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1.Purpose of the file
This file defines the raw material substitution rules applied in Mass Balance (MB) PCF calculations for finished products.
For each finished product and production year, it specifies which raw material (raw_material_to_substitute) should be replaced by an alternative raw material (raw_material_code_substituted_with) in the Bill of Materials (BOM) used for PCF computation. This mechanism supports RSPO Mass Balance and similar sustainability certification schemes, where a certified raw material is substituted for a conventional one in the PCF calculation.
The substitution rules defined here are applied by the PCF tool to adjust the BOM composition before emission factor calculations are run, ensuring that the PCF for MB finished products correctly reflects the certified raw material mix.
2. File Structure
2.1. List of tabs
| Sheet Name | Description | Mandatory | Comment |
Sheet1 | Main data entry sheet. Contains the MB raw material substitution rules per finished product and production year. | YES | Don't delete this sheet |
2.2. Main columns description
SHEET: Sheet1
| Field | prod_year | finish_product | finish_product_name | raw_material_to_substitute | raw_material_name_to_substitute | raw_material_code_substituted_with | raw_material_name_substituted_with | comment |
| Description | Calendar year for which the PCF data is reported. | SAP Finished Product Code uniquely identifying the purchased material. | SAP Finished Product Name as registered in the ERP system. | SAP Raw Material Code uniquely identifying the purchased material to be substituted | SAP Raw Material Name as registered in the ERP system. | SAP Raw Material Code uniquely identifying the purchased material to be susbtituted with | SAP Raw Material Name as registered in the ERP system. | Comments inserted by the data owner related to the value inputed |
| Data Type | String YYYY | String | String | String | String | String | String | Not mandatory field. |
| Mandatory | YES | YES | YES | YES | YES | YES | YES | String |
| Validation / Allowed Values | e.g. 2024, 2025 | e.g. PF2_020/208483 | Free text; must match SAP record | e.g. PF2_020/208483 | Free text; must match SAP record | e.g. PF2_020/208483 | Free text; must match SAP record |
3. Filling instructions
| Field | Instructions |
| Sheet1 | • Complete all mandatory fields for every row. Rows with missing mandatory values will be rejected during upload. • Each row defines a single substitution rule: for a given finished product and production year, one source raw material (raw_material_to_substitute) is replaced by one certified alternative (raw_material_code_substituted_with). • A single finished product may have multiple substitution rules (one row per raw material to substitute). This is valid and expected. • prod_year must be a 4-digit string representing the calendar year (e.g. 2024, 2025). • All SAP codes (finish_product, raw_material_to_substitute, raw_material_code_substituted_with) must exactly match the codes registered in SAP. • SAP names (finish_product_name, raw_material_name_to_substitute, raw_material_name_substituted_with) must match the SAP ERP record. • Duplicate rows (same prod_year + finish_product + raw_material_to_substitute + raw_material_code_substituted_with) will be rejected during upload. • Do not modify, add, or remove columns. |
4. Maintenance best practices
Please comply with the following instructions to maintain the file:
• Always keep the original structure (do not add/remove columns without approval).
• Update only the necessary fields.
• Save a backup copy before any major changes.
• Respect data confidentiality.
5. Contact Points
| File owner | Hubert Sizaret |
| Technical Support | Camille Faure Laëtitia Arantes |
The data owner will receive the error file by email and will be responsible for making any necessary manual corrections.
For any questions or issues, please contact the responsible person listed above.
Please strictly follow these guidelines to ensure data quality and reliability.