Intuit QuickBooks Barcode Tutorial
How to add Barcodes to QuickBooks Printed Forms

IDAutomation created this QuickBooks barcode tutorial to help users integrate barcode automation into existing QuickBooks reports that are printed directly from QuickBooks. This tutorial uses the Code 39 Barcode Font (which supports numbers and letters) to add a barcode to an existing QuickBooks invoice form. If only numbers need to be barcoded, the Codabar Font should be used in place of the Code 39 barcode font.

1. The tutorial was created in QuickBooks 2003 and should also be compatible with later versions.
2. Download and install IDAutomation's Code 39 Barcode Font (for numbers and/or letters) or IDAutomation's Codabar Barcode Font (for numbers only.) IDAutomation also offers a Free Code 39 Barcode Font for small companies and non-profits that qualify.
3. After the barcode fonts are installed, restart QuickBooks so the application is aware the new fonts exist.
4. Choose Lists - Templates from the menu.
   
5. Highlight the template in which to add barcodes and choose Templates - Duplicate.
   
6. Highlight the new template and choose Edit - Edit Template.
7. Change the name of the template. In this case "Barcoded Invoice" is used.
   
8. Choose the layout designer button located on the right side of the screen.
9. Rearrange the fields in the layout designer so that the Invoice # field (or other field to be barcoded) has more height and width than normal to contain the barcode font. NOTE: The field that contains the data is labeled "Sample" - this is the field to focus on because it will contain the barcodes. 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.
   
10. 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 points.
    
11. Choose OK at each screen until the new template is saved.
12. Choose Customers - Create Invoices and change the template to the new "Barcoded Invoice" just created.
    
13. In the field that contains the invoice number, add an asterisk (*) to the beginning and ending of the existing number. After this is done, any new invoices created will contain the asterisks at the beginning and ending. This is required as a start and stop character for the Code 39 or Codabar barcode fonts to create an accurate barcode.
14. The newly created form may not look the same on the screen; this is because the new QuickBooks form is intended for printing. When the invoice is printed, the invoices should print in the newly created form.

1. If a barcode scanner is needed, IDAutomation recommends using USB or keyboard wedge bar code scanners with built in decoders because of the ease of use. The barcode scanners IDAutomation offers all have built-in decoders that can read several different barcode types. These scanners connect to the computer as a keyboard emulator so information scanned appears as if it had been typed. If in doubt as to which scanner is needed, IDAutomation highly recommends the IDAutomation Plug 'n Play USB Barcode Scanner.
2. Before using the scanner, it must programmed to include (or append) the 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 button.
3. In QuickBooks, choose Edit - Simple Find.
4. Place the cursor in the Invoice # field and scan the barcode. The data from the barcode is sent into the field and the return function chooses the Find button accordingly.
   

Common Problems and Solutions:

NOTE: Any problems related to QuickBooks Software must be directed to Intuit technical support. IDAutomation has listed the information below for the purpose of convenience only. However, if there is verification that the barcode font is having problems (For example, if it does not show up in the font list.) please follow IDAutomation's barcode font troubleshooting procedures.

• If the barcode does not scan with a scanner after it is printed it may be because (1) the font is getting too wide in the field and is getting truncated, (2) the point size is too small for the scanner to read it, or (3) the start and stop character have not been properly added as described in step 13 above. If the steps above do not solve the problem, see IDAutomation's unable to scan data printed with a barcode font troubleshooting procedure.
• If the printed invoices do not reflect the newly created template, check to make sure the correct template is chosen for all the invoices. New invoices created should always reflect the last selected invoice.
• Any problems related to QuickBooks Software must be directed to Intuit technical support.
• Any problems related to the barcode scanners should be directed to the appropriate bar code scanner vendor for support.

References:

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