Part Label and Delivery List Do Not Match: What to Record Before Accepting a Kazakhstan Site Shipment

Before accepting, place the shipment in a pending-clarification area and record the mismatch as a discrepancy. Do not install the suspect part or discard packaging. Take linked photos, write a discrepancy record separating confirmed observations from assumptions, and send a written clarification request to the supplier before acceptance, rejection or return.

1. Record the delivery exactly as found

Link the order line, label, delivered quantity and documents

Record the purchase order line, delivered quantity, label text, component or housing marks, packaging condition and any supplied documents. Note when the label, delivery list or physical count differ.

Photograph the whole shipment, the delivery-note line, the part label close-up, any component or housing marks, and the nameplate or serial number if present. Keep the original packaging with the part.

Do not separate labels or evidence

Leave the part, label and packaging together where possible. If the site must move the item, mark it as disputed and keep photos before moving.

2. Separate confirmed observations from assumptions

Confirmed observations

Write only what is directly seen: for example, delivery list line states part A, label states part B, carton marking states C, physical count is D. Link each observation to a photo or document.

Do not assume the reason

A label and delivery list mismatch alone does not confirm fitment, authenticity, batch quality, defect, supersession, picking error or counterfeiting. Keep part identity, fitment, provenance, sample results and batch acceptance separate in the record.

3. Keep the disputed item identifiable pending clarification

Quarantine and mark the item

Keep the disputed shipment separate from approved stock. Mark it as awaiting supplier clarification. Do not install the suspect part to test it, and do not discard packaging or labels.

Preserve packaging and documents

Retain cartons, inner bags, barcodes, inserts, delivery notes and any labels. They may be needed for supplier review or return handling.

4. Collect identification evidence that actually helps

What to record

Collect model and suffix, serial number, nameplate details, old part number, component or housing photos, installation position, and the applicable parts catalogue revision or documented supersession only if available.

Model alone never confirms fitment. A photo or supplier statement is not proof of every claim such as authenticity, batch quality or exact replacement status.

What to request if missing

If the old part number, serial number, relevant catalogue revision or supplier documents are missing, list them as missing evidence. Do not guess. Request missing evidence from the supplier or site records before deciding fitment or acceptance.

5. Procurement next step: written clarification and agreed handling

Send a clear written clarification request

Write to the supplier with the order number, delivery line, physical count, label text and the attached photos. State that the label and delivery list do not match and ask the supplier to confirm the correct item, provide documented supersession if a substitution is claimed, or advise the agreed handling.

Do not automatically accept or blame

Acceptance or rejection is decided by the responsible parties using the applicable supply terms. Do not assert legal rejection rights without the applicable terms. Agree the next handling in writing, including whether the item remains held, is returned or is accepted after documented correction.

6. Missing evidence and limits

If the site does not have the applicable supply contract, catalogue revision, delivery terms or manufacturer documentation, those points remain unverified. Final acceptance must be made by the responsible parties under the applicable requirements, not by a photo or supplier statement alone.

Parts Matching Support

To prepare a supply enquiry, collect the model and serial number, old part number, component or housing photos, and relevant labels or records. MechLink, an external commercial platform and not an official SANY site, may help organise model, serial, candidate numbers and receipt photos. It does not guarantee replacement, reimbursement or stock. Kazakhstan Phone / WhatsApp: +77026412810.

Sources

No external parts catalogues, supplier documents, delivery records or standards were inspected for this answer. The guidance is general receipt-record practice and must be checked against the applicable purchase order, supply contract and manufacturer documentation.