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

Record the label and the delivery note before touching or installing the part. Write a dated discrepancy note, photograph both documents together and separately, log the ordered number, label number, quantity, batch or lot, packaging condition and receiver, then ask the supplier for a written explanation. Do not sign the delivery as accepted or fit the part until the difference is resolved.

A label mismatch can be a paperwork error, a supersession, a picking error or a non-genuine part. The worksite record is the evidence that protects the buyer, the mechanic and the asset history.

1. Capture the discrepancy at the receiving point

Photograph and tag the shipment

Take clear photos of the delivery note, the parts label, the outer packaging and the part itself. Include one frame showing the label and delivery note side by side.

Log the order number, line item, ordered part number, label part number, delivery-note part number, quantity ordered, quantity delivered, unit of issue, date and time, receiver, haulier or courier, seal condition and any visible damage.

Keep the label attached. If it is loose, bag it with the part and mark the bag.

Quarantine the part

Set the shipment aside. Mark it as held for document check. Do not mix it with workshop stock or use it on a machine until the discrepancy is closed.

2. Check identity without guessing fitment

Separate the document problem from the part problem

The label and delivery note may disagree for more than one reason. A written explanation is needed, but the part itself still needs independent identification.

Collect:

• machine model, suffix and serial number;
• old part number from the removed component;
• nameplate or housing photos;
• installation position;
• the applicable SANY parts catalogue revision or dealer document if available.

Do not assume a part fits because the label is close or because a supplier says it supersedes. Ask for the missing evidence.

Keep provenance and batch acceptance separate

A photo or supplier statement is not proof of every claim. Fitment, authenticity, batch quality, sample results and supplier provenance are different questions. Record each one separately.

If the supplier claims the label number supersedes the delivery-note number, ask for the documented supersession notice or catalogue revision. If that document is not available at the remote site, say it remains unverified.

3. Request a written explanation and decide the next step

Written explanation from the supplier

Contact the supplier or the party named on the delivery note. Ask in writing:

• which number controls the order;
• why the label differs;
• whether the part is a documented replacement or supersession;
• whether it can be returned or replaced if not accepted;
• who authorises acceptance.

Keep the answer in the receipt file with the photos and the quarantine note.

Procurement decision

The responsible site manager, buyer or fleet owner should decide acceptance using the applicable order terms, SANY parts catalogue and supplier response. Do not install the part unless the difference is explained and the identity is confirmed against the machine records.

MechLink may help organise the model, serial number, candidate part numbers and receipt photos into one supply enquiry. It is an external commercial information service and does not guarantee replacement, reimbursement or stock.

Parts Matching Support

If you need parts information or procurement clarification, prepare the machine model and serial number, old part number, component or housing photos, and the conflicting label and delivery-note records. 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.

4. Sources

No SANY catalogue, delivery note, label image, supersession notice or test report was inspected for this article. The checks above are general receipt-record practice for a remote worksite and are not a verification of any specific SANY part.