Authentication & Sourcing Manual
1. Supplier Onboarding
Before purchasing inventory, Fragranzy verifies that each supplier is a legitimate and reliable business. The supplier must have a verifiable business identity, valid contact information, a credible operating history, and experience supplying fragrances.
The supplier must also be able to provide proper commercial documentation, including invoices, order confirmations, receipts, packing slips, or other purchase records. When available, Fragranzy may also review business registrations, tax documents, trade references, product catalogs, authenticity statements, and procurement records.
Only suppliers that meet the company’s sourcing and documentation requirements are added to the approved supplier list. Suppliers that cannot reasonably explain the origin of their merchandise or provide supporting records are not approved.
2. Invoice and Purchase Order Checks
Each incoming shipment is compared against the corresponding supplier invoice, purchase order, packing slip, order confirmation, receipt, or settlement record.
The review confirms that the supplier name, purchase date, invoice or order number, product description, quantity, SKU, UPC, barcode, batch code, and other applicable identifiers are consistent with the merchandise received.
Fragranzy maintains these documents as part of the product’s chain-of-custody record. Any missing documentation, unexplained discrepancy, incorrect product description, quantity difference, or identifier mismatch must be investigated before the merchandise is approved for sale.
3. Receiving Inspection
When a shipment arrives, staff first confirm the number of packages and the delivery details. The inventory is then placed on hold and is not listed, sold, shipped, or released until the receiving inspection has been completed.
During inspection, staff compare the shipment with the supplier documentation, verify product identifiers, examine the physical condition of the merchandise, and photograph relevant evidence.
Inspection evidence may include photographs of the outer packaging, product box, labels, seals, barcodes, batch codes, serial numbers, and other authenticity markers.
After the review, each product or shipment is recorded as approved, quarantined, returned, or rejected. Only products that pass the inspection are released into sellable inventory.
4. UPC, Batch Code, and Packaging Checks
Each fragrance is checked to confirm that its UPC, barcode, SKU, batch code, lot number, or other product identifier is consistent across the product, packaging, supplier documents, and internal inventory records where applicable.
Packaging is inspected for:
Factory seals and evidence of tampering
Accurate labels and product descriptions
Clear and professional print quality
Correct branding, engraving, texture, and markings
Consistent product weight, dimensions, materials, fit, and finish
Correct inserts, accessories, tags, and components
Safety or compliance markings where applicable
A product passes when its identifiers, supplier documentation, listing details, packaging, and physical characteristics are consistent.
A product fails or requires further review when codes are missing, altered, inconsistent, or unreadable; packaging appears tampered with; labels are damaged or inaccurate; printing is unusually poor; components are missing; or the product differs from known authentic examples.
An online barcode or batch-code scan is treated only as a supporting check and is not used by itself as proof of authenticity.
5. Quarantine and Removal Process
Any product that fails inspection or cannot be confidently verified is immediately placed in quarantine. Quarantined merchandise is not listed, sold, shipped, or mixed with approved inventory.
Fragranzy then reviews the supplier documentation, inspection records, photographs, product identifiers, and any other available verification evidence. The supplier may be contacted for clarification, replacement documentation, or return authorization.
Following the review, the product may be:
Approved and released for sale
Returned to the supplier
Rejected
Destroyed when appropriate
Permanently removed from sale
If a supplier repeatedly provides questionable, undocumented, or nonconforming merchandise, the supplier may be suspended or permanently removed from the approved supplier list.
6. Customer Remedy Process
When a customer raises an authenticity concern, Fragranzy responds within one business day and requests the order number, photographs, and a detailed explanation of the concern.
Fragranzy then reviews the original supplier documentation, chain-of-custody records, receiving inspection results, product photographs, UPC or batch-code information, and the company’s known verification criteria.
If the product can be confidently verified, Fragranzy explains the findings and provides relevant supporting information where appropriate.
If the product is found to be inauthentic, materially misrepresented, or cannot be confidently verified under the company’s internal standards, Fragranzy provides an appropriate remedy in accordance with its return and refund policy.
Available remedies may include:
Return
Replacement
Refund
Store credit