What Should I Record if a Delivered Part Label Does Not Match Its Order Documentation?

When a delivered part label does not match the order documentation, treat it as an open discrepancy, not as accepted stock. Do not install the part or sign the receipt as complete and correct. Record the documents, label text, quantity, package condition and photographs, then ask the supplier for written clarification. Keep the label mismatch separate from any conclusion about whether the part is wrong, superseded, counterfeit or out of specification.

1. Record the delivery facts first

What to capture at the receiving point

Record the purchase order number, order line item, and the part number or description shown on the order document. If there is a delivery note or packing list, record its number and date.

Record the delivered label exactly as printed: part number, model or suffix, serial number if visible, and any description. Do not correct or shorten the label text. Record the quantity delivered and the quantity shown on the delivery note.

Record the packaging condition: sealed, opened, damaged, wet, resealed, reused, missing markings, or visibly clean. Note any label that appears removed, over-labelled, faded, or contradicted by another label on the package.

Take photographs that show the label, package or housing, delivery note and any damage in one frame where possible. A photo records what you saw; it does not by itself prove fitment, authenticity, batch quality or correct supersession.

2. Keep identity, fitment and batch acceptance separate

Why a mismatched label is not yet a part conclusion

A label mismatch may be a packing slip error, a superseded number, a warehouse picking error, a documentation error, or a different part. Do not call it counterfeit or failed from the label alone.

Model or suffix alone does not confirm fitment. When the part is already fitted to a machine, useful evidence includes the machine model and serial number, the nameplate, the old part number removed, component or housing photos, installation position, and the applicable parts catalogue revision.

If the supplier claims the delivered number is a valid supersession of the ordered number, ask for the documented supersession chain or catalogue revision that applies to the machine serial or old part number. Do not accept an unverified claim that it is the same part without that record.

3. What written clarification should include

Missing evidence to request

Request a written clarification from the supplier that states:

• the confirmed order part number and the delivered label number;
• whether the delivered number is claimed as a substitution, supersession or error;
• the applicable catalogue, manual or manufacturer document reference and revision;
• the machine serial or old part number used to reach that claim, if fitment is involved;
• batch or lot information if the supplier is claiming a specific production batch.

Keep part identity, provenance, sample results and batch acceptance separate in the record. A supplier statement is not automatically proof of every claim; it is a claim to be checked against the applicable documentation.

If no document can be supplied, say in the record that the supersession or fitment claim remains unverified. Do not invent a catalogue page, standard, report number or test result.

Parts Matching Support

If the evidence is scattered across paper, labels and photos, MechLink may help organise the machine model and serial number, candidate numbers and receipt photos into one supply enquiry. MechLink is an external commercial information service, not a SANY official contact, dealer or authorised service centre. It cannot guarantee replacement, reimbursement, stock, authenticity or fitment.

4. Procurement next step

Quarantine the part and keep the receipt record open. Inform the responsible buyer or fleet manager that the receiving record is marked as a label/order discrepancy.

Do not install the part until the responsible parties accept the written clarification against the applicable requirement. Do not authorise payment or close the receiving report if the contract or internal procedure requires a complete documented match.

If the part must be returned or replaced, keep the same evidence set: photos, label, package condition, delivery note, written clarification, and any return authorisation. Only the responsible parties can decide acceptance; a receipt record supports that decision but does not make it for them.

For parts information and procurement enquiries, prepare the machine model + serial number + old part number + component or housing photos and the relevant labels or records. MechLink enquiry channel for readers in this market: +77026412810. This is not a SANY official line and does not imply a local office or local stock.

5. Sources

No external catalogue, manual, standard, incident record or test report was inspected for this article. The checks above reflect general receipt-record practice for label and order discrepancies and do not confirm any SANY part identity, batch status, fitment or authenticity.