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Organisation Import Template: Column Explanation

This article explains what each column in the organisation import template is used for.

Providing complete and accurate information during import gives you a strong starting point. After importing, changes must be made individually in the platform.

Before downloading the Excel template, click Configure columns to select the fields you want to include. The template will only contain the columns you select.

The Excel file is divided into sections:

  • organization
  • organization_details
  • contacts
  • supplier_ofs
  • document_placeholders

1. Organization

Name

Mandatory if no GGN is provided.

GGN (GlobalG.A.P. Number)

If available, it is highly recommended to enter it.

When a valid GGN is entered:

  • Organisation details (name, address, country) may be retrieved automatically
  • Related certificates can be fetched automatically

Other supported database identifiers include:

  • BRC site code
  • QS Location ID
  • PlanetProof ID

If these are filled in, certificate data may be retrieved automatically.

Other identifier fields are optional and do not yet trigger automatic retrieval.

2. Organization_details

Here you can add general company information such as:

  • Country
  • Address
  • City
  • Postal code

If a GGN is provided, some of this information may be filled automatically.

Region, Latitude, Longitude

These fields improve regional risk assessment.

  • Region must be entered in English.
  • Latitude format example: 12.3456789
  • Longitude format example: 12.3456789

Latitude and longitude should use decimal format.

If left empty, the system may detect the region automatically based on address or GGN.

is_spot_buy

Use this column to mark a supplier as a spot buy.

  • Enter TRUE to mark as spot buy
  • Enter FALSE or leave empty for regular suppliers

Spot buy organisations do not receive automatic document requests.

3. Organisation_type#1 (up to #5)

You can assign up to five organisation types per supplier.

Organisation types are predefined and cannot be changed.

Examples include:

  • Producer
  • Processor
  • Trader
  • Warehouse
  • Laboratory

Organisation types are important because requirement rules often depend on them.

4. Product#1, Product#2, etc.

Use these columns to assign products supplied by the organisation.

The product list is connected to the GlobalG.A.P. database.

After import, you can manage seasonality and product-specific requirements within the platform.

5. Tag#1, Tag#2, etc.

Tags are free-text labels you can use to organise suppliers.

Examples:

  • Organic
  • High risk
  • Seasonal
  • Preferred supplier

Tags help you filter suppliers and apply targeted requirement rules later.

6. Contacts

This section contains contact information.

Required fields:

  • Email
  • Language

For direct suppliers, an email address is essential. Without it, document requests cannot be sent.

Make sure email addresses are correct to avoid delivery issues.

7. Supplier_ofs

This section defines supplier relationships.

If one organisation supplies another:

  • Enter the sub-supplier name in the main column
  • Enter the main supplier in the supplier_of column

This allows you to build your supply chain structure during import.

8. Document_placeholders

Document placeholders allow you to import:

  • Document type
  • Expiration date

The actual document file is not uploaded.

This is useful when:

  • You store certificates externally
  • You only want expiry tracking and automatic renewal requests

Important:

  • Placeholder documents cannot be used for audits.
  • You are responsible for storing the actual document elsewhere.
  • Do not delete old documents when new ones are issued.

Best Practice

  • Always include identifiers (GGN, QS ID, etc.) when available.
  • Fill in contact emails for direct suppliers.
  • Assign organisation types carefully.
  • Use tags for easier filtering.
  • Only use document placeholders if you manage files outside the platform.

A complete and accurate import saves time later and ensures smooth compliance management.