Printing and linking barcode labels involves seven parts: label type, paper size, layout, bulk print, scan link, queue, and mobile access. The barcode scanning field tells Zoho Inventory which item field to match against when a barcode is scanned during a transaction, for example when adding items to a sales order or recording a purchase receive, according to Zoho.
How to print and link barcode labels for retail inventory
Start by selecting the correct label type and paper size for your printer. Configure the label layout to include necessary data fields. Print batches from purchase orders or stock lists. Use the scan and link process to connect codes to items. Manage the print queue to track status. Access these functions in mobile apps for on-the-go labeling. Open your inventory software's label settings and select the correct paper size for your current printer.
Key takeaways for how to print and link barcode labels for retail inventory
- Lightspeed automatically adds received items to the label queue in Inventory > Print Labels, streamlining batch processing after supplier deliveries. Lightspeed
- In Sortly, you can access mobile label creation by tapping the three dots in the upper right and choosing Create Labels. Sortly
- Zoho Inventory uses the barcode scanning field to match the scanned code against a specific item field during transactions like sales orders or purchase receives. Zoho
- Configure your label queue settings to match your printer’s paper size before printing bulk batches to avoid misalignment.
- Verify which item field your software matches against when scanning to ensure correct inventory updates during checkout.
A filled reference table for label settings across platforms
The table below pairs seven barcode parts with platform steps from Sortly, Zoho, and Lightspeed.
| Part | Component | Publisher | Setting Detail |
|---|---|---|---|
| 1 | Label Type Selection | Sortly | QR Label |
| 2 | Paper and Size Settings | Sortly | US Letter, A4 Sheet, or Label Printer |
| 3 | Label Layout | Zoho | Standard linear barcode with item name and price |
| 4 | Bulk Print Options | Lightspeed | Auto-added to the label queue |
| 5 | Scan and Link Process | Sortly | Scan each code to link it to the item or folder |
| 6 | Queue Management | Lightspeed | Inventory > Print Labels |
| 7 | Mobile App Access | Sortly | Tap the three dots in the upper right and choose Create Labels |
Sortly requires users to confirm QR Label is selected, then choose a Paper size (US Letter, A4 Sheet, or Label Printer) and a Label size according to Sortly. Zoho Inventory notes that barcode reusable setups control the layout and appearance of your printed barcode and QR code labels according to Zoho. Lightspeed documentation states that received items are automatically added to the label queue in Inventory > Print Labels according to Lightspeed. Square users click Label Type and select Deprecated DYMO 30346 - LW Library Barcode Labels ½ x 1 7/8 according to Square.
Choosing the right label type and size
Selecting the correct label type and paper size is the first step in preparing your inventory for scanning. In Sortly, you must confirm that the Label type is set to QR Label before proceeding with any other configuration Sortly. Once the type is confirmed, you enter a Label name and choose your specific Paper size and Label size Sortly. The available paper size options in this system include US Letter, A4 Sheet, or Label Printer Sortly.
Click Label Type and select Deprecated DYMO 30346 - LW Library Barcode Labels ½ x 1 7/8. One specific option listed in the documentation is Deprecated DYMO 30346 - LW Library Barcode Labels ½ x 1 7/8 Square. If you are unsure which physical printer or roll size matches your current hardware, Square notes that you can compare compatible barcode printers and label sizes in their Support Center Square.
Before loading new rolls into your device, verify that the physical dimensions of the stock match the digital selection in your software. A mismatch between the selected size and the actual paper often leads to misaligned prints or wasted stock. Check your printer’s manual for the exact model number and cross-reference it with the compatibility lists provided by your software provider. If your shop uses multiple printer models, create a separate label profile for each to avoid confusion during high-volume printing sessions. This setup ensures that every label printed matches the scanner’s expected format and the physical constraints of your checkout environment.
Customizing examples with price and location data
Part 3 of the process involves defining what information appears on the physical label. You can customize your barcode label layout by selecting which fields to include, such as the price and item name, adjusting the text style and position, and arranging the content to suit your needs, according to Square. This flexibility allows you to prioritize the data your staff needs to see at a glance during stock checks or checkout.
In Zoho Inventory, barcode reusable setups control the layout and appearance of your printed barcode and QR code labels, according to Zoho. The system provides a standard option that generates a standard linear barcode displaying the item name and price, according to Zoho. If this standard view is sufficient for your operation, you can use either default as-is.
For shops that require more granular tracking, you can create custom reusable setups to include additional details such as warehouse location, batch number, or custom item fields, according to Zoho. Adding the warehouse location to the label helps staff identify where an item is stored without checking the central system. Including the batch number is useful for tracking specific supplier deliveries or expiration dates. You can also add custom item fields if your inventory includes unique attributes that standard fields do not capture.
When designing these examples, consider the physical space available on your chosen label size. If you select a smaller label, you may need to reduce the amount of text to ensure it remains legible. You can adjust the text style and position to fit the necessary information, according to Square. Arranging the content to suit your needs ensures that the most critical data, such as the price or location, is visible to the person handling the item.
Review your current label reusable setups to see if they include the specific fields your team relies on. If your labels currently only show the item name, consider adding the price or location to reduce the time spent looking up details on a screen. Check whether your software allows you to add custom fields for batch numbers or other specific attributes. Adjust the text size and position to ensure the barcode remains scannable and the text is readable. Save the updated layout before printing a new batch of labels.
Printing batches from purchase orders and stock
Bulk printing is the fastest way to label a full delivery without entering each item individually. In Lightspeed Retail (R-Series), the system manages this through an automatic label queue. According to Lightspeed, received items are automatically added to the label queue in Inventory > Print Labels. This means you do not need to manually select each newly received product to prepare it for printing. To check which items are waiting, navigate to Inventory > Print Labels to view the label queue, according to Lightspeed. Once you have confirmed the list, you can send the entire batch to the printer at once. The Print > All Labels button will print all the labels of the items on order, according to Lightspeed. This feature is useful when a large purchase order arrives and you need to label every item before putting it on the shelf.
Sortly offers a different approach for bulk label creation, focusing on selection and specific quantity options. To start the process on a mobile device, tap the three dots in the upper right and choose Create Labels, according to Sortly. Click the three dots on the far right of the Bulk Edit Bar and choose Create Label, according to Sortly. When you select multiple items, you can choose how many labels to generate for each one. The option labeled 1 for each item generates one label for each selected item, according to Sortly. This setting is ideal when you have received a single unit of each product type.
Managing the queue effectively prevents duplicate labels and missing items. In Lightspeed Retail (R-Series), the queue updates automatically as items are received, so you should review the list before hitting the print button to avoid printing labels for items that were already labeled in a previous batch. In Sortly, the selection-based approach requires you to be careful about which items are highlighted in the Bulk Edit Bar. Selecting the wrong items will generate labels for the wrong products. By using the specific "Create Label" options in Sortly and the automatic queue in Lightspeed Retail (R-Series), you can match your printing workflow to your receiving process. If you receive small, frequent deliveries, the mobile option in Sortly may be more convenient. If you receive large, consolidated shipments, the bulk print button in Lightspeed Retail (R-Series) may save time.
Linking codes to items using mobile apps
Parts 5, 6, and 7 focus on connecting physical labels to digital records, managing print queues, and accessing these tools on mobile devices. The scan and link process varies by platform, but the core goal is ensuring the system recognizes the code during transactions.
Scan and link process Once your labels are printed and applied, open the Sortly mobile app and scan each code to link it to the item or folder it belongs to, according to Sortly. This step ensures the physical tag matches the digital record. For transactional workflows, the barcode scanning field tells Zoho Inventory which item field to match against when a barcode is scanned during a transaction, for example when adding items to a sales order or recording a purchase receive, according to Zoho.
Queue management after receiving stock Managing the print queue follows receiving stock of items. Tap Print labels after receiving stock of items, according to Square.
Mobile app access Mobile access allows staff to perform these tasks away from a desktop. For mobile label creation, tap the three dots in the upper right and choose Create Labels.
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FAQ: How to print and link barcode labels for retail inventory
Can I print QR labels before adding items to my system?
You must first confirm that QR Label is selected, then choose a Paper size (US Letter, A4 Sheet, or Label Printer) and a Label size, according to Sortly.
How do I print labels for items that have just been received?
Lightspeed automatically adds received items to the label queue in Inventory > Print Labels. This process handles the initial staging of new stock for labeling without manual queue creation, according to Lightspeed.
Which fields can I include on a custom barcode label?
Zoho allows custom reusable setups to include additional details such as warehouse location, batch number, or custom item fields. You can use either default as-is, or create a custom layout to include warehouse location, batch number, or custom item fields, according to Zoho.
How do I link an unlinked label to a specific item?
Sortly instructs you to open the mobile app and scan each code to link it to the item or folder it belongs to. This step connects the physical label to the digital record after the labels are printed and applied, according to Sortly.