How To Format And Print A Case Number For Shipping Labels

Case Number An identifier printed or encoded on shipping packaging for the supply-chain purpose described by 'Case Number'. Proper formatting and label production ensure the case number is readable by scanners and people, survives handling, and integrates with WMS and carrier systems.

Printing case numbers reliably begins with format selection (human-readable, barcode symbology or RFID), label materials, print technology, and verification steps. Errors introduced at labeling are costly: missed scans, delayed receipts and manual rework. Follow standards-based approaches where possible and build quality checks into packing and receiving steps.

Choosing The Right Format

• Human-Readable Text: Include a clear alphanumeric string beneath the barcode so operators can confirm or manually key the value when the scanner fails.
• Barcode Symbology: Use GS1-128 for SSCC and related GS1 identifiers. For space-constrained labels, 2D barcodes like GS1 DataMatrix store more data in a smaller area.
• RFID: Consider RFID encoding for high-throughput sites where line-of-sight scanning is a bottleneck; ensure RFID EPC/SSCC mappings are maintained in the WMS.

Label Content And Layout

A practical label should include at minimum the case number (encoded and human-readable), SKU or GTIN summary, quantity, and destination/PO reference when required. Organize fields so the barcode is isolated from clutter, and place human-readable text directly under the barcode per GS1 guidance.

Material And Printer Selection

• Material: Choose thermal-transfer polypropylene or polyester labels for durability in cold, wet or abrasive environments. Paper labels can be acceptable for short-term, dry shipments.
• Printers: Industrial thermal-transfer printers (e.g., Zebra, SATO, Honeywell) produce durable barcodes at high volume; desktop direct-thermal is acceptable for low-volume or short-life labels.
• Ribbon/Ink: Match ribbon to material to prevent smudging; test adhesion and durability for the worst-case transit environment.

Quality Assurance And Verification

Implement label verification at print and pack to prevent unreadable barcodes from entering the supply chain. Key checks include barcode contrast ratio, decodability and human-readable text accuracy. Many operations employ inline barcode verifiers to reject labels that fall below a pre-defined grade.

Placement And Handling Considerations

• Placement: Place case number labels on the largest, most accessible face for scanning in dock and yard flows. Avoid seams, corners and edges that can wrinkle or tear the label.
• Orientation: Align barcodes so forklift drivers and handheld scanners can read labels without reorienting the case when possible.
• Protection: For outdoor staging or long-haul shipments, protect labels with clear overlaminate or place labels inside plastic pouches to preserve readability.

System Configuration And Testing

Before deploying a new case-number format, run end-to-end tests: generate the identifier in the WMS, print the label, scan it at receiving and verify the data maps correctly in your ERP or carrier EDI. Include carrier scan tests for freight and parcel partners if the case number will appear on transport manifests.

Practical Checklist

• Label Template: Create and version-control a label template that includes label dimensions, font sizes and barcode specifications.
• Verification Rule: Define minimum barcode grade and automated rejection criteria at print.
• Operator Training: Train pack and receiving staff to check human-readable values and scan labels before movement.

In short, the Case Number must be formatted, printed and verified to survive handling and integrate with scanning workflows. Use GS1 formats for interoperability, pick durable materials for your environment, and enforce verification and testing so the identifier performs reliably through packing, transit and receiving.