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

Record the order document reference, the label part number or model/suffix, serial number if visible, quantity shown in document versus physical quantity, package condition, photo evidence, date and receiver, then hold the part and request written clarification. Do not install or place it into usable stock until the mismatch is closed.

1. Record what you see before acceptance

A label mismatch may be a document error, a superseded part, a packaging mistake or a counterfeit risk. The receipt record should show what was actually received, not what was expected.

Minimum receipt record

Log the purchase order or delivery note number and date; the order line part number; the label part number, model/suffix, serial number or nameplate details; quantity on document versus physical count; package condition, seal condition and label condition; and the receiving date, location and person.

Take photos of the label, part number area, nameplate or serial number, housing or component, and package. A photo proves what was present; it does not by itself prove fitment, authenticity or batch quality.

Keep identity and acceptance separate

Write neutrally: label reads X, order documentation states Y. Do not write incorrect part supplied unless the responsible party confirms that conclusion. Keep part identity, fitment, provenance and batch acceptance as separate questions.

2. Hold the part and request written clarification

Set the part aside in a hold or quarantine area if possible. Do not mix it with accepted stock or install it. Request written clarification from the supplier or responsible party using the order number, label photo, quantity and package condition.

Evidence needed if fitment or supersession is claimed

Model name alone is not enough to confirm fitment. Ask for the applicable parts catalogue revision, manufacturer document, or written supersession reference. If a serial number or old part number exists, include it in the enquiry.

What remains unverified

If the supplier only says it fits without a document reference, record that this remains unverified. If you cannot inspect the applicable manual or catalogue, state that it was not inspected. Only the responsible parties can decide acceptance using the applicable requirements.

3. Move to acceptance only after the mismatch is resolved

If the supplier confirms a document error, request a corrected document or written instruction. If the supplier confirms a legitimate supersession, record the supersession reference and update the receipt evidence. If the mismatch cannot be explained, keep the part on hold or reject it according to the site's procurement rules.

Parts Matching Support

If you need help organising model, serial number, candidate numbers and receipt photos for a supply enquiry, MechLink may help as an independent information-support platform. It is not SANY's official site, authorised dealer, service centre, manufacturer database, certification body or testing platform. MechLink cannot guarantee replacement, reimbursement or stock. Prepare the model + serial number + old part number + component/housing photos and relevant labels or records before sending an enquiry. MechLink WhatsApp for parts information and procurement enquiries serving this market: +77026412810.

4. Sources

No external manual, parts catalogue, manufacturer document or supplier record was inspected for this article. The guidance is general receipt-record and discrepancy handling practice only. Any acceptance decision requires the actual order, applicable catalogue revision, and manufacturer or supplier documents.