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

If the part label and delivery list do not match, record the shipment as received but not accepted pending written clarification. Write the exact difference on the delivery note or a separate site discrepancy record: order line and part number, listed quantity, actual quantity, label data, visible component marks, packaging condition, and documents. Photograph the label, delivery list, packaging and component before anything is moved or repacked. Keep the goods quarantined and do not sign as complete or conforming until the supplier clarifies in writing and the responsible site manager decides acceptance.

1. Receiving record fields for the mismatch

Record the mismatch at the point of receipt, especially at a remote road or mining site where the delivery document may be the only paper trail.

Document and quantity entries

At a minimum, capture:

• purchase order or order line number, part number and description ordered;
• delivery list line: listed part number, quantity, batch or serial reference if shown;
• physical count: number of packages and number of units actually present;
• label data exactly as printed: model prefix and suffix, part number, serial number, date code, batch or QR data if readable;
• component marks: nameplate, cast/forged number, old part number if visible, and installation position if the equipment or housing is available;
• packaging condition: seal state, moisture, crush damage, oil residue, repaired packaging or missing inserts.

If a label is torn or unreadable, write 'not readable on receipt' rather than guessing a number. If a number looks similar but differs by suffix, record both exact strings.

Photos

Take clear photos of the delivery list, the label, the box or crate marking, and the component or housing. Include a scale or phone location if possible. A photo preserves what was presented, but a photo alone is not proof that the part is correct, genuine, or from an approved batch.

2. Separate observations from assumptions

Use two lists in the receipt record: one for observations and one for open questions.

Observation examples

Observations are only things the receiver can see, count or photograph:

• delivery list states part number A and quantity 2;
• physical units present: 1 unit with label part number B;
• carton seal is broken and one plastic bag is open;
• the outside label has a different model suffix from the order line.

Assumption examples

Do not record the following as facts:

• 'the part is probably the same';
• 'the label is new so the part is genuine';
• 'the supplier likely made a packing mistake';
• 'this number is probably a supersession'.

These are assumptions until a written supplier clarification or an applicable catalogue document supports them. Keep part identity, fitment, provenance, batch quality and acceptance separate in the record.

3. Evidence to request before any acceptance decision

Request the missing evidence in writing. The site should not be expected to guess from a photo or a driver's verbal explanation.

Fitment and supersession

Model number alone never confirms fitment. Ask for the applicable SANY parts catalogue revision, the old part number, the serial number of the machine or major component if relevant, and any documented supersession. If the supplier claims supersession, request the manufacturer document or catalogue page that shows the old-to-new relationship.

Documents

Ask the supplier to confirm the order line, the delivery note line, the invoice line and the label in one written clarification. If batch certificates, declarations or sample results are supplied, keep them in a separate file from the item-identity record. A supplier statement or certificate is not proof of every claim; the responsible site manager must still check the documents against the actual purchase requirement.

Quarantine

Until the supplier responds, keep the goods in a clearly marked quarantine location. The receipt record should state 'received but not accepted' and note the date and time, receiver name, transport number or waybill number if available.

4. Procurement next step after recording

Send the discrepancy record and photos to the supplier or procurement contact with a short written request: 'Please confirm in writing the correct order line, part number, quantity and whether this shipment should be accepted as conforming.' Keep the site receiving record unchanged even if the supplier later says it was a packing error.

Do not install or trial-fit a mismatched part merely to see if it fits. Fitment confirmation should use the applicable parts catalogue, the machine serial number, and the documented supersession. Only the responsible parties can decide acceptance using the applicable supply contract and SANY technical records.

Parts Matching Support

MechLink is an external information platform, not a SANY official site, authorised dealer or service centre. It may help organise model and serial numbers, candidate part numbers, old part numbers and receipt photos for a supply enquiry, but it does not guarantee replacement, reimbursement, stock, fitment or authenticity. If you need parts information or procurement clarification, prepare model + serial number + old part number + component/housing photos and relevant labels or records. MechLink WhatsApp for parts information and procurement enquiries serving readers in this market: +77026412810. This is not a SANY official contact and does not imply a local office or local stock.

5. Sources

Sources actually used: none. No specific SANY manual, parts catalogue, delivery note, supplier record or test report was inspected for this article. The guidance is general receipt-records practice and does not quote any SANY publication. Before acceptance, the responsible site manager must check the actual purchase order, supply contract, applicable SANY parts catalogue revision and any supplied technical records.