Barcode Scanning Guide

Using a barcode scanner offers increased efficiency and accuracy. You can post a payment, add parts to an invoice, Service Ticket (Work Order), Quotes (Proposals), or perform inventory maintenance using your barcode scanner.

Configuring Your Barcode Scanner

Any standard PC barcode scanner will work with Cornerstone:

• USB connection
• Wireless connection
• Bluetooth connection
  
  

Important: Make sure your barcode scanner terminator is set for 'TAB'. Consult your user guide to configure this setting.

Setting Up Inventory for Barcode Scanning

Inventory items must contain a UPC (Universal Product Code) to use a barcode scanner to add items to invoices, tickets or quotes. The UPC code identifies which product is retrieved from your inventory when you scan a barcode.

Adding UPC Code to Your Inventory Item

1. Click Inventory > Inventory List
2. Highlight any item and click Change
3. With the item open, single left click in the UPC field
4. Scan the UPC barcode on your product
5. The barcode is translated into a string of Digits or Alpha Numerics and entered into the UPC field
6. Click OK to save the part with the UPC code
   
   
   
   

Once all your inventory items include a UPC, you will be able to add them quickly and accurately to any invoice, ticket or quote. Just scan the product barcode, enter your quantity, click OK or hit the Enter key, then scan your next item.

Scanning Barcodes to Receive Payments

The invoice payment coupon includes a barcode and a QR code:

• Barcode: Used to receive payments in Cornerstone
• QR Code: For end subscribers to scan and be directed to the Alarm Payments website to post a payment online

Steps to Receive a Payment

1. Click Payments > Post Payments
   
   
   
2. Click in the Invoice Coupon Barcode box
   
   
   
3. Scan the barcode on the payment coupon
   

Tip: Set the Default Entry Field as Barcode:

• Go to Utilities > Set System Default > Invoice (tab) > Post Payment Defaults
• Select 'Barcode' as the Default Entry Field
• Now when you click Payments > Post Payments, the cursor will automatically appear in the 'Invoice Coupon Barcode' box

4. Scanning the barcode populates the barcode entry field with the Invoice Number and Amount
5. The software automatically opens the Cash Receipts Posting screen for the specified invoice
6. The cursor is positioned in the 'Check Amt' field
7. If the amount matches the customer's payment, click TAB to advance to the 'Check No.' field
8. Enter the check number, then click OK to complete the payment posting
   
   

Note: If you scan the barcode and the customer has multiple open balances, the software will prompt you to post a payment to be applied to all open tagged invoices.

Adding Items to Product Invoices

Steps:

1. Open a customer, click Invoice History, then click Insert
2. On Invoice Style window click Product then click OK
3. With the product invoice window open, click Continuous Insert Mode
   
   
   

Note: You do not need to have a barcode scanner to use Continuous Insert Mode. You can manually search for and add your parts to the product invoice.

4. The cursor will show in the Part ID \ UPC Code field
5. Scan the barcode of your product or a barcode on your price sheet
6. The relevant product is retrieved from your inventory list
7. If a product doesn't have a barcode or can't be scanned, you can enter the Part ID or click the search icon to find the part
   
   
   
8. With the item pulled up, the cursor moves to the quantity field
9. Enter the quantity needed, edit the price, cost, and taxable status if needed
10. Click OK or press Enter
11. The item will be added to the invoice and the Product Invoice Detail Item window will remain open for your next item
12. When finished adding items, click Cancel
13. Click OK to save the invoice
    
    

Adding Service Items to Service Tickets

Steps:

1. Open a customer, click Appt/Svc History, then click Insert Ticket
   • Alternatively: Click Tickets on the menu bar and click Insert
2. With the service ticket open, click Service Items
   
   
3. From the Service List window, click Continuous Insert Mode
   
   

Note: You do not need to have a barcode scanner to use Continuous Insert Mode. You can manually search for and add your parts.

4. The cursor will show in the Part ID\UPC code field
   
   
   
5. Scan the UPC of your product or scan a UPC Barcode from an inventory sheet
6. Once the part has been retrieved from your inventory, select the quantity
7. Adjust the unit price, discount level as needed
8. Click OK to add the part to your Service Ticket
9. Continue adding as many parts as necessary
10. When finished, click Cancel to complete the scanning process
11. The scanned items will show in the Service List window of your service ticket

Adding Quote Items

Steps:

1. Click Quotes on the menu bar, then click Insertto add a new quote
   • Or highlight an existing quote and click Change
2. With the quote open, click Build Quote Items
   
   
3. Click Continuous Insert Mode to begin adding parts
   
   
   

Note: You do not need to have a barcode scanner to use Continuous Insert Mode. You can manually search for and add your parts.

4. The cursor will show in the Part ID\UPC Code field
5. Scan the UPC of your product or from your price sheet
6. Change quantity, Unit Price, Discount as needed
7. Click OK or hit Enter to add the item to your quote
8. The Quote Invoice Detail Item window will open, ready for your next item
9. Continue scanning or adding parts to your quote
10. When finished, click Cancel to complete the process
11. The scanned items will be added to your quote

Inventory Reports with Barcodes

To print an inventory report that displays a UPC/Barcode that can be scanned:

1. Click Reports on the menu bar
2. Click Service / Parts tab
3. Click Inventory List – UPC / Barcode report
4. Make selections for the information you want to show or hide

The report will show:

• Part ID
• Part Description
• Unit Cost / Unit Price (if selected)
• Bin Location / Category
• UPC Barcode

Note: If the barcode does not display next to the item, check that you have a UPC entered for that part.

Report Options

Inventory List (with barcodes):

• Do not print: Cost? (checked by default)
• Do not print: Price? (checked by default)
• Do not print: Vendor? (checked by default)
• Exclude discontinued items? (checked by default)
• Click Run Report

Price Sheet:

• Uncheck "Do not print: Cost"
• Uncheck "Do not print: Price"
• Click Run Report

Price Sheet of Popular Items:

• Uncheck "Do not print: Cost"
• Uncheck "Do not print: Price"
• Check box for "Popular items only"
• Click Run Report

How to Make an Inventory Item 'Popular'

1. Click Inventory on the menu bar, then click Inventory List
2. Highlight the item you want to mark as popular and click Change
3. Put a check in the 'Popular' check box
4. Click OK to save the part

Need Help?

Still have questions? Contact Cornerstone Holding Co. 847-405-9517 or email us customer.success@alarmbills.com