Product numbering protocol: article number, barcode, serial number — who is responsible and how to control

Torgsoft has implemented a clear protocol for product numbering and identification that helps automate accounting, avoid stock mix-ups, and control staff actions.

The system is based on three main identifiers: Article number, Barcode, and Serial number. Below is a detailed description of how it works, who is responsible for it, and how to control it.

1. Article number (SKU) — Internal or catalog code

The article number is used to identify a product model. It can be a manufacturer’s code or an internal store code.

• Generation logic:

• Torgsoft allows article numbers to be generated automatically for new products.

• The article number can consist of the codes of the Product Type and the Manufacturer. For example, if the code for the type "Jeans" is "D" and the manufacturer "Levis" is "L", the article number may begin with "DL".

• The length and generation rules of the article number can be configured in the Settings — Parameters — Product tab menu.

• Uniqueness control:

• In the settings, you can set the article number uniqueness check mode: "Do not check", "Warn about duplicates", or "Prohibit duplicates". The last option is the best for strict accounting.

2. Barcode — Identifier for scanning

This is the main tool for fast sales and inventory counts. The system uses barcode priority.

• Manufacturer barcode. If a product has a factory barcode (EAN-13), it is scanned upon receipt, and the system uses it as the main one.

• Internal barcode. If there is no factory barcode or it cannot be read, Torgsoft generates its own unique barcode (EAN-13 standard).

• Internal barcodes usually start with the prefix 29 (configured in the parameters).

• For weighted goods, the prefix 25 (or 21) is used, and the code structure includes the product weight.

• Duplicate control:

• In the Product Type settings, you can define the system behavior when the same barcode is detected: "Prohibit", "Allow" (for color variations of the same model), or "Ask".

• For products that have identical manufacturer barcodes (for example, different clothing sizes with one barcode), Torgsoft can generate unique internal barcodes for each size.

3. Serial number — Unique ID of a product unit

It is used for electronics, household appliances, and other goods that require warranty service.

• Accounting modes:

• It is enabled by the additional option "Warranty goods accounting by serial numbers".

• You can configure "Strict warranty accounting". In this mode, the software does not just ask you to enter a serial number, but strictly controls its correctness and movement.

• Process. When selling such a product, the system requires scanning or entering the serial number of the specific unit that is written off from the balance.

Who is responsible and how to control it?

Responsibility is distributed among the roles in the system (Owner, Merchandiser, Salesperson), whose permissions are configured in the Settings — Users menu.

1. Owner / Administrator (Strategic control)

• Responsibility. Defining the numbering policy (whether to generate your own article numbers, whether to allow duplicate barcodes, whether to use strict serial number accounting).

• Control tools:

• User action log. Allows you to see who changed a product card, barcode, or price, and when.

• Error diagnostics. The Merchandise Management — Error Diagnostics mode allows you to identify products with the same barcodes but different names and merge or correct them.

• Change restrictions. You can prohibit sales staff from editing product types or product cards to avoid chaos in the product catalog.

2. Merchandiser / Storekeeper (Operational control)

• Responsibility. Correct receipt of goods. When receiving goods, it is necessary to make sure that:

• A product with a manufacturer barcode is scanned (the system will find it or create a new card).

• A product without a barcode receives a system-generated code and a printed label.

• Serial numbers are entered for warranty goods.

• Tools:

• Label printing. When receiving goods, you can configure automatic label printing only for new products or those that do not have a factory barcode.

• Invoice verification. The incoming invoice control function allows you to check whether the actually received goods match the goods entered into the system.

3. Salesperson (Execution)

• Responsibility. Scanning the  product barcode during sale.

• Control. If "Strict warranty accounting" or "Prohibit negative sales" is configured, the system will technically not allow the salesperson to make a mistake (sell a non-existent serial number or a product that is not in stock).

Implementation recommendation

For maximum control, it is recommended to:

1. Enable the "Check and prohibit duplicate article numbers" setting.

2. Use unique prefixes for internal barcodes (default is '29').

3. For expensive equipment, enable "Use strict warranty accounting".

4. Regularly carry out Inventory using a scanner or data collection terminal to align actual stock with recorded stock.