EXTENDMAX - You are preparing to exmport barcode readers (or barcode scanners, RFID readers, wireless Handheld PC, Portable Data Terminal (PDT) to Vietnam but you are not sure on market access requirements, type approval certificate, or simply have many questions. In this article, we will answer all the frequently asked questions related to exporting such products to Vietnam. So, what are all the market access requirements? Are barcode scanners need certificate of conformity (type approval certificate) or not? Bar code readers have to go through product quality inspection registration procedures for imported goods? What are the technical regulations applicable to the RFID readers, wireless Handheld PC, PDA, PDT? In fact, barcode readers are playing an increasingly important role in the retail and manufacturing industries with applications for WLAN, WWAN networking and RFID tag reading, applications for warehouse management and goods management. When integrated with radio transceiver function, barcode scanner, PDT, PDA, barcode reader, RFID reader will be under mandatory scope for ICT certification, need to apply for product quality inspection registration (PQIR) process, affix ICT conformity mark (ICT Mark) before being sold to the Vietnam domestic market. Let's find out all the details in step by step through the article on how to export barcode scanners to Vietnam
1. Classification of barcode readers, PDT, PDA, RFID readers
There are many types of barcode readers that are used in warehouse and retail management and can be classified in a variety of ways. Within the scope of this article, ExtendMax will classify according to technical characteristics to easily distinguish market access requirements, applicable import policies, and necessary import procedures.
Barcode scanners using infrared or laser for retail use
As the name suggests, this type of machine has the main function of scanning barcodes with infrared or laser beams, transmitting the signal to an automatic data processing machine (usually a desktop computer) using a signal wire protocol. (wired type), fixed or movable within the confines of the connecting cable. Usually this type of barcode scanner does not have a transceiver function, usually used to read bar codes or QR codes, for payment in retail applications at the checkout counter. In some cases, this barcode scanner may have built-in wireless transceiver function using Bluetooth technology. Due to the use of a wired connection or a Bluetooth connection, this type of barcode scanner is not required to register for product quality inspection registration procedures, and no need certificate of conformity (type approval certificate). Importers can carry out the procedures for importing barcode scanners of this type similar to those of normal goods.
Typical shape of an infrared or laser barcode scanner
Barcode reader with WiFi transmitter, mobile terminal, RFID card reader
This group is a handheld barcode reader similar in size to a large mobile phone, with integrated functions (modules) including infrared or laser barcode reading (similar to the type of barcode scanner), capable of self-processing data and transmitting data to other devices by wireless connection (WiFi, Bluetooth, 2G/3G/4G/5G), capable of reading RFID labels or NFC. This type of barcode reader are known as Handheld PC or Portable Data Terminal (PDT) or Personal Digital Assistant (PDA), which has high mobility, so it is often used in warehouse or logistics management to manage goods. The Handheld PC that you see DHL or FedEx employees holding in their hands, scanning the barcode of goods is this type of handheld barcode reader. After scanning the barcode, the device sends data to the server, and the sender and receiver can visit the DHL or FedEx website to get up-to-date shipping information. Due to the use of wireless connections (WiFi, Bluetooth, 2G/3G/4G/5G) and the ability to read RFID or NFC labels, this type of barcode scanner is required to to go through product quality inspection registration procedures, obtain certificate of conformity (ICT Type Approval certificate), announcement of regulation conformity.
Typical shape of a handheld PC, PDA, PDT barcode reader
Barcode reader for industrial applications, fixed use.
This group is a type of barcode reader used in factories, production conveyors or large logistics warehouses, with many integrated functions (modules) including infrared or laser barcode reading, capable of self-processing data and transmitting data to other devices by wireless connection (WiFi, Bluetooth, 2G/3G/4G/5G). However, the main function of the products in this group is reading RFID or NFC tags. When the goods (with RFID tags) run through the conveyor belt, this type of RFID reader will receive the signal and send the data to the data processing machine (server). Due to the use of wireless connections (WiFi, Bluetooth, 2G/3G/4G/5G) and the ability to read RFID or NFC labels, this type of RFID reader is required to apply for product quality inspection registration procedures, obtain certificate of conformity (ICT Type Approval certificate), announcement of regulation conformity..
Typical shape of an industrial RFID Reader
2. Brief procedures for importing, getting Type Approval certificate, Declaration of Confomity
a Procedures applicable to imported barcode scanner
Import procedures according to regulations of the Ministry of Information and Communications
(1) Apply for product quality inspection registration process for barcode scanner
(2) Submit the product quality inspection registration form to the customs authority
(3) Complete customs clearance for the barcode scanner and taking the goods to the warehouse
(4) Product testing according to applicable technical regulations
(5) Apply for Certificate of Conformity for barcode scanner
(6) Submit Self-assessment Declaration of Conformity (SDoC) to VNTA
(7) Putting ICT conformity mark (ICT label) on the barcode scanner or its packaging box before being circulated to the market
In case the importer already has the certificate of conformity and the necessary test results, the importer can carry out the SDoC process and submit Type Approval certificate to VNTA and complete the product quality inspection registration process at no time.
b Procedures applicable to locally manufactured barcode scanner:
Procedures are carried out according to regulations of the Ministry of Information and Communications
(1) Product testing according to applicable technical regulations
(2) Apply for Certificate of Conformity for barcode scanner
(3) Apply for Declaration of Conformity (DoC) certificate issued by the VNTA
(4) Putting ICT conformity mark (ICT label) on the barcode scanner or its packaging box before being circulated to the market
3. Technical regulations applicable to barcode scanner, PDT, PDA, and RFID readers.
Portable Data Terminals and RFID readers are regulated by the followings Vietnam regulations:
→ Circular 02/2022/TT-BTTTT stipulating the list of products and goods subject to regulation conformity certification and/or regulation conformity announcement (list of group 2) goods within the scope of responsibility of the Ministry of Information and Communications
→ Circular 15/2018/TT-BTTTT and Decree 74/2018/ND-CP stipulating procedures for state quality inspection for imported goods
→ Circular 10/2020/TT-BTTTT stipulating the method of regulation conformity certification and announcement of conformity of products managed by the Ministry of Information and Communications
→ Circular 08/2021/TT-BTTTT stipulates the list of equipment exempted from frequency license (to compare the operating frequency and transmit power of the device, especially the RFID reading feature of the code scanner. The UHF RFID reader or barcode scanner is only allowed to use frequencies within the range of 918.4MHz ~ 923MHz and according maximum transmit power of 500mW ERP)
→ MIC Documents No. 2361/BTTTT-KHCN guiding for implementation of the Circular 02/2022/TT-BTTTT and type approval certification according to QCVN 127:2021/BTTTT for 5G NR SA and QCVN 129:2021/BTTTT for 5G NR SA
→ National technical regulations issued by the Vietnam MIC and applied to the product.
The applied national technical regulations will be based on the wireless transceiver technologies that the barcode reader integrates. Typical technical regulations applicable to handheld PC, PDA, PDT barcode reader are as follows:
Radio frequency standards:
- QCVN 129:2021/BTTTT (RF for 5G NR NSA)
- QCVN 127:2021/BTTTT (RF for 5G NR SA)
- QCVN 117:2020/BTTTT (RF for 2G/3G/4G/LTE)
- QCVN 65:2021/BTTTT (RF for WiFi 5GHz)
- QCVN 54:2020/BTTTT (RF for WiFi 2.4GHz)
- QCVN 55:2011/BTTTT (RF for NFC / HF band)
- QCVN 47:2015/BTTTT (RF for UHF 918.4~923 MHz)
Radio frequency EMC standards:
- QCVN 18:2014/BTTTT (RF EMC for 5G NR NSA and SA)
- QCVN 86:2019/BTTTT (RF EMC for 2G/3G/4G/LTE)
- QCVN 96:2015/BTTTT (RF EMC for NFC, HF and UHF)
- QCVN 112:2017/BTTTT (RF EMC for WiFi)
Important notes on market access requirements
→ If the handheld PC, PDA, PDT, barcode scanner, RFID reader fail to meet technical and operational conditions regulated by the Circular 08/2021/TT-BTTTT, it shall not be approved and shall not be allowed to be imported or used in Vietnam
→ Learm more about labeling and marking requirements for electric and electronic goods exporting to Vietnam
→ MIC renews list of products products and goods subjected to mandatory Type Approval certification and Declaration of Conformity annually. Please find most updated regulations on our website.
4. Testing and in-country test laboratory designated by Vietnam MIC
For standards on RF radio transceivers and EMC compatibility, applicant can conduct testing and testing of equipment at domestic testing laboratories designated by the Vietnam Ministry of Information and Communications or one of the foreign laboratories in the US, Korea, Canada, Singapore (only these 4 countries) recognized by the Ministry of Information and Communications under MRA agreements for applicable standard. Normally, in-country testing process will take 1-2 weeks for barcode scanner.
5. Prepare a dossier of Certificate of Conformity for barcode scanner
The set of application documents for certification of conformity for handheld PC, PDA, PDT, barcode scanner, RFID reader composed of the below:
- ICT Type Approval application form
- Enterprise Registration Certificate (ERC) of applicant.
- Technical specifications of the product.
- Product photos including product labels.
- Testing reports issued by MIC designated local labs or oversea labs recognized by MIC under MRA
- ISO 9001 certificate of the factory or the shipping documents (according to applicable certification system)
- Some other forms prepared by ExtendMax for the customers to sign (and stamp)
Learn more about ICT certification systems on our general guides for ICT Type Approval
6. Type Approval certification bodies designated by Vietnam MIC
Currently, the only certification body designated by the Vietnam MIC is the Telecom Metrology and Quality Center - a subsidiary of the VNTA. Applicant can submit the application documents to one of the following addresses: :
→ Telecom Metrology and Quality Center in Hanoi (VNTA building)
→ Branch of TTelecom Metrology and Quality Center in Da Nang
→ Branch of Telecom Metrology and Quality Center in Ho Chi Minh City
Telecom Metrology and Quality Center will review and evaluate the applicant's certification dossier and issue a Type Approval certificate if the dossier is complete and consistent with the regulations of the MIC, VNTA.
The process of verifying documents and issuing the Type Approval certificate normally takes 2 weeks.
7. Declaration of Conformity process for Handheld PC, PDA, barcode scanner
Based on the issued Certificate of Regulation Conformity, the Enterprise must continue to carry out the procedures for Announcement of Regulation Conformity at the Department of Telecommunication - Ministry of Information and Communications.
a Procedure for Declaration of Conformity for imported barcode reader, RFID reader:
The applicant (importer) prepares a dossier of declaration of conformity (self-assessment declaration of conformity) for the consignment, including:
(1) Self-assessment declaration of conformity form according to Decree 74/2018/ND-CP
(2) A copy of the certificate of registration for quality inspection of the consignment
(3) Registered ICT mark (with CODE) of the importer for the first time or when having a change in ICT mark.
(4) Product techinical specifications document (datasheet, specifications, user manual)
(5) Type Approval certificate of the product (together with LOA issued by manufacturer if TAC is held by manufacturer)
For imported products, the procedures for declaration of conformity shall be completed as soon as the VNTA receives the above-listed dossiers.
b Procedures for declaration of conformity for domestically produced barcode scanner:
The enterprise prepares a set of dossiers of declaration of conformity for products according to regulations, including:
(1) Form for Declaration of Conformity according to Circular 30/2011/TT-BTTTT
(2) Conformity self-assessment form according to Decree 74/2018/ND-CP
(3) Registered ICT mark (with CODE) of the importer for the first time or when having a change in ICT mark.
(4) Product techinical specifications document (datasheet, specifications, user manual)
(5) Type Approval certificate of the product issued by MIC designated Certification Body
For domestically produced products, the VNTA receives the dossier, verify the dossier and issues a "Notice of receipt of the Declaration of Conformity" with a validity period of 3 years to the applicant (only local manufacturer can be applicant for this process).
Applicant applying for Declaration of Conformity for the first time will need to apply for an ICT CODE code and register a its own ICT mark (ICT label) to the VNTA.
The above steps are all market access requirements for importing, manufacturing and trading wireless handheld PC, PDA, PDT, barcode scanner, RFID reader in a comprehensive manner in compliance with the provisions of law and sub-law documents on radio equipment, telecommunications, and information technology according to regulations of the Ministry of Information and Communications.
8. How can ExtendMax help you in the market access requirements?
With many years of experience in consulting market access requirements and type approval certification for handheld PC, PDA, PDT, barcode scanner, RFID reader for the leading manufacturers and leading brands such as Zebra, Honeywell, Bluebird... we can support you with all market access requirements and import procedures including:
→ Evaluate the technical specification of the product, determine whether the products meets MIC requirements on operational conditions (frequency, Tx power) and allowed to be imported to Vietnam or not.
→ Evaluate documents, certificates of quality management system ISO 9001, determine the most suitable and lowest cost Type Approval certification system
→ Consulting and supporting the initial import procedures for customs clearance such as registration for performance testing, product quality inspection registration process for imported barcode scanner.
→ Acting as local representative for applicant in carrying out testing, certification, and conformity announcement procedures for handheld PC, PDA, PDT, barcode scanner, RFID reader
→ Apply for ICT CODE for the importer, register importer's ICT mark or apply for ICT Mark modification upon request.
→ In case businesses need to import in small quantities, or receive goods without payment from parent companies or foreign partners, ExtendMax is capable and qualified to provide good import solutions. Or simply we provide Importer of Record IOR service to solve your worries and problems.
You may need to know: Market access requirements and import procedure for RFID tags
9. Contact information for market access requirements consulting
EXTENDMAX VIETNAM COMPANY LIMITED
Hotline: +84 915 836 555 | Hanoi: +84 24 6666 3066
Email: consultant@extendmax.vn | phuong.tran@extendmax.vn
HO: ExtendMax Villa, C01-L18 An Vuong, Duong Noi urban area, Duong Noi ward, Ha Dong district, Hanoi City, Vietnam
Test laboratory: BT02-21, An Hung urban area, To Huu street, La Khe ward, Ha Dong district, Hanoi City, Vietnam
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10. Preview of Type Approval certificate for Handheld PC, PDA, PDT and RFID readear
