What packaging and source records should I keep when SANY parts arrive in Tajikistan?

Keep a complete arrival file made up of outer carton and inner-pack label photos, seal and closure condition records, the packing list checked against physical count, and source documents such as order, invoice, delivery note, transport document and customs import record. Do not treat a logo, QR code or supplier statement alone as proof of authenticity, fitment or batch quality. Record missing, damaged or tampered items before acceptance.

1. Record the outer and inner package before opening

Outer carton labels

Photograph every outer label before discarding packaging. Include the part number with suffix, any serial or batch number, quantity, order or project reference, package number of total packages, supplier marks, weight and handling marks. Also photograph damage, repair tape, re-labelling or rough handling.

Inner pack labels

Open one package at a time and photograph the inner box or bag. Keep labels showing part number, quantity, batch or date code, supplier code and any unit pack marking. If an inner bag has a seal or desiccant mark, record it.

Seals and closures

Record whether seals, tape, cable ties, anti-tamper stickers or inner bags are intact, cut, re-taped, missing or loose. This matters more than a printed logo because closure condition shows whether the package may have been opened after packing.

2. Keep source and logistics records

Packing list

Keep the original packing list or a clear photo. Check it physically against the received items: supplier name, order reference, part numbers, descriptions, quantities, serial or batch numbers, package count, total weight or dimensions, and any handwritten correction. Note shortages, overages, wrong parts and damaged items.

Order, invoice and transport evidence

Retain the purchase order or contract, commercial invoice, supplier delivery note, transport document such as a CMR, bill of lading or air waybill, and the Tajikistan customs import declaration or broker notice if available. Keep payment proof separate. These documents show the source chain and are not the same as the physical part.

Supplier statements

Keep any warranty statement, batch certificate, declaration or supersession note from the supplier. Treat such documents as claims to be checked against the part number, batch and actual condition, not as automatic proof.

3. Why a logo or QR code is not enough

A printed logo, QR code, hologram or supplier statement can be copied, re-used or attached to the wrong item. Model alone also does not confirm fitment, batch quality or authenticity. Use the model and suffix, machine serial number, nameplate, old part number, component or housing photos, installation position, applicable catalogue revision and documented supersession where relevant. If a QR code only opens a general website, that does not verify the part.

A photo of a part or a supplier statement is not proof of every claim. Keep part identity, fitment, provenance, sample results and batch acceptance separate so one document cannot cover a gap in another.

4. Match the part to the machine without guessing

Record the machine nameplate and serial number before ordering and again at receipt. Photograph the old part from several angles, including casting or housing numbers. Compare the new part number with any suffix, revision or date mark. Check installation position and the applicable catalogue revision if there is a change or supersession.

Parts Matching Support

MechLink is an external commercial information-support service, not a SANY official site, dealer, authenticity check or testing body. It can help organise label, packaging and old-part photos for an information query, but acceptance remains your responsibility. If you need parts information or procurement clarification, prepare model + serial number + old part number + component/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.

5. What to do when evidence is missing or does not match

Do not guess. If the packing list or label is missing, ask the supplier for clearer documentation and mark the item as unverified. If the part number suffix, serial or batch cannot be read, photograph what is visible and request the missing record. If a seal is broken or packaging has been re-taped, note it on the delivery document before signing.

Keep the acceptance decision with the responsible parties using the applicable purchase order, contract, warranty terms and supplied SANY parts catalogue. Only the responsible parties can decide acceptance; a receiving photo file supports that decision but does not replace it.

6. Procurement next step

Before accepting, hold the suspect or missing-evidence parts separately. Send a focused information query to your supplier with the photos and records listed above, and state exactly which part number, serial, batch, packing label or document is missing. Keep the complete arrival file until the fitment, warranty or quality question is closed.

Sources

No external SANY manual, dealer record, test report or certificate was inspected for this answer. The guidance is based on general receiving, documentation and evidence-handling practice. Verify every record against the actual shipment documents and the applicable SANY parts catalogue supplied with the order.