Managing Samples

This article explains how to add, evaluate and manage your Samples.

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• Why use Samples?
• Samples in C-sar
  • Adding samples in bulk
  • Adding samples one by one

• Evaluating Samples
  • Adding Green Grading
  • Adding a Cupping Session 
  • Adding Grades
  • Accepting/Declining Samples
• Managing Samples
  • Bulk-editing samples
  • Tracking samples by type
  • Grouping existing samples manually
  • Transferring samples to the Inventory
• FAQs

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Why use Samples?

As the demand for quality and transparency in coffee continues to rise, utilizing samples becomes essential.

Sampling allows you to track changes in coffee beans and gain a comprehensive and precise understanding of various offers. 

With Cropster, you have the tools to add, evaluate, and effectively manage your samples.

Samples in C-sar

You can manage your Samples with the online platform C-sar. 

1. Log in to the online platform C-sar. 
2. Navigate to the Samples on the main menu bar. You will be directed to the Samples overview page. 
3. By clicking on Add sample, you can add One or Many samples.
   
   
   

Adding samples in bulk 

1. A table will appear for data entry after you click on Many.
2. To customize the information captured, click on Columns, select the desired checkboxes, and then click Confirm.
   
3. Add the Sample name* and State* and all additional information to the samples.
   * indicates mandatory fields
   
   
4. Click on Import Samples to submit.

Adding samples one by one 

By following the steps below, you can add samples one by one:

1. Click One.
2. Customize input fields using the Customize fields button.
   
   
   
3. Enter Sample type* and any additional information.
4. Click on Create sample.

Evaluating Samples 

Adding Green Grading

 

1. Navigate to the Samples overview page.  
2. Click on the checkbox next to the sample(s) you would like to add green grading to. 
3. Select the dropdown next to Quality to add your physical analysis.
   
   

Adding a Cupping Session

1. Navigate to the Sample overview page.
2. Click on the checkbox next to the sample(s) you would like to add cupping session to.
   
3. Select the dropdown next to Quality to add your sensorial analysis.

Adding Grades

1. Enable the Grade column via the Customize button in the upper right corner.
   
2. Click the + sign to add a grade and enter the grading.
3. Finalize it by clicking on Save.

Accepting/Declining Samples 

There are two ways of accepting/declining Samples:

1. Enable the Rating column using the Customize button on the Sample overview page.
   
   
2. Rate your samples by clicking the corresponding SG number on the sample's details page. Select +Comment to add notes or observations to the sample. 
   
   
   

Managing Samples 

Bulk-editing samples 

To update multiple samples simultaneously, use the bulk editing feature.

By following the steps below, you can bulk-edit your samples: 

1. Check the boxes for the samples you want to edit, then click the pencil icon at the top of the page.
   
2. A table with the selected samples will appear:
   
3. Click the Columns button in the top right to customize your columns.
4. Click Save samples to submit. 

Tracking  samples by type 

Cropster allows you to track the entire coffee lot acquisition process.

You can currently tag a lot with the following sample types:

• Type sample
• Offer
• Spot offer
• Pre-shipment
• Arrival
• Evaluation

You can also track samples by type and duplicate existing samples to tag them with a new type instead of creating new entries.

By following the steps below, you can duplicate existing samples:

1. Click on the corresponding SG number on the Sample overview page. 
2. Scroll down on the detail page until the Quality information section and +Add sample. 
   
   
3. Enter the Sample type*, Sample weight, and Location.
4. Click Create to submit. The new sample will be grouped with the existing lot automatically.
   
   
   

Grouping existing samples manually

Samples from the same lot are grouped.

By following the steps below, you can manually group unlinked samples:

1. Check the box next to the samples you wish to group.
2. Navigate to Manage > Group Samples.
   
   
3. If you grouped the wrong samples, click the SG-tag of the sample you want to ungroup, then select Manage > Remove from group.

Transferring samples to the (Green) Inventory

By following the steps below, you can easily transfer selected samples to the (Green) Inventory for complete traceability of your lots:

1. Navigate to the Samples overview page.
2. Select the Samples you would like to transfer to your (Green) Inventory. 
3. Click Manage > Add to inventory.
4. All Samples of a sample group show up in a list. 
   • Enter an Inventory Name. 
   • Select the Location you want to register your Green inventory for. 
   • Enter the Weight you want to register. 
   • Check Mark as consumed if you want to mark the transferred samples as consumed.
     
5. Click the Add to green inventory button to confirm.

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FAQs

What if the variety I'd like to add to my sample is not on the list of varieties?

You can simply add a new variety to your Samples. 

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Related content

• Adding custom varieties 
• Using sensorial sessions
• How to transfer a sample to the Inventory

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Congratulations! You are now ready to manage your Samples!

Your opinion matters. If you have further questions, feedback, or concerns, please submit a support ticket directly from support.cropster.com.