Tip: For example, if you have several identical packagings but with different flavours, you can start by sending a physical sample of one of the flavours. Once you have achieved the approved status of the submitted sample, you can then quality assure the remaining packages via the sampling anchor.
Quality assurance of dimensions with a physical sample
If a proposal does not come up in the corpus call, you need to send us a package as a basis for quality assurance. It can be a consumer pack, a multipack (for example, a 6-pack of soft drinks cans) or an outer packaging (for example, a carton).
The packaging must have correct and representative measurements as we compare it to your filled in values in the item information. For example, if you have a bag of sweets, the bag must contain the right amount of sweets when it arrives at our premises, otherwise the measurements will be wrong when we measure a flat bag. However, if the product is a hard box of chocolate pralines, the pralines do not need to be included as it does not affect the dimensions of the box. We do not weigh the samples, so the weight does not have to be correct.
If the sample does not have a label on it, you must indicate how the text will appear on the finished product. This is so that we can determine the height of the product. Since the height is judged by the front of the product where the text such as brand, product name, etc. should be readable from left to right, this information must be clearly visible.
If the outer packaging is a return from Svenska Retursystem (SRS-back), you do not need to send it in for measurement. The check of dimensions is done automatically.
Nesting increment
To verify the nest increment in the quality assurance, you need to send us two product samples with the same GTIN. If the nest increment is entered in the trade item information but only one sample is sent, it can’t be verified, and the result will be N/A.
You can read more about nest increment here: When should I specify the nest increment?
Variable measure
If you send in a variable-size item, such as a piece of cheese, where the price varies with the weight, the measurements are not checked, they are excluded. The submitted sample does not have to have dimensions that match the article information. You will still need to send us a sample of the trade item so that we can check that the type of packaging (e.g. shrink wrap) is correctly specified.
Quality assurance of barcodes
Barcodes on consumer packaging
When checking barcodes, we need a physical barcode to scan. If you have the finished product available, the easiest way is to send it to us for review.
The package may be empty. You can also cut out the barcode and send it to us by post.
Barcodes on outer packaging
For outer packaging, we also need a physical barcode to scan. Often the barcode is on a label which is in turn stuck to a cardboard box, backing or shrink-wrap.
The barcode needs to be on the correct substrate to give an accurate reading. For example, if the barcode is printed on a label which is in turn on a corrugated cardboard box, the label needs to be put on the corrugated cardboard and sent to us. The same if the label is stuck on a shrink film. For SRS trays, send in a loose label. Think about how you pack it, so that it doesn’t crease or become lumpy during transport.
If the barcode is printed or printed directly on a corrugated cardboard box, send in that part of the box or the whole box. You don’t need to send us a whole package of content, it’s just the barcode that needs to be quality assured.
If you have the finished package but not the final contents available and the legibility of the barcode is affected by the contents of the package, you can fill it with something else that is representative of the finished product.
Send in the real barcode
Since the quality of the real barcode is what will make it work throughout the logistics flow, it is important that the barcode you submit for quality assurance is printed in the same way and on the same substrate as it will be when the product is shipped to the recipient. If you send in a barcode for quality assurance that gets an approved result and it turns out when the recipient tries to scan the barcode that it is not readable at all, because the barcode was not a real barcode but only a temporary solution, this can have major financial and logistical consequences both for the recipient and for you as a supplier.
Barcodes on pallet
The pallet label is sent printed and does not need to be attached to any specific substrate. Quality assurance is carried out in the same way and according to the same rules as barcodes on outer packaging.
Things to consider when sending your sample
It is important that the products reach us in good condition. Please pack your samples properly to minimize the risk of damage during transport. A damaged sample may have altered dimensions that do not match the information provided in the trade item information. If the packaging lacks a barcode, you also need to label it with the GTIN specified in the trade item information.
To link your booking with your sample, a delivery note must be included with the submitted sample. Quality assurance can only begin once a correct booking has been made.
Please also note:
- Send the sample with delivery to the GS1 Sweden Quality Assurance gateway, for example by business parcel or courier. Note: we do not collect packages from pick-up points.
- Refrigerated and frozen goods should be transported with temperature-controlled transport if there is a risk that dimensions or packaging may change during transport.
- For quality assurance of pharmaceutical products, it is important that you send empty packaging to us. We only accept emptied pharmaceutical packaging and medical devices.
- In the case of quality assurance of alcoholic beverages and/or tobacco only, the packaging must be delivered empty.
Returning samples
Alcoholic beverages and tobacco products must always be delivered with a prepaid return shipping label. It is your responsibility as the supplier to include this. If the bottle or packaging is delivered empty, a return shipping label is not required.
For other samples that you have indicated at the time of booking should be returned, a prepaid return shipping label must be included. Alternatively, inform us in the comments at the time of booking that you wish to pick them up yourself. For returns with Postnord, we can only accept return shipping labels with their Parcel service. Note: We cannot return refrigerated or frozen goods as quality assurance is performed at room temperature and we cannot guarantee an unbroken cold chain.
If you have not attached a prepaid return shipping slip or contacted us, we have the right to destroy the product sample at your expense and responsibility. We destroy the product sample in compliance with current environmental legislation.
After quality assurance has been carried out, we will inform you by email that you can pick up your product sample on site. You have 14 days to get back to us.”
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