A EAN database is an essential tool for anyone selling products on platforms like bol.com. EAN codes - short for European Article Numbers - form the universal language used to identify, track, and manage products worldwide. Whether you're a starting seller looking to offer your first product or an experienced entrepreneur managing thousands of items, understanding how the EAN database works is crucial for a smooth sales process. In this comprehensive article, we'll cover everything about EAN databases, from the basics to advanced management tips.
What is an EAN Database?
An EAN database is a central system that stores all issued EAN codes along with the corresponding product information. The main global EAN database is managed by GS1, the international organization responsible for assigning and registering EAN numbers. In the Netherlands, GS1 Netherlands is the official body that issues EAN codes and manages the national database.
Each EAN code in the database is linked to specific product data: the product name, brand, category, dimensions, weight, and the company that requested the code. This makes it possible to retrieve all relevant information about a product with a simple scan or search query. For bol.com sellers, this is crucial because the platform requires every product to have a valid EAN code before it can be offered. With the Boloo product database, you can also see which EAN codes are already active on the platform.
How Do EAN Codes Work? The Structure Explained
A standard EAN code (EAN-13) consists of 13 digits, each with a specific meaning. Understanding this structure helps you interpret codes and avoid errors.
| Position | Digits | Meaning | Example |
|---|---|---|---|
| 1-3 | GS1 prefix | Country or region of registration | 871 = Netherlands |
| 4-7 | Company number | Unique company number | 1234 = Your company |
| 8-12 | Article number | Unique product number within the company | 56789 = Specific product |
| 13 | Check digit | Calculated number for error detection | 3 = Check |
The first two to three digits identify the country of registration: codes starting with 87 are from the Netherlands, 54 from Belgium, and 400-440 from Germany. Note: this indicates where the code is registered, not where the product is made. A Dutch company that has products manufactured in China still uses an 87 code.
Looking Up EAN Codes in the Database
There are several ways to look up and verify EAN codes. The method you choose depends on your goal: checking if a code is valid, retrieving product information, or researching which products already exist in a particular category.
GS1 GEPIR Database
The GEPIR (Global Electronic Party Information Registry) is the official search service of GS1. This allows you to check which company owns a specific GS1 prefix. This is the most reliable source, but it provides limited product details. GEPIR is free to access and is maintained by all GS1 member organizations worldwide.
GS1 Netherlands Database
For the Dutch market, GS1 Netherlands offers a more extensive database where you can search by EAN code, product name, or company name. This database contains additional information such as product images, ingredients, and allergen information. This is especially useful for sellers who want to check if a product is already registered before they start selling it.
Online EAN Search Engines
In addition to the official GS1 databases, there are various online search engines such as Barcodelookup, EAN-Search, and Open Food Facts. These platforms collect EAN information from different sources and often provide faster and more detailed results. They are handy for quick checks, but not always 100% accurate or complete.
Product Research Tools
For bol.com sellers, specialized tools like the Boloo product database are particularly valuable. With this, you can not only look up EAN codes but also directly see how the product performs on bol.com: sales data, competition, price history, and reviews. This combines EAN information with valuable market data that you won't find anywhere else.
Requesting EAN Codes: Step by Step
If you sell your own products (private label) or products that don't have an EAN code yet, you need to request codes yourself. The process differs depending on the number of codes you need and the size of your business.
Step 1: Register with GS1 Netherlands
Go to the GS1 Netherlands website and create an account. You need a valid KvK number. After registration, you will be assigned a unique company prefix with which you can generate EAN codes for all your products.
Step 2: Choose the Right Package
GS1 offers different packages, depending on the number of codes you need. The costs range from a few tens for a single EAN number to several hundred euros per year for a company prefix with which you can register thousands of products.
| Package | Number of EAN Codes | One-time Costs | Annual Costs | Suitable for |
|---|---|---|---|---|
| Single EAN Number | 1 | €73 | No | One product without private label |
| Starter Package | 10 | €120 | €50/year | Small sellers, 1-10 products |
| Growth Package | 100 | €270 | €100/year | Growing sellers, 10-100 products |
| Professional | 1,000 | €520 | €200/year | Large sellers, 100+ products |
| Enterprise | 10,000+ | On request | On request | Wholesale and distributors |
Step 3: Assign Codes to Products
After receiving your prefix, you can assign EAN codes to specific products via the GS1 portal. Make sure to create a separate code for each product variation (color, size, packaging size). A red T-shirt size M and a blue T-shirt size L are two different EAN codes.
Step 4: Implement the Codes
Once you've created the codes, they need to be printed on your product packaging as a barcode. Use a barcode generator that meets the GS1 specifications for this. You can then use the codes in your product listings on bol.com and in your own inventory management.
EAN Database and Bol.com: What Sellers Need to Know
Bol.com has strict requirements for EAN codes. Every product on the platform must have a valid, unique EAN code. This means you can't just enter any number - bol.com validates the codes and rejects products with invalid or duplicate EAN numbers.
Common EAN Issues on Bol.com
Sellers often encounter the following problems:
- EAN code already in use: If another brand claims the same EAN code, you can't add the product. Contact bol.com or the original code holder.
- Invalid EAN code: Check the check digit. One incorrect digit makes the entire code invalid. Use an EAN validator to prevent errors.
- No EAN available: For handmade or unique products, you need to request your own EAN from GS1. Never use generic or copied codes.
- Incorrect EAN for product: If the EAN code doesn't match the actual product, bol.com may remove your offer. Always check the product match.
With the Boloo product tracker you can monitor how your products perform after adding the correct EAN codes, and the ranking checker shows whether your products are easily found in the bol.com search results.
EAN Code Checking and Validation
Checking EAN codes is important to prevent errors when creating product listings. There are two levels of validation you can perform:
Technical validation (check digit)
The 13th digit of an EAN code is a check digit calculated based on the first 12 digits. The calculation works as follows: multiply alternately with 1 and 3, add up the results, and calculate the difference to the next ten. If the check digit is incorrect, the code is invalid. Online validators perform this calculation automatically.
Registration validation
A technically valid code is not necessarily registered. Via GEPIR or the GS1 Netherlands database, you can check if a code has actually been issued and to which company it is assigned. This prevents you from offering products with counterfeit or unregistered codes.
Common EAN Types for E-commerce
In addition to the standard EAN-13, there are several other barcode formats you may encounter as a seller:
| Type | Number of digits | Use | Relevant for bol.com? |
|---|---|---|---|
| EAN-13 | 13 | Standard products worldwide | Yes - most used |
| EAN-8 | 8 | Small products (limited space) | Yes - accepted |
| UPC-A | 12 | North American products | Yes - automatically converted |
| ISBN | 13 | Books | Yes - for books |
| ISSN | 8 | Magazines | Limited |
| GTIN-14 | 14 | Trade units (boxes/pallets) | No - only consumer units |
For most bol.com sellers, the EAN-13 is the standard. If you import products from the US with a UPC-A code, it is automatically converted to EAN-13 by adding a 0 at the beginning.
Managing EAN Database as a Growing Seller
As your product range grows, managing your EAN codes becomes increasingly important. A well-organized EAN database prevents duplicate codes, mistakes, and delays when offering new products.
Tips for Efficient EAN Management
- Use a spreadsheet or database: Keep a central overview of all your EAN codes, linked to product name, SKU, supplier, and bol.com article ID.
- Reserve codes in advance: Request more codes than you need right now, so you don't have to wait for GS1 when you add new products.
- Document variations: Record which EAN code belongs to which product variation. This prevents confusion when creating listings.
- Check regularly: Periodically verify that all your active products use the correct EAN code and that no conflicts have arisen.
- Automate where possible: Use tools like the Boloo product database to centrally manage your product data and automatically synchronize it with bol.com.
Frequently Asked Questions about the EAN Database
What does it cost to request an EAN code?
A single EAN code costs from €73 one-time at GS1 Netherlands. For a company prefix that allows you to generate multiple codes, you pay a one-time connection fee plus an annual contribution. The exact costs depend on the number of codes you need.
Can I buy EAN codes from external providers?
There are websites that offer cheap EAN codes, but these are often not officially registered with GS1. Bol.com advises against using such codes, as they can cause problems with product registration and claim conflicts. Always invest in official GS1 codes.
Do I need a separate EAN code for each product?
Yes, each unique product — including variations in color, size, or packaging — needs its own EAN code. A product in three colors requires three separate EAN codes.
How do I check if an EAN code is valid?
Use the GS1 GEPIR database to check if a code is officially registered. For a quick technical check, you can use an online EAN validator that verifies the check digit.
What if my EAN code is rejected by bol.com?
First, check if the code is technically valid (check digit). Then verify via GEPIR if the code is registered. If the code is claimed by another brand, contact bol.com seller customer service to resolve the conflict.
Can I use the same EAN code on multiple platforms?
Yes, an EAN code is universal and can be used on all sales channels: bol.com, Amazon, your own webshop, and physical stores. The code identifies the product, not the sales channel.
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