This article explains how the EAN and Article Number fields on a product variant are used, which one drives the POS barcode scanner, why Article Number is mandatory, and what auto-numbering options exist.
Contents
- Two fields, two purposes
- EAN and POS scanning
- Article Number
- Is there an auto-number sequence?
- Self-printed barcode labels
- FAQ
Fast lane
- To scan a product at the POS, fill the EAN field on the product variant.
- The Article Number is mandatory but is not used for barcode scanning, it is your internal SKU for search and accounting.
- There is no built-in auto-number sequence for either field. Both are entered manually.
Two fields, two purposes
Each product variant has two identifier fields that look similar but serve different roles.
| EAN | Article Number | |
|---|---|---|
| Purpose | Barcode lookup for the POS scanner | Internal SKU for accounting, full-text search, exports |
| Mandatory? | Optional | Mandatory, cannot save without it |
| Used by POS scanner? | Yes, sole lookup key | No |
| Used by full-text search? | Yes | Yes |
| Uniqueness | Unique per studio | Not enforced unique |
| Validation | Free-text, no checksum or GTIN check | Free-text, must not be empty |
EAN and POS scanning
The EAN on the product variant is the value the POS scanner looks up. Whatever the scanner sends (a real GTIN-13 from a manufacturer barcode, a Code-128 string from a self-printed label, or an alphanumeric code), it must match the variant's EAN exactly. If no variant matches, the POS shows "product not found".
Key behaviour:
- The lookup is on the EAN field only. The Article Number is never used as a fallback.
- EAN is free-text. Any string the scanner can produce will work if it is stored as the EAN. There is no GTIN check-digit validation.
- EAN must be unique within a studio. The system rejects two variants with the same EAN in the same studio. Two studios in the same tenant can use the same EAN independently.
- The EAN field works for all product types (stockable goods, services, vouchers, consumption credits). There is no setting that disables scanning for a particular type.
To make a product scannable at the POS:
- Open the variant under Settings / Product management / Products / [Product] / [Variant].
- Enter the value the scanner emits into the EAN field. For manufacturer products this is the barcode printed on the packaging. For self-printed labels, see Self-printed barcode labels below.
- Save and test by scanning at the POS.
Article Number
The Article Number is the internal SKU for the variant. It is mandatory because the system needs a stable identifier for accounting, exports, audit logs, and full-text search. Without it the variant cannot be saved.
Use it for:
- Mapping to your accounting system or external ERP.
- Free-text search in product lists (along with the variant name and EAN).
- Identifying the variant in CSV exports and reports.
Do not use it for:
- Barcode scanning at the POS, that is what the EAN is for.
- Public-facing labels, the customer never sees the Article Number.
The Article Number is not enforced unique by the system, but treating it as a unique SKU per studio is good practice.
Is there an auto-number sequence?
No. The system does not generate Article Numbers or EANs automatically. Both fields are filled manually when you create or edit a variant.
If you need a consistent numbering scheme, agree a convention with your team, for example, a 2-letter category prefix plus a 4-digit running number, and apply it manually. The variant import (CSV) keeps whatever you enter, so a sequence generated in a spreadsheet ahead of import is the cleanest workaround.
Self-printed barcode labels
If you sell items without a manufacturer barcode (e.g. handmade smoothies, in-house apparel), print your own label and put the printed code into the EAN field.
- Pick any barcode symbology your scanner supports (Code-128 and Code-39 are common). EAN-13 is also fine but requires a valid 13-digit number with check digit.
- The printed code must match the EAN field byte-for-byte. A leading zero or trailing space will cause the lookup to fail.
- Keep your codes unique per studio. The system will refuse to save two variants with the same EAN in the same studio.
FAQ
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Can I make the scanner look up the Article Number instead? No. The barcode-scan endpoint accepts the EAN only. If you want a code to be scannable, put it in the EAN field, even if it doubles as your SKU.
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Can two variants share an EAN if they belong to different studios? Yes. Uniqueness is per studio, not per tenant. A multi-studio tenant can sell the same EAN at every location with its own variant record per studio.
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What happens if I scan a product that has no EAN? The POS reports "product not found". Either add the EAN to the variant or sell it manually by choosing it from the POS list.
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Can I hide scannable products from the POS button layout but keep them scannable? Yes. Whether a product appears in the POS button layout is controlled separately. A variant with an EAN remains scannable even if it is not on the layout.
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Does the scanner validate that the code is a real GTIN? No. The system accepts any free-text value. If you want GTIN-13 compliance, generate valid codes externally before entering them.