The implementation of barcodes has revolutionized how businesses manage inventory, offering a quick and accurate way to track products, prices, and stock levels. This blog will explore the fundamentals of barcode scanning and how to properly utilize barcode printing to optimize your inventory processes within the ServiceWorks software
Barcode Printing Setup
Printing Barcodes
Printing Location Barcodes
Scanning Items In ServiceWorks
Understanding Barcodes
Barcodes are like secret codes made of stripes or patterns that store information. When a scanner shines a light on these patterns, the black and white bars reflect the light differently, and the scanner reads these reflections. It then translates that pattern of light into numbers and letters that a computer understands, quickly identifying the item within the system.
Typically speaking, there are two types of barcodes you may encounter in your daily operations:
1D (Linear) Barcodes: The most common type, like the UPC, consists of parallel lines and spaces. They typically hold text information.
2D Barcodes: More complex, storing information both horizontally and vertically, allowing for larger storage capacity, including price, quantity, web address, or images.
In ServiceWorks you’ll have access to create, scan, and print your own barcodes for Items, Inventory Locations, and Purchase Order Numbers. Here’s a few more reasons why barcodes can be useful, especially when doing so for inventory management:
Increased Accuracy: Barcode scanning significantly reduces the risk of human error compared to manual data entry.
Enhanced Efficiency: Scanning barcodes allows for rapid data capture, speeding up processes like inventory tracking and point-of-sale transactions.
Improved Inventory Control: Real-time data from barcode scans enables your business to maintain accurate inventory levels and track product movement.
Reduced Training Time: Barcode scanners are easy to use, minimizing the training required for employees.
Barcode Printing Setup
Now that you’re up to speed on the various ways you can incorporate the scanning feature within ServiceWorks, lets go more into detail on how you can print barcode labels. Before you can begin to print, however, you’ll need to ensure you have a few things setup:
- Barcode Permissions : You’ll need to turn these on to view and edit your printer’s settings within ServiceWorks.
- A compatible printer: Once your permissions are turned on, you’ll need to have a compatible printer to generate an XML code from (this will determine how your barcodes will appear when printing). Currently, the ServiceWorks software only supports the DYMO brand of label printers.
- Barcode Configuration: And once your XML code is created, you’ll need to copy and paste it into the barcode configuration setup within ServiceWorks.
Lets go over how to complete each of these steps to begin printing barcodes:
Enabling Barcode Printing Permissions
To enable your barcode printing permissions, start by logging into your ServiceWorks account and then clicking on the cogwheel in the toolbar to open the Configuration tab. Once opened, navigate to Admin, then click on the Permission section.
Within the permission menu, set the first drop-down field to the desired user role, and the second to Setting. In this example, our user role will be Admin.
Expand the setting module, click on Configuration and the permissions to enable barcode scanning should be at the bottom of this list labelled as Barcode. Turn all these modules on, and you’ll be ready to setup your printer and generate an XML code.
Printer Setup with DYMO Connect
In order to configure and create your labels, you’ll need to do so from within the DYMO Connect software. This will be the only way to edit your custom labels. Here’s how to use this software:
Step 1: Visit the DYMO Resource Guide here: Explore Resources & Guides and download the DYMO Connect software for your computers operating system. Once downloaded, open and install the DYMO Connect software onto your computer.
Step 2: Once installed, open the program. From the main menu, you’ll be presented with an empty barcode label.
To begin adding new fields to your barcode label, click the Add button. You can also use the panels on the left side of the menu. This can be used to add things such as text, barcodes, QR codes, or any other relevant information to your barcode labels.
IMPORTANT: Be sure to at least place a barcode within the barcode template, or else there won’t be anything to scan!
When entering any text, in order to get the information from ServiceWorks to populate when the barcode is printed, you’ll need to enter the text in the Dynamic Text format.
Here’s a quick list of the dynamic tags typically used when creating barcode templates
{ItemNumber} – Displays the items number
{ItemDescription} – Displays the item’s description
{ItemCost} – Displays an item’s cost
{ItemPrice} – Displays and item’s price
{Brnd} – Display’s and item’s associated brand
{WarehouseName} – Displays the name of the warehouse
{LocationName} – Displays the warehouse location name
{DistributorName} – Displays the distributor name
{InvoiceNumber} – Displays the invoice name
{GrnDate} – Displays the date when the PO (or GRN) was placed
All of the available dynamic tags within the system should work here as well, so feel free to customize your barcode templates as you see fit.
Step 3: Once you’ve completed with entering your text fields within the barcode, click the Save button
And once the barcode template has been saved, locate it and open it up within a text editor such as Notepad to view the XML code for your barcode template. Keep this open as we will be copying and pasting this information into ServiceWorks in the next step
Configuring Your Barcode Printer
Now that you’ve enabled access to the barcode printing feature and created an XML code using the third-party software, you’ll now have all the pieces in place to customize the print settings based on the size of your printer.
Start by returning to ServiceWorks and opening the Configuration tab by clicking the cogwheel on the toolbar, then navigating to Purchase Order -> Barcode Setting
Now, in the barcode setting menu, you can see a list of all the previously created barcode configurations. Each one can be viewed, deleted, or edited using the icons at the end of the row. You can also set a specific barcode setting as the default with the Default Print Setting button.
To create a new barcode, click the Add New button
Within the add new menu, you’ll have a couple of options for your new barcode setting:
- Name: Enter a name for the new barcode
- Barcode Print Size: Define the size of your barcode from the dropdown list provided
- Barcode Type: Define the type of your barcode from the dropdown list provided
- Barcode Description: Enter a description for your custom barcode
- Format: Edit the format of your barcode here. If you’ve created a barcode template using the DYMO Connect software, copy and paste the XML code within this section.
Once all of these fields have been entered, click Save to store your changes. Your newly created barcode should now appear within the saved list of barcode settings.
Note: These steps are for creating standard item barcodes. To create barcodes for your inventory locations, please copy and paste the code below into the Format section of the Barcode Settings menu:
Copy DYMO Label XML
<?xml version="1.0" encoding="utf-8"?>
<DesktopLabel Version="1">
<DYMOLabel Version="3">
<Description>DYMO Label</Description>
<Orientation>Landscape</Orientation>
<LabelName>Addresss0722370</LabelName>
<InitialLength>0</InitialLength>
<BorderStyle>SolidLine</BorderStyle>
<DYMORect>
<DYMOPoint>
<X>0.23</X>
<Y>0.06</Y>
</DYMOPoint>
<Size>
<Width>3.21</Width>
<Height>0.9966666</Height>
</Size>
</DYMORect>
<BorderColor>
<SolidColorBrush>
<Color A="1" R="0" G="0" B="0"></Color>
</SolidColorBrush>
</BorderColor>
<BorderThickness>1</BorderThickness>
<Show_Border>False</Show_Border>
<DynamicLayoutManager>
<RotationBehavior>ClearObjects</RotationBehavior>
<LabelObjects>
<BarcodeObject>
<Name>BarcodeObject0</Name>
<Brushes>
<BackgroundBrush>
<SolidColorBrush>
<Color A="1" R="1" G="1" B="1"></Color>
</SolidColorBrush>
</BackgroundBrush>
<BorderBrush>
<SolidColorBrush>
<Color A="1" R="0" G="0" B="0"></Color>
</SolidColorBrush>
</BorderBrush>
<StrokeBrush>
<SolidColorBrush>
<Color A="1" R="0" G="0" B="0"></Color>
</SolidColorBrush>
</StrokeBrush>
<FillBrush>
<SolidColorBrush>
<Color A="1" R="0" G="0" B="0"></Color>
</SolidColorBrush>
</FillBrush>
</Brushes>
<Rotation>Rotation0</Rotation>
<OutlineThickness>1</OutlineThickness>
<IsOutlined>False</IsOutlined>
<BorderStyle>SolidLine</BorderStyle>
<Margin>
<DYMOThickness Left="0" Top="0" Right="0" Bottom="0" />
</Margin>
<BarcodeFormat>Code128Auto</BarcodeFormat>
<Data>
<MultiDataString>
<DataString></DataString>
<DataString>{LocationBarcode}</DataString>
</MultiDataString>
</Data>
<HorizontalAlignment>Center</HorizontalAlignment>
<VerticalAlignment>Middle</VerticalAlignment>
<Size>SmallMedium</Size>
<TextPosition>None</TextPosition>
<FontInfo>
<FontName>Arial</FontName>
<FontSize>12</FontSize>
<IsBold>False</IsBold>
<IsItalic>False</IsItalic>
<IsUnderline>False</IsUnderline>
<FontBrush>
<SolidColorBrush>
<Color A="1" R="0" G="0" B="0"></Color>
</SolidColorBrush>
</FontBrush>
</FontInfo>
<ObjectLayout>
<DYMOPoint>
<X>0.2400001</X>
<Y>0.1251042</Y>
</DYMOPoint>
<Size>
<Width>3.18</Width>
<Height>0.3803722</Height>
</Size>
</ObjectLayout>
</BarcodeObject>
<TextObject>
<Name>TextObject07</Name>
<Brushes>
<BackgroundBrush>
<SolidColorBrush>
<Color A="0" R="0" G="0" B="0"></Color>
</SolidColorBrush>
</BackgroundBrush>
<BorderBrush>
<SolidColorBrush>
<Color A="1" R="0" G="0" B="0"></Color>
</SolidColorBrush>
</BorderBrush>
<StrokeBrush>
<SolidColorBrush>
<Color A="1" R="0" G="0" B="0"></Color>
</SolidColorBrush>
</StrokeBrush>
<FillBrush>
<SolidColorBrush>
<Color A="0" R="0" G="0" B="0"></Color>
</SolidColorBrush>
</FillBrush>
</Brushes>
<Rotation>Rotation0</Rotation>
<OutlineThickness>1</OutlineThickness>
<IsOutlined>False</IsOutlined>
<BorderStyle>SolidLine</BorderStyle>
<Margin>
<DYMOThickness Left="0" Top="0" Right="0" Bottom="0" />
</Margin>
<HorizontalAlignment>Center</HorizontalAlignment>
<VerticalAlignment>Middle</VerticalAlignment>
<FitMode>AlwaysFit</FitMode>
<IsVertical>False</IsVertical>
<FormattedText>
<FitMode>AlwaysFit</Fit
Printing Barcodes
Once all of your printer setup has been configured, you're ready to begin printing labels! Here's instructions on how to print labels for items, inventory locations, and purchase orders:
Printing Item Barcodes
Start by logging into your ServiceWorks account, then hovering over the Inventory tab in the toolbar and selecting Item.
Once in the item menu, use the fields to search for your item and hover over the 3-dot menu next to an item in the inventory view. Then, click Print Barcode from the dropdown list
Next, you'll be given the option to choose your barcode settings and select a printer to send the print job too. You can also increase or decrease the quantity of barcodes being printed using the indicator to the left of the print button. When satisfied with your changes, click Print to continue.
Printing Location Barcodes
Start by logging into your ServiceWorks account, then hovering over the Inventory tab in the toolbar and selecting Item.
Once in the inventory item view, click the Action button to view a dropdown and then select Print Location Barcode
From this menu, you can print an inventory location (and bin) as a barcode. Printing location barcodes can be useful when transferring or adding stock, preventing you from needing to type in each inventory location. Select your desired barcode settings and designate a printer in the Select Printer section, then either use the Preview button to view your barcode or Print to print the barcode.
Printing Barcodes from Purchase Orders
Start by logging into ServiceWorks and hovering over the Inventory tab and select Receive PO from the dropdown menu.
In the Receive PO menu, either search or scroll down to any of your received purchase orders and click the print icon at the end of any received order.
Clicking on the icon brings up a print screen, where you can define the barcode print size and the associated printer. Once these have been set, click Print to start the process.
Note: Purchase Orders must be fully received in order to print barcodes
Scanning Items in ServiceWorks
Selecting A Scanner
For Desktop: ServiceWorks is compatible with most USB scanners currently available on the market. Plug the scanner into your computer, install any drivers (if needed), and after initial startup beep, it should be ready for use.
For Mobile App: With the ServiceWorks Pro app, you'll be able to use your mobile device's camera as a scanner, so no extra equipment is necessary. You'll be asked to give the app permission to use the camera upon the first use of the scanning feature.
Barcode Setup
Before you can begin to successfully scan items in ServiceWorks, the desktop version or the mobile app, you'll need to verify that there is an item number or barcode associated with the corresponding inventory item. This can be done by importing inventory information, during the creation of a new item, or even manually added to an already existing item. Otherwise, the item will not display any associated information when scanned unless it already exists within the system.
To manually add barcodes into the system, for either creating a new item or adding to an existing one, take the following steps:
Step 1: Locate or Create the Item
Log into ServiceWorks and hover over Inventory in the toolbar, then click on Item in the dropdown box that appears
Next, in the item edit menu, use the search fields to locate an existing item in your inventory then hover over the three dots and select Edit. Alternatively, you can click on the New button in the upper right corner to create a new item.
Step 2: Setting The Item Barcode (Item Number)
Once in the item edit menu, place your cursor into the Item Number or Barcode field and use your connected scanner to scan the barcode or manually enter the barcode. Now that its been added, click Save to return to the previous screen.
Scanning via Desktop
Now that the barcode or item number has been registered to the item, you can scan the barcode to use in the following ways :
- Adding an item to a job / estimation ticket: By placing the cursor within the Item No. field, you can scan barcodes to add inventory items directly to a job
- Adding an item to a POS transaction: You can also use the same method of scanning to add items onto POS transactions. Simply activate the cursor within the Item No. section and scan the item to populate the information
- Adjusting markup prices: Scanning can be extremely useful when applying markups to items. Click your cursor within the Item field and scan to bring up your item in the markup area
- Creating Inventory Transfers: You can use your scanner to quickly process any inventory movement between locations within your system through the Inventory Transfer
- Creating Inventory Adjustments: And you can also utilize the scanning feature to complete inventory adjustments within the system.
- Adding Stock: This option, available in the Action button on the inventory menu, allows you to scan the barcode of items to add them to your current inventory quantity.
Once in the inventory item view, click the Action button to view a dropdown with a few printing options, as well as a relocated option to reset all of your current stock:
Use your scanner, scan the items barcode, and it should appear within the Item section. You can also enter the amount of item being added or serial numbers with the Qty/Serial section.
Scanning via Mobile App
From within the mobile app, go to the jobs tab and either click on an existing ticket or create a new one. In this example, we'll be scanning to add an item to a new job.
In the following menu, scroll down and click on the Product/Equipment tab.
Next, use the + button in the Items/Parts section to begin to add the item to the ticket.
In the upper right corner of the item menu, next to the brand field, you should see a small QR code. Clicking on this will activate the camera scanning function on your mobile device. (Note: you may be asked to grant the app access to use your camera if you haven't already).
Now you can scan the item's barcode with your phone. You'll have the option to enter it as either the item number, model number, or serial number.
And this should cover how to create, configure, scan, and print barcodes within the ServiceWorks software. Should you run into any issues or have any other concerns, please do not hesitate to reach out to our support team.
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Email: support@service.works
Phone: 636-220-4363 Ext #1
