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Introduction to the Tracing Compliance Report (Beta)
Introduction to the Tracing Compliance Report (Beta)
Updated over 3 weeks ago

Please be aware this feature is currently only available to a beta testing group. If you would like to participate, please reach out to your Customer Success Manager.

The Tracing Compliance Report provides a detailed overview of required versus submitted documentation for your purchase orders (POs). This report helps you monitor compliance with sustainability standards and identify missing documents at different tracing depths.

If you are a Sustainability, Compliance, or Traceability Manager, this report enables you to:

  • Track documentation coverage across all traced purchase orders.

  • Identify missing or incomplete required files.

  • Analyze documentation trends at different tracing depths.

  • Apply filters to focus on specific suppliers, countries, or facility processes.

How to Access the Report

  1. Click on the 'Reports' folder in the navigation bar on the left.

  2. Select 'Tracing Compliance' from the list.

Troubleshooting: If you don’t see this in your navigation bar, check with your Customer Success Manager.


Pre-requisites

To ensure accurate reporting, your purchase orders must be properly structured. Make sure that:

✅ Orders are uploaded and shared with suppliers.

✅ Orders you do not want included in the report are archived.

✅ Mandatory documentation fields are correctly set for each PO.

✅ Tracing documentation is regularly updated to maintain compliance.


Filtering Options

Filters at the top of the report apply to all data and tables on the page. These filters save automatically and will remain for when you return to the page.

Available Filters

  • Timeframe: Analyze POs based on creation date.

    • Note: the order date may differ from actual creation date on the platform.

  • Facility Process: Includes POs linked to at least one of the selected facility processes.

  • Country: Filters POs where any supply chain participant is based in the selected country.

    • Note: the buyer or seller does not necessarily need to be located in the selected country - only one participant in the supply chain needs to match the criteria.

  • Document Type: Displays all selected documents in results (AND logic). Other filters use OR logic.

How to Apply Filters

  1. Click a filter dropdown.

  2. Select one or more options.

  3. Click the 'Apply' button to refresh results and keep filters for future visits.

💡 Multi-selection is supported in all dropdown filters. When adding multiple filters within one dropdown, the report will return results that match either of your filter criteria.

👉 An exception is the document type filter: when selecting multiple documents, results that have all selections will return.

And when using multiple filters, results shown match all filters.


Documentation Completion by Tracing Depth

This section of the report includes a bar chart comparing required vs. submitted documents for each tracing depth.

Chart Features

📊 X-Axis: Tracing depth levels, categorized based on purchase orders.
📊 Y-Axis: Number of required vs. uploaded documents.
🎨 Color-Coding: Bars differentiates required and uploaded documents.
📌 Completion Percentage: Displayed at the top of each bar, showing total uploaded divided by total required documents for each tracing depth.

👉 For each purchase order, all mandatory documents are counted individually.

How to Use this Chart

  • Hover over bars to see:

    • Total number of required documents

    • Total number of uploaded documents

    • Completion rate for that tracing depth

This visualization helps you quickly assess documentation gaps across different tracing depths and take action where necessary.


Tracing Documentation Table View

The Documents per Order by Availability is designed to help you efficiently track outstanding documentation, ensuring that all necessary files are uploaded. It helps you:

✅ Quickly identify POs missing required documentation.
✅ Verify completed POs.

Table Views

  • Missing Tab: Lists POs missing one or more required documents.

  • Uploaded Tab: Shows POs where all required documents are attached.

Note: Optional documents are ignored in this table.

Statistics refresh every two hours. If a supplier uploads missing documentation, changes update at the next refresh.


Filtering by a Specific Document

When applying a document filter via the global filters at the top of the page, the table updates based on whether the filtered document has been uploaded or not.

  • If the filtered document is a required document and is uploaded, the PO appears in the Uploaded tab, regardless of whether other required documents are missing.

  • If the filtered document is a required document and is missing, the PO appears in the Missing tab.

Example Scenario

If you create a new PO with 4 required documents (Docs A, B, C, D) and 1 optional document (Doc E), the table behaves as follows:

No Document Filter Applied:

  • ✅ Supplier uploads all 4 required docs (A, B, C, D), but not Doc E → PO appears in Uploaded

  • ✅ Supplier uploads all 5 docs (A, B, C, D, and E) → PO appears in Uploaded

  • ❌ Supplier uploads only 3 of 4 required docsPO appears in Missing

  • ❌ Supplier uploads 0 required docsPO appears in Missing

  • ❌ Supplier uploads only Doc E (optional doc)PO appears in Missing

Document Filter for Doc A Applied:

  • ✅ Supplier has uploaded Doc APO appears in Uploaded, regardless of the status of Docs B-D and E.

  • ❌ Supplier has not uploaded Doc APO appears in Missing, regardless of Docs B-D and E.

Note: The same logic applies to optional documents (e.g., filtering for Doc E follows the same rules as filtering for required documents).

Document Filter for Doc F Applied (Not in PO):

  • 🚫 The PO does not appear in either Uploaded or Missing because Doc F is not associated with the PO as either mandatory or optional.

This logic ensures filtered results reflect the exact document availability within each PO.


Table Structure and Columns

The table displays nine default columns, each providing key details about the purchase orders:

Column

Description

Action

Button directing you to the PO.

Originating PO Number

First PO in a supply chain to which all following orders are linked.

Order ID

Unique order ID assigned by you or the supplier.

Supplier Name

Supplier fulfilling the PO.

Product

Lists products/components in the PO.

Creation Date

Date PO was created in Retraced.

Custom Tags

Tags added by you or the supplier for categorization.

Attachment Template

Documentation template used to determine required documents.

Missing / Uploaded Documents

Displays only required documents based on the selected tab.

👉 If a PO includes multiple products, each one is displayed on a new line in the cell. If a product name is missing from the PO, it's retrieved from the linked SO.

👉 If a PO has more than two documents, an additional line will indicate how many more are associated. Hover over the info button to view a full list.


Filtering the Table

Use the filter function to find specific orders based on:

🔍 Originating PO Number or Order ID for a particular purchase order
🔍 Supplier Name for supplier-specific orders
🔍 Product for orders containing a certain product
🔍 Custom Tags for categorized orders with specific tags

How to Filter the Table

  1. Click the filter button in the top-right corner of the table.

  2. Select criteria.

  3. Click 'Apply' to refresh results.

  4. Click 'Save' if you want to save the filter preferences for future visits.


Customizing the Table View

Like other tables on the retraced platform, you can customize the table layout to fit your needs:

  • Click the eye icon to toggle the visibility of columns.

  • Drag and reorder columns to focus on key data and prioritize the most relevant information, reducing the need for scrolling.

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