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

Before acceptance, treat the shipment as a pending discrepancy. Do not sign the delivery as complete or conforming. Record the order line, delivered quantity, label text, component marks, packaging condition and supplied documents as one linked receipt file. Photograph the labels, parts, packaging and documents before any repacking. Keep the disputed items identifiable and separated from normal stock. Send a written clarification request to the supplier or carrier and wait for agreed handling before final acceptance.

1. Record the mismatch as a receipt discrepancy

Start the receipt record from what can be confirmed at the site.

Order line and delivered quantity

Record the purchase order line, ordered part number, description, unit, ordered quantity and delivered quantity. Also record the delivery note number, date, carrier and any over, short or damaged cartons. Keep the original delivery list even if it conflicts with the label.

Label and component marks

Photograph the label and delivery list in the same frame where possible. Record exactly what the label says: model/suffix, part number, serial number if shown, batch or lot, and manufacturer mark. Then record what is on the component or housing itself. Do not assume the label is correct because it is attached; a label and housing can differ.

Packaging and supplied documents

Photograph the outer packaging, inner packing, seals, moisture or impact marks, and any label placement. Do not discard packaging. List every supplied document such as packing list, invoice, delivery note, certificate or declaration. Link the document issue date and number to the order line.

Keeping disputed items identifiable

Tag the disputed items as 'pending clarification' with the delivery number, date, order line and item number. Keep them separate from accepted stock so they cannot be fitted by mistake.

2. Separate confirmed observations from assumptions

Write the record in two parts: observed facts and points to be clarified.

Confirmed observations

Record only what can be seen or counted. For example: 'delivery list part number is A; label part number is B; delivered quantity is 2; one carton seal is torn.' The mismatch is confirmed, but the reason is not.

Assumptions to keep out of the receipt record

Do not write 'wrong part supplied' or 'counterfeit' as a confirmed finding unless there is evidence that supports that conclusion. Those statements can be useful later, but they should be marked as tentative or requiring supplier clarification.

Why not install a suspect part to test it

Do not install the suspect part to see whether it fits. Installation can damage the machine or alter the evidence. Model number alone never confirms fitment, batch quality or authenticity. Fitment should be checked later using the correct machine serial number, model/suffix, old part number, component or housing photos, installation position and the applicable catalogue revision.

3. Request missing identification evidence

A label photo or supplier statement proves what that document states, not every claim about fitment, provenance, batch quality or authenticity.

Identification evidence to ask for

Request the missing model/suffix, serial number or nameplate data; the old part number from the removed component; component or housing photos; the installation position; and the applicable SANY parts catalogue revision if relevant. If the supplier says the part is superseded, ask for the documented supersession information.

Documentary evidence to ask for

Ask for the correct delivery note, packing list, order confirmation, or supplied technical record that matches the delivered item. If a certificate or manufacturer document is mentioned, request the actual document with its reference number.

What remains unverified

If you cannot inspect a catalogue, standard or manufacturer source, state that it remains unverified. Do not claim you inspected a source that was not available. Only the responsible parties can decide acceptance using the applicable requirements.

4. Procurement next step: written clarification and agreed handling

The next step is a clear written clarification request, not automatic blame or automatic acceptance.

Written clarification request

Send a short written note or email to the supplier or carrier. Reference the delivery note, order line and item number. State the confirmed observations: ordered part, delivered quantity, label text, component marks and packaging condition. Ask for written confirmation of the correct part identity and quantity, and ask how the mismatch will be handled: correction, return, replacement, price adjustment or another agreed action.

Do not assert legal rejection rights without applicable terms

Do not base the receipt record on a general claim of a right to reject. Rejection, return or acceptance depends on the contract, purchase terms and applicable requirements. Keep the receipt record factual and let the responsible parties apply those terms.

Record the agreed resolution

After the supplier or carrier responds, record the agreed handling and keep the photos, delivery documents and written clarification in the same discrepancy file. Resolve the mismatch before releasing the parts to normal stock.

5. Parts Matching Support

If the site needs help organising the receipt evidence for a supply enquiry, MechLink may be useful. It is an external commercial platform, not the SANY official site, an authorised dealer or service centre, a manufacturer database, a certification body or a testing platform. It cannot guarantee authenticity, fitment, stock, price, delivery, replacement or reimbursement.

For a parts matching request, provide the machine model + serial number, old part number, component or housing photos, and relevant labels or records. Kazakhstan Phone / WhatsApp: +77026412810.

Sources

No external sources were inspected for this answer. The response is based on the shipment records described in the question and general receipt-record practice. No SANY catalogue revision, standard, test report, certification or URL is cited or inspected.