Part Label and Delivery List Do Not Match: What to Record Before Accepting a Shipment

1. Direct answer before the carrier leaves

If the part label and delivery list do not match, do not sign a clean acceptance. Record the discrepancy in writing, photograph all related labels and documents, and hold the shipment separate from accepted stock. Tell the supplier or freight representative in writing that the line is received only as 'discrepant, pending clarification.' Acceptance authority remains with the responsible procurement or site manager; the receiving storekeeper should not guess that the part is correct.

2. Start with the order line, not the part story

Match the order line first

Check the purchase order line against the delivery list line: part number, quantity, unit of issue, and any suffix or revision shown. Note whether the delivery list itself differs from the order confirmation before comparing labels.

Then compare the physical label

Photograph the label in place on the package or part. Record the part number exactly as printed, including suffixes such as -R, -A, -B or a revision code. Do not correct a number mentally. A one-character difference may be a different component.

Record quantity and package condition

Write down the delivered quantity, the number of boxes or bundles, and visible package damage. If units are loose, say so. If the package has been opened or relabelled, record that as an observation, not as evidence of substitution.

3. Separate observation from assumption

Observations to record

Record only what you can see or read: label text, quantity, markings, package condition, document numbers, and photographs taken. For example: 'Delivery note line 3 shows the base part number; label on box shows the same base with an added suffix.' That is an observation.

Assumptions to avoid

Do not write 'wrong part sent' unless the responsible manager has confirmed the mismatch against the catalogue or purchase order. Do not write 'counterfeit' or 'bad batch' from visual appearance alone. Those are conclusions that require more evidence.

4. Component-level checks when identification matters

Use model and serial, not model alone

For filters, hydraulic components, electrical parts or driveline parts, the machine model is not enough. Collect the machine serial number or product identification number, the old part number from the removed component if available, and the installation position. Photograph the component housing and any nameplate.

Check catalogue revision and supersession

Ask the supplier to state the applicable SANY parts catalogue revision and any documented supersession chain. If the label shows a newer number, it may be a legitimate supersession, but that must be confirmed in writing with the catalogue reference; do not accept the supplier statement alone.

Keep fitment, provenance and batch acceptance separate

A part may be identifiable, but that does not prove batch quality, authenticity or approval for use. Keep three questions separate: Is this the ordered part? Where did it come from? Is this batch acceptable under the site's purchase terms? A photo alone is not proof of all three.

If evidence is missing

Request the missing evidence instead of guessing. Useful evidence includes: the supplier's order confirmation, the delivery note, the applicable catalogue page or revision, the machine serial number record, photos of the old part and new part labels, and any nameplate or component marking.

5. Procurement next step after recording

Issue a written discrepancy note

Send a short written note to the supplier or the site purchaser stating the order line, delivery list line, label reading, quantity and photographs. Ask for written clarification of the correct part number, catalogue revision, and whether the delivered item is a documented supersession.

Hold the shipment

Keep the affected parts quarantined until the written answer is received and the responsible manager approves acceptance, return or replacement. Do not fit the part to the machine only to 'test' whether it works.

Decide using applicable requirements

The final acceptance decision belongs to the site's responsible procurement or engineering authority. The receiving record is an evidence file, not an approval to install.

6. What remains unverified

No external catalogue revision, supplier delivery file or machine record was inspected for this article. The verification must be made on site against the actual purchase order, supplier documents, label photographs and the applicable SANY parts catalogue revision. Do not rely on this general guidance as a substitute for those records.

Parts Matching Support

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

Sources

No specific external source was inspected at the time of writing. The checks above refer to the following document types that should be requested or consulted on site: the site purchase order, supplier delivery note, part labels, component nameplates, machine serial number record, and the applicable SANY parts catalogue revision or supersession notice.