Import template for recipes
This feature allows you to import recipes from a spreadsheet. We recommend that you create the first recipe in tracezilla, after which the import template is downloaded. By creating the first recipe in tracezilla, it makes it easier for you to see which information should be in the rows and columns in this import template.
You can follow this tutorial to create your first recipe.
At tracezilla, we are happy to help you upload your recipes with the import template if it is causing you trouble. Send an email to your assigned contact person during onboarding or send an email to support@tracezilla.com with your request and attach the completed import template.
Get the import template
- Click Production in the top menu and select the Recipes in the drop down menu.
- Click Import at the upper right corner.
- Click Get Import Template in the dialog. The file will now be downloaded to your computer, where you can open it as a spreadsheet.
- Fill in the fields in the import template. Please note that if you have made changes in tracezilla after downloading the file, a new, updated version must be downloaded. If you make changes in tracezilla while filling in the import template e.g. changes in SKUs or recipes, the version locally on you computer will be obsolete.
- When the task of filling in the import template is completed, make sure to save the spreadsheet. Open tracezillaa again. In the same dialog window, click Upload file. Locate the file on your computer.
- During uploading, there will appear a message in the lower left corner saying “Processing…”. After the upload is complete it will say “The file was successfully imported!” in the dialog window.
If there is an error in the import template, the import will be withdrawn and an error message will appear in the dialog window with reference to which row and column there is an error. Please note whether the same error is in some of the other rows in the same column. Then try reloading.
How to read and use this guide
The guide is divided into sections which refer to the tabs in the spreadsheet file. The tables contain the name of the column headings in the file and an explanation of how to fill in each field.
Recipe Headers
The recipe header contains basic information about the recipe. The information you enter for the recipe header is used on the other tabs.
A recipe consists of a recipe header, an end product (possibly also by-products), ingredients (raw materials and packaging) and sometimes budget posts. Read more about the individual parts in each section that belong to the individual tab.
| Column header | Explanation |
|---|---|
| ID | Left blank. Do not overwrite. In this column, the recipe is automatically provided with a unique ID. Do not edit or write in this column. If it is empty, it must remain empty. |
| Reference Code | Can be: numbers and letters. You can give your recipe a reference code. This is optional. The reference code will appear on picking lists and order confirmations. It will be easier to search for your recipe if you give the recipe a reference code that corresponds to the finished product that is produced (e.g. the SKU code). Two recipes cannot have the same reference code. The reference code must be unique. |
| Name | Can be: numbers and letters. Give the recipe a name. It will be easier to search for the recipe if you give the recipe a name that corresponds to the finished product that is produced using the recipe. Two recipes cannot have the same name. The name must be unique. |
| Description | Can be: numbers, letters and characters. You can write a description for your recipe, e.g. an important remark. This is optional. The description will appear on picking lists and order confirmations. |
| Active | Must be: Yes / No. If the recipe should be able to be added to production orders, write Yes. If the recipe is no longer to be used, but is only to be documentation, write No. |
| Created | Left blank. Do not overwrite. This is the date of creation of the recipe in the format dd / mm / yyyy. Do not edit or write in this column. |
| Updated | Left blank. Do not overwrite. This is the date of the last update of the recipe header in the format dd / mm / yyyy. Do not edit or write in this column. |
Recipe Unit Produces
Indicate the end product of the recipe on this tab. An end product is the product that is produced. You can add multiple end products to the same recipe. This is relevant, for example, if the production results in one or more by-products.
An end product can be a finished good or an intermediate product. Finished goods are foods that does not need to be prepared or further processed within the company before it is sold.
An intermediate product is neither a raw material nor a finished product, but goods that is produced and stocked. We call it an intermediate product because it is made from raw materials, but the goods must be prepared or further processed before it becomes a finished product. An intermediate product is thus included in the production of the finished product.
Please note! A finished product can only be linked to one recipe, where it is created automatically (Create and adjust automatically). Otherwise, the automation will not work because tracezilla will not be able to know which recipe should be automatically linked to an order, when the produced lots are added to a production order. If a production results in several products, the recipe can only be linked to one of the products - the recipe should not be linked to by-products.
| Column header | Explanation |
|---|---|
| ID | Left blank. Do not overwrite. In this column, the end product is automatically provided with a unique ID. Do not edit or write in this column. If it is empty, it must remain empty. |
| Recipe, ID | Left blank. Do not overwrite. In this column, the recipe is automatically provided with a unique ID. Do not edit or write in this column. If it is empty, it must remain empty. |
| Recipe, Reference code | Must be: reference code from the Recipe Headers. In this column, the reference code is copied from the Recipe Headers tab for the recipe for which you want to specify an end product on this tab. |
| Recipe, Name | Must be: recipe name from the Recipe Headers. In this column, the name is copied from the Recipe Headers tab for the recipe for which you want to specify an end product on this tab. |
| SKU, SKU Code | Must be: the SKU code of an existing SKU in tracezilla. Enter the SKU code of the end product produced with the recipe. The SKU code indicated here must be completely identical to the SKU code in the tracezilla. Feel free to copy the SKU code from tracezilla. |
| SKU, Global Name | Must be: The name of the existing SKU in tracezilla. Enter the SKU name of the end product that corresponds to the SKU code indicated in the field next to this. The name must be completely identical to the name in the tracezilla, also in uppercase and lowercase letters. Feel free to copy the name from tracezilla. |
| Quantity | Must be: integer. Specify how many units of measure / box units one recipe unit produces. A recipe unit can, for example, be 1 colli or 1 kg. A recipe unit is the unit that one recipe produces - so to speak a ‘portion’. You decide your recipe unit. The recipe unit cannot be broken down into, for example, half a recipe when you produce, so it can be an advantage to indicate the lowest possible number that can be multiplied. |
| Unit | Must be: the unit of measure the SKU is created with in tracezilla e.g. colli. If the SKU is set up with a box unit, e.g. colli, it will be an advantage to set up the recipe unit to be 1 colli. Thereby, ‘colli’ are written in this field. If the unit of measure is a piece - without using a box unit, ‘pcs’ are written in this field. If the SKU being produced is set up with the unit of measure liters, enter ‘l’ in this field. |
| Auto-Create and -Adjust Recipe | Must be: Yes / No. When you indicated the end product of a production, you can have the rest of the production order autofilled by selecting Yes in this field. Consumed lots (ingredients), the recipe and budget posts are added to the production order on the basis of the recipe. Similarly, the quantity of consumed ingredients will be adjusted when the quantity of produced lots are changed on the production order. |
| Created | Left blank. Do not overwrite. This is the date of addition of the recipe’s end product in the format dd / mm / yyyy. Do not edit or write in this column. |
| Updated | Left blank. Do not overwrite. This is the date of the last update of the recipe’s end product in the format dd / mm / yyyy. Do not edit or write in this column. |
Recipe Unit Consumes
Indicate the ingrediens used to produce the end product on this tab.
An ingredient is a raw material or an intermediate product that is part of the production of an end product. Packaging can also be stated as an ingredient in the recipe. This is done to ensure that the inventory will be updated.
A raw material is a good received from a primary producer, a supplier or an importer. A raw material is intended to be processed within the company.
An intermediate product is neither a raw material nor a finished product, but goods that is produced and stocked. We call it an intermediate product because it is made from raw materials, but the goods must be prepared or further processed before it becomes a finished product. An intermediate product is thus included in the production of the finished product.
| Column header | Explanation |
|---|---|
| ID | Left blank. Do not overwrite. In this column, the ingredient is automatically provided with a unique ID. Do not edit or write in this column. If it is empty, it must remain empty. |
| Recipe, ID | Left blank. Do not overwrite. In this column, the recipe is automatically provided with a unique ID. Do not edit or write in this column. If it is empty, it must remain empty. |
| Recipe, Reference code | Must be: reference code from the Recipe Headers. In this column, the reference code is copied from the Recipe Headers tab for the recipe for which you want to specify an ingredient on this tab. |
| Recipe, Name | Must be: recipe name from the Recipe Headers. In this column, the recipe name is copied from the Recipe Headers tab for the recipe for which you want to specify an ingredient on this tab. |
| SKU, SKU Code | Must be: the SKU code of an existing SKU in tracezilla. Enter the SKU code of the ingredient used to produce the end product. The SKU code indicated here must be completely identical to the SKU code in the tracezilla. Feel free to copy the SKU code from tracezilla. |
| SKU, Global Name | Must be: The name of the existing SKU in tracezilla. Enter the name of the ingredient used to produce the end product. The SKU name of the ingredient must correspond to the SKU code indicated in the field next to this. The name must be completely identical to the name in the tracezilla, also in uppercase and lowercase letters. Feel free to copy the name from tracezilla. |
| Quantity | Can be: numbers. Specify the quantity of the ingredient to be used for the production of one recipe unit, according to the unit of measure in the next column. |
| Unit of Measure | Must be: the unit of measure with which the SKU is created in tracezilla e.g. kg, l, g, pcs. Specify the primary unit of measure for the ingredient. |
| Round to nearest | Can be: 1, 10, 100 or 1000. Here you can choose to round up to the nearest 1-1000 in the SKU’s unit of measure, e.g. grams. When a SKU is set up in kg and g, it is often preferred to set this to 100 g. Thus, a recipe that consumes 12,461 kg of a raw material will round to 12.5 kg. |
| Round to nearest, Unit | Must be: the unit of measure that decimals are allowed down to for the SKU e.g. g if the unit of measure is kg. Fill in the field with the unit of measure that the ingredient is set up to allow decimals down to. If an ingredient is measured in liters, decimals down to ml will typically be allowed. If packaging is set up in the primary unit of measurement pcs, it will also be pcs in this column. |
| Created | Left blank. Do not overwrite. This is the date of addition of the recipe’s ingredient in the format dd / mm / yyyy. Do not edit or write in this column. |
| Updated | Left blank. Do not overwrite. This is the date of the last update of the recipe’s ingredient in the format dd / mm / yyyy. Do not edit or write in this column. |
Workflow
If you have purchased tracezilla’s Power Pack, you will be able to set up some documents that show the workflows in connection with the production. The workflows do not appear on the standard documents.
Workflows do not have a functional meaning for a production order unless you combine it with tracezilla’s Tasks & Controls Module.
| Column header | Explanation |
|---|---|
| ID | Left blank. Do not overwrite. In this column, the workflow is automatically provided with a unique ID. Do not edit or write in this column. If it is empty, it must remain empty. |
| Recipe, ID | Left blank. Do not overwrite. In this column, the recipe is automatically provided with a unique ID. Do not edit or write in this column. If it is empty, it must remain empty. |
| Recipe, Reference code | Must be: reference code from the Recipe Headers. In this column, the reference code is copied from the Recipe Headers tab for the recipe for which you want to add a workflow on this tab. |
| Recipe, Name | Must be: recipe name from the Recipe Headers. In this column, the recipe name is copied from the Recipe Headers tab for the recipe for which you want to add a workflow on this tab. |
| Sequence | Here you can write numbers or letters that sort the tasks. For example, task A1 will be sorted before A2. You can also enter 01, 02, 03, etc. |
| Step, Name | Name the step in the workflow so you know what needs to be done when the workflow is carried out, e.g. “Mixing Dry Ingredients”. |
| Step, Description | It is optional to fill in the field. Here you can write a text with instructions for carrying out the workflow. |
| Expected duration | Enter in minutes how long you expect the workflow to take. You can specify the duration in seconds, where 0.5 minutes equals 30 seconds. |
| Duration is per recipe unit | Must be: Yes or No. Choose whether the duration should be multiplied by the number of recipe units on an order or whether the duration is fixed, regardless of how large quantities you produce. Eg. cleaning after production will typically take the same time (number of minutes) regardless of whether you have produced 500 or 1000 units. |
| Task, Reference code | Must be: the reference code that you have added to the task under Tasks > Master tasks. Here you can assign a task to the recipe’s workflow. It will trigger the task automatically when the recipe is used on a production order. Please note that the task should not have an automatic trigger, as in that case the task will appear twice on the production orders. |
| Created | Left blank. Do not overwrite. This is the date of addition of the recipe’s workflow in the format dd / mm / yyyy. Do not edit or write in this column. |
| Updated | Left blank. Do not overwrite. This is the date of the last update of the recipe’s workflow in the format dd / mm / yyyy. Do not edit or write in this column. |
Expected Unit Cost
On this tab you can add budget posts to your recipes. The budget post will be the expected cost of the production, e.g. wages for cleaning after the end of production.
It is optional to add a budget post. A budget post is added to the cost price of the goods being produced. So in addition to the value of the ingredients, additional costs that are to be included in the cost price calculation are added by adding a budget post.
| Column header | Explanation |
|---|---|
| ID | Left blank. Do not overwrite. In this column, the budget post is automatically provided with a unique ID. Do not edit or write in this column. If it is empty, it must remain empty. |
| Recipe, ID | Left blank. Do not overwrite. In this column, the recipe is automatically assigned a unique ID. Do not edit or write in this column. If it is empty, it must remain empty. |
| Recipe, Reference code | Must be: reference code from the Recipe Headers. In this column, the reference code is copied from the Recipe Headers tab for the recipe for which you want to specify a budget post on this tab. |
| Recipe, Name | Must be: recipe name from the Recipe Headers. In this column, the recipe name is copied from the Recipe Headers tab for the recipe for which you want to specify a budget post on this tab. |
| Memo | Can be: numbers and letters. Give the budget line a name or a short description. It can, for example, be a short text which describes the cost, e.g. “Wages for cleaning after end of production”. |
| Category | Can be one of the following: analysis, commission, customs_duty, financial, freight, labour, machinery, other, overhead, packaging, production, purchase_price, taxes, warehouse. The budget post will have this category, and the amount entered will appear in reports under this category, e.g. the cost breakdown report. |
| This is overhead | Must be: Yes / No. In tracezilla, there are two cost price calculation methods: expected and actual. By marking a budget post as overhead, it will be included in both the expected and the actual cost price calculation. This is relevant, for example, if your company produce goods and you would like to include the costs of production (depreciation of equipment, cleaning of equipment before / after production, start-up costs, wages, etc.), but this is not something for which you receive an invoice. |
| This is fixed | Must be: Yes / No. If the amount is fixed sum, such as freight, it must say Yes. The amount will thus only be included once, regardless of how many recipe units you produce. If the amount depends on how many recipe units are produced, e.g. how many bottles are bottled, it must say No. |
| Currency | Can be: EUR, GBP, USD, etc. Enter the currency in which the amount of the budget post should appear. |
| Amount | Can be: numbers. Enter the cost amount per recipe unit. If the budget post is fixed, enter the total amount of the cost regardless of how many recipe units are produced. |
| Created | Left blank. Do not overwrite. This is the date of addition of the budget post in the format dd / mm / yyyy. Do not edit or write in this column. |
| Updated | Left blank. Do not overwrite. This is the date of the last update of the budget post in the format dd / mm / yyyy. Do not edit or write in this column. |
Tags
On this tab you can give your recipes one or more tags. It is optional. In tracezilla, you can use tags to organize and structure content.
With recipe tags, you can limit the view of results to a specific group of recipes in the recipe overview. It can, for example, be recipes that are seasonal, which are tagged “Summer edition”. It can also be a tag for a specific product group or tags for a specific type of recipe, e.g. “Intermediate goods” / “Bulk”, “Finished product” or similar. Tags can also represent a specific process step in a production that has several recipes and that extends over a long period of time.
| Column header | Explanation |
|---|---|
| Recipe, ID | Left blank. Do not overwrite. In this column, the tag is automatically provided with a unique ID. Do not edit or write in this column. If it is empty, it must remain empty. |
| Recipe, Reference code | Must be: reference code from the Recipe Headers. In this column, the reference code is copied from the Recipe Heads tab for the recipe for which you want to specify a tag on this tab. |
| Recipe, Name | Must be: recipe name from the Recipe Headers. In this column, the recipe name is copied from the Recipe Heads tab for the recipe for which you want to specify a tag on this tab. |
| Tag | Can be: the name of an existing tag in tracezilla or a new tag. Give the tag a name or copy a name of an existing tag in tracezilla. The name can be text, but may also contain numbers. Newly created tags will have the color code Info, which is light yellow. |
| Created | Left blank. Do not overwrite. This is the date of addition of the budget post in the format dd / mm / yyyy. Do not edit or write in this column. |
| Remove | Must be: Yes / No. You have the option to add/keep and remove tags from recipes with the import template. If you want to keep or add a tag to a recipe, choose No in this field. If you want to remove a specific tag from the recipe, choose Yes. |
Contact tracezilla Support, if you need help or guidance. You can see our opening hours at www.tracezilla.com.