Barcodes and labels
Barcodes are used to uniquely identify items. For example, they are displayed on item labels or on documents like invoices and delivery notes.
This page guides you through the configuration step by step:
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Configure the barcode types: Specify whether you need GTIN, ISBN, UPC or QR barcodes.
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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.
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Assign the barcodes to your items: Link your barcodes to your variations.
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Design the item labels: Decide how large the label should be and which information should be displayed on the label.
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Print the item labels: Labels can be generated and printed for a specific storage location, a specific variation or for other use-cases.
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.
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Go to Setup » Item » Barcode.
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Click on .
→ A pop-up window opens. This window is divided into several steps. -
Carry out the settings in each step.
Step: Name
Setting | Explanation | ||||||||||
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Name |
Enter a name for the barcode type. The name is the keyword or phrase that highlights the data record. Tip: The name can include spaces. In other words, the name can consist of multiple words. |
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Type |
Select the type from the drop-down list.
Practical example: FNSKU barcodes: Even though there’s not a specific barcode type for FNSKU, you can still configure FNSKU barcodes in PlentyONE. Enter a meaningful name and select the desired type, e.g. Code 128. |
Step: Sales channels
Setting | Explanation |
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Barcode sales channel |
Which sales platforms will you use this type of barcode on? Select all of the appropriate sales channels (). |
Step: Done
Setting | Explanation | ||||||
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Summary |
Here you can see a summary of the settings that you selected. Click on Create barcode if you are satisfied with the settings. Afterwards, you will have the following options:
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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 PlentyONE? You don’t need to import them. Simply tell PlentyONE 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:
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Go to Setup » Item » GTIN.
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Enter the starting value.
→ For 13 digit GTINs this must be a 12 digit value. The check digit is entered automatically. -
Enter the number of GTINs.
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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.
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Go to Item » Edit item » [Open variation] » Tab: Settings » Area: Barcode.
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Select a previously configured barcode type from the drop-down list.
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Click on Add ().
→ The barcode type is added and displayed in the list. -
Enter the code into the Code field.
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Save () the settings.
If you have lots of products, then it will probably be quickest to import the barcodes.
PlentyONE 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.
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Instead of selecting the barcode type in the item data record, you’ll use the barcode type as a matching field.
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Instead of manually entering the barcode in the item data record, you’ll enter the barcode in a mapping field.
If you bought a range of GTIN 13 barcodes, then PlentyONE can automatically assign the next available barcode to your item.
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Go to Item » Edit item » [Open variation] » Tab: Settings » Area: Barcode.
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Select a previously configured GTIN 13 barcode type from the drop-down list.
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Click on Add ().
→ The barcode type is added and displayed in the list. -
Click on Generate GTIN () to automatically insert the next available barcode.
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Save () the settings.
Use the variation group function or variation batch processing to generate GTINs for several variations at the same time. |
This function is only available for the type GTIN 13. The button is deactivated for all other types. |
4. Exporting barcodes
Proceed as follows, to export your barcodes as a CSV file:
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Open the Setup » Item » Barcodes.
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Click Download data as CSV [matsymbol:download].
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Select which pages of the table you want to export.
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Click matsymbol:download EXPORT DATA.
Your selected barcodes will be downloaded as a CSV file.
Export either specific barcodes or whole pages. See Table 1 for more information.
Option | Explanation |
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All pages |
All barcodes on all pages are exported. |
Current page |
Only barcodes on the current page are exported. Set the amount of barcodes per page via Results per page. |
Selected rows |
Only barcodes you selected are exported. Can only be selected, if rows are selected. |
Set the range of table pages |
Enter the range of pages that you want to export. |
5. Troubleshooting: 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.
5.1. Finding and correcting duplicates
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Go to Setup » Item » Barcode.
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Click on manage_search Duplicates in the left navigation bar.
→ A list of all duplicate barcodes opens. -
Use the filters (tune) to narrow down the search results as needed.
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Click on the ID of the variation whose code should be changed.
→ The variation opens. -
Edit the variation’s code.
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Save () the change.
5.2. 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.
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Go to Setup » Item » Settings.
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Choose the settings for duplicate barcodes. Note the following table.
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Save () the settings.
The test is only conducted in the back end
How do you create barcodes? Via the back end (user interface), import or REST? The test for duplicate barcodes is only conducted in the back end. It is possible to link duplicate barcodes via import or REST, regardless of the settings. |
Setting | Explanation | ||||||
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Precision of duplicate barcode check |
How precise should the search be? This setting controls how closely the system checks for duplicate barcodes.
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Behaviour in case of duplicate barcodes |
How should PlentyONE react if you try to assign a barcode to a product, but the barcode is already in use?
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6. Designing 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. 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.
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Go to Setup » Item » Labels.
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Expand the New template area ().
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Customise the settings to meet your needs:
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Save () the settings.
6.1. Basic information and label size
Setting | Explanation |
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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. |
6.2. 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.
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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.
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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 | Explanation | ||||
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Language |
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Item ID; |
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Item name |
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Barcode; |
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1\. 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. |
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Attributes |
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Storage location |
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Stock; |
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Item image |
Enter X-Y coordinates to display the item image on the label.
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Item free text field 1 to 4 |
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Free text fields 1 to 4 |
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Graphic |
Enter X-Y coordinates to display a graphic on the label.
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Order-related data |
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Order ID; |
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Country of delivery |
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6.3. Appearance of the label
Setting | Explanation |
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X/Y |
Use X-Y coordinates to specify which information should be displayed on the label and where each piece of information should be positioned.
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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. |
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. |
7. 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:
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Go to Item » Edit item.
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Search for and open the variation.
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Click on the Warehouse tab.
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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.
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Click on the label symbol () further to the right.
→ The Generate labels window opens. -
Enter the number of labels to generate.
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Select a label template from the drop-down list.
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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 PlentyONE 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:
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Go to Item » Edit item.
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Search for and open the variation.
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Click on the label symbol () in the lower toolbar.
→ The Generate labels window opens. -
Enter the number of labels to generate.
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Select a label template from the drop-down list.
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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.
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Go to Setup » Item » Labels.
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Expand an existing template ().
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Enter the order ID.
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Click on Preview ().
→ A PDF file with the labels for the items of this order is generated.
Do you use the PlentyONE Warehouse 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 PlentyONE process and add the “item label” procedure to it.