Factory changed my product code: what should I do?
Treat the new code as a proposed alias until you have written confirmation and supporting records that the product is unchanged. Keep the original reports, approve a documented code mapping, and reconcile labels, orders and stock by batch. Cambridge China Bridge can coordinate these checks with its own staff in China.
Confirm what the factory actually changed
Ask whether the change affects only an internal ordering code or also the model printed on the product and named in test reports. Separate the factory code, your own stock code, the barcode and the batch identifier. They serve different purposes; do not automatically replace them all.
Request a signed, dated change notice naming the old and new codes, the reason, the effective production batch and any exceptions. Ask the factory to confirm unchanged materials, components, dimensions, firmware, intended use and manufacturing site against your approved product specification. Check supporting drawings, component lists and retained samples rather than relying on appearance.
Build a controlled identifier mapping
Create a mapping record that links the old factory code, new factory code, your stock code, specification revision, report references and affected batches. Attach the factory notice and the records supporting equivalence. Name the person who checked it and record the approval date. Make the mapping searchable under either code.
Keep the old identifier as a historical alias. Record which batches use which labels, including any transition batch containing mixed packaging. If a code covers several variants, map each configuration separately. An unexplained difference or missing configuration evidence should remain unresolved rather than being approved as an administrative change.
Bridge the test report mismatch
Preserve the report exactly as issued. Do not replace its model name yourself or accept a factory-edited copy. Send the issuing laboratory the change notice, mapping and configuration evidence. Ask whether it can confirm the relationship to the tested sample and whether an amendment, supplementary document or further testing is appropriate. Use our test report verification guide for authenticity checks.
Check applicable product rules before changing compliance documents: the official Great Britain guidance says the process can differ for specific products and product regulations should also be consulted. Review identifiers in any declaration and technical file, then ask the responsible issuer to resolve mismatches. File the response with the mapping using our compliance file guide. A factory equivalence letter alone is not a laboratory endorsement.
Align labels and purchase orders before dispatch
Amend open purchase orders through an agreed change record showing both codes, the unchanged specification and the batches affected. Ask the factory to acknowledge it. Align the invoice, packing list and inspection instructions with that record. For repeat orders, show the new code with the old alias until the ordering process reliably finds the correct product.
Approve label and carton artwork against the mapping before printing. Inspect actual finished units and cartons against the approved artwork before dispatch. Avoid relabelling solely to make documents appear consistent: first establish what the stock is and which identifiers belong to it. Put unresolved batches on hold and ask the factory to prevent further unapproved code changes.
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Keep stock history and customer traceability intact
If equivalence is approved, consider retaining your existing stock item and adding the new factory code as an alias. Preserve the original codes on past receipts, orders and dispatch records. Keep batch-level links to the report, label version and supplier documents so a search under either code finds the affected stock and customer deliveries. Our batch traceability guide covers the wider chain.
If you already created a separate stock item, reconcile physical quantities and open orders before merging records or transferring balances. Keep an audit trail and check that stock has not been counted twice. Give warehouse, purchasing and customer-service staff the approved mapping. Close the change only when a receipt and dispatch can be traced back through it without guesswork.
Frequently asked questions
Does a new factory code mean I need new testing?
Do not decide from the code alone. Confirm the configuration is unchanged and ask the issuing laboratory what evidence or report update is appropriate. Escalate any material, component or firmware difference.
Can I change the model number on a test report?
Preserve the original report. Ask the issuing laboratory to handle any amendment or supplementary document, and retain its response alongside the old-to-new mapping.
Should I create a new stock item for the new code?
If equivalence is approved, adding a supplier-code alias may be enough. Keep batch and label history. Use a separate stock item while differences remain unresolved.
What if the goods already arrived with the new code?
Hold the affected stock while you check units, cartons, batch records and configuration evidence. Resolve the report and order mismatches before releasing it, and preserve the original receipt records.