Taking too long? Close loading screen.

EPREL – testing of the upload procedures (GEN – 946.00)

03 October 2018

8 min read
European Policy

EPREL – testing of the upload procedures (GEN – 946.00)

03 October 2018

8 min read

GEN – 946.00. The first prototype of EPREL has been analysed and tested by Sandrine Marinhas (Eurovent Certita Certification) and Charlotte van de Water (Eurovent Member Association Agoria) while exchanging information with Oscar Miralles, one of the Commission Policy Officers dealing with the practical implementation of EPREL. Charlotte van de Water has composed an article that provides a concrete insight into the procedures. This is referred to in the text below.

Introduction – delay with prototypes

The test phase for products within the scope of Eurovent has encountered some delays.

The Commission is confident that EPREL will start on 1 January 2019. Because of the delays, a “grace period” would be introduced, meaning that use and verification of data in EPREL by Member States would only begin around mid-2019. 

Five product groups are subject to energy labelling regulations:

  • Professional refrigerated storage cabinets(Regulation 2015/1094)
  • Residential ventilation (Regulation 1254/2014) 
  • Air-conditioners (Regulation 626/2011) 
  • Space heaters, including heat pumps (Regulation 811/2013)
  • Water heaters, including heat pumps (Regulation 812/2013) 

The prototype for Local Space Heaters (Regulation 2015/1186) is available since mid-July. 

The prototype for residential ventilation units should appear within September.


As indicated in the introduction, Sandrine Marinhas and Charlotte van de Water have tested the prototype. Testing is indeed possible. The article below focusses on the test phase and the proposed upload procedures. It should allow the staff within companies that have to upload data into EPREL in future to become familiar with the procedures.

It is possible to test the prototypes, but it is recommended not to use actual data because the database is not yet secure. It should be borne in mid that the data that have been entered will be erased with the updates of the prototypes. 

Who must upload data?

Suppliers shall, before placing on the market a unit of a new model covered by a delegated act, enter the information for that model in the public and compliance parts of the product.

A 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 information must be uploaded?

This is stated in detail in the article 12 Annex of Regulation 2017/1369:

  • Information to be entered in the public section of the database by the supplier:
    1. The name or trademark, address, contact details and other legal identification of the supplier
    2. The model identifier
    3. The label in electronic format
    4. The energy efficiency class(es) and other parameters of the label
    5. The parameters of the product information sheet in electronic format
  • Information to be entered in the online portal by the Commission:
    1. Contact details of Member State market surveillance authorities
    2. Working-plan pursuant to Article 15
    3. Minutes of the Consultation Forum
    4. An inventory of delegated and implementing acts, transitional measurement and calculation methods and applicable harmonised standards
  • Information to be entered in the compliance section of the database by the supplier:
    1. The model identifier of all equivalent models already placed on the market
    2. The technical documentation as specified in Article 12(5)
      The Commission shall provide a link to the Information and Communication System on Market Surveillance (ICSMS), which includes the outcome of compliance checks performed by Member States and provisional measures adopted
  • Functional criteria for the public section of the product database:
    1. The model identifier of all equivalent models already placed on the market
    2. Each product model shall be retrievable as an individual record
    3. Tt shall generate a single viewable, downloadable and printable file of the energy label of each model, as well as the linguistic versions of the complete product information sheet, in all official languages of the Union
    4. The information shall be machine readable, sortable and searchable, respecting open standards for third party use, free of charge
    5. An online helpdesk or contact point for the supplier shall be established and maintained, clearly referenced on the portal

How to upload data?

The supplier will first have to create an “organisation” so that he can enter the starting page.

Then he will have to choose the manner of uploading: manually or system-to-system.

When opting for manual upload each field will have to be filled for each model that has to be registered. The other option is to prepare a zip file that includes the data for all models and the accompanying technical documents. This option allows for uploading in a single action.

Link to EPREL test environment: https://webgate.acceptance.ec.europa.eu/eprel/compliance/screen/product/home.

To log in the supplier must create his personal EU login. This can be done, free of charge, through the European Commission Authentication Service: https://webgate.ec.europa.eu/cas/eim/external/register.cgi?loginRequestId=ECAS_LR-560641-1CCANZhlFMI4y8zM1ROMYlzQQgruHlOpcBgNTAzkaTzuaechk0fQw3TTu3b57KpkoUnBUczOX4JuRaVrPV3zWvoG-PHslUMVSXYCPUzqqAgtuhU-T2VPzcl4fMizv6OX55aS8dL8GgLw1Gx0yJEYwxJGlvOW

Figure 1: Starting page EPREL database (prototype/test phase)

For manual uploading, it is necessary to choose the correct product group. Within the product group a new model can be created, and all data can be entered.

In case of automatic uploading, the zip-file (with the data that have been prepared in advance) can be entered.

Creation of an organisation

At the first login one is required to create an organisation so that one can be directed to the database. Go to ‘create a new supplier organisation’ and fill in the relevant data. The current version (0.0.14) allows only for one user per organisation to be registered. In future, the user will be able to add colleagues by sending them an invitation via the database. It will be possible to create two organisations with the same name, but not two organisations with the same VAT number.            

Manual uploading

Select the product group and at the start page of the product group click on ‘create’ and ‘new’. A new screen will pop up where one must fill in the ‘model identifier’ and ‘supplier name or trademark’. 

Figure 2: Page for manual uploading of a new model 

In the next step a page for the model must be filled with other data such as the date of placing on the market, energy efficiency class etc. It is not necessary to fill in the ‘date of end of placement on the market’, this can be done when this date is known. It is not necessary to fill in the ‘specific procedures’ in this section because under ‘technical documents’ there is a possibility for direct uploading.

Figure 3: Page for the manual uploading of product data

A ‘technical document’ can be added by clicking on “edit” on the left-hand side on the page ‘Technical Documentation’. Thereafter click “add” on the right-hand side in ‘Technical Documentation’. A new window will open where the document can be added.

For each document the language and a title must be indicated together with a choice among: ‘General description’, ‘Reference to harmonised standards’, ‘Specific precautions’, ‘Measured technical parameters’, ‘Calculations’, ‘Testing conditions’ and ‘Additional part’. These documents can, if desired, be encrypted.

Figure 4: Page for the technical documentation

When all data have been uploaded, it is possible to generate the energy label on the page ‘Label/ Fiche’. One must add the contact data related to the energy label under ‘Contact’. The other pages will provide an overview of the information that has been uploaded, both the information provided (Versions) and linked equivalent models (Equivalent Models).

Figure 5: Page for the generation of the energy label

Additional information can be found in the ‘User guide – 02 Manual upload of models’: https://webgate.ec.europa.eu/fpfis/wikis/display/EPREL/EPREL+Guidelines?preview=/285088651/285088582/EPREL%20-%20User%20Guide%20-%2002%20Manual%20upload%20of%20models%20v1.10.docx


System-to-system uploads

To upload via system-to-system, one must first prepare a zip-file that includes the file ‘registration-data.xml’ and the file ‘attachments’. Examples of zip-files for some product groups can be found on the EPREL workspace: https://webgate.ec.europa.eu/fpfis/wikis/display/EPREL/EPREL+Guidelines.

Once all the model data have been added to the zip-file, it can be uploaded on the page of the EPREL compliance website under ‘upload models’. A separate window will appear where one can choose between a normal or an encrypted upload.  

Figure 6: Page for system-to-system upload

The ‘registration-data.xml’ file should include all the specific data for all the models that require uploading. The basic template is shown in figure 6. This template can be divided into seven parts:

Figure 7: Basic template for the file ‘registration-data.xml’ 

Step 1: Introduction of the identification codes

  • Request ID: There is space for 32 characters at most. It can be used to add an internal reference number to the request for registration (example 20180829modelX127)

Step 2: Introduction of the basic model (product) data

  • Operation ID: This includes the reference number used for the request for registration of a model. If two models are registered, the operation ID must be made twice.
  • SupplierTypeEnum: The type of “supplier” must be chosen among three options: ‘manufacturer’, ‘legal representative’ or ‘importer’. In the current examples the template automatically chooses “manufacturer”. 
  • Model identifier: Here one must introduce the reference number of the model (Product).
  • Supplier name or trademark:Here one must introduce the name of the supplier or the trademark.
  • Delegated act: One must indicate the regulation that applies. The objective is to ensure that the model (product) fits the correct categories. Note that the manner reference is made to the regulations:
  • EU_1094_2015 – Professional refrigerated storage cabinets(Regulation 2015/1094)
  • EU_1254_2014 -Residential ventilation (Regulation 1254/2014) 
  • EU_626_2011 -Air-conditioners (Regulation 626/2011) 
  • EU_811_2013 -Space heaters, including heat pumps (Regulation 811/2013)
  • EU_812_2013Water heaters, including heat pumps (Regulation 812/2013) 

Step 3: Energy label generation

  • Energy label xsi:type: This serves to indicate if the energy label will be added manually and separately or if the energy label will be generated automatically from within the database. In the example it is mentioned that the energy label will be generated from the database (ns6:GeneratedEnergyLabel) and that no sperate energy label will be uploaded.

Step 4: Date of placing on the market 

  • “On_Market_start_date”: One must indicate the date that the model (product) will be placed on the market. If this lies in the past, the related date can be introduced as well.

Step 5: Uploading technical documentation

  • Technical documentation: This served to identify which technical documentation files must be uploaded of the model (product). These files must be added to the folder ‘attachments’. For each document that is added a separate <DOCUMENT>must be made. The FILE_PATH (name of the file as in the folder ‘attachments’) and the LANGUAGE (this the language in which the file has been created) have to be adapted for each document. The parts that are included in the technical documentation are specified by deleting the non-relevant items. 

Step 6: Introduction contact data

  • This are the contact data that will appear on the energy label.

Step 7: Introduction energy class

  • The two fields serve to indicate the energy class (A++to G) and in the example the energy consumption (kWh/100O hours). In the energy class to be selected, the second field could differ depending on the product group.

A ‘registration-data.xml’ file must always appear under the same name in the zip-file. One must always add the file ‘attachments’. Within the attachments, files can be added, such as the ‘Technical Documentation’. The name of the files in their folder must always correspond with the name given by the ‘FILE_PATH’.


Having verified the prototype, it is not yet understood how the data from a database of a supplier can be automatically transferred to the format of file registration-data.xml.


The data to be entered will vary depending on the product group and reflect the content of the related Energy Labelling Regulation. Information on this is available on: https://webgate.ec.europa.eu/fpfis/wikis/display/EPREL/EPREL+Exchange+Model+Documentation+v2.03?preview=/293408021/293408083/EPREL%20Exchange%20model%20v2.0.3.pdf.

Commission helpdesk

Within the EPREL workspace one can share information and feedback on the prototype database and the upload procedures: https://webgate.ec.europa.eu/fpfis/wikis/display/EPREL/EPREL+Workspace+Forum.

Experience shows, that at least during the holiday period, questions are answered within a day. The questions that have been answered can be found here as well.

The workspace contains a link of the Technical helpdesk: ENER-EPREL-HELPDESK@ec.europa.eu.

Recommended Actions

Manufacturers are recommended to test the database once their prototype for their products becomes available.

It is possible that time constraints could occur (uploading should start from 1 November 2019), but it is generally accepted that there will be a “grace period” until approximately mid-2019.

It may prove useful for the Product Groups to test the database in one of their meetings.

Related documents and links

All related documents and articles can be found in the respective sections in the right sidebar.


10 January 2022
  • General
The Commission has published a non-binding FAQ document to provide guidance on how to disclose Taxonomy-eligible activities and assets.
1 min read
10 December 2021
  • General
A regulation supplementing the Taxonomy Regulation was published in the Official Journal of the European Union (OJEU). It specifies how to disclose information according to corporate sustainability reporting requirements.
1 min read
10 December 2021
  • General
The first delegated act of the Taxonomy Regulation was published in the Official Journal of the European Union (OJEU). It contains the Technical Screening Criteria (TSC) for the first two environmental objectives.
1 min read
20 October 2021
  • General
The LIFE sub-programme Clean Energy Transition has issued a call for proposals that can qualify for grants. Three topics may be of interest to the HVACR industry. Around 30 partners are looking for collaboration to introduce a proposal by 12 January 2022....
2 min read
Press "Enter" to start the search

Log in

Don't have a Eurovent Extranet account? Register here!


Are you interested in receiving regular updates from Eurovent? These include, for instance:

  • EU legislation and standards
  • Important WTO notifications
  • Market intelligence and statistics
  • National initiatives and actions by our Member Associations
  • Technological developments
  • Trade shows and conferences

Do you have any questions or are you interested to place your organisation’s advertisement in the next edition of CLIMANOVELA? Feel free to contact us via secretariat@eurovent.eu or +32 466 900 401.