Cosmetri – Software User Manual

The regulatory, formulation and workflow software for cosmetics and skin care products businesses.

1. Copyright Cosmetri © 2015. All rights reserved.







Cosmetri – Software User Manual

[Version 1.01 | Last updated: 12 November 2015]
[email protected] | www.cosmetri.com

To download the latest version of this document:
http://www.cosmetri.com/docs/Cosmetri-Getting-Started-Guide.pdf
[Getting Started Guide]
The regulatory, formulation and workflow software for cosmetics businesses.

2. Cosmetri - Getting Started Guide
Copyright Cosmetri © 2015. All rights reserved.


1. Introduction
Welcome to Cosmetri! We want you to get the best possible start in using the
software. This guide is intended to cover the basic principles of Cosmetri, enabling
you to later to build on this by using a range of further powerful features not covered
in this document – features such as managing your product batches, calculating and
optimising your costs and generating production reports.
We highly recommend that you take a few minutes to read the following section 2.
‘Terminology’ before beginning with the step-by-step guide described in section 3.
By the end of section 3 you’ll be able to:
1. Create raw materials
2. Create a product
3. Create a formula
4. Build your formula composition
5. Check compliance of your formula (EU)
6. Add data and documents
7. Generate a compliant PIF
If at any point you still feel stuck or have specific questions please contact Cosmetri
support. You can use the following link to schedule a free one-to-one call at a time
convenient to you. If you choose the Skype option, we can share screens and walk
you through the software in a live demonstration, customised to your requirements.
Use the link below to schedule a call:
http://www.cosmetri.com/schedule.htm
Alternatively, drop us an email any time at [email protected] and let us know
how we can support you.

3. Cosmetri - Getting Started Guide
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Ready to get started? Please read through the following short section, before
proceeding to the step-by-step guide.
2. Terminology
Throughout this Getting Started Guide reference will be made to certain key terms which
are defined below.
Ingredient
Cosmetri accounts are pre-configured with 23,000+ cosmetic ingredients. These
ingredients are the building-blocks of your raw materials and hence, your formulas. You
can access this ingredient data directly within the Cosmetri software, including by default
all regulatory and directive annexes that detail any restrictions for each ingredient
according to EU cosmetic regulations. Special directives and regulations apply to certain
ingredients such as perfume allergens and colorants. Cosmetri simplifies things by
letting you access these in separate lists. You can keep notes for any ingredient.
Raw Material
You create your raw materials before you build your formula. A raw material consists of
one or more ingredients. Creating a single-ingredient raw material requires a single click
once you have located the ingredient in the main inventory. Once you're ready to go into
production, each raw material in your formula is assigned to a supplier, along with
supplier batch data. You can also enter cost arrays from your raw material supplier
which will enable you to calculate total raw materials costs for your trial formulas.
Formula
A formula is created by adding your raw materials to the formula composition at the %
amounts you require and presto! - Cosmetri then calculates everything for you and
displays any regulatory data. A formula is always associated with a specific product. You
can easily clone a formula to enable you to create different trial versions.

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Product
You create a product before you add your first formula. A product is, well... 'ABC Hand
Cream', 'XYZ Lip Moisturiser', or the like. Certain data is required to be added at
product-level that will apply to all formulas associated with the product. You can organise
your products in product categories - especially helpful if you have different brand lines,
clients or product ranges.
PI File (PIF)
Companies selling products within the EU are obliged under Article 11 of the EU
Cosmetics Regulation to compile a product information file or PIF. A PIF is a living
document - meaning, that it must be kept updated throughout the life of your product, as
you produce each batch. The regulatory authority must be able to easily access PIFs at
the address indicated on the product label. PIFs have to be retained for ten years as of
the point in time when the last batch of a specific cosmetic product was launched on the
market. Cosmetri ensures that nothing is missing from your PIF and then generates this
as a .zip file, with all the necessary supplementary files included and referenced within a
main PDF report.
Suppliers
Once a formula is ready for production it is important that each raw material in the
formula is associated with a supplier and supplier batch. Suppliers must provide you with
certain raw material data and documents which will be required for completing your PIF
and maintaining regulatory compliance. Cosmetri greatly simplifies the managing of
supplier/raw material relationships and in keeping your supply-chain documents and
data in the right places.
3. Getting Started
The following seven simple steps assume that you are not using the data import tool to
import your formulas and raw materials from existing spreadsheets. Even if you do use
the tool it’s really useful to familiarise yourself with Cosmetri by following the steps

5. Cosmetri - Getting Started Guide
Copyright Cosmetri © 2015. All rights reserved.
described below so that you can work effectively with the software and know how to
create, edit and manage your products, formulas, raw materials and ingredients.

In the following seven steps you will learn how to:

1. Create raw materials
2. Create a product
3. Create a formula
4. Build your formula composition
5. Check compliance of your formula (EU)
6. Add data and documents
7. Generate a compliant PIF

TIP If you have a large number of products and your formula data can be
made available in spreadsheet format, please check the ‘Import data’ menu item
in the Cosmetri application. Contact support ([email protected]) to discuss your
data import needs and we will advise you of the options available to you.
Step 1. Create raw materials
Your Cosmetri account provides access to over 23,000 pre-loaded cosmetic ingredients.
To use these in your formula composition you need first to create your raw materials
using these ingredients before you can create your formula.
There are two ways to create a raw material depending on whether it is single or
multiple-ingredient.
1. Single ingredient raw material - go to ‘Main Inventory' in the ingredients menu
and search for an ingredient, either by INCI name or CAS number. If searching
by CAS you do not need to enter the hyphens correctly, since Cosmetri ignores
these. For INCI searches you only need to enter a part of the INCI name to
instantly see any matches. Narrow your search by typing an additional character
in the string until you find the ingredient you require.

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In the 'Actions' column, click on the icon pictured left to
instantly convert the ingredient into a raw material which is
then saved in your raw materials list. Click OK to open the
new raw material or cancel to convert further ingredients.
Certain ingredients such as perfume allergens and UV filters can be found in the
separate lists and must be added from there.
Some ingredients appear in more than one list, as
well as in the main ingredients inventory – an
example being Benzyl Alcohol (CAS 100-51-6). If
you locate one of these ingredients in the main
inventory, check the ‘Function’ column to see the
different lists that the ingredient belongs to. It is
important that you click on any available link if you
know that you want to use the ingredient e.g. as a
preservative and convert the ingredient to a raw
material from the ‘Preservatives’ list and not from
the main inventory.

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2. Multiple ingredient raw material - go to 'Raw Materials / New'. In the 'Information' tab
enter a 'Trade Name'. Click on 'Save' and then click on the 'Composition' tab.
Certain ingredients can only be found under one of the following ingredients lists and
must be added from there:

For all other ingredients, add each ingredient by entering the INCI name or CAS number:


Now enter the min. %w/w and max. %w/w values for the ingredient in your raw material.
If you know the exact percentage enter the same value in both fields.

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Once you have entered the ingredient details click on ‘Add
New’ to add a further ingredient.




If you have more than one ingredient in your multi-ingredient raw material you’ll notice
that the ‘Functions’ checkboxes appear, allowing you to specify any functions each of
the ingredients perform in the raw material’s composition.



Check the CoA or specification file for this data, or ask
your supplier. Leave the checkboxes unchecked for
now, if you cannot find this data.

TIP Some suppliers publish the % range of
concentration for each ingredient in the raw material
composition. It's always best to obtain exact
percentages, but many suppliers are reluctant to provide this data. They do however

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have a statutory obligation to provide a complete list of all ingredients and a min. % w/w
and max %w/w for each.
Always click 'Save' to complete this step and to save your raw material composition!
Step 2. Create a product
Go to 'Products / New'. To begin with you only need to enter the following three items in
the first tab:
a. Title
b. Product type
c. Type of exposure
To create a compliant PIF you'll eventually need to complete all fields in all tabs.
Think of your product as a 'container' that holds certain data that apply to ALL of its
formulas. Once you go into production status you should not change information at the
product-level, so be sure that it is correct!
TIP If you intend to add several products to Cosmetri, it can be helpful to
create different product categories to help you organise these, for example
according to clients, product type or brand lines. Click on 'edit categories' and create as
many categories as you like. Then assign each product to the appropriate category.

Click 'Save' to create your product.

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Step 3. Create a formula
You can create your first formula by clicking
on the 'Add Formula' button, as shown in the
view (see left). Or go to 'Products/List' and
you will see your new product with the same
'Add Formula' button available.
Formula version numbers are automatically
assigned by Cosmetri in the sequence 1.01,
1.02, 1.03 etc. Think of formula versions as your different trials. It's good practice to keep
your different versions and clone the current one before making further changes until
you create a 'locked' production formula which will be used for generating your product's
PIF.
TIP From within a formula (or if you are in the product view), you can switch
easily between formula versions as follows:

Click 'Save' to create your formula!

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Step 4. Build formula composition
In step 1 you added all the single and any multi-ingredient raw materials you require in
your formula and you have a first formula version which is associated with a product.
Now the fun part! We're ready to create your formula composition.
Go to the 'Formula/Composition' tab and you'll see two sub-tabs. Click on 'Raw
materials':

Click within the 'Trade Name' field to view an alphabetical list of all your raw materials, or
type any string in the field to filter the list. Click on the raw material that you want to add
to your composition.

Select a 'Function' from the list. If the raw material is multi-ingredient, any functions for
each ingredient that were set within the raw material composition will be pre-selected.

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Next, add the %w/w amount for the raw material and click 'Add' to add the raw material.

Repeat the above steps for each raw material and make sure that the total comes to
exactly 100%.
Don't forget to click on 'Save' to save your raw formula!

Step 5. Check for compliance (EU)
Click on the 'Ingredients List’ tab.
You'll see a complete list of
ingredients used in your composition.
If an ingredient is used in more than
one raw material the total min. and
max. %w/w for each ingredient in your
formula is calculated.

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Check in the 'Regulation' column for any warning symbols. In the following example the
ingredient Diazolidinyl Urea which is currently at a concentration of 0.59% is regulated.
Click on the warning triangle to view the regulations:

In the 'Regulations' pop-up window we see that this ingredient is only allowed to a
maximum concentration of 0.5%:

To make the composition compliant, return to the 'Raw Materials List' view in the
formula’s composition tab and adjust the %w/w concentration of any raw material that
uses Diazolidinyl Urea. Adjust the formula composition so that it still totals 100%. Save
your changes, then switch back to the 'Ingredients List' view to see if the concentration is
now below 0.5%.

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Repeat the above checks for any regulated ingredients until your composition is
compliant.
Step 6. Add data and documents
Now that we've set up your formula and have a compliant composition we need to add in
all those bits and pieces of missing information and documents - at raw material, formula
and product levels. Cosmetri will guide you every step of the way!
In the 'Formula' view go to the 'Open Tasks' tab and check this box:

You'll then see a complete list of actions you need to take before your PIF will be
complete. Don't panic if the list is long - you'll be able to complete most of the tasks in no
time!
In the 'Actions' column, click on the 'Edit' icon and you'll be taken to the page and tab
where you need to perform the action:

In many cases you'll find additional advice by clicking on a '?' for any field. In some
cases you will need to ask your safety assessor or supplier for the information you need.

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Click on the back button to return to the formula view and in the open tasks you'll see
each time that the task list is updated as you work through the list.
Step 7. Generate compliant PIF

In the formula view, click on 'Set to Production Status' once you have a formula that you
will use for manufacturing and which will be submitted to the CPNP.
TIP Once set to production status you cannot reset the formula to draft status.
If you are unsure, use the ‘Clone’ function to clone your formula before setting it
to production status, thus ensuring that you have a copy of the formula still in ‘draft’
status.
In the Formula view you’ll see a status bar which displays the % readiness for creating
your PIF file. If there are still any tasks to complete, click on the bar or go to the 'Open
Tasks' tab to view and edit them.

Click on the 'PIF Export' button to generate the PIF. The Flight Checker dialogue box will
warn you of any missing data.

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Your PIF will be exported in .zip format. Save this to a destination on your hard-drive and
then double-click this. Most operating systems can open a .zip file but in some cases you
may need to download and install a free utility for this.
Inside the .zip folder you will find a folder named after your product and formula version.
You must copy/paste or drag and drop this to a destination of your choice before
opening it.
You'll also require a free PDF reader, such as Adobe Acrobat or Foxit to view the PDF
files in your PIF.
Inside the folder you will find the main PIF info file (with _INFO in the filename). The file
with _COMP is a file detailing your formula's composition. If you decide to submit an
exact percentage concentration formula to the CPNP you'll need this file.
Example view of the PIF folder:

Open the main _INFO.pdf file and you'll see a complete, detailed document describing
all regulatory aspects of your cosmetic product. Where further data is referenced a link to
the document is inserted. Clicking on any link will open the document. Just make sure
that you don't move or rename any of the documents in the PIF folder!
Once you've got the hand of creating products, building your formulas and creating a
compliant PIF from your production formula, you'll be ready to use a range of powerful

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features within the Cosmetri application to help you maintain compliance of your
products over time and improve the workflow, creativity and profitability of your
cosmetics business.