Section 1

Edit my master data

1.Edit-masterdata

Your master data is marked with the house icon and comprises your main address and main contact. You can edit your master data as follows:

Click the menu 'MyGLN' and then click 'Edit'.


What is the difference between master data and additional GLN?

You will receive a GS1 basic number (Global Company Prefix, GCP) from GS1 Switzerland. Use this to generate additional GLN.

Example based on a block of 10 GLN:

Basisnummer-pruefzifferEN

The first GLN of a GS1 basic number (GCP) is automatically defined by GS1 Switzerland as the address for general communications with the company.

Use this basic number to generate the following GLN:

Beispiel mit einer 10er Block GLN_TabelleEN
Section 2

Add a new GLN

There are two ways of adding new GLN: you can either enter each GLN separately under MyGLN (add GLN manually) or import several GLN at the same time to the GLN database via an Excel table (add several GLN).

Section 3

Add GLN manually

2.add-GLN-manually

To manually add a GLN, complete the following three steps:

  1. Enter GLN information
  2. Enter company information
  3. Enter contact details

1. Enter GLN information:

4.enter-GLN-information

Click 'Add' under MyGLN and then select

  • the relevant GCP (if you have more than one GCP)
  • the GLN you want (the system automatically suggests the next free number)

The selected GLN is automatically published (see 'What is the difference between "published" and "activated"?' for more information). If you do not want it to be published, please untick the 'This GLN will be published' box.

Click 'Next' to continue. You can cancel at any time. If you cancel, the data will not be saved.


2. Enter company information

3.enter-company-information

Enter your company information:

  • VAT number
  • Internal company number
    If you use internal company numbers, you can assign an internal company number to the GLN here.
  • Expiry date
    Enter the start and end dates of the GLN. If the validity of the GLN is unlimited, indicate today's date in the 'Valid from' field and tick the field 'Valid indefinitely'.
  • Company
    Enter your company's name (e.g. GS1 Switzerland).
  • Addition
    Enter any additional company information (e.g. ramp 3, subsidiary, meeting room 1 etc.).
  • Street
    Enter the street where your company is based (the GPS coordinates are automatically generated)
  • Additional address details
    Enter any additional address details for your company (e.g. High Street shop).
  • Postcode, city, country
    Enter the postcode, city and country where your company is based.
  • Description and link:
    Enter the description (e.g. opening hours) in the first field and the link to the company website in the second field (e.g. https://www.gs1.ch/about-us/contact).
openin-hours

Click 'Next' to continue or 'Back' to edit the GLN information. You can cancel at any time. If you cancel, the data will not be saved.


3. Enter contact details

5.enter-contact-information

Click 'Add' to add a new contact. You can add as many contacts as you like.

Note regarding the field 'role': the website is available in German, French and English. Please translate the role as well, so that all users are able to understand it (the Italian version of the website will be available at the end of 2017).

Click 'Save' to add the new contact, or 'Cancel' if you do not want to save the information.

When you have finished entering the details, click 'Save' again to add the new GLN or 'Back' to edit the company information. You can cancel at any time. If you cancel, the data will not be saved.

Section 4

Add several new GLN

6.add-several-new-gln

Click on the menu 'Import' and then on the icon with the arrow pointing down to download the Excel template.

The fields marked with an asterisk (*) in the Excel template are mandatory fields.

NB: if you have already entered data on your dashboard (bottom, MyGLN) and then upload an Excel list with information about the same GLN, the information previously entered will be deleted. The system will notify you of this.

To prevent a GLN from being published:

Type [T] (for 'true') in the column 'Public' to publish a GLN. If you do not want a GLN to be published, type [F] (for 'false') in the same column. (See the section on 'Do not publish the GLN' for more information).

To amend the expiry date of a GLN:

The expiry date is managed via the 'From' and 'Until' columns. Enter the date from when the GLN is to be valid in the 'From' column and the date from when the GLN is no longer valid in the 'Until' column. If the field in the 'From' column is left blank, the system automatically enters today's date. If the field in the 'Until' column is left blank, the system automatically registers the GLN as having unlimited validity.

Please note the following format: DDMMYYYY.

To add several contacts for a GLN:

Fill in all the information for the relevant GLN. If you want to link an additional contact with this GLN, duplicate the row for the GLN and adapt the contact details for each additional row.

Please ensure that all your GLN include the check digit. It is easy to generate the check digit free of charge, using our check digit calculator.

Once you have entered your GLN in the Excel document, save the document to your desktop. Then click on the icon with the arrow pointing up to upload your Excel document.

 

Section 5

Edit GLN

7.edit-gln

Select the GLN you want to edit.

You can edit the following information:

  1. GLN information
  2. Company information
  3. Contact details

1. GLN information

8.edi-gln-information

Click 'Edit' under MyGLN and then select

  • the relevant GCP (if you have more than one GCP)
  • the GLN (the system automatically suggests the next free number)

The GLN is automatically published (see the section on 'What is the difference between "Published" and "Activate"?' for more information). If you do not want it to be published, please untick the box for 'This GLN will be published'.

Click 'Next' to continue. You can cancel at any time. If you cancel, the data will not be saved.


2. Company information

9.edit-company-information

Enter your company information:

  • VAT number
  • Internal company number
    If you use internal company numbers, you can assign an internal company number to the GLN here.
  • Expiry date
    Enter the start and end dates of the GLN. If the validity of the GLN is unlimited, indicate today's date in the 'Valid from' field and tick the field 'Valid indefinitely'.
  • Company
    Enter your company's name (e.g. GS1 Switzerland).
  • Addition
    Enter any additional company information (e.g. ramp 3, subsidiary, meeting room 1 etc.).
  • Street
    Enter the street where your company is based (the GPS coordinates are automatically generated)
  • Additional address details
    Enter any additional address details for your company (e.g. High Street shop).
  • Postcode, city, country
    Enter the postcode, city and country where your company is based.
  • Description and link:
    Enter the description (e.g. opening hours) in the first field and the link to the company website in the second field (e.g. https://www.gs1.ch/about-us/contact).
openin-hours

Click 'Next' to continue or 'Back' to edit the GLN information. You can cancel at any time. If you cancel, the data will not be saved.


3. Contact details

10.edit-contact-information

Edit contact

Select the contact you want to edit. Click 'Edit' to amend the information.

Click 'Save' to save the changes or 'Cancel' to ignore them.

Add contact

Click 'Add' to add a new contact. You can add as many contacts as you like.

Click 'Save' to ad the new contact or 'Cancel' if you do not want to save the information.

Note about the field 'role': the website is available in German, French and English. Please translate the role as well, so that all users are able to understand it (the Italian version of the website will be available at the end of 2017).

When you have finished entering the details, click 'Save' again to add the new GLN or 'Back' to edit the company information. You can cancel at any time. If you cancel, the data will not be saved.

Section 6

What is the difference between 'Published' and 'Activated'?


Activated  Deactivated
Published 


The GLN is valid for a period of time (activated) and published.
From August 2017* onwards:
the GLN is no longer valid (deactivated): it is published.
Not published
The GLN is valid for a period of time (activated), but used for internal purposes (not published) Currently: the GLN is no longer valid (deactivated): it is not published.

*In accordance with the GLN allocation rules , inactive GLN must be published. This function will be available from août 2017 onwards.

Section 7

Deactivate GLN

11.deactive-gln

As you cannot delete GLN, you have the option of deactivating them (this makes the GLN no longer valid).

Select the GLN you want to deactivate. Click 'Deactivate' to deactivate the GLN.

NB: the expiry date is automatically adjusted to today's date.

12.activate-gln

An inactive GLN is listed in a separate table.

Section 8

Do not publish the GLN

All GLN are published as standard. If you want to use a GLN for internal purposes, for example, and therefore do not wish to publish it, you can change this as follows:

Click 'Edit' under MyGLN and then select

  • the relevant GCP (if you have more than one GCP)
  • the number of the GLN which you do not want to publish.

Then untick the box for 'This GLN will be published' and click 'Next'. If you want to edit company information, you can do this in the next step. Otherwise, just click 'Next'. In the third and final step, you can amend contact details. Otherwise, just click 'Save'. The GLN is then no longer published and any changes have been saved.

See the section on 'Edit GLN' for more information.

Section 9

Add an additional contact

In edit mode, you can add new contacts in the field 'Contact details'. You can add as many contacts as you like. See the section on 'Edit GLN' for more information.

Section 10

Export my data

13.export-gln

You can export all your GLN and the linked information as an Excel list. To do this, click 'Export my GLN' under MyGLN.

NB: in the Excel list, 'Published GLN' and 'Deactivated GLN' are shown as follows:

  • If [T] (for true) is displayed in the 'Public' column, the GLN has been published.
  • [F] (for false) in the same column stands for not published. If no date is indicated in the 'Valid until' column (blank), the GLN has unlimited validity.
Section 11

Why can GLN not be deleted?

GLN must not be deleted, because they are used to reference previous transactions . If the GLN of an entity that has been wound up was reused, this could result in trading partners being mixed up (see the section on GLN allocation rules for more information). Instead, you have the option of setting GLN to inactive.

NB: if you have not yet published a GLN and nevertheless wish to delete it (e.g. incorrect changes), please send us an e-mail.

Section 12

GLN Allocation Rules

To find out more about the allocation rules, go to:

GLN Allocation Rules

Section 13
Section 14
Section 15
Section 16
Section 17
Section 18
Section 19
Section 20
Section 21
Section 22
Section 23
Section 24
Section 25

Contact

GS1 Switzerland
Tel. +41 58 800 70 00
Fax +41 58 800 70 99
E-Mail

Release Management

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