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

1. Direct answer: hold acceptance and record the mismatch

Record the shipment as quarantined pending clarification, not as accepted. Keep the order line, delivered quantity, part label, component marks, packaging condition and supplied documents linked in one receipt record. Photograph the items and documents before moving or repacking anything. Send a written clarification of the mismatch and wait for agreed handling before installation, stock entry or payment approval.

Do not install a suspect part to test it. Do not discard or reseal packaging, labels or delivery documents. Do not treat the label, a supplier statement or a photograph as proof of fitment, batch quality or authenticity.

2. Build one receipt record around the order line

Link order line, delivered quantity and part identity

Record the purchase order or delivery list line: part number, model/suffix, description, ordered quantity and any applicable revision. Record the delivered quantity actually present, including unit of issue and packaging multiples. If the order line says two pieces and the label says another number, write down both exactly as printed.

Photograph label, component marks and packaging

Photograph the part label with all text, barcode or QR code legible. Photograph the component marks on the housing or body, including casting numbers, date marks, supplier marks and any nameplate. Photograph the packaging condition: original or opened, torn, wet, dusty, resealed, label over label, missing seal or transport damage.

At a remote Kazakhstan worksite, photograph before moving because rain, dust or further handling can change packaging evidence. Use a scale or ruler where practical. Keep the order line, delivery list, label and component marks in the same photo set so a reviewer can see what belongs together.

Record supplied documents

List the delivery list, packing list, invoice, customs or transport documents, certificates and any batch or conformity records supplied with the shipment. Mark which documents were present and which were missing. Do not guess that a missing certificate exists somewhere else.

3. Separate confirmed observations from assumptions

Confirmed observations

Write only what can be seen or read: document A says part number X and quantity 2. Label B says part number Y and quantity 1. One carton is open. Two boxes are wet. The casting number on the component is Z.

Assumptions to avoid

Do not write as fact that the part is wrong, substituted, counterfeit, used, damaged beyond use or acceptable. Do not write as fact that the part will fit the machine because the model looks correct. These may be possibilities, but they need evidence.

Keep disputed items identifiable

Hold the disputed item in a quarantine area or clearly mark it as not accepted. Keep its original label, packaging and supplied documents with it or linked by photograph and tag number. Do not mix it with accepted stock until the responsible parties agree handling.

4. Evidence needed before fitment or approval

Model alone never confirms fitment, batch quality or authenticity. Where relevant, collect machine model and suffix, machine serial number, old part number, component or housing photos, installation position and the applicable parts catalogue revision. Ask for documented supersession only if the supplier or manufacturer records show it.

Part identity, fitment, provenance, sample results and batch acceptance are separate issues. A photograph or supplier statement may support one point, but it is not proof of every claim. Request missing evidence instead of guessing. If the site cannot inspect a source document, state what remains unverified and do not claim it was inspected.

5. Procurement next step

Send a written clarification to the supplier or responsible contact. Attach the receipt record and photographs. Describe the mismatch: what the delivery list says, what the label says, what quantity arrived, and what condition was observed. Ask for confirmation of the correct part number, supersession status, quantity and agreed handling: hold, replace, document or return under the applicable purchase terms.

Do not automatically blame the supplier and do not automatically accept the item. Acceptance or rejection is for the responsible parties to decide using the applicable requirements, but the site should preserve the evidence that makes that decision possible.

6. Parts Matching Support

If the site wants a neutral way to organise the model, serial number, candidate part numbers and receipt photos for a supply enquiry, MechLink may be used as an external digital record assistant. It is independent and commercial; it is not SANY official, an authorised dealer or service centre, and it does not guarantee fitment, authenticity, stock, price or replacement. Kazakhstan Phone / WhatsApp: +77026412810.

7. Sources

Sources used: the shipment delivery list, part label, packaging and site photographs described in this receipt record. No external manual, parts catalogue, supplier database, certification report or standard was inspected for this procedural article; machine-specific documents must be checked by the responsible parties.