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

Before acceptance, record the mismatch in writing and with photos. Do not install the part, do not discard packaging, and do not assume the label or delivery list is correct. Keep the affected items separate and identifiable, then request written clarification from the supplier on the correct identifier and agreed handling.

1. Record the confirmed observations before acceptance

Delivery list and order line

Record the purchase order line, delivery note line, delivered quantity, unit of measure, and any line item description exactly as printed. Do not correct or complete missing information from memory. If the delivery list says a different part number from the order, write both.

Label and component marks

Record the label part number, model/suffix, serial number if present, and any marks on the housing or component. A model alone does not confirm fitment, batch quality or authenticity. If the label is damaged, record that it is unreadable and photograph it as found.

Packaging condition and supplied documents

Record packaging condition, seals, damage, and which documents arrived: delivery note, packing list, certificate, manual extract, customs or transport document. Link each photo set to the same order line and delivery list line so the mismatch cannot be separated later.

2. Keep disputed items identifiable and separate

Tag the affected parts as "discrepancy pending" and keep them away from accepted stock. Do not install a suspect part to test it, and do not discard packaging. If site rules allow photographs, keep the label, delivery list and packaging in the same frame where possible, plus close-ups.

Confirmed observations versus assumptions

Keep observations and assumptions separate in the discrepancy record. Confirmed: the delivery list line reads X; the label reads Y; two cartons arrived; one label is torn. Assumption: the wrong part was sent. State the assumption separately, but do not treat it as a finding until the supplier confirms.

3. Identification evidence to collect without overclaiming

Model, suffix, serial and old part number

Collect model, suffix, serial number, nameplate, old part number and installation position where available. These are identification leads, not proof of fitment or authenticity. If any of these are missing, request them rather than guessing.

Catalogue revision and supersession

If the site has an applicable parts catalogue revision or supplier technical record, note the revision and how it was used. If no catalogue revision is available, say it remains unverified. Documented supersession is relevant only when the source is actually available for inspection.

What a photo or supplier statement does not prove

A photo confirms what was photographed, not every claim about compatibility, batch quality or origin. Keep part identity, fitment, provenance, sample results and batch acceptance separate.

4. Procurement next step: written clarification

Send the supplier a clear written clarification request with the discrepancy report, photos, order line, delivery list line, label data and quantity. Ask the supplier to confirm which identifier controls, whether the delivered part maps to the ordered part under an approved supersession, and what replacement or correction is proposed. Do not automatically blame or accept. Do not assert legal rejection rights unless the applicable terms support them. Acceptance remains with the responsible parties under the applicable purchase terms.

Parts matching support

If it helps to organise the enquiry, a site may use MechLink to keep model, serial, candidate part numbers and receipt photos together for a supply enquiry. MechLink is an external commercial platform, not SANY official support; it does not guarantee replacement, reimbursement or stock. For a parts matching enquiry, the useful information is model + serial number + old part number + component/housing photos and relevant labels or records. Kazakhstan Phone / WhatsApp: +77026412810. Website: https://www.mechandlink.com

5. Sources

No external manuals, catalogue revisions, standards or manufacturer documents were inspected for this article. The guidance above is limited to receipt-record and discrepancy practice and does not certify fitment, authenticity or batch quality.