QuickBooks Enterprise: USB Barcode Scanning Support

QuickBooks Enterprise- USB Barcode Scanning Support

You can use barcodes in QuickBooks Desktop with Advanced Inventory to make data entry quicker and easier. Once you’ve assigned barcodes to products, you’ll be able to check them anytime you buy or sell them. You may also change the number of products on hand by scanning barcodes.

Examine your scanner to see if it's compatible.

Here’s how to check if your scanner is compatible with QuickBooks. Please ensure that:

  • EAN-13 (International Article Number, formerly European Article Number) and Code-128 barcodes are supported by your scanner.
  • At the end of the barcode, your scanner generates a single carriage return.

Things to take care of: 

  • The ES Barcode function does not work with serial port scanners.
  • A different type of scanner is needed for the Warehouse Manager App and the sales order fulfilment worksheet.

Set up your barcode scanner on your computer using a USB cable.

After you’ve plugged in your scanner, you can begin configuring it.

  • Pick Preferences from the Edit menu in QuickBooks Desktop.
  • After that, go to the Company Preferences tab and pick Items and Inventory.
  • Pick Barcodes from the Barcodes tab in Advanced Inventory Settings.
  • After that, select Enable Barcode and then Open Barcode Wizard.
  • Pick which item field you want to use for barcode tracking in the Barcode Scanning Setup wizard.
  • Choose a field that will be special for each object, such as the Item Name or Part Number, if you’re unsure. Then choose Next.
  • Choose the types of products for which barcodes should be produced. Next, then Finish is the options.

Check out your scanner.

The Barcode Scanner Tester is an application that determines if QuickBooks Desktop can recognise your USB scanner.

  • Run the Barcode Scanner Tester after downloading it. Before going to other windows, make sure you remain in the app and finish it.
  • In the first empty text field, type the sentence shown in the tester.
  • Select the second text area, then scan any barcode with your scanner. It doesn’t have to be a QuickBooks barcode.
  • Tap on Test. Pick Next if the app recognises your scanner.
  • There will be a new text box appear. Choose it and check any barcode with it.
  • Tap on Test. A progress message will appear if your scanner is QuickBooks compliant.

Start scanning with your scanner.

You’re able to use your scanner now that you’ve checked it:

  • Open a transaction in QuickBooks Desktop.
  • Check an object with your computer-connected barcode scanner. The item will appear as a new line item on the transaction.

You may use barcodes to complete all of the following transactions:

  • Estimates the value of sales orders
  • Statements of Accounts
  • Receipts, Refunds, and Credits
  • Orders to Purchase
  • Receipts for Products
  • Expenses
  • Make Checks
  • Transfers of inventory

What is the best way to import barcodes?

You may even have a list of barcodes that you’ve used in the past. The following steps will show you how to import them into QuickBooks.

Please note that you’ll need admin permission. It’s also a safe idea to make a backup of your company file before importing.

Create a custom field: If you want to track additional objects, create a custom zone.

  • You must be in single-user mode to import into QuickBooks. By selecting File, then Moving to Single-user Mode, you can change methods.
  • Go to Lists, then Item List, then Custom Fields. Double-click every item in the Item List, then pick Custom Fields.
  • Select Define Fields from the drop-down menu. Put a label name on a new side. We’ll use “Barcode 2” as an example for these measures.
  • Select Use from the label area, then OK.

Save your item list as an Excel spreadsheet:

  • Select Lists, then Item List, and then the Excel menu at the bottom of the Item List. Then choose Export all things from the drop-down menu.
  • Choose the option to create a new worksheet in a new workbook.
  • Choose Export. In Excel, a complete item list report will appear.

Make changes to the Excel board: To edit objects, follow these steps:

  • In the “Barcode2” field above the column, enter the barcodes you want to use for each object.
  • Save and close the file.

Import the list with barcodes from Excel:

  • Pick Utilities from the File menu in QuickBooks.
  • Choose Import Excel Files from the drop-down menu. When prompted to Add/Edit Several List Entries, choose No.
  • Select Advanced Import from the menu.
  • Go to the Excel file you saved and select Sheet 1, which contains your data.
  • Select Add New from the Choose a mapping drop-down menu. A window for mappings will appear.
  • Pick Item from the Import style drop-down menu.
  • Find the Type line in the QuickBooks column. Select Type in the Import Data column on the same bar to make sure they fit.
  • Go one line down to the Name sector. Pick Item from the Import Data list.
  • Find the Barcode2 line by scrolling down. Also, change the Import Data field to Barcode2. The other areas may be left blank.
  • Replace existing data with import data, ignoring blank fields.

The new values in the Barcode2 area will be applied to your existing objects.

Set up QuickBooks to keep track of the barcodes you’ve imported.

  • Select Preferences from the Edit menu.
  • Choose your items and inventory.
  • Click the Advanced Inventory Settings button on the Company Preferences page.
  • Open the Barcode Wizard from the Barcodes tab.
  • Choose Copy barcodes from Custom field ‘Barcode2’ from the drop-down arrow.
  • Pick Finish at the end of the wizard.
  • OK should be selected twice.

You can see a window that displays the number of barcodes generated. Double-click one of your items in the item list to see if the Barcode Number field has been filled with the barcode you imported.


To summarise, QuickBooks Desktop software is accounting software that will help you manage the books and accounts at a particular organisation. The whole idea of this blog is to help you understand how can you set up the scanner machine in QuickBooks Desktop software. I hope that this blog added some valuable information and was worth a read.


Table of Contents

Scroll to Top