Define the identity
Give each internal configuration a clear reference and a descriptive name. Record the body or fixture type, pose, finish, support and any important accessory separately. A short reference helps staff communicate, but it should link to the full record rather than carry every detail by itself.
For example, two headless torsos may look alike but use different stand attachments or coverings. Give each configuration a separate internal record when those differences matter to maintenance or reordering. Add a photograph of the connection and an explicit note if the measurement has not yet been verified.
Distinguish meaningful variants
Two fixtures with the same general name may differ in finish, base or attachment. Decide which differences affect ordering, installation or replacement and record those differences consistently. GS1’s guidance discusses identifying product variants; an internal catalogue reference is not automatically a GS1 identifier.
Keep evidence with the record
Attach current supplier specifications, photographs, assembly instructions and any approved sample notes. Label illustrative images so they are not confused with photographs of the exact configuration. Record who supplied each detail and when it was confirmed; leave unknown fields open instead of filling them with an assumption.
Review the record at each reorder and after a replacement component is fitted. This helps staff distinguish the current setup from an older version that remains in storage.
Control changes
When a finish, fitting or dimension changes, update the record and communicate the effect to the people who order and install the fixture. Keep prior information where it helps identify an older component. Before reordering a replacement, confirm compatibility with the actual figure and support rather than relying only on the old name.
The record should also make handover easier when the person who originally selected a fixture is unavailable. Include the date of the last confirmation, the name of the contact or source and links to relevant files. If a component has been replaced, note the date and the reason. Retain older identifiers where they help staff locate matching parts, but make the current configuration easy to recognize.
Use the same field names across locations so a support type or finish is not recorded under several ambiguous labels. If a detail is unknown, mark it as unconfirmed and assign someone to obtain it.
Project checklist
- Assign an internal reference to each configuration and record its pose, finish, base and fittings separately.
- Create separate records when a difference affects ordering, installation, maintenance or replacement compatibility.
- Mark illustrative images clearly and attach photographs of the actual configuration when available.
- Record where each dimension or compatibility statement came from and when it was last confirmed.
- Keep assembly instructions and approved samples linked to the relevant configuration, rather than a generic name.
- When a part changes, update the active record and retain enough history to identify older components.
Further reading
See GS1, Product Variants and GS1, Trade Item Implementation Guideline. The sources provide context; confirm details for the configuration you use.