1. Capture the original label without guessing
Photograph the whole part first, then the label close enough to read. Keep the original image as well as any cropped copy so the label remains connected to the component. Avoid glare and take another angle if a character disappears in a reflection.
Transcribe letters, digits, spaces and suffixes exactly as shown into an “original label text” field. Mark uncertain characters in a separate note rather than silently changing them. If the label is damaged, send the photograph and ask for a review; do not complete the number from a visually similar online listing.
Name files consistently, for example ITEM-01-label and ITEM-01-rear. The same item ID should appear beside the typed reference so a supplier can pair the right photograph with the right inquiry row.
2. Separate the identifiers before searching
A label may contain several numbers serving different purposes. Do not assume the longest or most prominent number is the vehicle manufacturer’s service reference. Preserve the text and its source while asking the supplier to identify any uncertain field.
| Field | Record separately |
|---|---|
| OE reference | The stated vehicle manufacturer reference and its source. |
| Other label text | Additional numbers or codes whose purpose is not yet confirmed. |
| Supplier item number | The exact reference used in the quotation. |
| Buyer item ID | Your internal link between photos, correspondence and the order. |
If you remove spaces or punctuation to try a catalogue search, keep that search version in another field. Retaining the original avoids losing a suffix or overwriting the evidence while trying different searches.
3. Ask for the basis of the proposed match
Add the vehicle make, model, production year and engine variant to the reference record. Provide rear, connector and mounting photographs when available. These details help the supplier explain the proposal; they do not turn a visual resemblance into a confirmed application.
- Ask for the proposed item number and listed vehicle application in writing.
- Request any restrictions or fitment notes attached to that reference.
- If a different or replacement reference is proposed, ask how it relates to your original number.
Keep a disagreement visible. A different connector, incomplete reference or conflicting application should remain an open question until explained. For a fan assembly, the radiator fan checklist expands the physical and electrical review. Avoid merging two references just because search results place them together.
4. Keep a reference record that survives the first order
Create one record per proposed match, linking the original label image, transcribed text, vehicle data, supplier reference and explanation of the match. Add a simple status such as “awaiting information,” “under review” or “approved for this order,” with a date and the person responsible for approval.
When a supplier revises a reference, retain the earlier entry and note what changed. This makes a repeat purchase easier to check and prevents an unresolved inquiry from becoming an approved master record by accident. OE and cross-reference numbers are identification aids; using them does not mean an aftermarket component was made by the vehicle manufacturer.
Once identification is resolved, carry the approved supplier item number into the wholesale quotation list and keep quantities and commercial terms there.
