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.