Choosing Fields for Bar Code Scanner

[SVBS]

We are using Square Retail and the Square Stand. We also have the wireless bar code scanner. When we use the scanner, it automatically create an item for that number. We don't want to create new items for every scan. Instead, we want to add that info to the notes or a custom field in our orders. How can we do this? Is there a way to control where the "scanned in" information goes? Thank you for your help!

[Candlestore · Accepted solution]

@SVBS ;

As I see this is your first post to the Sellers Community Forum let me welcome you.

Now since you have Square for Retail you should be able to put the Barcode in the SKU or the GTIN Field.

The reason I say Should is because of the type of barcode, GTINs have regulations and need to be 8, 12, 13, or 14 digits, no letters.  A SKU is more flexible and can have letters and numbers if you create your own or leave Square for Retail create SKUs for you.  By letting Square create the item the first time, if it is not in your system yet.  Square will put the Barcode in the correct location SKU or GTIN for you.  Then after saving the New item everytime you scan it, the Price and Item will populate in the Checkout for you.

Not sure you can add the Scanned value to a Note field.  Square puts all scans on the POS into the Search box to search for Customers or Items.  You could add the SKU or GTIN manually behind the Item Name if you like.  Then evertime the Item is Printed it would have the number printed I believe.  The other option would be make a Variation and name the Variation the SKU or GTIN number which would print on the receipt.  If you do the Variation method leave the SKU and GTIN field blank in the Main item and only put it as the Variation SKU or GTIN.  

So you would want :

Item  Pencil

SKU  

Gtin

Then below Add Variation

Variation Name   87658873

Then you can add 87658873 as either or both the GTIN and SKU for the New variation.

Then when you scan 87658873 the Variation name of "87658873" will appear on the receipt.

[SVBS]

Hi Keith,

Thanks so much for taking the time to reply to my message! I appreciate it. 

I understand what you're saying, but it doesn't solve my problem. I really to NOT want to use each scanned number to create an item. We're trying to use the barcode scanner to scan the tracking number of a package we received, which we want to add to a $0.00 order for a customer. I fully realize Square Retail isn't a "package management" system, but given the functionalities we are trying to figure out how to make this work. 

So here's the scenario: Amazon drops off a package for my customer. I pull up my customer in Square Retail, and create a $0.00 "package received" order. Before I schedule that order for pick-up, I want to use my bar code scanner to scan the tracking number on the package and add that info to the Notes (or any other field in the record) for that order. Then I'll schedule it for pick up and "charge" the customer to print their ticket/receipt. (One ticket goes into the customer's mailbox to advise them to pick up the package and the receipt gets taped to the package itself.) 

So, that's why I was asking can we add the scanned info to the notes or a custom field in our orders? If so, how? Or is there a way to control where the "scanned in" information goes?

Thanks for your input!

[Candlestore]

@SVBS ;

The short answer to your question then is no.  Square only allows items to be scanned or customer numbers to be scanned and searched by barcode.  I tried Scanning in my Locations in Square for my 'Bin' Locations of items.  The only way I was able to do this was using a csv file for the item and scanning the barcode of my Location to the Details field of an item.

Now since I understand your Operation better and what you are trying to accomplish I have and Idea.

Create a Category something like "Customer Receivables From Amazon".

Create a Discount for "Customer Receivables From Amazon", make it a 100% off

Then when you recieve items From Amazon, scan the box barcode, create an item, and put in Category "Customer Receivables From Amazon"   Create price anything over .00 other wise you will be asked for a price at time of package pickup, slowing things down.  It will still get the 100% discount but you will need to enter a price.

Then when a customer comes in, Scan their package you have.  Square will ring it up and Automatically apply the 100% discount to that Item.

Then you can print out a receipt to the customer Showing they Picked up said barcode, and have proof with a $o.oo Transaction in Square.

Now for me I sell candles hence the Id here;

So if a person came in and bought candles and picked up an amazon package, I could just scan all items and then they would have the receipt showing the items including the 100% discount for the Amazon package they picked up.

Meaning you could ring all other items up with the item they are picking up too.

This is the best way I can think of for your problem to be solved.

[SVBS]

You're awesome Keith! I have talked to at least 20 people at Square and NOT ONE of them would even attempt to help me figure this out. I'm going to try what you suggest and see how it works for us. I'll report back with what I find. Thank you!!

[Candlestore]

@SVBS ;

You're welcome, I did something similar with a Barcode to create a Coupon that was scannable at my point of sale with Square to give out a Free candle for stopping by.  If you have any problems setting this up let me know.  

The main things are create the Item into the Amazon Category and apply the 100% discount to Only that category of items and do not put other items in that category accidentaly. 

If you need here is information on Discounts : 3955-create-and-manage-discounts 

[SVBS]

Hi Keith, 

We started trying to setup what you suggested and got a little stuck. FYI on the attached screen shots. I don't understand how to connect the coupon to the category. We have an existing category called "Package Services". In that category, we have "Package Receiving Services" with 5 variations - one of which is a $0.00 item for Existing Customers. 

Can we use what we have? Or should we create the "Packages Received - Amazon" category like you suggest? We also created the coupon. 

But I'm not clear on how to tie these together. Are you able to offer a little more guidance?

Thank you!

[Candlestore]

@SVBS ;

I will try to help but seeing you have 5 services for shipping receiving fees the 100% discount would make these fee $0.00.

So use the category Packages Received Amazon, IF these are going to be Free to the Customer.

Now not on the Square APP but from a Computer and your Square Dashboard set up your discount of 100% off to just Track the package you recieved and gave to a customer.  

Here is how to setup Discounts in Square : 3955-create-and-manage-discounts 

Here are some screen shots from the Desktop, not sure if this can be done from an app.

After selecting New Discount you will get a screen like this.

Percentage Type leave      amount field change to 100 for 100% off the price of any item in the category you choose later.  

In the Above picture In the red Box that I added select the Slider to Blue for Automatic Discounts then you will get then you will get the Screen Below:

On the Above Screen the red area asks for Category to apply this discount to.

Then you get the below screen to choose the Category or Categories to apply discount to:

Just remember to Save all screens or select done etc..

Also Automatic Discounts which is what your setting up with this is NOT for Online Sales, see below.

If you need help with anything else let me know.

Also test this after creating, as I have made one or two coupons that did not always work as I expected.  These were more $ discounts and did not apply to one item but the entire sale of itemS.