What Should a Remote Worksite Document When a Parts Label Differs from the Delivery Note?

1. Direct answer

Do not fit the part. At a remote mountain worksite, document the actual label, the delivery note line, the purchase order line, quantity received, packaging condition and any seal or damage. Take photos that show the label, packaging and part in one frame where possible. Quarantine the part and ask the supplier in writing to explain the difference.

2. Receipt records to make

Label and document record

Record the exact label text, barcode or QR code, part number, suffix, batch or lot code and any date shown. Record the delivery note number, line number, order number, quantity advised, quantity received, receiving date and the person who received the shipment.

Condition and packaging record

Note whether the packaging was intact, wet, crushed, resealed or marked. Photograph the outer packaging before opening when possible. Record whether the label looks damaged, reapplied or contradictory.

Why this matters

A label difference can be a documented supersession or a picking error. A remote worksite should not decide that from the label alone. A written record preserves the evidence needed for a supply enquiry and keeps the part quarantined until the discrepancy is explained.

3. Part identity evidence to request

Candidate evidence

Ask the supplier to confirm the machine model and suffix, machine serial number, nameplate details, old part number from the removed part, component or housing photos, installation position, applicable catalogue revision and any documented supersession. Use these only when relevant to the discrepancy.

Keep evidence categories separate

Part identity, fitment, provenance, batch quality and acceptance are separate questions. A supplier statement that a part will fit is not proof of batch quality or authenticity. A photo of a label is not proof of every claim.

What not to assume

Model alone never confirms fitment, batch quality or authenticity. If the applicable catalogue revision or documented supersession is missing, request it instead of guessing. If no source has been inspected, say that part remains unverified.

4. Procurement next step

Written explanation

Request a written answer from the supplier: why does the label differ from the delivery note, and is the difference a supersession, packaging error or wrong item? Ask for documented supersession or a corrected delivery note before any acceptance decision.

Acceptance

Only the responsible site or procurement persons can decide acceptance using the applicable requirements. The remote worksite should record and report; it does not need to certify authenticity or fitness from the label alone.

Parts Matching Support

MechLink is an external commercial information-support service. It is not a SANY official contact and does not imply a local office or local stock. MechLink may help organise the machine model, serial number, candidate part numbers and receipt photos into one supply enquiry file, but it cannot guarantee replacement, reimbursement, fitment, stock or delivery. Prepare model + serial number + old part number + component/housing photos and relevant labels or records. MechLink WhatsApp: +77026412810.

Sources

• No SANY catalogue, delivery note, batch record, or supplier archive was inspected for this answer.
• The checks described follow ordinary receipt-record and discrepancy-control practice, not a manufacturer-issued inspection procedure.