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

Direct answer: Document the physical label exactly as found, the delivery note information, the purchase order reference, the quantity actually received, the packaging condition, and the specific line item or position affected. Then quarantine the part if possible and request a written explanation from the supplier before accepting, installing, or returning it.

1. Why label-to-delivery-note differences matter

A label difference is not automatically proof of wrong, counterfeit or defective parts. It is a record-keeping and verification problem first. At a remote mountain worksite there may be no immediate return shipment, so poor documentation can leave the buyer without evidence later. Keep part identity, fitment, provenance and batch acceptance separate.

Label data to record

Record the label exactly: part number, model/suffix, serial number if shown, batch/lot, supplier name, barcode or QR content if readable, and any date or country marking. Photograph the whole label and a close-up before the label is damaged or removed. Do not rely on a photo alone; write the characters in the receipt record.

Delivery note and order data to compare

Record the delivery note number, line item, described part number, description, quantity, batch/lot if shown, and any vehicle or shipment reference. Compare with the purchase order and any earlier quotation or supplier confirmation. If the delivery note has a different unit of issue, casing quantity or superseded number, note that separately.

2. Useful checks at the worksite

The goal is to preserve evidence and identify what needs written explanation, not to test the part.

Quantity and packaging checks

Count the actual units received and note whether the package was sealed, opened, wet, crushed, re-labelled or mixed. If the package contains multiple labels or old labels, photograph and record them before moving the part.

Part identity checks

Use the equipment model and serial number, nameplate, old removed part number, component or housing photos, and the installation position. Where possible, check the applicable SANY parts catalogue revision for the model or suffix. Do not use the model number alone to confirm fitment. A visual match of the label to the catalogue does not confirm batch quality, authenticity or whether the part is new.

What needs written explanation

Ask the supplier to explain in writing:

• Why the label number differs from the delivery note line.
• Whether the delivery note shows a superseded, substituted or alternate part.
• Whether the correct part is still in the shipment and the label is only a documentation error.
• Whether the supplier consents to the part being held in quarantine until the discrepancy is resolved.

3. Missing evidence to request

If the label is incomplete or the difference is not explained, request from the supplier or site office:

• The original purchase order and supplier confirmation.
• The delivery note with all line items and any amendments.
• A copy of the applicable parts catalogue page or electronic catalogue revision for the machine serial number.
• Photos of the part from multiple angles, including label, housing, mounting face and any old part removed.
• Any supplier statement on supersession, substitution or packaging error.

Do not guess at a supersession chain. A part number in a photo is not enough to confirm that the part is suitable for the machine or was manufactured to the required specification.

4. Procurement next step

Keep the part separated from accepted stock and mark it 'hold - label/delivery note discrepancy'. Send the written discrepancy list to the supplier and ask for a written response before acceptance. If the supplier says the part is equivalent, ask for the catalogue or manufacturer document that supports the interchange for the specific machine serial number and serial break where applicable. Only the responsible parties can decide acceptance using the purchase order, supplier agreement and applicable SANY requirements.

Parts Matching Support

If you need help organising model, serial number, old part number, candidate part numbers and receipt photos for a supply enquiry, you can prepare those records before contacting a parts information service. MechLink may help organise model, serial, candidate numbers and receipt photos for a supply enquiry; it does not guarantee replacement, reimbursement or stock. MechLink is an external commercial parts information service, not a SANY official contact. For parts information and procurement clarification through MechLink, use WhatsApp +77026412810. This number is an enquiry channel for readers in this market; it does not imply a local office or local stock.

Sources

No external publication, catalogue page or supplier document was inspected for this general record-keeping guidance. The checks above must be applied against the reader's own purchase order, delivery note, supplier terms, applicable SANY parts catalogue revision and machine serial-number records.