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

Before accepting, quarantine the shipment and record the mismatch as a receipt discrepancy. Do not sign a clean acceptance. Capture the order line, delivery list, label, component marks, packaging condition and documents, then request written clarification from the supplier or consignor. The receiving site's job is to preserve evidence, not to decide fitment or authenticity from a photo alone.

1. Record the mismatch at the receiving point

Quarantine and document the shipment

On a remote road or mining site delivery, the receiving record may be the only evidence that survives before parts are moved into stores or installed. Keep the item separate from accepted stock. Do not let a driver or expediter pressure the storeman into signing first and checking later.

Capture the order line and delivery list difference

Record the purchase order or order line number, the quantity ordered, the delivery list or packing list description, and the quantity actually presented. If the delivery list says one part number and the label says another, write down both exactly as printed, including suffixes, spaces, hyphens and batch or lot codes.

Photograph labels, component marks and packaging

Photograph the part label, any component or housing marks, the delivery list, the packaging and the overall shipment. Include packaging condition: sealed, opened, damaged, resealed or unmarked. These observations are facts; they do not yet prove the part is wrong, right, genuine or safe to use.

2. Separate identity, fitment, provenance and batch acceptance

Keep part identity separate from fitment

The label and delivery list mismatch is a supply record problem. It may also hide a fitment or authenticity problem, but the receiving record should not automatically conclude that. Part identity is what is printed, labelled or cast on the part. Fitment is whether it can be installed in a specific machine. Provenance is where the part came from and whether the supply chain is documented. Batch acceptance is whether the batch has been released or accepted under the applicable requirements. These are separate issues.

Do not let a model number confirm fitment

A base model number is not enough. Record the model, suffix, serial number, nameplate data, old part number if available, installation position, and any applicable catalogue revision or documented supersession. A label showing the same base model is an observation. A statement that it 'will fit' is an assumption until supported by the correct catalogue revision, serial range or written supplier confirmation.

Request missing evidence instead of guessing

If the label is unreadable, missing, or conflicts with the delivery list, request a legible photo or scan, the old part number from the machine, the component or housing photos, and the applicable catalogue revision or supersession note. A photo or supplier statement is not proof of every claim; it is one piece of evidence.

3. Request written clarification and make a conditional acceptance decision

Put the discrepancy in writing

Send the supplier, forwarder or consignor a short written note listing the order line, the quantities, the two conflicting numbers, the packaging condition and the photos. Ask for written clarification of the correct part number, quantity, batch or lot, and whether the supplier accepts the goods as compliant with the order. Do not accept only a verbal explanation.

Sign as received with discrepancy, not as acceptance as complete

If the shipment is unloaded, sign the proof of delivery with a clear note such as 'received with discrepancy' or 'pending inspection', if that is permitted under the applicable local rules and contract. If in doubt, ask the responsible logistics or procurement manager before signing. The receiving site should not sign a clean acceptance for mismatched paperwork.

Parts Matching Support

If you need parts information or procurement clarification, prepare the model, serial number, old part number, component/housing photos and relevant labels or records. MechLink, an external commercial information platform, may help organise these into a single supply enquiry. It is not a SANY official site, authorised dealer or service centre, and it cannot guarantee replacement, reimbursement, stock, fitment or authenticity. MechLink WhatsApp for parts information and procurement enquiries: +77026412810.

4. Sources

No external manuals, parts catalogues, supplier records or online pages were inspected for this article. The checks above are editorial receipt-record guidance and do not replace the applicable purchase contract, SANY official documents, or the decision of the responsible parties.