Set up and Use Barcode Scanning in QuickBooks Desktop

The important benefit of a barcode scanner is that plenty of information can be coded into a very small space. The scanner gives a single carriage return just the end of the barcode. Before moving forward, the user has to check and verify whether the scanner is compatible with QuickBooks or not. Learn how to set up and use barcode scanning in QuickBooks Desktop Pro, Premier, and Enterprise the barcode scanner provides access to work with QuickBooks.

What is a Barcode Scanner

Specifically used in the retail sector a barcode scanner is an optical device that is used to read a series of coded lines that is an identification mark to the product. The series of lines come out in different standard formats that are read and interpreted by a barcode scanner. After reading the scanner converts the product information into a usable format. (Like the product information is entered on an item receipt). The barcode scanner is easily compatible with the Enterprise version of the QuickBooks application. The QuickBooks Enterprise comprises the exceptional “Advanced Inventory” feature. A Barcode scanner helps in providing the details of the particular product in the stock.

Types of Barcode Scanners

Within QuickBooks, we can use 1D, 2D & even QR codes. QuickBooks is such compatible software that it can even support barcode scanners that work with iPhone and Android devices. QuickBooks is also compatible with laser, Bluetooth, wireless, or even tablet barcode scanners. Here you can make a selection from a different set of scanners that will do wonders not only with QuickBooks but also with your business. Here is our preferred list of three.

1300G-2USB from Honeywell

This handheld barcode scanner from Honeywell costs approximately $140. It weighs 1300 grams and is an awesome device to keep track of your inventory. A scanning distance of 18 inches will be required to scan the barcode and it has a scan rate of 270 scans per second. Thus it is fast reasonable and light.

LS2208-SR20007R-NA Motorola

This again is a handheld scanner that comes at a more reasonable price. It costs $130 approx and is effective for doing small operations as it can scan 100 items per second. The product is very user-friendly and requires no training at all to operate. The product is a brand from Motorola and comes corded.

CO5330-BKK1 Datalogic

If you are looking for some outstanding experience to track and record your inventory then this barcode scanner from Data Logic will be your best choice. It not only guarantees complete satisfaction but also provides 100% successful results. As the product is very quality-oriented thus also comes a bit costly.

How to Test the Barcode Scanner in QuickBooks Desktop

For testing the scanner, the barcode scanner tester is the app that you can use to test. Also, check whether the QuickBooks Desktop detects the USB scanner or not.

  • Download and run the Barcode Scanner Tester.
  • The user has to be sure to remain in the application and complete it before changing to different windows.
  • Then, you have to write the sentence which is given in the tester into the first empty field.
  • Now, go to the second text field and run the scanner to scan the barcode (Any type). It doesn’t need to be a barcode identification from QuickBooks.
  • Click on the “Test” if your app identifies the scanner and hit the next click on the “Next” button.
  • After that, a new text box will be displayed on your screen, click on it and you can any barcode.
  • At last, choose “Test” if you find that your scanner is successfully compatible with QuickBooks

How to Set up and Use Barcode Scanning in QuickBooks Desktop

Here learn how to set up and use barcode scanning in QuickBooks Desktop. Follow the steps to setting up:

How to Set up a Barcode Scanner

  • First of all, open your QuickBooks and click on the Edit menu.
  • Then, choose the preferences, and click on “Items and Inventory”.
  • After that, go to the Company Preferences tab and choose “Advanced Inventory Settings”.
  • From the available preferences, click on the Barcodes tab.
  • The next thing you have to do is to Enable Barcode and Open Barcode Wizard.
  • Barcode Scanning Setup wizard, you have to choose the item field you need to utilize for barcode tracking.
  • In case, you don’t know what to utilize, choose a field that will be extraordinary for every item, and hit click on the Next.
  • Then, you have to choose the “Types of items” that are necessary to generate the barcodes.
  • Moving forward with on-screen guidelines, click on the Next and Finish button.

Now, you can Start Using your Scanner

After the succession of the above method, you are all set to use your scanner:

  • In your QuickBooks Desktop, you have to open the transaction.
  • Then, scan the selected item with your barcode scanner which is already connected to your system.
  • After that, the item will pop up on the transactions as a new line item.
EstimatesSales Orders & Sales ReceiptsInvoices
Refunds & CreditsPurchase OrdersItem Receipts
BillsWrite ChecksInventory transfers

How to Use Barcode Scanner

In some cases, you may as of now have a list of barcodes you’ve utilized. Here you can learn how to import barcodes. You need administrator access to save the backup of your company file before you import.

Step 1: Create a Custom Field to Track Additional Items

The users have to create a custom field if they want to track additional items.

  • First of all, importing into QuickBooks expects you to be in single-user mode. You can switch modes by choosing File and then switch to single-client mode.
  • Then, open the list and choose the item list, hit double-click on the selected item, and choose the “Custom Fields
  • After that, you have to choose “Define Fields” then go to the new line and enter a label name
  • From the label field section, you have to click on the “Use” and then an OK button.

Step 2: Export the Entire item List to Excel

  • Choose the list and then click on the “List” from the bottom of the item list.
  • Go to the Excel menu and choose “Explore all items”.
  • Then, you have to choose the “Create new worksheet” option.
  • From the new workbook, you have to choose the “Export” option.
  • Then, you will be able to see the complete item list in the Excel sheet.

Step 3: Edit the Excel Sheet

Follow the steps to edit the items

  • First of all, you have to enter all barcodes that you wish to use for every item in the “Barcode2” section
  • After following on-screen guidelines, you have to save the file and then click on Close.

Step 4: Import the List along with Barcodes from Excel

After getting confirmation, Import the list along with barcodes from Excel

  • The user has to open the File menu and click on the Utilities
  • Choose “Import Excel Files” and click on the No button to make Add/Edit Multiple List Entries.
  • Hit the next click on “Advanced Import” browse the Excel file that you already saved and choose Sheet 1 where you can view the data.
  • From the mapping drop-down menu, you have to choose the “Add new” option, and the mapping window will display on your screen.
  • Open the import preferences to choose an item.
  • Go to the QuickBooks column, and locate the Type line. From the same line in the column of import data, you have to choose “Type to make sure they match”.
  • Drop down one line to the Name field. Now, open the import data column and choose Item.
  • After that, locate the Barcode2 line and then set the Import data section to Barcode2. You have the choice to leave the other field empty.
  • Move forward to choose the option to replace the existing data including import data and avoid blank fields.
  • Then, all existing items will be updated including new values in Barcode 2 section.

Step 5: Set the QuickBooks to Track your Imported Barcodes

In the final step, the user has to set QuickBooks to track their imported barcodes.

  • Open the Edit menu and choose “Preferences”.
  • Enter your next click on the “Items & Inventory”.
  • From the company preferences tab, hit your click on the “Advanced Inventory setting”.
  • Go to the Barcode tab and then open the Barcode wizard.
  • Now, click on the “Copy Barcodes” from the custom file of Barcode2.
  • Click on the Continue button and proceed forward with the displayed instructions to finish the process and click the OK button twice.

After implementing the above steps, You may see a window that shows how many barcodes were made. Then, go back to the item list and double-click any one of the items to view the Barcode number field that has been loaded up with the imported barcode.

How to Turn on Bar Coding in QuickBooks Enterprise

  • Firstly, go to the Edit menu-> Preferences -> Items & Inventory -> Company Preferences
  • Click on the Advanced Inventory Settings button
  • Click on the Barcodes tab
  • Select Enable Bar Code Scanning then open the Barcode Wizard
  • If you currently do not track barcodes in QuickBooks. This is the default setting click Next
  • Create only barcodes for Inventory Items.  So you merely check the appropriate box.
  • Click Finish and QuickBooks will create the barcodes for you.
  • If you go to Item List, you can see that QuickBooks has created barcodes for the Inventory Items you selected earlier.
  • Import barcodes by choosing Item List -> Click on the Item drop-down list -> Click on Add/Edit Multiple Items
  • Grid spreadsheet type grid will be displayed.  Edit the Barcode field as you wish.
  • There are different ways to print the barcode labels
  • Click File -> Print Forms -> Labels
  • Select the Item Barcodes Radio Button and then select All Inventory Items from the menu.

I hope the above information is enough to get knowledge about setting up and using barcode scanning in QuickBooks Desktop. If you looking for any kind of assistance and QuickBooks support chat with QB expertise via the QB LIVE CHAT link. You can send your question mark doubts to this email.

Frequently Asked Questions

  • How would I Connect the Barcode Scanner to the Database?

    ● First of all, click on the QR code symbol to start scanning.
    ● Wait until the scanning is finished, then the content will show up in the “QR Code” field.
    ● You can utilize the “Send” symbol to present the record.
    ● Thus, the solicitation will be shipped off the information base and another record containing the QR code worth will be made in the “Search Requests” table.

  • How to Empower Barcode Scanning in QuickBooks?

    ● Click on the “Gear” symbol and then choose the Company Settings.
    ● Click the Sales tab on the left route board and select the Barcode
    ● Scanning checkbox in the Products and administrations segment.
    ● Click Save to complete the process.

  • Would you be able to Scan a Barcode on a PC Screen?

    ● QR codes that are normally shown on LCD and OLED screens.
    ● Only a special type of scanner known as a 2D imaging barcode scanner can do this.