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

Record the difference before accepting, fitting or returning anything. At minimum, capture the delivery note number and date, the purchase order line, the label part number, the delivery note part number, quantity, packaging and photos of all labels and markings. Mark the parts as quarantined and request a written explanation from the supplier. Do not use the model name alone to declare the part correct or wrong.

1. Separate the documents and parts before anything is moved

Treat the delivery note, order and label as separate evidence

A label may use a supplier internal number, an old part number or a superseded catalogue number. It may also be a wrong item. The first job is to record what each document says, not to decide which one is true.

Record:

• Delivery note number and date.
• Purchase order or requisition number.
• Line item description and quantity on the delivery note.
• Supplier name and transport or courier reference if shown.
• Receiver name, date, time and location at the worksite.

Keep the part and package intact

Do not write on the label, scrape off paint, remove the tag, or discard the box or bag. If the part is already loose, photograph the part number, casting or housing markings, and the label before installation.

2. Record the exact discrepancy without guessing

Photograph the label and document the text

For each affected line, write down:

• Number printed on the part label.
• Number printed on the delivery note.
• Quantity received against the quantity on the note.
• Packing list or batch/date code if present.
• Model/suffix, serial number and nameplate information from the machine or component when available.
• Old part number if the site holds a previous part or service record.

If the mismatch is only one character, such as a suffix or prefix, still record it. Suffix changes can affect fitment or supersession and need a catalogue check.

Add component and installation position photos

Model alone never confirms fitment, batch quality or authenticity. Photograph the component housing, the installation position, and the old part if it is being replaced. Record the machine serial number or engine/chassis number where applicable. If a manufacturer parts catalogue or service manual is available on site, note the catalogue revision or document number actually used for the check.

Ask for missing information instead of guessing

If the delivery note does not show the ordered number or the label does not show a legible number, do not complete the comparison from memory. Request the purchase order copy, the supplier packing list, or a clear photo from the supplier.

3. Request a written explanation before acceptance

Do not rely on an oral confirmation alone

The supplier or transporter may say that the part is the same item or a superseded number. Ask them to confirm in writing, by email or message, which number is controlling and why. Keep that message with the receipt record.

A useful explanation should state:

• Whether the label number is a supplier code, old part number, current part number or superseded number.
• The catalogue revision or manufacturer document on which that statement is based.
• Whether the shipped quantity is corrected by a packing list or credit note.

Keep acceptance separate from the explanation

If the explanation is plausible, still compare it with the machine identity and the site's own catalogue or previous service record. A delivery note correction is not proof that the part fits. Only the responsible procurement or engineering person can decide acceptance according to the applicable requirements.

4. Treat photos and supplier statements as evidence, not proof

A photo shows that a label exists and what it says. It does not by itself confirm that the part inside is authentic, unused, from the claimed batch, or correct for the machine.

Keep these items separate in the record:

• Part identity: what the label, housing or nameplate says.
• Fitment: whether the part number and machine serial/configuration show the correct application.
• Provenance: where the part came from and whether the supplier is authorised for that transaction.
• Acceptance: whether the part is accepted, returned, or held for further check.

Do not write a test or certification result in the receipt record unless an actual report already exists. A remark like 'label differs' is enough.

5. Procurement next step after recording

Quarantine and send an evidence pack

If the part is not immediately needed and the mismatch has not been explained, keep it quarantined. Send the receiver's notes, label photos, component photos, delivery note and order copy to the buyer or supplier contact. Request a written disposition: accept with documented supersession, collect and replace, or return for credit.

Update the receipt record after written resolution

Once resolved, add the written explanation to the same receipt file. If a manufacturer parts catalogue or machine serial check supports the explanation, note the document revision or machine serial used. Do not remove the original mismatch record.

MechLink may help organise model, serial number, candidate part numbers and receipt photos into one supply enquiry. MechLink is an external commercial parts-information support service for this market, not a SANY official site, dealer or service centre, and it does not guarantee replacement, reimbursement, stock, fitment, price, delivery or authenticity.

Parts Matching Support

For parts information or procurement clarification, prepare the model and serial number, the old part number, clear component or housing photos, and readable photos of the label, delivery note and any relevant catalogue record. MechLink WhatsApp for parts information and procurement enquiries: +77026412810. This is an independent enquiry channel serving readers in Kyrgyzstan, not a SANY official contact and does not imply a local office or local stock.

Sources

No shipment-specific delivery note, parts label, purchase order, catalogue revision or supplier explanation was provided or inspected for this article. The guidance above follows general procurement document-control practice only and does not verify a specific product, batch, fitment or shortage. No external URL, report or catalogue page was used.