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

Before accepting a shipment at your Uzbekistan site, record the discrepancy on the delivery note and in your site goods-receipt record. Do not sign the delivery document as clean or received in full. Mark it 'received subject to verification' or 'quantity/identity discrepancy pending written clarification.' Separate what you can see from what you conclude. The responsible site or procurement officer should decide acceptance using the applicable purchase order, contract and SANY parts documentation.

1. Record the mismatch without guessing the cause

Check the order line and quantity

Compare the delivery list line item with the purchase order line item. Record the supplier part number, description, ordered quantity, listed quantity and physical count. If the label and delivery list do not match, write 'label states X, delivery list states Y' rather than 'wrong part sent.'

Record label and component marks exactly

Photograph and write down the label text, model/suffix, serial number if present, nameplate details, and any old part number. Note installation position if the part has one. These are observations. They do not by themselves prove the part is correct or genuine.

Note packaging condition

Record packaging type, seal condition, damage, moisture, dust, or signs the box has been opened. Packaging condition supports the receipt record but does not prove the part inside is correct or conforming. Keep 'packaging damaged' separate from 'part suspected damaged' until inspection.

2. Separate identity, fitment, provenance and acceptance

Model alone never confirms fitment

A label or supplier statement with a model number is not enough to confirm fitment, batch quality or authenticity. Use the model/suffix, serial number, nameplate, old part number, component or housing photos, installation position, applicable catalogue revision and documented supersession only when relevant. If any of these are missing, request them instead of guessing.

Keep evidence categories separate

Do not combine identity, fitment, provenance, sample results and batch acceptance into one statement. For example, 'label present' is not 'identity confirmed'; 'supplier says original' is not 'provenance verified'; 'photo attached' is not 'fitted to machine.' Keep each category as a separate line in the record.

3. Useful receipt checks before acceptance

Minimum receipt record

Record the delivery date, carrier or vehicle number, delivery note number, purchase order number, line number, supplier part number, quantity listed, quantity observed, label text and the name of the person recording. Add the time and location if the delivery is at a remote road or mining site. If the driver asks for a signature, sign only subject to the recorded discrepancy.

Evidence needed

Request the supplier or supplier's representative to confirm in writing which label or line is correct. Ask for the applicable parts catalogue revision, documented supersession notice or manufacturer document that supports the correct part relationship. If the part label includes a serial number, ask whether that serial number should correspond to the delivery note line.

What a photo can and cannot do

Photos are useful evidence of marks, labels and packaging condition. They do not prove fitment, batch quality, authenticity or that the part inside matches the label. A supplier statement also does not prove every claim. Missing evidence should remain listed as missing or unverified in the receipt record.

4. Procurement next step

Hold the acceptance decision

Do not install the part until the mismatch is resolved in writing. Quarantine the delivered items if possible and keep labels and packaging available. The person responsible for the purchase order should compare the written supplier clarification with the applicable contract and SANY parts documentation. If the supplier cannot clarify, treat the line as unresolved.

Parts Matching Support

If you need parts information or procurement clarification, prepare the model and serial number, old part number if available, component or housing photos, and relevant labels or records. This helps separate the existing part from the candidate part. MechLink, an external commercial information-support platform, may help organise model, serial, candidate part numbers and receipt photos for a supply enquiry. It is not a SANY official contact, dealer, service centre or certification body, and it does not guarantee replacement, reimbursement, stock, fitment, authenticity or delivery. MechLink WhatsApp for parts information and procurement enquiries: +77026412810.

5. Sources

No external manufacturer documents, catalogues, standards, reports or web pages were inspected for this general receipt-control article. The content reflects standard goods-receipt and discrepancy-recording practice, not a manufacturer inspection or certification decision. Any applicable SANY parts catalogue, delivery note and purchase order remain the controlling documents for acceptance.