What You’ll Learn

By the end of this guide, you’ll be able to:

• Understand the difference between barcodes and SKUs
• Assign and manage SKUs effectively
• Use barcodes for quick product lookup
• Implement best practices for tracking

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Barcode vs SKU: What’s the Difference?

Feature	Barcode	SKU
Format	Numbers (scannable)	Alphanumeric code
Source	Manufacturer/Global	Internal/Your business
Uniqueness	Globally unique	Unique to your business
Scanning	Yes - with scanner	No - manual entry
Best For	Fast checkout	Internal organization

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What is a Barcode?

Barcodes are machine-readable codes used worldwide.

Types Supported

EAN/UPC:

• 8, 12, or 13 digits
• Found on retail products
• Example: 8991234567890

Code 128:

• Variable length
• Letters and numbers
• Good for internal use

QR Codes:

• 2D format
• Can store more data
• Growing popularity

Where Barcodes Come From

• Manufacturer printed - On packaged goods
• Self-generated - Print your own labels
• Retailer assigned - Some businesses create their own

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What is an SKU?

SKU = Stock Keeping Unit

Your internal product identifier.

SKU Format Examples

Simple:        PROD001, PROD002
Category:      BEV-COF-001 (Beverage - Coffee)
Variant:       SHIRT-BLU-L (Shirt - Blue - Large)
Hybrid:        2024-ELC-056

SKU Best Practices

Keep It Short:

• ✅ TEA-001 (7 characters)
• ❌ BEVERAGE-TEA-GREEN-100G-2024-001 (too long)

Use Consistent Format:

Format: [CATEGORY]-[VARIANT]-[NUMBER]
Examples:
- BEV-COF-001
- BEV-TEA-001
- FOD-SNA-001

Make It Readable:

• Staff should understand the code
• Avoid random numbers only
• Use meaningful abbreviations

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Adding Barcodes to Products

Method 1: Manual Entry

1. Go to Products → Add/Edit
2. Find Barcode field
3. Type barcode number
4. Save

Method 2: Scan with Camera

1. In product form, tap barcode field
2. Select Scan
3. Point camera at barcode
4. Auto-fills the field

Method 3: USB Scanner (Web)

1. Use web version (web.kelola.co)
2. Connect USB barcode scanner
3. Click barcode field
4. Scan product

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Adding SKUs to Products

Creating SKU System

Step 1: Decide Format

Options:
- Category-Number: BEV-001
- Category-Variant-Number: BEV-GRN-001
- Year-Category-Number: 24-BEV-001

Step 2: Assign Sequentially

• Start at 001
• Increase by 1 for each product
• Don’t reuse old SKUs

Step 3: Document Your System

• Write down your format
• Train staff on the system
• Be consistent

Entering SKUs

1. Open product details
2. Find SKU field
3. Enter code
4. Save

Tip: SKUs must be unique. Kelola will warn if you try to use a duplicate.

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Using Barcodes in Daily Operations

Stock In (Purchases)

1. Open Stock In
2. Tap Scan
3. Scan product barcode
4. Product auto-adds to list
5. Enter quantity

Speed Benefit:

• Without barcode: Search → Select (10 seconds)
• With barcode: Scan (2 seconds)

Stock Out (Sales)

1. Open Stock Out
2. Tap Scan
3. Scan each item customer buys
4. Items add automatically

For Multiple Items:

• Scan same barcode multiple times for quantity
• Or scan once and edit quantity

Stock Lookup

1. Go to Products
2. Use search bar
3. Scan or type barcode/SKU
4. Find product instantly

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Barcode and SKU Best Practices

For New Products

✅ Assign SKU immediately

• Don’t wait until later
• Easier when adding product

✅ Add barcode if available

• Check packaging
• Use manufacturer barcode

✅ Be consistent

• Same format for all SKUs
• Same process every time

For Existing Products

✅ Backfill missing SKUs

• Set aside time to update
• Prioritize popular products

✅ Print barcode labels

• For products without barcodes
• Use consistent label format

For Operations

✅ Train staff

• Everyone should understand SKUs
• Practice scanning

✅ Label shelves

• Show SKU or barcode locations
• Easier stock counting

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Generating Barcodes

When to Generate Your Own

• Products without manufacturer barcodes
• Internal products
• Repackaged goods

How to Generate

Option 1: Kelola Web

• Some versions support label printing
• Check web.kelola.co

Option 2: Third-Party Tools

• Online barcode generators
• Label printing software
• Design tools (Canva, etc.)

Option 3: Professional Services

• Printing companies
• Label suppliers
• POS equipment vendors

Barcode Label Format

Standard Size:

• 50mm × 25mm (common)
• 40mm × 20mm (small)
• 80mm × 50mm (large)

Include on Label:

• Barcode
• Product name
• SKU
• Price (optional)

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Troubleshooting

”Barcode not scanning”

Check:

• Camera lens is clean
• Good lighting
• Barcode not damaged
• Correct barcode type

Try:

• Manual entry
• Different angle
• Better lighting

”SKU already exists”

Solution:

• Use different SKU
• Check existing product
• May be duplicate entry

”Barcode already assigned”

Solution:

• Verify if same product
• May need to merge products
• Contact support if error

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FAQ

Q: Do I need both barcode and SKU? A: Not required, but recommended. SKU is mandatory for organization, barcode is optional but speeds up operations.

Q: Can I change a barcode later? A: Yes, but be careful if you’ve already printed labels or shared the barcode.

Q: What if my supplier changes barcodes? A: Update in Kelola. You can also keep old barcode in notes.

Q: Can two products have the same barcode? A: No, barcodes must be unique per product.

Q: Should I include price in SKU? A: No, prices change. Keep SKUs price-independent.

Q: Can SKUs have letters? A: Yes, SKUs can be alphanumeric (letters and numbers).

Q: How long should SKUs be? A: 6-12 characters is ideal. Keep them short but meaningful.

Preview and Download a Barcode from an SKU

Open a product detail to see a scannable barcode generated from its SKU. Tap Download to save the barcode image to the device gallery.

The preview uses the SKU value, so confirm it is correct before printing or sharing. Some barcode formats require specific numeric lengths; use Code 128 for general alphanumeric SKUs.