As a general rule a separate GLN is required whenever organisations need to be able to distinguish between one location and another.A GLN may be used to identify a legal entity, a physical location, a function or a digital location.
GLNs are used to identify the Who and Where in various applications:
■ Who: legal entity, function
■ Where: physical location, digital location
No matter how GLNs are used, trading partners and other parties such as authorities will always need to know the organisation "behind the GLN". For example, when an accounting department, a warehouse or an ERP application are being referred to via their GLN, the responsible organisation will need to be communicated, either by exchanging this information in advance or by providing online look-up facilities.
Information associated with each GLN is held internally by trading partners or on central databases. If the location changes and the details are not changed, communications or deliveries will go to the address held on file. It is, therefore, essential for organisations to inform trading partners as soon as possible of any introduction of a new GLN or change of information associated with a GLN.
The GLN + GLN Extension Component provides a method for identifying physical locations at a more granular level.
The same GLN may be used to identify multiple locations of different types. A common case is where a company uses one GLN to identify its legal entity as well as its physical location.
The characteristics of a function may change during the lifetime of a company. The following rules list common changes and explain whether new GLNs should be assigned.
The characteristics of a physical location may change during the lifetime of a company. These rules list common changes and explains whether a new GLN should be assigned.
The characteristics of a digital location may change during the lifetime of a company. The rules in this section list some common changes and explain when new GLN should be assigned.