Barcoding feature – Demo

Jira Code: ME 84

The Bar Coding and Item Labels feature automatically generates a bar code for each item based on the Item Name/Number, or Stock Keeping Unit (SKU), on the item record. Item barcodes are generated based on the contents of the Item Name/Number field in an item record. Most barcodes use a number or alphanumeric string for this field.

Bar codes are also generated for each transaction, as well as serial numbers if you use them.

NetSuite’s barcode integration works with any barcode scanner that functions as a keyboard input device. The scanner translates the bar code into text, as if you typed it on the keyboard.

You can input and track information in NetSuite by generating barcodes for each item and transaction. For example, you can:

  • Print labels to affix to the items that show the item price, and bar codes for item number and serial number.
  • Scan barcode labeled items to add them to a sales transaction or receive them on a purchase transaction.
  • Scan transaction bar codes to bulk receive, fulfill, pick, pack, ship, bill or approve orders.

Barcodes for items can be generated in one of the following formats:

  • UPC – specific number of integer characters: A UPC bar code symbol is a pattern of black bars with white spaces with numbers below. The numbers are encoded in the symbol and uniquely identify the product. This group of numbers is referred to as a Global Trade Item Number (GTIN). The symbol is read by scanners to capture the GTIN, which is used in conjunction with computer systems to track sales and product orders. The GTIN in a UPC Bar Code Symbol is always 12-digits in length. A 12-digit UPC code will have the country digit appended as the first digit. The country digit for the US is 0.
  • EAN – Bar codes that have 13-digits are EAN format.
  • Code 128 – allows alphanumeric and non-printing characters: Code 128 is a very high density alphanumeric barcode, and is more flexible than the UPC format. The symbol can be as long as necessary to store the encoded data. It is designed to encode text, numbers, several functions and the entire 128 character ASCII character set.

You can indicate which barcode format you are using on a per item basis.

Using Code 128 Barcodes

Leave the UPC Code field blank on item records. Items use the Code 128 format for barcodes by default.

When the UPC Code field is clear, the SKU/UPC field on item labels displays the Item Name/Number and prints in Code-128 barcode format.

To use a UPC or EAN bar code:

  1. Go to the item record at Lists > Accounting > Items.
  2. Click Edit next to the item record in the list.
  3. Enter the code in the UPC Code field. Enter a maximum of 999 characters in this field to identify an internal name or number to store the item’s UPC Code. You can use the text you enter here when adding the item to transactions, searching, or viewing reports.
    • When you enter text in this field, the SKU/UPC field on item labels displays this UPC Code and prints in UPC barcode format.
    • When this field is clear, the SKU/UPC field on item labels displays the Item Name/Number and prints in Code-128 barcode format.
  4. Click Save.
  5. NetSuite supports barcode labels for the UPC A format and the EAN format. If an invalid number is entered in the UPC Code field, the bar code might not display properly.

Note: Bar codes on transactions are always generated in Code 128 format. When barcodes are printed on labels or transactions, the transaction or Item Name/Number it represents prints below the bar code.

To scan barcodes properly, you must use popup windows instead of lists. To use only popup windows, go to Home > Set Preferences and set the Maximum Size of Drop Downs to 0. Then, click Save.

Activating the Bar Coding and Item Labels Feature

To activate the Bar Coding and Item Labels feature:

  1. Go to Setup > Company > Setup Tasks > Enable Features.
  2. On the Items & Inventory subtab, check the Bar Coding and Item Labels box
  3. Click Save.

Although some use the term barcode, NetSuite uses the term bar code.

Printing Barcode and Item Labels

You can print labels to affix to your items. Labels can include the SKU (item number), item price, and item barcode. For serialized items, the label can also include the serial number barcode and serial number.

Your administrator can customize the layout of your printed forms using Advanced PDF/HTML templates. For information

Your user role must have Items permission set to the Edit or Full level to print barcodes and item labels.

The following applies to all bar codes when printing:

  • If a barcode is not resizable, NetSuite ignores Height and Width during printing. A third-party library used by NetSuite determines if a barcode is resizable.
  • Only for resizable bar codes, default height and width are used as follows:
    • EAN 13, UPCA =1 inch
    • Code128 =none.
  • If the value entered for height causes the actual width to exceed the specified width, then the width and height are both adjusted appropriately to fit the label. If the value entered for height does not cause the actual width to exceed the specified width, then the default width, and not the user specified value for width, is used.

Note:To print labels, you need Adobe Reader.

Printing Barcodes on Transactions

To print barcodes on transactions, print the transaction as usual by clicking Print on the transaction or by going to Transactions > Management > Print Checks and Forms > Item Labels. The bar code for each transaction prints automatically when the feature is enabled.

Printing Labels from Item Records

You can print a label for an item directly from the item record. To do so, go to Lists > Accounting > Items. Click View next to the item name. On the item record, click the Print Label button

Bulk Printing Item Labels

To bulk print labels:

  1. Go to Transactions > Management > Print Checks and Forms.
  2. Click Item Labels.
  3. On the Print Item Labels page, the Item Type field defaults to Inventory Item. You can select another item type to print labels for, such as Numbered Inventory.
  4. Check the Print Non-sellable Items box to print labels for items that are generally not sold on a sales transaction, but are more often used for information or pricing. Non-sellable items include description, discount, markup, and payment items.
  5. In the Item Label Layout field, select the layout you prefer to use to print. (You can create custom label layouts by going to Customization > Forms > Transaction Form PDF Layouts. Click the Customize link next to Standard Item Label Layout.)
  6. If you are using the Multiple Currencies feature, select which currency you want to print labels for.
  7. In the Starting Label field, enter a number to identify the location on the page you want to begin printing. For example, entering 1 starts printing in the first label on the sheet. This enables you to save labels by printing on sheets that are partially used.
  8. Optionally, check one or more of the following boxes:
    1. Print Name/Number Bar Code — print the item name and barcode on each label
    2. Print Display Name/Number — print the display name on each label
    3. Print Serial Number Barcode — print a barcode generated from the serial number in addition to the name/number bar code on each label
    4. Print Expiration Date — if you use lot items, print the expiration date on lot item labels
  9. If you want to print the price on each label:
    1. check the Print Sales Price box.
    2. select a price level to print in the Price Level field.(If a value for the selected price level is not set on an item record, the next available set price level is printed on the item’s label.)
  10. Enter values in one or more of the item label list columns.
  11. Click Print.
    1. If you have not enabled the Download PDF Files preference in Home > Set Preferences, a preview of your checks pops up in Adobe Acrobat or Adobe Reader.
    2. If you have enabled the Download PDF Files preference, you must first save your labels, and then open them with the Adobe application. Place your labels in your printer tray.
  12. Click the printer button in the Adobe application frame.
  13. Click OK.

Scanning Barcodes

When you have printed transactions with bar codes or item labels with barcodes, you can scan these bar codes to enter them in NetSuite transactions.

Scanning a barcode enters a number as if it were typed on the keyboard. For example, you can scan an item label bar code to add the item to a sales order. Also, you can scan a sales order bar code to add the sales order to a queue to be fulfilled.

To use popup windows:

  1. Go to Home > Set Preferences.
  2. Set the Maximum Size of Drop Downs to 0.
  3. Click Save.

To scan items and add them to a transaction:

  1. When you are editing a transaction, such as a sales order or a transfer order, click the Item field to place the cursor there.On some transactions, click the Select Item Number field to place the cursor there.
  2. Scan the barcode on the item label of the item you want to add to the transaction. The item number and description are added automatically to the transaction.
  3. Press the enter key after each item you scan. Some scanner software can be programmed to automatically press the enter key after each scan. Check the manual for your scanner hardware for more information.
  4. Repeat the previous three steps for each item you want to add to the transaction.
  5. Verify that the items you scanned show on the transaction.
  6. Click Save.

To scan transactions to add them to a queue:

  1. When you are editing a page to add transactions, click the Select Order Number field to place the cursor there. For example, on the Fulfil Orders page at Transactions > Sales > Fulfill Orders, click the Select Order Number field on the Orders subtab to place the cursor there.
  2. Choose All in filter fields. For example, on the Fulfill Orders page, in the Customer field select All to show all open orders. (Note:You must choose a filter and not leave this field blank or you cannot scan in barcodes.)
  3. Scan the barcode on transactions you want to add to the queue.
  4. Press the enter key after each item you scan. Some scanner software can be programmed to automatically press the enter key after each scan. Check the manual for your scanner hardware for more information.
  5. Repeat the previous three steps for each transaction you want to add to the queue.
  6. Verify that the transactions you scanned are marked to be processed.
  7. Click Submit to process the checked transactions.

Processing Orders Using Bar Codes

Warehouse managers can process individual orders quickly using barcode scanning. Bar code scanning enables you to process an order quickly with minimal keyboard input.

To process an individual order:

  1. Logged in using a warehouse role, go to Shipping > Shipping > Process Individual Order.
  2. On the Process Order page:
    • The cursor defaults to the order number field.
    • The transaction selected defaults to the last process selected on this page.
  3. If the default selection is not the transaction you want to process for this order, select a transaction. Choose from the following transactions:
    • Print Picking Ticket
    • Fulfill Order
    • Print Packing Slip
    • Print Label
    • Mark Packed
    • Mark Shipped
  4. Scan the barcode of the order number you want to process, or enter the order number manually in the order number field.
  5. Click Submit. When you click Submit, the transaction opens with the information for the order number filled in.
  6. Complete the transaction

Note: Some scanner software can be programmed to automatically click Submit after each scan. Check the manual for your scanner hardware for more information. If your scanner automatically submits, it opens the selected transaction. It is important that you verify the type of transaction selected before scanning the order barcode.

When using bar codes, you can set preferences to assist in scanning bar codes to receive and fulfill items.

Leave a comment

Your email address will not be published. Required fields are marked *