Prepare SKU, Barcode, Same as SKU, GTIN/EAN and Extra Barcodes

Code Fields and Purpose

Create a Barcode-Ready Product

1. Open Inventory -> Items -> New.
2. Enter the normal item details, price, tax, unit and opening stock first.
3. In SKU & Barcodes, enter a unique SKU.
4. If the scanned or printed code is the SKU, turn on Same as SKU.
5. If the product has a different printed barcode, enter that value in Barcode instead.
6. Enter GTIN/EAN only when the manufacturer code is known and valid.
7. Open the More tab and add alternate barcodes only when more than one code should sell the same product.
8. Save the item, then test it from New Sale by name, SKU and scanner.

When SKU and Barcode Should Match

Same as SKU is the cleanest setup for small shops that print their own labels. It removes one extra field from staff training, but it only works when the SKU is the exact value the scanner will send.

• Use Same as SKU for own labels, shelf labels or internal codes.
• Do not use Same as SKU when supplier packaging already has a different barcode.
• If staff scan supplier labels, put the supplier barcode in Barcode and keep SKU as the shop identity.
• For variants, give each sellable variant its own SKU and barcode instead of sharing the parent code.

When SKU and Barcode Should Differ

Many real products already have supplier or manufacturer barcodes. In that case, keep SKU as the shop's internal identity and put the physical scan value in Barcode.

• Use SKU for internal naming, imports, reports and support conversations.
• Use Barcode for the value printed on the product or label.
• Use Extra barcodes for old labels, supplier pack codes or alternate package codes that should still find this item.
• Do not reuse a barcode on a second item just because the names are similar.

Extra Barcodes and Packs

Extra barcodes are for real-world mess: old labels, supplier carton labels, multipack codes or a product whose package changed before old stock sold out.

• Put only codes that should sell this exact item in Extra barcodes.
• Do not put a carton code on the single item unless scanning that carton should sell one unit.
• Use purchase unit and units-per-pack to describe buying packs; do not fake stock quantity through barcode text.
• After adding extra barcodes, scan each one into New Sale before training cashiers.

Barcode Entry and Scanner Input

The Add Item Barcode field is scanner-ready. If a USB scanner types into the field, Posnic stores the scanned value as the item's Barcode. New Sale then uses item search and barcode lookup to add the matching product.

• Click the Barcode field before scanning while creating or editing an item.
• Scan once and compare the value against the printed package.
• If the scanner adds an Enter key, confirm it does not prematurely save the form during setup.
• After save, scan the same code into Home -> New Sale and verify the correct item appears.

Go-Live Checks