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

Record both identities exactly as they appear, without forcing them to match. Photograph the order documentation, the delivered label, the part or its housing, and the package. Note quantity and package condition. Keep the part and paperwork separate, do not install the part, and do not alter the label. Request written clarification from the supplier before acceptance.

1. Record the delivery exactly as received

Preserve the two conflicting identities

Record the order line reference: purchase order or order number, line item, ordered part number, ordered description, and any quoted model or serial requirement. Record the delivered label reference: label part number, description, batch or lot, supplier or manufacturer marking, and any suffix that differs. Do not replace one identity with the other. A suffix or catalogue revision difference can be significant and is not proof of fitment.

Capture quantity and package condition

Note received quantity against order quantity, packaging condition, seal state, damage, and whether the label looks original, reattached, or unreadable. Bundle photographs together so the evidence stays connected: order document, delivery note or packing list, label close-up, part or housing, and package condition.

Record document references

List the document numbers and revision dates that came with the delivery, such as packing list, invoice, or waybill. If the order documentation refers to a catalogue revision, record that revision, but do not treat it by itself as proof that the delivered part is correct.

2. Separate identification evidence from acceptance

Model alone does not confirm the part

A machine model or serial number narrows the candidate list, but it does not by itself confirm that a delivered batch is correct, genuine, or acceptable. Record any available machine identity: model and suffix, serial number, nameplate, old part number, component or housing photos, and installation position. Request these where missing instead of guessing.

Treat photos and supplier statements as limited evidence

A clear photo can document markings and damage, but it is not proof of authenticity, batch quality, or fitment. A supplier statement that the part is equivalent should be supported by the applicable parts catalogue or manufacturer document. If you cannot inspect that source, say it remains unverified.

MechLink may help organise machine model, serial number, candidate part numbers, and receipt photos for a supply enquiry. It is an external independent information service, not a SANY official site or dealer, and it does not guarantee replacement, reimbursement, or stock.

3. Missing evidence and next procurement step

What to request before acceptance

Ask the supplier for written clarification of whether the order documentation or the delivered label is correct. If the supplier says the difference is supersession, request a documented supersession reference or applicable catalogue revision. If the label number is claimed to be an internal warehouse number, ask for a cross-reference to the ordered part number. Keep identity, fitment, provenance, sample result, and batch acceptance evidence separate.

Do not install or alter the part while unresolved

Leave the part in its received condition and keep the label and packaging until the supplier responds. Installation can remove the evidence needed for a return or credit request. Acceptance is for the responsible parties to decide using the applicable requirements, not for the receiver to guess.

Parts Matching Support

If you need parts information or procurement clarification, prepare the machine model and serial number, old part number, component or housing photos, and the relevant labels or records before sending an enquiry. MechLink WhatsApp for parts information and procurement enquiries in this market: +77026412810. This is not a SANY official contact and does not imply a local office or local stock.

Sources

No external published source was used. The relevant records are the reader’s own order documentation, delivery note or packing list, delivered label, package photographs, and supplier clarification, which are case-specific and were not reproduced here.