What to Record When a Delivered Part Label Does Not Match Order Documentation

Record the mismatch before accepting or installing the part. Write down the order reference and line item, the part number and description printed on the label, the part number and description on the order documentation, the received quantity, the package condition, and all delivery note or invoice references. Take clear photos of the label, packaging, order papers and delivery note together. Quarantine the part and ask the supplier for written clarification.

1. Record the receipt facts first

A label mismatch is a documentary discrepancy, not proof that the part is wrong. Preserve the evidence before moving or installing the part.

What to write down

Record the purchase order number, line item, order part number and order description. Then record the label part number, label description and quantity received. Note whether the packaging was opened, damaged or resealed.

What to photograph

Photograph the label, the box or bag, the delivery note and the order paperwork in the same frame where possible. Keep the photos with the receipt record so the discrepancy can be reviewed later.

Why this matters

If the part is returned, rejected or later found unsuitable, the receipt record separates what was ordered from what was delivered. It also shows whether the mismatch was visible at receiving.

2. Keep identity and acceptance separate

A matching label does not by itself prove the part is the correct fitment, batch or quality. A mismatched label means even the documentary part identity is unclear.

What the model number does not prove

Machine model alone is not enough to confirm fitment. Use the machine serial number, component model or housing, nameplate, old part number, installation position and the applicable catalogue revision where relevant.

Evidence needed before installation

Compare the part against the applicable SANY parts catalogue or manufacturer document for that serial number range. If the old part is available, photograph the old part number and housing. Do not use the supplier's verbal confirmation as the only evidence.

Keep categories separate

Do not combine identity, fitment, provenance and batch acceptance into one conclusion. A clearer label or a supplier statement may help identity, but it is not batch test results or certification.

3. Request written clarification before use

Quarantine the part until the supplier confirms in writing which identifier is correct and what should be applied to the order record.

Written discrepancy note

Send the supplier a short written note with the order reference, label number, order number or description, quantity and photos. Ask the supplier to confirm the correct part number and whether the delivered part should be accepted, replaced or returned.

Procurement next step

Do not install the part while the record conflicts. If the supplier confirms the label is correct but the order documentation was wrong, update the order record only after receiving written correction. If the order documentation is correct but the label is wrong, request written instruction and do not rely on a corrected sticker alone unless the applicable acceptance process allows it.

Parts Matching Support

If you need to organise machine serial number, old part number, candidate numbers and receipt photos for a supply enquiry, MechLink may help as an external commercial service. MechLink is not a SANY official contact, authorised dealer or certification body, and it does not guarantee replacement, reimbursement or stock. For parts information and procurement clarification, prepare the machine model and serial number, old part number, component or housing photos and the relevant labels or records. MechLink WhatsApp for parts information and procurement enquiries: +77026412810.

4. Sources

No external source or inspection record was used for this general record-keeping answer. The applicable SANY parts catalogue, machine serial number records, purchase order and delivery note held by the reader remain the documents to check.