Chain of Custody (COC)
Chain of custody / Chaîne de traçabilité / Keten van bewaring / Produktkette
General
The COC codes + their descriptions are managed in the Master, so it is not possible to add them in the individual ePack databases.
Texts to be displayed on nvoices can, however, be defined by entity. Currently, these are already defined and only a limited number of employees have access to them. You can, however, consult the texts.
1 Purchasing
1.1 Suppliers
On the supplier file, select the COC tab.
- PEFC certificate number + validity, 30 days before the certificate is exceeded an alert will be displayed in the ePack dashboard.
- Right of use number
- % by default. This percentage can be modified during deliveries and purchase invoice checks.
- Self-declaration: possibility to fill in when you requested it, when you received it, from which date it is valid + ePack adds 12 months of validity. There are 3 colours to indicate 3 statuses:
- Orange = declaration has been requested
- Green = declaration is still valid
- Red = declaration validity date has passed
=> Indication in the dashboard when declarations are overdue
The management of this tab is done in the entities that are allowed to create suppliers! However, this tab synchronises throughout the same database so you need to do it only once per database.
The COC information also needs to be present on the supplier file of the own supplier of each entity, but as mentioned above, the management is centralised so this should be ok.
1.2 Timber deliveries
In "Timber deliveries", the data from the supplier file is shown in the header, at package level, at overview level and at the level of packages delivered but not ordered:
There are several cases:
1/ You can change the COC data based on the supplier info on the BL in the header before entering the packages.
2/ You can first enter all the packets of a certain certification, change the COC in the header, enter the 80% packets, etc.
3/ If you have entered the wrong percentage after you have entered the packs, you can only correct the percentage on the lines in the first box on the right-hand side where you enter the pack quantities. Be careful, you must save your correction by clicking F2 or by leaving the line!
The indication for packages without an order follows the header, but you can also change it manually:
In "Control wood deliveries", the percentage is indicated on each line:
When the barcodes are in stock, the COC indication is in the detail below the "Retrieve timber in stock and order" list.
1.3 Display/modify wood history
The percentage is displayed at the barcode level:
1.4 Archive of timber orders
The wood order history displays the percentage entered in "Timber deliveries" when you click on "Print labels". It is the percentage in this history that will be displayed in the purchase invoice validation. Each percentage is displayed on a different line, even if it is the same wood code. You can make changes.
It is also possible to filter one delivery note and change all the archived lines at once:
1.5 Purchase invoice control
The same data as in the "Timber order history" is displayed and you can modify it if necessary.
If you have made a full truck without a COC because you don't know the percentage(s) at the time of delivery, you can make changes in "Purchase invoice validation".
1/ You can tick the COC box and enter the average of the full truck on the line.
2/ You can separate the lines according to the data on the invoice:
You remove + add the note. The two lines are now separated and you can enter the COC per line.
You can also modify the COC all at once for the selected note:
ePack will only propose the certificates that are on the supplier file.
If you modify the COC data in the purchase invoice control, the modifications will be synchronised to
1/ the order history
2/ the packages still in stock in "display wood in stock and on order"
3/ "display/modify wood history".
1.6 Sales interface - Vendor portal
Certificates must be entered on the RDB Baltic supplier form.
They must be the same codes as those used by RDB Baltic. They may or may not associate a certificate with a percentage to each barcode.
By scanning the barcodes (see: https://pgsgroup.freshservice.com/a/solutions/articles/50000115824?language=en ), the COC data is read. This works just as well for wood as it does for lids and pallets.
It works on the same principles as explained above.
2 Sales
2.1 Customer file
As with suppliers, you can also indicate on the customer master record the certificates to which the customer would like us to deliver. For RDB Pallets: the COC must obviously be set up in ePack RDB Pallets, as it is RDB Pallets that invoices.
2.2 Input specifications + timber codes
In "Input compositions" and "input timber code" you can fill in a certificate on the sales tab, at customer/price level. ePack adopts the standard customer file, but you can modify it.
In the "specification and wood sales price overview" section, you can change the COC for specifications or timber codes only, or for specs and codes + the standard on the customer file. There is also a filter to filter on all customers requesting a COC certificate.
2.3 Input Sales Orders registration
The COC is adopted from the information linked to the specification or timber code for this customer. You can manually uncheck or modify the certificate and/or percentage.
Please note that the subcontractor must also have the appropriate valid certificate. If the subcontractor does not have the certificate or it is no longer valid, the COC box will not be ticked, even if it is activated on the customer form.
This button will be coloured red:
If the certificate is the correct one and still valid, but the percentage between asked by customer and on the supplier file differs, the COC box will be ticked.
This also means, as mentioned earlier in this manual, that on your own supplier's form, the COC tab must be filled in correctly. (see: 1.1 Suppliers)
2.4 Delivery note and invoice
Manage your certificates:
You can indicate whether you want to print a text on the delivery notes and invoices. In this case, you can enter the text by code by language. in parameter "%" displays the percentage that is in the sales order.
The certificate number is printed on the wood labels that can be printed from the shipping screen.
The text set in the certificate management is displayed on the DN:
In "input invoicing order", the order data is adopted, but you can still make changes:
The same text is displayed on the invoice as on the DN, which comes from certificate management:
The logo with the right-of-use number is also displayed on the invoice if the path in the parameters is filled in. The logo is therefore always or never displayed, regardless of the customer.
FYI: On the internal DN and the invoice from ROD or DBA to RDB, the text defined in RDB Pallets will appear in the language of the end customer.
2.5 Sales interface (vendor portal) - invoicing
In epack RDB Pallets, it is possible to define a standard COC certificate for each customer which, as part of the sales interface, will be copied onto the invoice. In this way, the COC information is not copied from the wood/pallet barcode import into epack RDB pallets, but is extracted from the customer file.