Using SKUs to Identify and Organize Your Products
A SKU (Stock Keeping Unit, pronounced "skew") is a unique code you assign to each product or service in your catalog. SKUs help you quickly identify items, especially when your catalog grows beyond a handful of products. Officaid includes an optional SKU field on every item, and it appears as a column in your items list for easy reference.
What a SKU Looks Like
There is no universal format for SKUs. Each business creates its own system based on what makes sense for their products. A good SKU is short, readable, and follows a consistent pattern.
Here are a few examples:
- CHAIR-BLK-L for a black chair in size large
- SVC-CONSULT-1H for a one-hour consulting service
- PKG-STARTER-2026 for a starter package offered in 2026
The key is consistency. Once you decide on a format, apply it across your entire catalog.
Why Use SKUs
SKUs become valuable as your business scales. They provide benefits in several areas:
- Faster identification when searching for items in your catalog or creating invoices. Typing a SKU is quicker than scanning through similar product names.
- Clearer communication with your team. Referring to "CHAIR-BLK-L" removes ambiguity about which specific product you mean.
- Better inventory tracking by giving each item a distinct code that ties directly to stock records.
- Easier vendor coordination when placing orders. Vendors can reference your SKU alongside their own product codes.
SKU vs Barcode
Officaid offers both a SKU field and a Barcode field on each item. They serve different purposes:
- SKU is an internal code your business creates. You decide the format and assign it yourself. It is designed for your team's use.
- Barcode is typically assigned by the manufacturer or an industry body. It is the number printed as a scannable barcode on product packaging (such as a UPC or EAN code).
A single product can have both. For example, a laptop might have your internal SKU "LAPTOP-PRO-15" and the manufacturer barcode "8901234567890".
Creating a Simple SKU System
If you are starting from scratch, here is a practical approach to building your SKU format:
- Start with a category code. Use 2 to 4 letters that represent the product category. For example, "FUR" for furniture or "SVC" for services.
- Add a descriptor. Include a short code for the specific product. For example, "DESK" or "CONSULT".
- Include a variant. If the item comes in different sizes, colours, or versions, add that at the end. For example, "SM" for small or "BLK" for black.
- Use dashes to separate sections. This makes the SKU easy to read at a glance. For example, "FUR-DESK-OAK".
Where SKUs Appear in Officaid
Once you add a SKU to an item, it appears in several places:
- The Items list displays a SKU column so you can scan your catalog quickly
- The Item detail page shows the SKU alongside other item information
- The Vendor linking form includes a Vendor SKU field so you can map your SKU to the vendor's product code
Frequently Asked Questions
No. The SKU field is optional. You can leave it blank and add one later if needed.
While Officaid allows it, each SKU should be unique. The purpose of a SKU is to identify a specific item, so duplicates defeat that purpose.
It depends on your business. If you offer many service variations, SKUs can help distinguish them. For example, "SVC-DESIGN-LOGO" and "SVC-DESIGN-WEB" make it clear which design service is being referenced.
Yes. Edit the item and update the SKU field. The change applies to the item going forward and does not affect existing quotations or invoices.
What's Next?
Now that you understand SKUs, explore these related guides:
- Adding an Item to create items with SKUs in your catalog
- Understanding Inventory Management to see how SKUs fit into stock tracking
- Linking Vendors to Items to map your SKUs with vendor product codes