For suppliers
On this page we have gathered necessary information for suppliers.
News and revision of the assortment
At Apotek Hjärtat, we continuously re-evaluate our assortment based on our customers’ needs and are interested in new products that can help increase the customer value.
Revision in pharmacies takes place three times per year in May, October, and February. The online assortment, on the other hand, is revised continuously during the year.
Please note that sun articles are handled in the February revision, and Christmas articles in the October revision.
Information for suppliers announcing products to Apotek Hjärtat
As previously communicated, Apotek Hjärtat is currently making a major investment to modernise and quality-assure our handling of article information. We are now launching a completely new article portal (PDX), which will replace today’s Excel-based product submissions and include your full assortment with us. The goal is to strengthen data quality while also laying the foundation for a more modern way of announcing products.
This means that all article submissions (not applicable to private label products) will be made through our new article portal.
The article portal is intended to give you as a supplier:
- Clearer requirements for article information
- Better quality from the start
- Easier communication and completion of data, for the full assortment, not only revisions
We will also use the article information you have in Validoo. If you use Validoo, please make all article information available to our GLN 7312440012653.
Please also see the documents below for guidance on how to fill in the information in the article portal.
User manual updated 20261007
User instructions article list updated 20261005
Attribute definitions
Current dates for upcoming revisions
Pharmacy revision 2027
-
- February revision
- Submissions are made through the article portal
- Deadline for submission: 2 October 2026 (week 40)
- Revision in pharmacies starts on 1 February 2027
- May revision
- Submissions are made through the article portal
- Deadline for submission: 30 December 2026 (week 53)
- Revision in pharmacies starts on 3 May 2027
- October revision
- Submissions are made through the article portal
- Deadline for submission: 7 May 2027 (week 18)
- Revision in pharmacies starts on 4 October 2027
Only articles received on time and submitted in full can be handled in this revision.
Online revision
- Submissions are made through the article portal
- Submissions are made continuously throughout the year
If you have any questions about how to fill in the new article data templates, please contact:
masterdata.supplier@apotekhjartat.se
Submission and documentation to Apotek Hjärtat
Start by aligning new products and pricing with the responsible Category and Buying Manager before sending the notification in PDX.
For Apotek Hjärtat to be able to evaluate and list new articles, we need to receive the following for all articles:
- Complete and correctly filled in information in the article portal based on the correct PPH, see below.
- Packaging hierarchy added in the article portal. Template packaging hierarchy not applicable to suppliers connected to Validoo.
- Images for planogram and online sales.
- Safety data sheet for chemical products and, for other products, where applicable based on transport and storage.
- Other quality documentation by product type as specified below.
Information regarding submission documents
- Product image(s)
Send product image(s)to the responible Category and Purchasing Coordinator.
Intended for marketing and sales of articles online.
File format: JPG, PNG or TIFF.
Size: 900x900–2400x2400 pixels.
Name the image with the product GTIN number. If there are several images, name them as follows:
GTIN_1.jpg, GTIN_2.jpg, GTIN_3.jpg osv.
Note! Only one clipping path within 1 pixel around the object. No clipping path is also fine.
White or transparent background, without shadow.
Example of product image - For new brands, the following also applies:
Brand image: 2849x1056 pixels.
Logotype: 300x200 pixels.
Send brand information to the responsible Category and Buying Manager. - Planogram image
Used for shelf planning in stores.
The image should show the product or outer packaging as presented to customers in-store.
File format: PNG or JPEG. *.1 format preferred.
Example of planogram image - Measurement information
Instructions on how to measure the product. - Artwork
Used for quality review of articles.
Applicable for food, food supplements, medical devices, personal protective equipment, and chemical products, and upon request for cosmetic products.
All sides of the packaging must be legible. Include outer packaging, inner packaging, and any additional labelling (e.g. label).
File format: PDF.
Name the file as follows: GTIN_Artwork_Date
Example: 7340160906457_Artwork_260307
Example of artwork - Health claims about botanicals
Applicable for food supplements.
Provide the relevant EFSA application numbers for each pending claim on botanicals used.
File format: PDF.
Name the file as follows: GTIN_Health claims_Date
Example: 7340160906457_Health claims_260307 - Declaration of Conformity (DoC)
Applicable for medical devices and personal protective equipment.
File format: PDF.
Name the file as follows: GTIN_DoC_Date
Example: 7340160906457_DoC_260307 - Instructions for use
Applicable for medical devices, personal protective equipment, and chemical products.
File format: PDF.
Name the file as follows: GTIN_Instructions for use_Date
Example: 7340160906457_Instructions for use_260307 - Safety data sheet
Applicable for chemical products.
File format: PDF.
Name the file as follows: GTIN_Safety data sheet_Date
Example: 7340160906457_Safety data sheet_260307 - Self declaration
Applicable for cosmetic products and pet food.
File format: Excel.
Name the file as follows: GTIN_Self declaration_Date
Example: 7340160906457_Self declaration_260307 - Ingredient list
Applicable for cosmetic products upon request. Preferably in the form of an INCI list.
File format: PDF.
Name the file as follows: GTIN_Ingredient list_Date
Example: 7340160906457_Ingredient list_260307
Below you will find article data templates for each product type, as well as information about which additional documentation must be submitted for upcoming store revisions and for announcements to online.
HV Food supplements
Everything humans eat that is not food or medicine. Examples include vitamins, minerals, botanicals (plants, plant parts or plant extracts), lactic acid bacteria and rehydration products. These products may be available in forms such as tablets, capsules or powder.
- Artwork
- If health claims about botanicals are used, relevant EFSA application numbers must be submitted.
HV foods
Everything humans eat that is not a dietary supplement or medicine. Such as protein bars, nuts and candy.
- Artwork
HV Medical devices
Cures, alleviates or prevents disease but is not medicine, such as plasters, fever thermometers and pregnancy tests.
- Artwork
- Declaration of Conformity (DoC)
- Instructions for use (if applicable).
HV Personal protective equipment
Protects against risks that may affect health or safety, such as earplugs, anti-slip protection, reflectors and respiratory protection.
- Artwork
- Declaration of Conformity (DoC)
- Instructions for use (if applicable).
HV Chemical products
Cleans, dissolves, protects, dyes or affects biological or chemical processes, such as mosquito repellent, hand disinfectants and pet shampoo.
- Artwork
- Safety data sheet
- Instructions for use (if applicable).
HV Cosmetic products
Cleanses, perfumes, changes appearance, protects, maintains or affects body odours in humans. It is used on the external parts of the body, such as the skin, hair, nails, lips, teeth and the mucous membranes of the oral cavity. For example, deodorant, foot cream, eye shadow, hair spray and shampoo for human use.
- Artwork (upon request only)
- Self declaration – Cosmetic products
Checks must be made to ensure that cosmetic products meet the requirements in:
Apotek Hjärtat Restricted Cosmetic Ingredients - Ingredient list (upon request only)
HV Pet food
Everything pets eat that is not medicine, such as dry food, wet food and supplements.
HV Other non-prescription products
Products that do not belong to any of the other specific product types, such as combs, hair dryers, pacifiers and sex toys.
OTC Human
Non-prescription medicines for humans.
OTC Veterinary
Non-prescription medicines for animals.
Price notices
Below you will find our price notice template. Any price adjustments are handled in connection with our revision windows (Feb, May and Oct). Price notices must be sent to KIA and KIC no later than 12 weeks prior to the nearest revision window and submitted using Apotek Hjärtat’s price notice template. Both parties must agree before the new price takes effect.
For a price notice to be considered complete and eligible for processing, it must include clear, correct, and evidence-based documentation supporting the requested adjustment. At a minimum, the documentation must show specific cost changes at product level, general overhead costs, how cost development impacts total cost, the time period the change applies to, and evidence supporting this. General macroeconomic trends, general cost increases, or market pricing do not in themselves constitute sufficient documentation.
If the notice is incomplete or lacks correct documentation, the 12-week lead time is calculated from the date a complete notice has been received.
Price notice template
Contact details: responsible Category and Buying Manager (KIC).
Contact details: responsible Category and Purchasing Coordinator (KIA).
Changes, updates and discontinued products in the existing assortment
Below you will find information regarding changes, updates and discontinued products regarding the existing assortment.
Please note: New procedure! A new GTIN is handled as a new item and must be submitted as a new product via the article portal in the correct PPH (Primary Product Hierarchy), together with the relevant documents, which can be found in the “Submission and documentation to Apotek Hjärtat” section above.
Changes and updates to existing assortment are registered in Validoo, the article portal and PDX, and communicated via Changes and Discontinued Products Template to the responsible Category- and Buying Manager and Category- and Purchasing Coordinator.
Discontinued product in the existing assortment are communicated via Changes and Discontinued Products Template to the responsible Category and Buying Manager.
Product sample
Product samples are used to review and quality assure items before including them in the assortment. Please note that Apotek Hjärtat contacts the supplier as needed for submission of product samples.
Producer responsibility regarding packaging
Read more about the producer responsibility regarding packaging here.
Are you a new supplier?
Are you a new supplier and want to announce articles to Apotek Hjärtat? Please contact:
Self-care: responsible Category and Buying Manager
Assortment: rx@apotekhjartat.se
Write an email with the following content:
- Information about your product offering, incl. prices, filled in Price notice template
- Information about the company, with a link to your website
- Contact information
In the event of mutual interest, you will be contacted by the assortment owner for the relevant category.