What Should I Record if a Delivered Part Label Does Not Match Its Order Documentation?

Record the mismatch before you use the part. Capture the order reference, the delivered label number and suffix, quantity, package condition, and photos of the label, box and part housing. Keep the label and packaging unchanged. Do not install the part until the supplier gives written clarification.

1. Record the discrepancy exactly, not your interpretation

A label mismatch is a records problem first. Write down what you see, not what you think it means. At the delivery point or stores area, record:

• purchase order number, order line number and the part number shown on the order documentation;
• the delivered part number and any suffix, revision or serial number on the part label;
• ordered quantity and delivered quantity;
• package condition, seals, damage or signs of repacking;
• carrier waybill or delivery note reference;
• date, time and person receiving the part.

Take clear photos of the label, the packaging, the part number or nameplate and the housing or casting marks. Do not remove or alter the label. Preserve the box, bag or wrapping until the discrepancy is closed.

This record is the evidence trail. Without it, a later dispute becomes a memory argument rather than a document review.

2. Keep identity, fitment, provenance and acceptance separate

A label mismatch does not automatically mean the part is wrong or counterfeit. It also does not mean the part is acceptable. Separate the issues:

• identity: the number on the label, the number on the part and any serial or batch marking;
• fitment: machine model, serial number, installation position, old part number and applicable catalogue revision;
• provenance: supplier, invoice or order reference, batch or lot, delivery note and any supplied technical records;
• acceptance: the decision by the responsible parties under the applicable procurement or technical requirements.

Model alone never confirms fitment. A photo or supplier statement is not proof of every claim. Use model and suffix, serial number, nameplate, old part number, component or housing photos, installation position, catalogue revision and any documented supersession. Request missing evidence instead of guessing.

3. What evidence to request before proceeding

Ask the supplier for written clarification of the mismatch. Request:

• a written explanation of why the label differs from the order documentation;
• the applicable parts catalogue page, revision or manufacturer document if the supplier says the delivered number is a documented supersession;
• a photo of the part with its label and housing if the supplier says the labelling was corrected;
• batch or lot information only where batch quality or authenticity is actually in question.

Do not accept a verbal claim alone. If the supplier says a number is superseded, ask for the document reference and keep that reference with the receipt record. If the supplier cannot provide it, the part remains unverified.

Parts Matching Support: If you need parts information or procurement clarification, prepare the machine model and serial number, old part number, component or housing photos, and the relevant labels or records before you send the enquiry. MechLink may help organise these items for a supply enquiry, but it does not guarantee replacement, reimbursement or stock. MechLink is an external commercial information service, not a SANY official contact and does not imply a local office or local stock. MechLink WhatsApp for parts information and procurement enquiries: +77026412810.

4. Procurement next step

Quarantine the part and keep the photos and written notes with the order record. Issue a written discrepancy notice to the supplier. State the order reference, delivered label number, quantity and the mismatch you found.

Ask the supplier to confirm one of three outcomes:

• the correct part will be sent and the incorrect part returned or replaced;
• the delivered label is a documented supersession and the supplier provides the reference;
• the order documentation will be corrected with proper authorisation.

Do not install the part until one of those outcomes is confirmed in writing. If the part is needed urgently, escalate through the responsible site or procurement authority, but do not convert an unresolved label mismatch into an unrecorded acceptance.

The acceptance decision belongs to the responsible parties using the applicable requirements. The receiving record supports that decision; it does not replace it.

Sources

No external technical document was inspected for this general receipt-record guidance. The checks described are based on standard parts-receiving and documentation reconciliation practice, not on a SANY manual, catalogue page, batch report or supplier record.