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Inventory Tag IDs

The tag ID is the unique identifier Loupe Factory uses for an inventory item. It appears on the inventory item record, QR tag, and barcode tag, so your team can identify, search for, and scan the right item consistently.

Tag IDs help teams keep physical stock connected to the correct digital record across receiving, storage, production, sales, and fulfillment.

How Regular Tag IDs Are Created

Most new inventory items receive a tag ID made from three parts:

  • your organization's inventory prefix
  • the product short name, when one is available
  • the next four-digit number for that prefix

For example, if the organization prefix is GEM and the product short name is DIA, Loupe Factory can create tag IDs such as GEMDIA0001, GEMDIA0002, and GEMDIA0003.

If a product short name is not available, Loupe Factory can use another available product name or item prefix. Tag ID prefixes are cleaned and capitalized so they stay easy to read and scan. Prefixes can use letters, numbers, and dashes.

Loupe Factory chooses the next available four-digit number for the matching prefix. Production suffixes do not affect this regular numbering, so a tag such as GEMDIA0001-RCV1 does not cause the next regular tag to skip ahead.

Note

Tag IDs cannot be longer than 50 characters.

Production Tag IDs

When inventory is created from production activity, Loupe Factory keeps the new tag connected to the source lot by adding a clear suffix and a running number.

  • Received production output uses the source tag ID plus -RCV, such as GEMDIA0001-RCV1
  • Rejected production output uses -REJ, such as GEMDIA0001-REJ1
  • Scrapped production output uses -SCRAP, such as GEMDIA0001-SCRAP1

Each suffix number is unique for that source tag. If the full tag would be too long, Loupe Factory keeps it within the 50-character limit while still creating a unique tag ID.

Connected App Tag IDs

When inventory is created from connected apps, Loupe Factory may use an identifier from the connected system.

  • QuickBooks items can use a qb-{QuickBooks ID} style tag ID when Loupe Factory creates a new local inventory item and cannot match it to an existing local item.
  • Shopify items with an SKU can use a SHOPIFY-{SKU} style tag ID. For example, SKU ABC123 can become SHOPIFY-ABC123. If no SKU is available, Loupe Factory falls back to the regular tag ID format.

Changing Tag ID Prefixes

Admins can edit the prefix used for new inventory items in Admin Settings > Inventory Settings.

If you need to change the product-level part of the tag ID, edit product short names in Admin Settings > Products Settings.

Prefix or product short name changes apply to new tag IDs created after the change. Existing inventory items keep the tag IDs already assigned to them.

Editing a Tag ID Manually

On the Business and Enterprise plans, users with the Admin or Manager role can edit an inventory item's tag ID manually. This is useful when your team needs a specific label number, supplier code, or legacy stock ID to match an existing business process.

To edit a tag ID manually:

  1. Open the inventory item's details page.
  2. Open the Edit TAG ID action.
  3. Enter the new tag ID in the modal form.
  4. Save the change.

Loupe Factory Edit TAG ID modal showing the current tag ID and the new tag ID field for an inventory item.

Manual tag IDs still need to be unique and cannot be longer than 50 characters. This feature is not available on the Starter or Professional plans, and users with the Member role cannot edit tag IDs manually.

Best Practices

  • Keep prefixes short so tag IDs remain easy to read on printed labels.
  • Use product short names that your team can recognize quickly.
  • Use manual tag ID editing only when a specific ID is required for your business process.
  • Avoid changing prefixes often, because consistent IDs are easier to search, scan, and discuss across teams.
  • Check connected app records before import so SKUs and external IDs are clean.

Next Steps