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

Document the conflict before using or storing the part as accepted: record the delivery note number and date, the purchase line and expected part number, the actual label data including any suffix or serial number, the quantity, and the packaging condition. Then photograph the label, the package, the housing or component, and the delivery documents. Mark the part as hold, do not install it, and ask the supplier for a written explanation.

1. Start a receipt record, not a fitment decision

A label difference can be harmless—a superseded part number—or serious—a wrong part. A remote mountain worksite usually cannot check catalogue fitment on the spot, so the site record should preserve the conflict rather than resolve it.

Record the document identifiers

Write down the delivery note number and date, the purchase order or line number, the supplier name, the quantity on the delivery note, and the quantity actually received.

Record the label exactly

Record the label part number, suffix, serial number, production date or batch code if shown, and any different number on the package. Do not correct a number from memory.

Separate packaging and quantity notes

Keep the label differs from delivery note issue separate from box damaged, quantity short, or documents missing. Combining them can hide what the supplier must answer.

2. Keep identity, fitment, provenance and batch acceptance separate

A model number alone never confirms fitment, batch quality or authenticity. A photo or a supplier verbal statement is not proof that a part fits, is genuine, or comes from an acceptable batch. For SANY-related parts, use the model/suffix, machine serial number, component nameplate, old part number, component or housing photos, installation position, and the applicable catalogue revision or documented supersession when they are available.

When the label shows another part number

Ask the supplier for the written supersession, interchange, or application note that connects the old number to the label number. Without that document, do not treat the new number as equivalent.

When the label is missing or unreadable

Do not guess from similar numbers. Request the sender's packing list, the original label photo, or the component nameplate photo. If no nameplate or serial is available, say that the part remains unidentified and must not be installed.

3. Preserve the physical and photo evidence

At a remote worksite, good photos are often the easiest evidence to share with a buyer or supplier.

Take clear photos of the delivery note and any handwritten remarks, the part label and package label, the part number area or nameplate, and the component or housing showing installation position if possible. Keep the part, label and packaging together. Set the item aside as hold pending written explanation. Record the receiving person, date, time and location.

Parts Matching Support

If you need help preparing the record or clarifying what to request, prepare the machine model + serial number, the old part number, candidate part numbers from the label, and component/housing photos. MechLink may help organise these records for a supply enquiry, but it is an independent commercial parts-information service, not SANY official support, and it does not guarantee fitment, authenticity, stock, price or reimbursement. For readers in this market, the MechLink WhatsApp enquiry channel is +77026412810; this is not a SANY official contact and does not imply a local office or local stock.

4. Request a written explanation before acceptance

Send the evidence package to the supplier or buyer and ask a narrow question: what was ordered, what was shipped, why does the label differ from the delivery note, and what is the next action.

Keep the written answer in the receipt file. If the explanation is documented supersession, ask for the applicable catalogue revision or written notice. If the explanation is picking error, request the correct part or written approval to use the shipped part. Do not decide acceptance from a photo alone; the responsible parties decide using the applicable requirements.

Sources

No SANY official catalogue, dealer record, or manufacturer document was inspected for this article. The checks above are general receipt-control and discrepancy-documentation practice; acceptance decisions require the applicable SANY parts catalogue revision and the supplier's written records.