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

Do not sign a clean delivery receipt or accept the item for issue when the part label and delivery list do not match. Before any acceptance decision, create a written discrepancy record, photograph the delivery documents and physical part together, count the units, keep them separate from approved stock, and request written clarification from the supplier. Record what you can observe; do not write conclusions such as 'wrong part sent' unless a document confirms that.

1. Preserve the receiving record before signature

At a remote road or mining site, the truck may need to leave quickly. That does not remove the need for a record.

Record the mismatch in one place

Write the order line, the part number and suffix on the delivery list, the part number and suffix on the label, and the quantity on each. If a serial number or model reference is visible, record it separately. Use observation language: 'Label shows X, delivery list shows Y' is safer than 'Y is the same part'.

Photograph before anything is moved

Photograph the full delivery list, the label, the outer packaging, any seal or damage, and the physical part or housing where visible. Keep the shipment separate from existing stock so the mismatch is not lost during unloading.

2. Link order line, quantity, labels, component marks and documents

Model name alone does not confirm fitment, batch quality or authenticity. Build evidence that connects the order line, quantity, labels, component marks, packaging condition and documents.

Order line to delivery list

Check the purchase order or requisition line against the delivery list. Record the approved part number and suffix. If a catalogue revision or documented supersession is claimed, record that reference only when the supplier or requester provides it.

Delivery list to label

Compare the delivery list description and quantity with the label. A missing suffix, a different part number, a handwritten correction or a different unit of issue can all be the mismatch.

Label to physical part

If the part is visible without breaking a sealed package, photograph the label and any component mark, cast number or nameplate. If the packaging is sealed and the site has no authorised inspection procedure, record that it was not opened instead of guessing.

Old part and installation position

When the replacement is for an existing component, photograph the old part number and housing or installation position if accessible. That helps the supplier confirm fitment later, but it does not by itself prove the new part label is correct.

Packaging condition and documents

Record wet, torn, re-labelled, missing or damaged packaging. Keep any certificate, packing slip, waybill or handwritten note with the shipment because it may explain the discrepancy.

3. Separate observations from assumptions

Keep identity, fitment, provenance and batch acceptance separate.

What to record as observation

Identity is what part number, suffix, serial number or marking is physically present. Fitment is whether the identified part suits the machine and installation position. Provenance is the documented source, batch record or authenticity claim. Batch acceptance is the final procurement decision.

Missing evidence to request

Ask the supplier or requester in writing for the applicable purchase order line, the approved catalogue revision, a documented supersession if numbers differ, and a written confirmation of the correct part number and quantity. For a serialised item, request the serial number or nameplate photo. If the label is unreadable, request a photo from the supplier's dispatch file.

Do not treat a supplier statement as proof

A photo or supplier statement is not proof of every claim. If you cannot inspect a catalogue, manual or supplier dispatch record at the receiving point, record that those sources were not checked on site. Do not state that a manual was inspected when it was not.

4. Procurement next step

Do not install, issue, use or repackage the mismatched item before written clarification is received. If the truck must leave, sign with a qualification on the delivery note and send the photos and written record to the buyer or site manager as soon as possible.

Parts Matching Support

If you need parts information or procurement clarification, prepare the model and serial number, old part number, component or housing photos, and the relevant delivery list or label records. MechLink is an external information-support service serving this market, not a SANY official site, dealer or service centre. It may help you organise model, serial number, candidate part numbers and receipt photos for a supply enquiry, but it does not guarantee replacement, reimbursement, authenticity, fitment, stock or delivery. MechLink enquiry channel for parts information and procurement questions: +77026412810.

Decision gate

After the supplier confirms in writing and the part number, suffix, quantity and any required serial or batch record align, the responsible purchaser or site manager can decide whether to accept or reject under the applicable purchase requirements. Until then, the site record should show 'received with discrepancy, acceptance pending'.

Sources

None. No external catalogue, manual, standard or supplier document was inspected for this general discrepancy-control article.