SHIRE / RFQ
Bulk auto-parts receiving: document shortages and variant differences
A distributor’s receiving-record guide for carton identity, ordered versus received quantities, variant evidence and supplier clarification.
A delivered carton count does not by itself confirm that every item and version matches the order. Receiving needs the final agreed line list and an evidence record for any discrepancy. The door switch, wiper relay and heater motor below illustrate distinct stock identities, not an actual shipment. This purchasing guide does not replace your warehouse safety process, technical acceptance rules or agreed claims terms.
Start from the final approved order version
Have the agreed SKU/OE list, quantities, packing detail and approved differences ready before stock is booked. Use a stable order-line identifier and distinguish pieces from cartons. Compare against the version actually approved, not a superseded RFQ. If packing information is missing, ask for it; do not reconstruct carton contents from catalog images. Delivery tracking, customs clearance and technical acceptance are separate events.
Record discrepancies by item and carton
For a shortage, excess quantity or unexpected variant, record the affected line, carton label or identifier, ordered quantity and received quantity. Describe the difference neutrally: a missing suffix, changed marking, damaged packing or unreadable label needs different evidence. Photograph the relevant product and label without unrelated personal information. Do not assume that a pin-count match explains a substituted variant or that a supplier caused every transit issue.
Keep items pending while clarification is needed
Follow your warehouse’s procedure for holding uncertain or damaged items apart from approved stock. Do not silently rename an unexpected SKU to make inventory totals balance. Request written supplier clarification using the line and evidence record. Any functional or electrical inspection should be carried out by qualified personnel with the correct documentation. This article does not prescribe destructive tests, a sampling standard or a fixed inspection percentage.
Close the record under the agreed process
Save the review outcome, accepted quantities and any separately agreed correction with dates and the responsible person. Reconcile the stock entry to the final decision rather than the first delivery estimate. Replacement, return, compensation and warranty questions follow the actual agreed terms and relevant professional advice; no entitlement is promised here. Keep a useful discrepancy history for future requirement checks without treating one issue as proof that every batch is defective.
Purchasing guidance, not installation or diagnostic instructions. Confirm compatibility and specifications with the supplier and a qualified technician.
Catalog examples — not confirmed substitutes
SAP-B210
Door window switch
OE references: A9605451213
Catalog specifications ↗
SAP-S155
Wiper relay
OE references: 1523612 / 1741091
Catalog specifications ↗
SAP-S305
Heater damper motor
OE references: 1422615
Catalog specifications ↗Compare the actual catalog records
These are current catalog examples, not an approved substitution list. OE references and remarks below are reproduced from the supplied records; they do not establish compatibility, stock or electrical performance.
Editorial note: this purchasing guide was prepared with AI assistance using the supplied catalog and document-coordination scenarios. It is not a product test, technical approval or a promise of SHIRE order terms.
Need a quotation for these parts?
Please confirm compatibility, voltage and connector details with us before ordering.
