EAN 13

How to use GS1 Rekisteri - Saving data using Excel

This guide helps you to save several codes with product information data in GS1 Rekisteri using Excel.
Instruction steps

This is how you use Excel functionality

Start by downloading a blank Excel template. On the GTINs tab, click the Import GTINs button.

Kuvakaappaus_EN_GS1Rekisteri_Excel_Tuo_GTIN-koodi

Click the Download Excel template button to choose whether you want the titles on template in English or Finnish.

Kuvakaappaus_EN_GS1Rekisteri_Excel_Lataa_Excel-pohja

 

There are two sheets on Excel template:

  • GTINs, to fill all the needed data
  • Lookups, to find correct code values (keys) that must be used on template

 

Fill in the template and save it on you computer

  • Using Status Draft, the GTIN can be saved without any other information
  • Using Status Draft, the product can be saved without entering a GPC Category, but by filling in all other fields. If any data field is filled in, all data must be provided (excl. GPC category).
    • Filling the product classification (GPC) is often the most difficult field unless it is known in advance. In the user interface, selecting a GPC category is easier with the search function.
  • Using Status Active, all data fields must be filled
  • Using Status Inactive, all data fields must be filled

To import the file, go back on GTINs tab and click the Import GTINs button. Choose Drag file here or browse and choose the right file.

When the file is ready to be saved, the text Ready to import will appear at the bottom and you can continue with the Import button.

Kuvakaappaus_EN_GS1Rekisteri_Excel_Tuo_Excel-pohja

 

When the download is successful, a pop-up window will show the number of saved GTINs.

Kuvakaappaus_EN_GS1Rekisteri_Excel_Tuo_Excel-pohja_suoritettu

 

 

A separate file can be downloaded from the GTINs failed to import. File also shows the reason for the error.

Kuvakaappaus_EN_GS1Rekisteri_Excel_Excel-virheet1

 

Kuvakaappaus_EN_GS1Rekisteri_Excel_Excel-virheet

 

Example 1: Loading a large amount GTINs using Excel

Active and Inactive GTINs can be imported by giving them all the required information in Excel.

Filling the product classification (GPC) is often the most difficult field unless it is known in advance. In the user interface, selecting a GPC category is easier with the search function.

! If the products are similar and belong to the same product category (GPC), it is recommended to first save one product manually in the user interface.

  • The GPC code can be found using the search functionality
  • The data of the saved product can be exported to Excel and used as a template for saving other products
  • if the products are different and belong to different product category, it is recommended to save GTINs as draft using Excel. Using Status Draft, you can save GTIN when other information is filled in, but the GPC category is missing
  • The user interface is used to add GPC categories for each product one GTIN at a time
  • When all product information is saved, change the status
    • Go to the GTINs tab
    • Filter by status Draft
      • There is a Change Status button on the right side of each row
      • Choose Inactive and click Change in the pop-up window

Example 2: Loading a large amount of Inactive GTINs using Excel

Inactive GTINs can be imported as well as active codes by giving them all the required information in Excel.

It is not possible to import Inactive GTINs with Excel without product information.

If you save used Inactive GTINs without product information, you can do so as follows:

  • Import all the needed GTINs using Excel as Drafts without any other information
  • Change the status in the user interface to inactive one GTIN at a time
    • Go to the GTINs tab
    • Filter by status Draft
Kuvakaappaus_EN_GS1Rekisteri_Excel_GTIN-koodit_suodata_Luonnos

 

There is a Change status button on the right side of each row

 

 

Kuvakaappaus_EN_GS1Rekisteri_Excel_GTIN-koodit_muuta

 

Choose Inactive and click Change in the pop-up window

 

 

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