EAN-13 Barcode: Definition, Structure & How to Create It

EAN-13 (European Article Number) is one of the most widely used and globally recognized product identification standards, especially in the retail and supply chain sectors. With its 13-digit structure encoded into black-and-white bars, EAN-13 allows scanners to automatically and accurately retrieve product information. In this article, iCheckQR provides detailed information, operating principles, registration process and EAN-13 barcode creation.

More than just a tool for checkout at the point of sale, EAN-13 plays a crucial role in inventory management, stock control, and especially product traceability — a vital factor in today’s digital and globalized commerce landscape. By adopting the EAN-13 system, businesses can enhance operational efficiency and build trust with consumers.

1. What is EAN-13? Structure and How It Works

Definition and Concept of EAN-13

EAN-13 (European Article Number) is a barcode standard developed under the GS1 system, a global organization managing product identification standards. It is widely used worldwide to uniquely identify consumer goods, particularly in retail, to automate product management, stock tracking, and checkout processes.

Each EAN-13 barcode consists of 13 digits, encoding information about the country, manufacturer, and the product itself. The barcode can be scanned by barcode readers at retail stores, warehouses, and other commerce systems.

Structure of the EAN-13 Barcode

The EAN-13 barcode comprises 13 digits, divided into four main parts:

• Country Code (First 3 digits): Identifies the country or region where the company registered the barcode (not necessarily the country of manufacture).
  Examples: Vietnam - 893, France - 300–379, USA - 000–019.

• Company Code (Next 4–5 digits): Issued by GS1 to each company. The length depends on how many products a company plans to register.

• Product Code (Next 3–5 digits): Assigned by the company to uniquely identify each product. Its length is inversely related to the length of the company code.

• Check Digit (Final digit): Automatically calculated from the first 12 digits using a standard GS1 algorithm. Used to detect input or scanning errors.

Note: The total length is always 13 digits. All software systems and barcode scanners must follow this format to ensure accuracy.

How EAN-13 Works in Management Systems

The EAN-13 barcode acts as a unique product identifier, enabling management systems — from POS (Point of Sale) software to warehouse and supply chain systems — to automatically retrieve and process data.

Data Encoding Mechanism

EAN-13 barcodes are not stored as plain text but encoded as black-and-white bars of varying widths using a binary pattern:

• The alternating black and white bars represent binary bits (0s and 1s).

• Each digit is encoded using a 7-bit binary format.

• The full structure includes:
  Start guard (3 bars) + Left-side (6 digits) + Center guard (5 bars) + Right-side (6 digits) + End guard (3 bars)

The left and right digits use different encoding patterns to help the scanner determine the scanning direction (left-to-right or right-to-left).

How Barcode Scanners Read EAN-13

• Barcode scanners (laser or CCD-based) scan the black-and-white bars.

• The scanner translates bar widths into digital signals, decodes them into a 13-digit number.

• The decoded number is sent to the management software, which retrieves the associated product data (name, price, stock level, unit of measure, etc.).

Integration with Management Systems

When an EAN-13 barcode is scanned:

• The POS software displays product details and updates the order.

• The inventory system deducts stock levels or records entries/exits.

• Reports and analytics are updated in real time.

This process ensures:

• Fast data processing

• High accuracy

• Minimal human error in data entry

2. Comparing EAN-13 with Other Barcode Types

Differences Between EAN-13, UPC-A, and EAN-8

Each barcode type has its own structure, use case, and regional applicability, making them suitable for different markets and product categories. Below is a detailed comparison of the three most common barcode types:

Notes:

• EAN-13 is the standard and most widely accepted option if you distribute products internationally.

• UPC-A is preferred in the North American market. If you export to the US or Canada, this format should be considered.

• EAN-8 is ideal for products with limited space for labeling, such as candy, small electronic accessories, and compact packaging.

Which Barcode Type Should Your Business Choose?

Choosing the right barcode format helps your business optimize product management, enhance compatibility with international systems, and minimize errors in distribution.

Here’s a quick checklist to help you select the most appropriate barcode format for your business model:

Selling consumer goods in both Vietnam and international markets?
→ Choose EAN-13 – globally recognized, POS-compatible, and widely supported.

Exporting mainly to the US or Canada?
→ Choose UPC-A – the required standard for North American retail systems.

Selling small-sized products with limited packaging space?
→ Choose EAN-8 – a short and compact barcode that still complies with GS1 standards.

Managing multiple product lines in a small or new business?
→ Choose EAN-13 with a short company prefix – allowing more flexibility when assigning product codes.

3. Official EAN-13 Barcode Registration Process at GS1 Vietnam

Steps to Register and Obtain an EAN-13 Barcode Under GS1 Standards

To register and use an EAN-13 barcode in Vietnam, businesses must follow the official 3-step process guided by GS1 Vietnam – the National Center for Numbering and Barcoding.

Step 1: Register as a GS1 Member

• Visit the official portal: https://vnpc.gs1.gov.vn

• Create a business account by providing the required information.

• Prepare the application documents, including:

• A certified copy of the Business Registration Certificate or Establishment Decision (issued within the last 6 months)

• Completed application form for barcode usage (according to GS1’s template)

• A list of products to be barcoded

Submit your application in person or by postal mail to GS1 Vietnam (National Center for Numbering and Barcoding).

Registration fee: 1,000,000 VND (as per Circular No. 232/2016/TT-BTC)

Step 2: Receive a Company Prefix (GCP)

Once your documents are approved and payment is confirmed, GS1 Vietnam will issue a Company Prefix (GCP) to your business.

• This prefix includes the country code (893 for Vietnam) and a unique company identifier.

• The GCP serves as the base for generating your product-specific EAN-13 codes.

Step 3: Assign Product Codes and Generate EAN-13 Barcodes

• Use your GCP to create GTIN-13 codes (EAN-13) for each product, ensuring each item has a unique identifier.

• Design and print the EAN-13 barcode on the product packaging according to GS1’s technical standards.

• Register product information in the VNPC system to support traceability and inventory management.

Note: Businesses must maintain annual renewal fees to retain the validity of their barcode registration.

Registration and Annual Maintenance Fees for EAN-13 Barcodes (2025 Update)

According to Circular No. 232/2016/TT-BTC and updates from GS1 Vietnam, the fee schedule is as follows:

1. Initial Registration Fees

2. Annual Maintenance Fees

• Global Location Number (GLN): 200,000 VND/year

• 8-digit Global Trade Item Number (GTIN-8): 200,000 VND/year

Important Note: If the barcode license certificate is issued after June 30, the first-year maintenance fee is reduced by 50%.

4. Guide to Creating and Printing EAN-13 Barcodes for Free – For Small Businesses

Create EAN-13 Barcodes Using Excel and Word

This is a simple method that does not require any specialized software — just a barcode font installed on your system.

Step 1: Download and Install a Barcode Font

• Download barcode fonts such as Code 39 or EAN-13 from trusted sources.

• Extract the files and right-click the font file, then select "Install" to add it to your system.

Step 2: Generate a Barcode in Excel or Word

• Open Microsoft Excel or Word, and enter a 13-digit EAN-13 code.

• Highlight the number string, then change the font to the barcode font you installed (e.g., Code 39).

• Adjust the font size and formatting to ensure the barcode appears clearly.

Note: The Code 39 font requires adding an asterisk (*) at the beginning and end of the number string (e.g., 893456789012).

Create EAN-13 Barcodes Online for Free via iCheckQR

iCheckQR offers a free online tool that supports generating multiple barcode types, including EAN-13.

How to Use the iCheckQR Tool

1. Visit: iCheckQR.com

2. From the menu, select "Solutions" → "Barcode Generator".

3. Choose "EAN-13" from the list of barcode types.

4. Enter your 13-digit EAN-13 code in the "Data" field.

5. Select your preferred image format (PNG, JPG, SVG, etc.).

6. Verify the barcode preview and click "Download" to save it to your device.

Note: Ensure the input code is valid and unused to prevent conflicts in product databases.

5. Practical Applications of EAN-13 in Product Management and Supply Chains

Inventory and Retail Management with EAN-13

EAN-13 barcodes play a crucial role in automating inventory and retail management processes. When integrated into a POS (Point of Sale) system, they offer several key advantages:

• Faster Checkout: Scanners read EAN-13 barcodes instantly, reducing wait time for customers.

• Accurate Inventory Tracking: Each scan updates stock levels in real-time, allowing for precise monitoring.

• Minimized Input Errors: Scanning barcodes eliminates the need for manual data entry, reducing human error.

• Integrated Sales Data: Product data linked to EAN-13 barcodes feeds directly into sales reports and analytics tools.

Example: Nexchar POS supports EAN-13 scanning for efficient product and inventory management, with detailed reporting on sales and stock levels.

Illustration: Screenshot of a POS interface scanning EAN-13 barcodes.

Product Traceability and Anti-Counterfeiting with EAN-13

In an era where counterfeit goods are widespread, combining EAN-13 barcodes with QR codes and blockchain technology offers a powerful solution for traceability and brand protection:

• Transparent Product Information: QR codes linked to blockchain databases allow consumers to access origin, manufacturing, and distribution details.

• Effective Anti-Counterfeiting: Blockchain ensures data integrity — each product has a unique and unalterable identifier.

• Increased Consumer Trust: Customers can scan the QR code to verify product authenticity, enhancing brand credibility.

6. Frequently Asked Questions About EAN-13

How can I check if an EAN-13 barcode has been officially registered?

→ You can verify it through the barcode lookup system provided by GS1 Vietnam or GS1 Global. If the barcode is registered, the associated company and product information will be displayed.

Is EAN-13 applicable for international sales? 

→ Yes. EAN-13 is a global standard under GS1, widely accepted in international retail systems and supply chains.

Can I print an EAN-13 barcode using a regular office printer?

→ Yes. As long as you use barcode generation software and install the correct barcode font, a standard laser or inkjet printer can print EAN-13 barcodes with sufficient clarity and resolution.

Conclusion

The EAN-13 barcode is more than just a technical tool — it is a foundation for smart product management in the digital age. From automating inventory and enabling transparent traceability to optimizing omnichannel sales both domestically and internationally, EAN-13 has become an essential standard for modern businesses.

Official registration through GS1 Vietnam, combined with free tools like Excel, Word, or iCheckQR, enables both large enterprises and small businesses to easily implement and fully leverage the benefits of EAN-13.

Start using EAN-13 today — the first step toward product standardization, enhanced competitiveness, and reaching global markets.