Published: February 09, 2012 | Updated: September 11, 2025

Published: February 09, 2012 | Updated: September 11, 2025

Barcoding Maintenance Inventory: Navigating the Pitfalls of Vendor Numbers

When we consider maintenance inventory management, we strive for efficiency and organization. However, the allure of simplicity often leads to complex problems. Let's take a company that wants to use vendor-supplied barcodes to label their maintenance inventory.

The idea was straightforward: scan the existing barcodes on incoming boxes, thereby eliminating the need to generate new labels. While this approach appears efficient on the surface, a deeper discussion reveals significant drawbacks.

The Illusion of Efficiency: Why Vendor Barcodes Fail

The primary appeal of using vendor barcodes lies in its perceived time-saving potential. By simply scanning pre-existing labels, the labor involved in generating and applying new barcodes seems to vanish. However, this initial convenience quickly gives way to a labyrinth of data management challenges.

The Problem of Data Reconciliation

Imagine a single inventory item, "Widget100." This seemingly simple component could be sourced from multiple vendors, each assigning it a unique barcode. Consequently, the inventory system would need to maintain a complex cross-reference table, mapping "Widget100" to a multitude of vendor-specific barcodes.

This data reconciliation effort is not a one-time task. Vendor numbers frequently change. These changes happen because of numerous reasons. Mergers, acquisitions, and internal system updates. Regularly updating the cross-reference table to reflect these changes would consume significant resources. Your initial time-saving strategy turns into a time-consuming burden.

The Inherent Variability of Vendor Barcode Practices

Vendor barcode practices have not adopted any standardization. Some vendors may consolidate multiple orders into a single barcoded box, making it impossible to accurately identify individual items within the shipment.

Others may employ cryptic and inconsistent numbering schemes that lack any discernible pattern. This variability creates significant obstacles to maintaining a cohesive and manageable inventory system.

The Erosion of Internal Numbering Schemes

A well-defined internal numbering scheme is essential for effective inventory management. It provides a logical framework for organizing and identifying items, facilitating quick retrieval and accurate tracking. However, relying on vendor barcodes can undermine this structure.

The diverse and often arbitrary numbering schemes employed by vendors can quickly overwhelm any internal system. As a result, the inventory system becomes a patchwork of disparate codes, making it difficult to locate items and maintain accurate records. The hope for a sensible and usable numbering scheme quickly fades.

A More Sustainable Approach: Generating Internal Barcodes

Recognizing the limitations of vendor barcodes, it becomes clear that our example company needs a more effective approach. Generating internal barcodes at the point of receipt offers a solution that addresses the challenges outlined earlier.

Discover how streamlined maintenance processes can elevate production. Learn more.

The Benefits of Internal Label Generation

By generating barcodes using the company's own numbering scheme, a consistent and manageable inventory system can be established. This approach eliminates the need for complex cross-reference tables and mitigates the impact of vendor barcode changes.

When items are received, personnel can use a CMMS (Computerized Maintenance Management System) or ERP (Enterprise Resource Planning) system to generate and print barcode labels to apply to the items before stocking. This way, the employees know that each item has a unique and accurate identification.

Real-Time Labeling and Stocking

Generating labels at the point of receipt enables real-time labeling and stocking. As part of the receiving process, purchasing or maintenance personnel can print and affix labels and move the items to their designated storage locations. This immediate labeling reduces the risk of misplaced or misidentified items.

Furthermore, real-time labeling ensures that inventory records stay updated and the system keeps an accurate and up-to-date view of available stock.

Barcoding Policies for Success: Prioritizing Data Integrity

While the allure of using vendor barcodes for maintenance inventory is undeniable, the potential for data chaos outweighs the perceived benefits. Generating internal barcodes at the point of receipt offers a more efficient, organized, and manageable approach.

By prioritizing data integrity and consistency, organizations can establish an inventory system that supports efficient maintenance operations.

Ultimately, effective inventory management doesn't necessarily mean you take shortcuts. Sometimes, you have to implement logical processes that ensure data accuracy, enhance inventory visibility, and facilitate informed decision-making.

Mapcon / 800-922-4336

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FAQs

What are the drawbacks of using vendor-supplied barcodes for inventory?

Using vendor barcodes can look like a shortcut, but it creates complexity: there can be many different barcodes for the same part ("Widget100") when bought from different suppliers. Vendors often change their numbering schemes, merge systems, or send multiple items in one package, making tracking difficult. Relying on vendor barcodes requires maintaining cross-reference tables, managing inconsistencies, and compromising your internal numbering logic.

How does generating internal barcodes improve inventory accuracy?

Generating internal barcodes at the point of receipt lets you use a consistent numbering scheme. In MAPCON, for example, you can generate and print your own labels when items arrive, apply those labels immediately, and stock items using your system’s own IDs. This ensures each item has a unique, accurate identifier and reduces confusion caused by vendor labels.

Why might data reconciliation become a burden when using vendor barcodes?

Vendor barcodes change regularly for many reasons: supplier system changes, updates, mergers. When that happens, any cross-reference tables linking vendor barcodes to your internal part description must be updated. Without a structured, controlled system (such as MAPCON’s), this becomes a lot of work, error-prone, and can lead to mismatches, missing data, or lost traceability.

At what point in the workflow should barcodes be applied to incoming inventory?

The ideal time to generate and apply your internal barcode labels is at the point of receipt. That means as soon as items are received, staff should print out the internal barcode, affix it, and move the item into the storage location—so the item is correctly identified before it enters your inventory.

How do internal numbering schemes help maintain control over inventory?

Internal numbering schemes bring order and predictability. When you control the numbering (rather than depending on external vendor codes), you can design a logical, hierarchical system (e.g. by part type, location, or function). This improves findability, reduces errors, and supports better data integrity. MAPCON supports systems that preserve your numbering logic.

Can MAPCON’s CMMS incorporate both vendor barcodes and internal barcodes? Which approach is recommended?

While MAPCON could handle both (you could record vendor barcodes, cross-reference them, etc.), the article strongly recommends using internal barcodes exclusively. It argues that vendor barcodes tend to undermine data accuracy, complicate reconciliation, and break your internal numbering system. Generating your own barcodes within MAPCON ensures consistency and prevents many avoidable issues.