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. 

Samples in C-sar

To access the Samples, you need to follow these steps:

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. After you click on Many, a table will appear where you can enter your data.
2. To customize the information you would like to capture, click on Columns and the respective checkboxes with the information you would like to add. Click on Confirm to finalize. 
   💡By adding Varieties, you are also able to add custom varieties to your samples. 
   
3. Add the Sample name* and State* and all additional information to the samples.
   * is indicating mandatory fields. 
   
   
4. Click on Import Samples to submit.

Adding samples one by one 

You can add your samples one by one by following the steps below:

1. If you would like to enter a single sample at a time, click One.
2. The input fields can be customized via the Customize fields button.
   💡 As long as no weight adjustments are made to the sample, registration dates can be edited later on.
   
   
   
3. Enter Sample type* and all the information you'd like to add.
4. Click on Create sample to add it to your Samples. 

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. By clicking on the drop-down next to Quality, you can add your physical analysis.
   📚 Learn how to enter and review green grading information. 
   
   

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. By clicking on the drop-down next to Quality you can add your sensorial analysis.
   📚 Learn how to use Sensorial Sessions (Cupping sessions).

Adding Grades

1. If the Grade column is not available, enable the view via the Customize button in the upper right corner of your window.
   
2. Add a Grade by clicking on the + sign 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 via the Customize button on the Sample overview page.
   
   
2. Rate your samples via the Sample detail page by clicking on the respective SG number. 
   💡 By selecting the +Comment option, you can add notes or observations to the chosen sample.
   
   
   

Managing Samples 

Bulk-editing samples 

If you would like to update sample information for more than one sample at a time, you can use the bulk editing feature. 

1. Select the samples you wish to edit by checking the corresponding boxes, then click the pencil icon located in the menu at the top of the page.
   
2. A table with the selected samples will appear:
   
3. Customize your columns by clicking on the Columns button on the top right side of the page. 
4. Once you are done editing, click Save samples to submit. 

Tracking  samples by type 

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

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

💡 You can track the samples by their type. Instead of entering a new sample, you can duplicate samples and tag them with a new sample type.

1. To add a new sample to an existing lot, you need to click on the corresponding SG number on the Sample overview page. 
2. You need to scroll down on the detail page until the Quality information section and +Add sample. 
   
   
3. Enter the Sample type*, Sample weight, and Location, then click on the Create button to submit.
   
   
   

Grouping existing samples manually

Samples that are created from the same lot are grouped. To group samples that are not already linked, you can do so by following these steps:

1. Select the samples you want to group by checking the box next to the samples.
2. Go to Manage > Group Samples.
   
   
3. If you have mistakenly grouped the wrong samples, enter the sample you would like to ungroup by clicking on the SG-tag of the sample and clicking Manage > Remove from group. 

Transferring samples to the Inventory

If you have decided to order certain samples for your production, you can easily transfer the Samples to the Inventory to ensure full traceability of your lots. 

1. Go 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 feel free to reach out by submitting a support ticket directly from support.cropster.com.