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Barcode scanning

Using barcodes in QuickBooks makes data entry faster and easier. You assign barcodes to items. Then you can scan barcodes when you buy or sell items. You can also scan barcodes to adjust the quantity of items on hand.

What barcode scanners does QuickBooks support?

QuickBooks supports most USB and Bluetooth scanners. When you purchase or evaluate a scanner, look for the following specifications:

  • support for EAN-13 and Code-128 barcodes

  • able to produce a single carriage return at the end of the barcode

Test your scanner

  1. Open Notepad.

    On the Windows desktop, choose Start > Accessories > Notepad.

  2. Scan some items. You should see the barcode number, 1 per line, like this:

    • 9781847371294

    • 9781847372343

    • 9781847312345

Set up barcode scanning

To do this task

  1. Open the Barcode Wizard.

    1. Choose Edit > Preferences.

    2. On the left of the Edit Preferences window, click Items & Inventory.

    3. In the right pane, click the Company Preferences tab.

    4. Click Advanced Inventory Settings.

    5. Click the Barcodes tab.

    6. Select the Enable barcode scanning checkbox.

    7. Click Open Barcode Wizard.

  2. If you already track barcodes in QuickBooks:

    • We recommend that you move your barcodes to the new barcode field. QuickBooks can do this for you. Just click the drop-down arrow and select the field you currently use for barcodes.

    If you don't currently track barcodes in QuickBooks, leave the selection as I don't currently track barcodes in QuickBooks.

  3. Click Next.

  4. (Optional) QuickBooks can create barcodes for items that don't already have them. To do this, select the item types that you want to create barcodes for.

    Note: Barcodes that QuickBooks generates begin with "QB:".

    Where does QuickBooks store the barcodes it generates?

    You can find the barcodes that QuickBooks generates in the Barcode Number field on the Edit Item window.

    1. Choose Lists > Item List.

    2. To open the Edit Item window, double-click the item. The barcode appears in the Barcode Number field.

    Change or remove barcodes that QuickBooks automatically generated for parent (top-level) items

    When QuickBooks automatically generates barcodes, it creates barcodes for parent (top-level) items, as well as sub-items.

    To change or remove these barcodes:

    1. Choose Lists > Item List.

    2. Double-click the parent item.

    3. In the Edit Item window, delete the barcode from the Barcode Number field.

    4. Click OK.

    If you track barcodes outside of QuickBooks (in Excel, for example), you can import them using Add/Edit Multiple List Entries.

  5. Click Finish.

  6. In the Advanced Inventory Settings window, click OK.

  7. In the Preferences window, click OK.

  8. In the warning window that appears, click OK.

Use barcodes on forms

You can scan barcodes while filling out sales or purchasing forms to speed data entry. While working in a sales or purchasing form, simply scan a barcode, and QuickBooks automatically places the barcode in the correct field on the form.

If QuickBooks doesn't automatically place the barcode in the correct field, QuickBooks may not support your scanner. However, you can still use your scanner for data entry.

To do this task

  1. Turn off barcode scanning.

    1. Choose Edit > Preferences.

    2. On the left of the Edit Preferences window, click Items & Inventory.

    3. In the right pane, click the Company Preferences tab.

    4. Click Advanced Inventory Settings.

    5. Click the Barcodes tab.

    6. Click to clear the Enable barcode scanning checkbox.

    7. In the Advanced Inventory Settings window, click OK.

    8. In the Preferences window, click OK.

  2. Open Preferences again by choosing Edit > Preferences.

  3. On the left of the Edit Preferences window, click General.

  4. On the My Preferences tab, select the Pressing Enter moves between fields checkbox.

  5. In the Preferences window, click OK.

    To use your barcode scanner, click the field you want to enter information into, and then scan the barcode.

Print barcodes

To print a report that lists the barcodes in your company file:

  1. Choose Reports > Inventory > Item Barcodes.

  2. At the top of the report window, click Print.

  3. In the Print Reports window, change your printer settings as needed.

  4. When you're ready to print the report, click Print.

Note: QuickBooks can't print barcode images on label sheets.

KB ID# H_AI_BARCODE_SCANNING
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