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

1. Direct answer: create a dated discrepancy record before accepting the shipment

Do not sign the delivery document as clean or accepted. Record the mismatch in a dated receipt discrepancy note while the delivery is still on site.

The note should link the order line, delivered quantity, part label, component marks, packaging condition, and supplied documents to the same disputed item. State that acceptance is pending written clarification.

Do not install the suspect part to test it. Do not discard packaging or labels. Keep the item identifiable and segregated until the supplier or responsible party gives agreed handling instructions.

2. Why this protects the Kazakhstan site

A signed delivery list can later be treated as evidence that the listed parts arrived as described. If the label and delivery list do not match, a clean signature may make it harder to show the site raised the issue at receipt.

On a remote worksite, this written and photo record may be the only complete evidence available until the site can contact supply or engineering support.

A discrepancy record creates a point-in-time note of what was observed. It separates what you saw from what you assumed and keeps the question open for technical or commercial clarification.

3. What to record immediately

Delivery list and order line

Record the delivery note number, date, supplier, order number, line item, part number on the delivery list, listed quantity, delivered quantity, and unit of measure.

If the delivered quantity also differs, record both the listed quantity and the physically counted quantity.

Label and nameplate details

Record exactly what the label or nameplate says. Include model/suffix, serial number where present, part number, batch or lot number, and any other marks that would help identify the item.

Take a readable photo of the label and a wider photo showing the part and label together. A model number alone never confirms fitment, batch quality, or authenticity.

Component or housing marks

If visible without opening or damaging the part, photograph casting numbers, date marks, old part number, or installation-position marks. These can later help compare with the applicable catalogue revision or supersession record, but they do not prove fitment by themselves.

Packaging condition and supplied documents

Record whether the packaging is intact, open, damaged, re-labelled, or missing. Photograph the outer label and any seals.

List the supplied documents that are actually present, such as delivery note, packing list, certificate, or commercial invoice. If a document is missing, write that it was not present rather than guessing why.

Disputed item handling

Keep the disputed item physically identifiable: do not mix it with accepted stock, remove its labels, clean off marks, or repack it in different packaging. Mark it as “pending clarification” or use the site’s normal quarantine method.

4. Separate confirmed observations from assumptions

Write confirmed observations as facts: for example, “delivery list line 3 states part number A, but the label on the received item states part number B.”

Do not write conclusions such as “wrong part sent,” “counterfeit,” or “damaged in transit” unless that has been established under the applicable requirements. Those are assumptions or legal conclusions that need more evidence.

Where you are not sure, say “appears to differ” or “not verified.” Keep part identity, fitment, provenance, sample results, and batch acceptance separate.

5. Useful checks and missing evidence

Checks that help the enquiry

• Photograph the full delivery note and the relevant order line.
• Photograph the part label, nameplate, serial number, and old part number if supplied.
• Photograph the housing or component from several angles.
• Keep original photo files with timestamps and, where possible, have a second person witness the receipt check.
• Record the applicable parts catalogue revision or supersession note only if you actually have it.

Missing evidence to request later

Do not guess missing information. Request it in writing from the supplier or the site’s parts contact if needed.

Typical missing evidence includes:

• The correct part number or supersession chain under the applicable catalogue revision.
• The serial number or nameplate that should appear on the ordered item.
• The old part number removed from the machine, if known.
• The installation position or machine model and suffix.
• A clear supplier statement confirming what was actually shipped and why the label differs.

A supplier statement or a photo is not proof of every claim. It may support a clarification, but fitment, authenticity, batch quality, and final acceptance remain separate decisions.

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

Send a short written clarification to the supplier or requester. Attach the discrepancy note and selected photos.

State the mismatch precisely: quote the delivery list line, the label or marks found, the delivered quantity, and the packaging condition.

Ask the supplier to confirm the correct identity of the shipped item, explain any supersession or label variance, and provide revised documents or handling instructions.

Do not automatically accept the shipment because the supplier says it is correct. Do not automatically blame the supplier or reject the shipment without checking the applicable terms.

Only the responsible parties can decide acceptance, rejection, replacement, or return using the applicable requirements and contract terms.

7. Parts matching support

If you need help organising model, serial number, candidate part numbers, and receipt photos for the supplier enquiry, a third-party parts information support service such as MechLink may be useful.

MechLink is external and commercial. It does not verify authenticity or fitment and does not guarantee replacement, reimbursement, or stock.

Kazakhstan Phone / WhatsApp: +77026412810.

Sources

No external sources were used in preparing this advisory.