Supplier Portal – Requests

On the page Requests, you as a supplier can answer information requests and purchase order requests from your business partners.

In order to be able to answer an information request about land plots, you must first enter your land plot data on the page EUDR Land Plots page in the Supplier Portal. The other prerequisite is, of course, that your business partner has sent you an information request about land plots from osapiens HUB for EUDR.

To be able to answer an information request about products, you must first enter the product and batch data that you want to share on the page EUDR Products in the Supplier Portal.

To be able to answer a purchase order request about product batches, you must first enter your batch data on the page EUDR Products in the Supplier Portal.

Answering information requests about land plots

To answer an information request about your land plots, proceed as follows:

Make sure that you are on the page Requests on the tab Information requests. If there is a request about your land plots, you can see it here.
Click on Share plots for the land plot information request that you want to answer.

In the pop-up window, choose whether you want to share All plots or Specific plots only. If you select Specific plots only, you will have to select the specific land plots that you want to share.

In the overlay Which plots do you want to share?, you can narrow down the list with the filters Country, Commodities, Created date and Tags. The Tags filter lets you select one or more tags. Activate the checkboxes for all the land plots that you want to share and then click on Share plots.

You will see a success message Land plot data shared.

After you have answered all information requests, the tab Information requests will be empty and you will only see the message You currently have no data requests assigned.
If required, you can filter by Type, Request status, Customer name, and Domain name, using the four dropdowns, and by Date using the calendar.
You can remove all selected filters using the funnel button with an X attached. Click on the circular arrow button to refresh the page view.

Answering information requests about products

To answer an information request about your products, proceed as follows:

Make sure that you are on the page Requests on the tab Information requests. If there is a data request about your products, you can see this request here.
Click on Manage request for the product data request that you want to answer.

For each requested product, you will see two pages, where you can assign the product batches that you have previously created.
In our example, we only share the batch data for the Corrugated Shipping Carton product.
To do this, activate the green checkbox(es) next to the respective batch under BATCHES.
By clicking on a batch, you can expand it to view the linked land plots and the corresponding harvest period.
Specify a Validity date until which future requests for this product shall be answered automatically.
If required, you can enter a Comment in the corresponding field at the bottom.
Fill out all request pages this way. Click on Next at the bottom right of each page until you reach the overview page.

On the page Overview, you can check your details again before you answer the product data request. Click on a product and then on a batch to expand the views.
When you are finished with everything, click on Send information at the bottom right.

You will see a success message.
Here, click on Close.

Answering purchase order requests about product batches

To answer a purchase order request for your products, proceed as follows:

Make sure that you are on the page Requests page on the tab Purchase order requests. If there is a purchase order request for your products, you can see it here.
Click on Manage request for the request that you want to answer.
In the wizard that opens after you click on Manage request, step 01 lists all unanswered line items with checkboxes. Select the line items that you want to answer now and continue with the wizard. The line items you do not select stay open in the request and can be answered later. After you submit, the request status briefly shows In progress.

On the page Batch data for product, you can activate the upper switch if it is a Partial delivery. You must then enter the Delivered quantity in the field next to it.
Alternatively, you can activate the second switch Auto-fill for future orders if you want to automate the purchase order data request. This allows you to use the selected product batch data to automatically respond to future requests from this business partner.
Activate the green checkboxes for all batches that you want to select.
If you have activated the second switch, you must also specify a validity date for the respective product batch data until which the automation is supposed to be executed. You can enter the date manually or select it from the calendar.
Click on a batch to expand its view.
When creating batches or answering purchase order data requests, you can add your own references (Reference type and Document ID) instead of the automatically generated document and position IDs. Several references are possible. Available reference types: Purchase order, Delivery, EUDR assessment, Production order, EU DDS, Goods receipt, Sales order, Plot batch number, Other external reference.
When you are finished, click on Next at the bottom right.

You can check your details again on the page Overview. Click on a Product and then on a corresponding Batch to expand their views.
The plot icon at the upper right with the number next to it shows you the number of land plots in this batch.
The calendar icon with the number shows you the number of validity dates in this batch.
The parcel icon with the numbers X/X shows you the number of products hereby delivered in relation to the number requested.
The circle next to it indicates whether it is a complete delivery (green) or a partial delivery (yellow).
You can use the pencil button to edit your batch data again if necessary.
When you are finished with everything, click on Send information at the bottom right.

You will see a success message You answered the purchase order request with the amount of product information shared.
Here, click on Close.

After you have answered all purchase order requests, the tab will be empty and you will only see the message You currently have no purchase order requests assigned.
You can search purchase order requests by Purchase order ID: enter at least three characters in the Purchase order ID search field. The search can be combined with the Customer and Domain name filters. Click the funnel button to remove all filters.
If your customer changes a purchase order (for example new items or changed quantities), the information request is adjusted automatically. A request that was already completed is reopened automatically; the delivery history is kept.

Answering conversations about EUDR cases

Your customer can start a conversation with you about an EUDR case. You can access the conversation in the Supplier Portal. All users of your Supplier Account can view the conversation and respond. You can exchange text and files (images, PDF, Excel, CSV). A conversation has the status Open, In Progress or Closed; only the case manager of your customer can close it.

Answering information requests about CBAM emission data

To answer an information request about CBAM emission data, proceed as follows:

Make sure that you are on the Requests page on the Information requests tab. All CBAM emission data requests sent to you that are still open can be viewed here.
Note: If required, you can filter the display according to the type of Emission data request (CBAM).
Click on the Manage request button for the CBAM emission data request that you want to answer.

The page CBAM EMISSION DATA REQUEST opens. If required, click on HELP & GUIDANCE at the upper right to open the EU CBAM guidance document in a new tab.
Now choose the product for which you want to report the emission data by activating the checkbox next to it.
Note: If you have several products with the same emission data that were manufactured in the same plant, you can activate the checkbox for several products and thus enter the data for several products at once.
Then click on Next at the bottom right.

A new page opens. Fill out all fields with the relevant information. The fields Operator name and Installation name under Operator and Installation are mandatory fields.
The fields below Operator address and contact are partly filled in automatically, as the data is taken from your registration and your organization profile. If this is not the address and contact person of the facility, you can change the data. Make sure that all mandatory fields (marked with an *) are filled in.
Select the Country in which the system is operated. You can only select CBAM-relevant countries here. The country selection has a direct influence on the emission factor used to calculate the indirect emissions (electricity) if you calculate them according to the Commission's rules.

Under Direct embedded emissions, enter the Specific embedded direct emissions (t CO2e / t) in the left-hand field. These are the emissions generated during the manufacture of the product (= direct emissions from the production facilities and the direct embedded emissions from all relevant upstream products) in t CO₂e / unit. For complex products, you can also specify the Share of emissions calculated using default values under Proportion of emission default values in %. This value may not exceed 20%.
You can select the Methodology used to calculate emissions in the Methodological basis dropdown. You can select either Commission rules or Other. If you have selected Other, you must also fill in the Name of methodological basis field next to it.

Under Indirect embedded emissions, select the Source of the emission factor from the dropdown. If you have selected Commission based on IEA data, the field Emission factor for electricity (t CO2 / MWh) is automatically filled according to the country selected above. If you select Other, you can overwrite the Emission factor for electricity (t CO2 / MWh) and specify the Source of the emission factor value.
Select the Source of electricity from the drop-down menu. The following are possible: Direct technical connection to the electricity generator, (Bilateral) power purchase agreement or Received from the grid.
In the Electricity consumed (MWh / unit) field, enter the electricity consumption in MWh per measurement unit of the product.
The Specific embedded indirect emissions (t CO2e / unit) field is then calculated automatically.
Finally, under Reporting period, enter the period in which you measured the emissions in the Start of reporting period and End of reporting period fields or select them using the calendar buttons.
Finally, click on SUBMIT at the bottom right.
When answering a CBAM request, you can upload CBAM documents with + ADD DOCUMENT. The documents you upload are also available in your customer's Document Library.

Note
If you are unable to provide the data required for CBAM, you can also select the checkbox We hereby confirm that our organization is unable to provide all required information at this time, provide a justification in the pop-up that appears and click SUBMIT. Your customer will then receive your partially completed response back and will have to rely on EU default values for the CBAM reporting of your products.

You are back on the page CBAM EMISSION DATA REQUEST. On the bottom left, a success message Emission data was submitted is displayed. Below Reported Products you can see the product that you just reported with the status Complete.
Repeat the steps 4-16 for each of the Requested products.

As soon as all products have been reported as Reported products with the status Complete, you will see the Request status Complete at the upper left.
Click on the back arrow at the upper left to return to the Requests page. Now you have successfully answered the CBAM emission data request.

Viewing the request history

Proceed as follows to view the request history:

On the page Requests, click on the tab History. Here you will find all previous information and purchase order requests that you have already answered.
In the dropdown menu Type, select the type of answered requests that you want to see. The options are: Purchase order data request, Land plot data request, Product data request, Compliance request, Emission data request.
In the dropdown menu Customer, select the customer whose requests you want to see.
In the field Date, select the date of the requests that you want to see via the calendar.
Click on the funnel button with an X to remove all selected filters. Click on the circular arrow button to refresh the view.
In the middle, you can see all requests that were found with the selected filters.