How does pallet barcoding work in a logistics warehouse?

Pallet barcoding works by assigning each pallet a unique, machine-readable label containing information about its contents, origin, and destination. Scanners in the warehouse read these codes and send the data directly to a warehouse management system (WMS), ensuring that the location and status of every pallet are known at any given moment. This article covers the most frequently asked questions about barcoding in a logistics warehouse: from the structure of a pallet barcode to common mistakes and the situations in which an SSCC label is mandatory.

What information does a pallet barcode contain?

A pallet barcode typically contains a unique identification code linked to additional data in the warehouse management system. This data includes at least the item number, quantity, weight, production date or expiration date, and origin or supplier. Depending on the sector and the customer, a batch number, country of origin, or temperature class may also be included.

In practice, not all information is always printed legibly on the physical label itself. The barcode acts as the key: the scanner reads the code, and the WMS retrieves the corresponding data. This distinction is important for anyone who designs or checks labels. A label with a unique pallet code but without a correct link to the system is just as useless in a logistics warehouse as no label at all.

For refrigerated or dry storage of food products, such as exotic fruit or nuts, the expiration date is a crucial field. If it is missing, the warehouse cannot perform correct FIFO (first in, first out) routing.

What types of barcodes are used for pallets?

In logistics warehouses, three types of barcodes are primarily used for pallets: the GS1-128 (formerly EAN-128), the ITF-14, and the QR code. GS1-128 is the most common standard for pallet labeling in the food chain because it can encode multiple data fields in a single barcode via standardized Application Identifiers (AIs).

GS1-128: Linear barcode based on the international GS1 standard. Suitable for complex data such as SSCC numbers, expiration dates, and batch numbers. Widely accepted by supermarket chains and distribution centers.
ITF-14: Simpler linear code, often used on outer packaging and pallets for internal use. Contains only the GTIN (Global Trade Item Number) and is less suitable for extended traceability.
QR code: A two-dimensional code that contains more data and is readable from multiple angles. It is used more frequently for internal pallet tracking, but is not yet a dominant standard in the broader logistics chain.
Datamatrix: Similar to the QR code, but more compact. Used in sectors where space on the label is limited.

For most supply chain and logistics managers in the food sector, choose GS1-128 when delivering pallets to external parties. This prevents compatibility issues at receiving warehouses and distribution centers.

How are pallets scanned in a warehouse?

Pallet scanning in a logistics warehouse takes place at fixed moments in the flow of goods: upon receipt, inbound, movement, and outbound. At each of these moments, a scanner reads the barcode on the pallet label, and the system records the action with a timestamp and location.

The most commonly used scanning methods are handheld scanners, ring scanners (worn on the finger), and fixed scanners on conveyor belts or forklift masts. Modern warehouses also use RFID gates at entry and exit points, although barcode scanning remains the dominant method due to lower costs and broad compatibility.

Properly scanning pallets in a logistics warehouse requires more than just the right hardware. The scanning procedure must be unambiguous: who scans, at what time, and what action is recorded. Without clear working agreements, duplicate registrations or missed scans occur, causing the inventory position in the WMS to deviate from reality.

For temperature-sensitive products, such as fresh fruit, scanning speed is particularly relevant. The shorter the time between unloading a container and registration in the system, the better quality control and traceability are ensured.

How does a barcode system connect to a WMS?

A barcode system connects to a warehouse management system via an integration point that transmits the scanned data to the WMS database in real time. As soon as a scanner reads a pallet barcode, the code is converted into a digital transaction: the pallet is registered at a specific location, with a status and all associated product data.

Technically, the connection is established via an API, a direct database connection, or a middleware layer, depending on the systems used by the warehouse. In practice, the choice of connection type is less important than the reliability of the connection and the speed of data processing. A delay of a few seconds is acceptable; a system that buffers messages and processes them only later leads to an unreliable inventory picture.

For logistics managers, it is essential that the WMS also writes back to the scanner or handheld device. Think of confirmations, error messages, or instructions for the next action. A barcode system that only sends data but provides no feedback increases the risk of operational errors.

Would you like to know more about how dry storage is organized in a warehouse? That provides a good picture of the logistical context in which barcode systems operate.

What are common errors in pallet barcoding?

The most common errors with pallet barcodes are damaged or illegible labels, incorrectly placed barcodes, missing mandatory data fields, and a lack of synchronization between the physical label and the data in the WMS. Each of these errors leads to delays, manual corrections, or, in the worst case, incorrect deliveries.

Illegible labels: Caused by moisture, cold, wear, or poor print quality. Labels are particularly vulnerable in refrigerated environments. Use label material suitable for the storage conditions.
Incorrect placement: A barcode positioned too low, behind a film seam, or on a damaged area will not be scanned or will be scanned incorrectly. Standardize the position on the pallet and check this upon receipt.
Missing data fields: When mandatory fields such as the expiration date or batch number are missing, the WMS cannot perform correct routing and traceability is limited.
Duplicate SSCC numbers: Two pallets with the same SSCC number cause conflicts in the system. This occurs when manually creating labels or reusing old labels.
No connection to the WMS: From a logistics perspective, a correctly printed label that is not registered in the system does not exist. Registration in the WMS is just as important as the label itself.

A periodic audit of the labeling and scanning process helps to identify structural errors early, before they affect the quality of the inventory records.

When is an SSCC label mandatory for pallets?

An SSCC (Serial Shipping Container Code) label is mandatory when a pallet is shipped to a customer or distribution center that adheres to GS1 standards, which is almost always the case in the food sector for deliveries to supermarket chains and major distributors. The SSCC is an eighteen-digit, globally unique code that identifies one specific logistics unit.

In Europe, the use of SSCC labels is closely intertwined with Electronic Data Interchange (EDI) communication between suppliers and customers. An advance ship notice (ASN), the electronic message announcing a delivery, refers to the SSCC codes of the accompanying pallets. Without this link, the recipient cannot automatically book the delivery.

Moreover, for suppliers of fresh fruit and other food products, traceability requirements under European legislation (EU Regulation 178/2002) and retail standards such as BRC require a demonstrable link between the physical unit and the corresponding product information. The SSCC is the most widely accepted instrument for this purpose.

Internally, within a warehouse that operates solely for its own use, an SSCC is technically not mandatory. However, even then, the standard offers benefits: a unique, structured code prevents conflicts and makes it easier to expand systems later or connect them to external parties.

How ZZColdstores helps with professional pallet storage and warehouse management

ZZColdstores supports logistics and supply chain partners in the storage of food products, where traceability and correct registration are not a luxury, but an operational requirement. Active as a B2B logistics partner since 1994, with locations in Kruiningen and Vlissingen, ZZColdstores combines refrigerated and dry storage capacity with the infrastructure for a reliable flow of goods.

Temperature-controlled storage for fragile products such as exotic fruit, with 24/7 monitoring of climate conditions
Dry storage capacity of 12,000 pallet spaces for nuts, peanuts, seeds, and other food products
Private quay in Vlissingen for direct transfer from ship to cold storage, with minimal exposure to external conditions
Certified to BRC, SKAL, and Demeter, which aligns with the traceability requirements of retail chains and importers
Container handling and import inspection via KCB (part of the NVWA) as part of the logistics process

Would you like to know how ZZColdstores can support your pallet storage and logistics processes? Contact us via the website and discuss the possibilities with one of the specialists.

Author: Frans van der Maas, Operations Director ZZColdstores

Frequently Asked Questions

How long is a pallet label valid and when does it need to be replaced?

A pallet label is valid as long as the pallet exists as a logistics unit and the code remains correctly legible. As soon as a pallet is split, merged, or repacked, a new label must be created with a new unique code. Damaged or illegible labels must be replaced immediately, and the new code must also be updated in the WMS to ensure synchronization.

Which label printer and label material are most suitable for refrigerated or humid storage environments?

For refrigerated and humid environments, thermal transfer printers with synthetic or coated label material are the best choice. Polyester or polyolefin labels are resistant to moisture, condensation, and low temperatures, unlike standard paper labels that quickly peel off or become illegible. Also ensure that the ink or ribbon used is suitable for low temperatures so that the barcode remains sharp and high-contrast for the scanner.

What should I do if an incoming pallet from a supplier has no barcode label or an unreadable barcode label?

Upon receipt of a pallet without a valid label, the pallet must be immediately isolated and manually identified based on the accompanying freight documents or packing list. Subsequently, a new internal label is created and linked to the correct product data in the WMS, preferably after confirmation from the supplier. Document this as a discrepancy and communicate it back to the supplier to prevent recurrence, especially with suppliers subject to SSCC obligations.

Can a single pallet have multiple barcodes, and how does a WMS handle that?

Yes, a pallet can contain multiple barcodes, for example, an SSCC code for logistical identification and an ITF-14 or GS1-128 for product information at the item level. A well-configured WMS links both codes to the same pallet record, so that scanning each label leads to the same data. Problems arise when codes are not correctly linked to each other in the system, causing a scan of one code to trigger a different pallet or status.

How do I start implementing a standardized barcode process in my warehouse?

Start by taking stock of current label formats, scanning times, and WMS connections to identify the biggest gaps. Next, choose a barcode standard that aligns with the requirements of your customers and supply chain partners—in most cases, GS1-128 with SSCC. Then, establish work procedures regarding who scans, when, and how, and train warehouse staff before going live. A pilot phase with a single product group or customer helps identify teething problems without disrupting the entire operation.

What is the difference between barcode scanning and RFID, and when should I choose which technology?

Barcodes require a direct line of sight between scanner and label, are cheaper to purchase, and are widely compatible with existing systems in the logistics chain. RFID tags can be read remotely and without a line of sight, enabling faster throughput at gates, but require a higher investment in hardware and are not yet universally accepted as a standard among external supply chain partners. For most food logistics environments, barcoding is the practical choice for external communication, while RFID can be a useful addition for internal pallet tracking at large locations.

How does an incorrect pallet barcode affect traceability during a product recall?

In the event of a product recall, rapid and accurate traceability is essential: the WMS must be able to show within a short time which pallets contain a specific batch or lot number and where they are located or where they have gone. An incorrect or missing barcode breaks that chain, requiring manual investigation that takes time and increases the risk that not all affected units will be identified. This can lead to fines, reputational damage, and non-compliance with EU Regulation 178/2002, which mandates demonstrable traceability of food products.