How to fix a barcode scanner not entering data or not being recognised by your POS system on Windows

Hardware & Peripherals KB-827

Summary

This guide helps you troubleshoot and resolve: How to fix a barcode scanner not entering data or not being recognised by your POS system on Windows. Follow the steps below to fix the issue.

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Common Causes

If your barcode scanner isn't entering data into your point of sale (POS) software or isn't being recognised by your Windows PC, it is usually a connection, driver, or input mode issue. Most barcode scanners act as a keyboard, meaning scanned data appears as typed text wherever your cursor is active.

Quick Fix Steps

Unplug the barcode scanner from the computer and plug it back in.
Try a different USB port on your PC.
Restart your Windows computer.
Open a text editor like Notepad and scan a barcode to see if any text appears.

Detailed Instructions

1. Check the physical connection

Ensure the USB cable is firmly connected to both the scanner and the computer. If you are using a USB hub, connect the scanner directly to a port on the PC to rule out power or connectivity issues with the hub.

2. Verify the scanner is recognised by Windows

Right-click the Start button and select Device Manager.
Expand the Keyboards or Universal Serial Bus controllers section.
Look for your barcode scanner in the list.
If you see a yellow exclamation mark next to the device, right-click it and select Update driver.

3. Test the scanner in a text editor

Since most scanners emulate a keyboard, you can test if the hardware is working independently of your POS software.

Press Windows Key and type Notepad, then press Enter.
Click inside the Notepad window to place your cursor.
Scan a barcode.
If a string of numbers or letters appears, the scanner is working correctly and the issue lies within your POS software settings.
If nothing appears, the scanner may have a hardware fault or is not providing power.

4. Check your POS software input settings

Some POS systems require you to enable barcode input or select a specific input device within the application settings. Check the Settings or Preferences menu of your POS software to ensure barcode scanning is enabled and the correct input device is selected.

5. Reset the scanner to factory defaults

If the scanner was previously configured for a different system, it may be sending data in a format your POS software does not recognise. Refer to your scanner's user manual for the specific barcode label required to reset the device to factory defaults.

Troubleshooting

Scanner enters data in the wrong field

Ensure your cursor is active in the correct field within your POS software before scanning. Some scanners can be configured to add a "Tab" or "Enter" suffix after a scan to move to the next field automatically.

Wireless scanner not connecting

If you are using a Bluetooth scanner, ensure it is paired with your PC. You can find our guide on How to connect Bluetooth devices for pairing instructions. Also, check that the USB dongle (if applicable) is inserted securely.

Tip: If your scanner works in Notepad but not in your POS software, contact your POS software provider for assistance with configuring barcode input within their application.

Caution: Avoid using damaged USB cables or ports, as this can cause intermittent scanning failures or prevent the device from being recognised entirely.

If you have completed these steps and your barcode scanner is still not working, you can Open a Ticket for further assistance from our Brisbane support team.

Still Having Issues?

Need more help? If the issue persists after trying these steps, please open a support ticket and our team will assist you.

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