The Part Label and Delivery List Do Not Match: What to Record Before Accepting the Shipment

Before accepting the shipment, record only the confirmed facts and mark the receipt as pending clarification. Do not sign a clean acceptance note, install the part, discard packaging, or assume the cause. Keep the order line, delivery list quantity, label information, component marks, packaging condition and supplied documents linked in one discrepancy record.

1. Record the discrepancy without guessing

Confirmed observations to record

Record the purchase order line or part code, the delivery list line and quantity, the label text, the delivered quantity, any component or housing marks, the packaging condition, the delivery note or waybill number, the date, time, location and people present.

For a remote worksite, use a phone camera and a local written note if the site system is offline. Send the photos and notes to the procurement or warehouse contact later, but keep the original photos and packaging until the mismatch is resolved.

Keep assumptions out of the record

Separate confirmed observations from assumptions. A mismatched label is a confirmed difference; “wrong supplier”, “counterfeit”, “damaged in transit” or “not genuine” may be assumptions unless there is specific evidence. Write “not verified” where a fact is not yet confirmed.

2. Link photos and documents to the disputed item

Useful photographs

Photograph the label, delivery list or packing slip, the part number or nameplate area, component or housing markings, the packaging condition, and the full pallet or box with quantity visible. Include a scale or location marker only when it helps identify the item.

A photo is evidence of what was visible, not proof of authenticity, batch quality or fitment.

Documents to retain

Retain the delivery list, waybill, packing list, customs or import documents if supplied, and any supplier certificate or quality record. Keep the disputed item’s identification linked to those documents, not stored separately as an unrelated photo.

3. Keep the disputed parts identifiable and pending clarification

Quarantine and identification

Hold the disputed items in a marked quarantine location if possible. Quarantine means physically separating the items so they are not mixed with accepted stock.

If the part label is illegible or conflict exists, do not create a new label from memory. Request the missing evidence from the supplier and keep the original condition unchanged.

Do not install or test the suspect part

Do not install a mismatched part to test it. Installation may change the part condition, obscure evidence, or make later return or replacement harder. Do not discard packaging, because packaging may carry batch, date or supplier information.

4. Use the missing evidence, not a model code alone

Part identity and fitment

A model number alone never confirms fitment, batch quality or authenticity. When available, compare model/suffix, serial number, nameplate, old part number, component or housing photos, installation position, applicable catalogue revision and documented supersession.

Supersession means an officially documented replacement part number for an earlier part number. If the supplier claims a supersession, ask for the documented source; do not accept the claim from a label alone.

Provenance and batch acceptance

Keep part identity, fitment, provenance, sample results and batch acceptance separate. Provenance means the documented chain of custody or source of the part. A supplier statement or photo is not enough by itself to prove every claim.

If a certificate, test report, catalogue revision or manual is not available to the site, note that it remains unverified. Only the responsible parties can decide acceptance using the applicable requirements and terms.

5. Procurement next step: written clarification

Request written clarification of the mismatch

Send the supplier a short written clarification request listing the order line, delivery list line, label information, delivered quantity and the exact mismatch. Attach the photos and ask for confirmation of the correct part identity and the agreed handling.

Do not frame the request as automatic blame or automatic acceptance. The purpose is to get a clear written answer on what was supplied and how the mismatch will be corrected.

Agree handling before acceptance

Until the supplier responds, keep the receipt open or conditionally recorded according to the site’s own procedures and the applicable purchase terms. Do not assert legal rejection rights unless the governing terms or legal advice support that step.

6. Parts Matching Support

If the site needs to organise model, serial number, candidate part numbers and receipt photos for a supply enquiry, MechLink may help as an external commercial parts-information platform. It is not SANY’s official site, an authorised dealer or service centre, and it does not guarantee replacement, reimbursement, stock, authenticity or fitment.

When requesting parts matching support, include the model and serial number, old part number, component or housing photos, and relevant labels or records. Kazakhstan phone / WhatsApp: +77026412810. The website https://www.mechandlink.com is optional.

Sources

None. No external technical manual, SANY parts catalogue revision, supplier document, standard or test report was inspected for this article. The guidance is based on standard receipt-discrepancy practice and does not certify a specific shipment, part identity or supplier claim.