UNDERSTAND THE CONCEPT
An internal item code identifies a catalogue record within the enterprise. A manufacturer part number identifies a manufacturer's product; a supplier catalogue number may identify that supplier's commercial listing. These identifiers serve different purposes. Store them in separate fields, together with the manufacturer and relevant revision. A part number without its manufacturer can be ambiguous, and a supplier's description may change while the approved engineering specification remains the same.
One internal item may reference several approved manufacturer numbers when engineering has established equivalent suitability. Do not merge records merely because dimensions or names look similar. Material, pressure rating, environmental limits and certification requirements can matter. Before creating an item, search existing references and specifications, then document the approval behind any equivalence. Keep obsolete numbers searchable so historical work orders and purchase records still lead to the correct current item.
Questions to take back to your team
- Does every manufacturer number include its manufacturer?
- Is equivalence approved against the full specification?
- Can obsolete references still locate the active item?
Further reading
Explore the primary references below. Requirements and applicability depend on your organization and jurisdiction.
