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. Make certain that:

  • Your scanner supports EAN-13 (International Article Number, formerly European Article Number) and Code-128 barcodes.
  • At the end of the barcode, your scanner generates a single carriage return.
  • 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 an area 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 if your scanner is compatible

The Barcode Scanner Tester is a programme 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.
  • The test is the option to choose. Pick Next, if the app recognises your scanner.
  • There will be a new text box appear. Choose it and check any barcode with it.
  • The test is the option to choose. 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:

  • In QuickBooks Desktop, create a transaction.
  • 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

How 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 to do this, you’ll need admin permission. It’s also a safe idea to make a backup of your company file before making any changes.

Step 1: Create a custom field first

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 of these measures.
  • Select Use from the label area, then OK.

Please note that It’s worth noting that you can have up to 12 custom fields. If you’re already using all 12, Barcode2 will have to take the place of one of the existing areas.


Step 2: 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.

Step 3: 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.

Step 4: From Excel, import the list of barcodes

  • 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 fields may be left blank.
  • Replace existing data with import data, ignoring blank fields, is the choice choose.

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

Step 5: Tell 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.

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