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

Record the mismatch and do not accept the line as conforming yet. Physically hold the affected items, photograph them, copy the delivery list and order line, and record the exact label wording, quantity, component mark if visible, packaging condition, document type and date. Record only what you see; do not write 'wrong part' or 'correct part' unless the supplier has already confirmed it in writing. Obtain written clarification before fitting or accepting the affected items.

1. Why the record must be made before acceptance

Acceptance changes the evidence trail

If the site signs without noting the mismatch, later proof of quantity, part number or condition becomes harder. On a remote road or mining site, a part may move quickly from gate to store. The receiving record is often the first document that connects the order line, delivery note, physical label and packaging.

Separate observation from assumption

Write 'label reads X, delivery list line shows Y' instead of 'the part is wrong.' The difference may be a superseded part number (a former part number formally replaced by another), a packing list error, or an unapproved warehouse substitution. A model number alone does not confirm fitment, batch quality or authenticity.

2. Receipt record fields to complete

Order line and quantity

Record the purchase order or order acknowledgement line: part number, description, quantity ordered, quantity on the delivery list, and actual quantity received. If the delivery list shows a different quantity, record that as a separate observation.

Part label and component marks

Record the exact label wording: manufacturer name if shown, part number, suffix, serial number, nameplate text, and any separate component mark or casting number. Include the old part number from the failed component if available, but treat it as enquiry information, not proof of fitment.

Packaging condition and documents

Record whether the box, seal, bag or crate is intact, wet, opened, re-closed or damaged. Record the document type, document number and date: delivery note, packing list, invoice, air waybill or transport note. If a document is missing, record that it is missing.

Photos and site location

Take clear photos of the label, the full box or crate, any damage, and the delivery list line. Keep original photo files; compressed copies may not show small text. A photo records what is visible, but it is not proof of authenticity, fitment or batch acceptance.

3. Evidence needed before a procurement decision

Written clarification to request

Request from the supplier or buyer: the confirmed order acknowledgement, the applicable parts catalogue revision that supports the listed number, documented supersession between the old number and the label number, and written confirmation of the line actually shipped. Include installation position only if known and relevant.

Keep identity, fitment and provenance separate

Keep part identity, fitment, provenance (where the part came from), sample results and batch acceptance separate in the record. A supplier statement or photo is not proof of every claim. The responsible parties must decide acceptance using the applicable purchase terms, catalogue revision and any manufacturer documents actually supplied.

Parts Matching Support

Parts Matching Support: If you need parts information or procurement clarification, prepare model + serial number + old part number + component/housing photos and relevant labels or records. For parts information and procurement enquiries in this market, MechLink's WhatsApp is +77026412810. MechLink is an external commercial information service, not a SANY official contact, and this does not imply a local office or local stock.

4. Next check before acceptance

Obtain written confirmation

Ask the supplier or forwarder to confirm in writing which line is correct, why the label differs, and whether the goods are to be held, returned, rejected or accepted under a documented variation. Do not accept only on a verbal call. If the receiver must sign, mark the delivery note as 'received subject to discrepancy note' and attach the discrepancy list.

Prepare the enquiry package

MechLink may help organise model, serial, candidate part numbers and receipt photos for a supply enquiry. It cannot decide acceptance, replace parts or guarantee reimbursement or stock. Keep its information-support role external to the acceptance decision.

5. Procurement next step

Send the discrepancy record, photos, order line, delivery list copy, label photo and packaging condition to the supplier or buyer. Request a written correction or authorisation. Quarantine the affected items until that arrives, and do not install them. The responsible site representative and the supplier's authorised person can then decide acceptance, rejection or replacement under the actual contract.

Sources

No external standards, manufacturer databases or test reports were inspected for this answer. The checks refer to the order documents, part label, delivery list and physical parts at the receiving site; these remain to be verified by the responsible parties.