Upload your purchase orders (POs) to start collecting transaction certificates (TCs) for them. The POs are the basis for everything else in Certified Materials: requests to suppliers, coverage and review. If you no longer need an order, you can delete it.
Prepare your file
Go to Traceability → Certified Materials and click Import Orders in the top-right corner.
In the Import Purchase Orders dialog, click Download sample file.
Fill in your PO data. Each row is one PO line or article. Accepted formats are XLS, XLSX and CSV with a maximum size of 50 MB.
Before you upload: Delete the example row and the instructions from the sample file. Keep the column headers exactly as they are. You can change the order of the columns, but if a header is renamed, Retraced can’t read that column.
Mandatory columns are marked with * in the header row: Order Number, Seller Official Name, Seller Internal Company Number, Buyer Official Name, Article Number, Raw Material Composition, Standard(s), Quantity and Quantity UOM. Enter dates in the format YYYY-MM-DD.
Pay special attention to these columns:
Seller Official Name and Seller Internal Company Number: Identify the supplier. They must match the company name and the Internal Company Code of the supplier in your network exactly. If they don’t match, you need to map the supplier manually after the upload (see below).
Vendor Official Name and Vendor Internal Company Number (optional): The vendor is usually the supplier you work with directly. The seller can be the vendor itself, or the vendor’s own supplier or factory. In that case, fill in the vendor here as well. Like the seller, the vendor is matched to your network by its name and Internal Company Code.
Buyer Official Name: Required for every row. Retraced uses it to check the content of the TCs your supplier uploads. If it’s missing, the upload fails.
Article Number: A unique identifier for the article. Retraced uses it to match the TCs and other documents your supplier uploads to the right PO line.
Raw Material Composition: List each material with its percentage, separated by commas, for example Organic Cotton 80%, Recycled Polyester 20%. Retraced’s AI compares it with the composition in the TCs and other documents your supplier uploads, and flags any differences. You don’t need to write it in English, because the AI can read documents in different languages.
Standard(s): Separate the standards with commas, for example OCS, GRS for a product made of organic cotton and recycled polyester. If you accept different standards for the same material, use or, for example OCS or GOTS, GRS. For standards without TCs, such as BCI, LWG or Lenzing fibres, use the names from the list in the sample file.
Quantity and Quantity UOM: The quantity on the PO line and its unit, for example pcs. If you know the quantity that was actually shipped, add it under Shipped Quantity (Actual).
Responsible Person: The person in your company who is responsible for managing and reviewing the order. Enter their name. The person must already have a user account in Retraced.
Supplier Assignee and Due Date (optional): The contact at the supplier who receives the request, and the date by which you need the TCs. If you fill them in, they’re already set when you send the request. If you leave them empty, you choose them when you send the request. The supplier assignee must already have a user account in Retraced.
Always use the latest sample file, so your file has all required columns.
Upload your file
Click Import Orders.
Drag your file into the upload area or click Choose file….
Click Import POs. Large files may take a moment to process.
Your POs then appear in the Certified Materials table with the status To Do.
Map suppliers that couldn’t be matched
If a seller in your file can’t be matched to a company in your network, a Company mapping required banner appears. You can only send requests for orders whose supplier is mapped.
Click Bulk map companies.
For each seller, select the matching company in your network.
Click Map company.
💡 To avoid manual mapping next time, add the supplier’s code from your PO file as its Internal Company Code in your network.
Once your POs are uploaded and mapped, request TCs from your suppliers.
Delete orders
If you no longer need an order, delete it:
Go to Traceability → Certified Materials.
Delete the orders in one of two ways:
One order: Click the bin icon in the Actions column. You may need to scroll to the right to see it.
Several orders: Tick the orders and click Delete orders in the selection bar.
In the confirmation window, click Delete, or Cancel to go back.
Deleting an order can’t be undone. Double-check your selection before you confirm.
When you delete an order:
It’s removed from the Certified Materials table and no longer counts towards coverage.
Your supplier can no longer see the order or upload TCs for it.
The TCs and other files linked to the order aren’t deleted. They’re only unlinked from the order.