Many customers ask how product data is “encoded” into a barcode or whether the barcode needs to be registered on a global database. To clarify, barcodes do not contain product details within the bars—only the numerical sequence shown beneath them. When scanned, the numbers are recognised by a store’s Point of Sale (POS) system, replacing manual data entry. If the retailer’s system has a matching entry, it will retrieve product details like price, name, and size.
What Do Barcodes Do?
Barcodes are globally unique numbers assigned to products by their owners or manufacturers. Once incorporated into your product’s artwork or labels, the barcode begins its job of representing your product in the supply chain.
The retailer records the barcode number into their sales or inventory system when they accept your product. As such, barcodes do not rely on a centralised database to work. Even the GS1’s Verified by GS1/GEPIR database is not integrated with retailer systems. Most GS1 national product catalogues are also limited to certain retailers and this does not exclude reseller barcodes like ours from being used. This is because they are from the same original UCC numbering system that GS1 uses.
If you have purchased a block of barcodes, it is your responsibility to track your barcode assignments to avoid duplication.
How Barcodes Are Registered in Retail Systems
Each new retailer or distributor enters the barcode into their system during the product onboarding process. Retailers will often require one of the following methods to provide product and barcode details:
- Submitting a Barcode Assignment Sheet:
Share an Excel sheet listing barcode numbers and associated product details such as price, description, and reorder codes. - Completing a Product Information Form:
Many retailers ask vendors to fill out a standardised form linking product information to barcode numbers.
Once entered into the retailer’s system, the barcode becomes scannable at the POS and trackable via store inventory software.
Using Barcodes Online
For e-commerce platforms like Amazon and eBay, a field for “Product ID” is used to provide your barcode number during the product listing process.
Smartphone Barcode Scanning
To ensure your barcode can be scanned by smartphone apps, you’ll need to register it with a company that maintains a database subscribed to by app developers. Additionally, listing your products on free online platforms (linked below) can improve the visibility of your barcodes and products. Registering your barcodes on Amazon, eBay, and Google Merchant Center can also help Google index your products.
Resources for Registration and Product Visibility:
If you have further questions, feel free to contact us for assistance.