Scanners and Barcode Equipment

Without reliable scanners and an end-to-end barcode system, every in-house warehouse remains dependent on manual entry – with all the consequences: slow processes, high error rates and unusable inventory data. Barcode equipment is the technical foundation for goods receipt, put-away, picking, inventory counts and shipping preparation. Those who plan scanners, printers and label materials as an integrated system reduce pick errors, increase throughput and create the prerequisites for a professional WMS.

This guide explains which scanner types exist, how barcodes are used in day-to-day fulfillment, what to look for when connecting to a WMS, and how to combine hardware, software and label materials sensibly – from a one-person shop to a growing e-commerce warehouse with multiple workstations.

Why Barcode Scanning Is Essential in an In-House Warehouse

Every manual booking step is a source of errors. A mistyped SKU, a swapped storage location or a missed scan leads to inventory discrepancies, wrong shipments and costly rework. Barcode scanning enforces unambiguous identification at critical points: products, storage locations, pick lists and shipping labels are linked automatically.

The key benefits at a glance:

• Real-time inventory: Every movement is booked in the system immediately
• Error reduction: Scan instead of typing measurably improves pick accuracy
• Traceability: Batches, serial numbers and returns can be tracked back
• Scalability: More orders without proportionally more staff effort
• Process reliability: Fixed scan points prevent skipped work steps

Error Rate: Manual vs. Scan

Barcode Basics for Fulfillment

Before you buy hardware, you need to understand which barcode types you need. In e-commerce fulfillment, linear codes and 2D codes dominate:

Common Barcode Formats

1D barcodes (linear):

• EAN-13 / EAN-8: Standard for retail goods, often already on product packaging
• Code 128: Flexible for internal storage location and shipping labels
• Code 39: Older format, still common in industry and logistics

2D barcodes:

• QR code: Good for URLs, returns portals or extended product information
• Data Matrix: Compact, common for small parts and pharmaceuticals

For most in-house warehouses, EAN on product packaging plus internal Code 128 labels for storage locations, cartons and shipping containers are sufficient.

What Gets Scanned in the Warehouse?

Typical scan objects in the pick-pack-ship process:

1. Product barcode – Identification of the SKU during picking and packing
2. Storage location label – Confirmation of the correct shelf bin
3. Pick list / order ID – Assignment of items to customer order
4. Shipping label – Linking package to tracking number
5. Batch or serial number – For regulated or warranty-covered goods

Scan Points in Fulfillment

Scanner Types Compared

The hardware choice depends on warehouse size, order volume and WMS requirements. In principle, four categories are available:

Corded Scanner vs. Mobile Computer

For a small in-house warehouse with one packing table and fewer than 50 orders per day, a corded USB scanner at the packing station plus a second scanner at goods receipt is usually sufficient. From around 100 orders per day and multiple warehouse zones, a wireless scanner or mobile computer pays off because staff do not have to keep walking back to the PC.

Scanner Recommendation by Order Volume

Label Printers and Barcode Labels

Scanners alone are not enough – you need readable, durable labels on products, storage locations and shipping packaging. Common printer types:

• Direct thermal printer: Simple, affordable, for short-lived shipping labels
• Thermal transfer printer: More durable print, for storage location and product labels
• Desktop vs. industrial: Desktop from around 200 EUR for packing tables, industrial from 800 EUR for continuous operation

Label Material and Sizes

WMS Integration and Interfaces

Scanners are not operated in isolation but connected via the warehouse management system or inventory management software. Key factors are:

• Keyboard emulation (HID): Scanner behaves like a keyboard – simplest integration, no driver required
• SDK / API integration: Full control over scan events, mandatory fields and error messages
• Mobile WMS app: With mobile computers, picking runs directly on the device

The WMS integration must support the following scan workflows:

1. Goods receipt: scan ASN or delivery, book items
2. Put-away: scan item + target storage location
3. Picking: open pick list, scan item + source location
4. Packing: scan order, confirm each item
5. Shipping: print label, scan package and complete
6. Inventory: scan storage location, count items and book

Scan Workflows in Practice

Goods Receipt and Put-Away

At goods receipt, every delivery is captured by scan: supplier barcode or internal SKU, quantity and target storage location. Without mandatory scanning before booking, items end up in wrong locations – a common cause of later pick errors.

Typical process:

1. Accept delivery and open in system
2. Scan first item – system shows expected quantity
3. Confirm or correct quantity
4. Scan target storage location
5. Complete booking, next item

Picking and Order Fulfillment

Scan-supported picking enforces the sequence: first storage location, then item. If the item scan does not match the pick list, an error message appears. This significantly reduces mix-ups with similar products – a central topic in avoiding pick errors.

Mandatory Scan Picking

Packing and Shipping

At the packing table, the employee scans the order, then each item individually. Only when all line items are confirmed is the shipping label released. A final scan of the package label closes the order in the system and triggers tracking notifications.

Inventory Count with Scanner

Cycle counting is significantly accelerated by mobile computers or wireless scanners: scan storage location, scan item, enter quantity – the system immediately compares with expected inventory. Discrepancies are flagged and can be resolved directly.

Advantages over paper count lists:

• No transfer errors from paper to system
• Real-time view of progress and discrepancies
• Complete documentation for audit and quality assurance

Checklist: Introducing Scanners and Barcode Equipment

• Barcode strategy defined: Which objects are labeled with which format?
• WMS compatibility checked: HID, SDK or mobile app?
• Scanner quantity planned: goods receipt, packing table(s), inventory, spare device
• Label printer chosen: thermal for shipping, transfer for storage locations
• Label format stored in WMS: size, content, barcode type
• All storage locations equipped with readable labels
• SKUs without manufacturer EAN equipped with internal labels
• Mandatory scanning enabled in critical processes (no manual skipping)
• Staff trained: scan sequence, error messages, device care
• Spare labels, print head and scanner battery planned as consumables

Hardware Procurement

• Number of devices determined
• Corded vs. wireless decided
• Printer type chosen
• Label rolls ordered
• Docking station planned
• Warranty and support clarified
• Spare device provided
• Cost per workstation calculated

Costs and ROI

A solid basic setup for a small in-house warehouse:

The investment often pays for itself within a few months: Fewer pick errors mean fewer returns, less goodwill compensation and less rework. Added to that are time savings per order and reliable inventory data for purchasing and sales.

ROI of Scanner Investment

Avoiding Common Mistakes

001. Labels too small or poorly printed: Unreadable barcodes slow every scan and increase errors – check print quality and contrast.

002. No uniform label format: Different sizes and barcode types confuse staff and WMS – define and maintain a standard.

003. Scanner without mandatory scanning in WMS: If staff can bypass scans, the system loses its value – enforce process discipline.

004. Too few devices: One scanner for three workstations creates queues – at least one device per active scan point.

005. No spare devices: A defective scanner shuts down operations – plan for a spare or fast replacement delivery.

Scaling: When to Upgrade?

Signs that your current barcode setup is reaching its limits:

1. Staff frequently walk to the PC instead of scanning in the aisle
2. Pick errors rise despite scanner at packing table
3. Inventory count takes longer than one working day per quarter
4. New warehouse zone without end-to-end scan coverage
5. WMS offers mobile picking, but you only use HID scanners at desktop

Then the step to wireless scanners or mobile computers pays off – ideally as part of equipment planning for the entire warehouse.

Barcode Maturity Level in an In-House Warehouse

Conclusion

Scanners and barcode equipment are not an optional extra but the technical foundation for low-error, scalable fulfillment in an in-house warehouse. Those who invest early in readable labels, suitable scanners and clean WMS integration lay the groundwork for reliable inventory, fast order processing and satisfied customers. Start with the essentials – USB scanner, label printer, storage location labels – and expand strategically as order volume and warehouse complexity grow.

Frequently Asked Questions About Warehouse Scanners

Is a smartphone sufficient as a scanner?
Yes for getting started, not recommended for continuous operation.

Which barcode for storage locations?
Code 128 with alphanumeric location ID.

Do I need a separate barcode for every item?
Only if there is no EAN on the packaging.

USB or Bluetooth scanner?
USB at fixed packing table, Bluetooth for mobile picking.

How many scanners do I need?
At least one per active scan workstation plus a spare.

Related Topics

• Equipment and Technology
• Packing Tables and Workstations
• Avoiding Pick Errors
• WMS Warehouse Management System
• Put-Away and Booking

Last updated: July 6, 2026