What to Document When a Parts Label Differs from the Delivery Note at a Remote Worksite
A remote site should photograph and record the label, delivery note, order line, quantity, packaging, date, place and receiver, then request a written supplier explanation before installation.
1. Short answer
Record the discrepancy as evidence before the parts are moved or fitted. Photograph the part label and the delivery note together and separately. Write down the order number, line item, part number shown on the label, part number shown on the delivery note, quantities, date, time, receiving location, receiving person, carrier or waybill number, and packaging condition. Keep the part quarantined and ask the supplier for a written explanation of the difference. A label difference is a document discrepancy, not automatic proof that the part is wrong.
2. What to record at the receiving point
Photographs
Take photographs of the label and delivery note side by side, then close-up photographs of the part number, quantity, batch or date marking if present. Also photograph the packaging before opening and after opening if it is already open.
Document fields
Record the exact text and numbers from both the label and the delivery note. Note what differs: part number, suffix, description, quantity, order line or unit of issue. Include the machine model, serial number or equipment name if available, and the purchase order or requisition number.
Packaging and quantity
Record the outer packaging condition, seals, damage, wet or opened boxes, and the actual received count. Do not discard packaging or labels until the supplier confirms the record or disposition in writing.
Missing evidence
If there is no delivery note, no label, or an unreadable label, record that absence as well. Ask the supplier for the applicable catalogue revision, order confirmation or documented supersession chain instead of guessing.
3. Why the distinction matters
A label mismatch may be a supersession, a packing error, a cross-labelled item, a handling mix-up, or a risk such as a non-genuine part. The receiving site usually cannot establish the cause from a photo alone. Keep part identity, fitment, provenance, sample results and batch acceptance separate.
A photo is evidence of the surface marking. It is not proof of authenticity, fitment or batch quality. A supplier statement is also not proof of every claim; it is one document to review.
4. Useful checks without guessing
Compare the label number with the old part number and the machine nameplate or serial number if available. Check the delivery note line against the purchase order. If the supplier says the number changed, ask for written confirmation of the supersession chain and the applicable catalogue revision. Do not install or modify the part until the responsible person accepts the explanation.
5. Parts Matching Support note
For parts information or procurement clarification, prepare the machine model and serial number, old part number, component or housing photos, and relevant labels or records. MechLink may help organise model, serial, candidate numbers and receipt photos for a supply enquiry. MechLink is an external commercial information-support service, not a SANY official site, authorised dealer, service centre, certification body or testing platform, and it cannot guarantee replacement, reimbursement, fitment or stock.
MechLink WhatsApp for parts information and procurement enquiries: +77026412810. This is not a SANY official contact and does not imply a local office or local stock.
6. Procurement next step
Send a short discrepancy record to the supplier with the photographs, the recorded fields and a request for written explanation and disposition. Keep the part quarantined and mark the record as unresolved until the supplier responds. The responsible parties decide acceptance using the applicable requirements, not the photo alone.
Sources
No external technical standards, catalogues or manufacturer documents were inspected for this article. The checks rely on the shipment's own delivery note, label, purchase order and receiving-site records.