Business Central supports several different barcode identifiers, and knowing the difference helps you set up scanning correctly in your warehouse. The plain item number works as a barcode identifier when scanned, but not when typed manually. The Global Trade Item Number (GTIN) is a 14-digit standardized number based on the European Article Number system. Item references let you assign any reference number you want to an item, short or long, and the warehouse mobile app can scan these as well. The GS1 barcode is a combined barcode that requires exactly 14 digits, so it only works with a GTIN, an item reference, or an item number that happens to be exactly 14 digits.
The standard item number as a barcode
The most basic identifier is the item number itself. If you take an item number like 5000 and scan it as a barcode, Business Central registers it with a barcode identifier. If you simply type the same number manually, it does not get a barcode identifier. The difference comes from how the number enters the system, not the number itself.
Global Trade Item Number (GTIN)
The Global Trade Item Number is an item number that belongs to the GTIN system, also known as the European Article Number (EAN) standard. A GTIN has to be a 14-digit number. This is a globalized standard for item numbering, which makes it useful when you trade across companies and countries that all rely on the same numbering scheme.
Item references for flexible numbering
On the item card you can also work with item references. The reference number is flexible, so you can enter whatever you want. It can be a short number or a long number, depending on your needs. The warehouse mobile app picks up the item reference as a number you can scan, so it works alongside the standard item number and the GTIN.
The GS1 combined barcode
The GS1 number is what we call a combined barcode. It carries a prefix that you do not enter in Business Central yourself. The number itself can be a combination based on either the GTIN or the item reference number, as long as that number is exactly 14 digits.
This 14-digit requirement is the key limitation. If you use the GS1 barcode, the item number has to be exactly 14 characters. That means you can only use a GTIN or an item reference that is exactly 14 characters long. If your item number itself happens to be exactly 14 digits, you can use that in GS1 barcoding too.
Choosing the right identifier
Each identifier fits a different scenario. Use the plain item number for simple internal scanning. Use the GTIN when you need a recognized global standard. Use item references when you want flexible numbering that the warehouse mobile app can still read. Use the GS1 barcode when you need a combined barcode, keeping in mind the strict 14-digit rule.
Q&A
What is the difference between scanning an item number and typing it in Business Central?
When you scan an item number as a barcode, Business Central registers it with a barcode identifier. When you type the same number manually, it does not get a barcode identifier.
How many digits does a GTIN need to have?
A Global Trade Item Number (GTIN) must be a 14-digit number. It follows the European Article Number (EAN) standard.
Can the warehouse mobile app scan item references?
Yes. The warehouse mobile app picks up item references as numbers you can scan, alongside the standard item number and the GTIN.
What is required to use a GS1 barcode in Business Central?
The GS1 barcode is a combined barcode that requires exactly 14 digits. You can only use a GTIN, an item reference, or an item number that is exactly 14 characters long. The GS1 prefix is not entered in Business Central.