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

1. Direct answer: record before acceptance

Record the mismatch before you install, reject, return or accept the part. Keep the part, label, packaging and documents together until the supplier confirms the correct status in writing.

What to record

• Order document reference: purchase order number, line item, ordered part number, description, quantity and supplier.
• Delivery document reference: delivery note or packing list number, date, carrier or waybill reference.
• Label data exactly as printed: part number, model/suffix, serial number, batch or lot number, quantity, date code and manufacturer marking.
• Physical part evidence: nameplate, casting or housing numbers, old part number if this is a replacement, component photos and installation position if relevant.
• Package condition and any damage or opening.
• Receipt date, time, receiving location and person recording the discrepancy.

Do not alter the label or discard packaging until the supplier has responded.

2. Why this protects the evidence chain

A label is only one data point. A mismatch does not by itself prove a wrong part, counterfeit part or defective batch; it only proves that the label and order documentation disagree. Model alone never confirms fitment, batch quality or authenticity.

Keep part identity, fitment, provenance, sample results and batch acceptance separate. That gives the supplier or responsible party a clean record to check instead of a conclusion that may be premature.

Evidence to photograph or scan

Photograph the label, package, nameplate, old part if available and the document page showing the order line. Keep the document reference in the same file as the photo so the evidence remains traceable.

MechLink may help organise model, serial, candidate numbers and receipt photos for a supply enquiry. It is an external commercial platform, not a SANY official site, dealer or service centre, and it cannot guarantee replacement, reimbursement or stock.

3. Useful checks before you contact the supplier

Compare candidate numbers

Check whether the label number is a known supersession, alternative supplier code or catalogue revision. Use the actual applicable manual or parts catalogue in front of you. Do not guess from memory and do not treat a supplier photo or statement as proof of every claim.

Keep identity and acceptance separate

Record what you see, not the conclusion. For example, record that the label shows one part number while the order line shows another, rather than writing wrong part supplied. Leave acceptance or rejection to the party responsible for applying the applicable requirements.

Missing evidence to request

Ask the supplier for written confirmation of which part number applies to the order, whether the label is a documented supersession or substitute, whether the documentation needs correction, and what return or replacement path applies.

If fitment is not clear, request missing evidence: model/suffix, serial number, nameplate, old part number, component or housing photos, installation position, applicable catalogue revision and documented supersession.

4. Procurement next step

Send a written discrepancy notice with the recorded data and photos. Do not install the part, do not remove markings and do not ship it back until the supplier gives a written instruction.

Only the responsible parties can decide acceptance using the applicable requirements. Use the actual purchase order, delivery note, packing list, invoice and applicable SANY parts catalogue revision held by the receiving parties.

Parts Matching Support

If you need parts information or procurement clarification, prepare the model + serial number + old part number + component or housing photos and any relevant labels or records. MechLink may help organise these items for a supply enquiry; it cannot guarantee replacement, reimbursement or stock. MechLink WhatsApp for parts information and procurement enquiries serving this market: +77026412810. This is not a SANY official contact and does not imply a local office or local stock.

Sources

No external catalogue, manual or manufacturer database was inspected for this procedural answer. The checks above rely on the actual purchase order, delivery note, packing list, invoice and applicable SANY parts catalogue revision available to the receiving party.