What should I record if a delivered part label does not match its order documentation?

What should I record if a delivered part label does not match its order documentation?

When a delivered part label does not match the order documentation, stop acceptance and record the mismatch before moving the part, altering labels, or installing anything. Record at minimum the exact order reference, the exact label text, quantity, package condition, receipt date and carrier, and keep clear photos of the label, packaging and delivery documents. Then request written clarification from the supplier.

1. Record the mismatch facts first

Order documentation

Record the purchase order number, the order line item, the part number and description that were ordered, and any supplier invoice or delivery note reference. If a catalogue revision or quotation reference appears, keep it with the same file.

Physical label details

Transcribe the delivered label exactly: part number, suffix, description, barcode or QR data if readable, and any batch, date or serial code. Do not correct spelling or add a superseded explanation you have not verified.

Quantity and package condition

Record the number of units received, the number shown on the delivery note, and any difference. Note package condition, seal or tape condition, damage, wet packaging, and whether the label was loose, covered, or appears re-affixed.

Receipt context

Record the receipt date and time, receiving location, carrier or courier name, and the person who accepted the delivery. This helps separate transport damage from a picking or documentation error.

2. Why the mismatch is treated as an open discrepancy

A label mismatch is not automatic proof of a wrong, counterfeit, or defective part. It may be a supersession, package reuse, supplier substitution, or a picking error. However, none of those explanations should be assumed at receipt.

A loader, machine model, or delivery note alone does not confirm that the physical part matches the order. Part number, suffix, serial number or nameplate evidence must be checked separately from fitment and provenance.

Treat the part as quarantined until the discrepancy is resolved in writing. Installation before clarification can damage the machine, void a return option, or weaken a payment or warranty claim.

3. Preserve evidence and request written clarification

Preserve the physical and document evidence

Keep the part label, box, inner packaging, delivery note and packing list. Take high-resolution photos before cleaning or repacking. Include a close-up of the label and a wider photo showing the package and label position.

Request written clarification

Send the supplier or order owner a written message that lists the order reference, the label part number, the ordered part number, the quantity received, and the mismatch observed. Attach the photos. Ask the supplier to confirm in writing whether the part is correct, whether a documented supersession applies, or what return or replacement instruction is authorised.

Do not rely only on a phone call. A written reply creates a record of the supplier's instruction and the date it was given.

4. Identification checks that support but do not decide acceptance

Use only relevant evidence when checking the part: model and suffix, serial number, nameplate, old part number, component or housing photos, installation position, applicable catalogue revision, and documented supersession records. Do not guess a fitment.

If the supplier claims a supersession, request the manufacturer document or catalogue note that shows the old and new numbers. If fitment is claimed, ask for catalogue applicability to the machine serial number or build range. Keep part identity, fitment, provenance, sample results and batch acceptance separate; a photo or supplier statement is not proof of every claim.

If a required record is missing, request it in writing instead of accepting an unverified explanation.

5. Procurement next step

Enter the discrepancy in the site receipt log and mark the part as quarantined pending written clarification. Do not install, alter, return, or pay a supplier invoice that depends on acceptance until the written answer is received.

If the supplier does not answer, escalate to the order owner or procurement lead. Keep the delivery documents and photos in one folder. MechLink, an external third-party parts information service, may help organise model, serial, candidate numbers and receipt photos for a supply enquiry; it does not guarantee replacement, reimbursement or stock.

Parts Matching Support

If you need parts information or procurement clarification after a label mismatch, prepare model + serial number + old part number + component/housing photos and relevant labels or records. MechLink, an external third-party parts information service, can help organise these for a supply enquiry. 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.

6. What remains unverified

This article has not inspected your delivery, label, order archive, supplier records or any machine serial range. Only the responsible parties can decide acceptance using the applicable order terms, manufacturer requirements and site procedures. No test result, certification or catalogue interpretation is claimed here.

Sources

No external catalogue, manual, standard, supplier record or test report was inspected. This guidance is based on general receipt-record and discrepancy-handling practice.