This tutorial was created for QuickBooks Pro 2014 and uses Code 39 Barcode
Fonts, which support numbers and upper-case letters to add a barcode to an
existing QuickBooks invoice form. Unfortunately, the online version of
QuickBooks does not allow the user to add or call additional fonts.
After installation, restart the application so QuickBooks can reload with the new fonts.
To begin, on the opening splash screen, choose Create Invoices.
Click Manage Templates from the Formatting Drop Down Menu.
Select an Invoice and click Copy to create a duplicate and save
Change the name of the template. In this case Barcode Invoice is
used and click OK at the bottom to open.
The Basic Customization screen will open on default. Click the
Additional Customization button at the bottom:
This will open up the next screen with the available fields available to add
to the different sections of the invoice. Verify that the item to be
barcoded has a check mark next to it, as in this example and tutorial where
the Invoice No. will be barcoded.
Click the Layout Designer button located on the bottom side
of the screen.
Rearrange the fields in the layout designer so that the Invoice No. or other
field has enough height and width
to display the barcode. Note: The field that
contains the data is labeled Sample and this is will contain the barcode. In this case, the
Date and Invoice fields have been placed to the left
and then the Invoice No field is stretched to the right and
downward, making it wider and taller.
In the QuickBooks layout designer, double-click on the Invoice
# field and choose the IDAutomationHC39M
font and change the point size of the font to 12.
Select OK at each screen until the new template is saved.
Choose Customers - New and change the template
to the new "Barcode Invoice" that was just created.
In the invoice number field, add an asterisk
(*) to the beginning and ending of the existing number. After this, any new invoices created will contain the asterisks at
the beginning and end. This is required as a start and stop character
for the Code 39 or Codabar barcode fonts to create an accurate barcode.
The newly created QuickBooks form may not look the same on the screen because
it is intended for printing.
When printed, the barcodes should print in the newly
Scanning in QuickBooks
Scanning barcodes in QuickBooks improves lookup time and reduces data entry
errors. Using a
USB barcode scanner with a built-in decoder
is best because of the ease of use. All of the scanning hardware available at
IDAutomation have built-in
decoders that can read several different barcode types. IDAutomation highly recommends their
Linear Barcode Scanner for it's affordable price and high performance.
Below is an example of how using barcodes improves
lookup time and reduces data entry errors in receiving an invoice with
the payment from a customer.
Program the scanner to either include or
append start and stop characters in the data returned from
the barcode for lookup, since this is now part of the invoice number.
The barcode scanner may be programmed to include a return function
after the barcode is scanned which will usually invoke the Find
or Search buttons.
In QuickBooks, select Edit - Find.
Position the cursor in the Invoice # field and scan the barcode.
The data from the barcode is sent into the field via keyboard emulation
technology and the return
function chooses the Find button accordingly.
Create Barcodes for Purchase Orders and Pick
Adding barcodes to warehouse pick tickets will insure employees add the
correct items to a customer's shipment, thereby increasing accuracy and
decreasing mistakes. By barcoding the item number, warehouse workers are able to
scan the barcode on the Pick List, locate the item and verify the barcode on the
item matches after scanning it as well.
This tutorial was created using QuickBooks Pro 2014 for creating barcodes on
an Item List and uses
Code 128 Barcode
Fonts, which is a high-density linear symbology that encodes text, numbers,
numerous functions and the entire 128
ASCII character set.
Code 128 Barcodes must have the data encoded prior to applying the font, using
Macros and VBA Functions or
Excel Barcode Add-In will automate this process easier. QuickBooks allows a
user to import an Excel Spreadsheet with the encoded values as well as the rest
of the product information, but will need to be set up prior to import.
First a barcode column must be added to the QuickBooks Item List, to be
able to import the barcode field. To do this, go to Lists - Templates
and locate the Custom Purchase Order template and double click to
open the Basic Customization screen.
Click on Additional Customization at the bottom of the screen
and then go to the Columns tab and enable MPN for Manufacturer Part Number, which is already
in the list. This will be the field that this tutorial will select to barcode.
This screen will also allow changes to the order of the columns.
Open the Layout Designer, double click on the MPN column,
where the 'sample text' is, first Center the text and the click the
Font button to change the font to the Code 128 Font, and adjust the
point size to at least 12pts.
Adjust the columns to see the full barcode.
Click OK until the changes have been saved and the screen closed out.
Next the Excel Spreadsheet will need to be formatted and set up to be
imported into the Item List.