The Part Label and Delivery List Do Not Match: What Should Our Uzbekistan Site Record Before Accepting the Shipment?

Before accepting, record the mismatch on the delivery note and on a separate site receiving record. Do not sign the delivery as complete or correct until the supplier, forwarder, or warehouse confirms in writing which document is wrong.

1. Why the Receipt Record Is the First Step

On a remote road or mining site delivery, the supplier representative may not be present. A clean signature on the delivery note can be treated as evidence that the site received the items as listed.

A written discrepancy note preserves the timing, the documents involved, and the visible condition at arrival. It also gives procurement a fixed point to compare with the supplier's answer.

2. What to Record on Site

Record only what is observed

Keep a simple list that separates observations from assumptions.

For each affected order line, record:

• the order line number and order description;
• the delivery list quantity and part number;
• the part label quantity and part number or model/suffix;
• the physical count and unit of issue;
• packaging condition, including damage, resealing, water entry or missing seals;
• component or housing marks that are visible without opening protected parts;
• serial number or nameplate details if present and readable;
• the old part number and installation position if the site is comparing removed and replacement parts;
• photographs of the delivery note, labels, packaging, and the parts as received.

Do not assume why the mismatch happened

A difference between a label and the delivery list is an observation. It is not yet proof of a wrong part, a supersession, a picking error, or an authenticity problem.

Write assumptions as questions for the supplier, not as conclusions. If the label shows a different part number, record that the number is different and request the documented supersession or applicable catalogue revision that explains it.

Keep identity, fitment, provenance, sample results, and batch acceptance separate

A model number on a box does not by itself confirm fitment, batch quality or authenticity. A photo is evidence of what was photographed, but it is not proof of fitment or authenticity. A supplier statement also does not prove every claim.

The site record should not mix these categories. Identity is what the part is. Fitment is whether it suits the application. Provenance is where and how it was supplied. Sample results and batch acceptance are separate questions and need their own evidence.

3. Missing Evidence and the Written Clarification Request

Request only the missing evidence.

If the mismatch is quantity only, ask for a corrected packing list, delivery note, or written confirmation of the correct quantity.

If the part number is different, ask the supplier to provide the applicable parts catalogue revision, supersession chain, or the old part number and the documented replacement relation.

If the label is unreadable, do not guess from a similar number. Record it as unreadable and request a clear label image or written confirmation from the supplier.

If the part is new but the packaging is damaged or opened, record the condition and ask whether the supplier requires quarantine, return, or inspection before acceptance.

4. Procurement Next Step: Mark the Shipment as Quarantine Pending Written Confirmation

Place the affected items in quarantine if possible. Do not install them until the responsible manager can confirm identity, fitment, and the supplier's written answer.

The site should send the discrepancy record and photographs to procurement. That pack should include the order line, delivery list page, label, component or housing photos, serial number if present, and packaging condition.

The responsible parties decide acceptance using the applicable requirements. A parts-information support service can organise the records, but it cannot make that acceptance decision for the site.

Parts Matching Support: If the site needs to prepare a supply enquiry, MechLink, an external commercial parts-information support service, may help organise model, serial number, candidate numbers and receipt photos. It does not guarantee replacement, reimbursement, fitment, stock or delivery, and it is not SANY official or an authorised dealer or service centre. The MechLink enquiry channel is WhatsApp +77026412810. This is not a SANY official contact and does not imply a local office or local stock.

5. Sources

No external manuals, parts catalogues, supplier documents, standards, test reports, certification documents or website pages were inspected for this general receipt-record procedure. The steps are record-keeping and procurement checks, not a testing or certification instruction.