Agree the packing record before shipment
List each drawing reference and revision, product description, quantity and agreed supply scope in the order. Separate loose housings, seal parts and complete rollers so the receiving team can reconcile the packing list. Agree any labels, handling instructions and required inspection documents before dispatch; do not assume an item is included because it appears in a reference photograph.
Match labels to the drawing, not just appearance
When a delivery arrives, compare carton or bundle labels with the packing list and purchase order. Similar-looking housings may have different bearing seats or seal arrangements. Keep model references readable and identify mixed components before opening every package. Quarantine unidentified items according to your receiving process until the discrepancy is resolved.
Record visible condition before unpacking
Photograph the unopened package, identification label and any visible damage. Note loose restraints, displaced components or damaged wrapping on the receiving record when observed. Follow the agreed handling procedure and site safety requirements. A photo documents visible condition; it does not prove material grade, dimensional accuracy or transport liability.
Count by component and supply scope
Compare the quantities received with the agreed list. For housings and seals, distinguish the number of housings from the number of individual seal pieces or complete sets. For rollers, clarify whether frames and mounting hardware form part of the delivery. See the return roller reference for the drawing details to carry through to a replacement order.
Check the agreed features using the agreed method
Use the approved drawing and acceptance plan for checks of seats, tube dimensions, mounting lengths or shaft ends. Do not treat a photograph or a series name as a dimensional inspection. Record the instrument, method and acceptance criteria where required by your quality process. The shaft-end preparation guide explains how to distinguish length definitions.
Keep discrepancies traceable
If the label, count or configuration does not match the order, record the affected item, drawing revision and package identifier with clear photographs. Ask for clarification before installation. Preserve the supporting documents and distinguish an observed difference from a suspected cause. Send the reference and quantity through the Sunwarm inquiry contact; attach the receiving records in your email application.