Quality assure trade item information manually

This information describes what is included in the quality assurance and how it works.

  • How it works
    1. Send trade item information to Validoo Q-lab. The GLN is 7300029128734.
    2. Place an order and choose the sample that you want to quality assure.
    3. Print the the packing slip that you receive when ordering in MyValidoo.
    4. Send the sample and packing slip to Validoo Q-lab.

    Once Validoo Q-lab has completed a quality assurance process, the overall result is emailed to the person who placed the order. The quality assurance takes up to five working days.

    • NOK – Not approved. Send corrected trade item information and/or a new sample to Validoo Q-lab.
  • Place an order

    Log in to MyValidoo and place an order for quality assurance. You can place orders for a manual quality assurance of the:

    • Trade item information
    • Food and beverage information
    • Trade item information and food and beverage information.
  • Quality assure trade item information
    When you do a manual quality assurance in Validoo Q-lab, you need to send a sample to us.
    You can choose between:
    • Quality assure the trade item information using a production sample
    • Quality assure the trade item information using a preview of a sample: a prototype, a variant-based item or an identical existing item
    See Choose sample for more detailed information on the different sample types.
  • Choose sample

    When you want to quality assure the trade item information you can choose between:

    • A production sample, for food and beverage information an elecronic print master is sufficient
    • A preview of a sample, using a prototype, a variant-based item or an identical existing item

    We always recommend to quality assure a final production sample.

    Production sample

    A production sample is the very same sample you will deliver to your recipient and subsequently to consumers. In other words, it is the final sample.

    To see what attributes are checked for a production sample, see the table on pages 30-33 of the quality assurance rules.

    Electronic print master – only for Food and Beverage Information

    If you are only having food and beverage information checked, then you do not need to send in a physical sample. An electronic print master is sufficient. This is the product's label/artwork/presentation as a document. The document should be in PDF format.

    A preview of a sample

    A preview of a sample can be made when your final production sample is not available. It is always your recipient who decides if the information should be quality assured as a preview of a sample. It means that Validoo Q-lab only quality assure a limited subset of the information. This means there is a risk that the preview of the trade item information will not agree with the final information. It is essential that you always agree with your buyer that you will use a preview of a sample. When trade item information is being quality assured as a preview of a sample, the food and beverage information will always be assessed as a production sample.

    Prototype – preview of a sample

    A prototype is a physical sample which is very similar to the product that will be launched. For example you may have an empty consumer package without a label or not yet have the outer package ready. You can then use the sample type prototype. For prototypes it is essential that the correct print master for the consumer package is included and the outer package is marked with the correct GTIN.

    To see what attributes are checked for prototypes, see the table on pages 30-33 of the quality assurance rules.

    Existing identical item – preview of a sample

    An existing identical item can be used, for example, by importers who bring in products from other markets and launch them in Sweden but have not yet had the product information translated for the Swedish market. The product is the same, but does not yet have Swedish artwork. This type of sample can also be used if you are launching a product which is new to the Swedish market but already exists in another market. Note that the correct print master must be included.

    To see what attributes are checked for an existing identical item, see the table on pages 30-33 of the quality assurance rules.

    Variant-based item – preview of a sample

    For a variant-based item you do not need to send a physical sample. You refer instead to a previously approved check by Validoo Q-lab and include an electronic print master. Attach an electronic print master for both the consumer unit and the outer package label. A variant-based item is used when you are launching a new scent or flavour of a product already launched in the Swedish market. The product must have exactly the same dimensions, trademark and weight as the product you are basing it on. The trade item information for the variant-based item must also include the same trademark as the product being launched.

    Note: The reference itself and the choice of product to refer to is made in term  T3793 (referenced trade item, GTIN) and T3794 (referenced trade item type code). The product that we refer to must have an approved check by Q-lab, of a production sample, later than May 13, 2016.

    To see what attributes are checked for a variant-based item, see the table on pages 30-33 of the quality assurance rules.

  • Label and send samples

    Validoo Q-lab accepts all consumer unit and outer packaging, but not entire pallets. Products that weight more than 15 kg do not need to be sent to Validoo Q-lab. 

    Validoo Q-lab receives many production samples every day. It is therefore important that the samples are labelled correctly so that we can match the production sample with the correct trade item information and sender:

    • The packing slip that you receive when ordering in MyValidoo must therefore always be attached to your production sample
    • The production sample should be marked with the GTIN, the sender's name and the GLN
    • Consumer units within the outer packaging must also be marked with a barcode containing the consumer packaging's GTIN (GS1 trade item number)

    Make sure that the sample is delivered to the door of Validoo Q-lab, for example, with business package or courier. We are not able to pick up packages on a distribution point.

  • Quality assurance rules

    The quality assurance rules describe the rules that applies for the manual quality assurance of trade item information and the food and beverage Information in Validoo Q-lab, the attributes concerned and the results that you can obtain. Additionally the documents describe what is included in the quality assurance and how it works.

    The quality assurance rules have been developed with the help of Validoo's user groups. The rules are based on GS1 standards and regulations.

    Download quality qssurance rules for trade item information (pdf)

    Download quality assurance rules for food and beverage information (pdf)

  • Reports and results

    Complete quality assurance reports to the supplier

    Once Validoo Q-lab has completed a quality assurance process, the result is avaliable in Validoo Q-lab under the tab Result. The report shows:

    • The results for each quality assurance rule
    • The consolidated results for the entire trade item hierarchy
    • In addition, the overall result is emailed to the person who placed the order

    Summarized quality assurance report to retailers

    Validoo Q-lab also sends a summarized quality assurance report, called a status report, to the trading companies that have received the trade item information. This report shows the compiled results for the entire trade item hierarchy, but not the results of the individual phases of the quality assurance process.

    Interpreting the results:

    • OK – Approved (pass). The trade item information matches the production sample
    • NOK – Not approved (fail). The trade item information differs from the production sample more than tolerance limits permit. If one attribute in the trade item information is not approved, the entire quality assurance is considered not approved
    • Warning – An attribute in the trade item information has been formally approved, but has been deemed unreasonable or strange. The supplier is encouraged to examine this term more closely
  • Quality assurance of pharmaceuticals

    Validoo Q-lab and Validoo MediaStore has a wholesale distributor license from the Swedish Medical Products Agency, which means that we can receive and quality assure the trade item information for pharmaceuticals.

    This licence does not permit us to return production samples. We destroy all pharmaceuticals after the manual quality assurance. The quality assurance/photography process is the same as it is for other products.

  • ECR-Time Window

    Within the Swedish grocery industry, the ECR-Time Window recommendation is used for trade item launches. According to this recommendation, your trading partners need seven weeks to prepare for the launch. Remember that if the quality assurance is not approved, you will need more time to correct the trade item information and repeat the procedure. It is always your responsibility as supplier to ensure that the trade item information is approved in time so that your trading partner can prepare for the launch.