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

The site should record a discrepancy hold and not sign the shipment as complete or accepted. Before accepting, log the order line, quantities, label text, component marks, packaging condition, and any mismatch in a receipt record. Treat unmatched parts as unverified until the supplier confirms in writing what was actually supplied.

1. Start with a discrepancy hold

What to record first

A delivery list is the supplier's packing list or delivery note that states what should be in the consignment. If a part label does not match this list, do not rely on memory or a driver's statement. Record the date, location, purchase order or order line, supplier reference, delivery note number, and the person recording the receipt.

Why not sign as accepted

Signing received complete may create a record that the order was fulfilled. Instead, sign only for the physical receipt of boxes or crates, and note received with discrepancy, acceptance pending written clarification. This keeps the acceptance decision separate from physical offloading.

2. Capture the evidence in separate groups

Order and label evidence

Photograph the delivery list, the part label, and the packaging barcode or transport label together if possible. Record the model and suffix, serial number if visible, part number, quantity shown on the label, and quantity shown on the delivery list. A label alone does not prove fitment, batch quality, or authenticity.

Part and component evidence

Record the component marks, cast or stamped numbers, nameplate details, and old part number if the replacement is being compared with a removed part. Photograph the housing, mounting face, connection points, and any installation position marking. Do not disassemble or test the part on site only to identify it.

Packaging condition

Record whether the packaging is original, resealed, damaged, wet, or missing. Separate packaging condition from the part identity issue. A damaged box may be a transport problem, while a label mismatch may be a supply or picking problem.

3. Separate observations from assumptions

Observation versus assumption

Write observations only: label says part A, delivery list line 3 says part B, quantity is two. Do not write assumptions such as the supplier probably substituted or this is the updated version. If the part number differs, do not assume it is a supersession unless the supplier or manufacturer document confirms it.

Fitment and provenance remain unverified

Model and serial information help in a supply enquiry, but model alone never confirms fitment, batch quality, or authenticity. Keep part identity, fitment, provenance, sample results, and batch acceptance separate in the receipt file. A supplier photo or statement is not proof of every claim.

4. Missing evidence and written clarification

Request in writing

Send the supplier or responsible procurement contact a written clarification request. Include the order line, delivery note number, label text, received quantity, and photographs. Ask the supplier to confirm the correct part number, quantity, and whether the item may be accepted against this order line. Require the answer in writing, not only by phone.

Documents that may help

If the supplier claims the part is a revised or superseded number, request the applicable catalogue revision, manufacturer supersession notice, or written technical confirmation. If the supplier claims the part is equivalent, request evidence that supports the claim for your specific model and serial range. If the supplier cannot provide that, mark the line as unresolved.

If the site team is preparing a supply enquiry, an external commercial information-support service such as MechLink may help organise model, serial, candidate numbers and receipt photos, but it cannot guarantee replacement, reimbursement or stock.

5. Procurement next step

Before acceptance

Hold the mismatched parts in a marked discrepancy area if possible, and keep them with the delivery documents. Do not install them or mix them with accepted stock. Update the receipt record with the supplier's written reply before deciding whether to accept, reject, or quarantine the line.

After written reply

If the supplier confirms the correct identity and the applicable documents support acceptance, record that confirmation and the date. If the reply is incomplete, keep the discrepancy open and do not sign the line as complete. The responsible parties decide acceptance using the applicable purchase order, SANY parts catalogue, and any agreed technical records.

6. Parts Matching Support

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

7. Sources

No SANY official manuals, parts catalogues, supplier records, or test reports were inspected for this article. The guidance is procedural and must be checked against the site's purchase order and the applicable SANY documentation.