatically from the GLOBALG.A.P., BRC, QS and Planetproof database.

The other unique identifier columns are not linked to features; thus, no documents are fetched automatically from those databases yet. However, if we do have those database connections in the future, it would be good if the fields are already filled in. Click here to find out more about Database Extracts.

Organization_details

In this section you can fill in all other information you have about an organisation. If you have a GGN, some of these fields will be fetched from the GLOBALG.A.P. database (country, address, city, postal_code).

REGION, LATITUDE, LONGITUDE

When the REGION, LATITUDE, and LOGITUDE columns are filled in, the platform will be able to assess the risk more accurately using the Sustainability Risk Assessment module.

REGION must be in English.

LATITUDE format must be '-12,3456789’

LONGITUDE must also be 9 digits, two digits with no marks then a "comma" and the subsequent 7 digits.

is_spot_buy

This column is to define whether this organization is a spot buy or not. To mark the organization as spot buy, simply write TRUE in this column, otherwise leave it empty or write FALSE.

organisation_type#1

It is possible to add up to five diverse organisation types to a supplier. These types are predefined and cannot be changed. The organisation type makes it easier for you to organise and manage your suppliers in the system.

They are very important, so make sure that you figure out which organisation types fit each organisation best. In the third step, requirements, we will be setting up rules in which the organisation types play an important role.

All available options are shown in the drop-down list when you click on a cell in this column.

Product#1, product#2 etc

In this column, you can select the product from the drop-down list that this organisation supplies you with. (This list is connected to the Global G.A.P. database.)

After you have imported your organisations, you can set up your products per season per country.

Tag#1, tag#2 etc

The tags are there for you to fill in as you wish. For example, you can use them to identify or classify according to their status.

For example, you can use them to identify or classify them according to their status as active/inactive. Or if you have organic suppliers, you can identify them with an ‘organic’ tag. This will help to ensure that we request an organic certificate from these specific suppliers at a later stage when we set up your ‘requirement rules’ in Chapter 4: Requirements.

Contacts

In this section you can fill in all the contacts you have of an organisation. The email and language are mandatory, unless supplier_ofs fields are filled in.

To make optimal use of the application and all its advantages, it is important to fill in an e-mail address. The e-mail address is used to send document requests. Thus, all your direct supplier’s must have an e-mail address.

Supplier_ofs

This column is used to establish relationships between your organisations. Thus, if you want to add sub-suppliers of your suppliers, you can add them by mentioning the supplier in column ‘A’ (organisation name) and then mention the main organisation that the sub-supplier is supplying to in the ‘supplier_of’ column.

Click here to see how to set up your supply chain after organisation import.

Document_placeholders

With a placeholder document import, you only import the document type and expiration date. Thus, you do not import the actual document. This means that this type of import can be used when there is no need to upload the real document (e.g. since you have it saved somewhere else). If this is the case you can only import the document type and expiration date so once the document is about to expire a new one can be automatically requested by the system.

!NOTICE! This means that you need to keep the documents of your suppliers you might need for audits saved somewhere else. Even when you receive a new, valid document, you should not delete the previous documents. This import is only possible when you know the Document type and the expiration date.