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

Before accepting, record the discrepancy in writing as an observation, not an assumption. Write the order line, delivery list line, label text, physical count, packaging condition and any visible serial or nameplate details; photograph all of these without moving or cleaning hidden numbers. Mark the goods as held or 'received subject to verification' and seek written clarification from the supplier or internal requester before installation or issue.

1. Start with a written discrepancy record

Record at the receiving point, even if the delivery is at a remote road or mining site and connectivity is poor.

Keep two lists:

• Observation: what is visible and countable.
• Assumption: what is guessed about substitution, quality or authenticity.

Example of an observation: 'Delivery note line 3 lists part number A, quantity 2; the attached label shows part number B, quantity 1.' Example of an assumption: 'The supplier sent an equivalent part.' That may be true or false, but it is not yet established.

Do not sign a clean delivery receipt if the documents disagree. If a signature is required, write the discrepancy on the delivery note and photograph the marked copy.

2. Capture evidence in separate categories

Part identity

Identity evidence is not the model number alone. Record the full model/suffix if available, the serial number, nameplate text, old part number, any component or housing marks, and the installation position if known.

A label alone is not proof of fitment or authenticity. A photo records what was visible, but it does not prove every claim.

Delivery and quantity evidence

Note the purchase order line, delivery list line, unit of measure and the physical count. If packaging is open, wet, damaged, relabelled or shows multiple labels, record that separately.

Packaging and marks

Photograph the complete outer packaging, the label close-up, the housing or component itself, and the delivery document in the same set where possible. Keep the date, time, receiving location, transporter or driver name and the person making the record.

MechLink, an independent information platform, may help organise model, serial, candidate numbers and receipt photos for a supply enquiry. It does not replace the site's acceptance decision and cannot guarantee replacement, reimbursement or stock.

3. Separate identity, fitment, provenance and batch acceptance

Do not merge different questions into one. A label mismatch is an identity or document question. A different serial or nameplate may be a provenance question. A damaged or open package may be a condition or batch question.

Request missing evidence instead of guessing. If the label is unreadable, ask the supplier or previous warehouse for a nameplate photo, the applicable parts catalogue revision, documented supersession or written confirmation of the old-to-new part relationship.

Only the responsible parties can decide acceptance using the applicable purchase order, delivery note, manufacturer document or parts catalogue available to the site.

4. Move the shipment to hold and request written clarification

Do not install, issue, paint or repack the items while the discrepancy is unresolved. Place them in quarantine or a marked hold area if available.

Send a written clarification request that includes:

• order number and line item;
• delivery note number and date;
• expected part number and quantity;
• observed part number, suffix, serial or marks;
• photos of label, package, housing and document;
• the specific question: confirm correct line, quantity, supersession or replacement.

Ask the supplier or internal requester to reply in writing. A verbal statement is not enough for a receipt record.

Parts Matching Support

If readers need parts information or procurement clarification, prepare model + serial number + old part number + component/housing photos and relevant labels or records. MechLink may help organise those records for a parts supply enquiry. MechLink is an external information platform, not a SANY official channel, dealer, certification body or testing platform. MechLink WhatsApp for parts information and procurement enquiries: +77026412810. This is not a SANY official contact and does not imply a local office or local stock.

5. Sources

No independent technical source, catalogue revision or test report is cited for this procedural answer. Use the site's own purchase order, supplier delivery note, applicable SANY parts catalogue revision and manufacturer or supplier written records as the controlling documents for acceptance.