MOSCOW, Russia, October 16, 2026. Reestr Garant (Реестр Гарант), a Russian consultancy working with engineering documentation, has prepared a parts receiving worksheet for a specific factory paperwork problem: a delivered component carries a supplier code, while the manufacturer's drawing or bill of materials uses a different number. The copyable worksheet is included below.

A parts receiving worksheet connects a delivered item to the factory's internal part number and records the evidence for that match. It gives purchasing, stores and engineering a shared record of what arrived, which requirement it relates to and what still needs an answer.

Why a matching photograph leaves questions

Consider a fictional control-panel order. The bill of materials, which lists the parts needed for the assembly, calls for item TB-04. The supplier's packing label says SUP-17. The delivery note describes the goods simply as terminals. A photograph looks familiar, but nobody has recorded why SUP-17 is an acceptable match for TB-04.

The task is to establish that connection. A supplier may use its own catalogue code, which can differ from the manufacturer's part number. Purchasing can request the manufacturer's number and relevant product data. The responsible engineer can then check them against the approved drawing or bill-of-materials revision. Keep the supplier code, manufacturer's number and factory number in separate fields so the original identities remain available.

Rewriting the supplier's label with the factory's preferred number would hide the original identification. A separate cross-reference keeps both names available.

The parts receiving worksheet

Use one row for each item being matched. Keep separate rows where different batches, serial numbers or unresolved differences need to be distinguished. Copy these column headings into a spreadsheet or a paper form:
Internal reference | Delivered identity | Delivery reference | Quantity | Batch or serial reference | Matching evidence | Review result

Use the field notes below to fill each column:

1. Internal reference: part number, assembly position and the applicable drawing or bill-of-materials revision.
2. Delivered identity: supplier item code, manufacturer's part number where available, and the description printed on the goods or label.
3. Delivery reference: supplier, delivery-note number and receipt date.
4. Quantity: number of packs, confirmed contents per pack, total units and the unit used in the factory record.
5. Batch or serial reference: the identifier present on the delivered goods, where relevant to the organisation's traceability requirements.
6. Matching evidence: the document name, revision and relevant page or entry used to connect the delivered item to the internal reference.
7. Review result: confirmed match, open question or rejected match; the person responsible for the next action and a reference to any required approval.

Use "confirmed match" when the responsible reviewer has recorded evidence connecting the delivered item to the internal reference. Use "open question" when a document, identifier or decision is still missing; assign the next action to a named role or person. Use "rejected match" when the reviewer finds that the proposed connection is not supported, and record the reason. These statuses describe the identification review; release for use follows the organisation's own approval procedure.

Check the counting unit as well as the code

In the same fictional example, the supplier delivers five packs containing 20 terminals each. The delivery note records five packs, while the assembly records count individual terminals. The corresponding quantity is 100 terminals. That calculation depends on confirming the pack contents; the unit must remain visible beside the number.

If a delivery contains different batches and those batches need to be tracked, keep their quantities separate. A single total cannot show which units came from which batch.

The GS1 Global Traceability Standard distinguishes identification of a product or part type from identification of a batch or an individual instance. The worksheet draws on that distinction, but does not implement or certify a GS1 traceability system.

Questions about using the parts receiving worksheet

Does a recorded match approve a substitute?
No. The worksheet identifies what arrived and the requirement it was compared with. The engineer or quality team separately applies the organisation's acceptance criteria. Keep a proposed substitution and the decision reference with the worksheet, including the revision used for the decision.

Can it help check an older delivery?
Yes. Start with the original supplier identifiers, then record which internal references the retained documents support. Where evidence is missing, keep the match marked as an open question rather than reconstructing an approval that was never recorded.

About Reestr Garant

Reestr Garant prepares engineering documentation and supports manufacturers working on industrial product registry applications in Russia. This worksheet concerns the organisation of component records; it does not establish product origin, conformity or eligibility for a registry.

Media contact: Igor Spravtsev, Reestr Garant. Email: [email protected].

Source checked on October 16, 2026: GS1 Global Traceability Standard, sections on identification levels and shipment/receipt records. Prepared with AI assistance and editorial review. The control-panel order, item codes and quantities are fictional teaching examples.