The Part Label and Delivery List Do Not Match: What to Record Before Accepting the Shipment
Before accepting a mismatched SANY parts delivery at a Kazakhstan site, record the discrepancy, link the order line and label evidence, and request written clarification.
The Part Label and Delivery List Do Not Match: What to Record Before Accepting the Shipment
Before accepting the shipment, do not sign a clean or unqualified delivery receipt. Record the discrepancy first and treat the delivery as received subject to clarification, if your site process and contract allow that wording. Keep the shipment quarantined and identifiable. Record the order line, delivered quantity, label information, component marks, packaging condition, supplied documents, photos, and a short note stating exactly what does not match.
1. Record the receipt as conditional, not clean
A clean delivery signature can make a later discrepancy harder to resolve. Use a conditional or disputed receipt wording only if your responsible manager or applicable contract terms permit it. Do not state blame in the receipt record. State the facts: what was ordered, what the delivery note says, what the label says, and what quantity was physically received.
What to write in the receipt record
- Purchase order and order line
- Part number from the order
- Part number from the delivery list
- Part number from the label
- Delivered quantity and unit of measure
- Supplier delivery note number and date
- Date, time and receiver name
- Whether labels are intact, damaged, reprinted, missing or illegible
- Whether packaging arrived sealed or opened
- Serial number, batch or heat number if visible
2. Link the order line, label, component marks and delivered quantity
Do not use the model name alone to confirm fitment or identity. Where relevant, record the model and suffix, serial number, nameplate, old part number, component or housing photos, installation position, applicable catalogue revision, and any documented supersession. If a document or catalogue is not available, say that it was not available instead of guessing.
Confirmed observations vs assumptions
Separate what you observed from what you assume. A label that reads one number is an observation. Saying it is probably an old revision is an assumption. Mark assumptions clearly or do not record them. This keeps the discrepancy record useful for the supplier or responsible decision-maker.
Keep the disputed parts identifiable
Keep mismatched parts quarantined and tagged. Do not mix them with accepted stock. Keep packaging, labels and any supplied documents with the parts. Do not install a suspect part to test it and do not discard packaging until the responsible parties have agreed handling.
3. Photograph and retain documents together
Take photos that link the order, delivery note, label and physical part. Useful photos include the whole pallet or box, the delivery note, close-ups of each label, component or housing marks, nameplate, and any visible damage. Retain the original supplied documents and do not rely only on memory or a supplier statement.
What the supplied documents show
Record what each supplied document states and whether it matches the physical item. A supplier statement or photo is not proof of fitment, authenticity, batch quality or acceptance. It is only a claim or an observation that must be verified against the applicable requirements.
4. Avoid premature conclusions
Model alone never confirms fitment, batch quality or authenticity. Keep part identity, fitment, provenance, sample results and batch acceptance separate. A matching label is not enough to accept a part if other required evidence is missing. A mismatched label is not automatic proof that the part is wrong; it is proof that the shipment requires written clarification.
5. Request the missing evidence
Ask for missing evidence instead of guessing. Depending on the mismatch, you may need the corrected delivery note, the order confirmation, the part number revision or supersession record, a clear nameplate or serial photo, the old part number, the installation position, or the applicable parts catalogue revision. If batch or heat information is required, request that separately.
6. Procurement next step: written clarification, not automatic blame or acceptance
Send a written clarification request with the discrepancy record, photos and a clear question: which part number, quantity and revision should have been delivered, and what is the proposed handling. Do not install or use the part and do not accept it as clean unless the responsible parties decide acceptance using the applicable requirements. Keep the written request and any supplier reply with the receipt record.
Parts Matching Support
To prepare a supply enquiry, you may collect the machine model and serial number, old part number, component or housing photos, and relevant labels or records. An external commercial platform such as MechLink, not SANY official or an authorised dealer, can help organise these records. Kazakhstan Phone / WhatsApp: +77026412810. It does not guarantee replacement, reimbursement, stock, fitment or authenticity.
Sources
None. No external manual, parts catalogue, standard, or supplier document was inspected for this article. The guidance is based on general equipment-parts receipt and discrepancy-control practice.