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Working with the upload sheet (producer upload sheet)

Before starting to use the producer upload, please, consider several database settings:

1) Do not use the upload for GGN Transfer. Using the registration mode for existing GGNs results in double registration which will have an impact on the KPI of the registering Certification Body and a fee for the double registration.

2) The contact data of the responsible person can be changed only via upload, not online.

3) After the initial producer/producer group registration the data access setting can only be amended online.

The producer upload comprises information for a producer/producer group registration or deregistration, which must be entered into 28 columns of the excel sheet.

RF-Key of trustee

In the first column, you need to enter the RF-Key (e. g. 3q7he-kxeb-2svj). This is displayed after login below the O-Key.

Mode

mode 0: In order to register a producer/producer group initially 0 has to be entered in this column. This one action combines two steps of the online procedure: online notification and online registration.

Please note - already existing GGNs cannot be registered with mode 0.

With this mode, a new GGN will be generated. Registering already existing GGNs results in double registration. Double registration can lead to KPI downgrades and possible fines for the Certification Body or, if the GGN was not indicated on the application form, a fine for the producer/producer group.

Therefore, please ask the producer for a former GGN on the producer application form. It needs to be made clear on the application form that incorrect information may result in a sanction (please see GR I 4.2.2. a). If the former GGN is not asked, the fee has to be paid by the Certification Body and it will also be recorded as a KPI mark.

In order to transfer a large number of GGNs, please contact GLOBALG.A.P. Customer Support. For basic information on transfer, please, see Transfer.

mode 1: In order to deregister the producer/producer group mode 1 has to be used. In this case, it is sufficient to enter the GGN, the complete dataset is not required.

Please note that deregistrations can only be executed as soon as the product or certificate cycle ended. Producers with accepted or certified products will not be deregistered immediately after the upload. They can only be marked for de-registration, the deregistration is completed once the cycle ends. To end the cycle earlier, you can shorten the certification in Certification > Certification Modification' (role CB-Committee-Modification is needed) or contact Customer Support for de-acceptance.

An unnecessary de-registration may result in errors when working with the GGN such as: No acceptance or extension is possible anymore, PDF for Add-Ons such as GRASP or NURTURE are no longer visible to the issuing Certification Body. If you suspect that a de-registration causes such issues, please contact Customer Support to lift the de-registration mark.

mode 2: To change any master data (e. g. address of a company or the responsible person), please, enter 2 and correct the respective entries. Please enter all data that is marked with yellow cells in the sheet. Otherwise, the data which is not entered will be overwritten/deleted.

As of spring 2021, a simplified producer upload sheet for mode 2 is in development. Please check the Technical Newsletter for updates.

organisation type

In order to specify the company type, please enter 1 for a producer and 2 for a producer group. Please see the definitions in the Company option.

GGN

For deregistration (mode 1) and modification (mode 2) this is an obligatory field to fill in. For mode 0, a new GGN will be created by the system.

company GLN

If the legal entity already has its own GLN or ILN, please, enter it here. Please take into account that a GLN must be used if the producer owns one, it is not optional. If he does not own one, it is not obligatory to buy a GLN and you can use the GGN provided by the Database.

CB registration ID

The CB registration ID is a number that is assigned by the Certification Body (CB-short xxxxxx). If it is available, it can be entered in column F.

title

Please enter 1 for Mr. or 2 for Ms.

In columns H to L, you need to enter the contact data of the person who is responsible for the producer/producer group and the company address during initial registration. For deregistrations, you don't need to fill in these fields.

Please note - the data of the responsible person can be amended only via upload (not online).

first & last name responsible

Enter the first name in column H, last name of the responsible person in column I. This should be the person who can be contacted for queries and who is responsible for production. In the case of option 1 single producers, the organization (company) name is often the name of the responsible person.

email responsible

The e-mail of the company responsible is not an obligatory entry. However, if the e-mail address is stored, the responsible person is going to be notified via e-mail about registration and product status updates. These are automatic emails by database@globalgap.org which cannot be replied to. You can leave the cell empty. 'N/A' does not work at this cell.

address of the responsible

address1 responsible: This field is obligatory and must be filled in. Please enter the street name (and the number).

Address2 responsible: The address2 can be used for further address information. It is not obligatory to fill in.

Address3 responsible: The address3 can be used for further address information. It is not obligatory to fill in.

postal code responsible

Please, enter the city postal code of the company responsible. It is an obligatory field, but if there is no postal code in a country, then just put a 0.

city responsible

In this obligatory field, please, enter the city of the company responsible.

After having saved the data of the responsible person (name, address, e-mail address etc.) they can only be amended via upload.

For this, please use the producer upload sheet with mode 2.

Please note - the data of the responsible person will not be displayed in the GLOBALG.A.P. Database. The entries for the organisation and company described below are crucial.

organisation name

The organisation name is an obligatory entry for all initial producer/producer group registrations (mode 0) and will be displayed in the search for logged-in users. This is the name of the legal entity that is applying for certification - single or group certification.

In the case of a single option 1 producer is this the name of the producer´s legal entity. In the case of an option 2 group the name of the cooperative - and in the case of option 2 producer group members the name of the single producers, who supply the group.

In the producer upload sheet, we use the terms organisation and company - however, there is no difference: organisation = company.

Organisation name 2 is no longer used. For technical reasons, the field has to be inside the producer upload, you can leave it empty.

company email

The e-mail of the company is an obligatory entry. For integrity reasons, GLOBALG.A.P. may check this field for correct entries. Please do not enter any mail of your own Certification Body, but of the company. In cases when the producer has no mail address at all, please enter 'N/A'.

company address

company address1: This field must be filled in with the street name (and the number). For producer group members the address of the legal entity that supplies the group has to be entered.

company address2: The company address2 can be used for further address information. It is not obligatory to fill in.

company address3: The company address3 can be used for further address information. It is not obligatory to fill in.

company postal code

Please enter the postal code of the company city, and the city of the legal entity. It is an obligatory field, but if there is no postal code in a country, then just put a 0.

company city

This is the city where the company, the legal entity is located and registered legally. It is an obligatory field.

For producer group members the city of the legal entity has to be entered, who belongs to the group – not the city of the producer group.

company country

Please enter the ISO code of the country. This is an obligatory entry. You can find the relevant abbreviations in the product and producer upload templates (e. g. ESP for Spain).

longitude & latitude

These columns are required to be entered by the General Regulations. As of March 2021, they do not work yet correctly. Please store this data internally so you can enter it later. GLOBALG.A.P. Secretariat will inform all Certification Bodies once it is possible and provide a fair timeline for the updates.

initial data access

According to the newly implemented data use levels, there are five levels to set initially for the producer data:

no entry = Default setting (according to GLOBALGAP General Regulations)
11: Minimum data release as defined in Data Access Rules
12: Additionally to the minimum release company name and the company address and company city of producer group members are visible for data access group 'market participant'
13:  Additionally to the minimum release company name and the company address and company city (of certificate holders of all options and producer group members) are visible for data access group 'public'
14:  All company data as defined in Data Access Rules (except for data related to contact person and PHU/site) are visible for data access group 'public'

There is a detailed description of all other access groups and how to add data access rights for them in Access rights. (Hyperlink needed)

Changing or adding access rights after the initial registration is possible only online. Please, see Producer/producer group masterdata. (Hyperlink needed)

The upload

After filling in the upload sheet as described above, please upload it using the upload icon and producer upload.

Once uploaded, you will receive an upload report via e-mail with a link. This link leads you then to the result file with the GGNs and O-Keys (if applicable) in the second sheet. Please sort the GGN in ascending order, so they match the names that were uploaded.