Frequently asked questions

Validoo Q-lab

  • 1. When should I send the products to Q-lab? What happens if I send a product too late?

    The recipient needs to receive information about the new products early in the launch process to begin the internal work. Normally, it is a requirement from the receiver that they need the manually checked product information no later than seven weeks before the product will be launched, but it can vary depending on the time window in question. To be sure, contact your receiver to get more information.

    Learn more about grocery industry agreements in the ECR-Time Window.

    The lead time for the manual check is 5 working days from receiving of samples and product information. If you need to correct an order that have got NOK result, you have to add a new order that will take another 5 days.

  • 2. How many trade item levels do I need to send to Validoo Q-lab?

    We recommend that you ask your recipient what levels should be quality assured in Validoo Q-lab. We do not accept samples with a weight more than 15 kg.

  • 3. How should I send refrigerated and frozen products to Validoo Q-lab?

    Some refrigerated and frozen products need to be sent by refrigerated transports to ensure that there is no change in weight or dimensions during transport if the contents melt. Both the consumer packaging and outer packaging for refrigerated and frozen products must, just like all other products, be sent to Validoo Q-lab for manual quality assurance.

  • 4. Should I send a returnable container if my products are packaged in one?

    It is enough that you send a consumer unit and label that will sit on the SRS box.

  • 5. Can I have my sample returned?

    Yes, if you have attached a return label (prepaid postal packet or other transport or courier company) and pay for the return cost. Keep in mind that the manual control is carried out in room temperature, which may affect frozen products.

  • 6. Why should I quality assure a ham sold in the charcuterie?

    It is always the supplier and the buyer who agree that a sample should be quality assured. Validoo Q-lab does not decide that. We do the manual quality assurance of the samples submitted.

  • 7. How do I place an order in Validoo Q-lab?

    You place an order in the customer portal, MyValidoo. When you have logged in to MyValidoo you can download a user manual if you need help with placing an order.

  • 8. When is a sample ready for the manual quality assurance?

    A sample is ready for manual check when Validoo Q-lab has received:

    1. An order placed at MyValidoo
    2. A sample which can be either a production sample, a prototype or original printing (paper or electronic) in a sample with related trade item information
    3. Trade Item Information

    The Trade Item Information must be submitted via Validoo Item and addressed to GLN (GS1 location numbers) Validoo Q-lab: 7300029128734.

    The GTIN of the sample is fed into an IT system and matched with the recieved orders and trade item information, then sample ends up at Q-lab.

  • 9. What tolerance applies for a product’s dimensions?

    GS1 global measurement rules contain measurement rules and tolerances for the measurement of consumer and non-consumer items.

    To determine the measurement rules and tolerances applicable to a product, you must first determine if the product is a consumer item or not because measurement rules and tolerances differ depending on whether the product is sold to the consumer or not. Next, you should determine the type of package that the sample has. From these two parameters you can select the correct set of measurement rules.

  • 10. When will my sample be quality assured?

    Validoo Q-lab has a queuing system where we apply the "first in, first out" principle. This means that when a sample has been matched to your order and is ready to be manually quality assured, it will be handled in chronological order. It is not possible to jump the queue, and all samples are in the same queue regardless if it is the first or second time a sample is quality assured.

  • 11. What does it cost to manually quality assure the food and beverage information?

    It is one fee for quality assurance of the food and beverage information and one fee for the trade item information.

    Read more about the fees for Validoo Q-lab.

  • 12. What is included in the manual quality assurance of food and beverage information?

    When Validoo Q-lab quality assure the food and beverage information, we manually qulaity assure that the words below match the label on the package. We check a 1:1 ratio.Validoo Q-lab assure only if the packaging is labeled with the corresponding information.

    Validoo Q-lab quality assure the following terms :

    • Number of smallest units per package (T4036)
    • Maximum number of smallest units per package (T4093)
    • Ingredient statement (T4088)
    • Preparation state (T4069)
    • Daily value intake reference (T4070)
    • Measurement unit code (T3780)
    • Nutrient type code (T4073)
    • Quantity contained (T4074)
    • Measurement unit code (T3780)
    • Percentage of daily value intake (T4076)
    • Level of containment (T4079)
    • Diet type code (T4066)
    • Measurement precision (T4075)
    • Regulatory Product Name (T4800)
    • Allergen type code (T4078)
    • Nutrient basis quantity (T3824)
  • 13. What kind of products with food information are possible to manually quality assure?

    Validoo Q-lab quality assure the food and beverage information for food and drinks, and not for cosmetics, pet food or chemical products such as mouthwash or toothpaste.

  • 14. How do you manually qulaity assure the Ingredient statement (T4088)?

    Validoo Q-lab will give an approved result when the text in the food and beverage information is consistent with the text on the packaging. There is a 1:1 ratio. If there is a mix of languages displayed on the package, such as Swedish/Norwegian/Danish, that text must appear in the food and beverage information.

  • 15. Can I send the print master and barcodes in PDF format to Validoo Q-lab?

    No, Validoo Q-lab does not accept barcode labels sent by email. We only accept barcode labels that have been printed out (when the manual check of the barcode is a part of the manual check of trade item information). Loose labels and print originals will be approved only as supplements to product samples that are marked as prototype. If a barcode can not be scanned on a production sample, you need to rectify the error and send in a new production sample. The production sample does not need to be filled with contents if only the barcode is to be assessed.

  • 16. Can I use another barcode supplier to verify the barcode and use this result in Validoo Q-lab?

    Yes, but the following conditions must be met:

    • ISO-certified verification equipment (ISO/IEC 15426-1) must have been used
    • The barcode must have been verified in accordance with “ISO/IEC 15416”
    • The barcode must meet GS1 General Specifications
    • The barcode must contain the same GTIN that was sent to Validoo Q-lab
    • The barcode must be a production sample

    The company conducting the verification must send a verification report and a photograph of the verified barcode to customerservice@gs1.se in order for the result to be accepted by Validoo Q-lab. The photograph of the barcode is needed to verify that the barcode is not a prototype.

  • 17. Should the pallet label also be sent when a product is sent in for quality assurance?

    No, the pallet label does not need to be sent when a product is sent in to Validoo Q-lab. We do not quality assure pallets or goods with a weight more than 15 kg. If you want to check the pallet label, it can be sent to the GS1 barcode check (check digit calculator).

  • 18. Why does my barcode receive a grade of readability A from my barcode supplier when Validoo Q-lab gives it an F or NR (not readable)?

    Validoo Q-lab reads the barcode when it is placed on the production sample, unlike a barcode provider that often read a label on a flat surface. We do not quality assure the placement of the barcode. We make sure it can be read where the barcode is placed.

    Here are some examples of barcode placements that can make the barcode difficult or impossible to read:

    • Damaged label on the sample
    • Dirty label, caused by poor printing, that have caused stains or unwanted lines on the barcode
    • Uneven surface (corrugated cardboard, bumpy plastic)
    • Near a seam, or an edge

    If you would like assistance from your barcode supplier in determining how the placement of the barcode will affect readability, they will need a production sample or an image. You are very welcome to use the image of the production sample that can be retrieved when you log in to MyValidoo.

  • 19. I have test-scanned my barcodes in a store and did not encounter any problems. Why was my barcode not approved?

    A scanner is programmed to find data, even if the barcode contains errors or printing defects. This means that a scanner can sometimes read a barcode even if the barcode contains errors. If the barcode has defects, it means that there is a risk that the scanner will interpret the information incorrectly. It may cause that the scanner read the wrong trade item number and confuse two products with each other.

    We check the barcode using verification equipment that indicates whether or not the barcode complies with GS1 standards. If the barcode is in compliance with these standards, you can be sure that the barcode will be able to be read by all scanners and that the information will be interpreted correctly.

  • 20. Can I share a quality assurance report with others at my company?

    Only the person who placed the order gets a notification by email that a result of the manual quality assurance is available. However, all active users have access to reports under the tab Result.

  • 21. It looks like I have multiple invoicing lines for the same product?

    Validoo Q-lab charges for each type of manual check and GTIN. If you want to do a manual quality assurance of the trade item information and the food and beverage information for the same sample (GTIN), this will generate two fees.

  • 22. What equipment does Validoo use to verify and identify barcodes?

    To verify barcodes we use an axicon 6025-S. To scan or identify the barcodes we use Datalogic Type: Heron D130 Black.

  • 23. For how long does Validoo Q-Lab keep samples?

    For all orders that are approved, Validoo destroys the sample. For unapproved orders, Validoo will keep the product sample for 14 days if the error concerns, barcode, weight, or dimensions.

  • 24. How much time do I have before I have to do a re-order?

    Re-order must be submitted within 4 weeks after the result. Note that if the failed result concerns barcode, weight or dimensions, you should reset the order within 14 days. This since Validoo keeps the product sample for 14 days if the error is due to barcode, weight, or dimensions.

  • 25. My order has status Waiting for trade item information in Validoo Q-lab?

    The reason why an order gets status waiting for trade item information may be due to several reasons. For example, the order is below a different TopGtin than submitting for article information or ordering from a GLN and then sending article information from another. Contact customer service for assistance. Keep in mind that quality assurance can not begin until article information matches the order.
    If no trade item information has matched the order after 4 weeks, the order will be closed and Validoo will get rid of the product sample as requested; Returned, destroyed or donated to charity.

  • 26. I have received an invoice related to Validoo Q-lab, how do I read my invoice?

    The starting fee, annual service fee and variable fee (Quality assurance) is related to the Validoo Q-lab service. Read more about Validoo Q-lab prices and terms of agreement.