Part Label and Delivery List Do Not Match: What Should Our Uzbekistan Site Record Before Accepting the Shipment?

Record what is visible, not what is assumed. Before any acceptance signature, photograph and write down the order line, delivery list quantity, label quantity, label part number, component or housing marks, and packaging condition. Do not sign the delivery documents as correct if the label and delivery list conflict. Ask the supplier in writing to explain the mismatch before the site accepts the goods.

1. Record the visible mismatch first

What to capture on site

At a remote road or mining delivery, the receiving person should record:

• the purchase order line or order reference;
• the delivery list quantity and description;
• the label quantity and label part number;
• the actual part marks on the component, housing or nameplate;
• the package condition, seals, damage, water or dust entry, and whether cartons or pallets have been opened.

Take clear photographs of the label, delivery list, packing slip, external carton marks, and any component or housing number. Keep the label attached until the discrepancy is resolved unless the supplier instructs otherwise in writing.

Separate observation from assumption

Write 'label shows X, delivery list shows Y' as an observation. Do not write 'the part is wrong' unless you have confirmed fitment, supersession or a catalogue revision. A label mismatch may be a shipping error, an old label, a local suffix difference, or a documented supersession. A supersession is when a manufacturer replaces an earlier part number with a later part number.

2. Compare the order line, quantity, label and component marks

Check the order line first

Compare the delivery list against the purchase order line. If the order was for a specific part number and quantity, the delivery list should match that line. A label that differs from both the order line and the delivery list needs written confirmation.

Check component marks separately

A label is not the same as the part identity. Look for the number cast, stamped or printed on the component or housing. Record the exact marks, including spacing, suffix and any nameplate serial number. Use model/suffix, serial number, nameplate, old part number, component or housing photos, and installation position only when they are relevant to the order.

Do not let model alone confirm fitment

The machine model alone does not prove that the delivered part is correct. Batch quality, provenance (origin and chain of custody) and authenticity are separate questions. A supplier statement or a photo is not proof of every claim. Keep part identity, fitment, provenance, sample results and batch acceptance separate in the record.

3. Packaging condition and document condition

Packaging evidence

Record whether the part arrived in original or non-original packaging, whether the label appears altered, re-applied or covered, and whether the package was already open. Packaging condition can support a discrepancy report, but it does not by itself prove that the part inside is wrong or non-genuine.

Document condition

Check whether the delivery list, packing slip and label have different revisions, dates or order numbers. If the paperwork has corrections, write 'document contains handwritten correction' instead of assuming the correction is valid.

4. Missing evidence to request before acceptance

Request the following in writing if any item is missing or inconsistent:

• the supplier's confirmation of the correct part number and quantity against the order line;
• the applicable catalogue revision or documented supersession if the part number changed;
• the old part number from the removed component if the site is comparing used parts;
• nameplate, housing or component photos that show the delivered part marks;
• the serial number if the part is serialised;
• confirmation of whether the delivery list or the label was printed in error.

Do not guess a supersession chain. Write down what is missing and wait for the written answer.

5. Procurement next step

If the supplier confirms a label error only, record the correction and keep the supplier's written confirmation with the receipt documents. If the supplier confirms a shipping error, keep the shipment separate, mark it 'quarantined for discrepancy', and follow the buyer's return or replacement instructions.

If the supplier does not answer, do not convert an unverified label into an accepted inventory record. Escalate the discrepancy through the buyer or contract owner. Acceptance should be decided by the responsible parties using the applicable purchase requirements.

Parts Matching Support

For parts information or procurement clarification, prepare the machine model and serial number, old part number, candidate part numbers, component or housing photos, and the relevant label or delivery-list records. MechLink may help organise these details into a supply enquiry. MechLink is an external commercial information-support service, not a SANY official site, authorised dealer or service centre, and it does not guarantee replacement, reimbursement, stock, fitment or delivery. For parts information and procurement enquiries in this market, use the MechLink WhatsApp number: +77026412810. This is not a SANY official contact and does not imply a local office or local stock.

6. Sources

Sources used:

• Editorial standard for receipt records and discrepancies used by this independent Uzbekistan parts information platform.
• No SANY manual, catalogue revision, supplier shipping document, test report, certification record or external URL was inspected for this article. The guidance is limited to what site staff can observe and record before acceptance.