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Chemical Import Instructions Document

 

Importing Chemical Products and your company's usage requires that adequate company data is already entered/imported in Safety Management Suite.  Imports or data entry should be completed in the following order as it relates to Chemicals:

  1. Locations
  2. Work Areas
  3. Chemical Products
  4. Safety Data Sheets
  5. Company Chemical Usage
  6. Chemical Identifiers

 

Once Locations and Work Areas have been imported/entered, you can proceed with the remaining chemical details.  The following tables provide information on each of the fields in the import templates for chemicals, along with units of measurement and container types.

 

 

Chemical Products

DATA FIELD

REQUIRED?

MAX
 CHARACTERS

INSTRUCTIONS

Reference Number

No

50

Enter a unique number to identify this record in the system for future imports and updates. If left blank, a reference number will be automatically populated.

Product Name

Yes

300

Enter the product name. *Product name should be the same as what is on the SDS.

Manufacturer Name

Yes

200

Enter the name of the Manufacturer.

Manufacturer Part Number

No

300

Enter the Manufacturer's ID for the product. (Some SDSs call it a Product ID Number)

UPC

No

100

Enter the UPC for the product

Physical State

No

 

Enter the Physical State of the product (Solid, Liquid, or Gas)

Date of Purchase
(MM/DD/YYYY)

No

10

Enter the date of purchase in the MM/DD/YYYY format

State of Purchase

No

50

Enter the state or province of purchase

Chemical Identifiers

No

100

This is a unique way to be able to filter your products. You can populate/chose your own chemical identifiers in your Company Data section, and then add them to the Chemical Identifiers column of the product template.

Product Synonyms

No

300

Enter any other words or names that are used to describe the product at your workplace. 

Manufacturer Phone Number

No

20

Enter the phone number of the Manufacturer

Manufacturer City

No

50

Enter the city of the Manufacturer

Manufacturer Country

No

50

Enter the country of the Manufacturer. Can use full name or 2 letter abbreviation. Must match an existing country in SMS's database.

Manufacturer State/ Province

No

2

Enter the state/province of the Manufacturer. Use 2 letter abbreviation for full name of state/province. Must match an existing state or province in SMS's database.

Manufacturer Emergency Phone Number

No

20

Enter the emergency phone number for the manufacturer. 

Find and monitor SDS

No

 

Select YES if you would like Safety Management Suite/J.J. Keller to obtain the SDS for your product and monitor for updates. Select NO if you rather manage on your own. *If left blank, it will default to NO.

 

Company Chemical Usage

DATA FIELD

REQUIRED?

MAX
 CHARACTERS

INSTRUCTIONS

Reference Number

Yes

50

Enter the Reference Number for the corresponding chemical product record.

Usage Title

Yes

30

Enter a title noting the usage of the product

Location Name

Yes

100

Enter a value that matches an existing Location Name

Work Area

Yes

100

Enter a value that matches an existing Work Area, or create new.

Start Date

Yes

 

Enter the start date of the use in the MM/DD/YYYY format.

End Date

No

 

Enter the end date of the use in the MM/DD/YYYY format.

Quantity

No

12.2

Enter the quantity of the product used.  Can be up to 12 digits with 2 decimal values

Volume / Weight Each

No

12.2

Enter the measure - the weight or volume -  of the quantity used.  Can be up to 12 digits with 2 decimal values

Container Unit of Measure (UoM)

No

 

Enter the volume of the product container from the pre-defined unit of measure list.

Container Type

No

 

Enter the type of Container from the pre-defined container list. 

 

 

Safety Data Sheets

DATA FIELD

REQUIRED?

MAX
 CHARACTERS

INSTRUCTIONS

Reference Number

Yes

50

Enter the Reference Number for the corresponding chemical product record.

SDS Product Name Yes   Enter the SDS Product Name as it is written on the SDS

Full File Name

Yes

 

Enter the exact name of the file for the SDS.  Must be unique. Do not include the file extension.

GHS- Compliant - YES / NO

Yes

 

Select YES if this SDS is GHS-Compliant.

Added By

Yes

150

Enter the name of the person adding this SDS. 

Version Date

Yes

 

Enter the version date on the SDS.  MM/DD/YYYY

Primary - YES / NO

Yes

 

Only one SDS per chemical can be marked as Primary.  The Primary version of the SDS will be used to populate the chemical label, and will be the version that is available for download on the Product List page.

Include in Binder - YES / NO

Yes

 

Select YES if this SDS should be included in the Binder.

Language

Yes

 

Enter English, Spanish or another language from the pre-defined Language list.

 

 

Chemical Attachments

DATA FIELD

REQUIRED?

MAX
 CHARACTERS

INSTRUCTIONS

Reference Number

Yes

50

Enter the Reference Number for the corresponding chemical product record.

Full File Name

Yes

 

Enter the exact name of the file.  Must be unique.

Description

No

7000

Enter the description of the file attachment.

 

 

SMS Unit of Measure List

Gram

Gallon (Britain)

Kilogram

Gallon (US)

Centigram

Pint (Britain)

Milligram

Pint (US)

Microgram

Pound

Megagram

Pound (troy)

Ounce (US)

Ton (long)

Ounce (Britain)

Ton (metric)

Ounce (solid)

Ton (short)

Ounce (troy)

Kiloton (long) (Britain)

Liter

Kiloton (short) (US)

Microliter

Kilotonne (metric)

Milliliter

Teaspoon

Centiliters

Tablespoon

Kiloliter

Cup

Quart

Bushel

Cubic Centimeter

Dram

Cubic Foot

Peck

Cubic Inch

Stone

Cubic Meters

Pennyweight

Cubic Yards

Carat


SMS Container Type List

Bag (Paper)

Carboy (Plastic)

Bag (Paper, Multi Wall, Water Resistant)

Composite Packaging

Bag (Plastic)

Cylinder

Bag (Textile, Ordinary)

Cylinder (Aluminum)

Bag (Textile, Sift Proof)

Cylinder (Glass)

Bag (Textile, Water Resistant)

Cylinder (Metal Other Than Steel Or Aluminum)

Barrel (Aluminum)

Barrel (Fiberboard)

Cylinder (Steel)

Barrel (Metal other than Steel or Aluminum)

Drum (Aluminum, Closed Head)

Barrel (Natural Wood)

Drum (Aluminum, Open Head)

Barrel (Plastic)

Drum (Fiberboard)

Barrel (Plywood)

Drum (Metal Other Than Steel Or Aluminum, Closed Head)

Barrel (Reconstructed Wood)

Barrel (Steel)

Drum (Metal Other Than Steel Or Aluminum, Open Head)

Bottle (Glass)

Bottle (Plastic)

Drum (Plastic, Closed Head)

Box (Aluminum, Inner Lining or Coating)

Drum (Plastic, Open Head)

Box (Aluminum, Ordinary)

Drum (Steel, Closed Head)

Box (Cardboard)

Drum (Steel, Open Head)

Box (Fiberboard)

Jerrican (Aluminum, Closed Head)

Box (Metal Other Than Steel Or Aluminum)

Jerrican (Aluminum, Open Head)

Box (Natural Wood, Ordinary)

Jerrican (Plastic, Closed Head)

Box (Natural Wood, With Sift Proof Walls)

Jerrican (Plastic, Open Head)

Box (Plastic, Expanded Plastic)

Jerrican (Steel, Closed Head)

Box (Plastic, Solid Plastic)

Jerrican (Steel, Open Head)

Box (Plywood)

Rail Car

Box (Reconstructed Wood)

Silo

Box (Steel, Inner Lining or Coating)

Tank Above Ground

Box (Steel, Ordinary)

Tank Below Ground

Can (Aluminum)

Tank Inside Building

Can (Metal Other Than Steel Or Aluminum)

Tank Wagon

Can (Steel)

Tote Bin


 

SMS Language List

English

Italian

Spanish

Japanese

Afrikaans

Korean

Arabic

Latvian

Bulgarian

Lithuanian

Catalan

Malay

Chinese

Norwegian

Chinese (traditional)

Other

Croatian

Polish

Czech

Portuguese

Danish

Romanian

Dutch

Russian

Estonian

Serbian

Finnish

Serbo-Croatian

French

Slovakian

German

Slovene

Greek

Swedish

Hebrew

Thai

Hungarian

Turkish

Icelandic

Ukrainian

Indonesian

 
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