A barcode* is an optical machine-readable series of coded lines that help identify a product. The lines appear in one of several standard formats that are read and interpreted by a scanner. The scanner then converts the information it reads into a usable format (for example, item information entered on a item receipt).
One advantage of a barcode system is that a large amount of information can be coded into a small space. There are numerous sizes and types of barcodes, but within each there is an accepted formula for the layout of the lines and spaces according to international standards that identify the pattern or type of barcode that a scanner can be programmed to read.
Some things that might affect the reading of a barcode are the size of the lines and spaces of the barcode image, whether the edges of the lines are sharp or smudged, whether the surface the scanner is reading is flat, curved, or uneven, and whether a scanner is designed to read the particular size of the barcode.
* Quick Response Code (QR Code) is different from a barcode. QR Code is NOT supported in QuickBooks Desktop.
Advanced Inventory's barcode feature incorporates barcodes and barcode scanning seamlessly into your company file. Turning on the barcode scanning preference in Advanced Inventory and using the Barcode Wizard gives you the option of either moving your existing barcodes into QuickBooks Desktop into the new Barcode Number field for any or all of your items, or having QuickBooks Desktop create barcodes for items in your item list. You can also manually enter barcodes into the Barcode Number field through the Edit Item window. The barcode feature will automatically create barcode images for each of the barcodes entered. Once the barcodes are entered into your company file, you can use barcode scanning in most transactions.
Run the barcode scanning wizard:
The Barcode feature with Advanced Inventory enabled is designed to work only with USB Barcode Scanners such as low-to-moderately priced hand-held thin beam laser barcode scanners that can be found at your local business supply store. Serial port scanners are NOT compatible with the new ES Barcode feature.
The following specifications must be met for a USB Barcode Scanner to work with QuickBooks Advanced Inventory. Note that QuickBooks only supports these format:
The Barcode Scanner Tester App will check to see if QuickBooks Desktop will recognize your scanner.
You are ready to start using your scanner if you receive a success message. Note that you may have to redo the test if you move outside the app to another window on your computer.
The following transactions can be used with barcode scanning:
For a scanner to be able to read a barcode, the barcode must meet the following criteria:
Once created, QuickBooks Desktop can display and print out your barcodes in several reports.
NOTE: This feature does not support printing labels on a label printer or avery labels.
To run, go to Reports > Inventory > Item Barcodes. This report does NOT need any customization.
Physical Inventory worksheet
To run, go to Reports > Inventory > Physical Inventory Worksheet. This report requires the following customization:
Item Price List
To run, go to Reports > Lists > Item Price List. This report requires the following customization:
Item Price List by level
To run, go to Reports > Lists > Item Price List by Price Level > (Select desired price level). This report requires the following customization:
Details: The Barcode Wizard does not copy existing barcodes located in specific fields into the new Barcode Number field.
Possible reasons: The existing barcodes are not in a the format the Barcode Wizard can recognize.
Quick Tip: The Barcode Wizard will copy the existing barcode from the field you designate. It will recognize and copy any alphanumeric (UPPER or lower case letters) characters. It will also recognize +, -, ., / (plus, minus, period, and the forward slash used in dates). Existing barcodes must have a value in the field between 5 and 30 characters.
To avoid the issue, be mindful of the sample acceptable barcode formats that the wizard will recognize and copy.
|Acceptable format||Unacceptable format|
To resolve it, you need to:
Details: The prompt asking to remove the barcode from the original item and add it to the new item does not work if a barcode assigned to an item is entered into another item.
You can either:
To change the barcode number:
Details: The USB barcode scanner does not scan coupons or other media with barcode images that have been copied from an original and printed.
Quick Tip: You need to make sure that for all media with barcodes, the barcode image:
Details: Barcode scanner is not recognized or fields are not auto populating information from a scan using the Barcode Scanning feature.
Possible reasons: You may not be able to use the feature if:
Click into the specific field(s) with the cursor in order to scan barcodes or serial number/lot numbers.
Details: You may get this message when you scan a barcode create by QuickBooks:
Possible reason: Your Company Preference for Barcode Scanning under Advanced Inventory is not selected.
QuickTip: Follow the steps outlined in this article for enabling barcode scanning.
If you are still encountering the issue even with Barcodes enabled, you may need to remove the QB from the barcode. Choose the best option for you:
Note: If you are using all custom fields QuickBooks allow, you will not be able to perform the following.
Export and modify the Item List
Import the Item List
You may see a window that tells you how many barcodes were created. Open the Item List and notice the Barcode for your items is showing.
Details: When you try to scan a serial or lot number on a transaction, you see the following message:
Item Not Found: QuickBooks did not find item name in your list of products and services.
Quick Tip: QuickBooks has certain rules on identifying serial/lot numbers when using a barcode scanner.
Take note that serial/lot numbers must follow these rules.
Here are examples of good and bad serial/lot numbers:
|Bad example||Why is it bad?||Good example|
|123456789||all digits between 6 and 13||Abc123-2013/09/19|
|Door Knob||contains a space||DoorKnob|
|Door,knob 123||contains a comma||Doorknob:123|
If your serial/lot numbers don't follow the QuickBooks rules on identifying them, you need to manually enter them in the field instead of using the barcode scanner.