In the world of warehouse logistics, accounting and production planning, order is not just a desirable quality, but a rigid requirement of business survival. The central element of this orderly system is nomenclature A unique digital or alphanumeric identifier assigned to each unit of the commodity nomenclature. It is not just a random set of characters, but a strictly structured code that allows automated systems to instantly recognize an object, its characteristics and location without visual inspection.
For a purchasing professional or storekeeper, understanding the principles of forming such codes is a critical skill to avoid costly errors in the acceptance and shipment of goods. Nomenclature number It serves as a link between the physical world of goods and their digital twins in the databases of ERP-systems. Without a clear numbering system, a modern warehouse would be a chaotic pile of boxes, where finding the right part would take hours instead of minutes.
In this article, we will analyze in detail the architecture of these identifiers, consider their differences from related concepts and study the practical aspects of working with them. You will learn how to read coded information correctly and why standardization plays a crucial role in supply chain efficiency. A deep dive into the topic will allow you to optimize accounting processes in your enterprise.
The essence and purpose of the nomenclature number
Nomenclature number A symbol assigned to a specific type of material and technical resources, products or services within a single classification system. The main goal of its implementation is to create a universal language of communication between various divisions of the company: from the procurement department to the accounting and logistics center. The use of such codes eliminates the confusion that arises when using long and often similar textual product names.
Unlike a simple description, which can vary depending on the provider or manager, this number remains an unalterable identifier. It provides unambiguous accounting, allowing you to accurately track the movement of each unit of goods. Automatic identification systems, such as barcodes or RFID tags, are based on this numerical value, converting it into a machine-readable format.
⚠️ Never use the same nomenclature number for products with different technical characteristics or origin, even if they are visually identical, as this will lead to critical errors in quality accounting and warranty service.
The structure of the code is often designed in such a way as to carry a certain semantic load, understandable to employees without reference to the database. This can be an indication of a group of products, type of material or country of origin. However, large multinational corporations are more likely to use abstract sequences tied to an internal database to ensure flexibility and security of information.
Differences between the nomenclature number and the article and SKU
Often in a professional environment of concepts nomenclatureThe article, the article, and the SKU (Stock Keeping Unit) are used synonymously, but there are subtle but important differences between them. The article is traditionally called the number assigned to the product by the manufacturer. It is part of the brand name and remains unchanged regardless of who sells the product. It is an external identifier, convenient for searching directories and cross-documentation.
In turn, the nomenclature number is usually an internal designation adopted in a particular trading and logistics company or accounting system. The same part from the manufacturer may have one article, but in the distributor system it will receive its own. Nomenclature number for convenience of warehouse operations. This allows for unification of accounting, even if the goods come from dozens of different suppliers with different coding systems.
SKU is a broader concept in retail, denoting a unique unit of storage that can vary not only in model, but also in such parameters as color, size or packaging. If the nomenclature number often indicates the type of product, then SKU differentiates the specific modification on the store shelf.
Understanding this difference is essential to properly complete the primary documentation and adjust the integration between the supplier and the customer systems. Errors in mapping (comparison) of these codes lead to the fact that the warehouse comes not the goods that were ordered, which entails financial losses and downtime.
When setting up a new accounting system, create a mapping table between the manufacturers’ articles and your internal nomenclature numbers to automate the acceptance process of goods.
Coding structure and logic
The development of a coding system is a fundamental stage in building an effective warehouse. Nomenclature number It can be positional, where each digit or group of digits carries specific information, or sequential, where the number is assigned simply in the order of receipt in the database. Positioning, despite its complexity in administration, provides many more advantages for analytics and manual data processing.
In a classical positional system, code can be divided into several semantic blocks. For example, the first two digits denote the class of materials, the next two – the subgroup, then the manufacturer’s code and, finally, the sequence number of the modification. This structure allows experienced employees to determine the category of goods at a glance, just by looking at its code.
- 🔢 Decimal system: Uses only numbers from 0 to 9, which is convenient for entering with Numeric keypad and minimizes recognition errors.
- 🔤 Alphabetical digital: It includes letters of the Latin or national alphabet, allowing you to create shorter and more capacious codes for large databases.
- 🏷️ Mixed: combines prefixes indicating the type of operation or warehouse with the main numerical identifier of the product.
Too long. nomenclature It is difficult to remember, difficult to dictate over the phone and the probability of error when manually entering. The optimal length is 8 to 14 characters, which allows you to encode millions of positions without loss of readability.
Example of code decryption
In the code "MT-15-BL-001": MT denotes the group "Metals", 15 - the subgroup "Steel rolled", BL - manufacturer or alloy, 001 - the serial number of the size.
Role in Warehouse Logistics and Automation
In modern distribution centers nomenclature It is the key that triggers all automated processes. It is this code that is read by the barcode scanner of the data collection terminal (DTC), after which the warehouse management system (WMS) receives a command to perform a certain action. Without a unique identifier, the work of conveyors, sorters and robot stubbers would not be possible.
When accepted, the system compares the scanned code with the expected order in real time. If the number matches, the goods are automatically registered, and the operator receives about the place of its placement. This eliminates the human factor and re-classification, which is one of the main causes of losses in retail and distribution.
| Process phase | System operation by number | The result |
|---|---|---|
| Acceptance | Confirmation of the consignment note | Automatic approximation |
| Accommodation | Searching for a free cell | Routing of the loader |
| Selection | Formation of the task | Exact search for goods |
| Inventory | Comparison of residues | Identification of discrepancies |
In addition, the analysis of the movement of goods on their nomenclature It allows you to make accurate forecasts of demand. Logisticians see which codes turn around faster and can optimize the storage scheme by placing popular positions closer to the shipping area. This reduces the time to assemble an order and increases the overall productivity of the warehouse.
Unique nomenclature number is the only way to ensure 100% traceability of goods from the moment of its receipt to the warehouse to shipment to the customer.
International Standards and Classifiers
In global trade, the use of internal company numbers is often insufficient, especially for customs clearance and international settlements. International classifiers are also included, such as TN WAED (Commodity nomenclature of foreign economic activity) or system HS Code (Harmonized System) Although they do not replace the internal nomenclature number, they are closely related to it.
Each product is assigned a code HS FEA, which determines the rate of customs duty and the necessary certificates. In accounting systems, this code is often associated with a product card along with an internal identifier. This allows you to automatically generate customs declarations and export documentation, minimizing the risk of penalties from state authorities.
Also, the standard is widely used. EAN-13 or UPC for retail products. These barcodes are global nomenclature numbers unique worldwide for a particular type of product. Manufacturers are required to register them with the national GS1 organization to ensure their uniqueness and the absence of duplicates on the shelves of different stores.
⚠️ Note: When importing goods, make sure that the FEA code specified in the invoice matches the code in your internal nomenclature, as the discrepancy may lead to delays in the cargo at customs and additional checks.
Integration of international standards with the internal numbering system requires careful consideration. Often, companies create composite keys, where the internal number is complemented by a country prefix or currency code, which makes it easier to keep multi-branch reporting.
Common Errors and Methods of Preventing Them
One of the most common problems is duplication. nomenclature. This happens when a new product is mistakenly assigned a code already occupied by another position. As a result, confusion arises in the system: residues are mixed, the price may be incorrect, and shipment is chaotic. To avoid this, it is necessary to implement strict control of uniqueness when creating new product cards.
Another mistake is the use of “smart” codes with excessive detail. If you put in the room information about color, size, season and supplier, then if you change any of these parameters (for example, changing the packaging supplier), you will have to change the number itself. It breaks the history of the movement of the product. It is better to use abstract serial numbers, and store all attributes in the fields of the product card.
- 🚫 Ignoring the versioning: lack of indication of the product version in the code when upgrading products.
- 🚫 Manual change: editing numbers "on the fly" without centralized coordination leads to desynchronization of databases.
- 🚫 Non-readable fonts: Printing codes in a font that is poorly read by scanners, or using damaged labels.
To prevent these problems, it is necessary to regularly audit the nomenclature. Data experts Check the directories for duplicates, empty fields and logical inconsistencies. Automating the number creation process through special generation algorithms also significantly reduces the risk of human error.
☑️ Nomenclature audit
FAQ: Frequently Asked Questions
Can I change the nomenclature number of the goods already put into circulation?
Technically, this is possible, but it is highly discouraged. Changing the number breaks the history of the movement of the product, makes it impossible to analyze sales for past periods and can lead to errors in the balances. If changes are needed (for example, rebranding), it is better to create a new card with a new number, and close the old one for operations, saving it in the archive.
What is the maximum length of the nomenclature number?
The limitations depend on the accounting system used (1C, SAP, Oracle, etc.). Usually, the field allows you to enter from 20 to 50 characters. However, in terms of ergonomics and operator speed, the optimal length should not exceed 15-20 characters.
Do I need to include price information in the room?
Absolutely not. Price is a dynamic parameter that changes frequently. Including price in static nomenclature It will require constant re-labeling of the product and changing the codes in the system with each change in the price list, which paralyzes the work of the warehouse.
What is the difference between serial number and serial number?
The nomenclature number indicates look The product (e.g., “Model X Black”), meaning all such phones will have the same number. The serial number is unique for each unit-specific goods (each individual phone) and is used for warranty tracking.