IBCA Guidelines for Product ID, Labels and Shipments

1.1.1 This document provides further explanation of the guideline and identifies the standards necessary to help you move your merchandise through the hobby industry supply chain including retail stores and distribution centers.

1.1.2 In order to move products through the supply chain we must be able to identify the products and then match the physical product and shipment to the related transaction information. This means that we must have a standard method to identify products and shipments including the bar codes and labels. We must also have a standard to deal with methods of communicating information about shipments and the individual items contained in the shipment.

1.1.3 In this section we will explain a standard for a "hard copy" form to provide information about the individual item that will be used in a variety of database applications and another "hard copy" form to provide shipment information (manifest). The forms will serve as models so that manufacturers and their customers can explain the elements of information that they each need in order to conduct business. Trading partners can establish their own methods to electronically communicate the elements of information identified on the standard forms.

1.1.4 This section will also explain carton labeling. We would like to remind the reader that there are two kinds of labels found on cartons. One identifies the product that is contained in the carton the other provides shipping information. In fact there are a number of elements essential to driving costs out of our supply chain. They are:

Product identification numbers (GTIN) and shipment identification.
Standard Item Records (SIR) containing information about a specific SKU.
Complete and accurate paperwork (forms and electronic files)
Proper carton and inner pack quantities
Complete and accurate label information
Use of strong packaging materials

1.2 Product Identification Using the GTIN for Item, Inner Pack and Master Pack

1.2.1 Every item that is to be sold must have a unique product identification number using the standards established by GS1 (Uniform Code Counsel (UCC)). The guidelines require this product identification method that includes item identification, inner-pack and master-pack.

10.2.2 If this is your first involvement or if you need an overview we suggest that you review the entire guidelines.

1.3 Standard Item Record (SIR) To Communicate GS1 (Formerly the U.P.C. Numbers)

1.3.1 The product identification number that is found in the bar code is used to access different data files in computer systems. Therefore manufacturers must be able to provide some fundamental information in an electronic form. This electronic file must contain, at a minimum, the product identification number found in the bar code, the product catalog number, the description, the package quantity and package dimensions. Various trading partners may require other information about specific items. It is strongly recommended that companies discuss the “Standard Item Record” with their trading partners.

1.3.2 Distributor and retailer inventory master files must be matched to the manufacturer’s file using the GTIN number as a starting point (because of new global capabilities, the GS1 now refers to the product identification number as the global trade item number (GTIN). This is part of a movement to harmonize all retail item numbers called Sunrise 2005. An important point must not be overlooked. After the initial matching, then the files must be maintained. This maintenance is called synchronization. Any time something changes in a product master file (controlled by the manufacturer) the item master files throughout the supply chain must be synchronized with the manufacturer’s file. Therefore it is important to have two capabilities, one for start-up matching and the other for ongoing synchronization. The column heading (or titles) of the standard item record (SIR) become a key that is used to relate the information in the records of one company to the information contained in the records of another. A row is added to the customers spread sheet (“User Field Names” shown in yellow) The SIR numbers and titles are shown in the column of the corresponding information. See field definitions in 1.3.3 below.

The example of a simple spreadsheet shows how the data required by several different customers can be matched to the SIR column titles. These examplers were taken from the craft and hobby supply chain. Contact your trading partner for the latest, up to date records.

1.3.3 Below we have provided an example of the standard item record (SIR) using an Excel™ spreadsheet. The example shows the elements of information that a retailer can expect to be contained in the item master file. The elements of information are arranged in the rows in this example so that they can be seen on one page. The Excel™ spreadsheet that can be downloaded for FREE. is set up with the information elements in columns since that arrangement is easier to be imported by a computer. NOTE: The field numbers and names are the same in both layouts. The field names, at the top of the columns, must not be changed since they are directly related to the XML tags. To help users reference their own field names, a row is provided “User Field Names.” User can enter their own filed names into those cells.

The spreadsheet serves as a model to help companies communicate with their trading partners. Using Excel™ enables the least sophisticated companies to communicate with even the most sophisticated. Even the least sophisticated company can import and export Excel™ format. Of course, the most sophisticated can use the Excel™ files. The advanced user can employ XML tags (Excel 2003™) that enable many different computers and software systems to automatically load and interact, in real time, over the Internet. (.Net and Web Services)

Please be aware that trading partners may have additional data requirements based on customer / vendor relationships that are not specifically shown in here. Those other elements can be provided in any of the eight “Generic” fields shown. Microsoft Excel is the standard format for data sharing.

Size This column describes the size of data field.
Type “a” represents alphabetic “n” represents numeric “a/n’ represents alpha numeric
Value “m” represents mandatory “o” represents optional “r” represents recommended

Database Record Format

	Name of Field	Size	Type	Value	Description	Example
	KEYS
1	EAN / U.P.C.	13/12	n	m	See Note #1	073650151613
2	Information Provider #	8	n	o	See Note #12	1123
3	Information Provider	35	a/n	m	See Note #2	Notions Marketing Corp
4	Brand Owner	35	a/n	o	Name of Company that owns the Brand	Dyno Merchandising Corp
5	Brand Name	35	a/n	o	Name recognizable by consumer	Coats & Clarks
6	Full Description	30	a/n	m	Primary Description See Note #9	Thread, Poly/Cot 25yd Lt/Dk
7	Abbrev. Description	20	a/n	m	Short: for consumer cash receipt & shelf label	Thread, Lt/Dk 25yd
8	Description (additional or extra)	60	a/n	o	Long Description, not extension of #5 or #6	Mercerized Cotton Covered Polyester Thread 12 spls 25yds Lt/Dk
9	Manufacture's SKU #	20	a/n	m	Product # usually as found on retail package	B640 C
10	Distributor's SKU #	20	a/n	o	Distributor assigned identification number	21667
11	Retailer's SKU #	15	a/n	o	Retailer assigned identification number	38-12345
	DIMENSIONS
12	Consumer Purch Unit	2	a/n	m	ea=each, yd=yard, ft=feet	ea
13	Unit Linear Height	5.3	n	o	See Note #3	7.47
14	Unit Linear Width	5.3	n	o	See Note #4	3.17
15	Unit Linear Depth	5.3	n	o	See Note #5	0.95
16	Unit Gross Weight	5.4	n	o	See Note #6	0.0106
17	Min Orderable Qty	6	n	m		3
18	Inner Orderable Unit	6	n	o	Qty of consumer purch. items in inner pack	3
19	Inner Pack GTIN	14	n	m	See Note #13	20073650151617

20	Case Orderable Unit	6	n	o	Qty of consumer purch. items in case pack	120
21	Case Pack GTIN	14	n	m	See Note #13	40073650151611
22	Case Height	5.3	n	o	See Note #10	15.25
23	Case Width	5.3	n	o	See Note #10	11.625
24	Case Depth	5.3	n	o	See Note #10	13.875
25	Case Gross Weight	5.3	n	o	See Note #11	15.54
	DATES
26	Publication Date	8	n	m	See Note #7
27	Effective Start Date	8	n	m	See Note #8