Purpose

This guide explains how to configure GS1 functionality, manage recalls, understand the shopper experience, and review scan activity.
 

Overview

GS1 functionality allows supported Scan&Pay devices to read product information encoded in a barcode, including expiration dates and batch or lot numbers.

A GS1 barcode can contain several pieces of information:

With expiry and lot management enabled, the device checks this information when a shopper scans a product; it identifies the product and applies the location’s expiry and recall settings. 

• If the product passes the checks: it follows the normal purchasing process, including existing pricing, tax, promotions, and other purchase restrictions. 
   
• If it is expired or recalled: it is blocked and the shopper sees the applicable message.

Reading GS1 barcodes and blocking products are separate functions. Turning off expiry and lot management does not turn off GS1 barcode reading. Expired products and products matching an active recall are blocked from being added to the cart, and the shopper sees a message configured by the Operator.
 

Supported Devices and Barcode Format

The Scan&Pay scope includes:

• V5: Gen3, MM6, and Mini
• MobileMarket: PicoCooler, PicoMarket, and PicoCoffee
• Barcode format: GS1 DataMatrix

A barcode must contain the relevant information for the corresponding check. The device cannot read an expiration date that is not encoded in the scanned barcode.
 

Process

One-Time Scanner Setup: Gen3, MM6, and MM6 Mini

Before using GS1 functionality on Gen3, MM6, or MM6 Mini kiosks, a 365-provided configuration barcode must be scanner once at each kiosk to enable the barcode scanner to read GS1 barcodes.

Each kiosk scanner must be configured individually. Enabling expiry and lot management in ADM does not replace this scanner setup step.
 

1. Scan the configuration barcode below at each applicable kiosk. A distinct chime should sound.
    
2. Verify that the kiosk reads a supported GS1 product barcode before making the functionality available to shoppers.

Enable Expiry and Lot Management

Configure each location separately. The expiry and lot management setting defaults to Off.

To enable expiry and lot management:

1. Sign in to ADM.
    
2. Open the applicable location’s Location Summary page.
    
3. Find Enable GS1 Expiry & Lot management and enable the setting.
   
4. Once enabled, the Expired item message and Recalled item message fields will appear. Use short messages that explain why the item cannot be purchased and what the shopper should do next. Both fields must contain a message; follow the character limit displayed in ADM.
   
5. Configure GS1 Decrement Inventory according to the inventory process. (See the Inventory Handling section below for more information.)
    
6. Save the location.
    
7. Allow the configuration to synchronize to the devices, then verify the behavior with representative test products.
    

Inventory Handling

GS1 Decrement Inventory is a separate setting beneath the expiry and lot management control. It is visible only when expiry and lot management is enabled, and defaults to No.

The inventory requirements specify a reduction of one unit per qualifying scan, with removal reasons for expired or recalled stock. Before enabling automatic decrement, confirm the supported Operator scan workflow with 365. Ensure staff understand how to avoid recording the same physical removal twice.

A blocked shopper scan, an inventory adjustment, and physical removal from the shelf are different events. Review the inventory record before making an additional manual adjustment.

How Expiration Dates are Checked

The device compares the encoded date with the current business date in the store or device’s configured timezone. 

The configured rules are:

• Use the expiration date when present.
   
• If no expiration date is encoded, use the encoded best-before date when available.
   
• Do not use the production date as an expiration date.
   
• A date equal to today does not trigger this expiry rule.
   
• If neither an expiration date nor a best-before date is encoded, the feature cannot determine expiry from the barcode.
   
• An invalid encoded date follows invalid-barcode handling.

For example, a product with an encoded expiration date of September 7 is blocked when scanned on September 8. A product dated September 8 does not trigger the expiry block on September 8.

Continue normal shelf checks and stock rotation. A successful scan does not confirm that a product was stored correctly or is suitable for sale.
 

Create a Product Recall

Recalls are configured by the Operator in ADM. A batch number in a barcode identifies the batch; it does not by itself indicate that the batch has been recalled. 

To create a product recall:

1. Open Admin > Recalled Product Management.
    
2. Select Create New.
    
3. Enter a descriptive name, such as “Sandwich Recall — Batch A104.”
    
4. Select Choose Products.
    
5. Search by product name or scancode.
    
6. Select the affected products, then select Done.
    
7. Set Enforce Against Batch/Lot:
   1. No: Apply the recall to the selected products without limiting it to specific batches.
   2. Yes: Apply the recall to the specified batches or lots for each selected product.
       
8. If Yes was selected, enter the affected batch or lot values for each product. Multiple values can be entered as a comma-separated list.
    
9. Select Save.

The recall is created with an Active status.

Recall records use products from the Organization’s catalog. Verify expiry and lot management is enabled at the locations where blocking is required, and confirm devices have received the updated recall data. 

Product-Wide Versus Batch-Specific Recalls

Enter batch and lot values carefully, preserving leading zeros and letters. Confirm that each value matches what is encoded in the barcode. 

For a batch-specific recall, a scan without the required batch information cannot establish a match to that batch. Remove affected stock using the normal recall process as well.
 

Review or Edit a Recall

1. Open Admin > Recalled Product Management.
    
2. Locate the recall in the list, and select the row to open it.
    
3. Review or update the name, products, batch enforcement, or batch assignments.
    
4. Select Save.
    

End a Recall

End a recall only when the restriction should no longer apply.

1. Open the recall record.
    
2. Select End Recall.
    
3. Review the confirmation.
    
4. Select End Recall again to confirm.

The record changes to Ended and remains visible in the list. 

Once devices receive the update, that recall no longer blocks the affected products or batches. Other active recalls, expiry checks, and purchase restrictions may still apply. 

Ending a recall does not change the expiration date encoded on a product.
 

What the Shopper Experiences

When a product is eligible for purchase:

1. The shopper scans the barcode. 
    
2. The device checks applicable restrictions. 
    
3. The product is added to the cart.
    

When a product is expired or recalled:

1. The shopper scans the product.
    
2. The device identifies the expiry or recall condition.
    
3. The product is not added to the cart.
    

4. An Item Expired or Item Recalled message appears with the Operator’s configured instructions.

   
5. The shopper acknowledges and dismisses the message, then can continue with other products.

The message requires acknowledgement; it does not automatically disappear. Dismissing it does not authorize the blocked product for purchase. Scanning the blocked item again applies the same check.
 

Review the Expired/Recalled Product Scan Report

Use this report to identify expired or recalled products that shoppers attempted to scan.

1. Open Reports in ADM.
    
2. Locate Expired/Recalled Product Scan Report.
    
3. Select the location(s).
    
4. Select the date range and time criteria.
    
5. Run the report.
    
6. Review the events and arrange an onsite check where needed.

A report row records a scan event. It does not prove that the product was purchased or physically removed from the market. Repeated scans may represent repeated attempts involving the same item, so the number of rows is not a confirmed count of affected physical units.

Exports and Scheduling

Where available, use the report’s Excel or PDF output to share results. Use ADM’s report-scheduling options for recurring review. Events recorded while a device is offline may appear after it reconnects and synchronizes.
 

Troubleshooting