How Do Barcode Scanners Work? Your Guide To Scanning Items

If you've spent hours scanning the market for the perfect barcode scanners for your business, it's probably not very likely that you've given much thought to how barcode technology actually works. But if you're curious about how these devices read those seemingly random lines and numbers printed on products, we've got the answers for you.

In this complete guide, we're giving you the lowdown on all things barcode scanners including what they are, how they work, and how to choose the best one for your business.

Let's get scanning!

What is a barcode? 

A barcode is a machine-readable code that's composed of a series of black and white bars. Consumers will usually encounter them on packaging and stickers The code can be read by a scanner that translates the black and white bars into a string of numbers. This string of numbers can then be used to look up information about the product, such as the price or manufacturer.

Now, there are two types of barcodes out there. You've got your linear or one-dimensional (1D) barcodes, and then you've got your two-dimensional (2D) barcodes.

Linear barcodes are the most common. They're made up of a series of parallel black and white bars that represent numbers, letters, or symbols. Linear barcodes can be different widths and lengths but are generally much longer than they are wide.

Two-dimensional codes are composed of a series of black and white squares arranged in a specific pattern. They can store more information than linear barcodes because they're composed of a grid of data rather than a series of parallel lines.

What is a barcode scanner? 

A barcode scanner, also called a price scanner, barcode reader, or point-of-sale (POS scanner, is a hand-held or stationary input device used to capture and read the information  contained in a barcode. It's made up of a scanning device, a decoder ( either external or built-in), and a cable which is used to connect it to your POS system.

How does a barcode scanner work? 

A barcode scanner works using reflected light. It directs a light beam over the barcode and then measures the amount and pattern of the light that is then reflected back. The barcode scanner then turns the light energy into electrical energy. That's then converted into data by the decoder and forwarded to a retail POS system or hospitality POS system.

Common uses of a barcode reader

Barcode readers are everywhere, especially in retail stores and warehouses. They're used in all sorts of ways, like at the checkout counter where they scan your items to ring up your total. But that's not all they do! 

In warehouses, they're like little detectives, tracking products from the moment they arrive until they're sent off to their new homes. This helps stores keep tabs on what they've got and make sure they've always got what you need.

Top benefits of scanning products with a POS scanner

Barcode readers offer several advantages in retail stores and hospitality venues, here's just a few:

• They reduce pricing errors by automatically scanning product prices, removing the need for manual entry.
• They increase accuracy and efficiency by quickly and correctly recording inventory and sales data.
• They improve customer service by speeding up the checkout process and reducing wait times.
• They help reduce inventory levels by providing precise tracking and better inventory management.

Disadvantages of barcode scanners

Now all good things have their downfalls, and it's important to consider the limitations of barcode scanners, which are:

• Barcode scanners can sometimes misread barcodes, resulting in data errors.
• They require a direct line of sight between the barcode and the scanner, meaning any obstructions can cause issues.
• Barcodes need to be printed clearly on labels or tags for accurate scanning.

Types of barcode readers

Now that you know what barcode scanners are, let's look at the different types of barcode scanners out there. Here's a range of modern barcode scanners you can choose from:

Laser scanners

A pen or laser scanner (the two names can be used interchangeably) works by emitting a laser beam that reflects off the barcode and back to a sensor, which interprets the barcode information. These scanners are generally the more cost-effective option and can be used to scan barcodes from a distance of up to several feet away. However, they cannot be used on curved or glossy surfaces, making them less versatile than imagers or other scanners.

Image scanners

Image scanners can be used to scan barcodes from any surface (curved and glossy included). They're also capable of reading barcodes from a distance, making them a lot more versatile than laser scanners. However, image scanners tend to be more expensive. Their price tag is often justified by their versatility, as a single imager can often replace multiple laser scanners.

CCD scanners

CCD scanners use an array of tiny light sensors to capture the entire barcode image at once, providing fast and accurate readings. They're more durable and can read barcodes from closer distances compared to lasers, making them ideal for retail and industrial applications. Additionally, CCD scanners can handle poorly printed or damaged barcodes. However, they generally have a shorter range and can't scan barcodes from as far away as other scanners.

Omnidirectional barcode scanner 

Now, omnidirectional scanners use a mix of laser beams and mirrors to create a complete, 360-degree scanning field. When barcode scanning, this ensures that barcodes can be read from any angle. The main benefit of omnidirectional barcode scanners is their ability to improve scanning speed and efficiency significantly. While omnidirectional scanners tend to be a bit pricier in regards to their initial cost, it’s important to consider the long-term benefits and better efficiency that they bring.

Handheld barcode scanner VS Bluetooth POS scanner 

When it comes to choosing between a handheld barcode scanner and a Bluetooth POS scanner, it's all about what works best for your needs.

A handheld barcode scanner is usually connected to your device via USB and sits right by your side, ready to scan barcodes on products or labels with precision. If you have a counter that your customers go to at checkout, then this is a good choice.

On the other hand, a Bluetooth POS scanner is a modern, wireless solution. It connects to your device via Bluetooth, giving you the freedom to move around and scan items without being tethered to a specific spot. Say you hold trade shows or pop up events where you need to move around, this is a better option.

How to connect my barcode scanner to my POS system? 

Most barcode scanners will come with a USB cable that can be used to connect the device to your POS system. Simply plug the scanner into an available USB port on your computer. Once the scanner is connected, it will be recognised by your POS software and should be ready to use.

Some barcode scanners, like the Epos Now Wireless Barcode Scanner, some barcode scanners use Bluetooth technology to connect wirelessly to your POS system. To pair your POS system, hold down the pairing mode button on the barcode scanner. Once in this mode, you should be able to connect your scanner to your system using the Bluetooth settings on your computer.

Since we aim to optimise our customer experience, our Wireless 2D Scanner is plug and play and can sync to any Windows XP system (or above), without needing to install additional drivers, so you can spend more time managing the bits of your business that matter.

How to set up my SKU scanner to read my product codes?

Before you can test out your barcode scanner, you'll need to make sure that your barcodes are assigned to your products. This can be done in the back office of your POS system. You'll want to do this so that your scanner can read the barcode, associate it with a product on your Front Till and then move the product over to your transaction panel. Here's how you set up your barcodes on and Epos Now system:

1. Go to your Back Office (Click on the 3 lines in the top left > Admin > Back Office)
2. Choose Manage
3. You'll then be taken to the product list by default, find and select the Edit button on the product you'd like to assign the barcode to
4. Scroll left until you see the Barcode tab and then select the field or use your scanner to scan the barcode. Note: If you don't have a barcode for all of your brilliant products, you'll be able to click on the GENERATE NEW BARCODE button (found under the barcode tab, after edit has been selected). The Back Office will then create a random barcode for the product.
5. Once the barcode has been entered, swipe to the right and click Update
6. Repeat this process until you've got a barcode assigned to every one of your products