File and issue safety data sheets

If you make candles, soap or anything with chemistry in it, you need two kinds of safety data sheet: the ones your suppliers send for what you buy, and your own for what you sell. Keelvy keeps the first against the material and writes the second from the bill of materials.

File a supplier’s sheet

Open the material in Warehouse → Materials and go to Files.
Upload the document and choose the kind Safety data sheet.
Enter the Revision date: the date printed on the document, not the day you uploaded it. Nothing expires on it.

On the material card, Safety data sheet records whether you need the supplier’s sheet: Required or Not required. Materials marked as needing one with none on file are listed with the materials filter Safety data sheet → Needed, none on file, so the gaps are visible rather than assumed away. Specialized data → Regulatory identity holds what a sheet would state about the substance, copied from the supplier’s own sheet.

Say what goes on your own sheets

Your own sheet’s section 3 lists what the product contains, built from its bill of materials. Decide per material how it is declared. On the material card, Our safety sheets:

Always: declared in section 3 of every sheet that reaches it.
Never: left out of every sheet. A material with its own specification hides the substances inside it too.
Inherit: follows the chemistry, declared once a CAS number or another regulatory fact is stated.

A line on a bill of materials can state its own answer: Include, broken down into its constituents, Include as a single ingredient or Do not include. You can set the material setting for many materials at once with Safety sheets… in the materials bar.

Write the shared wording once

In Settings → Data-sheet templates, switch Template type to Safety data sheet and click Add template. A template holds the wording every sheet inherits. Write each language separately: a sheet can only be started in a language its template has wording in. A subsection you leave empty prints “Not applicable” on one line.

Under Applies to, assign the template to a product category, a material category, a product or a material. An item overrides its category. A correction to a template reaches sheets in preparation, never sheets already issued.

Prepare and issue a sheet

Open the bill of materials in Production → Bill of Materials and go to Safety data sheet.
Click Prepare a sheet and choose the language. The sheet starts from the template.
Type wording only where this product differs. Everything else shows Inherited from the template.
Check Before this can be issued: you may issue documents, a company owns a location where production happens, somebody at that company may sign a safety data sheet, and section 3 declares the chemistry the product contains. If a substance is silent, declare it on the lines or exclude it on purpose.
Correct the Manufacturer block (section 1.3) if needed, choose the Issuing company and Signatory, and click Issue.

Issuing freezes every word. A correction is a New revision that supersedes the issued one, and the older one reads Replaced by a later revision. While a sheet is in preparation, issue or archive it before starting another. Preview and Print show the sheet, which has sixteen sections, with composition shares printed as ranges.

Know when a sheet is stale

If the declared chemistry changes after you issue, the specification flags Reissue needed — the declared chemistry has changed and lists what appeared, disappeared or moved. A substance that appears or disappears is always flagged. Others are judged against a threshold an administrator sets in Settings → General under When a safety data sheet goes stale.