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Track and Trace

ACS provides guidance on track and trace regulations, but we are not responsible for registering retailers or providing codes.

Tobacco Track and Trace: Transition to new IT Provider

ACS has created an explainer video to provide more information about the transition, available to view below.

What is happening?

The UK tobacco track and system is moving from the current IT provider De La Rue (DLR) to a new IT provider called Dentsu.

The tobacco track and trace system traces tobacco products manufactured in or imported into the UK through the supply chain down to individual retail sites. This is done through the use of a unique identifier code associated with every tobacco product which is scanned throughout the supply chain all the way down to retail businesses that have unique Economic Operator IDs and Facility IDs.

When is the transition to the new IT provider  happening?

The new Dentsu system will go live on the 1st of July.

Prior to the 1st of July, retailers currently registered to the DLR system will have received emails from no-reply@qa-uk-trackandtrace-dentsutracking.com informing them of their automatic registration transfer from the current DLR system to the new UK system (Dentsu). This initial registration period is only for the Dentsu test system, which enables retailers to familiarize themselves with the new system prior to the go live date.

What will retailers have to do?

Dentsu will automatically transfer existing businesses and their existing identifier codes prior to the go live date of the 1st of July.  

This means that your Economic Operator Identifier Code (EIOD) and Facility Identifier Code (FID) will be transferred and remain the same on the new system.

Retailers will receive a second e-mail from Dentsu that will be sent out between 20 June and 1 July. This e-mail will confirm the retailer’s registration to the live Dentsu UK track and trace system. It will also include their login data that will allow them to access and manage their account. This email is important and should not be deleted.

Retailers will have to activate their new Dentsu account. You will receive a welcome email with a default password (to be changed upon first login).

ACS encourages retailers to check and verify all the information created in the new system as soon as possible to avoid any disruption.

What about after the 1st of July?

Retailers that are not already registered on the track and trace system can apply for Economic Operator IDs and Facility IDs through Dentsu after the 1st of July by first registering an account on the UK Issuer Portal by clicking the “Register” button on its main page here.

Each Economic Operator will have 1 Organisation created into the UK ID Issuer as their “Organisation Account”. Via this account, a company can then register additional EO-IDs. Account registration consists of four key steps:

Step 1: Select organisation type

Step 2: Fill in the Organisation details that are to be registered in the UK System

Step 3: Select whether or not your company requires to order unique-level unique identifiers and/or aggregated level unique identifiers from the UK ID Issuer

Step 4: Complete all User Information details of the person managing the organisation account

More Information

  • For general information concerning the transition, click here to access Dentsu’s website information notice.
  • Dentsu have also released a communication package to businesses that covers what the new system is and how the transition works, which can be reached here.
  • Technical Specific Information that covers the new system for retailers, suppliers and distributors is available via this link.
  • Dentsu Track & Trace FAQ section can be accessed here.

Please contact daniel.askew@acs.org.uk for further information.

 

More Information About Track and Trace

What is track and trace?

Since 20th May 2019, tobacco manufacturers have been required to provide unique identifier codes on cigarettes and hand-rolling tobacco products.

Cigarettes and hand rolling tobacco must also be tracked through the supply chain. This means that distributors, wholesalers and retailers with distribution centres are required to scan these products in and out of their warehouses.

When retailers are purchasing cigarettes and hand-rolling tobacco with unique identifier codes, they are required to have an Economic Operator Identifier Code and a Facility Identifier Code so that the supplier can track the business and store that those products are moving to.

Is it just manufacturers and wholesalers that are required to scan products? What do I need to do if I move tobacco products from one of my stores to another?

Retailers will have no obligation to scan or track tobacco products that they receive in-store.

The last movements that must be tracked is the sale from the manufacturer/wholesaler to the first retail outlet (to the first premises that sells directly to the consumer) when cigarette and hand-rolling tobacco products departs the warehouse or delivery vehicle.

This means that retailers will have no obligation to scan or track movements of their stock between stores in the same business.

I store/distribute tobacco products within my business, what do I need to do?

If retailers store (at a different address to their shops) or distribute tobacco products within their business or sell cigarettes and hand-rolling tobacco to other businesses, they will need to obtain equipment to record the movement of these products. The tobacco industry are responsible for providing the equipment and have appointed a third party provider ‘SGS’ to act as the single point of contact. To find out more information, such as how to work out what equipment is needed and how to obtain it, visit the SGS website at: https://ontrack.sgs.com/en-US/.

What happens if I don’t comply?

If a retailer does not have an Economic Operator Identifier Code and a Facility Identifier Code, they will not be able to purchase tobacco.

Where can I get more information?

HMRC published information (https://www.gov.uk/guidance/selling-and-storing-tobacco-products) in January about how the upcoming regulations will affect retailers selling and storing tobacco products. The guidance also includes information for wholesalers which covers recording sales, scanning tobacco products and aggregating unit packs.