How to Enter Barcode Values in an Access Asset Database
Question details
The user needs to input barcode data into a table field while creating an asset tracking database in Microsoft Access.
- Product
- Microsoft Access
- Device & OS
- not provided
- Scenario
- Setting up an asset tracking database and figuring out the requirements for scanning or inputting barcode values into the system.
- Observed behavior
- Needs to understand the correct method for entering barcode values into Access table fields and whether special fonts are required.
Ensure your Microsoft Access database table has a designated 'Short Text' field ready to store the barcode values, as barcodes often contain letters or leading zeros.
Use a Handheld Barcode Scanner for Automatic Entry
The most efficient way to enter barcode values into an Access database is by using a USB or Bluetooth handheld barcode scanner, which acts as a keyboard emulator.
A handheld scanner simplifies data entry by reading the barcode and instantly translating it into text. It acts exactly like a computer keyboard, typing the characters into whatever field is currently active on your screen.
Plug your handheld barcode scanner into your computer's USB port or pair it via Bluetooth following the manufacturer's instructions.
Launch Microsoft Access and open the specific table or form you built for asset tracking.
Use your mouse to click inside the designated barcode input field for a new or existing asset record.
Point the scanner at the physical barcode on the asset and press the trigger. The scanner will automatically input the alphanumeric value.
Manually Type the Barcode Values
If a barcode scanner is unavailable or a barcode label is physically damaged, you can manually type the numbers printed beneath the barcode.
Manage Your Asset Tracking Data with WPS Office
While Microsoft Access is a dedicated database tool, many organizations prefer managing asset tracking using robust spreadsheets. WPS Office offers a free, lightweight, and highly compatible alternative to Microsoft Office, allowing you to build powerful asset trackers in WPS Spreadsheet that easily accept barcode scanner inputs.
- 1. Download and install WPS Office: Get the free WPS Office suite from the official website and install it on your device.
- 2. Create an asset tracker: Open WPS Spreadsheet and set up columns for Asset Name, Barcode ID, Location, and Status.
- 3. Scan directly into cells: Select the Barcode ID cell and use your handheld scanner to instantly populate the asset tracking sheet.
Frequently Asked Questions
Do I need to install a special barcode font to use a scanner with Access?
No. A barcode font is only required if you intend to generate and print your own barcode labels from Access reports. To simply scan and store existing barcodes, the scanner acts as a keyboard and inputs standard text characters into the database.
What data type should I use for a barcode field in an Access table?
It is highly recommended to use the 'Short Text' data type for barcode fields. Barcodes frequently contain letters or leading zeros (e.g., '0012345'), which a 'Number' data type would automatically truncate or reject.
Can I use any barcode scanner with Microsoft Access?
Yes, almost any standard USB or Bluetooth barcode scanner will work. These scanners function as keyboard emulators, meaning Access (and your computer's operating system) treats the scanned barcode exactly as if you had typed the characters on a standard keyboard.
Why isn't my barcode scanner moving to the next record automatically after scanning?
Most barcode scanners can be programmed to add a 'Carriage Return' (Enter) or 'Tab' suffix after every scan. If yours is not moving to the next field or record, consult the manual that came with your scanner and scan the specific configuration barcode that enables the 'Enter' key suffix.
