FAQ - UDB

Q&A

Can UDB team share documentation on your data access policy (who see what data), incident response plan (what if UDB is offline / display incorrect data)?

Response:

Regarding the Data Policy and Protection, Please refer to the following link
Security

How to handle ISCC Compliant claim? Will UDB support this? or will ISCC make it obsolete?

Response:

Contact ISCC . UDB Team will not be able to support on this.

Certified Companies which buy fuel already blended with biofuels and sold it to non certified companies (gas stations) should declare these transactions to UDB?

Response:

Yes, non-certified companies will be onboarded on UDB after April and they will have to submit transactions on UDB until the Obligated parties (final fuel supplier) who puts the fuel on the market by providing additional details like customs & invoice reference.

If YES, should all of these transactions to be declared one by one (for each different VAT number)?

Response:

NTRID in the from VAT or Business registrations number would be useful. It is best to agree with your buyer (counterparty) which NTR ID they will use. so that they can receive the transactions on UDB

or could we consider all these transactions as one and declare all the quantity to NON CERTIFIED entities in just one transaction?

Response:

It is possible to aggregate and needs to align to the physical movement evidence example: Invoice.

I did not received an invitation so far whilst the UDB registratio as EO is OK according to ISCC. How to proceed?

Response:

Union Database for Biofuels - Start of registrations

My certificates and site information are incorrect, is this normal? I have contacted ISCC many times but no respond, do we have to wait until ISCC HUB is ready? Christian Lammer for Total Energies Fluids SAS

Response:

For certificate related updates queries please contact your voluntary scheme

We have to do a lot of manual activities with possibile errors, for example in Stock selection. How can we manage it if we cant cancel? (es.Material processing)?

Response:

Cancel option is not available in material processing now. It will be implemented soon.

in case the stock is in a third party facility (logistic facility) but the ownership is still of the EO. Who needs to do the IS register. the EO or the 3º party?

Response:

Owner of the material in this case is the Eo, who will be creating further transactions . Stock has to be recorded by the EO in UDB.

How can we proceed to enter the initial stock if we are at the beginning of the mass balance period and we have a negative mass balance?

Response:

As of 1st January 2024, if you balance is negative then you do not need to encode the initial stocks

What it is meant with product permit number? Do certified PoO have to provide it?

Response:

It refers to Waste or animal by permit number - optional field. Yes Point of origin should provide this information.

Why is GHG always positive? What about the cases where the reductions are bigger than the emissions (manure for ex)?

Response:

Total emissions with negative values will be possible. restrictions will be removed next week.

What is support fields? Sorry I missed the beginning of the demo, you have maybe already talked about it.

Response:

Support received is related to any from one of these - Feed-in tariff
Feed in premium
Contracts for difference
Consumption support (tax breaks)
Consumption support (mandates)

We got ISCC certificate on Dec 2023 and would be included in the next bulk upload to the UDB meantime. When can we expect to receive link to the UDB system?

Response:

If you would like to seek access to LIVE environment , please contact your voluntary scheme.

Let me rephrase. Is it mandatory to retrospectively register older transactions from 1st Jan - to the date we start registering transactions? It could be 1000s

Response:

Yes, it is required for transactions to be registered after 1st Jan 2024 (hence ex post registration is allowed). If the transactions are not registered on UDB then such consignments cannot be counted for targets by a Member State.

Is it possible to create « view only » accounts?

Response:

Could you please clarify the scenario by elaborating what context / need for it. It may be possible but we will have to prioritize based on specific need.

is the waste/permit number specific to the current holder of the waste material or is it fixed from the first collector?

Response:

It is generally at the point of origin or the first collector. Once encoded on UDB it will be available in the value chain for the consigned as per the Annex I

For my initial stock registration, material list is not clear and I do not know what to use. What is the difference between annex III and V?

Response:

Fuel list in RED is referred by production pathway and the fuel name to identify it correctly. Please either refer to your certification or the list in with description extracted from RED. These references will determine the application default GHG values as per RED

Could you please indicate if there is a deadline for the registration of the initial stocks?

Response:

There is no deadline set currently on the application for registering initial stocks.

We just only buy molasses, store this, and sell this. No processing. What do I need to record in UDB? And what my supplier?

Response:

Initial stock to be registered for Molasses as of 1st January 2024. Accept incoming transaction when your supplier deliver. Submit seller transaction when you sell molasses to the buyer.

Could you please confirm that the IS is the stock owned by the EO on 1-1-2024? Would this date change depending on the date the EO is registered in the UDB?

Response:

This is a one time use feature and will not change and meant to register stocks held as of 1st January 2024. If the EO was registered after this date then the transactions should be registered directly via other features.

How long will registration of initial stock will be available ?

Response:

There is no deadline set currently on the application for registering initial stocks.

For a Trader (no production, no consumption) what are the obligations in term of initial stock ? will the UDB provide real time mass balance position?

Response:

If the trader has storage initial stock can be registered as of 1st Jan 2024. It is optional. At any point in time every EO can view the available stocks.

Could you please share a full guide via UDB Wiki on how to use sourcing contact template? (e.g. expected values, expected field format, possible restrictions)

Response:

Please refer to the UDB User Guide and Demo Video’s : User Guides / Demo Video's.

Is a multiple registration in UDB necessary if we are registered within several schemes? To be more particular - national and ISCC?

Response:

All certificates and voluntary scheme need to be register their EO. One EO will be registered only once on UDB. But will have to be linked to multiple schemes. If the schemes faces trouble for this situation they can contact UDB team.

Can we have mass bulk Excel upload for initial stock registration?

Response:

Currently bulk upload for initial stock registration is not available. This option will be available in upcoming future releases

Could you please indicate if there is a deadline for the registration of the initial stocks?

Response:

There is no deadline set currently on the application for registering initial stocks.

Saw in the screen that Default NTR id will expire in 3 mon. after creating. With residential addresses there're no NTRids, so EO must redo them every 3 months?

Response:

Default NTR will expire in 3 months for sourcing contact.
3 months period starts from the day the Sourcing Contact is created in UDB.

Where do you find the template for bulk uploading?

Response:

In the manage sourcing contact click on "Download Bulk Upload Sourcing Contact Template "to download the template.

For initial stock that is physically stored in a3 rd party facility but for which ownership is given EO. Who does the registration of the initial stock?

Response:

If the 3rd party is only storing the initial stock, EO (Owner)of the stock.
In parallel The 3rd party facility should be registered under your certificate in UDB as a site.

Do they ALL sourcing contacts have to be uploaded (I have thousands)? If so is there an option to update or bulk upload more than once?

Response:

Yes, in the manage sourcing contact click on "Download Bulk Upload Sourcing Contact Template "to upload bulk data.

Do the owners of intermediate storage need to be registered in the UDB even if they are not at any point the owners of the product?

Response:

If an EO is selling the material then the EO must declare the storage in his certificate as a SITE.

Could you please confirm that the “material processing” transaction applies to any type of biofuel production including co-processing?

Response:

Yes. It would be possible for any type of material.

In uk how do you get an ntr id for someone who isn’t vat registered or a ltd co as I understand these are the only means to get an ntr id?

Response:

Currently VAT is not mandatory for creating sourcing contact.
National Trade Register Identification number automatically generated by clicking on ""Generate default NTR"" after selecting country.

Im a collecting point for uco but do not have sourcing contact as an option ?

Response:

For Collecting point for Uco we have sourcing contact option

Certified Economic operators on behalf of point of origins like farmers and restaurants

Only if the certificate scope of the EO is any of the below:

FG - First Gathering Point (for biomass grown/harvested on farms/plantations)
CP - Collecting Point (for waste/residue material not grown/harvested on farms/plantations)
CNPW - Collector of non-primary residual flows

FGP/CP maybe have thousands of PoO/Sourcing Contacts. They have to find a way to bulk upload these transactions. It is not viable for companies all this work?

Response:

In the manage sourcing contact click on ""Download Bulk Upload Sourcing Contact Template"" to upload bulk data.
For FGP transactions bulk upload for buyer trade is not available. This option will be available in upcoming future releases.

If a trader buys POME Oil from certified POO(mill), how can we register stock

Response:

Trader without storage don't have to register the initial stock.

how is the procedure for the registration of new materials?Does the UDB need to approve the registration? How is the code assigned to the new material?

Response:

The new raw materials or intermediate products can be requested by the scheme when the materials can be identifiable specifically & uniquely i.e. it should not be a category. Additionally the scheme has to provide description. These materials will be added if they don't already exist. For fuels the fuel has to be approved & published by EC before it can be listed on UDB.

we are certified as Biodiesel producer, but also as PoO for e.g. TER. How can we "create" our TER within the UDB and how to process to biodiesel?

Response:

As PoO, the possibility to add material directly will be enabled. The processing can be done using the feature material processing feature.

Due to weighbridge variances between supplier & CP is there a facility to accept small variances from suppliers and write down the balance in-line with our MB?

Response:

This should not be any different from current process. UDB is only digitizing the information. If necessary losses feature can be provided to remove the losses due to any process. Please clarify if this is the case.

No the PoO that are we, is we generate AF cat 2 & 3 from ABP cat 2 and 3. No trading or processing

Response:

The collecting point buying from POO can register in this case. Please write to us if the case is different.

Could you please confirm that no further transactions can be registered if the PoS from the first transaction has not been uploaded?

Response:

This is correct. If the Pos is not marked as complete. the transaction will not reach the buyer.

I am a collecting point with approx 3000 sourcing contacts, do you expect us to select poo’s from a list?

Response:

Currently able to select one sourcing contact from the sourcing contact dropdown list in FGP trade.

For UCO we used to received from PoO, Eec zero, Ep, zero, Etd_DDV. It means final value is equal zero, without DDV. Can you please try this variant.

Response:

"This scenario possible in DDV, AV & DDV_AV to save the final value is equal to zero in POS.
Yes, In UCO if we select 'DDV' as method type "" At least one DDV method type is required"" i.e. GHG Emissions any one field is required to complete the POS data."

Have you considered that a restaurant can only produce a few liters per month of UCO? This means that for an entire year, it could represent up to 400,000entries

Response:

The 1st Collection point can aggregate the UCO across multiple restaurants and by specifying the portion from each restaurant in this aggregation for example per month.

If the SC is certified, have we also add it in previous step? Could we add a SC transactions from certified PoO which are not included our list of SC

Response:

If Point of origin is certified it is not necessary to add them to SC. However it is allowed to add to SC as an option.

API question. Which API service should I call to cancel initial stock registration? Or it is only possible to do from the web site?

Response:

API to cancel; initial stock is not implemented yet , you should be able to cancel stock created as long as its not been used in an transaction.

Can we accumulate and record collections from 1 PoO on a monthly basis?

Response:

Yes, it is possible as long as the consignments have unique foot print i.e. same country of origin and emission footprint.

Due to weighbridge variances is there a function to adjust incoming stocks put into your mass balance?

Response:

The incoming quantities cannot be edited currently considering the small variances. If necessary we will consider where the variances are limited by certain amounts. The scheme can make a proposal.

Can I create an outgoing Sale to parties not registered in the UDB? Some buyers are not certified at all.

Response:

"For Non-certified Economic operators like fuel suppliers and consumers can be onboarded in around March. UDB team shall notify you which can be further passed on to the EOs. There will be a possibility for them to self-register using a website link and start using the application.Training for non-certified economic operators begin only after March, You will get a notification email when the training slots open .
Meanwhile , You could refer to https://wikis.ec.europa.eu/display/UDBBIS/Union+Database+for+Biofuels+-+Public+wiki
F&Q’s – https://wikis.ec.europa.eu/display/UDBBIS/FAQ+-+UDB

Is this form used also for final consumption, e.g. in case of fueling stations? Who is the counterparty in this case, if the customers are not registered?

Response:

UDB stops at final fuel suppliers / obligated parties and will not cover retail customers. In the case large wholesale customer, Final fuel suppliers can indicate the customers by NTR ID & country where the fuel is put on market. Subject to additional legislations end- customers like Aviation / Airlines operators will have access to UDB. In other sectors currently end-customer who are consuming the fuel will not have access unless this is for transformation into Gas or liquid .

If you have 2BSvs soybeans to be converted into ISCC soyoil, which would be the procedure into the UDB???

Response:

No, using conversion feature, an EO can chose the certificate he owns for converting from soybean to Soyoil

"obligated entities" as those who put gasoline, diesel, methane, for road and rail transport into consumption. We were wondering if such obligated entities (but not fuel producers) should be registered in UDB. Our question concerns obligated entities that purchase biofuels exclusively for domestic mandates (thus, biofuel traders are excluded). Should these economic operators also be registered in UDB?

Response:

Non-certified EO will be onboarded into UDB after March 2024. They will be able to receive the consignments from fuel producers and transact on UDB expost.

Can rapeseed biodiesel (FBF0018) also be declared as FBM0003 or FBM0120 ?

Response:

The most appropriate fuel codes should be used. FBM0120 is for fuels that are not specifically listed. UDB will be able to identify a consignment with Fuel + Raw material

About the site. How to deal with multiple VS? We are going to have multiple clones of the same site

Response:

If you find duplicate site please contact UDB mailbox. It is expected that EO providing unique site name & postcode to the schemes during audits will bring harmonization and avoid duplicates in future.

Is there a way to change lead user?

Response:

A lead user of an EO can invite more users. Changing lead user can be done the VS user.

what is the support received?

Response:

Support received is related to any from one of these - Feed-in tariff

Feed in premium

Contracts for difference

Consumption support (tax breaks)

Consumption support (mandates)

What is the company reference number?

Response:

Company reference is internal reference of the EO for the trade or stock evidenced

There may be multiple legal entities within a corporate group (as well as different main points of contact each of whom can then add users) who will need to use the UDB. Does each entity need to be registered on the UDB, in which case should each entity expect to receive a separate invitation or link from the UDB? It seems that separate links for separate legal entities may not be arriving. In any event, this may be difficult for corporate groups to monitor effectively, as a number of different individual contacts may be involved. (Would it assist if users were to compile a list of all individual entities and email contact details)?

Response:

In case the corporate legal entity is registered then only the lead user of this entity can invite users from the other entities to join the UDB (not the IT team of the UDB). Nevertheless each site will have to be registered separately since it is covered by a separate mass-balancing system. If the certification is at the level of group then only an group entity will receive an invitation. If the certificates are available for each entity then each entity will be registered on UDB as an organization. An EO can work with VS and ensure the appropriate lead users are invited.

There may be multiple legal entities within a corporate group (as well as different main points of contact each of whom can then add users) who will need to use the UDB. Does each entity need to be registered on the UDB, in which case should each entity expect to receive a separate invitation or link from the UDB? It seems that separate links for separate legal entities may not be arriving. In any event, this may be difficult for corporate groups to monitor effectively, as a number of different individual contacts may be involved. (Would it assist if users were to compile a list of all individual entities and email contact details)?

Response:

In case the corporate legal entity is registered then only the lead user of this entity can invite users from the other entities to join the UDB (not the IT team of the UDB). Nevertheless each site will have to be registered separately since it is covered by a separate mass-balancing system. If the certification is at the level of group then only an group entity will receive an invitation. If the certificates are available for each entity then each entity will be registered on UDB as an organization. An EO can work with VS and ensure the appropriate lead users are invited.

On the assumption that the UDB will set up each individual entity as a separate user, what happens when the ISCC issues multiple certificates in respect of the same legal entity, for example because a single entity is operating multiple sites? How will the ISCC certification system dovetail with the UDB in terms of the issue by ISCC of several certificates for the same legal entity/user? We understand that some storage facilities with multiple clients are self-certified under ISCC (meaning they themselves have an audit once per year, rather than several on behalf of each client they represent) with their own ISCC certification number. How does an EO declare a movement in the UDB when the terminal associated does not fall under the EO’s ISCC registration?

Response:

Each time a transaction from a specific site is registered, it should be linked to the respective valid certificate. We need to clarify the issue of self-certification but if these transaction could be linked to the available certificate that was issued as a result of the audit.

Multiple certificates (Same of different VS) can be linked to the same organization. A terminal/site under another certificate for same organization is possible. If we are referring to a site that is not certified then this feature will be enabled.

If a company is certified under several voluntary schemes, will different invitations or links to the UDB be provided? What should happen in this circumstance?

Response:

Any economic operator will have to be on boarded only once in the UDB in order to be able to register transactions. In case of different parts of the business being certified by different certification schemes, the VS will have to upload the different certificates. EOs will have to link respective transactions to the relevant certificate.

How and when will user information become available on the UDB system? In order to use the UDB, will users be dependent on the ISCC (or another voluntary scheme if applicable) first entering certification information on the system for them? If this is the case, it would be helpful to know what is the time frame for this to be done by ISCC. It would also be helpful to know what is likely to be the impact of ISCC's recent decision to not become a UDB service provider at this stage.

Response:

The user information can be inserted either by the users themselves or by the their certification scheme. In both cases, information becomes valid once it is confirmed by the economic operator concerned.

Whilst it is possible to register a uWhilst it is possible to register a user via a link provided by the European Commission, it does not currently appear to be possible for data to be saved when, for example, a user tries to update a certificate or input information. Can you please clarify whether there is currently an issue with saving data to the system and if so when this will be rectified?

Response:

EO user registration is only by invitation. Ideally, VS/CB can only update certificates. However, some parts of the certificates may require updates by EO to ease the burden on VS during initial onboarding.

We have been asked to clarify whether the registration requirement is mandatory and what is the timeframe for registration? What is the consequence if registration is not completed within this timeframe? Once registration is complete, what is the next step?

Response:

According to the published timing, it is expected that all economic operators should be on-boarded by the end of March 2023. Nevertheless, there is no specific deadline for this since it is considered that economic operators have the incentive to on-board as soon as possible, since those who are not in the system will not be able to register transactions and their raw material and/ or fuels risk to stay outside of the system and not counted for different targets.

Some users have found that there is no download or upload function available currently. Can you please explain? Does this mean that the only option is for a user to enter sustainability information manually (or delegate this task to a Service Provider)?

Response:

There are 3 options to update sustainability: a) Online b) edelivery or system to system & c) with support of service provider.

The biofuels dashboard for some users currently states as follows: "On this page you are going to see items related to your user role and organisation". However, the dashboard does not appear to be displaying any content. Is this an error and if so when will it be rectified?

Response:

The message is valid & such options may disappear in the future if those screens will not be enabled for the specific role/user. Mean whilst it is also a placeholder for users who can expect some of these features to be enabled for them.

Many menu options do not currently work, meaning clicking on the selection does not trigger any action. Can you please clarify?

Response:

This is intentional & blocked to avoid a user populating unnecessary data and to ensure adherence for the timeline communicated.

Is it the intention that a user (other than one who is set up only as a trader without storage) can now input stock and enter genuine (rather than test) transactions, including back-to-back trading transactions, on the system which involve the receipt and despatch of that stock, provided the user concerned has closed the Mass Balance for the relevant period ? Some users have made the point there is currently no button for uploading stock.

Response:

The initial stocks features will be activated once the on-boarding is competed but no later than end March 2023. If the users want to test the application please use the acceptance environment. Live environment should only be used to populate real data. We recommend EOs to follow trainings via VS or those organized by EC.

Does the system contain a User Manual and if so how can this be accessed?

Response:

A user manual will be available along with training. More communication for EOs is to be expected via VS

If we are selling raw material only for bioliquid products, do we have to load our data on the UDB?

Response:

The current legal basis covers only transport fuels but anticipating the revised UDB text agreed by the co-legislators we will need to cover also bioliquids.

We are certified under 2BSvs and ISCC. Usually, we buy Soybean under 2BSvs and sell FAME under ISCC in our plants, how should we manage this internal movements?

Response:

The transactions could be registered directly by the economic operators. If services providers are used, the economic operators can choose one of them for all transactions.

Concerning the biogas sector, who is concerned by the UDB?

Response:

All Biogas producers & consumers, DSO/TSOs to verify the injection & withdrawal, Schemes who certify producers, GO issuers/ registers

Concerning the list of raw material, we can’t find “sugar beet co-product”. There is only “sugar beet residue”. Is it possible to add?

Response:

Yes, can request inclusions of product names to the existing list

Concerning the list of fuel, we can’t find simple “biogas” or “biomethane” but only “biomethane from …” or “biogas from …”. Whereas biogas/biomethane is made from a mix of inputs and not only one?

Response:

We will include generic names for “biogas from mix of inputs” and “biomethane from mix of inputs”

While entering data into the database: logging out of the window is too quickly. Is it possible to prolong the activity time?

Response:

Currently it is 30 minutes.

In which timeframe will be the data deleted within the acceptance version?

Response:

For Acceptance it can remain, we have not planned a timeframe for it.

If a participant belongs to two Voluntary Schemes, how does the mapping happen in the database? 1) How does the registration via the access link work? 2) Does the participant have to register twice?

Response:

Both the Voluntary schemes need to provide the same NTR number for the Economic operator.

Onboarding has to be done twice as certificates are different for each VS. If the correct NTR is used the EO will have both certificates linked to his NTR.

Is a data transfer from the test version (acceptance) to the live version possible?

Response:

No and also not possible from Prod to Acc. Acceptance is pure testing ground.

How can the mail with the invitation link be made more trustworthy? (Mails end up in the participants' spam or do not arrive at all).

Response:

This is an issue of recipients mail server configurations. Invites are sent from our Central Notification System of European Commission (EU-CORPORATE-NOTIFICATION-SYSTEM@ec.europa.eu). The Recipients organization should ensure emails from the domain ec.europa.eu are trusted by recipient’s mail server (white list).

When logging into the UDB, the website has to be reloaded several times to get to the start page. Can this problem be fixed?

Response:

First time login it needs to refresh after the invitation is acceptance, after that the login is faster.

Will the UDB be available in all EU languages?

Response:

Yes. It’s available now. You can click on the ‘EN’ symbol on the top right corner and switch a language from EU.

Will there be a merge of the Biomass list between the different voluntary scheme systems, national systems and the coding of the UDB? –

Response:

The list of materials used by all voluntary schemes are available on UDB. Any interpretations by national systems will be mapped.

Is there a document that we can send to the Economic Operators for information regarding data protection?

Response:

The implementation of data protection within the Economic Operators organization is their own responsibility and need to comply with GDPR

The UDB follows EDPR; The IT security standards of the European Commission are public and can be found here:
https://commission.europa.eu/publications/security-standards-applying-all-european-commission-information-systems_en

Could you provide release updates individual visible after log-in in the Database so that users see what is new in the acceptance version?

Response:

Release notes are released here: https://webgate.ec.europa.eu/fpfis/wikis/display/UNIONDB/Release+Notes every two weeks. If you act as a watcher on this page, you will get updates.

Is it enough to add 1 type of NTR per legal entity?

Response:

Yes, each legal entity (Economic Operator in the UDB), should be identified with one NTR ID. If there are two NTR IDs, this means that there are two EOs.

Who is responsible to add the valid certificate number, EO or ISCC? (currently missing for ISCC-Reg-8124, ISCC-Reg-5211, ISCC-Reg-6622, ISCC-Reg-11780 )

Response:

The EO provides essential information to ISCC (as you as familiar with, the NTR ID, information about materials, scopes and GHG). ISCC compiles the data and uploads it into the UDB.

Does the legal entity need to be added as site? Site of legal entity does not have a mass balance.

Response:

The legal entity is the overarching organization, called Economic Operator/Organization in the UDB. The site corresponds to the operational unit (main certified site) and other sites covered by the certificate, such as storage facilities (not individually certified), and dependent collecting points.

Some of the missing sites are certified only under a national scheme (e.g. in France). Shall we add them to UDB as well?

Response:

If these sites are not ISCC certified, we cannot add them to the UDB under the ISCC certificate.

In Acceptance we made some testing. After adding a transaction, “Country of Origin” field picked up automatically “Hungary”. Is it a bug in Acceptance? Are we able to add manually the country of origin based on POS data?

Response:

In the acceptance environment is still under development, so bugs or other issues may occur.

Who is responsible to add mass balance start date and duration, EO or ISCC?

Response:

The EO shall update the mass-balance start date & duration direct in the UDB.

ExxonMobil has 9 ISCC EU registrations. Will the onboarding take place at the same time for all registrations? Giving the fact that “EOs will no longer be able to register the initial stock after 6 months of onboarding to UDB” timing and harmonizing the deadline is crucial for us. What is the current onboarding status of our registrations?

Response:

ISCC-Reg-11780 certificate uploaded in the UDB
ISCC-Reg-3996 certificate uploaded in the UDB
ISCC-Reg-11042 certificate uploaded in the UDB but expired, next certificate will be uploaded soon
ISCC-Reg-6622 will be uploaded soon
ISCC-Reg-5211 will be uploaded soon
ISCC-Reg-12496 certificate uploaded in the UDB but expired, could not find the new certificate
ISCC-Reg-8124 will be uploaded soon
ISCC-Reg-3350 certificate uploaded in the UDB.

Is there a mass upload option for registering the initial stock (e.g. csv or xls)?

Response:

Unfortunately, this is not envisioned in the UDB.

As for the 72 hours period for registering transactions - voluntary schemes approved by the Commission allow to provide the sustainability information in PoS in 30 days after the date of physical delivery. Does it mean the EOs should require PoS until 72 hours after date of physical delivery?

Response:

Transactions would need to be registered on UDB within 72 hours. However, there is a flexibility on UDB for providing PoS details on the PoS identifier generated within the end of mass-balance period or before a sale can be made with this consignment.

How this 72 hours period for accepting or rejecting the transaction corresponds with the 3 months balancing period according to REDII? On what basis there are stricter requirements in the UDB and how the transfer of related sustainability documents together with physical delivery will be ensured?

Response:

The 72 hours applies from the date of either the invoice or shipment details are available with the Economic Operator. This provides flexibility already for the economic Operator that the transaction may be registered after the shipment (example invoice is generated). Once the transaction is generated, UDB will provide the PoS identifier back to the Economic Operator. The Economic Operator is able to record the emission details before the end of the 3 months balancing period or before the sale of this received consignment on UDB.

EO are concerned to keep their registration number of incoming and outgoing documents (SD and PoS) that they are using and not the one generated by the UDB platform. It’s important that the registration number of each document could be chosen by EO: sequential numbering entered by the EO; or sequential numbering generated by the UDB platform, if desired by the EO.

Response:

There is a transaction reference which the EO can use to link their document to UDB transaction.

Will the EO be notified if there will be no action from the buyer (acceptance or rejection) and the transaction will be cancelled by the system after 72 hours?

Response:

If the Buyer does not accept or reject and considering the sale is already shipped, the transaction can be cancelled by the seller

EO would like to be more comfortable being reassure that UDB platform contemplates the following: - sales and production before having raw material in stock;

Response:

A sale & production cannot be introduced on UDB without having the input in stock

- possible losses of raw materials or final product from production;

This would be allowed implicitly as part of conversion or explicitly for adjustments due to losses

- registration period that allows the EO to do Mass Balance of up to 3 months;

It is possible to register the transaction after the date of Mass-balance end date provided the date of transaction is within the mass-balance period. This will be allowed until the EO has verified & marked the end of mass-balance.

- automatic interconnection in UDB platform between production batches and raw materials;

Yes inputs & outputs are linked for specific batches/consignment.

- managing the raw materials for production as they do in their production plant and not only in a FIFO model;

The EO may choose which raw materials to use for conversion/production & decide which output consignments to group before further sale.

- all final documents SD and PoS should have the possibility to be filled according to the manual existing ones, not missing the cases of the km travelled or any new field changes that happened in the last months.

The EOs have been asked to supply a list of all “sourcing contacts” as soon as possible. In some cases this will be 50,000 points of origin. The list changes daily as the EOs gain and lose customers, so how are they meant to deal with the changes between the day the list is submitted and the UDB is used?

Response:

Updates for sourcing contacts (new ones) can be made at any point in time online on UDB or via eDelivery exchange.

Describe distinction between unprocessed "feedstock" and processed material.

Response:

We will create process to remove unprocessed (not needed) feedstock. There will be need to report NTR and name of EO to whom it will be sell (transaction). This EO doesn’t need to be registered.

Regarding Service Providers, will an EU-approved (or VS approved) list be available?

Response:

Yes, this will be made available publicly when the scheme has nominated the same.

Will guidelines be issued to harmonise the list of materials in the UDB with those in the economic operators' certificates? Does the Commission foresee the possibility of extending this list?

Response:

The harmonized materials list is consulted with the schemes & Member states already. All fuels listed can only be extended if it is adopted in the directives. All raw materials are listed as per the certification process & can be extended based on recommendation from Certification body/scheme.

How does the Commission intend to manage certified biofuels in national systems (such as INS) ensuring both EU reporting and consistency with national databases?

Response:

All national schemes have been requested to notify EC to be included in the UDB. When a national scheme has notified commission the consignments certified under national schemes & further traded will be transparent to Economic operators.

Could you please clarify if this understanding is correct and that the start date for uploading transactions and sustainability documentation has not been defined yet?

Response:

As of January 2024, all Economic Operators whose organization & certificates are onboarded by their scheme will be able to register their initial stocks (closing of mass-balance) and the trade transaction. Where the Economic Operators completes this registration at a later date, they will be able to submit trade transaction ex-poste when they are registered correctly.

What is the UDB link with the National Schemes? For example, the National Italian Scheme: if they are not recognized, they are not included in UDB, so how can companies manage with all supply chain related with that scheme?

Response:

National schemes may notify & include their scheme into UDB without being recognized by EC. DG Ener has sent notifications to all member states to notify their details.

How does the Commission intend to manage certified biofuels in national systems (such as INS) ensuring both EU reporting and consistency with national databases?

Response:

There is ongoing work on linking the UDB with national databases. All certification schemes will be on boarded in UDB, included the ones not recognized by the Commission but used by EU MSs.

Will the UDB team organize any initial trainings to explain exactly how the platform works? What type of day-to-day support will be provided? Will an operational hotline be accessible?

Response:

There is no hotline planned, As we said we train the trainer, I don’t think the schemes are taking responsibility on this aspect. We are available to engage in a productive dialogue, and hope to assist you towards the effort of a functioning EU UDB

Will EO’s of third countries also be held to the deadline of 1 January 2024?

Response:

Yes, if they are certified by voluntary schemes and are part of the supply chain.

Is the UDB also available in languages other than those used in the EU?

Response:

No. UDB is only available in EU languages.

While entering data into the database: logging out of the window is too quickly. Is it possible to prolong the activity time?

Response:

Currently it is 5 minutes, we are planning to increase it to 15 minutes

In which timeframe will be the data deleted within the acceptance version?

Response:

For Acceptance it can remain, we have not planned a timeframe for it.

If a participant belongs to two Voluntary Schemes, how does the mapping happen in the database? 1) How does the registration via the access link work? 2) Does the participant have to register twice?

Response:

Both the Voluntary schemes need to provide the same NTR number for the Economic operator.

Onboarding has to be done twice as certificates are different for each VS. If the correct NTR is used the EO will have both certificates linked to his NTR.

Is a data transfer from the test version (acceptance) to the live version possible?

Response:

No and also not possible from Prod to Acc. Acceptance is pure testing ground.

How can the mail with the invitation link be made more trustworthy? (Mails end up in the participants' spam or do not arrive at all).

Response:

This is an issue of recipients mail server configurations. Invites are sent from our Central Notification System of European Commission (EU-CORPORATE-NOTIFICATION-SYSTEM@ec.europa.eu). The Recipients organization should ensure emails from the domain ec.europa.eu are trusted by recipient’s mail server (white list).

When logging into the UDB, the website has to be reloaded several times to get to the start page. Can this problem be fixed?

Response:

First time login it needs to refresh after the invitation is acceptance, after that the login is faster.

Will the UDB be available in all EU languages?

Response:

Yes. It’s available now. You can click on the ‘EN’ symbol on the top right corner and switch a language from EU.

Will there be a merge of the Biomass list between the different voluntary scheme systems, national systems and the coding of the UDB?

Response:

The list of materials used by all voluntary schemes are available on UDB. Any interpretations by national systems will be mapped.

Is there a document that we can send to the Economic Operators for information regarding data protection?

Response:

The implementation of data protection within the Economic Operators organization is their own responsibility and need to comply with GDPR

The UDB follows EDPR; The IT security standards of the European Commission are public and can be found here:
https://commission.europa.eu/publications/security-standards-applying-all-european-commission-information-systems_en

Could you provide release updates individual visible after log-in in the Database so that users see what is new in the acceptance version?

Response:

Release notes are released here: https://webgate.ec.europa.eu/fpfis/wikis/display/UNIONDB/Release+Notes every two weeks. If you act as a watcher on this page, you will get updates.

Certified Companies which buy fuel already blended with biofuels and sold it to non certified companies (gas stations) should declare these transactions to UDB?

Response:

Yes, non-certified companies will be onboarded on UDB after April and they will have to submit transactions on UDB until the Obligated parties (final fuel supplier) who puts the fuel on the market by providing additional details like customs & invoice reference.

If YES, should all of these transactions to be declared one by one (for each different VAT number)

Response:

NTRID in the form VAT or Business registrations number would be useful. It is best to agree with your buyer (counterparty) which NTR ID they will use. so that they can receive the transactions on UDB.

or could we consider all these transactions as one and declare all the quantity to NON CERTIFIED entities in just one transaction?

Response:

It is possible to aggregate and needs to align to the physical movement evidence example: Invoice.

I did not received an invitatio nso far whilst the UDB registratio as EO is OK according to ISCC. How to proceed?

Response:

https://wikis.ec.europa.eu/display/UDBBIS/Union+Database+for+Biofuels+-+Start+of+registrations

My certificates and site information are incorrect, is this normal? I have contacted ISCC many times but no respond, do we have to wait until ISCC HUB is ready? Christian Laemmer for TotalEnergies Fluids SAS

Response:

For certificate related updates queries please contact your voluntary scheme

EO Questions

In the demo it shows mass balance duration for 12 months and it seems it cannot be edited. Shouldn’t this be 3 months?

Response:

We have mass balance for 1, 2, 3 and 12months, once provided by EO it cannot be edited .We plan to implement edit of mass balance duration by certification body only .

If holding Nabisy POS in a mass balance will mapping of Nabisy POS codes to UDB material codes be provided? Will Annex IX status align with member state lists?

Response:

On UDB a certified material at the point of production is based on certification subject by the schemes that are compliant to RED. It is not allowed and is illegal to relabel the same material to another name. For the purpose of promotion a Member states may decide to interpret the same material differently within the member state. Such cross-referencing can be done by the member states during harmonization process initiated by the member states with Union Database. This will however not lead to change in Annex IX status.

Will aviation fuel suppliers be expected to record a transaction for each individual flight? Or can these be aggregated on a monthly/quarterly/annual basis?

Response:

We do not for each flight. Only what’s delivered from EO to EO consignments

What is a non-primary residual flow?

Response:

primary residual flows' refer to 'agricultural, aquaculture, fisheries and forestry residues and wastes'
and 'non-primary residual flows' refer to 'processing residues and wastes'.

Please can you show us how to trade corn bought under different certification scheme, KZR Inig, when we are in UDB just ISCC certified holder.

Response:

When you are buyer we do not ask for certification details

How can fuel suppliers remove biofuel from their stocks when this fuel has been used against e.g SAF mandate?

Response:

Basically remove means report that the fuel has been use. We use put-on-market to register this.

Would an ISCC certified Point of Origin for waste and residues fall in this Part B trade scope?

Response:

If your ISCC certificate has collection point scope you can use Part B scope .
If you certificate possess only point of origin scope we are developing special trade for it where you will be able to register your transaction..

How far in the pipeline is the mass upload ability? We would need it for every section.

Response:

We are working on this and we expect this by end of Q2

You cannot use tdv for Used cooking oil. Can you explain why you can choose multiple actions?

Response:

TDV not needed for UCO

Is there actually an error event on the UDB database as the site is not loading fully (I've tied 2 different browers)?

Response:

Please provide more details on the site information.

if UDB can be used as MB but it only registers sustainable product how is mass balancing within mass balance quarter between sust and non sust still possible?

Response:

UDB does not register non-sustainable quantities. Regarding your specific question please discuss with your scheme

As CP,how could we add input transactions from POs in bulk?There are small transactions from DIFFERENT POs and a bulk option would be more efficient.E-delivery?

Response:

Bulk upload of sourcing contact is available .
Bulk upload for Transaction is not available and will be announced when its available.

We are producing B100. How can we dissociate the selling transaction of the B100 and the selling transaction for the POS (the customers are different) ?

Response:

Each sale is unique and will create a unique POS in UDB.

When using e-Delivery for transactions will an economic operator be able to transact with other voluntary scheme operators? For example ISCC to RedCert sale.

Response:

Yes , this will be possible.

How can we receive a buyer transaction for biogas sourced from UK via the grid? We have understood that those volumes will not be included in the UDB.

Response:

UK will be part of Eu grid.

Why does only the buyer have the ability to determine the destination? Sometimes the seller handles delivery and the buyer may not be registered on UDB.

Response:

Both buyer and seller can enter the delivery location if its already known. If the buyer not registered in UDB it will be marked as consumed .

Can the GHG UOM be changed? E.g. for feedstock, we would like to enter DDV value in gCO2eq/MJ instead of kgCO2eq/dryton

Response:

For feedstock MJ is only for fuels and Dry tone is for RM. UOM depends on the registered material type.

How can you delete transactions sold outside UDB scope?

Response:

1. If outside UDB scope means EO not using UDB scope you can register this transaction in UDB mentioning the Required EO details.
2. If it means non sustainable consignment you don't need to register it in UDB.
If you want to remove it from your mass balance this feature will be possible in future.

How can the mandates be met with only UDB reported volumes if not all EO's (e.g. those that are only certified under a national scheme) are listed in UDB?

Response:

Non certified EO's can be imported into UDB for the transaction.

Will there be possible to use NUTS3 codes for Romanian sustainable raw materials into UDB? Or only DDV is available in UDB?

Response:

The NUTS2 values need to be the ones subject to a decision by EC (RED II), Currently only NUTS2 value for Argentina & and Australia are approved by EC directives.

If the Blue PoS received can only be registered in UDB at start of next MB period, how can we supply the PoS within 30 calendar days as required?

Response:

If the Blue PoS received can only be registered in UDB at start of next MB period, how can we supply the PoS within 30 calendar days as required?

When Mode of Transport and Transport Distance is filled within the transaction sheet, does the UDB calculate automatically the Transport emissions Etd?

Response:

UDB does not automatically calculate the emissions and is needed to share to EO further in the value chain. This is the responsibility of the EO

can we accumulate in one buyer trade all volume delivered on different dates in 1 transaction provided same GHG charectaristics and country of origin apply? In the case of feedstocks this should also be unique from the farm.

Response:

Yes.. you can accumulate all volumes for the same point of origin, same GHG and same country of origin.

All the examples have been registered in a future date (8/04/2024), can we register a transaction made in the past?

Response:

The transactions can be registered in the past as long as it is within the certification validity

it is not fully clear for me, do we need or not need to retrospectively register all transaction back to 1 January 2024?

Response:

All transactions after 1st Jan 2024 have to be on UDB

Not all the National Schemes are registered yet, eg. Sweden. How do we make sure that these tonnages are compliant and entered into the UDB?

Response:

National schemes should notify EC, DG ENER about the National scheme so that the scheme can be onboarded on UDB. National schemes should further onboard the economic operators and their certificates on UDB

As Trader,when materials stored in an independent ISCC Cert. warehouse.How can we register transactions indicating location of materials as ISCC Cert Warehouse?

Response:

Regarding an Independent storage site, an trader should ensure this site is listed under his certificate to be able to use the warehouse as the location for the consignments

How can we register initial stock unless all our suppliers are ready to send future PoS documents electronically?

Response:

Initial stocks is one time registration. It can be registered on UDB based on sustainable stocks held as of 1st January 2024

will UDB replace the mass balance document?

Response:

UDB is digitizing all sustainable materials as part of traceability. As such UDB will be able to demonstrate Mass-balance of such materials that can only be part of UDB. This view may not be the same as physical stocks held by EO and as such. It is not intended for UDB to replace Mass-Balance document at this point in time.

How often intakes should be registered into UDB? Is there a time frame?

Response:

Could you please clarify the question

If you are collecting product, but delivering it to a facility not under our ISCC license, how do we record the delivery location?

Response:

The seller will have to indicate the buyer in a sale transaction. Buyer shall update the delivery location. If the Buyer is not on UDB or his site is not certified, it will be considered booked out.

Why does UDB permit bundling PoO Trade for 3 months but require transactions to be reported within 72 hours? What's the reasoning behind these decisions?

Response:

The topic of registering the transaction is explained in the user manual i.e. the 72 hours is applicable from the trigger point. The trigger point is based on economic operators business process giving flexibility to be based on consolidation of shipments under invoice etc.

How will it work with if we sell ISCC material with Nabisy paper as PoS?

Response:

Every Consignment should be registered on UDB with UDB PoS

If our stocks are registered on 1 jan and a supplier fails to provide data in the UDB for a delivery after 1 jan but paper pos is provided, what should we do?

Response:

All Consignments should be registered by your suppliers after 1st Jan

Can further guidance be provided by UDB team and ISCC on the mechanism for retrospectively adding POS and associated transactions in UDB from 1st January 2024.

Response:

A supplier can register the transactions retroactively after 1st Jan 2024 in 2024

For later, Is the input of the Initial stock on each mass balance centre of an EO definitively a one-time event? How will mass balance adjustments be settled?

Response:

Input for initial stock is a onetime activity by the economic operator. Retroactive registration after 1st January allows the possibility for delayed submissions during the transition year.

why do we have to manually enter the conversion ghg values for each conversion POS. This should be automated basis a fixed conversion rate (feedstock factor/FF)

Response:

A template based auto conversion will be added in the backlog

How is it possible to record sales transactions in UDB with a negative mass balance within the mass balance period (which is allowed by Red2)?

Response:

In the current implementation we do not allow to record sales transaction with negative mass balance.

At present, only total GHG value is visible to the buyer. Will UDB offer visibility into the cumulative GHG values per categories (Etd, Ep, Ecc)? If yes, when?

Response:

In the current implementation we do not show cumulative .

How could we handle it when ISCC stock was sold to non ISCC contract/buyer?

Response:

Possible to register transaction for non ISCC buyer , it will be called as Booked out . This feature is currently not available .

Will the sourcing contact’s ISCC number be automatically updated when they have a new certificate?

Response:

ISCC is responsible for updating this.

How is it possible to aggragate different ghg values on the highest in UDB as allowed vy RED2?

Response:

The question needs to be clarified but the UDB allows to cumulate the GHG emissions. Each Economic operator can see the total GHG emissions cumulated until the previous stage.

Once the UDB is fully operational will it still be necessary to issue SDs and POS outside the UDB or will it be enough to only issue SDs and POSs only in UDB?

Response:

once UDB is fully operational and for the types of fuels covered the UDB PoS is the mandatory reference for sustainability certification and traceability. therefore, should be enough for such purposes.

To comply in Germany in 2024 BLE have advised POS needs to be in Nabisy. Is the expectation for 2024 we retrospectively upload this same POS into UDB as well?

Response:

All consignments if not on UDB cannot be counted as sustainable if there is no corresponding UDB PoS. When Nabisys is integrated, Nabisy PoS should be integrated on UDB.

The comment regarding retroactive booking is remarkable: I have a massive concern origination can make all movements from 2023 crop available

Response:

If the EO registers the consignment using Initial stocks for 2023 stocks they continue to be subject to audits during certification renewal

Fuel suppliers often sell to customers in ambient litres (not kg or standard litres at 15 degrees C). Will UDB allow reporting in ambient litres?

Response:

Ambient litres will be considered

If we are a "collecting point" but do not physically collect the (Crude tall oil) from our mills, we send it to our warehouses. Where do we move the stock?

Response:

In UDB you can use internal transfer option to move stock from one site to another site internally but the site need to be registered(Certified) .

As CP, is it possible to add input transactions from POs in bulk? There are small transactions from small POs and a bulk option would be more efficient.

Response:

Bulk Upload Transaction will included in the backlog

My organisation has no Lead User in UDB and we have tried to contact you on different e-mails and on ISCC contact page. What is the easiest way to get support?

Response:

All EO should contact your voluntary scheme .
For technical support-EC-UDB-SUPPORT@ec.europa.eu.
For functional topics- EC-UNION-DB@ec.europa.eu.

Can a company have several users registered to work on the UDB?

Response:

Yes, a company can have several
users registered to work on a (UDB) system.

I saw that Registering stock is not required. When will it be required?

Response:

Point of origin Economic Operators like farmers & restaurants.
These types of EOs are not expected to participate in reporting trade transactions to UDB.
The trades from POO shall be registered by 1st Gathering or collection point.

The ISCC Cert. information for our company is not updated, hence it shows an expired certificate. Can we register our stock and transactions in this situation?

Response:

Kindly contact your voluntary scheme to update the certificate if status is expired.
If the certificate is expired that certificate sites are not possible to register stock and transaction

How can we write down yield losses in the UDB to ensure physical stocks match with mass balance?

Response:

We plan to create adjustment/loss feature , In future buyer should be able to include adjustment/loss linked to the consignment .

If our certification number is incorrect in UDB, how can we get this fixed?

Response:

If the certification number is incorrect, again we need to create a new certificate. Once the certificate has been created, certificate number edit is not possible

Can you add several user rights in one company?

Response:

Yes, a company can have several users.

I am confused about registering initial stock? Because out product is a waste, the amount is constantly changing. We input the amount of CTO at the mill?

Response:

Feature would be available in future

Please can you show us how we can process initial stock registration of corn with Eec from Slovakia region with NUTS 2 value 265kgCO2eq/t.

Response:

The NUTS2 values need to be the ones subject to a decision by EC (RED II), Currently only NUTS2 value for Argentina & and Australia are approved by EC directives.

Can you better define what the stock is that we are registering? is it a truckload or shipment or current inventory at that location?

Response:

The purpose of the initial stock registration
is to allow economic operators to register an initial available sustainable stock of raw materials or fuels that would allow them later to trade. This feature will be available only during transitioning into the union database to enable economic operators to start registering transactions.
is it a truckload or shipment or current inventory at that location?

Please can you show us how we can process corn with Eec as DDV, which is mentioned in REDII in 25,5 gCO2/MJ and into UDB is needed to use kgCO2/t.

Response:

For the raw material Corn unit, should be kgCO2eq/DMT.
For all fuel type unit, should be gCO2eq/MJ.

Hi, just to confirm, the Initial Stock MUST only be as of Jan 1st, 2024? No other future dates are possible?

Response:

Initial stock held by the Economic Operator at a site listed in the certificate as on 1st January 2024 to be registered as a one-time activity to kick start the UDB application.
Initial stock is the quantity available to the EO at a particular site as on 1st January 2024. Stock should be issued 1 st Jan 2024,
No other future dates are possible.

We couldn't register a 2023 stock (for example - material: rapeseed (crop)) with NUTS2 method type. How could we register NUTS2 crop stocks to UDB?

Response:

Currently for NUTS2 region available only for
Argentina for the material Soyabean and Australia for the material Canola Seed
Material: rapeseed (crop)) with NUTS2 method type. How could we register NUTS2 crop stocks to UDB?

Can you upload several transactions at once? For example via excel.

Response:

Bulk Upload Transaction is Feature for us to implement

What do you do if after one time registering of initial stock a supplier who isn't using UDB sends you a blue POS? Can e-delivery be used for bulk upload?

Response:

UDB POS is the true source of sustainability information in UDB.
Yes edelivery can be used for bulk upload.

mass balance duration is 12 months?

Response:

Currently for registering certificate mass balance duration could be 1 months,2 months,
3 months or 12 months

Once the mass balance start date & duration is specified and the transactions are recorded on UDB, the transactions executed would be visible within the specific mass-balance period. The feature for Mass-balance period would be available within Q1 2024 for use. It is not necessary to specify the mass-balance start date for every period. The UDB will auto generate the mass-balance periods based on initial last known mass balance start date and duration. The carry forward of available stocks from one mass-balance period to the next will be automatically calculated for every new period, & hence it is not necessary to manually move the volumes.

what in case there is sustainable and non sustainable stock should both be registered or only sustainable stock?

Response:

Only sustainable material will be traced on UDB except in the case of blending.

With regards to sustainable fuel, only those consignment reported on UDB (by fuel producers) and further sold to fuel suppliers on UDB will be available to the final fuel supplier to mark the fuel as consumed in the market. Offline reporting of consignments put on market will not be allowed on UDB as this defeats the purpose of UDB from traceability point of view and will lead to double counting/ irregularities. EO would have the report of all consignments put for consumption by final fuel suppliers on real time basis. Additionally an annual report can be extracted by both EO and the Member states for sustainable fuel.

Hey, why is it mandatory to enter a company reference number?

Response:

Company reference should be the Internal company reference that can directly or indirectly link the evidence supporting the traded consignment. This reference is to be used during the certification audit.

should stocks be issued per 1st Jan and maintained or can we resgiter intial stock at any convenient time (start new mass balance period)

Response:

Stock should be issued 1 st Jan 2024, it could be registered at any time.

We couldn't register a 2023 stock (for example - material: rapeseed (crop)) with NUTS2 method type. How could we register NUTS2 crop stocks to UDB?

Response:

The NUTS2 values need to be the ones subject to a decision by EC (RED II).

How can we write down yield losses in the UDB to ensure physical stocks match with mass balance? - Question not answered clearly in my opinion, please clarify

Response:

We plan to create adjustment/loss feature , In future buyer should be able to include adjustment/loss linked to the consignment .

Hi, just to confirm, the Initial Stock MUST only be as of Jan 1st, 2024? No other future dates are possible?

Response:

Stock should be issued 1 st Jan 2024,
No other future dates are possible.

What is the location for the initial stock? This is not clear.

Response:

Physical location(site- address mentioned in your certificate)
where you store your stock

Can you add several user rights in one company?

Response:

Yes . several user rights can be added

Can you upload several transactions at once? For example via excel.

Response:

Using e delivery you can upload several transaction

Hi, can you explain what is meant by "Initial Stock can be added at the beginning of every mass balance period"? Isn't Initial Stock a one-time exercise?

Response:

Yes, It is a onetime exercise

I was previously able to log into the UDB but recently I am no longer able because once I log in and am redirected to UDB I receive a "FORBIDDEN" message. Fix?

Response:

Could you please address to
EC-UNION-DB@ec.europa.eu through more details

How does a user know which entry fields are mandatory and which are optional?

Response:

All mandatory fields are marked with red star on the top. *

Entering new farmers is valid only for 3 mths? FGP may change farmers each year so the possibility to add new supplying farms should be available all the time.

Response:

Adding sourcing contact(farmer) is available all the time .

Do we have to create a sourcing contact each time that we have a delivery from a farmer? or what is the deadline to do so?

Response:

If your sourcing contact is already registered in UDB , no need to reregister .When the delivery happens the new sourcing contact has to be registered.

If the supplier data has been already delivered for ISCC Hub will it automatically transfer to UDB?

Response:

If you mean EO details(Suppliers), yes if they are linked to ISCC they should be automatically transferred.

How many countries can be entered at the same time? Looks like only one

Response:

Only one.

We have 2 plants registered under the same VAT number. Is it possible for 2 plants to be registered under the same NTRID? Last time we receiced an error

Response:

You can register multiple sites in your ISCC certificate .

Continuing with Ana - so FGPs would have to renew the sourcing contacts every 3 months for those having the default NTR ids? Correct?

Response:

Currently you are able to upload sourcing contacts without NTR and UDB will generate the NTR, We are giving 3 months of expiry for this sourcing contact. Within this 3 months you should be able to provide a unique reference from your system and not just the name so we can create a NTR template for these sourcing contacts.

Sourcing contacts of FGPs like farmers do not have NTR IDS as I understand, as they are not certified under ISCC or at least not all are

Response:

Currently you are able to upload sourcing contacts without NTR and UDB will generate the NTR, We are giving 3 months of expiry for this sourcing contact. Within this 3 months you should be able to provide a unique reference from your system and not just the name so we can create a NTR template for these sourcing contacts.

We couldn't register a 2023 stock material: rapeseed (crop) because. "For this method type the Material list is restricted." How could we register NUTS2 stocks?

Response:

The NUTS2 values need to be the ones subject to a decision by EC (RED II).

Can you add multiple register certificates when creating point of origin buyer trade?

Response:

No, Currently only one certificate is possible to
create point of origin buyer trade

Why loading date is different than delivery date when issuing a PoS for a sale?

Response:

You can record same date for both.

How often do we need to create a point of origin buyer trade. As a large operation, could we do this every 3 months for example. It is not realistic by truck.

Response:

POO should be recorded when you buy the material.

How will we register in a transaction the "place of delivery", in case of product stored in an independent ISCC Certified warehouse?

Response:

If the site is certified you should be able to select the 'place of delivery ' while accepting the transaction.

Can you register multiple transactions at once?

Response:

Currently only one transaction can register,
Multiple register Transaction is Feature for us to implement

Can UDB provide a mass upload feature for PoO trades as this is extremely heavy workload for collection points?

Response:

Bulk Upload PoO
is Feature for us to implement

Is mass upload possible?

Response:

Mass upload will only be possible for sourcing contact .

Can we register multiple transaction per one delivery date?

Response:

Yes you can register multiple transaction on one delivery date.

Is it possible to upload transactions in bulk (for example upload 150 transactions in one time)

Response:

Currently not possible (unless edelivery is being used).

If it is possible to accumulate transactions, how is this linked with the requirement to enter transaction within 72 hours after delivery?

Response:

This requirement does not go beyond legislation since the RED II as a higher-level legal act cannot regulate all the details of implementing an information system. Nevertheless, article 28.2 stipulates that the UDB should register all transactions in the value chain. Regarding the 72h, please bear in mind that aggregation of quantities is allowed if the inherent sustainability attributes of these quantities are the same. Therefore, the transaction registration could be based on an invoice that covers an aggregated consignment.

For PoO Trades part B: Can UDB provide a mass upload feature for PoO trades as this is extremely heavy workload for collection points?

Response:

Currently not possible - feature coming soon.

Are you able to give some background on who would use Annex IX, Part B?

Response:

First Collection Point can use it.
EO must have a valid certificate with at least one of the scope activities.
CP - Collecting Point (for waste/residue material not grown/harvested on farms/plantations)
CNPW - Collector of non-primary residual flows

Can you add multiple certificates for one transaction?

Response:

No, Currently only one certificate is possible to add in a Transaction

What if we are not familiar with the place of discharging of the goods? Is the client obligate to tell the destination?

Response:

On accepting the transaction buyer would enter the delivery location.

When the UDB is fully implemented, can this tool be used as a MB book? Or alongside maintaining UDB, we still need to maintain a MB book?

Response:

Your MB book is separate and needed by your CB's and Auditor's.

Can you please show the PoS that was generated?

Response:

On the transaction list view page you should be able to see the POS generated.

When I register initial stock is it the same thing as the starting inventory on our mass balance sheet? OR is it stock at each PoO?

Response:

Both

By not having the option to upload the transactions in bulk, the UDB will cost us a lot of time. When will the bulk upload option be available?

Response:

Bulk Upload Transaction is Feature for us to implement

Can we associate a single POS to several transactions for we have a mass balance where different biomasses and transactions are mixed together?

Response:

This will not be possible.

Can you mass approve transactions sent to you?

Response:

In the current implementation we cannot mass approve transactions.

Do we need to make transaction for every truck or can we make one transaction when total quantity of the deal is delivered?

Response:

POO should be recorded when you buy the material.

In what units does UDB allow transactions to be recorded? kg, L, L@15C?

Response:

You can choose the unit according the selected material.

How does this 72h is taken into consideration for example when there are bank holidays?

Response:

The EO has flexibility to decide the trigger point at which the information is sufficiently available for the EO to introduce the transaction on the UDB except for PoS. The examples for trigger points can be – invoice, bill of lading, surveyor report of internal reference that links multiple evidence. These trigger points are to be linked to the evidence being shared to the auditor.

Do you need to accept/transactions sent by supplier within 72h of receiving the transactions in UDB? Or is there a different time frame?

Response:

The EO has flexibility to decide the trigger point at which the information is sufficiently available for the EO to introduce the transaction on the UDB except for PoS. The examples for trigger points can be – invoice, bill of lading, surveyor report of internal reference that links multiple evidence. These trigger points are to be linked to the evidence being shared to the auditor.

UDB does not allow to select "old" NUTS2 values, but for initial stocks harvested in 2023 old NUTS2 values are allowed?

Response:

The NUTS2 values need to be the ones subject to a decision by EC (RED II).

When will there be any guidelines for the gaseous value chain on how to use UDB?

Response:

Gaseous Value chain for non-GoO is to go live before 21st November 2024. Testing will be possible on bilateral basis with EOs and TSO/DSO in Q2 & Q3 2024

1. When does it become mandatory to use the UDB database? 2.Can we upload sourcing contact data, does it have to be per collection or collectively periodically?

Response:

Transactions can be registered retroactively from 1st January 2024 based on the initial stocks or transactions received from suppliers after 1st January 2024.

How will be ensured communication from UDB support team to economic operators which are using eDelivery, when new update features will be uploaded.

Response:

We will be publishing when a new feature is available - Announcements

None of our customers are under a voluntary scheme - how can we sell to them within UDB so our stock shows correct?

Response:

Currently selling to Non certified EO is not available . But we are currently working on implementing this feature.

I am unable to select the correct certificate number because our number is incorrect. service_udb@iscc-system.org has not been able to help me.

Response:

Contact your Voluntary Scheme

Will sessions be active longer than 15 mins? To register more information dense transactions, 15 mins might not be sufficient

Response:

Please try again ,Currently the sessions will be active unto 30 mins.

can you save a trasaction as draft?

Response:

Yes, In the transaction if the POS set to 'NO' then it will be in Provisional status i.e. transaction doesn't send to buyer it remains back in seller transaction it can be longer editable

Can you elaborate on what the "method types" are? What is TVD?

Response:

TDV stands for Total Default Value
TDV fetches the value from the fuel production step only.

Re-raise again for EC comment: Will an EO become non-compliant to RED if they do not have all transactions from 1 Jan retrospectively in UDB by 21 Nov 2024?

Response:

Repeated Question - ISCC to respond

is a sustainable transaction made in UDB between seller and buyer considered as a POS or does a seperate formalPOS (Blue /Nabisy ) still need to be issued?

Response:

Every new transaction in UDB create a unique POS . You can refer to the consignment during transaction creation . On the company reference number text field.

Material processing

Is there actually an error event on the UDB database as the site is not loading fully (I've tied 2 different browers)?

Response:

A guideline for material processing will cover most of these questions.

Scope: to be specified? Is it the type of processing (e.g.: Trituration or Esterification)

Response:

If the scope of site is meant here, then the scope of materials valid for the site is what is meant. This should also be specified in the certificate & is normally the responsibility of VS.

https://webgate.ec.europa.eu/fpfis/wikis/pages/viewpage.action?pageId=1288537159

If the scope of an EO is referred to here, then it is as per the definition in the certificate. Please refer to the below link about the possible values of scope of EO.

https://webgate.ec.europa.eu/fpfis/wikis/display/UNIONDB/%28Draft%29+Scope+of+Economic+Operator+-+encoding

Date of processing : can we group by week or month ? NB: We do not have this information in our systems today

Response:

Date of processing can be grouped as long as the emission characteristics for processing within the date range is constant. i.e. The EO may chose to use the last day of the week or month to apply conversion.

Is it possible to automate the implementation with industrial yields? We have the impression that the UDB imposes an entry for the input and one for the output, in fact, the two are correlated and this would avoid an additional operation

Response:

The conversion allows indeed input or output material & quantity. In such case UDB can recognize the yield at site level but not necessarily at each individual step unless those steps are registered on UDB for each processing step / material created. Implementing a standard yield approach would mean further corrections in subsequent stage for rounding off or variations. We understand that there is no standard yield that can be applied through out the year. Hence this approach is universal for all types of processing. In such cases using a standard yield may not provide accurate information to UDB about the reality to the auditors during audits thereby the reliability of information on UDB.

What is the assignment of POS during an implementation?

Response:

A batch of input materials with same emission characteristics when converted to an output materials, a new PoS is generated by UDB. An EO will be informed about the different consignments (unique emission & origin characteristics) that he converted in order to use them for future trades. The implementation specifics both on online & e-Delivery will be explained in the guidelines.

How to manage downgrades or losses in line

Response:

Losses can be adjusted during conversion process. Alternatively UDB will provide an feature to adjust losses during mass-balance period.

How to manage transfers between sites?

Response:

Transfers between sites for same EO & same certificate will be enabled.

How to manage contract work (when we crush for other actors, or when other actors crush for us with a service contract)

Response:

If the crushing activity is executed at the same site and can be uniquely identifiable on UDB as a new material name then this can be registered on UDB using a trade transaction. In the case where the material name is same after crushing & there is a need to recognize the losses after crushing in terms of quantity then the losses features can be applied.

Explain which scopes are allowed to register a conversion. (background: during testing, we have managed to register conversions under the scopes first gathering point).

Response:

Currently there is no restriction. But this will be restricted soon to EOs who are modifying or converting the materials.

Clarify if EOs can aggregate material processing, and on which basis (weekly, monthly, etc.)

Response:

Yes, this can be done and is up to the EO to manage the level of granularity subject to common emission method type, conversion factors and evidence that will be used during the audit.

Gaseous Value Chain

When should we expect the start of the pilot testing and stock registration for gases?

Response:

Gaseous Value chain for non-GoO is to go live before 21st November 2024. Testing will be possible on bilateral basis with EOs and TSO/DSO in Q2 & Q3 2024. All interested EOs may. For GoO, registries who would want to start the integration may contact UDB team for bilateral session as per the communication in the last focus group in December 2023

Transactions

About the sites. How to deal with multiple VS? Are we going to have multiple clones of the same site with the relevant stocks and transactions?

Response:

The EO who is part of multiple schemes, please check the sites, if they are listed twice and report for correction. Over the period we expect the name of the site & post code to be consistent so that only one site appears for both schemes.

According to us a transaction must correspond to the physical execution of the contract and the transfer of documents (including POS°)

Response:

Due to the variation across the markets the first registration of a feedstock or fuel has the flexibility to update the emissions before the subsequent sale is made. In all other subsequent trades, the trade cannot be registered until the PoS details are completed. In such a case your suggestion makes sense and to that effect the rule of 72 hours does not hold good. We indeed encourage submission of all documents together, but do recognize that there is a time period needed for the market to digitize their processes.

Are all data mandatory? Is it possible to preserve a transaction while waiting for additional data?

Response:

Yes, Please refer to prior workgroup engagement & the information available on wiki that describes the mandatory & optional fields. User manuals for transactions will also be available soon.

Quantity: have the possibility to enter tons and m3

Response:

Yes, this is possible.

How to manage the differences in quantities between the departure and arrival weighbridge? How to manage the contracts in m3 but which are converted into tons in the mass balance ? How to manage the rounding which are not necessarily the same between operators ?

Response:

Normally losses due to transportation & storage will be allowed to be adjusted. This feature will be allowed in the future. Mean whilst it is at the discretion of the buyer to accept the trade transaction. Considering on UDB the trade transaction is for the sale of a consignment that could be shipped in multiple consignments on different dates, what matters is the invoiced stocks that are eventually shipped.

Original POS : to be specified ? Is it a unique number? If yes, which one? Is it compulsory, in which case? How to manage when there are several batches of seeds (up to a hundred for the same contract) ? NB: Our current systems are not able to manage this level of detail

Response:

Original PoS is the PoS of the material & consignment that originated from & is normally issued to 1^st gathering point by UDB. It is unique. This means each consignment at any point in value chain will have a combination of POS that can uniquely identify a consignment with its emission footprint. The existing Systems at EOs may store such reference received from UDB in order to aggregate or split for referencing in further trading or conversion. The term original PoS also is referred for a new material generated during a material conversion process.

Training sessions are available from February that can cover these topics.

Material Sustainability : to be specified

Response:

To be able to add the in and out materials and the GHG characteristics, it is possible whilst registering the certificate scope. Additionally GHG emissions are updated for the trade transactions. The question was not very clear to us.

Accept / reject transaction: how are we informed of the buyer or seller's actions? Is there a notification system?

Response:

This feature for auto notification is in our backlog for Q2. The Buyer / seller can see all transactions (accepted, rejected, pending etc.) once they log onto UDB and navigate to the manage transactions section.

How to manage errors in the shipments (bad handling)

Response:

In case of errors in volumes, units & other details, the transaction can be rejected by Buyer in order to correct the same transaction by seller.

Delivery site can also be updated by the buyer subsequently without rejecting the transaction.

GHG Emissions can be updated until the end of Mass-balance period or mandatorily before the consignment is sold.

Time to declare the transaction: The transactions must be in the mass balance only if we have the information relating to the SOP (up to 20 working days after deliveries) to which it is necessary to add 5 days to declare the transaction in the UDB (time of update of our systems and seizure in UDB)

Response:

A seller cannot register a trade on UDB without the PoS details being filled out. i.e. A buyer cannot recognize this transaction in their mass-balance if the trade transaction is not registered by Seller on UDB. It is in their mutual interest to do so at the earliest. i.e. within the mass-balance period.

When traders purchase mix fuels (diesel with biodiesel and gasoline with bioethanol), how should they declare their quantities?

Response:

- Should they take into account only the biofuel, that is contained in the final mix, or should they declare the quantity of mixture? Biofuel is produced based on certain inputs that are supplied from a certified trader etc. Only these quantities can be used for conversion to biofuel

- What information should be registered with 72 hours? (Quantity, raw material, country of origin?)

– Assuming we are referring to conversion of materials to biofuel, then the quantity, raw materials are applicable. Country of origin is traced by UDB automatically for consignments being converted.

We understand that the launch to enter our physical stock is from April 3rd and that the transactions can be entered into the system from May 2nd. What about the transactions issued during this period of time: from April 3rd to 30th? Will we have to integrate them as of May 2?

Response:

These dates are not applicable until most of the EOs are onboarded across the schemes.

Initial stock registration takes into account stock of EOs at a given point in time (Date to be defined). Any trades after this date can only be registered by sellers (except point of origin). As a buyer one can accept such trades. It is possible initially for some period of time to register such trades ex-post

We have taken note that the first gathering point/trader will have 72 hours to send us its batch of raw materials on the platform: This is 72 hours from the date of invoice -Do we also have 72h to accept it?

Yes, this would also apply for Accept & Rejection of transactions.

-Once accepted can we make changes?

No, this will then need to be a corrective procedure, However a buyer can reject the trade so that the seller can correct it.

-If the deliverer does not use the tool, what happens? I

t is the sellers responsibility to register. Otherwise such consignments are not recognized on UDB

-What are everyone's responsibilities?

-Who is responsible if the accepted value is wrong?

Seller is responsible to register the trade transaction. Buyer has the option to accept or reject. Seller can correct the information before resubmitting

Regarding points of origin, do we have to register all our sustainable grain suppliers?

Response:

YES, since the 1st gathering point will have to register the transactions and encode a point of origin. Nevertheless, the points of origin are not supposed to register transactions

What types of transactions should be filled out (all sales and purchases) ? Are internal transfers and productions excluded?

Response:

Any transfers to a site that is listed in the certificate is to be included. UDB only recognizes sites & not storage tanks etc.

Processing & Production is to be recorded under material conversion.

What is the periodicity of entering the transactions?

Response:

There is a delay of several days between the transaction and the POS

Transactions have to be registered within 72 hours of traded date/shipment.

PoS can be updated later but before the end of mass-balance period. A stock cannot be registered for sale to buyer on UDB if the PoS is not up to date.

Do EOs receive information (e.g. mail) if a supplier has created a delivery that must be accepted or do EOs receive information if the customer has not accepted or even rejected a delivery?

Response:

Notifications are sent to the users in the following scenarios:

When a seller initiates a transaction (with the full details e.g., GHG), the buyer is notified.
When the seller cancels the transaction before the buyer accepts, the buyer is notified.
When the buyer accepts the transaction, the seller is notified.
When the buyer rejects the transaction, the seller is notified.
When the seller updates a rejected transaction, the buyer is notified.

In which timeframe does the accept or reject process needs to be done?

Response:

For accepting/Rejecting the trade transaction after the full details (including GHG) is sent to buyer should be 72 hours.

The handover of the emission value is currently not possible. Will there be a function for that?

Response:

Yes, there will be a function for that. It’s in our current sprint.

Is it planned that only the maximum amount of feedstock could be reduced due to transactions? 1) Is it possible to see the current stocks that are left to have a better overview?

Response:

Every time a seller initiates a transaction, the seller can see as part of the meta data the amount he/she has in the mass balance and once the buyer accepts, this reduction in quantity is reflected in the mass balance.

Certificate ID must be copied for each transaction. Is it planned to change that and/ or to link between transactions/ material flows?

Response:

A valid certificate is required for a seller transaction. I.e., the certificate must be valid for the trade date.

Is it possible to merge at PoOs feedstock with the same quality and list the transactions later after the merging process?

Response:

Do you mean if it’s possible to merge several consignments that have the same characteristics (country of origin GHG emissions) into a transaction? If so – yes.

What needs to be entered in the field ‘company reference number’?

Response:

This is an Internal number that is used to reference activities/transactions/trades etc.

Where are the differences between 'Trade Date', 'Loading Date' and 'Delivery Date'?

Response:

For the below scenarios, the Trade date can be interpreted to mean:

Surveyor report: unique identifier is available.
BoL: unique identifier is available.
Truck reports: unique identifier is available.
Internal system reference: unique identifier is available.
Invoicing date of the consignments (i.e., EO can group consignment of multiple shipments that have the same characteristics): unique identifier is available.

The loading date is the date the consignments were loaded from the site of a seller for delivery to a buyer.

The delivery date is the date the consignments were delivered to the buyer’s site.

Clarify if EOs may aggregate PoO buyer trades and on which basis (weekly, monthly, etc.)

Response:

Yes, this can be done and is upto the EO to manage the level of granularity subject to unique consignment footprint i.e. emission, point of origin and evidence that will be used during the audit.

Point out how should individually certified points of origin register the material that is being generated at their site.

Response:

No, Only the first gathering point shall register the material bought from either certified point of origin or point of origins certified as part of 1^st Gathering point.

Explain what the functionality of the “Manage buyers” section is. (background: there is no information in the guide “seller transaction” and EOs are confused about this functionality).

Response:

Manage Buyer feature is used to limit the list of buyers to frequently traded customers/Buyers. This way mistakes can be avoided.

Clarify if EOs can register a transaction for a date in the past when their certificate was valid. (retroactively registering a trade).

Response:

Yes, this will be possible.

Clarify how much time do EOs have to finalize the trade, if the Pos data is not known at the time of the transaction, and the trade is in “provisional“ status.

Response:

PoS data needs to be finalized before the end of the mass-balance period or before sending the transaction to the Buyer

According to the 72h rule, once EOs register a trade, the buyer has 72h to accept or reject it. However, at the moment in time when EOs register the trade, the Pos data is not known. Explain what should EOs do.

Response:

When the seller has completed all the information (Including PoS) and sends the transaction to the Buyer, the buyer will have to confirm the transaction.

Clarify which data can EOs edit if the transaction is in “provisional” status.

Response:

From seller able to edit Place of Loading, Delivery Date, Material, quantity, and POS e-fields if transaction is in provisional status.

Explain what EOs should do in the following situation: they are Trader with Storage, however some of the warehouses are individually certified. The TRS is responsible for their mass balance. How should they be registered in the UDB?

Response:

The trader with storage should have all the warehouses listed in their certificate. If this is not yet the case, please contact your scheme to include the warehouses in your certificate.

Explain what should EOs enter as “trade date” when they aggregate the trades.

Response:

For the below scenarios, the Trade date can be interpreted to mean:

Surveyor report: unique identifier is available.
BoL: unique identifier is available.
Truck reports: unique identifier is available.
Internal system reference: unique identifier is available.
Invoicing date of the consignments (i.e., EO can group

consignment of multiple shipments that have the same

characteristics): unique identifier is available.

Explain what the difference between the “point of origin buyer trade” and “point of origin trade” is. Part A & Part B. Maybe the terminology should be improved? Explain which date should stand for the “trade date”.

Response:

For the below scenarios, the Trade date can be interpreted to mean:

Surveyor report: unique identifier is available.
BoL: unique identifier is available.
Truck reports: unique identifier is available.
Internal system reference: unique identifier is available.
Invoicing date of the consignments (i.e., EO can group consignment of multiple shipments that have the same characteristics): unique identifier is available.

Sourcing Contact

Is it mandatory to register sourcing contact ?

Response:

Sourcing contact allows the possibility add the supplier source of point of origin from which the materials are bought. It is possible to upload the sourcing contacts once per contact using a bulk upload method.

Is there a possibility to do a bulk import - will the UDB have pre-selected third parties (see CarburE)?

Response:

Could you please articulate the pre-selected third parties? We are not engaged with CarburE & neither clear about their activities? On UDB an EO can submit transaction programmatically from their IT systems or with the help of a service provider nominated by Voluntary scheme who can submit on their behalf. With this approach it is possible to submit bulk transactions.

When do we have to fill in the information for the seeds (quantity / GHG)? (it is planned for the UCO but not the seeds)

Response:

All feedstocks being collected by first gathering point shall be registered by 1^st gathering point on the UDB. Again the same approach as above holds good. A trade transaction will include material, quantity etc. Emission characteristics can be updated at a later point in time. Subsequently when 1^st gathering point sells to another party, all information shall be available before registering the trade on the UDB.

Clarify if an EO must add all their points of origin, or only those who generate more than 5mt/month (sign ISCC self-declaration).

Response:

All consignments originating from unique point of origin should be corresponded with appropriate point of origin.

Clarify what the difference between the “maximum estimated capacity/year” and the “maximum sustainable estimated capacity/year” is and provide examples. (background: the guide only defines that “maximum estimated capacity/year” stands for “Amount of capacity per year” and “maximum sustainable estimated capacity/year” for “Amount of sustainable capacity per year”. Users note that it is still not clear what the difference should be.

Response:

The difference between the two is to differentiate the sustainable capacity and both sustainable & non-sustainable capacity per year. If All consignments are sustainable, then both the values shall be the same amounts.

Explain the transition period until 1st April. All sourcing contacts without NTR ID will be deactivate from 1st April.

Response:

After transition period, each point of origin should be identifiable by an NTR ID. If there is a need to include new format as per the legally issued local identifiers, this should be addressed to UDB team before end of March.

Initial stock registration

What is Initial stock registration?

Response:

Initial stock held by the Economic Operator at a site listed in the certificate as on 1^st January 2024 to be registered as a one-time activity to kick start the UDB application.

Precise what the meaning of “registration date” is. (background: in user guide is “date of initial registration of stock”, however tests in the acceptance demonstrated that this date was not always auto filled with today’s data).
Explain what “supports” are, and when do EOs need to enter them. (background: many EOs have replied back that the information in the guide is not clear and they don’t know if “supports” are relevant for them or not.

Refers to Tax breaks or incentives received by the economic Operator. Refer to user guide for list of options and the definitions of these options

Clarify what “company reference number” is and what number should EOs enter there. Can EOs enter their ISCC PoS ID?

Response:

Company reference should be the Internal company reference that can directly or indirectly link the evidence supporting the traded consignment. This reference is to be used during the certification audit.

Describe what “certificate of origin” is and what the difference between “certificate of origin” under the “raw material block” and “fuel block” is. (background: in the guide it only says “certificate of origin: certificate number”. Is this ISCC certificate, or which certificate? This is not clear.)

Response:

Certificate of origin for Raw materials is the certificate of the EO (first gathering point or point of origin) i.e. the certificate issued by a scheme (Voluntary or National)

Certificate of origin for fuels is the certificate of the EO (fuel producer) i.e. the certificate issued by a scheme (Voluntary or National)

Provide an example on how EOs can enter more than one mode of transportation. (background: currently it is possible to enter only one type of transportation. How should EOs proceed when there are multiple transportation modes involved?)

Response:

Multiple transport modes are not required in the case of default value of emission method type. Currently only one method type is allowed and is optional. Option to allow multiple method type will be enabled soon.

This initial Stock, is the physical stock at the end of the mass balance period?

Response:

Initial stock is the quantity available to the EO at a particular site as on 1st January 2024. it can be introduced at any point in time. No deadline is currently set.

what if the initial stock is a combination of different feedstocks?

Response:

If an intermediate product is a combination of multiple feedstocks it can be registered appropriately

What is the deadline of stocks registration in UDB?

Response:

There is no deadline set currently on the application for registering initial stocks

How to deal mandatory checkbox with waste and &residues?

Response:

The mandate on initial stock is removed. But may be applicable for POO – part A in the future.

How to deal mandatory checkbox with waste and &residues?

Response:

The mandate on initial stock is removed. But may be applicable for POO – part A in the future.

This initial Stock, is it the physical stock at the end of the mass balance period?

Response:

Initial stock is the quantity available to the EO at a particular site as on 1st January 2024. it can be introduced at any point in time. No deadline is currently set.

What is the expected stock (physical or credit, a priori credit)? We need a delay linked to the quarterly finalization of the mass balance; what to do when some data are not known/pending on information (in particular at the time of the closing of stocks)?

Response:

The trade transactions is to be registered within 72 hours based on the invoice/shipment details. However the emission details can be updated until the end-of mass-balance period or the sale of the stock, whichever is earlier. In other words, the sale of the stock cannot be registered on UDB unless the emission details are unknown.

What is a transaction? According to us, it is the delivery and exchange of all documents (POS), the transaction can therefore be completed at D+20 after delivery Recommendation : Benefit from 25 working days to declare the stocks (20 working days to receive the documents and regularize the stocks)

Response:

A transaction on UDB is the physical movement of the stock or the trade transaction (for trading without shipment) i.e. on the basis of an Invoice generated during shipment, but not necessarily the PoS. PoS can be updated at a later point in time (if unknown at the point of shipment).

The initial stock registration functionality is still not available on the UDB web platform. Have the dates changed for the opening of next functionalities? Could you give me the updated calendar?

Response:

YES, it is pending onboarding of Eos

Will it be possible, especially for initial stocks, to use bulk data loading (through csv files or similar)?

Response:

Initial stock registration is one time activity and cannot be traced in UDB due to lack tracing of such materials encoded. We do not plan to provide bulk upload for the initial stocks registration.

How can EO that keep a mass balance anti-annually (-seasonally Q1, Q2, Q3, Q4) assign their mass balance to the classification in the UDB?

Response:

In UDB the options for mass balance are 3 months, 12 months.

Member states Databases

Is the UDB database connected to the national databases (Nabisy, Carbure etc)? Does the operator have to enter his data twice or is it automatic?

Response:

We are discussing with the national databases about integration with UDB. The goal would be to reduce burden on Economic operator after integration.

Certificates

How to add new certificate ?

Response:

Certificates can only be added by the schemes.

GHG Type Combination

Response:

For certificates where there are combination of one or more GHG types i.e. the certification of the specific sites & process. The following options can be used (the UDB available certificate GHG categories: DV,AV,NUTS2)

Input	Output	GHG	Use on UDB
Wheat	Wheat	DV, NUTS2	DV
Wheat	Wheat	DV	DV
Wheat	Wheat	NUTS2	NUTS2
Wheat	Wheat	AV	AV

For reporting about the GHG method (the UDB choices available for the GHG calculation method are: TDV,DDV,AV) on PoS for a consignment that has a combination of different GHG applied at different points in the value chain.

GHG	Use on UDB
DV, NUTS2	DDV
DV	DDV
NUTS2	AV
Combination of DDV, AV for disaggregated elements	DDV
AV for all disaggregated elements	AV
Total default Value	TDV

GHG Type Combination

Response:

For certificates where there are combination of one or more GHG types i.e. the certification of the specific sites & process. The following options can be used (the UDB available certificate GHG categories: DV,AV,NUTS2)

Input	Output	GHG	Use on UDB
Wheat	Wheat	DV, NUTS2	DV
Wheat	Wheat	DV	DV
Wheat	Wheat	NUTS2	NUTS2
Wheat	Wheat	AV	AV

For reporting about the GHG method (the UDB choices available for the GHG calculation method are: TDV,DDV,AV) on PoS for a consignment that has a combination of different GHG applied at different points in the value chain.

GHG	Use on UDB
DV, NUTS2	DDV
DV	DDV
NUTS2	AV
Combination of DDV, AV for disaggregated elements	DDV
AV for all disaggregated elements	AV
Total default Value	TDV

Form the view of a Voluntary Scheme: How will be the certificates be up to date? What will happen to the certificates that have become invalid? Does the VS needs to intervene and change that manually?

Response:

It is the accountability of the scheme to ensure all certificates are up to date.

Is it possible to handle the certificates from a Certification Body point of view within the Database? o What will be the role of a Certification Body within the Database?

Response:

Yes the scheme can delegate this responsibility to the certificate body. The VS invites the CB Leaduser, whilst the CB Leaduser invites the CB user. They will be able to perform certain tasks. These will be listed in the user manual in the next 2 weeks latest.

Form the view of a Voluntary Scheme: How will be the certificates be up to date? o What will happen to the certificates that have become invalid?  Does the VS need to intervene and change that manually? –

Response:

It is the accountability of the scheme to ensure all certificates are up to date.

Form the view of a Voluntary Scheme: How will be the certificates be up to date? o What will happen to the certificates that have become invalid?  Does the VS need to intervene and change that manually? –

Response:

It is the accountability of the scheme to ensure all certificates are up to date.

Is it possible to handle the certificates from a Certification Body point of view within the Database? o What will be the role of a Certification Body within the Database?

Response:

Yes the scheme can delegate this responsibility to the certificate body. The VS invites the CB Leaduser, whilst the CB Leaduser invites the CB user. They will be able to perform certain tasks. These will be listed in the user manual in the next 2 weeks latest.

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