Bind nameplate, packing list, panel and documents to the ordered SKU at destination. This is not a factory pre-shipment inspection.
In this guide5 sections
At destination, compare the received generator with the purchase order, nameplate, packing list, panel and supplied documents. Hold any mismatched goods out of stock until the discrepancy is resolved. The pre-shipment inspection checklist covers the earlier factory check.
This page is for importers, distributors and warehouse teams receiving portable or transportable sets. It does not inspect a building standby plant, a fuel-system programme or a used machine before purchase.
Bind four records to one identity
Before the crate is opened into stock, write the ordered model, revision, quantity, electrical version and kit. Then photograph the nameplate and compare maker, model, serial or batch, voltage, frequency and any fuel statement with the order and the invoice.
The packing list must name the same revision and the same kit: wheels, handles, plugs, manuals, spare items. A generic “generator” line with a different photo in the crate is HOLD.
Panel and files must match the quote: outlets, breakers, language of the manual, wiring diagram if promised. How to bind quote, nameplate and files before you order is on documents before order. Incoming inspection is the later confirmation that the arriving goods still match that bind.
Keep factory inspection and destination receiving apart
Factory pre-shipment answers “may this configuration leave the plant?” Destination incoming answers “is this the configuration we bought?” A clean factory report does not waive receiving. A receiving pass does not reconstruct a factory test you never defined.
A fuel-system inspection programme, facility standby checklist or used-equipment inspection has a different scope. Use a receiving record that checks the ordered portable generator and its supplied kit.
Nameplate discipline for resale and import is expanded on nameplate import and resale. Certificate-to-nameplate matching is on certificate, model and nameplate. This page only decides whether the arriving crate can enter the warehouse record.
Record damage, shortage and electrical version on the dock
Photograph the crate, seals, shock or wet marks, and every unpacked item against the packing list. Shortage, substitution or damage opens a claim file before the set is issued to a customer or a rental desk.
Check the electrical version on the nameplate and on the panel together: voltage, frequency, phase, outlet types. A catalogue photo of another panel is HOLD. Outlet identity is detailed in the outlet and plug guide.
Do not energise the set on the dock as a substitute for document identity. A no-load start does not prove the kit, the revision or the files. If a functional check is required, write it as a separate agreed protocol, not as an informal “we fired it up.”
Incoming HOLD table
| Field | Passes | HOLD |
|---|---|---|
| Order bind | PO, invoice and quote name one revision | Model text does not match the crate |
| Nameplate | Photo matches maker, model, serial, V/Hz | Plate missing, unreadable or another SKU |
| Packing list | Kit lines match the opened crate | Generic “generator” line or substitutions |
| Panel | Outlets and protection match the quote | Catalogue panel photo only |
| Files | Manual and promised drawings match the revision | Wrong language or another model |
| Condition | Damage and shortage logged before stock | Set issued with an open discrepancy |
| Inspection type | Destination receiving record | Factory PSI reused as receiving |
What to send with the request
Tell suppliers the market, the receiving location, which fields you will photograph on arrival, whether a functional dock test is required, voltage, frequency, phase, kit list, quantity and the claim window.
Ask them to return the packing-list template, nameplate sample, panel photo of the shipped revision, file list, serial convention and what is excluded. Start from the gasoline generator category. Receiving criteria are confirmed only on the named configuration through the project form.
