EAN-13 Barcode Registration: A Complete Guide for Manufacturers and Brands

Registering EAN-13 barcodes is essential for product identification and retail compliance. This guide simplifies the process, covering costs, registration steps, and GS1 India's role. Learn about initial fees, annual subscriptions, and security deposits while ensuring your business meets global standards. Optimize traceability and streamline your supply chain with EAN-13 barcodes.​

What is an EAN-13 Barcode?

The EAN-13 (European Article Number) barcode is a globally recognized standard used to identify products. It is a 13-digit code typically printed on product packaging and used for retail point-of-sale systems, inventory management, and logistics.

Why EAN-13 Barcodes are Important for Your Business

1. Global Product Identification: Ensures your product can be recognized in international markets.
2. Streamlined Retail Processes: Facilitates quick and accurate scanning at point-of-sale.
3. Inventory Management: Simplifies stock tracking and prevents errors.
4. Market Entry Requirement: Many retailers and e-commerce platforms require EAN-13 codes for listing.

Steps for EAN-13 Barcode Registration

1. Join a Barcode Issuing Organization

• ​Register with GS1, the official global organization that issues EAN-13 barcodes.
• GS1 ensures unique identification for your product.​

2. Provide Product Information

• Share details like the product name, size, category, and packaging type. 
• Ensure accurate and consistent information for smooth registration.​
  

3. Receive Your GS1 Prefix​

• GS1 assigns your company a unique prefix, which forms the foundation of your barcode.

4. Generate the EAN-13 Code

• ​Combine your GS1 prefix, product identifier, and a check digit (calculated automatically) to create the full 13-digit code.

5. Design and Print Your Barcode

• ​Use barcode generation software or hire a professional designer to create the scannable barcode graphic.
• Ensure the barcode meets size and clarity standards for retail scanning.

6. Test Your Barcode

• ​Verify that the barcode scans correctly with retail POS systems.

Requirements for EAN-13 Barcode Registration

To successfully register and implement an EAN-13 barcode for your products, ensure you meet the following requirements:

1. GS1 Membership

• Why: GS1 is the global standard for barcodes. Registration through GS1 ensures universal recognition.
  
• How: Sign up with your local GS1 organization.
  • Provide your business details, such as name, address, and industry.
    
  • Pay the membership fee (varies by region).

2. Product Information

• What to Prepare:
  
  • Product Name
  • Category
    
  • Description
    
  • Dimensions (height, width, depth)
    
  • Weight
    
• Tip: Ensure accuracy as this information is tied to the barcode.

3. Unique Product Identifier​

• Why: Each product and variant (size, colour, packaging) needs a unique identifier to assign a distinct EAN-13 barcode.
  
• Example:
  
  • A 500ml bottle and a 1L bottle of the same product require separate barcodes.

4. Barcode Design and Format

• Standards: Follow GS1 formatting guidelines:
  
  • Dimensions: Standard size of 37.29mm x 25.93mm for retail use.
    
  • Color: Black bars on a white background for optimal scanning.
    
• Additional: Use high-quality software or GS1-approved tools to generate the barcode image.

5. Printing Standards

• Requirements:
  
  • Use high-resolution printing (at least 300 dpi).
    
  • Ensure the barcode is clear and scannable from multiple angles.
    
  • Avoid placing barcodes on curved or damaged areas of the packaging.

6. Verification and Testing

• Why: To ensure the barcode is scannable across all retail environments.
  
• How:
  
  • Test with various barcode scanners (handheld, POS systems, etc.).
    
  • Correct errors in size, resolution, or placement before mass production.

7. Integration with Inventory Systems

• Requirement: Link the EAN-13 barcode with inventory and ERP systems for tracking and automation.
• Purpose: This ensures streamlined operations, real-time stock updates, and seamless e-commerce integration.

8. Compliance with Regional and Industry Standards

• Examples:
  
  • Certain industries, such as food or pharmaceuticals, may require additional data (e.g., expiration dates and batch numbers).
  • Local regulations may influence barcode usage (e.g., India’s QR code requirements).
    

9. Anti-Counterfeiting Features (Optional but Recommended)

• Why: To safeguard against fake products.
  
• Options:
  
  • Combine the EAN-13 barcode with QR codes.
    
  • Use blockchain-based traceability solutions.

10. Renewal and Maintenance

• GS1 Membership: Keep it active to avoid deactivation of your barcodes.
  
• Database Updates: Regularly update product information if there are changes.
  

By meeting these requirements, you can ensure that your EAN-13 barcode system is compliant, efficient, and effective for retail and supply chain operations. 

Cost of Registering EAN-13 Barcodes Globally

The cost of registering EAN-13 barcodes is influenced by factors such as your country, the number of barcodes required, and the duration of your subscription. Below is a breakdown of the typical cost components associated with EAN-13 barcode registration:

1. Initial Registration Fee

This one-time fee is payable at the time of registration. It grants you access to GS1's database and allows you to generate barcodes for your products.

• What It Covers:

  • Assignment of a GS1 Company Prefix (essential for generating barcodes).
  • Access to GS1 tools and support.

• Typical Costs:

  • Varies by country, ranging from $100 to $1,500 depending on your business size and product range.

2. Subscription Fees

An ongoing subscription fee is required to maintain your GS1 membership and keep your barcodes active.

• Key Points:

  • Fees depend on the validity period (e.g., annual or multi-year subscriptions).
  • Larger businesses or those requiring more barcodes may incur higher fees.

• Typical Costs:

  • Annual subscriptions may range between $50 and $1,000, depending on the number of barcodes and regional GS1 policies.

3. Security Deposit

A refundable, interest-free security deposit is often required at the time of registration.

• Purpose:

  • Serves as a guarantee for GS1 services.
  • Refundable when you discontinue your subscription and fulfil all obligations.

• Typical Amounts:

  • Varies by region but is generally a small percentage of the registration fee (e.g., $50 to $500).

4. Taxes

• Applicable taxes, such as VAT or GST, may be added to the total cost based on local regulations.
• Estimate:
  • Tax rates vary between 5% and 20%, depending on your country.

Additional Costs to Consider

1. Barcode Printing Costs

   • ​High-quality barcode printing ensures compatibility with scanners.
   • Costs depend on the number of barcodes and the printing method.

2. Custom Integration:

   • If integrating barcodes with inventory or ERP systems, expect additional software and setup costs.

3. Anti-Counterfeiting Features:

   • Enhanced security measures, such as combining EAN-13 with QR codes or blockchain, may involve extra fees.

Sample Cost Breakdown for a Small Business

Tips for Cost Optimization

• Batch Barcodes Together: Register multiple barcodes simultaneously to reduce per-unit costs.
• Choose Long-Term Plans: Opt for multi-year subscriptions to save on annual renewal fees.
• Consult Local GS1 Office: Each region may have specific discounts or fee structures for startups and small businesses.​
  

For India

In India, registering EAN-13 barcodes is managed by GS1 India, the authorized body for barcode registration. Below is a detailed breakdown of the costs specific to Indian businesses:

1. Initial Registration Fee

The one-time fee depends on the turnover of your business. GS1 India categorizes businesses into different turnover brackets:

2. Annual Subscription Fee

Annual subscription fees are mandatory to maintain your GS1 membership and the validity of the barcodes.

3. Security Deposit

A refundable, interest-free security deposit is required at the time of registration.

4. Taxes

Taxes such as GST (18%) are applicable on the total fees (registration + subscription + security deposit).

Sample Cost Calculation for a Small Business (Turnover: Up to ₹1 Crore)

Additional Information

1. Validity Period:

   • Registration is valid as long as annual subscription fees are paid.

2. Barcode Allocation:

   • Businesses receive a GS1 Company Prefix, which allows the creation of multiple barcodes based on product needs.

3. Turnover Certification:

   • Businesses must provide turnover proof to avail of the correct fee category.

4. Discounts:

   • GS1 India often provides fee waivers or discounts for startups under specific government schemes.

Steps to Register in India

1. Visit GS1 India Website: www.gs1india.org.
2. Create an Account: Fill in your business details and choose the appropriate turnover bracket.
3. Submit Documents: Upload required documents like GST certificate, PAN card, and turnover proof.
4. Make Payment: Pay the registration, subscription, and security deposit fees online.
5. Receive Prefix: Upon approval, GS1 India will assign a GS1 Company Prefix, enabling you to generate EAN-13 barcodes.

Key Benefits of EAN-13 Barcodes

1. Retail and E-Commerce Compliance: Required by platforms like Amazon, Walmart, Reliance, Dmart and others.
2. Faster Checkout Experience: Improves customer satisfaction.
3. Accurate Product Data Tracking: Prevents mismatches in inventory systems.
4. Scalability: Suitable for businesses of all sizes, from startups to large enterprises.

Common Mistakes to Avoid During EAN-13 Barcode Registration

Registering an EAN-13 barcode may seem straightforward, but small errors can lead to significant problems. Here’s a list of common mistakes to watch out for:

1. Registering with Unofficial Providers

Mistake: Using non-GS1-approved providers to save costs.

Consequence: These barcodes may not be globally recognized or accepted by major retailers and e-commerce platforms like Amazon or Walmart.

Solution: Always register through GS1 or its official affiliates to ensure universal compatibility.

2. Providing Incorrect Product Information

Mistake: Submitting inconsistent or inaccurate product details during registration.

Consequence: This can lead to mismatches in inventory systems, delayed listings on retailer platforms, and customer confusion.

Solution: Double-check all product information, including name, category, dimensions, and weight, before registration.

3. Neglecting Barcode Verification

Mistake: Skipping the testing phase to ensure the barcode scans correctly.

Consequence: Barcodes that are unclear or incorrectly formatted may not work at retail POS systems, causing checkout issues.

Solution: Test the barcode with multiple scanning devices to verify readability.

4. Using Low-Quality Printing or Improper Sizing

Mistake: Printing barcodes that are too small, too large, or low in resolution.

Consequence: Retail scanners may fail to detect the barcode, leading to operational inefficiencies.

Solution: Follow GS1 standards for size and clarity. Use high-resolution printing and avoid placing barcodes on curved or difficult-to-scan surfaces.

5. Overlooking Barcode Management for Multiple Products

Mistake: Assigning the same EAN-13 barcode to multiple products or SKUs.

Consequence: This causes confusion in inventory systems and violates GS1 guidelines.

Solution: Assign a unique barcode to every product variant (e.g., size, colour, or packaging difference).

6. Not Keeping Track of Barcode Ownership

Mistake: Transferring or reusing barcodes from expired GS1 memberships.

Consequence: Unauthorized or expired barcodes can lead to rejection by retailers and loss of product listing.

Solution: Maintain an active GS1 membership and ensure all barcodes are updated in your records.

7. Ignoring Local Regulatory Requirements

Mistake: Failing to comply with local regulations regarding barcodes for specific industries.

Consequence: Non-compliance can result in fines or product removal from shelves.

Solution: Research the barcode requirements in the countries or regions where your product will be sold.

8. Misplacing Barcodes on Packaging

Mistake: Placing the barcode on areas prone to damage or bending, such as edges or seams.

Consequence: Scanners may struggle to read damaged or partially visible barcodes.

Solution: Place the barcode on a flat, visible area of the packaging, following GS1 placement guidelines.

9. Failing to Account for Digital Integration

Mistake: Not linking barcodes with digital tools like inventory management or e-commerce platforms.

Consequence: Missed opportunities for automated tracking and analytics.

Solution: Integrate barcode data into ERP and POS systems for seamless operations.

10. Forgetting About Anti-Counterfeiting Features

Mistake: Relying solely on basic barcodes without considering counterfeit risks.

Consequence: Barcodes alone cannot prevent counterfeiters from replicating your product.

Solution: Enhance EAN-13 barcodes with anti-counterfeiting solutions like secure QR codes or product traceability.

By avoiding these common pitfalls, you can ensure that your EAN-13 barcodes are effective, compliant, and beneficial for your business operations. 

How Acviss Can Help

At Acviss, we provide comprehensive product authentication solutions, including barcode integration with advanced anti-counterfeiting features. Learn how we can enhance your product security with EAN-13 barcodes combined with track-and-trace technology.

Schedule a Free Demo Today!

Discover how EAN-13 barcode registration and Acviss solutions can empower your brand and streamline your operations.