Labels and Tags

All Labels - Sheet and Thermal

There are 3 components involved in the printing of a label: PPSS, Windows and the printer:

  1. Programs don't send print jobs to the printer but to Windows which relays the print job to the printer. PPSS will send the print job that the is specified on the labels screen. The settings must be correct and 'Thermal' must be set for Label Style.
  2. Windows must transfer the instructions correctly. If a different label was used previously, close/reopen PPSS to break the handshake with Windows. Otherwise Windows may continue to send instructions to the printer based upon the previous label settings.
  3. The printer must interpret and execute instructions correctly. Printers are miraculous pieces of equipment that may be perfected in years to come. The printers we have to work with today are homes to Gremlins and they are subject to faulty manufacture, aging and breaking, making it necessary to 'control' them with 'tweaks'.

Address Labels

The following instructions are for printing address labels on sheets of labels. The TSC Thermal Label Printer (and Diamond or 24k) can also print address labels.

Address labels on sheets are printed on 2 5/8" x 1" adhesive labels, 3 across, 10 down, 30 labels per sheet. The Avery Label #s are 5160 (LaserJet), 8460 (bubblejet) and  4144 (dot matrix).

Before attempting to print labels, in PPSS go to File, Program Setup, Printers and designate a printer for 'Ink Printer'. An ink printer is any ink or dot matrix printer that commonly prints on standard 8.5" x 11" letter-size paper. In PPSS, consignment tickets, reports, sales receipts and sheets of Labels can be printed on standard letter-size stock.

Before attempting to print with PPSS, first confirm that the printer is working. Hold down the control key (now) and press P. On the next screen select your printer and click OK or Print. This page should print.

Something to Check: Go to Start, Control Panel, then Printers and click on your printer. If there are print jobs listed, right click in the white area and choose to cancel all print jobs. (This is the printer queue or printer buffer.)

Troubleshooting: If the problem persists, turn off the computer and printer. Check cable connections. Turn the PC and printer on. Make sure the printer software is installed by verifying that the printer is listed in the Control Panel > Printers. Verify that the printer has ink and paper and that there are no paper jams. (Also see Troubleshooting and refer to the printer's Users' Guide.)

  1. Access the Address-Labels Screen: Select Labels:

  2. Any combination of setting can be used to create a group or list of clients for labels.
    • Active or Inactive Status
    • On Mailing List
    • Payment Reminders
    • With Pawns Only
    • Birth Month
    • User Text (any text you wish)

    Activity can also be used:

    • Pawns Outstanding
    • Birthday
    • Last Forfeit
    • Last Pawn
    • Last Redemption
    • User Date (any date you wish)

Example 1: To print labels only for Active Clients who are to receive Payment Reminders, check:

Example 2: Print labels only for All Clients with Pawns Outstanding between $50 and $200 check:

The box must be checked for the $50-$200 range to apply.

Sort Print Output

Before printing, decide in which order the labels should be printed. Select from ID, Name, New-Item Date or Settlement Date to group the labels for orderly tagging.

Print the Labels

Select Mailing Labels on Avery Stock:

Labels will be displayed on a 'Print-Preview Screen'. If undesirable names appear or if some are missing, close this screen and change the settings to add or delete names, then preview again. If the labels are correct, use the Printer Icon to go to the Windows Print Setup Screen:

Test Print

Print one sheet of labels on a blank white sheet of paper (not a sheet of labels). Place that page over a blank sheet of labels, square them and hold them up to light to verify that the print aligns with the labels.

If the labels are printing correctly, shut the printer off and turn it back on to clear the print job. Repeat the printing steps above and print only one sheet of labels for a second verification. If that's OK, add more sheets of labels to the printer tray and finish printing.

Note: It might be better to feed one sheet of labels at a time to avoid the risk of paper jams, out of ink and other unsuspected interruptions to printing.

If labels are printing incorrectly -

1. Turn the printer off to stop the printing process.

2. Go to Start > Settings > Control Panel > Printers. Click on the listing for your printer. Click on 'Document' then Stop Printing.

3. Turn the printer back on and clear the paper.

4. Change settings on the PPSS Labels screen to add or omit labels.

5. Use the Label Margins Adjustment Settings to properly align print position (and record these numbers for future reference): Most ink printers use margin settings (Left) 350 and (Top) 800-850. For 'All-in-One' fax/printer/copier/scanners, try settings of (Left) 350 and (Top) in the 1900 to 2100 range. For the Hewlett-Packard All-in-One: 1500

If the last column of labels is cropped with a left-margin setting of zero, try a negative number.

 (Large changes in these values are necessary to see noticeable changes in print position.)

6. Repeat these steps until the labels are printing correctly.

7. Write the settings down for future reference.

Partial Sheet of Labels

If a partial sheet of labels is being used, count the number of used labels on the sheet and set Print Labels from # to the next highest number. This will tell PPSS to start printing on the first available label on the sheet. Remember to feed the partial sheet of labels with the used section first. Another method is to print only full rows of labels (if fewer than 30) then feed the unused end of the sheet of labels first to print the remaining labels.

The problem some printers might have is feeding a partially-used sheet correctly. An option is to print a number of labels that matches the number of labels remaining on the sheet and feed the sheet, unused end first.

Repeat Labels

For those addressees that are used repeatedly, consider downloading Microsoft's Address Labels Template from Enter the addresses once and save the file. Print the file as more labels are needed and/or store the printed labels in folder.


If only a few labels are needed or the clients for whom labels are needed can't be grouped or isolated using the available settings, edit each Client record by adding some unique text to the User Text field. Enter the word 'label' for example, then for report settings, enter 'label' (no quotes) in the User Text field. Only Client records marked with the unique User Text 'label' will be included.

This can also be done using the User Date field. Enter the same date for each Client then in report settings check User Date and enter the unique date. Only those clients with that date in their User Date field will be included.


(This feature is available in PPSS Deluxe, Diamond and 24k.)

Printing Labels and Tags with Barcodes

See Instructions

Colored Tags

Tags with colored borders are available in sheet and thermal labels.

Some consignment stores use colored tags so shoppers and store personnel can know how much aged items should be discounted. As one store explains, "We use five different color tags including pink, blue, yellow, white and orange. Every Wednesday we begin tagging fresh items with a new color. To make room for new arrivals, we take items off the sales floor that have been for sale for at least 4 weeks. We know which ones to remove by the color of their price tag."

These is an example of colored 1" x 4" sheet hang tag:


...and a 2-part colored 1.19" x 3.38" thermal hang tag:

Print Multiple Labels or Hang Tags for One Item

  1. In the Inventory Record of the item, set the Quantity to the number of labels desired. (If this number is different from the actual number of items in inventory, change the number back to the number of items in inventory after printing labels.)
  2. Click on Labels on the Main Menu then select Inventory.
  3. Select the Client from the drop-down menu.
  4. Check the Item ID Box and enter the Item's ID # (not the entire Client ID):

    (For example, the Client ID for Gary Morrison might be 'Morr'. The Item ID would be Morr-1. Only the numbers of the item range is entered in the From and To Fields.)
  5. Select Label Style:

    For thermal labels (with Diamond or 24k), select 'Thermal Labels' and press 'Print Price Labels'. The printer should begin to print the number of labels stipulated.

    For barcode labels on sheets (Avery Stock), click on Print on the ensuing screen.

    For all other sheet labels, click on Print Price Labels:

  6. Preview the labels in the print preview screen and print if correct.

Bar codes may be turned off for (not printed on) labels (In Program Setup, Printers, uncheck 'Check this box to include barcodes on appropriate price tag widths').

Grouping Labels

Print labels for a specific group (like utilities companies) by creating an Inactive Client Record for each member in the Group and marking each record with unique User Text.


It's time to pay bills and you need a mailing label for the phone company, the utility company, the landlord, etc.

Create a Client record for each company to be included in this group. Remove the check in the box for 'This Client is Active' and enter some unique text in the User-Text field, like 'utility' (without quotation marks):

Marking the records as 'Inactive' will prevent them from appearing in reports for 'Active Clients Only'.

Print Labels for the Group

Click on Labels on the Main Menu to open the Labels screen.

It is not necessary to check 'Inactive Only' but enter 'utility' (without quotation marks) in the User-Text field:

and click Mailing Labels on Avery Stock to print:

Labels will be displayed on a 'Print-Preview Screen'. Use the Printer Icon to go to the Windows Print Setup screen:

If undesirable names appear or if some are missing, close this screen and change the settings to add or delete names, then preview again.

Print Multiple Labels for 1 Client

  1. Click on Labels on the Main Menu then select Inventory.
  2. Select the client from the drop-down menu.
  3. Check the Items # Range Box and enter the range of the items to be printed in the From and To Fields.

  4. Select Label Style:

    For thermal labels (with Diamond or 24k), select 'Thermal Labels' and press 'Print Price Labels'. The printer should begin to print the number of labels stipulated.

    For barcode labels on sheets (Avery Stock), click on Print on the ensuing screen.

    For all other sheet labels, click on Print Price Labels:

  5. Preview the labels in the print preview screen and print if correct.

Print 1 Label or Tag

If a new sheet of labels is being used, determine which label(s) to print by making settings on the Labels Screen and print.

To print one or a few labels on a partially-used sheet of labels, make the appropriate settings on the Labels Screen to determine which labels to print then enter the number of the next available label on the sheet in the field to the right of 'Print Labels From #' and feed the partially-used sheet into the printer with the used end first. Example: If 11 labels have been used, enter the number 12. PPSS will begin printing on the 12th (next available) label and print the number of labels desired.

Print 1 Label (or a few) Using Diamond or 24k

One of the advantages of thermal tags is that they can be printed one at a time or by the thousands without concern for paper jams, out-of-ink errors, etc.

Sheet Labels

Adjust Print Position

Go to File then Program Setup then Printers:

Select Wide Format for ink printers or Narrow Format for dot matrix printers.

Select the Inventory Tab in Program Setup.

Choose desired options.

Print Adjustment - Address and Price Labels - Laser or Dot Matrix Printers

Access screens for printing address or price labels by selecting Labels on the Main Menu:

Select Clients (or Buyers in PPSS Diamond and 24k) to print Address Labels or select Inventory to print Price Labels.

Make settings on the page to define which labels should be printed. (Note that when applying ranges for time, item #s and prices that the boxes must be checked for the filters to apply.)

In the boxes on the lower-left of the screen, change settings for Left and Top. Increase the values for 'Left' to move print on the sheet to the right and/or increase values for 'Top' to move print down on the sheet.

Large changes are necessary to significantly change print position.

Some printers will require a negative number for correct printing. (The value could be as much as -300 to -900.)

Record correct settings for future reference. (Settings will be lost if Windows or PPSS are reinstalled.)

The default values are: Left: 350; Top: 300; Row Space: 13.

Change settings for Row Space to increase/decrease the distance between printed lines. With some printers the value of 1.49 is necessary when the last row of labels won't print as they should.

Most ink printers use margin settings (Left) 350 and (Top) 800-850.

  • For All-in-One fax/printer/copier/scanners: Left: 350 Top: 1900 to 2100
  • HP Printers in General: Left: 350 Top: 500-800
  • HP All-in-One: Left: 350 Top: 1500
  • HP J4580 OfficeJet: Left: -800 Top: 850

When the correct settings have been determined, record the settings (off of the computer) for future reference.

User-Defined Groups can be printed on hang tags.

Hang Tags are non-adhesive labels on perforated 8.5" x 11" sheets (2 across, 10 down, 20 labels per sheet). They are available with colored borders.

Print Hang Tags with PPSS Intro, Deluxe, Diamond or 24k and a ink Printer.

(actual size)

Hang Tags Label Size Printer Supplier
17 border colors
4-1/4" x 1"
20 per sheet
'2 Across'
(No Dot Matrix)
Kenco Labels 800-865-3626

Adjust Print Position (Hang Tags):

(When adjusting print position, print on blank white sheets of paper. Square the paper and a sheet of labels and hold them up to the light to see where print would have printed on the sheet of labels.)

Use the Margins and Row-Space settings (on the Bar-Code Print-Settings Screen) to properly align print position. (Record the correct settings for future reference.)

Barcodes are printed on hang tags by default. If barcodes are not desired, uncheck 'Check this box to include barcodes...' in Program Setup (Printers).

Instructions for printing hang tags are the same as for printing sheets of labels. The difference is that after selecting the items for hang tags, the option to print hang tags is selected:

Hang Tags include Item ID (which is the Client ID plus Item #), Category, Description and Price. Options may be selected in Program Setup (Inventory) to include Date In, the Discount Schedule (prices only) and Disposal Codes.

Medium Labels

See Instructions

Small Labels

See Instructions

Thermal Labels

Direct thermal printers use a thermal printhead that applies heat to a chemically-treated paper, creating printed lines, text and graphics that are the print on the label.

Laser printers are available for less than 1/6th the cost of a thermal printer, largely because ink suppliers figured out that by making the printers readily available, they would sell far more ink and these days, they don't put much ink in one cartridge, so if you're going to be doing a lot of labeling, thermal is the better way to go - less hassle - better-looking labels - more versatility - lower cost on volume printing.

The disadvantages are that direct thermal labels fade with age and will turn black if exposed to heat or strong sunlight - not typical concerns of consignment stores. Also, the printhead (~$100) must be replaced (albeit infrequently).

Print Thermal Price Labels with or without Barcodes

Bar codes may be turned off (not printed on labels). In Program Setup, Printers, uncheck 'Check this box to include barcodes on appropriate price tag widths'. All thermal labels now have barcodes. The jewelry butterfly label will have the barcode on one side.

Print Thermal Price Labels with Batch-Inventory Entry

Print Buttons have been added to the Batch-Enter Screen for Thermal Price Labels. Please see Batch Enter Inventory.

Print Thermal Price Labels with Discount Schedules

Discount Schedules may be printed on thermal labels greater than 1.5" in height. If the Discount Schedule is not printed, the Current Price will be printed.

Adjust Print Position on Thermal Labels and Tags

As labels pass through the TSC printer, the printer 'senses' label size and type. If there's a gap between labels, the printer 'should' know that the label is adhesive. If there's a black line on the back, the printer 'should' know that the label is a non-adhesive hang tag. (

The TSC line of printers is the best available, but they are still pieces of equipment subject to defects, aging, misuse and failures, hence 'should'.

Important: Print jobs do not pass from PPSS to the printer but are routed through Windows. Windows and the printer can get 'confused' fairly easily, making it necessary to frequently turn the printer off/on (to clear Windows and printer settings). Sometimes a computer reboot is needed to clear Window's head.

The TSC Diagnostic Tool

For shops with good karma, the TSC printer works as expected with PPSS. Fully 9 times out 10, unexpected print results are the product of improper use.

  1. Download the Diagnostic Tool.
  2. Your browser will send the file to the downloads folder, or it may present the downloaded file: (DiagTool_V1.63.exe).
  3. Click on (DiagTool_V1.63.exe) and choose 'Run'.
  4. If printer is on and connected to the PC, this screen will appear with information about the printer:
  5. If values aren't showing, click 'Get' to obtain printer settings:
  6. Still no values? The printer probably needs to be installed, or reinstalled correctly.

  7. There are four tabbed screens ('Features tab'): Printer Configuration, File Manager, Bitmap Font Manager and Command Tool:
  8. Set the label size (length x width).
  9. Change the Media Sensor to Gap (for adhesive labels) or Black Mark (for non-adhesive labels). Check the label to see if there is a gap between labels (adhesive) or a black line separately labels (non-adhesive).
  10. Click 'Set' to record the settings.
  11. Send a test label to the printer.
  12. Change the label size in PPSS Program setup.
  13. Close PPSS and re-open.
  14. Print a couple of sample labels to test for correct print position. If the labels are 'slightly off' print two more to see if the printer adjusts.
  15. The X axis controls left-right print position and Y axis controls up-down print position. To move print on a label down, enter 20 for 'Shift X', Set and print labels in PPSS.

About the 1.19 x 3.38 label

Use the TSC Diagnostic Tool to Adjust Print Position

If the 1.19 x 3.38 label is not printing as expect 'out of the box', it may be necessary to make settings similar to these in the Diagnostic Tool:

The Paper Width is actually the width of the label itself, not the width of the paper roll. The difference is that there are two labels side by side as opposed to one label spanning the width of the roll.

Media Sensor is the black mark across the back of non-adhesive labels (or the gap between adhesive labels) which lets the printer know the start and end of each label. Note that this label is non-adhesive and 'Media Sensor' should be set to 'Black Mark' but being imperfect, the printer seems to work better with this parameter set on Gap.

It might be necessary to experiment with various values for Gap and Gap Offset to achieve precise print position.

A positive value in Shift X will move print down.

A positive value in Shirt Y will move print away from the tear-off perforation.

If labels are printing too high on the 1.9 label, enter a value of -20 for the X axis.

This label prints 'vertically'. All other labels print horizontally so the X axis controls left-right print position and Y axis controls up-down print position.

Sample Adhesive Label - 2" x 2" with Discount Schedule

Font size can be changed in Program Setup > Printers Tab.

Print Position can be adjusted using the X and Y axis settings in the TSC Diagnostic Tool.

Thermal Labels Used with PPSS Diamond and 24k

  • TSC TDP-225 or Zebra 2824: Prints on all horizontal labels 2.25" wide or narrower except the 2.25" x 1.25" non-adhesive label. They can print the jewelry label and the 2.25" x 1.375" label.
  • Bar codes appear at the bottom of labels 3.0" wide or narrower.
  • Bar codes are optional. Turn them on/off in Program Setup/Printers. (With no barcodes, extra text is allowed on some labels: 4"-wide: 36 characters; 3.5"-wide: 22 characters; 2.38"-wide: 22 characters)
  • Discount Dates and Prices can be printed on labels 2" wide using the smallest font (but the last Discount Date is cut off).
  • Discount Schedules print on Labels 1.5" high or higher and 2" wide or wider. (They can be printed on the 1.1875 x 3.375 label.)
  • Font and label sizes are set in Program Setup/Printers.
  • Non-adhesive labels are perforated.
  • Tear-off labels (2-part) are not available on adhesive labels.
  • The tear strip has price, description and item #.

Information Printed on Thermal Price Labels

All labels are 'horizontal' except the 1.1875 x 3.375. Horizontal labels feed out of the printer face up and the print is parallel to the width of the label. (known as portrait mode in printer parlance)

The 1.1875 x 3.375 label is vertical (landscape mode) with two labels fed from the printer side by side. Each label measures 1.1875 x 3.375. The total width of the roll paper is 2.375".

Adhesive 2-Part Barcode Category Description Details Discount Prices Discount
In Date Item # Store Name UDGs1
2.25 x .5
1.19 x 3.38 NO Y Y NO Y Y Y Y Y Y NO NO
2 x 1 Y NO Y Y Y NO Y Dates Y Y NO NO
2.25 x 1.25 Y NO Y NO Y Y Y Y Y Y NO NO
2.25 x 1.25 NO Y Y NO Y Y Y Y Y Y NO NO
2.25 x 1.38 NO NO Y NO Y Y Y Y Y Y NO NO
2 x 2 Y NO Y Y Y NO Y Y Y Y Y Y
4 x 1 Y NO Y Y Y Y Y Y Y Y NO NO
4 x 2 Y NO Y Y Y Y Y Y Y Y Y Y
4 x 3 Y NO Y Y Y Y Y Y Y Y Y Y
4 x 4 Y NO Y Y Y Y Y Y Y Y Y Y
1UDGs: PPSS includes 4 User-Defined Groups which can be assigned to categories to define inventory items in more detail. (A 'Group' could be 'Color' e.g. and members of the Group could be blue, green, red, etc. When adding inventory, a member from each Group could be selected to describe items. UDGs can then be printed on labels large enough to accommodate them.)

Direct Thermal Labels for PPSS

BCW = Barcode Warehouse (888-422-9249)

Format Label W/L Labels/Roll Adhesive Barcode BCW Link
Jewelry Butterfly
(Use 6pt Font)
2.25 x .5 2500 Yes Yes 1191125
2 Vertical
2-Part/colored borders
1.1875 x 3.38
(not for 225 or 2824)
1000 No Yes 1185000
1-Across 2 x 1 2550 Yes Yes 1122100
1-Across 2.25 x 1.25 2100 Yes Yes 1123125
2.25 x 1.25 1250 Yes Yes 1143125
1-Across Floodcoat
8 Colors
2.25 x 1.25 1100 Yes Yes 1133125
8 Colors
2.25 x 1.375 1200 No Yes 1185115
1-Across 2 x 2 1350 Yes Yes 1122200
1-Across 4 x 1 2550 Yes Yes 1127100
1-Across 4 x 2 1350 Yes Yes 1127200
1-Across 4 x 3 925 Yes Yes 1127300
1-Across 4 x 4 700 Yes Yes 1127400


Barcode Warehouse, Margie Benton, Email:, 101 Smoke Hill Lane Suite 130, Woodstock, GA 30118, 888-422-9249, 678-391-3560.

Kenco, Aaron Karan, Email:, 6543 N Sidney Pl, Milwaukee, WI 53209, 800-865-3626, Free samples of different labels are available.

Direct Thermal Labels in Canada

Kenco Labels ships to Canada!

For other suppliers search Google using the label part #.

Direct Thermal Labels in Canada: The 2.25" x 1.25" Adhesive Label and the 2.25" x 1.375" Hang Tag are available from - WR Display in Winnipeg (800-665-8447) and Calgary (800-561-1204).