At fleet handover, give the workshop a way to look up the correct parts list from the machine standing in front of it. Two tools can share a sales name and use different revision-specific parts. Photograph the machine identification plate and link the machine to its exact documentation before the fleet is split between crews.
Build the record from delivered machines
Start with the buyer's asset number, manufacturer model, serial or production identifier where available, and the designated service contact. Ask the supplier which parts drawing and revision apply. Record included accessories separately. Keep manufacturer operating and service instructions accessible to the team that will use them.
| Workshop record | What to do when the field is missing |
|---|---|
| Asset G07, model and machine identifier | Photograph the plate or ask the supplier for another positive identification method |
| Applicable parts diagram and revision | Ask the supplier to confirm which list corresponds to the machine delivered |
| Part requested and supplier reference | Record any superseding part and confirmation of compatibility before ordering |
Run one lookup before signing off
Have the workshop choose one routine service item from the approved documentation and locate its reference without relying on the person's memory. If two drawings show different parts for the same sales model, hold that parts request and get written confirmation. The exercise checks that the handover record works. Repairs and servicing still follow the manufacturer's instructions and the workshop's authorized procedures.
Frequently asked questions
Does a sales invoice replace the machine plate?
Keep the invoice, but match each physical unit to its applicable service record.
Can a compatible-looking part be issued from another machine?
Obtain the correct part reference or approved substitution for the exact configuration before issue.
What if a machine moves to another depot?
Update the asset location and custody while retaining its existing identifier and service history.
Read more: Spare parts and equipment support planning.
Send Vanfurn the model and revision details for your workshop handover. You can also email [email protected].