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

Do not sign the delivery note as correct or accept the shipment as complete until the mismatch is recorded in writing. On the delivery note or site receipt, write 'received subject to discrepancy check' or a similar phrase, then record the order line, quantity, label details, component marks, packaging condition and document number. Photograph all labels, packaging, nameplates and delivery documents before the driver leaves if possible. Keep the questioned parts separate from accepted stock and request written clarification from the supplier or buyer before installation.

1. What to record before accepting the shipment

The first record should be factual, not a conclusion about who is wrong. A remote road or mining delivery may have poor connectivity, so keep a paper note and take photos that can be shared later.

Minimum record

Record the following before signing:

• Purchase order line or requisition number.
• Delivery note or packing list number and date.
• Quantity on the delivery note.
• Quantity physically received.
• Part number or description on the delivery note.
• Part number or description printed on each label.
• Component mark or cast number on the part, if visible.
• Packaging type, seal condition, and any damage or opened cartons.
• Name or truck plate of the delivering vehicle if the carrier will depart quickly.
• Photos of the delivery note, carton label, part number plate and full load.

Separate observation from assumption

Write two columns: 'observed' and 'not yet confirmed'.

For example, an observation may be: delivery note states part number A, quantity 2; carton label states part number B, quantity 1; one carton is open. An assumption or conclusion would be: the supplier packed the wrong item. Do not write that yet. You have not confirmed whether the label was updated, whether the part supersedes the ordered number, whether the delivery note has a typing error, or whether the carton contains the label item.

Quarantine

Mark the questioned items 'hold for discrepancy' and store them separately from accepted parts. Quarantine means keeping suspect stock from being issued or installed until the clarification is resolved.

2. Evidence and identification checks you can make without deciding acceptance

Part identity, fitment, provenance, sample results and batch acceptance should stay separate. A photo or supplier statement is not proof of every claim.

Label, component mark and nameplate

Compare the delivery note, carton label and the part itself. The part itself may have a nameplate, cast number or stamped mark. Record what is visible on the part, not only what is printed on the carton.

Where a new number appears, do not assume it is a valid supersession. Supersession means the manufacturer has authorised a new part number to replace an old one. Ask the supplier to provide the applicable catalogue revision or written notice. The model and serial number alone do not confirm fitment, batch quality or authenticity.

Packaging condition

Record whether the packaging is intact, opened, resealed, wet, oil-stained or missing labels. Packaging condition is separate from part identity. A clean label on damaged packaging does not prove the part is new or correct, and damaged packaging alone does not prove a wrong part.

Documents

List the documents received: delivery note, packing list, invoice, certificate, customs or transit documents if present. Note document numbers and whether they match the order. Photograph each document page that contains quantities and part numbers. Missing documents are a finding, not proof of fault.

Photos that help a supply enquiry

Take clear photos of the full delivery note, the line item in question, the carton label, the part number plate or cast mark, the installation position if visible, and any damage. Include a scale or hand in one photo only when safe. If the old part is available, photograph the old part number and component or housing separately.

3. Missing evidence and written clarification

Do not guess whether the part is correct, a supersession, or an unauthorised substitute. Request missing evidence instead.

Written clarification to request from the supplier or buyer

Ask the responsible purchasing contact or supplier to confirm in writing:

• Which order line the delivered part belongs to.
• The correct part number, quantity and suffix for the site's machine serial number.
• Whether the delivered part number is an authorised supersession, with the catalogue or notice reference.
• Whether the delivery note should be corrected or replaced.
• Whether the questioned stock should be returned, held, or accepted under a recorded deviation.

A written answer helps separate a label typo from a supply error.

Procurement next step

After recording the mismatch and taking photos, send the written clarification request to the person who placed the order. Keep the questioned items in quarantine until the buyer or site manager says in writing whether to accept, reject or return them. Only the responsible parties can decide acceptance using the applicable purchase order, contract, catalogue and inspection requirements.

Parts Matching Support

MechLink, an external commercial information platform, may help organise model, serial number, candidate numbers and receipt photos for a supply enquiry. It does not guarantee replacement, reimbursement, stock, authenticity, fitment, price or delivery. For parts information and procurement clarification, prepare the machine model and serial number, old part number, new label details, component or housing photos, and the delivery note showing the mismatch. The MechLink enquiry channel serving readers in this market is +77026412810; it is not a SANY official contact and does not imply a local office or local stock.

Sources

No external catalogue, database, part-page URL, inspection report or site-specific document was consulted for this general receipt-record procedure. The guidance uses only the reader's order line, delivery note, labels, component marks, packaging condition, photographs and written clarification from the supplier. All catalogue, supersession and stock details must be checked against actual supplier records and applicable manufacturer documents before acceptance.