Generic Barcode Simplified Method

Last year we introduced a new simplified way to get gallery items into the Square inventory. This optional method uses barcode stickers with variable prices. Artists will write their own price on “generic” barcode stickers and complete their own blank wall cards, if needed. Generic barcode stickers will have a SKU like XXV, where XX is the artist number, and “V” indicating variable price. The sticker will have a blank space for the hand-written price ($_____). This method eliminates the need for artists to provide inventory on an Excel spreadsheet for the barcodes and wall cards. The artist will only need to provide the number of generic barcode stickers and blank wall cards they need. Remember to specify if you need large barcode stickers or small “dumbbell” stickers for jewelry.                                                                 

Generic “V” barcode stickers - Large and Small           

Blank wall card                                           

Of course, artists will be entirely responsible for their own legible printing or there will be issues with items being sold for different prices than the artist intended. Artists will also be responsible for checking their inventory sales. The artist working the gallery and making the sale will be responsible for entering the price in Square, since these items will be variable price in the system. Square will not have a record of individual item sales other than by date and amount of each sale for each artist. If artists are concerned about the lack of detailed sales info, they may want to submit their Excel Inventory as in the past to eliminate possible mistakes. Should they wish to know which item of similar pricing was sold, it is up to each artist to check their inventory so they will have it for your records.  

Artists’ Inventory Files – Standard Method the Standard Method for artists’ inventory allows the Square POS system to report individual item sales to the artist. The way we enter this info into Square is by using a Microsoft Excel spreadsheet with the “inventory template 2026.xlsx" file. If the artist has Excel (or another compatible spreadsheet program) on their computer, they just open the template and fill out the columns (only those not "grayed out").

We need this info: SKU Item Name – this is the title of your work.

These names must be unique, not generic like "Painting" or "Earrings". Duplicate names don't work.

We avoid this problem by adding the SKU to the beginning of the Item Name (”49-27 Aspens in Autumn”, for example).  

SKU - this is the Item Number and will be the code on the barcode sticker, so it must be unique, but it can include capital letters and dashes (49-27 or 2-E-32, for example. No lower-case or other symbols). For large barcode stickers the limit is 7 characters, XX-YYYY, where XX is the artist number and YYYY are numbers and/or letters of the artist’s choice, but remember, simpler SKUs are better.

For small jewelry (“dumb bell”) tags the limit is only 4 characters, XX-Y or XXYY.   Description - this will include the media, size, and other info as needed. This info does not need to be unique (such as "watercolor 11x14 framed")  

Category – this is how we separate each artist in the system - it is simply your first and last name and artist number separated by one space (Jeff Hayes 49, for example) and is the same for all your items.  

Price - this is the sales price of the item. It will also be on the barcode sticker for artists and customers to see. Format is xx.xx, with no dollar sign. Full dollar amounts only. Note: some items are priced as 2 for $15.00 (for example). Inside Square those will be priced at $7.50, but on the barcode the price will say “2 for $15”.  

Quantity - this is the number of items in stock - usually this will be 1, unless this is for a group of like items (see note below).   Tax – Y in this column indicates sales tax will be applied, as required.   *Note - it may be convenient for some artists to group small or like items with the same price under one SKU, such as "small earrings" or "single assorted cards". That’s OK, but each item must have a barcode sticker.   Artist will save their inventory file in Excel format, with their name in the filename, like “inventory jeff hayes.xlsx”, and email back to the Barcode Queen, Jane Hayes, [email protected].

Save files in an “inventory” subdirectory so you can find them later.   The inventory template 2026.xlsx file will be an attachment to this newsletter email.   Inventory Template with Sample Items:          

May 1 is the deadline for requesting bar codes and wall cards for your inventory.    You will receive a phone call from Jane Hayes if she does not receive your request.  If you do not plan on having inventory for the first month, please contact her and let her know that up front.   Jane Hayes      [email protected]    602-320-5952