Product Review: SmartScan Barcode Translator by Baus Systems

Many QuickBooks users want to use barcode scanning to scan items directly into the forms in QuickBooks, but this is a feature that is not directly provided by QuickBooks. Baus Systems' SmartScan Barcode Translator is a great solution for speeding up the data entry process on QuickBooks forms. The Barcode Translator allows you to scan barcodes directly into any screen in QuickBooks where you would normally select an item from a list. Barcode scanning replaces the process of manually selecting your items and ensures fast and accurate data entry directly into your QuickBooks forms. By scanning a barcode you are assured that you are selecting the correct product code, this will increase your ability to maintain accurate inventory counts. QuickBooks can be set up to use the barcoded labels that are already affixed to your products or you can print your own barcodes and use a custom barcode numbering system. The Barcode Translator can be configured to automatically move the cursor to another field after each scan.

How it works:
If the barcodes affixed to your products already match the item codes in your item list, there is no additional setup required. All you need to do is install the Barcode Translator software, test the barcode scanner, tell the Barcode Translator what you want the cursor to do after the barcode is read, and you are ready to go.

The Barcode Translator has a great feature that allows you to use Custom Fields in QuickBooks as "aliases" to the Item codes in the item list.

For example, if you sell a product with a QuickBooks item code of AB-123 and the product comes with a barcode label of 12345, you can use this alias function to translate the scanned label into the QuickBooks item code of AB-123. All you need to do is set up a custom field for Items in QuickBooks, and enter 12345 in the custom field on the AB-123 item. This essentially adds a new field for each item in your item list that "maps" the scanned items to your QuickBooks item codes. In this example, the Barcode Translator will recognize that whenever you scan the 12345 barcode, the Item code you want is AB-123. Also, although you need to get each item code populated with the barcode value for each item, you don't have to hand-enter the values into the custom field. You can use the barcode scanner to enter the information into the custom fields without manually keying in the values. To facilitate the setup process, Baus Systems has a free utility called the Custom Field Manager. Custom Field Manager can be used to make the process of updating your custom field with the barcode value easier. The Custom Field Manager may also be used on any other custom field that has been set up and can be used for both Customers and Items.

Along with the barcode translation, Barcode Translator also gives you the ability to set up "screen patterns." Screen patterns tell the scanner what to do after the barcode has been scanned (i.e. TAB to the next data field after each scan, or TAB twice, enter the number “1” and TAB again to go to the next line). Screen patterns can be set up for any of the QuickBooks screens you use (i.e. Invoices, Credit Memos, Sales Receipts, Sales Orders, Purchase Orders, etc…) and multiple screen patterns can be set up for each of these screens. When you set up a screen pattern, Barcode Translator will tell the scanner what should happen when a barcode is scanned. Any command key or combination of keys can be added before or after the scan. This speeds up data entry and increases accuracy.

Baus Systems also offers label printing software and other QuickBooks add-on applications that use barcoding with Pocket PC mobile computers. Tech support is available at no charge for 60 days when you purchase the system. Baus Systems: http://www.baus-systems.com/smartscan.html