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TRAQTION FOR COSTCO WHOLESALE

SUPPLIER REGISTRATION USER GUIDE

TRAQTION FOR COSTCO WHOLESALE SUPPLIER REGISTRATION USER GUIDE Version – Revision: 1.0 Date: 25-Jun-2013 Created By:

Version Revision:

1.0

Date:

25-Jun-2013

Created By:

Karen Dunn

Customer:

Costco Wholesale - Food Safety

Printed: January 8, 2016

CONTENTS
CONTENTS
  • 1 INTRODUCTION

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3

  • 1.1 Costco Use of TraQtion database

3

  • 2 REGISTRATION SYSTEM OPERATION

3

  • 3 THE TRAQTION COSTCO PORTAL

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4

  • 4 REGISTRATION NEW SUPPLIER, NEW FACILITY

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  • 4.1 Corporate Supplier Information

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  • 4.2 Facility Information

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  • 4.3 Product Information

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  • 4.4 Registration Payment

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  • 4.5 Review and Submit

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  • 5 DELEGATION

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  • 6 REGISTRATION EXISTING SUPPLIER, NEW FACILITY

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  • 7 REGISTRATION STARTED BY COSTCO

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This is a confidential document and may be reproduced only with the permission of TraQtion, LLC.

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Printed: January 8, 2016

  • 1 INTRODUCTION

  • 1.1 COSTCO USE OF TRAQTION DATABASE

TraQtion provides a centralized portal to manage critical supplier, product, audit and compliance data. Additionally, TraQtion will automate the process for ensuring annual audits are conducted according to Costco’s Food Safety criteria, and will provide the repository for data produced by the food safety assurance cycle.

Suppliers to Costco, and Certification Bodies / Audit Companies, who provide audit services to the suppliers, must register with and utilize TraQtion for the Costco Food Safety Program.

  • 2 REGISTRATION SYSTEM OPERATION

Save for Later

  • data entered to date will be saved. You will receive an email with a clickable link which will return you to your registration in process.

At the bottom of every screen in registration is a button “Save for Later”. If you are unable to continue with the registration process at that time, click “Save for Later”. Your registration

You should save the email, and when you are ready to return to the registration simply open the email and click the link to return to your in-process registration.

Back button

Please do not use the back button on your browser at any point in time while in the registration system.

Delegate

Printed: January 8, 2016 1 INTRODUCTION 1.1 COSTCO USE OF TRAQTION DATABASE TraQtion provides a centralized

TraQtion’s registration module has a delegate function built in so that the registration can be delegated

to the person who has the specific information needed to complete the registration.

explained fully in section 5.

This feature is

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Printed: January 8, 2016

  • 3 THE TRAQTION COSTCO PORTAL

The TraQtion Costco portal is reached via the URL:

This is the portal through which established users will login, and through which new suppliers will gain access to the supplier registration process.

Printed: January 8, 2016 3 THE TRAQTION COSTCO PORTAL The TraQtion Costco portal is reached viawww.traqtion.com/costcofood This is the portal through which established users will login, and through which new suppliers will gain access to the supplier registration process. The blue numbers in the portal picture correspond to the descriptions below: 1. Established users login here. A password recovery link is available if necessary. 2. To register a new Supplier, or a new Facility on an existing Supplier, click this button. 3. Links to informational materials from Costco and TraQtion are available. 4. Email links for Costco Food Safety in each Costco country are available. This is a confidential document and may be reproduced only with the permission of TraQtion, LLC. Page 4 of 11 " id="pdf-obj-3-15" src="pdf-obj-3-15.jpg">

The blue numbers in the portal picture correspond to the descriptions below:

  • 1. Established users login here.

A password recovery link is available if necessary.

  • 2. To register a new Supplier, or a new Facility on an existing Supplier, click this button.

  • 3. Links to informational materials from Costco and TraQtion are available.

  • 4. Email links for Costco Food Safety in each Costco country are available.

This is a confidential document and may be reproduced only with the permission of TraQtion, LLC.

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Printed: January 8, 2016

  • 4 REGISTRATION NEW SUPPLIER, NEW FACILITY

Printed: January 8, 2016 4 REGISTRATION – NEW SUPPLIER, NEW FACILITY Upon reaching this screen, enter

Upon reaching this screen, enter your

full name and email address in the

spaces provided.

Make sure the

button “I want to register a new

supplier” is chosen (see blue arrow). Then click the “Start Registration”

button.

You will reach the TraQtion Terms and Conditions page next. After reading, you may agree to the terms by clicking the

“Agree” button at the bottom of the screen.

The PDF format of the terms is also available from this page.

CORPORATE SUPPLIER INFORMATION

4.1

The Corporate Supplier is the corporate entity that has the relationship with Costco. Think of it as the parent company, or headquarters.

Printed: January 8, 2016 4 REGISTRATION – NEW SUPPLIER, NEW FACILITY Upon reaching this screen, enter

The first page of registration is for the entry of Corporate Supplier and Facility data. The top of this page is shown on the left, and is for the entry of Corporate Supplier data.

Enter the Corporate address and Primary Contact data here.

The primary contact should be

involved in the Supplier’s

relationship with Costco.

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Printed: January 8, 2016

If you have more than one Corporate Supplier contact, click the “Add Additional Contacts” link. A pop-up screen to add additional

contacts will be displayed (shown at right).

Enter the contact

information, and click “Proceed with Registration” when complete.

Printed: January 8, 2016 If you have more than one Corporate Supplier contact, click the “Add

Repeat this for each additional

contact you wish to add.

When

complete, they will be displayed on the main screen as shown at left

(see blue arrow).

Printed: January 8, 2016 If you have more than one Corporate Supplier contact, click the “Add
  • 4.2 FACILITY INFORMATION

The facility is the entity that actually produces the product. This can be a plant or factory in the organization, or a facility that produces the product on a contract basis.

C orporate Info” (see blue oval).

Corporate Info” (see blue oval).

The lower half of the first page of registration is for the entry of Facility data. This portion of the page is shown on the left.

Enter the Facility address and Facility Primary Contact data here. The primary contact should be involved in the Facility’s relationship with Costco.

If the address and/or contact information is the same as for the Corporate Supplier, you

may check the box “Copy This will copy the information from the top section of the page to the bottom.

For many small companies, the corporate supplier and the facility are one in the same. In that case, simply “Copy Corporate Info” and move forward.

You may add additional contacts to the Facility the same way as for the Corporate Supplier above.

When you are finished with all of the data entry on this screen, click the “Save and Next” button.

This is a confidential document and may be reproduced only with the permission of TraQtion, LLC.

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Printed: January 8, 2016

  • 4.3 PRODUCT INFORMATION

Printed: January 8, 2016 4.3 PRODUCT INFORMATION The Product Info page gathers information about the products

The Product Info page gathers information about the products being sold, and any existing Food Safety certificate information.

Buyer/Broker Name:

Enter the name of your Costco

Buyer (see #1).

Product Information:

This section captures the products you sell to Costco, the countries you sell to, and the departments in which your

product is sold.

Click on the green link, “Click here to add product

information for a country” (see #2).

This will

display the Add Product Information screen

shown at the right.

Select a country in which your product is sold from the drop down list at the top (blue arrow).

Printed: January 8, 2016 4.3 PRODUCT INFORMATION The Product Info page gathers information about the products

Next, check the department in which your product is sold.

In the text entry box to the right of the department

name, describe the product(s) sold.

If you have product sold in multiple departments, please check all

departments and describe all products sold.

Printed: January 8, 2016 4.3 PRODUCT INFORMATION The Product Info page gathers information about the products

When you are finished listing the departments and products for

this country, click the “Save” button at the bottom of the screen.

Repeat this for every country in which your products are sold. When complete, your countries, products and departments will

be listed on the main Product Information screen. Click the pencil

to edit the entry or the red X to delete the country information.

Additional Comment for Costco:

If you have additional comments you would like to supply to Costco Food Safety, enter them here (see blue #3

above).

Certification / Audit Information:

Click the radio button for Yes or No, indicating if the facility has a valid GFSI certificate (see blue #4 above).

If you answer yes, additional fields will be displayed. Choose the CB which performed your GFSI audit, enter the

scheme used for the certification and the expiration date.

If you answered no, indicate the CB you would like to

perform your non-certification audit, from the drop down menu provided (see blue #5 above).

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Printed: January 8, 2016

Lastly, click the checkbox that you are authorized to register this facility, and enter your name (at blue #6 above).

When complete, click the “Save and Next” button.

  • 4.4 REGISTRATION PAYMENT

The next stage of registration is payment. Each facility pays for an annual registration in the TraQtion system.

The screen to the right will display the facility address and primary facility contact information. If there is an error, click

the “Previous” button at the bottom of the screen to go back

and make corrections.

A receipt will be sent via email to the person registering the facility, as well as the primary contact. To send the receipt to additional people, enter their email address in the field provided in the top half of the screen.

To pay, enter the credit card information as requested on the

screen.

Select the credit card type, the expiration month and

year from drop down. For the remaining fields, enter the data

in the text fields provided.

Printed: January 8, 2016 Lastly, click the checkbox that you are authorized to register this facility,
Printed: January 8, 2016 Lastly, click the checkbox that you are authorized to register this facility,

When complete, click the “Pay Now” button, and your credit

card will be charged.

You will receive the confirmation screen

shown at left, as well as an email receipt.

Click the “Proceed

with Registration” button to continue with registration.

This is a confidential document and may be reproduced only with the permission of TraQtion, LLC.

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Printed: January 8, 2016 4.5 REVIEW AND SUBMIT The Review and Submit screen gives you one
Printed: January 8, 2016
4.5
REVIEW AND SUBMIT
The Review and Submit screen gives you
one final opportunity to review all of the
information you submitted on the
facility registration.
If there are any errors you need to
correct, click the “Previous” button at
the bottom of the screen, go back to the
screen on which the information is
requested, and make the correction.
Then click the “Submit” button until you
arrive back at this screen.
When you are comfortable with all of
the information you have entered, click
“Submit” at the bottom of this screen.
You will receive a confirmation screen
for successful submission, as shown
here.
Your registration has been submitted to
Costco Food Safety for their review.
At this
point, the registration is locked, so you may
not access it or make any changes.
Costco will contact you with any questions.
Otherwise, you will receive email from
TraQtion when your application for an audit
has been created and assigned.
5
DELEGATION
The TraQtion registration module contains a
delegation feature for those who find they do not
have all of the information necessary to register.
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Printed: January 8, 2016 Delegation allows you to complete the parts you do know, and delegate
Printed: January 8, 2016
Delegation allows you to complete the parts you do know, and delegate the other sections to co-workers who
have the information.
If you encounter a section you wish to delegate,
simply check the box next to “delegate”, and
continue on with the information you do have.
Note that delegation for the payment screen
works slightly differently. There is a button on the bottom of the
screen to delegate payment.
If you have marked any sections as
‘delegate’, you will be presented with the
delegation screen after the payment screen
(example at left).
Here, you may enter the
name, email and phone of the person to
whom you wish to delegate (blue arrow),
and mark the sections being delegated to
that person (blue ovals).
Then click the
“Delegate” button.
You and the delegate will each receive an
email detailing the delegation, along with a
link to access the registration.
You will receive an email when the delegate completes
their data entry.
At that time, either there will be more
data which is needed, or the registration was completed
by the delegate and sent to Costco.
You will also
receive an email should the delegate fail to complete
their portions of the delegation.
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REGISTRATION – EXISTING SUPPLIER, NEW FACILITY
An additional facility may be registered against an existing supplier.
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Printed: January 8, 2016

Printed: January 8, 2016 When you access the first page of the TraQtion Supplier Registration for

When you access the first page of the TraQtion Supplier Registration for Costco, enter your full name, and your email address. Click on the radio button “I want to register a new facility for an existing supplier” (blue arrow).

You will be presented with a search box, where you can enter the name of the

corporate supplier (red arrow).

Matches to

the supplier name will be returned. Please choose the supplier from the list displayed.

Click the “Start Registration” button.

The corporate information will be presented as read- only, and cannot be edited except by the primary corporate contact.

Continue with the rest of the facility registration as outlined in section 4.

When you have completed the registration and

“submit”, email will be sent to the primary corporate

contact to review and approve the registration. Upon approval, it will be submitted to Costco.

If the primary

corporate contact is the person entering the additional registration, it will be submitted.

  • 7 REGISTRATION STARTED BY COSTCO

A registration for a new Facility may be started by Costco. If this occurs, the primary contact for the Supplier will

receive an email with a link to the started registration.

Clicking on this link will give access to the registration,

which can then be completed and submitted to begin the Food Safety cycle.

This is a confidential document and may be reproduced only with the permission of TraQtion, LLC.

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