Hurtig lagertilgang: læg varer på lager med stregkodescanner

Receiving goods is one of those tasks where time just flies by. For each item, you have to open the product list, search for the item, click on it, find the inventory field, enter the quantity, and save. Quick inventory access cuts that down to three steps: scan the barcode, enter the quantity, and press Enter.

What Quick Inventory Entry Does

The page looks up one product at a time based on the item’s barcode and lets you add a quantity to inventory immediately. The barcode is called a GTIN in Shoporama—that’s the number printed beneath the bars on the packaging, typically a 13-digit EAN-13. You don’t need to search for the product in the list or remember SKU numbers.

How to find the page

Go to Inventory, Inventory Movements in the menu on the left. At the top of the page, just below the line showing the value of your inventory, there’s a search field labeled “Search by GTIN” and a button labeled “Find and Add to Inventory.”

Step by step

1. Go to Inventory, Inventory Movements.
2. Click in the “Search by GTIN” field and scan the product’s barcode. If you don’t have a scanner, enter the digits manually.
3. Click “Find and Add to Inventory.” You’ll be taken to a page titled “Add Items to” followed by the product’s name, so you can verify that it’s the correct item.
4. Enter the quantity in the “Add the following quantity to inventory” field. The field is already selected, so you can start typing right away.
5. If the item has variants, select the correct one from the “Variant” dropdown.
6. Check the “Unit Price excl. Tax (Purchase)” field, which is the cost price per unit excluding tax.
7. Click “Add to Inventory.” You’ll be taken back to “Inventory Transactions,” where your new entry will appear at the top of the table.

What You See on the Page

The left side is the entry form. The right side is your overview, so you can quickly spot if you’ve selected the wrong item.

• The product image in the right-hand corner is the quickest way to check whether you’ve scanned the item correctly.
• "Current Stock Status" shows how many items are currently in stock. For items with variants, the variant name appears in parentheses in the header, and each variant gets its own line, such as "M: 346 in stock."
• "Backorder" appears for items without variants if the stock has gone into the negative. The number indicates how many you still need to deliver.
• "Location" is displayed if you’ve entered a location for the product, such as a rack or a shelf.

The barcode must be on the product first

The lookup only works if the code is saved for the item. Open the product under Products, expand the Inventory Management section, and enter the code in the GTIN field, where it says “Barcode, e.g., EAN-13” below. If the item has variants, there is a GTIN column in the variant table further down, so each size or color can have its own code.

If you need to assign codes to many products, you can do so via product import. Important: the search only works with GTIN. SKU, secondary SKU, MPN, and the product name will not yield any results because the barcode is the only code physically present on the product.

Products with Variants

If the product has variants, an additional dropdown menu labeled “Variant” will appear. The entry will be applied to the exact variant you select. There are two scenarios, and it’s important to understand the difference:

• You scan a variant barcode. If each size has its own GTIN, Shoporama finds the product and automatically selects the correct variant. Then you just need to enter the quantity.
• You scan the product’s shared barcode. In this case, the system doesn’t know which variant you have, and the dropdown defaults to the first one on the list. Remember to select the correct variant yourself; otherwise, the items will be assigned to the wrong size.

This is the main reason for assigning each variant its own barcode: it allows someone without product knowledge to process the goods receipt. Read more about product profiles and variants. Note that a product can have only one variant axis—either size or color, but not both.

The price you enter is the cost price

The “Unit Price excl. Tax (Purchase)” field shows what the item cost you per unit when you purchased it, excluding tax. This is not the selling price, and it remains unchanged.

• The field is pre-filled with the product’s cost price, so in most cases you don’t need to do anything.
• Both commas and periods are accepted as decimal separators. 39 .68 and 39 ,68 are treated the same.
• If you leave the field blank, the items will still be added to inventory, but they won’t be included in your inventory value. However, they will be included in the quantity over which the average price is calculated, so the value per unit will be lower.
• The price is saved only at the time of the inventory receipt. The product’s fixed cost price is not updated for this reason.

If you also need to adjust the fixed cost price, you can do so on the product page or via the Cost Price page. For information on how your total inventory value is calculated, see “How is the inventory value calculated?”

How to Use a Physical Barcode Scanner

A standard barcode scanner functions like a keyboard. It enters the digits where the cursor is located, and most automatically send an Enter key press afterward. No installation or setup is required in Shoporama.

1. Click once in the “Search for GTIN” field under Inventory Movements.
2. Scan the item’s barcode. If the scanner sends an Enter, the page will search automatically.
3. The cursor is now already in the quantity field. Enter the quantity from the register and press Enter.
4. You’re back on “Inventory Movements.” Click in the search field again and scan the next item.

If the scanner isn’t working properly, test it in a regular text field. If it doesn’t send an Enter, press it yourself. If incorrect characters appear, the scanner is typically set to a keyboard layout other than Danish; refer to the scanner’s manual for instructions.

When the barcode isn’t found

If the code isn’t found, you’ll see a page titled “No Results” with a new search field so you can try again. Nothing will be added to inventory, and no product will be created. The typical reasons are:

• A GTIN has not yet been assigned to the product.
• The code contains a space, a hyphen, or an extra character. It must be entered exactly as the scanner reads it.
• You’re scanning a variant barcode that isn’t saved in the GTIN column for that variant.
• The item is in the trash. Deleted products cannot be found.
• You are scanning a code on the outer packaging—for example, a 14-digit package code—instead of the item’s own EAN-13.

What Happens Automatically

• The item can go back online. If the “Online when back in stock” option is enabled for the product, it will become visible in the online store the moment stock becomes available.
• Customers on the waiting list are notified. If customers have signed up to receive an email when the item is back in stock, it will be sent. View emails when items come back in stock.
• Shared inventory is synchronized. If you run multiple stores from the same warehouse, the other stores will also receive the new stock.
• The inventory value is updated. The figure is calculated overnight, so your new stock is included the following day.

What the system does not do

• Warehouse location. Items are placed in the warehouse in general, not in a specific warehouse location. If you need to assign a specific location, use the “Add to Inventory” option within the product page, where you can enter a quantity per location. You can also correct the location afterward under “Edit” on the entry itself.
• Batch and lot numbers. The receipt does not receive a batch number. If you use batch management with expiration dates, the goods must be received via the product’s own inventory page.
• Bulk processing. Items are processed one at a time. If you need to update hundreds of item numbers, updating inventory using a CSV file or uploading supplier delivery notes is significantly faster.

What it’s worth

If a manual inventory update takes 40 seconds per SKU and a scan takes 5 seconds, you save 35 seconds per item. If you receive 60 SKUs per week, that adds up to a good 30 hours per year. On top of that, there are fewer errors because the item is identified based on the code on the packaging rather than on two item numbers that are confusingly similar.

For the tech-savvy

• The barcode can be located in two places: on the product as a whole, and on each individual variant. The lookup attempts the product level first and then falls back to the variant level.
• If two products have been mistakenly assigned the same GTIN, only one will be found. Clean up duplicates if you actively use barcodes.
• The quantity field accepts negative numbers. If you enter -3, three units will be deducted from inventory. This is a quick way to correct a misreceipt.
• If you have disabled “Use Inventory Management with Entries” at the bottom of Inventory Movements, the quantity will be added to an existing inventory line instead of being saved as a separate entry. In this case, the cost price from the receipt will not be retained.

Frequently Asked Questions

Which barcode scanner should I buy?

There is no specific model. Any handheld scanner that transmits the characters as if they were typed on a keyboard will work, and virtually all USB and Bluetooth scanners do this. Make sure it uses a Danish keyboard layout and that it sends an Enter key press after the code.

I don’t have barcodes on my products. Can I still use it?

Not as it stands. The site searches exclusively by GTIN, so without a code on the product, it won’t find anything. If you don’t use barcodes at all, it’s easier to update your inventory directly on the product or via a CSV file.

I entered the wrong quantity. What should I do?

Either scan the item again and enter the quantity with a minus sign in front so it balances out, or go to Inventory Movements, find the entry, and click “Edit.” There, you can correct the quantity and cost price or delete the entry.

Do I have to enter the cost price every single time?

No. The field is already filled in with the product’s cost price, so you can leave it as is. You only need to change it if the supplier has changed the price. Remember that the price must be exclusive of sales tax, and that items added to inventory without a cost price are not included in the inventory value.

Can I see who added the items to inventory?

Inventory transactions show the item, transaction, cost price, selling price, time, and location, as well as an order number if the transaction resulted from a sale. It does not show which user made the entry, so for auditing purposes, the documentation must be included in the delivery notes.

We use inventory locations. Where do the items end up, then?

They are placed in the warehouse without a specific location and therefore appear in the “No warehouse location” column in the inventory overview. If they need to be placed in a specific storage location, you receive the goods via “Place in Stock” within the product details, where there is a field for each location. Otherwise, you can correct the location afterward under “Edit” on the entry.

We receive 300 SKUs at a time. Is scanning still the right approach?

No, not for this type of task. For large deliveries, a CSV file or uploading the supplier’s packing slip is much faster because the entire file is processed at once. Scanning makes the most sense for ongoing receipts, backorders, returns, and inventory counts.

Does the item automatically go back online when I scan it in?

Only if the product has “Online when back in stock” enabled under Inventory Management. If it does, the item becomes visible in the store the moment stock turns positive, and customers who have signed up for the waitlist are notified.

Can I use the site without a scanner?

Yes. The field is a standard text field, so you can type in the digits from the barcode and press Enter. It’s still faster than searching for the item in the product list.

If you’re stuck or a code isn’t behaving as expected, please email support@shoporama.dk with the barcode and the product name.