Assuming your company already uses mobile solutions in warehouse operations (and if not, it’s certainly time to talk about SiMA Warehouse Movements, our application), you know how much time can be wasted looking for the right document, whether it’s a purchase order for goods receipts, a reservation number for goods issues or a delivery for picking.
In addition to wasted time, there is a significant risk of data entry errors that can disrupt the entire supply chain. This is where the implementation of barcode or QR code scanning solutions is a game changer. Not only do these technologies streamline workflow by eliminating manual searches and entries, but they also drastically reduce the possibility of costly errors, making your warehouse operations more efficient and reliable.
Therefore, we want to share different approaches, based on our experience, with their advantages and challenges, for implementing QR codes and barcodes in warehouse operations. By reviewing these options, you will be able to select the best solution – or combination of solutions – that fits your specific needs.
- QR codes or barcodes on purchase order forms
One of the simplest and most effective ways to streamline your goods receiving processes is to integrate QR codes or barcodes into your purchase order forms. This method requires minimal changes to existing forms and can speed up the receiving process considerably.
What do you need?
- Modification of order forms: a simple ABAP modification to embed a barcode or QR code representing the order number in your order forms.
- Receiving process: When suppliers arrive to deliver goods, warehouse users can scan the barcode/QR code to instantly identify the order number. This eliminates the need to search for the PO number by typing or by vendor number, material, etc., reducing time and errors. If concerned about printing the PO, the supplier can display the form from their phone or tablet for the warehouse user to scan.
Other advantages:
- Additional data entry: Once the user obtains the correct PO number, it is easy to post the goods receipt (at least in SiMA, it could be just one additional click), or if needed, users can edit quantities, record partial receipts or fill in details such as supplier lot number, expiration date, etc. This further minimizes errors and speeds up the process.
To be considered:
- For receipts only: This approach is for the Goods Receipt step, and for internal processes such as stock transfers or physical inventory, you may need to read on and review the scenarios below.
- Label reading with GS1 standards for bar codes or QR EAN/UPC
Using standard EAN/UPC labels provided by suppliers can be another effective way to streamline operations.
What do you need?
- Supplier labels: Suppliers often use EAN or UPC labels that contain information relevant to your operation according to GS1 standards. You must ensure that all materials included in the scenario have the appropriate EAN/UPC.
- Update your SAP material master: In this scenario, you need to update your material master in SAP with the corresponding EAN or UPC numbers and implement logic to find YOUR material number in SAP based on the EAN/UPC number scanned from the labels(SiMA already has it 😊).
- GS1 data decomposition logic: To use the additional tag data, a program or logic is needed to map the application identifiers to the SAP fields.
Other advantages:
- Data capture: In addition to finding the order number from the material (from the EAN/UPC), you can take advantage of GS1 standard information contained on the labels, such as supplier lot number, expiration date or production date, and use it to automatically populate the goods receipt data.
To be considered:
- Material Master Scope: It is likely that not all of your materials will be delivered by your suppliers with labels, or may not all meet GS1 standards.
- Damaged label or reprint: This option is not 100% reliable for use in internal processes, since there is no backup in case you need to reprint labels, for example, in case of damage.
- Create your own labels
Printing your own labels at the time of goods receipt can provide a more reliable scenario because it is under your control and allows you to automate all your warehouse operations.
What do you need?
- Label design/development: Forms for labels with the required information (e.g., material number, lot number, expiration date) need to be designed and developed in SAP as goods are received.
- Label printing functionality: you need a feature that allows your users to select the correct label and the number of labels required for each reception (by the way, do you know which application already has this feature? Yep, SiMA).
Other advantages:
- Operational efficiency: Although this approach does not speed up initial receipts, it significantly improves downstream operations such as stock transfers, physical inventory, picking preparation and goods issues.
To be considered:
- Cutover and reprint: This approach ensures that all incoming materials are labeled, but you need an additional feature to print on demand for materials that are already in stock or to reprint in case the label is damaged. (Of course, SiMA supports print on demand for these cases).
- Label information: It is highly recommended to take into account when designing the label to include static data, which does not change over time, such as material number, batch number, expiration date and production date, and to avoid data such as quantity, especially if your operation can change the quantity on a specific package. This option is viable if you have EAN or UPC labels with detailed quantity and unit and never change them.
- Multiple label sizes: Design and implement different label sizes according to different packaging scenarios. SiMA allows you to choose between different label options and set the number of labels required for each receipt.
- Labels on locations
Labeling storage bins with barcodes or QR codes can streamline warehouse operations, especially when using SAP Warehouse Management (WM) and transfer orders need to be confirmed.
What do you need?
- Location labeling: Label each location with a unique number and barcode or QR code representation.
- Confirmation and modification: Warehouse users can confirm or change the location of goods transfer orders by scanning bin labels, making the process faster and more accurate.
Other advantages:
- Change location on confirmation: It would be timely to have a function to address the gap in standard SAP functionality that when you need to confirm a TO, sometimes users need to change the location. In SAP standard you must cancel and create a new TO. In SiMA, it is possible to confirm in a different location (we take care of the necessary steps in the back end).
To be taken into account
- CutoverIf you have not yet labeled all your storage racks, you should consider in your work plan the activity of printing and labeling all your locations. This may take time.
- Reservations or outbound deliveries
As in the case of barcodes and QR codes on orders, the integration of barcodes or QR codes on reservation or delivery forms can streamline the picking and goods issue processes.
What do you need?
- Document modification: modify your delivery or reservation forms to add barcodes or QR codes.
To be taken into account
- Modification of forms: Make the necessary adjustments to your SAP forms to incorporate barcodes/QR codes.
- Physical inventory
Conducting a physical inventory can be a tedious process, but using barcodes or QR codes can make it much more efficient.
What do you need?
- Labels: If you are performing an IM physical inventory, you must label the materials (scenario 2 or 3); if you are performing a WM physical inventory, you can use bin labels (scenario 4) and/or combine them with a material label.
- Scanning process: Users can quickly scan these labels during physical inventory, reducing time and ensuring accuracy.
To be considered:
- Unique identifiers: a frequent request from customers is to perform the physical inventory by simply scanning the tags like an old western cowboy shooting. This is possible, but it is mandatory to use unique identifiers to avoid scanning the same tag multiple times. The unique identifier can be as simple as a counter.
Conclusion
As you can see, there are multiple approaches to implementing QR codes and barcodes into your warehouse operations, each with its own advantages and considerations. From modifying purchase order forms to printing custom labels and tagging storage locations, these methods can significantly streamline your processes, reduce errors and save time, regardless of the software or mobility solution you choose.
By incorporating these strategies, you can streamline your warehouse operations and increase efficiency. Our application, SiMA Warehouse Movements, supports all of these approaches and offers a comprehensive solution for managing your SAP warehouse processes.
Contact us to learn more about how SiMA can help you improve your warehouse processes and hear the success stories of companies that have already optimized their operations with our solutions.
