A Weichai parts receiving inspection should confirm what arrived, whether it matches the order, and whether any visible damage or identification issue needs attention before installation. Start with the package condition, quantities and part numbers. Keep a clear record of anything that differs from the agreed order.
This checklist is for purchasing teams, warehouse staff and repair workshops receiving engine components. It covers delivery and identification checks. Technical acceptance, measurements and installation should follow the instructions for the exact engine and component.
1. Record the shipment before unpacking
Have the purchase order, supplier confirmation, invoice and packing list available. Record the delivery date, carrier, tracking reference and number of packages received. Check the outside of each package for crushed corners, punctures, wet areas or disturbed seals, and photograph any concerns before opening it.
- Photograph the shipping label and the complete package.
- Keep each part with its own label and packaging while checking the contents.
- Photograph the internal protection and any visible damage before moving the affected item.
For example, UPS guidance on supporting documents asks for photographs of the damaged item in its packaging, the shipping label and the outside of the package. Its claims guidance also says to retain damaged contents and packaging. Follow the process for your actual carrier and shipment; requirements can differ.
2. Match quantities, part numbers and order details
Check each order line separately. Record the ordered quantity and received quantity, then copy the part number from the label and any identifying marks visible on the component. Compare them with the supplier confirmation. If the documents describe a set or kit, check the agreed contents rather than relying only on the number of boxes.
Keep the intended engine model and serial number with the receiving record. A catalogue category such as WD615/WD618 or WP10/WP12 is a browsing aid, not confirmation that every listed component fits every engine in that series. If a number differs, ask the supplier for a documented explanation of the supplied item and its intended application before releasing it to the workshop.
3. Check visible condition without altering the part
In a clean inspection area, look for visible cracks, chips, dents, corrosion, damaged threads or missing protective caps. Check whether the packaging allowed parts to move or contact one another. For a sealed component, record the condition of the seal before deciding whether opening it is necessary under the agreed inspection procedure.
Set aside anything questionable and retain its identification. Avoid cleaning away evidence, sanding a marked surface, removing protective coatings or attempting a trial installation to resolve an unidentified discrepancy. Ask a qualified technician to assess concerns using the relevant service information. A visual check alone cannot establish dimensional accuracy or serviceability.
4. Verify claims of genuine Weichai supply
When an item was ordered as a genuine Weichai part, compare that requirement with the invoice, product label and supporting documentation. Weichai publishes an official anti-counterfeit verification guide describing its identification marks and an overseas dot-matrix photo-verification process. Use the current official instructions for the label on the item you received.
Keep the verification result with the order record. If the code is unreadable or the result needs clarification, contact the supplier and use the official support route before installation. Packaging appearance by itself should not be treated as proof of authenticity. Authenticity checks and engine-fitment checks answer different questions; both need attention.
5. Create a clear receiving record
Use one record per order line, with photographs named or grouped so they can be matched to the correct item. A useful record includes:
- Order reference, delivery date and tracking number.
- Ordered part number, received label number and other visible markings.
- Intended engine model and serial number, where available.
- Quantity ordered, quantity received and any missing kit contents.
- Package condition, item condition and photograph references.
- Verification result, discrepancy notes and the person responsible for follow-up.
- Inspection status: awaiting checks, held for clarification, or cleared for the next technical check.
Describe observations precisely. For example, record “two units received against three ordered” instead of “order incomplete.” Send the supplier the order reference, affected part number, quantities and relevant photographs. Request written confirmation of the next step and keep it with the receiving record.
6. Complete technical checks before installation
After receiving issues are resolved, pass the part and its documentation to the responsible technician. Confirm the exact application and any required dimensional or assembly checks using the applicable service information. Keep parts identified and protected according to their supplied handling and storage instructions until they are needed.
For a new order, use our Weichai parts buying checklist to prepare the identification and quotation details in advance. Recording those details before purchase makes the delivery comparison easier.
Frequently asked questions
What if the package label and the part markings differ?
Record both exactly and photograph them. Ask the supplier to identify the delivered item and explain the difference against your order. Keep the item on hold until its identity and intended application have been confirmed; do not assume that a different number is an approved replacement.
Does successful anti-counterfeit verification confirm fitment?
No. Authenticity verification and compatibility are separate checks. Confirm the part number and intended engine application against the engine details and relevant parts or service information before installation.
Should damaged packaging be thrown away after unpacking?
Retain it with the affected item while the issue is being assessed. Photograph the outside, internal protection, labels and visible damage, then follow the supplier and carrier instructions for inspection or collection.
What information should I send about a delivery discrepancy?
Send the order reference, part number, ordered and received quantities, a precise description of the issue, and photographs of the item and packaging. Include the engine model and serial number if the concern involves identification or fitment.
Prepare your next parts enquiry
Browse the Weichai engine parts catalogue or contact Weichaistore with the part number, engine details, quantity and destination country. Confirm fitment, supply details and delivery arrangements before ordering.
