Managing products and EUDR batches with the Supplier Portal
Under the EUDR, companies must collect, evaluate and declare product data. Product data is managed in the osapiens Supplier Portal on the page EUDR Products.
In the following sections, we would like to explain the purpose and usage of product data and EUDR batches in more detail.
Which products must be disclosed?
The EUDR-relevant commodity groups include wood, palm oil, soya, rubber, cocoa, coffee and cattle. Information must be made available for both primary raw materials and processed products derived from these raw materials.
Usually, your customers have already identified EUDR-relevant products, so that the corresponding product master data is displayed in your Supplier Portal.
On the EUDR products page, you can view product master data and add your EUDR batches. The relevant products will only be added to this page after your customers have sent you a product information request or a purchase order request.
Which information needs to be provided about products?
The exact information that needs to be provided may depend on the type of market participant – i.e. whether your company is classified as a non-EU or EU supplier.
Basic information includes, but is not limited to:
For non-EU suppliers: information about the origins of the raw materials and their harvest periods. The origins of the raw materials are identified via geodata.
For EU suppliers: Same information as for non-EU suppliers or, where applicable, DDS reference numbers and validation codes.
Your customers may be able to obtain further information about products from you through questionnaires or certificates.
Why is the harvest date required under the EUDR?
The harvest date indicates when the raw material (e.g., timber or agricultural commodity) was harvested from the land plot. It is required under the EUDR to verify that the product does not originate from land that was subject to deforestation after the regulatory cut-off date of 31 December 2020.
By providing the harvest date, companies can link the product to a specific production period and land plot. This information helps ensure traceability and supports the risk assessment process for the associated land plot.
What is an EUDR batch?
An EUDR batch connects products to the associated EUDR relevant information.
EUDR batch based on geodata: assignment of products to geodata (origin of raw materials) as well as harvest periods.
EUDR batch based on DDS reference numbers (only possible for EU suppliers): Mapping products to your Due Diligence Statements.
EUDR batch based on geodata and DDS reference numbers (only possible for EU suppliers): Mapping products to geodata (origin of raw materials) as well as harvest periods and your Due Diligence Statements.
This mapping enables traceability and ensures that compliance with EUDR requirements can be verified. The creation of the EUDR batch in the Supplier Portal is necessary in order to be able to respond to requests from your customers in a targeted manner.
One or more products can be combined in an EUDR batch, provided that they have the same origin data and time periods or refer to identical DDS reference numbers.
How is an EUDR batch created?
The Supplier Portal offers various ways to create EUDR batches. Please read the step-by-step instructions in the section: Supplier Portal - Products.
How is geodata assigned to the products?
The assignment is done by creating a EUDR batch based on geodata.
How are DDS reference numbers assigned to products?
The assignment is done by creating a EUDR batch based on DDS reference numbers.
Whether you have to provide a verification number together with a DDS reference number depends on your customer's configuration. By default, the verification number is mandatory. If your customer has switched this requirement off, you can create batches without a verification number.
What does the validity of EUDR batches mean?
You have the option to set a validity period for your EUDR batches. The validity period of a EUDR batch determines the period for which the information contained in the batch is valid and usable.
The validity period can help you identify and assign the relevant batches to product or purchase order requests.
In addition, setting a validity for a EUDR batch allows recurring requests to be answered automatically – as long as they fall within the defined period of the batch.
How is the information of an EUDR batch transmitted?
It is possible to create EUDR batches as soon as your product master data is visible to you on the EUDR products page. The EUDR batch is transmitted when responding to a request from your customers. This can be a product request or a purchase order request. Open requests can be found on the Requests page.
How can the transmission of product data and EUDR batches be automated?
Automatic transmission is possible for EUDR batches with a valid validity period. As part of the first request – whether it is a product or purchase order request – you can set the validity date for the batch and enable automatic responses for future requests.
For more information on how to automatically respond to requests using valid EUDR batches, see the article: Answering EUDR Requests.
How can information be provided about exemptions?
For certain situations, there are exemptions within the framework of the EUDR, about which you can inform your customers in the Supplier Portal as follows:
In the case of re-imports of products that were placed on the EU market during the transitional period, use the universal reference number 99EU9999999999 provided by the EU Commission to be able to indicate to your customers that it is an exception.
In the case of re-imports of products that already went through regular due diligence and for which you did not receive an upstream DDS reference number from your supplier, use the universal reference number 22EU2222222222, which is also provided by the EU Commission. This reference number is supported from November 2026.
In the case of product data requests that have an exemption, decline the request and contact your contact person to point out any exceptions.
If a product falls under an exemption, you can declare the batch as not EUDR-relevant when you create it: activate the switch Batch is (not) EUDR-relevant and select the exemption reason from the dropdown. A Document ID as reference is mandatory. Exemption reasons: commodity harvested before 29 June 2023; product contains 100% recycled material or is entirely a used/second-hand item; product contains no EUDR-relevant commodity. In osapiens HUB for EUDR and via the API, such batches are shown as Not EUDR relevant; a validity date and the invalidation of deliveries remain possible.
For any questions about exemptions, we encourage you to coordinate with your customers, as they may have specific requirements for handling exemptions.