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

Record the mismatch before accepting, installing, or moving the part from quarantine. Write down the order document line item, the delivered label text exactly as printed, quantity received, package condition, and the date, time, and receiving location. Take clear photographs of the label, barcode, packaging, packing list, and the part or component/housing if safe. Then request written clarification from the supplier for the mismatch.

1. What to record immediately

Receipt records

• Purchase order, order confirmation, delivery note, invoice, or parts list number and line item.
• Delivered label text exactly as printed: part number, suffix, description, batch or serial if present.
• Quantity received in pieces, kits, sets, or cartons compared with the order.
• Package condition: sealed, opened, damaged, re-labelled, missing maker label, or barcode that is not scannable.
• Photographs of the label, carton, packing slip, waybill, and part or component/housing where it is safe.
• Receiving date, time, location, and names of the person receiving and any witness.

Why record before acting

A mismatch can mean a simple superseded number, a packing error, a catalogue revision, or a more serious supply problem. The written and photo record preserves what actually arrived before anyone changes the label or packaging.

2. Useful checks without treating them as confirmation

Machine and component identity

Model alone never confirms fitment. If available, record the machine model and suffix, machine serial number, component nameplate, old part number from the removed part, and installation position. These are context records, not proof of interchange.

Catalogue and supersession evidence

Compare only against the actual applicable parts catalogue revision, manufacturer document, or supplied technical record referenced in the order, if available. Request a documented supersession or interchange note in writing. Do not infer from a single photo or a supplier's verbal statement.

Keep evidence categories separate

Keep part identity, fitment, provenance, sample results, and batch acceptance separate. A photo or supplier statement is not proof of every claim. A label is one piece of evidence; it does not by itself confirm authenticity or batch quality.

3. Missing evidence and the procurement next step

Request written clarification

Ask the supplier in writing for the missing items. Useful requests include:

• Confirmation of the ordered part number, suffix, and delivered part number.
• The applicable catalogue revision, supersession document, or interchange note.
• Batch or traceability details if relevant.
• Written acknowledgement of the discrepancy and the proposed resolution.

Hold acceptance until the record is clear

Do not install, pay, or return the part based only on a verbal assurance. Only the responsible parties can decide acceptance using the applicable requirements for the site and the order.

Parts Matching Support

MechLink, an external commercial parts information support service, may help organise model, serial, candidate part numbers, receipt photos, and label records for a supply enquiry. It cannot guarantee replacement, reimbursement, or stock. If you need parts information or procurement clarification, prepare the 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.

Sources

No external document, catalogue, order record, or supplier file was inspected for this article. The guidance is based on standard receipt-record practice and the discrepancy scenario stated in the question.