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J
JOben
April 10, 2019
Question

Bar Code Scanner

  • April 10, 2019
  • 5 replies
  • 1 view

I have read several discussions and searched the web for additional information concerning what Bar Code scanner can (or should be) used with QuickBooks Enterprise 2019 (Desktop version).　 However, I have found much of the information repetitive and does not seem to actually answer our question.　 We purchased a Zebra MC40 to use.　 It works great in "demo" mode, but will absolutely not scan anything outside of the demo mode.　 I also see that the MC40 is being discontinued.　

1. What are the recommended bar code scanners to use?　

2. Are there any more explicit instructions on setting up and using the bar code scanner?　 All the documentation I have found so far, has steps (go here, select this) that do not seem to be in the current version of QuickBooks.

5 replies

BettyJaneB
BettyJaneB
Level 9
April 10, 2019

Hi there, @JOben.

 

Glad to have you here in the Community. I'm here to help share some information about the bar code scanner for QuickBooks Desktop.

 

There are several bar code scanner that works best in QuickBooks Desktop. However, to get more information about the scanner that will suit your business needs, I'd suggest reaching out to our Point of Sale Department. This team is the best resource with providing more details about bar code scanners.

 

On the other hand, here are some articles that you can check out about setting up and using the bar code scanner:

You can also look for some video tutorials online about using barcode scanners for your reference.

 

This information should get you going today.

 

You've got me here if you have any other questions with the barcode scanner or anything concerning QuickBooks. I'd be happy to help. Have a great day.

J
JObenAuthor
April 10, 2019

Thank you @BettyJaneB 

To be clear (not sure I put that in the original post), we are using this for inventory not POS, is the POS group still the right part of the organization to discuss this with?

BettyJaneB
BettyJaneB
Level 9
April 10, 2019

Thank @BettyJaneB however the POS team told me they were not able to help us.


Thanks for letting me know about this, @JOben.

 

I want to ensure you'll get the right scanner fit for your business. At this time, we can anticipate some recommendations from our QuickBooks users here in the Community since this is a public forum. This way we'll be able to determine those barcode scanners that are proven and tested when running a business.

 

Please stay in touch with me if you have any other concerns. I'll be here to lend a helping hand. Take care.

J
Jenir
May 18, 2020

I have a client who is also having problems getting their MC40 to work with QBES Advanced Inventory.  Is there any updated information available?  All of the links in this chain are not working.

Pabz_L
Pabz_L
May 18, 2020

Thank you for joining this thread, @Jenir.

 

Let me share some insights about the barcode scanner in QuickBooks Desktop. 

 

With advanced inventory, you can use barcodes to make data entry faster and easier. It speeds up the inventory picking process and helps reduce data entry errors, it can also track sales orders in real-time and Delight your customers by prioritizing the most urgent sales orders and empower employees to fulfill orders.

 

To make sure that your scanner will work with QuickBooks, there is a specification or format that is needed. 

 

  • The scanner must support EAN-13 (International Article Number, formerly European Article Number) and Code-128 barcodes
  • The scanner must produce a single carriage return at the end of the barcode.

 

The Barcode Scanner Tester App will check to see if QuickBooks Desktop will recognize your scanner.

You can use these handy articles below about barcode scanning in QuickBooks

 

 

Leave a comment below if you have further questions. I’ll be around to help you out. Take care. 

S
STANFORDTRNS
June 23, 2020

hi,

we have truck repair shop (small business) and have lots of parts (heavy & light weighted )  now my business requires bar code scanner with key pad .

Fiat Lux - ASIA
Fiat Lux - ASIA
Level 14
June 24, 2020

@STANFORDTRNS 

Explore the inventory management app with using the mobile devices (i.e Android, iPhone) as the scanner.

Go Get Geek
Go Get Geek
June 24, 2020

There's an app that actually does barcode scanning and has even more functionality than the QuickBooks Enterprise mobile app that I wrote about: Mobile Inventory for QuickBooks  

A
AutoID
May 14, 2025

You're not alone — integrating barcode scanners with QuickBooks Enterprise Desktop can be frustrating, especially with outdated or incomplete documentation.

At AutoID Romania, we often help clients streamline this process. Here’s a structured answer to your questions:

1. Recommended Barcode Scanners for QuickBooks Enterprise (Desktop)

For reliable compatibility, especially with QuickBooks Enterprise Advanced Inventory module, we recommend:

  • Zebra DS2208 (corded) or DS2278 (wireless Bluetooth): Excellent for retail and warehouse environments, plug-and-play HID (keyboard wedge) mode.

  • Honeywell Voyager 1250g or Xenon series: Also widely used and QuickBooks-compatible.

  • Datalogic Gryphon series: Another solid option with good integration for desktop setups.

Important: The Zebra MC40 is an Android mobile computer, not designed for direct use with QuickBooks Desktop in HID mode, which explains why it only works in demo apps and not in production use cases.

2. Setup & Integration Instructions

QuickBooks Desktop primarily works with HID (keyboard emulation) barcode scanners — meaning the scanner should behave like a keyboard, sending scanned data wherever the cursor is active.

Steps:

  1. Connect the scanner via USB and ensure it’s in HID (keyboard wedge) mode (refer to the scanner manual — Zebra devices often require scanning a specific “HID Mode” barcode for this).

  2. In QuickBooks:

    • Navigate to Inventory > Advanced Inventory Settings.

    • Enable Barcode Scanning under Site Operations (available in certain licenses).

  3. Test scanning into a text field (like Notepad) to confirm the scanner sends barcode data as keystrokes.

  4. For Advanced Inventory users, configure barcodes under Items List > Edit Item > Barcode field.

Note: QuickBooks does not natively support Android-based mobile scanners like MC40 without middleware or custom integrations. For mobile workflows, consider Zebra TC21/TC26 combined with third-party warehouse management solutions that sync with QuickBooks.

Alternative Approach

For more complex needs (inventory receiving, order picking), businesses often benefit from 3rd party solutions like:

  • Fishbowl Inventory

  • HandiFox

  • Acctivate Inventory

These integrate mobile barcode scanning with QuickBooks Desktop seamlessly.

In summary:

  • Use a corded or Bluetooth HID-mode scanner for direct desktop use.

  • The MC40 is not designed for native QuickBooks Desktop barcode workflows.

  • Consider middleware for mobile scanning integrations.

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