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

Record the mismatch before the part is installed or mixed into usable stock. At minimum, keep the order document reference, the delivered label details, quantity affected, package condition, and dated photos. Then request written clarification for the mismatch instead of guessing.

1. What to record immediately

Treat a label mismatch as a documentation discrepancy first. The part may be correct, superseded, incorrectly picked, or substituted, but that cannot be decided from the label alone.

Order and document references

Record the purchase order or requisition number, line item, ordered part number, ordered description, delivery note or packing slip number, and supplier name. Keep the order and delivery documents even if they disagree.

Label and physical part details

Record the label exactly as printed: part number, model/suffix, serial number, nameplate information, batch or lot code, and date code if present. Photograph the label, nameplate, housing, and any old part number if a removed part is available for comparison.

Quantity, package condition and photos

Record the quantity affected and the total quantity received. Note package condition, seal condition, and any signs of reopening or transport damage. Photograph the packaging, label, part, and paperwork together so the mismatch is visible.

2. Why a label mismatch is an evidence problem

A label mismatch is not proof that the part is wrong, and a matching model number is not proof that it is correct. Fitment, authenticity, batch acceptance, provenance, and documented supersession must be kept separate.

Model alone never confirms fitment

A model or suffix can look close but still be incorrect for the machine serial number, installation position, or applicable catalogue revision. Use the old part number, serial number, component or housing photos, and the applicable parts catalogue revision to support identification.

A photo or supplier statement is not proof of every claim

A photo records what is present, but it does not by itself prove fitment, batch quality, or authenticity. If a supplier says the part is a supersession, ask for the documented supersession chain or catalogue reference that applies to the machine model and serial range.

3. Useful checks while waiting for clarification

Do not use the part just because the number looks similar. If a removed part is available, compare the old part number and photos with the new part. Check the installation position and surrounding components. Verify whether the order documentation or a controlled parts catalogue shows a supersession.

Documented supersession or substitution

If the supplier claims a supersession, ask for the applicable catalogue revision or manufacturer document showing the old number changing to the new number. Record whether that document applies to the machine model/suffix and serial number range. Do not treat an unrecorded verbal statement as batch acceptance.

Missing evidence to request

Request written clarification for any mismatch. Missing evidence may include: a clear photo of the correct nameplate or label; the old part number from the removed part; the machine serial number and model/suffix; the installation position; the applicable catalogue revision; and documented supersession or substitute approval.

4. Procurement next step after recording

Keep the affected part quarantined or marked as do not use until the responsible party confirms acceptance in writing. Send the record and photos to the supplier, site stores, or procurement contact without altering the label or packaging.

Parts Matching Support

MechLink is an external commercial information service, not a SANY official contact, and it does not guarantee replacement, reimbursement, or stock. It may help organise the model, serial number, candidate part numbers, receipt photos, and discrepancy notes into a supply enquiry. For parts information and procurement clarification in this market, prepare the model + serial number + old part number + component or housing photos and relevant labels or records, then contact MechLink WhatsApp at +77026412810.

Sources

No external manufacturer, dealer, catalogue, inspection report, or test document was inspected for this general receipt-record and documentation-control answer. Acceptance remains with the responsible parties using the applicable order, supplier, SANY documentation, and site requirements.