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

Record the mismatch before moving or installing the part: take clear photos of the label, order document, delivery note, packing list, and packaging; note the part number, model/suffix, serial number where present, quantity, package condition, supplier reference, and the exact line item that disagrees. Then hold the part in quarantine and request written clarification from the supplier or responsible party. Do not accept or install it solely on a verbal statement that it is equivalent.

1. Record the receipt evidence first

Preserve the mismatch as found

If the label does not match the order documentation, leave the part and its packaging as close to the received condition as possible. Photograph the label, the order line, the delivery note, any packing list, and the outer package together when practical. If a batch or date code is visible, photograph that too.

Do not clean, repaint, alter, or re-label the part before recording evidence. A small change can remove the evidence needed to resolve a supplier dispute.

Capture identifiers separately

Record each identifier exactly as printed. Include part number, model/suffix, serial number if present on the part or nameplate, old part number if shown, quantity, unit of measure, supplier or shipment reference, and the order line it was expected to match. Separate what is on the label from what is on the order document.

Note package condition

Describe the packaging condition simply: sealed, opened, damaged, wet, resealed, missing, or mixed with other items. Packaging condition is not proof of the part being wrong, but it helps show whether the mismatch could be a picking, repacking, transport, or documentation error.

2. Compare identity without guessing fitment

Model alone is not proof

Do not accept a part solely because the model name looks similar. The label may show a base part number that later needs a suffix, superseded number, or different application check. Model, suffix, serial number, nameplate, old part number and catalogue revision should be treated as separate evidence points.

What to request when missing

Ask the supplier or site contact for the applicable manufacturer parts catalogue page, delivery note, order confirmation, packing list, or written supersession notice if any of these are missing. Request clear photos of the part number area, nameplate, housing or casting number, and installation position if the part is already removed from packaging for inspection.

Do not assume a supplier photo confirms fitment, batch quality, or authenticity. It confirms only what is visible in that photo except where the responsible parties have added written evidence.

Keep claims separate

Keep the following separate when writing your record: part identity, expected fitment, country or source of origin, sample or batch acceptance status, and batch quality. A delivered label matching the order documentation is still not batch acceptance. A supplier statement that a part is equivalent is not the same as the order specification.

3. Record the discrepancy detail and next step

Write the discrepancy line by line

Record what the order says and what the delivered label says in two columns or two short lines. For example: order documentation shows part number A, delivered label shows part number B; order quantity 4, delivered quantity 3; order suffix -X, delivered suffix -Y. Do not just write 'wrong part'.

Include the date and time, delivery reference, carrier or waybill number if present, and the name or role of the person witnessing the receipt. If the delivery note was signed as complete, photograph the signed delivery note too.

Add a short observation

Write a short factual observation: 'Label on carton states X, but purchase order line item states Y. Carton sealed and not opened.' This is enough for a procurement query. Do not write a conclusion such as 'counterfeit' unless the responsible parties have established that through the applicable verification process.

Request written clarification

Send the record to the supplier or purchasing contact and ask for written confirmation of which part number applies, whether the shipment was picked correctly, and whether any supersession, substitution, or quantity adjustment is authorised. Ask for the correct delivery note, packing list, or credit note where relevant.

Do not install the part while the mismatch is unresolved unless the responsible site or engineering authority has accepted it in writing under the applicable procedure.

4. Keep evidence and procurement decision aligned

Before acceptance

Keep a simple file with the order document, delivery note, label photo, package photo, and your written discrepancy note. If you later receive a supplier explanation, add that written response to the file. If the part is returned, record the return reference and date.

What remains unverified

I have not inspected any delivery document, label, part, package, or catalogue for this answer. I cannot confirm whether any specific delivered part is acceptable. Only the responsible parties can decide acceptance using the applicable order requirements, technical records, and supplier documents.

Parts Matching Support

If you need to prepare a parts information or procurement clarification, gather the model + serial number + old part number + component/housing photos and relevant labels or records. That makes the supply enquiry easier for the receiving team and supplier to follow. MechLink may help organise model, serial, candidate numbers and receipt photos for a supply enquiry, but it cannot guarantee replacement, reimbursement or stock. MechLink is an external commercial information-support service, not a SANY official contact, dealer or service centre. For parts information and procurement enquiries in this market, you can reach MechLink on WhatsApp at +77026412810.

5. What to record: summary list

• Order documentation reference and line item.
• Delivered label part number, suffix, serial number and any old number.
• Quantity delivered and unit of measure.
• Package condition and carrier or waybill reference.
• Photos of label, order document, delivery note, packing list and package.
• Date, time, and witness or receiver name.
• Written clarification request sent to the supplier or buyer.
• Supplier response, return reference or corrected document when received.

Sources

No external sources were used for this answer. The checks refer to the order documentation, delivery note, packing list, label and photos held by the receiver. I did not inspect any delivered part, label, document, or manufacturer parts catalogue for this response.