The Part Label and Delivery List Do Not Match: What Should a Kazakhstan Site Record Before Accepting the Shipment?

Before accepting the shipment, record the confirmed observations and the mismatch: delivery list details, photographed label and component marks, received quantity, packaging condition and supplied documents. Mark the disputed items as 'received for inspection only' or 'hold pending clarification' according to your site procedure, keep them identifiable and do not install them. Send a written clarification request to the supplier or responsible procurement contact and do not treat the item as accepted until the mismatch is resolved in writing.

1. Record receipt, not acceptance

A delivery list mismatch should not be recorded as final acceptance. The site should record that the goods were received for inspection with a discrepancy noted. If the transport document requires signature, annotate it only as 'received subject to discrepancy review' if that is permitted by your site process; otherwise follow the local logistics instruction.

Record the order line and delivery line exactly as they appear. Include the purchase order or order line, delivery note or waybill number, date and time, supplier or carrier, site location and the person receiving. Keep the delivered quantity and the listed quantity separate.

Delivery list versus physical label

Write down what each document says. Example observation: 'Delivery list line 03 states part number A and quantity 2; the attached label states part number B and quantity 1.' Do not write 'wrong part substituted' unless there is confirmed evidence. The written record should separate confirmed observation from assumption.

If the delivery list shows a surplus, shortage or extra line, record it without changing the supplier document. Keep the original delivery list, packing slip or invoice copy with the record where available.

2. Record the confirmed mismatch only

Record only what can be seen and read. Useful evidence includes:

• delivery list part number, description and quantity;
• physical label part number, model/suffix, serial number and batch or date code if visible;
• old part number if the site already has the removed part reference;
• nameplate, housing or component casting marks;
• packaging condition, package markings and any seals;
• supplied documents such as packing slip, certificate or invoice, and whether they agree with the delivery list.

If a mark is unreadable, record it as 'unreadable in current condition', not as 'missing' or 'false'. A label that does not match the delivery list does not by itself prove that the part is counterfeit, wrong for the machine, or unsafe. It is a discrepancy requiring clarification.

A photo is evidence of what was photographed, not proof of fitment, authenticity, or batch quality. Keep photos linked to the order line and receiving record.

Keep disputed stock identifiable

Place the disputed items in a hold or quarantine area if available. Keep original packaging and labels intact. Tag the items with the receiving record number, order line and date. Do not mix them with accepted stock and do not install a mismatched part to test fitment.

Do not discard packaging or remove labels while the mismatch is open. Packaging and labels are part of the evidence.

3. Retain photos, labels and a discrepancy record

Take photos before moving or repacking where possible: the whole pallet or box, the delivery list, each label close-up, the serial/nameplate, casting or housing marks, packaging condition and any damaged or open areas. Name the photo files with the order line and date so they can be linked later.

Create a short discrepancy record containing:

• site and receiving location;
• date and time;
• purchase order and delivery note numbers;
• order line and listed quantity/part number;
• observed quantity and label part number;
• serial, batch or nameplate information if visible;
• photo file names;
• person receiving and, if recorded, carrier or driver name;
• whether the packaging was intact or opened;
• a statement that the item is on hold pending supplier clarification.

Separate the record into 'confirmed observations' and 'open questions'. For example, 'Label number differs from delivery list' is confirmed; 'supplier sent the wrong product' is an assumption until clarified.

Evidence to request if missing

If the shipment does not include the expected delivery documents, ask the supplier or forwarder for the missing document copies. If the label lacks a legible serial, batch or nameplate, request clear images or the correct identification data from the supplier instead of guessing the part identity.

Model and suffix alone do not confirm fitment or authenticity. For any later fitment or supersession check, use model/suffix, serial number, nameplate, old part number, component or housing photos, installation position, the applicable catalogue revision and documented supersession only when relevant. Use only actual applicable manuals, parts catalogue revisions, manufacturer documents or supplied technical records.

4. Separate part identity, fitment, provenance, sample results and batch acceptance

Keep these issues separate in the record:

• part identity: what the label and marking show;
• listed purchase line: what the delivery list and order state;
• condition and quantity: what was physically received;
• fitment: whether the part is correct for a specific machine;
• provenance: what supplied documents or chain-of-custody records state about source, if available;
• sample results: any supplied batch test or inspection data, kept separate from delivery-record observations;
• batch or quality acceptance: whether the specific batch is acceptable under applicable requirements.

A label matching a delivery list would not by itself prove fitment, quality or authenticity. Likewise, a supplier statement is not proof of every claim. Only the responsible parties can decide acceptance using the applicable purchase terms, manufacturer documents, catalogue revision and site requirements.

If a later supply enquiry is needed, keep the photos and the completed discrepancy record available. Do not rely on the delivery list alone as the fitment record.

Parts Matching Support

If the site needs to organise model, serial number, old part number and receipt photos for a parts enquiry, a third-party parts-information platform such as MechLink may help with record organisation. MechLink is not SANY official, an authorised dealer or a certification body, and it does not guarantee replacement, reimbursement, fitment, stock, price or delivery. Kazakhstan phone/WhatsApp: +77026412810. Website: https://www.mechandlink.com

5. Request written clarification before next handling

The procurement next step is a clear written request to the supplier or responsible procurement contact. Attach the discrepancy record and photos. Ask:

• which part number and quantity should apply to the order line;
• whether a supersession or packing error is involved;
• whether to hold, return or collect the disputed line;
• what written evidence they will supply for any claimed supersession or label correction.

Do not automatically blame the supplier or automatically accept the line. Keep the goods identified and on hold until written clarification is received and the site applies its internal acceptance process. If time limits or rejection rights apply, check the applicable contract, purchase terms or local logistics procedure; do not assert rejection rights unless those terms support it.

Sources

No external catalogue, manufacturer database, standard, contract or supplier document was inspected for this article. The guidance is based on general receipt-record and procurement-discrepancy practice and does not state SANY's official position or a legal interpretation of Kazakhstan transport or commercial law.