How to Delete (Purge) GTIN from Item Management

[CommunityJedi22]

Item Management customers can request the 1WorldSync Technical Support team delete (purge) existing GTINs.  This process requires information from the customer’s administrator for 1WorldSync applications (seen in UMA).  If you would like to have GTINs permanently deleted from IM, please see the notes and instructions below.  Post any questions you have in the community, and we will help you where we can.

Remember, when we remove GTINs from IM the process requires us to remove them from the Global Registry.  1WS will complete the process for IM and then send your request to the Global registry, collaborate with them, and then advise you when they complete the process on their end.

High-Level GTIN Delete Process:

• Confirm the environment from which the GTIN(s) should be purged (Production vs Pre-Production).
• Ensure the populated columns are in a text format.
• GTINs must be 14 digits (be careful of missing leading zeroes).
• GLN in the spreadsheet must match the IPGLN of the customer requesting the GTIN purge.
• Target Market values must be in the two-letter format (US, GB, etc.).
• Save the spreadsheet locally as 97-2003 Excel file.
• The user requesting the GTIN deletion should be an org admin in UMA. 

 For us to complete your GTIN purge request successfully, please make sure the following is true for each GTIN you need to be purged:

• Delete all publications of any hierarchies the GTINs are a part of.  1WorldSync is unable to process GTIN deletes for items that are actively published to trading partners.  Please note, GTIN delete transactions can commence 25 hours from the time the publication deletes are sent.
• Remove all images in Digital Asset Management for each GTIN.   1WorldSync is unable to process GTIN deletes for items with images in DAM.
• Fully and accurately complete the GTIN Purge Template and send it to technicalsupport@1worldsync.com.  Each column must have the correct information for successful GTIN deletion.
• The GTIN Delete Template is attached below.   Ask any questions you have in the comments.

[JC1]

I want to delete a HL/LL GTIN and then add it back in as new without the HL GTIN. If I delete can I re-use the same LL GTIN?

[CommunityJedi22]

Hello @JC1 and thank you for reaching out via our customer community.  Welcome.  Can you provide me GTIN examples so I can look and advise?

Per the standard, you really only should do this if the GTIN you are purging was never published.  I want to take a look to see if there is another way to change what you need so please share additional details that you can.

[Apples2023]

Hello

We need to delete a GTIN and then reuse it for the same item - using the same item type and general information.  Can you assist me?  the GTIN we wish to delete & reuse for the same product is 00074305090035.

Thank you

[CommunityJedi22]

Hello @Apples2023 Please take a look at this article that provides you the process and info needed to request the deletion of GTINs.

https://community.1worldsync.com/t5/IM-Knowledge/How-to-Delete-Purge-GTIN-from-Item-Management/ta-p/...

[AShadle]

How does this differ from deleting our own publications in the "Manage Publications" tab? How do you determine which method to use? We have some obsolete items that still have publications we no longer need and I would like to clean them up. Thanks!

[jcharles]

@AShadle 

The deleting of a publication just removes synchronization from a recipient. We would delete the publication so we can alter one of its features. We can also choose to purge the GTIN from Item Management and it would no longer be available for you to use.

You can use the GTIN Delete template above to complete and advise which GTIN you need to be purged from Item Management. You simply complete the form and email it to technicalsupport@1worldync.com.

Please let me know if I can provide further explanation.

[annie]

Hello: I am preparing the GTIN delete template. How do I delete the publications of any hierarchies the GTINs are a part of that i wish to purge? AND how do i delete the associated assets? And which should we do first?

[CommunityJedi22]

Hello @annie and thank you for reaching out via the customer community.  You can delete publications via Manage Publications in IM or via your FUSE spreadsheet.  I assume your images are loaded in DAM in IM which can be deleted in the GUI as well.

[annie]

@CommunityJedi22  thanks Jedi, i'm 2 steps away from duh, deleted in the GUI, what's a GUI?

[CommunityJedi22]

Haha @annie , thanks I needed that smile today.  The GUI is just IM and stand for graphical user interface.  

[JoshKnott]

Hello, sorry if this is a dumb question, but who is the information provider?

[JustinW]

Hi @JoshKnott. Great question, the information provider is going to be your companies 13 digit GLN (Global Location Number).

[JoshKnott]

@JustinW Thank you

[A_Flower]

Good afternoon,

Is it still true that once tech support deletes a GTIN for someone that GTIN can never again be reused?

Thank you!

A_Flower

[jcharles]

An allocated GTIN SHALL NOT be reallocated to another trade item. The only exceptions are:

The GTIN may be deleted from all catalogues without first being marked as withdrawn or discontinued and may be reused 12 months after it is deleted or after it is last shared with a trading partner (whichever is later) if both:

□ the GTIN is published in an externally accessible manner (e.g., to a catalogue or directly to a trading partner) with a status that indicates that it is draft, preliminary, investigational, or some equivalent status other than final, withdrawn, discontinued, or deleted; and

□ the trading partners with whom the GTIN is shared agree that it may be reused, either as a condition of receiving the data (e.g., the GTIN is sent to the trading partners as part of an investigational product development phase) or after deletion (e.g., all trading partners confirm that the draft, preliminary, or investigational GTIN has not been propagated to a system that would be adversely affected by reuse of the GTIN).

If the GTIN is never published in an externally accessible manner (e.g., to a catalogue or directly to a trading partner), it may be reused immediately.

Trade items that have been withdrawn from the market and are reintroduced may use the original GTIN if they are reintroduced without any modifications or changes that require a new GTIN as specified by the GTIN Management Standard.

The GS1US General Specifications can be referenced for confirmation on the GS1US website for GTIN reuse.

[mcclurespickles]

Hello!  how do I bulk delete/purge items that are no longer produced/used in market?  I have over 40 items no longer in market/in-use and am hoping I do not need to purge them 1by1.

Thanks,
Bob

[CommunityJedi22]

Hello @mcclurespickles and thanks for reaching out.  Welcome to the customer Community.  Please check out this article and let us know if you have any questions.  https://community.1worldsync.com/t5/IM-Knowledge/How-to-Delete-Purge-GTIN-from-Item-Management/ta-p/... 

When you submit the ticket to send in the spreadsheet of GTINs to delete, can you do so via our new portal here in the Community?  We are working with customers to ensure all is well and collect feedback: https://community.1worldsync.com/t5/Community-Welcome-Overview/New-Customers-Can-Create-amp-Manage-T... 

[mcclurespickles]

Thanks CommunityMgr,

So there's no way I can delete them on my own -- a ticket must be submitted with the spreadsheet?

[CommunityJedi22]

Hello @mcclurespickles .  That is a good follow-up question.  No, removing GTINs removes them from IM and the Global Registry which our tech team can do for you rather quickly if you complete the required steps and send in the complete spreadsheet.

[lvanhouten]

Hello - do GTIN's automatically get purged from IM based on the discontinued date entered and x number of years that have passed? Or do they stay in IM until we request to delete/purge? 

[CommunityJedi22]

Hello, @lvanhouten and welcome back.  If your Discontinued Date is in the past, it can de-register your item with the Global Registry but your item will remain in IM unless you request us to purge it.

[lvanhouten]

@CommunityJedi22 - perfect, thank you!

[Bees]

Hello,

I was trying to clone an item to a case level but when I entered the case GTIN, I got the message that this item already exists. When I checked, it turned out that the case item is in draft and I am not sure what mistake I made to create that draft. Now, the draft does not have any data in it and I want to delete the draft and recreate. Is this possible? That way I don't have to enter all the data manually. Or is there a way to migrate the data from the each to the case which is now in draft form? GTIN 10895741002225.

Thanks

[jcharles]

@Bees 

I have removed the GTIN from Draft status and you will be able to clone the item again.

Thank you,

[Bees]

Ok thanks a lot. I am all set now. 

[Kateryna]

Hi, team.

We are planning to close our old account. I need your assistance with the instructions regarding the process . 

There are 137 GTINs there. I discontinued all of them and deleted the publications. 

Do we need to purge the GTINs first and only then submit the request to close the account? Or the account can be closed with the discontinued old items in it (I mean can the purging process be automaitc)? 

Also, how should be done the closure of the account? (request? e-mail to 1WS tech.support?)

Please kindly advise on these questions. 

THANK YOU!! 

[BigBuford]

Hello, 

Purge request are typically sent in via technical support or to your Account Manager. However, I've forwarded this request to your Account Manger Frantzdy Cenatus who can also be reached via email at fcenatus@1worldsync.com

Thanks! 

[Kateryna]

Thank you, BigBuford!

I have prepared the list of items to be purged and will send it to tech.support. Here my question is regarding the GDSN registration. Is it usually done in regards of our GLN? 

The point is we have 2 items which are no more needed in this old account under this particular GLN, but we have the same GTINS - active, published to current customers, but they are under other our GLN. 

If they are purged from the point of view of one GLN, will they remain OK within other GLN? 

Thanks a lot! 

[ana_neamtu]

Hello @Kateryna and welcome back to the customer community!

Since your question requires guidance from your GDSN provider, we recommend you contact them directly to ensure you are following their process for a GLN/GTIN purge request.

Thank you

[Kateryna]

Thank you, Ana. 

[lvanhouten]

Hello - 

We would like to permanently purge GTINs from our IM and PI accounts.

Reviewing previous posts on this topic, it was mentioned these will also be removed from the Global Registry. Does that have any impact to other data suppliers with these same GTINs? The GTINs are still active from another data supplier/owner.

And what about PI (Kroger, Albertsons, etc) - do they automatically get purged from there, too? Or do we need to perform a separate step to remove them?

Thanks!

[BigBuford]

Hello, 

In order to purge and permanently remove items ALL publications will need to be deleted, all links will need to be removed and all images will need to be deleted. This indicates the items will no longer be in Item Management, Product Introduction, or the Global Registry. This indicates the recipients will no loner have access to these GTINs. 

Thanks

[lvanhouten]

Thanks @BigBuford for the response detailing what is needed to purge GTINs

Regarding removal from the Global Registry, are they removed for a for a specific Information Provider GLN? Or will it also remove them from other Information Provider's that supply data for these products? 

The GTINs are still active. We have sold these products to another company and no longer need them in IM/PI under our GLN.  But the new owner will need them active on their end and have the ability to syndicate to their recipients.

I just want to make sure my purge request does not impact the new owner and their ability to mange the data for their recipients.

Thanks!

[ana_neamtu]

Hello, @lvanhouten, and welcome back!

The GTIN purge is based solely on the GTIN delete template provided by the admin of the organization requesting the delete, a file which contains the GTINs as well as the IP GLN and the Target Market for the item IDs.

GTINs will be removed from IM and the Global Registry only for the GLN provided in the template, so GTINs set up under a different  GLN that is not listed in the template will not be touched. The Global Registry stores the  GLN for each GTIN, so the correct record will be removed in the process.

Hope this helps and please let us know if you have any questions.

[lvanhouten]

Thank you @ana_neamtu, this is exactly what I was looking for.

[ana_neamtu]

You're welcome, @lvanhouten, happy to help! I hope you have a lovely day!

[MARKEDWARDS]

Hi, I want to change GTIN for one style. Should I just fill out the form and send it to the support team email? I already unpublished the style today. Thank you so much. If I could delete the entire style from IM (1st step) I can also start from scratch, however I'm not sure how I can delete the style from ITEM MANAGEMENT lists.
Thank you for your help.

[ana_neamtu]

Hello, @MARKEDWARDS,

It’s good chatting with you again!

We would recommend reusing the item information you've already entered for the old Item IDs to create the new ones if all that has changed is the GTIN.

You can do this by using Clone (steps here) or by exporting the old GTIN(s) to a FUSE file, then updating the Item ID column and using the ADD Operation to create the new GTIN(s) by importing the file (FUSE quick sheets here).

Having the old GTIN in Item Management would not prevent you from creating the new GTIN.

Please send your GTIN delete template to technicalsupport@1worldsync.com when you want to delete the old GTIN(s) from the system.

Hope this helps and please let us know if you have additional questions.