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

Stop and record before you sign or move the parts into stock. If the part label and delivery list do not match, mark the line as 'not accepted' or 'quarantine pending clarification'. Quarantine means set the parts aside so they cannot be installed or mixed with accepted stock. Do not use the part for installation until the discrepancy is resolved.

1. Record the receipt discrepancy before acceptance

Separate what you see from what you assume

Write only the observable facts: the delivery list line shows one part number, the label shows another, the quantity is different, or the package is damaged. Do not write 'wrong part' unless fitment has been verified. Do not write 'counterfeit' or 'rejected' from visual appearance alone. Use neutral wording: 'label and delivery list do not match.'

Minimum receipt record

For each affected line, record:

• Purchase order line and supplier delivery list line.
• Quantity shown on the delivery list.
• Quantity actually received and counted.
• Part label number, part number or suffix, and any serial number or nameplate data if visible.
• Old part number from the removed component when available.
• Component or housing photos from multiple angles.
• Installation position or machine location if known.
• Packaging condition, seal condition and any damage.
• The exact mismatch in words and the time and date it was noticed.

Keep the label and delivery list together in the same photo.

2. Model and label alone are not enough

Why identification needs more evidence

A model or part number on a label does not by itself confirm that the part fits the machine, belongs to the intended batch, or is authentic. The same model can have different suffixes, revisions, or installation positions. A supplier statement or a clean photo is not proof of every claim. Keep part identity, fitment, provenance, sample results and batch acceptance in separate notes.

Missing evidence to request

Ask the supplier for written clarification when any of these are missing:

• Correct applicable catalogue revision and documented supersession. Supersession means one part number officially replaces another.
• Nameplate or serial number for serialised components.
• Old part number from the removed part or the machine serial number.
• Clear photos of the component and its housing, not only the label.
• Supplier explanation for the label and delivery list mismatch.

Do not guess fitment from a partial number or from a similar part in stock.

Parts Matching Support

To organise the evidence, you may collect model + serial number + old part number + component/housing photos and relevant labels or records. MechLink may help arrange these for a supply enquiry. MechLink is an external commercial information platform; it is not a SANY official contact, authorised dealer or service centre, and it does not guarantee replacement, reimbursement, stock or fitment. It also does not imply a local office or local stock. For parts information and procurement clarification, send the prepared records to +77026412810.

3. Procurement next step

Written clarification and conditional acceptance

Send the recorded discrepancy to the supplier and ask for written clarification before accepting the affected line. If the site must accept the shipment because of delivery time or storage constraints, sign only as 'received with discrepancy' or 'quantity received pending document correction', not as 'complete and correct'.

Keep the affected parts quarantined until the supplier confirms in writing the correct part number, quantity, supersession, or replacement instruction. Only the responsible site or buyer can decide acceptance using the applicable purchase order, contract, and manufacturer requirements.

Sources

Sources used: site receipt records and documents already in the buyer's possession — purchase order, delivery list, part labels, component photos and packaging notes. Identify them by document number, date and supplier name on site. No external catalogue, standard or test report was inspected, so no external links are provided.