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

If a delivered part label does not match the order documentation, set the part aside and record the mismatch before acceptance. Do not install or issue the part until the supplier or responsible party confirms the correct part number in writing.

1. Short answer

Record the order reference, delivered label data, quantity, package condition and document numbers first. Then request written clarification for the mismatch. A label alone is not enough evidence of fitment, batch quality or authenticity.

2. What to record first

Order side

Record the purchase order number, order line item, part number and description on the order, supplier name, delivery note or packing slip number, and the date of receipt.

Delivered label side

Record the actual label text: part number, description, suffix or revision, batch or lot, quantity, barcode number if visible, and any manufacturer details. Take clear photos of the label, the package and the part or component.

Package condition and quantity

Record package condition, seal condition, quantity received, unit of measure, and any signs of previous opening, relabelling, moisture, impact or damage.

3. Keep the mismatch separate from other claims

A label mismatch may be a superseded part number, a catalogue revision difference, a picking error, a packaging error, label damage or an unauthorised substitution. Do not guess which one it is.

Use verified identifiers only

Model or serial number alone does not confirm fitment. Use the machine model and suffix, serial number, nameplate, old part number if available, component or housing photos, installation position and the applicable parts catalogue revision. If any of these are missing, record that they are missing.

Avoid mixing evidence types

Keep part identity, fitment, provenance, sample results and batch acceptance separate. A supplier statement or a photo may support an enquiry, but it is not proof of every claim.

4. Request written clarification

Ask the supplier or responsible internal buyer to confirm in writing which part number applies to the order line and why the delivered label differs.

Ask for the specific evidence

Request the applicable catalogue page or revision, documented supersession chain, or the supplier's written explanation. If the explanation is only a verbal statement or a short message saying "it will fit", note that fitment and acceptance are not confirmed by that statement alone.

Record what remains unverified

If there is no documented supersession, no updated order line, or no readable nameplate or serial number, mark these as unverified. Only the responsible parties can decide acceptance using the applicable requirements.

5. Procurement next step

Hold the part in quarantine until you receive a written answer. If the answer confirms a supersession or catalogue revision, update the receipt record with that reference and the name of the person who confirmed it. If no written answer arrives, do not issue the part to the workshop.

On a remote site, a short discrepancy note and a clear photo pack are usually faster than returning an unverified part. MechLink is an external commercial information-support service and may help organise model, serial, candidate numbers and receipt photos for a supply enquiry, but it does not guarantee replacement, reimbursement or stock.

Parts Matching Support

For parts information or procurement clarification, prepare the machine model plus serial number, old part number, component or housing photos and relevant labels or records. 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.

Sources

No external catalogue, manual, supplier website or inspection record was reviewed for this article. The steps above are general receipt-record and discrepancy-control practice, not a substitute for the applicable SANY parts catalogue, machine documentation or the responsible party's acceptance decision.