How to Setup & Use Barcode Scanner for QuickBooks Desktop

You can use barcode scanning feature to boost QuickBooks Desktop’s effectiveness by using Advanced Inventory. Once you’ve assigned barcodes to all of your goods, all you need to do to buy or sell them is scan the barcodes. Barcode scanning also enables the simultaneous modification of item amounts. It is necessary to be familiar with how to set up and use Barcode Scanner for QuickBooks Desktop in order to benefit from its advantages. Without wasting much time, let’s understand the steps by attentively reading the entire article below.

Understanding the Importance of Using Barcode Scanner for QuickBooks Desktop Management

You can manage many parts of your organization using QuickBooks barcode management, and in particular industries, such as those that manage perishable goods and the food industry, a barcode management system is essential.

Suggested Reading: How to Improve POS Systems Inventory Management

By using barcodes, you can minimize human error, increase inventory management efficiency, and conveniently trace products across your supply chain. The following is a list of other factors for why manufacturers need a barcode inventory system for QuickBooks.

  1. Improve your Infrastructure: You may manage your inventory more effectively by using a QuickBooks barcode inventory system, which also comes with tools like:
  • QuickBooks barcode generator
  • The ability to print barcodes
  • Characteristics that allow barcodes to be read by scanners
  • A central database where decoded barcode information is kept
  1. Locate Problems in Your Supply Chain: With QuickBooks barcode management, you may identify points along your supply chain that have an impact on your company, such as bottlenecks developing along your production line. This can be done by having information gathered and saved from a barcode system that can be analyzed at any point along your routes to find issues and make changes.
  2. Easily Perform Audits: Although no one like performing them, they must be done. If not, your inventory will run amok and your company will lose money. Which do you believe would be simpler, manually counting and updating your inventory levels, if audits are an unavoidable task? Or how about pointing your scanner, clicking, and having inventory levels update instantly and automatically?
  3. Distinguish your Products: Setting up all of your SKU variants is one thing, but having a barcode allows you to record as much data as you require so you can quickly locate and distinguish your products. This is ideal for manufacturers who offer dozens of variants of various products.
  4. Print and Label your Inventory: After setting up your QuickBooks barcode inventory system, you can finally start printing those barcodes and start labelling like crazy. Theoretically, you can build up a system right away. If you’re looking for barcode software, you can create your barcodes using a QuickBooks barcode generator in the interim.

Need Expert Help: Are you getting Setup & Use Barcode Scanner for QuickBooks Desktop and don’t know how to solve it? In that case, you must get immediate help from our QuickBooks experts by dialing the ReConcileBooks helpline number at any time +1347-967-4079.

Check if your Scanner is Compatible

Checking that your scanner can function with QuickBooks Desktop is made easier by the items described below.

Therefore, be sure to verify:

  • Your scanner can read code-128 and EAN-13 barcodes, which stand for “International Article Number” (formerly “European Article Number“).
  • Your scanner creates a single carriage return from the barcode’s end.

Important Remarks:

  • The ES Barcode function does not work with serial port scanners.
  • The Warehouse Manager App and the spreadsheet for fulfilling sales orders each require a different kind of scanner.

Set up your USB Barcode Scanner

You can begin configuring your scanner as soon as it is connected.

  • Select Preferences under Edit in QuickBooks Desktop
  • To access the Company Preferences panel, choose “Items and Inventory
  • The Barcodes option can be accessed after choosing Advanced Inventory Settings
  • Next, choose “Open Barcode Wizard” after selecting Enable Barcode
  • You can choose which item field to utilise for barcode tracking in the Barcode Scanning Setup wizard
  • If you’re not sure which field to utilise, pick one that will be particular to each item, such the item name or part number
  • After that, click “Next
  • The products for which you want to create barcodes should be selected followed by choosing “Next” and then hit the “Finish” tab.

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Start using your scanner

You are now prepared to Utilize your scanner after testing it:

  • In QuickBooks Desktop, open a transaction
  • Scan a product with the computer-connected barcode reader
  • As a new line item, the item will show up on the transaction.

Any of the following transactions can be completed by scanning barcodes:

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

If you have any specific query, also get in touch with the experts of QB Live Chat 24×7 Help

How to Import Barcodes in QuickBooks Desktop?

You might already have a list of the barcodes you’ve used in some circumstances. These are the steps for importing them into QuickBooks.

Note: To achieve this, you must have administrative access. Additionally, creating a backup of your company file in QuickBooks before importing is always a smart idea.

Step 1: Create a Custom Field

The procedures listed below must be followed in order to create a custom field if you wish to monitor more items:

  • First, while importing data into QuickBooks, a single-user login is necessary
  • Go to the File menu, then choose the Switch to Single-user Mode option if you are not currently in single-user mode
  • After that, go to the Lists and then choose an Item List
  • Select a Custom Fields by doing a double-click on any of the items
  • A label name should then be entered on a new line after selecting Define Fields
  • You’ll use “Barcode 2” as an illustration for these actions
  • At last, click “Ok” after selecting “Use” in the label field.

Step 2: Export your Item list to Excel

  • Select Lists >> Item List from the item’s bottom menu
  • Next, pick “Export all items” from the Excel menu
  • When finished, choose “Create new worksheet” in the new workbook
  • Finally, you must choose “Export,” after which a detailed item list report will appear in your Excel Spreadsheet.

If you have any specific query, also get in touch with the experts of QB Live Chat 24×7 Help

Step 3: Edit the Excel Sheet

To edit items, follow these instructions:-

  • In step 3 above the column, in the “Barcode2” field, enter the barcodes you want to use for each item
  • Close the document after saving it.

Step 4: Import the List with Barcodes From Excel

  • Choose Utilities from the File menu in QuickBooks
  • Next, Choose “Import Excel Files
  • When prompted to Add/Edit Multiple List Entries, choose “No
  • Select the “Advanced Import” option
  • Select Sheet 1 in the Excel file you saved to view your data
  • Choose Add new from the Choose a mapping drop-down menu
  • The mappings window will appear
  • Select Item from the drop-down menu for the import type
  • Find the Type line in the QuickBooks column
  • Select Type to confirm that they are the same on the same line under the Import Data column
  • The Name field is located one line further down
  • Select Item from the Import Data column
  • Find the Barcode2 line by scrolling down
  • Additionally, change its Import Data field to Barcode2
  • The remaining fields can be left blank
  • The option to “Replace existing data with import data, ignoring blank fields” should be chosen.

The modified Barcode2 field values for your existing goods will be displayed.

Suggested Reading: How to Export QuickBooks Excel File

Step 5: Set QuickBooks to Track your Imported Barcodes

  • Click Edit and then choose Preferences
  • Pick your inventory and items
  • Click the Advanced Inventory Settings button under the Company Preferences menu
  • Launch the Barcode Wizard from the Barcodes tab
  • Select Copy barcodes from Custom field “Barcode2” from the drop-down arrow
  • Continue on the wizard’s path and choose “Finish
  • Choose the “Ok” button twice.

There might be a pop-up that displays the total number of barcodes generated. Back in the item list, double-click one of your goods to reveal the barcode you imported in the Barcode Number box.

Final Words

Make sure you connect the QuickBooks Inventory Scanner correctly in order to use the barcode scanning solution. We have attempted to provide all necessary information about Barcode Scanner for QuickBooks in the aforementioned post. We hope that this information will be beneficial to you in every way. In any case, you face any difficulty then you can get in touch live chat with QuickBooks Helpdesk Team.


Q. What are the Benefits of Using QuickBooks Barcode Inventory in Your Manufacturing?

Ans: The significance of having a QuickBooks barcode inventory as well as the benefits you may immediately enjoy once you’ve set it up for your company.

  1. Reduces the possibility of human error
  2. Reduce employee training time
  3. Extremely versatile
  4. Inexpensive to design and print
  5. Improved control management
  6. Better decision making in your business
  7. Improved analytics

Q. How to Enable Barcode Scanning for QuickBooks After Setting it Up?

Ans: Enabling barcode scanning for QuickBooks is pretty simple and easy.

You simply have to perform the below steps:

  • First, select Company Settings from the Gear icon
  • Next, select the Sales tab from the navigation panel on your left
  • After that, check the “Barcode Scanning” box under the Products and Services heading
  • Finally, click the Save and Done tabs.

Q. What’s the Best Way to Connect my Database to My Barcode Scanning?

Ans: Following the instructions below will allow you to connect the barcode scanner for QuickBooks the database:

  • For the QR code to start scanning, you must click on it
  • As soon as the scanning is still ongoing, wait. In the QR field, the connect will then appear
  • The record can be displayed using the Send sign
  • As soon as the request is sent, a new record with a QR code will appear in the Search Request table and be accessible from the information base.
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