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

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

1. Direct answer: record the mismatch, quarantine the item and do not sign for it as accepted

Before accepting the shipment, record the discrepancy in a written goods-receipt note and mark the delivery document as “received subject to quantity and identity check.” Do not write “accepted,” “complete” or “correct” if the label and delivery list do not match.

Photograph the mismatch first, then isolate the affected item and continue recording the other items separately. Acceptance is a decision for the responsible procurement or site manager after written clarification from the supplier.

2. What to record before acceptance

Order line and delivery list

Record the supplier document number, delivery note line, purchase order line, SANY part number shown on the delivery list, quantity shown on the delivery list and the unit of issue.

Then record what the physical label actually shows. Keep the delivery-list data and the label data in two separate columns or notes, not as a combined result.

Part label and component marks

Photograph the label exactly as received, including the model or suffix, serial number if present, part number, revision or date code and any batch or lot marking.

Also photograph the component itself where safe and without removing protection. Look for cast, stamped or printed marks on the housing or body. A model number alone does not confirm fitment, batch quality or authenticity.

Packaging condition

Record whether the box, bag, seal, crate or pallet is intact, torn, wet, reused, relabelled or has multiple labels. Note any sign that the package has been opened or re-sealed.

Packaging observations are not proof that the part is wrong or counterfeit, but they are useful evidence if the supplier later claims the item was sent exactly as packed.

Documents and photos

Keep copies of the delivery note, packing list, commercial invoice if available, and any technical certificate or catalogue extract that accompanied the delivery.

Take photos of the full label, the delivery list line, the component marking, the packaging and the overall pallet or box. If possible, put a site document or dated note in the frame for traceability.

3. Why separate observations from assumptions

Write only what you can see. For example: “Delivery note line 2 states P/N A and quantity 2. Label on box shows P/N B and quantity 1.” Do not write “supplier sent wrong part” or “this is fake.”

An observed mismatch can be caused by a picking error, a packing-list error, a label printing error, a superseded part number, a return or a wrong delivery. The record should preserve the evidence, not decide the cause.

4. Missing evidence and written clarification

Request the missing evidence from the supplier or requester in writing. Useful evidence includes:

• the purchase order with the correct part number and quantity;
• the supplier’s packing list or delivery note before any site amendment;
• a clear photo of the label from the supplier’s dispatch stage;
• the applicable SANY parts catalogue revision or supersession record, if the part number has changed;
• the machine model, serial number, old part number, component or housing photos and installation position, if fitment is unclear.

Do not guess that one number replaces another. Request the documented supersession or catalogue reference instead.

A photo or supplier statement is not proof of fitment or authenticity. Keep part identity, fitment, provenance, sample results and batch acceptance separate.

5. Procurement next step

Send the written discrepancy note, photos and the requested clarification to the supplier or the responsible procurement contact. State that the affected line is not accepted until the supplier confirms in writing the correct part number, quantity and delivery status.

If the site needs to continue installation or return processing, keep the affected item quarantined and labelled “do not issue” until the responsible manager releases it.

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

Parts Matching Support

If you need parts information or procurement clarification, prepare the machine model and serial number, old part number, component or housing photos, and any relevant labels or records. MechLink WhatsApp for parts information and procurement enquiries is +77026412810. This is not a SANY official contact and does not imply a local office or local stock.

6. Sources

No shipment-specific documents, SANY parts catalogue, supplier delivery note or manufacturer bulletin were inspected for this article. The guidance is based on standard goods-receipt and discrepancy-record practice and does not verify any specific shipment, part identity, fitment or authenticity.