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

More than one barcode on a part

A stocked item often carries two codes — the distributor's and the manufacturer's — and recording only one means scanning stops working the day you change supplier. Under the barcode field you can add as many extra codes as you need. Scanning any of them finds the part, and so does typing any of them into the search box.

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