Record species designation, supplier product name, profile, drying description and document revision separately.
Distinguish the names
A common wood name alone may not describe the item that will arrive. Build a product identity block with the supplier, the supplier's product designation, stated species or species grouping, intended application and any offered manufacturing treatment. Preserve the terminology used in the supplier documents, and ask for clarification where a trade name could refer to several products. Do not invent botanical identification from a sales label. When a project requires a particular species, make that an explicit item for supplier confirmation and reviewer disposition.
Connect identity to evidence
Attach each product sheet, profile drawing, sample and installation document to the same identity block. A sample that is simply marked hardwood cannot confirm which purchase item it represents. Record a sample identifier and who supplied it, then cross-reference the associated product. Keep claims about origin, certification, test performance and warranty in their own fields with supporting documents requested only when relevant. Mark a claim as unverified if the requested evidence is missing. Product identity should survive a change of salesperson or a later replacement order.
Carry the identifier through procurement
Use the same identifier in the submittal register, quotation comparison, order acknowledgement and receiving log. When a supplier proposes another profile or drying condition, treat the difference as a change to the item rather than an informal equivalent. Ask for a marked comparison of the changed fields. At delivery, compare package information with the approved purchasing record and document any mismatch before material is distributed across the site. Traceability supports an informed review; it does not replace inspection, certification verification or the responsibilities assigned by the project documents.
Evidence & scope
General wood science context; chapters on lumber, moisture, fastening and finishing. Not a project specification or product approval.
Original planning guidance. References support their stated technical scope; examples and workflows do not establish product approval.