The part label and delivery list do not match: what should our Kazakhstan site record before accepting the shipment?

Before accepting, record the confirmed mismatch as a receipt discrepancy and preserve the evidence as found. Link the order line, delivered quantity, label, visible component marks, packaging condition and supplied documents in one record. Do not accept or reject the part based only on the label mismatch. The next procurement step is a written clarification request to the supplier or responsible party, not automatic blame or acceptance.

1. Required receipt records when the label and delivery list differ

Record what can be confirmed:

• the purchase order or order line part number and description;
• the delivered quantity shown on the delivery list;
• the label text exactly as printed on the part or packaging;
• visible component marks, nameplate data, serial number or housing numbers that can be read without disassembly;
• packaging condition, including damage, resealing or missing labels;
• supplied documents such as packing list, delivery note, invoice or any certificate.

Keep the disputed part identifiable. Attach a quarantine or pending note to the packaging or part without hiding critical markings. Keep the delivery documents with the part pending clarification.

Separate confirmed observations from assumptions

Write two columns or separate notes: 'observed' and 'not verified.' For example, you may observe that the label shows part number A while the delivery list shows part number B. You have not confirmed whether it is a picking error, supersession, label error or something else. Do not record 'wrong part' or 'counterfeit' as fact unless that is proven by the applicable authority or supplier process.

Retain photos and a discrepancy record

Photograph the label, delivery list, packing slip, visible component markings and full packaging before moving or breaking any seals. Take photos wide enough to show context and close enough to read text. Record date, time, location and person receiving. A photo is evidence of what was visible at that moment; it does not by itself prove fitment, authenticity or batch quality.

2. Identity and evidence checks before clarification

Model alone never confirms fitment, batch quality or authenticity. Record model/suffix, serial number, nameplate, old part number if available, component or housing photos, installation position and applicable catalogue revision only when relevant. If information is missing, request it instead of guessing.

Keep different evidence types separate

Part identity, fitment, provenance, sample results and batch acceptance are different questions. A supplier statement or a photo does not prove every claim. For example, a label photo can show what is printed, but it does not prove the part inside matches the label or the machine.

Request missing evidence

Ask the supplier or requester for the correct delivery list line, confirmed part number, serial number if applicable, and any documented supersession or packaging list that explains the mismatch. If you cannot inspect a manual, catalogue or technical record, say what remains unverified instead of claiming you checked it.

3. Procurement next step after the record is made

Send a written clarification to the supplier, dispatcher or responsible contact. Attach the discrepancy record and photos. State the confirmed mismatch and request agreed handling: replacement, correction of documents, return or acceptance only after written confirmation.

At a remote worksite, send the discrepancy record and photos to the supplier or responsible site contact electronically, and keep the original paper documents until the agreed handling is confirmed.

Do not install the suspect part to test it, do not discard packaging, and do not assert legal rejection rights unless the applicable supply terms or local legal review support that step. The responsible parties decide acceptance or rejection using the applicable requirements.

Parts Matching Support

If it helps organise model, serial number, candidate part numbers and receipt photos for a supply enquiry, an external commercial platform such as MechLink may be used. It cannot guarantee replacement, reimbursement, fitment or stock. For Kazakhstan support, you may contact +77026412810. A useful enquiry set includes model and serial number, old part number if available, component or housing photos, and photos of relevant labels or records.

Sources

No external sources were inspected for this answer. The guidance is based on general receiving and record practice, not on a specific SANY database, manual, certificate or legal text.