|
<< Click to Display Table of Contents >> Navigation: MLS 2026 Operations & Reference Guide > Inventory > Inventory Data Overview > The Partnumber In Inventory |
Part numbers are the primary identification link for inventory within MLS 2026.
They are used throughout the system for:
•inventory tracking
•workorders
•purchasing
•pricing
•stocking
•vendor management
•sales history
•reporting
Accurate part number management is critical to maintaining:
•inventory consistency
•purchasing accuracy
•reliable service workflow
within MLS 2026.
MLS 2026 provides:
👉 up to 20 characters
for each part number.
Part numbers may contain:
•numbers
•letters
•symbols
When letters are entered:
👉 the system automatically converts them to uppercase
to maintain:
•consistency
•sorting accuracy
•easier searching
throughout the inventory system.
It is strongly recommended that:
👉 the manufacturer’s actual part number
be used whenever possible.
Using manufacturer part numbers helps:
•technicians locate correct parts
•simplify purchasing
•improve reorder accuracy
•reduce duplicate inventory
•improve vendor communication
throughout daily operations.
⚠️ In many cases:
👉 the barcode or scanned number is NOT the actual manufacturer part number.
For this reason:
👉 MLS 2026 maintains separate fields
for:
•the primary inventory part number
and
•UPC / barcode information.
This allows the system to:
•preserve accurate manufacturer identification
while still supporting:
•scanning
•UPC lookups
•packaged inventory references
when appropriate.
Part numbers are sorted using:
👉 alpha-numeric sequence.
This sometimes surprises users expecting:
👉 pure numeric sorting.
Computers sort inventory by evaluating:
•letters
•numbers
•symbols
•spaces
as:
👉 character values
rather than true mathematical values.
For example:
14577
will appear before:
185
because the system compares:
•character-by-character
rather than
•by total numeric value.
This is standard behavior in most computer inventory systems.
Consistent part numbering improves:
•searching
•inventory organization
•reporting
•purchasing accuracy
•duplicate prevention
throughout MLS 2026.
Random or inconsistent numbering often causes:
•duplicate inventory records
•purchasing confusion
•stocking errors
•pricing inconsistencies
MLS 2026 includes a powerful:
👉 Cross Reference System
designed specifically for repair businesses.
In many industries:
👉 multiple manufacturers produce equivalent parts
using completely different part numbers.
The Cross Reference system allows these interchangeable parts to be:
👉 grouped together
while still maintaining:
•accurate manufacturer identification
•separate inventory records
•proper sales history
for each actual product used.
A repair business may stock:
•OEM parts
•aftermarket parts
•remanufactured parts
•alternate supplier brands
that all perform the:
👉 same functional service.
Without Cross References:
•operators may believe parts are unavailable
•duplicate orders may occur
•substitute inventory may be overlooked
MLS 2026 solves this problem automatically.
Each interchangeable part maintains:
👉 its own inventory record
with:
•its own manufacturer
•its own pricing
•its own sales history
•its own inventory quantity
However:
👉 all interchangeable items share:
•a common Cross Reference code.
Assume five manufacturers produce equivalent oil filters:
•127XA
•FP-123
•OF-1
•FIL-27X
•FR-02-1
Each remains:
👉 a separate inventory record.
However:
👉 all five records contain:
OF-1
in the:
👉 Cross Reference field.
This creates:
👉 one interchangeable inventory group.
When a part is added to a workorder:
👉 MLS 2026 first checks:
•available stock quantity
If the requested part is:
•out of stock
or
•below quantity
the system can:
👉 automatically display:
•substitute inventory items
•equivalent cross-referenced parts
that currently have stock available.
This greatly improves:
•technician productivity
•counter efficiency
•inventory utilization
•customer turnaround time
⚠️ Every interchangeable part must use:
👉 the SAME Cross Reference code.
This is extremely important.
Many users mistakenly place:
👉 one alternate part number
inside the Cross Reference field.
That is NOT how the system works.
The Cross Reference field is:
👉 a common grouping code
—not a pointer to another individual inventory record.
If all interchangeable parts do not share:
👉 the same Cross Reference value
the substitution system will not function properly.
⚠️ MLS 2026 always maintains:
👉 the actual manufacturer part number used.
Some inventory systems suggest:
•using one OEM number
•then silently substituting other brands underneath it.
In many jurisdictions:
👉 this may create:
•legal concerns
•disclosure problems
•warranty disputes
•customer confusion
MLS 2026 instead preserves:
•accurate manufacturer tracking
•actual part identification
•correct sales history
for every inventory item.
This helps maintain:
•operational integrity
•accurate invoicing
•customer transparency
throughout the repair process.
Manufacturers frequently replace older inventory numbers with:
👉 newer superseding part numbers.
MLS 2026 provides a:
👉 Superseded By
field to manage this process.
Many businesses prefer to:
👉 retain older part numbers
because:
•employees remember them
•historical workorders reference them
•customers may request them
•sales history remains valuable
Deleting old part numbers often destroys:
•historical reference continuity
•sales analysis
•purchasing history
When a manufacturer replaces a part number:
1.Create a new inventory record for the new number
2.Enter the new number into the:
👉 Superseded By
field
on the older inventory record
Then:
👉 whenever the old number is requested
MLS 2026 automatically:
•redirects to
•inserts
•uses
the newer replacement part number.
This preserves:
•old history
•employee familiarity
•inventory continuity
while still using:
👉 the current active part number.
If the supersession should no longer occur:
👉 simply clear the:
•Superseded By
field.
The original part number will once again function independently.
The MLS 2026 Part Number system provides:
•accurate manufacturer tracking
•intelligent substitutions
•preserved historical records
•flexible inventory control
•automatic replacement handling
while avoiding:
•duplicate inventory
•lost sales history
•substitute confusion
•obsolete numbering problems
This creates a highly practical inventory environment specifically designed for:
👉 real-world service operations.
•Use manufacturer part numbers whenever possible
•Maintain consistent numbering formats
•Preserve historical part records
•Use common Cross Reference codes for interchangeable parts
•Avoid duplicate inventory records
•Verify superseded numbers regularly
•Preserve actual manufacturer identity on invoices
•Review cross-reference groups periodically
•Use UPC fields for barcode data rather than replacing manufacturer numbers
•Test substitute inventory behavior regularly
This section works closely with:
•Inventory Editor
•Stocking Parts
•Non-Stocking Parts
•Purchase Orders
•Stock Input
•Vendor Management
•Inventory Reports
•Workorders
•Parts Pick Lists
Together, these sections provide a complete inventory identification and inventory control workflow system within MLS 2026.