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

1. Direct answer

Document both the parts label and the delivery note as they actually appear. Do not alter, correct, install or return the part until a written explanation is received and the responsible person decides acceptance.

The minimum record should include: the label data, delivery note data, order reference, quantity, packaging condition, date and place of receipt, who received it, and photos of all visible numbers and damage.

2. Why the written record matters

A difference between a label and a delivery note does not by itself prove the part is wrong. It may be a supersession, a packing error, a document error, a split shipment or an unverified substitute.

At a remote mountain worksite the downstream risk is higher because replacement may be slow and a failed part can stop equipment. The receipt record should therefore keep the evidence separate from any conclusion about fitment, authenticity or acceptance.

This is general receipt-record guidance for an independent third-party information platform, not a SANY official database, certification body or acceptance decision. Keep part identity, fitment, provenance, sample results and batch acceptance separate.

3. What to record at receipt

Label and delivery note

Write down the exact part number, model or suffix, serial number, batch or date markings, and any other code on the physical label. Then write down the same fields exactly as they appear on the delivery note.

Do not silently ‘correct’ one document to match the other. If the delivery note says a different part number or suffix, record that difference in its own note.

Order, quantity and packaging

Record the purchase order or requisition number, line item, quantity ordered, quantity delivered, and quantity actually present in each package. Also note the packaging type, seal condition, wet or impact damage, and whether labels were loose, missing, over-stuck or unreadable.

If the shipment is mixed, keep each candidate part with its own package or tag. This prevents a photo of one part being used to prove a different part later.

Photos and witness

Take clear photos of the label, delivery note, order line, package markings and the component or housing. Photos should be close enough to read numbers but wide enough to show what the label is attached to.

Where possible, have another person witness the opening and initial the receipt note. That is useful but does not replace the written record.

4. Identity checks that avoid guessing

Model, serial and old part evidence

A label alone does not confirm fitment, batch quality or authenticity. Before treating a part as a possible replacement, collect the machine model and suffix, machine serial number, nameplate, old part number, component or housing photos, and installation position where relevant.

If the old part is available, photograph its number rather than relying only on memory or a description. If the old part cannot be removed, record the installation position and any visible casting or plate data.

Fitment and supersession

Do not decide fitment from the model name alone. If an applicable parts catalogue, manual or manufacturer document is available at the worksite, compare the label and order against the relevant catalogue revision and any documented supersession.

If no controlled manual or catalogue is available, say that fitment remains unverified. A supplier statement that it fits is not the same as a documented catalogue match.

5. Missing evidence and next check

After recording what is present, list what is missing. Common missing evidence includes: the old part number, a serial number on the removed unit, an approved request for substitution, the applicable catalogue revision, or a written supplier explanation.

Request the missing evidence from the supplier or responsible manager before installation. Keep a copy of the request and any response with the receipt record.

6. Procurement next step

The receiving record should support one clear request: please confirm in writing whether the delivered part is the ordered part, or explain the discrepancy and provide the evidence for acceptance or rejection.

Because MechLink is an external information-support service, not a SANY official contact, it may help organise the receipt evidence into a supply enquiry: machine model and serial, old part number, candidate label photos, delivery note and receipt photos. It cannot guarantee replacement, reimbursement or stock.

Parts Matching Support: if you need parts information or procurement clarification, prepare model + serial number + old part number + component/housing photos and relevant labels or records. MechLink WhatsApp for parts information and procurement enquiries: +77026412810. This number is not a SANY official contact and does not imply a local office or local stock.

7. Sources

No external catalogue, manufacturer database, inspection record or supplier statement was accessed or inspected for this article. The checks above are general receipt-record and evidence-management guidance only.