When receiving goods or processing documentation in the warehouse, there is often confusion with the digital codes specified in the invoices. Drivers, storekeepers and purchasing managers are constantly faced with long sequences of numbers that denote a specific position in the supplier's accounting system. Understanding what exactly is hidden behind this term helps to avoid errors in the acceptance of cargo and simplifies the search for analogues in the future.
Nomenclature number A unique identifier assigned to a product within a specific database of the seller. Unlike the international article or EAN barcode, this code can vary from supplier to supplier, even if it is the same part. That is why when ordering spare parts for a car, it is important not to confuse the internal numbering of the store with the manufacturer's factory code.
In this article, we will discuss in detail where to look for this parameter in documents, how it differs from other labels and why its correct reading is critical for logistics. You will learn to navigate overhead quickly and understand how to use this data to effectively manage inventory.
Definition of the nomenclature number and its origin
The term “nomenclature” comes from the Latin word meaning “list of names”. In the context of warehouse accounting nomenclature It is a digital or alphanumeric code that is assigned to each unit of goods at the time of entering it into the database of the organization. It is the internal language in which the accounting program, whether it is 1C, SAP or specialized warehouse systems, “talks” in.
The main feature of this identifier is its locality. If you take the same one. brake-pad three different distributors, then in the invoice from each of them it will have completely different nomenclature numbers. This is because each supplier has its own accounting policies and can code goods according to its own rules, grouping them by category, brand or storage location.
⚠️ Note: Never use the nomenclature number of one supplier to search for a product in another store’s database. This is guaranteed to lead to an error, as in another system, a completely unrelated item, such as oil instead of a filter, may be listed under this code.
Automation of processes is often used warehouse-codeThey are generated algorithmically. They allow the system to instantly find the goods on the shelf, determine its price and balance. Understanding the nature of this number helps to avoid situations when due to an error in one digit, the wrong cargo arrives at the warehouse, which is especially critical in the field of auto parts, where thousands of similar externally parts.
Differences between the nomenclature number and the article and SKU
One of the most common problems in logistics is the confusion of the concepts of the article, SKU and internal nomenclature number. Although all of these codes serve as identification, their origin and purpose are fundamentally different. Articulum Part Number is the code assigned directly by the part manufacturer. It is one for the whole world: whether it be Bosch, Mann or ToyotaThe number on the package will remain unchanged regardless of who sells the product.
In turn, SKU The Stock Keeping Unit is a warehouse unit of account that is often used in retail. It can combine several articles or, conversely, break them. The nomenclature number in the invoice is most often either a complete analogue of the supplier's SKU, or its internal variation. The difference becomes obvious when working with crosses (analogues): one nomenclature number in the seller’s system can lead to a group of compatible articles.
- 🔢 Manufacturer's article: The global code that is stamped on the parts does not change when resold.
- 🏪 Nomenclature number: The seller’s internal code is unique only to the seller’s database.
- 📦 SKU: Stock management code is often used for barcoding on the shelf.
It is important to understand that when ordering a rare spare part, the manager can operate with internal code to quickly find the rest in a remote network warehouse. However, to verify the authenticity and compatibility with your vehicle, a check with the vehicle is always required. catalogue. Ignoring this rule can lead to the purchase of an incompatible part, even if all the figures in the invoice are the same as the previous order.
Why don't the codes match?
Sometimes suppliers deliberately change the nomenclature numbers for old positions to separate the flows of goods with different expiration dates or different batches of production. This helps the FIFO system (first come, first leave) to work properly.
Where to look for a number in the invoice (TORG-12 and invoices)
Finding the right identifier in documents may not be obvious, especially if the invoice is printed in a standard format. TORG-12 Or in the form of an invoice. In most cases, the nomenclature number is hidden in the column intended for the product code. However, the location of this graph may vary depending on the software in which the document was generated.
Usually, the column with the number is immediately after the name of the product or before the indication of the unit of measurement. In spreadsheets and PDF documents, it can be designated as “Code”, “Article”, “No p/p” (although this is a serial number, be careful) or “Nomenclature Code”. In specialized invoices auto shops often found a separate column "Supplier Code".
| Type of document | Title of the count | Location. | Example of meaning |
|---|---|---|---|
| Invoice | Goods code | After the unit of measurement | 10045892 |
| Consignment note | Article/Code | Left of the name | OC-9000 |
| CPD | Type code | In the extended version | 2548963 |
| Warehouse receipt | Nomenclature | In the position description | N-775-AB |
If you work with electronic documents (EDOs), the structure may be different from the original paper. Systems like Diad or SBS The code is often hidden in the additional properties of the product line. To view it, you may need to hover over the field or open the position detail. Always make sure that you are looking at the product code, not the classifier code (e.g., BCR2) used for tax reporting.
☑️ Checking the consignment note before signing
Role of the room in warehouse accounting and logistics
Use of the nomenclature It is the foundation of modern logistics. Without the unique identification of each position, it is impossible to automate the processes of acceptance, shipment and inventory. When the goods arrive at the warehouse, the system reads this number (often through a barcode) and automatically determines which shelf (cell) to place the goods on. This eliminates the human factor and significantly speeds up the work of storekeepers.
In the context of the auto business, where the nomenclature can be counted in millions of items, the role of code increases many times over. The system uses it to track the turnover of goods. If a certain oil-filter With a specific code deposited, the system will automatically generate a report for the procurement department about the need to reduce the purchase price or stop deliveries. Without the exact number, such analytics would not be possible.
In addition, the nomenclature number allows you to track the history of movement of the part. If there is a claim for quality, it is easy to pick up all the documents where this code appeared, and understand when the goods were purchased, by whom accepted and to whom shipped. This is critical to dealing with warranty cases and returns to suppliers.
⚠️ Note: When accepting the goods, be sure to check the physical barcode on the package with the nomenclature number in the invoice. It is often the case that the boxes are confused in the supplier’s warehouse, and the similarity of the package can be misleading.
Problems in decoding and re-sorting
One of the main problems that specialists face when working with nomenclature numbers is the “garbage” in databases. Suppliers can duplicate positions by creating new codes for the same product due to a change in packaging, country of origin or simply operator error. As a result, there may be five different codes for the same system. spark-plugThis is a smearing of statistics and complicated search.
Re-sort is another logistics scourge associated with misidentification. If the nomenclature number in the system is tied to an incorrect description or image, the storekeeper may ship the wrong part to the customer. In the automotive sector, this is fraught with serious consequences: the installation of an inappropriate part can lead to breakdown of units. Therefore, the presence of current cross-numbers and constant updating of the database is a mandatory requirement.
- 🔄 Duplication: Create extra codes for existing products.
- ❌ Mistyling: The number corresponds to another description in the database.
- 📉 Obsolescence: The product was discontinued, but the code remained active.
To combat these problems, large companies are implementing master data systems, where the manufacturer’s article is considered the reference one, and all internal codes are rigidly tied to it. This allows you to maintain order even when changing suppliers or updating the assortment matrix.
Keep scans of the invoices with nomenclature numbers throughout the warranty period for the goods. In case of a dispute with the supplier, this will be your main proof that you received this particular batch.
How to use a number to find analogues and replace
Knowledge of the nomenclature number is useful not only for warehouse accounting, but also for the end consumer or master of service. If you know the part code in a large distributor’s system, you can use it to quickly search for availability in other branches of the same network. It often happens that the search article does not give results due to a typo, and the internal code of the product is instantaneous.
This number also helps in finding analogues. Many directory programs (e.g., TecDoc or Autodata) allow lists of goods to be uploaded. If you have an unloading with nomenclature numbers, you can quickly punch them through cross-bases and find cheaper or affordable substitutes. This is especially true for owners of commercial vehicles, where downtime is expensive.
But it is worth remembering uniqueness of internal numberingThe same code in different cities of the same network can mean different goods if the databases are not centrally synchronized. Therefore, when ordering by phone, always dictate not only the numbers, but also the full name so that the operator can double-check the compliance.
The nomenclature number is the key to the supplier’s warehouse, but for technical compatibility with the vehicle, always use the original manufacturer’s article (OEM).
Can I find the product on the Internet by the nomenclature number from the invoice?
In most cases, it's not. Since it is the internal code of a particular seller, search engines (Google, Yandex) do not index it as a commodity position. You can only find the product on the same store’s website by entering this code in a search on the site. For a global search, use the manufacturer’s article.
What to do if the incorrect number is indicated in the invoice?
Do not sign a document without an error mark. Contact the supplier’s manager and ask for a correct document or formal letter of correction. Without this, you will not be able to take the goods on the balance sheet or return them in the event of marriage.
Is the nomenclature number different for wholesale and retail?
Yes, large distributors often use different codes for wholesale packages (boxes) and retail units (pieces). This is necessary so that the accounting system does not confuse the amount during shipment. Always pay attention to the unit of measurement next to the code.
How long is the nomenclature number data stored?
According to the legislation, primary accounting documents (invoices) must be kept for at least 5 years. Accordingly, information about the codes in them should be available in the company’s archives during this period for audits and audits.