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How to Print Barcode Labels

xAssets Barcoding Guide
How To

How to Print Barcode Labels

This page explains how to print barcode labels from xAssets for assets, locations, departments, cost centres, and custodians. Labels are printed in CODE128 format, which is compatible with all standard barcode scanners.

Prerequisites

  • The Barcoding module must be enabled in xAssets.
  • You need a printer capable of printing barcode labels. A standard laser printer works for basic labels, but a dedicated thermal label printer produces more durable, adhesive labels suitable for long-term use.
  • Assets must have a value in the Barcode field. By default, xAssets assigns an 8-digit barcode automatically when an asset is created.

Printing Asset Barcode Labels

From a Query

  1. Run any query that returns the assets you want to label (e.g., All Assets, or a filtered query for a specific location or category).
  2. Select the assets you want to print labels for. You can select individual rows using the checkboxes, or select all results.
  3. From the query menu, choose the Print Barcode Labels option.
  4. The system generates a printable page of barcode labels in CODE128 format.
  5. Print the page using your browser's print function or send it to a dedicated label printer.

From the Asset Editor

  1. Open the asset record in the Asset Editor.
  2. Use the Print Barcode Label option from the asset's action menu.
  3. A single label is generated for the selected asset.

Printing Location, Department, Cost Centre, and Custodian Labels

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

Entity Prefix Example Label
Location L L00042
Department D D00015
Cost Centre C C00008
Custodian U U00123

The prefix is added automatically when printing and stripped automatically when scanning. See Barcode Identification for details on how prefixes work.

To print labels for these entities:

  1. Navigate to the appropriate reference data list (e.g., Locations, Departments, Cost Centres, or Custodians).
  2. Select the records you want to label.
  3. Use the Print Barcode Labels option from the list menu.

Label Best Practices

  • Use durable media. For assets in harsh environments (warehouses, outdoor locations), use polyester or polypropylene labels that resist moisture, heat, and abrasion.
  • Place labels consistently. Establish a standard placement for barcode labels on each asset type (e.g., bottom-right corner of monitors, front panel of servers). This speeds up audits because scanners know where to look.
  • Print location labels and post them visibly. Scan a location barcode during an audit to set the location for all subsequently scanned assets, reducing manual data entry.
  • Keep spare labels. Print extras so that damaged or missing labels can be quickly replaced.
  • Use fixed-length, zero-padded values. The default 8-digit format (e.g., 00041681) ensures consistent label sizes and reliable scanning.
  • Avoid re-using barcode values. If an asset is disposed of, do not reassign its barcode value to a new asset.

Troubleshooting

Problem Solution
Labels are too small to scan Increase the label size in print settings, or use a higher-resolution printer
Scanner does not read printed labels Verify the printer resolution is at least 300 DPI. Check that the barcode type is CODE128.
Barcode field is empty for some assets Check whether those assets were imported without barcode values. Edit the asset and assign a barcode manually, or run a batch update.