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

Record the shipment as discrepant, not clean, before you accept it. Link the purchase order line, delivery note quantity, actual delivered quantity, label text, component marks, packaging condition and supplied documents in one dated record. Take photos before moving or repacking items, keep the disputed parts separated and identifiable, and do not guess whether the label or the delivery list is wrong. Send a written clarification request to the supplier and wait for agreed handling before installation, use or disposal of packaging.

1. Start with the receipt record

Record the discrepancy at the time of receipt

Do not sign the delivery note as clean if the label and delivery list do not match. If the site procedure allows, write 'received subject to discrepancy record' or a similar note that preserves the issue without asserting a legal rejection right.

Keep the record at the shipment level

At a remote worksite, make the record before parts are moved into normal storage or mixed with other stock. The record should be dated and include who received the shipment, the supplier or courier waybill number, the delivery note number and the purchase order line.

2. Link the order-line data

Record the paper data

Write down or photograph the purchase order line, supplier part number, description, quantity ordered and delivery note quantity. If the delivery list has a revision date or issue number, record it.

Record the physical delivered quantity

Count what is physically present and photograph the count. If packaging prevents an exact count without opening, record that the count is not fully confirmed rather than assuming missing or extra units.

3. Capture labels, component marks and packaging

Label data

Photograph each label clearly, including the part number, model/suffix, serial number and nameplate details if visible. Record exact differences such as one digit, suffix, description or barcode text mismatch.

Component and housing marks

Where relevant, photograph casting numbers, housing marks, the old part number from the removed component and the installation position. Do not use the model name alone to confirm fitment, batch quality or authenticity.

Packaging condition

Record whether the packaging is intact, opened, wet, crushed, re-used or missing. Keep packaging until the supplier clarifies the mismatch because packaging marks may be needed as evidence.

4. Separate confirmed observations from assumptions

Check each difference as a fact or an assumption

This is a common error. Confirmed observations might be 'the delivery list shows part A; the label on one carton shows part B.' Assumptions such as 'the label is wrong' or 'the delivery list is outdated' should be recorded only as possibilities, not facts.

Do not merge identity, fitment, provenance, sample results and batch acceptance

A delivery label can identify a candidate part, but it does not prove fitment, authenticity, origin, sample results or batch acceptance by itself. Keep these categories separate in the discrepancy record.

5. Keep disputed items identifiable pending clarification

Segregate the disputed items

Place the affected items in a hold area or mark them with a quarantine tag. Do not mix them into normal stock. The goal is to keep the disputed items traceable to the exact delivery note, carton and label.

Retain photos and documents

Save photos of the delivery note, each label, component or housing marks, packaging condition and the overall pallet or box. A photo or supplier statement is useful evidence, but it is not proof of every claim about fitment, authenticity, origin, sample results or batch acceptance.

6. Request the missing evidence

Ask for the evidence you do not have

If the label shows a possible supersession, request the applicable catalogue revision or documented supersession record. If a serial number is missing or unreadable, request a legible nameplate photo or the correct serial number from the supplier. Do not guess.

Use applicable manuals or catalogues only when actually available

If a site manual, parts catalogue, manufacturer document or supplied technical record is available, compare it with the order line and label. If you cannot inspect a source, say that fitment and catalogue revision remain unverified.

7. Procurement next step: written clarification and agreed handling

Send a written discrepancy note

Send the supplier or supplier contact a short written request that includes the delivery note number, order line, label text, delivered quantity, photos and a list of confirmed mismatches. Ask the supplier to confirm which identifier is correct and to propose the agreed handling, such as corrected documents, replacement, return or credit, depending on the contract.

Do not accept or reject automatically

This is one of the most important steps. Do not install a suspect part to test it, do not discard packaging, and do not claim automatic rejection unless the applicable terms support that remedy. Only the responsible parties can decide acceptance or rejection using the applicable contract, purchase order and technical requirements.

8. Parts Matching Support

Evidence organisation for a supply enquiry

If you need to organise model, serial number, candidate numbers and receipt photos for a supply enquiry, MechLink is an external commercial platform that may help compile that information. It does not guarantee replacement, reimbursement, authenticity, fitment, stock, price or delivery. For parts matching support, provide model + serial number + old part number + component/housing photos and relevant labels or records. Kazakhstan Phone / WhatsApp: +77026412810. Website: https://www.mechandlink.com

9. Sources

No external catalogue, manual, regulation, standard, report or supplier document was inspected in preparing this answer. Any part identity, fitment, provenance, sample result, batch acceptance or applicability to the site remains unverified.