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

Record the mismatch itself, not an assumed correction. Capture the order reference, delivered label reference, quantity, package condition, and the fact that the label and order documentation do not agree. Do not install, use or pay for the part as a matched receipt until the supplier gives written clarification.

1. Record the discrepancy before acceptance

What to write down

Record at least these items on the receipt record:

• Order documentation reference: purchase order number, line item, ordered part number, description, catalogue revision or document date if shown.
• Delivered label reference: part number, model or suffix, serial number if present, batch or date code, and any supplier or manufacturer mark.
• Quantity delivered against quantity ordered.
• Package condition: seal, damage, wet or crushed areas, and whether the label was attached, loose or overmarked.
• Receiving location, date, time, and person making the record.
• A short note that the delivered label does not match the order documentation and that no fitment or acceptance decision was made on visual match alone.

Why this matters

A label mismatch can be an innocent supersession, a packaging error, a catalogue revision issue, or a wrong or suspect part. Recording first preserves the evidence and keeps the parts record usable for the supplier enquiry. If you write down a corrected number from memory or guess, you create a false receipt record.

2. Keep identity, fitment and batch acceptance separate

Model and serial may be better identifiers than the label

The label alone does not confirm fitment, batch quality or authenticity. Where relevant, also record the machine model and suffix, machine serial number, old part number, component or housing photos, and installation position.

A delivered part may have a new part number that supersedes the ordered number, but that must be shown by a written technical record or the applicable parts catalogue held by the responsible party. Do not accept a verbal statement or a seller comment as proof of supersession.

What a photo proves

A photo proves what was delivered and what the label showed at the time of receipt. It does not prove that the part is correct for the machine, genuine, from the expected batch, or accepted. Keep the photographed item with its packaging until the mismatch is resolved.

3. Useful checks without guessing

Compare the nameplate or housing

If the part has a nameplate, housing number or stamped number, photograph it next to the label and order document. This may give the supplier a better identifier than the label text alone.

Check for documented supersession

Ask the supplier or responsible parts department for the applicable parts catalogue revision or manufacturer document that links the ordered number and delivered number. If such a document is not available at the site, record that it is missing rather than assuming the new number is correct.

Record package marking and document references

If the package has a separate shipping mark, delivery note number, batch label or customs seal, add those references. They can help the supplier trace whether the mismatch happened at picking, packing or documentation stage.

4. Missing evidence and procurement next step

Evidence still needed

You may still need:

• Written supplier clarification of the delivered part number and whether it is an alternate or superseded number.
• The applicable parts catalogue revision or manufacturer document showing a valid interchange or supersession.
• The machine serial number and old part number if fitment is to be checked.
• Written confirmation from the responsible party that the part may be installed, returned or replaced.

Procurement action

Keep the part quarantined with its label, packaging and photos. Send the supplier a written mismatch notice containing the recorded identifiers and images. Ask for written confirmation of the correct part number, any supersession or alternate-number explanation, and the authorised next action.

Update the receipt record with the supplier reply. If the supplier answer is unclear or only verbal, ask again in writing. Do not treat the mismatch as closed until the responsible party decides acceptance using the applicable requirements.

5. Parts Matching Support

If you need help organising model, serial number, candidate part numbers and receipt photos for a supply enquiry, MechLink is an external commercial information service that may assist with preparing that record. It does not guarantee replacement, reimbursement, authenticity, fitment, stock, price or delivery.

Prepare your machine model and serial number, old part number, component or housing photos, and the relevant labels or records before raising a supply enquiry. For parts information and procurement clarification in this market, use the MechLink enquiry channel on WhatsApp at +77026412810. This is not a SANY official contact and does not imply a local office or local stock.

Sources

No external technical catalogue, manual or supplier document was inspected for this article. The guidance is based on standard receipt-record and evidence-preservation practice. Any supersession or alternate-number claim must be checked against the applicable SANY parts catalogue, manufacturer document or written supplier record held by the responsible party.