Frequently Ask Question (FAQ)

GS1 is the global organization that manages barcode standards worldwide. GS1 Malaysia is the only official provider of authentic GS1 barcodes in Malaysia.

No! The same GS1 barcode works everywhere:

• Physical retail stores
• Online marketplaces (Amazon, Shopee, Lazada)
• International markets
• Wholesale distribution

This is the power of global standardization – one barcode, universal acceptance.

GS1 Malaysia offers four licence packages to suit different business sizes and compliance goals.

To know more about other packages, please contact gs1malaysia@gs1my.org

Registration becomes practically mandatory when:

• Your retail partners require it (most major retailers do).
• You want to sell on established e-commerce platforms.
• You are exporting products internationally.
• You need supply chain traceability.

While not legally required, it's essential for most businesses selling consumer products.

The required documents depend on your business's incorporation type and date:

For Businesses incorporated BEFORE 1st January 2017:

• Form 9 **OR** Form 13
• Form 24 **OR** Latest Annual Returns

For Businesses incorporated AFTER 1st January 2017:

• Super Form (Section 14)
• Section 68 **OR** Section 78 (if there are changes to Share Capital)

For Sole Proprietors or Partnerships:

• Business Registration or SSM is sufficient.

Proof of Payment:

Please provide a bank-in slip, deposit slip, online bank receipt, etc., so we can cross-check that your payment has been deposited into our account. Find out more about payment methods here.

4-step process:

1. Contact GS1 Malaysia via phone, email, or website.
2. Submit application with required documents.
3. Payment of registration and annual fees.
4. Receive approval and barcode allocation.

GS1 Malaysia issues the code within 3 to 5 working days after all documents and payment are received.

Fees are prorated, meaning they are adjusted based on the remaining period in the billing cycle.

Yes. After filling out the online form at the website , GS1 staff will review it and then email payment instructions.

Yes, membership certificates are issued within 3 to 5 working days upon request.

Membership Licence Certificates are issued one financial year at a time. Each financial year runs from 1 July to 30 June. For example, the certificate for FY 2024/2025 is valid until 30 June 2025.

Although your fees are paid up to June 2027, certificates are generated separately for each financial year and are provided on request. You may request the certificate for FY 2025/2026 starting in June 2025, and likewise for subsequent years.

To obtain an updated certificate, please email gs1malaysia@gs1my.org shortly before the start of the new financial year.

Membership is not cancelled automatically. A signed cancellation request, on company letterhead, must be emailed to GS1 Malaysia gs1malaysia@gs1my.org.

To reinstate a terminated membership and reuse your existing barcode numbers, you will need to submit an updated application, provide company documents, and pay the reinstatement and subscription fees.

For detailed guidance and the latest fees, please contact gs1malaysia@gs1my.org.

GS1 Malaysia encourages your payment to be made through the following methods:

• Online Transfer - (Maybank Account No: 5-14208-626-707, GS1 Malaysia Berhad)
• IBG - (Maybank Account No: 5-14208-626-707, GS1 Malaysia Berhad)
• JomPAY - (Biller Code: 12013)

Kindly be informed that invoices and receipts are upon request. Please send your request to payment@gs1my.org.

Invoices have a 7-14 working day processing time, while receipts have a 5-7 working weeks processing time. We apologise for any inconvenience caused.

Golden Rule: Every different product needs its own unique barcode.

You need a NEW barcode when there's a change in:

1. Product name or brand
2. Size or quantity (e.g., 500ml vs 1L)
3. Flavor or variant (e.g., chocolate vs vanilla)
4. Packaging type (e.g., bottle vs can)
5. Formulation (e.g., new recipe, added ingredients)
6. Weight or dimensions
7. Certification marks (e.g., adding/removing halal, organic)
8. Pack quantity (e.g., single vs 6-pack)
9. Promotional versions (e.g., limited edition, bonus pack)
10. Price marked on pack (if applicable)

No, never reuse barcode numbers.

Once assigned, a barcode number is permanently linked to that specific product, even after discontinuation.

This ensures:

• Accurate tracking of second-hand sales
• No confusion in retail systems
• Compliance with medical product regulations
• Proper inventory management

If the products have authentic GS1 barcodes: Keep them! GS1 barcodes are globally accepted.

You need new barcodes only if:

• You're repackaging the products.
• The existing barcodes are not from GS1.
• You're adding your own branding to the packaging.

Here's how it actually works:

1. Barcode contains only: A unique identification number.
2. Store's computer system: Stores all product details and prices.
3. When scanned: The number looks up information in the store's database.
4. Result: Product details and current price appear on the register.

This is why the same product can have different prices in different stores.

Color Guidelines:

• Bars (dark colors): Black, dark blue, dark green, dark brown.
• Background (light colors): White, yellow, orange, red.
• Key principle: Maintain high contrast between bars and background. Black bars on a white background are generally recommended.

Please refer to this guide: GS1 Colour Guide

Common scanning problems:

• Poor print quality (blurred, smudged, or faded bars)
• Low contrast (insufficient difference between bar and background colors)
• Truncated height (barcode too short)
• Damaged surface (scratched or wrinkled barcode)
• Wrong size (too small or distorted)
• Poor placement (on curved surfaces or seams)

Solutions:

• Use high-quality printing.
• Test scans before mass production.
• Follow GS1 printing guidelines.
• Place codes on flat, smooth areas.

You may follow the instructions provided by HERE and email the completed form to databank@gs1my.org.

• If you're applying for Halal certification: Write “In Progress”
• If Halal doesn't apply to your products: Write “N/A” or “Not Applicable”
• Never leave the field blank – this delays processing

Images are optional but highly recommended because:

• Your products can appear in GS1 mobile apps.
• Customers can verify product authenticity.
• Retailers can quickly identify your products.
• It helps prevent counterfeiting.

This is normal! GS1 Malaysia does not share its database with third-party apps like WeChat or Google Lens.

To find your product information:

• Use GS1 Malaysia's official Product Search Portal.
• Download the GS1 Databank Mobile App.
• These connect to the trusted, official GS1 Malaysia database.

For third-party apps: Contact those apps directly if you want your products listed in their databases.

Verification steps:

1. Check if you received your barcode from GS1 Malaysia.
2. Ensure you're using the correct barcode for that specific product.
3. Verify the barcode prints clearly and scans properly.
4. If needed, contact GS1 Malaysia for an official verification letter.

GTIN® (Global Trade Item Number) uniquely identifies a product and typically appears below a UPC barcode; it is the global standard product identifier.

A GS1 Company Prefix is a unique number issued only to your company; it forms the foundation for creating GTINs (for products) and GLNs (for locations).

A Global Location Number (GLN) identifies legal or physical locations in electronic messages, providing a unique identity for parties and places within the supply chain.

Unique Device Identification (UDI) is a system used to identify medical devices throughout their distribution and use. A UDI code typically consists of two parts: UDI-DI and UDI-PI.

• UDI-DI (Device Identifier): This is the mandatory, fixed part of a UDI. It identifies the specific version or model of a device and the labeler. Importantly, your **GS1 barcode number (13-digit product identification)** is recognized as the UDI-DI. If your company uses GS1 Barcode Keys on your products, you are already compliant with UDI-DI.
• UDI-PI (Production Identifier): This is the variable part of a UDI, covering production-specific information such as batch/lot number, expiry date, manufacturing date, and serial number. Not all products require UDI-PI. You should check with your compliance department to determine if you need to include UDI-PI on your labeling.

GS1 is recognized by authorities like the US FDA and EU as an accredited issuing agency for UDI.