Assuming your company already leverages mobile solutions in warehouse operations (and if not, it’s definitely time to talk about SiMA Warehouse Movement, our App!), you know how much time can be wasted searching for the correct document—whether it’s a PO for goods receipts, a Reservation number for goods issues, or an Outbound delivery for picking. Beyond just the time wasted, there’s a significant risk of data entry errors that can disrupt your entire supply chain. This is where implementing barcode or QR code scanning solutions becomes a game-changer. These technologies not only streamline your workflow by eliminating manual searches and entries but also drastically reduce the potential for costly mistakes, making your warehouse operations more efficient and reliable.
So, we want to share different approaches, based on our experience, with their benefits and challenges, to implementing QR codes and barcodes in your warehouse operations. By reviewing these options, you can select the best solution—or a combination of solutions—that suits your specific needs and operational scenarios.
- QR Codes or Barcodes in Purchase Order Forms
One of the simplest yet effective ways to optimize goods receipt processes is by integrating QR codes or barcodes into your Purchase Order (PO) forms. This method requires minimal changes to your existing forms and can significantly speed up the receipt process.
What do you need?
- Modification of PO Forms: just an ABAP modification to embed a barcode or QR code representing the PO number on your PO forms.
- Receipt Process: When vendors arrive to deliver goods, warehouse users can scan the barcode/QR code to instantly identify the purchase 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 you are concerned about printing the PO, the supplier can show the form from their phone or tablet to the warehouse user to scan.
Other benefits:
- Additional Data Entry: Once the user gets the correct PO number, it is easy to post the goods receipt (at least in SiMA, it could be just an additional click), or if needed, users can edit quantities, record partial receipts, or enter details using SiMA such as vendor batch number, expiration date, etc. This further minimizes errors and speeds up the process.
To keep in mind:
- Initial Step Only: This approach is for the Goods Receipt step, and for internal processes such as stock transfers or physical inventory, you may need to keep reading and reviewing the scenarios that follow.
- Reading Standard GS1 for EAN/UPC barcode or QR code labels
Utilizing the standard EAN/UPC labels that vendors provide 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 are provided with the appropriate EAN/UPC.
- Update you SAP Material Master: In this scenario, you need to update your material master in SAP with the corresponding EAN or UPC numbers and implement a logic to find YOUR material number in SAP based on the EAN/UPC number scanned from labels (SiMA already has it 😊).
- GS1 data decomposition logic: To use additional data from labels, you need a program or logic that allows you to map the application identifiers to SAP fields.
Other benefits:
- Data Capture: In addition to finding your purchase order number from the material (from the EAN/UPC), you can take advantage of the GS1 standard information contained on labels, such as supplier, vendor, lot, expiration date, or production date, and use it to automatically populate data in the goods receipt.
To keep in mind:
- Material Master Scope: It is likely that not all your materials are delivered by your suppliers with labels, or perhaps not all comply with GS1 standards.
- Label Damage or replace: This option is not 100% reliable to use in internal processes, since you don’t have a backup in case you need to reprint labels, for example in case of damage.
- Creating 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 of your warehouse operations.
What do you need?
- Design/develop Labels: you need to design and develop in SAP the forms for labels with the required information (e.g., material number, batch number, expiration date) as goods are received.
- Label printing functionality: a feature is needed that allows your users to select the correct label and the number of labels needed for each reception (By the way, do you know which app already counts with this feature? Yep, SiMA).
Other benefits:
- Operational Efficiency: While this approach doesn’t speed up initial receipts, it significantly enhances subsequent operations like transfers, physical inventory, picking, and goods issues.
To keep in mind:
- Cut over and reprint: This approach ensures that all incoming goods are labeled, but you require an additional function to print on demand for materials already in stock or to reprint in case of label damage. (Of course, SiMA supports on-demand printing for these scenarios).
- Label Information: It’s highly recommended to consider when designing the label to include static data that won’t change over time, such as material number, lot number, expiration date, and production date, and avoid data like quantity, especially if in your operation it’s possible to change the quantity in a specific container. This option is useful if you have EAN or UPC labels with the detailed quantity and unit and never change them.
- Multiple Label Sizes: Design and implement different label sizes depending on packaging requirements. SiMA allows you to choose between different label options and set the number of labels needed for each reception.
- Labels on Storage Bins
Labeling storage bins with barcodes or QR codes can streamline warehouse operations, especially when using SAP Warehouse Management (WM) and need to confirm transfer orders.
What do you need?
- Bin Labeling: Label each storage bin with a unique number and the barcode or QR code representation.
- Confirmation and Modification: Warehouse users can confirm or modify the storage location of transport orders for goods by scanning the bin labels, making the process faster and more accurate.
Other benefits:
- Change storage bin in confirmation: Should be good to have a function to address the gap of the standard SAP functionality that when you need to confirm a transfer order, sometimes users need to change the storage bin, in standard SAP you must cancel and create a new transfer order. In SiMAv, is possible to confirm in a different storage bin (we can in the back end to complete the necessary process).
To keep in mind:
- Cutover: If you have not yet labeled all your storage racks, consider printing and labeling all your storage bins.
- Reservations or Outbound Deliveries
Like PO barcode / QR code scenario, integrating barcodes or QR codes into reservation or outbound delivery forms can streamline picking and goods issue processes.
What do you need?
- Document Modification: modify your outbound delivery or reservation forms to add barcodes or QR codes.
To keep in mind:
- Form Customization: Make necessary adjustments to your SAP forms to incorporate barcodes/QR codes.
- Physical Inventory
Conducting 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 materials (scenario 2 or 3); if you are performing a WM physical inventory, you can use storage 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 keep in mind:
- Unique IDs: is a common and often requested by customers to perform physical inventory by simply scanning labels like an old western cowboy shooting. This is possible, but it is mandatory to use unique identifiers to avoid scanning the same label multiple times. The unique identifier should be as simple as a counter.
Conclusion
As you can see, there are multiple approaches to implementing QR codes and barcodes in your warehouse operations, each with its own benefits and considerations. From modifying purchase order forms to printing custom labels and tagging storage bins, 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 these approaches and provides a comprehensive solution for managing your SAP warehouse processes.
Contact us to learn more about how SiMA can help you optimize your warehouse operations and to hear the success stories of companies that have already streamlined their operations with our solutions.
