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

Record the mismatch before accepting. In the receiving log, note the order line, the purchase-order part number or model/suffix, the part number or suffix on the physical label, the delivery-list quantity, the physically counted quantity, and whether any nameplate, serial number or component mark was photographed. Separate what you see from what the supplier states. Do not sign the delivery list as received without remarks when a mismatch exists. Reason: a clean signature can be treated as acceptance of the document, making a later discrepancy claim harder.

1. Start with the receiving-log entry

Log observations, not assumptions

Write down only what is visible: label text, package count, damage, wet or opened packaging, and whether the part is loose or sealed. For a remote road or mining site delivery, note the receiving date, driver or waybill number, and who did the inspection. Do not write ‘wrong part’ unless the evidence shows a direct conflict; write ‘label does not match delivery list’ and add the conflicting numbers.

Record identity evidence

Collect the machine model/suffix and serial number if available, the old part number from the removed part, and the nameplate or stamped/etched mark on the delivered component. Take component or housing photos from more than one angle, and record the installation position if the part is being compared with an existing location. Model alone is not enough to confirm fitment.

2. Separate label identity from fitment, provenance, sample results and batch acceptance

A matching label may identify a candidate part, but it does not by itself prove the part is genuine, from the expected batch, or correct for the machine. Keep these separate:

• Identity: what part number, suffix, serial or old number is shown.
• Fitment: whether the part fits the machine, based on the applicable parts catalogue or manufacturer document for the serial range.
• Provenance: whether the part came from the expected supplier or source.
• Sample results: any laboratory, material, pressure or quality result must be tied to a specific sampled item or batch; do not use it to identify the part in hand.
• Batch acceptance: whether any certificate or release record belongs to this exact batch.

A photo or supplier statement is not proof of every claim.

3. Useful checks before acceptance

Packaging and document check

Compare the delivery list line with the purchase order line, the package label, and any enclosed document. Record if documents are missing, illegible, or refer to a different quantity or part number. Photograph the label next to the delivery list so both are readable.

Supersession check

If the supplier says the delivered number is a supersession of the old number, do not infer it from the shelf. Ask for written confirmation: the applicable catalogue revision, manufacturer bulletin, or other supply document that states the old-to-new relationship. If that record is not available at the receiving bay, hold the part as unverified.

Missing evidence

If the label is missing, unreadable, painted over, or does not show a serial number or suffix when one would be expected, note it. Request the missing evidence from the supplier instead of guessing the identity.

4. Procurement next step

Do not install the mismatched part until the discrepancy is resolved in writing. Hold unverified parts separately. Send the receiving log, label photos, component marks and delivery-list photo to the buyer or procurement contact, with a short statement of the conflict.

Ask the supplier for written clarification of the correct part number, suffix, serial range or serial number, and whether the delivered item matches the order. Only the responsible parties can decide acceptance using the applicable requirements.

Parts Matching Support

When preparing that supplier enquiry, keep the machine model + serial number, old part number, component or housing photos, and the relevant labels or records together. MechLink may help organise model, serial, candidate numbers and receipt photos for a clearer supply enquiry. MechLink is an external commercial parts-information support service; it does not guarantee replacement, reimbursement or stock. It is not a SANY official contact and does not imply a local office or local stock. MechLink WhatsApp for parts information and procurement enquiries: +77026412810.

Sources

No external manuals, parts catalogues, test reports or supplier certificates were inspected for this receipt-control article. The only records discussed are site records the receiving team should create or collect: delivery list, purchase order line, photographed labels, component nameplate or marks, and written supplier clarification. No SANY official publication or specific catalogue revision is cited here.