Mandatory digital track and trace systems are becoming a standard regulatory requirement in many countries, especially for goods such as tobacco products, alcohol, water and other non-alcoholic drinks, pharmaceuticals, and other mass-market items.  

For importers, compliance is not limited to simply placing goods on the market — it requires careful coordination with manufacturers, customs authorities, logistics providers, and the national marking operator. 

In this post, we’ll explore the key principles importers should follow to work effectively and legally within a digital track and trace system. 

 
What Is Digital Track and Trace?  

Digital track and trace refers to the use of digital technologies to continuously monitor, record, and verify the movement and status of goods throughout the supply chain. By capturing data at each stage — from production and shipping to importation and final sale — it provides real-time visibility and end-to-end traceability.  

For importers, digital track and trace enhances operational efficiency, supports regulatory compliance, and enables faster, more informed decision-making in an increasingly complex global trade environment. 

Core Principles for Importers Using Digital Track and Trace Systems 

Companies that understand how to work effectively with a track and trace system move goods faster through customs, avoid costly penalties, and build trust with regulators, partners, and consumers.  

Here’s how importers can turn mandatory marking into a streamlined, reliable business process. 
 

1. Start with Proper Registration and Full System Access 

Every successful track and trace journey begins with official registration. Importers must be legally established in the country of sale and registered as an authorized importer with local authorities. 

Equally important is registration with the national track and trace system operator. This step gives importers: 

• Full access to the marking platform 

• API credentials for automation 

• Official support and technical documentation 

Without this foundation, importing regulated products is simply not possible. 

 
2. Align Early with Customs Requirements 

One of the most common mistakes importers make is assuming marking can be handled “later.” In reality, most countries strictly prohibit the import of unmarked goods. 

Customs authorities will refuse clearance if marking codes are missing or invalid. In rare cases, some countries allow marking at temporary storage warehouses — but these facilities are limited and must be approved in advance. 

Smart importers clarify customs rules early and build their logistics and marking strategy around them, avoiding delays and rejected shipments. 

 
3. Build Strong Manufacturer Agreements 

For mass-market products such as tobacco, pharmaceuticals, or consumer goods, manufacturers play a critical role in track and trace compliance. 

Importer–manufacturer contracts should clearly require: 

• Integration with the destination country’s track and trace system 

• API-based access to the system provided by the operator, enabling factories to automatically connect and retrieve codes 

• Automated reporting of code application 

• Full aggregation reporting (packs, blocks, cartons) 

When manufacturers handle marking correctly at the production stage, importers gain faster customs clearance, full transparency, and reduced operational risk. 

 
4. Leverage Aggregation and Transport Codes for Efficiency 

Beyond individual product codes, smart aggregation makes logistics simpler. 

Manufacturers can pack products into blocks, cartons, or containers and apply: 

• Aggregation codes for grouped products 

• SSCC logistic codes for transport packaging 

These codes allow importers to declare shipments at a transport-unit level, significantly speeding up customs procedures while maintaining full traceability. 

 
5. Use Logistics Centers When Needed — With Clear Rules 

In some regions, especially in the Baltics, importers rely on specialized logistics centers for marking. 

In this model: 

• Goods arrive unmarked 

• A logistics partner applies codes on behalf of the importer 

• Aggregation and application data is sent to the system 

Success here depends on contracts. Importers must ensure logistics partners not only apply codes correctly but also submit all required reports. Without data, the codes are invalid. 

 
6. Plan Ahead for Existing Inventory 

When mandatory marking rules are introduced, unmarked stock can quickly become a liability. 

Importers should: 

• Review transition rules carefully 

• Use any grace periods allowed for selling existing inventory 

• Order and apply marking codes to remaining stock if required 

Proactive planning prevents product write-offs and revenue loss. 

 
7. Protect Your Codes During Transportation 

Marking compliance doesn’t end at production — it extends through the entire supply chain. 

Damaged packaging, moisture, or poor handling can make codes unreadable. While customs may only check for the presence of a code, unreadable codes later become the importer’s responsibility. 

That’s why transport contracts must include: 

• Packaging protection standards 

• Handling requirements 

• Liability for damaged or unreadable codes 

Protecting code quality protects your business. 

 
8. Handle Special Products with Tailored Solutions 

Some products don’t fit standard processes. Hand-rolled cigars, for example, require a customized approach. 

In these cases, importers may: 

• Order marking codes directly from the operator 

• Print labels locally 

• Send them with clear placement instructions to the manufacturer 

This approach ensures compliance without damaging packaging or violating health labeling regulations — proving that even complex products can be fully traceable. 

 
9. Always Use Codes from the Destination Country 

One rule is absolute: marking codes must come from the operator of the country where the product will be sold. 

Using the wrong country’s codes — even by mistake — results in: 

• Immediate detection during scanning 

• Shipment seizure 

• Classification as counterfeit goods 

• Fines for both importer and distributor 

Strict control over code origin is essential, especially when working with manufacturers serving multiple markets. 

 
10. Partner Closely with the Track and Trace Operator 

Finally, the most successful importers treat the track and trace operator as a partner — not just a regulator. 

By maintaining close contact with operator support teams, importers can: 

• Resolve technical issues faster 

• Align manufacturers on integration requirements 

• Avoid costly reporting errors 

This collaboration transforms compliance from a challenge into a well-managed, scalable process. 

What Makes traceCORE Digital Track and Trace Stand Out Among Other Solutions 

traceCORE Digital Track and Trace for Governments is a centralized, government-controlled software platform that provides full visibility into product movements across the supply chain — from importation or manufacturing through to the point of sale.  

Designed to support regulatory oversight and public safety, the platform delivers real-time insights and end-to-end traceability across all supply chain participants. 

Conclusion 

Working with a track and trace system is not just a technical task — it is a complex operational process involving legal registration, customs coordination, manufacturing control, logistics planning, and continuous reporting. 

Importers who proactively define responsibilities, ensure correct code usage, protect packaging integrity, and maintain close communication with system operators can avoid fines, delays, and confiscations — and ensure smooth access to regulated markets.