In modern retail and logistics, it is impossible to imagine accounting without clear identification of each unit of product. This is what it is used for item number, which serves as a unique numeric or alphanumeric identifier in the enterprise database. This code allows you to distinguish one item from another even in huge warehouse complexes where millions of storage units are counted.
Understanding the structure of this code is critical for purchasing managers, storekeepers and online store owners. Errors in assigning or reading such a number can lead to mis-grading, financial losses and dissatisfaction with customers expecting a completely different product.
In this article we will examine in detail the nature of the origin of these codes, their difference from barcodes and article numbers, and also consider the practical aspects of their use in various accounting systems.
Determination and assignment of item number
Item number (often simply called an item number) is a unique identifier assigned to a specific product item within the framework of an enterprise or government classification system. Unlike the name, which may change or may not be unique, this code remains unchanged throughout the entire life cycle of the product in the system.
The main purpose of introducing such a coding system is to standardize accounting. When you see the code 10023-A, the system instantly understands that we are talking about a specific M8 bolt with a certain degree of strength, and not just about “some bolt.”
The use of such identifiers allows you to automate processes:
- 📦 Accurate warehouse accounting and inventory without re-sorting.
- 💰 Correct pricing for each product modification.
- 🚚 Automatic generation of orders to suppliers when the minimum is reached.
It is important to understand that at different enterprises the same physical object may have different internal numbers if a single state classifier is not used.
⚠️ Attention: When integrating with new suppliers, always check that their item numbers match your internal codes to avoid entering the same items twice.
Use numbering prefixes for different product categories (for example, "EL-" for electronics, "CL-" for clothing), this will speed up visual identification in listings.
Differences from SKU, SKU and barcode
There is often confusion between related concepts. Article - This is usually a code assigned by the manufacturer. It is the same for all sellers of this brand. SKU (Stock Keeping Unit) is a warehouse accounting unit that can combine goods with different SKUs if they are identical for the business.
The nomenclature number in the classical sense (especially in the public sector or large-scale production) is a more rigid structure, often tied to OKPD2 or internal GOSTs. A barcode (EAN-13, DataMatrix) is just a machine representation of a number, which can be either an article or an internal number.
Let's look at the differences in the table:
| Parameter | Article | Item number | Barcode |
|---|---|---|---|
| Who appropriates | Manufacturer | Enterprise / State organ | Manufacturer / Retailer |
| Uniqueness | Global (for brand) | Local (within the system) | Global or local |
| Changeability | Doesn't change | May change during reorganization | Doesn't change |
Thus, The item number is an internal “passport” of the product for a specific accounting system, while the article number is its name in the world of the manufacturer.
The article is needed for searching from the supplier, the item number is needed for the life of the product inside your warehouse and accounting department.
Structure and rules for generating codes
Formation nomenclature structure requires a systematic approach. Typically, the code is divided into meaningful blocks. For example, the first two digits may indicate a product class, the next two a subgroup, and the rest a serial number.
There are several approaches to encoding:
- 🔢 Serial: just ordinal numbers (001, 002, 003). Simple, but says nothing about the product.
- 🏷️ Semantic: the code contains characteristics (color, size, material). For example,
SH-RED-42(boots, red, size 42). - 🔗 Hierarchical: reflects the product’s place in the category tree.
When creating a system, it is important to provide a reserve. If you code all red t-shirts as RED-01, RED-02, then when a burgundy shade appears, the system may fail if the range of codes is not provided in advance.
⚠️ Attention: Avoid using letters that can be easily confused with numbers (for example, "O" and "0", "I" and "1") in semantic codes to minimize manual entry errors by operators.
Why shouldn't you code everything?
Full semantic encoding makes the number too long. It is better to use a short unique ID, and store all characteristics (color, weight, dimensions) in the product card in the database accessible by this ID.
Application in warehouse systems (1C, ERP)
In automated enterprise resource management systems (ERP) item number is a key field. It is from this that reports on the movement of goods are built, the cost is calculated and the margin is formed.
When implementing a system, for example, 1C:Enterprise, the nomenclature reference book is the foundation. An error at the stage of loading or creating a directory will lead to the fact that the accounting department will not be able to correctly write off materials, and the warehouse will not be able to find the goods.
Main functions of the number in the system:
- 🖥️ Connection of warehouse cells with a specific product.
- 📉 Control of balances in real time.
- 🔄 Manage serial numbers and expiration dates.
The systems allow you to create composite item numbers when one product is assembled from several components (sets), but this requires highly qualified customizers.
Nomenclature on marketplaces
In the era of E-commerce, the concept has transformed. On sites like Wildberries or Ozon, an analogue of an internal number is often Seller's code or Vendor Code. This is the same code that you come up with when creating a product card.
Marketplaces require the uniqueness of this code within your personal account. If you sell the same T-shirt in two different sizes, they must have different SKUs (item numbers), otherwise the system will not understand which size to ship.
Features of working with codes on sites:
- 📦 Uniqueness: You cannot use the same article for different colors or sizes.
- 🔄 Immutability: After creating a card, changing the article is often prohibited or extremely difficult.
- 🏷️ Marking: The code must be placed on the packaging for scanning by warehouse workers.
⚠️ Attention: The rules for creating article numbers on marketplaces may change. Always check your merchant account for the latest requirements before bulk uploading items.
☑️ Check the article before downloading
Errors here lead to cards being blocked or fines for re-sorting at the marketplace warehouse.
Common mistakes when maintaining inventory
One of the most common problems is directory growth. Managers create new cards for the same product with minimal differences in name, duplicating nomenclature units. This blurs the analytics.
Another mistake is the use of special characters and spaces in codes, which causes problems when uploading data to XML files or when integrating with external services. The code must be “clean”: only Latin characters and numbers.
Maintaining a reference book of units of measurement is also often ignored. The same product can be counted in pieces, boxes and pallets. It is important that the system automatically recalculate the coefficients based on the base item number.
The problem of duplicates
If you find duplicates in the nomenclature, do not delete them immediately. Check to see if there were any movements on them (sales, balances). Deleting an active card may break your sales history.
FAQ: Frequently asked questions
Is it possible to change the item number after creating a card?
In most ERP systems and marketplaces, changing the main identifier (number) after creating and posting documents is prohibited, as this will violate the integrity of the database. Usually you need to create a new card.
What is the difference between the nomenclature number and the marking code (Honest SIGN)?
The item number is the type of product (for example, “milk 3.2% 1l”). The labeling code (DataMatrix) is a unique code for each specific bottle that tracks its path from the factory to the cash register. One item number can have a million different marking codes.
Do you need a reference number for the self-employed?
For menial work - no. But for legal scaling, working with marketplaces or large customers, keeping records with assigning article numbers (internal numbers) is necessary to understand profitability.
How to number products correctly if there are thousands of them?
Use a hierarchical system. The first numbers are the category, the next are the subcategory, then the serial number. Don't try to encode all the properties of the product in the number; it's better to use the attributes in the database.