Seradex White Paper

A Discussion of Issues in the Manufacturing OrderStream

Part Numbering
The foundation of any descriptive details require long part
manufacturing system is part numbers. numbers. As well, it is difficult to
Yet typically, very little thought is put maintain consistent numbers when many
into setting up a part numbering system. people are adding part numbers.
Every purchase order, inventory
transaction, sales order, invoice and all So what is the answer?
your bills of material are composed of
part numbers so it makes sense to put I recommend you combine both.
some thought into your system. Start off with 2 to 4 alpha characters that
represent the category code and then go
Basically, part numbering none significant. For example PI001
philosophy is split into two camps. One could be a pipe - 3/8 - 4 ft.
says use non significant digits, i.e. start
at 1000, then 1001 and keep going until Just as important but frequently
all parts have a number. This results in overlooked are the naming conventions
fewer digits and fewer digits means for item descriptions. The simple rule to
faster entry. They also point out that the follow here is to put the most significant
more digits, the higher the opportunity component of the description first. Here
for transcription error. They make the are a few examples:
argument that modern computer
systems can search on partial letters in • Screw, 3/8, Stainless
the description and this is how you can Not
locate the number you want. They also • 3/8 Stainless Screw.
point out that every phone number in
North America can be described in 10 When you sort on description, all the
digits screws will be grouped together.

The second camp figures that the • Angle - 1.50 x 1.00 x 0.125
part number should describe the part as Not
much as possible and they recommend • 1.50 x 1.00 x 0.125 - Angle
something like PIPE-3/8-4ft for a part
number. They argue that by looking at
the part number you can tell what the
part is.

So who is right?

I’ve tried it both ways and they

both have their drawbacks. The major
drawback of the first system is that
similar components are not grouped
together so you can have screws that
have part numbers 1001, 5049 and
8978. With the second system you will
inevitably run into problems, as

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The process I use is as I generally get very little
follows: enthusiasm for renumbering parts. But
using this system a data entry clerk can
produce about 500 part numbers / day
from scratch. If you have already begun
1) Export all part numbers and
the exercise, you may be able to salvage
descriptions into a spreadsheet
many descriptions with only minor
2) Clean up your item descriptions. Use
touchup. It doesn’t take too long and
proper case - it is easier to read on
provides a quick payback.
documents
i.e. Stainless Steel Pipe not STAINLESS
What are the advantages of this system?
STEEL PIPE
3) Sort on the description field
Using the "type ahead" feature
4) Add a new column for new part
found in most modern data bases like
numbers
Microsoft Access, you need to type only 2
5) Break up logical groups of parts into
characters to get close to the part you
categories. A category should have
are looking for. As you scan the list it is
no more than 50 - 150 items. If it
easy to quickly find your particular part
has more items, use sub categories.
because the list is sorted alphabetically
6) Create a 2 to 4 digit code for each
on the description e.g. type PI you would
category
get the following list:
7) Begin at the first row of a category
and enter the category code along
with 005. For example AB005. Enter
the second field and input AB010.
8) In Excel you can now highlight the
two fields, grab the bottom right
corner of the outline and drag down
to the end of the category. The result
will be part numbers in sequence.
9) Now examine the range of the suffix.
If you have 005 up to 095 you could
either redo the operation with a two
digit suffix or expand the range from
5 to 20 and you would get something
like AB020, AB040 etc.
10) The idea of the gaps is to allow you
to add new items in the future and
maintain the sort on descriptions in
alphabetical order. Revamping Part
Numbers
11) Repeat this for all categories. When
you are finished all the categories
import these numbers back into your
system.

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 Item Description Category Code Category
PI05 Pipe - 0.50" Schedule 40 Alum 6063 - T5 PI Pipe
PI10 Pipe - 0.75" Schedule 40 Alum 6063 - T5 PI Pipe
PI15 Pipe - 1.00" Schedule 40 Alum 6063 - T5 PI Pipe
PI20 Pipe - 1.25" Schedule 40 Alum 6063 - T5 PI Pipe
PI25 Pipe - 1.25" Schedule 80 Alum 6063 - T5 PI Pipe
PI30 Pipe - 1.50" Schedule 40 Alum 6061 - T6 PI Pipe
PI35 Pipe - 1.50" Schedule 40 Alum 6063 - T5 PI Pipe

By the way, the above list comes from a customer who has 5000 part numbers and yet
with two keystrokes I have zeroed in the parts I am looking for.
Note: If I need to add another 1.00” pipe I can use the item number PI16. Leave the gaps
according to the likelihood that you will add more items. If 2 number digits are
inadequate, then go to 4 or 5 as necessary. I.e. PI0005.

Vendor Part Numbers Part Numbers and Drawing

Numbers
Should you adopt the vendor part The part number and the drawing
number as your own part number? number serve different purposes. The
No, and for these reasons: part number is the unique identifier of
1) The computer can include the vendor the item, while the drawing number
part number cross reference between the leads you to the visual aid for making the
vendor part number and your own. item. If the drawing number and the part
2) The vendors numbering system may number are the same, you run into many
have all the problems you are trying to new problems. Use separate numbering
eliminate. schemes for the following reasons:
3) It is hard to adapt your vendor's part 1) Shorter part numbers.
numbers to your own system. 2) Fewer bill of material errors.
4) You may switch to a different vendor 3) Fewer drawings - one drawing number
or the vendor may go out of business can relate to many part numbers.
and you want to avoid changing all your 4) New part numbers don't require a new
documentation. drawing.
5) Your vendor may hire me and I may 5) Drawing revisions don't require new
revamp all their part numbers. part numbers to be issued

Seradex Inc.
4460 Harvester Rd.
Burlington, ON
L7L 4X2
Tel: 905-332-5051
[email protected]

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