Barcode scanning is one of the single most effective ways to improve warehouse accuracy and speed. Manual data entry is slow and error-prone; even experienced operators make mistakes when typing SKUs, lot numbers, or location codes under time pressure. A properly configured barcode system in SmartWMS eliminates these errors and can cut processing time per transaction by 50 percent or more.
Choosing the Right Hardware
The barcode scanner market offers dozens of options, and the right choice depends on your environment, budget, and workflow. Here are the main categories:
Handheld Laser Scanners
These are the workhorses of warehouse scanning. They connect via USB or Bluetooth and are designed for high-volume use. Look for models with a rugged housing rated IP54 or higher if your warehouse has dust, moisture, or temperature extremes. Popular models from Zebra, Honeywell, and Datalogic all work seamlessly with SmartWMS.
Laser scanners excel at reading traditional 1D barcodes (Code 128, Code 39, EAN-13, UPC-A) and are the most cost-effective option for operations that do not require 2D scanning.
2D Imager Scanners
If your products use QR codes, Data Matrix codes, or PDF417 barcodes, you need a 2D imager rather than a laser scanner. Imagers capture an image of the barcode and decode it using software, which means they can read barcodes from any angle, including on curved surfaces or damaged labels.
2D imagers are also capable of reading codes displayed on screens, which is useful for scanning shipping labels from tablets or phones during the packing process.
Mobile Computers
Devices like the Zebra TC series combine a barcode scanner with a touchscreen, Wi-Fi connectivity, and a purpose-built operating system. These are ideal for operators who need to view SmartWMS screens while scanning, such as during directed picking or receiving workflows.
Mobile computers are a higher investment but provide the best user experience for complex workflows that require real-time system interaction.
Smartphone Cameras
SmartWMS includes a built-in camera-based scanning feature in its mobile web interface. While not as fast as dedicated hardware, smartphone scanning is a viable option for small operations or as a backup when hardware is unavailable. Any modern smartphone with a rear camera can be used.
Supported Barcode Formats
SmartWMS supports all major barcode symbologies out of the box:
- Code 128 – The most common format for internal warehouse labels; supports alphanumeric data
- Code 39 – Widely used in manufacturing and defense industries
- EAN-13 / UPC-A – Standard retail product barcodes
- QR Code – 2D format that can encode URLs, serial numbers, or structured data
- Data Matrix – Compact 2D format used in electronics, pharmaceuticals, and small-item labeling
- GS1-128 – Extended Code 128 with application identifiers for lot numbers, expiration dates, and serial numbers
If your products arrive with GS1-128 barcodes, SmartWMS can automatically parse the application identifiers and populate lot numbers, expiration dates, and quantities during receiving, saving significant manual effort.
Configuring Scanners in SmartWMS
Most barcode scanners work in keyboard emulation mode, meaning they type the barcode value into whatever field is currently active, just like a keyboard. SmartWMS is designed to work with this mode by default. Here is how to set things up:
USB Scanners
Simply plug the scanner into your workstation. No driver installation is needed in most cases. Open SmartWMS, place your cursor in any scan-enabled field (marked with a barcode icon), and scan a barcode. The value should appear instantly.
Bluetooth Scanners
Pair the scanner with your device through your operating system's Bluetooth settings. Once paired, the scanner functions identically to a USB scanner. For mobile computers, the pairing is usually pre-configured.
Configuring Scan Prefixes and Suffixes
Many scanners can be configured to add a prefix or suffix character to each scan. SmartWMS uses the Enter key as a default suffix trigger, which means that scanning a barcode automatically submits the value. If your scanner does not add an Enter suffix by default, consult the manufacturer's programming guide to enable it.
Label Printing and Design
SmartWMS includes a built-in label designer that lets you create barcode labels for products, locations, shelves, and bins. Labels can include:
- Barcode (1D or 2D)
- Human-readable text (SKU, product name, location code)
- Company logo
- Date and batch information
The label designer supports standard label sizes and is compatible with Zebra ZPL printers, DYMO label printers, and any printer that accepts PDF output. You can create templates for different use cases: small product labels, shelf tags, pallet labels, and shipping labels.
Best Practices for Barcode Implementation
Based on our experience working with hundreds of warehouses, here are the practices that lead to the best results:
- Label everything – Every product, every bin, every shelf, and every dock door should have a scannable label. The more you scan, the more accurate your data becomes.
- Standardize placement – Place product labels in a consistent location (e.g., bottom-right corner) so operators do not waste time searching for them.
- Use durable materials – In environments with moisture, chemicals, or extreme temperatures, invest in synthetic label materials that resist fading and peeling.
- Replace damaged labels immediately – A single unscannable barcode can create a cascade of manual entries and errors.
- Train your team – Operators should understand not just how to scan, but why scanning matters for inventory accuracy and order correctness.
Barcode scanning is not just about speed. It is about creating a reliable data capture layer that underpins every other process in your warehouse. When every receive, every pick, and every shipment is verified by a scan, your error rate drops dramatically and your confidence in your data goes up.
SmartWMS makes barcode implementation straightforward, whether you are starting with a single USB scanner or deploying a fleet of mobile computers across multiple facilities.