Requesting for a economic operator and facility identifier code by the first retail outlet operator

Description of the functionality for operators of first points allowing requests for facility identifier codes for larger retail chains.

Under EU Directive 2014/40/EU and Regulation 2018/574, businesses participating in the tobacco trade will be required from 20 May 2019 to obtain identification codes allowing for detailed reporting of tobacco trade incidents.

Descriptions of the tobacco tracking system and detailed requirements and instructions related to this process can be found in EU Regulation 2018/574, which can be found at https://eur-lex.europa.eu/legal-content/PL/TXT/PDF/?uri=CELEX:32018R0574&from=GA.

Please read this Regulation in detail before registering.

In order to obtain the operator and facility identification code (as defined in EU Regulation 2018/574), applications must be submitted to the national identifier publisher of your choice. In Poland, pursuant to the Ordinance of the Minister of Finance (ORDINANCE OF THE MINISTER OF FINANCE of 5 April 2019 on the designation of the entity issuing identifiers), PWPW S.A. has been selected the issuer of identifiers.

For handling applications related to the issuance of identification codes and identifiers, PWPW S.A. provides a test ID ISSUER website at the following address (https://www.idissuer.pl).

The EU regulation does not clearly define the party obliged to register the first retail outlets, it allows some flexibility in this respect. These requests may be made by retail operators (e.g. owners of retail chains) or by a third party (e.g. distributors supplying tobacco products to retailers). According to the Regulation, these parties must reach an agreement with each other and jointly determine who will carry out the registration.

This document defines the activities for the registration of retail outlets by the retail outlet operator.

In order to efficiently submit requests registering the entire network of facilities, we propose that the operator of a given network of first retail outlets should establish a hierarchy of persons responsible for selected groups of facilities. This allocation will clarify and facilitate the registration of all facilities and ensure the responsibility of individuals to handle the retail outlets allocated to them.

This structure may be one- or multi-level depending on the number of retail outlets served.

1. Example with one level of user hierarchy

One-level user hierarchy
One-level user hierarchy

The designated administrator first registers the user structure, then the created users register the facilities.

Requests submitting
Business Process Requests submitted by the operator of the first retail outlets in a structure with a one-user level

Actions for the administrator:

1. To register a user by creating an account in the ID ISSUER system (User registration). This account will be used to manage other users and their authorizations. This account will also show all facilities created in the registered user hierarchy, and all users created in the organization hierarchy.

2. To select and assign to oneself the authorization to request codes for operators, facilities and user administration (First login and authorization selection).

3. To request for an identifier code of a economic operator who is an operator of retail outlets (Request for an operator code).

4. To create subusers and assign them authorizations to register facilities. Within granting authorizations to data, grant them authorizations to the operator registered in point 3. - economic operator of retail outlets (Creating a subuser).

Actions performed by subusers created by the administrator:

1. To activate the account, after receiving information about account registration (Activating the subuser account).

2. Request successively the facility identifier codes for each facility within the responsibility of the user concerned (Request for facility code).

2. Example with multi-level user hierarchy

Multi-level user hierarchy
Multi-level user hierarchy

The designated administrator first registers the subuser structure. Created administrators register successive subadministrators. The last level of subadministrators register users registering facilities. The created users register facilities. Users registering facilities can be created at any level of this structure depending on their specific needs. There are also no restrictions on administrators created to register facilities.

Requests submitting
Business Process Requests submitted by the operator of the first retail outlets in a structure with a multi-user level

Actions for the main administrator:

1. To register a user by creating an account in the ID ISSUER system (User registration). This account will be used to manage other users and their authorizations. This account will also show all facilities created in the registered user hierarchy, and all users created in the organization hierarchy.

2. To select and grant oneself the authorization to request codes for operators, facilities and user administration (First login and authorization selection).

3. To request for an identifier code of an economic operator who is an operator of retail outlets (Request for an operator code).

4. To create first level of subusers and grant them authorizations to register facilities. Within granting authorizations to data, grant them authorizations to the operator registered in point 3. Economic operator of retail outlets (Creating a subadministrator account).

5. Optionally, you can also create subsets and grant them the authorization to register facilities. Within granting authorizations to data, they should be granted authorizations to the operator registered in point 3. - economic operator of retail outlets (Creating a subuser).

Actions performed by subadministrators:

1. To activate the account, after receiving information about account registration (Activating the subuser account).

2. UTo create subusers, granting them the authorization to register facilities and the registered operator (Creating subusers). When creating the administrator structure itself, this step can be skipped and the next step can be performed.

3. To create next level of subadministrators, granting them the authorization to register facilities and the registered operator. Administrators should also be granted the authorization of Administration of users (Creating a subadministrator account). This step can be performed depending on the needs and plans related to the creation of user hierarchies

Actions performed by subusers created by the administrator:

1. To activate the account, after receiving information about account registration (Activating the subuser account).

2. Request successively the facility identifier codes for each facility within the responsibility of the user concerned (Request for facility code).

Note. There is no limit to how many levels of user hierarchy can be created.