Barcode Scanning

Thanks for checking in with us, Lisalewisgale1.

The best thing we can do in the Barcode Scanning Setup wizard is to select which item field you want to use for barcode tracking. If you’re not sure what to use, choose a field that will be unique for each item, such as the Item Name or Part Number. Here's how:

1. In QuickBooks Desktop, go to the Edit menu and select Preferences.
2. Choose Items and Inventory, then select the Company Preferences tab.
3. Click Advanced Inventory Settings, then choose the Barcodes tab.
4. Select Enable Barcode, then Open Barcode Wizard.
5. In the Barcode Scanning Setup wizard, choose which item field you want to use for barcode tracking. If you’re not sure what to use, choose a field that will be unique for each item, such as the Item Name or Part Number. Then Next.
6. Choose the types of items you want to generate barcodes for. The Next, then press Finish.

Since you already have a list of barcodes you've used, we can import them into QuickBooks Desktop. You need admin access to do this and it's always a good idea to back up your company file before you import. Just follow the steps and details in this article: Set up and use barcode scanning in QuickBooks Desktop. Then, go to How to import barcodes section. 

Feel free to visit these articles for more details about managing barcodes and warehouse on your business: These recommended articles are a good reference:

• Set up QuickBooks Scan Manager.
• Set up and use the Warehouse Manager App for QuickBooks Desktop Enterprise.

You're more than welcome to drop by if you have questions about managing your inventory. Do you need to run some payroll reports for the next current period? Or would you like to take care of taxes in QuickBooks? Let me know and I'll lend a hand again.

Hi

Thank you for your reply so to be clear turning on barcode wizard now will override barcodes I already have in the system and I will need import them?

Thanks for following up with the Community, Lisalewisgale1.
 

When importing your list of barcodes from Excel, you can have up to 12 custom fields. If you're already using all of them, you'll have to replace one of the existing fields. In our Set up & use barcode scanning article, in Step 1 for importing barcodes shows an example with "Barcode 2" being used. When you reach step 4 and select Replace existing data with import data, ignoring blank fields, all existing items will be updated with the new values.
 

After following RCV's steps to set up your USB barcode scanner, you can begin importing barcodes by creating a custom field if you want to track additional items.
 

Here's how:
 

1. In the top menu bar, go to File, then Switch to Single-user Mode.
2. Use your Lists drop-down in the top menu and click Item List.
3. Double-click an item, then hit Custom Fields.
4. Select Define Fields. On a new line, enter a label name. For this example, I'll use "Barcode 2".
5. In your Label field, select Use, then OK.

Next, you'll need to export your item list to Excel and edit it.
 

Please don't hesitate to send a reply if there's any additional questions. Have an awesome Wednesday!

Thank you for the reply.  I have used the barcode wizard and it has given barcodes for items that didn't have them before.  Now there are a few items that don't need barcodes but when I go in to remove the QB barcode and leave the space blank it keeps repopulating. Can I not keep it blank?

We appreciate you for coming back here in the thread, @Lisalewisgale1. Let me help you further by removing the barcode for the items that don't need one in QuickBooks Desktop (QBDT). 

When removing a barcode, exporting the item lists with a barcode to Excel, then editing and importing it again is suggested. It is to help you avoid errors when deleting barcodes for an item in QuickBooks. Let me show you how:

1. At the bottom of the item list, select Lists and Item Lists, then click the Excel menu and choose Export all items.
2. Click the Create new worksheet option and in new workbook.
3. Choose Export, and then an item list of the report will open in Excel.

Once done, edit the Excel sheet. 

1. Make changes to the item lists where you want to remove the barcode. 
2. If finished, save the file.

After that, you can now import the updated list from Excel.

1. In the File menu, go to Utilities.
2. Click Import Excel Files and note to select No at the Add/Edit Multiple List Entries prompt, then choose Advanced Import.
3. Find the Excel file you saved and select Sheet 1 to see the data.
4. Choose Add New for the Choose a mapping drop-down menu and select Item for Import type drop-down. 
5. Look for the Type line in the QuickBooks column. Select Type to match on the same line in the Import Data column. 
6. To the Name field, move down one line and select Item in the Import Data column.
7. Find the Barcode2 line and set its Import Data field to Barcode2 too. You can empty the other fields.
8. If done, select the Replace existing data with import data, ignoring blank fields to save. 

On the other hand, I recommend viewing this link as a reference in managing more with items inside QBDT: Add, edit, and delete items in QuickBooks Desktop. 

Reply below for more queries about handling items using QBDT. I'll be happy to help. Keep safe!