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Barcodes and labels

Barcodes are used to uniquely identify items. They are often displayed e.g. on item labels or on documents like invoices and delivery notes. This pages helps you configure barcodes step by step in plentymarkets.

Procedure

This function is configured in several different steps:

  • Configure the barcode types:
    Specify whether you need GTIN, ISBN, UPC or QR barcodes and which sales platforms you need the barcodes for.

  • Acquire a pool of barcodes if needed:
    If you don’t get barcodes directly from your manufacturer, i.e. if you sell your own brand of products, then you’ll need to acquire the actual barcodes from an organisation like GS1. For example, you might buy a range of 1000 barcode numbers. You’ll tell plentymarkets which barcodes you’ve bought by saving information about the number range.

  • Assign the barcodes to your items:
    In other words, you’ll link your barcodes to your item variations.

  • Decide where you want the barcodes to be displayed:
    For example, if you want to display barcodes on item labels, then you’ll need to design the labels and print them out.

1. Configuring barcode types

Which types of barcodes do you need? Which sales platforms will you use each type of barcode on? First, save some basic information about your barcodes.

Configuring barcodes:

  1. Go to Setup » Item » Barcode.

  2. Click on New barcode.
    → The New barcode window opens.

  3. Enter the name.

  4. Select the type. Note Table 1.

  5. Save () the settings.
    → The barcode configuration is automatically given an ID and the settings open in a new tab.

  6. Select () one or more referrers.

  7. Save () the settings.

Table 1. Barcode types
Setting Explanation

GTIN 8;
GTIN 13;
GTIN 14;
GTIN 128

The Global Trade Item Number (formerly European Article Number, EAN) is a product barcode for items. The GTIN consists of 8, 13, 14 or a maximum of 128 characters and is centrally administered and issued for manufacturers upon request.

13-digit GTINs consist of the basic group, the item reference and the check digit. The basic group has 7 to 9 digits and contains the GS1 prefix with the country code, for example 500 to 509 for the UK, as well as the company number. The item reference of the manufacturer consists of 3 to 5 digits (depending on the basic group’s length). The check digit is the last digit.

ISBN

The International Standard Book Number is a unique number of 10 or 13 characters to register books and other independent, discontinuous publications like multimedia products and software.

QR

Quick Response Code. The code contains data such as the version, the data format and other information.

CODE 128

Alphanumeric barcode. The Code128 consists of start character, encoded data, check character and stop character.

UPC

The Universal Product Code is a product barcode for items. The UPC is a 12-digit number. By adding a leading 0, this barcode can be used as a 13-digit GTIN.

Example: FNSKU barcodes

Even though there’s not a specific barcode type for FNSKU, you can still configure FNSKU barcodes in plentymarkets. Enter a meaningful name and select the desired type, e.g. Code 128.

2. Acquiring barcodes and saving a number range

Do you already have GTINs (barcodes) for your items? You might not if you directly import items and your manufacturer doesn’t assign GTINs. In this case, you can acquire GTINs from an organisation like GS1 . For example, you can buy a range of 1000 barcode numbers.

But how do you get this pool of barcodes into plentymarkets? You don’t need to import them! Simply tell plentymarkets how many GTINs you have and which number your range begins with. Then when you assign a barcode to an item, the next available barcode will automatically be used.

Saving a GTIN number range:

  1. Go to Setup » Item » GTIN.

  2. Enter the starting value.
    → For 13 digit GTINs this must be a 12 digit value. The check digit is entered automatically.

  3. Enter the number of GTINs.

  4. Save () the settings.

Why doesn’t the number range look consecutive?

At first glance, it might not look like the numbers always increase by 1. But don’t forget that the last digit is a check digit. The 12 places before it are consecutive. Leave out the check digit when you enter the starting value.

3. Assigning barcodes to products

A barcode is linked to an individual variation and not to the item as a whole. So if you sell a t-shirt in the colours red or blue, for example, then the red and blue t-shirts will each have their own barcode.

There are a few different ways to assign barcodes to products:

If you only have a few products, then it will probably be quickest to manually link barcodes.

  1. Go to Item » Edit item.

  2. Search for and open the variation.

  3. Click on the Settings tab in the lower row.

  4. In the Barcode area, select the previously saved barcode configuration from the drop-down list.

  5. Click on Add ().
    → The barcode type is added and displayed in the list.

  6. Enter the code into the Code field.

  7. Save () the settings.

If you have lots of products, then it will probably be quickest to import the barcodes.

plentymarkets has an import tool, which you can use to import several barcodes at once. The idea is simple. Rather than manually assigning barcodes to items, you’ll enter the same information into a CSV file and then import this file into your system.

If you bought a range of GTIN 13 barcodes, then plentymarkets can automatically assign the next available barcode to your item.

  1. Go to Item » Edit item.

  2. Open the item.
    → The Settings tab of the main variation opens.

  3. In the Barcode area, select the previously saved GTIN 13 barcode configuration from the drop-down list.

  4. Click on Add ().
    → The barcode type is added and displayed in the list.

  5. Click on Generate GTIN () to automatically insert the next available barcode.

  6. Save () the settings.

Use the variation group function or variation batch processing to generate GTINs for several variations at the same time.

4. Troubleshooting: Finding duplicate barcodes

It’s technically possible to save the same barcode for multiple variations. If you don’t want duplicate barcodes, then you can search for and correct any duplicate codes in the system.

  1. Go to Setup » Item » Barcode.

  2. Click on Search ().
    → The Duplicate barcodes tab opens and displays a list of duplicate barcodes.

  3. Use the filter options Variation ID and Barcode to narrow down the search results if needed.

  4. Click on the variation you want to edit.
    → The variation opens.

  5. Edit the variation’s code.

  6. Save () the settings.

4.1. Modifying the default settings

How precise should the test for duplicate barcodes be? Do you want to prevent duplicate barcodes altogether? You can customise the settings to meet the needs of your company.

  1. Go to Setup » Item » Settings.

  2. Choose the settings for duplicate barcodes. Note Table 2.

  3. Save () the settings.

The test is only conducted in the UI

How do you create barcodes? Via the UI, import or REST? The test for duplicate barcodes is only conducted in the UI. It is possible to link duplicate barcodes via import or REST, regardless of the settings.

Table 2. Settings for duplicate barcodes
Setting Explanation

Precision of duplicate barcode check

How precise should the search be? This setting controls how closely the system checks for duplicate barcodes.

Barcode Definition

There is a check per numeric code. In other words, the system checks whether a specific code is already saved for a specific definition.

Example: If you’ve saved the barcode 1234 for the definition "GTIN 13_1", then you could still save the same code for the definition "GTIN 13_2".

Barcode Type

There is a check per barcode type. For example: duplicate barcodes of the type GTIN.

Global

There is a check across all barcodes.

Behaviour in case of duplicate barcodes

How should plentymarkets react if you try to assign a barcode to a product, but the barcode is already in use?

Allow

It is possible to save duplicate barcodes.

Warn

It is possible to save duplicate barcodes. However, you will see a yellow warning message, which tells you that the barcode is already saved for another variation.

Prevent

It is not possible to save duplicate barcodes. You will see a red warning message, which tells you that the barcode was not saved because it is already being used for another variation.

5. Labels

Item labels are attached to an item or to the item packaging. They include information like the price, content, barcode, etc. First, you’ll design your labels with the help of templates. Then you’ll generate your labels and print them out.

5.1. Designing labels

You’ll design your labels with the help of templates. Each template includes information about the size of the label, which data should be displayed on the label and where each piece of data should be positioned on the label. You can create up to 10 label templates.

  1. Go to Setup » Item » Labels.

  2. Expand the New template area ().

  3. Customise the settings to meet your needs:

  4. Save () the settings.

Basic information and label size

Setting Explanation

Name

Enter an internal name for the label. The name is not visible to customers. If you create multiple label templates, then the name will help you tell your labels apart.

Language

Which language should the label be in? Select the appropriate language from the drop-down list. The system language is set by default.

Character set

Which character set should the label use? Select the character set from the drop-down list.

Page

Enter the page width and height in millimetres. If you use a label printer, then the page size and label size can be identical.

Margin

Enter the margins left and top in millimetres.

Label

Enter the label width and height in millimetres. The label size must be consistent with the page size as well as the number of lines and columns.

Lines per page

Enter the number of lines per page.

Columns per page

Enter the number of columns per page.

Which data should appear on the label?

Use X-Y coordinates to specify which information should be displayed on the label and where each piece of information should be positioned.

  • Which info: The labels only show values for which X and Y coordinates have been saved. In other words, enter coordinates for each piece of information that should appear on the label.

  • Position of the info: Enter coordinates to position the item data on the label. The values are based on a coordinate system with an x-axis and a y-axis. The X-axis runs from left to right and the Y-axis from top to bottom. The points of origin are in the upper left corner.

Setting X-Y coordinates Appearance

Language

Enter coordinates to display the selected language on the label.

5px

Should the item data be small or large? Select the appropriate font size from the drop-down list.

Normal

Should the item data be displayed in normal or bold font? Select the appropriate font style from the drop-down list.

Hide title

The item parameter’s title is displayed on the label by default. Select this option () if you do not want the title to be displayed.

Allow line break

Select this option () if you want the text to wrap to the next line when it exceeds the width of the label.

Item ID;
Variation ID;
Variation name;
External variation ID;
Model;
Main variation number;
Item name

Enter coordinates to display the item data on the label.

Barcode;
GTIN barcode;
ISBN

Enter coordinates to display the barcode on the label.

Display GTIN

Select this option () if you want the GTIN to appear underneath the barcode.

1. Price;
2. Price;
Unit price

Enter coordinates to display the variation’s price/unit price.

Note: If you want to display both the price and the unit price, then make sure that the same price type and/or sales price is selected for both options.

Price type

Decide whether the sales price or the RRP should be displayed.
Note: If you choose RRP, then the variation’s RRP will be displayed, regardless whether you also select a sales price.

Sales price

Decide which sales price should be displayed.

Attributes

Enter coordinates to display the variation’s attribute names and attribute values.

Hide attribute names

Select this option () if you only want the attribute value to be displayed. The attribute name will be hidden.

Storage location

Enter coordinates to display the variation’s suggested storage location on the label.
Go to Item » Edit item » [Open item] » [Open variation] » Tab: Warehouse and make sure you’ve specified a storage location in the field Suggested storage location. If no storage location was selected for a variation, then the default storage location will automatically be used as a placeholder instead.
Then click on the label symbol () further to the right to generate a label for the suggested storage location.

Stock;
Unit;
Currency;

Enter coordinates to display the item data on the label.

Item image

Enter coordinates to display the item image on the label.

Height/Width (mm)

Enter maximum values for the image height and width. If the image is larger than the entered values, the image will be resized. The proportions will remain the same so that the image is not distorted.

Item image position

Many items have more than just one image. By selecting a position number here, you specify which item image should appear on the label.

Position 0 is set by default. The item image positions are defined in the item’s Images tab. If no image is available for the position that was selected, then the first available image will be used, beginning with position 0.

Item free text field 1 to 4

Select a free text field to display its text on the label.

Free text fields 1 to 4

Set up additional free text fields. Enter the text into the field. The entered text will be displayed on the label.

Graphic

Enter coordinates to display a graphic on the label.

Height/Width (mm)

Enter maximum values for the image height and width. If the image is larger than the entered values, the image will be resized. The proportions will remain the same so that the image is not distorted.

URL

  1. Upload your graphics in the menu CMS » Webspace.

  2. Copy the graphic’s URL from the webspace.

  3. Insert the URL into this field.

Order-related data

Order ID;
External order ID;
Number of items

Enter coordinates to display the order-related parameters on the label.

Country of delivery

Enter coordinates to display the country of delivery on the label.

Display

Decide whether the country’s name or ISO code should be displayed on the label.

Print test page

Depending on which printer you use, the printed labels may differ from the template settings even if all settings are correct. As such, print some test pages on normal paper. Adjust the positions until you have reached the desired result before using more expensive label paper.

5.2. Generating and printing labels

There are a few different ways to generate and print labels.

Proceed as follows to manually generate and print labels for a specific storage location:

  1. Go to Item » Edit item.

  2. Search for and open the variation.

  3. Click on the Warehouse tab.

  4. Make sure you’ve selected a storage location in the field Suggested storage location.

  5. Click on the label symbol () further to the right.
    → The Generate labels window opens.

  6. Enter the number of labels to generate.

  7. Select a label template from the drop-down list.

  8. Click on Generate labels ().
    → A PDF file with the selected number of labels is generated.

Do you only ever see the default storage location on your labels?

Tip 1: You might not have saved a suggested storage location for the variation. Open the variation and click on the Warehouse tab. Make sure you’ve selected a storage location in the field Suggested storage location. If no storage location was selected for a variation, then the default storage location will automatically be used as a placeholder instead.

Tip 2: You might have clicked on the wrong label symbol. Click on the label symbol further to the right in the Warehouse tab. If you click on the label symbol in the item toolbar further up, then the default storage location will be displayed on your label. Remember that each variation can be stored in a different location. In other words, an item can have multiple storage locations. So if you generate a label for the entire item, then plentymarkets won’t know which storage location is intended. It will use the default storage location instead.

Proceed as follows to manually generate and print labels for a specific variation:

  1. Go to Item » Edit item.

  2. Search for and open the variation.

  3. Click on the label symbol () in the lower toolbar.
    → The Generate labels window opens.

  4. Enter the number of labels to generate.

  5. Select a label template from the drop-down list.

  6. Click on Generate labels ().
    → A PDF file with the selected number of labels is generated.

It’s also possible to generate labels for all variations of an item. To do so, click on the label symbol in the upper toolbar.

Once you’ve finished creating a label template, a new option will appear. Use this option to manually generate labels for all of the items that belong to a specific order.

  1. Go to Setup » Item » Labels.

  2. Expand an existing template ().

  3. Enter the order ID.

  4. Click on Preview ().
    → A PDF file with the labels for the items of this order is generated.

Do you use the plentymarkets app? Then you can use your mobile device to search for items and print labels.

Do you want to automatically print labels while receiving goods? Then create a plentymarkets process and add the “item label” procedure to it.

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