Epos Manual

epos Hazardous Substances Manager
User's Manual
Questions? Trouble? Suggestions?

Call our hotline:
++49 (0) 60 24 . 63 90 63 60
++49 (0) 60 27 . 46 46 04
support@gefahrstoff.com
PES online: www.gefahrstoff.com
1996-2009 PES-Ingenieurgesellschaft mbH, Am Wingert 11, 63828 Kleinkahl

All rights reserved, especially the right of reproduction, duplication and storage in electronic media.
Other company, product, and service names may be trademarks or service marks of others.
Manual version: 5.4 (2009/3)
3
Table of contents
1 Copyright...............................................................................................................................................................7
1.1 Introduction...............................................................................................................................................................7
1.2 About this manual...................................................................................................................................................8
Installation, program start, and data backup

2 Installation, Program start, Quit, Backups.....................................................................................................10
2.1 Install the program...............................................................................................................................................10
2.2 Start epos.................................................................................................................................................................11
2.3 Quit epos..................................................................................................................................................................11
2.4 Data backup............................................................................................................................................................12
2.4.1 Perform a data backup with epos................................................................................................................13
2.4.2 Restore data from a backup...........................................................................................................................13
First steps in using epos

3 The program layout...........................................................................................................................................16
3.1 The left window pane..........................................................................................................................................16
3.2 The right window pane.......................................................................................................................................17
3.3 The toolbar..............................................................................................................................................................18
3.4 Overview: Modules...............................................................................................................................................19
3.5 The standard phrases...........................................................................................................................................20
3.5.1 Create a new standard phrase......................................................................................................................21
3.5.2 Create a new multilingual standard phrase...........................................................................................22
3.5.3 Using phrases in forms....................................................................................................................................24
3.5.4 Im- and export of standard phrases...........................................................................................................25
3.5.5 Edit phrase lists for import or export.........................................................................................................27
4 The folder structure...........................................................................................................................................28
4.1 How can I create / edit / delete folders?........................................................................................................28
4.1.1 Create a new folder...........................................................................................................................................28
4.1.2 Rename a folder..................................................................................................................................................28
4.1.3 Delete a folder.....................................................................................................................................................29
4.1.4 Move folder content with drag&drop........................................................................................................29
5 Using the sorting and grouping facilities......................................................................................................30
5.1 How can I search the list view?.........................................................................................................................30
5.2 How do I use the grouping function?.............................................................................................................31
5.2.1 List of grouping options..................................................................................................................................32
5.3 How do I set a filter?.............................................................................................................................................33
5.4 How do I search for a specific SDS substance?............................................................................................35
5.5 How can I define search criteria?.....................................................................................................................36
5.6 How do I search in legal lists?............................................................................................................................37
5.7 Form specific search criteria..............................................................................................................................39
5.7.1 Layout & functionality of the universal filter.........................................................................................39
5.7.2 Using search facilities in list views..............................................................................................................41
5.7.3 Locating standard phrases.............................................................................................................................42
5.7.4 Locating standard phrases in safety data sheets..................................................................................43
6 Print & export from epos..................................................................................................................................44
6.1 List of available report types..............................................................................................................................44
4
6.2 Prepare printout.....................................................................................................................................................45
6.3 View, edit, and print reports...............................................................................................................................46
6.3.1 Quest-Report: Preview & Navigation.........................................................................................................46
6.3.2 Crystal Reports: Preview & Navigation.....................................................................................................48
7 A concise introduction to GHS.........................................................................................................................50
7.1 What is GHS?..........................................................................................................................................................50
7.2 New elements & terminology...........................................................................................................................50
7.3 Which parts of the program are affected?....................................................................................................52
7.4 Scheduling and respites......................................................................................................................................53
The first Safety Data Sheet

8 The Safety Data Sheet.......................................................................................................................................56
8.1 List view of safety data sheets in the main window..................................................................................56
8.2 Create a new safety data sheet.........................................................................................................................56
8.3 Safety data sheet chapter 1...............................................................................................................................58
8.3.1 Enter a material name in different languages.......................................................................................60
8.3.2 Enter merchandise numbers.........................................................................................................................61
8.3.3 Enter manufacturer & supplier....................................................................................................................62
8.4 Safety data sheet chapter 3...............................................................................................................................64
8.4.1 Add a new component.....................................................................................................................................66
8.4.2 Enter amount for calculation........................................................................................................................68
8.4.3 Enter a Secondary list assignment..............................................................................................................69
8.4.4 Save and remove components......................................................................................................................69
8.4.4.1 Accessing self classified substances................................................................................................69
8.4.4.2 Accessing components of other safety data sheets..................................................................70
9 Automatic classification of a SDS....................................................................................................................71
9.1 Automatic classification (phys.-chem. properties).....................................................................................71
9.2 Automatic classification (conventional method)........................................................................................73
9.2.1 Declaration of components for labelling..................................................................................................75
9.2.2 Automatic determination of S-phrases....................................................................................................76
9.2.3 Special labelling..................................................................................................................................................77
9.3 GHS classification..................................................................................................................................................78
9.4 Recalculate the classification............................................................................................................................81
9.5 Classification of water contaminating class.................................................................................................84
9.6 Automatic classification of combustible liquids.........................................................................................86
9.6.1 (Automatic) editing of chapters 5, 6, 7.1, and 7.2.................................................................................87
9.7 Transport classification........................................................................................................................................88
9.8 Edit further SDS chapters...................................................................................................................................90
9.8.1 Safety data sheet chapter 8.2.......................................................................................................................90
9.8.2 Safety data sheet chapter 13........................................................................................................................91
9.8.3 Safety data sheet chapter 15........................................................................................................................92
9.9 The chapter Additional information about the product(not SDS) ..................................................100
9.10 The safety data sheet wizard........................................................................................................................101
10 SDS filemanagement and printout............................................................................................................107
10.1 Save, import & export safety data sheets................................................................................................107
10.1.1 Save a SDS as RTF-file..................................................................................................................................107
10.1.2 Export SDS to EDASx files..........................................................................................................................108
10.1.3 Import SDS from EDASx files ...................................................................................................................109
10.2 Using the revision management.................................................................................................................110
10.3 Using Data sheet masks.................................................................................................................................112
10.4 Previewing & printing a SDS.........................................................................................................................114
2009 PES Ingenieurgesellschaft mbH. All rights reserved.
5
Products and recipients: advanced features
11 Adding self-classified substances...............................................................................................................118
11.1 Select danger symbols, R- and S-phrases..................................................................................................119
11.2 GHS-classification............................................................................................................................................122
11.3 Auxiliary functions...........................................................................................................................................122
12 Adding manufacturer and supplier............................................................................................................123
12.1 Create a (new) manufacturer/supplier......................................................................................................123
12.2 The company as distributor..........................................................................................................................124
12.3 Offer company for report printout..............................................................................................................125
13 Managing sales products.............................................................................................................................127
13.1 Create a (new) sales product........................................................................................................................127
13.2 Create a sales product from a SDS..............................................................................................................129
14 Managing recipients (customers)...............................................................................................................130
14.1 Create a (new) recipient.................................................................................................................................130
15 Client management......................................................................................................................................132
15.1 Create a client....................................................................................................................................................132
15.2 Create a recipient.............................................................................................................................................133
15.3 Assign a SDS to a client/recipient...............................................................................................................134
15.4 SDS output for specific clients.....................................................................................................................134
16 Creating hazardous material labels...........................................................................................................136
16.1 Create a label.....................................................................................................................................................136
16.1.1 Fill a label manually.....................................................................................................................................136
16.1.2 Auto-generated labels................................................................................................................................137
16.1.3 View, edit, and print labels........................................................................................................................138
17 SDS output and shipment management..................................................................................................140
17.1 Introduction to Links ....................................................................................................................................140
17.1.1 Differences between the link-windows...............................................................................................141
17.2 Linking Sales products with SDS and Recipients....................................................................................143
17.2.1 Determine the delivery period for a SDS.............................................................................................145
17.3 Linking Recipients (Customers) with Sales products and SDSs.........................................................145
17.4 Linking SDS with Manufacturers & Suppliers, Sales Products and Recipients.............................148
17.5 SDS shipment: Preferences...........................................................................................................................150
17.6 SDS Shipment....................................................................................................................................................151
17.6.1 Manual shipment of safety data sheets..............................................................................................151
17.6.2 Cover letter and Fax-cover sheets..........................................................................................................153
17.6.3 Automated shipment of safety data sheets / Archiving as files in RTF, PDF or XML format
...........................................................................................................................................................................................154
17.7 Archiving safety data sheets as files..........................................................................................................158
18 Create templates with individual layout...................................................................................................160
18.1 Create or edit report layouts ........................................................................................................................161
18.1.1 Report Designer: First steps......................................................................................................................161
18.1.2 Using the editor.............................................................................................................................................163
18.1.3 Real world example: Moving the company logo..............................................................................165
Managing occupational safety

19 Operating instructions..................................................................................................................................168
19.1 Create an operating instruction..................................................................................................................168
6
19.1.1 Auto-generated operating instructions...............................................................................................170
19.1.2 Fill an operating instruction manually.................................................................................................171
19.1.3 Assigning materials to an operating instruction.............................................................................171
19.1.4 Assigning workplaces to operating instructions..............................................................................173
19.1.5 View, edit, and print operating instructions......................................................................................175
19.1.6 Using GHS with operating instructions...............................................................................................178
Administration and maintenance

20 The data exchange interface.......................................................................................................................183
21 The epos system administration.................................................................................................................185
21.1 Permission management in epos................................................................................................................185
21.1.1 Create a new user.........................................................................................................................................186
21.1.2 Grant permissions to the (new) user....................................................................................................187
21.1.3 User and permission management.......................................................................................................188
21.1.3.1 Grant user permissions for input forms....................................................................................189
21.1.3.2 Grant user permissions for reports.............................................................................................191
21.1.3.3 Further user permissions................................................................................................................192
21.1.3.4 Show user permissions for folders and workplaces.............................................................193
21.1.4 Change password (private key)...............................................................................................................194
21.2 Database preferences.....................................................................................................................................195
21.2.1 Enabling/disabling login............................................................................................................................195
21.2.2 Cyclic reorganization of the database..................................................................................................196
21.2.3 Change database password.....................................................................................................................196
21.2.4 Set time-out intervalls................................................................................................................................196
21.3 Safety data sheet preferences......................................................................................................................197
21.3.1 SDS general.....................................................................................................................................................197
21.3.2 SDS assignment.............................................................................................................................................198
21.3.3 SDS output.......................................................................................................................................................200
21.3.4 Further outputs.............................................................................................................................................202
21.4 Preferences local workstation..............................................................................................................203
21.5 SDS revision management............................................................................................................................204
21.6 Introduction to the epos interface..............................................................................................................205
21.6.1 File format structure....................................................................................................................................205
21.6.2 Further configuration options.................................................................................................................206
21.6.3 Special configuration for import files...................................................................................................206
21.6.4 Special configuration for export files....................................................................................................206
21.7 Data backup.......................................................................................................................................................207
22 User information ..........................................................................................................................................208
22.1 epos program maintenance..........................................................................................................................208
22.2 epos Hotline.......................................................................................................................................................208
22.3 epos trouble shooting.....................................................................................................................................209
22.3.1 Program errors...............................................................................................................................................209
22.3.2 Print an error report with a screenshot...............................................................................................210
22.3.3 Error correction..............................................................................................................................................210
22.3.4 Unlock records................................................................................................................................................212
Glossary
Glossary................................................................................................................................................................214
7
1 Copyright
PES Ingenieurgesellschaft mbH
PES Ingenieurgesellschaft mbH
head office
branch office / hotline
Am Wingert 11
Hanauer Strae 33
63828 Kleinkahl
63801 Kleinostheim
Tel.: 0 60 24 . 63 04-23
Tel.: ++49 (0) 60 24 . 63 90 63 60
Fax: 0 60 24 . 63 04-25
Fax: ++49 (0) 60 27 . 46 46 04

Internet: www.gefahrstoff.com
e-mail: support@gefahrstoff.com
All rights reserved.

The epos program, its files and this manual are copyrighted. Reproduction in whole or in part in any
form or medium without express written permission of PES Ingenieurgesellschaft mbH is prohibited
The terms and conditions of the epos license agreement apply. Details can be coordinated with the
PES Ingenieurgesellschaft mbH.
Disclaimer:
While every precaution has been taken in the preparation of this manual, the PES Ingenieurgesell
schaft mbH assumes no responsibility for errors or omissions, or for damages resulting from the use
of the information contained herein.
The following designations are copyrighted and property of their respective manufacturers:
MS-DOS, Word, Excel, Outlook, Outlook Express, Exchange
(Microsoft)
Windows NT, 95, 98, ME, 2000, XP
(Microsoft)
Acrobat, Acrobat Reader
(Adobe)
SQL-Windows
(Gupta)
Crystal Reports
(Business Objects)
DB, PC
(IBM)
1.1 Introduction
Thank you for choosing epos. epos is a personal computer software for manufacturers and importers
of hazardous substances. The aim is the simplified creation, management and distribution of
chemical data documents using the latest technology available.
To keep the time required for familiarize with the program operation to a minimum, the layout of the
program interface was adapted from the most common Microsoft products. A beginner who is
familiar with eg. Microsoft Outlook will instantly understand the general handling of epos and then
be able to concentrate on using epos for his tasks.
The term safety data sheet is defined as a folder group containing elements of a data structure that
meet the statutory requirements of a safety data sheet. This set of folders can contain the safety data
sheets of the final products. It can, however, also contain raw materials or any number of levels of
intermediate products. By setting links between these safety data sheets, a formula can be passed
from a raw material over intermediate products to the final product.
8
1.2 About this manual
The manual will help you to answer any questions that may arise when working with epos. It is
conceived here as a workbook, containing the standard tasks in step-by-step solutions in detail and
easily understandable descriptions. Thus, the manual is in contrast to the Online Help which you see
under the menu ? Content and as a mere function reference.
The handling of this manual is simple. If you have questions about a topic, read the corresponding
section in this guide completely. With assistance of this manual you'll learn how to recreate a safety
data sheet or search records in the database. Cross-references in each section will lead you to further
information on related topics.
Because of the modular structure of epos, the layout of the screenshots may vary depending on your
actual module combination. The screenshots in this manual always refer to a full version of epos.
Legend
Description of the symbols used in this manual:
/ List of options
User action
Program responses
Important information and warnings
Start All descriptions of window titles, dialogs, menus, and buttons without a symbol are set in
Italics.
[Tab] Italic text with brackets denotes a keyboard key.
[Ok]
Terminology
Bold and gray text in brackets denotes a button with text label and without symbol.
Context menu:
Instead of using the menu bar to find the desired command, you can use the right mouse button to
select a specific option. The displayed menu contains the specific commands used for these files or
folder.
Installation,
program start,
and
data backup
10
2 Installation, Program start, Quit, Backups
The epos database system is shipped on a CD-ROM. All necessary tasks for a successful installation are
performed by the setup routine.
Be sure that the target PC for the installation meets the following requirements (for a single
workstation):
IBM-compatible PC at a speed of 400 MHz (Pentium compatible)
At least 48 MB RAM (recommended: 64 MB or more)
Windows 2000 or XP
At least 200 MB free space on harddisk.
Printer (installed as standard printer in Windows).
2.1 Install the program

For an epos single workstation installation just insert the CD-ROM into the drive and close the tray.
Setup starts automatically.
For a network installation epos is shipped with detailed installation instructions which guide you
step-by-step through the installation process of server and clients.
The setup program requires a Windows environemt.
After the setup has started, the Welcome-screen is shown. During the install process you can switch
back and forth between the pages with the buttons [Back] and [Next].
Software License
Agreement
After a click on the [Next] button the software license agreement is

shown. If you agree, then click the button [Yes].
If you disagree, then click [No] , the installation will be cancelled.
Enter user name and

company name
After accepting the license agreement, you can enter user and company
information. The fields are already filled based upon the data from the
Windows installation.
Select installation
type: single
workstation or
network client
On the next page you can define the installation type. Depending on
your acquired license you can decide between a single workstation or a
network client installation. (Server must be installed separately).
Select destination
path
The setup program suggests the path C:\epos\ on the harddisk as

installation path for epos. The folder will be created during installation.
Of course you can choose another destination path. Click the button
[Browse] and select another installation path.
Select the desired option with a mouseclick.
Proceed with click on the button [Next] .

Select program folder
Finally you can select the program folder of epos. By default the program
suggests the name epos. You can either accept the suggestion or enter
a new name for the folder.
Proceed with click on the button [Next] .
Installation
Installation starts now and copies the required fils to the harddisk. A
progress bar informs you about the status of the installation process.
Finish installation
After successful installation the setup requires a restart of the computer

in order to complete the installation process.
11
Installation
& Basics
2.2 Start epos

After successful installation a new folder called epos has been added to your Windows start panel.
To start epos, navigate to the following folders in your Windows start panel:
Before starting the epos client, you must start the database server first. Navigate with your
mouse to the following entries of your Windows start panel: Start Program files eposServer SQLBase Server-Engine. After having started the server successfully, any client can
access the database.
Network
After the client has started a small dialog box asks for user name and password.
Login
In the network client version this behaviour is invariably enabled. For single workstations the
login can be enabled/disabled.
(obligatory for
network version)
Single workstation
Start Program files workstation
See section 21.2.1 to learn how to enable/disable the login.
Enter your official user name in the field User name, eg. Smith.
Enter your private (not public) password in the field Password. You'll get this password from
your system administrator.
See section 21 for getting the standard password of the system administrator.
After a short while the epos main window shows up.

Proceed with reading in section 3 for the program layout & basic features.
2.3 Quit epos

You can quit epos at any time. You just need to close the main window of the program. If some dialog
forms are open, they will be automatically closed.
Before quitting epos, you should ensure that all data in the dialogs are saved. You can check if there
are unsaved data by the state of the button Save in the toolbar. If the button is blue and clearly visible,
then your last changes are not saved. If the button is gray, then all changes are saved.
Button blue and clearly visible: Saving required
Button gray and only outlines visible: All data are saved
Before closing the program, be sure to have saved all unsaved data first. Click the Savebutton if needed.
Select from the menu bar File Quit.
Close window form
or
Click the Quit-button in the toolbar.
The main window and all child windows will close.
After the program is closed, a program symbol called SQLBase Server remains open in the taskbar.
(only when using single workstation). This is the monitoring tool for the database server, which
doesn't affect further work on the workstation.
If you, however, want to close the tool, right click with the mouse on the taskbar symbol and
Shutdown SQLBase
server
12
select Close from the context menu.
or
you can quit the tool by selecting File Exit from the menu bar.
The program quits and the symbol will be removed from the taskbar.
Never shutdown the SQL-Base Server while the epos program is running. Otherwise all data
from open input forms will be lost!
2.4 Data backup

In order to successfully restore data, you must first perform a backup at regular intervals. Over time, a
database can reach a significant value that exceeds the investment many times. Years of experience
to our telephone hotline has shown us that serious thoughts about backup strategies in most cases
take place after a crash. We can only encourage you to include backup considerations at the earliest
stages of your IT concepts. These include, for example, that a backup should not be stored on the
same physical drive as the database & programs you currently use. Also avoid to compress your
backup data because this could complicate the recovery in case of errors.
To facilitate the backup process, we'll explain the basic folder structure of epos for a single workstation
installation.
Important is a backup on a regular basis to reduce data loss. It is recommended to perform a backup
of the complete database and all program files befor installing an update of epos.
Data structure
The epos folder structure is quite simple. The root folder epos at least contains three subfolders.
1.
Folder EPOSDB:
This folder contains the epos database. For the single workstation installation the name of
the databse is eposdb.dbs.
You should include the file eposdb.dbs into a data backup of your system!
2.
Folder Formatvorlagen:
This folder contains the report templates (eg, for the safety data sheet), which have been
edited by the PES in the past. With each update the folder may contain revised files. If you
have not changed the standard templates of epos, it's safe to move this folder into the folder
\epos\Programme\ .
3.
Folder Programme:
This folder contains all files necessary for executing the program. Usually you'll get these files
from the setup-CD. A backup is only necessary before installing an update, because these files
are updated as well.
4.
Further folders
Depending on you epos module configuration your root folder may contain further folders.
For example, it's possible to store archive files or language dependent folders at different
places. Please refer to Extras Preferences local workstation.
Installation
& Basics
Important!
Never delete the *.log files under any circumstances from the folder \eposdb\. These
files are created while epos is running and will be deleted when epos is closed accordingly. If
the *.log files are availbale after a program crash, a seamless continue of work is possible.
For an automatic backup over a network you must shutdown the SQLBase Server before
starting the backup. After the backup process the server can be restarted.
Please call our telephone hotline for further details about data backup.
2.4.1 Perform a data backup with epos
Besides the backup of the complete database file (eposdb.dbs), epos offers the possibility to write a
backup of all user data. When restoring such a backup file, the complete content of the database will
be overwritten. It's possible to restore content from backups made with older versions.
A backup can only be done by the epos system administrator.
Select from the menu bar of the epos main window Extras Data backup Store data
Click on the button [Backup file] and select drive and folder for your backup. Then enter the
filename. Click the [Save] button to return to the dialog box Data backup.
The dialog box Data backup shows up.
Start the backup process by clicking [Ok] .
epos now performs the backup. Depending on the amount of data in the database this task
may take several hours. A status window informs about the progress.
2.4.2 Restore data from a backup

You can restore any backup that you have written as described in section 2.4.1.
It's possible to restore backups which have been written using an older version of epos.
Please bear in mind the expenditure of time for data restoration. Approximately the restore time is 10
times higher than the creation of the backup.
Please also note that the restore overwrites all existing data in the database.
A restore can only be done by the epos system administrator.

Select from the menu bar of the epos main window Extras Data backup Read data
The dialog box Data backup shows up.
13
14
Click on the button [Backup file] and select drive, folder, and filename of your existing
backup. Click the [Open] button to return to the dialog box Data backup.
Start the restore process by clicking [Ok].
epos now performs the restore. Depending on the amount of data this task may take several
hours. A status window informs about the progress.
First steps
in using
epos
16
3 The program layout
Topics at a glance:
This section gives a detailed description of layout, concept, and structure of epos.
You will learn
the structure of the program and the modules
how to cope with the program window
different ways of access on tools (toolbar, keyboard, menu bar)
the concept of standard phrases
After the successful installation and start of epos, the program automatically opens with its main
window where you control all operations.
The program layout of epos follows the principles of popular Windows programs such as Outlook
Express or Explorer. At the upper edge of the window, the menu bar and toolbar are arranged. The
menu bar provides access to basic functions and configuration options. The toolbar provides quick
access to the most common functions of a module, such as "Open record" or "Print".
The main area of the epos program window is divided into two work areas. On the left the licensed
modules are grouped according to work processes - together with the related data folders. The list
view on the right side displays the records contained in the respective folders which have been
marked in the treeview.
Menu bar
Left window
pane:
Treeview
with
modules &
folders
Toolbar
Right window
pane:
List of
records
3.1 The left window pane

On the left side of the window all records are stored in so-called folders. These folders are used for a
better overview, particularly for large numbers of records. The handling of these folders is based on
Microsoft Explorer. Here too, any folder can be created, renamed and deleted.
17
First
Steps
In this folder structure, note the following: All top-level folders under the shared folder Public Folders
can not be altered or deleted. They thematically group the modules for the areas of Hazardous
Materials Management from production to distribution.
Not changeable
Changeable, custom folders
Customers service
Product group A
Sales products
PES Ing.Ges. mbH
Recipients / customers
not assigned (2x)
The folders and their naming are only examples. You can define arbitrary folders with a depth of up to
25 levels to store & organize your data.
See section 4.1.1 to learn how to create new folders.
See section 8.2 to learn how to create a new safety data sheet.
3.2 The right window pane

On the right side of the window the records are displayed, which are located in the folders. Open the
context menu (right mouse button) to create new records, move to other folders by drag & drop, and
print.
There are three ways to open a record from this list:
1.
Double-click into the row of the desired record.
2.
Mark the row of the desired record with a single click into the row, then open the context
menu (right mouse click) and select the entry Open.
3.
Mark the row of the desired record with a single click into the row, then click the Open recordbutton in the toolbar.
18
3.3 The toolbar
The toolbar provides a number of buttons for fast access to the most frequently used functions of
epos. Of course, you can access these functions also via the menu bar or keyboard. All buttons show a
short description (tooltip) when the cursor lingers for a moment over the button.
The left part of the toolbar allows access to

program and database information. Database
statistics shows a table view with the number
of records for each module. The buttons for
modules and languages list the totally
available modules/languages and which of
them are actually enabled with the current
license. The rightmost button opens the
extended search function. See section 5 to
learn more about search facilities.
Edit links
Short info
Print
Print preview
Open record
Create
Search in List
Search
Show
available languages
Show modules
Show
database statistics
Quit
The epos main window provides the toolbar as follows:
The right toolbar section corresponds to the current list view.

Besides standard tasks such as creating, open, or print a record, a
short info dialog can be opend here to gather information of a
record without opening it. Also the link list between records (safety
data sheets, manufacturers, recipients, products) can be opend and
edited this way.
The following buttons/functions may be part of the toolbar (depending on the module):
Button Description
Notes
New
Creates a new record and opens it for editing.
Search
Opens the simple search function.
Global search
Global search allows searching records in the entire database. It's only
available from the epos main window.
Save
Saves the changes of an edited record.
Copy
Create a copy of the current record. After confirmation you already work
with the created copy.
Discard changes Revert to the last saved state of a record.

Delete
Delete a record from the database. After a safety request the record will
be deleted.
Standard
phrases
Select phrases you need regularly. You can define custom phrases for
your specific needs.
See section 3.5 for detailed information about standard phrases.
Print
The current record will be printed. In the majority of cases an options

dialog or the print preview shows up.
Take over
Use this button to import data into a record from another data structure.
This functions is only available for expedient structures, for example,
creating an operating instruction from a SDS.
Phrase text
Inserts a standard phrase as plain text.
First
Steps
Phrase code
Inserts a standard phrase as code ( eg, @H01.00100010). When using

multilingual features of epos, the use of phrase codes is mandatory.
New line
A new line will be inserted to standard phrases.
Open record
Open an existing record for editing.
Print preview
Open a preview of the final print layout for a final check.
Edit links
Create links between records, for example, manufacturer with products,

or safety data sheets with recipients.
Exit form
Close the active window to quit working in a form.
3.4 Overview: Modules

Chemicals law
This catalogue allows you to search information in the national directives and lists. Currently, this
catalogue contains information from 30 countries. Besides R- and S-phrases also partly exposure limit
values are stored for direct access. It is possible to search for CAS-number, EC-number, and material
names. In order to do so, simply call the search function at the bottom of the tree. Completed searches
are shown as new nodes beneath the search icon and are persistent until re-starting the program.
This section contains the laboratory database, which assists the laboratory with the process of creating
and managing formulas for preparations. These data are passed to the main program.
Product development
Laboratory database
The input of a formula is the major task of the laboratory database module. Here all materials,
intermediate products, and active substances are attributed to a formula. In a second step the
formula can be classified and labelled according to the preparations directive by calculations based
on the substance data.
Product Safety centralizes essential information about the hazardous substances handling.
Product safety
REACH profiles
This module is a step-by-step guidance to prepare the pre-registration for REACh in your enterprise,
starting from June 1st 2008.
Self-classified
substances
You can classify substances yourself, when you are missing them in the legal list (EC) 1272/2008
annex VI. These self classified substances can be used along with legally classified substances in
formulas for chapter 3 of the SDS.
Manufacturer and
supplier
In the form Manufacturer and Supplier all companies which are to appear in SDS Chapter 1 are
recorded. This is generally your own company address.
Safety data sheets
The safety data sheet is the essential document for the Hazardous Substances Manager.
Safety data sheets are based upon details about substances and formulas for preparations. In a
second step the data sheets are translated into the desired destination language and distributed.
The safety data sheet acts as data source for hazardous material operating instructions, labels, and
transport emergency cards.
Hazardous material
labels
With epos you can create labels for packages according to the hazardous materials directive.
Especially when decanting from larger to smaller barrels different sizes of labels are required. It is
possible to print labels directly to color printers. Use special adhesive label sheets for your printer. If
desired, epos automatically generates labels on the basis of safety data sheets.
The section Customer Service incorporates all aspects of communication to your customers. The main
task is the managment and distribution of safety data sheets.
Customers service
Sales products
Recipients/
customers
For this you can define sales products and link them to the safety data sheets. Furthermore, the
recipients of the data sheets can be managed by the program.
In epos a Sales Product is the final (sales-) item and not the chemical identification of a substance or
a preparation.
Here you enter the recipients (customers) who shall receive safety data sheets from you. Also you
determine the shipment method and the destination language of the safety data sheets.
In this section all types of operating instructions are incorporated.
Occupational safety
19
20
Operating
instructions
The layout of the form window is identical to the print layout.

You don't have to create operating instructions from scratch, because the required information is
stored in the safety data sheet.
The Environmental-, Biohazardous- and Machinery operating instructions are similar to the
Hazardous material operating instruction. Here too, the layout of the input form resembles the
later printout. The main difference is that's not possible to create these operating instrctions on the
basis of, for example, a SDS., but you have to enter all necessary data manually.
3.5 The standard phrases

With the standard phrases, consistently repeating text formulations can be saved as records
(boilerplate text modules). These can then simply be pasted into the appropriate data entry fields.
If you are using the multilingual version of epos, then you already have access to the integrated
catalogue of standard phrases in several European languages.
Data input is then slightly different compared to the monolingual version.
In epos
available
languages for
standard
phrases
- German
- Austrian
- Belgian-French
- Belgian-Dutch
- Bulgarian
- Chinese
- Croatian
- Czech
- Danish
- Dutch
- English
- Estonian
- Finnish
- French
- Greek
- Hungarian
- Irish
- Italian
- Latvian
- Lithuanian
- Norwegian
- Polish
- Portuguese
- Romanian
- Russian
- Swedish
- Switzerland-German
- Switzerland-French
- Switzerland-Italian
- Slovakian
- Slovenian
- Spanish
- Turkish
- Ukrainian
You achieve at least three simplifications of your daily work:

1. Standardized texts in your documents:
The content of operating instructions / safety data sheets that are viewed by many employees
must be ensured to be unambiguous. By the selection of standard phrases that accumulate in
your daily work, you can choose from identical formulations. You can also instruct staff
accordingly, and provide customers with accurate statements.
2. Time saving data acquisition:
By typing complete sentences with a simple mouse click, you can gain enormous speed
improvements. Sort the phrases that you need regularly to the top of the list for quick access.
3. Instant output in different languages:
Since a computer system at the current state of the art still cannot provide a meaningful
translation, we have created a way to use phrases in various languages. You enter the phrase only
once in your preferred language. Before printing, select the desired output language. The phrases
are then replaced by their respective translations. The epos team offers a large number of
languages for multilingual output of a SDS.
Nearly each text field provides the facility of using phrases. The easiest access to phrases is the button
in the toolbar.
But you also can access the phrase features by using the menu bar.
21
First
Steps
3.5.1 Create a new standard phrase
The following section is based on a multilingual version of epos which features some different
behaviour than the monolingual version. The latter doesn't provide neither multilingual phrase input,
nor different fonts for non-Western languages.
Users need permissions to be granted for editing standard phrases. Changes to the permissions can
be done by system administrators (see section 21.1.3.3).
See section 3.5.2 to learn how to use multilingual phrases.
To create a new standard phrase, open an input form of your choice and click with the mouse into the
data field for which you want to create a new standard phrase.
Click on the button Insert standard phrase.
The dialog box Standard phrases shows up.
This dialog box lists all the standard phrases that have been created in English language for
the active field. This is the multilingual standard phrase catalogue.
If this button is not enabled, then you may be in a field that does not support phrases. This is
usually true for text fields of a very small size.
In the monolingual version of epos some of the fields might be blank.

You can determine the origin of the phrases by selecting one of the options under Origin.
All: All stored phrases will be shown in the list.

Own: Only custom phrases created by the user will be shown in the list.
Standard: Only the standard phrases of the installed catalogue are shown in the list.
Click the button Add standard phrase to create a new phrase.

A new empty row will be created, marked by an arrow (
) in the row head.
Origin of the
standard phrase
22
8
Directly click into the column United Kingdom of the newly created row.
Enter your standard phrase now. The length of the text is limited to 64000 characters. Finish
your input by clicking with the mouse outside the input field.
An enlarged input area shows up over the list.
Confirm the confirmation request by clicking [Yes] .
The input field closes and the new phrase is added to the end of the list.
Select from the drop-down list Font the desired font. epos offers all fonts installed in your
Windows system.
Finally save your new standard phrase by clicking the Save-button.

The new standard phrase is now available in the active input form and elsewhere in the
program.
3.5.2 Create a new multilingual standard phrase
This section describes the multilingual version of epos. The handling slightly differs from the simple
input described above.
Changes to the pre-installed catalogue of multilingual standard phrases are not possible. Please
inform us in case of translation mistakes.
To create a new standard phrase with translations, open a form window of your choice and click in the
text box in which you want to create a standard phrase.
The drop-down lists described below also contain an entry called Base. Instead of the
translated text this entry displays for each phrase code additional information such as
special codes for R-and S-phrases or restrictions for certain countries.

23
First
Steps
Select the desired language from drop-down list Language 1.
The standard phrases in the table change their language according to your choice.
Proceed as described in section 3.5.1 for monolingual phrases.
The newly entered standard phrase is now available in the language of your choice. This
method is particularly suitable for creating foreign-language safety data sheets.
Another possibility is to teach the program new standard phrases. I.e. you create a safety
data sheet in English and want it translated in a foreign language. epos shall use your new
standard phrases in their respective languages.
For this you need to enter the appropriate translations.
If you want to translate the phrases yourself and store it in the phrase catalogue, open a form window Translate standard
phrase
of your choice and click in the text box in which you want to create a standard phrase.
The program now arranges the two tables side by side so that you can already see the
interrelated standard phrases in the respective languages.
Click the button Add standard phrase to create a new phrase.

Select the desired language from drop-down list Language 1, eg. Germany.
Additionally, select a 2nd language from drop-down list Language 2, eg. United Kingdom.
A new empty row will be created, marked by an arrow (
) in the row head.
Directly click into the first column (here: Germany) of the newly created row to edit them.
An enlarged input area shows up over the list.
24
Enter your standard phrase now. The length of the text is limited to 64000 characters. Finish
your input by clicking with the mouse outside the input field.
Confirm the confirmation request by clicking [Yes] .
Repeat these steps for the second language (here: United Kingdom) to enter the translation
of the standard phrase.
Add further
languages
The new phrase is added to the end of the list. You now have added a phrase with German
and English translation.
8
8
To add further translations, select a new language from the drop-down list Language 2.
Finally save your new standard phrase by clicking the Save-button.
Repeat these steps until you have entered translations for all required languages. This
ensures that your new phrase will be used with correct translations for all output languages.
3.5.3 Using phrases in forms

Once you have entered one or more standard phrases, you can use them to speed up filling your
forms.
Multilingual
To insert a standard phrase into an active form, click on the button Insert standard phrase.
Click on the standard phrase of your choice and then click on the button Code,
or
double-click on the row of the desired standard phrase.
Monolingual
In the monolingual version you can decide between insertion as code or as plain text.
Multilingual
In the multilingual version a dialog box shows up which informs you that the code has been
inserted.
In the target field now the code is displayed with a @-character followed by a number code.
Monolingual
In the monolingual version by default the plain text will be inserted.

First
Steps
If you want to see the plain text of the inserted code, set the input focus to another field.
Then the phrase code of the previous filed is switched to plaint text view.
To search a phrase enter a word (or part of it) in the field for word part.
See section 5.5 to learn how to search word parts.
25
Search standard
phrase
See section 5.7.3 to learn how to search standard phrases.

Start the Search by clicking the Search-button.
A list of standard phrases is shwon which mathc the search criteria.
To insert a standard phrase into an active form, open the dialog box Standard phrases.
Search the phrase you want to edit.
Edit standard
phrase
Select a new language, if needed.

Click into the row of the standard phrase text and alter the text to your needs.
Finish your input by clicking with the mouse outside the input field.
During the next printout the updated version of the standard phrase will be used already.
You do not need to make individual changes to each record (the program always reads the
table immediately before printing).
Multilingual
If the standard phrases have been inserted in form of plain text (not as codes), then the
documents are not updated.
Monolingual
To update older records, you must replace the old with the new standard phrase in each
form manually.
3.5.4 Im- and export of standard phrases
This feature allows the im- and export of all standard phrases available in epos. Here the particularity
is to export especially those standard phrases for which no translations are available. These can then
be processed for example by a translator and then imported back into epos.
If you want to export standard phrases which are already in use for safety data sheets, then follow the
instructions in section 5.7.4.
This function requires the optional module Multilingual.
Data structure: the basics

The file format for im- and export is defined as follows:
It consists of 3-6 columns separated by tabulators and with line feed at the end of line (eg,
Excel, Text separated by Tabs).
The columns 1 to 3 are essential, they contain:
the phrase code

(column title: Code)
German text
(column title: D_G)
Foreign text
( column title according to the country code)
The columns 4, 5, and 6 are optional and contain:
the form/module the phrase shall be assinged to

(column title: Formular)
26
the SDS chapter the phrase shall be assinged to

(column title: Kapitel)
the internal name of the text field the phrase shall be assinged to
(column title: Feld)
For import the rule applies that blank standard phrase text fields from the file never overwrite the
existing fields in the database. Optional fields (even empty) in the file (columns 4-6), however always
override entries in the database (always provided that the corresponding column in the file ever
existed). Is a standard phrase code field blank in the file, then a new standard phrase is created by the
program with a proposed code, which can then be edited. If during the import an unknown phrase
code is found, then a new standard phrase is created with this code.
Export standard
phrases
In the epos main window select Extras Phrase translations Save listfrom the menu
bar.
The dialog box Im-/export standard phrases shows up.
Choose the language for which you need translations, and the origin (this restricts the list).
The checkbox Only records without translations eventually narrows the list further.
Click the button [Save list] .

A file dialog box Save list of lacking translations shows up.
The suggested file name is a combination of the codes of the exported languages. (eg, D_GGR_GR for Germany-Greece). You can find a list of all language codes in section 18.
Import standard
phrases
Change the filename if desired, and select a destination path.
In the epos main window select Extras Phrase translations Import filefrom the menu
bar.
The dialog box Im-/export standard phrases shows up (see above).
Finally click the [Save] button.
Choose the language which you want to import translations for. Please note that a single
space in a standard phrase text field of the file results in this field to be considered as not
First
Steps
27
empty (cf. the data structure on page 25 for more details). You should therefore verify
your import file before you importing . The activated option limits the list to all standard
phrases with missing translations. The same applies to the option Origin.
Finally click the button [Import file] and select the file to be imported.
The program starts the import.
If you have a larger number of new standard phrases to import and not just translations of
already existing standard phrases, this process may take a long time.
3.5.5 Edit phrase lists for import or export

After successful export of a language you can edit these files with Windows tools and then pass the
files to a translator.
At this point, a distinction is made between the export and import file.
See section 3.5.4 to learn how to export standard phrase lists.

If you want to convert an export file into a Word table, open the exported file in WordPad,
set the desired font for the translation, select all, and copy it to the clipboard. Now open a
blank Word document and paste. Select everything and choose Table / Convert text to
table Confirm the proposed number of columns, you can then edit them later. The
German text will be displayed with the same character set as if the Cyrillic or Greek, but it is
only noticeable for umlauts and and has no impact on later import.
Edit export file
If your Word table does not have the same number of cells in all rows (columns), you must
correct it in Excel. Select in Word Edit / Select All from the menu bar and then Copy. Now
start Excel with a blank page and insert the table in the cell A1. Delete unnecessary columns
and possibly make sure that the column A in the first line of code contains the headline, the
column B the title D_G and column C the title in form of the country code of the
translations. Finally, save the file in the format Text, separated by tabs.
Edit import file
Please ensure for Word tables that no line breaks occur throughout the document. Carefully
check the Excel spreadsheet, line breaks are identifiable by text in the A column.
The columns in Excel must be formatted to preserve leading zeros.
Texts with Cyrillic, Greek or other character sets than the installed operating system
language (usually Western) are not stored correctly in Excel.
Here a workaround is necessary: Insert the Excel spreadsheet with copy & paste into a new
Word document. Mark this again, copy and paste it into a WordPad text document. Now
save the file. Editing the document directly in WordPad is not recommended, since special
characters such as tabs cannot be displayed. You can't therefore check the correct column
mapping.
28
4 The folder structure
4.1 How can I create / edit / delete folders?
In epos you can create a nearly unlimited number of folders: 25 levels with up to 10000 folders. The
shipped database is empty or contains only a few examples.
First you must decide for the module you want to add folders to. The following example is given for
safety data sheets. See also section 3.1.
You need special user permissions to edit the folder structure. These permissions can be granted by
the system administrator. This doesn't apply for single workstation installations where the user
always has the necessary permissions.
4.1.1 Create a new folder
Click on any folder to open it and to show existing subfolders.

If a folder contains subfolders is indicated by the -symbol next to the folder icon. If the symbol disappears after clicking on it, then the folder doesn't contain any subfolders.
A click on the symbol opens the tree leaf und unveils the subfolders.
Open the context menu (right mouse click) of the desired folder and select the entry Create
subordinate folder.
Folders marked with a green plus sign have special user permissions. See section 21.1.2
for details.
The dialog box Edit text shows up.
The new folder is displayed in the treeview.
Enter the desired name of the new folder. The name can be up to 40 characters long.
Then click the [Ok] button.
4.1.2 Rename a folder
Click once on the desired folder to mark it. Then select from the context menu (right mouse
click) the entry Rename.
The dialog box Edit text shows up. The input field contains the current folder name.
Now you can alter the current name or enter a new name.
Then click the [Ok] button.
First
Steps
29
4.1.3 Delete a folder
Click once on the desired folder to mark it. Then select from the context menu (right mouse
click) the entry Delete and confirm.
When deleting a folder, its content is not deleted from the database, but only the
assignments to this folder. The records may still be assigned to other folders.
Records without any assignment to a custom folder can be found in the not assigned folder.
4.1.4 Move folder content with drag&drop
Please note a special behaviour when moving contents from the right side of the window to any
folder of the treeview on the left side:
When moving records via drag & drop the data is neither physically copied nor moved. The record gets
a so-called assignment, but is still one single record. This can be useful if you want to fill various
folders with the same records. Then you need to edit the record only once and thus keep all references
up to date.
To create a number of assignments from a record, select one or more records on the right
side of the window with the mouse and hold the left mouse button pressed.
Create assignment
Now drag the selected records in a different folder on the left side of the window.
While moving, a small square appears with the mouse pointer.

The records are now in the old and the new folder. You have access to the records by any
of these assignments. There's no (visible) difference between these records.
If you want to move a record from one folder to another (without keeping the assignment in the
source folder) then there's another option:
To move a record from one folder to another folder, select one or more records on the right
side of the window with the mouse (as described above) and hold the left mouse button
pressed. Now drag the selected records in a different folder on the left side of the window.
While moving, a small square appears with the mouse pointer.
Now select the records of the source folder again and open the context menu (right mouse
click). Select the entry Delete assignment to folder.
All selected records are removed from the folder. The records are now solely assigned to the
destination folder.
When deleting a record via context menu, the record is not deleted from the database, but
only its assignment to the folder.
The records are now in the old and the new folder.
Records without any assignment to a custom folder can be found in the not assigned folder.
Move record
30
5 Using the sorting and grouping facilities
Topics at a glance:
Using the search function you can quickly and efficiently locate a specific record. You can specifically
define the criteria, according to which the search function should operate. In the legal substance lists,
according to (EC) 1272/2008 Annex VI, German Technical Rules 900, 903, 905 and 907 you can look into
all the necessary data of individual substances.
You will learn how to
find specific records with the search functions
create lists with the searching and grouping facilities
lookup data from legal lists
find records by their components
search for multilingual standard phrases
epos's search function is available in almost every form window. With it, you select one or more
records that match certain criteria from the list of all records of the form. The basic procedure for the
search is always the same. However, the criteria by which you make the choice may differ depending
on the record types. On the following pages we explain the steps that you can use in any form
window, such as starting the search or the search with wildcards. The search criteria that you will be
able to apply only in certain form windows, are explained in the relevant section.
In addition to the general search facilities, you can search also in some selection lists for specific
entries.
In the form windows, you always have different ways to use the search function of epos:
1. Show complete list
You want to see a list of all available records for a certain type and select an entry from the list.
2. Enter search term
You know a keyword and enter it in the appropriate input box. Then you will no longer see the
whole list, but a list of all records that contain the entered search term. You do not know the entire
term. It is sufficient to type a part of the entry. epos then searches all the records for the
appropriate word, and filters out those that contain the word part. The search for word parts is the
default.
3. Use wildcards
You do not type the entire string, but only single letters or short sequences of letters. For the
remaining characters of the search term you use so-called placeholder or wildcards. You will
receive a list of all records that contain the entered characters.
4. Grouping / sorting
You can run the search by the grouping/sorting functions. Here you have several options available,
which will be shown below in this section.
These options are only available if you have assigned records to specific folders.
5.1 How can I search the list view?

With this search, you can find records in the right pane (list trace). You have two options: Either you
can click on the column headers to sort the contents therein (in ascending or descending order), or
you can locate records using a search filter.
You always start the search from one of the folders (eg, SDS, self classified substances, manufacturers
and suppliers).
Select the folder where you want to find a record (eg, SDS, self classified substances,
manufacturers and suppliers).
If you already have created subfolders, you must click on the -symbol of the parent folder to
see its child folders,
or
double-click a folder to see its content.
First
Steps
The program show you the content of the folder in a list view in the right pane.
Click on the column headers to sort the contents therein.
If there are many records in the list, so that a simple sorting by column heading is no longer sufficient
for this purpose, then use the search function.
Click the Search in listbutton in the toolbar.
Select the type of value you want to search from the drop-down list Search in. Enter the
search term in the field Character string.
The dialog box Search in current list shows up.
Define the search direction by choosing one of the options onward, backward, or mark all
Finally click [Start] to start the search.
The program marks the records which match the search criteria.
5.2 How do I use the grouping function?

Using the search function grouping, you can identify records by specific criteria. So you can for
example search records not by product name, but by the company that supplies the product. epos will
then display all records that are associated with this company. The same applies to the substances of
the legal lists. This search has the advantage that it can display certain records whose components are
on legal or self classified lists.
This feature searches the entire database and is folder-independent.
Grouping can only be accessed at the top level folders (eg, safety data sheets, self-classified
substances, manufacturer and supplier) .
The following example is based on safety data sheets. To group records epos must be started and the
main window must be visible.
Click once on a top-level folder to mark it. Select from the context menu (right mouse click)
the entry Grouping.
The Grouping menu contains a number of sub-entries. By default the option Folder is
activated.
31
32
The program remembers your last choice and uses it until you change it.
Select the desired option from the menu.
Click on one of the folders in the left pane to display its content.
Sort records
Click on the column headers to sort the contents therein, or use the search function if there
are too many records in the list (see section 5.1).
Open record
To open a record for editing, select the row with a mouse click and then click the Open recordbutton in the toolbar
When you click one of the options, the program searches the database for relevant data and
displays the corresponding folders on the left side.
or
press the [Enter]-key.
5.2.1 List of grouping options
You find the Grouping functions in the context menu (right mouse click) of the top level folders.
1.
Grouping Folder:
This is the delivery default. It displays the folder you created.
2.
Grouping Companies:
Here are the companies listed which have a link to the Safety Data Sheet
(Chapter 1). The contents of each folder shows all safety data sheets assigned to
the company.
Thus it's possible to get a quick overview as to which company belongs to each
sheet.
33
First
Steps
3.
Grouping Material groups:

Here are the material groups listed which have a link to the Safety Data Sheet
(Chapter 1).
Thus it's possible to get a quick overview as to which safety data sheets belong
to each material group.
See section 21.3.2 to learn how to administrate material groups.
4.
Grouping Data sheet masks:

If you are using datasheet masks, use this option to see which safety data sheets
are based on each mask.
See section 10.3 to learn how to work with data sheet masks.
5.
Grouping Substances:
In this grouping you have additional sub-options available. Select one of these
substances lists, to display which safety data sheets has one of these substances
assigned in chapter 3. The localized hazardous substances are listed on the left
side of the window as folders. The contents of this folders are safety data sheets.
6.
Grouping Set filter:

See section 5.3 for more details about using filters.
7.
Grouping No/incomplete classification:

With this grouping a single folder named No/incomplete classification is
displayed. This folder contains safety data sheets which are not yet or partly
classified.
See section 9 to learn more about SDS classification.
8.
Grouping 67/548/EEC ann. I, 31. ATP:

This grouping shows a list of substances which have to be re-classified according
to xx. adaptation of the Council Directive . The folders contain the affected
safety data sheets. When new ATP's are published, the program will be adapted
accordingly.
5.3 How do I set a filter?

One grouping option is the Filter. This feature can be used to search records, of which certain details
are known. This is the most detailed search function in epos and allows you to search for records using
only word parts.
In each dialog box you will find fields where you can type a search term. These fields always
correspond to a field from the form window. So you can for example search in the form window
Manufacturer and Supplier for company, nation, or location.
To use the filter function epos must be started and the main window must be visible.
Click once on a top-level folder to mark it. Select from the context menu (right mouse click)
the entry Grouping Set filter.
or
Click the Search -button in the toolbar.
In the treeview a new folder called Filter is displayed.
34
Search criteria
Standard phrases
Additionaly, a dialog box Search materials shows up.
Enter the terms you are looking for . Then click on the button [Start] to begin the search. The
search results are displayed in the right pane. If the list is empty, the program has found no
records that match your search criteria. Now you can click on the folder Filter to enter new
search criteria.
To find all records of a specific type, leave the boxes empty and click the button [Start]
(search without limitation).
You can also search for safety data sheets that contain a certain standard phrase. To select a
standard phrase click on the button [Standard phrase].
You can now select a standard phrase (see section 5.7.3 for details about this dialog) and
apply your selection with the Code-button. After closing the standard phrase dialog, you can
see the phrase as plain text in the dialog box Search materials . You can now make more
changes, for example, using wildcards _ (one character) or % (any number of characters). If
standard phrases with insert text are searched, either insert text, standard phrase or %
placeholder can be used.
First
Steps
To save or print this list the menu entries Save list and Print list are available from the menu
bar in the main window. The file format is suitable for later import into Excel or Word and
there can be converted into tabular form.
35
Save/print list of
results
See section 5.7 for form-specific search criteria.
5.4 How do I search for a specific SDS substance?

This search facility is used to locate the safety data sheets that contain a particular substance. It
represents one aspect of the above-described filtering function.
Unlike the grouping feature ( section 5.2) you can restrict your search to a single substance.
Open the search filter as described above ( section 5.3).
Choose from the drop-down list Origin a legal list, to which you want to search for an
substance. Click on [Apply] to confirm.
A dialog box of the chosen legal list shows up.
To empty the field Substance, click the [Substance] button to open the dialog box Search
substance. Then click on the button [Empty field "Substance:"]
or
A dialog box Search materials shows up ( section 5.7).

To select a substance, click the [Substance] button.
A dialog box Search substance shows up.
Now you can enter for example the CAS-number.

To start the search, click the Search-button.
Select the found substance and confirm with [Ok].
click the button [Delete all] in the Search Materials dialog to reset all fields.
Click on [Start] to start the search.
To save or print this list the menu entries Save list and Print list are available from the menu
bar in the main window. The file format is suitable for later import into Excel or Word and
there can be converted into tabular form.
The search results are displayed in the right pane. If the list is empty, the program has found
no records that match your search criteria. Now you can click on the folder Filter to enter new
search criteria.
Start the search
36
The filters settings are persistent for later use. Therefore always check the fields when you
use the filter.
The menu entry Save list provides information of the searched substance as well as its
amount in the found formulas and other information taken from chapter 3.
5.5 How can I define search criteria?

In each dialog box (record search), you can decide if you want to enter a search term in exact spelling,
or whether it is sufficient to specify only word parts. By default, epos searches for word parts. epos
then filters all records that contained the characters in the specified order. This is regardless of leading
characters or characters behind the search term.
Example: You are looking for any company that contains the company type Ltd. in its name. Enter in
the dialog box Filter: Companies the search term Ltd in the field Name. You'll get a result
list which contains eg. Smith & Webster Ltd. or John Doe Ltd. But a name like Spencer Limited
is not included in the result set.
Searching word
parts
Enter in one of the fields a part of the search term and click the [Start] button.
Scroll down the list to see more records, if applicable.
The dialog box closes. If the database contains records that match the search criteria, the list
of records is displayed in the right window pane.
or
Searching exact
term
If you are looking for records which contain only fixed keywords in certain fields, you can search for an
exact match.
Please bear in mind that records with with typing errors or slightly different spelling cannot be found
this way.
Example: You are looking for the Alford Chemicals Ltd., but not for Alvord Cosmetics Ltd. or others.
So you type the exact name. The database will search only for records that contain exactly this name
in the field Name.
Search with
wildcards
Enter in one of the fields a part of the search term and click the [Start] button. Pay attention
to correct input.
If the database contains a record that match the search criteria, the records is displayed in
the right window pane.
or
epos offers two kinds of wildcards:

The % (percent sign) replaces an arbitrary number of characters in the search term.
The _ (underscore) replaces a single character in the search term.
First
Steps
The database search with the wildcard % is significantly more complex and therefore much
slower than searching for the exact keyword. If you want to replace only a single unknown
character, use the underscore instead.
Example: When you are looking for the company Alford but are not sure about the correct spelling,
you can replace the questionable part by the wildcard %. With the search term A%d in the
field Name, the result may be as follows:
Alford
Alvord
Allford etc.
but also company names like this:
Ansgaard
Anand
or even
Anatomical research center Stratford
So try to narrow down the use of wildcards for a meaningful result. For the example given
here, the underscore (Al_ord) might be a better choice.
Enter in one of the fields search term with wildcard and click the [Start] button. Use
wildcards with care to ensure meaningful results.
The dialog box closes. If the database contains records that match the search criteria, the list
of records is displayed in the right window pane.
or
5.6 How do I search in legal lists?

In epos you can lookup in the legal lists, depending on your epos language version.
Open the entry Lookup from the menu bar in the epos main window and the select the legal
list of you choice
or
select the menu entry Lookup Research in legal lists D.
37
38
Enter CAS-number or material name and click on the button of the legal list where you want
to look up the material name, eg. [CLP ann. VI 3.2].
You can sort the table content by clicking the column heads.
The result of the search will appear in the same list. A dialogue box appears with the
statement No record found if the substance is not included in your selected list.
For more detailed information about a substance you can search in a single legal list.
A dialog box similar to the screenshot above shows up where you additionaly can search
substances by their ID number.
Open the entry Lookup from the menu bar in the epos main window and the select the legal
list of you choice
Furthermore the button [Further hints on the material] is enabled when aktiv, if there are
changes concerning this substance compared with the previous classification.
39
First
Steps
5.7 Form specific search criteria

Dialog box
Search for:
Notes
Product code
Material group
Merchandise no.
Company abbrev.
Product name
Manufacturer
CAS No.
Index No.
EC No.
Sum formula
UN number
R-phrases
Danger symbol
Standard phrase
Substance
Enter the common search

criteria in the upper part of the
dialog box.
Safety data sheet
If the result is more than 1 you

can sort the list. Use one of the
options in the lower third
Sorting of the selection list.
Sort by:
without sorting
Product code
Product name
Material name
Number
Use
CAS Number
EC Number
R-phrases
Boiling temp.
Flash point
If substances have been added

to the SDS in form of standard
phrases, then you can find
them solely by their phrase
codes.
5.7.1 Layout & functionality of the universal filter
For selected modules, there is a uniform filter dialog, which offers quick access to simple queries,
while also allowing complex queries with combined terms.
The universal filter dialog is available for the following modules:
Manufacturer and supplier
Sales products
Recipients / customers
Operating instructions
The dialog box always states clearly the active module for the current filter, as shown in the example
below for Manufacturer and supplier:
Self-classified
substances
40
Search options (basic)

The basic search mode only facilitates the fields Name and ID Number, which are identical for all types
of data and sufficient for most search demands. The search terms of both fields can be connected by
an AND / OR condition, where AND has logical priority. The combobox next to the field Name is
activated, once some text is typed into the field.
By default, the program is configured so that it is necessary to enter only a part of the search term.
You can use the percent character '%' as a wildcard for an arbitrary number of characters, whereas the
underscore '_' works as wildcard for a single character (see section 5.5 to learn more about
wildcards).
When you prefer exact match of search results, enable the option show only results with exact match
(checkmark
set) with a mouseclick. This comes in handy, when you intend to search for the
wildcards '%' and '_' as true characters.
Search options (advanced)

Click the button [Advanced search on/off] to see the extended search facilities. Another click on the
button collapses the window again.
The advanced search provides you with another option Recognize cases. The option is disabled by
default and only affects criteria in the advanced search! Furthermore, the combobox next to the field
ID Number will be enabled in order to allow both Name and ID Number to be logical connected to the
advanced search criteria.
Main feature of the advanced search is the table with six rows, which you can fill with an arbitrary
combination of search fields and conditions.
It is proposed to start with the selection of the Search criterion. Depending on the type of data you
want to filter, an individually filled combobox appears here. Pick a field from the list as desired.
The second column defines the Condition. You can decide if you want to start a narrowing or precise
search. The option Die Option "is exact equal" coincides with the option in the basic search options
and doesn't allow any wildcards in the value.
In the third column you finally enter the search term. In some special cases (eg, searching for the
option 'offer for reports (client)' for a manufacturer) some meaningful terms are invariably set.
Besides, entering a value is without limitation and the use of wildcards is possible in any way.
If you want to add more search criteria, then click on the '+' sign in the 4th column, where you can
select a logical connective AND/OR. A new line will be created automatically, where you can enter a
new search criterion according to the previously described pattern. The number of search criteria is
limited to six. You can remove a line from the list by clicking with the mouse into the head of the row
and pressing the [Del] key on your PC keyboard.
First
Steps
5.7.2 Using search facilities in list views

Since the selection lists you are working with often contain many records, you can use in some of
these lists a small search function. It contains only a text field where you enter your search term.
Your input is always handled as word part, epos will be looking for records that contain the input as
part of the field content. Choose the search field from the drop -down list Search in (eg, CAS number,
name, etc.).
Click on the drop-down list Search in.
8
8
Select the desired field.
The list contains the field names where you can search.
Enter your search term in the field for word part and then click the Search-button.
The search function will search in the specified column for the records that contain the
entered search term. Found records are listed in the shortlist. If no such record has been
found, the shortlist remains empty.
41
42
5.7.3 Locating standard phrases
The search for standard phrases combines two different search techniques: The common search for
word parts, and the limitation to certain categories (Field, Chapter, All, etc.) .
In this section only the search facilities are discussed. There are slight differences between the
monolingual and the multilingual version of epos.
By default, you use the standard phrases chapter-related. Ie, you use only the standard phrases that
are specifically written for the corresponding chapter. Only in rare cases, it will be necessary to resort
to other standard phrases. This has a significant speed advantage when you open the dialog. In
practice, it makes no sense to use a standard phrase from the chapter First aid in the chapter Disposal.
See section 3.5 to learn how to work with standard phrases.
See section 5.5 to learn more about searching with word parts.
To search for specific standard phrases, the dialog box Standard phrases must be open (screenshot
page 21).
Use the category options in combination with the word part search to search the desired
standard phrases.
The option Show standard phrases is avaialbe for both the monolingual and the
multilingual version of epos.
All:
All standard phrases in the program are displayed. This search takes the longest.
to form:
All Standard Phrases available to the current form are displayed, eg. the current
SDS.
to chapter:
All standard phrases available to the opened chapter are displayed.
to field:
All standard phrases available to the current field of the SDS are displayed (only
the user's own standard phrases).
The option Origin is only available for the multilingual version of epos.
All:
All standard phrases regardless of origin are displayed.
Own:
Only User generated standard phrases are displayed.
Standard:
Only the catalogued standard phrases (e.g: BDI) are displayed.
First
Steps
43
5.7.4 Locating standard phrases in safety data sheets
This function serves to identify all used standard phrases in safety data sheets. In contrast to the
import / export of standard phrases ( section 3.5.4) you can export only those standard phrases,
which are used in your safety data sheets. Unused standard phrases are not listed here.
This function requires the optional module Multilingual.
To locate standard phrases in safety data sheets, epos must be started and the main window must be
visible.
8
8
Set a filter ( section 5.3) or open the folder that contains the desired safety data sheets.
Open the context menu (right mouse click) and select the entry Create phrase list.
Mark on the right side of the window all the desired safety data sheets. To mark a number of
data sheets, hold down the [Ctrl] key while clicking on the SDS rows.
The dialog box Standard phrase assignment to the chosen SDSs shows up.
Select an output language and the origin, if needed, to narrow down the list. Checkmark the
option Only records without translations for further restriction.
Finally, click the [Save list] button and select file name and destination path.
If you want to convert an export file into a Word table, open the exported file in WordPad,
set the desired font for the translation, select all, and copy it to the clipboard. Now open a
blank Word document and paste. Select everything and choose Table / Convert text to
table Confirm the proposed number of columns, you can then edit them later. The
German text will be displayed with the same character set as if the Cyrillic or Greek, but it is
only noticeable for umlauts and and has no impact on later import.
Convert export file

to Word table
44
6 Print & export from epos
Topics at a glance:
The epos program processes all data to be ready for printout.
In epos these documents are called Reports. There's a large number of different reports for all
purposes.
The most important report is the safety data sheet, whose template complies with legal
requirements.
Furthermore you can print all lists, either standard templates or custom made.
select the print layout of your data
select the company name for the report header
open the print preview and start the printout.
export a report to a textfile (HTML/RTF/PDF)
6.1 List of available report types

The following table gives an overview of the reports available in epos.
All reports show a preview for a final check of validity, but you can't edit the preview.
These reports are labelled in the column P (Show preview) of the table.
Column CN/L denotes reports with the possibility of individual report headers (company
name & logo).
Column S (Save) denotes reports that can be saved as file in the formats RTF (Word), HTML, or
PDF. (This function requires using Crystal Reports)
See page 48 to learn how to save a SDS as RTF, PDF oder HTML file.
Form
Report
CN/L
Substance basic data
Companies full list
Yes
Yes
No
Manufacturer & supplier
Companies list of contacts
Yes
Yes
No
Overview list
Yes
Yes
No
List of substances
Yes
Yes
No
Self-classified substances
Overview list
Yes
Yes
No
Overview list
Yes
Yes
No
Safety data sheet Standard, in all languages

(supplied templates)
Yes
Yes
Yes
Substance list acc. to German TRGS 905
Yes
Yes
No
Biological Monitoring Guidance (Ger.TRGS 903)
Yes
Yes
No
Limit list
Yes
Yes
No
List 67/548/EWC ann. I
Yes
Yes
No
List of Safety data sheets
Yes
Yes
No
List of Safety data sheets with manufacturer
Yes
Yes
No
Overview list
Yes
Yes
No
Hazardous materials
Operating instrction without workplace info
Yes
Yes
Yes
Operating instruction
Operating instrction with workplace info
Yes
Yes
Yes
List of operating instructions
Yes
Yes
No
List of operating instructions with date of

creation.
Yes
Yes
No
Main list of missing operating instructions
Yes
Yes
No
Color border (without content) optionally with

or without workplace info
No
Yes
No
Overview list
Yes
Yes
No
Laboratory database
Hazardous materials
SDS
45
First
Steps
Form
Report
CN/L
Hazardous materials
Labels
Labels DIN A4 to A7
Yes
Yes
No
Overview list
Yes
Yes
Hazardous materials
REACh Preparation
No
Summary lists Raw materials/Preparations

(SDS), Suppliers, Customers
Yes
Yes
Yes
Manufacturer/Importer status report
Yes
Yes
Yes
Phase-in substances for preregistration (by

tonnage and CMR)
Yes
Yes
Yes
Special cases (Monomers, Articles, Isolated

intermediates)
Yes
Yes
Yes
Substances to be notified to agency
Yes
Yes
Yes
Evaluation of the substances list
Yes
Yes
Yes
Downstream User (DU) - status report
Yes
Yes
Yes
Admissibility of the use
Yes
Yes
Yes
Overview list
Yes
Yes
No
Overview list
Yes
Yes
No
Overview list
Yes
Yes
No
Occupational safety
List of operating instructions with date of

creation.
Yes
Yes
No
(not Hazardous material)
Color border (without content)
No
Yes
No
Overview list
Yes
Yes
No
Datasheet distribution
Sales products
Datasheet distribution
Recipients
6.2 Prepare printout

The steps to the final printout of the reports are almost always identical. Therefore, you first learn the
basic steps to print a report.
All reports are accessible from the epos main window. You don't need to open a record for
printing. epos must be started and the user needs sufficient permissions to print.
If necessary, open a folder in the left pane in the epos main window to see other folders.
The folder content is listed in the right window pane.
Click on the folder from which you want to print a report.
Locate the desired record in the tree view of the epos main window.
Right-click the safety data sheet you want to print for the context menu.
Depending on the folder/record type, select one of the print options: Print/Export, Print
preview, or Further reports.
Depending on the report you want to print, you may get the Report selection dialog box
which offeres you different reports.
Select report
46
To select a report from the dialog box Report selection, click on the row with the report that
you wish to print and then click the [Start] button,
or
double-click on the desired report.
Select company
In most cases you can now select a company name. The company data will be inserted into
the footer of the record. Many records also include a company logo.
See section 12.3 to learn how to create a company record for report output.
Open print preview
In most cases you'll see now a print preview.

For some reports, the program requires additional information from you. These dialog boxes
offer , for example, filtering or sorting options (see page 114 f.).
You can ignore the dialogs for filtering / sorting in either case (leave all fields empty) and
you'll get a report with all available records.
6.3 View, edit, and print reports

In most cases you'll see a preview of the report for a final check of validity before printout, but you
can't edit the preview.
If you have chosen an overview list as report, you will often have some options to select the items by
certain criteria before the print preview or printout is processed.
The preview shows the report in the same layout as it appears later printed on paper. At this stage you
can't do any changes to the report. If you need to alter the document, you must close the preview
window and open the record in the edit form. There you can enter your corrections.
6.3.1 Quest-Report: Preview & Navigation
Zoom
first
page
Print
8
8
next
page
prev.
page
last
page
To reduce the view size to fit a whole page on the screen, click on the button Zoom.
Click on the Zoom button again to revert to the larger view size.
First
Steps
8
8
To jump to the first or the last page of the report, use the buttons with the double arrows.
When you're done, click on the Print button.
47
To jump to the next or the previous page of the report, use the buttons with the single
arrows.
The Windows system dialog Print shows up.
(Dialog layout may vary due to your system configuration or installed printer drivers)
You can define the page range of the report printout.
Page range
Select the option All in the panel Page Range for all pages of the report.
8
8
Enter the Number of copies you want to print (not always enabled).
Number of copies
If you need a postscript file instead of a direct printout, checkmark ( ) the Print to file
option. You'll be asked for a filename after you have started the print job.
Print to file
To start the print job, click the [Print] button.
If you only need a subset of the pages, select the Pages option and enter the page numbers,
or the page range.
The printer starts printing the report.
48
6.3.2 Crystal Reports: Preview & Navigation
Portions of the Crystal Reports Preview window are not yet translated because of some
limitations in the underlying program code. Therefore, you'll see some labels in the input
forms with their German terminology. We're sorry for the inconvenience.
Export
Print
Search text
Export report
first
page
next
page
prev.
page
Page x of y
last
page
Zoom
Search text
To jump to the first or the last page of the report, use the buttons Zur ersten Seite gehen and
Zur letzten Seite gehen.
To jump to the next or the previous page of the report, use the buttons Zur vorherigen Seite
gehen and Zur nchsten Seite gehen.
When you're done, click on the Bericht drucken button.
To search text within the report preview window, click the button Text suchen.
Enter your search term in the field Suchen nach and click the button [Weitersuchen]
(continue searching).
The next field which contains the search term will be highlighted blue with a dark blue
border.
Continue searching by repeated clicking on the button [Weitersuchen] or quit searching with
a click on [Abbrechen] (cancel).
To save the report to a file (eg, HTML, MS-Word, or PDF), click the Bericht exportieren button.
A dialog box Suchen shows up.
The dialog box Exportieren shows up.
First
Steps
Select the file type from the drop-down list Format, but leave the drop-down list Ziel on its
default Datentrgerdatei.
Start the export with a click on [Ok] .
Confirm your selection with a click on [Ok] .
To enlarge or reduce view size, select the zoom rate from the drop-down list. Besides a
number of predefined values (25% to 400%) you can enter a custom value here. Custom
values must be confirmed by pressing the [Enter]-key.
49
For some file types you can define the page range (Seitenbereich). Either select Alle for all
pages or enter the first (von) and last (bis) page to export.
Finally a Windows standard file dialog Exportdatei whlen shows up.

Enter the file name and destination path and click on [Speichern] .
Now the report will be saved as file in the chosen format.
Zoom
50
7 A concise introduction to GHS
7.1 What is GHS?
On the initiative of the United Nations Conference on Environment and Development (UNCED) back
in 1992 first attempts started to harmonize worldwide labelling and classification of hazardous
materials. Primary goal was to reduce the risks for humans and environment (manufacturing,
transportation, and use) by establishing standards for pictograms and texts.
The result of these efforts has been passed in December 2002 by a UN agency and named as Globally
Harmonized System of Classification and Labelling of Chemicals (GHS). The European Union as adopted
wide parts of GHS (adopting entire GHS is not mandatory) and passed it on december 16th 2008 as
Regulation (EC) No. 1272/2008 (CLP-Regulation for Classification, Labelling and Packaging ) This
regulation comes into effect for each member without further national legislation.
Significant visible changes are the new elements for labelling hazardous materials, which will be
presented in the following text.
7.2 New elements & terminology

GHS is organized into Hazard classes and Hazard categories. A substance or a mixture can be
attributed to one or more hazard classes. Each hazard class and hazard category defines a hazard
symbol ( Pictogram ), a signal word ( Danger or Warning ), a Harzard statement (H) (nearly
corresponds to former R-phrases), and Precautionary statements (P) (nearly corresponds to former Sphrases).
Hazard classes and categories

This is an entirely new system of classification. Three groups of hazard types are defined: Physical
Hazards (16 classes), Health Hazards (10 classes), and Environmental Hazards (2 classes). Each class is
subdivided by a varying number of hazard categories, which define type and severity of the hazard. For
each category a combination of pictogram, signal word and hazard statement is defined.
Pictograms
The table offers an overview of correlations between indications according to former
substance/preparation regulations and new GHS pictograms.
Note that the table does not reflect a 1:1 correlation between the old and the new system, but
provides only a simplified guide, which summarizes the current items under the new system. A direct
conversion to GHS for classification and labeling based on this table is not possible.
51
First
Steps
Subst. & Prep. regulations

Symbol
Indication of
danger
Explosive
GHS regulation
Pictogram
Description
Code
Hazard class
Exploding bomb
GHS 01
Physical
Flame
GHS 02
Physical
Flame over circle
GHS 03
Physical
Gascylinder
GHS 04
Physical
Corrosion
GHS 05
Skull and crossbones
GHS 06
Health
Extremely
flammable
Highly flammable
Oxidizing
(no equivalent)
Corrosive
Physical /
Health
Very Toxic
Toxic
Harmful
(no equivalent)
Irritant
(no equivalent)
Exclamation mark
GHS 07
Health
(no equivalent)
Health hazard
GHS 08
Health
Environment
GHS 09
Environmental
Dangerous for the

environment
52
Hazard statements (H-statements)
A hazard statement is a standardized text module, which describes type and severity of a hazard.
Therefore, hazard statements are nearly comparable to former R-phrases according to substance/
preparations regulation.
Encoding is defined by a fixed scheme and contains four digits: The first digit invariably defines the
type by letter H. The second digit defines the group (2 = Physical; 3 = Health; 4 = Environmental). 3rd
and 4th digit are a consecutive number. Eg, code H301 is the first (01) of health (3) statements in the
list of hazard statements (H).
As of yet 60 H-phrases (without combinations) are defined.
Precautonary statements (P-statements)

Precautonary statements are standardized text modules, which contain caveats for handling and
usage of hazardous materials, as well as measures for limiting/avoiding negative implications by
exposure. Therefore, precautonary statements are nearly comparable to former S-phrases according to
substance/preparations regulation.
Encoding is defined by a fixed scheme and contains four digits: The first digit invariably defines the
type by letter P. The second digit defines the group (1 = General; 2 = Prevention; 3 = Response in case
of exposure; 4 = Storage; 5 = Disposal). 3rd and 4th digit are a consecutive number. Eg, code P402 is the
second (02) of storage statements (4) in the list of precautionary statements (P).
As of yet 95 P-phrases (without combinations) are defined.
European Union: Special Labelling ( left-overs )

In order to preserve their high safety standards for hazardous substances, the EU utilized the
possibility to extend the GHS core by their own regulations. Coevally, the EU tries to re-integrate these
extended regulations into GHS at political level. These special labellings are also called left overs and
their codes start with EUH.
For usage of GHS in the borders of the EU, these left overs are mandatory. They are also required for
the automatic GHS classification working properly.
Miscellaneous
The former term Preparation has been replaced by the term Mixture.
7.3 Which parts of the program are affected?

Several parts of the program are prepared for the new GHS already. Although still optional, you can
start to become familiar with the new elements in the input forms. Beginning with epos version 5.3
also the automatic classification according to GHS is available.
Self classified substances ( section 11)

Safety data sheets: chapters 2, 3 ( section 8.4), 15 ( section 9.8.3)
Operating instructions ( section 19)
Labels ( section 16)
First
Steps
7.4 Scheduling and respites

Currently valid regulations (Subs. regul. 67/548/EEC and Prep. regul. 1999/45/EC) for classification
and labelling of substances and preparations are replaced by the new GHS regulation on June 1st
2015. Until then a grace periods/respites takes place. For substances, GHS becomes mandatory in
December 2010, for preparations (mixtures), it becomes mandatoy in June 2015. The following terms
apply until the grace period completely ends in 2015:
Classification: In either case, the classification according to subst./prep. regul. must be included into
the SDS. Fur substances this means - beginning with 2010 - double content of classification.
Same is true for mixtures, when classified according to GHS within the grace period.
Labelling: Either according to the old system or according to GHS. Double labelling both systems is
forbidden!
53
The first
Safety
Data Sheet
56
8 The Safety Data Sheet
Topics at a glance:
You can create and manage an arbitrary number of safety data sheets
You can either create from scratch a new safety data sheet and fill the blank fields or copy an
existing safety data sheet and change only differing data
Create data sheet masks and use them as template for similar safety data sheets
edit safety data sheets for multilingual output
edit all 16 chapters of a SDS
add substances to chapter 3
assign synonyms, manufacturers, self-classified substances, etc. to the record
8.1 List view of safety data sheets in the main window

In list view further columns with additional information can be enabled.
Right-click the leaf Safety data sheets in the explorer tree on the left side of the epos main
window to open the context menu.
Select the option Field selection, then click the menu items that you want to see as columns
in the list view. Active fields are marked with a check mark ( ).
If all additional columns have heen enabled, the list view looks as follows:
8.2 Create a new safety data sheet

Substance data, namely safety data sheets, are the central element of epos.
The form MSDS is divided into 16 chapters based on the REACH Regulation Annex II. An additional
chapter contains information that is not officially required, for example, substitutes, hazards,
mandatory, prohibition, and other symbols (see section 9.9). This information is accessed when you
generate an operating instruction from safety data sheets. See section 10.3 to read how to create a
data sheet-mask in order to enter recurring data only once.
Each SDS chapter gets a dedicated dialog form to ensure clarity.

Before you create a new epos safety data sheet, we recommend that you create in the
Explorer tree one or more subfolders.
See section 4.1.1 to learn how to create subfolders.
Safety
Data Sheet
Double click the leaf Safety data sheets in the explorer tree.
Open a folder in the 2nd level to show the folders of the 3rd level.
epos allows an depth of up to 25 levels. Repeat the last step until you see the desired folder.
Click on the folder which shall contain the new safety data sheet.
Open the context menu in the right window pane (right mouse-click).
Click on the option New to create a new safety data sheet.
The input form for SDS chapter 1 shows up and a message box appears which proposes a
new product code.
57
58
Left picture is the standard dialog for product codes, right picture shows the extended
product code dialog, if the optional module Laboratory database is installed.
The field New product code already contains a suggestion by the program. If you agree, you
just have to confirm it. Or you can enter a new product code. Please note: the product code
must be unique as identifier for the SDS.
You can enter up to 20 characters.
The product code identifies a safety data sheet. But this is only one aspect of the product
code. When you apply a uniform numbering system, you can then easily search for subsets.
Allowed characters are: 0-9, a-z, A-Z, and the special characters () +, -. _
When sorting product codes, epos starts with the first position. Enter numbers with enough
leading zeroes, eg. 001, 002, 003, , 099 in order to get the correct sorting results.
When you try to use an existing product code, a warning message appears:
Click [Ok] to close the message box. Correct your entry in the Product code windows an then
click [Ok].
The input form Product code will be closed and the input form of the SDS is now ready. All
buttons are enabled and it is now possible to call each chapter page.
8.3 Safety data sheet chapter 1

In Chapter 1 enter the name of the product and if necessary, any number of synonyms. You can also
enter the manufacturer and set assignments for later search. You can assign merchandise numbers
and fill the fields.
Also, the substance names in different languages will be added at this point.
In the gray header section of the first chapter, various data will be maintained.
Safety
Data Sheet
Date:
This is the date of first creation of the data sheet. Creating the record and
creating its contents do not always coincide. Hence this field is editable.
If the field is blank when saving, the program automatically adds the
saving date. Afterwards, this date will no longer be overwritten, but can
be edited by users at any time.
This date is not part of a printout!
Revision date:
This date is updated automatically by the program after each save by the
last revision date.
This date will be printed in the SDS header.
Created on:
This date defines the first save of the current record.

Last changed on:
This date is updated automatically by the program after each save.

Read sections 21.3.1 and 21.3.2 to learn how to use the dropdown lists Material data origin and
Status of the revision.
Enter or change the material name
Click on the Button [Material name] in SDS chapter 1.
The dialog box Input of the synonym shows up. The first line already has the focus.
(The layout may vary due to different program versions)
When you open the dialog for the first time, the product code is set as material name. You
can override the product code by a proper name.
Mark the product code in the dialog box and overwrite it with the correct material name.
Click the Save-button to apply the changes.
59
60
8
You can add or modify further rows or close the dialog box.
The dialog closes and the material name appears in the chapter dialog next to the button
[Material name] and in the title bar of the window.
Click on the Exit form button in the toolbar.
Enter synonyms
In the dialog box Input of the synonym you also enter in addition to the material name all synonyms
of the substance. However, you can define only one of these names as the name, which appears in the
chapter window. The designation is indicated in the dialog box with a check mark ( ) in the second
column. By default, the first line is reserved for the material name.
If you want to edit an existing record, click into the respective row of the desired entry and
then make your changes.
If you want to add a new record, click on the New button to add a new row. The enter the
new synonym.
Mark synonym as material name

The dialog box Input of the synonym both the name and the synonyms under which the product is
otherwise known are listed. The material name is identified in the first column by a check mark ( ).
You can declare any synonym in the list as material name.
Click the checkbox on the row header that you want to take as a material name in the sheet.
A checkmark (
) appears in the first row.
Close the dialog by clicking the Exit form button in order to apply the changes. The material
name appears in the chapter dialog next to the button [Material name] and in the title bar of
the window.
8.3.1 Enter a material name in different languages
Foreign language material names (synonyms) can be entered in all available languages. This input
applies only to the current record. In addition, for each synonym an individual character set (font) can
be selected.
To enter a foreign language material name, the desired safety data sheet record must be open and the
dialog box Input of the synonym should be visible.
Make sure that the line with the synonym to be processed is marked as an active row in the
list. The translations are not globally, but maintained for each synonym.
Click the button [other languages] in the dialog box Input of the synonym.
The dialog box Polyglot synonyms shows up.
Safety
Data Sheet
Enter the synonyms for all foreign languages. Use the tab sheets to switch to other
languages.
If you want to use specific keyboard layouts for the languages, you first have to enable them
in the Windows preferences.
Finally, click the [Save] button to save your changes.

If you now start a printout in a foreign language, the material names appear in their
respective language.
8.3.2 Enter merchandise numbers
Besides the product code epos allows entering a merchandise number for a SDS. This is important, if
you have to manage substance data for several companies. You can assign a company to the
merchandise number ( section 21.3.2), in order to clearly identify an SDS. Also it is possible to search
for merchandise numbers or company shortcuts in the database (see section 5 to learn how to
search the database).
Furthermore it's possible to use the merchandise number for assigning a single SDS to several
suppliers.
In chapter 1 of the SDS click on the button [Merchandise number].

The dialog box Input of merchandise numbers shows up.
61
62
8
Select
company
Click the Add button to create a new row. The row is marked by an arrow (
header.
) in the row
Enter the merchandise number into this new row.

Click on the drop-down list at the bottom of the dialog and select a company ( section
21.3.2 for more details about companies).
The company will be inserted into the column Company. Click [Ok] button to apply changes.
If the list already contains merchandise numbers, and you want to change one of them, click
on the appropriate line and then make the desired change.
The dialog box nput of Merchandise numbers closes, and the merchandise number appears
next to the button [Merchandise number] in SDS chapter 1.
By default, the merchandise number doesn't appear in the report printout, but it's possible to add an
additional data field for it in the report template (see section 18).
8.3.3 Enter manufacturer & supplier

To enter the name and address of the product manufacturer product in the SDS, you can access the
list of manufacturers & suppliers, which has created before in the form window manufacturers and
suppliers ( section 12.1).
Select
manufacturer
In chapter 1 of the SDS click on the button [Company name].

The dialog box Assign manufacturers shows up.
63
Safety
Data Sheet
On the left side of this dialog all manufacturers & suppliers stored in the database are listed.
To assign one or more manufacturers to a safety data sheet, proceed in two steps:
First move all desired manufacturers from the left to the right list.
Then select a manufacturer in the right list, which shall appear in the SDS output.
If the manufacturer you want to assign to the product is not included in the left list, you can
add him yet. Close the dialog box Assign manufacturers first. Go with the key combination
[Alt] + [Tab] to the epos main window, and open from there the form window Manufacturers
and suppliers. Enter the necessary manufacturer's data (as desribed in section 12.1), and
then save this record. Now go back with the same key combination in the first chapter of
SDS. The newly entered company is now available for the SDS .
In the dialog box Assign manufacturers click in the left list into the row of the manufacturer
you want to assign to the SDS.
Each marked row will be identified by a checkmark (
Click into the lines you want to remove in the right list.
Double click in the right list the row of the manufacturer you want to see in the SDS.
Assign
manufacturer
) in the row header.
Click on the blue right arrow.

The companies that have been selected in the left side, are now on the right side. Each of
these companies is thus assigned to the data sheet. Analogous to the substance name the
entry marked with an asterisk (*) will be shown in the SDS chapter.
Undo assignment
The rows are shown inverted (white on black).

Click on the blue left arrow.
The marked entries are removed from the right list. The records are preserved in the
database.
Apply
manufacturer to
SDS
64
The row will be displayed inverted (white on black) and an asterisk (*) is shown in the row
header.
In the dialog box Assign manufacturers click the [Ok] button to apply changes.
The dialog box closes. The manufacturer appears in the SDS beneath the button [Company
name].
8.4 Safety data sheet chapter 3

Chapter 3 contains data of the formulation and the components of a substance/mixture. These data
are required for later classification.
Open SDS chapter 3 by selecting the chapter from the menu bar (SDS chapter)
or
use the arrows to go forth/back between the chapters.
SDS chapter 3 shows up:
Her you define the formulation of your product.

The table Dangerous components shows the list of substances for this SDS.
First, define the Type of the product: Is it a material or a mixture? Click on the desired
checkbox.
The product type is now checkmarked (
).
The Button [] next to the heading Chemical Characterization opens a dialog with a list of
INCI names.
65
Safety
Data Sheet
If this is the product is a mixture, you can now enter the individual ingredients. You can
choose from legal lists, self-classified substances, and/or previously created safety data
sheets. Simply click on the button [Formula] .
For materials, the CAS number can be entered directly into the designated field. The program
then automatically searches for other EC numbers.
Below the list types are also called data sources.
The window List assignment

Font
Subst. name
Language of
entries
%-Angaben
%-Values for
fr spteren
printout
Ausdruck
Data source
Amount for
Calculation
List of all
components
of the
Formula
Legal lists
WGK (D) / VbF-class (A):

Use the drop-down list to select the entry for each substance. The data are optional.
The VbF-class is included only for compatibility reasons with older data sheets.
Important: WGK is requred for automatic classification.
Show in SDS (separately for EU-SDS, US-MSDS and CDN-MSDS):
The default setting is Auto. This means that materials are automatically included with their
concentration levels. The program automatically determines whether or not a substance should
be listed in chapter 3.
The setting Yes overrides the automatic determination and always lists the substance in
chapter 3.
The setting No overrides the automatic determination and never lists the substance in
chapter 3.
These settings can be set individually for each substance name.
66
Amount (text)
Here you can specify the expression of the concentration areas in Chapter 3 yourself. Thus, for
example the range 40-50 can be entered. The input of the percent sign is not necessary.
This information may be set individually for each substance name.
If the field is left blank, the program automatically sets a range. This range is set on the basis of
the field Amount for calculation in 5% steps. Example: Based on entering a value of 31.66 the
range 30-35% is generated. A value of 29.66 results in a range of 25-30%.
If the optional module Laboratory database is installed, this information can not be entered
manually. The program fills in the percentage ranges, as described, automatically.
Amount for calculation:
Enter the appropriate data for each substance. This field doesn't appear in the printout.
Important: The value Amount for calculation is required for automatic classification und must
be as precise as possible. Percentage ranges are forbidden.
The sum of all components must not necessarily result in 100%, but it shouldn't be more than
100%. If the sum is lower/higher than 100%, the field will be highlighted.
Components of the formula:
On the left, all components of the SDS are listed. Click on the corresponding substance name to
switch between the various components.
List / Number / Material name:
On the right side of all available legal lists are displayed. Here, a black circle means that data
from this list have already been chosen and a white circle indicates that no information on the
actual substance is available.
Add components
8.4.1 Add a new component
In chapter 3 of the SDS click on the button [Formula] .

epos automatically checks whether the current SDS already contains components. If so,
these are instantly shown in the form window and can be edited. Otherwise, a blank form
window is displayed.
Do form window List assignment shows up.
Safety
Data Sheet
67
(Layout may vary due to different program versions)

In the form window List assignment of: you will create for each component of your current
formulation a new record, adding the data, and then save the record.
You can successively define as many ingredients as you want.
Click on the New button in the form window.
By default epos proposes the legal lists as data source. By using the drop-down list Origin
you can select other data sources.
A dialog box New formula component shows up.
Then click the button [Apply] to show the selected list.
Although you can choose from each list another substance, this is not recommended.
Therefore, save substances, which occur in several lists, separately for each list. Note that for
the labelling of the formula only list (EC) 1272/2008 Annex VI is taken into account. The data
from the lists of German TRGS 900, 903, 905 and 907 are automatically displayed in the SDS
chapter 8.
A dialog box with the selected list appears.
Assign new
components
68
Double click in to a row to select it. Narrow down the list by searching for CAS-number or
word parts ( section 5.7.2).
The dialog box closes and the selected material appears next to the legal list. All necessary
data are applied by the program.
A visual aid offers the small circle in front of each legal list. If this circle is white, it means
that no selections were made for this list, or this list contains none of the requested
materials.
White circle:
Black circle:
Optionally, you can enter WGK and (in Germany obsolete) VbF-class values. Use the
dedicated drop-downlists. VbF-class is relevant only for Austria and is still available for
compatibility reasons.
epos allows an automatic calculation of these values. See sections 9.5 and 9.6.
8.4.2 Enter amount for calculation

To describe the formula of a mixture in SDS, type in the form List assignment for every component
their respective amount. If you have entered all components of a mixture and saved, you can list all
the components according to their amounts. These details are required for an automatic calculation
of the labeling by epos!
Define
amount of
component
To enter a component value, you must add a new component first ( section 8.4.1).
The percentage range refers to the later printout of your
safety data sheet. You can enter an arbitrary % value. epos
does not check whether or not this information is in the
correct proportion to the field Amount for calculation.
The value Amount for calculation must be as precise as
possible. (max. 6 decimal places). Percentage ranges are
forbidden.
The field Sum of all formula components adds up the
component amounts. The final formula must not
necessarily reach 100%. Non-hazardous or fillers needn't
to be entered.
Zusammensetzung
anzeigen
If you have entered all components, you can display the composition of the formulation with
the proportions of hazardous substances amounts.
This information should only give an overview of the already entered substances to SDS. A
classification is not done at this point.
Safety
Data Sheet
For this purpose, the input mask List assignment must be closed. Now you can see chapter 3
of the current SDS again. The resulting table in this chapter shows the current print version.
Note: Some materials are only listed here, if at least one R-phrase has been assigned to the
current SDS.
For automatic classification see section 9.2.
8.4.3 Enter a Secondary list assignment

Secondary list assignments are components, which must be added to the formula because of their
hazardousness, but are not allowed to have their own amount value. This affects most of the German
TRGS 900-substances (exposure limit list). These entries are not added to chapter 3 during printout,
but only in chapter 8.
Click the New-button in the List assignment window.
Click the [Cancel] button in the dialog box without selecting a substance.
Now the previously empty entry is filled with your selection. The field Amount for
calculation is disabled, because it's a secondary list assignment.
Save your changes by clicking the Save-button.
Select entry List (EC) 1272/2008 annex VI and confirm by clicking the [Apply] button.
A new entry was added without a substance name.

Now double click the needed list (eg, TRGS 900) to open the list dialog. Search the substance
in the list and confirm your selection by clicking the [Apply] button.
8.4.4 Save and remove components
Click on the name of the component you want to remove.
The entries of the component are deleted after a confirmation dialog.
The click the Delete-button.
When you are done, save your changes by clicking the Save-button. Then you can continue
and add more components.
8.4.4.1 Accessing self classified substances

Select this data source when the desired substances are not included in the list (EC) 1272/2008 Annex
VI. Self classified substances must have been created previously (see section 11). You can use self
classified substances also for non-hazardous substances, which you want to specify in the formula
(eg, fillers).
Select in the dialog box New formula component the entry Self classified substances from the
drop-down list and confirm with a click on the [Apply] button.
A dialog box Self classified substances shows up with all custom substances (raw materials).
69
70
The dialog box closes and the selected material appears next to the legal list. All necessary
data are applied by the program.
After applying a self classified substance you can also apply a BMG, TRGS 905 or 907-value.
8.4.4.2 Accessing components of other safety data sheets

If your current SDS contains one or more components for which you have already created a separate
SDS in the database, you can directly access these components. epos then links the components of the
existing SDS with the components of the current SDS. At a subsequent automatic labeling, epos can
read the raw materials of the linked SDS and thus determine the correct identification.
To specify the component (raw material) from another SDS, a new SDS must have been created and
the List assignment dialog of chapter 3 must be visible.
Assigning a substance from another SDS is not possible if the optional module Laboratory
database is installed.
Click the New-button and select Safety data sheet from the drop-down list Origin.
The dialog box closes. In the input form List assignment the product code of the selected SDS
and the material name appear.
A dialog box Select safety data sheet shows up with a list of all safety data sheets in the
database.
Safety
Data Sheet
71
9 Automatic classification of a SDS

Optionally, epos features the possibility to classify and label safety data sheets. This module is
accessed via the menu bar in the safety data sheet window (menu item Classification).
The following classification methods are available:
the physicochemical classification
the conventional method
VOC content
the water contaminating class
This also is the preferred order to classify the safety data sheet. epos then uses results from the
previous classification method.
The classification methods are described in detail in the following sections.
Beyond the mere classification epos allows with the optional module SDB Wizard a largely auto-fill
of each chapter. See section 9.10.
The classification dialogs do not store their information directly into the database. Instead,
this is done only by storing the underlying safety data sheet. All classification dialogs can be
invoked without having to save changes in between. This also allows classification on a test
basis with different settings without having to change the record.
Since the VbF-class has become obsolete in 2003 for Germany, an indication of the VbF-class
is only for Austria of relevance and otherwise provides compatibility with old data sheets.
9.1 Automatic classification (phys.-chem. properties)

The physicochemical classification includes the labelling of the components / mixture and the
determination of R-phrases. A prerequisite for this method is a test such as in 2 para 4 ChemPrfV
test methods listed.
For a proper calculation the following physicochemical properties are required:
Physical state
Flash point
Boiling point
After the classification by epos you have of course the possibility to influence the result of the
classification and revise it or complete it.
To perform a physicochemical classification, the program requires the above information and a
formula from chapter 3.
Click in the menu bar on Classification Physicochemical Classification.

A input form Classification on basis of physicochemical properties shows up.
Starting
classification;
saving of the
results
72
Missing values
The upper third lists the components of the mixture (acc. to chapter 3) and the
properties.
The middle third lists some R-phrases for manual selection by the user.
In the lower third of the dialog box the results of the classification are shown.
If some data for the correct calculation is missing, one or more dialog boxes will show up
and point you to the missing information.
Confirm the dialog box(es) and return back to the form window for safety data sheets to
complete the necessary information.
See above for information about required data.
Repeated
calculation
Have you altered the formulation or changed the physical states after having performed a calculation,
some information may be highlighted red in this dialog box. This has the consequence that you must
verify all highlighted information and set the proper values manually. The red shaded options
disappear, and the classification can be restarted.
When all prerequisites are done, you can start the classification task by clicking the button
[Start calculation].
The program starts with the calculation. Depending on how many components are present,
the program takes a while for the calculation. When the program has finished the
calculation, a message appears Classification completed next to the Start button.
Beneath the button you'll get the results of the classification by epos.
Safety
Data Sheet
Click the [Ok] button to apply the classification results to the current SDS and to close the
input form.
The dialog closes and the program opens chapter 15 of the SDS. Her you can see all details,
which have been taken over by the program.
If you want to make changes to the result before applying,
Click in the dialog winow Classification on basis of physicochemical properties on one of the
buttons [Labelling] and/or [R-phrases].
Alter the proposals to your needs as described in section 11.1.

Confirm your changes by clicking the [Ok] button.
9.2 Automatic classification (conventional method)

epos allows the classification of mixtures according to German Gefahrstoffverordnung (4b).
epos can calculate the following classifications (combined with their respective labelling and
R-phrases):
Very toxic
Toxic
Harmful
Corrosive
Irritating
Sensitizing
Carcinogenic
Causing hereditary defects
Causing foetal damage
Dangerous for the environment
and in special cases (eg, organic peroxides) also Oxidizing
Besides the formula, the program requires the following information, which will be also requested in
the input form:
Physical state of the mixture (if the physical state cannot be determined by the data from
chapter 9, the selection of solid, liquid, or gaseous must be done manually)
Does the mixture contain Halogenated hydrocarbon?
Does the mixture contain organic peroxides?

(for the possible automatic classification: oxidizing)
If yes: - Amount of organic peroxides in % (cut-off value 5%)
73
Change data
74
Available oxygene from organic peroxides in %

(cut-off value 0,5%)
Amount Hydrogen peroxide
pH-value of the mixture
Furthermore it's possible to store the settings for other mixtures to be processed, if they exhibit same
properties, which prevents you from re-entering settings again and again.
After the automatic calculation is done, labelling (hazard symbols) and R-phrases appear. However,
you might adapt the results to your specific needs. This is done using the corresponding buttons
[Labelling] and [R-phrases] (analogous to SDS chapter 15). Click the button [Ok] to accept the
calculated (or manually changed) results. Some defaults will also be stored internally for this mixture.
To perform an automatic labelling by epos, the data mentioned above is required.
Click in the menu bar on ClassificationConventional method.

The input form Classification on basis of the conventional method shows up.
The upper third lists the components of the mixture (acc. to chapter 3).
The middle third requests some properties.
In the lower third of the dialog box the results of the classification are shown.
If some data for the correct calculation is missing, one or more dialog boxes will show up
and point you to the missing information.
Confirm the dialog box(es) and return back to the form window for safety data sheets to
complete the necessary information.
See above for information about required data.
Missing values
Repeated
calculation
Have you altered the formulation or changed the physical states after having performed a
calculation, some information may be highlighted red in this dialog box. This has the
consequence that you must verify all highlighted information and set the proper values
manually. The red shaded options disappear, and the classification can be restarted.
[Start calculation].
Safety
Data Sheet
75
The program starts with the calculation. Depending on how many components are present,
the program takes a while for the calculation. When the program has finished the
calculation, a message appears Classification completed next to the Start button.
Beneath the button you'll get the results of the classification by epos.
Click the [Ok] button to apply the classification results to the current SDS and to close the
input form.
The dialog closes and the program opens chapter 15 of the SDS. Here you can see all details,
If you want to make changes to the result before applying, click in the dialog winow
Classification on basis of physicochemical properties on one of the buttons [Labelling] and/or
[R-phrases].
Alter the proposals to your needs as described in section 11.1.

Confirm your changes by clicking the [Ok] button.
9.2.1 Declaration of components for labelling
During classification epos also calculates all components, which are necessary for proper labels.
For a Declaration of components a classification on basis of the conventional method must be
performed first (see section 9.2). The input form Classification on basis of the conventional method
must be visible.
In the dialog windo Classification on basis of the conventional method click on the button
[Declaration of components] .
A new dialog box Hazardous component to be indicated on label shows up.
Change data
76
In the column Yes already all components are marked, whose mention is mandatory on
labels because of their classification.
These markers shouldn't be removed, because these components must be mentioned
according to laws.
Besides, the list may contain one or more components, whose mention on labels is optional.
You can make changes by checkmarking the desired components in the Yes-column ( ).
Click the [Ok] button to apply your changes.

The dialog box closes and the names of the selected components are added to chapter 15 of
SDS.
9.2.2 Automatic determination of S-phrases
Besides the completed classification, additional information is necessary for the determination of the
necessary S-phrases. These are requested in the input form.
Similar to the dialog box Components three fields with lists of S-phrases appear: Mandatory, Optional
and S-phrases for special cases.
To determine the S-phrases, you must first perform an automatic classification (see section 9.2).
The input form Classification on basis of the conventional method must be visible. (Alternatively, you
can call this function even after the automatic classification via menu bar Classification S-phrases).
In the input form Classification on basis of the conventional method click the [S-phrases]
button.
The dialog box S-phrases shows up.
Safety
Data Sheet
77
The three fields are already filled according to the substance properties.
Select in the upper part of the dialog the product options, if applicable. Changes will affect
the selection of S-phrases immediately.
Click one of the three [Ok] buttons to apply the S-phrases determined by epos to the current
SDS. You may choose from three different levels: only the minimal subset (obligatory), or also
the extended combinations (optional or special cases).
Apply results
If you want to make changes to the proposals, click on one of the three buttons [S-phrases]
next to the textbox.
Change data
See section 11.1 to learn how to select S-phrases.
9.2.3 Special labelling
This dialogue is intended to facilitate the special labelling in accordance with 7 and 12 of German
GefStoffV. This requires both the classification along with the identified R-phrases and other informa
tion that may be made in the input form by clicking the appropriate options.
To calculate the special labellings, you must first perform an automatic classification (see section
9.2). The input form Classification on basis of the conventional method must be visible.
In the input form Classification on basis of the conventional method click the [Special
labellings] button.
The dialog box Special labelling shows up.
78
Change data
Select in the upper part of the dialog the product options, if applicable. Changes will affect
the selection of special labellings immediately.
8
8
Click the [Ok] button to apply changes to the current SDS.

If you want to make changes to the proposals, click on the [List of special labellings] button.
A new dialog box shows up where you can enable/disable labellings by clicking on the
respective row head. The checkmark ( ) indicates enabled entries.
9.3 GHS classification

The classification according to GHS is based on Regulation (EC) 1272/2008. All classification
categories will be evaulated, and additionally EU EGM ("left-overs") EUH201, EUH202, EUH204,
EUH205, EUH206, EUH207 and EUH209.
When available, the dialog takes existing information from a conventional classification and
information already available from Chapter 9 of the SDS.
For some fields you can call further information by clicking on the
button. These information
includes brief explanations of the required information and some background info on the basis of the
regulation or the UN Recommendations. A click on the button [OK] closes the dialog box.
Start the GHS classification via the menu bar Classification GHS Classification
The input form Classification according to GHS shows up.
Safety
Data Sheet
79
First, the program asks you if you want to fill the fields with default vaules.
If you confirm with [Yes], the fields will be filled with data from chapter 9 of the SDS and
with the results of the last performed classification on basis of the conventional method
(where chapter 9 data have priority). This should improve speed for classifying a series of
similar data sheets.
If you aren't sure whether or not the defaults match your needs, or if you want to rely solely
on data from chapter 9, then click [No].
If relevant information for calculation is still missing, then you'll see a dialog that lists the
missing information. After confirmation of the dialog by clicking on the [OK] button, the
missing information will be highlighted red in the dialog, as shown in the following
example.
The first tab allows editing of product properties. It contains the list of components of the
mixture and a combination of property fields, in essence, already known from the dialogs
Physico-chemical classification and Classification on basis of the conventional method.
Complete the properties, if applicable. Und move to the second tab Physical hazards.
Phys.-chem.
properties
80
On this tab of the mixture properties are determined, which might cause risks when using
the product. The physical hazards include, among other things, Explosive, Distribution as gas
under pressure, Oxidizing, etc. Select the appropriate information for the product and take
into account the additional information in the infoboxes ( button).
Physical hazards
Health hazards
Then switch to the third tab Health hazards.
On this tab, you determine a number of properties for the mixture, which can pose risks to
health. In addition to some properties that are known from the dialog special labellings
new properties are added here.
Finally, select the last tab Classification.
Safety
Data Sheet
81
If GHS data are available from SDS chapter 15, they will be shown here. Otherwise, the fields
are empty and will be filled after the classification has been completed.
[Start calculation] .
If the calculation is finished, the message Classification completed appears next to the
button. The fields are filled based on the calculation results. If the properties of individual
components of a mixture are incomplete for certain calculations (eg, missing flash point),
then a warning dialog appears, which calls attention to missing information on the
component.
You can alter the calculated data by clicking one of the buttons to the left of the fields and
then make the desired changes in the input forms.
After successful classification you can apply the results to the SDS by clicking the [Ok]
button.
Start calculation
9.4 Recalculate the classification

Currently, this function is limited to hazard symbols and R-phrases. The following elements aren't part
of the automatic calculation, yet:
Hazardous components
S-phrases (because of changed R-phrases)
Special labellings
Batch classification of multiple safety data sheets

Safety data sheets, which have been classified on basis of the conventional method before, can be
classified directly from the program main window again in batch mode.
Select in the epos main window in the list of safety data sheets the records that you want to
re-classify.
Perform batch
classification
82
8
Select from the context menu the entry Edit Recalculate classification
The dialog box Re-classification shows up.
The list on the left side contains all product codes which have previously been selected.
Enable the option Save changes directly (checkmark

set) to save changed classifications
into the database immediately. If you leave this option disabled, then you can classify the
data sheets on a test basis without changing the database record. When the classification
has passed, you can verify the results in the protocol and re-edit some safety data sheets in
case of need.
Start the batch-classification by clicking the [Start] button.
The program now starts the classification of the data sheets and shows continuos status
information.
Safety
Data Sheet
83
Two progress bars indicate the current status: Number of processed data sheets and
progress of current classification calculation. The current SDS is indicated by name and
product code.
When performing a batch classification with multiple SDS, the [Start] button turns into a
[Stop] button which allows to cancel the batch process at any time.
Re-classify a single SDS
8
8
Open the input form of a single SDS
The dialog box Re-classification shows up.
When calling a batch classification, the option Save changes directly is disabled by default;
when starting a single re-classification, it is enabled by default.
Proceed as described above for the batch classification. The dialog is identical for both tasks.
Select from the menu bar of the SDS window the entry Classification Recalculate
classification
When the re-classification has been called from the SDS input form, only the product code
of the current SDS is added to the list on the left side.
Classification protocol
After the reclassification a dialog box opens with the protocol containing the list of changes
in results, and ignored data sheets (because of missing data or lack of initial classification). If
the option Save changes directly was disabled, the calculation is without effect for the stored
records and limited to the mere display in the protocol.
Re-classify a single
SDS
84
To save the protocol as a textfile, click on the Save-button.
9.5 Classification of water contaminating class

epos features the automatic classification of water contaminating class according to 4b of German
GefStoffV.
To perform a calculation of the water contaminating class, the SDS must at least be filled with the
components in chapter 3 and the physical state in chapter 9.
Select from the menu bar of the SDS window the entry Classification Water
contaminating class (D)
The dialog box Determination of the water contaminating class shows up.
Safety
Data Sheet
If some data is missing for a proper calculation, a warning message shows up and informs
you about the required data.
85
Missing data
Confirm the dialog box and return to the SDS input form to complete the data
or
select one or more options in the dialog before starting the calculation.
See section 9.2 for information about required data.
Start the calculation by clicking the [Start calculation] button.
Click the [Ok] button to apply the results to the current SDS.
After a short while the water contaminating class is shown and the textbox in the lower
part of the dialog contains a short description.
If you want to make changes to the proposals, then do the following steps:
Changes to the textbox:

Click into the textbox and make your changes.
Changing the water contaminating class:
Click on the drop-down list and select another class number.
Click the [Ok] button to apply the results to the current SDS.
Change data
86
9.6 Automatic classification of combustible liquids
epos features the classification of combustible liquids according to the VbF-classes. Additionally, you'll
get text proposals for SDS chapters 5, 6, 7.1, und 7.2. All propsals are optional and can be edited to
your needs.
Please note the the VbF-class is obsolete for Germany and has been replaced by suitable R-phrases
according to German BetrSichV. However, VbF-class is still mandatory in Austria.
To perform a calculation of the water contaminating class, the SDS must at least be filled with the
components in chapter 3 and some physicochemical properties in chapter 9.
Select from the menu bar of the SDS window the entry Classification VbF-class (D)
The input form Classification of combustible liquids (VbF-class (D)) shows up.
If some data is missing for a proper calculation, a warning message shows up and informs
you about the required data.
Missing data
Confirm the dialog box and return to the SDS input form to complete the data
or
select one or more options in the dialog before starting the calculation.
See section 9.2 for information about required data.
Apply results
Change data
8
8
Select whether or not the substance is water soluble. Default is Unknown.
To apply the calculated results to the SDS, click on the [Save only VbF] button.
Start the calculation by clicking the [Start calculation] button.

After a short while the VbF-class is shown and the textbox in the lower left part of the dialog
contains a short description.
Only VbF-class and the content of the textbox are saved.

If you want to make changes to the proposals, then do the following steps:
Changes to the textbox:
Click into the textbox and make your changes.
Changing the VbF-class:
Click on the drop-down list and select another class number.
Safety
Data Sheet
8
8
87
To apply changes to the SDS, click on the [Save only VbF] button.
See the following section 9.6.1 to learn how to edit chapters 5, 6, 7.1, and 7.2.
9.6.1 (Automatic) editing of chapters 5, 6, 7.1, and 7.2
Based upon the calculation of the VbF-class epos can propose some text content for the chapters 5, 6,
7.1, and 7.2.
The suggestions and the current content of the chapter entries will be shown side by side. You can
decide which text should be included in the SDS.
A calculation of the VbF-class must be performed (see section 9.6), before getting text suggestions
for the chapters 5, 6, 7.1, and 7.2.
In the input form Classification of combustible liquids click the button [Edit SDS texts
individually] .
A input form Selection of SDS texts according to the VbF-classes shows up.
The dialog layout is quite schematic. For every chapter you'll see three sections with two
textboxes each.
Gray textbox: Until now

Here you'll see the text as currently written into the chapter field. This textbox is
disabled for editing.
White textbox: Suggestion

Here you'll see the suggestion by the program. If this textbox is empty, then no
suggestions are available for this substance.
In the multilingual version of epos you should fill the textboxes with standard phrases for
later translation.
To select a standard phrase, click the button Phrases.
To add the suggestions to the existing text, click the [Add] button. To replace the existing
text by the suggestions, click the [Replace] button.
See section 3.5.3 to learn how to use standard phrases.
Edit texts
individually
88
Next chapter
Now the program alters/overwrites your entries in the chapter. You can see the changes in
the gray textbox.
To look up the suggestions of the program for the other chapters, click one of the buttons
[next chap. x.x] in the lower part of the dialog.
Repeat the previous steps to add suggestions to the chapter.

Apply changes
Overwrite all texts
Click the [Ok] button to apply your changes.
To overwrite all chapters at once, click the button [Overwrite previous SDS texts] in the dialog
box Classification of combustible liquids (VbF-class (D)).
The existing content will be replaced by the program suggestions.
The input form closes.
The programwill also delete the fields where no text suggestions are available.
9.7 Transport classification

For the transport classification, the program is using the contents of the SDS and physicochemical
properties for an intelligent pre-classification of dangerous goods. The result is not a single, unique
UN-number, but a limited result set, which has already dropped suggestions that do not match. An
automatic identification of a single UN number appropriate for the transportation of the product is
technically not possible. The user must also have basic knowledge of dangerous goods to select a
correct entry from the list of suggestions.
Also the according to German Bekanntmachung 220 from 12/2006 in the SDS newly introduced fields
(classification codes, limited quantities, packing group ADNR, ADNR labels) are filled.
Because the UN-numbers for the four different transport ways ADR/RID, ADN, IMDG, and IATA are not
necessarily identical, the classification must be performed for each transport way separately.
Physicochemical properties and substances

In the upper half of the window you can see all relevant information for handling the dangerous
goods classification. You can also manually change the substance properties. Any changes made here
will automatically start the automatic classification to reflect directly the change. If you enter a value
in an input field, you must leave the field focus to accept the value. Click with the mouse to another
field or press the [Tab] key. The entries are stored in the substance properties (but not in Chapter 9 of
the currently processed safety data sheet). In the top right corner of the dialog the currently processed
transport way is shown: ADR / RID, AND, IMDG, or IATA.
List & Details of found UN-numbers

The lower pane displays the automatically retrieved UN-numbers on dangerous goods transport. To
the left is the resultset of UN numbers obtained from the substances and properties in a treeview.
Safety
Data Sheet
Using the drop-down list located below, you can switch between three different views:
Complete: Shows all found UN-numbers in a complete tree with their class and code.
Shortened: Shows all found UN-numbers in a simplified structure with aggregation of dangerous
goods groups.
Flat: Shows all found UN-numbers in a continuous list view.
At the bottom of the window, the number of hits (Found: nnn) is shown. As an aid for choosing a
proper UN-number you find to the right of the treeview detailed information about the selected UN
number, such as Class, quantity limits or special rules. If a UN-number was provided in chapter 14,
this number is marked in blue for monitoring in the treeview.
Complete list: If you enable this option (checkmark
set), the automatic filter for suggestions will be
disabled and the complete list of UN-numbers is always visible.
8
8
To perform a dangerous goods classification, open a SDS for editing.
After a short while the input form Transport classification shows up (see above).
Choose from the menu bar Classification one of the four transport ways you want to classify:
The program automatically generates a list of suggestions for the UN-number.
Complete the physicochemical properties (Melting point, Flash point , pH-value, etc.) in the
upper window pane. Changes affect the list of suggested UN-numbers immediately.
Select an apt UN-number with a mouseclick in the row.
89
90
On the right side the details view will be filled with data
Apply your selection by clicking the [Speichern] button.

The dialog closes and the program opens chapter 14 of the SDS. Here you can see all details,
9.8 Edit further SDS chapters

If you have made all necessary entries in chapter 3, go to the next chapter window, then make the
necessary inputs and save the record. You'll go through the chapters page by page. In most chapter
pages you will find only textboxes, which will not be discussed here in detail. Fill the textboxes as
needed with the necessary text or change the existing texts. On the following pages, you will find the
description of some chapters with special features.
9.8.1 Safety data sheet chapter 8.2

Apart from the some text boxes chapter 8.2 shows a list of components with their limit values. This is
just an accumulation of existing data, mainly the formula of chapter 3 and prevents you from retyping data. For you, it also has the important advantage that material information is maintained in
one place, namely the chapter 3.
To see the analysis fo the formula, click on one of the two provided buttons in chapter 8.
[Materials with occupational exposure limits]
[Materials with biological monitoring guidance values]
The dialog box shows up (eg, the exposure limits):
Safety
Data Sheet
Here you can check the completeness of the entries, which are done in chapter 3. If you want
to make changes, you have to switch to chapter 3 first. (see section 8.4.1).
9.8.2 Safety data sheet chapter 13
In chapter 13 of the SDS you can set the keys according to the European Waste Catalog (EWC).
The obsolete waste key is only included for backward compatibility with older safety data sheets.
or
In this chapter you can enter three different waste keys:
for the unused product
for the used product
for contaminated or emptied packages
91
92
Enter EWC key
To enter a EWC key , click on one of the [EWC catalogue] buttons.

The dialog box EWC waste key shows up.
In the list all waste keys are listed. For the SDS, you can select only a single five-digit waste
key. Using the search function, you can narrow the selection list by typing the first two
digits.
Search waste key
To find a waste key in the list of waste keys, select EWC key, search beginning with from the
drop-down list, type the first two digits of the required waste key into the search field and
click the Search button.
Alternatively, you can set the Search in drop-down list to search for a word fragment in the
catalog.
Select waste key
The list now only shows waste keys which start with the entered digits.
To select a waste key, mark the row by clicking in its row head.
The line will be inverted (white on black) and in the row head a checkmark is set (
).
To apply your selection, click the [Ok] button.

The dialog box closes and the program returns to the SDS dialog chapter 13. The selected
waste key appears beneath the button [EWC catalogue]. Next to the button the chemical
name and the origin of the waste are displayed.
9.8.3 Safety data sheet chapter 15

You define the indications of danger in chapter 15 of the SDS or you let the program calculate them
for you. This is also true for the R- and S-phrases. Here we'll describe the manual definition of the
indications of danger and the R-/S-phrases.
or
93
Safety
Data Sheet
To define the indication of danger, click on the button [Danger symbols].
Select up to five indications of danger by clicking into the row head of the respective rows.
The dialog box Selection shows up.
Marked rows are indicated by a checkmark (

To apply the changes, click the [Ok] button.
) in the row head.
Define
danger symbols
94
The dialog box Selection closes. In the text field next to the button Im Textfeld neben dem
Button [Danger symbols] the previously selected danger symbols are displayed. You can
change the order of the symbols by clicking on the button [Sequence].
Add R- and Sphrases
See section 11.1 ff. to learn how to enter R- and S-phrases. In the chapter 15 you can proceed in the
same way. In addition to the numbers of R-and S-phrases the full texts are displayed in a separate
textbox (but you can't edit them). You can R-and S-phrases enter directly into the fields next to the
button. Phrases must thereby be separated by a hyphen. By combining phrases separate each set of
numbers with a slash, eg, 11-23/24/25.
National
legislation
In the lower part of chapter 15 you will find several buttons, to take account of national legislation.
This area is not initially visible when you open the window. You need to scroll down in this area on the
screen.
The following buttons are available:
[VbF classification (D)]
[Technical instruction air] (I-III)
[Water contaminating class]
[Status]
[Catalogue water cont. subst.]
[Skin resorption/Sensitization]
Each of these inputs works in a similar manner:
8
8
Click the button to open a dialog box.
Click the [Ok] button to apply your selection.
Select from the list in the dialog box the lines by clicking on the row head. From the dialog
box you open by clicking the button [Skin resorption/Sensitization] you can select both rows.
The selected entry is displayed next to the button in chapter 15.
Hints for calculating the VOC content

Using the calculator-button an automatic determination of the VOC content using the components of
the formula is possible. The calculation is done with an accuracy of three decimals. For a correct
calculation, it is however necessary to have previously set the necessary substance properties in the
record. This is true for both substances from legal lists, and self classified substnaces. Should one or
more of the substances omit required data, the program shows a warning message. You can access
the properties dialog inthe following ways:
A. Substances from legal lists
8
8
8
8
Open chapter 3 of the SDS.

Open the list assignment by clicking the [Formula] button.
Mark the desired entry in the bottom left list.
Open the legal list (EC) 1272/2008 app. IV by double clicking the first entry in the bottom
right list.
95
Safety
Data Sheet
8
8
A dialog box shows up where the desired substance is already selected by a border.
Mark this entry with a single mouse click.
Now some buttons are enabled: [Further hints on the material] and [Properties] . By clicking
the [Properties] button you open the dialog where you can edit the substance properties.
B. Self classified substances
8
8
For self classified substances you should add the properties when creating a new record.
In the input form Data input substances click the [Properties] button.
Now you can edit the properties of the self classified substance.
For taking the substance into account for the calculation, the following limit values apply:
Boiling point:
< 250 C
Vapor pressure (at 20 C):
> 0,1 hPA
If one of these limit values is exceeded or under-run, the substance is ignored for the calculation. Even
with missing data the program calculates correctly, since in this case the substance is also ignored for
the calculation.
Important: The calculated VOC content in g / L corresponds to the amount in accordance with
ChemVOCFarbV (2004/42/EC). The amount according to 31st BimSchV (1999/13/EC) may be
smaller than calculated by the program, as there are different calculation rules.
GHS classification
The dialog box to Chapter 15 also contains the fields for the GHS classification. GHS is currently
optional for SDS output and can be enabled by checkmarking ( ) the option Output GHS elements in
SDS. For schedules and deadlines plese refer to the brief GHS introduction in section 7.
The following buttons are available for editing GHS data:
[Signal word]
[Pictograms]
[H-statements]
[P-statements]
[Special labellings]
It's not possible to edit H- and P-statements directly, neither the codes, nor the decoded plaint text .
You must use the dedicated dialogs for editing by clicking one of the buttons mentioned above.
GHS
96
Select Signal word
To assign a signal word to the SDS, click the [Signal word] button.
A dialog box Selection shows up.
Select Pictograms
Mark a signal word in the list by clicking the row head of the desired row.
To define the GHS-pictograms, click the [Pictograms] button.
The row will be marked with a checkmark (
) in the row head.
Click the [Ok] button.

The dialog box Selection closes. Next to the button [Signal word] in the main window the
selected signal word is displayed.
A dialog box Selection shows up.
97
Safety
Data Sheet
Mark a pictogram in the list by clicking the row head of the desired row. You can select up to
six pictograms.
The rows will be marked with a checkmark (
To assign H-statements, click the [H-statements] button.
Mark a H-statement in the list by clicking the row head of the desired row. You can select an
arbitrary number of H-statements.
) in their row head.

The dialog box Selection closes. Next to the button [Pictograms] in the main window the
selected pictogram codes are displayed.
The dialog box List of H-statements shows up.
GHS
H-statements
98
GHS
P-statements
Add entry
Remove entry
The dialog box closes. Next to the button [H-statements] in the main window the selected
codes are displayed. The textbox beneath contains the H-statements as decoded plain text.
To assign P-statements, click the [P-statements] button.
Unlike the other selection dialogs, this dialog is built differently, because of the complexity
of the selection. The P-statements are divided into two columns: The left side is the list of all
available P-statements, the right column contains all P-statements, which were already
assigned to the SDS. Assignment is done by the buttons between the two lists.
To add one or more entries, first select them in the left list by clicking in their respective row
head.
Alternative way of P-statement assignment: a double-click on a list item in the left list adds
them to the right list. You can also add multiple entries in this way: first select multiple rows
- as described above. Then double-click the selected rows to add them to the right list at
once.
To add one or more entries, first select them in the right list by clicking in their respective
row head.
The dialog box Selection of P-statements shows up.
Click the button Take over P-statements.

The marked entries will be added to the right list and the checkmarks in the left list will be
removed.
Click the button Delete P-statements.

The marked entries will be removed from the list.
Alternative way of P-statement removal: a double-click on a list item in the right list removes
them. You can also remove multiple entries in this way: first select multiple rows - as
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Safety
Data Sheet
described above. Then double-click the selected rows to remove them at once.
To delete all assignments from the current SDS, click the button Delete all P-statements.
The right list will be emptied.
To move entries in the right list, first mark the desired P-statements by clicking in their
respective row head.
Remove all entries
Move entries
up/down
Now click the buttons Move up or Move down to move the entries in the list.
Apply your changes by clicking the [Ok] button.
The textbox Selected phrase contains the P-statement to be edited.
If you have selected P-statements with insert texts, you can fill the insert texts now. A dialog
box Input manufacturer indications shows up.
You can type up to 100 characters in the field Text to be inserted.

For multilingual output in epos you must use standard phrases with correct translations for
the target languages. Use the button Insert standard phrase.
With the button Insert substance name, you'll get a list of substance name to choose from.
Enter the manufacturer information in the field Text to be inserted and then click the [Apply]
button.
The dialog box closes. Next to the button [P-statements] in the main window the selected
codes are displayed. The textbox beneath contains the P-statements as decoded plain text.
To assign special labellings (GHS left-overs ) click the [Special labellings] button.
The dialog box List of Special labellings shows up.
GHS
Special labellings
100
Mark an entry in the list by clicking the row head of the desired row. You can select an
arbitrary number of special labellings.

The dialog box closes. Next to the button [Special labellings] in the main window the
selected codes are displayed. The textbox beneath contains the special labellings as decoded
plain text.
9.9 The chapter Additional information about the

product(not SDS)
The data on use, substitute materials, danger-, order-, and prohibition-signs, etc. are not required by
the German Bekanntmachung 220 (formerly TRGS 220). But this information becomes necessary,
when you generate operating instructions from safety data sheets. Although you can also manually
enter the information into the operating instruction, they are then not available to other operating
instructions. Therefore, you should include this information in the SDS.
An operating instruction may contain up to three Danger-symbols, Order- or Prohibition-signs . In
chapter Additional information about the product(not SDS) you can define, which ones should be
included.
Select symbols
To select symbols for operating instructions, switch to the chapter Additional information
about the product(not SDS) from the menu bar SDS chapters.
Click on one of the buttons [Danger symbol] , [Order sign] or [Prohibition sign].
A list dialog shows up, where you can pick an entry. For each symbol type you can only select
a single symbol.
Safety
Data Sheet
101
Click into the row of the desired symbol and then click the [Ok] button
or
double-click into a row.
The dialog box closes and next to the button the description of the selected symbol will be
displayed.
To remove a symbol from the SDS (and therefore from the operating instructions), click the
button of the symbol you want to remove.
The list dialog shows up.
The chapter Additional information about the product(not SDS) can be disabled in the
preferences. See section 21.3.1 for more information.
Click the [Delete] button.

The list dialog closes and the entry next to the button was removed.
9.10 The safety data sheet wizard

The SDS Wizard is available as an optional module for epos. It can handle the following chapters of a
safety data sheet: 2, 4-8, 10-13, and 15. When you own a license for the optional module Dangerous
goods classification, even chapter 14 will be filled with automated assistance. This affects: ADR,
ADNR, IMDG, IATA.
For the process of entering necessary data, partly some of the original input forms from automatic
classification are used. Please note that you don't have to alter any data here, but instead
acknowledge each dialog by clicking the buttons [Start calculation] or [Ok] and step quickly through
the process. The references to other sections mentioned in the description of the steps (see below) are
only for additional information about elsewhere already used dialogs.
Note: Starting from step 6, clicking the [Cancel] button only affects the currently opened dialog and
not the entire Wizard run. When you have started and processed the Wizard beyond step 6,
you must pass all upcoming dialogs before you can cancel the run.
The module SDS wizard is not yet entirely translated because of some limitations in the
underlying program code. Therefore, you'll see some labels in the input forms with their
German terminology. We're sorry for the inconvenience.
Prerequisites
For a correct & successful usage of the Wizard, the following prerequisites concerning the safety data
sheet should be accomplished:
1.
The safety data sheet has been created.
2.
Chapters 1, 3, and 9 are already filled - if data is available. This affects without exception
company data (product and company name, formula & components, physicochemical
properties etc.)
3.
All changes to the SDS are saved (blue disk symbol in the toolbar is inactive).
Remove symbol
102
Step-by-step guide
Open in the SDS the Wizard by selecting the menu entry Classification Safety data sheet
wizard
The input form Execute wizard for SDS shows up.
On the left side of the Wizard a treeview with data about rules and SDS contents is shown.
On the right side the data for each Wizard step will be displayed.
8
3
2
Start the Wizard by clicking the button [Next >]

The first input dialog opens. Here and in the following two dialogs basic properties of the
product are requested for proper calculation of the Wizard. The first window is dedicated to
the physicochemical values.
Safety
Data Sheet
103
When chapter 9 is already filled, the data appears in this windows. Conversely, all data
entered here will be stored in the appropriate fields of the SDS, provided that the
corresponding rule Grunddatenbernahme ("Basic data takeover") in step 3 of the Wizard is
active (default).
A click on the [Save] button stores the data, closes the window, and opens the next window
of the Wizard.
To prevent the Wizard from always overwriting changed basic data of chapter 9, you should
disable the rule for basic data takeover on iterated Wizard runs. You can find details of
(de)activating rules below under the headline "Finishing the wizward run".
The second window requests additional R-phrases, which cannot be determined

automatically from the substance properties.
Simply mark all desired R-phrases by setting the checkmark ( ). This window will be closed
by clicking the [Save] button, too.
The third dialog contains miscellaneous values about product distribution.
104
Make your choice and save by clicking the [Save] button. Now all basic information of
classification is available to the Wizard.
The three property dialogs (steps 3 to 5) appear only on the first run of the Wizard for a
certain SDS. You can open them at any time via menu Basic product data or by pressing the
keys [F2], [F3], or [F4].
The next window is already known as "physicochemical classification" ( section 9.1).
Now the "conventional classification" takes place ( section 9.2).
Although you could change each bit of information here, you have done so in the previous
input dialogs. Therefore, you should not do any changes here, but click directly on the button
[Start calculation] . When the notification "Classification completed" appears, you can finish
this step by clicking the [Ok] button.
As before, you shouldn't do any changes in this window and just click on the button [Start
calculation]. Once again, after finishing the calculation the notification "Classification
completed" appears and should be stored by clicking the [Ok] button, which quits the dialog
afterwards.
Please note: S-phrases are edited in the next step! Please don't try to edit them by clicking
the button S-phrases.
Now we determine S-phrases ( section 9.2.2). In case of missing information about water
solubility, a warning message appears to do so first. The fields of the S-phrases are filled
automatically and you can decide the grade of detail by selecting an appropriate Button on
the bottom of the window. After the data has been saved, the window closes.
The second last step is the special labelling, depending of components and/or application
area ( section 9.2.3):
Select the necessary options by checkmarking the appropriate fields. Leave the dialog by
clicking the [Save] button, which closes this window.
10 8
Finally, the water contaminating class will be determined ( section 9.5).

Again, a simple click on [Start calculation] is sufficient. The notification "Classification
completed" appears and for the last time the data will be stored by clicking the [Ok] button.
If you don't have a license for the optional module "Dangerous goods classification", the
dialog & data-entry part of the Wizard is now accomplished.
Additional steps for transport classification

When the Dangerous goods classification is installed, you can semi-automatically fill
chapter 14 of your SDS ( section 9.7).
Four input forms will be shown subsequently, each of them concerning one of four transport
rules: ADR, ADNR, IMDG, IATA. The currently processed kind of transport will be shown in the
Safety
Data Sheet
upper right corner of each window. The dangerous goods classification preselects a result
set of UN numbers and shows it in a treeview structure on the lower left of the window. At
the bottom of the window you can see the number of matches in the result set ("Found:
nnn").
An automated calculation of a single number is technically not possible! Therefore, the user
must have at least basic knowledge about transportation of dangerous goods to pick an apt
entry of the result set.
On the right side supporting information will be shown for each UN number, eg. class,
quantity limits oer special directives. When chapter 14 already contained a UN number, the
matching number will be labelled blue in the result set.
You can acknowledge your selection by clicking the [Save] button, which automatically
opens the next window for editing another transport rule.
Finishing the wizard run
After having done all data collection in the dialogs, the Wizard returns to the main window.
Above the treeview to the left now "Step 2 of 11" is shown and the tree entry "Results: 01
Einstufungen" (Classification) is marked.
An abstract of the first step is shown on the right side of the window. Now the Wizard can
complete its task of filling the chapters.
By clicking the buttons [Next >] and [< Back] you can switch between the single chapters. The
index above the treeview informs you about the current position by showing "step n of 11".
For each subsequent step (shown under "Input" in the tree view) you can (de)activate its
rules which are indicated by a blue arrow ( ). Mark the rule by clicking on it. The Button for
editing rules will be enabled in the lower left corner of the input form. By clicking the button
you can alternating enable/disable the rule. For the current step no changes of rules are
possible, because the processing already has been completed. You'll first have to step back
by clicking the [< Back] button in order to have access to the rules.
Disabling a rule is persistent and not limited to the current SDS. If you have disabled some
rules by purpose, please keep in mind these changes when editing other safety data sheets
at a later date.
When you have reached the last step, the so-called "Check-up step" is shown. Instead of
another Input in the tree view, the branch "Complete result" appears. When clicking this
branch, you'll get an abstract of all created entries for each chapter.
The Advice on further edition of the Safety Data Sheet is of special importance! It contains a
list of ambiguous or indeterminate entries. This list must be reviewed by a skillful person
and according to the information the SDS must be altered manually for final corrections.
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8
The button [Next >] is disabled here. You can leave the Wizard by clicking the [Close] button.
A safety request appears before finally copying the data into the SDS or else discard them.
For each successful (i.e. saved) Wizard run a logfile is written into the database. If you start
the Wizard again, you can recall all previous Wizard runs by clicking on the History branch of
the tree view.
Safety
Data Sheet
10 SDS filemanagement and printout

10.1 Save, import & export safety data sheets
10.1.1 Save a SDS as RTF-file
You can save a complete Safety Data Sheet in RTF format. In this format, you can then open the SDS in
your word processing program such as MS-Word for Windows, and then print out or edit. Reimporting the resulting RTF-file back into epos is not possible.
At the same time an export logfile is generated, which lists all the safety data sheets that were stored
in the RTF format.
To store a safety data sheet as RTF file, you must have epos started and the main window visible.
Double click in the tree view on the entry Safety data sheet.
All folders of the 2nd level are shown.
Open the folders of the 2nd level if necessary to view the folders of the 3rd level.
Double-click the folder which contains the desired safety data sheet.
Click on the safety data sheet entry
or
hold [Ctrl]-key pressed while marking several safety data sheets with mouse click.
When the safety data sheets are marked, open the context menu (right mouse click).
A dialog box Output options shows up.
Select the menu entry Print/Export
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In the upper left panel select from Output type the entry MS Word file (*.rtf). Optionally, you
can select language(s) and a special report template.
Confirm with the [Ok] button. epos asks for the path to store the file, which you can choose
from the displayed tree view.
Depending on the amount of data the save process may take a while.
The created export protocol contains all substance names and product codes of exported
safety data sheets and can be opened with any text editor.
10.1.2 Export SDS to EDASx files

EDAS is an acronym for Electronic Data Exchange Interface. Its specification is inofficially the standard
for German industry, where several companies met to establish a file format for data echange.
epos provides this interface, which allows you to to create safety data sheets in EDASx format (XML
format). These files can later be re-read. Thus, it is possible to exchange data between different epos
users.
Please note that the exported safety data sheets are stored only in plain text. No codes of CED/BDIstandard phrases are ex- or imported.
During export, only the field contents Amount (text) of the formula components in chapter 3 are
stored. The information in the field Amount for calculation are not exported, of course, for security
reasons.
Each SDS will be exported as single file and contains the extension *.xml. The filename is either the
product code (e. g. 1000.xml) or can be assembled with the filename construction kit (see Online
help for details).
At the same time an export logfile (OutList.Lst) is generated, which lists all the safety data sheets
that were stored in the EDASx file format. The logfile can be opened with any text editor.
Safety
Data Sheet
To save material safety data sheets in the EDASx format, locate the SDS that you want to
export to the EDASx format.
Click on the safety data sheet entry
or
hold [Ctrl]-key pressed while marking several safety data sheets with mouse click.
When the safety data sheets are marked, open the context menu (right mouse click).
Select the menu entry Print/Export
A dialog box Output options shows up.
In the upper left panel select from Output type the entry EDASx format (*.xml). Optionally,
you can select output language(s).
Confirm with the [Ok] button. epos asks for the path to store the file, which you can choose
from the displayed tree view.
The program starts to export the selected safety data sheets.

A progress bar in the toolbar of the main window displays the progress of the task. Finally, a
message box shows up informs you when the export is done.
10.1.3 Import SDS from EDASx files
With the EDASx import interface you are not bound to files which have been created by epos. You can
import from any source, provided that the file matches the EDASx specification. This gives you great
flexibility.
Please note: exported safety data sheets are always stored as plain text. No phrase codes of the
CED/BDI catalogues are included. If you need multilingual safety data sheets at a later time, you must
convert their content manually to phrase codes.
To import safety data sheets in the EDASx file format, select from the menu bar in the epos
main winow Communication Import interfaces EDASx import interface.
Locate the file to import and select it.
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110
A dialog box Edit text shows up.
The textbox contains a suggestion for a new product code under which the safety data
sheet will be stored. You can accept the suggestion or enter a new product code.
If the entered product code already exists, you'll get a warning message about
altering/overwriting existing data.
Laboratory
database
If you have installed the optional module Laboratory database, the program also tries to
create new raw materials during import. Die function can be disabled.
Imported safety data sheets are located in the folder not assigned in the Safety data sheets
leaf of the tree view.
It is recommended to check the formula in chapter 3 after importing the SDS. During the
import the program tries to match the components to the legal lists. Not identifiable
components are dropped by the program.
Furthermore, the % amounts of the components must be checked. epos imports only data
for the field Amount (text) (see section 10.1.2). This may lead to a sum of all components
greater than 100% (always the largest value of a range is used).
10.2 Using the revision management

After enabling the revision management as described in section 21.5, you can verify and edit the
revision entries after each saving of a SDS record.
Click the Save button in the input form of a safety data sheet, or select the entry Records
Revisionfrom the menu bar.
The dialog box Revision shows up.
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Safety
Data Sheet
In the column Revision contains the continuous numbers of the revisions, based on an initial
number and incremental steps (both definable in the Preferences, see section 21.5)
In the Date column, the date of last change is recorded.
In the column Notes, the user can enter plain text or standard phrase codes.
After you have closed the Information dialog box (with traffic light symbol), the revision
dialog suggests a revision number and date. You can add notes to the revision entry, if
needed.
To add revision notes, the current SDS must be saved first.
Enter notes
Enter your notes in the textbox Revision information

or
Add standard phrases.
The entered text will be added to the column Notes. Standard phrases will be added as code
to ensure proper multilingual output. Phrase codes always start with the @-character
followed by a number combination.
Save your changes by clicking the button [Save revision statements] .
To manually add revision statements, the current SDS must be saved first.
A new empty row will be indicated by an arrow in the row head (
If you have incremented the revision number manually, the program will subsequently use
this incremental step. The program always takes the last revision number as a basis.
).
Enter your data in the fields Revision, Date, and Notes.

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To delete an entry from the revision list, the revision management dialog must be active.
Alter/delete
revision
Click into the row you want to alter/delete.

You can now make changes to the column entries (Revision, Date, and Notes).
To delete a row completely, click into the row and the click the button [Delete].
Deleted rows are marked with a (
) in the row head.
10.3 Using Data sheet masks

In data sheet masks you can make all entries in advance, except for formula assignments of materials
and content resulting from the classification in chapters 3 and 8, as well as R-and S-phrases in chapter
15. These entries are dynamically inherited by all SDSs based on this mask as a template. So if you
change the mask content, the changes also apply to all SDSs based on this mask when opened next
time. Mask entries may be overwritten by the SDS entries and are then valid for this particular SDS.
This feature can save you a considerable amount of typing for similar SDSs. For example, when you
use certain formulations or indications in each SDS, you can store them in one or more masks.
To create a safety data sheet mask, you must have epos started and the main window visible.
Create a mask
Double click in the tree view on the entry Safety data sheet.
8
8
Double-click the folder where you want to create a new data sheet mask.
The dialog box Product code shows up.
Open the context menu in the right window pane (right mouse-click) of the epos main
window and select the entry New.
Safety
Data Sheet
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The layout of this dialog may vary depending on your module configuration. The option Data
sheet masks is always available, though.
Select the option Data sheet masks.

Enter a product code (up to 17 characters). The first three characters are MA- to indicate
the mask and therefore must not be deleted.
Click the [Ok] button to confirm.
Except for the formula in chapter 3 and assigning a mask to a mask you can alter any field to
your needs.
Finally save your changes by clicking the Save-button.
To use a data sheet mask, an existing or a new SDS must be opened.
Select a mask from the drop-down list in chapter 1 to assign it to the current SDS.
All empty fields or fields which contents are identical to the mask are indicated by a yellow
background. These are the entries inherited from the mask content. Each change to these
fields overwrites the mask content and the background color changes to white.
Using a mask
If you want to override a mask content (leave field empty) you must enter a single space
character.
You can switch between different data sheet masks at any time.
If you switch to another mask, the content of the previous maks is no longer availbale to the
current SDS. It's not possible to merge contents of several masks into a single SDS.
Open a SDS as described above and assign a data sheet mask.

Save or discard the current SDS.
Select another mask from the drop-down list and save your changes by clicking the Savebutton.
Content of a mask-field is not taken over when the SDS field is not empty. SDS content
always has priority and cannot be overridden by mask content.
Switch between
masks
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10.4 Previewing & printing a SDS
view the safety data sheet prior to printing, locate the desired record in the tree view of
8 To
the epos main window.
Right-click the safety data sheet you want to print for the context menu.
Select the option Print preview,
or
select the option Print/Export for output in other languages.
Once the program has loaded the print preview, a window appears with a preview of the
safety data sheet.
You can't alter texts in the preview window. See section 18 to learn how to create new
report templates or change existing ones.
Print
To print a SDS select the entry Datei Druckenfrom the menu bar
or
Click the Print report-button in the toolbar.
Enter a page range, if needed, to print only parts of a SDS.
Besides the safety data sheet a number of further reports is available for printing.
See section 6.1 for a list of all available reports.
Print further
reports
To print further reports with information taken from safety data sheets, open the folders in
the tree view of the main window and locate the SDS.
Right-click the safety data sheet to open the context menu and select the option Further
reports.
The dialog box Report selection shows up.
Safety
Data Sheet
115
The first five reports immediately continue with a print preview window after pressing the
[Start] button.
The report List of safety data sheets with manufacturers opens another dialog box where you
can enter some output restrictions. The report contains a list of existing safety data sheets
with manufacturer information and more.
To enter restrictions for the output of the report List of safety data sheets with
manufacturers, select the report by clicking into the respective row and then click the [Start]
button.
The dialog box Select safety data sheets shows up.
Enter your restrictions as needed. See section 5.7 to learn more about dialog-specific
search criteria.
If you want proceed without any specific restrictions, then simply click the [Ok] button.
Report List of SDS

with
manufacturers
116
In the lower part of the dialog you can define a sort order by selecting one of the four
options.
The program now creates a print preview where you can start the printing task as usual.
Products and
recipients:
advanced
features
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11 Adding self-classified substances
Topics at a glance:
You can add and manage an arbitrary number of substances in the database.
You can either create a new substance record from scratch or copy an existing record and alter
the differing data.
Using this method you can also add substances that are not hazardous materials according to list
(EG) 1272/2008 annex VI
create new records for self-classified substances
You can create your own list of substances (raw materials) that are not part of legal lists.
In SDS chapter 3 you can use the self-classified substances in the same manner as the substances
from legal lists. You just have to change the data source before to Self-classified substances before
selecting a substance.
See section 8.4.4.1 to learn how to change the data source in SDS chapter 3.
See section 5.3 to learn how to search self-classified substances in the database.
Shipment of epos contains the following sources for substances:
List (EG) 1272/2008 annex VI
List D TRGS 900 (Exposure limits D)
List D TRGS 903 (Biological Monitoring Guidance values)
List D TRGS 905 (Carcinogenic materials)
List D TRGS 907 (Sensitizing materials)
Exposure limit lists of EU member states
Before creating new substance records in epos it is recommended to create new folders in the explorer
tree.
To add self-classified substances, you must have epos started and the main window visible.
Double-click the folder Self-classified substances.

Double-click the folder where you want to create a new substance.
Products &
Customers
Open the context menu (right mouse click) in the right window pane.
Select the New entry to create a new substance.
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The input form Data input substances shows up.
Decide whether you want to add a new substance or to adapt an entry from the Annex VI
list.
To select a substance from the legal list, click the [List (EG) 1272/2008 annex VI] button to
pick an entry from the list for further editing.
Click on the [] next to the label Material name to enter the name in different languages.
Because the danger symbols and R-/S-phrases are essential data for later calculation of
mixture classifications, you must enter the classification data here (and not labelling)!
11.1 Select danger symbols, R- and S-phrases

In the input form Data input substances and in SDS chapter 15 you'll find several buttons which will
open further dialog boxes. Choose the required data from these dialog boxes.
Click the button [Danger symbols] to assign danger symbols to your self-classified substance.
A dialog box Selection shows up with a list of all danger symbols.
Select
danger symbols
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Apply
danger symbol
8
8
Select up to nine list entries.

To apply one or more danger symbols to the input form Data input substances, click the
desired row and then click the [Ok] button
or
double-click the desired row.
The dialog box closes, next to the button [Danger symbols] the selected danger symbols are
displayed.
Selecting R- and S-phrases is quite similar. Additionally, you can enter the Codes of the R- and Sphrases directly into the data field.
Select
R- and S-phrases
Click the button [R-phrases] to assign R-phrases to your self-classified substance.

The dialog box List of R-phrases shows up.
You can pick one or more entries from this list.
Click on the row you want to select. The row will then be marked with a checkmark (
its row head.
To apply your selection to the input form Data input substances, click the [Ok] button.
) in
Products &
Customers
121
The dialog box closes, next to the button [R-phrases] the selected R-phrases are displayed.
To assign S-phrases to your self-classified substances, click the button [S-phrases] and
proceed in the same manner.
Some S-phrases contain placeholders for insert texts which you have to fill according to manufacturer
indications.
In the input form Data input substance click the button [S-phrases].
The dialog box List of S-phrases shows up.
Select an S-phrase which contains a placeholder for insert texts (), eg. S-phrase 14 and
confirm with [Ok].
The dialog box Input of manufacturer indications shows up.
You can type up to 100 characters in the field Text to be inserted.

For multilingual output in epos you must use standard phrases with correct translations for
the target languages. Use the button Insert standard phrase.
With the button Insert substance name, you'll get a list of substance name to choose from.
Enter the manufacturer information in the field Text to be inserted and then click the [Apply]
button.
Both dialog boxes (Input of manufacturer indications, List of S-phrases) close and the selected
S-phrase will be displayed next to the button [S-phrases].
Click the Save-button to save your changes.
Fill insert texts

of S-phrases
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11.2 GHS-classification
GHS classification includes information about hazard classification/categories, H-phrases, and
additionally the special labellings ( left overs ) according to the regulation by the European Union. The
latter are mandatory for the automatic classification, but not part of SDS chapters 2 and 3 due to
their origin as EU-peculiarity.
Note also the possibility of an automatic GHS classification checks and the conversion of existing
classifications into a compliant classification according to GHS directive (EC) 1272/2008 annex VII. See
section 11.3 for further details.
The following GHS data can be assigned to a self-classified substance:
[Hazard categoried]
[H-statements]
[EU-sHI] (special labellings, left-overs )
Each of these three buttons calls a dialog box where you can select the desired entries. The operating
principle is basically the same in all three input forms as described below.
Open the respective dialog box by clicking one of the three buttons.
To apply your selection to the input form Data input substances, click the [Ok] button.
The dialog box Selection of hazard categories additionally provides the button [Discard all] to
remove all row marks.
The dialog box with a list of available entries shows up.

Click on the rows you want to select. Each selected row will then be marked with a
checkmark ( ) in its row head.
The dialog box closes and the selected entries are displayed as code and/or plain text in the
input form Data input substances.
See section 7 for a concise introduction to GHS, its changes and terminology.
11.3 Auxiliary functions

Under the Extras menu you will find three features that help you create a self-classified substance.
Classification check
This function checks the classification categories depending on the

entered risk phrases according to substance regulation 67/548/EEC and
suggests a correction, if necessary.
GHS classification check
The same function as the previous one, but based on criteria of the new
GHS directive (EC) 1272/2008.
Translation of 67/548/EEC Provides an automatic translation from 67/548/EEC classification into

CLP classification according to regulation (EC) 1272/2008 annex VII.
classification in CLP
classification
Products &
Customers
12 Adding manufacturer and supplier

Topics at a glance:
You can add and manage an arbitrary number of manufacturers and suppliers in the database.
You can either create a new manufacturer/supplier record from scratch or copy an existing record
and alter the differing data.
create new records for manufacturers and suppliers
offer manufacturer/supplier records for reports
In the form Manufacturer and Supplier all companies which are to appear in SDS chapter 1 are
recorded (this does neither affect shipment, nor customers). This is generally your own company
address. With certain reports your company name can appear on printouts if desired.
See section 5.3 to learn how to search a manufacturer/supplier record in the database.
Before creating new manufacturer/supplier records in epos it is recommended to create new folders in
the explorer tree.
Double-click the folder Manufacturer and Supplier.

Double-click the folder where you want to create a new manufacturer or supplier.
12.1 Create a (new) manufacturer/supplier

To add manufacturers or suppliers, you must have epos started and the main window visible.
Select the New entry to create a new manufacturer/supplier.
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The input form Data input shows up.
Enter the company address and contact information.

Also see section 12.3 to learn how to add company information to the report header for
printout.
If necessary, you can select different fonts for other character sets from the drop-down list
Font.
Save the record with a click on the Save-Button.
12.2 The company as distributor

It's possible to assign a role to the companies and thus separate eg. manufacturers from
distributors.
Company supply
chain role
This function is especially useful, if the company addresses of manufacturers and

distributors shall both appear in the SDS.
8
Determine
distributor
Select the desired entry from the drop-down list Company acts as. The list already contains
the entry Manufacturer, but you can enter a custom entry (even as standard phrase) into
the data field.
To every company you can assign another company record for each country/language as
distributor. Therefore it's possible to have quick access to distributors at foreign locations.
Select the desired entry from the drop-down list Distributor acts as. The list already contains
the entry Supplier, but you can enter a custom entry (even as standard phrase) into the
data field.
Click the button [Assign distributor].

The input form Assign distributor shows up.
Products &
Customers
The dialog function largely resembles the dialog for assigning company records to a SDS (see
section 8.3.3). Any differences will be discussed in the following.
You can assign an (almost) arbitrary number of companies as distributors. Provided,
however, that for each available country / language and only one company will be assigned.
To assign a company to a specific country, click with the mouse in the

Country column of the respective row on the right side.
The column cell turns into a drop-down list containing all available
country codes.
Select the country you want to specify the company for as a distributor.
Or assign the entry xxx to the company for all countries without a
dedicated company assignment. If you then select a country without a
distributor company for printout, the company with the assigned xxx
will be used instead.
If you try to assign the same country to two or more companies, an error message is
displayed. If you leave the dialog with click on [Ok] and some companies don't have a country
assignment, also an error message is displayed. So make sure that your information is
complete before you close the dialog.
12.3 Offer company for report printout

You can adjust epos so that a different company name appears in the header of the report printout.
Usually, you include your own company info at this place.
You can switch an arbitrary number of company records to this option. But then you always must
select a company prior to starting the print job.
To enable the option offer for reports, the input form Data input for manufacturers and suppliers must
be opened and the record must be created.
Create a new company record or open an existing one as described in section 5.3.
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8
Checkmark the option box offer for reports or Client (depending on your epos version) .
You'll find the checkbox to the right of the data field Id Number.
The option is enabled when the checkmark ( ) is set. The following warning message shows
up.
After enabling this option, you can assign a company logo to the record.
Click the Select logo-button to select an image file for the logo. Use the file dialog to specify
path and filename.
Click the Empty file selection-button to remove the image file from the record.
If you have enabled this option for several manufacturer records, see section 6.2 how to choose a
company from the list for the report printout.
If you no longer want a company name to be offered for report printout, you must disable the option
offer for reports or Client.
Disable option
offer for reports
Open the company record, whose name shall not be offered for report headers any more, as
described above.
Click the checkmark box to remove the checkmark and to disable the option (label varies
depending on your epos version).
The option is unchecked and the record won't be offered for future printouts.
Save your changes with a click on the Save-Button.
Products &
Customers
13 Managing sales products

Topics at a glance:
You can add and manage an arbitrary number of sales products in the database.
You can either create a new sales product record from scratch or copy an existing record and alter
the differing data.
create new records for sales products
enable/disable automatic shipment of safety data sheets
In epos the Sales product is the actual finished product that is shipped to your customers.
For linked records of SDS's, manufacturers, sales products, and recipients (customers) you can decide
which sales products (namely safety data sheets) shall be shipped or not. These settings are part of
the sales product.
In most cases you'll actually send the sales products to the recipient (customer). But you can inhibit
shipment eg. for preliminary or intermediate products.
See section 5.3 to learn how to search a sales product record in the database.
Before creating new sales product records in epos it is recommended to create new folders in the
explorer tree.
Double-click the folder Sales products.

Double-click the folder where you want to create a new sales product.
13.1 Create a (new) sales product

To add sales products, you must have epos started and the main window visible.
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Select the New entry to create a new sales product.
Enter the sales product data.
Enable the option Ship safety data sheets if the recipient shall receive a safety data sheet for
this sales product (checkmark set).
Client
management
The input form Data input sales products shows up.
If necessary, you can select different fonts for other character sets from the drop-down list
Font.
For sales products a client template can be defined for use during automatic shipment
(requires the optional module Client management).

See section 17.2 to learn how to assign one or more safety data sheets to this sales
product.
Products &
Customers
13.2 Create a sales product from a SDS

A quick and easy method to create a sales product is to derive it from a SDS record.
Double-click the folder Safety data sheets in the explorer tree.
Locate the safety data sheet you want to create a sales product from.
Mark the desired SDS in the list on the right pane of the epos main window with a mouse
click and then open the context menu (right mouse click).
Select the Create sales product entry to create a new sales product.
After a short while the new sales product has been created. You can find it with the same
product code and material name as the underlying SDS in the not assigned folder of the sales
products.
You can now use the newly created sales product or move it to another folder.
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14 Managing recipients (customers)
Topics at a glance:
You can add and manage an arbitrary number of recipients/customers in the database.
You can either create a new recipient/customer record from scratch or copy an existing record
and alter the differing data.
create new records for recipients/customers
define the shipment method for safety data sheets
define the output language for shipment of safety data sheets
In epos the Recipients are those customers, who will receive safety data sheets from you. Here, you
specify the shipment method and the necessary output language(s).
The automated SDS shipment and the multilingual output require the respective optional modules.
See section 5.3 to learn how to search a recipient/customer record in the database.
Before creating new sales product records in epos it is recommended to create new folders in the
explorer tree.
Double-click the folder Recipients / customers in the explorer tree.
Double-click the folder where you want to create a new recipient/customer.

14.1 Create a (new) recipient

To add recipients, you must have epos started and the main window visible.
Select the New entry to create a new recipient.

The input form Data input recipients shows up.
Products &
Customers
131
Enter the name of the recipient company in the field Company. You can use the 2nd line for
eg. the department. epos will use this information later for the letter head.
Enter address
In the lower part of the window you define the method of shipment with the drop-down list
ship as. You can choose between manually, Printer, Telefax, E-Mail.
Select shipment
method
The drop-down list Language above the salutation defines the language of the covering
letter.
Define language(s)
The list Languages In the lower right defines the language(s) of the safety data sheets for the
recipient. Select the desired languages by clicking in the respective row. Selected languages
are checkmarked ( ). You can select up to eight languages.
The program will ship safety data sheets to the recipient in the selected languages.
For recipients a client template can be defined for use during automatic shipment (requires
the optional module Client management).
Client
management
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15 Client management
Topics at a glance:
Create safety data sheets on behalf of third parties, such as a service provider.
You can create an arbitrary number of product names for a safety data sheet and assign them
individually to clients.
For each client a specific report template layout can be created.
Manual or automated output/shipment of safety data sheets can be customized for each client.
In this optional module Client management assignments between clients and recipients/customers
can be set. Thereby a safety data sheet can be shipped under different names. This can be useful if the
same products (safety data sheets) are to be sold under different brands. Each client can also have its
own SDS template to visually distinguish the safety data sheets.
The following method refers to several other sections in the manual, since this module integrates in
many input screens.
15.1 Create a client

The procedure of creating a client is identical to the common procedure of creating Manufactuer and
supplier. You simply add a company address of your client. Details are described in section 12.1.
The main difference is that you must enable the option Client to use this record for client
managment. You can find this option in the input form of Manufacturer and supplier data input.
Please note that only the first line of the field Company (in the example above: PES
Ingenieurgesellschaft mbH) will be visible in other modules of the program. Consider this
limitation during data input.
Of course you can enable the Client option at a later stage for existing records.
If you want to assign a specific report template to the current client, you can also do this in
the present input form.
Products &
Customers
Create a custom template with the Report Designer (see section 18) and assign it with the
drop-down list Report template (CR).
If you use modules for occupational safety (eg, the operating instructions), you'll get a
selection dialog box containing a list of all comapnies with the Client option enabled when
starting a print job.
Hint: Create a new folder in the explorer tree to store all client data. This way you can
separate manufacturer records from the clients.
15.2 Create a recipient

The procedure of creating a recipient for client management is identical to the common procedure of
creating a Recipient as described in section 14.1.
The main difference is that you must select a report template to use this record for client
managment. You can find this option in the input form of Data input recipients.
133
134
Because the client defines the SDS layout, you can assign this information to the recipient
(red highlighted drop-down list Client template in the screenshot).
Select the template for the current recipient from the drop-down list. You can choose
between all clients.
See section 15.1 to learn how to create a new client record.
15.3 Assign a SDS to a client/recipient

If you already have created clients ( section 15.1) and recipients ( section 15.2), you can now assign
them to safety data sheets. You can assign an arbitrary number of clients/recipients to a single SDS
and therefore don't need to create several data sheets for different brand names or layouts.
The safety data sheet must be opened for editing to assign a client/recipient.
In SDS chapter 1 click the button [Material name] .

The dialog box Input of the synonym shows up.
Enter a new material name if there's none existing yet. Also enter further (secondary)
material names.
Click into the row of the material name you want to assign to a client/recipient. Click into
the respective column cell (Client or Recipient).
You can only assign material names to clients or recipients which are not marked with the
checkmark. The checkmark ( ) denotes the main material name of the safety data sheet.
The column cell turns into a drop-down list. Click the small triangle button to see a list of all
active clients or recipients.
Choose an entry from the list and save your changes by clicking the Save-button.
You can define multilingual material names for each row. First click into the desired row to
select it, then click the button [other languages] (see also section 8.3.1).
15.4 SDS output for specific clients

After all assignments have been created between the various safety data sheets and clients /
recipients ( section 15.3), you can now ship client-specific safety data sheets.
For output to a printer or a file (ex. PDF) changes will be made in the safety data sheet for the selected
client. In SDS chapter 1 the company name, that was originally assigned to, is replaced by the address
of the selected clients. In addition, the client-specific product name of the SDS is used. Furthermore,
the report template for the selected client is used for the output.
Products &
Customers
To print individual safety data sheets for a particular client, choose a client from within the
menu bar at the epos main window.
135
Manual output
Then you can normally print the safety data sheet, fax or save as a file.
The SDS output now contains the client address, the client-specific product name, and the
client-specific template, if applicable.
Provided that you are still using HE-Report with epos (not recommended!) and have not
created a client-specific report template, the following warning message is displayed
suggesting to use the standard reports instead.
To perform an automated output of several safety data sheets for a certain client, open the
automatic Data sheet shipment / Archiving from the menu bar Communication Timing
control of recurrent jobs. Click into the row of Data sheet shipment / Archiving and then click
the [Parameters] button.
Select under Job the option Update complete archive:
You also can select the output format with the drop-down list Output for.
Finally, start the archiving/shipment on behalf of the selected client.
Automated output
136
16 Creating hazardous material labels
Topics at a glance:
You don't have to create labels manually all necessary data is available from safety data sheets.
Use the auto-generate feature instead.
create or open labels.
automatically create a label on basis of a SDS.
16.1 Create a label

16.1.1 Fill a label manually
With epos, you can create labels for the identification of product packaging according to the German
GefStoffV. Especially when refilling larger casks into smaller ones, different label sizes are needed.
epos generates labels automatically from the data of an SDS on demand.
You have the ability to print created labels directly to a color printer. Use self-adhesive label paper.
Hint: Cover the labels with self-adhesive transparent foils to protect them from smudging.
epos offers different size layouts for labels:
DIN-A4
DIN-A5 (including a GHS version)
DIN-A6
DIN-A7
For the sizes DIN-A5, A6 and A7 the printing positions are user definable.
To add labels, you must have epos started and the main window visible.
Double-click the folder Hazardous material labels.
Double-click the folder where you want to create a new label.
The program lists the folder content in the right window pane.
The input form Data input labels shows up.
Select the New entry to create a new label.
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Customers
137
Now decide if you want to fill the label manually from scatch or to create a label on the basis
of an existing SDS.
See section 16.1.2 to learn how to auto-generate labels.
The use of danger symbols, risk phrases and safety phrases is identical to the safety data
sheet or operating instruction. A description has been omitted at this point.
If you later want to print labels in foreign languages, then ensure using standard phrase
codes instead of plain text to fill the data fields.
If you are done, click the Save-button to save your changes.

The label is now stored to the database.
16.1.2 Auto-generated labels

The easiest way to create labels is to auto-generate them by the program. The necessary data are
available from the SDS and save you lots of work.
To auto-generate a label, the label record must have been created and the input form Data input
labels must be open.
Create a new label record, if necessary ( section 16.1.1) and open it.
The input form Data input labels shows up with empty data fields.
Click the toolbar button Take over data from safety data sheet.
A dialog box Select safety data sheet shows up (see page 170).
Use the search facilities of the dialog box to find the desired SDS.
Click on the desired safety data sheet and confirm with click on [Ok].
Multilingual labels
138
The dialog box Select safety data sheet closes.

epos now collects all relevant data from the SDS for creating the label. This process may take
a while. Then the data fields of the input form Data input labels are filled with the matching
SDS data. This also may apply for the symbol fields (see also section 9.9).
epos can assist you with generating the label to facilitate your work. Unfortunately, it can't
verify whether or not the entries in the individual input fields are technically correct. You
should therefore check every field to ensure a valid label. Correct, if necessary, the data in the
fields of the input form.
If you are done, save your changes by clicking the Save-button.

The label is now stored to the database.
16.1.3 View, edit, and print labels
To print a label, open the label foolders in the explorer tree and locate the record you want to
print.
Right-click with the mouse on the desired record in the list on the right window pane and
select the entry Print preview (Report designer) from the context menu.
For backwards compatibility you can still open the old Quest report by selecting the entry
Print preview from the context menu. However, using Quest report is not recommended and
you should consider switching to Crystal Reports.
The dialog box Hazardous material label output shows up.
Complete the label data in the upper half of the dialog box. This includes Merchandise
number, Batch, Packing, Manufactured at, Holds up until, and Manufacturer. With the button
Insert standard phrase you can also fill the fields with phrases.
A company logo for printout can be defined in the Preferences (see section 21.3.4).
In the lower half you can select output language and label size. All labels can be printed at
four different sizes (DIN-A4 to DIN-A7).
Depending on the selected size the label layout changes.
Products &
Customers
139
Now click on one or more of the number buttons in the dialog box to
activate the print position for later printout. Activated positions are
indicated by a slightly different color ( pushed ). This allows a selective
printout without the need to prepare a complete printing sheet.
(Example screenshot: areas 2-5 for a DIN-A7 sheet)
Click the [Start] button to get a print preview.
You can alter the printer settings at this stage by clicking the Printer settings-button.
Pick a printer from the list by clicking its respective row and confirm your selection by
clicking the [Setup ] button.
The Windows standard dialog for printing preferences shows up.
A dialog box with a list of all installed printers shows up.
(Dialog layout may vary due to your installed printer and/or Windows version)
Printer settings
140
17 SDS output and shipment management
Topics at a glance:
You can add an arbitrary number of links between sales products, safety data sheets, and recipients.
These links are an important prerequisite to automated shipment of safety data sheets.
Ship your linked safety data sheets to your customers.
You can choose from many different shipment methods: e-mail, fax, HTML, Paper.
create traceable sales products with their safety data sheets on the basis of many items.
use drag & drop features.
ship safety data sheets automatically.
Especially with large databases, it is very important to keep the overview. epos can document the link
between the safety data sheets and your customers. So you can track when a customer has received
what revision your data sheets. The tracking of raw materials from a supplier to the recipient of a
product is therefore possible.
The following schematics illustrates the workflow in epos:
Create safety data sheet
Create sales product
Create recipient
Link sales product to

safety data sheet and
recipient
Determine delivery period

and start shipment
The number of links between the different elements is unlimited. For example, a sales product
consists of more than one safety data sheet and several products can be linked with a recipient.
17.1 Introduction to Links

Goal of creating links is a seamless documentation, when and with what revision a safety data sheet
has been shipped to a customer. Additionally, the shipment method (printer, fax, e-mail) is stored.
Here, any number of sales products are linked with a recipient and then shipped. epos documents in
the link list the product code and material name of safety data sheet, as well as the date, revision
number and the shipping method.
Once established links are automatically updated whenever the linked safety data sheet has received
a new revision number. It will automatically be added to the list of SDS to ship.
For links you have a special link input form. Depending on the type of data, there are some differences,
which are described below. The colors of the buttons provide an indication of allowable actions within
this link window.
The infotext line also contains important information andhelps to keep track of things.
141
Products &
Customers
Refresh
View
Name of the
Link window
Currently
active record
Infotext:
Link type
Sorting with
double-click
on the
row head
Linked data
These buttons are displayed in three different colors. The color blue indicates the possibility to link
another record with the current record.
1.
Blue:
A link is possible.
2.
Grey:
A link is not possible.
17.1.1 Differences between the link-windows
You can open the link input form from the epos main window by selecting a record from one of the
headings Safety data sheets, Sales products, Recipient, or Operating instructions, and then click on the
button Edit links in the toolbar.
Record type
Sales products
You can reach this input form via the folder Sales products.
The dialog lists the links between a sales product and one or more
safety data sheets. Furtermore, the dialog provides the following
information: Recipients of SDS to ship, and SDS shipped.
Button color codes
142
Record type
Recipients
You can reach this input form via the folder Recipients.
The dialog lists the product deliveries to the recipient, the already
shipped SDSs, and the SDS to ship.
Record type
Safety data sheets
You can reach this input form via the folder Safety data sheets.
This is the most complex link dialog. It lists links to manufacturers/
suppliers, formula/merchandise no., sales producs which are linked to
the current SDS, and recipients.
Record type
You can reach this input form via the folder Operating instructions (red,
blue, green, yellow).
This dialog lists the links to safety data sheets and workplaces and is
identical for all kinds of operating instructions.
Products &
Customers
143
Use the button Refresh view to switch between different record types in the link dialog.
Leave the link dialog open while selecting a record of another type in the epos main window. Then
return to the link input form and press the Refresh view button in the toolbar. The view now switches
to the previously selected type of record.
17.2 Linking Sales products with SDS and Recipients

The simplest case is linking the sales product with a safety data sheet and a recipient (customer).
Here you determine which safety data sheets are bound to the sales product and where to ship.
Prerequisite for a meaningful linking is the creation of the necessary records (Manufacturers / Safety
data sheets / Recipients / Sales Products).
Please consult the respective sections of this manual for information about creating new records.
To create a link between a sales product and a safety data sheet, at least one record of each type must
have been created previously.
Double-click the folder Sales products in the explorer tree and locate the folder which
contains the desired record.
In the list view on the right window pane click on the sales product which you want to link
with safety data sheets.
Create a link
Click the Edit links -button in the toolbar or select the entry Show links from the context
menu.
The input form Sales products shows up.
Initially, the input form is empty. You can keep the window open while you are searching for
safety data sheets in the epos main window.
To link a sales product with a safety data sheet, click the button [SDSs] in the link input form
Sales products.
Link with SDS
144
8
Double-click the folder Safety data sheets in the explorer tree of the epos main window and
locate the folder which contains the desired record.
The link input form remains open in the foreground.
Link with recipient
The content of the selected SDS folder is listed in the right pane of the main window.
While dragging the marked records a small square appears with the mouse pointer. This
action needs some mouse handling skills. If it does not have worked, then simply click on an
adjacent sheet, and then try it again with the desired record.
Then the safety data sheet(s) have been added to the link input form. The product code and
the material name are displayed in the list.
To link a recipient to the current sales product, click the [Prod. deli.] (Product delivery) button
in the active link input form Sales products.
The input forms switches to the delivery view.
Mark one or more safety data sheets and keep the left mouse button pushed to drag the
marked records to the link input form (drag & drop).
Double-click the folder Recipients/Customers in the explorer tree of the epos main window
and locate the folder which contains the desired record.
The content of the selected SDS folder is listed in the right pane of the main window.
Then the recipients have been added to the link input form. The name of the recipient, and
the dates of the 1st and the most recent delivery are displayed in the list.
Mark one or more recipients and keep the left mouse button pushed to drag the marked
records to the link input form (drag & drop).
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Customers
145
When you are done, you can close the link input form with a click on the Exit form-button in
the toolbar.
Further options, which you can reach via context menu of the records, are described below.
17.2.1 Determine the delivery period for a SDS

The legal regulations define a timeframe of one year where the changes in the safety data
automatically must be transmitted from manufacturer to consumer.
Here you can individually set the delivery period.
To enter the delivery period (from/to) of a safety data sheet to a recipient/customer, click the
button [Prod. deli.] in the link input form Sales products. Mark a recipient from the list and
select the entry Edit delivery date from the context menu.
The dialog box Product delivery shows up.
Set the date for the first and the last delivery. These data define the date until which the
recipient must receive updates to that sales product.
Determine the
delivery period
Click the [Ok] button to save your changes.
To undo a link click on the record you want to remove from the active link input form.
The record will be removed from the list in the link input form. This action does not delete
the record from the database but only affects the link!
To open a record for editing, click on the record you want to open.
The selected record will be opend and can be edited.
Delete link
Open the context menu with a right mouse click and select the entry Delete link.
Open the context menu with a right mouse click and select the entry Open.
17.3 Linking Recipients (Customers) with Sales

products and SDSs
This link provides the possibility of connections between recipients and sales products and safety data
sheets to ship. Additionally, all SDSs that already have been shipped, and the list of SDSs to ship is
displayed.
You define which sales products (and therefore their safety data sheets) shall be shipped to which
recipient. You also get an overview of the SDSs that have been shipped so far.
Open record
146
Link sales product To link as sales product with a recipient, you must have epos started and the main window visible.
with recipient
Double-click the folder Recipients/customers in the explorer tree and locate the folder which
contains the desired record. If necessary, use the filter function to to track down the records.
In the list view on the right window pane click on the recipient which you want to link with
the sales product.
menu.
The link input form Recipients / customers shows up.
If you already have created some links as described in the previous section 17.2, you can
see now one or more entries in the list of sales products.
Click the [Prod. deli.] (Product delivery) button in the active link input form Recipients /
customers.
Double-click the folder Sales products in the explorer tree of the epos main window and
locate the folder which contains the desired record.
Determine the
delivery period
Mark one or more sales products and keep the left mouse button pushed to drag the marked
adjacent record, and then try it again with the desired record.
Then the sales product(s) have been added to the link input form.
You can now determine the dates for the delivery period. For details see section 17.2.1.
Products &
Customers
With the button [SDS to ship] in the link input form Recipients / customers you can view a list
of all safety data sheets that need to be shipped.
The link input form switches the view to safety data sheets to ship.
147
SDS to ship
All listed SDSs are linked to the current recipient and are not shipped, yet.
This view contains all safety data sheets that have been linked to the current recipient by its
link to a sales product ( section 17.2). But at any time you can directly add more safety data
sheets (with drag & drop) without any previous sales product link.
Via the button [SDS shipped] in the link input form Recipients / customers you can check,
which safety data sheets have already been sent to the recipient. The list contains shipment
date, revision number and shipment method for each entry.
The link input form switches the view to shipped safety data sheets.
All listed SDSs are linked to the current recipient and are already shipped.
When you are done, you can close the link input form with a click on the Exit form-button in
the toolbar.
You can choose between diferent methods of shipment for safety data sheets. This can be done
automatically by epos (with the optional module for automated shipment), or you can individually
Ship safety data

sheets manually
148
ship selected safety data sheets with the shipment assistant. Furthermore, it's possible to ship a SDS
manually as printout/fax/e-mail.
The shipments carried out by epos are automatically added to the link list. If a sheet is sent manually ,
epos can't mark it as shipped. You must do this manually later using the context menu:
Mark SDSs as
shipped
To manually mark safety data sheets as shipped, click in the active link input form
Recipients / customers on the button [SDS to ship] .
Mark the safety data sheet that you manually have shipped to the recipient and open the
context menu (right mouse click). Select the entry Shipment already done manually.
The SDS will be moved and is now listed in the view shipped safety data sheets
(button [SDS shipped] ).
epos now identifies this SDS as shipped and ignores it during the next automated shipment.
This safety data sheet is automatically shipped again if its revision number has been
increased.
Mark SDSs as
not shipped
If you want to revert the previously shipped SDS to the status not shipped, click the button
[SDS shipped] in the current link input form Recipients / customers.
Mark the safety data sheet you want to mark as not shipped and open the context menu
(right mouse click). Select the entry Delete (safety data sheet was not sent).
The SDS will be moved and is now listed in the view safety data sheets to ship
(button [SDS to ship] ).
This safety data sheet will be shipped during the next automated shipment.
If you want to add an additional SDS to the current link input form, or delete an additionally
added SDS,
Link with SDS
Locate the desired SDS in the explorer tree of the epos main window (as described above)
and move it with drag & drop.
or
Delete SDS link
Click on the SDS you want to delete in the view safety data sheets to ship of the current link
input form (button [SDS to ship] ) and open the context menu (right mouse button).
Select the entry Delete additionally inserted SDS.
The record will be removed from the list in the link input form. This action does not delete
the record from the database but only affects the link!
17.4 Linking SDS with Manufacturers & Suppliers,

Sales Products and Recipients
The SDS has the most extensive linking capabilities. Here you get information from the manufacturer
and supplier of raw materials, the safety data sheet, as well as the associated sales products and
recipients (customers). In addition, you will receive information on the formula of safety data sheets
and the related merchandise number.
If you already have created some links as described in the previous sections, you can see them now in
the current link input form. Below only functions are discussed that were not possible in the previous
sections.
Products &
Customers
Double-click the folder Safety data sheets in the explorer tree and locate the folder which
In the list view on the right window pane click on the safety data sheet which you want to
link with a manufacturer/supplier.
menu.
The link input form Safety data sheets shows up.
If you previously have created some links, you can see them now in the current link input
form. Because the selected safety data sheets already has a link to a recipient and a product,
you should merely add a link to a manufacturer/supplier. But you can add further links at
any time.
8
8
Click in the active link input form Safety data sheets on the button [Manufacturers].
Double-click the folder Manufacturer and supplier in the explorer tree of the epos main
window and locate the folder which contains the desired record.
The content of the selected folder is listed in the right pane of the main window.
Then the manufacturer(s)/supplier(s) have been added to the link input form. The list
displays their company name.
Mark one or more manufacturers/suppliers and keep the left mouse button pushed to drag
the marked records to the link input form (drag & drop).
149
150
Show formula
Show Merch. no.
To view the formula of the current safety data sheet, click the button [Formula].
To view the merchandise numbers of the current safety data sheet, click the button
[Merchandise no.].
All merchandise numbers of the safety data sheet are listed. Editing the list is not possible,
though.
All components of the safety data sheet are listed. Editing the list is not possible, though.
17.5 SDS shipment: Preferences

Before the first shipment of safety data sheets some basic settings for shipment must be done in the
preferences:
Ensure that at least a link exists between the safety data sheet, the sales product, and the recipient
(see section 17.2).
Depending on the shipment method the recipient record needs specific data, such as fax number, email address, or output language of the safety data sheets. Set the delivery period in which your
recipients (customers) will get updated versions of safety data sheets. The German Gefahrstoffver
ordnung (GefStoffV) stipulatess an annual update timeframe. This value is freely definable in epos
(see section 17.2.1).
Furthermore, an additional shipment archive can be created on your harddisk (or on network storage)
prior to automated shipment. This can also take place directly before shipment. However, it takes
more time than if epos has access to an existing archive.
Preferences
shipment
To edit program preferences, select in the epos main window from the menu bar Extras
Preferences. Then click on the index card Data sheet shipment.
The index card Data sheet shipment shows up.
In the upper part, enter the timeframe for updates of the data sheets after the last product
delivery.
The suggestion follows the stipulation by the German GefStoffV. You may alter this value to
your needs.
Products &
Customers
151
Define a file type for the SDS shipment archive. You can choose between RTF (text file) and
PDF. If you need PDF and still use the HE-Report (not recommended!) you must have
installed Adobe Acrobat Distiller on your system. When using Crystal Reports for output, the
installation of the distiller is not necessary.
Define file type
Decide, how the shipment archive is managed by epos:
Managing archive
files
don't store: epos doesn't store any SDSs (archive will be deleted after successful shipment).
store last version: epos stores only the most recent version of the files. Older files are
deleted.
store all revisions: epos stores all file versions and doesn't delete anything.
17.6 SDS Shipment

Via a manual triggering or by specifying a start time the output is printed for the recipient to specific
postal mail, faxed or sent via e-mail. A letter or a fax cover sheet will be generated and preceded
according to the settings.
For shipping datasheets as fax an additional software is required, which establishes the connection
between epos and your fax or online access. For more information, please contact your epos hotline.
Electronic shipment also works with Microsoft Outlook. Depending on the various versions and
security settings it may be necessary to adjust settings to send serial mails. Requirement for manual
or automatic shipment is the optional module for automated shipment . Without this module it is
only possible to print and archive created safety data sheets. See section 10.4 to learn how to print
safety data sheets.
The following shipment methods are currently available in epos:
Printout: Automated output for shipment by mail with support for two different printers (one
for cover sheet with letterhead and one for the SDS).
Fax: Automated shipment by fax with custom cover sheet. Shipment can be triggered
manually of by a previously defined time (eg, during nighttime).
e-mail: Automated shipment by e-mail. The SDSs are created in the predefined file format
and then added as attachment to the e-mail.
17.6.1 Manual shipment of safety data sheets

The manual shipment of safety data sheets is the easiest way to send data sheets specifically to a
recipient (customer). With this shipment method only one recipient at a time can be processed.
It does not require prior assignment to perform a manual shipment. You can send an unlimited
number of data sheets. The epos shipping assistant starts with all the sales products or data sheets,
performs the shipment and updates the link entries.
Unlike the automated shipment ( section 17.6.3) the manual shipment is not logged! Only the data
sheets are stored in the shipment archive according to your preferences and marked as shipped in
the database.
We strongly recommend to use this feature only in rare cases, for example if your customer urgently
needs recent safety data sheets.
To ship a SDS manually, you must have epos started and the main window visible.
Double-click the folder Recipients / customers in the explorer tree and locate the folder which
152
In the list view on the right window pane click on the recipient which you want to link with
the sales product.
Click on the desired recipient, open the context menu (right mouse click) and select the
entry Shipment assistant.
The dialog box Shipment assistant shows up.
The fields in the upper part of the dialog contain the data from the recipient who will receive
the safety data sheets.
Edit cover sheet
The cover sheet will always be created in the first (foremost) language. Click the button
[Cover sheet preview / edit] .
This option is not available for e-mail shipment. The e-mail template can be edited only via
the context menu of the recipient (context menu entry Edit e-mail).
After a moment, the form window Druckausgabe is opened, with a cover layout for shipping.
This already includes a sample text in German language, which you can keep or edit to your
needs. Recipient / customer information is automatically inserted into the header. If false or
incomplete recipient data is included, review the information in the form window Recipient
( section 14).
The user interface language of the cover sheet editor is only
Edit the cover sheet template to your needs.
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If you want to save your changes, select from the menu bar Datei Speichern (FileSave) to
save the template in RTF or HTML format.
Editing content or layout of the data sheets is not possible at this stage when using the
shipment assistant. See section 18 to learn how to create or edit templates.
To select safety data sheets for shipment, double-click the folder Safety data sheets or Sales
products in the explorer tree and locate the folder which contains the desired record. If
necessary, use the filter function to to track down the records.
Select records
Mark one or more records and keep the left mouse button pushed to drag the marked
Then the safety data sheets have been added to the link input form. The list displays their
product code and material name (see screenshot below).
Safety data sheets that are linked with a sales product are indicated by a small icon (
next to the product code.
Select the shipment method with the drop-down list ship per and the output languages
with the listbox Selection of the language(s).
Select shipping
method
Start the shipment with a click on [Start shipment] .
Start shipment
If you are using a computer-based fax-service (eg, RVS-Com), then a connection will be
established and each safety data sheet transmitted.
See section 17.5 for basic shipment settings in the preferences.
Since the obligation to supply for updated safety data sheets only applies for occured
product deliveries, but the shipping assistant is not aware of this, the links (see sections
17.1 to 17.4) are not updated. This must now be done manually, if necessary, or be triggered
by a connected ERP system (if applicable).
17.6.2 Cover letter and Fax-cover sheets
In epos you have the ability to create fax cover sheets. These can be added in German or any foreign
language. Defaults are sample fax cover sheets in German. You can edit them to your needs.
154
Edit fax cover sheet
(German)
To edit a fax cover sheet in German language, open the Recipient context menu and select
the entry Edit fax cover sheet.
The input forms Druckausgabe shows up.
(The user interface language is invariably German we're sorry for any inconvenience)
You can see placeholders in the template which are filled with recipient data. You can add
further placeholders via the menu bar Einfgen Feld (InsertFields).
When you scroll down, you'll see the German example text for the cover sheets. This too can
be edited to suit your needs.
Edit fax cover sheet

(other languages)
Edit the cover sheet and save your changes via menu bar Datei Speichern (FileSave).
To edit a fax cover sheet in German language, open the Recipient context menu and select
the entry Further languages <Country name> Edit cover sheet where <country name>
should be replaced by the country of your choice in the context menu.
The changes done here are now valid for all German fax cover sheets.
The further procedure is identical to the processing of German fax cover sheets.
17.6.3 Automated shipment of safety data sheets / Archiving as files in

RTF, PDF or XML format
Compared to manual shipment the automatic shipment of SDS provides the advantage of providing
all recipients with the latest revision, without checking each recipient individually. In addition, for
each recipient links are created / updated, in which the shipment date, revision number and the time
are stored. If you have two printers, you can use one printer for the cover letter with company
letterhead, and the other printer can print the data sheets.
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Products &
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If desired, a start time of shipment can be specified in order to move the shipment to the evening
hours. Also with larger-volume data it is advisable to postpone the start time to a period in which no
other tasks are running on the PC. First, epos generates all data sheets as files, creates an archive (or
updates existing ones) and finally establishes the connections to the respective recipients.
If you want to specify a start time at which a particular task is to be executed, epos must be started
and the dialog box Timing control of recurrent jobs must be visible (see below).
Prerequisite for shipment / archiving is a link between safety data sheet/sales product/recipient (see
section 17.2).
Furthermore, a fax interface (eg, RVS-Com/Outlook) must have been installed and configured properly
( section 17.5, driver configuration: section 21.4). At least one SDS must be marked as updated
or to ship ( section 17.3).
In the epos main window select from the menu bar the entry Communication Timing
control of recurrent jobs.
The dialog box Timing control of recurrent jobs shows up.
Click the New-button to define a new job.

A new empty row will be indicated by an arrow in the row head (
).
Enter in the first column the time in which the job should be performed. Please note that a
job can be carried out only when the PC is switched on, epos started and this window is
open.
In the upper part of the input form your computer's system time is displayed. The start time
for the shipment can be entered directly in the provided column eg. every day at 08:30 PM.
8
8
Then click into the second column Repetition.

You can choose from a drop-down list between the options hourly and daily.
Choose one of the options, then click into the third column Job.
Here you configure the job type.
Open the drop-down list to see all available job types.
Select the option Data sheet shipment / Archiving.
A log file contains important information about the jobs performed, such as the start (date /
time) and the end of shipment / archiving, the path to the archive file and some file
parameters. The created file has the extension *.log and can be opened with a text editor.
Afore you can determine where the log file will be saved.
Write log file
156
Parameters
Click the [Log file] to create a log file.
The selected path will be displayed in the data field next to the button [Log file].
In order to specify certain settings for the shipment/archiving, click in the column for which
you want to make settings.
The Windows file dialog Log file shows up.

Use the file dialog to specify path and filename.
Then click the button [Save] .
Then click the button [Parameters] .
The input form Shipment of the safety data sheets shows up.
Now decide which of the three options you want to use. The various options at a glance:
Complete archive
1.
Update complete archive:

All SDSs for transmission are archived in the selected languages. The desired language may be
selected from a list. With the drop-down list Archive file type you can choose between
different file types (PDF, RTF, or XML). The complete archive can take between several minutes
or hours to generate, depending on the scope and amount of SDS's and selected languages.
With the option Folder independent you can select specific top level folders to be included into
the archive. The SDS treeview in the dialog box is identical to the explorer tree of the main
window. Further limitation to subordinated folders is not possible. If the option Folder
independent is enabled ( ), all folders are archived.
Products &
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157
With the button [Select archive folder] you can define the destination path to your archiv,
either on your harddisk or to a network storage.
With the drop-down list File names you can determine the file name format. With the file
name construction kit ( section 21.3.3) you have every freedom in the definition of a
filename.
2.
Update shipment archive:
Shipment archive
Instead of the complete archive, there is the possibility to create a shipment archive. All
unchanged SDSs in such an archive are shipped with the existing file. To do this, the links (see
section 17.4) must first be created.
All updated SDSs are archived which, according to their revision number, must be (but have
not yet been) shipped to the customers.
With the options printer, e-mail, and fax, the user selects to archive only those SDSs for which
the shipment method is selected in the linked recipient record. This form of archive can also
be used for backup purposes. These SDSs should be archived on a disk drive that is part of
daily backup tasks.
Language selection is not possible since this information is taken from the recipient data.
Select the Archive file type: PDF or RTF.
3.
Start shipment:
Start shipment
The program now begins the archiving/shipment of the safety data sheets. Depending on the
amount of data sheets to be transmitted, this process can take some time. A progress bar
displays information about the duration of the process. After the shipment, log files provide
further information about the process. The job can be stopped by clicking the [Cancel] button,
though it can take a moment for the system to register the click and actually stop the job.
Click the button [Select printer] to select the printer for printing the safety data sheets.
If you want to get an overview of the affected data sheets for the archiving/shipment job,
then press the button [Preview].
The dialog box Preview over the shipment shows up.
If you want to print cover and data sheets on your Windows default printer, no additional
selection is necessary here.
Preview
158
epos displays the safety data sheets to be shippend with their recipients. Furthermore, the
shipment method, language(s), and time is added to the output.
Revision settings (see section 17.5) are shown in the first line.
Start output now
Click [Close] to close the dialog box.
To start output according to your settings and start time, click the button [Start now].
epos now starts the archiving/output/shipment of safety data sheets.
Depending on the number of sheets to be sent, the process may take some time. You will be
informed of the progress using a progress bar.
After the completion of the task you can check the job progress by consulting the log file.
The job can be stopped by clicking the [Cancel] button, though it can take a moment for the
system to register the click and actually stop the job.
You will find more information about epos archives in the following section 17.7.
17.7 Archiving safety data sheets as files

The archive management for safety data sheets in PDF, RTF or XML format, can serve several purposes.
It serves as a shipment archive for (subsequent) control over already sent safety data sheets and their
revision. Here you can check to see which sheets have already been sent, in which revision and
language.
As complete archive it can be used to make the safety data sheets quickly available via file server, eg.
to branch offices.
When all revisions are preserved in the archives, the level of information of safety data sheets can be
fixed and documented for many years.
Upon a new, automated shipment epos resembles the revision of the archive to be sent with the data
sheets and sends only those sheets that have a newer (higher) revision number. The shipment of SDSs
from an existing archive accelerates the shipping, since otherwise every time the files have to be
recreated.
The form Timing control of recurrent jobs must remain open to complete the started tasks. Closing of
the form means disable all scheduled tasks, until the form is opened again. Avoid to cause epos to
perform multiple jobs simultaneously. Allow sufficiently large intervals of time between two jobs.
For basic information about creating an archive path on your PC, please read section 21.4.
Archive structure
As an example, the folder for RTF files of the shipment archive has been created as a subfolder in the
epos root folder:
C:\epos\RTF-Lists\...
(The path is freely definable and may point to a network destination.)
Before the first automated

shipment, the safety data
sheets will be saved as RTF files.
The folder structure in your
archive resembles the folder
structure in epos. The only
difference is an additional
folder for each language of the
data sheet to be sent.
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159
The advantage of the RTF file is the possibility to open each safety data sheets with a text editor,
without the need to run epos.
The PDF format is particularly suitable for sending as e-mail attachment, and cannot be manipulated
after creation.
As described above, the safety data sheets are in the respective folders. The file name is based on the
settings in the file name construction kit ( section 21.3.3) and can be defined almost arbitrarily. If no
specific file name template is defined, the product code used as file name.
Data sheet
filenames
Log file
The log files are created automatically by the program. With the selection of the path ( section 21.4)
you determine where these log files are stored.
Log files contain information of:
Archive type (complete, shipment) or shipment method (fax, printer)
Date and time of the job start
Recipient of the safety data sheets
fax number, e-mail address
file path and name of the stored safety data sheet
Date and time of the job end
Open the log file in your text editor with a double click on the desired *.lst file.
Open log file
The log files are stored with a *.lst extension. The file name contains the creation date of
the log file in the following order: year/month/day (eg, yyyy-mm-dd; 20090724.lst).
File names of the

logfiles
If several log files have been created on the same day, they are separated by item numbers:
20090724-1.lst
20090724-2.lst
etc.
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18 Create templates with individual layout
Topics at a glance:
The layout in which the data are arranged for printout is defined by templates.
epos ships with all necessary templates.
You can alter existing templates or create new templates from scratch.
move data field positions with the template editor.
epos includes a template editor (Crystal Reports) to create or edit templates for safety data sheets,
labels, and other documents.
You can change the arrangement of the data fields, and add text or graphics. Each text may have its
individual format such as font type or size.
Available languages for safety data sheets:
Language
Character set
epos code
Country code
ISO 639 Code
German
Arial (Western)
D_G
DE
Austrian
Arial (Western)
A_G
DE
Belgian-French
Arial (Western)
B_F
FR
Belgian-Dutch
Arial (Western)
B_D
NL
Bulgarian
Arial (Cyr)
BU_BU
BG
BG
Chinese
Arial Unicode MS
CN_ZH
CN
ZH
Croatian
Arial (CE)
K_SK
HR
HR
Czech
Arial (CE)
T_T
CZ
CS
Danish
Arial (Western)
DK_DK
DK
DA
Dutch
Arial (Western)
NL_D
NL
NL
English UK
Arial (Western)
GB_E
GB
EN
English USA
Arial (Western)
US_E
USA
EN
English Canada
Arial (Western)
CA_E
CDN
EN
Estonian
Arial (Baltic)
ET_ET
EST
ET
Finnish
Arial (Western)
FI_FI
FIN
FI
French
Arial (Western)
F_F
FR
French Canada
Arial (Western)
CA_F
CDN
FR
Greek
Arial (Greek)
GR_GR
GR
EL
Hungarian
Arial (CE)
HU_HU
HU
Irish
Arial (Western)
IR_E
IRL
EN
Italian
Arial (Western)
I_I
IT
Latvian
Arial (Baltic)
LV_LV
LV
LV
Lithuanian
Arial (Baltic)
LI_LI
LT
LT
Norwegian
Arial (Western)
NW_NW
NO
Polish
Arial (CE)
PO_PO
PL
PL
Portuguese
Arial (Western)
P_P
PT
Romanian
Arial (CE)
RO_RO
RO
RO
Russian
Arial (Cyr)
R_R
RUS
RU
Swedish
Arial (Western)
S_S
SV
Switzerland-French
Arial (Western)
CH_F
CH
FR
Switzerland-German
Arial (Western)
CH_G
CH
DE
Switzerland-Italian
Arial (Western)
CH_I
CH
IT
Slovakian
Arial (CE)
SW_SW
SK
SK
Slovenian
Arial (CE)
SL_SL
SLO
SL
Spanish
Arial (Western)
E_SP
ES
Turkish
Arial (TUR)
TY_TY
TR
TR
Ukrainian
Arial (Cyr)
UA_UK
UA
UK
Effective 06.2009 / Subject to change without notice.
Products &
Customers
18.1 Create or edit report layouts

epos offers a common template for all languages, which will be filled with the respective translations
prior to the output.
The standard report template for safety data sheets contains all legal regulations. So you don't need
to make any changes. Do you want to customize a report to your needs, you must use the Report
Designer.
Please note that the below-mentioned HE-Report is included in epos for backwards
compatibility reasons only and generally should not be used.
The Report Designer can be used for the design of all epos reports that make use of Crystal Reports for
output:
1.
Safety data sheets
2.
Operating instructions (all types)
3.
Hazardous material
The layout of the input forms resembles the layout of the epos main window: On the left pane you'll
see an explorer tree with several folders containing templates depending on your module
configuration. Currently, there are two main folders:
Headers: Here you can edit all headers of the reports. With a multilingual version of epos you can
select the language to be edited with the drop-down list.
Important: Folders with a blue label in the treeview are standard headers which can be
overwritten by program updates.
The folder User defined headers contains blank headers to be filled by the user. There are 15
database fields per module for each language available. These can be inserted later into the
report layouts. In the final printout these fields appear, depending on their format, at the
predetermined position.
Layout: Here you can edit, copy, or create report templates. The main actions are available from the
context menu.
Here, too, blue folders on the left side represent the standard reports that can be overwritten
by later updates.
Copied or newly created reports must be selected and then can be edited by clicking [Editor].
The editor includes a comprehensive online help.
Previously filled header contents (see above Headers) can be found in the left navigation bar
of the editor (Database fields User_Header). They are still labelled as Header1 to Header15.
The fields can be added to the report with drag&drop, then you can change their format
and/or output options.
18.1.1 Report Designer: First steps
8
8
Double-click the folder Safety data sheets in the explorer tree of the epos main window.
Open the context menu (right mouse click) in the right window pane of the epos main
window and select the entry Own report templates.
If you still have enabled older report generators such as the HE-Report (see preferences
section 21.3.3), you will now be asked for the report layout.
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162
Create a new
report template
The HE-Report is included in epos for backwards compatibility reasons only and generally
should not be used. If your system allows, you should work exclusively with Crystal Reports
(CR-Report). The following describes only the working steps and window contents for Crystal
Reports and the Report Designer.
Select a report layout and confirm with [Ok] .
To create a new report, click the right mouse button on a heading in the left tree view (in this
example safety data sheets) and select from the context menu Report template - create new.
The input form Report designer shows up.
Products &
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163
A new folder will be created with the default label Report template, followed by an item
number.
The right window pane shows details: file path, file size, date of last change.
Technically, a new report template is a copy of the standard report (blue label). If you have
changed the layout of the standard report already, these changes will be copied to the newly
created report as well.
To copy an existing report template, right-click in the explorer tree on the report template
you want to copy (in this example: Report template 1) and select from the context menu the
entry Report template - copy.
A new folder with the template copy will be created. The copy gets a new item number,
starting from 1. Therefore, the resulting template name is Report template 11. Accordingly,
further copies of the same template would be named as Report template 12, Report
template 13 , etc.
The standard report (blue) cannot be copied. To copy the standard report, please refer to the
description Create new report template (see above).
To rename an existing report template , right-click in the explorer tree on the report
template you want to rename and select from the context menu the entry Report template rename.
Copy existing
report templates
Rename report
template
A dialog box Edit text shows up in which you can enter the new name. Confirm your changes
by clicking [Ok] .
To edit a new or copied report template, select it with a single mouse click in the treeview.
After a short while the input form epos Report-Designer Editor shows up.
Then click the [Editor] button in the toolbar. See below for more detailed information about
the editor.
A print preview of the currently selected report template is possible with a click on [Preview] after
entering a valid product code in the Product code data field. If you are using a multilingual version of
epos, you can select the output language from the drop-down list Language.
18.1.2 Using the editor
To create a new report template, right-click in the explorer tree on the category where you
want to create a new report template, eg, Safety data sheets.
Select from the context menu the entry Report template create new
Edit report
template
164
or
Mark the category with a single mouse click.
Select from the menu bar Report templates Report template create new.
A new report template will be created. It is not empty but derived from the standard report.
Select the newly created report template and click the button [Editor] .
The input form epos Report-Designer Editor shows up.
(The user interface language is partly German we're sorry for any inconvenience)
8
8
Now alter the report template to your needs.
Compared to the old HE-Report, the Report Designer is by far more complex system which
allows comprehensive manipulations of the page layout. Please understand that we cannot
give an in-depth introduction to Crystal Reports, as this is beyond the scope of this manual.
Select from the menu bar Datei Speichern to save the changes. If the template is
unchanged, the menu bar entry remains disabled.
You'll find an extensive English online help file named crw.chm in the folder
/epos/Programme of your epos installation. The online help discusses all aspects of
Crystal Reports.
If you have further questions on this topic, please call our hotline ( section 22.2).
Products &
Customers
18.1.3 Real world example: Moving the company logo
A frequently asked question concerning the Report Designer is the desire to place the company logo at
a different location in the page header of the safety data sheet. Usually the logo shall be moved on
the right side. The necessary steps are now presented below.
8
8
Double-click the folder Safety data sheets in the explorer tree of the epos main window.
The input form Report designer shows up (see above).
Open the context menu (right mouse click) in the right window pane of the epos main
window and select the entry Own report templates.
Open the explorer tree leaf Safety data sheets and click on the blue entry Standard.
Elsewhere in this manual, we have proposed to make changes to the layout only to copies of
the standard reports, as these can be overwritten during program updates by revised
versions.
You should thoroughly consider the amount of work of your changes. Legal changes can
sometimes lead to massive changes of templates for safety data sheets, which then must be
tracked in your own templates.
A relatively simple adjustment such as moving the company's logo described here, is
therefore easier to accomplish in an updated standard report.
Click on the [Editor] button in the window toolbar.

After confirming the warning message, the editor input form shows up (see above).
To the left you'll see the navigation bar for selecting data fields. The bigger part is the layout
pane on the right side. Each element arranged on the layout pane is enclosed by small
corner symbols and denoted by a name that uniquely identifies it.
The relevant element of this example is D:Picture Logo, which can be found to the left of the
heading Safety Data Sheet in the layout pane (PageHeaderSection2).
First, maximize the editor window, so you have a larger work space and can see all the
elements without constantly scrolling the window content.
Select the element D:Picture Logo with a mouse click so that it is marked with a blue dashed
border.
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166
Now move the mouse pointer of the marked element. Note the changed shape of the
mouse pointer.
The shape of the four arrows indicates that the element can be moved.
Click with the left mouse button into the element and drag the element towards the right
page margin while keeping the left mouse button pushed.
During this action, the element's border changes to dashed grey. Release the mouse button
when the element is on the desired position.
The preliminary result should now look as follows:
The element for the company logo is now on the right side. However, it hides the element
for the company name, which had been placed at this position. The next step must be taken
to move the company name to the left.
Select the element D:Company and drag it to the left side of the layout. Again, click with the
left mouse button on the element and keep the button pushed while dragging the lement
to its new target position. Then release the mouse button.
The layout now should look like this:
The final step is to align the company name to the left.
8
8
In the toolbar of the editor click the button Align left. Ensure that the element D:Company is
still marked with the dashed blue border.
The element's name follows its alignment. Therefore, the label D:Company jumps to the left
margin of the element.
To save your changes, select Datei Speichern (FileSave) from the menu bar.
Then close the editor with the menu entry Datei Beenden (FileQuit).
The changes are done. Now all printed safety data sheets will have a right-aligned company
logo and the company name on the left side.
Managing
occupational
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168
19 Operating instructions
The operating instructions you are creating with epos fully comply with the German regulation TRGS
555. The input form resembles the later printout. If you are using a color printer, you can print
operating instructions completely with coloured borders and symbols.
Topics at a glance:
You don't have to create hazardous material operating instructions manually all necessary
data is available from safety data sheets.
Use the auto-generate feature instead.
create or open labels.
automatically create a hazardous material operating instruction on basis of a SDS.
edit an operating instruction to your needs.
When you generate an operating instruction, check carefully whether all data has been
correctly inserted. You are responsible for the accuracy of its content!
19.1 Create an operating instruction

Some aspects of the work with operating instructions might be familiar to you, because of its
similarity to SDS handling:
You can create an operating instruction from scratch, auto-generate it, or edit an existing one.
See section 5 to learn how to search a operating instruction record in the database.
To use operating instructions, you must have epos started and the main window visible.
Double-click the folder Hazardous material operating instruction.
Double-click the folder where you want to create a new operating instruction.
The program lists the folder content in the right window pane.
The input form Data input operating instruction shows up (see below).
Select the New entry to create a new operating instruction.
At the same time, a dialog box shows up, asking you for a new operating instruction number.
Occupational
safety
The program suggests a new number in the data field. If you agree, you just have to confirm
with a click on [Ok]. Or else enter a new number up to a length of 12 chars. Please note: the
number must be unique as identifier for the operating instruction.
The number identifies a operating instruction. But this is only one aspect of it. When you
apply a uniform numbering system, you can then easily search for subsets. Allowed
characters are: 0-9, a-z, A-Z, and the special characters () +, -. _
8
8
If you agree with the proposed operating instruction number, click [Ok].
The dialog box Operating instruction number closes and in the upper left data field of the
input form Data input operating instruction the previously selected number is inserted. The
data fields are now ready to accept input and the buttons are enabled.
When you open the operating instructions, you get a form window with empty input fields.
First, as usual, decide whether you are editing a blank form, or if you want to auto-generate
it from an existing safety data sheet.
If you want to assign a different operating instruction number, enter it in the field New
operating instruction number. The program checks the uniqueness of the entered number.
Finally, click on [Ok] to assign the number to the new operating instruction record.
169
Enter operating
instruction number
170
19.1.1 Auto-generated operating instructions
The easiest way to create hazardous material operating instructions is to auto-generate them by the
program. The necessary data are available from the SDS and save you lots of work.
To auto-generate a operating instruction, the operating instruction record must have been created
and the input form Data input operating instruction must be open.
Create a new operating instruction record, if necessary ( section 19.1).
The dialog box Select safety data sheet shows up.
The input form Data input operating instruction shows up with empty data fields.
To select an SDS for auto-generating the operating instruction, click the button Take over
data from safety data sheet in the Toolbar.
Here are all safety data sheets listed that are stored in epos.
Use the search facilities of the dialog box to find the desired SDS.
Click on the desired safety data sheet and confirm with click on [Ok]
or
double-click the respective row.
The dialog box Select safety data sheet closes.

epos now collects all relevant data from the SDS for creating the operating instruction. This
process may take a while. Then the data fields of the input form Data input operating
instruction are filled with the matching SDS data. This also may apply for the symbol fields
(see also section 9.9).
Since the operation instruction layout results in a document in A4 format, the font and size
are invariably specified by the program and can not be influenced by the user. Also, the
amount of text that can be taken from a safety data sheet may be more than it might fit in
the later printout. There's no warning for textbox overflows. Therefore, it is recommended to
shorten lengthy text or remove blank lines / line breaks.
epos can assist you with generating the operating instructions and make your work easier. It
makes no claim to completeness of its content. Unfortunately, the program can not check
whether the entries in the individual data fields are technically correct. You should therefore
check every field, so that the later printout of the operating instructions matches your
needs. If necessary, correct the values in the input form. The changes made there have no
effect on the safety data sheet.
When you are done, click the Save-button in the toolbar.
Occupational
safety
171
19.1.2 Fill an operating instruction manually
Typically, you will automatically generate an operating instruction based on the available data of an
existing SDS. ( section 19.1.1). However, you can also enter the necessary data directly into the input
form Data input operation instructions or modify existing data.
If you change data directly in the input form Data input operating instruction, the changes
do not affect the underlying SDS, and therefore the changes are not available for further
operating instructions! You should include any amendments in the relevant section of the
safety data sheet.
With epos you can insert the standard hazard symbols directly in the operating instructions.
If you have auto-generated the current operating instruction, refer to the sections Hazards
for human and environment or Safety measures and codes of conduct to see the symbols you
have added to SDS chapter Additional information about the product (not SDS) (See also
section 9.9). The fields are provided as a symbol buttons.
To insert symbols in the operating instructions or modify existing ones, click the icon box in
which you want to insert a symbol.
Depending on the section where the icon box is placed, a dialog box for hazard symbols,
safety measures, or prohibition signs shows up. You can pick only one symbol from the list.
Click on the list row of the symbol you want to add to the operating instruction.
The row will be marked with a checkmark (
) in its row head.
Confirm your selection with [Ok].

The dialog box closes and the symbol has been added to the operating instruction.
All other elements of the input form for operation instructions are behaving in the same manner as
described above.
8
8
Enter new texts in the data fields or modify existing ones.
Click the Save-button to store the operating instruction.
Select R- and S-phrases as described in section 11.1.

The R- and S-phrases are inserted into the data fields and are displayed as plain text in the
white textboxes These also appear later in the printout.
19.1.3 Assigning materials to an operating instruction
You can create an operating instruction for several substances (SDSs). To document the affected safety
data sheets, you can assign them to the operating instruction. So you can later easily determine the
substances the operating instruction is valid for.
To assign one or more materials to an operating instruction click the button [Assign to
materials] in the input form Data input operating instruction.
Add symbols to the

operating
instruction
172
Assign materials
The dialog box Assign operating instruction to materials shows up.
To assign one or more SDSs from the complete list to the current operating instruction, click
in the left column on the safety data sheet, which you want to assign to the operating
instruction.
To select more than one SDS keep the [Ctrl]-key pressed while clicking several rows.
Search material
name
With a large database, you can use the integrated search function. Enter a search term in the
field Search material name. Then click on the Search button.
See section 5 to learn how to use the search function.
Assign materials
Undo material
assignment
Each row you have selected will be inverted.
To remove one or more SDS assignments from the current operating instruction, click in the
right column on the safety data sheet, which you want to remove from the operating
instruction.
Click on the button Assign safety data sheet.

The selected safety data sheets will be copied to the right list and then are assigned to the
current operating instruction.
Each row you have selected will be inverted.

Click on one of the buttons Delete assignment or Delete all assignments.
Of course this action does not delete the safety data sheets from the database, but only
their assignments to the current operating instruction.
You can view the associated manufacturer for each safety data sheet.
Show
manufacturer
Select the record you want to view the manufacturer for, then click the [Show manufacturer]
button.
The dialog box Manufacturer view shows up.
Occupational
safety
8
8
Click [Close] to close the dialog box.

Save your material assignments to the operating instruction with a click on the Save-button.
Then click the Exit form-button to close the dialog box Assign operating instruction to
materials.
If necessary, save the changes in the input form Data input operating instruction.
19.1.4 Assigning workplaces to operating instructions

You can assign one or more workplaces to an operating instruction to create a workplace-related
operating instruction. In the dialog box where you select the workplaces, you can also create new
workplaces.
Click the button [Assign to workplaces] in the input form Data input operating instruction.
Click [Ok] to confirm.
First, epos checks if workplaces already have been assigned to the operating instruction. If
not, a message No associated workplaces found! shows up.
The dialog box Assign operating instruction to workplaces shows up.
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174
8
To assign one or more workplaces to the current operating instruction, click in the dialog box
Assign operating instruction to workplaces the New-button.
The dialog box Workplaces shows up.
Double-click the folder Workplace catalogue.
The marked workplace now has a red name label and the button [Ok] will be enabled.
To show the levels of a selected workplace, click in the dialog box Assign operating
instruction to workplaces in the respective row of the workplace.
The lower window pane contains detailed information of the workplace.
The 1st level of the tree structure shows up.

Locate the desired workplaces, select them with a single mouse click and mark them with
the button [Mark] .
Mark further workplaces or click on [Ok] to close the dialog box.

The dialog box Workplaces closes and the dialog box Assign operating instruction to
workplaces becomes visible again. The selected workplaces are added to the list.
These details are included in the report Hazardous material operating instruction with
workplace information.
To save your changes, click the Save-button.
Double entries are deleted automatically.
Click the Exit form-button to close the dialog box Assign operating instruction to
workplaces.
The dialog box closes and the input form Data input operating instruction becomes visible
again.
Occupational
safety
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19.1.5 View, edit, and print operating instructions
Similar to the safety data sheet, you also have the opportunity to print multiple versions of the
operating instruction.
You can find a list of available reports in section 6.1.
To print an operating instruction, locate the desired record in the explorer treeview of the
epos main window.
Right-click on the operating instruction you want to print.
Select the entry Print/Export from the context menu.
The dialog box Output options shows up.
In the lower part of the dialog box you can selected between different report templates:
Fixed report template uses the (obsolete) Quest-Report for output. With the drop-down list
you can select from two different templates, each optionally with workplace
information. The template content prints the plain text and is applicable for
output on b/w-printers. The proper coloured border can be printed separately on
another printer. See below Further reports for more details.
Report designer report template uses Crystal Reports for output. You can create custom
templates for this report generator (see section 18). If you don't have created any
custom templates, the drop-down list defaults to the Standard template and is
disabled. If you want to add workplace information to your operating instruction,
set the checkmark (
) for this option.
For operating instructions with workplace information, it is necessary that you have
assigned workplaces to the operating instruction. If the operating instruction has no
associated workplaces, a warning message No associated workplaces found! shows up.
See section 19.1.4 to learn how to assign workplaces.
If you want to print the GHS-version of the operating instruction, select one of the two
template types (Fixed/Report designer) and the select the GHS template from the respective
drop-down list.
Operating
instructions with
workplace
information
Output with
GHS template
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8
Proceed with a click on the button [Ok] .
Double-click the row with the desired company name
If you have marked one or more records unter Manufacturer and supplier as offer for records
or Client, then the dialog box Select company shows up (see also section 12.3)
or
single-click into the row to mark it. The row will be displayed inverted and a checkmark (
appears in the row head.
Double-click closes the dialog box automatically, otherwise confirm your selection with [Ok] .
If you have selected a report template with workplace information, the dialog box Selection
of the workplaces shows up.
Double-click the row with the desired workplace

or
single-click into the row to mark it. A checkmark (
select several workplaces this way.
) appears in the row head. You can also
Double-click closes the dialog box automatically, otherwise confirm your selection with
[Start] .
The program now creates a print preview for the operating instruction where you can start
the printing task as usual.
Occupational
safety
To print further reports with data of operating instructions, locate the desired record in the
explorer treeview of the epos main window.
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Print further
reports
Right-click on the operating instruction you want to print.

Select the entry Further reports from the context menu.
The dialog box Report selection shows up.
The screenshot shows the example for hazardous material operating instructions. The list of
available reports might differ for other types of operating instructions.
The reports
List of prepared hazardous material operating instructions
Complete list of missing hazardous material operating instructions
are solely available for hazardous material operating instructions.
This report is an extended version of the report List of prepared hazardous material operating
instructions. You can filter the list of included records.
Select from the list of reports the entry List of hazardous material operating instructions with
preparation date.
The dialog box Restrictions for the list shows up.
List of operating
instructions with
date of creation
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Enter here some restrictions as needed. See section 5.7 to learn how to use form specific
search criteria.
If you want to see the complete list, then click the [Start] button without further changes.
You can sort the result by choosing one of the three Sorting by options in the lower left
corner.
19.1.6 Using GHS with operating instructions
Since epos version 5.2 you have the opportunity to switch operating instructions between the old type
(Substances regulation) and the new type (GHS) for viewing and editing. Click in the toolbar of the
input form the button [GHS] to toggle the display for the new regulation. To return to the old view,
click on the button [Substances regulation]. See section 7 for a concise introduction to GHS, its
changes and terminology.
GHS is available for hazardous material and biohazardous material operating instructions.
The following two sections of operating instructions are affected by GHS changes:
Hazards for human and environment
Occupational
safety
Instead of the previously three hazard symbols, there are up to six pictograms of the new GHS
symbols to choose from in this section. In addition, the signal word is required, which can be selected
with a click on the button [Signal word]. The H-statements replace the former R-phrases. Click on the
button [H-statements] to select the desired entries from a list. For details see section 9.8.3, p. 97.
Safety measures and codes of conduct
The P-statements replace the former S-phrases. Click on the button [P-statements] to select the
desired entries from a list and arrange their order. For details see section 9.8.3, p. 98.
If the underlying safety data sheets have been filled according to the GHS system (chapter 15,
section 9.8.3), these data are included in the operating instruction when it is auto-generated.
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Administration
and
maintenance
20 The data exchange interface

The data exchange interface allows exchanging data of safety data sheets or operating instructions between two
independent epos installations.
Unlike the XML interface this interface requires a working epos installation for both, the creator and the recipient
of the data.
Examples of use
Using this interface can take place, for example, between a product manufacturer and an external service
provider. Here, the manufacturer could confine himself to entering the product name, some physical data and
the formulation in chapter 3 and pass this data to the service provider for completion.
Basics
Exporting the operating instructions / safety data sheet includes the exact formula, the self-classified
substances, the linked company addresses and the custom product names (chapter 3).
The export of the content can be in plain text or in the standard phrase codes.
For licensing reasons only the standard phrase codes are contained in a coded output, but not the actual texts.
Standard phrases must be exchanged separately.
Requirements
The data exchange interface is available in all epos versions.
Furthermore, the epos installations of the manufacturer and service provider should observe some rules to
avoid overlapping Id numbers (and thus overwriting their own data):
The Id number ranges of company addresses, self-classified substances, substance names from chapter 3, and
standard phrases must be coodinated between the exchanging partners.
epos provides an option to create specific Id numbers for records to be exported. These should separate the
records designated for export from the other records. We recommend the use of unique three-letter prefixes
preceding the Id numbers (eg, XYZ4711).
The abbreviation can be defined in the Preferences on the index card Database in the data field User prefix. The
prefix may consist of up to four characters or a dot. This ensures that internal Id numbers are clearly
distinguishable.
During the import of operating instructions or safety data sheets into an epos database, these four types of
records are automatically created or updated (overwritten) depending on their Id number.
Imports can only be performed by the epos SysOp.
Configuration of the interface

The interface is invoked from the menu bar Communication Configure interfaces. Select the interface type
Data exchange operating instructions / safety data sheets from the drop-down list, then enable it by checkmar
king the option Active. By clicking the button [Options] you can choose between encoded or decoded (plain text)
output of standard phrases. At the bottom of the input form the export path can be specified. After saving the
interface is enabled and ready.
Export of safety data sheets

The Export can be used for a single or an arbitrary number of records. If necessary, use the filter to display the
desired records on the right window pane.
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Mark the records to be exported and select from the menu bar Communication Export interfaces
Data export exchange operating instructions / safety data sheets.
The Windows file dialog Save shows up, where you can define filename and path of the export file.
Then the export starts, which can take some time depending on the number of selected records.
By default the created export file is named DataX.nis, where X stands for a sequential item
number. This file can be opened with any text editor.
In the export path defined in the Preferences a log file will be written once a month (eg, Feb2009.log). The logfile contains a continuous protocol of the export tasks and can be opened with
any text editor.
Import of safety data sheets

For an import no more basic settings are necessary. You should adhere the advice given in the section
Requirements above. Since the import does not care whether or not other users are working on the
data to be updated, the import should be performed when no other users are working on the system.
For importing a *.nis file select from the menu bar Communication Import interfaces Data
exchange import operating instructions / safety data sheets. Select path & file to import. Then the
import starts automatically. A dialog box informs you about the progress.
Also the import is logged. The log file is maintained in the same directory as import file. If this
directory is read only (eg, a CD-ROM), then the log file is stored in the user's TEMP directory.
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21 The epos system administration
Topics at a glance:
Define new users for epos
Assign permissions to the users.
Change basic settings of the program in the preferences.
Important aspects of epos data backup.
create new users and provide them with permissions.
enable/disable the login of the database.
create material groups and company abbreviations for safety data sheets.
The system administration is used to set important program settings for users, system administrators
and system behaviour. Therefore, the system administration should be handled by one system
administrator.
By default, epos is configured with full permissions to all areas. A log-in is only necessary for network
versions of epos.
A virtual user was set as default and has all permissions to work with epos. It is recommended that no
changes are done to that user. Please pay attention to the correct uppercase and lowercase letters of
the passwords.
You can get the standard password from our hotline
+49 60 24 - 63 90 63 60
Please note that the PES Ingenieurgesellschaft mbH can not recover lost passwords! The password
can only be reset to the original standard password.
It is essential to keep passwords confidential to prevent unauthorized use, or to subsequently change
of the password.
See section 21.2.3 to learn how to change the standard password.
21.1 Permission management in epos

epos distincts four different types of permissions:
1.
Permissions at user level

Assign a public and a private password to the users. epos determines the user permissions by
the entered password.
2.
Permissions for input forms

You can grant permissions for specific input forms. For example, a user may work with the
input form Safety data sheets, but not with the form Manufacturer and supplier.
3.
Permissions for folders

Set explicit, to which folders the user has access.
The permissions for folders must start from the 1st level. Further subfolders can then be
authorized for users. You can set different permissions for each folder.
(A folder in epos means all directories in the explorer tree on the left side of the window)
4.
Permissions for reports:

These permissions affect the output of reports in epos. The system administrater defines who
is allowed to print which reports.
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For type 1. and 3. the permissions are subdivided as follows:
1.
Read:
The user is only allowed to read documents.
2.
Read, write:
The user is allowed to read documents and to create/alter them
3.
Read, write, delete:

The user is allowed to read documents, create or alter them, and delete them from the
database.
21.1.1 Create a new user
Basically, creating new users in epos is possible in two ways. Users can be created directly in the epos
main window. Alternatively, you can also open the dialog User permissions for centralized access to all
settings. You can find the description of the input form User permissions below in section 21.1.3.
First, the entry on the epos main window will be described. Here, you define the public user name, the
non-public (private) password, and the user permissions.
For each 1st level folder (Products, Recipients, SDSs, self-classified substances and Manufacturer and
supplier) the access modes must be set separately. This allows to grant the user specific (different)
permissions for each folder, though.
Only the SysOp can change permissions!
See section 21 for information on how to obtain the standard password of the system
administrator.
To create a new user, you must have epos started and the main window visible.
Click in the explorer tree on the left window pane on one of the folders Safety data sheets,
Self-classified substances, Manufacturer and supplier, Sales products, or Recipients / customers
and open the context menu with a right mouse click.
Select the entry Permissions.
The dialog box Permissions shows up.
The dialog box Permissions lists all public user names already created in epos. The drop-down
list Access mode contains the respective permissions of the selected user.
Create new user
Click the [Add] button.
187
The dialog box Add user shows up.
Enter the public user name in the field User name.
Click on the button [Add] in this dialog box once again.

The dialog box Create user shows up.
Enter a private password in the field Password. Your input will be hidden with asterisks
(***). The password may have a length of up to eight characters.
Repeat the password in the field Confirm password to avoid typing errors. If the password in
both fields doesn't match, the [Ok] button remains disabled and you can't finish your input.
This password must be kept confidential by the user and the system administrator!
Please note: Don't use spaces in passwords.

Confirm with click on [Ok].
The dialog box Create user closes.
In the dialog box Add user the public user name is shown in the list.
The user has been added to epos. Now the necessary permissions for the different 1st level
folders must be granted.
See section 21.1.2 to learn how to set permissions.
21.1.2 Grant permissions to the (new) user
After having created a new user, you can grant him permissions for different program areas.
Permissions must be granted separately for each 1st level folder.
The user must have been created ( section 21.1.1) before you can grant him permissions.
Click in the explorer tree on the left window pane on one of the folders Safety data sheets,
Self-classified substances, Manufacturer and supplier, Sales products, or Recipients / customers
and open the context menu with a right mouse click.
Select the entry Permissions.
The dialog box Permissions shows up.
188
The dialog box lists all users who are assigned to the selected folder (example here: Safety
data sheets\Examples).
Click the button [Add] to select the user for whom you want to assign permissions.
The dialog box Add user closes. The previously selected user is now shown in the list of the
dialog box Permissions. Selecting the user in this list shows his permissions in the drop-down
list Access mode.
When you're done, click the button [Close].
The dialog box Add user shows up.

Select the desired user, then select the permission from the drop-down list Access mode.
Folders with specific permissions for certain users are indicated with a small green plussymbol in the explorer tree.
21.1.3 User and permission management
As an alternative to the possibility of direct user setup described in in section 21.1.1 f., epos also
provides a dedicated input form for central user management: create and edit user accounts, and
assign fine grained permissions for different program areas.
Select from the menu bar in the epos main window Extras User permissions
The input form User permissions shows up.
189
The left window pane shows a list of all user records that have been created in epos.
On the right side all areas are shown on which the selected user receives a controlled access.
These areas are organized on four different index cards.
The index cards and the possibilities of permission managment are discussed in the sections
below.
To create a new user, click on the left side under the user list on the button [Add]. A dialog
box Create user shows up, where you can enter the name and the password of the user. The
password must be entered twice to avoid typing errors. Confirm your entry by clicking on the
button [Ok].
Create new user
Click in the list on the left side of the window on the user you want to edit.
Manage users
You have three editing options:

Button [Edit]: Assign a new password to the user.
Button [Copy] : Creates an identical copy of the user and his permissions.
Button [Delete] : Deletes a user. Attention: You cannot undo this action!
To get a report of all users and their current permissions, click on the button List of given
user permissions in the lower left corner of the input form.
21.1.3.1 Grant user permissions for input forms

To grant permissions to a new user, the user must have been created ( section 21.1.1 or 21.1.3) and
the input form User permissions must be open.
Print user report
190
Add single
input form
Click on the index card Input forms.
Click on the button [Add] .
Select the desired entry by clicking on the respective row so that it will be displayed white on
black.
The dialog box Add input form shows up with a list of all available input forms.
Confirm your selection with a click on [Ok]. If no row is selected, the [Ok] button remains
disabled.
The dialog box closes and the selected input form has been added to the list of permitted
input forms. By default the permission is set to Read.
191
To change the permission, click in the colum
Permission on the desired row. A drop-down list
shows up, where you can choose between three
different permission types.
Repeat the previous steps until you have added all desired input forms with their respective
permissions to the user.
Click on the button [Add all] .
To change the permission, click in the colum Permission on the desired row. A drop-down list
shows up, where you can choose between three different permission types.
To delete an input form from the permissions list, select the desired entry by clicking on the
respective row so that it will be displayed white on black.
All available input forms are added to the list. By default the permission is set to Read for
all input forms.
Confirm your selection with a click on [Delete]. If no row is selected, the [Delete] button
remains disabled.
21.1.3.2 Grant user permissions for reports

To grant permissions to a new user, the user must have been created ( section 21.1.3) and the input
form User permissions must be open.
8
8
Add all
input forms
Click on the index card Reports.
Delete
input form
192
Add single report
Click on the button [Add].
Select the desired entry by clicking on the respective row so that it will be displayed white on
black.
The dialog box Add reports shows up with a list of all available reports.
Confirm your selection with a click on [Ok] . If no row is selected, the [Ok] button remains
disabled.
Add all reports
Delete report
The dialog box closes and the selected report has been added to the list of permitted
reports.
Repeat the previous steps until you have added all desired reports to the user.
Click on the button [Add all].
To delete a report from the permissions list, select the desired entry by clicking on the
respective row so that it will be displayed white on black.
All available reports are added to the list.
Confirm your selection with a click on [Delete] . If no row is selected, the [Delete] button
remains disabled.
21.1.3.3 Further user permissions

When a new user has been created and provided with necessary permisisons as described in
sections 21.1.3.1 and 21.1.3.2, you can now grant further permissions. Because these permissions
affect the entire program & database system, they should be granted only to authorized persons or
experienced users.
The following permissions can be granted:
Change and delete standard phrases:

The user can edit all standard phrases, also in combination with the optional module
Multilingual.
Edit report templates:

The user can edit standard report templates or create new templates. These templates are
used by epos for report printouts.
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Timing control of jobs incl. Data sheet shipment

If the optional module Automated shipment is installed, the user can ship safety data sheets
to your customers with all given options.
To grant permissions to a new user, the user must have been created ( section 21.1.3) and the input
form User permissions must be open.
8
8
Change the options as desired and then confirm with a click on the button [Ok] .
Click on the index card Further user permissions.
The (new) user can now work with epos according to the granted permissions.
21.1.3.4 Show user permissions for folders and workplaces

Unlike the the first three index cards, the fourth card Permissions on folders and workplaces only serves
the purpose of displaying permissions you have granted at other places of the program.
Please make changes to these permissions directly in the explorer tree, as previously described in
section 21.1.2 . Using this tab, it is possible to get a quick overview of the user permissions without
need of calling several program areas.
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21.1.4 Change password (private key)

For security reasons the password to log into the epos database should be changed at regular
intervals. These change can be done by all users who are allowed to work with epos. A system
administrator is not needed here.
To change the password (private key), you must have epos started and the main window visible.
Select from the menu bar Extras Change user password
The User name is invariably the public user name. The password in the respective fields is
hidden with asterisks (***). The number of asterisks doesn't resemble to actual length of
the password.
Enter a private password in the field Password and overwrite the old one. The password may
have a length of up to eight characters. But don't use spaces in passwords!
The dialog box Change user password shows up.
195
Repeat the password in the field Confirm password to avoid typing errors. If the password in
both fields doesn't match, the [Ok] button remains disabled and you can't finish your input.

The new password becomes effective with the next program start.
Lost passwords
If a user forgets his password, only a SysOp can create a new password.
To edit a forgotten password, a user with administrator privileges must select the user
record in the input form User permissions as described in section 21.1.3. Then he can
change the password with a click on the button [Edit].
21.2 Database preferences

With epos you have the ability to manage multiple users. epos recognizes the users and their
permissions within the system by their login name & password.
Prerequisite for granting permissions in the single-user version is the creation of users ( section
21.1.3). If you haven't created any users yet, but the login option enabled, you must login as system
operator (SysOp) (standard password in section 21).
Only the SysOp may change these options!
21.2.1 Enabling/disabling login
For an epos network version the login is invariably mandatory. You can enable/disable this
option for a single user version.
Select from the menu bar in the epos main window Extras Preferences
Enable the option Query user and password at program start (checkmark
The dialog box Preferences shows up.

Click on the index card Database.
From the next program start you must log in to work with epos.
See section 2.2 for more details about the login procedure.
set).
196
21.2.2 Cyclic reorganization of the database
epos offers the posibility to reorganize indices cyclically. The database is then reorganized depending
on the start values you provide. An example: You create 60 new records. These records are stored in
the order you enter them in the database. From a number of about 50 records, the access speed to the
database slows down, as there are the records in disparate form. To avoid this, you can reorganize the
database at regular intervals. Enter the number in the field Cycle, after which the program is to
reorder. Experience has proven the default value 50.
epos reorganizes the database automatically, without further manual intervention.
Only the SysOp can change these options!
If you want to change the number of cycles before reorganization, open the dialog box Preferences as
described in section 21.2.1.
8
8
The changes will apply after restarting the program.
Enter a new value in the field Cycle (eg, 50).

Save your changes with a click on [Ok].
21.2.3 Change database password
Please note: This is the standard password of the database and not the password of the
system administrator for log in.
Only the SysOp can change the password!
The PES-Ingenieurgesellschaft mbH is using this password as access authorization during
software updates. Therefore, changes should be done temporarily and only for testing
purposes.
If you want to change the database password, open the dialog box Preferences as described
in section 21.2.1.
8
8
The field is empty and the password is deleted.
Mark the asterisks (***) in the field Password of the database and press the [Del]-key on
your keyboard.
Now enter a new password which may have up to eight characters. Confirm your changes
with a click on [Ok].
21.2.4 Set time-out intervalls
The time-out interval specifies how long the database shall wait for return values of the application.
Especially on slow networks, this value can be changed. If you're getting continuous network errors
indicating time out, it may be worthwhile to raise the time-out interval.
Also in WAN networks (eg, the database is located on the internet) it is recommended to increase this
interval.
Please note: Raising this value may cause a slow down of the entire application.
Only the SysOp can change these options!
If you want to change the time-out intervall, open the dialog box Preferences as described in
section 21.2.1.
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8
Enter a new value in the field Time-out interval (eg, 10).
The changes will apply after restarting the program.
21.3 Safety data sheet preferences

Here you have the opportunity to make various settings for the SDS. The lists contain just a few
examples, which, of course, you can delete or overwrite. These options relate mainly to the SDS
chapter 1 and the output of reports (printout).
21.3.1 SDS general

1. Material data origin
The material data origin is an optional information for organizing your SDS records. Enter the sources
where you get your SDSs from. Example given:
You receive a SDS from manufacturer X. This manufacturer is denoted as Source 1 (>company
name<).
You receive a SDS from manufacturer Y. This manufacturer is denoted as Source 2 (>company
name<)., etc.
You can access this list in SDS chapter 1 with the drop-down list Material data origin.
2. Status of the revision

The status of the revision is an optional information for organizing your SDS records. Enter the
different stages of editing a SDS. Example given:
Creating a SDS.
Revising a SDS.
Old / New etc.
You can access this list in SDS chapter 1 with the drop-down list Status of the revision.
3. Use history documentation

For each data field has a history can be created. The history stores the modification date, SDS revision
number, the previously valid field content and the epos user who performs this change. The history
function allows accurate tracking of the subsequent amendment to a safety data sheet. Here you can
view the previous data for each entry.
4. Activate menu entry Additional information (not SDS) in the input form
The additional information for the SDS is optional. You need this menu item in the SDS, if you have
modules for occupational safety. This allows you , for example, to set the order signs, prohibition signs,
and danger symbols for operating instructions and some reports for occupational safety.
5. Material numbers for SDS, formulas, and raw materials in capital letters
If enabled, new product codes must be upper case. If the option is disabled, a mixed mode of upper
and lower case characters is possible.
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8
Click on the index card SDS general.
1. and 2.
3., 4., and 5.
Change entry
Delete entry
Click on the [insert] button beneath the list.
8
8
Enable/disable the respective options as needed.
To change an entry, click into the row you want to change.
To delete an entry, click into the row you want to delete. Then click on the [delete] button
beneath the list.
The row will be marked with a
A new empty row is inserted and will be indicated by an arrow in the row head (
can now enter the name with up to 15 characters.
). You
The row will be marked and if changes apply, a checkmark (
) is shown in the row head.
in its row head.
21.3.2 SDS assignment

Company abbreviations for merchandise numbers
The company abbreviation for merchandise numbers is an optional information for organizing your
SDS records. Enter the company abbreviations here.
When searching a SDS (set filter, see section 5.3), you have the opportunity to query these company
abbreviations. In SDS chapter 1 you then can specify an assignment between the merchandise
number and the company abbreviation you have entered.
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Adding a material group
The material group is an optional information for organizing your SDS records. epos material groups
can be organized eg. as follows:
Drier
Supply products
Intermediates etc.
When searching a SDS (set filter, see section 5.3), you have the opportunity to query these material
groups. You can access this list in SDS chapter 1 with the drop-down list Material group.
Click on the [insert] button beneath the list.
To change an entry, click into the row you want to change.
To delete an entry, click into the row you want to delete. Then click on the [delete] button
beneath the list.
The row will be marked with a

Click on the index card SDS assignment.
A new empty row is inserted and will be indicated by an arrow in the row head (
now enter the name with up to 15 characters.
The row will be marked and if changes apply, a checkmark (
). You can
Change entry
) is shown in the row head.
in its row head.
Delete entry
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21.3.3 SDS output
In the general settings for the reports you define certain view and print options. You can determine,
for example, whether all synonyms of a SDS will appear, or whether only one or all manufacturers are
printed. The following information can be enabled / disabled:
1. show all synonyms in the SDS

Define if you want all synonyms of a SDS to be included in the printout, or only the one currently
active in SDS chapter 1 (checkmarked
synonym).
2. show all manufacturers in the SDS

Same function as in 1.
3. create KEY files with PDF output

For storing safety data sheets in PDF-format in the document management system DocX, the
associated KEY-files (<Material number>.key) can be generated by the program. Where
necessary, the option can be enabled and the CompanyName entered.
4. Archive file path Unix compatible

For a maximum compatibility to the filname-conventions of Unix based systens, enabling this option
causes automatic substitution of some special characters in filenames: German umlauts , , , etc.
are changed to ae, oe, ue, ss etc. Additionally, the following special characters are replaced: "*" "_";
"/" "-".
This conversion takes place for archive paths as well as filenames in the SDS-archive no matter
which archive format was selected.
5. Output information Not hazardous in classification

The notification of not hazardous substances/preparations in the automated field classification of
chapter 2 in the SDS can be enabled/disabled with this option.
6. SDS-Report layout
Define the program which generates the report output of the SDS. Crystal Report is the default and
should remain enabled unless specific output requires a change. HE-Report is available for backwards
compatibility only and therefore should be no longer used.
7. File names construction kit

Primary task of this construction kit is the creation of templates for file names, which are used for
output/archiving of safety data sheets. This allows a fairly individual composition of filenames for
extended needs or to follow the guidelines of your enterprise concering rules of archive structure.
Reasons for this can for example be the need for additional information in the file name, or existing
company standards regarding the storage of archival data.
With the drop-down list you can define the default template for the program. If the field is left blank
(no default selection), the program uses the product code as file name.
Open the editor by clicking on the button Edit.
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The following information may be part of the resulting file name:
Chemical name
Country/language short form
Product code
Sales product number
Version number
Revised on
These elements are inserted as placeholders within curly brackets. In order to preserve a basic
uniformity of file names, the construction is bound to a fixed scheme:
{PLACEHOLDER} <separator> {PLACEHOLDER} <separator> {PLACEHOLDER} <separator> {PLACEHOLDER}
At the position of the placeholders you'll find a combobox where you can pick an entry from the list of
valid elements. If an element has been used on another position, it remains gray and disabled. At least
one of the elemets Chemical name, Product code, or Sales product number must be included into the
file name.
Separators may contain nearly any kind of chars. Please note, that the file name must comply to the
file name rules of Windows. A file name must not contain any of the following chars: \ / : * ? " < > |
You don't have to fill each field. Empty fields are ignored when creating the file name.
Note: Although it's possible to define a file name without product code, this approach is not
recommended! The product code is the only unique attribute of the safety data sheet and
avoids double entries during the archiving process. If you have not included the product code
in the template, a warning message will appear before saving the template.
If you have enabled the option to keep older safety data sheets in the archive , then the file name
always contains the version number - regardless of the template definition.
Important: Despite of individual responsibility when using the file name construction kit, the
program adds sales product number and/or customer number if necessary, when using the
optional client manager module.
You can define several templates for different tasks in the program.
The button New adds a new empty line to the list for subsequent editing.
The button Delete deletes a line with an existing template.
Empty lines are ignored when saving the templates.
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To use one of the options mentioned above, you must have epos started and the main window visible.
1. to 7.
8
8

Click on the index card SDS output.
Save your changes with a click on [Ok] .
21.3.4 Further outputs

The settings on this index card affect the layout of the safety data sheets as well as some specific
options for output of R- and S-phrases.
Labels
Here you can select the options for printing labels. This relates to the layout (b/w printing, if you use
label paper with orange print surface; line breaks), as well as the suppression of information.
Select company logo for reports or labels

If you want to make your company logo appear in various reports, you can integrate it into epos. The
logo must be available in one of the following file formats: bmp / jpg / tif / wmf. Copy your logo, if
necessary to the epos directory \epos\Programme.
Click on the index card Further outputs.
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8
8
Enable/disable the options for labels as needed.

Click on the button Select logo to locate the company logo. Select file name and path of the
graphics file you want to use.
To delete the company logo, click on the button Empty file selection.
21.4 Preferences local workstation

These preferences only affect the computer where epos is installed. For the single user workstation
version these details can only be set once. With a network version different users can have access to
different printers or templates.
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Path to the shipping archive
including shipment protocol
Specifies the path where copies of safety data sheets and the
protocol are stored for the archive. The path can be on the local
hard drive or network.
Path to the RVS-Fax driver

PPRINT32
Points to the path of the fax driver on the computer.
Printer for shipment of safety data Choose from the list of installed Windows printers a device for
sheets
printout from epos.
Path to report templates
Points to the path of the custom report templates for Crystal

Reports.
The path can be on the local hard drive or network. If the field is left
blank, then epos uses the Programme-folder of the epos
installation as default.
The optional module Mail manager is only available in the German language version of epos and
therefore will be disabled in this input form.
21.5 SDS revision management

epos contains a configurable revision management which allows for consistent management of the
revision numbers for each SDS. By including a special data field into the SDS report template you can
add revision notes to the printout.
By default, the epos revision management is enabled. With each saving of a SDS the revision
management dialog box shows up where you can edit the current revision record.
Furthermore, you can change some settings in the Preferences, eg. the interval of the revision steps.
The following options can be enabled / disabled:
Use revision management:
This option basically switches the revision management on / off.
Version number manually changeable:
Enabling this option allows changes to the revision number on saving the SDS. The revision
number becomes freely editable.
Ask for version changes on saving:
If this option is enabled, the revision management always shows up when clicking the Savebutton of the SDS.
If this option is disabled, you can call the revision management at any time via the menu bar in
the SDS input form.
8
8
Click on the index card SDS revision management.
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8
8
Change the fields Initial value of the version numbers and Interval to your needs. By default,
the initial value is set to 1.00 and the revision number increases with each saving by an
interval of 0.01.
21.6 Introduction to the epos interface

The interface is used for connection of epos systems to enterprise resource planning (ERP), for
adoption of information and products provided by epos and transfer of formulas and SDS data to the
ERP. It is based on the exchange of ANSI files and requires a common exchange directory with the ERP,
where the import and export files are to be found. During import, each record will be checked for
existence, then - depending on the results of this test - a new record is created or an already existing
one is overwritten.
Below we provide some basic information about the epos interface. An individual adaptation to your
ERP can be done by appointment. We also offer additional interfaces based on SOA (Service Oriented
Architecture) for seamless integration of epos into your enterprise architecture. Ask our epos-Hotline
( section 22.2) for details.
Use the data exchange interface (see section 20 for further information) for exchanging data
between two epos installations.
21.6.1 File format structure

File name:
The file name should follow the 8+3 convention. During import epos respects the
extension set in the configuration (for each data type individually adjustable) and
imports in the order of sorted file names. When exporting epos creates files with
the specified extension, which bear a name consisting of a char combination and a
sequential numbering. Numbering starts again with 0 every time you start an
export. There are no files overwritten, but existing numbers are skipped. The
maximum number of files in the exchange directory is 5000.
Keyword:
The first line of all files is a keyword that is checked against the assignment of the
file to the database objects again. This keyword can be chosen freely. This line is
206
separated by a carriage return and line feed (CR + LF) from the records.
Data:
epos im- and exports data with variable length. Detection and processing of data
fields and records therefore requires a delimiter (see below).
Delimiter:
The delimiter between records and between fields within a record are also freely
definable. The configuration provides a number of choices, some of them optional.
The only character that may occur in import files only at end of file is 0-ASCII
character. On Unix systems as file servers and when using eg ASCII 5 as a field
separator, it can happen that before each 5-ASCII character an ASCII 0 character will
be inserted. Then use the ASCII 92-character (backslash) instead, which causes no
problems.
21.6.2 Further configuration options

Exchange dir:
The exchange directory with the ERP can be defined individually for each data
type.
Data fields:
The data fields and their order in the record of an exchange file can be defined
individually for each data type. In most cases, only the selection of fields in a
single table is available. Only some interfaces with fixed definitions link several
tables for output.
Miscellaneous:
Each interface data type can be enabled / disabled individually.

For each export a log file is automatically written or continued. The file is the
named after the current month (eg Jan-2009.log) and is located in the
configured exchange directory of the respective interface.
21.6.3 Special configuration for import files

Data fields:
It is also possible to insert dummy fields (data which should be ignored, because
the database table doesn't provide an apt field).
Primary key:
For identification and linking of records serves a field with a 12-character case
sensitive alphanumeric primary key. The corresponding field (as primary key) in
an import file can be individually configured for each data type.
Miscellaneous:
Import interfaces can be started manually or included in the Timing control of

recurrent jobs for automated start. For each data type you can define individually,
if the import files shall be deleted or renamed (extension .xxx to ._xx) after
import.
21.6.4 Special configuration for export files

Options:
For each data type can be individually configured, whether standard phrase
codes are to be decoded for output.
Miscellaneous:
Export interfaces can be started manually or included in the Timing control of

recurrent jobs for automated start. Export interfaces are used automatically on
all defined (released) records during saving.
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21.7 Data backup
For backup, we consider as essential a careful planning of strategies from the beginning. The purchase
of software is an investment decision. In the daily use of that investment, however, by-and-by the
database grows and contains information that may correspond to a value larger than the original
investment. This loss should be avoided by security measures from the very beginning.
The SQL database has an internal procedure to correct errors that have occurred on its own. This is
done with the assistance of log files. These files are automatically created when using the database
and include all transactions. If a database error occurs (eg by a power failure), the database
automatically performs a crash recovery. Once the network operation is possible again, a new data
connection will established automatically. For this reason:
NEVER delete *.DBS or *.LOG files

in your database directory!
The name of the file resembles the transaction number. I.e. The file 11320.LOG contains the
transaction 11320. The next transaction will be stored in the file 11321.LOG. When they are no
longer needed, log files are deleted automatically.
The crash recovery is not always possible. One reason could be for example the failure of the hard disk
drive. In this case, the database must be restored from a backup on another hard disk. Since the
database is kept in a file and the database can be of large size depending on the number of records,
the backup should be realized with an appropriate storage medium, such as a tape drive.
Include the following files in the backup procedure:
In general, it is sufficient to backup all files in the folder C:\epos\eposdb\*.*. This is usually only
the file eposdb.dbs. If *.log files are present in this directory, they also must be backed up. All
other files you can always get from the installation CD. If you have created custom templates or
*.rtf files, you should also save the folder C:\epos\Programme.
Recommendation
When backup requirements are higher, we recommend the following procedure:
1.
Backup of the database (eposdb.dbs) on a daily basis using a tape drive or similar storage
system. The backup medium should be kept for at least a month. One backup medium per
month is kept in a safe. Each medium is labelled with the number of the last transaction.
2.
A long-term data backup complying with legal regulations is not possible this way. Our
recommendation is intended for prevention of data loss caused by hard- or software errors.
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22 User information
Topics at a glance:
epos program updates and maintenance: What comes after the first 3 months of warranty?
The Telephone-Hotline. Tipps how we can help you as fast as possible.
Trouble shooting
get the latest updates for your epos installation.
get help when running into troubles with epos.
This section is intended for all users of epos who are seeking help. As the program with all its
functions is very complex, it is of course not free of errors. Before you call our hotline, please try to
isolate the error from the following description and make it comprehensible to the hotline. You can
potentially fix it yourself or give important clues to the hotline.
For smooth working with epos you should enter into a maintenance contract after the warranty
period. This ensures you unlimited access to the telephone hotline and regular program updates.
22.1 epos program maintenance

In addition to the epos software the PES Ingenieurgesellschaft mbH offers a customer oriented service
for the program.
The PES Ingenieurgesellschaft mbH considers itself as a service provider. You as a client are not left
alone with the software after purchasing it. We always try to add customer requests to the program
updates and thus facilitate the work with the program. In addition, the PES offers to develop specific
software customizations for your business, eg. the connection to an enterprise resource planning
program (SAP) or import/conversion modules for existing data.
During the first three months after purchase, the program updates and the telephone-hotline are free
of charge to epos customers.
After the expiry of the three-month warranty the PES offers a maintenance contract. This allows you
to continue the extensive use of PES-Service (telephone hotline, new program versions, updated legal
lists, etc.). Updates are released quartely due to short release cycles of legal changes. We will notify
you automatically after the expiry of three months warranty and submit a non-binding offer for a
maintenance contract.
22.2 epos Hotline

For all user questions concerning epos, the PES Ingenieurgesellschaft mbH has established a
telephone hotline.
Tel.:
++49 (0) 60 24 - 63 90 63 60
Fax:
++49 (0) 60 27 - 46 46-04
Access to hotline:
Monday to Thursday
9:00 am to 4:00 pm
Friday
9:00 am to 2:00 pm
Postal address of the hotline:

PES-Ingenieurgesellschaft mbH
Customer service
Hanauer Strasse 33
63801 Kleinostheim
Germany
e-mail: support@gefahrstoff.com
You'll also get this information in each epos input form via the menu bar ? Info.
Please also read the section 22.3 below.
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22.3 epos trouble shooting
As the program with all its functions is very complex, it is of course not free of errors. Before you call
our hotline, please try to isolate the error from the following description and make it comprehensible
to the hotline. You can potentially fix it yourself or give important clues to the hotline.
These hints usually ensure a faster handling of the reported error.
Please don't collect errors and send them as a bulk of information to the hotline. It's easier to
discuss single errors with more time. We are working continously on improving the program. Other
customers (including you) benefit from these improvements. Please note: there's no limitation of calls
to our hotline!
For some obscure errors, it is very often helpful to perform a computer restart!
Before calling our hotline, please have the following information at hand upon request:
Used operating system (eg. Windows 98 or Windows 2000/XP/Vista).
Single user workstation or network version of epos.
The calling user must have read/write-access to the program and the system.
System configuration (free disk space, memory, CPU)
are there interface connections to external programs (eg. ERP)?
The following information about the program itself is important, too:
Which program version are you using? Get the version number via menu bar entry ? Info.
Which modules are installed? For example, Multilingual, SDS shipment, Classification, etc.
Which module is affected by the occuring error? Please be as precise as possible, eg. SDS
chapter 3. Determine this information carefully, because some modules have quite a similar
user interface layout.
The user must have full permisisons to epos (read, write, delete) or even better, must be
logged in as system administrator (SysOp). This is the default for the single user workstation.
For the network version these permissions must be granted to a user.
22.3.1 Program errors
The program epos was created using a SQL database. This makes it easier to locate a resulting error
and provides important clues to the developer. If a crash happens, then always an error message will
appear on your screen. This message is particularly important for the correction of the error. Therefore,
it is inevitable to send this error message to the hotline by fax or letter. Please see below section
22.3.2 to learn how to obtain a printout of the error.
What you should

know about your
computer system
What you should

know about epos
210
The error shown above in the screenshot is only an example. If an error message is shown on your
screen, then please create a hardcopy as described below in section 22.3.2.
Bypass error
message
There are two ways to handle this error message:
1. Click on the button [Continue] .
Even if the program seems to work again after skipping all error messages, you must exit
and restart the program. Further input of data may not be stored correctly in the database!
2. Click on the button [Halt].
Other errors may follow, which are no longer of interest for the hotline.
Repeat clicking on the button [Continue] until all messages are skipped. Finally, try to save
the current record.
The program instantly quits. You are now on the desktop of your operating system.
Restart the program to continue working. If the error occurs a second time, please call our
hotline.
22.3.2 Print an error report with a screenshot

The error message must be visible on your screen ( section 22.3.1) in order to print it.
Press the [Print] key on your keyboard.

The complete screen is now copied as graphics to the clipboard (hardcopy/screenshot).
Open a text processing program, eg. Microsoft Word.
Create a new empty page.
Select Edit Insert from the menu bar.
The screenshot will be inserted as graphics and can now be printed or saved as Word
document.
Besides the good readability the completeness of the error message is of utmost
importance.
The field SQL-statement in the error dialog contains a vertical scrollbar. If the message is
larger than the displayed field, you must create more than one screenshot. Repeat the steps
as described above and create a screenshot for each the upper and the lower part of the
error message.
Insert the first screenshot into the text processor document before creating the second
screenshot.
22.3.3 Error correction
If this is a serious error of epos, so that you get an SQL error message ( section 22.3.1), certain inputs
must be made into the epos database.
Depending on the error type, it can be resolved immediately or by sending a special script file. These
corrections will be executed with the help of the additional program SQLTalk. This program is located
in your Windows Explorer in the folder \epos\Programme\sqltalk.exe.
To start the program SQLTalk, open the Windows Explorer.
Double-click in the folder \epos\Programme\ on the file sqltalk.exe.
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The program SQLTalk for Windows is started now.
Command input is written into the upper half of the window.

Results of the actions are written by the program in the lower pane.
Initially, both window panes are blank.
The first and most important task is to open a connection to the databse. You'll receive the
neccessary command from the hotline.
Open a database
connection
Type the command and confirm your input with the key combination [Ctrl] + [Return].
Please pay attention to the exact spelling of the command.

With the epos default installation, you can use this command to connect to the database
without changes. However, did you enter a new password or do you use a database with a
different name, you must alter this command.
The program reports the successful connection in the lower pane:
CURSOR 1 CONNECTED TO eposdb
The further proceeding depends on the error that occurred. Usually, a new table must be
created or an existing one is replaced. The latter will be used in the following as an example.
To replace a table in the epos database, the program SQLTalk must be started.
Open a new connection to the database (siehe above in this section).

Delete the damaged table with the following command:
drop table xxx;
(where xxx must be replaced by the real table name)
Confirm your input with the key combination [Ctrl] + [Return].
Import the new table (usually shipped as e-mail attachment) with the following command:
load sql a:\xxx.sql;
(where xxx must be replaced by the real table name)
Replace table
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8
Finally, the new table must be stored in the database. This is done with the command:
commit;
The program must display the following confirmation for proper storage of the table:
TRANSACTION COMMITED
The database update is completed. You now can quit the program SQLTalk.
Select File Exit from the menu bar to quit the program.
22.3.4 Unlock records
The function to unlock records does the following in epos: If your computer, network, or program
crashes, usually the record you were just working on has been marked and is locked after reboot.
When calling the previous record again, you'll get most likely the following message in a dialog box:
The record is edited elsewhere at present. Now you need to unlock this record again.
To unlock a locked record, you must have epos started and the main window visible.
Select from the menu bar Extras Unlock records
From the drop-down list Form select the input form where the record has been locked by
epos, or click on [All].
The dialog box Unlock records shows up.
Then click on the button [Start].
If the record was locked, it is now unlocked. The message box Unlock records shows up.
The number of unlocked records (in this example: 3) is displayed in the message box.
Confirm the message with a click on [Ok]. If further records in other tables are locked, then
select another form and repeat the last steps. If you are done, leave the dialog box with a
click on the button [Cancel].
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Glossary
214
Glossary
The glossary solely explains terminology of the epos Hazardous Substances Manager and does not
contain any explanations of the general topic Management of Hazardous Substances.
Classification The classification includes the calculation
of hazardous characteristics for raw materials/
mixtures and the determination of R-and Sphrases. Calculation of the classification takes
place on the basis of stored substance properties
(eg, flash point or pH value).
Client
If the optional Module Client management

is used with epos, managemant of hazardous
materials can be done on behalf of third parties
(clients). Each client get its own record with
name, address, contact person, and company
logo if needed.
For more advanced needs concerning data

acquisition, checking, and revision management,
the optionally available Module Laboratory
database is the better choice. This module will
be installed independently of the epos main
program in the laboratory and communicates
with epos in the local network. Safety data sheets
can access to Laboratory database data.
Furthermore, a calculation of costs for formula
variants can take place by embedding ERP data.
Mask
Select a client before starting the SDS output.

The client data is filled automatically into the
appropriate fields of the SDS.
A data sheet mask is for example suited to deal

quickly with material safety data sheets of high
compliance (similar products). The chemical
name, the manufacturer's info, and the formula
is taken from each record. Information of the
other chapters are already included in the mask.
The default content of the mask can be
individually overwritten.
Furthermore, it's possible to create an individual

Report Template for each client, to meet
specific needs & customer requests.
As part of the client management also different
names may be assigned to a SDS and
maintained.
The Client management is commonly used by
service providers that undertake the task of
Hazardous Materials Management as a service
for other companies.
Changing mask content affects all safety data

sheets based on this mask.
Module
Context menu The context menu opens up by clicking the

right mouse button. Before you move the cursor
over the area to be processed. After opening the
context menu next to the mouse pointer,
functions are made available, which relate
MSDS
directly to the area under the cursor.
Customer see Recipient
Explorer tree Description of the left pane of the epos
main window, where the modules with their
data folders are shown in a treeview similar to
the layout of the Windows Explorer.
Folder
Each Module of epos manages its records in

so-called folders. They are comparable to the
common Windows folders, but with some
fundamental behaviour differences.
The folder not assigned is invariably part of
each module and cannot be deleted or moved.
Each module can manage up to 10000 folders
with a depth of 25 levels.
Records within a module can be assigned to one
or more folders or moved from folder to folder. If
a record is deleted from a folder, then onlythe
assignment to that location is removed,
maintaining the record itself. If a record has no
assignement to a custom folder , it is
automatically assigned to the folder not
assigned.
Laboratory database Usually, entering a formula for a

safety data sheet takes place in chapter 3. This is
sufficient for most demands.
A mask is a prepared safety data sheet that has

been filled except for manufacturer info, formula,
limit values, and labelling.
The epos Hazardous Substances Manager can

be tailored to the needs of customers in its
functionality. These functions have been grouped
thematically and can be easily unlocked by
purchasing a license. This thematic groups are
also called module. Examples of modules are
the Occupational Safety and REACh profiles.
Abbreviation for Material Safety Data Sheet
which is the common abbreviation in USA and
Canada.
Recipient The recipient (or customer) is the consumer of

the products managed in epos. According to
German GefStoffV customers must receive the
most recent safety data sheets on a regular basis.
Automatic distribution can be done with the
recipient manager, where the safety data sheets
can be assigned to recipients.
Report
A report is a collection of data processed for

printout or output as a file. The report gathers
data, groups them in a meaningfull manner and
provides them with a spcific layout in list or table
form.
A report can't be edited, neither in form nor in its
contents. It's possible, though, to create custom
Templates for output or alter existing ones.
Revision management The revision management logs

each change to a SDS and assigns a version
number. Starting number and step size are user
definable.
The revision has two objectives: a consistent
protocol of changes, and a changed version
number as indicator for necessary distribution of
updated safety data sheets to the Recipients.
Glossary
Sales product A mixture entered in chapter 3 of a SDS is
not a sales product. The mixture can brought to
the market under different trade names or
manufacturers. Or the product consists of two
different mixtures, each with its own safety data
sheet (eg, two-component adhesives) The sales
product merges the data and data sheets from
different sources.
SDS
Abbreviation for Safety Data Sheet
Template A template defines the layout of a Report.

This includes data selection, page structure, font
family & size amongst other design elements.
The program ships with a number of predefined
layout templates for the most important
documents (eg, safety data sheets, operating
instructions, etc.) Besides this, the default
templates may be altered or new templates can
be created from scratch.
Self-classified substance When using substances, that are Toolbar The toolbar is the area at the top of a program or
not listed in the (EG) 1272/2008 ann. VI, then
input form below the menu bar. The toolbar
new records must be created and filled with
contains a number of buttons for quick access to
properties for these substances before using
the most common functions.
them as components in mixtures. Besides the
User
A user is a person who uses the program epos.
determination of R- and S-phrases also
For some installations, the user must log in by
physicochemical or toxic properties are
entering name and password.
necessary.
The program can manage an arbitrary number of
The substance can be assigned to exposure limits
users and grant individual permissions.
or national legal lists. If a CAS number exists,
Permissions apply to both the ability to display
these assignments can be done automatically.
data, as well as the right to modify or delete data
Standard phrase A standard phrase is a short text
too.
fragment provided with a code number, which
A special user is the system administrator
can be used in many places in the program.
( SysOp ). He is provided with all user
Instead of the actual text, the phrase code
permissions and can do fundamental changes on
number is entered into the data field, which has
the database and program settings, as well as
several advantages: All translations of a standard
adding new users and grant permissions.
phrases are stored under the same code number
so that changing the language instantly lets you Workplace For the occupational safety management in
see the matching translation. Changes to the
epos, the workplace structure can be
standard phrase have an immediate effect on all
hierarchically represented in a treeview on a total
records that use the respective code number.
of six levels. For every workplace further
information can be stored, such as cost center
Depending on the language configuration you
and telephone number.
have bought, the program ships with a number
of ready-to-use translations which can be
indefinitely extended by the User.
Standard phrase is not necessarily a full
sentence. It's also possible to use single words or
numbers.
To each workplace an arbitrary number of safety

data sheets (including consumption rate and
storage quantity) or operating instructions can
be assigned. By calling a suitable Report you
can get a quick overview of the workplaces and
their hazardous materials.
215

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epos Hazardous Substances Manager

Questions? Trouble? Suggestions?

PES online: www.gefahrstoff.com

1996-2009 PES-Ingenieurgesellschaft mbH, Am Wingert 11, 63828 Kleinkahl

Manual version: 5.4 (2009/3)

Installation, program start, and data backup

First steps in using epos

The first Safety Data Sheet

Managing occupational safety

Administration and maintenance

2009 PES Ingenieurgesellschaft mbH. All rights reserved.

PES Ingenieurgesellschaft mbH

branch office / hotline

Tel.: ++49 (0) 60 24 . 63 90 63 60

Fax: ++49 (0) 60 27 . 46 46 04

All rights reserved.

Windows NT, 95, 98, ME, 2000, XP

Acrobat, Acrobat Reader

Description of the symbols used in this manual:

2009 PES Ingenieurgesellschaft mbH. All rights reserved.

IBM-compatible PC at a speed of 400 MHz (Pentium compatible)

At least 48 MB RAM (recommended: 64 MB or more)

At least 200 MB free space on harddisk.

Printer (installed as standard printer in Windows).

2.1 Install the program

After a click on the [Next] button the software license agreement is

Enter user name and

The setup program suggests the path C:\epos\ on the harddisk as

Select the desired option with a mouseclick.

Proceed with click on the button [Next] .

After successful installation the setup requires a restart of the computer

2009 PES Ingenieurgesellschaft mbH. All rights reserved.

2.2 Start epos

Start Program files workstation

See section 21.2.1 to learn how to enable/disable the login.

After a short while the epos main window shows up.

2.3 Quit epos

Select from the menu bar File Quit.

Close window form

The main window and all child windows will close.

2.4 Data backup

2009 PES Ingenieurgesellschaft mbH. All rights reserved.

2.4.1 Perform a data backup with epos

The dialog box Data backup shows up.

Start the backup process by clicking [Ok] .

2.4.2 Restore data from a backup

A restore can only be done by the epos system administrator.

2009 PES Ingenieurgesellschaft mbH. All rights reserved.

3.1 The left window pane

2009 PES Ingenieurgesellschaft mbH. All rights reserved.

Changeable, custom folders

PES Ing.Ges. mbH

not assigned (2x)

3.2 The right window pane

Double-click into the row of the desired record.

The left part of the toolbar allows access to

The epos main window provides the toolbar as follows:

The right toolbar section corresponds to the current list view.

Creates a new record and opens it for editing.

Opens the simple search function.

Saves the changes of an edited record.

Discard changes Revert to the last saved state of a record.

The current record will be printed. In the majority of cases an options

Inserts a standard phrase as plain text.