Suppliers
Need help responding to an email request for data?
GreenSoft Technology partners with manufacturers around the globe to collect substance and compliance data from supply chains.
Below, please find detailed directions on how to complete the spreadsheet you received via email and provide the requested information to GreenSoft, and answers to frequently asked questions.
Please be aware that the specific spreadsheet that you received is customized per your customer requirements. Your spreadsheet may contain only some of the tabs detailed below, and/or may contain additional tabs specific to your customer that are not mentioned below.
If you have any additional questions or need assistance, please feel free to contact us using the form at the bottom of this webpage.
Spreadsheet Instructions
Combined Template Excel Spreadsheet Directions
1) The email that you received from GreenSoft contains an Excel file titled “Your Customer’s Company Name_Your Company Name_combined-template.xlsx”.
This Excel file will contain multiple tabs where you can enter the requested information directly into the file.
A typical Excel file received from GreenSoft will contain the following tabs. Complete the following steps to provide information into the following tabs of the Excel file:
a) Navigate to the “Instructions” tab to see a list of the regulations in-scope for this request, as well as reference links for those regulations.
b) Review the “PN List” tab, which lists each part that is in-scope for this data collection project, and the current collection status of that part for each specific requirement.
- The “PN List” tab contains multiple sections, noted in Row 1.
- Section-A contains the part number and manufacturer information. Section-A is completed by GreenSoft.
- Sections B through G contain each specific requirement (Life-Cycle Information, Component Weight, FMD, RoHS, etc). Sections B through G are completed by GreenSoft. (Please note: Your Excel file may not contain all sections from B to G, as we will only list the specific requirements that your customer has requested.) Cells will be marked as:
- “Received” – If the cell is marked “Received,” then GreenSoft has obtained the information for that specific requirement on the part number already, and you do not need to supply information for that requirement on that part number.
- Blank – If the cell is left blank, then the compliance information for that specific requirement is still missing and needs to be provided in the corresponding sheets.
- The final section is titled “Notes.” If you do not recognize a part number, or if you have any comments or corrections on a part number, list your comments in this “Notes” column.
c) For parts with blank cells indicating missing information (in Sections B through G), supply the requested information on the corresponding tabs:
- Navigate to the “PN List” tab to see a list of the parts in-scope for this request. Complete Section C and Section D on this tab by entering the collection status for each part number on the category of information listed in each column.
- Navigate to the “Part_Weight” tab and enter the part weight and part weight (UOM) for each part number listed.
- Navigate to the “FMD” tab and include a hyperlink or attachment to the Full Material Declaration (FMD) document for each part number listed, or mark “N/A” if an FMD document is unavailable for any given part.
- Navigate to the “Declaration_of_Compliance” tab and enter your company information into the form to attest that all statements made in the Excel file are valid and true.
2) Next, complete the regulation-specific tabs that are included in the Excel file. The Excel file that you receive will be customized based on the regulations in-scope for your customer’s data collection project. The Excel file will contain some or all of these tabs, and may contain additional customer-specific tables that are not included below:
a) Navigate to the “EU_RoHS” tab and enter the EU RoHS compliance status for each part number listed.
b) Navigate to the “EU_REACH_SVHC_###_and_SCIP” tab and enter the SVHC compliance status and substance information for each part number listed.
c) Navigate to the “Annex_XIV_########” tab and enter the REACH Annex XIV compliance status and substance information for each part number listed.
d) Navigate to the “Annex_XVII_########” tab and enter the REACH Annex XVII compliance status and substance information for each part number listed.
e) Navigate to the “US_EPA_TSCA_6h” tab and enter the TSCA compliance status and substance information for each part number listed.
f) Navigate to the “EU_POP-######” tab and enter the EU POPs compliance status and substance information for each part number listed.
g) Navigate to the “All_PFAS_######” tab and enter the PFAS compliance status and substance information for each part number listed.
h) Navigate to the “MEPC_####” tab and complete the information in all of the tables provided.
3) Reply to the email that you received and attach your completed Excel file, as well as any supporting documents such as Certificates of Compliance (CoCs).
4) Before submitting your data to GreenSoft, please verify that no ITAR-related parts are included. GreenSoft Technology does not process or collect data on ITAR-related parts. While our data collection team ensures that ITAR-related parts are excluded from the parts list we provide, we strongly recommend double-checking your data to confirm compliance before sending it to us.
5) Once you send your response to GreenSoft, you will receive a confirmation email within 5 business days. You may be contacted by GreenSoft again for any needed clarification or follow-up to the information that you provided.
FMD Template Excel Spreadsheet Directions
Some companies may also receive an FMD Template Excel Spreadsheet in their data collection request email from GreenSoft Technology. If the email you received includes an FMD Template Excel Spreadsheet, please read the following directions on how to complete this spreadsheet and provide the requested information to GreenSoft.
1) The email that you received from GreenSoft may also contain an Excel file titled “FMD_template.xlsx”. (FMD = Full Material Declaration).
This Excel file will contain one tab where you can enter the requested information directly into the file, and multiple tabs with example FMDs for different types of products.
Complete the following steps to provide information into the FMD Template Excel file:
a) Navigate to the “Format” tab and enter the requested FMD information into the blank form. Remember to include a Date at the top of the form.
b) To view Example FMDs, navigate to the various “Example” tabs for reference.
2) Reply to the email that you received and attach your completed Excel file, as well as any supporting documents such as Certificates of Compliance (CoCs).
3) Before submitting your data to GreenSoft, please verify that no ITAR-related parts are included. GreenSoft Technology does not process or collect data on ITAR-related parts. While our data collection team ensures that ITAR-related parts are excluded from the parts list we provide, we strongly recommend double-checking your data to confirm compliance before sending it to us.
4) Once you send your response to GreenSoft, you will receive a confirmation email within 5 business days. You may be contacted by GreenSoft again for any needed clarification or follow-up to the information that you provided.
Frequently Asked Questions
Who is GreenSoft Technology and why are you contacting me?
GreenSoft Technology is a leading provider of software and services for environmental compliance management. We help our customers comply with environmental regulations such as EU REACH, EU RoHS, Conflict Minerals, California Proposition 65, and other regulations.
One of your customers has contracted GreenSoft Technology to collect and validate data from their supply chain, including your company. We are reaching out to you on behalf of this customer to request substance data and compliance information on the parts that you sell to this customer. The name of this customer should be included in the email that you received from GreenSoft.
I received an email from NAME@greensoft-usa.com, is that legitimate?
Yes. GreenSoft Technology maintains two email domains: @greensofttech.com and @greensoft-usa.com. Emails requesting information from suppliers are typically sent from @greensoft-usa.com email addresses. These are legitimate emails from GreenSoft Technology.
What do you need from me?
Please refer to the Excel spreadsheet sent to you from GreenSoft to see the specific information we are requesting. Directions on how to read and complete the Excel spreadsheet are above.
What templates should I use to submit the requested data?
When providing EU RoHS, EU REACH, and other regulation compliance statements, you may use your own template or one of the templates that we have provided you in the initial email from GreenSoft. Please note that valid compliance statements must include your company logo and an authorized signature.
For Conflict Minerals requests, please use the version of the Conflict Minerals Reporting Template (CMRT) or Extended Minerals Reporting Template (EMRT) that was included in the email you received from GreenSoft. CMRT and EMRT forms are updated regularly, and the most recent version number of the form needs to be used. The email you received from GreenSoft will include the most recent version number of the CMRT and/or EMRT form.
I already provided a response, why are you emailing me again?
As part of our data validation process, our team may need to follow up with suppliers like you for additional information, documentation, clarification or corrections to the responses that you previously submitted. Please refer to the follow-up email you received from GreenSoft to see what additional information or clarification is being requested. If you believe the follow-up email was sent in error, please submit your information in the contact form below so that we may review and provide additional assistance.
Can I speak to the individual who sent the request?
Our data collection Project Engineers work in our office in China, but we have additional Support Engineers and Project Managers in the US and EU who can also assist you. If you need additional assistance or want to speak to someone via phone, please submit your information in the contact form below, and one of our US or EU-based Support Engineers or Project Managers will get back to you.
We don’t make this part anymore.
A part may continue to be used in your customers’ products even though it has been discontinued on your end. As such, the product containing the part must still comply with certain regulations, and your customer still needs the requested data in order to prove their product is in compliance with those regulations. For this reason, we ask that you please provide the requested information to the GreenSoft agent that contacted you on behalf of your customer.
The company listed in the email is not our customer.
Some companies may have purchased your parts through a third party or distributor, so you may not recognize the customer name listed in the email as one of your direct customers. However, since the company does use your part(s) in their products, we ask that you please provide the requested information to the GreenSoft agent that contacted you on behalf of that company.
What are ITAR parts?
ITAR stands for the International Traffic in Arms Regulations, which is a United States regulation to restrict and control the export of defense and military related technologies to safeguard U.S. national security. GreenSoft Technology does not process or collect data on ITAR-related parts. Our data collection team will not include ITAR-related parts in the parts list that we send you; however, before sending your data to GreenSoft, you should double-check to make sure that none of the parts data that you send us is for ITAR-related parts.
Contact Us
Still need help?
Our customers are committed to maintaining the highest standards of quality and compliance in their supply chains, and they rely on the participation and cooperation of suppliers like you to achieve this goal.
GreenSoft Technology is here to help facilitate this supply chain communication. Please feel free to reach out to us with any additional questions or concerns to you may have.
Together, we can ensure that you are meeting your customers’ regulatory standards and compliance requirements. Thank you for your partnership and commitment to quality.
