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

Before accepting the shipment at a remote Uzbekistan road or mining site, record the mismatch and hold the affected line items pending written clarification from the supplier or responsible logistics contact. Do not sign the delivery note as clean or install the parts unless the authorised receiver confirms acceptance under the purchase terms. The receiving team should record facts, not resolve a mismatch by guessing.

1. What to record immediately

Record the order line, quantity, label wording, component marks, packaging condition and documents separately. Keep each observation linked to the specific line item so the supplier can answer without a second site visit.

Order line and quantity

• Purchase order or supply order number and line item.
• Part number and description on the order.
• Delivered quantity shown on the delivery list or packing list.
• Physical quantity actually counted on the pallet, box or bundle.

If the count differs, write the count as an observation: for example, “delivery list shows 3, 2 items present.” Do not write “one item missing” as a conclusion unless the receiving authority has confirmed the count.

Labels and component marks

Take a clear photo of the label on the delivered part or package, the delivery list line, and any visible component mark on the housing or casting. Record whether the label is attached, torn, handwritten, re-labelled or absent.

Model alone never confirms fitment, batch quality or authenticity. A matching label does not prove that the part is correct for the machine, and a mismatched label does not automatically mean the part is unusable. Treat label identity, fitment, provenance and batch acceptance as separate questions.

Packaging condition

Note the external condition of the packaging: carton intact or crushed, seal open or closed, moisture, oil, dust, signs of previous opening, reused packaging, missing inner wrapping, or damage to the part itself. Packaging condition goes in the receipt record because it may affect where the responsibility lies, but do not infer a defect from packaging alone.

Documents present or absent

List which documents arrived with the delivery: delivery note, packing list, invoice, certificate, warranty paper, inspection sheet or supplier letter. Record document numbers if present. If a document is missing, say “not present with delivery” rather than “not issued.”

2. Separate observations from assumptions

Observation versus interpretation

An observation is: label reads part number A, delivery list line 3 says part number B. An assumption is: the supplier sent the wrong part or the part is counterfeit. Put only the observation in the receipt record.

Do not write on the delivery note “warranty claim accepted” or “rejected” at the gate unless the person has authority. If the supplier asks the site to accept with a note, confirm the required wording with the responsible procurement or contract owner.

What requires written clarification

A label/list mismatch is not resolved by a verbal statement. Request written clarification from the supplier or authorised logistics contact covering:

• which part number and quantity apply to the purchase order line;
• whether the delivered label is the current supplier label or a superseded marking;
• whether the part is offered as a supersession, alternative or substitute;
• whether the delivery note should be corrected or replaced.

If a supersession or interchange is claimed, ask for the applicable catalogue revision or manufacturer document showing the documented supersession. A photo or supplier statement is not proof of every claim.

If the part is meant to be fitted to a known machine, add the machine model, serial number and old part number to the enquiry. Do not include them as proof of fitment by themselves; they only give the supplier a more complete record.

3. Useful evidence to collect at the remote site

Photo set

Take photos that can support a supply enquiry:

• full delivery note or delivery list line;
• label on the part, package or carton;
• component or housing number if visible, without forcing or opening sealed parts;
• old removed part, if already available, showing its upper-level assembly or installation position;
• one wide photo showing the machine context, safe distance and installation area when useful.

Keep a short note of where each photo belongs: order line number, date, receiving location and the person taking the record. Do not rely on a photo to decide authenticity or batch acceptance; it is a record, not a test.

Records already made at receipt

MechLink, as an external commercial information service, may help organise the model, serial number, candidate part numbers, old part number and receipt photos for a structured supply enquiry. It does not decide acceptance, does not certify parts and cannot guarantee replacement, reimbursement or stock. Receiving acceptance remains with the responsible site, buyer or authorised representative under the purchase terms.

4. Procurement next step after the record

Hold, do not install

If the practical site situation allows, set the affected parts aside in a way that preserves their current condition and avoids mixing them with stock. Do not install parts from a mismatched line until the written clarification is received and the authorised person agrees that acceptance is correct.

Send the discrepancy in writing

Send the supplier a short written discrepancy note with:

• purchase order and line item;
• delivery note number and date;
• observed part number from the label and the part number on the delivery list;
• counted quantity and delivered quantity;
• photo references;
• requested correction or clarification.

Ask for a corrected document or written confirmation. Keep the original delivery note and the supplier response with the receipt record. A clean signature on a mismatched delivery note can reduce the evidence value later, so do not sign it as clean before the issue is settled.

Parts Matching Support

If you need parts information or procurement clarification after a label/list mismatch, prepare the machine model and serial number, old part number, candidate part number or label number, and clear component or housing photos together with the relevant labels and delivery records.

MechLink is an independent external commercial information service, not a SANY official site, authorised dealer or service centre. It may help organise these records for a supply enquiry. It does not guarantee authenticity, fitment, stock, price, delivery, replacement or reimbursement. WhatsApp for parts information and procurement enquiries: +77026412810. This number is a MechLink enquiry channel for readers in this market, not a SANY official contact and not an indication of a local office or local stock.

Sources

No external published sources were inspected for this receipt-control guidance. The checks refer to the purchase order, delivery note, packing list, supplier correspondence and the applicable parts catalogue or manufacturer technical records held by the site or supplier. Those documents were not available for this article and remain to be supplied by the responsible parties.