Summary
The Configuration Workbook is used to collect key supplier and item information so that you can get your TraceGains product(s) up and running in a timely manner. The configuration workbook is the template for gathering data, organized tab by tab. Here are some TraceGains best practices to help guide you through populating your workbook.
Suppliers Tab
This tab is used to collect supplier information including supplier ID's, names, addresses, and key contact information.
Pro Tips:
Tip #1: Each supplier location must have a unique record with a unique Supplier ID. If you have multiple locations for a supplier, they will need to be broken down by location, such as Acme Pickles - Denver & Acme Pickles - Duluth.
Tip #2: Ensure you populate a "Contact 1 Email" address for each supplier. This email is used to communicate with your suppliers for pending information, alerting them of a non-compliance issue, or even requesting a Corrective Action.
Tip #3: Group your suppliers strategically. Click here to learn more about Supplier/Item groups.
Item & COA Specs Tab
If you are an SM (Supplier Management) customer, you are only required to fill out the item ID, item name, and item group columns.
Pro Tips:
Tip #1: Group your items strategically. Click here to learn more about Supplier/Item groups.
Tip #2: Keep item IDs unique. There are some occasions in which we see the same item ID used, yet with a different item name, and this could slow down the process.
Tip #3: (ADVANCED) Try to use as few unique master Attribute codes across your specifications as possible. If using the workbook to populate the SC (Supplier Compliance) sections, which include the item attributes, it is important to not create/use more attribute codes than needed.
Example: For attributes which may have different units of measure you can do the following instead of creating more attribute codes:
As long as you do not use the same attribute code for the same item, the approach above is the best practice. If for some reason, you needed to have both of the two options above in the same item you would then do the following:
- Item 1
- Attribute Code: Viscosity1
- Attribute Name: Viscosity (cP)
- Attribute Code: Viscosity2
- Attribute Name: Viscosity (cP)
Notice how you now have unique attribute codes within the same item. The main point of this tip is that you should use as few attribute codes as possible, and maintain Attribute uniqueness by altering the Attribute Name whenever possible.
However, if you are an SC (Supplier Compliance) customer you will provide the above information but also include additional specification information about your raw material and packaging item attributes. These additional item attribute specifications are used to tell if your supplier's COA (Certificate of Analysis) meets your specification or not upon entering your system. If the COA results do not meet your specification the system will take appropriate actions with the supplier based upon what actions you may have set up.
Supplier Item XRef Tab
This tab collects and associates unique suppliers with unique items, as well as capturing supplier part codes for your items.
Pro Tip:
Tip #1: Get the most out of your TraceGains products by populating the Supplier Part Code for the items they supply to you.
Supplier Required Documents Tab
This tab collects and organizes the list of supplier-facility level documents you require from your suppliers. TraceGains has created some standard forms to make the document collection process easier.
Pro Tip:
Tip #1: Use Document Types from the TraceGains list of documents when possible. Suppliers have been using these types to organize documents for you, so using a different document type will cause suppliers to possibly re-enter identical documents or data which may add delays.
Item Required Documents Tab
This tab collects and organizes the list of item-level documents you require from your suppliers. As with supplier documents, there is also a standard list of item-level documents to choose from.