Business Central uses several different numbering and barcode concepts that are easy to confuse. The item number is a field you control yourself, with a maximum length of 20 to 30 characters, and you can name it however you like. The GTIN (Global Trade Item Number) is a fixed 14-digit number that is unique per item, where the prefix is typically a number series locked to your organization. The item reference, formerly called the cross reference, lets you store alternative numbers such as your customer’s item numbers or your own barcodes, and these have no length rules and can mix letters and numbers. The GS1-128 barcode is a barcode that combines several pieces of information at once, such as item number, batch number, and serial number, depending on what you include.
Item number in Business Central
The item number is a field in Business Central that you determine yourself. You can call it whatever you want, up to roughly 20 or 30 characters. In the example, item 5000 is just the normal item number you use internally. There are no special rules tied to it beyond the field length, so it is fully under your control.
GTIN: the Global Trade Item Number
The GTIN, or Global Trade Item Number, has to be a 14-digit number that you define for your item. Typically the prefix is a number series locked to your organization, and the remaining digits make up your item number. This makes the GTIN unique per item. Unlike the internal item number, the GTIN follows a fixed format with a fixed length.
Item references and the old cross reference table
If you open the item reference table, which used to be called the cross reference table, you can define reference numbers there. These do not have to be 14 characters, and there are no rules about their length. You can enter a barcode with whatever numbers you want, and it can contain both letters and numbers.
Item references are useful when your customer uses different item numbers than you do, or when you need to handle different units of measure. You record those alternative numbers as item references so the system can translate between your numbering and the customer’s.
GS1-128 barcode
The GS1-128 barcode is a barcode that contains several pieces of information at once. On its own, one of these barcodes does not look like a single value but rather a string of numbers. On a pallet label or similar, you of course see it printed as a scannable barcode.
A GS1-128 barcode can hold information such as item number, batch number, and serial number, depending on what you put into it. There are many definitions available, so you can build a GS1-128 barcode out of many different kinds of information.
Q&A
What is the maximum length of an item number in Business Central?
The item number is a field you control yourself, with a maximum length of roughly 20 to 30 characters. You can name it however you like.
How many digits does a GTIN have?
A GTIN (Global Trade Item Number) must be a 14-digit number. The prefix is typically a number series locked to your organization, and the rest is your item number, making the GTIN unique per item.
What was the item reference table called before?
The item reference table was previously called the cross reference table. It lets you store alternative reference numbers, such as your customer’s item numbers or your own barcodes.
Are there length rules for item references?
No. Item references have no rules about length and can contain both letters and numbers. They do not have to be 14 characters like a GTIN.
What information can a GS1-128 barcode contain?
A GS1-128 barcode can contain several pieces of information at once, such as item number, batch number, and serial number, depending on what you include. Many definitions are available, so you can build it from different kinds of information.