What is my inventory?
Your inventory is a library of your past declarations that have already been submitted. You can reuse them in your traceability forms, at different levels:
Your buyer's declaration section: you are asked about the same production more than once, for example because the same items are sold to several buyers.
Your sourcing section: you use the same sourcing for several productions.
"Your buyer's declaration" – reuse a manufactured item
Select Yes, I've already filled out a form for the same production before, then search your inventory for the item. The whole form is pre-filled, except the transaction details with this buyer, which you enter every time.
Use this only if: you produced a single batch of an item and then sold parts of it to different buyers.
Example: you are a fabric mill. You produced one batch of fabric and shipped meters of it to several customers. Select the fabric from your inventory and simply add each buyer's specific transaction details in each form.
Do not use this if anything about the production is different: a new batch, different suppliers, different subcontractors, a different composition or process. In that case, select Yes, but I have never filled in a form for this production and fill in the form from scratch.
"Your sourcing" – reuse a sourced article
Select From my inventory, then search for the purchased item. The sourcing section is pre-filled.
Use this only if: you used the same purchased item, from the same order (article reference, same supplier, same PO), to make several of the products you sold.
Example: you are a garment maker. For one client, you bought one fabric (same reference, same supplier, same PO) and used it to make several different products. You fill in the buyer's declaration and involvement sections for each product, but you can reuse the same fabric from your inventory in every sourcing section.
Do not use this if the fabric came from a different order or a different supplier, even if the reference looks the same. Declare it as a new sourced article.
Sum-up
Action | Select | When |
Your buyer's declaration |
| Same production batch, but dispatched to several buyers. Everything except the transaction with your buyer must be identical to the form you already submitted. |
Your buyer's declaration create a new item |
| A new production batch with any change at all: supplier, subcontractor, composition, technique, sourcing… |
Your sourcing reuse an item you purchased |
| Same purchased item from the same order placed to your vendor (same reference, same supplier, same PO), used to make several articles |
Your sourcing create an item you purchased | Fill in manually | Different order or different supplier, even if the purchased reference looks the same |
Why can't I edit pre-filled information in the form?
When you pull an item from your inventory, the platform assumes the production or purchase is identical, so the pre-filled fields are locked in the form. If the pre-filled information doesn't match:
The production or purchase is different (other supplier, other PO, other subcontractors, etc.) → don't use the inventory. Create a new item by filling in the form normally.
You spot a mistake in the original declaration → correct it at the source, in My Inventory. Remember this correction will apply to all linked forms. Click here to learn how to manage and edit data in your inventory.
Golden rules
One production = one form = one inventory item. A new season, a new batch or a new order is a new entry, even if the product looks the same.
Reuse only when it's identical. Same item, same batch, same suppliers, same subcontractors; or same purchase, same PO, same supplier.
Edit the inventory only to fix real mistakes, never to adapt an old item to a new production.
When in doubt, fill in a new form. It takes a little longer, but it keeps your traceability data accurate.