Setting up a Barcode Scanner

barcode scanning for asset tracking softwareEZOfficeInventory enables you to effectively manage items by making the check-in/out process faster.

You can make the check outs and reservations faster by:
– Simply selecting a few of them from the asset list and do mass checkout.
– Use EZOfficeInventory’s mobile app to bulk scan QR Codes/Barcodes and do a checkout (or take more actions)
– Use Cart (should be enabled from Company Settings -> Add Ons -> Cart Module) to add items and then do a checkout.

In this post, we’ll guide you through the process of using a Barcode scanner with EZOfficeInventory. You can plug in a barcode scanning gun with your Mac/PC and scan barcodes to add items in a cart; making mass checkouts and reservations swift. Before we begin, make sure to enable handheld scanners from Settings -> Add Ons -> Hardware Integration. If you’d like to learn more about the best practices and recommendations for using barcodes, please click here.

Setting up BARCODES for your Items

Barcodes for items can be specified by storing the value in the ‘Identification Number’ field. A barcode is a sequence of alphabets, numbers and dashes (-) e.g. ABC-123aa-9878.

a) Already have Barcodes on your items? The barcode sequence needs to be added to the Identification Number field of the item. Say a Netbook/Mini Laptop (Asset #32) in your store has barcode LAP-000001. You’ll add LAP-000001 in the Identification Number field for Asset #32.unique identification numberThese Identification Numbers can also be imported via Excel. You can also scan them in using the mobile app:
– When editing or adding an item, touch the camera icon with ‘Identification Number’ field (See image below).barcode scanner camera- The mobile/iPad camera scanner comes up, and you can then scan the barcode you’d want to associate with this item.
– Once you’ve scanned, save the item details
Note: No two items can have the same Identification Number, because it has to uniquely point out to a specific item.

b) Have to create Barcodes for your items? If you want to create barcodes afresh, add a unique sequence of numbers in the Identification Number fields. Then create a Print Label template that prints barcodes instead of QR Codes. Here are more details on label designing.
Tip: Smaller barcode sequences get scanned quicker.

Setting up the Barcode Scanner

Any barcode scanner, which connects with a computer via USB, Bluetooth etc., can be used. Three important things to look for, when choosing the scanner:
– Scanner should be able to connect to a Mac/PC and be HID (Human Interface Device) compliant.
– Should be configurable and allow an @ prefix and an @ suffix (barcode ABC-1234 is scanned as @ABC-1234@).barcode- EZOfficeInventory uses Code 39 for barcode encoding (although our mobile apps support scanning multiple formats). So if you’re using barcodes generated via EZOfficeInventory Label Designer, the barcode scanner should support Code 39 type barcodes.
Note: Code 39 barcode encoding allows the use of digits and characters up to 39 characters.

Let’s set up a barcode scanner to get started. We’ll use Honeywell’s VoyagerCG 9540 in this example. You’ll have to consult the Configuration/Quick Start Guide for adding @ signs as suffix as well as prefix to your specific barcode scanner. For the Honeywell scanner, the steps are:
1) Scan the Enter/Exit Programming barcode. Now the scanner will be in programming mode.barcode2) Scan the Configurable Prefix #1 barcode. Now the scanner will expect the prefix (@ in our case) to be scanned.asset tracking software3) From the ASCII conversion chart, you’ll see that the @ character is 064.
4) So from the Code Bytes, scan 0, then 6, and then 4 (highlighted as 1st, 2nd and 3rd in the image below). Now @ is configured as the prefix that will append every time a barcode is scanned.Code bytes5) Then scan the Configurable Suffix #1 barcode. Now the scanner will expect the suffix (@ in our case) to be scanned.suffix6) From the Code Bytes, scan 0, then 6, and then 4 (highlighted as 1st, 2nd and 3rd in the image below ). Now @ is configured as the suffix that will append at the end of every barcode that’s scanned.Code bytes7) Scan the Enter/Exit Programming barcode again, to exit the programming mode.barcodeHere is the excerpt from the VoyagerCG guide, that we used.barcode scanner

Testing the Scanner

Test if the scanner is configured correctly:
1) Hook up the barcode scanner to your PC/Mac (using USB port or Bluetooth)
2) Click on the Search Bar in your app (or use any other text area)search in asset tracking software3) Scan a barcode say ABC-123
4) It should print @ABC-123@ in the address bar (or text area)

Walking through the Experience

While you’re on the cart page, scan the barcodes and they’ll be populated in the Add Items field. If you scan barcodes with associated assets (e.g. asset# 32 and asset# 28), you’ll see the following in the Add Items field.cartScan as many labels, as you like and then hit the Add button to add all of them to the cart. If you scan a barcode that’s not in you EZOfficeInventory account, it’s shown in red.Scan Error

Share your Queries

Log into your account to try this out and let us know what you think at You can log in your feedback on our User Community Forum or join in the conversation on Twitter @EZOfficeInventory.