Add a Material Trace
Ingredient / Material Trace Programmes must be set up first before a Material Trace Record can be created. Click here to access the article on setting up a Traceability Programme.
Continue reading this article to learn about the different ways of adding a Material Trace Record and how to complete it.
Ingredient/Material Traceability Records can be added in three ways:
To add a Material/Ingredient Traceability Record from the main Traceability module page:
Complete the Material Trace Record as per the steps outlined below.
Navigate to the ‘Plan’ tab in the Traceability module. Find the Programme you are looking for and click on the blue hyperlink in the ‘Name’ column. The ‘Type’ column will help you determine what type of Traceability Programme is displayed - this is useful if the Programmes have similar naming conventions.
Complete the Material Trace Record as per the steps outlined below.
Navigate to the ‘Plan’ tab in the Traceability module. Find the Programme you are looking for and click on the blue hyperlink in the ‘Name’ column. The ‘Type’ column will help you determine what type of Traceability Programme is displayed - this is useful if the Programmes have similar naming conventions.
If you have a Scheduler enabled for your Traceability Programme, once the set date comes around, the Traceability Record will be opened automatically and placed in the ‘Actions’ tab. To complete the Record, simply click on the blue hyperlink in the ‘Action Required’ tab - this will bring you directly to the Record where the required Users can complete it.
Complete the Material Trace Record as per the steps outlined below.
You can easily differentiate between Records added Manually and Records created automatically via a Programme Scheduler in both the 'Plan' and 'Actions' tab. Programmes with a Scheduler in the Plan tab will have the 'Repeat' and 'Next Due' columns populated. Records created from Programmes with a Scheduler will have the 'Due' date populated in the 'Actions' tab.
Image: Traceability Record with a Scheduler in 'Plan' Tab
Image: Traceability Record with a Scheduler in 'Actions' Tab
A Material Traceability Record requires the completion of 6 workflow stages.
Image: Blank 'Traceability Details' Workflow Stage
1. Date: This is the Date that the Traceability Record was created. You can change the date by clicking on the Calendar Icon.
2. Ingredient / Material: Click on the dropdown arrow to select the Ingredient/Material for which this Trace is being completed. [Mandatory]
Image: Ingredient/Material Dropdown
3. Trace No.: Use the open-text field to enter the batch/trace number. [Mandatory]
4. Date of Delivery: Click on the Calendar Icon to select the Date of Delivery of the selected Ingredient/Material.
5. Quantity: This is a numerical field where you should enter the Quantity of the Ingredient/Material. [Mandatory]
6. Unit of Measurement: This is an open-text field where you can enter the Unit of Measurement of the Ingredient/Material.
7. Supplier: Click on the dropdown arrow to select from which Supplier this Ingredient/Material came from.
Image: Selecting a Supplier
8. Date of Minimum Durability: Click on the Calendar Icon to select the Date of Minimum Durability for the selected Ingredient/Material.
9. Final Product Yield: Enter the Final Product Yield (Finished Product) containing the selected Ingredient/Material. [Mandatory]
Note: The figure entered as the 'Final Product Yield' will be pulled into the 'Total Quantity' in the Reconciliation / Mass Balance' Workflow stage.
10. Save: Click the 'Save' button to save your progress - this will create the Traceability Record and move it to the 'Actions' tab until it is completed. Clicking the 'Save' button will not cause a signature to be added to the Record.
11. Save & Submit: Click 'Save & Submit' when you are happy to close this workflow stage and move on to the next workflow stage of the Traceability Record. When you 'Save & Submit' a workflow stage, a signature is added and the stage is collapsed, allowing for the next workflow stage to open.
12. Cancel: Click the 'Cancel' button if you wish to discard your progress and return to the main Traceability module page. If the Record was not yet 'Saved' or 'Saved & Submitted', a new Record will not be created and all of your progress will be lost. If the Record was previously 'Saved' or 'Saved & Submitted', you will lose your progress, but the Record will remain in the 'Actions' tab.
Image: Completed 'Traceability Details' Workflow After 'Save & Submit'
1. Signature: Once you click 'Save & Submit' closing a workflow stage, a signature is added each time.
2. Edit: To make further changes to this stage, click the 'Edit' button. Once you are happy, click the 'Save & Submit' button to save your changes. At this stage, you will be asked to enter a 'Reason for Change' which will be recorded in the Audit Log of the Record. Additionally, a second signature will be added and the workflow stage will be closed and collapsed.
3. Traceability Plan: The next workflow stage has been enabled and expanded, ready to be completed.
Image: Blank 'Traceability Plan' Workflow Stage
1. Plan Checklist Task: This is the 'Plan Checklist' that was selected in the Checklist configuration in the Traceability Programme. Differently to most other modules where Checklists are used, this is a fully editable field. Simply click into the row and make any required changes. Making changes to the Checklist questions will not affect the original Checklist which was selected.
2. Responsible: Click on the dropdown to select a Responsible person for the specific Task. You can select from Employees, Suppliers and other Contacts entered in Master Data. [Mandatory
Tip:
When you select a 'Responsible' for the first Task and click out of the field, all of the Tasks will be automatically populated with that name. This is to help you speed up the completion of the Record.
If you do not wish to add the same person as Responsible for all of the Tasks, you should complete the first Task last.
Image: Selecting the Responsible
3. Deadline: Click on the Calendar icon to add a Deadline Date for the Task. [Mandatory]
Tip:
When you select a 'Deadline' for the first Task and click out of the field, all of the Tasks will be automatically populated with the same Deadline. This is to help you speed up the completion of the Record.
If you do not wish to add the same Deadline for all of the Tasks, you should complete the first Task last.
4. Time: Click on the dropdown arrow to select a Deadline Time for the Task. [Mandatory]
Tip:
When you select a 'Time' for the first Task and click out of the field, all of the Tasks will be automatically populated with the same Time. This is to help you speed up the completion of the Record.
If you do not wish to add the same Time for all of the Tasks, you should complete the first Task last.
5. Completed By: Click on the dropdown arrow to select the Employee or Supplier who completed the Task.
Image: Selecting the Completed By
6. Completed: Click on the Calendar Icon to select the Date that the Task was completed.
7. Time: Click on the dropdown arrow to select the Time that the Task was completed.
8. Add Line: Click 'Add Line' to add more Tasks.
9. Remove Line: Click the red 'X' button to delete a Task. You will be asked to confirm your choice in a pop-up window.
10. Save: Click ‘Save’ to save your progress. This will allow you to return to the Traceability Plan stage until you have completed the Tasks. The ‘Save’ button allows you to make as many changes as required to the Record without the system noting signatures for each change/update.
11. Save & Submit: Click 'Save & Submit' when you are happy to close this workflow stage and move on to the next workflow stage of the Traceability Record. When you 'Save & Submit' a workflow stage, a signature is added and the stage is collapsed, allowing for the next workflow stage to open.
12. Cancel: Click ‘Cancel’ to discard any changes made to this workflow stage, close the Record, and move back to the main Traceability module page.
Image: Completed 'Traceability Plan' Workflow Stage after 'Save & Submit'
1. Signature: Once you click 'Save & Submit' closing a workflow stage, a signature is added each time.
2. Edit: To make further changes to this stage, click the 'Edit' button. Once you are happy, click the 'Save & Submit' button to save your changes. At this stage, you will be asked to enter a 'Reason for Change' which will be recorded in the Audit Log of the Record. Additionally, a second signature will be added and the workflow stage will be closed and collapsed.
3. Document Checklist and Assessment: The next workflow stage has been enabled and expanded, ready to be completed.
To conduct an effective Traceability exercise, you must collect a series of important Documents required for a complete and thorough forward and backward Ingredient/Material trace. The Checklist selected in the 'Document Checklist' section of the Traceability Programme will be displayed here.
Image: Blank 'Document Checklist and Assessment' Workflow Stage
1. Final Product Records (Documents Checklist): This is the 'Document Checklist' that was selected in the Checklists configuration in the Treaceability Programme. Differently to most other modules where Checklists are used, this is a fully editable field. Simply click into the row and make any required changes. Making changes to the Checklist questions will not affect the original Checklist which was selected.
2. Present?: This has been prepopulated with 'Yes' by default to help speed up the completion of this Checklist. To select 'No' as the Response, click on the dropdown arrow.
3. Accurate?: This has been prepopulated with 'Yes' by default to help speed up the completion of this Checklist. To select 'No' as the Response, click on the dropdown arrow.
4. Trace Data Correct?: This has been prepopulated with 'Yes' by default to help speed up the completion of this Checklist. To select 'No' as the Response, click on the dropdown arrow.
5. Checked By: You can select the specific person who checked the Document and its details. Click on the dropdown arrow to select from Employees, Suppliers, and other Contacts (if relevant). Click on the required folder to expand it, source the person, click on their name until a grey background appears and click 'Select' to add them to the 'Checked By' column for the relevant Document.
Image: Selecting the 'Checked By'
Tip:
When you select a 'Checked By' for the first Checklist Document and click out of the field, all of the Documents will be automatically populated with that name. This is to help you speed up the completion of the Record.
If you do not wish to add the same person as 'Checked By' for all of the Documents, you should complete the first Document last.
6. Add Line: Click 'Add Line' to add more Document requirements to the Checklist.
7. Remove Line: Click the red 'X' button to remove a Document requirement from the Checklist. You will be asked to confirm your choice in a pop-up window.
8. Report: Enter a brief Report relating to the Final Product Records / Document Checklist Review if required.
9. Save: Click ‘Save’ to save your progress. This will allow you to return to the Document Checklist and Assessment stage until all of the Document reviews are completed. The ‘Save’ button allows you to make as many changes as required to the Record without the system noting signatures for each change/update.
10. Save & Submit: Click ‘Save & Submit’ to save your progress and move on to the next workflow stage. If after submitting this stage you wish to make any more changes, you will need to access the stage via the ‘Edit’ button and you will be requested to note the ‘Reason for Change’. Additionally, another signature will be added to the bottom of the stage.
11. Cancel: Click ‘Cancel’ to discard any changes made to this workflow stage, close the Record, and move back to the main Traceability module page.
Image: Completed 'Document Checklist and Assessment' Workflow Stage after 'Save & Submit'
1. Signature: Once you click 'Save & Submit' closing a workflow stage, a signature is added each time.
2. Edit: To make further changes to this stage, click the 'Edit' button. Once you are happy, click the 'Save & Submit' button to save your changes. At this stage, you will be asked to enter a 'Reason for Change' which will be recorded in the Audit Log of the Record. Additionally, a second signature will be added and the workflow stage will be closed and collapsed.
3. Reconciliation / Mass Balance: The next workflow stage has been enabled and expanded, ready to be completed.
Image: Blank 'Reconciliation / Mass Balance' Workflow Stage
1. Total in Stock: Enter the Total amount that is in stock. This field accepts 2 decimal places. If your entered figure does not have decimal points, '.00' will be added automatically. [Mandatory]
2. Total Shipped: Enter the Total amount that has been Shipped. This field accepts 2 decimal places. If your entered figure does not have decimal points, '.00' will be added automatically. [Mandatory]
3. Waste: Enter the Waste amount for this Product. This field accepts 2 decimal places. If your entered figure does not have decimal points, '.00' will be added automatically. [Mandatory]
4. Recycled: Enter the Recycled amount for this Product. This field accepts 2 decimal places. If your entered figure does not have decimal points, '.00' will be added automatically. [Mandatory]
5. Other: If you use this field, you should specify what it refer to in the 'Report' section. This field accepts 2 decimal places. If your entered figure does not have decimal points, '.00' will be added automatically. [Mandatory]
6. Total Quantity: This will calculate the sum of all of the figures entered for each of the Reconciliation Types.
7. Total Unaccounted: This is the figure of the Final Product containing the selected Ingredient/Material that remains unaccounted for. Before you enter any Quantities, this figure will be equal to the total 'Final Product Yield' figure entered in Workflow Stage 1 - Traceability Details.
8. Variance: This is a percentage calculation of the variance for your Final Product that contains the selected Ingredient/Material.
9. Report: Use the open-text field to enter a Reconciliation Report, especially if the field 'Other' was populated.
10. Save: Click ‘Save’ to save your progress. This will allow you to return to the Reconciliation / Mass Balance stage until all/most of the Final Products that contain the selected Ingredient/Material have been accounted for. The ‘Save’ button allows you to make as many changes as required to the Record without the system noting signatures for each change/update.
11. Save & Submit: Click ‘Save & Submit’ to save your progress and move on to the next workflow stage. If after submitting this stage you wish to make any more changes, you will need to access the stage via the ‘Edit’ button and you will be requested to note the ‘Reason for Change’. Additionally, another signature will be added to the bottom of the stage.
12. Cancel: Click ‘Cancel’ to discard any changes made to this workflow stage, close the Record, and move back to the main Traceability module page.
Image: Completed 'Reconciliation / Mass Balance' Workflow Stage After 'Save & Submit'
1. Signature: Once you click 'Save & Submit' closing a workflow stage, a signature is added each time.
2. Edit: To make further changes to this stage, click the 'Edit' button. Once you are happy, click the 'Save & Submit' button to save your changes. At this stage, you will be asked to enter a 'Reason for Change' which will be recorded in the Audit Log of the Record. Additionally, a second signature will be added and the workflow stage will be closed and collapsed.
3. Close out: The next workflow stage has been enabled and expanded, ready to be completed.
Image: Blank 'Close out' Workflow Stage
1. Start Date / Time: Configure the date and time that the Trace exercise began. By default, this is prepopulated with the Date and Time that this Record workflow stage was opened. Click on the calendar icon to change the Date, and click on the dropdown arrow to change the Time. [Mandatory]
2. Finish Date / Time: Configure the date and time that the Trace exercise finished. By default, this is prepopulated with the Date and Time that this Record workflow stage was opened. Click on the calendar icon to change the Date, and click on the dropdown arrow to change the Time. [Mandatory]
3. Checklist: These requirements are from the Checklist selected as the 'Close out' checklist in the Traceability Programme. Unlike other Checklists in this Record, you cannot add or edit the Checklist requirements for the Close out stage.
4. Report: Use the open-text field to enter any details relating to each of the Checklist questions.
5. Answer: By default, the Answer for all of the Checks is prepopulated with 'Yes'. Click on the dropdown arrow to select 'No' as the response for the required Checklist question.
Image: Answer Dropdown
6. Save: Click ‘Save’ to save your progress. This will allow you to return to the Close out stage until it has been fully completed. The ‘Save’ button allows you to make as many changes as required to the Record without the system noting signatures for each change/update.
7. Save & Submit: Click ‘Save & Submit’ to save your progress and move on to the next workflow stage. If after submitting this stage you wish to make any more changes, you will need to access the stage via the ‘Edit’ button and you will be requested to note the ‘Reason for Change’. Additionally, another signature will be added to the bottom of the stage.
8. Cancel: Click ‘Cancel’ to discard any changes made to this workflow stage, close the Record, and move back to the main Traceability module page.
Image: Completed 'Close out' Workflow Stage After 'Save & Submit'
1. Duration: This is a system calculation of the duration of this Traceability exercise. The calculation uses the selected start and finish Date & Time. If you have entered the start and finish times over a number of days, the days will be reflected too.
The format of the Duration is DDD:HH:MM.
2. Signature: Once you click 'Save & Submit' closing a workflow stage, a signature is added each time.
3. Edit: To make further changes to this stage, click the 'Edit' button. Once you are happy, click the 'Save & Submit' button to save your changes. At this stage, you will be asked to enter a 'Reason for Change' which will be recorded in the Audit Log of the Record. Additionally, a second signature will be added and the workflow stage will be closed and collapsed.
4. Post Traceability Review: The next workflow stage has been enabled and expanded, ready to be completed.
Image: Blank 'Post Traceability Review' Workflow Stage
1. Report: You should conduct a final Post Traceability Review and enter your Report details here. [Mandatory]
2. Save: Click ‘Save’ to save your progress. This will allow you to return to the Post Traceability Review stage until you have completed the Report section to your standard. The ‘Save’ button allows you to make as many changes as required to the Record without the system noting signatures for each change/update.
3. Save & Submit: Click ‘Save & Submit’ to save your progress and close out the Traceability Record. Once you submit this stage, the Record will be moved from the ‘Actions’ to the ‘Complete’ tab. If after submitting this stage you wish to make any more changes, you will need to access the Record in the ‘Complete’ tab and click the ‘Edit’ button for your required stage. You will be requested to note the ‘Reason for Change’. Additionally, another signature will be added to the bottom of the stage.
4. Cancel: Click ‘Cancel’ to discard any changes made to this workflow stage, close the Record, and move back to the main Traceability module page.
Image: Completed 'Post Traceability Review' Workflow Stage After 'Save & Submit'
1. Signature: Once you click 'Save & Submit' closing a workflow stage, a signature is added each time.
2. Edit: To make further changes to this stage, click the 'Edit' button. Once you are happy, click the 'Save & Submit' button to save your changes. At this stage, you will be asked to enter a 'Reason for Change' which will be recorded in the Audit Log of the Record. Additionally, a second signature will be added and the workflow stage will be closed and collapsed.
Tip: You can click the 'Action>Add Attachments' button at the top of the Record to attach important external Documents relating to the Record.
Click here to read about adding Attachments.
Tip: You can click the 'Actions>Add Related Record' button at the top of the Record to raise a Corrective Action Record for this Traceability Record.
Click here to learn about adding Related Records>Corrective Actions.
Image: 'Actions>Add Attachment' and 'Actions>Add Related Record'
Image: Record Details of a Completed Product Traceability Record
Image: Closed Records are Moved to the 'Complete' Tab in the Traceability Module
Image: Programme Records (Opened and Closed) Can also be Viewed within a Traceability Programme's Main Page
