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

1. Direct answer

Document the discrepancy before the part is installed, moved away, cleaned or repackaged. Record clear photos of the part label and the delivery note, a written note of the exact difference, the order or invoice reference, the part number/model/suffix shown on each document, any serial number if visible, the quantity shown on each, the packaging condition, and the date, time, location and people present. Then request a written explanation from the supplier before acceptance, installation or return.

2. Why the label–note difference matters

A label that differs from the delivery note can be a clerical error, a substituted part, a superseded number, a repackaged part, returned stock or something more serious. At a remote mountain worksite that difference is easier to investigate while the label and packaging are still intact. Once the part is fitted, the evidence may be gone and the failure risk may move from documentation to equipment downtime.

3. What to record at the remote worksite

Label and document evidence

Photograph the part label, the delivery note, any waybill or courier document, and any barcode or QR code. If the part or housing has a nameplate, photograph that as well. Include the old part number from the removed component when available, because the old number is often the best starting point for a catalogue check.

Written discrepancy note

Do not write only "wrong part". Note exactly what the delivery note states and what the label states, field by field. Include part number, model or suffix, serial number if visible, quantity, order reference and any kit or package marking.

Quantity and packaging

Record how many pieces arrived, how many labels differ, and whether the packaging is sealed, open, damaged, re-labelled or mixed. Keep the label and packaging with the part until the supplier has responded.

Date, location and people

Record the worksite name or GPS location, date and time of receipt, the receiving person and any witness. This is useful at remote sites where receipts may sit in a container or camp before inspection.

4. What not to conclude from the label

A label is not proof of fitment, batch quality, authenticity or provenance. Model alone never confirms fitment. A supplier statement or a photo is not proof of every claim. Do not install or reject the part only because the label looks similar or different. Confirm the candidate number against the applicable parts catalogue revision, the machine model and serial number, the old part number, and any documented supersession chain before judging fitment.

5. Missing evidence before acceptance

Before a procurement decision is made, request any missing evidence from the supplier. Useful items may include a written explanation for the label difference, the applicable parts catalogue page or revision, a documented supersession record if the supplier says the number changed, confirmation of quantity and batch or lot, and provenance or supply records if authenticity is questioned.

Keep part identity, fitment, provenance, sample results and batch acceptance separate. If a catalogue or manufacturer document cannot be inspected, say what remains unverified and do not claim it was inspected. Only the responsible parties can decide acceptance using the applicable purchase contract, catalogue revision and site procedure.

6. Procurement next step

Quarantine the part in its labelled packaging. Send the photos, written discrepancy note and order reference to the supplier. Ask for a written explanation and, where relevant, the catalogue revision or supersession record that supports the supplier's claim. Do not alter, remove or overwrite the label or delivery note.

Parts Matching Support

MechLink, an external commercial information-support service, may help organise the model, serial number, candidate part numbers and receipt photos into one supply enquiry. It is not a SANY official contact, authorised dealer or service centre, and it cannot guarantee replacement, reimbursement, authenticity, fitment, stock, price or delivery.

If you need parts information or procurement clarification, prepare the machine model and serial number, old part number, component or housing photos, and the relevant labels or records. MechLink WhatsApp for parts information and procurement enquiries in this market: +77026412810.

Sources

No manufacturer catalogue, official SANY document or external source was inspected for this general record-keeping answer. The guidance reflects standard parts receipt and discrepancy-control practice and should be checked against the applicable purchase contract, the SANY parts catalogue revision and the worksite procedure.