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Barcode Identification

xAssets Barcoding Guide
Barcode Identification

Barcode Identification

This page explains how xAssets uses barcodes to identify different types of entity, how barcode values are assigned and stored, and how the system resolves a scanned barcode to the correct record.

How Barcode Resolution Works

When a barcode is scanned, xAssets uses the prefix letter (or absence of one) to determine which entity type is being referenced. It then looks up the value in the appropriate database field to find the matching record.

Assets

Each asset is automatically assigned a unique, sequential 8-digit barcode when created (unless you provide one manually). The value is stored in the Barcode field. An asset’s Serial Number can also be used interchangeably -- if a manufacturer’s barcode containing the serial number is scanned, xAssets will match it to the correct asset.

The lookup order for assets is:

  1. Match on the Barcode field
  2. If no match, try the Serial Number field

This means you can use either the xAssets-assigned barcode label or the manufacturer’s serial number label for scanning.

Locations, Departments, Cost Centres, and Custodians

These entities use a single-letter prefix on the barcode to distinguish them from assets:

Entity Prefix Stored In Field Example Barcode
Location L LocationCode L00042
Department D DepartmentCode D00015
Cost Centre C CostCentreCode C00008
Custodian U CustodianCode (or CustodianID if CustodianCode is empty) U00123

The prefix is not stored in the database field -- it is added automatically when printing labels and stripped automatically when scanning. For example, scanning the barcode L00042 will look for a Location with LocationCode 00042.

These non-asset barcodes are used during audits and check-out/check-in operations. For example, scanning a Location barcode during an asset move audit sets the new location for all scanned assets.

Best Practices for Barcode Values

  • Keep barcode values unique across all entities. Duplicate barcode values will cause incorrect lookups.
  • Use a fixed length, zero-padded if numeric (e.g., 00041681 rather than 41681). This ensures consistent label printing and scanning.
  • Avoid special characters and spaces to ensure compatibility with all scanners and printers.
  • If importing assets from another system, verify that their barcode values do not conflict with existing values in xAssets.

Tip: You can print barcode labels for Locations, Departments, Cost Centres, and Custodians from xAssets. Post these labels at physical locations and on ID badges so they can be scanned during audits and check-out/check-in operations, reducing data entry errors.