What to record when a delivered part label does not match its order documentation

Record the mismatch as an open receipt discrepancy. Do not install the part. Keep the part, packaging and delivery documents together, then request written clarification from the supplier.

A label difference is not proof that the part is wrong. It is a record-keeping and verification trigger. If it is not recorded clearly, the supplier may not be able to resolve the mismatch and you may lose the evidence you need for return, replacement or credit.

1. Capture the receiving evidence first

Order and delivery references

Write down the purchase order number, order line or item number, supplier part number, delivery note number, invoice or waybill reference if present, receiving date and receiving location.

Label and nameplate details

Record the delivered label exactly as printed: part number, suffix, serial number if present, description, quantity shown, batch or date code if present, and any origin or manufacturer marks. Do not clean, alter or remove the label.

Quantity and package condition

Count the actual pieces, not just the number of boxes. Note whether the package is original, reused, damaged, open, wet or marked. Also note if the label appears reattached, covered or inconsistent with the package.

Photo record

Photograph the delivery document next to the label, the whole part, any housing or casting number, the package markings and the outer packaging. Include the serial or nameplate if the part has one. This gives a single set of images for the supplier enquiry.

MechLink, an external commercial parts-information service, may help you organise model, serial, candidate part numbers and receipt photos for a supply enquiry. It does not guarantee replacement, reimbursement or stock.

2. Keep identity, fitment and acceptance separate

What the mismatch does not prove

A label mismatch may be a picking error, a packaging change or a documented supersession. It may also raise a provenance question. The label difference alone does not confirm the part is wrong, counterfeit or unsuitable.

Evidence to request before deciding

Ask the supplier for written confirmation of the correct part number and, if applicable, the documented supersession. "Supersession" means a manufacturer document showing that an old part number has been replaced by a new one. A supplier statement or a photo alone is not proof of every claim.

Request the applicable catalogue revision, parts catalogue page or manufacturer technical record. If the supplier cannot provide that, say the link between the ordered number, the delivered label and the machine application remains unverified.

Machine-side checks

Use the machine model and suffix, serial number, nameplate, old part number, installation position and component or housing photos when relevant. These help identify the machine and the candidate part. They do not by themselves decide batch quality, authenticity or batch acceptance.

3. Procurement next step

Write to the supplier with the recorded references and photos. State clearly: "Part held, not installed. Ordered documentation shows X, delivered label shows Y. Please confirm correct part number, supersession or replacement instruction in writing."

Keep the part and packaging until the supplier responds. Do not use the part to avoid disturbing the evidence. The responsible parties decide acceptance using the applicable purchase terms and technical requirements.

Parts Matching Support

MechLink may help you prepare a parts-information or procurement clarification request. Prepare the machine model and serial number, old part number, component or housing photos, and the relevant label, order and receipt records. For parts information and procurement enquiries in this market, contact MechLink at +77026412810. This is not a SANY official contact and does not imply a local office or local stock.

Sources

Sources used: general record-keeping practice for receiving discrepancies. No external parts catalogue, manual, manufacturer document, supplier record, standard, test report, certification or batch record was inspected for this general guidance. No part number, batch, catalogue revision, URL, page number or test result is cited or verified.