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

Before accepting the shipment, do not sign the delivery list as fully accepted if it does not match the label. Record the mismatch exactly, hold the parts separately, and get written clarification from the supplier before accepting them into usable stock. If the driver waits, sign only for receipt of packages if site procedure allows, and write on the delivery note that acceptance is pending written supplier clarification. This is a procurement evidence question, not a product brochure.

1. What to record before acceptance

Record the facts that would allow someone who was not at the delivery to compare the order, the delivery list, the label, and the part itself.

Link the order line and delivery list

Record the purchase order line: part number, suffix, description, quantity ordered, order date and any revision. Record the delivery list line: part number, description, stated quantity, batch or serial number if listed, and any remarks. If the delivery list does not show the same part number, suffix or quantity as the order, write this down as a document-to-order mismatch.

Record the physical label and component marks

Record exactly what the physical label says: part number, suffix or revision, quantity, batch or serial number, manufacturer name, country of production if marked, and date code if listed. Do not rewrite it from memory later. Photograph the label close enough to read the number. Also record component marks on the part or housing, such as cast numbers, stamped numbers or nameplate details. A label alone does not confirm that the part inside is correct; component marks are separate evidence.

Record packaging condition

Record whether the packaging is sealed, opened, wet, dusty, oil-stained, damaged, reused, missing, mixed, or marked with a different part number. Packaging condition is evidence about handling and may be important for a later discrepancy claim, but it is not by itself proof of the part condition inside.

Record the delivery context

For a remote road or mining site delivery, record the delivery date, vehicle or driver reference, delivery note number, whether the shipment arrived direct or through a freight forwarder, and the name of the person who prepared the record. If there is no connectivity, use a paper log or offline photo, then transfer it to the site system later. Mark the goods as quarantine or hold, not as accepted stock.

2. Why you should separate observations from assumptions

Observations are what you can see or count. Assumptions are what you think the difference means. Keep them separate in the receipt record.

Observation versus assumption

An observation may be: the delivery list states part A, but the label states part B. An assumption may be: the supplier probably substituted an equivalent part. Do not record that assumption as if it were confirmed. Write it as a question for the supplier.

Keep identity, fitment, provenance and batch acceptance separate

Model name alone never confirms fitment, batch quality or authenticity. A label matching the order only gets you to the next check. Fitment is later confirmed using model and suffix, serial number, nameplate, old part number, component or housing photos, installation position, applicable catalogue revision and documented supersession if relevant. Provenance, sample results and batch acceptance are separate matters and should not be accepted merely because a label or photo looks correct.

Request missing evidence

If the label is unreadable, the component mark is hidden, or the document does not explain a part number change, do not guess. Request a clear photo of the missing mark, the applicable catalogue page revision, or a written supersession or substitution note from the supplier.

MechLink is an independent information platform, not a SANY official site, authorised dealer or service centre. It may help organise model, serial number, candidate numbers and receipt photos for a supply enquiry, but it cannot guarantee replacement, reimbursement or stock.

3. Useful checks before the procurement decision

Use the records above to send a short written discrepancy notice to the supplier.

Compare the order, delivery list and physical part

Check the part number string character by character, including suffixes, because a suffix change can mean a different fitment or generation. Check the quantity on the delivery list against physically received units. Check whether the delivery list references the same purchase order line.

Check the applicable catalogue revision

Ask the supplier or check the applicable parts catalogue revision for the equipment serial range. Do not treat a generic model search as proof. A supersession may be legitimate, but it must be documented in writing against the old part number and the equipment serial or specification.

Record and hold before accepting

State what you observed, attach photos, and ask the supplier to confirm in writing whether the delivered part is correct, superseded, substituted, or wrongly picked. Ask for a corrected delivery list or return authorisation before the parts are accepted as usable stock. Until then, keep the shipment in quarantine or hold.

If the mismatch is only a quantity discrepancy, record the quantity received and the quantity short or over, then ask the supplier for a written adjustment before updating stock.

4. Parts Matching Support

If you need parts information or procurement clarification, prepare the model and serial number, old part number, component or housing photos, and relevant labels or records. This helps a supply enquiry show the difference between the order line, delivery list and physical part without guessing.

MechLink WhatsApp for parts information and procurement enquiries: +77026412810. This is the MechLink enquiry channel serving readers in this market. It is not a SANY official contact and does not imply a local office or local stock.

5. Sources

No third-party published source was used. This article refers only to the site documents and physical evidence normally involved in a receiving dispute: the purchase order, supplier delivery list, part labels, component marks, packaging condition and the applicable SANY parts catalogue revision. These are site-specific records supplied by the reader, so no link is available.