Creating Product Barcodes: Adding Barcode Numbers, Designing Labels, and Printing Them
This guide explains how to create barcodes for your products in the system, starting with adding a barcode number to the product, then designing a barcode label template and adding the information you want to display on it (such as the product name, price, date, and notes), and finally printing the labels.
Table of Contents
- Step 1: Select the Barcode Type
- Step 2: Add a Barcode Number to the Product
- Barcode for Each Unit of Measure
- Step 3: Design a Barcode Label Template
- Data You Can Add to the Label
- Editing Notes and Adding a Name or Date to the Barcode Label
- Step 4: Print Barcode Labels
- Frequently Asked Questions
Step 1: Select the Barcode Type
- Open Barcode Settings (under Inventory and Product Settings).
- Under Barcode Type, select:
- Code 128 (default): Supports numbers and letters and is suitable for most businesses.
- EAN 13: A 13-digit number and the standard used on retail products.
- Click Save.
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Note: Select the barcode type that is compatible with your barcode scanner and labels before you start. This type determines how the barcode image is generated on all labels. For products sold by weight, review the Barcode with Embedded Weight settings on the same page.
Step 2: Add a Barcode Number to the Product
- Open Add Product, or edit an existing product from Products.
- In the Barcode field, choose one of the following methods:
- Existing Product Barcode: Scan the barcode using a barcode scanner into the field, or enter it manually.
- Generate Barcode Automatically: Click the generate icon next to the field. The system generates a unique 13-digit number. If the field already contains a number, you will be asked to confirm replacing it with the message The value will be replaced.
- Save the product.
| Rule | Message When the Rule Is Violated |
|---|---|
| The barcode must contain at least 5 digits. | The barcode must contain at least 5 digits |
| The barcode cannot be used for more than one product. | This barcode is already in use |
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Note: The Barcode field does not appear for services or work items; it is available for products only.
Barcode for Each Unit of Measure
If a product is sold in more than one unit (such as an individual item and a carton) and multiple units of measure are enabled, you can assign a different barcode to each unit:
- Click Multiple next to the Barcode field.
- In the Product Codes (Barcode) section, add the following for each unit: Unit Factor, Barcode, Quantity, and Selling Price Per Unit.
- Save the product.
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Note: Unit barcodes must be entered manually; automatic generation is not available. You must specify the unit factor for each barcode. This option is not available for products tracked by serial numbers.
Step 3: Design a Barcode Label Template
- From the main menu, click Templates, then Printable Templates, and select the Product Label card.
- Click Add Template, or click Copy on an existing template to modify it instead of starting from scratch.
- Enter the template name in the Template field.
- Set the label dimensions: From the paper size list, select Other, enter the width (W) and height (H) in centimeters according to your label paper size, then click Set.
- To adjust the margins, click More settings, then Margins.
- From the Select placeholder list, add the required data. The most important fields are Barcode Image, Product Barcode Number, Product Name, and Product Unit Price.
- Format the data using the toolbar (font, size, bold, and alignment). You can resize the barcode image by dragging its edges.
- Click Preview to review the layout, then click Save.
- To make this the default template, click Set as Default next to it in the template list.
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Note: Set the formatting (font and size) before adding the data so that the formatting is applied to it. Images in the template, such as a logo, must not exceed 1 MB and must be in JPG, PNG, or GIF format.
Data You Can Add to the Label
| Variable | What Appears on the Label |
|---|---|
Barcode Image{%product_barcode_image%} |
Barcode lines (without numbers). |
Product Barcode Number{%product_barcode_number%} |
The printed barcode number, or the unit barcode when a unit is selected. |
Product Name{%product_name%} |
Product name. |
Product Code{%product_code%} |
Product code (SKU). |
Product Unit Price{%product_unit_price%} |
Selling price. |
Product Buy Price with Tax{%product_unit_price_with_tax%} |
Price including tax. |
Price After Discount{%product_price_after_discount%} |
Price after the discount specified for the product. |
| Product Category / Product Description / Product Image | Additional information from the product record. |
Current Local Date{%current_date%} |
Date the label is printed. |
| Current Local Time | Time the label is printed. |
Business Name{%site_business_name%} |
Your business name. |
| Product Tracking Details | Batch number, serial number, or expiration date for tracked products. |
| Product Custom Fields | Any custom field defined for products. |
Editing Notes and Adding a Name or Date to the Barcode Label
The barcode image itself contains only the lines. All text displayed around it (the number, name, price, and notes) comes from the label template. To edit this information:
- Open Product Labels, then click Edit next to the template in use.
- To edit fixed text or a note, enter or modify it directly in the editor (for example, “Valid for 6 months” or “Made in …”).
- To add the product name, select Product Name from Select placeholder.
- To add a date, select Current Local Date (the printing date), or add tracking data to display the expiration date for products tracked by expiration date.
- To add your business name, select Business Name.
- To display the barcode number below the image, add Product Barcode Number beneath Barcode Image.
- Click Save.
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Tip: To add information specific to each product, such as the country of origin, add it as a custom field for products, then add its variable to the template.
Step 4: Print Barcode Labels
| Where | Steps |
|---|---|
| From the Product Page | Open the product, click Voucher, and select the label template. If the product has a barcode for each unit, a page with a separate tab for each barcode appears. |
| From the Products List | Select the products, then choose Print PDF and the template from Actions. One label is printed for each product. |
| From a Purchase Invoice or Inventory Requisition | Open the document and click PDF Barcode, then select the Template. The items and their quantities appear automatically (one label per unit). You can adjust the quantity, select the unit, and add other items, then click PDF. |
A PDF file is generated with one label per page, using the template dimensions. Print it using a label printer.
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Tip: When printing from a browser, select the same paper size specified in the template, set the margins to None, and set the page scale to 100% to prevent the barcode from being cut off.
Frequently Asked Questions
Why doesn’t the barcode number appear below the image?
The barcode image does not include the number. Add Product Barcode Number beneath it in the template.
Why is the label blank for a specific product?
The product does not have a barcode. Add a barcode number or generate one automatically.
How can I print multiple labels for the same product?
Print from a purchase invoice or inventory requisition using the PDF Barcode button, and specify the required quantity for each item.
Why can’t my barcode scanner read the label?
Make sure the Barcode Type is compatible with the scanner, increase the barcode image size in the template, and ensure the label is not cut off during printing.