Scan barcodes and QR codes with Square Handheld
About scanning a barcode or QR code
Square Handheld features a built-in barcode and QR code scanner. Using barcode labels on items can help speed up checkout, as well as back office functions such as inventory counts. You can scan items to add them to your item library, add items to a customer’s order, or check and manage item inventory on the go. You can also scan a gift card to add funds or accept it as payment during checkout.
Before you begin
Square Handheld can scan 2D barcode types such as PDF417 and QR, in addition to the following 1D barcode types: UPC-A, UPC-E, EAN-8, EAN-13, and Code 39.
If your products do not have barcodes, you can create and print barcode labels.
Enable barcode scanner and adjust settings
The barcode scanner is enabled by default. If it was previously disabled, you can re-enable it in two ways.
To enable the barcode scanner in the quick menu:
- On your Square Handheld, place your finger at the top of the screen and swipe downwards to open the quick settings menu.
- Tap on the Scanner option to enable or disable it.
To enable the barcode scanner in the regular menu:
- On your Square Handheld, tap ≡ More > Settings > Barcode Scanner.
- Tap the toggle to enable the barcode scanner.
- On your Square Handheld, place your finger at the top of the screen and swipe downwards to open the quick settings menu.
- Tap and hold the Scanner option to expand the menu to include:
- Precision aiming: When turned on, only the barcode that is targeted with the green light will be scanned. This setting is ideal if your barcodes are small or located close together, such as on a menu or grid.
- Scanning for screens: This setting makes it easier to scan barcodes or QR codes that are on digital screens, such as a digital gift card on a customer’s phone. This setting can be used without interfering with the scanner’s ability to scan normal barcodes.
- Tap Additional settings to see more options.
- Scanner brightness: This setting controls the brightness of the white illuminator light of the scanner. The green aiming light can not be adjusted.
- Sounds: Toggle Sound ON or OFF.
You can customize the output of the Square Handheld’s scanner to adjust to a variety of barcode types. Adjust the output settings and perform a test scan to make sure the barcode is matching with your item’s SKU.
- On your Square Handheld, tap ≡ More > Settings > Hardware > Barcode scanner.
- Under Advanced settings, tap Customize barcode output.
- Select your type of barcode from the list to view the customizable options for that specific type of barcode. Not all barcode types will have the same customizable options.
- Send final digit: When ON, this setting will include the last digit in the barcode.
- Send first system number and country flag number: When ON, this setting will include the country flag in the barcode.
- Do not send country flag number (for 13 digit barcodes): When ON, this setting will match the decoded digits to the printed digits on the barcode.
- Do not send the first system character and country code: When ON, this setting will remove the first printed digit as well as the country code.
Scan items
You can perform a quick test to check the output of the scanner.
- On your Square Handheld, tap ≡ More > Settings > Hardware > Barcode scanner.
- While on this screen, scan the barcode of a product that is registered in your item library. Aim the top of your Square Handheld at the barcode label.
- Press and hold the scanner button located on the right side of the Square Handheld, below the power button. Aim the green light at the barcode and release the button once the scan is complete.
- The product’s information will be displayed at the top of the screen under Scanner Test.
- Tap the scanner test results to view additional details, such as the full barcode value.
You can use Square Handheld to scan new items and add them to your Item Library. You can also create a new item and use the barcode scanner to add the barcode information later.
- On your Square Handheld, navigate to the Checkout tab.
- Press and hold the scanner button, aim the green light at the barcode, and release the button once the scan is complete.
- An alert will appear on the screen, asking if you want to add the unregistered item to your library.
- Tap the Create Item option on the screen.
- Continue to fill out the item details. If needed, use the camera to take a photo of the item.
- Tap Save.
Your item is now available in your Item Library. You can scan the barcode again to check the item’s details.
Once an item has been registered in your Item Library, you can scan the barcode assigned to that item to check the current stock.
- On your Square Handheld, tap ≡ More > Items.
- Aim the top of your Square Handheld at the barcode label.
- Press and hold the scanner button located on the right side of the Square Handheld, below the power button. Aim the green light at the barcode and release the button once the scan is complete.
- Your product will display on the screen with details on stock and location.
Scan gift cards
Square Handheld can scan both digital and physical gift cards to sell, reload, or check remaining balance, and use as payment during checkout. Learn more about selling gift cards.
- On your Square Handheld, go to the Checkout tab.
- Tap Library > Gift Cards > Sell physical gift card.
- Scan the code on the back of the gift card and select a default load value or enter a custom amount.
- The amount will automatically load onto the gift card.
- Complete the sale.
- On your Square Handheld, go to the Checkout tab.
- Tap Library > Gift Cards > Reload card or check balance.
- Scan the code on the back of the gift card and select a default load value or enter a custom amount.
- The amount will automatically load onto the gift card.
- Complete the sale.
A gift card is activated once the sale is complete.
To check the remaining balance of a physical or digital gift card:
- On your Square Handheld, go to the Checkout tab.
- Tap Library > Gift Cards > Reload card or check balance.
- Scan your customer’s gift card, or on their digital QR code on their mobile device.
To accept a physical or digital gift card as payment using Square Handheld’s barcode scanner:
- On Square Handheld, ring up a customer’s order.
- Tap Charge > Confirm and pay.
- Then tap the back arrow to access alternative payment options.
- Tap Gift card to activate the scanner indicator.
- Scan your customer’s gift card, or the digital QR code on their mobile device.