Product upload

Introduction

The following section focuses on services provided to certification bodies via the product upload sheet. The product upload allows you to carry out several actions for several producers/producer groups at once. You can add new products, accept products and certify products. Furthermore you can change the status of products to suspended. When you upload an excel file to the GLOBALG.A.P. Database, the file is processed from top to bottom.

Please note: The new Aquaculture products in the GLOBALG.A.P. scheme version 4 cannot be managed via product upload. You need to enter all details online. See detailed instructions in Managing the aquaculture scope

To upload your file, please, select Product Upload and continue with Browse.... Open the file and upload it with Load and validate file.

The product upload is confirmed with two messages by the system:

a)1st immediate confirmation based on rough validation of the file (e. g. headers)

b)2nd and final confirmation including the link to the result files.

In case you do not get the 2nd confirmation of the result files within 24 hours, please contact database_support@GLOBALG.A.P.org. Have you received a correct result file from the database, you will find two sheets in that file: In the first sheet (“Done”) there are all your correct entries, in the second one (“Done Result”) you can find the automatically generated certificate name (i. e. certificate number). If you have received a result file with error reports from the database, please check it carefully. The result files always contain one sheet (“Error”) with comments for every row, which could not be uploaded. This will help you to identify the problem that caused the error in that row.

Filling in the excel product upload sheet

The product upload needs to be done with our excel product upload sheet available in the CB-Extranet. Please do not change the headers of this file. Otherwise your file will be rejected by the system.

GGN

Obligatory field: for all actions

The entry of the GGN is obligatory in order to identify the producer or producer group clearly, for whom the product information should be entered.

Product key

The product key must be entered into column 2. You find the current list of the product keys in the second sheet of the latest product upload template. If a product is not valid anymore, please check the latest product upload sheet for new product IDs.

Action

This is also an obligatory field, where the certification body can enter following IDs in the product upload sheet:

• Enter a new product : 1

• Product acceptance : 2

• Product certification : 3

• Product suspension: :4

• Lift product suspension: 5

Please consider that the selected action defines the obligatory fields to fill in additionally.

Current cycle

This is an obligatory field for all actions. To enter product information for the current cycle, please, enter "1" for the current cycle ("0" = no current cycle). “Current cycle” or “next cycle” refer always to the actual date you add information to.

Next cycle

This is an obligatory field for all actions. To enter product information for the next cycle, please select "1" for the next cycle ("0"=not next cycle).

Please, note, if there was an extension of the previous certificate, products stay still accepted after the extension period. With the extension begins also the new product cycle, which turns into the current one. Would you like to re-certify products after a previous extension, you need to certify the current cycle (enter “1” for the current cycle).

O-Key CB/PG

This is an obligatory field for entering new products (product status "not confirmed" ). Please enter the O-Key of the certification body (e. g. 26zb4-s7w0-lmcc) or the key of the producer group (e. g. 1d7zv-keoj-x5x7) to link up the producer clearly. Selecting the O-Key of a certification body specifies the option automatically. If the GGN belongs to a producer group, you may either define the producer group as a producer group (enter option "2") or define it as a producer (select option “1”). In both cases you need to enter the O-Key of the certification body. For all other actions (product acceptance , product certification , product information update) you do not need to fill in this column. If you enter a different O-Key for a registered producer/producer group, the previous O-Key is overwritten.

O-Key of the certification body

You can find the O-Key of your certification body at the bottom of the page.

O-Key of the producer group

You can find he O-Key of a producer group in Manage Products. Please select the producer group.

Scheme ID

This is an obligatory field for entering new products (product status "not confirmed" ). Please, always enter the ID for new products (scheme ID see product upload sheet, e. g. “94” for GLOBALG.A.P. Version IFA 4.0.

Quantity 1

Please enter the product quantity 1 in column I. The product quantity unit is scope/sub-scopes or product specific (according to the fee table). Quantity 1 is for non covered crops at first harvest (first crop). This is an obligatory entry for the first certified product on an area – it is not possible to enter the first product only with a quantity for further harvest.

Please, note that in producer groups the quantity information is only important for the producer group members. Quantity information at group level is only entered, if the producer group itself has also its own site(s).

Quantity 2

In this column you can enter the quantity for non-covered crops at further harvest – the same crop or a different one on the same area.

Quantity 3

This quantity is only relevant for products in the crop-based scope, where the first harvest quantity of the covered crop in first harvest can be added – in hectare just like in quantity 1 and 2.

Quantity 4

Quantity 4 is only relevant for products in the crop-based scope for covered crops in further harvest – also in hectare.

Countries of destination

Please enter additional ISO country codes countries of destination (see product upload sheet template, e. g. ARG for Argentina or BRA for Brazil), if the producer intends to supply to other countries than the country of production. You can enter several ISO codes separated by comma (e. g. “ARG, BRA”). This information will be displayed in the public search.

Date of acceptance

The date of acceptance is only relevant and obligatory for action "2" product acceptance (). Please, consider that this date must be before the date of audit. Any date format is allowed, which is recognised by Excel (see Excel preferences, cell format). If it is defined as “string” (text) in Excel only the ISO date format (yyyy-mm-dd) is recognised.

Produce handling

This is an obligatory entry for product certification (). Please select "1" for produce handling and "0", if no produce handling is done.

Harvest excluded / included

This is an obligatory entry for product certification (). If harvest is excluded, select "0", if harvest is included, enter "1".

Audit type

This is an obligatory entry for product certification (). Please enter "1" for all announced audits, "2" for unannounced audits.

Date of audit

This is an obligatory entry for product certification ().The date of audit is the last date, when the audit is closed. The date needs a format, which is recognised by excel (see excel preferences, cell format). If it is defined as “string” (text) in Excel, only the ISO date format (yyyy-mm-dd) is recognised.

Auditor

This is an obligatory entry for product certification (). Please enter the auditor name - the user name, which the auditor has in order to login in the GLOBALG.A.P. Database. To find the user name of the auditor, select Masterdata and search the employee. The third column (“user name”) is the name you have to enter in the excel sheet for certification.