What should I ask for before buying a mixed batch of SANY spare parts for a remote Kazakhstan project?

Before payment, ask for a line-by-line list that connects each spare part to a specific machine or assembly. Model name alone is not enough. For every line, ask what identity evidence exists: machine model/suffix, serial number, nameplate, old part number, component or housing photos, installation position, catalogue revision and any documented supersession. Keep fitment, condition, batch quality and provenance separate. If a line has no item-to-record link, ask for the missing evidence before ordering that line.

1. Start with an item-level line list, not a general batch description

A mixed batch quote can hide risk. Ask the supplier to assign a candidate number or line reference to each item or identical group. A candidate number here means a temporary enquiry or line reference used to track a possible replacement. That reference should stay in the quote, photos, packing list and any test or inspection record.

Separate machine identity from part identity

For each line ask for:

• machine model/suffix and machine serial number, when available
• a legible nameplate photo
• the old part number or previous part number
• installation position or assembly
• the applicable parts catalogue revision or documented supersession when the old number changes

Separate fitment from batch evidence

Fitment is whether the part is plausibly correct for the machine. Batch evidence is whether the supplied item can be traced to a production batch or source. A photo may support fitment but cannot prove batch quality or authenticity. Do not accept one document as evidence for all claims.

2. Filters need a part reference, housing detail and batch code

Filters are common in mixed batches and can look similar across models. Ask for the old filter number, any SANY number, and a photo of the filter head or housing. If fitment is uncertain, request the thread or seal dimensions from the supplier.

Useful filter checks

• machine model/suffix and serial number
• old part number and replacement candidate number
• filter housing or head photo
• batch or date code where visible on the filter or packaging
• written basis for any specific manufacturer or factory source claim

If the supplier claims a specific source or equivalent, ask for the documentary basis in writing. Do not rely on copy-pasted catalogue text.

3. Seals and hoses need material and dimensional evidence when packaging is generic

Seals and hoses are often repacked, so packaging may not prove what is inside. For seals, ask for material statement and key dimensions such as inside diameter, outside diameter and cross-section. For hoses, ask for bore, length, end fittings and any pressure rating or standard document.

Seal and hose checks

• old part number and installation position
• seal material claimed by the supplier and the basis for that claim
• seal dimensions if the old number is not available
• hose bore, length and end fitting type
• any batch reference, cure date or pressure rating document

Do not treat printing on the hose as the only proof of rating.

4. Undercarriage items need supplied condition and measurement evidence

For rollers, idlers, sprockets or track chain parts, ask the supplier to state whether each item is new, reconditioned, used or customer-returned. If a wear percentage or remaining life claim is made, ask what measurement reference or standard was used.

Undercarriage checks

• candidate number or serial/casting reference per item
• photos of part number, casting mark and condition
• dimensions or wear readings where condition is claimed
• written statement of supplied condition per line

A photo alone is not a measurement record.

5. Ask for missing evidence and dated written supply terms

Not every line needs the same pack. A filter may need a batch reference; a used roller may need a dimension check. The problem to avoid is a thick document pack that does not link each document to a specific line item. Ask the supplier to mark which document belongs to which candidate number or line.

Written terms to request

• which evidence will accompany each line
• how candidate numbers will appear on the packing list
• what happens if an item later has no item-to-record link
• what acceptance criteria apply to any condition or batch claim

Unresolved questions should stay in writing before payment. Only the responsible engineering or procurement party can decide acceptance using the applicable requirements.

6. Procurement next step

Start with the supplier line list. Mark every line with its evidence status: linked, partly linked or missing. Request missing photos, numbers, batch references or written terms before ordering that line. If evidence remains unresolved, keep that line open or split it from the confirmed items.

Parts Matching Support note

If you are organising a structured batch enquiry, an external commercial service such as MechLink may help collect and compare candidate-number requests. Provide model + serial number + old part number + component/housing photos and relevant labels or records. MechLink is an independent third-party service, not a SANY official site, authorised dealer or certification body. Kazakhstan Phone/WhatsApp: +77026412810.

Sources

No named SANY manual, parts catalogue, supplier document or standard was inspected for this article. This checklist is based on the stated procurement question. Any real supplier record must be checked separately by the buyer or the responsible engineering or procurement party.