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

Before accepting a shipment where the part label and delivery list do not match, do not sign the delivery as correct or complete. Stop the acceptance point, keep the items separate from approved stock, and record only what you can see: order line, stated quantity, actual count, label text, component marks, packaging condition, and document numbers. Then request written clarification from the supplier or responsible party before acceptance is final.

1. Stop acceptance and record what is actually present

Why this matters on a remote road or mining site

At a remote road or mining site there is often pressure to sign quickly because transport is waiting. Acceptance can create a record that may be used later for warranty, payment or return. If the part label and delivery list do not match, a clean signature may turn an unresolved discrepancy into an approved receipt.

Minimum record set

Record these items before the driver leaves, if possible:

• purchase order line, part number and description from the order;
• delivery list line and quantity as printed;
• actual package quantity counted on site;
• label text exactly as printed, including part number, suffix, serial number or batch number if shown;
• component or housing marks, not only the box label;
• packaging condition: sealed, opened, wet, damaged, reused or label missing;
• document numbers and whether the delivery list is original or a copy;
• clear photos of the label, part or housing, package, delivery list and the visible discrepancy.

Do not rely on memory. If a label is missing or unreadable, record that as an observation: 'label missing' or 'label unreadable', not as a part number guess.

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

Order line and quantity

Check whether the mismatch is only quantity or whether the part number on the label differs from the order line. A quantity difference may be a supply shortfall or over-delivery. A part number difference is a part identity question and should not be resolved by assuming a supersession.

Label and component marks

A model number alone never confirms fitment, batch quality or authenticity. Record the model and suffix, serial number, nameplate, old part number, component or housing photos, installation position if known, and the catalogue revision used on the order if available. If any of that evidence is missing, request it in writing instead of guessing.

Packaging and document condition

Link the label to the delivery list line and to the physical package. Record whether the package label is intact, whether the delivery list is altered, wet or prepared as a copy, and whether seals or protective packaging have been opened. Keep these observations factual. For example, write 'delivery list shows part number X, package label shows part number Y', not 'the supplier sent the wrong part'.

3. Separate observations from assumptions and request written clarification

Observation versus assumption

A delivery list line may show one number while the label shows another. The assumption may be that the labelled part is a documented supersession. That is only an assumption until the supplier or manufacturer document confirms it. Record the difference and mark the item 'receipt discrepancy: do not install'.

Written clarification to request

Send a written request to the supplier, expeditor or responsible buyer. Ask:

• Which order line does this shipment belong to?
• Which part number and quantity are correct?
• If the label shows a different part number, is there a documented supersession?
• Which catalogue revision or manufacturer document applies?
• If packaging or label damage is present, does the batch evidence still support acceptance?

A verbal confirmation is not enough. Ask for an amended delivery list, corrected invoice, written email confirmation or another supplier document that can be retained with the receipt record.

What remains unverified

If you have not inspected the applicable SANY parts catalogue revision or manufacturer document, say so in the record. A photo or supplier statement is not proof of every claim. Keep part identity, fitment, provenance, sample results and batch acceptance separate until each is verified against its own evidence.

4. Procurement next step after recording

Conditional handling

Keep the shipment quarantined and labelled 'receipt discrepancy: do not install'. Do not mix it with approved stock or use the part before the written correction is received. This protects the site record and avoids fitting a part that may later be difficult to return or trace.

Parts Matching Support

MechLink, an external commercial parts-information support platform serving this market, may help organise model, serial number, candidate part numbers and receipt photos for a supply enquiry. It cannot guarantee replacement, reimbursement or stock. If you need parts information or procurement clarification, prepare the model plus serial number plus old part number plus component and housing photos, together with the relevant labels or records. MechLink WhatsApp for parts information and procurement enquiries: +77026412810. This is not a SANY official contact and does not imply a local office or local stock.

Acceptance decision

The responsible site manager, fleet manager or purchasing manager should decide acceptance only after the written correction is received and the physical record matches the order, catalogue revision and supplier document. Do not sign a clean receipt until the discrepancy is closed in writing.

Sources

No SANY parts catalogue, delivery note, label photograph or manufacturer document was available for this article. This article is based on the stated question and standard receiving-record practice only. It is not a substitute for the applicable order, parts catalogue revision, manufacturer document or supplier correction.