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GS1 UPC Ownership Proof Process

Platforms Support Service Account

Department

Global Services.

Summary

 

 

Purpose

 

Global Services supports the company with the GS1 UPC ownership proof for all existing and future products. This process is fundamental to ensure the availability of all our products.

A step-by-step process of gathering UPC Prefix Certificate(s), Trademark, and Legal Entity information to prove brand ownership to Amazon.

 

Scope

 

The current SOP is intended to cover all the necessary steps for the process:

  • Proof of ownership (UPC).

 

Definitions

 

GS1 Certificate: a GS1 certificate is the proof that our company is the legal licensee of the company prefix – and therefore owns the right to that barcode.

Trademark Certificate: A trademark can be any word, phrase, symbol, design, or combination that identifies your goods or services. It’s how customers recognize you in the marketplace and distinguish you from your competitors.

UPC: short for universal product code, this is a type of code printed on retail product packaging to aid in identifying a particular item.

 

Responsibility

The Global Services Team is responsible for maintaining and addressing any requests related to GS1 Certificates. For any escalation or approval related to changes to this process, please contact Stefan Promoroaca .

 

Tools (or Materials)

 

 

Procedure

 

STEP 1:

When you receive the request in the slack channel (#upc-gs1), please verify you have the basic information to move forward:

  • UPC.

  • Requester name.

Create a thread in the #defense-support channel with the request title and If you still need some information, please contact the requester and ask for the basic information. If the information is present, please move forward.

Check for existing credentials.

 

  1. If you don't know where the UPC was created or no longer have access to the GS1 Account, use the reverse UPC lookup tool to find out who owns the UPC. https://gepir.gs1.org/index.php/search-by-gtin

  2. Type in the UPC number under Global Trade Item Number

  3. Select “Ownership” under Request Trade Item

  4. Search

  5. Screenshot the Key Licensee Information (see example below)

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2. Check in the AirTable platform for the existing certificates (GS1 and Trademark).

  1. If the GS1 Certificate is available, jump to step 3. If not, jump to step 2.

  2. If the Trademark and GS1 certificates are available, jump to step 4. If not, jump to step 2 (GS1 Certificate) or step 3 (Trademark Certificate).

3. Verify the login credentials information.

STEP 2:

Obtaining the GS1 Prefix Certificate

  1. Sign in to the GS1 Account where the UPC was created - use one of the following links to find the GS1 Account login credentials:

  2. Dropbox View

  3. Airtable View

 

Screenshot_2023-01-18_at_21.38.20.png

 

  1. Select the correct legal entity from the drop-down menu

  2. Select Identifier Certificates from the homepage menu

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  1. Download the matching Prefix Certificate (see the UPC in question for prefix – first 10 digits)

  2. Identify the legal entity listed on the Prefix Certificate

 

Screenshot_2023-01-18_at_21.42.44.png

Screenshot_2023-01-18_at_21.41.18.png

STEP 2:

 

Finding the Trademark

  1. Go to the ​Trademark Website

  2. Do a Basic Word Mark Search

  3. Type in the Brand Name and click "Submit Query"

  4. Find your brand name and make sure the status is “LIVE”

  5. Click on the brand name

  6. Screenshot the trademark page with the legal entity

Screenshot_2023-01-18_at_21.43.37.png

 

Screenshot_2023-01-18_at_21.44.30.pngblob

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STEP 4:

 

Finding the Legal Entity in Seller Central

 

  1. Sign into the appropriate Seller Central Account

  2. Go to Settings > Account Information > Legal Entity

  3. Screenshot the Legal Entity

blob

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STEP 5:

 

Step 5A

 

Legal Letter

  • If the prefix certificate and seller central legal entity do not match, a legal letter will be required to reinstate the listing. Use the template letter below updating all relevant fields (ie: date, SC account email, merchant ID, brand name, legal entity address, etc.) and address it from yourself as an authorized representative of the brand. Open a seller support case stating you have permission from the brand owner/UPC owner (whichever is applicable) and attach the legal letter.

https://content.api.getguru.com/files/view/a868797d-9765-4e1c-b212-b42d0696fb17

How To Create A Legal Letter

  1. Make a copy of the legal letter template to work from

  2. Update the legal entity, address, date, Seller Central brand gmail address (see tab “gmail logins” - column B), merchant token, and any other pertinent information.

  3. Address the letter from yourself and add your signature.

  4. Ensure the legal letter is “protected” and cannot be edited, only viewed.

    1. View this short tutorial to learn how to protect a document

  5. Open case with Amazon Brand Registry with the legal letter attached to get the listing reinstated. Language to use in the Amazon Seller Support Case shown below.

Please restore the detail page for ASIN [ ]. See the attached legal letter from the brand stating that the UPC(s) we are using to list this product is/are valid/owned by Thrasio and that we have permission to list these products in this seller central account. Please see the point of contact for the brand that Amazon can contact to verify.

(See image of completed legal letter/template for Seller Support Case below)

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STEP 6:

  1. If you received a positive response from Amazon, send the confirmation to the requester through the case on SalesForce.
  2. If you have made two attempts to resolve this issue with Seller Central without a resolution, escalate the issue with your team leader.

 

 

 

Deadlines/Frequency/Estimated Delivery Time

N/A

 

References and Related Documents

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Additional Knowledge

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