Where to get the nomenclature number of the goods in the invoice: search and decryption

In the process of accounting or warehouse logistics, a situation often arises when it is necessary to identify a specific position in a huge array of commodity values. Nomenclature number It is a unique identifier to avoid confusion, especially when product names may be duplicated or have similar sounds. In the invoice, this prop plays a key role for the correct arrival and further sale of products.

Users are often lost trying to find this code among the vendor’s many digits, barcodes, and articles. It is important to understand that depending on the accounting system used (e.g., 1C:Enterprise) or the paper document format, location and appearance of the number may vary significantly. Improper identification can lead to errors in warehouse accounting and inventory problems.

This article will help you figure out where to look for this parameter, how to distinguish it from other code designations and what to do if it is not in the document. We will look at different document formats and program interfaces so you can quickly find the information you need without delays.

Definition and appointment of the nomencatural number

Nomenclature number An internal identifier assigned to a product within an entity’s specific accounting system. Unlike the EAN-13 barcode or the manufacturer’s international product, this code is unique only within your company’s database. It is necessary for automation of accounting processes, allowing the system to instantly recognize the product by its digital or alphanumeric designation.

In shipping documents, such as the consignment note (TORG-12) or universal transfer document (CPD), this number may appear in a special box if the document is generated directly from the accounting program. However, vendors often use their own internal codes that don’t match your nomenclature. That is why it is important to be able to match the data from the invoice with the data in your database.

The use of a single numbering standard within the enterprise allows:

• 📦 Instantly find the remains of goods in the warehouse without manual search for the full name.
• 📊 Automatically generate sales and purchase reports in the context of specific positions.
• 🔄 Correctly conduct offsets and reconciliations with counterparties, excluding duplication of records.

⚠️ Attention: Do not confuse the nomenclature number of your database with the code of the HS (customs nomenclature of foreign economic activity). The latter is used for customs clearance of imports and has a completely different structure and purpose.

For an effective logistician or accountant, it is critical to understand that nomenclature It's a reference book, and the number is the key to the entry in that reference book. Without the correct key, the system will not be able to hold the document, even if the name of the product is correctly indicated. Errors in this field often result in goods being “hungry” in transit accounts or lost when moving between warehouses.

Localization of the room in paper and electronic invoices

When working with paper versions of the invoice, such as the form TORG-12Finding the right identifier requires careful study of the columns. The standard form of a document does not always have a dedicated column under the "nomenclature number", so suppliers often place this information in the column "Code" or "Article". In electronic documents transmitted through EDI (Electronic Document Management) systems, the structure may be more complex.

In the typical printed form 1C, the nomenclature number is often displayed next to the name of the product, sometimes in brackets or through a separator. If the document is written correctly, you will see a line where the name is followed by a digital sequence. For example: Bolt M10 (Art. 12345)”. Here. 12345 It can be the code you want, but only if it matches your internal directory.

Let’s look at the main places where the desired value can be found in different types of documents:

• 📄 In the column "Code" or "Article" in the tabular part of the invoice.
• 🏷️ In the product description, immediately after the name, often in the format of "Code: XXX-XXX".
• 📑 In additional sheets or specifications to the main delivery contract.

If you work with XML files or data formats imported into the accounting system, look for tags containing words. NomenclatureID, ItemCode or ProductID. Visually, in printed form, the data may be hidden in small fonts under the main table or in the footer of the page, which indicates a link to the sender database.

Search for ID in 1C programs and analogues

Wednesday. 1C:Enterprise In other ERP systems, the nomenclature number is a fundamental element. When goods are received through the document "Receipt of goods and services" the system automatically tries to pick up the goods by barcode or article. If the automatic selection does not work, the user has to search for the number manually in the directory. Nomenclature.

To search in 1C, you need to go to the "Warehouse" or "Goods" section, open the nomenclature directory and use the filter. In the product card, the desired code is usually located on the tab "Additional" or "Codes". The path to settings may look like this: Main menu → Warehouse → Nomenclature → Double click on the product → Tab “Additional”. You will see a "Code in the database" field or similar.

Often there is a situation when the invoice contains the supplier’s code and you need your internal number. There is a compliance mechanism in 1C. You can create a record linking the provider’s external article to your internal nomenclature. This will allow in the future to automatically recognize goods from the invoices of this counterparty.

It is important to remember the structure of the code in different configurations:

• 🔢 In 1C:Accounting, the code is often numerical and generated automatically.
• 🔤 In "1C:UT" (Trade Management) code can be alphanumeric and set manually.
• 🏭 In manufacturing configurations, the code may include prefixes of workshops or lines.

⚠️ Attention: When manually entering the nomenclature number in the document, always check the register of letters and the presence of spaces. The system can perceive the A-100 and A-100 as different goods, which will lead to splitting of the residues in the warehouse.

Using advanced mask search helps you find a product if you only know part of the number. For example, a request bolt or 123* It will list all items containing these symbols. This significantly speeds up the work in the absence of a barcode on the package.

Differences between article, barcode and nomenclature code

One of the most common causes of accounting errors is confusion between different types of identifiers. Articulum A symbol assigned by a manufacturer or seller to group goods of the same type (e.g., a shoe model). Barcode (EAN, UPC) is a graphical representation of information read by a scanner that can be unique to each unit or product type. Nomenclature number It is an internal record in your database.

The article may be the same for different suppliers if they produce similar products, or the manufacturer may change when changing packaging. The nomenclature number in your system should remain the same for the same item, regardless of who you bought it from. This ensures the stability of the sales and purchase history.

A comparison table of identifiers will help you better understand the difference:

Parameter	Articulum	Barcode	Nomenclature number
Who's embezzling?	Manufacturer or seller	GS1 or manufacturer	The owner of the database (you)
Uniqueness	Within the brand/catalogue	Global (for a specific product)	Within your organization
Variability	It might change when you rebrand.	Permanent for packaging	Permanent (until rebating)
Use of the	Marketing, catalog search	Scanning at the cash register/warehouse	Accounting and warehouse accounting

Understanding these differences is essential when setting up automatic product entry. If you try to use the supplier’s article as the main key in your system, then when you change the supplier or update his directory, your account will be destroyed. Therefore nomenclature It should be an independent standard.

What to do if the product does not have a barcode?

If the product does not have a barcode, but there is an article, you can print your own barcode labels, encrypting your internal nomenclature number in them. To do this, 1C has a processing called “Print Labels”, which allows you to generate Code128 or EAN-13 barcodes based on the internal product code. This will make it easier to receive and ship.

Problems in the absence of a number in the documents of the supplier

The situation where the received invoice is completely missing any code or article is a common problem, especially when working with small wholesalers or import. In this case, the goods have to be started in the base "from scratch", inventing its own coding system. It is a time-consuming process that requires discipline from the storekeeper.

If the number is missing, the first step is to create a new card in the nomenclature directory. It is recommended to develop an internal coding logic, for example, to use category prefixes. For example, clothing can begin with CL-electronics with EL-. This will allow even without a computer to understand what group the product belongs to, just by looking at the code.

Algorithm of actions in the absence of a code in the invoice:

• 🔍 Carefully examine the product itself and the packaging for hidden markings or QR codes.
• 📞 Contact the supplier manager and request a price list electronically with articles.
• 📝 Assign a temporary internal code and record the correspondence in the journal "Incoming correspondence".

A common mistake is to create duplicate cards. When the item arrives without the code, the storekeeper can create a new position "White T-shirt", not knowing that the database already has "White T-shirt" (art). “001”. This results in the system showing the presence of goods in different “virtual” warehouses or in different cells, although they are physically lying together.

⚠️ Attention: It is strictly not recommended to use as a nomenclature number the batch number or the date of production. These data are variable and must be entered in separate fields (“Series”, “Best Expiration Period”), otherwise you will not be able to accept the next batch of the same product.

To prevent chaos in the future, require vendors to provide documents in electronic format (Excel, XML), where you can configure automatic import and mapping (mapping) their items to your nomenclature numbers.

Automation of search and data reconciliation

Modern technologies allow you to minimize manual labor in search of numbers. Use of data collection terminals (TCD) and automatic identification systems significantly speed up the process. When scanning the barcode, the system itself finds the corresponding nomenclature number in the database, if the correspondences were previously configured.

In 1C and similar systems there is a mechanism "Conformity of nomenclature". You download the price list of the supplier, the system finds similar names and suggests to link them. After that, when you receive the invoice from this counterparty, the program will automatically substitute your internal nomenclature c the document, even if only the article of the seller is indicated in the incoming file.

Key Advantages of Automation:

• ⚡ The speed of processing documents increases by 5-10 times.
• ✅ The human factor and input errors ("typos") are excluded.
• 📉 The amount of resorption in the warehouse is reduced to a minimum.

It is important to regularly audit the nomenclature directory. Remove duplicates, combine cards and update codes.The garbage in the database over time makes the system work unbearably slow and complex. A clean directory is the key to a quick search and correct reporting.

Frequently Asked Questions (FAQ)

Can the nomenclature number contain letters?

Yeah, maybe. In most modern systems (1C, SAP, MoySwarehouse), the nomenclature code can be alphanumeric. Use of letter prefixes (e.g., IMP- For imported goods) often facilitates visual identification and grouping of goods in reports.

What if the supplier changed the article of the goods, but the goods remained the same?

Nomenclature number does not need to be changed in your database, since the product has not physically changed. You should update the Supplier Articles or Compliance with Nomenclature directory by adding a new Supplier Article to your existing product card. This will preserve the history of sales and balances.

Where to find the code HS in the invoice and is it necessary for the warehouse?

The code of the HS is usually indicated in the column "Code" or in a separate column in import invoices and declarations. For internal warehouse accounting, it is usually not necessary unless you keep specific labeled accounting according to the requirements of the law. However, its presence in the product card is useful for the department of foreign trade and customs.

How to restore the nomenclature number if the database is damaged?

If the base itself is damaged, work with a backup (backup) is necessary. If the connection between the codes in the invoice and the database is lost, you will have to carry out a full inventory and re-binding of goods using physical labels or descriptions. Regular backup is the only reliable way to protect.