QuickBooks Barcode Generation Tutorial
Add Self-Checking Barcodes to QuickBooks Printed Forms
This QuickBooks barcode tutorial
is designed to help users integrate barcode generation functionality into existing QuickBooks
reports for direct printing. These examples use
Code 39 Barcode
Fonts, which support numbers and upper-case letters to add a barcode to an
existing QuickBooks invoice form. If the need is to encode numbers only in the
the Codabar Font
should be used.
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 products available at
IDAutomation have built-in
decoders that can read several different barcode types. IDAutomation highly recommends the
USB Barcode Scanner for it's affordable price and high performance.
- This tutorial was created for QuickBooks 2003 and is also compatible with later versions.
- Download and install the Code 39 Barcode
Font for encoding of numbers and/or upper-case letters or the
Font for numbers only.
- After installation, restart the application so Quickbooks can reload with the new fonts.
- Choose Lists - Templates from the menu.
- Highlight the appropriate template and choose Templates - Duplicate.
- Highlight the new template and choose Edit - Edit Template.
- Change the name of the template. In this case Barcoded Invoice
- Choose the Layout Designer button located on the right side
of the screen.
- Rearrange the fields in the layout designer so that the Invoice # 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 # 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 IDAutomationHC39S
font and change the point size of the font to 12.
- Select OK at each screen until the new template is saved.
- Choose Customers - Create Invoices and change the template
to the new "Barcoded 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
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 - Simple 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.
QuickBooks Barcoding Problems and Solutions
Problems related to QuickBooks software must be
directed to Intuit technical support.
below is listed for convenience purposes only. However, if the barcode font is having problems (ex: if it does not
appear in the font list.) please follow IDAutomation's
barcode font troubleshooting procedures.
- Printed Barcodes Do
- If printed invoices do not resemble the new template,
confirm the correct template is chosen.
Newly-created invoices should always reflect the last selected invoice.
- For support with scanner-specific issues, contact the
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