FREQUENTLY ASKED QUESTIONS

No.  You don’t need to have any barcode experience at all.  FairScan will teach you everything you need to know about barcodes including how to set them up and how to print them yourself.

No.  Only your sample products at the fair need to have a barcode on them.  It doesn’t matter if your supplier doesn’t barcode any of your items.  In fact even if they do provide a barcode, you will most likely want to print your own barcode for each sample item (see point below).

It is up to you but most exhibitors print their own barcode so they can display other relevant wholesale information about that item including wholesale price and minimum order quantities.

Also important to note that in some cases the barcode is printed on the packaging of the item from your supplier and then you may remove the packaging to display the item at a fair.  Therefore having a barcode printed is a very good idea.

If you have a laptop or printer at the fair you can print another one.  Or if you have a spare copy of printed barcodes you can use that.  Or alternatively if someone wants to order a product without a barcode, you can either enter the code into the handheld and order it that way or do a search on the handheld based on the code/sku or description.

No, GS1/EAN barcodes aren’t needed to use FairScan.  These types of barcodes are primarily used at retail level and therefore are only recommended to be used if you want to supply barcodes on all your products for your retail customers.

No.  You don’t need to pay for barcodes if you are going to use them just for FairScan.  If you decide that you want to supply your products with barcodes to your retail customers, then it is recommended you then pay for GS1/EAN barcodes and then have your supplier print the barcodes when the item leaves the factory (if possible).

Yes.  As long as you either have the barcode numbers loaded against each item in your Accounting System, or you have an Excel (or similar) document which lists which barcodes are for which products, then those barcodes can be scanned by FairScan.

No.  The only time we have set our customers up with a special barcode printer is when they sell super small Jewellery that then requires a very small (1.5cm x 1.5cm) barcode label.  The only time a barcode printer is needed is if you wanted to print a barcode that wraps around a chain (or similar) and sticks back on itself.  Only a barcode printer can print on that type of dumbbell label.

If your items are so small they can’t have a barcode attached, or if you think a barcode will detract from the visual of the item and therefore don’t want to attach a barcode, then you can either have a ‘cheat sheet’ of barcodes printed that you can scan from.  So if you were selling small Jewellery rings, you could have a piece of cardboard next to the rings so that when someone wants to order a ring you pick up the cardboard and scan the relevant barcode.  This is similar to when you go to Bunnings and buy an item with no barcode, they find that item in a folder and scan that barcode.

Alternatively you can do a search on the handheld and add the item to the order that way instead of scanning a barcode.  Obviously you wouldn’t want to be doing this too regularly as it would slow you down but it is there as an option.

A good solution for this is to put multiple barcodes on the one item and then scan the appropriate barcode when the customer is placing their order.  For example a vase may come in 3 sizes; small, medium, large, but only one of them is on display at the fair.  If possible if 3 barcodes are then put on or near the vase, then the order taker can scan the relevant barcode that represents the size that the customer wants to order. 

This is common on clothing when swing tags are used.  If the clothing item comes in 6 sizes then 6 barcodes are attached to the swing tag and then scanned when required.

Anything that fits!  All barcode labels are uniquely designed so we usually start by giving you a list of available label sizes and getting you to select the appropriate size.  Once selected you can then select what information is to go on the label and also font size and position etc.  This is also easy to adjust in the future if you wish to make the price field a bit bigger or remove it completely.  You will be shown how to make such adjustments if required.

Yes.  Some of our customers have big items (furniture) and therefore wish to use a big label, and then they might sell smaller items (lamp shades) that use a smaller label.
You can have as many sized labels as required but to keep things simple we normally recommend keeping the number of labels sizes between 1-3 different sizes.

FairScan can give you some guidance on this.  The way that barcodes are printed for FairScan can easily be modified for the barcodes for your retailers.

Most businesses are initially trained remotely over the phone so your location doesn’t really matter.  Then before you use the system for the first time we like to visit your stand and make sure you are ready and answer any questions you may have.

We suggest that you train them at the fair once the stand is setup.  We can train them on your behalf but that is considered a ‘FairScan Extra’ and will be charged outside the standard support plan.

Yes.  As long as you think you can do it, and have an open mind, then you can do it.  Using the handheld to take an order is like using a mobile phone.  It is very easy to pick up and most people only need about 5-10 minutes of training to be able to take an order.

This is possible, but is considered a ‘FairScan Extra’.  We like to train someone within your business to do all the setup but for whatever reason (don’t want to, can’t, unavailable) then FairScan has options to do it on your behalf.  Note that FairScan Extras are considered outside the standard support agreement and are quoted and charged for.

In depth additional training can be provided as a ‘FairScan Extra’.  We are happy to answer your questions and show you some functionality as part of the standard support plan, but if the person we are training is new and had no in-house training, then we will insist upon in-depth training that is part of the FairScan Extras.

We will try and accommodate any such requests but will need to assess on a case by case situation as the complexity of the report/feature will need to be considered.

The FairScan Software usually has an update every 6 months that all customers on a support plan are entitled to download and install.  Many of these updates are only ‘recommended’ whilst if there is an ‘essential’ update then you will be notified and instructed to install/update.

No.  The FairScan software is Windows based and must be run on a Windows PC/laptop/server.  FairScan can run in the cloud (see below) which runs on a Windows Server that can then be accessed by a Mac computer.

Yes.  In a Fair environment, the most common setup is to run FairScan on a Windows laptop so that order printing is fast and automatic.  Alternately FairScan can be run in the cloud at a fair which then means customers will receive an email copy of their order instead of a print out.  Ultimately it comes down to your preference as to which you would like to run.

If the FairScan system is used by reps/agents on the road, then the FairScan software is run in the cloud.

It isn’t a problem as there is an easy process to follow to update your pricing/items right before the fair.  We normally recommend that you load your items and data about 2 weeks prior to the fair as practice and then ask FairScan any questions that you may have.  Then repeat the process as close to the fair as possible once pricing has been finalized.

You will need to contact FairScan and provide the name of the system you are moving to so that we can investigate further.  Most modern Accounting Systems have a built in import process that FairScan can then integrate with.  Each case needs to be investigated separately.

FairScan have been importing to MYOB since the early 2000’s so as long as it is part of the MYOB AccountRight family of products (Premier, Plus, Standard, Enterprise) then we can import orders to it.  If in doubt let us know the exact version you are running and we can advise accordingly.

No that isn’t a problem.  We recommend you import orders to your Accounting System as it is easy and will save you a lot of time, but if you don’t want to and prefer to key your orders in, then that is fine.

FairScan will always update our software to support common Accounting Systems such as MYOB, Xero, Cin7 etc.  Such updates are provided free of charge to customers on support plans.

You can, although it is strongly recommend that you get an Accounting System first, and then link FairScan to that.  This isn’t essential and we have had many new businesses use FairScan before they had an Accounting System setup as they were still able to scan orders and provide copies to customers in the same way as other businesses.  So there is still significant benefit to using FairScan even if an Accounting System isn’t ready yet.

Like any technology there will always be new, more expensive model released.  They may be faster and have a few new features but there is no need to upgrade your hardware if you are happy with the job that they are performing.

A good example is a calculator; new models have come out over the years with new features (solar, scientific functions) but if you only use it for the basic functions (addition, subtraction, multiplication and division) then chances are the original calculator will suit your needs and be able to be used for many years to come.

Yes you can mix and match handhelds, but not that each handheld generally has its own cradle/charger so therefore it is recommended to try and keep to the same models, but there is no problem with mixing and matching handhelds.

12 months.

Only if something isn’t working as expected.  Over time the battery may not last as long as normal or the screen might get a bit worn out in areas and harder to tap so therefore the device can be serviced and these parts replaced.  All handhelds are ‘modular’ meaning that if one aspect fails then it can easily be replaced or repaired.

It is very important to have handhelds as close to 100% charge at the start of a fair.  If they are then they could be used for a couple of days without charging again (of course this depends on the number of orders and how many items are scanned for each order).  We recommend topping them up throughout the day so they never go flat during a fair.

All handhelds come with a replaceable battery which can easily be clicked out and replaced with a new/replacement one.  Batteries usually last around 6-8 years of fair use or 3-4 years of on road use.

FairScan can repair all handhelds that we sell.  If you have a problem you let us know and we can then give you an idea of time and cost (if outside warranty) for that repair.

It may also be possible to repair a handheld mid fair as we carry parts and can provide an overnight service in many situations.

No.  If you want to provide print outs at the fair for your customers, then it is recommended to have a laptop.  But if you prefer to have orders automatically emailed to customers then the FairScan software can run in the cloud on a server and no laptop is therefore needed at the fair.

Laptop, printer, and a wireless router.  All can be provided, setup and configured for you by FairScan.

This can be done by FairScan via remote access prior to the fair.  We have instructions on how to install the software but we can do it much faster and allow 1 laptop change per year under the standard support plan.

Yes.  At ‘fully supported’ fairs, FairScan is onsite during the setup days to ensure businesses are ready to go once the fair opens.

As a rough rule it is usually 15min before the fair opens until 15min after the fair closes.  FairScan is onsite all day.

An email is sent out in the weeks leading up to the fair detailing support details for the upcoming fair.  These details are also available on our website.

When buying FairScan, 12 months of support is included.  After 12 months a ‘per fair’ fee is charged which includes unlimited onsite support at the fair, offsite support in relation to the fair, and all software updates.

Yes.  Many of our customers exhibit at overseas fairs that we don’t support.  There is no charge for this, although if multiple support requests are made then we may need to charge for such support.

No.  Fair support is generally considered ‘unlimited’ although if one of our customers require significant support at a show, then it will be insisted that they receive additional training (FairScan Extra) prior to their next fair to avoid such a situation. 

There are no additional licensing fees for this, but there may be an additional support fee depending on the location and requirements of the 2^nd stand.  This can all be discussed if/when the situation arises.

No, as long as you have purchased FairScan.  If you require support in relation to using it in the showroom then that may be charged on our standard hourly rate.

Yes.  Orders can be scanned out of catalogues, off tablet screens, off price lists etc.  Orders are then sent back to the server with the customer receiving an email copy of the order.

Reps and agents have been using FairScan on the road since the early 2000’s.

Support Plans cover offsite support in relation to the fair (both prior and after the fair), onsite support (at fully supported fairs) and software updates to the system you have purchased.

FairScan will assist with any questions or problems you have in relation to the FairScan system.

As a general rule FairScan Support covers problems and questions that you may have but doesn’t cover us doing tasks that you are expected to do.  These are covered under ‘FairScan Extras’.

It is written into your contract that ongoing support is required.  This ensures that FairScan is able to provide onsite support at fairs throughout Australia and also to release software updates to the FairScan system.

If you are unable to exhibit at a fair for whatever reason then you won’t be charged for support.  You will be credited for that amount or paid back depending on the circumstance and requirements. 

Yes.  We have interest free options available when purchasing FairScan or additional hardware.