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Stock and shelf labels for a small warehouse

For a small warehouse or stockroom, you need two kinds of label: one for each product or SKU, and one for each storage location. Give both a short, consistent code, print them as Code 128 barcodes, and test a handful with your scanner before printing the full set. The sections below explain how to plan the codes and choose labels and printers.

Plan a simple numbering scheme

A good code is short, consistent and easy to read aloud. People will read it by eye when no scanner is to hand.

Location codes usually describe where something is, from the largest area to the smallest. A common pattern is aisle, bay, shelf level and position:

Part Example Meaning
Aisle A Aisle A
Bay 03 Third bay along the aisle
Level 2 Second shelf from the floor
Position B Second slot on that shelf

This gives a location code such as A-03-2-B. Keep the same number of characters in each part throughout the building, so A-03 is never written as A-3. Fixed lengths also sort correctly in a spreadsheet.

SKU codes (stock keeping units, your own reference for each product) can follow a similar idea. Some businesses use a short category letter followed by a number, such as TAB-00125 for a tablet product line. Others simply number products in order. Either works, as long as each code is used once and never reused for a different product.

A few practical rules help:

  • Avoid letters that are easily confused with numbers, such as O and I.
  • Use hyphens or no separator; avoid spaces, which are easy to miss when typing.
  • Keep codes as short as you reasonably can. Shorter codes produce shorter barcodes, which fit smaller labels and scan more easily.
  • Keep a master list in a spreadsheet so that every code is recorded in one place.

Why Code 128 suits internal codes

Code 128 is a widely supported barcode format that can encode letters, numbers and common punctuation such as hyphens. Nearly all modern handheld scanners and scanning apps read it. It also packs pairs of digits efficiently, so long all-numeric codes stay reasonably compact.

Do not use EAN-13 or UPC-A for your own internal codes. Those formats carry GTINs (Global Trade Item Numbers), which are issued through GS1 and identify products in retail. Numbers you invent could clash with real products. Keep EAN and UPC for retail products that already have GTINs, and use Code 128 for shelves, bins and internal stock references. If you are unsure which format fits, see How to choose a barcode type.

Create codes in sequential runs

Location labels are a natural fit for a numbered run. With the Sequential Barcode Generator you set a prefix, a start number, a count, zero padding and an optional suffix, and it creates up to 1,000 numbered codes in one go.

  1. Choose Code 128 as the format.
  2. Set the prefix to the fixed part of the code, for example “A-03-2-” for one shelf level of a bay, and number the positions on that level (giving A-03-2-01, A-03-2-02 and so on). If your scheme uses letters for positions, as in A-03-2-B, number them instead or create those codes in a spreadsheet for the Bulk Barcode Generator.
  3. Set the start number and how many codes you need.
  4. Set the number of digits (zero padding) so every number has the same length, for example 2 digits to give 01, 02, 03.
  5. Add a suffix if your scheme uses one.
  6. Check the first and last codes in the preview, then choose Make labels to send the run to the Label Maker.

If your codes do not follow a simple sequence, such as a list of existing SKUs, enter them in a spreadsheet and use the Bulk Barcode Generator instead.

Choose a label size

Pick the size by where the label goes and how far away it will be scanned.

  • 50 × 25 mm suits individual products, small bins and shelf edges with a short code.
  • 75 × 50 mm or 100 × 50 mm suits shelf and bay locations, where you want the code printed large enough to read from a step away.
  • 100 × 150 mm suits cartons and pallets, with room for a large barcode and a few lines of text.

Leave enough blank space either side of the barcode. Scanners need a clear margin, called the quiet zone, to find where the code starts and ends. Cold rooms and heavily handled shelves may need a more durable label material.

Roll printer or sheet printer

Both work. The right choice depends on how many labels you print and how often.

Sheet printing uses an ordinary laser or inkjet printer with pre-cut label sheets in A4 or US Letter. It needs no extra equipment and suits occasional runs, such as labelling a new set of shelves. Alignment needs care.

Roll printing uses a thermal label printer with a roll of labels. It prints one label at a time, so it suits printing labels on demand as stock arrives. Direct thermal labels need no ink but can fade with heat and sunlight over time; thermal transfer labels use a ribbon and generally last longer. In the Label Maker, roll mode creates one label per PDF page for this kind of printer.

Whichever you use, print at actual size. See How to print labels at actual size for the print settings.

Test with your scanner before a full run

Before printing hundreds of labels, print a few and try them in real conditions.

  1. Print three to five labels from the start of your run.
  2. Stick them where they will be used, at the real height and distance.
  3. Scan each one with the scanner or phone app your team will use.
  4. Check that the scanned text matches the code exactly, including hyphens and leading zeros.
  5. If your scanner types into a spreadsheet or stock system, confirm that the code lands in the right field.

If a code fails to scan, try a larger label or barcode, a darker print setting, or a shorter code.

Reprint damaged labels

Labels on busy shelves get scuffed, torn or covered. Because every code is in your master list, you can reprint any single label: enter the code in the Barcode Generator, or make a short run of one in the Sequential Barcode Generator, then print it from the Label Maker at the same size. Replace damaged location labels promptly, as they lead to stock being put away or picked in the wrong place.

To create your location and stock codes, start with the Sequential Barcode Generator, then lay them out for sheet or roll printing in the Label Maker.