How barcode scanners turn an ordinary warehouse into a high-performance operation

They are no longer the privilege of large warehouses. Thanks to accessible mobile apps with a scanner function, even a small company can now use barcode scanners. And the benefits? Faster order processing, almost zero error rate, and inventory that takes hours instead of days. How barcode scanners work, what types exist, and what they can do when connected to a warehouse system – you will find out in this article.

Basic principles of barcode reading in the warehouse

Barcode scanners are handheld devices that warehouse workers carry with them at all times. Just point and beep – within a second, they read the code of a product, package, or material. The necessary information from the warehouse system immediately appears on the display. The warehouse worker can then directly take further actions: stock the goods, dispatch an order, or even print shipping labels.

Barcode scanners come in several variants, from simple solutions to professional devices. In warehouses, you most commonly encounter these three types:‍

• ‍Mobile phones – The cheapest option, ideal for smaller warehouses with dozens of orders per day. The scanner function is replaced by the phone's camera. Also great for seasonal temps. However, there are limitations – some codes won’t be scanned, battery life doesn’t last all day, and the warehouse system must have its own mobile app.‍
• Bluetooth scanner – Connects to the mobile phone as an attachment and is used solely for scanning codes, while the app still runs on the phone. The scanning quality is close to professional scanners, and it can handle operations with lower hundreds of orders per day. The limitation remains the phone's battery life.‍
• Barcode scanners – The most powerful solution for demanding warehouses. Scans codes instantly even from a greater distance, lasts up to 72 hours on a single charge, and can handle thousands of orders per day. Ideal for larger or high-traffic operations where every second counts.

Main advantages of barcode scanners in the warehouse

Companies purchase barcode scanners primarily to speed up and improve the accuracy of all warehouse processes from goods receipt to dispatch. Thanks to scanners, they have a better overview of stock movement and significantly reduce human errors typical of manual handling. Once the warehouse starts to grow, switching to scanners becomes practically unavoidable. Paper-based processes can no longer keep up with the influx of orders and stock movements.

Main advantages include:

• Faster dispatching – Warehouse workers just scan the code on the item or rack and confirm the dispatch.
• Clearer goods receipt – Workers scan the codes on the incoming goods to verify that everything expected has arrived.
• Almost zero error rate – When processing orders, workers immediately see if they are picking the correct item from the order. This is crucial, especially when dealing with goods in various colors or sizes, like T-shirts.
• Better stock overview – Thanks to scanners, everyone in the company can track stock movement in real time. This makes organization and inventory planning easier.
• Simpler inventory – No need to walk around the warehouse with a paper list and count pieces manually – just scan the codes on the racks.
• Faster returns handling – The worker just scans the barcode on the returned package and confirms which items were returned.
• Faster employee onboarding – Teaching new warehouse workers and temps to use scanners is much easier than explaining how to manage a warehouse without them.

Real-life example: Connecting barcode scanners with WMS (Warehouse Management System)

Scanners only serve their purpose if they are connected to your inventory system. You can link them to a warehouse module in an accounting or ERP system, but you get the highest efficiency when connected with a WMS.

While warehouse modules in ERP systems are mostly used for inventory records, a WMS (Warehouse Management System) goes much further. It automates and speeds up the entire warehouse process – from goods receipt to dispatch and returns. It can track the exact storage location of each item, suggest optimal storage strategies, and facilitate the work of warehouse workers and logistics managers. How WMS works in practice can be seen in our LOKiA WMS solution example.

Implementation of scanners in the warehouse

Implementing barcode scanners with the LOKiA WMS system takes place in several steps. Scanners and printers are provided through our certified hardware suppliers, and we install WMS into them. Then, together, we create a unified label format for your products and logistic units – for example, cartons or foils.

Using the labels, you mark all products in the warehouse, and future items are labeled by warehouse workers upon receipt or in production (if not already labeled by the manufacturer). The label can include not only the basic product ID but also important information such as batch number, quantity, or best-before date. This makes stock tracking and management much easier and more accurate.

Goods receipt

After receiving an order, LOKiA automatically reserves the necessary warehouse space according to the selected storage strategy. Once the goods arrive, warehouse workers simply scan them – either piece by piece or the whole pallet using the SSCC code.

The system confirms that everything that was supposed to arrive has arrived, and you instantly have an overview of the received goods and their warehouse locations. After scanning, the goods are automatically stocked – not just in the warehouse, but also in the e-shop. Workers then physically place the goods in the positions assigned to them by the WMS.

Goods dispatch

Dispatch is even simpler. The warehouse worker opens the order on the scanner, and the system guides them to the correct items according to the configured dispatch strategy. LOKiA also plans the route to minimize walking distance and allows the worker to pick multiple orders at once. This speeds up the whole process even more.

Once the worker scans the item, the system verifies it's the correct product and confirms its dispatch. At the end, the WMS compares the picked shipment with the original order to check everything matches. Mistakes are nearly eliminated.

Goods and process tracking

LOKiA provides detailed history for each item in the warehouse – from receipt to shipping. The logistics manager knows exactly who delivered the goods, which worker stocked them, where they are now, who moved them, or who they were sent to. Thanks to this traceability, every step can be tracked. For example, if the number of complaints increases, managers quickly identify where the error occurred. Likewise, a defective product batch can be traced – LOKiA immediately shows which customers received it, and you can notify them in time.

We will help you implement scanners

If you're also considering introducing barcode scanners into your warehouse, contact us. We'll discuss how to implement scanners in a way that maximizes the efficiency of your processes.