Our Barcode Scanning Workflow (Barcode Flow) allows users to process orders and create shipments by scanning barcodes instead of manually selecting options on screen. Barcode scans can be used to select orders, validate products, choose stock sizes, assign cost centres, and select preferred couriers, helping speed up warehouse and dispatch processes.
How Barcode Scanning Works
When a barcode is scanned into a supported barcode input field, the system identifies the barcode type and automatically performs the associated action.
Depending on the barcode scanned, the workflow can:
- Select an order
- Validate a product quantities and product codes within an order
- Update quantities to send (particularly useful to validate you are correctly fulfilling all items in an order)
- Select a stock size
- Update stock size weight
- Assign a cost centre
- Select a preferred courier
- Calculate freight
- Create the shipment
The system will provide a visual and audio indication to confirm whether the scan was successful.
Common Workflow
Follow the steps below to set up and use Barcode Scanning Workflow in your warehouse or fulfilment process.
Step 1: Create Your Barcode Worksheets
Before using the Barcode Scanning Workflow, you'll need barcodes for the items you want to scan. You can either use your own barcode values (provided they follow the supported barcode conventions) or generate barcode worksheets from the Barcode Flow page:
https://ship.gosweetspot.com/barcodeflow
Each section displays supported barcode types and their associated barcode values. For example, the Cost Centres section will list your available cost centres and generate barcodes using the CC prefix.
To create a worksheet:
- Select the items you want to create barcodes for.
- Tick the corresponding checkboxes.
- Click Download Barcodes (PDF).
The downloaded PDF contains a collection of scannable barcodes that can be printed and used with the Barcode Scanning Workflow. We recommend placing commonly used barcode sheets near packing stations for quick and efficient scanning.
Step 2: Enable Barcode Flows & Configure Your Scanner
At the top of Barcode Flow set up page, click the button to enable the barcode flow scanning field (which will display on Create --> Outbound and Export)
Ensure your barcode scanner is connected and configured to enter scanned values into the Barcode Flow field. Most barcode scanners act as a keyboard, automatically entering the barcode value and submitting it when scanned.
Step 3: Scan an Order
Scan an Order Number barcode to locate and select an order. Note: orders are not required for barcode scanning, move on to other steps if you are not using an integrated eCommerce platform.
When a valid order barcode is scanned:
- The order is automatically selected.
- The barcode field flashes green.
- A confirmation sound is played.
If the barcode is not recognised, the field flashes red with an error sound.
Step 4: Scan Products to Validate Items to be Fulfilled
Once an order has been selected, scan product barcodes as items are picked/packed to ensure all items are fulfilled.
Each valid product scan increases that product's Units to Send by 1, up to the quantity required on the order. Once the maximum is reached, any further scan of that product is invalid.
This allows products to be verified as they are picked and packed.
Step 5: Select Stock Sizes
Scan a Stock Size barcode to automatically select the required packaging. The selected stock size is immediately applied to the shipment and confirmed with visual and audio feedback.
- Scanning the same stock size barcode twice creates two rows, not a quantity of two. Packages may need different weights which can be added with a weight barcode.
- A weight scan sets the weight on the package just scanned. KG_6 sets 6 kg.
- A weight barcode is only valid immediately after a package scan. Scanning a weight after something else (e.g. a product) is an invalid scan.
Step 6: Assign a Cost Centre
Scan a Cost Centre barcode to automatically populate the Cost Centre field.
The last valid scan is used, for example, if CC_12345 is scanned and then CC_67890, the shipment ends up on CC_67890. Note, this applies to all scan types, not only cost centres.
Step 7: Select a Preferred Courier or Calculate Freight For All Couriers
Scan a Courier barcode to set the preferred carrier for the shipment or scan the common calculate freight barcode.
Scanning a Carrier barcode ends the flow and validates.
- The Calculate Freight function is run and only the preferred carrier is shown (others are hidden but available if unhid).
- Note, if you are processing an integrated order, at this step the system will validate if you have picked all items required in the order. If not, a Short Shipped Confirmation will pop up for your to review. You can either proceed (using mouse or press enter) with creating the shipment if this was the intention or close the modal and fix the mistake.
Scanning the common calculate freight barcode ends the flow and validates.
- The Calculate Freight function is run and all available carriers are shown
- Note, if you are processing an integrated order, at this step the system will validate if you have picked all items required in the order. If not, a Short Shipped Confirmation will pop up for your to review. You can either proceed (using mouse or press enter) with creating the shipment if this was the intention or close the modal and fix the mistake.
Step 8: Print Label
To print the label, you can either scan the 'Go First' barcode for the system to print the first courier in the list or you use the mouse to choose from the carrier list.
Notes
- The RESET barcode can be used to reset the whole page back to default