A product's status defines how you can manage, edit, and share your product data. Each status represents a different stage in the product's lifecycle from early setup to active use and possible discontinuation of the product from the marketplace. Understanding these statuses helps ensure your product data is complete, accurate, and ready for downstream use.
Selecting the Status for a Product
View the video or written instructions below for step‑by‑step guidance
Draft status is when the product has been created but not yet assigned a GTIN.
In this status, you can:
- Enter and update product details
- Delete the product record
Typical use: Initial data entry before assigning a GTIN
The product moves to PreMarket after a GTIN is assigned and the record is saved.
In this status, you can:
- Update most product attributes
- For step-by-step guidance, view the How to Edit and Update Product Information article.
- Generate a For Placement Only (FPO) barcode for artwork and package design
- Not a final scannable barcode image, the product must be in the In Use status to get the final and scannable barcode image
- Retract PreMarket GTIN
- If it is decided that the product is not going to go to market the GTIN can be returned to the available pool by Retracting the GTIN
- Retracting or deleting the GTIN is no longer an option once the product moves to In Use
Limitations: Packaging level cannot be changed.
Typical use: Continued preparation for product launch including downloadable FPO barcode image for package artwork and placement.
The In Use status indicates the product details are final, and the product is ready for distribution within the marketplace.
Before setting to In Use
Confirm the following:
- Product details are accurate
- The correct packaging level is selected
- For more information about packaging levels refer to our Packaging Level Definitions.
- The product is ready to be produced and sold
- You are ready to share data with trading partners
What happens when set to In Use:
- A scannable barcode becomes available
- The GTIN is permanently linked to the product meaning it cannot be used on a different product going forward
- Product data is shared with:
- GS1 US subscribers
- Verified by GS1 (global visibility)
Important considerations:
- Some of the product details (for example, net weight, unit of measure) cannot be changed
- If these need to be changed, you must:
- Archive the product -
- Create a new product with a new GTIN
For details, see: How to Edit and Update Product Information and Delete or Archive a GTIN or UPC
Barcode Image:
You can:
- Download a production-ready barcode
- Export barcode specifications for vendors
For a list of Solution Providers who can assist you, see:
Use the Archived status when a product is discontinued or not currently being sold in the marketplace. Setting the status to Archived will not delete the GTIN and product details; however, it will show that this product is not currently being sold.
In this status:
- Barcode generation is no longer available
- Product remains visible to subscribers
- Product displays as Discontinued
- The product details and GTIN cannot be deleted
Typical use: This status can be used when a product is discontinued or if a product is seasonal.
You can move a product back to In Use if:
You remain compliant with GTIN Management Standards
The For Placement Only (FPO) barcode image occurs when the product is in the PreMarket status. It is intended to be downloaded and used for packaging design and placement testing. The FPO barcode cannot be scanned at the point of sale.
For more information on downloading you barcode: Get Your UPC-A Barcode
To remove a product, first check its status. Depending on the status, you can either delete, retract, or archive the product.
- You can only delete a product if it is in the Draft status
- If the product is in the PreMarket status, you are able to retract the GTIN.
- The product detail record is automatically deleted.
- The GTIN is returned to your Available GTIN pool.
- If the product is in the In Use status, you can set the status to Archived but are no longer able to delete or retract the product record.
For instructions, see Delete or Archive a GTIN or UPC.
Download:
GTIN Creation and Barcode Generation Guide:
