When you make a booking for quality assurance of product information, measurements or barcodes, you will be informed of what type of product sample you should send to us. The type of product sample you need to send in depends on what type of quality assurance you are going to do.
Quality assurance of product information – digital product sample
When quality assuring product information, we check that the values entered in the article information correspond to what is printed on the packaging.
To be able to make this comparison, we need a document that shows how the packaging is labeled. It can be a print original or an artwork that shows the entire packaging’s design and text, or a photo of a label. We only accept digital documents uploaded in Validoo.
It is important that the documentation shows what all the labels on the product look like. Therefore, keep in mind that several files may be needed to display all sides of the product.
It is not allowed to upload a product specification in, for example, a word file with information about the product, as we need to see the correct layout on the label or packaging. Many of our quality assurance rules are based on what is written in the largest font size or what is written on the front of the product.
Photos need to be sharp and clear so they can be enlarged and we can read even smaller texts and markings. It is better to upload an extra file if you are uncertain.
Important that GTIN appears
In order for us to ensure that you have uploaded the right documentation for the right product, one of the pictures needs to show the product’s barcode so that we can see the GTIN. If the product does not have a barcode, you need to somehow label the product with GTIN, for example by writing a GTIN by hand on the product before taking a photo or, that the GTIN is clearly stated in the file name of the documents that are being uploaded.
Unmarked base level
An unmarked base level with its own GTIN, such as bake-off, where the information is stated on the intermediate level/ the outer packaging, artwork or photo of the orderable item must be submitted for the basic level. Note that GTIN from the intermediate level should not appear in the submitted information for base. However, GTIN for base must be stated by either writing it by hand or by clearly stating it in the file name.
Outer packaging and multipack
If the product is an outer packaging or a multipack, it must also be stated how many products are in the packaging, for example 6 x 250ml. If that information is missing on the packaging or its label, you need to mark the document with this information, for example by writing this by hand.
Quality assurance of measurements
When making a quality assurance of measurements, you can do in two different ways – with or without a physical product sample.
Quality assurance of measurements without product samples
If you previously have quality-assured a similar packaging (with the same measurements, gross weight and packaging type), no product sample is needed for us to be able to quality assure. The system will give you suggestions for packaging that are similar according to the trade item information. When you have confirmed that the packaging is the same, an automatic check is made that the entered values match, and you will get an approved result on the quality assurance of measurements.
Quality assurance of measurements with a physical product sample
If you do not have a similar package that is approved, you will need to submit a physical product sample for us to measure. We need one package to carry out the inspection. It can be a consumer package, a multipack (for example, a 6-pack of soda cans), or an outer package (for example a carton).
The packaging must have correct and representative dimensions because we compare it with your entered values in the product information. For example, if you have a bag of sweets, the bag must contain the right amount of sweets when it arrives to us, otherwise,when we measure a flat bag, the measurements will be wrong. If, on the other hand, the product is a hard box with chocolate pralines, the pralines do not need to be included because it does not affect the dimensions of the box. We do not weigh the product samples, so the weight does not have to be correct.
If the outer packaging is a returnable crate from Svenska Retursystem (SRS-crate), you do not need to send it in to be measured. The measurements check is done automatically.
If you send in a variable measurement product, for example a piece of cheese where the price varies depending on the weight, no control is made of the measurements, they are excluded. The submitted product sample thus does not need to have dimensions that correspond to the article information. You still need to send in a product sample so that we can ensure the quality of the packaging type (for example shrinkwrap) is correctly stated.
Keep in mind when sending the sample
It is important that the products come to Validoo in good condition. If the product has been mashed, the measurements may not match what is stated in the trade item information. Therefore, pack your product samples properly. If the package does not have a barcode, you will also need to label it with the GTIN specified in the trade item information.
In order for Validoo to be able to pair trade item information with a product sample, it is important that the delivery note that you receive when booking your order is printed and sent with the product sample. If the delivery note is missing or does not match the product sample, it may take longer before the quality assurance can begin.
Also keep in mind that:
- Send the product sample for delivery to the gate at Validoo, for example with a business package or courier. Validoo does not have the ability to pick up packages at a delivery point.
- Refrigerated and frozen goods should be transported by temperate transport if there is a risk that dimensions will change during transport, or that the packaging will be destroyed in some other way.
If you want your product sample returned, you need to send a return shipping note or write on the sample that you want to pick it up after completed quality assurance. Unfortunately, we can not return refrigerated and frozen goods because the quality assurance is performed at room temperature and we can not guarantee an unbroken refrigerated chain.
Sometimes you may need to quality assure a package’s dimensions before the product has gone to production. So you do not have a physical package with the correct labeling yet. Then you have the opportunity to send in a packaging sample that has the right dimensions and packaging type, but which lacks content and/or labeling.
If the packaging sample that you submit does not have a label, it must still be clear what the front of the product is and how the label or layout should be oriented (vertically / horizontally) as this affects how the product is measured. You can show this, for example, by sticking an artwork or label on the packaging. Do not forget to label the product sample with the article’s GTIN.
Quality assurance of barcodes
When we check barcodes, we need a physical barcode to scan. You therefore need to send us a package with the barcode on it. If your barcode is printed on a box with chocolate pralines, the easiest way is to send us an empty box. But keep in mind that if the barcode is on a package where the contents may interfere with the reading, the package needs to be filled with the product, for example a transparent plastic bag with pasta in it.
Bar codes on outer packaging
For outer packaging, we also need a physical barcode to scan. The barcode is often on a label which in turn is pasted on a cardboard, case or shrinkwrap.
The barcode needs to be on the correct surface to give a correct reading. For example, if the barcode is printed on a label that is on a corrugated cardboard box, the label needs to be put on corrugated cardboard and sent to us. Same thing if the label is pasted on a shrinkwrap. For SRS-cases, you can send just a label. Think about how you wrap the label so that it does not crease or become lumpy during transport.
If the barcode is printed directly on a corrugated cardboard box, send in that part of the box or the whole box. You do not need to send a complete package to us including content, it is only the barcode that needs to be quality assured.
Submit the correct barcode
Since it is the quality of the actual barcode that has to work in the entire logistics flow, , it is important that the barcode you send in for quality assurance is printed in the same way and the same basis as it will be when the product is sent to the recipient.
If you send in a barcode for quality assurance that gives an approved result and it then turns out when the recipient tries to scan the barcode that it is not readable at all, due to the fact that the barcode was not a production sample but only a temporary solution, it can have large financial and logistical consequences both for the recipient but above all for you as a supplier.
Sorterad under: Data Quality