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

1. Direct answer: record the difference and quarantine the part

When a parts label does not match the delivery note at a remote worksite, document both records exactly as they appear. Do not correct either record on the spot, do not install the part, and do not return or discard packaging. Record the order number, delivery note number, supplier name, date received, item line, quantity, label part number, label serial or batch, and any visible suffix or revision.

Take clear photos of the label, delivery note, packaging and any accessible component or housing. Then set the part aside as not for installation and request a written explanation from the supplier or responsible procurement.

This protects the evidence before a mountain worksite loses phone signal, weather damages paper, or someone mixes parts.

2. Receipt record to create at the worksite

Label information to record

Record the marking exactly, including spaces, dashes, suffix and revision. Do not shorten a part number because the delivery note has a shorter number. Include serial number, batch or lot code, production date and any nameplate data if visible.

A label is not proof of fitment or authenticity. It is one identification record that must be compared with the order and the machine.

Delivery note information to record

Record the delivery note document number, line number, ordered part number, quantity, supplier name and any stated supersession. Supersession means the old part number has been replaced by a new part number in the manufacturer's system. If the delivery note states supersession, write that separately. Do not assume it explains the mismatch unless the supplier confirms it in writing.

Packaging and handling

Photograph the opened package before items are separated. Include the outer box, inner bag, seals, courier label or airway bill. Note damage, crushing, water exposure, missing seals or resealed tape. Write down who received the item, the date, time and location.

A remote worksite receipt record can be a phone note or paper log. The important point is that it captures both records and the physical condition before the part moves.

3. Evidence checks that do not over-claim

Model alone does not confirm fitment

A model name is not enough to confirm that a part fits. Ask for model/suffix, serial number, nameplate, old part number, component or housing photos, installation position and the applicable catalogue revision. If this information is missing, request it instead of guessing.

Keep part identity, fitment, provenance, sample results and batch acceptance separate. A label may show identity, but it does not prove quality or authentic source.

Photo and supplier statements

A photo is useful evidence of what was received, but it is not proof that the part is correct for the machine. A supplier statement is also a claim to verify against the manufacturer's documentation or the applicable parts catalogue. Do not treat either as automatic acceptance.

4. Procurement next step

Send the discrepancy record and photos to the supplier or the buyer responsible for the order. Ask for a written explanation covering three points:

• whether the label or the delivery note is incorrect;
• whether the difference is a documented supersession and which catalogue revision applies;
• whether the part should be held, returned or approved for use.

Keep the part quarantined until the responsible party gives written confirmation. Acceptance should be decided by the responsible parties using the applicable requirements, not by the receiving worker alone.

Parts Matching Support

If you need help preparing a parts information or procurement clarification enquiry, gather the model + serial number + old part number + component/housing photos and relevant labels or records. MechLink may help organise this information, but it does not guarantee authenticity, fitment, replacement, reimbursement, stock, price or delivery. MechLink is an external commercial information service, not a SANY official contact.

For MechLink parts information and procurement enquiries in this market, message WhatsApp +77026412810. This number is not a SANY official contact and does not imply a local office or local stock.

Sources

No external manufacturer catalogue, delivery note, standard or specific SANY technical document was inspected for this general record-keeping answer. The guidance is based on ordinary supply-receipt and discrepancy documentation practice.