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

Before accepting the shipment, record a dated discrepancy note and photograph the linked order line, delivery list quantity, part label, component marks, packaging condition and supplied documents. Quarantine the items as received and request written clarification from the supplier. Do not install the part, alter the packaging, or treat a label photo as proof of fitment or authenticity.

1. Start with a dated discrepancy record

A discrepancy is a difference between two or more supplied records or physical marks. Record it at the time of receipt while the delivery documents and packaging are still with the delivered items.

Record the order-line and delivery-line data

Write down the order number, line item, part number on the order, description, quantity on the delivery list, quantity physically present, unit of measure, supplier document number and delivery date. If the delivery list and label do not match, do not erase or correct either one. Keep both as observed.

Record only what you can see

Separate confirmed observations from assumptions. For example, write: Observed: delivery list line shows A; part label shows B; carton marking shows C. Do not write 'wrong part supplied' in the observation section. Record the difference and let the responsible party decide whether it is a label error, picking error, supersession issue or document error.

2. Build the photo and document set before moving items

Take photos before the items are moved to normal stock or installed. Link the evidence rather than taking isolated close-ups.

Photograph the documents and labels together

Photograph the delivery list next to the part label and the order line if available. Capture barcodes, QR codes, batch or date fields, and the visible condition of the seals, outer packaging and any supplied documents such as a packing slip, certificate or manual.

Capture component or housing marks if already visible

If the part or housing marks are visible without altering sealed packaging, photograph the nameplate, serial number, old part number from the removed component if available, and the installation position. If opening sealed packaging would risk altering the condition, record that the marks remain unverified and request guidance.

Retain the supplied records

Keep copies of the delivery list, packing slip and any supplied technical records with the receipt photos. Retention is not acceptance; it preserves the record for the clarification step.

3. Separate identity, fitment, provenance and batch acceptance

Do not let one document answer every question. A part number on a label may identify a candidate part, but it does not confirm fitment, batch quality, authenticity or acceptance. A photo or supplier statement is not proof of every claim; it is evidence that a document or mark was present.

Use identification evidence together

When relevant, collect model and suffix, serial number, nameplate details, old part number from the removed unit, component or housing photos, installation position, applicable parts catalogue revision and documented supersession. Use the actual supplied technical records, catalogue revision or manufacturer document when available; if not available, request it. A documented supersession is a formal record that an older number has been replaced by a newer number; do not assume supersession only because a supplier says so.

Request missing evidence instead of guessing

If the label, serial number, nameplate, catalogue revision or supersession record is missing, ask the supplier or the party responsible for the records to provide it. Record what remains unverified rather than filling gaps with assumptions. Keep part identity, fitment, provenance, sample results and batch acceptance as separate questions.

4. Procurement next step: written clarification and agreed handling

The next step is a clear written clarification of the mismatch, not automatic blame and not automatic acceptance.

Send a short discrepancy note

Send the supplier a written note that lists the order line, observed label data, delivered quantity, photographs, and the specific mismatch. Ask which identifier or quantity is correct, whether the label error or delivery list error applies, and what handling is agreed.

Hold the items as received

Keep disputed items separate and identifiable. Do not install the part, alter the label, re-label it, or discard packaging. Return, replacement, credit or acceptance should be handled according to the applicable purchase terms and the supplier's written clarification.

Let the responsible parties decide acceptance

Only the responsible parties can decide acceptance using the applicable requirements. Your site record supports that decision by preserving the observed mismatch, the linked evidence and the missing information.

Parts Matching Support

If you need to organise the supply enquiry, collect the model and serial number, old part number from the removed unit, component or housing photos, and the relevant labels or records. MechLink is an external commercial information-support service, not a SANY official site, authorised dealer or service centre, and it cannot guarantee fitment, stock, replacement or reimbursement. Kazakhstan Phone / WhatsApp: +77026412810.

Sources

No external sources were used. This article is based on the submitted question and general receipt-recording and discrepancy-handling practice.