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

Record the mismatch before accepting or installing the part. Capture the order reference, label details, delivered quantity, package condition, and document references. Keep the part and packaging unchanged, and request written clarification from the supplier or responsible procurement contact before installation or return unless you are instructed by the appropriate site authority.

1. Record the discrepancy before any decision

A label mismatch can be an administrative error, a picking error, a part supersession, or a reason to question provenance. The receiving person should not guess which one applies. Record what is actually present.

Capture the order side

Record the purchase order or line number, supplier document number, delivery note or waybill number, delivery date, and the ordered part number or description shown on the order documentation.

Capture the label side

Record the delivered label exactly: part number, description, model or suffix where shown, serial number or batch/lot code where present, date codes, and any other markings visible on the label.

Capture quantity and package condition

Record delivered quantity against ordered quantity and state how many items are affected. Note whether packaging was unopened, damaged, resealed, wet, missing labels, or carrying multiple or handwritten labels.

Keep photographic evidence

Take clear photos of the label, carton or package, packing list, delivery paperwork, and any relevant old part or component only if it helps identification. Do not install or modify the part before the mismatch is resolved.

2. Why a photo or supplier note is not enough

A photograph shows what the label says at that moment. It does not prove fitment, batch quality, authenticity, or correct supersession. A supplier statement may explain the mismatch, but acceptance still depends on the applicable order, contract, and equipment documentation.

Keep different evidence separate

Do not mix part identity, fitment, provenance, sample results, and batch acceptance into one conclusion. Identity evidence says what the part is called or marked. Fitment evidence says whether it suits the machine position. Provenance evidence says where it came from. Quality or batch acceptance evidence shows whether the batch meets the acceptance requirements. Model and part number alone do not confirm fitment, batch quality, or authenticity.

Ask for written clarification, not a guess

Request written confirmation of the correct order line and part number. Ask for a documented supersession or interchange only if the supplier states that a number has changed. Supersession means the manufacturer has replaced an old part number with a new one under a controlled change. Ask for the applicable parts catalogue revision or technical document reference if fitment is being checked. If authenticity or provenance is in doubt, ask for the supply or chain-of-custody record. Do not ask the receiving person to decide engineering acceptance from a label alone.

3. Next check and procurement decision

Before acceptance

Quarantine the affected item and mark it as 'do not install'. Record the discrepancy on the receipt note and notify procurement or logistics. Send the written record and photos to the supplier or responsible internal contact with a request for written clarification.

Evidence to request

Request the missing evidence instead of guessing. Useful requests may include:

• Written confirmation of the correct part number against the order line.
• The applicable parts catalogue or technical publication revision, if available to the responsible party.
• A documented supersession notice or interchange record.
• A legible copy of the supplier's packing or picking record.
• Serial, nameplate, or component/housing information where relevant to fitment.
• Chain-of-custody or batch records where provenance or acceptance is questioned.

Only the responsible site, procurement, quality, or asset owner can decide whether to accept, reject, return, or hold the part. The receiving person should preserve the evidence and wait for that decision.

Parts Matching Support

If you need to prepare a supply enquiry after recording a mismatch, MechLink may help organise model and serial details, candidate part numbers, and receipt photos for the enquiry. MechLink is an external commercial information-support service; it does not guarantee replacement, reimbursement, or stock. Prepare the model + serial number, old part number, component or housing photos, and relevant labels or records. For parts information and procurement clarification in this market, the MechLink enquiry channel is WhatsApp +77026412810. This is not a SANY official contact and does not imply a local office or local stock.

Sources

No external technical documents, catalogues, or supplier records were inspected for this article. The guidance reflects general receipt-record and discrepancy-control practice. Acceptance must be decided by the responsible parties using the actual purchase order, supplier documents, applicable parts catalogue revision, and contract or equipment requirements.