The barcode scanned in the warehouse might not be the same as the one scanned at the checkout. The code on the box coming from the supplier is yet a third code.
This is a normal situation, not an error. The problem is when the system accepts only a single barcode and the rest of the team has to search manually.
In this article, we explained how to set up the multi-barcode structure, in which scenarios it is required, and the impact of scanning discipline on operations.
Table of Contents
Why are there multiple barcodes?
The most common reason is supplier diversity. If you purchase the same product from two different suppliers, each may have printed their own barcode.
The second reason is the packaging level. The barcode of a single product differs from the barcode of a box containing twelve units; both point to the same product.
The third reason is changes over time. When the manufacturer updates the packaging, the barcode may change; however, old stock continues to sit on the shelves.
The fourth reason is your own internal codes. Some businesses print their own labels while also retaining the supplier barcode.
Barcode types
Retail barcode. This is the code scanned at the checkout. It is produced according to international standards and uniquely identifies the product.
Box barcode. Identifies bulk packaging. When used during warehouse inbound and outbound operations, it eliminates the need for item-by-item scanning.
Weighted barcode. Carries quantity information within the barcode for weighed products. It is critical in supermarket operations; we covered it in the weighing and weighted barcode article.
Serial number label. Tracks each item individually. Used for products requiring warranty and service; check out the serial number tracking article.
Lot label. Carries batch information; mandatory in food and chemicals. The batch and lot tracking article explains this topic.
How to define multi-barcodes?
The structure is simple: one stock card, multiple barcode records. Whichever code is scanned, the system reaches the same card.
One code is marked as "primary" on the card, which is used for label printing and reports. Others are defined as alternative codes.
For variant products, each variant has its own barcode. Red medium and blue large are different stock items and carry different codes; see the variant product tracking article.
Supplier codes are matched with a similar logic; the supplier cards and multi-codes article covers this aspect.
Box barcode and multiplier
The true value of a box barcode lies in its multiplier. When the code is scanned, the quantity entered into the system should not be one, but the number of items inside the box.
If this definition is missing, the warehouse team either scans item by item or enters the quantity manually. Both generate time and error costs.
The multiplier definition should be considered together with the unit structure. If conversions between units, boxes, and pallets are defined, reports will also come out consistent; you can refer to the unit definitions article.
When the box contents change, the definition must be updated. A box scanned with an outdated multiplier produces a silent inventory discrepancy.
What changes in daily usage?
In goods receipt. If the code printed by the supplier is defined, incoming goods are recorded directly by scanning; no searching is required.
During stock counting. Regardless of which packaging format is found on the shelf, scanning works. Counting speed increases significantly; check out the warehouse count article.
At the checkout. Even if old and new packaging are on the shelf at the same time, sales are uninterrupted; the fast sales screen article explains the POS side.
In channel mapping. Marketplace product matching is mostly done via barcodes; accurate definitions automate mapping. You can check out the product matching article.
Common mistakes
Assigning the same barcode to two cards. This makes it ambiguous which product will be retrieved upon scanning. The system should not allow this.
Defining a box barcode as a single product. A box barcode defined without a multiplier records insufficient quantities with every scan.
Deleting old barcodes. Deleting a code while old packaging is still on the shelf halts sales. Deactivating the old code is safer.
Opening barcode definitions to everyone. The number of people allowed to add barcodes to a card should be limited; authorization provides this control. All barcode definitions are kept as sub-definitions under stock module cards.
Label printing and field usage
The practical counterpart of a barcode definition is the label. A card defined in the system but lacking a readable code on the physical product is useless in the warehouse. Therefore, the label printing setup is just as important as the definition itself.
The need for labels arises at three points: when the supplier's label is unreadable during goods receipt, when finished goods emerge after production, and when repackaging takes place inside the warehouse. In all three cases, labels must be printable then and there.
Label content must also be considered. Merely a barcode might not suffice; product name, variant information, and, if necessary, lot numbers should also be included on the label. A label that warehouse staff cannot read does not lower the error rate.
Labels carrying lot and expiration date information are especially critical in food and chemicals; we covered this structure in the batch and lot tracking article.
For teams scanning with mobile devices, the physical durability of the label must also be taken into account. A label that fades in a cold storage or humid environment will render the entire system inoperable.
Keeping barcode data clean
Barcode definitions get cluttered over time. Discontinued products, changing packaging, and incorrectly entered codes accumulate. This buildup begins to produce unexpected results during scanning.
A cleanup performed once a year prevents most issues. The checklist is simple: whether the same code exists on two cards, box barcodes without defined multipliers, and old codes no longer in use.
Deactivating old codes instead of deleting them is safer. Products with old packaging might still be on the shelf; when a code is deleted, that product cannot be scanned at the checkout, halting sales.
The best time for cleanup is during the inventory count period. Every product that cannot be scanned during the count points to a missing definition; we touched upon this opportunity in the warehouse count article.
Cleanup is even more critical for businesses performing channel mapping. Since marketplace matching operates via barcodes, an erroneous code can lead to selling the wrong product; you can check out the product matching article.
Frequently asked questions
How many barcodes can be defined on a single card?
In practice, there is no limit. The important thing is that each code is unique and its multiplier is correctly defined.
How do I manage a product that has no barcode?
You can generate your own internal code and print labels. This significantly increases counting and receipt speed.
Is a barcode scanner mandatory?
A mobile device camera can also be used. For high-volume operations, a dedicated scanner is more efficient.
Can label printing be done from the system?
The primary barcode on the card is used for label printing; printer integration is planned according to needs.
Multi-barcode management may seem like a small setup setting, but it directly dictates warehouse speed. Once configured correctly, it saves time with every scan.
By consulting the EQLEM team, you can plan your barcode structure and label layout.