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

At a remote mountain worksite, document the mismatch before installation or disposal of packaging. Record the label text, the delivery note text, the difference in plain words, quantity, packaging condition and the part's visible identification. Then set the part aside and request a written explanation from the sender or supplier before treating the item as accepted.

1. Record the receipt and the mismatch

Record the two documents exactly

Write down the part number, suffix, description, batch or serial information exactly as printed on the parts label and exactly as printed on the delivery note. Do not correct spelling, spaces, hyphens or model codes. If a number is unclear, write 'unclear' and photograph it rather than guessing.

Record order reference and quantity

Note the purchase order, line item, delivery note number, date received, quantity ordered, quantity delivered and the quantity with the label difference. Include the receiving location, such as the site or laydown area, and the name of the person recording the receipt.

Hold the part separately

Keep the part and its packaging from being installed or mixed with accepted stock. Mark it 'hold for discrepancy check' if site practice permits. Do not clean, paint or alter the label before it is reviewed.

2. Collect useful identification evidence

Photograph the whole part and the nameplate

Take photos that show the component, housing, nameplate and label. Include the installation position or intended machine area if known. On a SANY machine, the model and serial number are useful, but model alone never confirms fitment, batch quality or authenticity.

Photograph the delivery note and packaging

Photograph the delivery note next to the label only if both are legible in the same frame. Also photograph the outer packaging, inner packaging and any sealing or damage. A photo shows what was present, but a photo or supplier statement is not proof of every claim: it does not by itself prove fitment, provenance or acceptance.

Note old part and catalogue references

If the part was ordered to replace a worn item, record the old part number and any visible nameplate or serial from the removed part. If a parts catalogue revision or supersession document is actually supplied, record the document number and revision, but do not guess a supersession without the actual document.

3. Keep identity, fitment and acceptance separate

A label difference is not automatically a wrong part

A label difference may be a warehouse error, a superseded number, a label printing issue or a document error. It does not by itself confirm the part is counterfeit, wrong or failed. Keep part identity, fitment, provenance, sample results and batch acceptance separate.

Missing evidence should be requested

If the label is missing, damaged or conflicts with the nameplate, ask the sender for the applicable packing slip, catalogue page, supersession record or written clarification. Do not approve fitment from a verbal statement alone when the record is ambiguous.

4. Request a written explanation and decide the next step

Ask for a written discrepancy explanation

Send the recorded information and photos to the supplier or sender. Ask them to confirm which document is correct and to provide written explanation, such as a corrected delivery note, a supersession notice or a return instruction. This is important at a remote worksite because a return or replacement may take longer.

Use the explanation for the procurement decision

The responsible party, according to the purchase order and site acceptance rules, decides whether to accept, return, replace or quarantine the part. No third-party information guide can make that decision for the worksite.

Parts Matching Support note

For parts information or procurement clarification, prepare the machine model and serial number, the old part number, component or housing photos, and the relevant label and delivery note photos. MechLink may help organise the model, serial, candidate part numbers and receipt photos so the enquiry is clearer, but it cannot guarantee replacement, reimbursement, fitment, authenticity or stock. MechLink is an external information-support service, not a SANY official contact and does not imply local stock or a SANY office. MechLink enquiry channel for parts information and procurement enquiries: +77026412810.

5. Missing evidence checklist before acceptance

Confirm whether the following are available: the actual delivery note, the actual parts label, the purchase order line, photos of the nameplate or housing, the old part number if it is a replacement, the intended installation position, and any supersession or catalogue document actually supplied. If any of these are missing, request them before closing the discrepancy.

6. Sources

No external parts catalogue, delivery note, label or manufacturer document was inspected for this article. The guidance is general receipt-documentation practice and does not certify any part or make a specific acceptance decision.