Stock with uncertain authenticity or origin

The problem may be an unknown supplier, a mismatch between product and packaging, an altered serial label, conflicting batch details or a document that cannot be linked to the stock.

Use a provenance checklist:

• Identify the product, model, serial or batch and physical quantity.
• Preserve label and packaging photographs.
• Locate the purchase invoice, delivery record and supplier correspondence.
• Match those documents to the actual stock rather than a similar order.
• Record the supplier's business identity and contact route.
• Note the exact discrepancy or missing link.
• Seek appropriate manufacturer, rights-holder or professional advice.
• Record the resulting hold or release decision and its evidence.

Keep original records intact. Do not replace a questionable label or discard packaging while trying to make the stock easier to sell.

A useful enquiry provides identifiers and asks whether the specific goods or documents can be verified. "Do these look genuine?" with one distant photograph is unlikely to resolve a complicated supply-chain question.

The batch traceability guide helps organise the evidence. If the manufacturer needs a serial range or delivery reference, the stock record should make it possible to locate those items without repeating the whole inventory.

Treat provider responses within their stated scope. Confirmation that a model exists does not authenticate every unit bearing its name.

Authenticity, ownership and product safety are different questions. A genuine product can still belong to a customer, be recalled or be unsuitable for supply.

Use the customer-owned and consignment stock guide for ownership exceptions. Use the recall screening guide for safety notices. Resolving one issue should not automatically clear the other holds.

Government IP enforcement guidance explains that selling counterfeit goods can raise intellectual-property infringements and, in some business circumstances, criminal offences. Obtain advice about the actual evidence and route rather than infer the legal outcome from a general article.

Government product-safety guidance also stresses supplier traceability for consumer products. The applicable product rules and jurisdiction need their own consideration.

Give the stock a hold reference, location, responsible person and review date. Keep it out of picking, sale photographs presented as approved lots and collection manifests.

If stock is already mixed with approved goods, reconcile the affected quantity and separate it under suitable arrangements. Do not merely add a note to a spreadsheet while leaving the items indistinguishable on the shelf.

A release decision should name the evidence used, who approved it and any remaining restrictions. If the concern cannot be resolved, seek the appropriate advice before choosing a return, disposal or other route. Do not market uncertainty as a buyer's opportunity to take the risk.

Provide UK Auction Group with a clear approved-stock list and a separate exception summary. The organiser needs to know what remains held before a catalogue or collection plan is agreed.

Stock and business contents