Configuration Workbook – Best Practices Guide

Overview

The Configuration Workbook is used to collect supplier and item data needed to set up your TraceGains products efficiently. It is organized by tab, with each tab capturing a specific type of information required for system configuration.

This guide provides best practices to help you accurately and efficiently complete each section of the workbook.

How to Use This Guide

Each tab section includes:

• Purpose of the tab
• Key requirements
• Best practices and tips
• Common considerations or advanced guidance (when applicable)

Suppliers Tab

Purpose

Collect supplier details including IDs, names, addresses, and contact information.

Key Requirements

• Each supplier location must have a unique Supplier ID
• Each supplier must include at least one contact email

Best Practices

• Use unique Supplier IDs per location
  Each physical location must be treated as a separate record (e.g., Acme Pickles – Denver vs Acme Pickles – Duluth). 
• Include a valid “Contact 1 Email” for every supplier
  This email is used for compliance notifications, document requests, and corrective action workflows.
• Group suppliers strategically
  Supplier grouping improves reporting and system organization.

Item & COA Specs Tab

Purpose

Define item-level information and, for SC customers, specification attributes used for COA compliance evaluation.

Key Requirements

• SM customers: Item ID, Item Name, and Item Group only 
• SC customers: Additional specification and attribute data required for COA validation 
• All Item IDs must be unique

Best Practices

• Keep Item IDs unique and consistent
  Avoid reusing IDs across different items, even if names differ. 
• Group items strategically
  Proper grouping improves reporting and supplier mapping efficiency.

Advanced Guidance (SC Customers)

To reduce complexity and improve system efficiency:

• Minimize the number of unique attribute codes used across specifications
• Reuse attribute structures whenever possible
• Only create new attribute codes when absolutely necessary

Example: Efficient Attribute Usage

Instead of creating multiple attribute codes for unit variations, structure attributes consistently where possible.

If multiple versions are required within the same item, ensure attribute codes remain unique:

Item 1 Example

• Attribute Code: Viscosity1
  Attribute Name: Viscosity (cP)
• Attribute Code: Viscosity2
  Attribute Name: Viscosity (cP)

The goal is to minimize attribute duplication while maintaining uniqueness where required.

Supplier Item XRef Tab

Purpose

Link suppliers to specific items and capture supplier-specific part numbers.

Best Practices

• Always include Supplier Part Codes when available
  This improves traceability and reduces mapping errors between supplier and internal item IDs.

Supplier Required Documents Tab

Purpose

Define required documents at the supplier or facility level.

Best Practices

• Use standard TraceGains document types whenever possible
  Standardization reduces supplier confusion and prevents duplicate or misclassified submissions.
• Avoid custom document types unless necessary
  Non-standard types may slow down supplier submissions and processing.

Item Required Documents Tab

Purpose

Define required documentation at the item level.

Best Practices

• Use standard item document types whenever available
  This ensures consistency across suppliers and reduces resubmission issues.