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

Record the mismatch as confirmed observations and linked evidence before acceptance. The record should not decide acceptance by itself. It should show the purchase order line, delivered quantity, label text, component marks, packaging condition and supplied documents, with photos kept together. Keep the mismatched item identifiable and do not discard packaging. The next step is written clarification from the supplier and agreed handling, not automatic blame or automatic acceptance.

1. Start with confirmed observations, not assumptions

A mismatch between a part label and a delivery list can be a picking error, a supersession, a document error or something more serious. The site cannot safely decide which from the label alone.

Record what can be seen: the order line number, delivery note number, date of receipt, delivered quantity, label part number or model/suffix, serial number if visible, packaging condition, and any legible housing or nameplate marks. Use language such as 'label states X, delivery list states Y' rather than 'wrong part' unless the responsible party confirms it.

Model alone never confirms fitment, batch quality or authenticity. A photo is not proof of every claim. The receipt record should keep part identity, fitment, provenance, sample results and batch acceptance separate.

2. Link the order line, label, marks and packaging

Order-line and quantity record

Record the purchase order or order line, delivery note number, delivered quantity, unit and the date and time of receipt. Keep a photo or scan of the delivery list and the label.

Component and nameplate record

Record the exact label text and, where visible, the nameplate, housing marks, casting number, serial number and installation position. If an old part number is available from the removed component, record it as a separate fact. Do not treat an old part photo as proof of fitment.

Packaging and supplied document record

Photograph the packaging as received, including any damage or seals. List the supplied documents such as packing list, invoice, certificate or technical record. Do not discard the packaging before clarification; it may carry batch or label evidence.

Photo and discrepancy link

Keep photos in a named folder or attached to the discrepancy record so they cannot be mixed with another order. Include a short note of who recorded the receipt and when.

3. Checks to perform without guessing

Check model, suffix and serial number

Compare the full model/suffix and serial number, not just the model name. If the number is damaged or absent, request a clear photo or legible copy from the supplier.

Check the applicable catalogue revision

If the site has the applicable parts catalogue or a supplied manufacturer document, use it only to compare numbers and installation position. If no document is available, state that fitment and supersession remain unverified. Do not guess a supersession.

Check component or housing photos

For parts with a housing, capture the part from more than one angle and include the area where the number is stamped, printed or engraved. This helps the supplier distinguish a label error from a substituted item.

4. What not to do before clarification

Do not install the suspect part to test it. Do not discard packaging or remove the label from the item. Do not alter marks or separate the label from the component. Do not state that legal rejection rights apply unless the applicable contract or purchase terms support that conclusion. Do not accept the item only because a verbal assurance says it is correct.

5. Missing evidence to request

If the label is missing or unreadable, request a clear photo or scan of the supplier's pack label, the delivery list and any applicable catalogue page or technical record the supplier is expected to provide. If a supersession is claimed, request the documented supersession. If batch quality or authenticity is questioned, keep those matters separate from the label mismatch; a supplier statement is not proof of batch quality or authenticity.

The site should request missing evidence instead of guessing. It is not the receipt recorder's role to certify fitment, authenticity or batch quality. Only the responsible parties can decide acceptance using the applicable requirements.

6. Procurement next step: written clarification and agreed handling

Send a clear written clarification to the supplier or responsible procurement contact. Include the order line, delivery note number, label text, delivered quantity, list quantity, photos and the confirmed observations.

Ask the supplier to identify which number is correct and to provide written handling instruction: correct the document, replace the item, credit, return, or place the item on hold. Keep the written response with the receipt record. Keep the disputed item identifiable and, where possible, quarantined pending that clarification.

Parts Matching Support

A site may use MechLink, a separate commercial parts-information platform, to organise the model, full serial number, old part number and component/housing photos with the relevant labels or records. MechLink is not a SANY official site, dealer or certification body, and it does not guarantee replacement, reimbursement, fitment, authenticity or stock. Kazakhstan Phone/WhatsApp: +77026412810.

Sources

No external sources were used. No SANY catalogue, dealer database, manufacturer document, standard, test report or certification record was inspected for this answer. The article is a receipt-record procedure, not an acceptance or fitment decision.