Find the machine identification plate
Locate the manufacturer's identification plate or label and record the model and serial/PIN exactly as shown. Do not rely on a nickname, approximate year or a number painted on the machine unless that is your internal asset number.
If you manage a fleet, storing the serial/PIN in each customer equipment record can make future parts requests much faster.
Separate machine information from engine information
An equipment manufacturer may use engines from another manufacturer, and the engine can have its own model and serial number. Filters, fuel-system parts, starters and other engine components may require that engine identity rather than only the machine serial.
Photograph the engine data plate when the request involves the engine or when you are unsure which power package is installed.
Bring the old number and photos
A number stamped or printed on the removed component can be useful, even when the manufacturer has replaced it with a newer number. Parts catalogs often use supersession chains to connect older references to current items.
Photos should show the whole component, connectors, mounting points and labels. A close-up of one casting number without context may not be enough.
Describe what the part does
Tell the parts team where the component is located and what system it belongs to. If the request began with a machine problem, describe the symptom instead of assuming which part has failed. That can prevent ordering a component before the underlying fault has been diagnosed.
Verify fitment before installation
Compare the received part with the removed component and the machine information before installation. If dimensions, connectors or mounting points differ, stop and verify rather than modifying the part to make it fit. Returns and warranty eligibility can depend on the condition of the item.
