Sending product data to GS1

Owned by Gert Carmans
Last updated: Dec 13, 2021 by Customer Quasydoc
6 min read

 

Setting up a link

Quasydoc is an implementation partner of GS1 NL/BE. This allows product data to be forwarded from Quasydoc to the GS1 environment of the Quasydoc client.

Steps to follow for activation of GS1 link:

  • Activate GS1 menu in Quasydoc (by Quasydoc)

  • Activation of this menu for the necessary users (by the client)

  • Setting up GS1 environment for client and linking it with the Quasydoc implementation partner environment (by client and GS1)

  • Set up GLN number (used by GS1) under the company data in Quasydoc (by the client)

  • Set up link with GS1 NL or BE

 

Mapping GS1 GDSN

In this screen you can set up which data is sent from Quasydoc to GS1.

This screen consists of 2 parts :

Upload to

Here you can set whether the upload should be done to GS1 NL or GS1 BE.

Product mapping

 

This screen gives an overview of the GS1 fields. These fields can be linked with (1 option possible) :

  • Empty, this field will not be transmitted to GS1

  • For some fields no choice is possible. These are then automatically filled in with quasi-doc data and sent along. This is indicated in this list :

  • Link to available product fields (1st dropdown)

 

  • Link with a product input field of type :

    • Textual value

    • Selection list

 

A number of fields are mandatory by GS1 and must always be included (indicated in this screen by *. Depending on the chosen target market when forwarding a product, additional fields may be required by GS1, these are not necessarily indicated with *.

If the field from quasydoc is empty, it will not be forwarded to GS1 either.

 

Link with product input fields

When mapping GS1 data, a link can be made with an infield of the product.

Info fields can be made visible for products via : BASIC DATA > Product > Input fields

The selected input fields are then visible in the product screen under tab 'Input fields'. They can be set here per language for the current product:

 

If there is no data available in Quasydoc that you still want to forward, you can create a number of input fields yourself and set them on the product.

If the GS1 field is multilingual, the filled in languages of the linked input field will be forwarded to GS1. If the GS1 field is not multilingual, the value of the interface language of the linked input field will be forwarded to GS1.

 

Some GS1 fields must contain a certain code. (http://apps.gs1.org/GDD/Pages/clHome.aspx) The list of possible values can be requested from GS1. For such a list, it is best to create an input field of type selection in Quasydoc with the correct codes as choices. These can then be selected in the product specification.

 

Allergenen mappen

Here you can set up the mapping between the allergens in Quasydoc and the available allergens in GS1.

 

 

Setting up the product

When sending product data to GS1, we always start from the packaging hierarchy. The product must have at least one EA (each) level in this table.

For each level, the set mappings are looked up and forwarded to GS1.

For each level, the GTIN must be set here. (mandatory field for GS1)

Furthermore, the dimensions can be set here. In the mapping screen these fields start with 'Packaging hierarchy, ...' in the selection list of product fields.

 

Furthermore, via the button along the selection list of the TIUD a popup can be shown to set the following :

 

Here you have the following choice :

  • Link another product : in this case the mappings are done with the product data and specifications of this chosen product.

  • Product name : here you can fill in the name of the product for this level of the packaging. In this case also the mapping is done with the product data and specifications of the current product.

Furthermore, here you can do some settings for this level of packaging. These fields can be mapped via :

 

 

Forwarding a product to GS1

If a user has access to the GS1 menu, at detail of a product, the following button will be visible:

When clicked, the following screen is shown:

Here the user can select the target market and the date available. When the Upload button is clicked, quasydoc will generate an xml and send it to GS1. If errors are found during the creation of this file, they will be shown here.

Monitoring sent data

In the screen of the GS1 mapping there is a button to follow up the messages sent to GS1.

 

 

This screen shows all transmitted messages to GS1 with :

  • Product reference

  • GTIN of the product

  • the transmitted message (when clicked the xml will be shown)

  • the received answer from GS1 (when clicked the xml will be shown)

  • Upload date

    • sent and processed by GS1

    • sent, but errors received from GS1

    • sent, but no answer from GS1 yet

      When clicking on the 'Process replies' button, a check is made whether replies are available.

      If a message cannot be processed, you can check in the xml (answer) what is wrong.

      GS1 interface

GS1 interface

If a message is sent to GS1 without errors, this product will be visible in your GS1 web interface. Here, you can check the product and, if OK, publish it to GS1.

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