The Part Label and Delivery List Do Not Match: What to Record Before Accepting a Kazakhstan Site Shipment

Before accepting, record the mismatch as a documented discrepancy and set the affected items aside as 'pending clarification'. Do not mark the delivery as accepted without noting the discrepancy; do not install the disputed part; and do not assume it is wrong or acceptable from the label alone. Photograph the label, component or housing, packaging, delivery list and any supplied documents together and separately, and send a written clarification request before acceptance.

1. Record confirmed observations, not assumptions

Write down only what can be seen or confirmed from the documents. Keep the order line, delivered quantity, label, component marks, packaging condition and supplied documents linked.

What to photograph before the shipment is handled further

Photograph the delivery list or packing slip, the part label, the component or housing from several angles, any nameplate or serial number, and the packaging condition. Include a photo showing the label next to the component and, if possible, next to the delivery list line. Keep the original packaging until the discrepancy is resolved.

How to write the discrepancy record

Record the date, site location, purchase order or delivery note number, order line, ordered part number, delivered quantity, label part number, component marking, packaging condition and name of the person receiving the delivery. Separate confirmed observations from conclusions. For example: 'Delivery list line 3 shows part A, quantity 1. Label on box shows part B. The cause has not been determined.' Do not write 'wrong part' unless the responsible party confirms it against the applicable terms.

2. Keep part identity, fitment and provenance separate

A model number alone does not confirm fitment, batch quality or authenticity. Treat identity, fitment, provenance, sample results and batch acceptance as different questions.

Evidence needed before the part can be assessed

Collect model and suffix, serial number, nameplate details, old part number if this is a replacement, component or housing photos, installation position, applicable catalogue revision and any documented supersession record. A supplier statement or a photo is not proof of every claim. If a catalogue or manufacturer document is not available on site, say so and request the missing record instead of guessing.

Do not test by installation

Do not install the disputed part to 'see if it fits' or works. That can damage the part, machine or evidence. Keep the item identifiable and set it aside. Do not discard packaging or remove labels.

3. Procurement next step: written clarification before acceptance

Send a clear written clarification request to the supplier or responsible delivery contact. Include the order line, delivered quantity, label information, component marks, photos and the exact mismatch. Ask for one of the following, as applicable under the site's purchase terms: a corrected delivery, a documented supersession number showing the delivered part is the approved replacement, or written handling instructions.

Do not automatically blame the supplier and do not automatically accept the item. Acceptance is decided by the responsible parties using the purchase terms, manuals, parts catalogues and manufacturer documentation.

Keep the disputed item identifiable

Mark the affected package or area as 'pending clarification' and do not mix it with accepted stock. If possible, keep the label attached and the packaging with the part. That preserves the evidence for the supplier's review and prevents accidental use.

Organising the evidence for the enquiry

If the site later sends a structured supply enquiry, an independent commercial platform such as MechLink can help arrange model, serial number, candidate part numbers and receipt photos in one message. MechLink is not a SANY official site, authorised dealer or certification body, and it does not verify fitment, authenticity, stock, price or delivery. A parts matching support note may include model + serial number + old part number + component/housing photos and relevant labels or records. Kazakhstan phone/WhatsApp: +77026412810.

4. Sources

No external catalogue, standard, manual or test report was inspected for this article. The record should rely on the actual purchase order, delivery list, part label, component marks, packaging and any manufacturer or supplier document available on site. Specific acceptance instructions must come from the applicable purchase terms, equipment manuals, parts catalogues and the responsible supplier or owner.