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

Before accepting, record the mismatch as a discrepancy, not as a conclusion about the part being wrong, counterfeit, defective or unapproved. At the receiving area, capture the purchase order line, delivery list description and quantity, the label exactly as written, delivered quantity, visible component or housing marks, packaging condition, supplied documents, and photos linking them together. Keep the affected parts physically separate and identified as 'quarantine / pending clarification'. Do not install a suspect part, alter it, or throw away packaging or labels.

1. Record confirmed observations first

Record only what can be seen or read at receipt, and separate that from any assumption.

What to write down

• Purchase order line and revision, if available.
• Delivery note line, quantity, part number or description shown.
• Label data exactly as printed: part number, model, suffix, serial number, batch or date if shown, and any QR/barcode data visible.
• Delivered quantity counted by the receiving team.
• Component or housing marks that are visible without disassembly.
• Packaging condition: sealed, opened, damaged, re-labelled, wet, or otherwise marked.
• Supplied documents actually present: delivery note, packing list, certificate, test report, customs or transport documents.

What not to write as fact

Do not write 'wrong part' or 'counterfeit' only because the label does not match the delivery list. Instead write something like: 'Delivery list shows part A, carton label shows part B; component has no visible number at outer inspection.' That keeps the observation usable for the supplier or procurement team.

2. Keep photos and discrepancy records linked

Use photos to show the same physical relationship later.

Evidence to photograph

• Delivery list line next to the carton or part label.
• The full outer packaging label and the part label or nameplate if visible.
• Component or housing casting, stamping or plate marks.
• Installed position on the machine, only if the part was expected for a known unit and this can be photographed without dismantling.
• Any damage, sealing condition, re-labelling or previous handling marks.

Keep the original images, not only screenshots, and store them with the receipt record. Write a short note stating who took the photo, when, at which site, and what the photo was intended to show.

A photo or supplier statement is not proof of every claim. It supports one observation, such as 'the label says this' or 'the carton was open'. It does not by itself confirm fitment, batch quality, authenticity or approval.

3. Separate identity, fitment, provenance and batch acceptance

Model alone never confirms fitment, batch quality or authenticity. If you have the applicable parts catalogue, manual or manufacturer document, use it only as a reference and note the revision. If you do not have it, do not guess.

Identity checks to request or record

• Full model and suffix if shown.
• Serial number or nameplate data, if present.
• Old part number from the removed component, if available.
• Component or housing photos from multiple angles.
• Installation position and machine serial number, only if known.
• Applicable catalogue revision or documented supersession, only when actually available.

Do not mix these categories. A part may look like the right model but still have an unverified supersession, batch background, or source. Record that fitment and batch acceptance remain open until the responsible parties confirm them.

4. Missing evidence and handling limits

If evidence is missing, request it instead of guessing. For a label/delivery-list mismatch, useful missing evidence may include:

• The supplier's packing list or order confirmation showing what was actually prepared.
• A clear photo or scan of the label that was expected for the purchase order line.
• The current parts catalogue page or manufacturer technical document showing the active number or supersession.
• The old part number or removed component photos from the machine.
• Any despatch photos or batch records from the supplier, if they exist.

Do not instruct the site to install a suspect part to test it, discard packaging or labels, or assert automatic rejection or acceptance rights without the applicable contract, purchase order terms, or law. Only the responsible parties can decide acceptance using those requirements.

5. Procurement next step: written clarification and agreed handling

The immediate next step is a clear written clarification request to the supplier or internal procurement contact. Include the order line, delivery list line, label data, delivered quantity, photos, and the exact mismatch in one message.

Ask the supplier or responsible party to confirm:

• Which part number and revision was intended for the order line.
• Whether the delivered label is a known supersession, packaging error, picking error, or document error.
• What should happen to the quarantined parts: hold, return, replace, or accept after corrected documents.

Keep the parts identifiable and stored separately until the supplier or responsible internal function gives written agreed handling. Do not accept or reject the parts based only on the label mismatch. The record you make now is the evidence that supports that clarification.

Parts Matching Support

If your site needs a neutral place to organise the model, serial, candidate part numbers and receipt photos before sending a supply enquiry, MechLink can be used as an external commercial information-support tool. It is not a SANY official system, authorised dealer, service centre or manufacturer database, and it does not guarantee replacement, reimbursement, fitment, authenticity or stock. Kazakhstan Phone / WhatsApp: +77026412810.

Sources

No external sources, supplier records, catalogues, manuals or standards were inspected for this article. The guidance is limited to general documentary receipt and discrepancy-recording practice and does not certify any part, document or shipment.