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

Record the mismatch before acceptance. The site should not accept the mismatched items by silence, and should not install or use them pending clarification. Keep the shipment as delivered where possible, link the order line to what is physically visible, photograph the labels and marks together with the delivery list, and raise a written clarification request describing the mismatch and the agreed handling.

1. Stop and hold the items as delivered

Keep the shipment identifiable

If the site can leave the items in the delivered position, do so. If they must be moved for safety, access or weather protection, keep the pallet, crate, carton or loose parts together and mark them as items held for a label-to-delivery-list check.

Do not discard packaging. Packaging labels, seal condition, courier markings and damage can be part of the receipt record.

Do not resolve by assumption

A label difference is not automatically proof that the part is wrong, counterfeit, rejected or acceptable. It means the written delivery description and the physical marking do not agree. Record that difference without guessing the cause.

2. Record the order line and delivered quantity

Link the order line to what arrived

Record the original order line: part number or description as ordered, quantity ordered, supplier reference, delivery note number, date and site receiving location.

Then record the delivered quantity actually present: cartons, pieces, sets, kits, bulk items or loose components. If the delivery list shows one quantity and the physical count or label shows another, write both exactly as they appear.

Do not alter the documents

Do not correct the delivery list by hand to make it match the label. Keep the original document as received, take a photo, and attach a separate discrepancy note or annotated copy only if the original remains unchanged.

3. Record the label, component marks and supplied documents

Label evidence

Record the part label exactly: part number, model and suffix, serial number where present, batch or lot number, date code, barcode or QR code if readable, supplier or manufacturer name, country of marking and any security or certification marks.

Model alone never confirms fitment, batch quality or authenticity. A label photo shows what the label states; it does not prove the part is fit for the machine or that the label belongs to the part.

Component and housing evidence

Photograph the part or housing in context: the installed position if known, the old part number if the part is being compared with a removed component, the nameplate if present, and any cast, stamped or engraved numbers on the housing or body. This helps later compare the delivered part with the catalogue revision and the failed or removed component.

Supplied documents

List the documents that arrived with the shipment: delivery list, packing list, commercial invoice, certificate, safety data sheet, technical data sheet, manual reference or any other paper. If a document was expected but missing, record it as missing and request it rather than guessing from memory.

4. Photograph and preserve the evidence

Take linked photos

Take photos that link the items together where possible: delivery list next to the label, label next to the part or housing mark, and a wider photo showing packaging condition and quantity. Include a scale or site reference only if available and safe.

Keep a simple receipt record

The record should connect the order line, delivered quantity, label, component marks, packaging condition and supplied documents. A basic set is:

• delivery note and supplier reference
• order line as originally sent to the supplier
• delivered quantity
• label text and barcode photo
• part number, model/suffix, serial number and nameplate if visible
• old part number or removed-part photos when available
• installation position or machine model and serial number if known
• packing condition and any transport damage
• documents received or missing
• date, time and receiving location

5. Separate confirmed observations from assumptions

Confirmed observation

A confirmed observation is what the site can see or read: the label says one part number, the delivery list says another, or the delivered quantity is different from the list.

Assumption to avoid

Do not write 'wrong part', 'counterfeit', 'failed batch' or 'supplier error' as a confirmed fact unless the responsible party has confirmed it. Those are possible causes or conclusions, not observations.

Keep identity and acceptance separate

Keep part identity, fitment, provenance, sample results and batch acceptance as separate questions. A photo or supplier statement is not proof of every claim. Acceptance is a decision for the responsible parties using the applicable purchase terms, manufacturer documents and site requirements.

6. Request missing evidence and written clarification

Written clarification of the mismatch

The procurement next step is a clear written clarification of the mismatch and the agreed handling. Send the supplier or responsible procurement contact:

• the order line and delivery note number
• the exact label marking and delivered quantity
• the exact delivery list description and quantity
• the linked photos and receipt record
• a simple question: confirm the correct part number, quantity and whether the items should be held, returned, replaced or accepted under the applicable terms

Do not make automatic acceptance or automatic blame the first action. The site should request confirmation before accepting the mismatched items as correct.

Missing evidence to request

If the label is unreadable, the serial number is missing, the packing list is absent, the catalogue revision is unknown, or the old part number is not available, request that evidence instead of guessing fitment or authenticity.

Where relevant, ask for the applicable parts catalogue revision, manufacturer document or documented supersession that explains whether the delivered number replaces the ordered number. If that document cannot be inspected on site, state that it remains unverified.

7. Parts Matching Support

If the site needs to organise the receipt record for a supply enquiry, MechLink can help organise model, serial number, candidate part numbers and receipt photos in one place. A useful matching request would include the machine model and serial number, old part number, component or housing photos, and relevant labels or records.

MechLink is an external commercial platform, not part of SANY's official site, dealer network or warranty system, and it does not guarantee replacement, reimbursement or stock. Kazakhstan Phone / WhatsApp: +77026412810; website: https://www.mechandlink.com.

8. Sources

No external documents, supplier records, manuals or catalogue revisions were inspected when preparing this article. No links or document identifiers are listed because none were used.