How to Setup & Use Barcode Scanner for QuickBooks Desktop?

A QuickBooks barcode scanner boosts inventory management for small and medium-sized businesses. It connects to QuickBooks, ensuring real-time stock tracking. Businesses minimize errors and save time by scanning items instead of entering the codes.

Retail and e-commerce need accurate inventory monitoring. A barcode scanner removes manual entry, keeping records correct. It monitors thousands of items efficiently, automating stock management.

This post covers how barcode scanners work, their benefits, and drawbacks, and how to choose the right system.

Understanding the Significance of QuickBooks Barcode Management

Barcode scanning in QuickBooks Desktop offers many benefits, making it vital for businesses. QuickBooks barcode management is important, particularly for manufacturers. Here’s why:

• Streamlined Operations: A barcode scanner for QuickBooks makes inventory management simple. Employees scan items rather than typing product codes or searching menus. This procedure updates inventory instantly, minimizes errors, and saves time.
• Real-Time Accuracy: QuickBooks barcode integration keeps financial records aligned with physical inventory. Scanning products updates quantity levels and cost information automatically. This prevents inconsistencies between warehouse stock and accounting records.
• Prevention of Costly Mistakes: A QuickBooks inventory scanner stops overselling and inventory issues. It upholds real-time accuracy, minimizing customer issues and staff corrections. The system identifies mistakes before they impact the business operations.
• Comprehensive Control: A barcode scanning system monitors inventory across all locations. It maintains precise counts for retail stores, warehouses, and online channels. This ensures accurate stock management and improved purchasing decisions.
• Training and Standardization: Barcode scanning software for QuickBooks makes training easy. Employees scan items instead of memorizing codes. This boosts training and ensures correct transactions.
• Scanning a barcode updates inventory and financial records promptly. This automation minimizes manual work, enabling teams to focus on business growth.
• Competent Labeling: A QuickBooks barcode system simplifies product labeling. It minimizes errors and saves time by automating the process.
• Categorizing Supply Chain Issues: QuickBooks barcode management boosts inventory accuracy. It automates data entry, streamlines orders, and supports traceability. It helps classify inefficiencies, monitor suppliers, and optimize production.
• Product Differentiation: Barcodes store important product details in a compact format. Manufacturers use them to monitor multiple product variants. This guarantees easy identification and organization.

See More: QuickBooks Desktop 2024 Features and Benefits

What is the QuickBooks Desktop’s Extensive Compatibility with Barcode Scanners?

QuickBooks Desktop supports several barcode scanners, including:

1. Handheld Linear Imagers
   • Datalogic QuickScan 2130
   • Honeywell HHP 3820 Cordless
   • Honeywell 1300G Hyperion
2. High-Density Laser Scanners
   • Honeywell Voyager 1202G
   • Symbol LS2208
   • Metrologic Voyager MS9540
3. 2D Area Imagers
   • Zebra DS2208
   • Zebra DS2278
4. Omni-Directional Presentation Scanner
   • Motorola LI4278
5. Specialized RS232 Scanner
   • ID Tech Econoscan II

How to set up and use Barcode Scanning in QuickBooks Desktop?

With Advanced Inventory, QuickBooks Desktop enables barcode scanning for quicker data entry. After allocating barcodes to items, you can scan them while buying, selling, or modifying inventory.

Check Scanner Compatibility:

Ensure your scanner meets the following requirements:

• Supports EAN-13 and Code-128 barcodes.
• Produces a single carriage return post scanning.

Notes:

• Serial port scanners fail to work with the ES Barcode feature.
• The Warehouse Manager App and sales order fulfillment worksheet require different scanners.

Read More: Upgrade QuickBooks Desktop

Set up the USB Barcode Scanner:

Plug in the scanner, then follow these steps:

• Open QuickBooks Desktop.
• Go to the option “Edit” and then click the “Preferences” option.
• Choose the “Items and Inventory” option, then open the “Company Preferences” tab.
• Click the option “Advanced Inventory Settings”, then go to the “Barcodes” tab.
• Check “Enable Barcode”, then choose the option “Open Barcode Wizard”.
• Select a unique item field for barcode tracking (e.g., Item Name or Part Number). Click the “Next” button.
• Choose item types for barcode generation. Click the “Next” button, and then the “Finish” button.

Start using the Scanner

• Open a transaction in QuickBooks Desktop.
• Scan an item. It will be displayed as a new line item.

Supported Transactions

• Estimates
• Sales Orders
• Invoices
• Sales Receipts
• Refunds & Credits
• Purchase Orders
• Item Receipts
• Bills
• Write Checks
• Inventory Transfers

Import Barcodes into QuickBooks

For existing barcodes, import them into QuickBooks.

Note: Admin access is needed. Back up the QuickBooks company file before importing.

1. Create a Custom Field:
   • Switch to Single-User Mode (File > Switch to Single-User Mode).
   • Go to the option “Lists” > “Item List”. Click twice on any item, then choose the option “Custom Fields”.
   • Click the option “Define Fields”. Add a label name (e.g., “Barcode 2”).
   • Check the option “Use”, then click the “OK” button.
2. Export Item List to Excel:
   • Go to the “Lists” > “Item List” option. Click the “Excel” menu at the bottom.
   • Choose the option “Export all items”.
   • Select the option “Create a new worksheet in a new workbook”.
   • Click the “Export” button. The item list will open in Excel
3. Edit the Excel Sheet:
   • Enter barcodes in the Barcode2 column.
   • Save and close the file.
4. Import Barcodes from Excel:
   • In QuickBooks, go to the “File” option and then the “Utilities” option.
   • Choose the option “Import Excel Files”. Click the “No” button for #Add/Edit Multiple List Entries#.
   • Select the option “Advanced Import”.
   • Browse for the saved Excel file. Choose “Sheet 1”.
   • In “Choose a mapping”, choose the option “Add new”.
   • In “Import type”, choose the option “Item”.
   • Match QuickBooks fields: 
     • Type → Type
     • Name → Item
     • Barcode2 → Barcode2
   • Check “Replace existing data with import data, ignoring blank fields”.
5. Enable Barcode Tracking:
   • Go to the “Edit” option and then click the “Preferences” tab.
   • Choose the option “Items & Inventory”.
   • Click the “Advanced Inventory Settings” option under “Company Preferences”.
   • Open “Barcode Wizard” in the “Barcodes” tab.
   • Select the option “Copy barcodes from Custom field ‘Barcode2’”.
   • Complete the wizard and click the “Finish” button.
   • Click the “OK” button twice.

QuickBooks will confirm barcode creation. Open an item to verify the imported barcode.

Suggested Reading: QuickBooks Install Diagnostic Tool

Final Words

A QuickBooks barcode scanner streamlines inventory management. It reduces errors and improves efficiency. Businesses must monitor stock accurately while operating smoothly. Barcode scanning ensures precise inventory control.

As businesses grow, inventory management becomes more complicated. A barcode system assists in scaling operations and seizing new opportunities. Real-time data enhances supplier management, stock tracking, and product organization.

In this guide, all the key information about QuickBooks Barcode Management has been shared. Still, if there are any additional queries or doubts, feel free to reach out to our team of QuickBooks experts.

Call us at +1 347-967-4079 today and resolve your QuickBooks issues.

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