Barcode and marking

Definition

A barcode is a machine-readable code (usually EAN-13 or GTIN) that identifies a product as a product class; marking is a unique digital sign (often a 2D DataMatrix or a serialized code) used for traceability and to confirm the authenticity of a specific unit of goods.

How barcode and marking work

A barcode (EAN-13/GTIN) is assigned to a product position as the identifier of the product type: the same model of refrigerator will have one EAN regardless of the serial number. The system reads the barcode during receiving, sale and inventory, matches it with the database and updates stock levels.

Marking adds a level of uniqueness: a unique code (series + number) is applied to each specific package and registered in the national system or with the marking operator. When scanned, such a code shows the product's history — factory, batch, production date, legal origin.

Technical details:

• EAN-13: 13 digits, a standard that requires a correct check digit.
• GTIN-14: used for grouped packaging or cartons.
• DataMatrix: a two-dimensional code that can encode GTIN + serial number + additional attributes; often used for marking medicines, footwear and other goods that require mandatory traceability.
• Scanning: 1D scanners read barcodes, 2D scanners or cameras read DataMatrix; marketplace receiving zones check readability and data consistency.

Why this matters to a seller in practice

For selling on Kaspi.kz and other channels, barcode and marking affect four key processes:

• Creating the product card: Kaspi requires a unique product identifier. Having a correct EAN speeds up card creation and minimizes conflicts with other sellers.
• Receiving and shipping: at Kaspi warehouses and for FBS deliveries, scanning barcodes/marking is the basis for acceptance. An incorrect code can lead to returns or rejection.
• Protection from returns and fraud: marking helps prove the authenticity and legality of a product in disputed returns and during regulator checks.
• Inventory control and analytics: unique codes allow reconciling physical stock with the accounting system and detecting theft or duplicate product cards.

Consequences of missing or incorrect codes: product cards can be blocked or merged incorrectly, items may be rejected at receiving, sales can decline due to lost Buy Box eligibility or duplicate listings, returns and write-offs may increase, and sellers may face financial penalties or account restrictions for repeated violations. For categories with mandatory marking, shipping unmarked goods can also lead to fines from regulatory authorities.

Common mistakes and real examples from Kaspi.kz sellers

Typical mistakes we see from sellers:

• Using one EAN for multiple different models or colours — causes card conflicts and buyer complaints.
• Reusing manufacturer codes incorrectly or using internal SKUs as EANs — leads to mismatches in the marketplace database.
• Poor label printing or placement (low contrast, over folds, close to seams) — DataMatrix or barcode becomes unreadable at acceptance.
• Not registering serialized marking codes in the operator's system before shipment — marked items are flagged as unregistered and rejected.
• Incorrect aggregation: assigning GTIN-14 to individual units instead of cartons, or vice versa — causes problems at palletisation and receiving.
• Mismatch between what's declared in the product card (dimensions, weight, GTIN) and the physical goods — leads to rejections and penalties.

Real examples:

• A seller uploaded a single EAN for several models of headphones. After Kaspi merging the offers, customers received the wrong model and the seller lost the Buy Box; resolution required relisting and additional verification.
• Another seller printed DataMatrix codes with low ink density. During mass receiving, up to 15% of the batch was returned as "unreadable label", causing delays and extra logistics costs.
• Shoe supplier failed to register serialized markings before dispatching to an FBS warehouse. The warehouse accepted the goods conditionally, but Kaspi later blocked sales until registration was completed, reducing available stock for several days.

Practical steps: how to obtain, verify and implement barcodes and marking

1. Obtain EAN/GTIN: register with the national GS1 agent or authorized resellers to get a company prefix and issue GTINs for your SKUs. Verify existing GTINs to avoid duplicates.
2. Decide marking requirements: check the national registry for categories requiring mandatory marking. If your product falls under mandatory categories, register with the marking operator and obtain necessary series.
3. Label design and printing: generate print-ready barcodes/DataMatrix with the correct check digit and recommended size/quiet zone. Use certified printers and materials suitable for the product surface.
4. Register serialized codes: for marked goods, upload serials to the operator's system or use API registration in real time before shipping to Kaspi warehouses.
5. Test scanning: run sample scans with 1D and 2D scanners or mobile apps. Perform random sampling for each production batch and keep photo/scan evidence.
6. Update product cards: add GTIN/EAN to Kaspi product cards and ensure other attributes (brand, model, colour, dimensions) match the physical product.
7. Train staff and prepare procedures: create receiving and packing checklists, train warehouse staff on correct label placement and scanning, and instruct logistics partners on aggregation rules.
8. Pilot shipment: send a small pilot batch to the marketplace to check acceptance procedures and correct any issues before a full-scale delivery.

Timing and documents: obtaining GTINs via GS1 can take from a few days to two weeks depending on document readiness and payment. For marking, registration timelines depend on the operator and volume; always keep confirmation receipts and export/import documents to present during audits or disputes.

Quality control and KPIs: what to track

• Scan success rate: percentage of barcodes/DataMatrix successfully read at receiving.
• Acceptance rejection rate: share of shipments or items rejected due to label issues or unregistered marking.
• Return rate related to mislabelling: returns caused by wrong product sent under the same EAN or unreadable codes.
• Mismatch incidents: cases where SKU→GTIN→product attributes do not match marketplace data.
• Registration lag: time between printing/assigning marking codes and their registration in the operator system.
• Inventory reconciliation accuracy: discrepancies between warehouse stock and marketplace stock caused by barcode/marking errors.

Track these KPIs weekly and investigate deviations with root-cause analysis. Keep an evidence archive (photos, scan logs, operator confirmations) for disputes with Kaspi.kz or regulators.

Automation: how AWW helps sellers

AWW can reduce manual errors and save time by automating several stages:

• SKU→GTIN mapping: automatic linking of your SKUs to GTINs and checking for duplicates.
• Integration with marking operator: API-based registration and verification of serialized codes in real time.
• Batch printing and quality control: generation of print-ready files with correct check digits and recommended sizes, plus pre-shipment readability checks.
• Receiving workflows: digital checklists, scan validation at acceptance, and automatic flagging of non-compliant items.
• Analytics and alerts: dashboards showing scan success rates, rejection causes and KPI trends; notifications for anomalies that may lead to Kaspi blocks.

Using AWW integration typically reduces acceptance rejections and time-to-shelf on Kaspi.kz by automating registration and validation steps that are error-prone when done manually.

Short checklist before the first delivery to Kaspi.kz

• Obtain and verify EAN/GTIN for every SKU.
• Check whether your category requires mandatory marking and register if needed.
• Print labels with correct check digits and recommended quality standards.
• Perform sample scans (1D and 2D) and save scan evidence.
• Ensure product cards on Kaspi.kz include the correct GTIN and attributes.
• Train packers and warehouse staff on label placement and scanning procedures.
• Run a pilot shipment and confirm acceptance at the Kaspi warehouse.

Conclusion and practical tip

Investing time and resources into correct barcoding and marking pays off: fewer acceptance delays, lower return rates, better inventory accuracy and less risk of fines or account restrictions on Kaspi.kz. Start with a pilot, keep rigorous registration and scanning procedures, and use automation (AWW or similar) for mapping, registration and quality control. The smallest improvements in scan readability and registration practices can have a significant impact on time-to-market and seller reputation.