Part Numbering Scheme Generator Template
A part numbering scheme is one of the few ERP decisions that is very hard to reverse. This template turns the key choices (style, prefix, length, revision rule, reserved characters) into a short standard that engineering, purchasing and the ERP admin can sign.
Fill in
Part Numbering Scheme Generator Template
Part Numbering Standard
Company: Acme Precision Ltd Owner: Engineering Data Steward Effective: 2026-11-01 Style: Semi-significant (class prefix + sequence)
1. Format
Format: MCH-NNNNNN, where the prefix is a class code and the sequence is 6 digits. Example: MCH-004217
Part numbers are assigned by the ERP or PLM number generator only. Manual numbers are not permitted.
2. Class codes
MCH = Machined parts FAB = Fabricated sheet metal ELC = Electronic components ASM = Assemblies RAW = Raw material PKG = Packaging
3. Revision handling
Revision is held in a separate field, never in the part number
4. Additional rules
No letters O or I to avoid confusion with 0 and 1. No special characters except a single hyphen after the prefix. A number is never reused after release, even if the part is obsoleted.
5. Field limits
| Item | Rule | Check |
|---|---|---|
| Maximum length | Fits the shortest ERP, PLM and label field in use | |
| Allowed characters | A to Z, 0 to 9, one hyphen | |
| Case | Upper case only | |
| Leading zeros | Preserved, stored as text |
Approvals
A starting point to adapt, not a prescription. Check the maximum item length in your ERP and in every integrated system (PLM, MES, WMS, label printers) before you fix the sequence length. Always store part numbers as text so leading zeros survive Excel round trips.
Need to map old part numbers to a new scheme?
Optional: send us a sample and we will suggest a mapping and duplicate-detection approach.
Optional. The tool and every export work without this. No spam.
How to use it
Fill in the fields with your current practice or your intended design. Replace the class codes with your own and add any rules you already enforce informally. The output is a one-page standard with the format, a table of limits and a signature block. Export it to Word if you want to edit it further, or PDF to circulate for approval. Keep the signed version in your document control system next to the ERP configuration record.
Significant versus non-significant numbers
Non-significant numbers are plain sequences. They never need to change when an attribute changes, which is why many ERP and PLM consultants recommend them. Fully significant numbers encode material, size or finish. They are readable on the shop floor but break when a part changes material or the code space runs out. Semi-significant schemes keep a short class prefix and a sequence, which is a common compromise. Attributes belong in classification fields, where they can be searched and corrected without renumbering.
- Non-significant: easiest to maintain, least readable
- Semi-significant: class prefix plus sequence
- Fully significant: readable but brittle
Worked example
A machine shop picks the semi-significant style with a three-letter prefix and a six-digit sequence, giving MCH-004217. That is ten characters with the hyphen, so it fits an 18-character ERP field with room for a customer suffix in integrations. The standard states that revision lives in a separate field. When the drawing is revised from B to C, the part number does not change unless form, fit or function changes, which is the rule most configuration management practices follow.
Common mistakes
Putting the revision into the number creates duplicate masters and breaks where-used. Letting every site create numbers locally leads to collisions during consolidation. Ignoring the length limits of connected systems truncates numbers silently. Reusing numbers of obsolete parts corrupts history and traceability. Finally, writing the standard but not configuring the ERP number range or workflow means the rule is advisory only, and people will bypass it.
Frequently Asked Questions
Should part numbers be significant or non-significant?
Most master data practitioners favor non-significant or lightly coded numbers, and put attributes in classification fields. Significant numbers are easy to read but break when attributes change. Choose based on how often attributes change and how much shop floor readability matters to you.
How long should a part number be?
As short as your growth allows, within the shortest field limit among all connected systems. Six to ten digits of sequence is common. Plan for at least ten years of volume and leave room for a prefix or suffix used by interfaces.
Should the revision be part of the part number?
Generally no. Keep revision as a separate attribute so history, where-used and inventory stay on one master. Change the number only when form, fit or function changes so that the old and new parts cannot be interchanged.
Can I reuse the part number of an obsolete item?
It is best avoided. Old transactions, drawings, supplier references and serial history still point at the number. Reuse makes those records misleading. Retire numbers with an obsolete status instead of recycling them.
If you are migrating or merging item masters and need numbers mapped and de-duplicated, we can help build and test that mapping inside your own environment.
Related Tools
Item Master Data Quality Checklist
A 33-point checklist for auditing item or material master records before they cause wrong MRP, wrong cost or wrong shipments.
ERP OperationsUnit of Measure Conversion Reference
Searchable table of common UoM conversion factors for ERP item masters, with exact definitions where they exist.
Engineering & PLMBOM Accuracy Calculator
Compute BOM and line-level accuracy from an audit sample and estimate the rework effort to reach your target.
ERP OperationsMaster Data Governance RACI Template
A fill-in RACI matrix and policy outline for item, vendor, customer, BOM and routing master data ownership.
More Engineering & PLM tools
See all- SAP Super BOM Design Worksheet
- SAP Engineering Change Number Checklist
- SAP Document Info Record Template
- SAP Change Master and Revision Level Log
- SAP Engineering Change Request (ECR) Template
- SAP BOM Usage and Item Category Reference
- SAP Engineering Change Obsolescence Exposure Calculator
- SAP Engineering Change Affected Materials Impact Worksheet
- Cloud MRP BOM Data Cleanup Worksheet