Inventory & Parts: Barcode Scanning

FreeMaint reads industry-standard 1D and 2D barcodes on parts. Scanning is supported from the mobile app's built-in scanner and from USB/Bluetooth hardware scanners on web. A scan jumps straight to the part record — current stock, vendors, reorder point, recent consumption, and the option to pick or receive units. On a work order you can also add a part by scanning: open Add part on the work order, then scan into the Scan barcode field — the matching part is selected automatically.

Supported barcode formats

FreeMaint accepts the most common industrial formats out of the box. There is no need to flip a setting — the scanner library auto-detects the symbology.

EAN-13

13-digit European Article Number — typical for retail-style packaged parts

EAN-8

8-digit short form for small packaging

UPC-A

12-digit Universal Product Code, common in North America

Code 128

Variable length alphanumeric — the default for industrial pick labels

Code 39

Variable length alphanumeric, lower density — common in older asset tags

QR Code

2D matrix code — required if you want to encode a deep link or extra metadata

Data Matrix

Compact 2D code used in micro-marking and aerospace traceability

Compatible scanner hardware

On the web app, any HID-class scanner that emulates a keyboard works — when the cursor is in the scan field, the scanner types the decoded value followed by Enter. On mobile, the device camera is the scanner; no extra hardware required.

Phone / tablet camera

Built-in scanner in the FreeMaint mobile app — no extra hardware, works on any modern device

Bluetooth ring scanners

Zebra RS5100, ProGlove MARK — keep both hands free for picking

USB handheld scanners

Honeywell Voyager, Zebra DS2200 — plug-and-play on desktop receiving stations

Fixed-mount scanners

For conveyor or pass-through stations — use the REST API to feed scanned values

Scanning workflow on mobile

Open the mobile app — Sign in and ensure the device has camera permission
Tap the scanner icon — Bottom navigation bar, central button
Frame the barcode — Hold steady 5–20 cm from the label; auto-capture fires when focused
Confirm the part — The part record opens — verify the name and location before acting
Pick or receive — Adjust quantity, optionally link to a work order, save

Bulk inventory counts

For a periodic stock count, work through your stockroom row by row, scanning each part and entering the on-hand quantity. FreeMaint shows the system quantity alongside, so discrepancies are obvious. Variances are logged with a reason code and feed the consumption report.

Start a count — Inventory → Counts → Start new count, scope to a location or category
Scan each part — Walk the shelves; the count session keeps running totals
Reconcile — Review variances, add reason codes (loss, breakage, error), close the count

Common scanning issues

Scanner reads but the part is not found

Open Inventory → Parts and search by the scanned value. The barcode may not be stored on the part record yet — edit the part and paste it into the Barcode field.

EAN-13 reads as a number then errors

Excel-imported EAN-13s sometimes lose leading zeros. Re-import the part with the barcode field declared as text in the CSV.

Low light kills the camera scanner

Enable torch (flash) in the scanner overlay; for production environments, prefer a Bluetooth ring scanner

Tip

Print barcode labels with the part's human-readable reference (PART-N) printed beside the barcode. If the barcode gets scratched, technicians can still type the reference.

Barcode Scanning for Parts