With QuickBooks Pro or Premier, you can use a bar code scanner to scan or enter a bar code manually when filling out the Item Name/Number field for new or existing entries in your company file. These bar codes are then used with invoices, sales receipts, purchase orders and inventory reports. With Quickbooks Enterprise Solutions 2012 and later, you can enable the add-on Advanced Inventory to access the Barcode Wizard, which can help you create and manage a system for all of your bar coding needs. Setting Up Your ScannerIf your bar code scanner is configured to work with your computer, the scanner will work with QuickBooks financial software without any additional set up required.
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Follow the set up and installation instructions that came with your scanner and refer to the user manual or the manufacturer's website to make sure the Enter key function is not automatically used right after scanning. If this functionality is turned on, you may inadvertently save and close your transactions before you are actually finished entering the rest of your information. Using QuickBooks Pro or Premier, after you set up your scanner, simply click in the Item Name/Number field and scan or manually enter the bar code.
Fill out the rest of the fields and click 'OK' to close the item. When you later open an invoice or sales receipt, for example, you will be able to select the customer or vendor and then click in the Item Name field before scanning the item's bar code. Using the Barcode WizardUsing Quickbooks Enterprise Solutions 2012 or later, enable the Advanced Inventory add-on and turn on the bar code scanning preference. Go to 'Edit' and click 'Preferences.' Select 'Items and Inventory' and click 'Advanced Inventory Settings,' 'Barcodes' and 'Enable barcode scanning.' Click 'Open Barcode Wizard' and select the optimal option for your circumstances, instructing QuickBooks to copy bar codes from the Item Name field, the Manufacturer's Part Number, the Purchase Information, a Custom Field or no field as of now. If you want the wizard to create new bar codes for you, either click 'All Items' or individually select the items you want.
Click 'Next,' 'Finish' and 'OK,' closing the wizard windows before closing the Advanced Inventory Settings, Preferences and QuickBooks Information windows. The latter window will tell you how many bar codes were copied or created.