How To Use QR Codes For Inventory Management

What Steps Should You Take To Start Using QR Codes For Inventory Management

A QR code inventory management system is easy to set up and use. You can start using QR codes for managing and tracking inventory with these five easy steps:

• Import or enter inventory into the system. A QR Inventory software provides multiple options that speed up initial inventory entry and count. You can import inventory list, enter inventory into the system manually, or scan in inventory using a mobile app.
• 1. Generate QR codes for inventory. A QR Inventory software has a built-in tool that allows you to easily generate QR codes, individually and in bulk.
• Set up inventory transactions. In the QR Inventory software, you have a complete control of your process. Create inventory transactions that you need, and define what extra data you want to collect for each transaction via a cloud software web dashboard.
• Track inventory with the QR code scanning mobile app. Each time you receive inventory in the warehouse, store it, re-locate, load on the service truck, use for the project or return back to the warehouse, scan a QR code with a mobile app to record a transaction.
• Review inventory reports. A mobile app send recorded data to a back end cloud software in real time. All authorized software users can access live info, as well as historic data on demand from anywhere.

Benefits Of Using QR Codes And A Mobile App For Inventory Management

There are many benefits in using QR codes for inventory management. You can use mobile devices, such as smartphones and tablets, for the real time supplies and materials tracking. Field workers can access stock level and asset info with one QR code scan. Mobile devices send real time updates to the back end cloud software. You have a central data access point for all software users, in the field and in the office.

With this said, it is important to understand that most benefits of the modern QR code inventory management systems are related to using a mobile app, not to QR codes by themselves. QR codes are not that much different from the traditional barcodes. Both encode an SKU or a serial number that can be accessed by a mobile app via scanning.

From this point on all work is done by the mobile app. A mobile app allows you to easily record inventory transactions on the smartphone. It can connect to a back end cloud software for the real time updates and info access. A mobile app link to the internet allows field employees to update inventory in the central database in real time, as well as access real time stock level at all sites. A mobile app allows you to take photos, capture GPS locations and signatures - which is much more than a traditional scanning hardware could ever do.

It is preferable to use QR codes vs barcodes for two reasons:

• QR codes are easier to scan by the mobile phones. Some 1D barcodes cannot be scanned by a smartphone camera, ad you lose all advantages provided by the mobile app.
• QR codes have high error tolerance. You can scan a QR code even if a part of it is damaged or torn off.

It is true that a QR code can fit much more data than a barcode. But if you want QR codes to be dynamic, and not change them each time the info changes, the only thing you really need to encode is an inventory SKU or asset serial number. All other data should be dynamically fetched from a back end cloud software. This will make your inventory management system centralized (all devices always access the same live data), and dynamic (as soon as data are changed, changes are available to all authorized devices).

All in all, QR codes in combo with the smartphones and a mobile app provide a very cost effective and easy to use inventory management solution. So do barcodes, as long as they can be scanned with the smartphones.

Pros & Cons Of Using QR Codes For Inventory Management

QR codes provide significant benefits for inventory management as compared to the manual process. Please keep in mind though that more advanced inventory management options exist. NFC tags allow for the faster inventory processing. BLE asset tracking system provides even better inventory management automation with bulk scanning. Finally, an IoT asset tracking system is fully automated and does not require any extra work from company employees. Bluetooth IoT gateways do all the job of detecting assets and inventory, processing data locally and sending updates to the back end cloud software.

A QR Inventory software allows you to select tags and trackers that are best for your needs and budget. You can use QR codes, barcodes, NFC or BLE tags to label inventory. You can use mobile devices or IoT gateways for keeping track of assets and inventory in real time. Regardless of the option you choose, all updates are sent to the cloud software in real time. You have an organized digital documentation, and live data access for all software users.

How To Use QR codes For Inventory Management In The QR Inventory Software

How to create QR codes for inventory
How to track inventory using a QR code scanning mobile app
How to look up inventory stock with a QR code scan
Further automation of the inventory management process
 

How To Create QR Codes For Inventory Management

You can create, lay out and print QR code labels by going to the Print QR Codes menu item on the QR Inventory software dashboard. From there you can select the desired QR codes printing option. You can:

• Create and print one QR code at a time. To do this, click generate QR code link next to the item.
• Create and download QR codes in bulk. To do this, click bulk download and layout link above inventory list.
• If you want to print QR codes using a label printer that prints on the rolls, select zip archive download option. Unzip archive in a directory on your computer. Print QR code labels offline on a label printer.
• If you want to use sheet labels and a regular office printer, select laid out labels download option. You will be able to enter your sheet labels dimensions, and download ready-to-print pdf file with laid out QR code labels.

Questions related to creating and printing QR codes for inventory management

Can a QR code store all the necessary info about inventory?

A QR code can store up to 4,296 alphanumeric characters, which is quite a lot. However, a QR Inventory software uses dynamic QR codes. It means that you always have an access to the latest info without a need to re-print a QR code label. To achieve this, only an item unique ID number is encoded in the QR code. The rest of the data is dynamically fetched from a cloud database each time a QR code is scanned.

Some of our items already have barcodes. Can we use these barcodes for inventory management?

You can use existing barcodes or QR codes with the QR Inventory software. A barcode should have a unique line item ID (often called SKU, line item number or part number) encoded in it. You should also make sure that the barcode type that you have is scannable with a smartphone camera. Many barcode types are scannable by the smartphones, but not all. You can also use a barcode scanner attached to a smartphone to scan these barcodes.

Can we create QR codes within the QR Inventory system?

Yes, you can create, lay out and print QR code labels using a QR Inventory software web dashboard. No additional tools are required. You can print QR code labels on your own, or we can provide pre-printed labels.

Do I need to purchase a special label printer for printing QR code labels?

You do not have to purchase a special printer. You can use any label printer and the roll labels. Or you can use a regular office printer and the sheet labels.

 

How Do We Keep Track Of Inventory With A QR Code Scanning Mobile App?

You can keep track of inventory with the QR code scanning mobile app using these three easy steps:

• Enter new inventory items into the system. Normally you would import your inventory list into the QR Inventory software before you start using the system. You can also use a mobile app to enter a new item that you did not have before. All you need to do is label it with the QR code, scan it and enter details in the mobile app.
• Use QR code scanning to process inventory transactions. When inventory is issued, moved within the facility, delivered to the job site, used for the project or sold, scan a QR code with a mobile app to update stock level in the inventory management system.
• Review inventory reports. All authorized software users have access to the live inventory data, on the office computers and on the mobile devices in the field.

In addition to the continuous inventory tracking you can regularly perform audits to verify the accuracy of your records. A mobile app and QR code scanning help you do physical counts in hours rather than days or weeks. Periodic inventory audits help you find any mismatch between real inventory count and inventory count on the books, and take corrective actions.

Questions related to using QR codes and a mobile app for inventory management

Is inventory tracking with QR codes real time?

Yes, all info that you see in the QR Inventory software reports is real time. Data recorded on the different mobile phones by company employees is instantly sent to the back end cloud software. There is no delay in inventory status update. All authorized software users have access to live data.

Can we record extra data when moving inventory?

Yes, and you can also specify what data you want to be recorded. After scanning a QR code you will be able to enter this info in the mobile app. In addition to the text-based data you can add images taken with a smartphone camera. You can also ask a client or a manager to sign for the inventory. This signature will be saved as part of the inventory transaction.
You will be able to view all data collected in the mobile app in the cloud software / reports.

What scanning devices should we use for QR code inventory management?

Company employees can use their own mobile phones or tablets for QR code scanning. A mobile app is available for the smartphones and tablets running Android or iOS. If you prefer, you can also use a hand-held barcode scanner connected to a mobile phone or a computer.
You can also use company issued Android smartphones, or mobile computers running Android OS.

Can we use a mobile app to scan QR codes in the poorly lit areas of the warehouse?

Yes, you can configure a mobile app to turn on the flashlight during the scan.

If we want to use barcode scanners for inventory management, which ones can we use?

You will need a barcode scanner capable of scanning 2D barcodes. A QR Inventory mobile app for iPhone or iPad is natively integrated with the Socket Mobile line of bluetooth barcode scanners. An Android mobile app will work with any bluetooth barcode scanner.
If you prefer to process inventory transactions on the office computer you can use any barcode scanner that can be put in the HID mode. A barcode scanner can be connected to a computer either via USB or a bluetooth.

 

How To Use QR Codes To Look Up Inventory Stock In The Field?

Using QR codes for inventory stock look-up can help you be more productive, avoid delays and over ordering. A field employee who needs a specific part can instantly access its location and stock level. He can use a QR code scan or item search in the mobile app. Instead of ordering and waiting he can get a needed part from the closest location.

Questions on using QR Codes and a mobile app for inventory stock look up

Do I have to scan a QR code to access inventory stock level?

If an inventory item is in front of you, the easiest way to look up its' info and stock level is by scanning a QR code.
If it is not in front of you, you can enter part number in the mobile app.
And if you do not know a part number, you can use keyword search to find a required part.
Regardless of what method you use, you will be able to see available stock of this part in all locations. If your inventory have different properties you will see a detailed stock breakdown. For example, you will see how many units with different expiration dates you have, and pick the ones with the closest expiration date to avoid spoilage and waste.

 

Beyond QR Codes: Further Automation Of The Inventory Management Process

QR codes provide an easy, efficient and cost-effective way to manage inventory in real time. QR code inventory management system does not require any extra hardware purchases. Company employees can use their own smartphones or tablets. This option not only saves you money but also makes it easy for your employees to use the new inventory system.
However, more advanced inventory management tags and trackers are available. A QR Inventory software allows you to select the desired degree of inventory management automation that fits your needs and budget. The available options, from lower to higher degree of automation and the inventory management system cost, are:

• NFC inventory management. You can use a QR Inventory software with NFC tags. You can scan NFC tags faster than QR codes or barcodes. With NFC you just need to touch an item with a smartphone to scan it. There is no need to focus a smartphone camera for each scan.
• Bluetooth low energy (BLE) asset tracking. If your assets and inventory are labeled with the BLE tags you can bulk scan everything you need to move with one click in the mobile app. BLE tags will greatly increase your productivity. You can consider using BLE tags instead of QR codes if you need to move large volumes of assets and inventory daily.
• IoT asset tracking. If you do not want to rely on company employees for inventory management tasks, you can use BLE tags and Bluetooth IoT gateway. This IoT asset tracking system will detect and send asset data to a back end cloud software at the pre-set time intervals on its own. No human participation or any kind of scanning with the smartphones is needed.