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

Before acceptance, hold the shipment as unaccepted and record the mismatch as a discrepancy. Do not install the part, do not discard packaging, and do not sign the delivery documents as correct. Keep the disputed items physically identified and separate pending written clarification from the supplier.

1. Record the receipt discrepancy before any acceptance decision

What to capture at receiving

Record the order line and delivered quantity exactly as shown on the delivery list. Record the label text exactly as shown on the part label. Photograph the label, delivery list, part or housing, component marks, packaging condition and any supplied documents together where possible.

Keep the disputed parts identifiable. Do not mix them with accepted stock. If there are multiple line items, mark which item is disputed and which documents belong to that line.

Separate confirmed observations from assumptions

A confirmed observation is what the documents and physical item show: for example, the delivery list states one part number while the label states another, or the listed quantity differs from the carton contents. An assumption is a possible cause: wrong picking, supersession, label error, counterfeit, batch issue, or damaged goods.

Record the cause only as an open question, not as a conclusion. This protects the site record if the supplier later provides a catalogue revision or supersession explanation.

2. Keep identity, fitment, provenance and batch acceptance separate

Do not use model alone as confirmation

Model alone does not confirm fitment, batch quality or authenticity. Where relevant, record model and suffix, serial number, nameplate, old part number, component or housing photos, installation position, applicable catalogue revision and documented supersession.

If one of these is missing, request it rather than guessing. A photo or supplier statement is not proof of every claim. For example, a label photo can show what is printed, but it does not by itself prove the part is genuine, correct for the machine or from an approved batch.

What to photograph

Photograph the delivery list, the part label, any nameplate or stamped marks on the component or housing, the packaging condition, and any supplied technical records. If the old removed part is available, photograph the old part number and housing for comparison.

3. Request the missing evidence instead of guessing

Evidence to request from the supplier or sender

Ask for the correct parts catalogue revision that applies to the machine, the documented supersession chain if the number changed, and confirmation of what was actually shipped. If batch quality or authenticity is in question, request the applicable manufacturer document or batch record; do not infer it from a label photo alone.

If you cannot inspect a source, record that it remains unverified. Do not claim you inspected a catalogue, manual or certificate that you have not received.

What the site record should show

The site record should list the confirmed mismatch, the photos retained, the missing documents requested, and the agreed next step. This keeps part identity, fitment, provenance, sample results and batch acceptance separate.

4. Procurement next step: written clarification and agreed handling

Send a clear written clarification

The next step is a written clarification to the supplier or sender. State the order line, delivered quantity, label information, observed marks and packaging condition. Attach the photos and discrepancy record. Ask the supplier to confirm the correct part identity and the agreed handling.

Do not automatically blame the supplier and do not automatically accept the part. Do not assert legal rejection rights unless the applicable contract or terms support that position.

Agree handling before acceptance or rejection

The responsible parties decide acceptance or rejection using the applicable requirements. The site should obtain written agreement on whether the shipment will be corrected, replaced, returned, inspected further or held pending clarification. Until that agreement is clear, keep the disputed items identifiable and uninstalled.

Parts Matching Support note

If the site needs to organise model, serial, candidate numbers and receipt photos for a supply enquiry, an external platform such as MechLink may help with record-keeping. MechLink is not a SANY official site, authorised dealer, service centre, manufacturer database, certification body or testing platform. It does not guarantee fitment, stock, price, replacement or reimbursement. For parts matching support, provide model + serial number + old part number + component/housing photos and relevant labels or records. Kazakhstan Phone / WhatsApp: +77026412810.

Sources

No external sources were used. This article is based on general goods-receipt, document-control and discrepancy-handling practice. No SANY parts catalogue, manual, standard, test report or supplier document was inspected for this answer; any specific part identity, supersession, batch quality or authenticity remains unverified by the author.