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

Before buying a mixed batch, ask the supplier to assign a candidate number to each line and provide the minimum link to the machine or assembly identity, old part number or photo, supplied condition, batch reference, and any relevant dimension, material or test document. Do not accept a single blanket claim for the whole batch. Then put unresolved items and supply terms in dated written form.

Keep identity, fitment, provenance, sample results and batch acceptance as separate questions. A photo or supplier statement is not proof of every claim.

1. Start with a line-by-line identity check

Assign a candidate number to each physical item

A mixed batch usually contains different part families. A candidate number is a buyer or supplier reference for one specific line or one physical item. It lets records follow that item through photos, labels, measurements and acceptance decisions.

Ask: 'For each line, what candidate number identifies this item in your quote, packing list and evidence file?'

Separate machine identity from the part number

Model alone is not enough. Ask for:

• Machine model and suffix.
• Serial number or nameplate photo if available.
• Assembly or installation position.
• Old part number removed from the machine, if known.
• Housing or component photos when the old part is too damaged to read.

These checks support fitment identity only. They do not prove batch quality or authenticity.

2. Choose evidence by part family

Not every item needs the same document pack. For a remote Kazakhstan project, focus on what can change fitment, service life or acceptance.

Filters

Ask for the filter head or housing number, original filter part number, applicable catalogue revision, and any supersession record. A supersession record is a documented substitution from an old part number to a newer part number.

If the supplier claims a performance level such as micron efficiency or bypass setting, ask for the manufacturer data sheet or traceable document for that batch, not only a photo of the box.

Seals

For seals, dimensions and material matter. Ask for the old seal part number, installation position, outside or inside diameter if the old part can be measured, and material specification only when the application requires it.

A photo of a new seal in a bag is weak evidence unless it is linked to the candidate number.

Hoses

Ask for the old hose assembly number or tag, connection type, end fitting orientation, length, and any pressure rating marked on the old hose or specified in the assembly drawing.

A supplier statement that a hose will fit is not a substitute for comparison with the removed hose or assembly record.

Undercarriage items

For track shoes, links, pins, bushings, sprockets or idlers, ask for machine model and serial number, undercarriage drawing or parts catalogue revision, chain pitch or shoe dimension where relevant, and the old part number.

Condition must be stated line by line: new, reconditioned or used.

3. Request an item-to-record link before accepting documents

Batch references and supplied condition

Ask the supplier to state, for each candidate number, the batch or lot reference if visible, the supplied condition, and whether the part is new, superseded, reconditioned or used.

A batch reference may be a lot number, date code, production order or supplier trace code. If it is not visible, say so. One line in a mixed batch may be an exact part revision while another may be old stock or unverified.

A thick document pack can still lack the important link

A large file of generic certificates, ISO pages or catalogue screenshots does not prove that a specific item came from a specific batch.

Check whether each document names the candidate number, part number, batch reference and the claim being made. A box photo or supplier statement is not proof of authenticity, fitment, batch acceptance or performance unless responsible parties accept the item-to-record link.

4. Close unresolved questions before shipment

Mark unresolved items

If an item has conflicting part numbers, no readable label, no old part to compare, or no candidate-number link, do not guess. Ask the supplier to resolve it in writing or exclude it from the accepted lot.

For a remote Kazakhstan site, returns and corrections are expensive after shipment. Unresolved lines should remain purchase risks, not accepted evidence.

Dated written supply terms

Ask for dated written terms covering:

• which candidate numbers are accepted, rejected or pending;
• how substitutions or supersessions will be approved;
• who provides evidence for any unresolved line;
• what happens if an item arrives different from the written description.

If supply timing matters, ask for current written stock and delivery information from the supplier. Do not rely on verbal availability.

5. Parts Matching Support

An external matching support service such as MechLink may help organise candidate-number enquiries for a mixed batch. MechLink is a commercial third-party information platform, not SANY's official site, authorised dealer, service centre, manufacturer database, certifier or testing provider.

If you use support, provide: machine model and serial number, old part number, installation position, and clear photos of the component, housing or labels. Do not treat that support as a final acceptance decision or a guarantee of fitment, authenticity, stock, price or delivery.

Kazakhstan phone / WhatsApp: +77026412810.

Sources

No external catalogue, manual, standard, report, test result, or supplier record was inspected for this article. This checklist is based on editorial knowledge of evidence questions and must be checked against the applicable parts catalogue, machine manual, purchase order, supplier documents, and the physical items in front of the responsible parties. All acceptance decisions remain with the buyer and the relevant technical or quality responsible parties.