GS1 Recall The Global Language Of Business User Guide

Recall The Global Language Of Business
User Guide

GS1 Recall The Global Language Of Business

Title GS1 Recall
Quick Start User Guide: Mock Recall
Version 4.0
Date 21st October 2023
Doc type User Guide

Disclaimer

THIS DOCUMENT IS PROVIDED “AS IS” WITH NO WARRANTIES WHATSOEVER, INCLUDING ANY WARRANTY OF MERCHANTABILITY, NONINFRINGMENT, FITNESS FOR PARTICULAR PURPOSE, OR ANY WARRANTY OTHER WISE ARISING OUT OF THIS SPECIFICATION. GS1 Australia disclaims all liability for any damages arising from use or misuse of this document or its contents, whether special, indirect, consequential, or compensatory damages, and including liability for infringement of any intellectual property rights, relating to use of information in or reliance upon this document. GS1 Australia retains the right to make changes to this document or its contents at any time, without notice. GS1 Australia makes no warranty for the use of this document and assumes no responsibility for any errors which may appear in the document, nor does it make a commitment to update the information contained herein.

Preface

This quick start guide provides new and existing users a quick way of creating and issuing their Mock recall or withdrawal notifications to achieve Recall Ready status.
Mock Notifications are completed for training purposes only, and FSANZ do not receive a copy of Mock Recalls or Withdrawals.
Mandatory Fields in each section will need to be completed before the form can be saved. Ensure you Save each form before proceeding.
It is important to note that the scenario chosen in this guide may differ to that of a live notification, therefore the choices made in each field will vary in most situations.
The full set of user guides can be found on the GS1 Australia Recall Library here:
**Ensure you complete this process in the Mock Recall Platform only

1.1 Recall Ready status
A Supplier Subscribed to GS1 Recall is required to maintain a current Recall Ready status to ensure they meet the service Terms and Conditions.
The Recall Ready status for your company can be viewed directly on the Main Dashboard once logged in, on the ‘Recall Ready Status’ tab.
You can also view the company’s Recall Ready status in the Settings menu once logged in as the Subscription Administrator.

1. In Settings, select Recall Ready Settings from the menu on the left.
   

2. The status will read either:
   – Recall Ready
   Recall Ready is means a current mock recall is completed and not due until the expiry date approaches
   – Expired
   Your company has not issued a live or mock notification recently and is required to recertify their ready status

Preparation

2.1 User settings and Timezone

1. Ensure you hold both he Initiator and Approver roles within the platform. Your roles are listed at the top right of the screen after logging in.
2. Ensure the time zone is accurate for your area. You can adjust this from the Settings menu at the top of the screen after logging in.

2.2 Product information
Prepare product information such as:

• GTIN (Barcode number) Name, Brand, packaging, and weight information
• Instructions for disposal and reimbursement
• Manufacturing and Distribution details such as qty manufactured and sold across the supply chain.

2.3 Files
You will require the following test files during the process of completing your notification:

• Suppliers Recall Letter (.doc, .pdf)
• Product Image (.png, .jpg)
• Supplier Distribution List (.doc, .pdf, .xls, .xlsx)
• Lab test results (.doc, .pdf)

These files are only meant to be examples for the purpose of the mock notification.
Their content may be blank, but the file itself must meet the file extension requirements.

Log in and access Mock Recall.

1. Log in to Recall using your credentials at the link here
2. Access the Mock Recall platform via the link at the top of the screen Switch to Mock Recall:
3. If you are in the Mock Recall platform, you should see the following at the bottom of the screen:
   You are currently in Mock Recall

Create

Once in the Mock Recall platform, Select the My Company Notifications tab, and then select Create New Notification

4.1 Notification Details

1. Complete each mandatory field in the Notification Details section:– Notification Name can usually be the Product Name.

2. If you have selected a Recall notification type, Set Regulator Notification Required to Yes to ensure the FSANZ Recall Report workflow becomes active.
   Note however that FSANZ do not receive a copy of Mock Recalls or Withdrawals.

3. Upload your Recall Letter, and give the file name a description.

4. Under Recipient Reports, select Item Level reporting

5. Under Notification Attachments, upload your Product Image and provide an Item Description.

6. Select Create to save and proceed with your notification.

4.1.1 Workflow menu
The workflow guides you through each section required to complete your notice.
When a section is complete and saved, a tick will appear next to the section name:

4.2 Items
Enter the details of your chosen item in this section.

1. Add the product GTIN in the Identifier field, or choose another from the menu.
2. Complete the required field for Product Name, Brand and Packaging
3. Fill in the Manufacturing Location details, then skip to Tracking Codes to include details of the affected batch.
4. Under Distribution Details select the relevant dates, then under Product Returns select whether you want the product returned or not. Click Save.

4.3 Instructions

1. Enter the instructions you would like your recipients to take in Recipient Actions.Any other instructions can be entered in this section.
2. Enter any reimbursement details here, and select Save to proceed.

4.4 Contacts

1. Your notification required a Sponsor Recall Coordinator – someone that is the primary contact at your organisation for this Notification.
2. Check each box for any other responsibility you may have, and select save.

Regulatory Forms

This section is a requirement of the FSANZ Recall Report. When completing this information for a mock recall, please use ‘dummy’ data.
Realistic data is not necessary for a Mock recall. You can make up the data for this section based on the product and scenario you have chosen.
5.1 General Details

1. Under State and National Food Authorities, select the state in which your head office resides (this is the requirement set by FSANZ but for Mock recalls it is not a requirement)
2. Complete the Brand owner details, otherwise select Yes if you are the brand owner.
   Complete the relevant information in Regulatory Details. Import Details.

5.2 Detection, Reports and Test Results

1. Enter a detection method, any reported injuries or illness and upload any test results that you may have.

5.3 Distribution Details

1. Enter details of how much stock was manufactured and sold to the supply chain. Please use ‘dummy’ data in this sectionProduct and State Retailer Breakdown

2. Specify how much stock was distributed to each state in Australia, also which retailers were affected in each state.
   Fields are all free text. The Quantity should include ALL number of product that was distributed to that state, including all batches/lots i.e. if you specified earlier in the item section that there were 2 batches of affected product, each batch was made up of 100 cases, then enter 200 cases into the quantity field.Export Details

3. Export details are not required for this mock exercise

Recipients

IMPORTANT : All recipients added in this area will receive a copy of your mock notice.

6.1 Subscriber Recipients
IMPORTANT : only add the companies: GS1 Receiver or GS1 Target Recipient here

1. Select the Orange Button, Add Subscribed Recipients
2. Scroll down to the list of Recipients and type GS1 in the Recipient Name field:
3. Check the box next to GS1 Receiver and select the Add to Notification button.
4. Navigate back to the Subscribed Recipients section by clicking on the left hand menu
5. You may notice some other recipients have been added automatically – this is normal, and has been set up this way by GS1 to mimic certain linkages between organisations. These linked organisations receive copies of all notifications issued and can not be removed.
6. If you need to remove a recipient, select the checkbox next to their name and click on the Delete link at the bottom of the recipient list.

6.2 Non-Subscribed Recipients

1. IMPORTANT : All contacts added here will receive an email notification and link to the Guest Portal, which allows them to view and report directly back to initiators. Only add contacts that are expecting to receive a mock notification.
2. On the left-hand workflow menu, select Non-Subscribed Recipients and then Add New Recipient
3. Enter the details of your non-subscribed recipient here:
4. Add any attachment specific to this recipient if you like, then select save.

Action

The notification is complete, ready for approval ready to be issued.
7.1 Submit for Approval
Users with the Initiator are required to Submit each notice for approval before it can be issued to recipients

1. Under Action, select Submit for Approval and then the Submit for Approval button

7.2 Approve and Go Live
A user with the Approver role will need to action the following steps. If you require the approver role, please contact the GS1 Recall Support team.
Those with Approver (as well as Initiator) roles will be taken directly to the Approve/Reject area.
Otherwise, the Approver will need to log in separately, open the notice from the main dashboard and navigate to the Approve/Reject area.

1. From the Approve or Reject area, select Approve.

2. Next, the final Go Live screen is presented:

3. Ensure the declaration is checked, and that your time zone is correct. If your time zone is incorrect, you will need to return to the Live recall portal, navigate to Settings where your time zone can be adjusted. Return to the Mock Recall platform to continue with the Go Live step.
   Please contact the Support team if you require assistance with adjusting your time zone.

4. Select the Go Live button to issue your notification.

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