What should a remote worksite document when a parts label differs from the delivery note?

Record both identifiers exactly, the order reference, received quantity, packaging condition, date and time, and the name of the person receiving. Do not alter the label, packaging or part. Do not install it. Ask the supplier for a written explanation.

1. Record the label-to-delivery-note difference

What to compare first

Compare the parts label with the delivery note entry for part number, model or suffix, serial number, nameplate, old part number from the removed component, quantity, unit of issue and any batch or production date.

If the difference is only a suffix or supersession, do not assume interchangeability. Model alone never confirms fitment, batch quality or authenticity. Note a documented supersession only when the site holds the applicable catalogue revision or supplier document.

What to photograph

Photograph the full label, the delivery note line, the outer packaging, the part or component or housing from several angles, and the installation position if visible. Use time-stamped photos where possible.

A photo is evidence of what the label shows at receipt. It is not proof of authenticity, batch quality or fitment. Keep the photo record separate from the decision to accept.

Separate the record types

Keep part identity, fitment, provenance, sample results and batch acceptance separate. A supplier statement sent by phone or message is not a written explanation. A matching label does not by itself prove the part is correct for the machine serial number.

2. Ask for a written explanation before acceptance

Supplier response needed

Send the supplier a written discrepancy note with the order or purchase order number, delivery note number, label data, received quantity, packaging condition, and photos. Ask the supplier to confirm in writing which identifier is correct, why the difference exists, and whether the shipped part is acceptable under the order.

At a remote mountain worksite, write the difference in the delivery note copy or site receipt log at the time of receipt. Have a second person witness the count and label reading where possible. Send the written note when the connection is available.

Remote site limits

A photo sent to the supplier is a request for clarification. It is not an approval. Only the responsible parties can decide acceptance using the applicable purchase order, catalogue revision and inspection criteria.

3. Procurement next step and missing evidence

What to check before installation

Do not install the part until the supplier confirms the correct identity and the site checks fitment against the machine serial number. Missing evidence commonly includes the old part number from the removed part, a photo of the machine nameplate, the purchase order revision, a documented supersession chain, and the supplier written explanation.

If the part is safety-related or high-value, request the applicable manufacturer document or supplied technical record. If it cannot be inspected on site, say what remains unverified.

MechLink information-support note

MechLink is an independent information platform, not a SANY official site, authorised dealer, service centre, manufacturer database, certification body or testing platform. MechLink may help organise model, serial number, candidate part numbers and receipt photos for a supply enquiry. It cannot guarantee replacement, reimbursement or stock.

Parts Matching Support: prepare the machine model and serial number, old part number if available, clear component or housing photos, and the label and delivery note records before sending an enquiry. 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 manufacturer document, delivery note, catalogue revision or site photo was inspected for this article. The guidance is based on standard receipt-documentation practice and does not verify a specific shipment.