How Small Businesses Obtain and Use GTIN-12

For small businesses entering retail or e-commerce, understanding how to obtain and use GTIN-12 codes is a practical and often essential step. GTIN-12 is the 12-digit Global Trade Item Number commonly used in North America, typically presented as a UPC barcode on product packaging. Proper use of GTIN-12 ensures your products scan at checkout, appear correctly in inventory systems, and meet marketplace listing requirements.

Step 1: Decide whether you need GTIN-12

• If you plan to sell through brick-and-mortar retailers, distributors, or large online marketplaces (Amazon, Walmart), you will almost certainly need GTINs for each product variant.
• If you are selling handcrafted products directly via your own website or marketplace channels that do not require GTINs, you may be able to delay registration. However, obtaining GTINs early avoids rework later if you scale or change channels.

Step 2: Acquire GTIN-12 legally and sensibly

• Register with GS1: The global standards body GS1 issues company prefixes that let you create GTIN-12s. This is the most recognized and broadly accepted route. When you join your national GS1 organization, you receive a company prefix length based on the number of codes you need, then you assign product numbers and calculate check digits to create full GTIN-12s.
• Use an authorized reseller: Some authorized resellers sell smaller blocks of GTINs and can be cheaper for businesses that need very few codes. Ensure the provider is legitimate and that the GTINs are issued properly to your company to avoid marketplace rejection.
• Avoid unofficial or reused codes: Do not use codes from other products, internet generators, or products you’ve purchased unless you have legal rights. Reused or unauthorized GTINs can cause delisting and inventory errors.

Step 3: Assign GTIN-12s to products

• One GTIN per variant: Assign unique GTIN-12s for each size, color, flavor, or packaging variant. For example, a 12oz and a 16oz jar of the same sauce need different GTINs.
• Keep records: Maintain a product master file listing each GTIN-12, its corresponding SKU, description, dimensions, weight, and images. This makes onboarding to retailers and marketplaces straightforward.

Step 4: Integrate GTIN-12s into packaging and systems

• Barcode artwork: Convert numeric GTIN-12s into barcode artwork (UPC-A format) at the correct size and resolution for packaging. Many barcode generator tools and printing partners can provide print-ready files.
• Test prints: Before full production, print a small run and scan the barcodes with a standard scanner or smartphone to verify readability and encoded number accuracy.
• System integration: Enter GTIN-12s into your inventory management, ERP, or e-commerce listings so orders, receipts, and stock counts are aligned across channels.

Step 5: Use GTIN-12s to streamline operations

• Receiving and shipping: Scanning GTIN-12 at receipt speeds up putaway and confirms the right items were delivered from suppliers.
• Warehouse picking: Pickers can scan GTIN-12 on item packs to confirm correct picks and reduce errors.
• Analytics and reordering: Sales tied to GTIN-12 helps forecasting, replenishment triggers, and identifying top-selling variants.

Marketplace and retailer considerations

• Major retailers and marketplaces may require the GTIN-12 to match their catalog data. If your product is private label, ensure your registered company name matches marketplace records to avoid mismatches.
• Be prepared to provide proof of ownership or GS1 membership if requested. Keeping a clear audit trail of your GTIN assignments reduces friction.

Cost and scale

• GS1 membership fees and the cost per GTIN vary by country and the number of codes you need. For a growing business, buying a company prefix from GS1 typically makes sense and maintains global acceptance.
• If you only need a handful of codes and sell locally, authorized resellers may be cost-effective — just confirm the codes are officially tied to your company.

Friendly final advice

Treat GTIN-12s as part of your product identity. They are not just barcodes — they connect your physical items to digital systems across the supply chain. Investing a little time to obtain, assign, print, and track GTIN-12s correctly will pay off in smoother retail relationships, cleaner inventory data, and fewer surprises as your business grows.