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Applying for and Issuing Labels

Authentic authentication labels attached to products are called labels. When a Partner applies for the required quantity, the IP Provider reviews and approves it, and then issues the physical labels. Let's look at that process together on this screen.

Who uses this

Role What they can do Access path
Partner Request label issuance, cancel requests Project β†’ Left menu Label issuance
IP Provider Manager Approve/reject requests, process physical issuance Project β†’ Left menu Label issuance
IP Provider Administrator All of the above + revert issuance Project β†’ Left menu Label issuance
IP Provider Project member View list and details Project β†’ Left menu Label issuance

Core Concepts

What are labels

Labels are authenticity verification labels attached to licensed products. The IP Provider manages the issuance quantity, and the Partner requests and receives the required quantity before product release.

Label types

Only one type is currently available for selection.

Type Usage
General (Sticker) For general sales

This single type is used regardless of whether sales are domestic or overseas. If you leave the type blank in the application form, the default label type specified for the Products is applied, and the product default is also General (Sticker). Export/Sales (for printing) are types carried over from legacy data and cannot be newly selected now; only records previously saved with those types remain in the history.

Issuance Eligibility

First, the Contract must allow Label issuance, and then the stage determines the application timing. You can apply only when both of the following conditions are met:

  1. The Contract must allow Label issuance. The Contract associated with the Products must be in the Approved state, and Label issuance must be turned on in the Label issuance permission section of that Contract. If the Contract is expired or terminated, or if the permission is turned off, applications as well as subsequent approvals and issuances will be blocked. Contracts past their end date will be blocked even if their status still appears as Approved.
  2. You must pass the stage that opens Label issuance. Which stage opens it is determined by checking Start label issuance for each stage in the Product stages editor. By default, only the completion classification stage is checked, but you can check any stage.

You should pay close attention to the second condition when there are multiple checked stages:

  • You cannot apply if any required approvals for the passed checked stages are still pending. If you have set multiple checked stages, all approvals for the passed stages must be completed to open it.
  • A checked stage without required approvals is passed simply by reaching it.
  • Once opened, you can continue to apply even if you move to subsequent stages. Reverting to a stage before the passed checked stage will close it again.
  • You cannot apply in a hold classification stage. The criterion is the stage classification, not the stage name.
  • Products that cannot be applied for do not appear in the Product list on the application form. You can check which approvals in which stages remain in a table by looking at the Label section of the Product details.

Automatic calculation of amounts

When creating a label issuance request, if there is a product price, the amount is automatically calculated. If there are contract terms per IP corresponding to the IP held by the Product, it is calculated using that rate; otherwise, it is calculated using the contract base rate.

  • Label payment = Label unit price Γ— Requested quantity
  • Royalty amount = Base amount (Manufacturer's suggested retail price or factory price of the Product depending on the calculation basis) Γ— Royalty rate Γ— Requested quantity
  • Value-Added Tax (VAT) = Royalty amount Γ— 10%
  • Total (including VAT) = Royalty amount + VAT

If there is no product price, and neither a base rate nor IP-specific contract terms exist in the Contract, the amount is not calculated. If there are no IP-specific contract terms, there is also no calculation basis, so the manufacturer's suggested retail price is used.

When processing issuance, the amount is recalculated based on the actual issued quantity. The amounts in the Requested and Approved stages are estimates based on the requested quantity.

How to use

Partner perspective

Requesting label issuance

  1. Click Label issuance in the left project menu.
  2. Click the Request issuance button in the top right.
    • If there are no Products with open label applications, the button will be disabled and an informational message will be displayed.
  3. Fill in the following fields in the application form:
    • Products (required): Select from the list of Products with open applications. If there is a history of previous issuances, the past issued quantity will be displayed together.
    • Label type: Select the type. If not selected, the Product default value is applied.
    • Requested quantity (required): Enter the number of copies to be issued.
    • Delivery method (required): Choose Courier or In-person.
    • Contact nameΒ·Contact number (required): Both are required regardless of the delivery method.
    • Country of deliveryΒ·Postal codeΒ·AddressΒ·Detailed address: Enter only when using courier delivery (address is required). If you have an address saved in the company address book, you can fill it out all at once by clicking Select from address book. The selected value can be modified only for this application, and the address book itself will not change. Checking Save this address to address book will make it appear in the list from the next application onwards.
    • Desired delivery date: Optional item.
    • Request memo: Freely enter reference details such as the reason for issuance.
  4. Click the Request issuance button to submit.
  5. After submission is complete, you will be redirected to the detail page, and a notification will be sent to the IP Provider manager.

Label issuance application form β€” Enter Product, quantity, and delivery information

Cancelling a request

You can cancel using the Cancel request button at the bottom of the detail page when the status is request completed (Requested) or Approved. Requests that are Issued, Rejected, or already Cancelled cannot be cancelled.

Checking progress

Check the current stage using the progress steps (Label issuance β†’ Approved β†’ Issued) at the top of the detail page. As the IP Provider reviews or processes the issuance, the status updates in real time.

IP Provider/Operator View

Managing Request Lists

  1. View all issuance requests from Partners in Label issuance in the left project menu.
  2. Filter by status (Requested/Approved/Rejected/Issued/Cancelled) or by Partner.
  3. Download the list of requests using the Export CSV button.

Label issuance request list β€” showing status, quantity, and remaining quantity together

Approving or Rejecting

  1. Click a request in the list to go to the detail page.
  2. Review in the Actions section at the bottom.
    • Approved: Enter a review message (optional) and click the Approved button.
    • Rejected: Click the Rejected button. Leaving the reason for rejection in the message will deliver it to the Partner.
  3. The processing result is sent to the Partner as a Notifications.

When processing approval and issuance, the contract's label issuance permissions and contract status are re-verified. If the contract has expired or permissions were disabled after the request, approval is blocked. Re-verification also occurs when issuing the remaining amount of a partial issuance.

Processing Physical Issuance (Label Issuance)

For approved requests, process issuance in the system after physical label delivery.

  1. Go to the request detail page in Approved status.
  2. Enter the Quantity to issue in the Actions section. You can only enter up to the approved quantity.
  3. Click the Issue button.
  4. The status changes to Issued and a Notifications is sent to the Partner.

If you issue less than the approved quantity, the remaining quantity stays so you can continue issuing later. The remaining quantity is displayed on the detail page, and the issue button remains. The status appears as Partially issued. Payments are newly billed only for the amount issued this time, and previously issued portions remain at the amount calculated at that time. Even if rates or unit prices change midway, previously issued portions are not recalculated.

Even if two people issue the same request simultaneously, the sum will not exceed the approved quantity. Issuance processing is queued one by one, and automatically generated Payments are not created twice for the same issuance portion.

Reverting Issuance

Revert when a quantity was entered incorrectly or the issuance itself needs to be cancelled. Only IP Provider administrators can do this β€” managers handle issuance, but reverting those funds requires administrator privileges.

  1. Click Revert issuance in the details of the request in Issued status.
  2. Enter the reason for reverting (required). The reason is recorded together in the corrective transaction left in the ledger.
  3. Reverting returns the status to Approved and restores the approved quantity, allowing you to issue again with the same request.

Existing records are not deleted. Instead of deleting the Payment item created by the issuance, a negative item of the same amount is left. This ensures that what was corrected, when, and how remains intact in the history.

You cannot revert if Payments have already been marked as Paid. This is to prevent settlements from being changed retroactively. In this case, you must check with the settlement person in charge first.

Enabling Label Issuance Permissions in Contracts

For Partners to apply for label issuance, permissions must first be enabled in the contract.

  1. Select the relevant contract in Contracts in the left project menu.
  2. Turn on Label issuance in the Label issuance permissions section of the contract edit screen. Conditions can only be modified while in Awaiting internal approval status.
  3. The contract must be in Approved status for it to apply.

Statuses and rules

Status transition flow

Current status Action Next status
Requested IP Provider manager approves Approved
Requested IP Provider manager rejects (no further status change) Rejected
Requested Partner withdraws the application Cancelled
Approved IP Provider manager processes issuance Issued
Approved Partner withdraws the application Cancelled
Issued Continue issuing remaining quantity (partial issuance) Issued
Issued IP Provider administrator reverts issuance Approved

Permission Summary

Action Partner IP Provider Manager IP Provider Admin
Create request O (When there are products open for application) X X
Cancel request O (In Requested or Approved status) X X
Approve/Reject X O O
Process issuance X O O
Revert issuance X X O (Before payment only)
View list/details O (Own company requests only) O (All) O (All)

Conditions for Opening Requests

Condition Description
Approved contract required An Approved contract with label issuance permission enabled must be attached to the Products, and the end date must not have passed
Pass label application start stage Requests can be made only after all required approvals for past stages among those checked as Start of label application in the Product stages edit are completed (the default setting is the Completed category stage)
Contract re-validation Re-verify the contract status and label issuance permission at the time of approval and issuance
Issuance quantity limit The quantity that can be issued in a single request is up to the approved quantity of that request

Payments and Settlement Integration

When a label issuance request is created, if there is a product price, the label payments and royalty amounts are automatically calculated and displayed on the details page (the rate uses the IP-specific contract terms if available, otherwise the contract default).

  • When you process an issuance, the royalty payment for that issuance portion is automatically created. The status is Label generated, and once actual deposit is confirmed, click Confirm deposit on the Payments screen to change it to Paid.
  • The royalty subtotal for settlements only counts payments that are Paid. Therefore, issuance alone does not change the settlement amount.
  • Partial issuances remain separated by the amount issued β€” if you issue in three batches, there are three payments, and their sum is the generated amount for this request.
  • Label payments are not automatically created. If needed, register them manually from the Payments screen.
  • If the contract currency and the label currency are different, automatic generation is not performed. In this case, register manually as well.
  • Payments are managed under Payments at the bottom of the contract details.

Frequently encountered situations / Cautions

The "Request issuance" button is not visible or is disabled. This happens when there are no Products with open label applications in that project. Check the label area in the Product details to see which required approvals at which stage are remaining, and complete those approvals. If Label issuance permissions are turned off in the Contracts, the button will not open even after all approvals are received.

An error occurs upon submitting a request stating that a contract with label issuance permissions is required. Either there is no Contract, the Contract has expired or been terminated, or Label issuance permissions are turned off. Ask the IP Provider to configure the permissions.

An error occurs upon approval. This happens if the Contract has expired or permissions were turned off after the request was made. Check the Contract status and, if necessary, renew the Contract or turn the permissions back on again.

An error occurs when entering the issuance quantity. The issuance quantity cannot exceed the approved quantity for that request. If you are continuing with partial issuances, you can only enter up to the remaining quantity.

Amounts are not displayed. If the Product does not have a suggested retail price or wholesale price, or if the Contract has neither a default rate nor IP-specific contract terms, the amount cannot be calculated. Check the Product pricing and Contract rate settings.

Details cannot be edited after Label issuance is complete. Requests that reach Issued or Rejected can no longer change status or be edited. If there is incorrect information, submit a new request.

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