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

1. Short answer: record the receipt discrepancy before acceptance

When a delivered part label does not match the order documentation, treat it as an open discrepancy. Record what is visible: order reference, label details, quantity, package condition, photos, date/time, recipient, and receiving location. Do not install the part, remove or alter the label, or return it until the supplier or internal procurement gives written clarification. State the mismatch as fact—for example, 'label part number X received against order line part number Y'—not as 'wrong part' or 'counterfeit'.

What to write first

Record the purchase order, delivery note, invoice or order line reference, and the line item that shows the expected part. Record the actual label exactly: part number, model/suffix, serial or batch number where present, and any revision or supersession mark.

What not to do at receipt

Do not accept the line silently because the part looks similar. Do not use a photo of a similar part from another job to support the record.

2. Why immediate recording matters

A label-document mismatch can have several causes: a picking error, a packing error, a superseded part number, an updated label format, or a supply-chain problem. Without a dated receipt record, the distinction between a supplier mistake and a site handling issue becomes difficult to prove. The record also supports the next enquiry: if the part is later installed and fails, the receipt note helps separate the wrong-part issue from installation damage.

Keep evidence categories separate

Do not mix visual identity, fitment, provenance, sample test results, and batch acceptance into one conclusion. A photo of a label shows what was on the package; it does not prove the part is genuine or conforming. A supplier statement that 'it will fit' does not replace the relevant parts catalogue or technical record.

3. Useful receipt checks without guessing

Record the package condition: original seal, damaged, opened, re-labelled, wet, missing, or loose packaging. Count the quantity physically received and compare it with the delivery note and order line. Photograph the label, the package, the part or housing markings, and the delivery document together where possible.

Reading the label and documents

Write down the exact number sequences. Do not correct a one-digit difference in your notes. If the order document has a supersession column or revision note, record that too. If the label is unreadable, say 'unreadable' and request a legible copy from the supplier.

What you cannot establish from the label alone

Model alone never confirms fitment, batch quality or authenticity. Use model/suffix, serial number, nameplate, old part number, component or housing photos, installation position, applicable catalogue revision and documented supersession only when relevant. If any of these are missing, request them instead of guessing.

4. Evidence needed before acceptance

Before the responsible person can decide acceptance, the following should be available:

• the original order line and expected part number;
• the received label and package photos;
• the actual part marking or nameplate photo where visible;
• written confirmation from the supplier or manufacturer source on whether the part number is a listed supersession or packaging error.

Separating proof and possibility

A photo or supplier statement is not proof of every claim. A legible matching number is only one piece of the evidence; it does not by itself confirm the part is the right batch or authentic. Do not say a catalogue was checked unless the specific catalogue revision or manufacturer document was actually inspected.

5. Procurement next step

Send a written clarification request to the supplier or internal procurement. Include the order line, received label details, quantity, photos, and package condition. Ask one clear question: 'Please confirm in writing whether label part number X is the correct fulfilment for order line Y, and state the applicable supersession or dispatch reference.' Do not install or book the part into stock as accepted until written clarification is received and the responsible person approves acceptance under the applicable requirements.

Parts Matching Support

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

Sources

No external sources were inspected for this general record-keeping question. The guidance above follows ordinary receipt-control practice and does not rely on a specific parts catalogue revision, manufacturer database, or supplier file.