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Point of Sale Barcode and UPCs Defined


Below is an overview of how QuickBooks use barcodes and how a scanner interprets the same. It consists of standard formats and the benefits of using item numbers. A barcode can be explained as series of a coded number of lines which help to identify the product details, which converts the information into a readable format(item information mentioned on the sales receipt) QuickBooks Desktop POS can print the bar codes and helps the bar code scanners to make entries of the items on the documents in records. There is nothing a special procedure used to use a barcode scanner in with QuickBooks POS.

QuickBooks Point of Sale Barcode and UPCs Defined

Some of the business comes from the vendor pre-mentioned UPC(Universal Product Code) bar codes mentioned in it. If you want to record those products in the inventory simply scan the UPC bar code to list the items on documents.

Scanning may affect if the scanner is made to read the particular size of the barcode, the size of the lines and spaces, or the edges of the lines. Very small barcodes can be generated but it can be only read with the small or compact barcodes.

Every item available has an item number related to the inventory. When a user print tags within the program using default tags templates then the item number creates the bar code. It will help you to print and scan barcodes tags for the inventory items, whether they have UPC or alternate lookups defined.

Advantages of the item number for bar codes:

  • User can print bar code tags for any item in inventory and list them on the documents using the barcode scanner, even you don’t have UPC given by the vendor
  • Item number bar codes are smaller then bar codes created from UPC or alternate lookup value, simply means it fits better on the compact size tags
  • Sometimes if the barcode is unscannable, it can be quicker to manually mention the item number instead of longer UPC or any alternate lookup

An alternate lookup is an optional, user-defined item identifier that can be used to locate the list items quickly on documents. The use of alternate lookup is very useful for retailers who do not tag their business or those who want to print vendor part numbers on the purchase order or other documents. These fields may contain text descriptions, catalog, alphanumeric entries, abbreviated names and anything which makes you to quickly find the unique item

Same alternate lookup for 2 different items can be mentioned or not

Alternate lookups must be unique for each item for which they are made. For different items, the same alternate may go to inaccuracy in Sales and Inventory tracking.

The UPC field on an item record can be used to record UPC-E, UPC-A, EAN, or can be a similar identifier till 18 digits. Point of sales will change the UPC format of fewer than 13 digits to a 13 digit form using a standard conversion algorithm

Every UPC recoded must be unique and contain only numbers. UPCs can be mentioned on the record of an item by any 3 methods mentioned below :

Type of Code #of digits If you enter Point of sale will
UPC  E 6 All 6 digits Expand  digits to 13 digits form
UPC A 12 The first 11 digits, all 12 digits Add the 12th digit and leading zero, add the leading zero
EAN 13 All 13 digits Add nothing
Other <13 All digits Expand the entry to a 13 digit form if required
Other >13 All digits No change


To get step by step guidance you can simply dial 1-800-816-6849 and get connected with the QuickBooks Helpdesk. The team is available 24*7 to assist you with all possible resolutions, alternatively, you can also visit The technical team is professional, polite, and always ready to help you with the deep and latest knowledge.

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