GS1 barcode usage¶

GS1 barcodes provide a standardized format that barcode scanners can interpret. They encode information in a specific structure recognized globally, allowing scanners to understand and process supply chain data consistently.

SotaERP Barcode interprets and prints GS1 barcodes, automating product identification and tracking in warehouse operations such as receiving, picking, and shipping.

The following sections contain examples of how SotaERP uses GS1 barcodes provided by the business to identify common warehouse items and automate certain warehouse workflows.

Important

SotaERP does not create GS1 barcodes. Businesses must purchase a unique Global Trade Item Number (GTIN) from GS1. Then, they can combine their existing GS1 barcodes with product and supply chain information (also provided by GS1) to create barcodes in SotaERP.

Configure barcodes for product, quantity, and lots¶

To build a GS1 barcode that contains information about a product, its quantities, and the lot number, the following barcode patterns and Application Identifiers (A.I.) are used:

Configuration¶

First, enable product tracking using lots by navigating to Inventory app ‣ Configuration ‣ Settings, and checking the box for Lots & Serial Numbers under the Traceability heading.

Then, set up the product barcode by navigating to the intended product form in Inventory app ‣ Products ‣ Products and selecting the product. On the product form, click Edit. Then, in the General Information tab, fill in the Barcode field with the unique 14-digit Global Trade Item Number (GTIN), which is a universally recognized identifying number that is provided by GS1.

Important

On the product form, omit the A.I. 01 for GTIN product barcode pattern, as it is only used to encode multiple barcodes into a single barcode that contains detailed information about the package contents.

Example

To record the GS1 barcode for the product, Fuji Apple, enter the 14-digit GTIN 20611628936004 in the Barcode field on the product form.

Enter 14-digit GTIN into the Barcode field on product form.

Tip

To view a list of all products and their corresponding barcodes in the SotaERP database, navigate to Inventory app ‣ Configuration ‣ Settings. Under the Barcode heading, click on the Configure Product Barcodes button under the Barcode Scanner section. Enter the 14-digit GTIN into the Barcode column, then click Save.

View the Product Barcodes page from inventory settings.

After activating tracking by lots and serial numbers from the settings page, specify that this feature is to be applied on each product by navigating to the Inventory tab on the product form. Under Tracking, choose the By Lots radio button.

Enable product tracking by lots in the "Inventory" tab of the product form.

Scan barcode on receipt¶

To ensure accurate lot interpretation in SotaERP on product barcodes scanned during a receipt operation, navigate to the Barcode app to manage the receipt picking process.

From the Barcode Scanning dashboard, click the Operations button, then the Receipts button to view the list of vendor receipts to process. Receipts generated from POs are listed, but new receipt operations can also be created directly through the Barcode app using the Create button.

On the list of receipts, click on the warehouse operation (WH/IN) and scan product barcodes and lot numbers with a barcode scanner. The scanned product then appears on the list. Use the ✏️ (pencil) button to open a window and manually enter quantities for specific lot numbers.

Example

After placing a PO for fifty apples, navigate to the associated receipt in the Barcode app.

Scan the barcode containing the GTIN, quantity, and lot number. For testing with a barcode scanner, below is an example barcode for the fifty Fuji apples in Lot 2.

50 Fuji apples in Lot0002
2D Matrix
A.I. (product)	01
GS1 Barcode (product)	20611628936004
A.I. (quantity)	30
GS1 Barcode (quantity)	00000050
A.I. (lot)	10
GS1 Barcode (lot #)	LOT0002
Full GS1 barcode	0120611628936004 3000000050 10LOT0002

If the configuration is correct, 50/50 Units processed will be displayed and the Validate button turns green. Click the Validate button to complete the reception.

Scan the barcode for a product on the reception picking page in the *Barcode* app.

Configure barcode for product and non-unit quantity¶

To build a GS1 barcode that contains products measured in a non-unit quantity, like kilograms, for example, the following barcode patterns are used:

Scan barcode on receipt¶

To confirm that quantities are correctly interpreted in SotaERP, place an order in the Purchase app using the appropriate unit of measure (UoM) for the quantity of products to be purchased.

Verify product moves¶

For additional verification, the quantities of received products are also recorded on the Product Moves report, accessible by navigating to Inventory app ‣ Reporting ‣ Product Moves.

The items on the Product Moves report are grouped by product by default. To confirm the received quantities, click on a product line to open its collapsible drop-down menu, which displays a list of stock move lines for the product. The latest stock move matches the warehouse reception reference number (e.g. WH/IN/00013) and quantity processed in the barcode scan, demonstrating that the records processed in the Barcode app were properly stored in Inventory.

Reception stock move record for 52.1 kg of peaches.