Adding barcodes to items in Exact Online
You add a barcode on the item card in Exact Online: open the item, enter the code in the barcode (EAN) field and save. From that moment the Barcode Scan App recognises the product as soon as you scan it. This article shows step by step how to link barcodes — with an existing EAN, with your own code, and with multiple codes per item.
Why add barcodes to your items?
Without a linked barcode the app cannot connect a scanned product to the correct item. By giving every item a barcode you lay the foundation for error-free scanning during goods receipt, order picking, transfers and stocktaking. You replace error-prone manual searching and typing with a simple scan that recognises the item instantly.
Where is the barcode field in Exact Online?
Every item in Exact Online has a field for the barcode. You find it by going to Inventory → Items in the menu, opening an item and viewing the item details. In the barcode or EAN field you store the code printed on the packaging. This is the code the app will read later.
Step by step: adding a barcode
- Open the item: go to Inventory, choose Items and open the item you want.
- Find the barcode field: open the item details and go to the Barcode (EAN) field.
- Enter the barcode: scan or type the EAN code from the packaging. Watch for typing errors — one wrong digit makes the code unusable.
- Use your own code if needed: if the product has no EAN, create a unique code of your own and print a label.
- Add extra barcodes: optionally link several codes (for example an outer-box EAN) to the same item.
- Save and test: save the item and scan the product with the app to confirm the correct item line appears.
No EAN? Using your own barcodes
Not every product has a manufacturer EAN code. Think of semi-finished goods, bulk items or your own production. In that case you create a barcode yourself. You can use the item number or your own number series. Store this code with the item and then print a barcode label to stick on the product or storage location. This makes unpackaged or own items scannable too. The guide to barcode standards explains which code types (EAN, Code 128, GS1) are suitable.
Multiple barcodes for one item
In practice a product often has several codes: a consumer unit with an EAN-13, an outer box with a different EAN and sometimes a different supplier code. The Barcode Scan App supports multiple barcodes per item. You link all relevant codes to the same item, so an employee can scan any variant and always hit the same item in Exact Online. Working with packaging units? Then you can also assign a quantity per package to each barcode.
Checking barcodes and printing labels
After adding barcodes it is wise to scan a sample. That way you catch typing errors or duplicate codes before they cause confusion in the warehouse. Missing a label on the packaging? Print it straight from your administration with a Dymo or NiceLabel printer. That way every product carries a readable, standardised barcode.
From barcode to scanning
Once your items carry barcodes, you can start scanning right away. See the guide on how to scan barcodes in Exact Online and record your first stock movement. Every scan is booked into Exact Online in real time, so your stock always stays accurate.