Purpose Statement

This article explains how to associate a barcode or SKU number with an inventory item in the Assets module and how users can scan barcodes to quickly locate inventory during supported workflows.

Associating barcodes or SKU numbers with inventory items can streamline:

• Inventory usage and restocking
• Adding inventory to compartments, storage areas, or pouches
• Inventory requests
• Inventory Usages
• Inventory receiving

Using barcode scanning reduces the need to manually search for inventory items and helps users select the correct inventory record during supported workflows.

Background Information

In the First Due Assets module, the value associated with an inventory item's barcode is stored in the SKU Number field of the inventory record.

Before a barcode can be used to locate an inventory item, the inventory item must already exist in the system and the value printed in the barcode must be associated with that item's SKU Number.

SKU numbers can be added individually through Inventory Setup or in bulk using an Inventory Import.

Once configured, barcode scanning can be used to locate inventory during supported workflows, including:

• Inventory usage
• Inventory restocking
• Adding inventory to compartments, storage areas, or pouches
• Inventory requests
• Inventory receiving

Required Permissions

Permissions depend on the action being performed and may vary by agency configuration.

Typical access requirements include:

To Add or Update a Barcode/SKU Number:

• Permission to access Inventory Setup
• Permission to edit Inventory Items

To Add SKU Numbers Through Inventory Import:

• Permission to perform Inventory Imports

To Scan Inventory During Inventory Workflows:

• Access to the applicable inventory workflow

Barcode scanning also requires a device with camera functionality when using the scanning workflows described in this article.

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Step-by-Step Guide

Associate a Barcode or SKU Number with an Inventory Item

Barcode or SKU numbers are stored in the SKU Number field of the inventory item.

There are two methods for associating a barcode or SKU number with inventory.

Method 1: Add a Barcode or SKU Number from Inventory Setup

1. Navigate to Assets Setup

• Select the First Due logo in the upper-left corner.
• Open the Assets module.
• Navigate to Setup.

2. Locate the Inventory Item

• Select Inventory.
• Select Inventory List.
• Locate the appropriate inventory item.
• Select the Edit (pencil) icon.

Alternatively, select New Inventory when creating a new inventory item.

3. Enter the Barcode or SKU Number

• Locate the SKU Number field.
• Enter the value associated with the item's barcode.
• Click Save.

4. Verify the SKU Number

After saving, verify that the correct barcode or SKU number is associated with the inventory item.

The inventory item can now be located by scanning its barcode during supported inventory workflows.

Method 2: Add Barcode or SKU Numbers Using Inventory Import

Inventory Import can be used to associate SKU numbers with inventory items in bulk.

1. Prepare the Inventory Import File

• Prepare the applicable Inventory Import template.
• Locate the SKU Number column.
• Enter the appropriate barcode or SKU number for each inventory item.
• Verify that each SKU Number is associated with the correct inventory item.
• Save the completed import file.

2. Import the Inventory File

• Navigate to the applicable Inventory Import workflow within the Assets module.
• Upload the completed inventory import file.
• Complete the import process.
• Verify the imported inventory records.

When the import is processed, the system associates the value entered in the SKU Number column with the corresponding inventory item.

Use a Barcode for Inventory Usage or Restocking

Barcode scanning can be used when documenting inventory usage or restocking for an applicable asset.

1. Access the Applicable Asset

• Open the applicable Apparatus, Location, or Kit.
• Navigate to the inventory usage or restocking workflow.

2. Scan the Inventory Item

• Begin the applicable inventory usage or restocking workflow.
• When prompted to select an inventory item, select the barcode scan icon.
• Use the device camera to scan the item's barcode.
• Verify that the correct inventory item is selected.
• Continue the usage or restocking workflow.

Use a Barcode to Add Inventory to a Compartment, Storage, or Pouch

Barcode scanning can be used when adding inventory to configured storage areas.

• Open the applicable asset.
• Navigate to Compartments, Storage, or Pouches, as applicable.
• Create a new storage area or open an existing one.
• Navigate to the Inventory section.
• Select Scan.
• Scan the item's barcode using the device camera.
• Verify that the correct inventory item populates.
• Continue configuring the inventory item as needed.

Use a Barcode During Inventory Requests

Barcode scanning can be used to locate items when submitting an inventory request.

1. Start an Inventory Request

• Navigate to Inventory Requests within Inventory Management.

  Inventory requests can also be initiated from Inventory Usage & Restock for a specific asset.

• Select New Inventory Request.
• Select the appropriate Board or assigned destination.

From an Asset Overview

From Inventory Management

2. Scan the Inventory Item

• Select Inventory.
• Select the barcode scan icon when prompted to select an inventory item.
• Scan the item's barcode.
• Verify that the correct inventory item populates in the request.
• Continue completing the inventory request.

Use a Barcode During Inventory Receiving

Barcode scanning can also be used when receiving inventory.

• Navigate to the Receive Log within Inventory Management.
• Select Receive.
• Select Scan SKU.
• Scan the item's barcode.
• Verify that the system identifies the correct inventory item.
• Complete the receiving process.
• Save the record.

Best Practices

Barcode and SKU Setup

• Verify that the value entered in SKU Number matches the value encoded in the physical barcode
• Carefully verify SKU values when manually typing or pasting them into Inventory Setup
• When using Inventory Import, review the SKU Number column before importing to ensure each value is associated with the correct inventory item
• Verify the imported records after completing a bulk Inventory Import
• Keep barcode labels readable and available on the applicable inventory items
• Ensure the inventory item exists in First Due before attempting to associate a barcode or SKU number with it

Barcode Identification

• Use a unique barcode or SKU number for each inventory item to support accurate item identification
• Avoid intentionally assigning the same barcode value to multiple inventory items
• When changing a physical barcode label, update the associated SKU Number so the system continues to locate the correct inventory item
• Verify both the physical item and the inventory record when initially configuring a barcode to prevent an incorrect item association

Testing Barcode Configuration

After adding or importing a SKU Number, test the barcode before relying on it operationally:

1. Open a supported inventory workflow on a device with a camera.
2. Select the applicable barcode scanning option.
3. Scan the physical barcode.
4. Verify that the expected inventory item is returned.

Testing newly configured barcodes can identify incorrect SKU values or item associations before the barcode is used during routine inventory activity.

Using Barcode Scanning

• Use a device with camera functionality when performing barcode scanning workflows
• Verify the inventory item returned after scanning before continuing the transaction
• Use barcode scanning when available to reduce manual searching and item-selection errors
• Confirm quantities, locations, destinations, and other workflow information after scanning; scanning identifies the inventory item but does not replace the remaining workflow steps
• If scanning does not return the expected item, verify the SKU configuration rather than selecting a different inventory item without confirming the cause

Bulk Inventory Imports

• Review SKU values carefully before completing a bulk import
• Ensure SKU values are entered in the correct SKU Number column and correspond to the intended inventory records
• Verify imported inventory records after the import completes
• Test a sample of newly imported barcode values using a supported scanning workflow before relying on them for routine inventory management

Troubleshooting & FAQs

Why doesn't scanning a barcode return an inventory item?

Verify that the inventory item exists and that the value encoded in the barcode has been entered in the item's SKU Number field.

If the item was updated through an Inventory Import, verify that the SKU Number was imported into the correct inventory record.

Why does scanning a barcode return the wrong inventory item?

Review the SKU Number associated with the inventory item returned by the scan and verify that the barcode value was not entered on the wrong inventory record.

Also verify that the SKU values were associated with the correct inventory items if they were added through a bulk import.

Can I scan the barcode to populate the SKU Number during Inventory Setup?

No. Barcode scanning is not available when entering the SKU Number during Inventory Setup. The barcode value must be typed or pasted into the SKU Number field.

Why don't I see the option to edit an inventory item's SKU Number?

Editing inventory items is permission-based. Verify that your user role has access to Inventory Setup and permission to edit Inventory Items.

Why can't I import SKU numbers?

Inventory Import requires the applicable permission to perform inventory imports. If the import workflow is unavailable, contact your system administrator to verify your permissions.

Can the same barcode be used for multiple inventory items?

Each inventory item should use a unique barcode or SKU number to support accurate identification during scanning workflows.

Where is an inventory item's barcode value stored in First Due?

The value used for barcode scanning is stored in the inventory item's SKU Number field.

What happens if the SKU Number does not match the physical barcode?

The system uses the value stored in SKU Number to identify the inventory item during scanning. If that value does not match the value encoded in the physical barcode, scanning will not correctly locate the expected inventory item.

Why don't I see a barcode scanning option?

Barcode scanning is available within supported inventory workflows. Verify that you are using one of the applicable workflows described in this article and that your device supports camera functionality.

Why isn't the camera opening when I select the barcode scan option?

The scanning workflows described in this article require a device with camera functionality. Verify that the device being used has a camera available for the scanning process.

Do I still need to complete the inventory workflow after scanning an item?

Yes. Barcode scanning is used to locate and select the inventory item. Continue the applicable workflow and complete any required quantities, locations, destinations, or other information before saving.

Can barcode scanning be used when documenting inventory usage or restocking?

Yes. Barcode scanning can be used to locate inventory during supported inventory usage and restocking workflows.

Can barcode scanning be used when adding inventory to a compartment, storage area, or pouch?

Yes. Select the applicable scanning option while adding inventory to the configured storage area, then scan the item's barcode to locate the inventory record.

Can barcode scanning be used for inventory requests?

Yes. When selecting inventory for an Inventory Request, use the barcode scan option to locate the applicable item.

Can barcode scanning be used when receiving inventory?

Yes. From the Receive Log, select Receive, then use Scan SKU to identify the inventory item.

I added SKU numbers through an import. How can I verify they work?

Open a supported inventory workflow on a device with camera functionality and scan the physical barcode. Verify that the correct inventory item is returned. Testing newly imported SKU values is recommended before relying on them during routine inventory activity.