EAN, Article Number, and barcode scanning at POS

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

1. To scan a product at the POS, fill the EAN field on the product variant.
2. The Article Number is mandatory but is not used for barcode scanning, it is your internal SKU for search and accounting.
3. 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 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:

1. Open the variant under Settings / Product management / Products / [Product] / [Variant].
2. 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.
3. 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

• 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.

• 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.

• 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.

• 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.

• 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.