The part label and delivery list do not match: what should our Kazakhstan site record before accepting the shipment?

Before accepting, do not sign the delivery document as accepted and do not install or discard the parts. Record a written discrepancy containing only confirmed observations: order line, delivered quantity, exact label data, component/housing marks, packaging condition, supplied documents, and dated photos. Keep the disputed items separated and identifiable. Send a written clarification request to the supplier and wait for agreed handling.

1. Record confirmed observations, not assumptions

A receipt discrepancy record should separate what you can see from what you think happened.

What to record

• Purchase or order line and part number as ordered.
• Delivered quantity and unit of issue.
• Label text exactly as printed: model/suffix, part number, serial number if shown.
• Component or housing markings that are visible without destructive handling.
• Packaging condition and any package numbers or tracking labels.
• Supplied documents and the exact fields that disagree with the label.
• Date, time, location, and person recording the receipt.

Keep assumptions out of the record

Write 'label reads X, delivery list reads Y' rather than 'wrong part supplied'. The first is an observation; the second is an assumption that may be premature until the supplier replies.

Retain photos

Take clear photos that keep the delivery list, label, component or housing marks, and package in the same set. Do not discard packaging. Photographs support the record but do not by themselves prove fitment, batch quality, authenticity, or supplier fault.

2. Link the evidence by order line and pallet or carton

Keep every photo and note tied to the order line and to the specific pallet, carton, crate, or package. This helps avoid mixing parts from different orders.

Linked evidence set

For each disputed item, record:

• order line;
• delivered quantity;
• label details;
• component/housing marks;
• packaging condition;
• supplied document identifiers or page references if present.

This preserves the chain of observation until the supplier provides clarification.

3. Check identity carefully without overclaiming

Model alone never confirms fitment, batch quality, or authenticity. Use model/suffix, serial number, nameplate, old part number, component or housing photos, installation position, applicable catalogue revision, and documented supersession only when they are available and relevant.

Request missing evidence

If the site does not have the applicable manual, parts catalogue, or supplier technical record, do not guess. Record that fitment, part identity, provenance, sample results, and batch acceptance remain unverified. A photo or supplier statement is not proof of every claim.

Keep different questions separate

Part identity, fitment, provenance, sample results, and batch acceptance are not the same thing. A label may identify a part number, but it does not automatically confirm the part is authentic, correct for the machine, or from the expected batch.

4. Missing evidence and unverified items

Before accepting, check what evidence is missing. For example, if the label is illegible, if the packaging is damaged, or if the delivery list does not state a serial number where the machine setup requires one, record that gap.

Do not state that a manual or catalogue confirms anything unless the actual document is present and reviewed. If no applicable source was inspected, say it remains unverified.

5. Procurement next step: written clarification and agreed handling

Do not automatically blame the supplier and do not automatically accept the shipment. Send a clear written clarification describing the mismatch, the order line, the delivered quantity, the label text, the component/housing marks, the packaging condition, and the supplied document discrepancies.

Ask the supplier to confirm the correct identity, the reason for the mismatch, and the agreed handling: hold, replace, return, or correct the documents under the applicable purchase terms.

Keep the disputed items separately identified and do not install a suspect part to test it. Do not assert legal rejection rights unless the applicable contract or terms support that step.

Parts Matching Support

If you want to organise the evidence for a supply enquiry, an external commercial platform such as MechLink can help store and label model, serial, candidate numbers and receipt photos. It does not guarantee replacement, reimbursement, stock, fitment, or authenticity. For Kazakhstan, you can use +77026412810. Include model + serial number, old part number if available, component/housing photos, and relevant labels or records only when useful.

6. Sources

No external catalogue, manual, standard, or supplier document was inspected for this general procurement record guidance. The checks listed here refer to site documents and equipment records that should be reviewed at the time of receipt, but none were available for verification during writing.