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Barcode Seminar Lessons Welcome to the Access Barcode & Inventory Seminar. Total running time is 11 hours, 17 minutes. Lessons
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IntroIn this video, you will learn how to set up barcoding and inventory management in Microsoft Access, including scanning and printing barcodes, managing inventory with rentals and serial numbers, creating customer and order tables, building order entry forms, tracking inventory in and out, using recordsets in VBA, and working with both Code 39 and QR code labels. I will show you how to scan barcodes, link products to orders, print custom barcode labels, track rental and product inventory, and manage serial numbers, all within your own Access database.TranscriptWelcome to the Microsoft Access Barcoding and Inventory Seminar brought to you by AccessLearningZone.com. I am your instructor Richard Rost.In this seminar, you will learn everything you need to know about scanning and printing barcodes with Microsoft Access. You will also learn how to manage inventory with rentals, products, and individual unit serial numbers. We will cover basic customer management, order entry and invoicing, recordset programming, managing rental inventory, scanning most barcodes, printing Code 39 and QR code barcodes, tracking product inventory in and out, managing units with serial numbers, printing product and unit barcodes, and using a demo label maker. We will begin by setting up a new database, including many of the options that I prefer for my projects. Then I'll show you how to create a simple customer table, customer form, and customer list form. Next, we'll cover some of the advanced preferences that I use for all of my projects. I'll show you which of the Access options I like to change, including setting up a trusted location, confirming document deletions, and action queries, and more. We will build an order entry form with the related tables and queries. We'll link it to our customer tables, then we'll create a fully printable invoice report. I'll show you how to create an order list so you can see all of your orders sorted by date and double-click on one to open it up. We'll copy the customer's address info to each order so you know where the order was shipped or billed at the time it was placed. We'll also create a product list so you can pick a product and add it to the order with one click. We are going to learn about a very powerful way to work with data directly in our tables using recordsets. These are programming objects that we can use to read, write, add, delete, and manipulate data directly in VBA code without having to use SQL. We'll talk about what recordsets are, why we want to use them, and we'll set up our first example. There is really no way around it, in order to work with inventory, you really need to learn recordsets. I tried to build this database with just basic SQL, but the end results are clunky, slow, and not the best. But don't worry, I'll show you the basics and exactly what you need to get started. We will learn how to loop through the records in a table using a recordset, displaying whatever fields we want. This will be invaluable when we get to inventory. We will then add those items from the recordset to an unbound value list list box. I'll also show you how to manually add and delete records from the list box as well. We will learn how to track rental inventory items. For example, if you have a store or a library that tracks items to be rented or borrowed and need to be checked in and out, you can assign them to a customer, track their rental history, know when they are late, and so on. This will give us a foundation on how to track products and manage them going into and out of inventory. We will add product codes to each item in our inventory. These can be UPC codes, product IDs, serial numbers, or whatever other type of data you wish to track each specific item with. You can pull up an item by typing in the code. We'll also create a big text box so you can type in a bunch of items at once and have Access analyze the list and scan all of those items in one batch. This is great for book returns when you do not want to take the time to pull up each book. Just enter in the whole list. This will become very useful when we learn how to scan in barcodes. Just scan in the returns one after the other and then analyze them all at once. Moving back to our order entry form, we will add quantity on hand to our product table and create a product history table so we can audit transactions. We will add "is shipped" to our order table to track whether or not an order has been shipped. If so, the order can no longer be edited; we'll lock it down. When the order is ready to be shipped, we'll click on the "ship order" button. The inventory will be checked to make sure we have enough product to ship the entire order. If so, we'll then remove the products from the inventory. Next, we'll get to barcode scanning. We'll discuss the types of barcode scanners, the different types of barcodes, 1D and 2D barcode symbologies, using your cell phone as a barcode reader, creating a product table with a barcode field, and creating a form to scan a barcode and look up a product. We'll learn how to scan a product and have it automatically added to our invoice. We'll also check to see if the product is already on the order, and if so, increment the value by 1 instead of adding lots of line items. We'll also learn how to scan a product and perform a Google search on it to display details. This is great for books or any product with a UPC barcode. Next, we'll learn how to print barcode labels. We'll talk about the Code 39 barcode and why I prefer that for Microsoft Access databases. I'll show you how to install a free Code 39 barcode font. Then we'll see how to create custom barcode labels for our products and print them out. We'll learn how to print multiple labels for the same product, so if you want to print 10 copies of the same label, it is easy to do. We'll create a button on our product form to create individual labels and then a button to clear the table once we've printed. Next, we'll learn how to use the Google Charts API and the Web Browser control to display QR codes. QR codes are great for detailed product info, employee name badges, webpage URLs, or anytime you want to display an image for someone to scan. They can even use their cell phones to get detailed information. We'll learn how to download the QR code from the web and save it as a local file on our hard drives. This way, the information is stored with the database and you can print the image in a report. This way we can print employee name badges. We'll create a method to manually adjust inventory. This is useful when you receive product shipments from your vendors. Just scan the items in. We'll create a combo box where we can select either a lookup scan, remove from inventory, or add to inventory. We will then change the quantity on hand of the product scanned. We'll include logic to prevent negative inventory. We'll add tracking of individual unit serial numbers. We'll create a unit subform under the product form. This way, you can track each of the individual items you have in stock, what their serial numbers are, and to whom they were sold. We'll create a barcode report for serial number labels and a button to mark them printed when finished. We'll add the ability to scan barcodes from products or serial numbers to our order form. If it's a serial number, then we cannot increment the quantity, so we'll have to add a new line item with the unique barcode. We'll check to see if this unit is already on another order and generate a warning if so. Then we'll put the barcodes on the printed invoices. Before taking this seminar, I strongly recommend you have completed my Access Beginner series, Expert 1 and 2 at a minimum, and I strongly recommend you take Developer Level 1 so you have a background with some Visual Basic programming. If you have not taken Developer Level 1, I at least strongly recommend you watch my Intro to VBA video before taking this seminar. It's a free video; you can find it on my website; the link is right there. I will be using Access 365, which is roughly equivalent to Access 2016 or 2019. The vast majority of the material in this course will work with versions of Access all the way back to 2007, with the exception of the QR code material. The Web Browser control that I used to get the QR code is new in Access 2016. Everything else, including scanning and printing the regular barcodes, should work back to Access 2007. If you have questions about the material covered in today's seminar, please feel free to post them in the comment section below. If you have other questions about Access not related to today's class, please feel free to post them in my Access forum. Now let's get ready to enjoy the Microsoft Access Barcoding and Inventory Seminar brought to you by AccessLearningZone.com. QuizQ1. What is the main focus of the Microsoft Access Barcoding and Inventory Seminar?A. Building custom websites with Access B. Scanning and printing barcodes, and managing inventory C. Analyzing sales data D. Creating PowerPoint presentations Q2. Which barcode symbology does the instructor prefer for Microsoft Access databases? A. EAN-13 B. Code 128 C. Code 39 D. PDF417 Q3. What feature is introduced to handle batch item processing, such as for book returns? A. Automated emailing B. Bulk barcode scanning into a large text box C. Printing inventory reports D. Encryption of database files Q4. Why are recordsets important in this seminar? A. They allow for custom fonts in reports B. They are necessary for advanced inventory management C. They improve backup procedures D. They simplify user authentication Q5. Which process is automated to prevent editing shipped orders? A. Automatically blocking customers B. Locking down orders once marked as shipped C. Sending notifications to customers D. Generating packing slips Q6. Which of the following CAN be tracked using the techniques in the seminar? A. Individual unit serial numbers B. Access user login times C. Power consumption statistics D. Currency exchange rates Q7. When an item with a serial number is added to an order, what is different from regular products? A. The price is doubled B. You can increment the quantity C. Each unit must be added as a separate line item D. The item can be returned for a full refund Q8. What is the purpose of creating a product history table? A. To improve barcode readability B. To audit inventory transactions C. To enhance user interface design D. To manage customer feedback Q9. How can QR codes be integrated into the Access database according to the seminar? A. By programming them in SQL B. By using a Web Browser control and the Google Charts API C. By purchasing a third-party add-on only D. QR codes are not supported Q10. What are students expected to know before taking this seminar? A. Advanced SQL Server management B. Photoshop skills C. Basic Access, Expert 1 and 2, and ideally Developer Level 1 (VBA) D. Knowledge of Python scripting Q11. What feature is available for printing barcode labels for multiple copies of a product? A. Restricting print to one label at a time B. Easily printing multiple labels through the form C. Only exporting to PDF D. Scanning each item separately before printing Q12. What happens if an attempt is made to remove more items from inventory than are available? A. Inventory goes negative with no warning B. There is logic to prevent negative inventory C. The database deletes the product D. Access automatically restocks the item Q13. Which versions of Access are compatible with most of the seminar material (excluding QR code functionality)? A. Only Access 2021 B. Access 2007 and later (excluding some QR code features) C. Only Access 365 D. Access 97 and above Q14. What should students do if they have questions about the seminar material? A. Contact Microsoft directly B. Post in the comment section below the video C. Email the instructor only D. Call customer service Q15. What is a recommended step during setup to ensure Access projects work correctly? A. Install a VPN client B. Change Access options, including setting a trusted location and confirming document deletions C. Use only the default settings D. Export all data to Excel first Answers: 1-B; 2-C; 3-B; 4-B; 5-B; 6-A; 7-C; 8-B; 9-B; 10-C; 11-B; 12-B; 13-B; 14-B; 15-B DISCLAIMER: Quiz questions are AI generated. If you find any that are wrong, don't make sense, or aren't related to the video topic at hand, then please post a comment and let me know. Thanks. SummaryToday's video from the Access Learning Zone focuses on the Microsoft Access Barcoding and Inventory Seminar. I am your instructor, Richard Rost.In this seminar, I will show you everything you need to know about using Microsoft Access to scan and print barcodes, as well as how to manage inventory that includes rentals, various products, and tracking items by individual serial numbers. The seminar covers topics such as basic customer management, creating order entry and invoicing systems, using recordset programming, handling rental inventory, scanning common barcodes, and printing both Code 39 and QR code barcodes. You will also learn how to track product inventory as it comes in and goes out, how to handle units with serial numbers, how to print barcode labels for both products and individual items, and how to use a demonstration label maker. We will begin by setting up a new database, and I will walk you through many of the setup options and preferences I like to use for my own projects. I will guide you through creating a simple customer table, a form to add or edit customer data, and a list form to view all customers. After laying the basics, I will share some advanced settings that I adjust for all my projects. This includes options like configuring Access to run in a trusted location, setting up prompts for document deletions, adjusting preferences for action queries, and other recommended changes. We will then move on to building an order entry form complete with its related tables and queries. This form will be connected to the customer tables, and I will show you how to generate a professional, printable invoice report. You will also learn how to view a list of all your orders sorted by date, with the ability to easily open any specific order. We will make sure that when an order is placed, the customer's address is copied into the record so you have a history of where each order was shipped or billed at the date of the order. We will add a product list, making it easy to select products and add them to an order with just one click. During the course, I will introduce you to recordsets, which are powerful programming tools that allow you to read, write, add, delete, and manipulate data directly in VBA, without relying on SQL. I will explain what recordsets are, why you should use them, and how to create an example to get started. If you want to build a reliable inventory system in Access, learning recordsets is crucial. Although basic SQL alone can be used, it tends to be cumbersome and inefficient, which is why I focus on VBA-based solutions. With recordsets, we will learn how to loop through records in a table and display the fields we need. This is essential as we build advanced inventory features. You will see how to add items derived from a recordset to an unbound value list in a list box and how to add or remove records from that list as needed. Managing rental item inventory is another key topic. If you run a store or library, for example, and need to track items that are borrowed or rented out, this seminar will show you how to assign items to customers, maintain rental histories, flag overdue items, and more. This will serve as a foundation for managing other types of products as they move in and out of inventory. We will set up product codes for each inventory item. These can be UPCs, internal product IDs, serial numbers, or any other identifier you wish to use for tracking. You will be able to look up items simply by entering the code. For cases where you need to process many items at once, such as book returns, we will add a large text box, enabling you to paste or type in multiple codes for batch processing. Access will analyze the entire list and handle all items at once. This capability is especially effective when used in tandem with barcode scanning. You can quickly scan several returning items and process them collectively. Returning to the order system, we will enhance the database by adding a 'quantity on hand' field to the product table and creating a product history table for transaction auditing. We will track whether each order has been shipped by adding a corresponding field to the order table. Once an order is shipped, it becomes locked and no further edits can take place. A 'ship order' button will manage the shipping process, updating inventory to reflect the dispatched products and preventing negative inventory levels. The seminar will cover barcode scanning in detail. I will discuss different types of barcode scanners, the differences between 1D and 2D barcode technologies, options for using your cell phone as a barcode reader, and the steps for setting up a product table with a barcode field. There will be a form dedicated to scanning barcodes and retrieving product details. We will make it possible to scan a product and have Access automatically add it to an invoice. If the product already exists on the current order, the system will increment the quantity rather than creating redundant line items. Additionally, I will demonstrate how to scan a product and perform a Google search to look up more information about it. This can be especially useful for books and any items with UPC codes. On the topic of printing barcodes, I will explain why I prefer the Code 39 barcode for Microsoft Access applications. You will learn how to install a free Code 39 font, design custom barcode labels for your products, and print them as needed. If you require multiple labels for the same product, I will show you a simple way to generate as many copies as necessary. Our product form will be equipped with buttons to create and clear labels efficiently. I will introduce the Google Charts API and explain how to use the Web Browser control in Access to display QR codes. QR codes are excellent for sharing detailed product information, creating employee badges, embedding web links, and any other use where a scannable image is helpful. Attendees will also learn how to download these codes from the web and save them locally, so they can be included in database reports and printed—for example, on employee badges. We will add functions to manually adjust inventory counts, which is useful when receiving new shipments or processing returns. The interface will include a combo box for selecting whether to scan for lookups, add inventory, or remove inventory, and all changes will be managed in a way that prevents negative stock levels. Tracking inventory by individual serial numbers is another focus. I will demonstrate how to implement a unit subform within the product form, enabling you to manage every single item in stock, document their serial numbers, and track their purchase or sale history. You will also have the ability to print barcode labels for serial numbers and track which labels have been printed. On the order form, you will be able to scan barcodes for both products and serial numbers. When scanning a unique serial number, the system will add it as a separate line rather than just increasing a quantity, and it will alert you if that serial number is already associated with a different order. We will ensure that these barcodes are included on printed invoices for reference. Before taking this seminar, I highly recommend that you finish my Access Beginner series and both Expert 1 and 2 classes, at minimum. For those who want or need VBA skills, Developer Level 1 is strongly suggested so you have the background needed to follow along. If you have not taken Developer Level 1, I encourage you to watch the free Intro to VBA video available on my website. Throughout the seminar, I will be using Access 365. The material is compatible with Access 2016 and 2019, and almost everything will work back to Access 2007. The only modules that depend on newer versions are those involving QR codes, since the Web Browser control is only available in Access 2016 or later. Scanning and regular barcode printing will work just fine with older versions. If you have questions about what I cover in the seminar, feel free to ask in the comments below. For questions about other Access topics, my Access forum is a great place for discussion. You can find a complete video tutorial with step-by-step instructions on everything discussed here on my website at the link below. Live long and prosper, my friends. Topic ListSetting up a new Microsoft Access databaseCreating customer tables and forms Configuring advanced Access options and preferences Setting up trusted locations in Access Building an order entry form linked to customer tables Creating printable invoice reports Generating order lists with double-click functionality Copying customer address information to orders Creating a product list for order selection Introduction to recordsets in Access VBA Looping through table records with recordsets Adding and deleting records from unbound list boxes Managing rental inventory and tracking rentals Assigning and managing product codes and serial numbers Batch input and analysis of multiple items Scanning barcodes into Access forms Tracking product inventory in and out Auditing transactions with a product history table Implementing shipped status and locking orders Validating inventory levels before shipping Understanding barcode scanners and barcode types Creating barcode fields in the product table Scanning barcodes to look up products Automatically adding scanned products to invoices Incrementing product quantities on orders via scanning Performing web searches with scanned barcodes Printing Code 39 barcode labels for products Installing and using a free Code 39 font Printing multiple barcode labels for the same product Clearing labels after printing Displaying QR codes with Google Charts API Using the Web Browser control for QR codes Downloading and saving QR code images locally Printing QR code reports for employee badges Manually adjusting inventory quantities via scanning Selecting between inventory lookup, adding, or removing items Preventing negative inventory values Tracking individual unit serial numbers Creating a unit subform for products Printing barcode labels for individual serial numbers Scanning barcodes for products and serial numbers on orders Generating warnings for serial numbers assigned to other orders Printing barcodes on invoice reports |
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| Keywords: access seminar barcode inventory lessons PermaLink How To Scan and Print Barcodes, Track Inventory, Rentals, and Serial Numbers in Microsoft Access |
