Barcode Scanning

Barcode Scanning

Barcode scanning is an essential feature for efficient POS operations. It allows you to quickly add items to a sale by scanning product barcodes, significantly reducing transaction time and minimizing errors.

What is Barcode Scanning?

Barcode scanning enables you to add products to a POS sale by scanning the barcode printed on product labels or packaging. Instead of manually searching for products, you can use a barcode scanner to instantly add items to the cart with accurate product information.

Benefits of Barcode Scanning

• Speed: Much faster than manual product search
• Accuracy: Eliminates errors from manual entry
• Efficiency: Reduces checkout time significantly
• Inventory Management: Real-time stock updates
• Better Customer Experience: Faster service for customers

Prerequisites

Before using barcode scanning, ensure:

• Barcode scanner hardware is connected to your computer
• Products have barcodes assigned in the system
• Barcode format is configured correctly
• POS screen is open and ready

Setting Up Barcode Scanning

Step 1: Connect Barcode Scanner

Connect your barcode scanner to your computer:

• USB Scanner: Plug into USB port (usually plug-and-play)
• Bluetooth Scanner: Pair via Bluetooth settings
• Wireless Scanner: Connect via receiver dongle
• Wait for system to recognize the device

Step 2: Configure Scanner Settings

Configure scanner in POS settings:

1. Go to Settings → POS Settings
2. Navigate to Barcode Configuration
3. Set Product SKU Length: Expected barcode length
4. Configure Barcode Prefix: If your barcodes have prefixes
5. Enable Auto-add on Scan: Automatically add item when scanned
6. Save settings

Step 3: Verify Product Barcodes

Ensure products have barcodes assigned:

• Go to Items module
• Check that products have barcode/SKU codes
• Verify barcode format matches scanner expectations
• Update missing or incorrect barcodes

Using Barcode Scanning in POS

Basic Scanning Process

1. Open POS screen
2. Click in the item search/scan field (or it auto-focuses)
3. Point barcode scanner at product barcode
4. Press scanner trigger button
5. Item is automatically added to cart
6. Quantity defaults to 1 (adjust if needed)

Scanning Multiple Quantities

To add multiple units of the same item:

• Method 1: Scan barcode multiple times (each scan adds 1 unit)
• Method 2: Scan once, then manually adjust quantity
• Method 3: Enter quantity before scanning

Scanning Different Products

For multiple different items:

• Scan first product barcode
• Scan second product barcode
• Continue scanning until all items are added
• Each scan adds the product to the cart

Barcode Configuration Options

Product SKU Length

Configure expected barcode length:

• Fixed Length: Set specific number of digits (e.g., 13 for EAN-13)
• Variable Length: Accept any length barcode
• Common Formats:
  • EAN-13: 13 digits
  • UPC-A: 12 digits
  • Code 128: Variable length
  • Code 39: Variable length

Weighing Scale Barcode Prefix

Configure prefix for weight-based barcodes:

• Set prefix that identifies weighing scale barcodes
• System recognizes prefix and applies weight-based pricing
• Example: Prefix "200" for produce items

Auto-focus on Scan Field

Automatically focus on scan field:

• Enable to automatically focus input field
• Allows immediate scanning without clicking
• Improves scanning speed

Common Barcode Scanning Scenarios

Standard Retail Items

For regular products with standard barcodes:

• Point scanner at barcode
• Scan once to add item
• Most common scanning scenario

Weight-Based Items (Produce/Bulk)

For items sold by weight:

• Use weighing scale to get weight
• Scale generates barcode with weight
• Scan the weight barcode
• System applies weight-based pricing

Items with Variations

For products with size/color variations:

• Each variation should have unique barcode
• Scan specific barcode for desired variation
• System adds correct variant to cart

Troubleshooting Barcode Scanning

Scanner Not Working

If scanner doesn't respond:

• Check USB/Bluetooth connection
• Verify scanner is powered on
• Test scanner with notepad (should type barcode)
• Check if scanner is in correct mode
• Restart POS screen if needed

Product Not Found

If scanned barcode doesn't find product:

• Verify barcode is assigned to product in system
• Check for typos in barcode
• Ensure barcode format matches configuration
• Add barcode to product if missing

Wrong Product Added

If incorrect product is added:

• Remove incorrect item from cart
• Verify product barcode in item master
• Rescan with correct barcode
• Update barcode if mislabeled

Duplicate Items Not Combining

If same item appears multiple times:

• Manually combine quantities
• Or remove duplicates and adjust quantity
• Check if auto-combine feature is enabled

Best Practices

• Test Scanner: Test scanner before starting business day
• Clean Barcodes: Ensure barcodes are clean and readable
• Proper Distance: Hold scanner at appropriate distance
• Good Lighting: Ensure adequate light for scanning
• Verify Products: Check product name after scanning
• Update Barcodes: Keep product barcodes up to date
• Backup Method: Train staff on manual entry as backup
• Regular Maintenance: Clean scanner lens regularly

Advanced Features

Keyboard Wedge Mode

Scanner acts as keyboard input:

• Scanner sends barcode as keyboard input
• No special drivers needed
• Works with any application

Batch Scanning

Scan multiple items quickly:

• Enable continuous scanning mode
• Scan items in sequence
• All items added to cart automatically

Barcode Validation

Verify barcode format:

• System validates barcode format
• Shows error if format is incorrect
• Prevents invalid barcodes from being added

What's Next?

After setting up barcode scanning, you can:

• Process faster transactions
• Reduce manual entry errors
• Improve customer service
• Generate accurate inventory reports
• Track product movement efficiently

Related Articles

Learn more about:

• Setting Up POS
• Creating POS Sales
• POS Screen Configuration
• Receipt Printing
• POS Reports