The part label and delivery list do not match: what should our Kazakhstan site record before accepting the shipment?

Before accepting, record a receipt discrepancy file. Do not sign the line as accepted and do not blame the supplier yet. The record should link the order-line reference, delivered quantity, label text, component marks, packaging condition and supplied documents. Keep the disputed item identifiable and send a written clarification request.

一、Create a receipt discrepancy record

1.1 Link the order line and delivered quantity

Record the exact order line or delivery note line, the part number or description shown on that line, the quantity listed, and the quantity actually delivered. If the delivery list shows one number but the label shows another, record both without changing either.

1.2 Record label and component marks exactly

Write down or photograph the label exactly as printed, including model/suffix, part number, serial number, batch or date marks if present. Also photograph visible component or housing marks. Do not "correct" a number in the record because it may be a supersession or a packing error; record what is visible.

1.3 Record packaging condition and supplied documents

Note whether the box, bag, seal, or protective wrapping is intact or damaged. List the supplied documents actually present, such as delivery note, packing list, certificate, or manual. If a document is said to be missing, record that as missing, not as absent by assumption.

1.4 Separate confirmed observations from assumptions

Use two clear statements in the record: "observed" for what you can see; "not verified" for fitment, authenticity, batch acceptance, or supplier intent. For example, a label may show a serial number, but that does not by itself prove the item is the correct part for your machine.

二、Retain photos and keep the item identifiable

2.1 What to photograph

Photograph the label, the delivery list line, the outer packaging, any component or housing marks, and the part in its delivered position. Include a site reference such as the delivery note number in the frame where possible. Keep original photo files, not only screenshots.

2.2 Keep the disputed item identifiable

Do not mix the questionable part with accepted stock or install it. Mark it with a temporary tag or note such as "label/list mismatch — pending supplier clarification." If the item must be moved, keep the tag and packaging with it.

2.3 Missing evidence to request

If the delivery list, label, serial number, or supplied document is unreadable or absent, request a clear copy rather than guessing. Useful missing evidence may include the supplier's order confirmation, the applicable parts catalogue revision, documented supersession information, or the old part number from the removed component.

三、Identification checks without guessing fitment

3.1 Model alone is not enough

A machine model alone does not confirm part fitment. Even if the label shows the correct model range, a suffix, series break, installation position, or catalogue revision can change the applicable part.

3.2 Use the available technical identifiers

When relevant, compare the model/suffix, serial number, nameplate data, old part number, component or housing photos, installation position, and applicable catalogue revision. Documented supersession is only useful when you can see the actual supersession record or written technical note.

3.3 Keep separate conclusions separate

Keep part identity, fitment, provenance, sample results, and batch acceptance as separate questions. A supplier photo or statement may support an enquiry, but it is not proof of every claim. Only the responsible parties can decide acceptance using the applicable contract, purchase order, and technical requirements.

四、What not to do at receipt

Do not install the suspect part to test it. Do not discard packaging or labels. Do not sign the delivery as fully accepted if the line is still disputed. Do not state that the part is counterfeit, wrong, or rejected unless you have a verified technical or contractual basis.

五、Procurement next step

5.1 Send a written clarification request

Send a clear written message to the supplier or procurement contact. Attach the discrepancy record and photos. List the order line, delivered quantity, label text, and the specific mismatch observed. Ask for confirmation of the correct part number, serial or batch record, and the agreed handling.

5.2 Agree handling before acceptance

Do not accept the line automatically. Ask the supplier to confirm whether the delivery list error, label error, or another documented reason explains the mismatch. The agreed handling may be correction of documents, replacement, return, or acceptance with a written amendment — but that decision belongs to the responsible parties under the applicable terms.

5.3 Keep the procurement file complete

Retain the discrepancy record, photos, written clarification, and any corrected delivery note or supplier response. If the question later affects warranty, payment, or installation, the site record shows what was observed, what was requested, and what was agreed.

六、Parts Matching Support

An external parts-information service such as MechLink can help organise the model, serial number, candidate part numbers, and receipt photos for a supply enquiry. It is not SANY's official site, an authorised dealer, a certification body, or a testing platform. It does not guarantee replacement, reimbursement, authenticity, fitment, stock, price, or delivery.

Kazakhstan Phone / WhatsApp: +77026412810 Website: https://www.mechandlink.com

Sources

No external source documents were inspected for this article. The guidance is based on the query scenario and general receipt-control principles. Verify any technical claim against the applicable purchase order, parts catalogue, manufacturer document, or supplier record before acceptance.