This article explains when and how to use the Import Locations feature, which is useful when you need to add multiple locations at one time—such as onboarding new facilities, managing seasonal or temporary locations, or making bulk updates to existing location data.
Note: Make sure your Top Level GLN is “Published” before you import any “Published” GLNs. The Top Level GLN may be entered as the “Administrative Parent” or “Parent Org” for the GLNs you are importing.
Then click the Import Locations link.
This downloads a spreadsheet template into which you will enter the data. You will then import this file into your GS1 US® account. This template does not include any pre-populated data.
Note: When you save this file, do not include the following symbols in the filename, otherwise you will receive an error when you process the file: ; / ? : @ = & " < > # % { } | \ ^ ~ [ ] `( )
To learn which values can be entered in columns, click the Input Values tab at the bottom of the template. To save time, you can copy a value from the Input Values tab and paste it in the appropriate column. Here are some other tips to consider:
Entering a GS1 Company Prefix that starts with a zero (0)?
Change the cell format to the "Text" Category so the zero displays.
Enter the Phone Number and/or the Email Column
One of these two "contact" columns has to be entered for each GLN Type. This information will display for Location View/Use subscribers.
Leave the GLN column blank to have GS1 US Data Hub assign the GLN:
If you have not assigned a GLN to this location or party, leave the GLN column blank (as shown on the screen below). GS1 US Data Hub will automatically add the next available GLN, based on the GS1 Company Prefix you enter.
Already have a GLN assigned to this location or party?
Perhaps the GLN was created in another system. You can enter that GLN in the GLN column. Your GS1 US account will verify that this GLN is not already saved in your GS1 US account, and is constructed properly based on the GS1 Company Prefix you have entered.
You Can Validate the GLNs Before You Import:
The Validate Only column enables you to check the data of a GLN BEFORE you import the GLNs into GS1 US.
If you select “Y” in this column, all standard data validations are run against the GLN, and error messages are displayed in the “Results” file. If there are no errors, you can return to the original file, leave the Validate Only column blank, or select "N", and submit the data. The GLN data will be imported into GS1 US.
Below are the definitions for the columns within the Import Template.
If the column is related to a specific GLN Type, that's noted in "Displays in GLN Type".
Column | Displays in GLN Type | Description | Notes |
|---|---|---|---|
Action | All | This field designates the action being performed on each location record. Valid values are: Create – to add an "Active" or "Draft" location Update – to change the status of an existing | Required If Action equals “Update” the GLN is required.
|
Validate Only | All | Select "Y" if you want to validate data before you import this GLN. If you select “Y,” the GLN will NOT be imported, but it will be checked for errors. | Optional |
State | All | The various states that may be assigned to a location as it moves through its life cycle. A published GLN cannot be returned to a Draft State.
Draft Published | Required |
Temp ID | All | This column and the Parent Temp ID connect "parent" and "child" GLNs when both are being imported at the same time. For example, to connect a “parent” GLN to a “child” GLN, you can enter 1 in Temp ID for the “child” GLN and 1 in the Parent Temp ID for the “parent” GLN. | Optional |
Parent Temp ID | All | Enter any value in the Temp ID child(ren) GLNs when both are being imported at the same time. For example, to connect a “parent” GLN to a “child” GLN, enter 1 in Temp ID and 1 in Parent Temp ID. | Optional |
GS1 Company Prefix | All | The desired GS1 Company Prefix from the list of your organization’s prefix(s) to be used to generate the GLN. | Required Leave blank for pool prefix |
GLN | All | Leave this column blank to have GS1 US Data Hub generate the next available 13-digit GLN to this party or location. Note: If you licensed a GS1 Company Prefix and have created an existing GLN outside of GS1 US Data Hub, and you want to import this data, you can enter the GLN in this column (the Action must be “Create”). | Required only if you selected the "Update" Action. Leave blank for pool prefix. |
Administrative Parent | All | This is the GLN in which one or more “child locations” roll up under within a defined Location Hierarchy. | Required |
Industry | All | Industry for this GLN.
| Required |
Supply Chain Role | All | Best describes the role of this organization in the supply chain. You can enter multiple values by separating the values with line breaks using the alt-enter keys. | Required
|
Comment | All | Comments about this GLN. These will not be shared with Location View/Use subscribers. | Optional |
Replaces GLN | All | A 13-digit GLN that previously identified this organization, party or location. This is only for reference by other Location Administrators in your organization. You can enter up to 10 GLNS. Separate the GLNs with line breaks using the alt-enter keys. | Optional |
Related Organization GLN | Fixed Physical GLN | If you’re entering a GLN with a “where” GLN Type (Fixed Physical, Digital, Mobile Physical), you can enter a related 13-digit GLN with the “who” GLN Type (Legal Entity or Function) in this column. | Optional |
Related Organization GLN Type | Fixed Physical GLN | Valid Values: Legal_Entity Function | Optional |
Related Location GLN | Fixed Physical GLN | If you’re entering a GLN with a “who” GLN Type (Legal Entity or Function), you can enter a related 13-digit GLN with the “where” GLN Type (Fixed Physical, Digital, Mobile Physical) in this column. | Optional |
Related Location GLN Type | Fixed Physical GLN | Valid Values: Fixed_Physical_Location Digital_Location Mobile_Physical_Location | Optional |
Name | All | The name of the GLN (company, office, department, etc.) | Required |
Language | All | Language of the Name of this GLN. | Required |
Name 2 | All | A secondary location name. | Optional |
GLN Type Status | All | Note: View/Use subscribers can see both "Active" and "Inactive" GLN Types for a published GLN that is being shared. Valid Values: Active | Required
|
Country | Fixed Physical Location Legal Entity Function | ISO-3166-2 Country of your location. For United States, enter “US”
| Required if the GLN Type is Fixed Physical Location. |
Postal Name | Legal Entity Function | An alternative name of the mail recipient expressed in text (this may be different than the organization name). | Optional |
PO Box | Legal Entity Function | PO box number (a box in a post office or other postal service location assigned to an organization where postal items may be kept) | Optional |
Address Line 1 | Fixed Physical Location Legal Entity Function | The primary street address for your location. Note: If an address is not able to be verified by the USPS database, an error message will appear, prompting you to make necessary corrections. If your address is correct, but not verifiable by the USPS database, you will not be able to create this location via the Import process. You will need to create the GLN utilizing the user interface of the GS1 US Data Hub tool. Instructions for creating a GLN outside of the import process can be found here. | Required only if the GLN Type is Fixed Physical Location and a street or postal address is being entered. After the Fixed Physical GLN Type status is changed to Active, this field cannot be changed. GS1 US accepts address abbreviations recommended by the United States Postal Service (USPS).
|
Address Line 2 | Fixed Physical Location Legal Entity Function | Any secondary information such as Suite, Floor, etc. | Optional After the Fixed Physical GLN Type status is changed to Active, this field cannot be changed. GS1 US accepts address abbreviations recommended by the United States Postal Service (USPS).
|
Address Line 3 | Fixed Physical Location Legal Entity Function | Additional descriptive information that is not verified through the USPS database. A best practice is to use Address Line 3 when there are multiple locations using the same USPS address. Examples: billing office vs. the loading dock, cardiology lab, unit 4, backroom, etc. | Optional |
Digital Address | Digital | The location reference associated to a digital place | Required only if GLN Type is Digital Location. |
Base Location | Mobile Physical | A 13-digit GLN serving as the fixed physical location where the mobile location most commonly resides. | Optional |
Address Suburb | Fixed Physical Location Legal Entity Function | A suburb within a town or city. | Optional |
Cross Street | Fixed Physical Location Legal Entity Function | A street intersecting a main street (usually at right angles) and continuing on both sides of it | Optional |
City | Fixed Physical Location Legal Entity Function | Name of the city of your location If GLN Type is Fixed Physical Location, GS1 US Data Hub will validate the USPS address if you enter US in the Country column. | Required only if GLN Type is Fixed Physical Location |
State / Province / Region | Fixed Physical Location Legal Entity Function | ISO abbreviation for State or Province. The USPS address is validated if the Country = US | Required only if GLN Type is Fixed Physical Location |
Zip/Postal Code | Fixed Physical Location Legal Entity Function | Zip code or postal code for your location If GLN Type is Fixed Physical Location, GS1 US Data Hub will validate the USPS address if you enter US in the Country column. | Required only if GLN Type is Fixed Physical Location |
Latitude | Fixed Physical Location Legal Entity Function | The location’s latitude. Example: 40.2656 | Optional |
Longitude | Fixed Physical Location | The location’s longitude. | Optional |
GeoShape Circle Coordinates
| Fixed Physical Location | A circle is the circular region of a specified radius centred at a specified latitude and longitude. A circle is expressed as a pair of coordinates followed by a radius in meters. Latitude, Longitude, and Radius of the circle should be separated by a space. Example: 12.345 67.890 | Optional unless this is being used instead of the Street or Postal Address |
GeoShape Line Coordinates | Fixed Physical Location | A line is a point-to-point path consisting of two or more points. A line is expressed as a series of two or more point objects separated by space. Example: 12.345 67.890 34.567 56.789 | Optional unless this is being used instead of the Street or Postal Address |
GeoShape Polygon Coordinates | Fixed Physical Location | A polygon is the area enclosed by a point-to-point path for which the starting and ending points are the same. A polygon is expressed as a series of four or more space delimited points where the first and final points are identical. Example: 12.345 67.890 34.567 56.789 | Optional unless this is being used instead of the Street or Postal Address |
Contained in Place | Fixed Physical Location | 13-digit GLN which designates the larger physical location within which a sub-location is located. | Optional |
Phone | All | The location's primary phone number. You can enter hyphens. | Required if Email is left blank. One of the two contact columns, Phone or Email, must be entered. |
All | Email associated with this GLN Type. | Required if Phone is left blank. One of the two contact columns, Phone or Email, must be entered. | |
Business Attributes | All | Valid Values: Deliver To Order By Order From Paid By Recall Remit To Ship From Ship To Sold From | Required |
Corporate Relationship | All | Valid Values: Affiliated Leased Managed Owned Franchised | Required only if the Industry is Healthcare
|
Business | All | Example: Health Care - Hospitals Use a standard hyphen ( - ) when needed, not an en or em dash | Optional |
Class Of Trade 1 | All | Asserted Class of Trade – Ownership Valid values related to Healthcare Industry: CC – City/County FDV – Federal: DOD/VA FO – Federal: All Other FP – For Profit FPHS – Federal: PHS NFP – Not For Profit ST - State If you import locations, you must enter the codes. Export returns full descriptions. | Required only if the Industry is Healthcare |
Class Of Trade 2 | All | Class of Trade – General Valid values: IN – Inpatient (Acute) OUT – Outpatient (non-acute, ambulatory) PH – Pharmacy (Inpatient and Outpatient) Import uses codes. Export returns full descriptions. | Required only if the Industry is Healthcare |
Class Of Trade 3 | All | Class of Trade – Detail Import uses codes. Export returns full descriptions. | Required only if the Industry is Healthcare |
Location Role Type
| Fixed Physical Location Digital Mobile Physical Location | A location classification based on the purpose, type of site and/or what occurs there. You can enter multiple values by separating the values with line breaks using the alt-enter keys. | Optional
|
Location Opening Date | Fixed Physical Location Digital Mobile Physical Location | Date location closed Format: | Optional |
Location Final Closure Date | Fixed Physical Location Digital Mobile Physical Location | Location Final Closure Date Format: | Optional |
Parent Organization GLN and Parent Organization GLN Type | Legal Entity Function | This is the 13-digit GLN that is directly above the location in your GLN hierarchy. The Parent Org GLN Type must contain Legal Entity or Function. | Required only if Legal Entity or Function GLN Type is being entered. Leave blank if this GLN is the top-level, parent location and GLN Type is Legal Entity |
Organization ID Type and Value | Legal Entity Function | A previously assigned party or location identifier that can be associated to a GLN to add business value. You can enter multiple values by separating the values with line breaks using the alt-enter keys. | Optional |
Location ID Type and Value | Fixed Physical Location Digital | A location identifier assigned and managed by government bodies, trade organizations, and other identities. You can add up to five Location ID Types. You can enter multiple values by separating the values with line breaks using the alt-enter keys. | Optional
|
Organization Termination Date | All | Organization Termination Date Format YYYY-MM-DD | Optional |
Organization Formation Date | All | Organization Formation Date Format YYYY-MM-DD | Optional |
Organization Role Type | Legal Entity Function | Valid value that describes the organization's role or purpose. | Optional |
After entering the data in the template, drag & drop the file into the “Upload” area of the Import screen, or click the Browse Files link and select the file from your computer. The filename will display in the File to Import window.
Import Locations as Approved box: Do you have the "Location Approval Process" enabled? Check this box on the Import screen to have locations imported as already “Approved." Otherwise, users with the “Approve” user permission would have to approve each of these imported locations individually.
GS1 US Data Hub processes the data. An “Uploading” icon displays. Results are displayed at the bottom half of the screen.
Click the Refresh Table button every minute or so to view the latest status. When the data is processed, “Complete” displays in the Status column. You can now view the records on the Managed Locations screen.
A number displays in the #Error column. Click the file name to view the errors. To correct these errors and upload these records, open the Location Import Template on your computer and delete any records that were processed successfully.
Make the corrections in the remaining records, then save this file. Then upload this updated file again using the steps outlined above.
If you encounter a 'bad address' error, it indicates that your address is not verified by USPS. This issue may arise from new construction or recent changes, such as a street name update. To resolve this, you can create your location using the GS1 US Data Hub tool.
View the Update Multiple Locations at Once article for more details.
