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

Do not sign a clean receipt or accept the goods as correct. Before acceptance, record the mismatch as a receiving discrepancy on the delivery note or site receiving record. Write only what is observed: the label part number, the delivery list part number, the quantity on the list, the quantity physically counted, package condition, and photo references. Mark the line as 'unverified — pending written supplier clarification.' Do not install the part.

1. What to record before accepting the shipment

Receiving record entries

• order line number and item description from the purchase order
• delivery list part number, description and listed quantity
• label part number, suffix, serial number or batch number if visible
• physically counted quantity, including any damaged or opened package
• package condition, seal status and transport reference
• photos of the label, delivery list, package and nameplate if accessible
• date, time, location, receiving person and driver or freight reference

Close the record with a factual note: 'label shows X; delivery list shows Y; discrepancy is recorded; acceptance pending written clarification.'

What not to record

Do not write 'wrong part' or 'counterfeit' unless there is a clear evidence trail that supports that conclusion. Do not record fitment as confirmed from model name alone. Do not sign a clean receipt after a verbal correction. Verbal correction may be useful, but it is not a documented receiving record.

2. Why the mismatch matters for evidence

A label and delivery list mismatch can be a picking error, a superseded part number, label damage, or a delivery note description error. It does not by itself prove that the part is wrong, unsafe or unauthorised. It proves that the documents conflict.

At a remote road or mining site, this distinction matters. The site receiving person may not have full catalogue access. The safest step is to record the observed difference and stop installation, not to decide the root cause without evidence.

3. Identification and evidence checks

Label and list checks

Compare the order line, part number, suffix, serial number, description, unit of issue and quantity. Where the numbers differ, ask the supplier for the applicable catalogue revision and documented supersession. A catalogue screenshot or supplier statement is not proof. It is a document that must be checked against the actual part and the order requirements.

Component and packaging checks

Use model and suffix, serial number, nameplate, old part number, component or housing photos, installation position, applicable catalogue revision and documented supersession only when relevant. Model alone never confirms fitment, batch quality or authenticity. If the nameplate or serial is not accessible, request a clear photo or the supplier's written identification before acceptance.

4. Missing evidence and written clarification

Before accepting, seek written clarification for anything that remains unverified. Common missing evidence includes the supplier's confirmation of the intended part number, documented supersession or catalogue revision, a nameplate or serial photo, a corrected delivery note, and a batch or packing slip where batch acceptance is required.

Keep part identity, fitment, provenance, sample results and batch acceptance separate. A photo can show a marking and outer condition; it is not proof of every claim about origin, internal quality or future performance.

5. Procurement next step

Stop installation and hold the shipment in a quarantine area if available. Send the site receiving record, photos and the specific clarification questions to the responsible procurement contact or supplier. Let the responsible parties decide acceptance using the applicable requirements. Do not use the part until the delivery record is corrected or the supplier confirms in writing that the label and list difference is understood and acceptable.

6. Parts Matching Support

MechLink is an independent third-party information platform, not a SANY official site, authorised dealer, service centre or certification body. It may help organise model, serial, candidate numbers and receipt photos for a supply enquiry, but it does not guarantee replacement, reimbursement or stock.

Prepare model + serial number + old part number + component/housing photos and relevant labels or records before asking for parts information or procurement clarification. MechLink WhatsApp for parts information and procurement enquiries: +77026412810. This is not a SANY official contact and does not imply a local office or local stock.

Sources

No external catalogue, delivery document or manual was available for inspection when preparing this answer. The receiving steps are based on general document-control and parts-receiving practice, not on any manufacturer technical publication. No supplier statement or test result was inspected.