Introduction
A barcode is a machine-readable code in the form of a pattern of parallel lines of varying widths, which represent the data relating to the object to which the barcode is attached. A barcode in PVX typically represents an item or a location, but can be used to identify anything that you may want to scan as part of the management of your warehouse.
PVX uses barcodes to identify and store information relating to items and item locations. They enable quick and accurate stock movement around the warehouse. Therefore, all items and locations must be barcode-labelled to be used with PVX.
Organising your barcode labelling
All the different item codes or SKUs in your warehouse must have a unique barcode. You may have all or some of this information recorded in your product database. Follow the guidance below for the scenario most relevant to your situation.
1. Items are barcode-labelled and recorded in your product database.
This is the ideal scenario. Your product database is ready for importing into PVX.
2. Items are barcode-labelled but with no record of the barcodes within your product database.
You need to capture the barcodes and add them to your product database. You can ask your suppliers to send the SKUs/item codes that they sell you with the barcodes assigned.
The recommended method for capturing these barcodes in the WMS is to export your product database to an Excel spreadsheet and use a laptop with a plug-in barcode scanner to capture the barcode data against each item code. Then import the database back into PVX.
3. Items are not barcode-labelled but there are barcodes recorded against them in your database.
You need to label your items with their barcodes. Import your product database into PVX and use the WMS to print barcode labels for your items.
4. Items are not barcode-labelled and no barcode is recorded against them in your product database.
The best course of action depends on whether or not you manufacture the items or are acting as a reseller for someone else's product.
If you are considered to be the manufacturer of these items or you own the brand you are selling:
We recommend you sign up to GS1 (the Global Standard authority on barcodes) and assign EAN-13 barcodes to those items for which you are the manufacturer or brand owner (see Assigning EAN barcodes to items). If you do not own the brand or manufacture the items then this is not recommended as you will be giving a third party’s product your company barcode.
If you are reselling the items to retailers but you DO NOT own the brand or manufacture the items:
Request that the manufacturer or brand owner sends you the EAN-13 retail barcode values for the items that you sell. If they will not provide the barcodes then assign your own barcode values as a last resort (either random values or preferably using the item code/SKU). However, remember to discuss this with the retailer first, because serious problems can occur if a retailer uses your barcode and it is the same as another of their products from a separate supplier (this is avoided if EAN barcodes are used).
If you are importing the items and will not be selling them on to retailers:
Under these circumstances you are not required to meet any standards of barcoding other than your own because the barcodes are only used within your business. In this scenario the fastest way to barcode-label all of your items is to use the unique item reference or SKU number as your barcode. However, watch out for these common problems:
Your SKU/item code is not unique within your database - if you use the same SKU / item code for two items, PVX will show an error and you will have to change one of the barcodes.
Your SKU/item code is over 15 characters long - it may not fit on your barcode labels.
5. Items are barcode-labelled but share a single barcode between multiple products.
This could occur due to a mistake by the supplier. You must assign a unique barcode for each unique product. PVX relies on the barcode and if it is not unique then the WMS won't be able to accurately track inventory for those products, and you may ship the wrong items to fulfil orders.
Ask your suppliers to mark items with the correct barcode. This ensures that, when goods arrive at your warehouse, each unique items has its own unique barcode. Many suppliers will be willing to assist. Otherwise you need to apply a new barcode when the goods are received.
6. Items are barcode-labelled but a single item has multiple barcodes.
An item may receive multiple barcodes if it is purchased from different suppliers. PVX can easily cope with this in the Items tab of the Warehouse module in the web app.
Select the item which has multiple barcodes, and click View.
In the Edit item dialog, click Edit.
Click Suppliers. A list of the suppliers in your WMS is displayed.
Select each supplier of your item and enter the alternative barcode as a Manufacturer item no.
Click OK and then Save. The additional barcodes are recognised by PVX, providing as usual that they are unique in your WMS.
You can enter as many alternative suppliers and barcodes as needed for an item.
If you have many items that need to be handled in this way, it may be easier to import an Item type suppliers file using the Integration module of the web app. Populate the file with the ItemCode (which should be the same for identical items), Supplier and DefaultSuppliersPartNumber information. See the articles on Integrations for more information.
Barcode Exceptions
Occasionally it may not be possible to label every item individually where they are very small or numerous, e.g., jewellery, individual playing cards, small components such as washers.
In this instance we recommend these approaches:
Placing the items into a bag and putting a barcode label on the bag which can be used for scanning when picking.
Using divider cards to separate different types of items in a location and barcoding the divider for scanning.
Manually adding the item in the app when picking without scanning. This should be avoided where possible because it is slower and removes the confirmation scan that the right item has been picked.
What type of barcode should I use?
There are many different types of barcodes based on different symbologies (the rules for coding messages into a pattern of bars and spaces) which are suitable for different applications. There are three types of barcode that you can use within PVX:
Code 128 is a very high-density barcode symbology. It provides full ANSI character support, meaning that it supports the numerals 0-9, the letters a-z and A-Z, and other characters and punctuation marks. If your item codes or SKUs are complex you will need to use Code 128 for your item barcodes.
Code 39 is a variable length, discrete barcode symbology. It supports 39 characters consisting of uppercase letters (A-Z) and numerals (0-9). Code 39 can be used if the barcode value is simple and does not contain any special characters. It is not advisable to use Code 39 for any complex barcodes.
EAN 13 barcodes are used worldwide for marking products often sold at retail outlets to consumers.
Follow the flowchart below to choose the best barcode for your needs.
PVX also offers the option of using composite barcodes. These contain the unique identifier as in normal barcodes with additional pieces of information. In PVX this extra information is currently restricted to units of measure, which can help you move items quickly and easily around the warehouse in standard pack sizes. The ability to handle composite barcodes is a chargeable option in PVX and is covered in a separate article.
Assigning EAN barcodes to items
Sign up to GS1, the Global Standard authority on barcodes (https://www.gs1uk.org).
GS1 will assign you GTIN-13 barcode values and send them to you in CSV/Excel format.
Export those item code records that do not have a barcode value from PVX in CSV format and open the file in Excel.
Copy the column containing the GTIN-13 barcode values from the GS1 file.
Paste the column next to your item codes to assign a unique GTIN-13 (EAN13) barcode to each unique item code.
Import the item code list back into PVX.
Troubleshooting EAN Barcode Issues
If you use EAN barcodes and your products are labelled by a third party, you might find some of the barcodes begin with two zeros. This can cause problems when scanning the barcodes.
American goods are often barcoded with 12-character UPC barcodes. However, when those goods are exported to Europe they will often be labelled with an EAN13 barcode as it is frequently used in Europe. Often, this is done by adding an extra zero to the code. Sometimes the scanner can still detect the 12 character UPC barcodes that are now represented within the 13 character EAN barcode; this can cause confusion.
In order to resolve this, the barcodes held within PVX need to match the exact barcodes on the items. In instances where the barcode is not recognised, scan the barcode of each item and edit the barcode within PVX to match the code displayed on the item exactly. (Go to the Warehouse module of the web app, select the item in the Items tab, click View, click Edit in the dialog to adjust the barcode and then click Save).
To print labels for these items, the print template that is used to print item barcodes needs to be selected to use a barcode which is CODE128 or EAN39 (preferably CODE128). Either select the appropriate template from those already available in PVX or use your template designer software to add a barcode of the correct type.
Some situations require hyphens to be added to barcodes to make them readable in PVX. If this is needed in your system, you need to modify the print templates for your barcode labels to include these characters. Refer to Modifying print templates in a separate article for more information.
Changing Item Barcodes
When your product list is first set up in PVX, each item must have a unique barcode. If at some point an item's barcode changes, perhaps because the item is being supplied from a different source, then the mobile app allows you to easily reassign the barcode for that item in your system.
In the PVX mobile app, tap
and select Search Inventory.
Search for the name of the item or enter the current barcode.
Tap
next to the item.
In the item details screen, tap CHANGE BARCODE.
Scan or enter the new barcode and tap CHANGE BARCODE. The barcode for that item is changed in PVX.