On January 2019 the European Registry for Energy Labelling (EPREL) will officially be put into use. From this moment a selection of data and documentation will need to be uploaded in a European database for all products that are subject to Energy labelling regulation and 'placed on the market'.

A state of affairs of the EPREL developments was provided in our article Ecodesign and Energy labeling: new obligations and revisions for the end of 2018 / beginning of 2019 (publication date: 27/07/2018). 

The focus in this article will lie on explaining the current test phase and the proposed procedures for uploading the data. Self-testing is certainly possible; this article will provide a short explanation of the different methods for uploading in EPREL based on which it should be possible to start your own testing. It is strongly recommended not to test with real data as the database is momentarily not secure yet. It is also good to keep in mind that the uploaded data is being erased during the regular updates of the database.

Update on 14/12/2018: The EPREL database is online for product registration: https://energy-label.ec.europa.eu.

Update on 03/12/2018: New testing environment has been introduced, which is secure for the testing of sensitive data. The links in the article have been updated.

Why a database?

As discussed in the previous article, the legal basis for the development of the product database comes from the Regulation on Energy labelling 2017/1369/EU. This Regulation resulted from the revision of the Directive 2010/30/EU and states that the database should be implemented by January 1st, 2019.

Who should upload the product data?

Regulation 2017/1369/EU refers to the obligations of the supplier. The supplier is defined as 'a manufacturer established in the Union, the authorised representative of a manufacturer who is not established in the Union, or an importer, who places a product on the Union market'.

Which data should be uploaded?

Article 12 and Annex I of the Regulation 2017/1369/EU specify what the database should look like and which data will need to be uploaded in it. For suppliers it concerns the following data:

  • the name or trademark, address, contact details and other legal identification of the supplier (public part);
  • the model identifier (public part);
  • the label in electronic format (public part);
  • the energy efficiency class(es) and other parameters of the label (public part);
  • the parameters of the product information sheet in electronic format (public part);
  • the model identifier of all equivalent models already placed on the market (compliance part);
  • the following technical documentation (compliance part):
    • a general description of the model, sufficient for it to be unequivocally and easily identified; references to the harmonised standards applied or other measurement standards used;
    • specific precautions that shall be taken when the model is assembled, installed, maintained or tested;
    • the measured technical parameters of the model;
    • the calculations performed with the measured parameters;
    • testing conditions if not described sufficiently in point (b).

How should the data be uploaded?

As a supplier it is first necessary to create an organisation in order to be redirected to the homepage. Next there are two options for the upload of data; through manual or serial registration. In the case of manual registration all registration fields need to be filled-in separately for each model. In case of serial registration a zip-file needs to be created including data on multiple models and the corresponding technical documentation, which can be uploaded at once into the EPREL database. 

Check the EPREL database (testing environment)

To log in a personal European Commission Authentication Service account (EU Login) is required. Click here to create your free account.

Figure 1: Homepage EPREL database (test version) (date: 24/8/2018)

In case of a manual upload it is necessary to first select the right product group. Once the product group is selected, a new entry can be created for the model in which all relevant data can be added. In case of a serial upload a zip file with the necessary data can be uploaded directly from the homepage. 

Create an organisation

At a first login it is necessary to create an organisation in order to be referred to the homepage. You can create a login by going to 'create a new supplier organisation' and filling in the required data. In the current version (0.0.14) only one user per organisation can be registered. In the future the user will be able to add colleagues by sending them an invitation from the database. It is possible to create two organisations with the same name, but not two organisation with the same name and the same VAT number.

Update on 14/12/2018: A number of functionalities have been added with regard to the organization:
- New users must accept a privacy statement to be able to create an organization.
- The 'Supplier Admin' can create a list of contacts for a company. When adding contacts per model, you can select from this general list of contacts.

Update on 03/12/2018: More information is required for 'Supplier organisation' on the type of supplier and the option to send invitations to colleagues as 'backup Supplier Admin' or 'Supplier User' is now available in 'User management'. 

Manual registration

In case of a manual upload it is necessary to first select the relevant product group. Click then on the main page of the productgroup on 'create' and 'new'. A new screen will appear where the 'model identifier' and 'supplier name or trademark' need to be filled-in.

Update on 03/12/2018: Possibility to add trademark reference now available to be selected from list of trademarks or added manually.

Figure 2: Webpage for creating a new model in case of manual data entry (date: 24/8/2018)

This will create a new page for the model. On this page other data can be added, such as date of placement on the market, the energy classification and the energy efficiency index. It is not mandatory to fill-in the 'date of end of placement on the market' at this moment (this can be filled-in at the moment the product is taken of the market). It is also not necessary to fill-in 'specific procedures' in this section as there is a possibility under 'technical documents' to directly upload 'specific procedures documents'.

Figure 3: Webpage for creating manual entry of detailed product data (date: 24/8/2018)

A technical document can be added by selecting 'edit' on the left side on the page 'Technical Documentation' and subsequently 'add' on the right upper side of the page in the title bar of 'Technical Documentation'. A new window will appear in which the document can be added. Per technical document the following items need to be indicated: the language, the title and parts included in the technical documentation based on the following options: 'General description', 'Reference to harmonised standards', 'Specific precautions', 'Measured technical parameters', 'Calculations', 'Testing conditions' and 'Additional part'. There is a possibility to encrypt the documents. 

Figure 4: Webpage for technical documentation (date: 29/9/2018) 

The energy label can be generated on the page 'Label/ Fiche' once all data is included. Finally it is important to include the contact details concerning the energy label under 'Contact'. The other available pages provide an overview of the information that has been filled-in (Versions) or the linked equivalent models (Equivalent Models). 

Figure 5: Webpage for automatic generation of the energy label (date: 24/8/2018) 

Further explanation is available in the 'User guide – 02 Manual upload of models'. 

Update on 26/10/2018: the upload button has been moved to 'upload page' under 'Settings' (gear icon at the top right side of the page).

Update on 03/12/2018: Removal of the mandatory order of the publication of models for 'Equivalent models'.

Serial registration

In case of serial registration it is necessary to first prepare a zip-file including a 'registration-data.xml' file and a folder 'attachments'. Examples of these zip-files per product group can be found in the EPREL workspace. Once all necessary data is included in the zip-file, it can be uploaded on the homepage of the EPREL compliance website by selecting 'upload models'. A separate window will appear in which a selection can be made between a normal or encrypted upload. 

Figure 6: Webpage for serial registration of product data (date: 24/8/2018)

The data for all models that need to be registrered should be specified in the 'registration-data.xml' file. The basic template for this file can be seen in figure 6. The template can be classified in seven parts: 

Figure 7: Basic template for the 'registration-data.xml' file (date: 29/8/2018) 

Step 1 – Input identification codes

  • Request ID: This includes free space for a maximum of 32 characters of text to add for example an internal reference number to the registration request (for example: 20180829johnson127)

Step 2 – Input basis data model

  • Operation ID: This includes the reference number for the registration of a model. In case two models need to be registered, two operation IDs need to be created.
  • SupplierTypeEnum: Here the type of supplier needs to included based on three options: 'manufacturer', 'legal_representative' of 'importer'. The basic template for the 'registration-data.xml' file indicates 'manufacturers' as a default.
  • Model identifier: Here the reference number of the (product)model needs to be included.
  • Supplier name or trademark: Here the name of the supplier or brand needs to be included.
  • Delegated act: Here the corresponding regulation for energy labelling needs to be indicated. The purpose is to place the (product)model in the correct category. For example, in case of a light source the regulation is (EU) No 874//2012. This is translated in the template as EU_874_2012.

Step 3 – Option to generate energy label via the database

  • Energy label xsi:type: This is meant to indicate whether a separate energy label will be uploaded manually or whether the energy label should be generated automatically from the database. In the standard template 'ns6:GeneratedEnergyLabel' is indicated as a default; this means no separate energy label will be uploaded manually (and that the energy label will be generated automatically from the database).

Step 4 -Date of placement on the market

  • On_Market_start_date: Here it needs to be indicated when the (product)model will be placed on the market. It is possible to include a date in the past in case the product has already been place on the market.

Step 5 – Addition of technical documentation

  • Technical documentation: This is the place to indicate the technical documentation files that need to be uploaded for the model. These files need to be added in the folder 'attachments'. Per separate file that needs to be included a separate entry for <DOCUMENT> has to be created. The FILE_PATH (name of the file exactly as in the 'attachments' folder) and LANGUAGE (de language in which the file has been drawn up) need to be specified per document. Also the technical documentation parts that are included in the file need to be indicated by deleting those that are not relevant. For example; by deleting on the line <TECHNICAL_PART>CALCULATIONS</TECHNICAL_PART> no check mark will be included on the 'Technical Documentation' page under 'e' (see Figure 4).

Step 6 – Input contact details

  • Here the contact details relevant to the energy label need to be included.

Step 7 – Input energy classification

  • These two fields serve to include the energy classification and the weighted energy consumption in kWh per 1000 hours. To include the energy classification it is necessary to use one of the Energy labelling values ranging from A++ to G.

At least one 'registration-data.xml' file always needs to be included in the zip-file with this exact name. It is also required to have a folder named 'attachments' in the file. In this folder the files that have been included under 'Technical Documentation' need to be added. The name of these files always needs to correspond with the name indicated under 'FILE_PATH' in the 'registration-data.xml' file. To add a second model, the data from 'productOPERATION' needs to be copied and adjusted. A large question mark remains how the data from the database of a supplier can be automatically translated to the format of the registration-data.xml file.

The number of input data can differ per product group dependent on the product specific demands in the Energy labelling regulation. More information on these input data can be found in the manual

Update on 26/10/2018: An overview of the input data can also be found in the file 'EPREL - Compliance site - Exchange model v1.10.xlsx' on the EPREL Exchange Model Documentation v2.1.0 page of the European Product Registry for Energy Labelling (EPREL) Workspace.

Update on 03/12/2018: The following changes have been made to the xml file for serial registration:
- the following (optional) attributes have been removed from 'ModelSpecificContactDetails': FAX_NUMBER, SOCIAL_NETWORK_ACCOUNT, FIRST_NAME, LAST_NAME.
- In the xml registration file, 'eprel' (marked in bold + strikethrough) should be removed from the file: xmlns:ns3="http://eprel.ener.ec.europa.eu/services/eprel/productModelService/modelRegistrationService/v2"

NEW: System-to-system registration

Update on 03/12/2018: The system-to-system functionality is now available in the testing environment for testing purposes only. System-to-system is an option to set-up an automatic exchange between the supplier's and EPREL databases using eDelivery. To connect, send an email to ENER-EPREL-HELPDESK@ec.europa.eu.

Support and helpdesk

The European Commission has created a specific forum to directly share feedback on the database and the upload procedures. This forum can be found on the EPREL workspace. Generally questions on the forum are answered within a day. The EPREL workspace also included manuals, basic templates and an overview of the questions asked during the EPREL stakeholder meetings. Finally the workspace includes a referral to the Technical helpdesk: ENER-EPREL-HELPDESK@ec.europa.eu

Most relevant links

The content of this article was developed in collaboration with Eurovent.