What are the advantages and disadvantages of barcode management? Introducing the system and implementation examples

Improving work efficiency and reducing errors are major challenges in inventory and equipment management. This is where barcode management has become popular. It is being introduced in a variety of settings, including retail POS registers, process and lot management in production, and warehouse shipping and inventory management, making a significant contribution to the digitalization of operations and the prevention of human error. This article provides an easy-to-understand explanation of barcode management, covering the basics, such as how it works and its advantages and disadvantages, as well as examples of successful implementation.

What is barcode management?

Barcode management is a method of digitally recording and managing information by issuing and affixing barcodes that represent individual identification codes to all "things" such as products, parts, raw materials, and supplies, and then scanning them with a dedicated scanner, smartphone, or tablet device.

The scanned data is linked in real time to inventory management systems, production management systems, and cloud-based databases, automatically adding and updating information such as inventory levels, inbound and outbound history, storage locations, and order status. Because information is automatically reflected using barcodes, there is no need to rely on manual input such as handwriting or Excel, allowing for efficient information management with fewer errors.

It has been adopted in a wide range of locations across industries and business types, including retailers for sales management using POS registers, manufacturing companies for production and lot management, warehouses for receiving and shipping, inventory, and even offices for managing supplies and consumables, making a significant contribution to the digitalization of operations and the prevention of human error.

Barcode management system

The basic flow of barcode management is as follows:

STEP 1. Print and attach one-dimensional or two-dimensional barcodes to items
STEP 2. Scan with a handheld terminal, smartphone, tablet, or other device
STEP 3. The scanned data is automatically updated in inventory management software or databases on your PC or in the cloud.
STEP 4. Data is updated in real time, and inventory data such as stock quantity and history is centrally managed.

Barcode management simplifies data entry work and reduces man-hours, resulting in improved work efficiency.

Main tasks where barcode management can be used

・Inventory management

By scanning the barcodes of items, you can visualize inventory status, such as the number of products and their movement, in real time. This is also effective for inventory management, inventory search, and location management, which identifies storage locations, enabling smooth inventory management with fewer errors.

・Inspection work

Simply scan the barcode when receiving or shipping goods to easily check the product number and quantity. By linking with JAN codes and lot information, you can prevent input errors and oversights, improving the accuracy and speed of your inspection work.

Asset management

By attaching barcodes to office supplies and consumables and scanning them, you can record the usage status and location of items. It also supports loan and return history management, which helps reduce the burden of equipment management and prevent loss.

・Sales management

Retail stores and e-commerce sites can instantly read product information using barcodes, automatically updating prices and stock levels. By linking with POS systems, business applications, and management applications, sales tallying and ordering processes can also be streamlined.

·monitoring

At manufacturing sites, scanning parts and raw materials allows you to understand the process progress and usage history. This automates the recording of each task, leading to improved traceability and quality control.

Benefits of barcode management

Barcode management has many benefits, such as improving work efficiency and reducing errors. Here we will introduce the main benefits that can lead to business improvement.

Improve work efficiency

By simply scanning a barcode, information is automatically recognized and instantly recorded, significantly reducing the time required for data entry and visual confirmation. This is particularly effective in reducing the time required for inventory counting and tallying, reducing the workload and optimizing the allocation of human resources.

Reduced human error

Barcode management can prevent human errors such as manual entry mistakes, transcription omissions, and data entry mistakes or omissions. Preventing misidentification of quantities and product numbers leads to quality control and the prevention of stockouts, and also improves data accuracy.

Eliminate personalization

Standardizing work flows using barcode scanning prevents work from being concentrated on specific employees, resulting in "personalization." By formulating operational rules and providing training, anyone can follow the same procedures, making it easier to maintain a certain level of work quality regardless of the skills of the person in charge.

● Real-time information management

Every time a barcode is scanned, data is registered and updated, and the scanned information is immediately reflected in the system, making it possible to visualize inventory information and shipping status. Data is shared on the cloud and in business applications, so the ability to check data remotely from multiple locations is a major advantage for companies promoting digital transformation.

Disadvantages of barcode management

Barcode management has many advantages, but there are also some points to be aware of when implementing and operating it. Here we will introduce some of the major disadvantages.

Implementation costs are incurred

To start using barcode management, a certain amount of initial investment is required to install dedicated devices such as barcode readers, handheld terminals, and label printers, as well as a system to manage the data. Furthermore, in many cases, system maintenance and support costs are incurred on an ongoing basis, so for small businesses, the cost aspect can be a hurdle to implementation.

Barcodes must be attached and managed

If you have a large number of items to manage, printing and affixing barcode labels can be time-consuming. Also, if barcodes affixed to cardboard boxes or equipment become damaged or soiled, there is a risk that they will become unscannable, so it is important to carefully manage the condition of the barcodes.

i-Repo Scan is recommended for barcode management

For companies that want to start managing barcodes more easily, we recommend introducing "i-Repo Scan," which allows you to use an iPad or iPhone as a handheld terminal.

What is i-Repo Scan?

"i-Repo Scan" is a business barcode scanning app that utilizes iPhone and iPad. It can read barcodes without the need for a dedicated device such as a handheld terminal, which can reduce implementation costs and improve work efficiency.

It can read multiple barcodes simultaneously and continuously, and its high-performance engine ensures accurate and fast reading. Furthermore, it allows you to create business-specific apps without no-code, and can be flexibly customized to suit your company's operations.

Case study of barcode management using i-Repo Scan

PAL Co., Ltd., which handles intermediate logistics warehouse operations for a major general supermarket, faced challenges with product inspection. Due to limitations in the customer system, barcode scanning was not possible, and visual inspections were frequently overlooked, resulting in monthly losses of 300,000 yen due to product accidents.

Thanks to the high-performance function of batch scanning on an iPad, inspection time has been reduced to just a few seconds per unit. Inspection errors have also been significantly reduced because it is now possible to see at a glance which containers are faulty.

The system is intuitive to use and can be easily mastered by foreign staff, reducing training costs and preventing work from becoming dependent on individual skills. Furthermore, inspection results can be centrally managed on the cloud, making it easier to check shipping history and respond to inquiries, and significantly improving customer trust.

If you want to improve business efficiency through barcode management, use i-Reporter!

Barcode management is a powerful solution that can improve the efficiency of various on-site tasks, such as inventory confirmation, asset management, and process progress tracking.It is being used widely regardless of industry or size, as it also helps prevent human error and shortens work time.

Among them, the on-site report system "i-Reporter" can be easily linked with barcode scanning, and supports on-site visualization and work efficiency through automatic information entry and cloud management.In addition, since it allows you to create on-site dedicated apps without no-code, it is easy to introduce even at sites unfamiliar with IT and IoT, and can be used for a wide range of purposes such as inspection, inventory, quality control, and production management.

If you are looking to improve your business operations through barcode management, please consider implementing i-Reporter.