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

1. Direct answer before acceptance

Record the mismatch as a receiving condition, not as acceptance. Mark the items as 'quarantine pending written clarification' if your site has that status. Do not sign the delivery as correct, do not install the part, and do not repack it in a way that hides the original label or damage.

Record the exact order line number, the delivery list part number and quantity, the physical label part number and quantity, any label suffix, serial/batch/date codes, visible component or housing marks, and packaging condition. Take photos before the part is moved or wrapped.

2. What to record on site

Order line, delivery list and label

List what the purchase order or supply request says for the line: part number, suffix if any, quantity. Then list what the delivery note and packing list say. Then list what the physical label actually says. If the label is damaged or unreadable, record that as not verifiable, not as 'probably correct'.

If the quantities do not match, write the numbers exactly as they appear. For example, record: delivery list shows 2, physical labels show 1, no additional package located. Do not write 'short by 1' as a conclusion if you have not opened and accounted for all packages. Write the observed count and note the remaining package status.

Component marks and packaging

Photograph the part label, carton/box label, pallet tag or bag tag if present. Photograph the component itself: casting number, housing mark, nameplate, serial number or old part number if a removed part is available for comparison. Record the installation position or machine model and serial number only as context; these alone do not prove that the delivered part is correct.

Record packaging condition: sealed, opened, wet, crushed, missing outer box, oil staining, repacked, or no visible damage. Separate the packaging observation from any assumption about damage to the part itself.

Documents and photos

Keep the delivery note, packing list, customs or transport documents if supplied, and any photos together. Do not allow the driver's verbal statement or a supplier message to replace a written clarification on the order line.

If your site uses a receipt register, enter: date, time, supplier, vehicle or waybill number if present, order line, label data, observed quantity, packaging condition, photos taken, and the name of the person recording. This creates a receipt record that can be attached to a discrepancy report.

3. Separate observations from assumptions

Write observations as facts: what the document states, what the label states, what the component shows, what the packaging looks like.

Do not write assumptions as facts. Examples of assumptions to avoid recording as confirmed:

• The new label is a supersession, but no catalogue revision or manufacturer notice was provided.
• The supplier has packed the correct item because they are reliable.
• The part will still fit because it looks similar.
• The batch is acceptable because the bag is intact.

A photo or supplier statement is not proof of every claim. A photo may show that a label exists, but it does not by itself confirm fitment, authenticity or batch acceptance. Keep part identity, fitment, provenance, sample results and batch acceptance separate in the record.

4. Missing evidence and procurement next step

Raise a written clarification request with the sender or supplier. Ask for one of the following, depending on what is missing:

• Confirmation in writing of the correct part number, suffix and quantity for the affected order line.
• If a supersession is claimed, the old part number, new part number, applicable catalogue revision or manufacturer bulletin that states the relationship.
• If a label and component mark differ, a clear photo or written explanation showing which identifier belongs to the line.

Do not accept the item for installation until the responsible site manager, buyer or engineer decides acceptance using the applicable purchase order, supply contract and manufacturer document requirements. The decision is not an information-editor decision.

Parts Matching Support

If you need help organising the enquiry, prepare model + serial number + old part number + component/housing photos and relevant labels or records. MechLink may help organise these receiving records and candidate part numbers for a supply enquiry, but it cannot guarantee replacement, reimbursement or stock. MechLink is an external independent parts-information support platform, not a SANY official service or authorised dealer. For parts information and procurement clarification in this market, the MechLink enquiry channel is +77026412810; this is not a SANY official contact and does not imply a local office or local stock.

5. Sources

No external SANY catalogue, manual, delivery note or supplier record was inspected for this general article. The site should rely on the actual purchase order, delivery note, packing list, applicable SANY parts catalogue revision, and any written supplier or manufacturer clarification for the specific shipment.