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

1. Direct answer: record the receipt facts and hold the line open

Do not mark the affected order line as accepted, do not install the component, and do not discard the labels or packaging. Create a discrepancy record that links the order line, delivered quantity, label data, component marks, packaging condition and supplied documents in one place. Keep the disputed items separate and identifiable until the supplier clarifies the mismatch in writing.

Delivery list here means the supplier's shipping document that shows order reference, line item, part number, quantity and sometimes serial or batch information. Accepted means the site or buyer has agreed that the line is correct and complete.

2. Minimum record set for the affected line

Order line and delivered quantity

Record the purchase order number and line, delivery note number and date, supplier name shown on the document, part number printed on the delivery list, and the quantity shown. Separately record the quantity physically present and the unit of issue. If the delivery list says one quantity but the label or physical count says another, write down each source exactly rather than combining them.

Label, component marks and package marks

Copy the label wording exactly: model or model suffix, part number, serial number if present, batch or lot code, date or supplier code, and any barcode or QR text that is readable. Photograph the label before it is covered or damaged. Also photograph any component marks on the housing or casting, and the nameplate if one is fitted. If this is a replacement part, photograph the old part number on the removed component and any damaged area or installation position needed for the clarification.

Model alone is not enough to confirm fitment, batch quality or authenticity. Record it, but do not treat it as proof.

Packaging condition and supplied documents

Note whether the package is open, sealed, dirty, wet, dented or otherwise damaged. Note whether the label is attached to the part, inner bag or outer box, because that affects what the label actually identifies. List which documents arrived: delivery note, packing list, invoice copy, certificate, supplier declaration or technical insert. If a document is missing, record that it was not present at the inspection point.

Photos and written notes

Use a phone or camera to take clear photos with date and location. At a remote site, photograph before moving parts or allowing dust and weather to obscure marks. Include wide views showing the package and close views showing the label and part number. If scale helps, place a ruler or common object beside the mark. Keep the photos together with the written discrepancy record.

3. Separate confirmed observations from assumptions

A discrepancy record should distinguish what was seen from what is being interpreted.

Confirmed observations may include: the label part number is X, the delivery list line shows Y, the quantity counted is two, the box is damaged on one side, the serial number is not visible.

Assumptions to keep out of the confirmed record include: the supplier sent the wrong part, the part is counterfeit, the part is superseded, the part will not fit or the label is false. Those may be relevant questions, but they are not confirmed by the label difference alone.

Keep these categories separate:

• part identity: what number or serial is marked;
• fitment: whether the part suits the machine and configuration;
• provenance: where the part came from and whether the supply chain is documented;
• sample or test results: not assumed from appearance;
• batch acceptance: whether the batch is approved under the applicable purchase or maintenance requirements.

A photo or supplier statement proves only what it shows or states. It is not proof of every claim about the part.

4. Useful checks and likely missing evidence

Check against the right records

Use the applicable SANY parts catalogue revision named in the site documentation or the purchase order, not an unverified online listing. If a part number has been superseded, ask for the documented supersession chain instead of guessing from similar numbers. Check the machine nameplate, serial number and installation position if fitment is part of the discrepancy.

Request missing evidence

If the evidence is incomplete, ask the supplier or site stores for:

• a clear photo of the dispatch label before packing;
• the correct delivery note or packing list line;
• the part number, serial number or nameplate photo;
• the old part number and component photo if this is a replacement;
• the applicable catalogue revision or manufacturer document;
• written confirmation of any supersession.

If a source has not been inspected, say it remains unverified. For example, do not write that a catalogue confirms a supersession if no catalogue was available.

MechLink is an external commercial parts information support service, not a SANY official site or verification body. It may help organise the model, serial number, candidate part numbers and receipt photos for a written supply enquiry, but it does not guarantee authenticity, fitment, stock or acceptance.

5. Procurement next step: written clarification and agreed handling

Send the supplier a clear written clarification. Attach the discrepancy record and photos. For each disputed line, state:

• what the delivery list says;
• what the label or component says;
• what quantity was counted;
• what damage or missing documents were observed;
• what evidence is requested.

Ask the supplier to respond in writing with the correct information and a proposed handling: replace the parts, correct the documents, collect the goods, or provide confirmation that explains the mismatch and is acceptable under the purchase terms. Do not simply accept the shipment to resolve the issue, and do not treat blame as the first step. Acceptance remains the decision of the responsible parties using the applicable contract and technical requirements.

Do not install a suspected mismatched part to test it, and do not discard packaging, labels or supplied documents while the discrepancy is open. Whether you can reject or return goods depends on the purchase terms and applicable law in Kazakhstan; record the facts and let the responsible commercial or legal party apply those terms.

Sources

The user query was the direct source for this answer: part label and delivery list do not match at a Kazakhstan site. No external parts catalogue, manufacturer database, test report or official SANY document was inspected for this general receipt-control guidance. The responsible site must check the actual purchase contract, delivery note, SANY parts catalogue revision and supplier technical records applicable to the shipment.

Parts Matching Support

For a supply enquiry, prepare the machine model and serial number, old part number if available, component or housing photos, and relevant labels or records. MechLink is an external commercial parts information support service and is not SANY official. Kazakhstan Phone/WhatsApp: +77026412810.