What are digital templates?
Digital templates are data-extraction templates created for incoming Excel COA files. You can utilize them for COAs that Suppliers wish to send you in the spreadsheet format (XLSX). There are two types of Digital Templates you can create.
- XLSX, XLSM, or CSV
These templates can be used for multi-lot and multi-Item COAs. The XLSXs may contain multiple COA-rows, each row with a different Lot ID, and each row containing complete identification info for the Supplier/Item combination it represents. - Cell Mapping
These XLSXs are not set up for multi-lot COAs. They are for one lot, one order, one Item. This is because the data-cells are not expected to be in rows and columns, but rather in single cells dotted around the spreadsheet.
Why use digital templates?
If the incoming COA is an Excel file, but the supplier is not using our standard Digital COA Format, then you will need to create a Digital Template to get those COAs into TraceGains.
Avoid extra steps in the data-gathering process by following our digital COA format:
What is the digital COA format?
The Digital COA Format is a guideline for suppliers to follow that doesn’t require customers to build any templates. It consists of a set of rules for constructing and filling out a spreadsheet-style COA that will dependably be taken into the system.
Rules to match our digital COA format
Rule 1: Make sure your version (and your supplier's version, if possible) of Excel is the most current.
Rule 2: All data to be collected must begin in Row 1, Column 1 of the spreadsheet.
Rule 3: Suppliers cannot put their logo, address, etc. at the top of the COA spreadsheet. If they want to include their logo, address, and other company data, they must place it below all of our data, leaving 3 blank rows before the other information or images start.
Rule 4: All column-headings in Row 1 must match the Attribute IDs that are in the customer’s TraceGains site. For example, if the customer has an attribute named 'Coliforms', but they have used "Coliforms (cfu/g)" for the Attribute's ID, then the header for that spreadsheet column must be "Coliforms (cfu/g)" (no quotes, and capitalization doesn't matter).
Rule 5: The first three columns must be called Item ID, Supplier ID, and Item Name, and must contain data for those Attributes. The Item ID and Supplier ID entries must match the customer’s TraceGains data for these two attributes.
Suppliers must follow all five of the rules above to match our Digital COA format, or the supplier's customers will have to create a digital template for each of the items the supplier sells them.