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

Before accepting, the receiving site should record a written exception and photograph the mismatch, but not automatically accept the parts as correct or reject the whole shipment based only on a label-list difference. For a remote road or mining-site delivery, this is even more important because later verification may be slower and supplier access may be limited. Record the order line, delivery list quantity, label quantity, part number or model/suffix on the label, component or housing markings, packaging condition, and the documents received. Then ask the supplier for written clarification: is the label wrong, is the delivery line wrong, or is there a documented supersession? Separate what you see from what you assume. A matching label alone does not confirm fitment, batch quality, origin or authorised supply.

1. Record the discrepancy on the delivery document

At delivery, do not sign as clean if the carrier allows an exception entry. Write the discrepancy on the delivery note or proof of delivery, or use the damage/exception field if available. Keep a copy before the driver leaves.

Photograph the delivery list and the mismatched label side by side. Include the package, any barcode or QR code, the label position, and any readable component casting or housing number. Take enough photos to allow someone else to read the numbers.

Record the date, place, delivery number, vehicle or forwarder if shown, and who received the goods. For a remote site, also record whether the package was open or sealed and whether the label was attached, damaged, overwritten or missing.

This is observation. Do not write 'wrong part supplied' unless that is proven. Write 'label and delivery list do not match: awaiting supplier clarification.'

Remote-site record sequence

Use a short sequence: order line → delivery list quantity → label marking → component marking if visible → packaging condition → documents present. Keep those fields separate. Do not mix what the delivery list says with what the label says.

2. Separate observations from assumptions

An observation is something you saw: the delivery list shows two units, the label shows one part number, the package contains one unit. An assumption is a conclusion: 'the supplier sent the wrong part' or 'the label was reused.' Those may be true, but they are not proven at receipt.

Keep part identity, fitment, provenance, sample results and batch acceptance separate. Do not let a supplier statement or photo stand as proof of every claim. A photo shows a label exists; it does not prove the component is a genuine, correct or current part.

If you cannot see a serial number, nameplate, old part number, component or housing photo, installation position, applicable catalogue revision or documented supersession, request that missing evidence instead of guessing. Model alone never confirms fitment, batch quality or authenticity.

What to write as an assumption

If you choose to note an assumption, mark it as 'assumption' or 'to be confirmed.' For example: 'Possible supersession; not confirmed.' This protects the record if the supplier later shows a valid part-number change.

3. Check part identity without using model alone

Use the part label plus the component or housing mark. Record the model/suffix, serial number if available, nameplate, old part number and installation position only where relevant. Ask for the applicable parts catalogue revision or manufacturer document that shows the old-to-new supersession.

Do not use the delivery list as the only proof that the part is correct. Compare the label against the order line and the physical component mark where visible. If the component mark is not accessible without opening a sealed package, state that it is not verified, not that it is correct.

A supplier statement is useful evidence, but it does not confirm authenticity or batch quality by itself. If the label shows a different batch or date range, record it and ask the supplier whether the batch is covered by the order or requires separate acceptance.

4. Procurement next step: request written clarification

After recording, send the supplier or responsible procurement contact a written clarification request. Include the order line, the label photo, the delivery list photo, the visible component or housing marks, and the quantity difference.

Ask one clear question: 'Please confirm in writing whether the label belongs to this delivery line, whether it is a documented supersession, or whether the delivery list contains an error.' Do not rely only on a voice call. A written answer creates evidence.

If the supplier replies with a supersession number or catalogue revision, ask for the applicable document that shows the old part number and new part number. Keep that document with the receipt record.

Before accepting

Acceptance can only be decided by the responsible parties using the applicable purchase order, contract, warranty terms and manufacturer documents. The site's task is to preserve evidence, not to certify the part. If the record is incomplete, acceptance should remain open as a discrepancy.

MechLink, an external parts-information support service, may help organise model, serial, candidate numbers and receipt photos for a supply enquiry. It does not guarantee replacement, reimbursement, stock, fitment or authenticity.

5. Missing evidence and unverified points

If the delivery list has no order line reference, record that as missing. If the label is unreadable, do not guess the number from a similar part. Request a clear label or written confirmation from the supplier.

If the supplier sends a technical record you cannot open or inspect, say what remains unverified. Do not claim you inspected a manual, catalogue revision or certificate when you did not.

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. For parts information and procurement enquiries, MechLink WhatsApp: +77026412810. This is an external commercial enquiry channel serving readers in this market; it is not a SANY official contact and does not imply a local office or local stock.

6. Sources

No external sources were inspected for this article. The guidance above is based on general receipt-control and evidence-handling principles, not on a specific SANY manual, catalogue revision, standard, certificate or test report. Any applicable purchase order, contract, warranty terms or manufacturer document should be reviewed by the responsible parties before acceptance.