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Use a barcode scanner in QuickBooks financial software

You can use a barcode scanner with QuickBooks to perform such functions such as entering sales receipts and other transactions and to enter inventory items.
There is no special setup for configuring your barcode scanner to work with QuickBooks.  If the scanner is configured to work with your computer in other programs, it will work with QuickBooks.
For setup and installation instructions for your scanner, refer to the instructions that came with your scanner or the manufacturer's web site. 
Detailed instructions
Important: Be sure that the barcode scanner is not set up to use the Enter key function after scanning the bar code. Most barcode scanners come with a user manual that will have preprogrammed barcodes to turn this function off. If not, contact the manufacturer for this information. If this functionality is not turned off and an item is scanned into a transaction, you could inadvertently save and close the transaction before you are finished entering items.

For QuickBooks Pro, Premier and Enterprise Solutions 2011 (and earlier):

  1. Create a New Item in the company file, or select an existing item to edit.
  2. Click in the Item Name/Number field, and scan the barcode or enter the barcode number manually.
  3. Enter information in the other required fields. 
  4. Click OK and close the Item.
  5. Open an invoice, sales receipt, purchase order, or receive inventory with or without a bill.
  6. Select the customer or vendor.
  7. Click in the Item Name field.
  8. Scan the item's barcode.


For Enterprise Solutions 2012 (and later) with Advanced Inventory enabled:

Enterprise Solutions 2013 (and later) with Advanced Inventory enabled 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 into the new Barcode Number field for any or all of your items, or having QuickBooks create barcodes for items in your item list. You can also manually enter barcodes into the Barcode Number field through the Edit Item window.

Once the barcodes are entered into the company file for your items, you can then scan an item or serial number from a product or printed list of barcodes into most transactions and QuickBooks will enter the data into the right fields on the item line of the form. Scan the same item again to increase the quantity. 

To turn on barcode scanning in Enterprise Solutions 2012 (and later) with Advanced Inventory: 

  1. Go to Edit menu dropdown> Click Preferences.
  2. Scroll down to Items and Inventory > Company Preferences tab (far right).
  3. Click on Advanced Inventory Settings button.
  4. Click on Barcodes tab  (far right). 
  5. Check the Enable barcode scanning box.
  6. Click on Open Barcode Wizard button (bottom left).
  7. Select what you want the wizard to do from the dropdown menu from the following:
    1. "I don’t currently track barcodes in QuickBooks,"
    2. "Copy barcodes from the Item Name field, "
    3. "Copy barcodes from the Manufacturer’s Part Number, "
    4. "Copy barcodes from Purchase Information,"
    5. "Copy barcodes from Custom Field XXXXXX" - choose which custom fields have the barcodes.
  8. Click Next.
  9. Decide if you want QuickBooks to create new barcodes for you. If you want the wizard to create them, check either the box that says All Items or individually select which items you want the wizard to create for you (see figure 3).
  10. Click Next, Finish, then OK on the wizard windows.
  11. Click OK to close the Advanced Inventory Settings window.
  12. Click OK to close the Preferences window.
  13. Click OK to close the Warning "QuickBooks must close all its open windows to change this preference" window.
  14. Click OK to close the QuickBooks Information window telling you how many barcodes were generated.

QuickBooks has now entered the barcodes into your company file.


To see the barcodes created by the Barcode Wizard: 

To see the barcodes in the Item List

  1. Open the Item List by either clicking on the Items & Services icon on the Home page or clicking on the Item List in the Lists menu dropdown.
  2. Either click on the Item button or highlight one item and right click.
  3. Click on Customize Columns in the dropdown window.
  4. In the Available Columns choose Barcode (and/or Barcode Image) and adjust placement of the columns.
  5. Click OK to close Customize Columns – Item List window.
  6. In Item List, adjust columns to desired widths.

To see and print out the Item Barcode List:

  1. Click on the Reports menu dropdown.
  2. Click on Inventory.
  3. Click on Item Barcodes list report.
  4. Print out report.

If this solution does not resolve the issue, please review other available QuickBooks support options for additional guidance. You can also read and post messages relating to your issue on the QuickBooks Community forums.

KB ID# HOW13200
5/27/2016 8:53:30 PM
QYPPRDQBKSWS08 9132 Pro 2016 846e30