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

Before acceptance, do not sign the shipment as complete or correct. Record the mismatch exactly as seen: order line and part number, quantity on the delivery list, quantity and identity on the part label, packaging condition, and any visible component or housing marks. Take clear photos of the label, delivery list, outer packaging and any visible nameplate. Separate what you see from what you assume: a different label does not by itself prove wrong parts, right parts, shortage, overage, supersession or counterfeit. Send a written request for clarification before using or installing the parts.

1. Record the receipt as a discrepancy, not as accepted stock

The site's first record should be a factual discrepancy note. Include:

• Purchase order line and item description.
• Quantity on the delivery list.
• Quantity and part number on the part label.
• Any difference in part number, suffix, model or revision.
• Packaging condition: sealed, open, damaged, wet, dirty or relabelled.
• Any visible component mark, casting number, housing mark or nameplate without opening sealed packaging if opening would destroy evidence.

Do not write assumptions such as 'supplier likely picked wrong item' or 'label is probably old'. Those are conclusions. The record should state only what is visible and what document differs.

2. Keep identity, fitment, provenance and quality separate

A model number alone does not confirm fitment. For a SANY-compatible or SANY-branded item, record any available:

• Model and suffix.
• Machine serial number or unit serial.
• Old part number removed from the machine, if available.
• Nameplate data from the delivered part, only when visible.
• Component or housing photos showing casting marks or labels.
• Installation position on the machine.

Do not treat a supplier statement or photo as proof of authenticity, batch quality or fitment. If the label part number differs from the delivery list, request the applicable catalogue revision, documented supersession notice or supplier packing record before deciding whether the difference is acceptable.

3. Useful receipt checks at a remote road or mining site

For a remote delivery, record the evidence before the truck leaves if possible:

• Photograph the delivery note and part label in the same frame where practical.
• Photograph the full pallet, crate or package, not only the label.
• Note whether quantity can be counted without opening sealed packaging.
• Record the driver or supplier waybill number as it appears on the document.
• If a site gate or warehouse system already has a receipt number, link that number to the photos.

Do not disassemble or test the part only to resolve a label mismatch unless the responsible site authority has approved the inspection method and the action will not damage evidence or violate safety rules.

Missing evidence to request

Ask the supplier or responsible buyer in writing for:

• Corrected delivery list or packing list.
• The part number the order actually confirmed.
• Any documented supersession if the delivered label is a new number replacing the old part number.
• A photo or confirmation of the part from the supplier's dispatch record, not only a verbal explanation.
• Whether the shipment was consolidated with another site or order line.

Until that written clarification arrives, keep the parts quarantined, not mixed with accepted stock, and do not install them.

4. Procurement next step

The site should not accept a mismatch by signing a clean delivery receipt unless the relevant manager or buyer explicitly approves a conditional acceptance. One practical record is: 'Received for quarantine only; label and delivery list do not match; acceptance pending written clarification.' That protects the evidence trail without confirming that the ordered quantity or identity was received.

Send the discrepancy record and photos to the buyer or supplier. Request a written correction and ask whether the supplier wants the parts returned, replaced or documented as a supersession. Do not issue an acceptance certificate or process payment approval until the responsible parties decide using the purchase contract, applicable SANY parts catalogue revision and supplier technical records.

Parts Matching Support note

If the label, delivery list and old part number need to be compared, MechLink may help organise the model, serial number, candidate part numbers and receipt photos for a supply enquiry. MechLink is an independent third-party information platform, not a SANY official site, authorised dealer or certification body. It does not guarantee replacement, reimbursement or stock. MechLink WhatsApp for parts information and procurement enquiries: +77026412810. This number is not a SANY official contact and does not imply a local office or local stock.

Sources

No external manufacturer or supplier documents were inspected for this article. The checks listed are an editorial guide only; final acceptance must be decided by the responsible parties using the applicable purchase contract, SANY parts catalogue revision and any supplier technical records supplied for the shipment.