Add a Final Product
Products, known as Final Products in Safefood 360°, refer to the completed goods that are ready for distribution to Customers. It is the end result of the production process that ensures that the Product meets specifications and adheres to Food Quality standards and complies with Food Safety regulations.
The following areas of the system include the Final Products as part of Master Data:
- Master Data: Materials
- Management: Product Nonconformance, Product Complaint, Recall/Withdrawal
- PRP Control: Microbiological Product Testing, Product Traceability Record
- Supplier Management: Full Assessment Record
- Monitoring: Monitoring, Receiving, Batching, Receiving & Inspection* (if applicable to your Site)
Below are the steps that must be carried out in order to add a Final Product. Expand each step below for further explanation.
To add a Final Product in Safefood 360°, navigate to Products & Materials in Master Data using the 'Master Data>Products & Materials' buttons and click the 'Add Final Product' button to open a blank Final Product page.
Image: Navigating to Products & Materials via 'Master Data>Products & Materials', Clicking 'Add Final Product' Button
Image: Blank Final Product Page
After opening the Final Product page, there are different sections to complete. Some are mandatory while others are optional.
See below the details on the Final Product page sections:
Image: Blank Product Details
1. Name: Using the open text field, enter the name of the Final Product. This name will appear throughout the system where this Product is selected, e.g. Records, Programmes, etc. [Mandatory Field]
2. Identifier: Using the open text field, enter the internal ID or code for this Final Product. If you do not have an ID or code for your Final Product, this field can be left blank and the system will automatically assign a number to the Final Product, starting from 1 and moving up depending on the number of Final Product previously added to your site.
Tip: The 'Identifier' may not always be visible, and is not searchable in Records. If you would like to view/search for the 'Identifier', simply add the 'Identifier' to the Final Product name, e.g. 'CC82 :: Cooked Chicken'.
3. Folder: Select a folder for your Final Product. It is recommended to maintain a tidy and organised structure within the system for improved efficiency when using the software, e.g. organising folders by Product Category such as Dairy Products, Bakery Products, Meat and Poultry, Frozen Foods, etc. If you require to create a new folder, click on the main ‘Products’ folder, and click the 'New Folder' button at the bottom left side of the folder window. You will be prompted to name your new folder by simply typing into the open text field. To save the new folder, click away from the folder.
4. Categories: Using the dropdown from Master Data, select a Category, e.g. Processed Meats, Ready to Eat Meals, etc. Multiple Categories can be added for one Product. If the Category you are looking for is not added to Master Data at the time of creating the Final Product, click the 'Categories' folder and then click ‘Add New’. This will bring you directly to the ‘Master Data>Categories>Add Standard Categories’ page where you can add your Category. See here to access the article on Categories.
Image: Categories Dropdown
5. Add Line: Additional Categories can be added by clicking the 'Add Line' button.
6. X: Click the 'X' button to remove Categories.
7. Description: Using the open text field, enter a brief description of the Final Product.
8. Barcode Number(s): Using the open text field, enter a Barcode Number associated with the Final Product. Only one Barcode Number can be associated with a Final Product.
Note: The Barcode Number(s) field is used in conjunction with the Monitoring module's optional ‘Barcode’ field, where an Item can be scanned during the Monitoring Record to populate the related Final Product in the Sample field to ensure the correct Final Product is added, and to make for quicker Record completion. The system looks back here to check the Barcode of the Final Product when scanned.
Note: The Barcode Number(s) is not used in conjunction with the Receiving & Inspection module ‘Barcode Field’ where an Item can be scanned at receiving to ensure it has the correct Barcode.
9. Contains Allergens: If your Final Product contains Allergens, tick the ‘Contains Allergens’ box. You will then be prompted with the dropdown list of Allergen Hazard folders that originate from the Sub Category of Allergen Hazards of the Risk module. To select an Allergen, click on the Allergen dropdown folder and select your Allergen, or use the 'Search' bar to find a specific one. If your required Allergen is not on the list, click on a folder and click ‘Add New’. This will bring you directly to the ‘Risk>Hazards>Add Hazard’ page where you can add your required Allergen. See here to access the article on Hazards.
Image: Enabled Contains Allergens
Image: Allergen Dropdown
10. Identity Persevered: If your Final Product requires Identity Preservation, tick the ‘Identity Preserved’ box. You will then be prompted with a dropdown list from which you can select the required identity, e.g. Allergen, HALAL, Organic, etc. This is a system set list and cannot be edited by the User. You can add multiple Identity Preservation options, as applicable to your Product.
Image: Enabled Identity Persevered
Image: Identity Persevered Dropdown
11. Enable Periodic Review: If you wish to review the Final Product on a scheduled basis you can enable the Periodic Review and set up the details here. A Product Review Record will open in the ‘Management Review’ module.
Image: Enabled Periodic Review
12. Start Date: Using the calendar field, select the Date you wish for the Final Product Review Record to be generated for the very first time.
13. Repeat Every: Set the frequency at which you would like the Final Product Review Record to be generated. Simply type the number within the first field and select the frequency options from the dropdown, e.g. Years, Months, Weeks, Days, Weekdays, Weekday + Saturday.
14. Action Notice: You should set the Action Notice to '0' if you want the Final Product Review Record to open on the 'Start Date' noted. However, you can also use the Action Notice to ask Safefood360° to open the Final Product Review Record a specific number of days before the entered 'Start Date', giving you time to complete the Final Product Review Record before it becomes overdue. For example, setting the 'Action Notice' as '6 Days' will result in Safefood360° opening the Final Product Review Record on 4/12/2024, 6 days before the 'Start Date' of 10/12/2024. This gives the User time to complete the Final Product Review Record in Safefood360° before it goes overdue on 11/12/2024.
15. Send Email Notification: Tick the box to enable the 'Send Email Notification' option. This allows you to note the selected Users who should be notified via email that the Final Product Review Record has been created and is ready to be completed. By default, the name of the person completing the Final Product page will be added to the User details. However, this User can be changed. If you leave this box unticked, no one will be directly notified when the Final Product Review Record opens within the Management Review module.
Note: The 'Action Notice' dropdown options will increase depending on the 'Repeat Every' dropdown option selected, e.g. 1 Year frequency will result in up to a maximum of 365 days 'Action Notice', 6 Months will result in up to a maximum of 180 days 'Action Notice' and 1 Month will result in up to a maximum of 30 days 'Action Notice'.
Image: Enabled Email Notification
16. User: Safefood360° will automatically populate the 'User' name within the name of the User creating the Final Product, but you can update or add other Users who need to be notified.
17. X: Users can be deleted from the Email Notification User list by clicking the 'X' button.
18. Add Line: More Users can be added using the 'Add Line' button. Clicking the grey dropdown arrow while on the User line will provide you with the full list of Users within your Safefood360° site. You can search through your Users using the 'Search' bar or by navigating through the folders using your cursor. Choose the User you want to add to the Email Notification list and click 'Select'. You can repeat this for as many Users as needed. Click 'Cancel' to exit the User list.
Image: 'Send Email Notification' User Dropdown
19. User: Once you have clicked the 'Add Line' button, click the dropdown arrow to access the list of Users. This will provide you with the full list of Users within your Safefood360° site. You can search through your Users using the 'Search' bar or by navigating through the folders using your cursor.
20. Select: Click the 'Select' button to add the User to the list.
21. Cancel: Click the 'Cancel' button to exit the User list.
Image: Completed Product Details
Image: Blank Product Specifications
In the Product Specifications, you can link a Product Specification Document to your Final Product. The Product Specification Document must be uploaded to the Documents module before it can be selected from the Documents dropdown. See here to access the article on 'Adding a Document'.
1. Specification: Using the dropdown, select the Specification Document from the Documents module. Navigate through the Document folders to find your required Document or use the 'Search' bar to search for the Document by name. If your required Document is not uploaded to your site at the time that you are completing the Final Product page, one can be added by clicking on the main Documents folder and clicking ‘Add New’. This will bring you directly to the ‘Master Data>Documents>Add Document’ page where you can add the required Document to your site.
Image: Specification Dropdown
2. Customer: If this Specification Document relates to a specific Customer, you can select the Customer using the Master Data dropdown. Navigate through the Customer folders to find your required Customer or use the 'Search' bar to search for the Customer by name. If your required Customer is not added to your site at the time that you are completing the Final Product page, one can be added by clicking on the main 'Customers' folder and then clicking ‘Add New’. This will bring you directly to the ‘Master Data>Contacts>Add Contact>Customer’ page where you can add the required Customer to your site.
Image: Customer Dropdown
3. Brand: If this Specification relates to a specific Brand, you can select the Brand using the Master Data dropdown. Navigate through the Brand folders to find your required Brand or use the 'Search' bar to search for the Brand by name. If your required Brand is not added to your site at the time that you are completing the Final Product page, one can be added by clicking on the main 'Brands' folder and then clicking ‘Add New’. This will bring you directly to the ‘Master Data>Categories>Add Standard Category>Brand’ page where you can add the required Brand to your site.
Image: Brands Dropdown
4. Approval Status: The Approval Status will show the current Approval Status of the Specification Document in the Documents module, e.g. Approval Not Required, Approved, Awaiting Approval, Awaiting Review, or Awaiting Change. The Approval status cannot be changed here.
5. View: The 'View' button is a blue hyperlink. Clicking the ‘View’ button will open a pop-up window of the Document to preview. This button will not take you to the Documents module.
6. X: Specification Documents can be removed from the list by clicking the 'X' button.
7. Add Line: More Specification Documents can be added using the 'Add Line' button.
Image: Completed Product Specifications
Image: Blank Relationships
1. Identifier: The Identifier from the Material Master Data page will populate here once the Material has been selected in the 'Material Name' field. The Identifier cannot be edited from here, it must be edited on the Ingredient/Material page.
2. Material Name: Using the Master Data dropdown, select the Material that is related to the Final Product. Navigate through the Material folders to find your required Material or use the 'Search' bar to search for the Material by name. If your required Material is not added to your site at the time that you are completing the Final Product page, one can be added by clicking on the main 'Materials' folder and then clicking ‘Add New’. This will bring you directly to the ‘Master Data>Products & Materials>Add Material’ page where you can add the required Material to your site.
Image: Material Dropdown
3. Archived: If the Material has been archived, the 'Archived' box will be ticked. If the Material is active within your site, the 'Archived' box will not be ticked. The 'Archived' box cannot be edited from here, the Material must be archived or recovered on the Ingredient/Material page.
4. View: The 'View' button is a blue hyperlink. Clicking the ‘View’ button will open a new browser tab, bringing you to the Ingredient/Material page.
5. X: Any associated Materials can be removed from the list by clicking the 'X' button.
6. Add Line: More Materials can be added using the 'Add Line' button.
Image: Completed Relationships
Image: 'Save' Button
1. Save: Click the ‘Save’ button to save the Final Product to your site.
2: Cancel: Click the ‘Cancel’ button to discard the Final Product and return to the main Products & Materials page.
Note: It's very important to click the 'Save' button, otherwise the Final Product will not be added to your site.
Image: Saved New Final Product
