How do I manage my numbers if my company’s legal status changes?

GS1 UK must be notified in writing by both the buying company and the selling company in the case of an acquisition and by the new company in the case of a merger.  

The merged or buying company is then licensed to use all the numbers of the previous companies.  

There are two available options regarding the use of the GS1 Company Prefix(es) and associated GS1 identifiers:

Option 1: The buying company can adopt the selling company’s GS1 Company Prefix, keeping the GS1 ID Keys already allocated to it. This might require a membership fee for the surviving company if they’re not already a member.

Option 2: The buying company can phase in GS1 ID Keys created from the GS1 Company Prefix to which they already held a licence. This can be done when updating packaging, etc.  

Buying companies need to be aware that if they decided to change GS1 ID Keys instead of maintaining those used by the company they acquired, their customers may have to carry out additional admin work and file maintenance.

Similarly, in the case of a merger, the new company may either keep existing identifiers from the original company prefixes or streamline numbering using a single prefix, provided they have enough numbering capacity. 

If you change numbering systems, do make sure to tell your business partners (customers, suppliers) well in advance to avoid any issues. 

When a company buys a division, brand name or a range or items, there are two options for using the GS1 Company Prefix and associated GS1 ID Keys:  

• The selling company can notify GS1 UK in writing that they have sold their brand/division/range of items and no longer need the GS1 Company Prefix, allowing the buying company to take over the prefix.
• The selling company can authorise in writing that the buying company will use up all existing stock with the selling company’s GS1 Company Prefix. The buying company must then allocate new GS1 ID Keys with their own GS1 Company Prefix as soon as possible, typically when packaging is redesigned or reprinted. Trading partners must be informed of the changes in advance.

If the buying company is not a GS1 UK member and chooses to allocate new GS1 ID Keys instead of acquiring the selling company’s GS1 Company Prefix, they must first become a GS1 UK member to obtain their own prefix. Please note that this option involves extra administrative work and file maintenance for customers. 

When a company splits into multiple companies, each GS1 Company Prefix from the original company must be assigned to one of the new companies. Companies without a prefix will need to apply for one from GS1 UK. The distribution of prefixes should minimise changes to GS1 ID Keys and must be included in the legal arrangements for the split. Existing stock does not need renumbering, but new labelling or packaging must use the appropriate GS1 Company Prefix.

Customers should be informed of changes in advance. Companies retaining a prefix must keep records of GS1 ID Keys assigned to items they no longer own and cannot reuse these keys. Companies without a prefix must inform the other company of the last supply dates of goods with the old numbers or ensure a date by which the numbers will be changed.

If your company is entering into a status of administration or liquidation you should inform us so we can help manage your membership appropriately.