Housekeeping, Annualisation & Reporting – Buyers

Buyer task

Dashboard Maintenance

The SURE dashboard gives the Buyer a complete overview of their current activity.  Over time the dashboard will become very busy unless systematically managed.

After a pre-order or range is created it will pass through a number of workflow stages until reaching one of two ‘completed states’:- Proceed to Official Order or Pre-order (or Range) cancelled.

The other states between creation and these end states (e.g. awaiting buyer or supplier or TFT input) are know as ‘active states’.

Items in an active state will always stay on the ‘General’ tab of the dashboard.  Items that have reached a completed state can be tidied away which will de-clutter the dashboard.

Housekeeping

  1. Basic Housekeeping

    Click on the Pre-order pane to review the status of each Pre-order or Range.  You can sort by status to make this easier.

    Pre-orders or Ranges which are with the buyer have the housekeeping options leave, proceed to official order or cancel.

    Pre-orders or Ranges in active workflow stages have the housekeeping options leave or cancel.

     

  2. Decision making for Completed Dashboard items

    If the buyer decides……

    ….the Pre-order is still active.  Then it should be left in the ‘General’ tab.

    ….the Pre-order is completed, but may be required in the future.  Then move the Pre-order or Range to ‘Archive’ tab.

    ….the Pre-order is completed and will probably not be needed again.  Then move the Pre-order or Range to ‘Obsolete’ tab.

    Only Pre-orders and Ranges in the General and Archive tabs will show on the Annualisation dashboard.

    To move multiple items to a different tab you can tick the ones you want and then click on the appropriate tab such as ‘Move to Archive’. (shown above)

  3. Restoring items in the Archive or Obsolete tab

    Buyers can restore items once they have been moved to Archive or Obsolete by ticking the relevant items and then selecting ‘Restore’. (shown above)

Annualisation

The EUTR states that at least every 12 months appropriate checks should be made by a third party, to verify that applicable legislation is complied with.  SURE refers to this process as Annualisation.  Buyers need to manage Unique Wood Sources used in their pre-orders, by ensuring that they remain valid at the point when the goods are imported into the EU.

Buyers are notified of an Annualisation deadline via their SURE dashboard and by system emails sent 6 weeks prior to the Unique Wood Source (UWS) expiry date.  Once a UWS has expired it cannot be added to a new pre-order.

Expiry date for a UWS is set by the SURE system for a 12 month period from when the UWS was first used/linked to a pre-order.  This 12 month expiry period may be reduced as a result of TFT input, i.e a certificate expiry date is sooner than the 12 month default period.

  1. Items in the ‘Buyer Annualisation Dashboard’ pane above can be sorted (ascending or descending) by clicking the column heading.  Use this pane to assess the extent to which a UWS is used in current pre-orders or ranges.

    The pre-order can then be assessed by viewing the UWS.  Also check all other UWS linked to the pre-order to assess the remaining expiry period as this will help the next decision.

  2. Copying a Pre-order or Range

    Once the expiry dates for all Unique Wood Sources used in the Pre-order/Range have been assessed the buyer can decide to Archive or Obsolete as mentioned above in Housekeeping.  However if the Buyer decides that the Pre-order/Range is still required they can create a copy of the Pre-order/Range to send to the supplier so that a new Unique Wood Source can be linked.

    You can now edit the new copied Pre-order/Range with the current information and send to the Supplier.

Reporting

Buyers can use the Reporting Suite function in SURE to analyse all the information input into the system.  The report can contain as much or as little as required; you just need to select the parameters.

You can find the Reporting Suite on the left hand menu on your dashboard.

  1. Building your Report

    To select the parameters of the report , click on the drop down menus or the calendar icons.  You can ‘select all’ from a field or specific items.

    If you want to unselect everything, click on ‘select all’ and then tick the items you require.

    When you have finished selecting, click anywhere outside of the drop down box to close it and allow the system a few seconds to populate the field-this can take a few moments whilst the screen refreshes.

    Once you have selected all your parameters, click ‘view report’

  2. Accessing your Report

    The report will take a few moments to run and then it will display at the bottom of your page.

    Above the report you will see a bar (see image).  This bar allows you to scroll through the report, make it easier to view and search on your screen.  You can also use the refresh button once you have amended parameters.

  3. Downloading

    The disc icon gives you the ability to download the report; depending on what you want to do with the data and whether you want to manipulate it for further analysis.  You have a number of different download options (see image).

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Housekeeping, Annualisation & Reporting – Suppliers