TRAINING MANUAL

RSPO PalmTrace Member Area

Version December 2017
Contents
Contents ............................................................................................................................ 1
General .............................................................................................................................. 2
Transactions ....................................................................................................................... 3
Trading Stock ..................................................................................................................... 9
Licenses ............................................................................................................................11
Finance .............................................................................................................................16
Perform a Shipping Announcement .......................................................................................21
Perform an Announcement ..................................................................................................32
Confirm a Transaction .........................................................................................................39
Cancelled by system Transactions ........................................................................................43
Modify a Transaction ...........................................................................................................46
Reject a Transaction ...........................................................................................................48
Modify and Resubmit a Transaction.......................................................................................51
Withdraw a Transaction .......................................................................................................53
Downgrade Stock ...............................................................................................................55
Convert Stock ....................................................................................................................58
Remove Stock ....................................................................................................................66
Trace Stock .......................................................................................................................68
RED ..................................................................................................................................71
Manage your Settings .........................................................................................................74
Guest User Rights...............................................................................................................85
Add a Guest user ...................................................................................................................................... 85
Contact .............................................................................................................................90

1
General

All grids can be customized. By clicking on the dropdown arrow visible in each field of the
headline, a small menu will open. You can sort the grid in alphabetical order and you can
choose the columns you want to be displayed.

2
Transactions

Under Transactions, you will see an overview of all the transactions you are involved in. The
screen is organized like an e-mail system with an Inbox, Outbox and Finalized Transactions
tab.

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The Inbox contains all incoming transactions from other parties and all transactions initiated
by you that have since been acted upon by another party.

The columns in the Inbox provide you with all the relevant information for each individual
transaction. These details include the name of the seller and buyer and transaction details
such as the product, and volume traded. You can also filter alphabetically by clicking on the
title of each of the columns.

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The Outbox contains all transactions where you are the initiator and that have not yet been
acted upon by another party.

As in the Inbox, the columns in the Outbox provide you with all the relevant information for
each individual transaction. These details include the name of the seller and buyer and
transaction details such as the product, and volume traded. You can also filter alphabetically
by clicking on the title of each of the columns.

Finalized Transactions contains all completed transactions you have been involved in and
the details of each individual transaction.

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Each tab contains filters that you can use to adjust the information shown on the screen.

For example, in the Finalized Transactions tab you can filter the transactions by Buyer name,
Product and Status.

Additionally, transactions can be filtered by date using the time frame filters. It is possible to
enter a specific time frame by choosing the custom filter. You can also filter alphabetically by
clicking on the title of each of the columns.

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If you require further information on the transaction itself, on the member or on the users who
have been involved in the transaction, click on the relevant hyperlink. For example, for more
information on the seller click on the seller’s name hyperlink.

The additional information will be shown in a new window.

You may also perform a Search of the Records by entering the desired term in the Search box.

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For example, to search all finalized transactions with program level Mass Balance, enter Mass
Balance in the Search box and click on the magnifying glass. The system will show in turn only
transactions that have the program level Mass Balance.
Alternatively you can filter alphabetically by clicking on the title of for example the Program
column.

Please note that for all screens you may refresh the information in the table, as well as Print
or Export it to Excel.

8
Trading Stock

Under Trading & Stock you will find the operational functions to record your certified
transactions and stock activities in the system as well as the ability to manage your stock.

Certified Volume: this block is only available to mills.

In this block you will find information on your certificate like Certificate ID and its validity period.

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In addition, the block provides you the hyperlinks to perform Trading Activities to your certified
volume. For example, if you wish to issue a Shipping Announcement you must click on the
Shipping Announcement hyperlink next to the product you wish to sell. For more information
on the Trading Activities, please see the corresponding modules.

Please note that for all blocks you may refresh the information in the table, as well as Print or
Export it to Excel.

Trading Stock: The Trading Stock block is only available to other supply chain actors. It offers
an overview of all the certified products in your stock. You have the option to perform Trading
Activities and Stock Activities. For more information on the Trading Activities, please see the
corresponding modules.

An overview of the sum of your stock positions can be found by clicking on the Total hyperlink
at the end of the block.

10
Licenses
Active license: In order to announce and confirm a transaction in the system both you and
the other Member in the transaction (seller and buyer) must have a valid license, granted after
certification. As a member you cannot announce or confirm transactions in the system with an
expired license. It is strongly recommended you pro-actively manage the expiration of your
certification and license.

 Expired license: When your license expires, all open (unconfirmed) transactions will
be cancelled- Pending Resubmission by the system for both the seller and buyer,
regardless of when the new license(s) starts. Once both licenses are active again the
transactions will need to be re-entered.

The volume of all transactions cancelled by system will be returned to the Trading Stock of the
seller. If the seller is a producer it will return to their certified volume.

License information of your customers: In order to avoid transactions being cancelled by

the system, please monitor your supplier’s and/or client’s license validity period.

You can find license expiration information in the Member Directory tab of RSPO PalmTrace.

Click on the Member name.

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Here you find the license status of the respective member.

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License information of your own Member Account: Under Licenses you will find an
overview of your current licenses and certificates.

In the license overview you can find details on the license awarded, including start and end
date, products and maximum program level you are allowed to trade in and whether you are
allowed to process.

Note that if you purchase at a program level higher than you are certified for, the stock will be
included in your trading stock as the maximum program level you are certified for. This means
that if you are Mass Balance Certified, but purchasing Segregated stock, the purchased stock
is added to your Mass Balance Stock.

If you are a mill, the license overview includes an indication of your Certified Volume and
Remaining Volume separated by product. The Remaining volume indicates the volume you
have available to trade for each product.

In addition, you may download a pdf of the Summary report and the certificate document using
the links at the end of the page.

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The summary report document is an overview of the Certificate Body’s inspection results.

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Members with past licenses can access this information by clicking on the All Licenses link.

To view more information on a particular license, click on the View Summary report or View
License link.

Please note you may Print or Export the table information to Excel.

15
Finance
This section is only applicable to supply chain actors, which act as first buyer in the CSPO
supply chain.

Under the Finance screen you will find an overview of all Administration fee related aspects
involved with trading in the Traceability System. The screen is divided into your Current
Balance and Invoices.

The Current Balance screen shows all transactions where you are responsible for the
administration fee. Under the RSPO program it is the first buyer, which is responsible for paying
the Administration fee.
The administration fee is a charge for the use of the traceability system. The admin fee rate is
the amount due per unit in each transaction. The Total Admin Fee is the total owed by you for
the transaction.

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The information in your Current Balance can be filtered by Credit and Debit.

Transaction charges shown in the Current Balance table have not been invoiced. Once a
transaction has been invoiced the information will disappear from the Current Balance table
and appear in the Invoice table. Please note that a notice is available at the bottom of the
screen of when transactions will be invoiced.

Finally, the screen also indicates your current month balance.

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If you require further information on the transaction details, on the member or on the users
who have been involved in the transaction, click on the relevant hyperlink.

The additional information will appear in a new window.

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The Invoice screen includes an overview of all invoices with their payment status (paid, partially
paid, unpaid and overdue) and an overview of credit invoices generated after an administrative
correction. You may also choose to filter the information by issue date or payment status.
RSPO has assigned UTZ CERTIFIED to send out the invoices and collect the fees.

The last columns in the table indicate the amount due and amount paid for each invoice. In
addition it shows the status for the invoice paid, partially paid, unpaid and overdue) and the
type of transaction (Credit or Debit).

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If you require further information on an invoice you can click on the Invoice ID hyperlink or
download the invoice in PDF.

Please note both the Current Balance and Invoice tables can be printed or exported to Excel.

20
Perform a Shipping Announcement

This section is only applicable to mills, not to supply chain actors.

If you are a mill, the Shipping Announcement function allows you to indicate the trade of
products from your Certified Volume to other licensed members in the traceability system. A
Shipping Announcement is a record in the traceability system of a real sale made outside the
traceability system. Once a Shipping Announcement has been recorded by the seller, the
buyer needs to confirm the transaction in order to complete the transaction in the system.

To perform a Shipping Announcement you must:

Click on Trading & Stock

Under your Certified Volume block, click on Shipping Announcement.

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The Shipping Announcement form will appear in a new pop up window.

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Select a contact person for this sale from your organization from the dropdown menu. This list
will contain all users registered for your company.

Select the Buyer name from the dropdown menu.

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If your buyer does not appear in the list, click on Edit Buyer List

And click on Add Buyer.

You may search by Member ID or Member Name. The Member ID can be provided by your
buyer or traceability provider.

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After adding the buyer to the new buyer list click OK. Select the buyer from the dropdown
menu, and select the buyer’s contact person.

Under the Transaction block, enter contract and reference information. Reference information
is data used by you outside the traceability system to identify a particular sale. The information
entered can be an alphanumeric value.

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If available you may attach documents that support the sale.

Choose the Program Level

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Please note that you are allowed to trade both at the program level you are certified for and at
any sustainability program level lower than the level you are certified for.

Enter the volume. The Remaining volume will indicate the certified volume you have left for
sale for that product.

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Choose the Transport Medium Type and fill in the required information. The Shipping/BL date
is restricted to your current valid license period.

Enter Ship Name and B/L Number and click OK.

Your Remaining volume will be updated in your Trading and Stock menu item under the
Certified Volume block

And in the Licenses menu item under Remaining

Once submitted, the transaction will move to your Transactions area.

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Click on Outbox

You may Modify, Withdraw, Print or make a PDF of the transaction until the buyer Confirms.
For more information see Modify and Withdraw modules.

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The next step to finalize this transaction is for the buyer to confirm the Shipping Announcement.
Once confirmed by the buyer the transaction moves to your Inbox. After confirmation a
transaction cannot be modified or withdrawn.

In order to complete the transaction, click on Acknowledge.

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Once Acknowledged the transaction will move to Finalized Transactions. If you wish, you may
Print or make a PDF document of the transaction.

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Perform an Announcement

This section is only applicable to supply chain actors, not to mills.

The Announcement function allows you to sell a certain volume of your remaining Trading
Stock volume to another member. Once an Announcement has been recorded, the buyer
needs to confirm the transaction in order to complete the transaction in the system. This action
can only performed by supply chain actors.

To perform an Announcement: Click on the Trading & Stock menu item. Under your Trading
Stock, click on the Announcement link for the product you wish to sell.

The Announcement form will appear in a new window.

32
Select a contact person for this sale from your organization from the dropdown menu. This list
will contain all users registered for your company.

Select the Buyer name and contact person from the dropdown menus.

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If your buyer does not appear in the list, click on Edit Buyer List.

And click on Add Buyer

You may search by Member ID or Member Name. The member ID can be provided by your
buyer or your traceability provider.

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Select the buyer and click OK.

After selecting the buyer select the buyer’s contact person.

Under the transaction block enter contract and reference information. Reference information
is data used by you outside the traceability system to identify a particular sale. The information
entered can be an alphanumeric value.

Choose the product details including program and volume. You are allowed to trade both at
the program level you are certified for and at any lower program level available.

The Remaining volume will indicate the volume you have left for sale for that product.

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Enter the transportation details including Shipping/BL date and Transportation Medium.

The Shipping/BL date is restricted to your current valid license period. To learn more, please
contact your traceability provider.

Enter Ship Name and B/L Number and click OK.

Once submitted, your stock position will be updated in your Trading Stock and the transaction
will move to your Transactions.

Click on Outbox.

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You may Modify or Withdraw the transaction until the buyer Confirms. For more information
please see the Modify, Reject and Withdraw modules.

Once confirmed by the buyer the transaction moves to your Inbox

Click on Acknowledge.

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Once Acknowledged the transaction will move to Finalized Transactions.

If you wish, you may print or make a PDF document of the transaction.

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Confirm a Transaction
This section is only applicable to supply chain actors, not to mills.

In order to finalize a transaction in the system, the buyer must accept the transaction details
entered by seller. This is done using the Confirm action in the Transactions menu item under
the Inbox tab.

In the Transactions menu item, go to your Inbox. Click on the Confirm link for the transaction
you wish to confirm.

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The transaction details will appear in a new window.

Review the transaction details such as product and transport details.

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Please note that if you are confirming a Shipping Announcement and are responsible for the
administration fee, this information will be provided under the Finance block. The block shows
the administration fee cost and the Total Admin fee that will be invoiced. RSPO has assigned
UTZ CERTIFIED to collect the administration fee. For more information on the administration
fee please contact RSPO.

If you wish, you may enter a Buyer Reference Number. Reference information is data used by
you outside the traceability system to identify a particular sale. The information entered can be
an alphanumeric value. This is not a mandatory field.

Click on OK

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Once confirmed, the transaction will move to your Finalized Transactions.

In addition your Trading Stock will be updated accordingly.

The seller will receive a confirmation notification to their Inbox, which they may then
acknowledge.

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Cancelled by system Transactions
All transactions need to be confirmed within the validity of the license of the members involved
in the transaction. All unconfirmed transactions will be updated to ‘Cancelled by System –
Pending Resubmission’, when the license of either member involved in the transaction is no
longer active. These transactions will move to the Inbox of both the buyer and the seller.

The ‘Cancelled by System – Pending Resubmission’ transactions can be acknowledged which

would move the transactions to the ‘Finalized Transactions’ tab. If the transactions are not
acknowledged, they will continue to remain in the Inbox.

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The status ‘Cancelled by System – Pending Resubmission’ implies that the transaction has
been cancelled and there is a possibility that a new transaction (which is a copy of the original
transaction) will be automatically resubmitted. This is the case if:

- The licenses of both members involved in the transaction become active again within
the time period defined by the Traceability Provider. Please contact your traceability
provider to find out more information about the time period.
- Both the members are still certified for the product that was part of the transaction.

The newly submitted transaction has the status ‘Cancelled by System – Resubmitted’
Please note that if these requirements are not met, the transaction will get the status ‘Cancelled
by System’ and won’t be automatically resubmitted.

The new transaction, which is a copy of the Cancelled by System transaction, will be
automatically announced on behalf of the Seller. This new transaction can be found in the
Outbox of the Seller and the Inbox of the buyer.

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The newly submitted transaction has a reference to the ‘Cancelled by System’ transaction that
it was copied from, and the original transaction can be accessed by clicking on the hyperlink
of the transaction ID shown in the screenshot below,

A new window will open by clicking on the hyperlink of transaction id with the details of the
original and the Parent Ids.

Please note that the ‘Sales Announcements’ which have been ‘Cancelled by System – Pending
Resubmission’ due to the expiration of a Mills license will not be resubmitted when the Mill
gets a new License.

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Modify a Transaction

If you would like to change details of a submitted transaction that has not yet been acted upon
by the other party, you may use the Modify function to make changes to the transaction. A
transaction can be modified by the seller up until the moment the buyer confirms. In addition,
stock activities, for instance convert, downgrade, etc., cannot be modified.

In the Transactions menu item, under Outbox click on the Modify link for the transaction you
wish to modify.

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The transaction form will open and all fields with required input will be available to modify

Make the modifications and then click OK.

Please note that there is no limit on the number of modifications that can be made on one
transaction as long as the transaction has not been confirmed by the buyer.

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Reject a Transaction
This section is only applicable to supply chain actors, not to mills.

If a transaction has been announced in the system indicating you as a Buyer, then you have
the option to reject the transaction if the details are incorrect.

In the Transactions menu item, go to your Inbox. Click on the Reject link for the transaction
you wish to reject.

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The details of the transaction will appear in a new window.

Enter the Reason for Rejection and check the tick box to confirm you want to reject this
transaction.

Please note that it is mandatory to enter a reason for rejection. The reason will be visible to
the seller.

Click on OK.

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Once rejected, the transaction will move to your Finalized Transactions.

The seller will receive the rejection notification and may either Modify and Resubmit or
Withdraw. For more information see the Modify and Resubmit and Withdraw modules.

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Modify and Resubmit a Transaction

If your transaction has been rejected by the receiving party, you can use the Modify and
Resubmit function to modify the incorrect details and resubmit the transaction.

In the Transactions menu item, go to your Inbox. Click on the Modify and Resubmit link for the
transaction you wish to modify

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The transaction form will open and all fields with required input will be available to modify.

Make the modifications and then click OK.

Once resubmitted, the transaction will move to your Outbox.

Please Note that you may modify the transaction up until the moment the buyer confirms.

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Withdraw a Transaction

If you have submitted a transaction, but would like to cancel the transaction, the Withdraw
function can be used to remove the transaction from the system. A transaction can be
withdrawn by the seller up until the moment the buyer confirms.

In the Transactions menu item, go to your Outbox. Click on the Withdraw link for the transaction
you wish to withdraw

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The Withdraw form will appear in a new window.

Enter the reason for Withdrawal and click on the tick box below to confirm.

Please note that it is mandatory to enter a reason for withdrawal.

Click OK.

Once withdrawn your Trading Stock will be updated

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Downgrade Stock
This section is only applicable to supply chain actors, not to mills.

The Downgrade function allows you to downgrade the Program Level of a product. You can
only perform a downgrade if you are certified for a program level that has lower programs in
the program hierarchy. Once you have performed a downgrade, the action cannot be reversed.

Click on the Trading & Stock menu item.

Under your Trading Stock block, click on the Downgrade link for the product you wish to
downgrade.

The Downgrade stock form will appear in a new window.

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Select the intended program level you wish to downgrade your product to.

Enter the volume you wish to downgrade. Please Note: Make sure the Output Product Details
reflect the final product you wish to trade.

Click OK.

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Your stock position will be updated in your Trading Stock. Once a product is downgraded this
action cannot be reversed.

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Convert Stock
This section is only applicable to supply chain actors, not to mills.

The Convert function allows you to convert one product into a derivative product. Conversion
rates are defined per product and per traceability program level. Please consult the RSPO
website www.rspo.org or the SCCS documentation for more information on the conversion
rates defined for your product.

Click on the Trading & Stock menu item

Under your Trading Stock block, click on the Convert link behind the product you wish to
convert

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The Convert stock form will appear in a new window.

Several conversion options will be displayed, depending on the traceability program level of
the product you wish to convert. The traceability program level and option specific remark are
indicated behind the conversion option.

Select the resulting output product(s) and click Next.

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In the next step, you can choose the stock positions for which you want to carry out the
conversion. Click on Add. You can convert several items at the same time.

Choose the volume of each stock position that you want to convert. You can choose to convert
all the volume or a custom value.

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Please verify that the intended conversion appears in the Output section.

For Products with traceability program level Segregation the standard conversion ratios can
be adjusted with a certain percentage. Click Modify Ratio in order to adjust the conversion
ratios.

Please consult the RSPO website www.rspo.org or the SCCS documentation for more
information on the conversion rates defined for your product.

After selecting correct volumes click Convert.

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Your stock position will be updated in your Trading Stock.

Mass Balance certified Members:

Note that members, who are only certified for the Mass Balance program level, are also
allowed to perform the 1:1 Segregation to Mass Balance conversion to their Mass Balance
Stock.

If the member can indicate that sufficient segregated stock is purchased, any Mass Balance
stock item can be converted to a derivative product lower in the product tree with a 1:1 ratio.

For a detailed explanation on purchasing a stock at a higher level than the program level you
are certified for, please consult the License module in this manual.

The member is responsible for determining if sufficient segregated product is still on stock.
This will be verified during the annual surveillance assessments performed by the Certification
Body.

In order to determine the total of segregated stock purchased, go to Finalized Transactions

block in the Transactions menu item (see also Transactions module in this manual).

Alphabetize the Program level column in order to identify the segregated purchase.

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Select Confirmed in the dropdown filter to identify total segregate purchased stock.

Secondly, to determine how much of the Mass Balance Stock has already been converted with
the 1:1 Segregation to Mass Balance conversion option, the primary user can go to the Settings
Menu item and click Stock Management Log. Here the primary user can view all the
conversions performed on a certain product, within a certain time frame. (See also Manage
your settings module in this manual).

In order to perform the 1:1 Segregation to Mass Balance conversion option as a Mass Balance
certified member, you can click on the Trading & Stock menu item. Under your Trading Stock
block, click on the Convert link behind the product you wish to convert.

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The Convert stock form will appear in a new window.

Select the resulting output product(s) and click Next. Note the comment behind the Output
product.

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Enter the volume you wish to convert. You can choose to convert all the volume or a custom
value.

Please verify that the intended conversion appears in the Output section.

After selecting correct volumes click Convert.

Your stock position will be updated in your Trading Stock. Once a product is converted this
action cannot be reversed.

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Remove Stock
The Remove function allows you to remove from your certified volume or certified supply stock
any stock you wish to be sold on as conventional, via another certification scheme or if the
harvest was smaller than expected. The purpose of this function is to assure that mutations in
your stock positions are reflected in the Traceability system. Once the product is removed it
cannot be reinstated and cannot be claimed as a sustainable product.

Click on the Trading & Stock menu item.

Under your Trading Stock block (for mills: Certified Volume block), click on the Remove link
for the product you wish to remove.

The Remove Stock form will appear in a new window.

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Enter the volume you wish to remove and reason for the removal.

You can choose from the dropdown menu or indicate ‘Other’. Please specify in the text box
below.

Entering a reason for removal and agreeing with the notification statement is mandatory for
removal.

Click on OK.

Your stock position will be updated in your Trading Stock.

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Trace Stock

This section is only applicable to supply chain actors, not to mills.

The Trace function allows you to support the sustainability claim of a chosen volume for a
selected product from your Trading Stock volume. In addition, the trace function allows you to
indicate that the traceable sustainability chain has ended for a final certified product or
ingredient. Upon “tracing” an item, a document is created with a Unique Traceability Number
that covers the product and volume that you have traced. With this document you can make
your sustainability claim.

Click on the Trading & Stock menu item.

In the Trading Stock block, click on the Trace link for the product you wish to Trace.

A Trace form will appear in a new window.

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Enter the volume you wish to trace, fill in a Trace Reference Number, add some comments in
the Remark field (if required) and confirm that you want to trace by clicking on the notification
statement box.

Click on OK.

Your stock position will be updated in your Trading Stock. Once a product is traced, this action
cannot be reversed.

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The transaction will also appear under the Transaction menu item in the Finalized Transactions
tab. Here you will be able to print or download the transaction details in a PDF document.

The system will auto generate a Unique Traceability number for this transaction. Please note
that if you are not the final product manufacturer you can pass on this PDF to your client to
confirm that you have traced the certified ingredient. Only with this document and number you
can make your sustainability claim.

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RED
RED is the abbreviation for ‘Renewable Energy Directive’, a superset of CSPO for which
stricter criteria apply.

Certified Volume / Trading Stock

If you are a mill and if you are certified for RED, RED will be added to your Certified Volume
block under the tab ‘Trading & Stock’. It is indicated which volume out of your total certified
volume of CSPO can be sold as RED, as defined by your CB. As RED is a superset of CSPO,
the RED volume is also included in your CSPO volume.

Example:

1 4
2 3 5
4
1 Certified Volume for CSPO = 1,000 MT
2 Certified Volume for RED = 300 MT

 This mill has a total volume of 1,000 MT CSPO out of which 300 MT can be sold as
RED.

3 Volume already sold as RED = 100 MT

 The mill has sold 100 MT of its Certified Volume as RED.

4 Remaining Volume of CSPO (total) = 900 MT

5 Remaining Volume of RED = 200 MT

 The 100 MT that have been sold as RED are deducted from the CSPO (total) volume.
The new CSPO (total) volume is 900 MT. Out of these 900 MT the mill can still sell 200
MT as RED.

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Supply chain actors who are certified for RED see the volume of RED they purchased in their
Trading Stock block under the tab ‘Trading & Stock’.

Shipping Announcement

Mills can perform Shipping Announcements for RED in their Certified Volume block.

The same rules as for selling CSPO are applicable. Please note that sales of RED can only be
performed between members that are certified and licensed for RED.

Stock Activities

Supply chain actors can sell RED by making an Announcement in their Trading Stock block.
Other possible Stock Activities are Convert, Downgrade, Remove and Trace.

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Converting RED to CSPO

For mills there is no conversion from RED to CSPO required. By making a Shipping
Announcement for CSPO, you can use your total certified volume as CSPO, even if you are
allowed to sell a part of it as RED.

Supply chain actors who bought RED and want to sell it further as CSPO, need to make a
conversion. Click on Convert. A new window opens where you can define the volume you wish
to convert to CSPO.

Your Trading Stock will be updated accordingly.

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Manage your Settings

Most of the functions in the Settings menu item are only accessible to a primary user of your
account. A primary user has the rights to adjust user rights and manage the information and
usability of the account for all its registered users. Normal users will only be able to perform
activities for which they have been given access to by the primary user. Any changes to the
settings of the account must be performed by the primary user.

The Primary User can add and edit new User Accounts. Further in this module, it will be
discussed how to Add a User.

Reset user passwords: To reset a user’s password click on Reset Password. The user will
receive an email with the new password information. Please note password information will
only be sent to the registered email for the user and will not be accessible in the system.

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Edit company information. Company information shows the account information such as
member name, member ID, contact details and mailing and visiting addresses and, if
applicable, an alternate billing party. This can either be another member in PalmTrace or an
external party. If you wish to add an alternate billing party, please contact your traceability
provider.

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Monitor User account activities. The User Management Log indicates all activities performed
on every User account in this Member account.

Monitor Stock Activities. The Stock Management Log indicates all Stock Activities performed
by every User of this Member Account. The data can be filtered by clicking any of the titles on
top of the columns, or selecting time periods by clicking the radio buttons. By choosing custom
it is possible to filter on information in a specific time period.

For more details on the separate stock activities, please consult the respective modules in this
manual: Downgrade Stock, Convert Stock, Remove Stock and Trace Stock.

Within a set period of time, you can undo stock activities.

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Click on the link. A new window will open. Please enter the reason and confirm that you want
to undo the stock activity

Click OK.

In the Stock Management Log, the status will change to ‘Corrected by Member’. Your Trading
Stock will be updated accordingly.

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If you require more details on a specific stock activity, click on the Stock Transaction ID
hyperlink. A new window will open including the details of the specific Stock Activity. This
feature can amongst others be used to identify how much of the Mass Balance volume has
already been converted using the 1:1 conversion option, for Mass Balance certified members.

In addition to normal account users, a Primary user can add a Guest User. Guest user
accounts will be discussed in a separate module.

For security purposes users receive their login details through e-mail to the recorded e-mail
address in their user profile.

Change your password. The new password must be different from the current one and needs
to have 7 to 20 characters.

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Add User

User Name and Password

For all new users in PalmTrace, a username will be automatically generated and emailed to
them. Existing users can continue to use their current username (email address) and password
to log into the system.
However, if users wish to change the username that they use to login or their passwords, they
can have their primary users to reset the username and passwords for them.

Reset User name

To reset a user name, the primary user must enter at least 5 alpha and 3 numeric characters
but the Login ID length cannot exceed 80 characters. An email with the new username and
password will be sent to the registered email address.

Reset user passwords

To reset a user’s password click on Reset Password. The user will receive an email with the
new password. Please note that password information will only be sent to the registered email
of the user.

On the Settings page click on the User Management icon.

Click on Add User.

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Enter the user details. Please note that a red asterisk indicates a mandatory field.

Indicate the user’s Contact Type.

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Click OK

The user will then appear in the User account list.

To add rights to the user, click on Modify.

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A new window will open with the User Settings. Click on the Assign Role tab.

The License Read Only role allows the user to see the License menu item.

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The finance roles give the user access to the Finance menu item. Finance allows a member
to view and perform actions in the Finance tab, and Finance Read Only, allows the user to
only view the Finance tab.

The stock roles determine the user’s ability to perform stock and trading activities on their
trading inventory. Users with a stock role can perform trading or stock activities such as
Announcement, Downgrade and Convert on their product inventory found under the Trading
& Stock menu item. Users with Stock read only can only view transactions in the Transactions
menu item. To find out more information about these activities, please see the respective
modules.

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The transaction roles determine the user’s ability to perform transaction activities on their
active transactions. Users with a trading role can perform transaction activities such as Modify,
Remove and Acknowledge in their Inbox, Outbox and Finalized transactions tabs under the
Transactions menu item. Users with Transaction read only can only view transactions in the
Transactions menu item.

Once you have assigned the user rights, click OK to complete the action.

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Guest User Rights
A member who wants to give the users of another Member Account access to its traceability
account can setup a Guest User Account. A Guest User Account is often used for a holding
company with operating companies. It allows the holding company to perform transactions for
its operating companies. The operating company's primary user can define Guest Users in the
settings area of the Member Area. The primary user can assign specific rights to the Guest
User. The primary user who setup the Guest User Account can always modify rights or remove
the Guest User Account at any point in time. All activities of the Guest User are logged in the
system.

Add a Guest user

On the Settings page, click on the User Management icon

Click on Add Guest User.

To add a guest user you will need the User ID of the user you wish to add. This ID must be
provided to you by the primary user of the member account that you will give guest user rights.
The primary user can find the User ID in the Users table when clicking on the Modify link of
the intended user in the Settings section.

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After receiving the User ID of the user you wish to make a guest user to your Member account,
enter the User ID and click OK.

Assign the user the relevant roles. The rights that a primary user can assign to a Guest User
include:

Guest License Read Only: This allows the Guest User to have access to the “Licenses” tab
and view the member’s license information.

Guest Finance: this allows the Guest User to view the member’s current balance and the
details of the invoices. For further explanation on this, please see the corresponding module
Finance.

Guest Finance Read Only: this allows the Guest User to view the member’s current balance
and the list of invoices under the Finance Tab; however it does not enable the Guest User to
open any invoices to review their details.

Guest Stock: this allows the Guest User to view the Trading & Stock tab and perform trading
and stock activities. For further explanation on this, please see the corresponding module
Trading & Stock.

Guest Stock Read Only: This allows the Guest User to view the Trading & Stock tab, but not
to perform any related actions.

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Guest Transaction: This enables the Guest User to have access to the Transactions tab and
perform related activities. For further explanation on this, please see the corresponding module
Transactions.

Guest Transaction Read Only: This allows the Guest User to view the Transactions tab, but
not to perform any related actions.

After assigning a role, click OK

The user will then appear in the Guest user account list.

Perform Guest User activities

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Once assigned one or more of the Guest User rights by the primary user, a Guest User will
have access to the member account of that primary user. To access the account, a Guest
User must first log-into their own account and enter the Member Area of the Traceability
System.

Once inside the Member Area, a Guest User can click on the dropdown menu in the top right
hand corner of the screen: the names of the member accounts for which the member is a
Guest User will then appear.

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To enter an account the Guest User must click on the desired account, for which they are a
Guest User.

The Guest User will then be transferred to the selected member account, with the ability to
access the sections and perform the activities for which the primary user of that account has
given them rights to.

The Guest user is only allowed to do those activities he/she is give the rights to.

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Contact
We have a dedicated support team for all your questions regarding RSPO PalmTrace. You
can contact us via email at palmoil.support@utz.org, call us at +31 (0)20 820 8968 or send us
a message through the live chat (see screenshot below). For questions regarding the
certification systems, the approval of license requests or questions related to your
accreditation, please contact the RSPO Secretariat.

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