Product Manager FAQS

The easy way to get answers to the most frequently asked questions.

Use the search box below to search the Product Manager FAQs.

  • Cosmetri GMP FAQs click here
  • General FAQs click here.

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Compliance


  • Can Product Manager help with my safety assessment / CPSR?
    You can use Product Manager to manage your safety data which can be exported as the basis for the safety assessment - also known in the EU as the Cosmetic Product Safety Report (CPSR). Safety calculations such as Max. Daily Exposure, SED and MoS are performed and all safety data can be exported to Excel. In 2021 a new template-based CPSR module will be released for generation of the safety assessment. Please note, that in countries where the safety assessment is a requirement (such as in the EU), the CPSR must be physically signed by a person qualified to serve in the role as a safety assessor. See the Product Manager User Guide for further support.
  • I cannot find an ingredient when entering an INCI or CAS no.

    Product Manager's ingredients database includes over 31,000 single ingredients for possible use in cosmetics and personal care products. Over 99% of required ingredients can be found in this list. If you search for an ingredient in any of the following pages/tabs of Product Manager and cannot find the ingredient, a ‘Submit Ingredient Request’ button will be displayed. Before contacting us, please do the following:

    1. Contact your supplier wherever possible, if the ‘missing’ ingredient is not clearly stated in any raw material SDS in terms of its INCI and CAS no. (see section 3 of the SDS).
    2. Use Google to verify that any INCI and/or CAS you have is correct. Check for example, if you are confusing the common or chemical name with the INCI.
    3. Check on the CosIng website that the ingredient is available there and is not in Annex II (banned substances). Here is the link:

      http://ec.europa.eu/growth/tools-databases/cosing/index.cfm?fuseaction=search.simple
    4. In CosIng and Product Manager, try searching for a narrower match of the INCI string you have instead of the entire INCI. For example, instead of entering “1,4 CYCLOHEXANEDIOL BIS-ETHYLHEXANOATE”, try “CYCLOHEXANEDIOL” and look for matches in the search results.

    If the above steps show that the ingredient is available in CosIng and permitted for use in cosmetics and personal care products but cannot be found in Product Manager, please then forward the details of the ingredient to us and we will investigate.

  • What are the regulatory requirements for traceability?
    A central pillar of the cosmetic regulatory framework in most countries is compliance with Cosmetics Good Manufacturing Practices (GMP) ISO 22716. For example, in the EU compliance with Regulation (EC) No 1223/2009 requires adherence to GMP and stipulates i). maintenance of complete and accurate documentation (para. 17) and ii). change control (para. 15). Paragraphs 6.4.4 and 7.2.1.2 set out requirements for documenting all batches of raw materials used to manufacture your product, as well as information on each supplier. Complying with ISO 22716 therefore extends responsibility above and beyond the regulatory requirements for maintaining up-to-date product information files (PIFs), resulting in complex and time-consuming administration for companies that have no effective system for managing these tasks.
  • What does an ingredient displayed as CMR1B (or CMR1A) mean?
    A substance classified as CMR1B (or CMR1A) is prohibited in many countries from use in cosmetic products. By way of exception, the authorities may adopt measures for the authorization of these categories of substances. For example, in the EU all of the following conditions listed in article 15, paragraph 2 must be fulfilled:
    • No suitable alternative substances are available,
    • The application is made for a particular use of the product category with a known exposure, and
    • Assessment by the Scientific Committee for Consumer Safety (SCCS) of the European Commission concluding to the safety for use in cosmetic products.
  • Can I import my own compliance data to my Product Manager account?

    Since regulatory data tends to be periodically updated by the responsible authority, we do not recommend importing such 'static' data to your Product Manager account. If you require additional compliance data and can provide us with a link to the official source data, we’ll be happy to review this and assess the possibility for including this data in Product Manager. Please contact us.

  • Does Product Manager also submit my products to the CPNP if in the EU?
    Since the European Commission's CPNP portal does not allow integration with any third-party services such as Product Manager, you must submit your products manually. Entering and managing your product in Product Manager is a useful preparation for submitting your new product to the CPNP.
  • How often is regulatory data updated in Product Manager?

    Compliance data is updated on a quarterly basis. Please note that the regulatory authority may not publish updates as regularly as this. EU CosIng data is updated daily. When checking compliance for an ingredient in your formula, you’ll see the date the data was last updated in Product Manager and the date it was published by the authority.

    For further details on the compliance features and regulatory data available in Product Manager click here.

  • What are the legal consequences if I am not compliant?

    By maintaining batch traceable, up-to-date dossiers/PIFs for each of your products, following Cosmetics Good Manufacturing Practices (GMP) and exercising due care by consulting with a qualified, competent safety assessor, you will be positioned well for gaining compliance in whichever country you sell your products.

    In our experience, most businesses fall foul of the regulators due to simple mistakes, or by not understanding the requirements of GMP ISO 22716 Unfortunately, some smaller businesses are still ignoring the regulations altogether! By using Cosmetri software you mitigate your risk and reduce the amount of time working on admin and compliance tasks instead of creating and selling your products.

    For the E.U., Cosmetics Regulation (EC) No 1223/2009 states:

    “Member States shall lay down the provisions on penalties applicable for infringement of the provisions of this Regulation and shall take all measures necessary to ensure that they are implemented. The penalties provided for must be effective, proportionate and dissuasive. The Member States shall notify those provisions to the Commission by 11 July 2013 and shall notify it without delay of any subsequent amendment affecting them.”

    In the event of infringement of the regulation, the so-called Competent Authority will first contact the Responsible Person. Remedial action will be required, and in cases where a real threat to human health is determined, a penalty will be incurred 'proportionate to the violation'. In other words - make sure your products are compliant and that they stay compliant.

  • What are the regulatory requirements for traceability?
    A central pillar of the cosmetic regulatory framework in most countries is compliance with Cosmetics Good Manufacturing Practices (GMP) ISO 22716. For example, in the EU compliance with Regulation (EC) No 1223/2009 requires adherence to GMP and stipulates i). maintenance of complete and accurate documentation (para. 17) and ii). change control (para. 15). Paragraphs 6.4.4 and 7.2.1.2 set out requirements for documenting all batches of raw materials used to manufacture your product, as well as information on each supplier. Complying with ISO 22716 therefore extends responsibility above and beyond the regulatory requirements for maintaining up-to-date product information files (PIFs), resulting in complex and time-consuming administration for companies that have no effective system for managing these tasks.


Cost Calculator


  • What currencies work with the product and formula cost calculations?
    Product Manager uses live currency exchange rates to convert material costs (raw materials or packaging components) in a non-base currency to your base currency. The resultant calculations of your formula's materials costs will then reflect current exchange rates. To set your base currency, login as the Admin user and  choose 'Global Settings' from the user menu (top right). Check the tab 'Default Settings' where you can select any base currency you prefer.


Formulas


  • How do I add a base formula used in my product?
    If you are using a base formula and adding other ingredients to this you will need to know the composition of the base formula. Ask your supplier or the manufacturer to provide you with this information. They may be only willing to provide percentage ranges for each ingredient in their product, but preferably will give you the exact percentages. For percentage ranges, you can enter these as min. and max. %w/w. You need to first add the base product as a raw material by selecting ‘New’ in the Raw Materials menu. You can then enter each ingredient directly into the raw material composition, entering either an exact percentage or percentage ranges.  Once you’ve created your base formula as a raw material this will then be available to add to your main product formula from where you can also add the additional ingredients. If you still require support in creating your first formula, please download the Product Manager Getting Started Guide.
  • Can I import my data?
    Product Manager has a data import wizard, enabling you to easily and accurately import your formulas, as well as an import tool for raw materials, suppliers, customers and manufacturers. You can upload your formulas in .xls format and all raw materials will be created on-the-fly. If a raw material already exists it will be recognized and mapped to your formula. You can use the preview screen to adjust and verify your data before completing the import. See the Product Manager User Guide for further support.


Getting Started


  • Can I import my data?
    Product Manager has a data import wizard, enabling you to easily and accurately import your formulas, as well as an import tool for raw materials, suppliers, customers and manufacturers. You can upload your formulas in .xls format and all raw materials will be created on-the-fly. If a raw material already exists it will be recognized and mapped to your formula. You can use the preview screen to adjust and verify your data before completing the import. See the Product Manager User Guide for further support.


Products


  • How do I add a base formula used in my product?
    If you are using a base formula and adding other ingredients to this you will need to know the composition of the base formula. Ask your supplier or the manufacturer to provide you with this information. They may be only willing to provide percentage ranges for each ingredient in their product, but preferably will give you the exact percentages. For percentage ranges, you can enter these as min. and max. %w/w. You need to first add the base product as a raw material by selecting ‘New’ in the Raw Materials menu. You can then enter each ingredient directly into the raw material composition, entering either an exact percentage or percentage ranges.  Once you’ve created your base formula as a raw material this will then be available to add to your main product formula from where you can also add the additional ingredients. If you still require support in creating your first formula, please download the Product Manager Getting Started Guide.


Publish & Import Data


  • How can I share data and documents with my customers using Product Manager?

    You must have Service Provider status to access this feature. Please contact us for terms and applicable fees. Login to your customer’s using the user account that they created for you, as listed under 'My Customers' in your Service Provider account. You can then directly enter data in their account as well as upload any documents. Check your dashboard and respond to any notes and tasks assigned to you. If you are assigned as a test operator for any pending or overdue tests, these will also be displayed.

    You can publish data from your Service Provider account for import by your client – including product/formulas, raw materials, test groups and packaging items. You may also create publishing groups to publish data for import by a user added to that group.

    See the Product Manager User Guide for further support.

     

  • How can I share data with my customers?

    Your customer may grant you access to their Product Manager account, which requires the following:

    1. You must have Service Provider status to be able to be linked with a client account. Please contact us for terms and applicable fees.
    2. Your Customer must add you to their Product Manager account as a user of the type 'Service Provider' and activate this. The client is responsible for setting any Department and Customer group permissions to control the level access you will have to their data once logged in.
    3. You must activate the account and set your password. You'll then be able to switch to their account within your Service Provider account under 'My Customers'.

    As a Service Provider user, you may also grant a customer restricted access to specified data in your account. This option does not require Service Provider status. You can create users of the type 'Customer', enabling you to securely share data with your customer. This can be especially useful for allowing customers to add and update their Projects directly in your account, or to upload compliance documents. Each customer account requires that you have a user seat available in your plan. Use the Departments and Customer Group settings to restrict their access and the actions they can perform.

    You can also subscribe for additional user seats. This requires a subscription to Product Manager Enterprise (annual plan only).

    See the Product Manager User Guide for further support.

  • Can I import my data?
    Product Manager has a data import wizard, enabling you to easily and accurately import your formulas, as well as an import tool for raw materials, suppliers, customers and manufacturers. You can upload your formulas in .xls format and all raw materials will be created on-the-fly. If a raw material already exists it will be recognized and mapped to your formula. You can use the preview screen to adjust and verify your data before completing the import. See the Product Manager User Guide for further support.


Raw Materials


  • How do I add a base formula used in my product?
    If you are using a base formula and adding other ingredients to this you will need to know the composition of the base formula. Ask your supplier or the manufacturer to provide you with this information. They may be only willing to provide percentage ranges for each ingredient in their product, but preferably will give you the exact percentages. For percentage ranges, you can enter these as min. and max. %w/w. You need to first add the base product as a raw material by selecting ‘New’ in the Raw Materials menu. You can then enter each ingredient directly into the raw material composition, entering either an exact percentage or percentage ranges.  Once you’ve created your base formula as a raw material this will then be available to add to your main product formula from where you can also add the additional ingredients. If you still require support in creating your first formula, please download the Product Manager Getting Started Guide.
  • I cannot find an ingredient when entering an INCI or CAS no.

    Product Manager's ingredients database includes over 31,000 single ingredients for possible use in cosmetics and personal care products. Over 99% of required ingredients can be found in this list. If you search for an ingredient in any of the following pages/tabs of Product Manager and cannot find the ingredient, a ‘Submit Ingredient Request’ button will be displayed. Before contacting us, please do the following:

    1. Contact your supplier wherever possible, if the ‘missing’ ingredient is not clearly stated in any raw material SDS in terms of its INCI and CAS no. (see section 3 of the SDS).
    2. Use Google to verify that any INCI and/or CAS you have is correct. Check for example, if you are confusing the common or chemical name with the INCI.
    3. Check on the CosIng website that the ingredient is available there and is not in Annex II (banned substances). Here is the link:

      http://ec.europa.eu/growth/tools-databases/cosing/index.cfm?fuseaction=search.simple
    4. In CosIng and Product Manager, try searching for a narrower match of the INCI string you have instead of the entire INCI. For example, instead of entering “1,4 CYCLOHEXANEDIOL BIS-ETHYLHEXANOATE”, try “CYCLOHEXANEDIOL” and look for matches in the search results.

    If the above steps show that the ingredient is available in CosIng and permitted for use in cosmetics and personal care products but cannot be found in Product Manager, please then forward the details of the ingredient to us and we will investigate.

  • What are the regulatory requirements for traceability?
    A central pillar of the cosmetic regulatory framework in most countries is compliance with Cosmetics Good Manufacturing Practices (GMP) ISO 22716. For example, in the EU compliance with Regulation (EC) No 1223/2009 requires adherence to GMP and stipulates i). maintenance of complete and accurate documentation (para. 17) and ii). change control (para. 15). Paragraphs 6.4.4 and 7.2.1.2 set out requirements for documenting all batches of raw materials used to manufacture your product, as well as information on each supplier. Complying with ISO 22716 therefore extends responsibility above and beyond the regulatory requirements for maintaining up-to-date product information files (PIFs), resulting in complex and time-consuming administration for companies that have no effective system for managing these tasks.
  • What does an ingredient displayed as CMR1B (or CMR1A) mean?
    A substance classified as CMR1B (or CMR1A) is prohibited in many countries from use in cosmetic products. By way of exception, the authorities may adopt measures for the authorization of these categories of substances. For example, in the EU all of the following conditions listed in article 15, paragraph 2 must be fulfilled:
    • No suitable alternative substances are available,
    • The application is made for a particular use of the product category with a known exposure, and
    • Assessment by the Scientific Committee for Consumer Safety (SCCS) of the European Commission concluding to the safety for use in cosmetic products.


Service Providers


  • How can I share data and documents with my customers using Product Manager?

    You must have Service Provider status to access this feature. Please contact us for terms and applicable fees. Login to your customer’s using the user account that they created for you, as listed under 'My Customers' in your Service Provider account. You can then directly enter data in their account as well as upload any documents. Check your dashboard and respond to any notes and tasks assigned to you. If you are assigned as a test operator for any pending or overdue tests, these will also be displayed.

    You can publish data from your Service Provider account for import by your client – including product/formulas, raw materials, test groups and packaging items. You may also create publishing groups to publish data for import by a user added to that group.

    See the Product Manager User Guide for further support.

     

  • How can I share data with my customers?

    Your customer may grant you access to their Product Manager account, which requires the following:

    1. You must have Service Provider status to be able to be linked with a client account. Please contact us for terms and applicable fees.
    2. Your Customer must add you to their Product Manager account as a user of the type 'Service Provider' and activate this. The client is responsible for setting any Department and Customer group permissions to control the level access you will have to their data once logged in.
    3. You must activate the account and set your password. You'll then be able to switch to their account within your Service Provider account under 'My Customers'.

    As a Service Provider user, you may also grant a customer restricted access to specified data in your account. This option does not require Service Provider status. You can create users of the type 'Customer', enabling you to securely share data with your customer. This can be especially useful for allowing customers to add and update their Projects directly in your account, or to upload compliance documents. Each customer account requires that you have a user seat available in your plan. Use the Departments and Customer Group settings to restrict their access and the actions they can perform.

    You can also subscribe for additional user seats. This requires a subscription to Product Manager Enterprise (annual plan only).

    See the Product Manager User Guide for further support.

  • How do I upgrade my existing Product Manager account to Service Provider status?

    If you are a service provider and already subscribe to Cosmetri Product Manager (Enterprise plan), please contact us for terms and applicable fees. If your request is approved, we will activate your account for you. Upon next login to your existing account, you will see the additional service provider features. Please provide your company website and any other information we may require to verify that you are a service provider in the cosmetics/personal care industry.