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How do I print labels with a QR code or barcode directly from the inventory?

With Inventory ONE you print labels with a QR code or barcode directly from the inventory as a PDF. Each PDF page is exactly the size of your label, so you can print it on a label printer (for example Brother, Zebra or Dymo). This works for inventory items, sets, quantity tools and consumables.

Prerequisite: create a label template

Before the print function appears on the inventory, an administrator creates a label template once. You find it in the system settings in the Labels section. How to design the template is described in What settings can I make in the system?.

As long as no template is saved, there is no print function on the inventory.

Print one label from the detail page
  1. Open the detail page of the inventory item, set, quantity tool or consumable.
  2. In the QR codes section, click Print label above the table (next to "Order").
  3. For quantity tools and consumables, the dialog lists one entry per storage with stock. Remove the storages you do not need a label for. The code always belongs to the stock in that storage.
  4. Check the summary and click Print labels.

You receive a PDF file with exactly one label, for example etikett-ONE-7K3F9P2QX.pdf. There is no copy count: one click, one label.

Print several labels from the overview
  1. Select the objects you want in the inventory or consumables overview.
  2. Open the More menu above the table and click Print labels.
  3. The dialog shows a list with one entry per label. Select entries you do not need and remove them from the list. A maximum of 500 labels can be printed per job.
  4. Click Print labels.

You receive a ZIP file with one PDF file per label plus the file etiketten-gesamt.pdf, which contains all labels as single pages. For quantity tools and consumables the storage name is part of the file name, for example etikett-ONE-7K3F9P2QX-Hauptlager.pdf.

Which code ends up on the label?
  • If the object already has a QR code, that code is printed. If it has several codes, Inventory ONE uses the first one; on the detail page you can choose a different one in the dialog.
  • If the object has no code yet, Inventory ONE generates a new one. The code is not a long random value but short and easy to read: an optional prefix from the template plus eight characters without easily confused letters such as I, L, O or U, for example ONE-7K3F9P2QX. Each code is unique within your account.

In the dialog you decide with the Assign codes directly switch what happens to new codes:

  • Switched on (default): The new code is assigned to the object or the stock immediately. A scan finds the object right after printing. The assignment appears in the object's history.
  • Switched off: The label is printed with the new code, but the code is only reserved for now. This is useful if you attach labels later or want to check them first. Inventory ONE never hands out reserved codes again and they do not expire. You assign them later as usual by scanning or typing, see How do I add a QR code to an inventory item?. After that the code disappears from the list of reserved codes in the label settings; you can also delete it there manually.

After printing, a message shows you the newly assigned codes.

Who can print labels?

Only users with the permission "Print labels" (permission matrix, Inventory section under "Additional rights") see the Print label function. Administrators have it for all storages, storage managers for their assigned storages, employees do not. To assign new codes directly when printing, the permission "Assign QR codes and NFC tags" is required in addition; without it, new codes are only reserved.

Blank labels without inventory data

If you need label sheets with consecutive codes or codes from an Excel file without reference to a specific inventory item, continue to use Label printing in the main menu.