Frequently Asked Questions - PWPW.IdIssuer.Help

ID ISSUER HELP

Frequently Asked Questions (FAQ)

Changes from 20 of may 2024

The news website of the Ministry of Finance here describes the changes coming into force on May 20, 2024. Please also read EU Regulation 2018-574 here defining concepts and obligations related to the tracking of tobacco products and its update 2023-448 here

What to do if a facility (or economic operator) was registered twice by mistake?

In this case, one of the objects must be deregistered. When trading tobacco products, it is essential - as required by the regulation - to use one code (the active object).

Duplicated facilities

In the case of duplicate economic operators, the system displays an additional window with a list of NIP/UE VAT numbers, which will simplify the search and de-registration of redundant objects.

Duplicated economic operators

Details of de-registration are available here.

What to do if, when registering an entity, a message is displayed that there is already a registered entity in the system with the same tax identification number (TIN)?

The display of a message informing about duplicate TINs is one of the steps in the implementation of EU Commission Implementing Regulation 2023/448 of March 1, 2023. Under Article 14(1) of the amended EU Regulation 2018/574, there is an obligation to use only one entity code in tobacco trading. Suppose the system displays a message that there is already a registered entity with the same TIN. In that case, you should consider whether it is essential to re-register the same entity. If there is no need to do so, use the entity code issued during the earlier registration of that entity. However, if there is a need to register this entity, then entities with the same TIN should be deregistered earlier. According to the interpretation of the Ministry of Finance published here „...responsibility for correct and up-to-date registration data in the system rests with the operators of the facilities in question (based on Article 16(5) of Commission Implementing Regulation (EU) 2018/574 of December 15, 2017, on technical standards for the establishment and operation of the tobacco traceability system)." If multiple registrations of an entity by different third parties occur, then according to the above interpretation, the selection of one code belongs to the entity operating the facility. The remaining codes must be deregistered by submitting a request for deregistration of the entity to the ID Issuer system.

Whom are the identifiers of unit pack and aggregate packaging intended for?

Unit pack identifiers will be applied at the manufacturing stage of the tobacco products. Therefore, identifiers will be only requested by manufacturers of tobacco products. Identifiers of aggregate packaging will be used for marking aggregate packaging and batches of goods in distribution; the identifier codes may be requested by manufacturers and other operators distributing tobacco products. To request the identifier codes, it is necessary to enter into an agreement with PWPW for the performance of such services against payment and obtain relevant authorizations in the system.

I am no longer trading in tobacco products, and still receiving mail about changing the incorrect addresses.

Persons who have terminated their business activities related to the trade in tobacco products may de-register their Economic operators and Facilities (in the case of manufacturers, also Machines). Details of de-registration are available here.

I receive e-mails about the verification of facility type.

The Ministry of Finance identified a significant number of entities in the Track & Trace system whose retail outlets (shops, kiosks, etc.) or warehouses have been incorrectly registered as "Manufacturing Site with Warehouse" instead of "Retail Outlet" or "Independent Warehouse".
Facilities can search by filtering them by type

Search facilities

If the search returns results with an incorrect facility type, please edit the facility according to the instruction Edit facility.
We also encourage you to read the information on the MF website here

What to do if you move your business to a new location?

The existing facility in the old premises (retail outlet, warehouse, manufacturing site with warehouse) must be deregistered and then a new facility must be registered with a new address. Facilities with the old address format must be updated to the new format before being deregistered. A guide can be found here

Address change

The European Union regulation requires a change in the form of all the addresses.

Address change notification

Additionally on lists of economic operators and facilities records required to change are marked.

Address change notification on list

Instruction containing data editing of economic operator (including address) is available here Edit economic operator.
Instruction containing data editing of facility (including address) is available here Edit facility.

How to verify if the address data of the economic operator/facility has been modified?

To verify if the address data has been changed to conform to the new data format, use the functionality „Verify address”. This can be done after logging in and using the link here. The link is also visible in the footer (VERIFY ADDRESS). The user must input the identifier of the economic operator/facility to obtain the information about the address. The functionality is avaialble also thru API.

How can I download the registration confirmation?

A registration confirmation will be generated and sent in PDF form in an e-mail informing that the registration was successful. If you need to download the confirmation again, go to the Operator or Facility details and select “Download Confirmation”.

Download registration confirmation

The confirmation can also be downloaded from the level of the list of Operators or Facilities. To do so, select “Download Confirmation” from the drop-down list in the “Actions” column.

Download registration confirmation

Can I check if the code I received is correct?

You can verify the code from the level of a logged-in user at here.
The link is also visible in the footer of the page after you log in (VERIFY CODE).
You can obtain the following information:

whether the facility is registered in the system
type of facility
whether the facility is active

The account has been blocked due to too many attempts of typing an incorrect password

In such a case, the user should reset their password at: here
The option is also available at the log-in page under the link Forgot password?
.

Failure to log in after registration

Probably the user did not use the activation link and the link has already expired. In such a case, the user should reset their password. The procedure is described above.

After registration the operator/facility registration option is not visible

The user does not have authorization to use the functionalities that they wish to. In order to do so, click on the “ACCESS TO SERVICE” tile on the main page after logging in and then select:

Handling of economic operators – to be able to register an operator
Handling of facilities – to be able to register a facility

In most cases, the user will need to have both authorizations.

How to transmit a file containing a list of counterparties to be registered in the system?

There is no possibility of importing a data file to the system. There are two ways of accessing the ID Issuer system:

By the ID ISSUER website
By the API interface – in auto mode, directly between the systems. In such a case, it will be necessary to modify your existing system or build a dedicated system to communicate with the ID Issuer.

Where can I find the documentation applicable to the API system and/or interface?

The documentation and the instructions are available at the Help website: ID ISSUER HELP

What characters should the password consist of?

The password must consist of at least 8 characters and include at least one character from each of the following sets: numbers (0-9), small letters (a-z), capital letters (A-Z), special characters (;,!).

Is the code scanner able to read the code printed on the tobacco product?

In any matters relating to code scanners, please contact the Ministry of Finance. https://www.podatki.gov.pl/akcyza/system-sledzenia-wyrobow-tytoniowych-track-trace/aktualnosci/

Should I register in the ID Issuer system?

Each participant of the tobacco trade system must register in the ID Issuer system pursuant to the regulations referred to below. In order to get assistance in the registration process, refer to the instructions provided under the “Help” tab at ID ISSUER HELP We also suggest that you familiarize yourself with EU Regulation 2018-574 https://eur-lex.europa.eu/legal-content/EN/TXT/PDF/?uri=CELEX:32018R0574&from=GA defining the terms and obligations related to the tracking of tobacco products. You can also go through the information available on the website of the Ministry of Finance: https://www.podatki.gov.pl/akcyza/system-sledzenia-wyrobow-tytoniowych-track-trace/ and the following document: https://www.podatki.gov.pl/media/4533/faq-track-and-trace-01042019.pdf

Is it obligatory to register the operator and facility in the ID Issuer system?

Please familiarize yourself with point 3 of the document available at the website of the Ministry of Finance: https://www.podatki.gov.pl/media/4533/faq-track-and-trace-01042019.pdf It will allow you to understand the definitions and make a decision about the relevant reservation. In order to gain a thorough understanding of the issues at hand, please familiarize yourself with EU Regulation 2018-574 https://eur-lex.europa.eu/legal-content/EN/TXT/PDF/?uri=CELEX:32018R0574&from=GA defining the terms and obligations related to the tracking of tobacco products.

How to fill out the application for the economic operator identifier code

In the application form, all fields should be filled out as described in EU Regulation 2018/574, ANNEX II, Chapter II, Section 1, Point 1.1 Request for an economic operator identifier code https://eur-lex.europa.eu/legal-content/EN/TXT/PDF/?uri=CELEX:32018R0574&from=GA More information can be found in the detailed instruction Request for an operator code

How to fill out the application for the facility identifier code

In the application form, all fields should be filled out as described in EU Regulation 2018/574, ANNEX II, Chapter II, Section 1, Point 1.4 Request for a facility identifier code https://eur-lex.europa.eu/legal-content/EN/TXT/PDF/?uri=CELEX:32018R0574&from=GA More information can be found in the detailed instruction Request for a facility identifier code

The following error notification appeared while filling out the form: “Field validation error ISO 8859-15. Complete the field without using diacritics.”. What does it indicate?

Such notification will be generated when invalid characters are used in a given field. No language-specific characters (diacritics) should be used in the forms (e.g. ó, ż).

I did not receive a confirmation e-mail after registering the operator/facility.

Please check other folders in your inbox (SPAM, notifications, other). It should be noted that the processing of applications may take up to 24 hours since they were submitted.

I made an error while filling out the application. What can I do?

You should use the option “Request for data editing” on the list of economic operators/facilities in order to amend your application.

In specific cases, you can also use the option “Request for de-registration”. Details of the operator/facility will still be available in the system but their status will change to “inactive”.

I am a member of a commercial network that registered an outlet managed by me.

Pursuant to the applicable provisions of law, it is possible for a retail outlet to be registered in the ID Issuer system by a commercial network that it operates in. In such a case, a confirmation of registration in the ID Issuer system will be sent to the e-mail address of the retail outlet. The commercial network should inform its partners about the registration. Should any doubts arise (e.g. with respect to the validity of data), please contact the representative of your commercial network and request clarification in this respect.

Where I can find information about structure of the unique identifiers?

Structure of the unit packet unique identifiers has been described in the documemt which can be found in dedicated help section Structure of the upUI