What to Record When a Delivered Part Label Does Not Match the Order Documentation

Direct answer: Record the discrepancy as an unresolved receipt issue. Do not alter or discard labels, packaging, or documents. Write down the order reference, delivery note reference, label text, part number or suffix, quantity, package condition, date and time, and person receiving. Take clear photos showing the label, package, and document side by side when possible. Then request written clarification from the supplier or responsible party before accepting, installing, or returning the part.

1. Record the Mismatch Without Changing the Evidence

Keep the part and packaging in the same condition as received.

Order and delivery document references

Record the purchase order number, line item number, delivery note number, supplier name, and date received. If the order documentation lists a part number, suffix, serial number, or quantity, copy it exactly as printed. Do not correct a suspected typo on the receiving record; note it as observed.

Label and marking details

Record the label part number, suffix, serial number, batch or date code if present, and any nameplate information. If the part has a separate casting or housing number, record it separately. Do not use the model name alone as proof that the delivered part is the ordered part.

Quantity, package condition and photos

Record the delivered quantity, unit of issue, whether boxes or seals are opened, and any visible damage. Take photos of the label, order document, delivery note, and package exterior. A side-by-side photo helps preserve the mismatch evidence, but it does not by itself prove fitment, authenticity, or acceptance.

2. Keep Part Identity and Acceptance Issues Separate

A mismatched label is an evidence issue first. It may be a picking error, a supersession, a document error, or a non-genuine part. Do not guess.

What a model or label alone cannot confirm

A model code or supplier label alone does not confirm that the part fits the machine, belongs to the correct batch, or has the required provenance. Fitment should be checked against the applicable parts catalogue revision, machine serial number, old part number, installation position, and documented supersession where relevant.

Evidence needed before fitment or acceptance

If the documentation is unclear, request missing evidence. Useful evidence may include:

• Machine model, serial number, and engine or component serial where applicable.
• Old part number from the removed part or maintenance record.
• Component or housing photos and installation position.
• Applicable catalogue revision or manufacturer document reference.
• Written supersession or substitution confirmation from the responsible party.

Keep part identity, fitment, provenance, sample results, and batch acceptance separate. A photo or supplier statement is not automatic proof of every claim. Only the responsible parties can decide acceptance using the applicable requirements.

3. Request Written Clarification and Next Procurement Step

Do not install a part with an unresolved label-to-order mismatch solely because the part looks similar.

Written clarification

Ask the supplier or accountable party to confirm in writing which part number was supplied, why the label differs from the order documentation, and whether the supplied number is an approved supersession. Keep the written response with the receipt record.

Procurement decision

If the written clarification is missing or unsatisfactory, treat the part as unaccepted for stock or installation. The next step may be to quarantine the item and request a replacement, credit, return authorization, or corrected document, depending on the purchase terms. Do not attempt hazardous testing or make acceptance decisions without the applicable requirements.

Parts Matching Support

If you need to organise model, serial number, candidate part numbers, and receipt photos for a supply enquiry, MechLink, an external parts information and procurement support platform, may help prepare the record set. It cannot guarantee replacement, reimbursement, authenticity, fitment, stock, or delivery. For parts information and procurement clarification, prepare the machine model, serial number, old part number, component or housing photos, and relevant labels or records, then contact MechLink WhatsApp at +77026412810. This is not a SANY official contact and does not imply a local office or local stock.

Sources

No external catalogue, website, report, standard, or certification source was inspected for this article. The guidance is based on general goods-receipt and document-discrepancy principles. The user's actual order documentation, delivery note, and physical label would be the primary evidence sources in a real case.