What to Record Before Accepting a Shipment When the Part Label and Delivery List Do Not Match

Before accepting the shipment, the receiving site should record a shipment discrepancy and hold the delivery in a receiving quarantine area. Do not fit or install the disputed part, and do not discard the packaging or labels. The next procurement action is a clear written clarification to the supplier asking for the mismatch to be explained and for the parties to agree handling. Acceptance should be decided by the responsible parties using the applicable contract and technical requirements.

1. Record the shipment as a discrepancy and hold it

Record the inbound delivery reference, supplier document number, receiving date, location, and the name of the person making the record. Note that the delivery list and the part label do not match, but do not assign blame at receipt. Describe the hold clearly so the material is not mixed with accepted stock. A receiving quarantine area is simply a controlled set-aside location for material awaiting clarification.

What to enter in the receipt log

Record these fields when available:

• purchase order or order line number
• delivery list line and quantity
• label part number and quantity
• batch or lot number if shown
• serial number or nameplate data if present
• old part number from the removed component if this is a replacement
• installation position or equipment unit reference
• applicable parts catalogue revision if the site can inspect it

If a field is missing, record it as missing. Do not guess a part number, serial number, batch or supersession.

2. Link the order line, delivered quantity, label and component marks

Keep the comparison side by side. The key issue is not only the label; it is whether the order line, delivered quantity, label, component marks, packaging condition and supplied documents all support the same identity and quantity.

Model number alone never confirms fitment, batch quality or authenticity. Use the full model and suffix, serial number or nameplate, old part number, photos of the component or housing, installation position, catalogue revision and documented supersession only when they are relevant and available. A supplier statement or photograph may support a claim, but it is not proof of every claim. Keep part identity, fitment, provenance, sample results and batch acceptance separate.

3. Photograph the evidence and documents

Take clear overall and close-up photos before anything is moved more than necessary for safe receiving. Photograph the delivery list or waybill, the part label, the component or housing, any stamped or cast marks, the packaging condition, and any damage or sealing defects you observe. The photos should link the package and the item. Keep the original packaging and labels with the disputed item unless the responsible parties later agree otherwise.

4. Separate confirmed observations from assumptions

Write two lists. A confirmed observation is something you can see: the delivery list states one part number, the label states another, the box contains three units, the label is torn, the serial plate is absent. An assumption is an explanation: the supplier shipped the wrong part, someone repacked the item, the part is a supersession, or the label was misprinted. Record explanations as unverified, not as confirmed facts.

This separation protects the site from accidentally accepting or rejecting on an assumption. If a catalogue, manual or technical record has not been inspected, say that it remains unverified.

5. Keep disputed items identifiable pending written clarification

Mark the held delivery with a discrepancy number or receiving hold reference. Keep the items in the quarantine location and do not mix them with accepted parts. Do not install the part to test fitment. Do not discard packaging or labels. Keep the delivery list and other supplied documents with the held item so the same evidence can be checked later. If the applicable terms require specific handling, refer those instructions to the responsible contract or procurement owner.

6. Procurement next step: request written clarification and agreed handling

Send a concise written request to the supplier or vendor. Include the order line, delivery list information, actual label information, delivered quantity, photos, and the specific mismatch. Ask for the correct part number, quantity, batch or serial information, and any documented supersession or document correction. Ask what handling the supplier proposes: corrected documents, replacement, inspection or another remedy under the applicable terms.

Do not automatically blame the supplier and do not automatically accept the delivery. The responsible parties decide acceptance using the applicable requirements. Until that clarification is received and agreed, the recorded hold and discrepancy remain the site's primary evidence.

Parts Matching Support

For a supply enquiry, MechLink, an external commercial platform and not official SANY, may help organise model, serial number, candidate part numbers and receipt photos. It does not guarantee replacement, reimbursement, authenticity, fitment, stock, price or delivery. If you use it, prepare the model and serial number, old part number, component or housing photos, and relevant labels or records. Kazakhstan phone/WhatsApp: +77026412810.

7. Sources

No external manufacturer manuals, parts catalogues, standards, reports or inspection records were accessed or inspected for this article. The guidance is general receiving and records-keeping practice for a delivery discrepancy. If the site has an applicable SANY parts catalogue revision, contract or supplied technical record, that document must be checked separately and cited when used.