Instruction

GS1 Data - Saving previously used codes

Before creating new codes in GS1 Data, save your previously used codes there. Keeping these records in one place gives you a comprehensive list of codes in use and helps you avoid accidentally reusing codes.

Collect information on the codes you use

Collect all previously used GTINs and their product information from your current systems, paper lists and Excel files, for example. Include all codes used for cases and pallets. Previously used GTINs remain valid; save them in GS1 Data in accordance with the requirements and exceptions below.

  

Important points to note 

1. All GTINs generated from the GS1 Company Prefix you use must be saved in GS1 Data. Codes for cases and pallets, products used internally and private label products must also be saved in GS1 Data.

The only exceptions are the following GTINs, which are not saved in GS1 Data:

  • variable measure codes (starting with 23)
  • GTIN-13 codes previously sold individually.

  

2. If you do not have comprehensive information on all identifiers generated from your GS1 Company Prefix, save at least the codes taken into use from the beginning of 2015 onwards in GS1 Data for products withdrawn from the market. The information fields do not need to be filled for codes of discontinued products that are no longer on the market. For codes currently in use all information must be entered in GS1 Data.

  

3. Reusing GTINs has been prohibited since the beginning of 2019. Before this, a code that had been inactive for more than four years could be reused.

Codes can have Published, Inactive, Discontinued or Draft status

  1. GTINs still in use are saved with Published status. You need the following information to save them:
  • GTIN
  • GPC category
  • Brand name and if applicable sub brand
  • Product name, including net content, to uniquely identify the product
  • Is the product a base unit, case or pallet?
  • Product image (optional)

  

2. GTINs for products no longer produced or sold are saved with Inactive status. There are two options for this:

  1. The minimum requirement is to set the products’ GTINs to Inactive status. Do this in the Product information view by clicking the three dots in the upper right corner and selecting Deactivate draft.
  2. Alternatively, save all the requested product information and set the status to Inactive. If you later want to publish the product, first change its status to Draft. You can then enter the required information and publish it.

 

GTINs that have already been assigned to a product, but the product is not yet on sale, can be left in Draft status.

See also the guide How to create a GTIN for a product barcode 

Start creating new codes in GS1 Data

Once you have saved all previously used codes that must be recorded under the requirements above, you can start creating new codes in GS1 Data. Select Add product or package, then Create new GTIN.