Can shipping label creation be automated?
Efficiency question :
Yes, shipping-label creation can be automated, but the need usually goes beyond simply printing the labels.
Labels can have a fully customized format, include a barcode and be generated from a shipment list or another dataset. It may also be necessary to keep a list of all generated labels in order to track printing.
The objective is therefore to automate the entire process, from retrieving the list of labels to be produced through to printing them and confirming that they have been processed.
Key considerations:
It is not efficient to program each label individually. A better approach is to generate a list of the required labels and then use a programmed loop that processes them one at a time.
This approach allows the same procedure to be used regardless of the number of labels to produce, while maintaining a record of the labels that have actually been printed.
Challenges:
The number of labels to produce can vary from one run to another. The procedure must therefore be able to move through the list automatically and stop once every label has been processed.
Each print can also be associated with an identifier that confirms in the list or database that the label has been produced.
Printing problems must also be anticipated. If a printer fails or a label needs to be replaced, the user must be able to reprint a single label or a specific batch without restarting the entire process.
Technology:
A utility developed with Excel and VBA can be used to automate this type of process.
Power Query can retrieve the list of labels to be produced. VBA can then manage their formatting and execute a loop that processes the labels one at a time until the list is exhausted.
This combination brings together data retrieval, label preparation and print control in a single utility.
Developer's advice:
Avoid relying only on the printer that is set as the user’s default printer. A simple setting change could cause labels to print on the wrong printer or disrupt the procedure. It is preferable to identify the printer to be used before starting the process.
Also plan for dialog boxes that communicate with the user during execution. A first confirmation can verify that the required data has been downloaded, a second can request authorization to start printing, and a final confirmation can indicate that execution was completed successfully.
Finally, plan from the outset for the ability to reprint one label or a batch of labels. Quality controls, a loop procedure, print tracking and a reprint function help make the tool more reliable for day-to-day use.