All about creating label registrations

What are label registrations?

Some states want to know what you’re going to sell in their state, and in most cases, they want to approve it before it’s offered for sale. States may want to know which wholesalers or territories you’re selling to, or if you change anything on your label - an image for example. All of this is part of ShipCompliant Registrations.

In this article, the term label registration is used to describe a registration requirement for a COLA, a label, a product, a brand, or all of these. The level of detail needed varies from state to state.

You don’t always need a COLA to do a label registration. For spirits, most wine, and some beer, you need to have an approved COLA before you register your label with the state. But for some beer, for example, you’ll register your label without having a COLA to reference. Read more about COLA's.

Registering for distribution to consumers, wholesalers, or both

While product registrations are more common in wholesale distribution, registrations are also required for direct-to-consumer distribution in some states. States may allow for a registration to apply to both distribution types. Read more about which states this applies to, and how to view the distribution type of a label registration.

The process for registering a label is similar for both distribution types.

Creating a registration packet

During the registration packet creation process, avoid navigating away from the registration tool or going to ShipCompliant from any other browser window ー this ensures all your progress is saved.

1. In ShipCompliant, click the Registrations tab and select State - New.
   
   
   
   
2. Click the New Registration button.
   
   
   
   
3. Select the type of registration you’d like to create.
   • New Brand Registration
     • Register a label belonging to a brand that hasn’t been previously registered (effectively registering the brand, as well as (but not necessarily) the label).
   • Line Extension
     • Register a label belonging to a brand that has previously been registered (effectively registering the label; not the brand).
   • Revision
     • Notify states of changes to a label that has previously been registered, such as:
       • New ABV (Same COLA)
       • Allowable graphics change
       • New bottle size, container type, or case configuration
       • New vintage (wine)
       • Change in appellation (wine)
       • New age or flavor (spirits)
   • Combo/VAP
     • Read all about Combos and VAP’s here 
   • Distributor change
     • Notify states of distribution changes for a label that has previously been registered
       
       
       
       
4. Search by brand, COLA number, or keyword.
   
   
5. Click  Add to Registration all labels you would register
   
   
6. Click Continue.
   
   
7. Review the selected labels.
8. Click Edit or Fix under the Registration Checklist if anything needs updating.
   • You can update label name, images, associated products, and product details like size and vintage.
   • Required information is highlighted in red; you can’t continue until these are resolved or until you remove the label from the registration,
     
     
9. Click Continue after making any edits.
   
   
10. Add the states where you’d like to register your label.
    • You can manually select or deselect multiple states.
    • You can select a combination of paper submission, electronic, and eFile states at the same time.
    • Some states may be unselectable. This is because they don’t require the type of registration that you’ve selected.
      

      Time saving tip: Select the Select Existing Brand Distribution check box to automatically select the states you’ve designated in Step 10 of the Wholesale Wizard.

11. Click Continue.
12. Add distributors for the states requiring distributor assignments if they aren’t already added.
    • The distribution preferences from Step 3 of the Wholesale Wizard are automatically applied. If you haven’t set up distributors yet you can instead add them during this process.
    • Select and deselect distributors by clicking on them. 
      
      
13. Click Continue.
14. On the next step, Review Distributors, assign brands to distributors and manage their territories (note: this step only shows if a distributor assignment is required by a state you’ve selected).
    • Click Manage territories to define the areas your products are sold (available only for states that have territories).
      Time saving tip: You can click same distribution as another brand to automatically select the states you’ve designated in Step 10 of the Wholesale Wizard for another brand. 
      
      
15. Click Continue.
16. Click Include Optional Cover Letters if you’d like to include these. Read more about cover letters in this article.
17. Click Include eSignature to include your signature on paper forms. Read about adding electronic signatures to your documents.
    
    
18. Click Generate Packet.
    
    
19. You’ll see a processing screen. Allow the system to complete processing before the page automatically refreshes to the registration review page.

Reviewing and editing registration details

1. Once your registrations have been generated, the registration review screen summarizes your registration details such as fees and estimated approval times.
   

   If you exit out of this summary screen, all generated registrations are accessible in the Registrations tab.

2. Click on the state to review and edit that state’s registration packet.
3. If a registration is missing information you’ll be prompted to add the missing info (add a valid license, add a signature, or add missing required documents).
   
   
4. To edit the pre-populated cover letter, click edit cover letter.
   
   
5. You can add required documents or additional supporting documents in the Supporting Documentation section.
   
   
6. Click regenerate to apply any changes you’ve made to your registration.
   
   If you want even more control over the look and content of your registration packets, check out this video on label registration customization options.

Printing registration packets

Printing paper-filed registrations:

• Click Print from the state-specific tab to see a .pdf version of your registrations. Or, from the All States tab, click, Download All to see a .pdf version of all your registrations.

Printing e-filed registrations:

• Click Print from the state-specific tab to see a .pdf version of your registrations. Or, from the All States tab, click, Download All to see a .pdf version of all your registrations.

PRO registrations:

There is no need to print PRO registrations, as the registration is transmitted directly to the state. Your registration details are tracked in ShipCompliant.

Submitting registration packets

Submitting paper-filed registrations:

• Click Submit to mark your registration as submitted in ShipCompliant. This doesn't actually submit your registration to the state. 
• All paper registrations must be printed, and then submitted to the state outside of ShipCompliant. Include any required fees with your submission.

Submitting e-filed registrations:

• Click eFile.
• You’ll see a prompt. Click Login to [State] site to go to the state’s e-file site.
• Continue your online registration submission on the state’s site.

Submitting PRO registrations:

• Click Transmit to submit your registration directly to the state.
• When the registration is approved, it is updated automatically to your account. 

Documenting existing registration information

If you’ve already registered your labels and don’t need to submit a registration, you can document the approved label registration details in ShipCompliant. In order to pass compliance, any label associated with an order to a state with a required registration rule needs to be documented in ShipCompliant.

1. In ShipCompliant, go to Registrations, then click State - Existing.
   
   
   
   
2. Click Add Label Registration.
   
   
   
   
3. Select Record an Existing Registration and click Continue.
   
   
   
   
4. Select the COLA from the drop-down and choose the state where your registration exists.
   • Choose from Wholesale, Direct, or Both.
     • The License Type defaults to Both in applicable states, which means that ShipCompliant recognizes it for both Wholesale and Direct shipments. Read more about dually applicable registrations.
       
       
       
       
5. Enter the effective dates, and choose the license status.
6. Click Save.