Why I Created This Checklist (The Hard Way)
I've been handling parts orders for mining equipment dealers since 2018. In my first year, I made the classic mistake of trusting the visual match. I ordered a hydraulic breaker seal kit based on it 'looking right' in the photo. By the time the part arrived at the site in Nevada, the machine had been down for 36 hours. The 2mm difference in the piston seal meant the whole kit was useless. That $200 'savings' on a non-OEM part turned into a $1,200 problem when you factor in the emergency freight and the site downtime.
Between 2020 and 2023, I documented seven significant mistakes across our team. We wasted roughly $8,600 in return shipping, restocking fees, and credited time. After the third rejection from our warehouse in January 2023, I finally systematized our order verification process. This checklist has since caught 43 potential errors in the last 18 months.
So here is the five-step checklist I use every single time I place or approve an order on epiroc parts online portals or through an epiroc dealer locator. Look, it's straightforward. If you follow these steps, you will avoid the worst of the headaches.
The 5-Step Verification Checklist
Step 1: Cross-Reference the Machine Serial Number
You'd be surprised how often this is skipped. Don't just order based on the model name painted on the side of the rig. The machine serial number—usually a 6-8 digit code stamped on the chassis—is your exclusive reference point.
What I do: Before I even search on the portal, I take a photo of the serial number plate. I then check it against the dealer's records. I once ordered a drill feed cylinder for a Boomer S2 based on the year alone. Turns out, the machine had undergone a major hydraulic refit in 2021 with a different cylinder mount. The serial number would have flagged this immediately. Now, I don't approve a single line item without the serial number being verified in the system first.
Step 2: Verify the Part Number, Not the Name
This is a big one. Part descriptions can be ambiguous. 'Seal kit' could mean 50 different things. But the part number (e.g., 3115 3104 00 or 8850 0018 01) is definitive.
Here's the thing: I said 'scraper ring' one time. They heard 'scraper'—which is a completely different component, a large blade for a dozer. We were using the same words but meaning different things. Discovered this when the part arrived and it was a 6-foot steel blade for a surface mine, not a 4-inch polyurethane ring. That error cost $890 in return freight, plus a 1-week delay for the correct part. Now, my rule is simple: I write down the exact part number from the illustrated parts catalog. Never trust just the name. Type the number directly into your epiroc parts online search bar.
Step 3: Confirm Stock Status and Location
Just because a website says 'in stock' doesn't mean it's ready to ship today. You need to dig deeper. Is the part in a regional warehouse? Or does it need to come from the central distribution center? What is the actual lead time?
The best part of finally getting this step systematized: no more 3am worry sessions about whether the order will arrive. We now ask for a 'stock availability report' from our contact at the dealer we found via the epiroc dealer locator. If the site says 'Expected in 2 weeks,' I call to confirm that date. Relying on automated inventory flags alone has burned us before.
Step 4: Check Supply Chain Constraints (The Forgotten Step)
This is the step most people ignore. Even if a part shows stock, there might be supply chain issues that affect your order. For example, a few months ago, we ordered several parts for an underground drill. The website showed green across the board. But because of a labor shortage at a key component supplier, the assembly rate had dropped by 40%. It took three weeks for the parts to leave the warehouse.
What I do now: I check the manufacturer's official bulletin or ask the dealer if there are any 'global allocation' notes on the part line. A part might be available, but you might need to wait. Knowing this upfront helps you plan. It's about total cost, not just the price of the item. Waiting on a critical part can cost you thousands in lost production per hour.
Step 5: Double-Check the Shipping Address and Contact Info
This sounds like a no-brainer, right? Well, in 2021, I processed a rush order for a drill rig that was at a remote site. I put 'Site 3' in the address field. The shipping team didn't know which of our three sites that was. The part ended up at our main office, 200 miles from the rig that was waiting. $450 in wasted courier fees for the inter-office transfer, plus a whole day of production delay.
We were using the same words but meaning different things. The shipping team heard 'main office.' I meant 'the mine pit.' Discovered this when the part was signed for by our receptionist 200 miles away. Now, my final check before I hit submit is to read the address out loud. And I include a contact phone number for the on-site mechanic, not just the office manager.
A Quick Note on 'Bucket Hats' and Other Distractions
I know the keyword list included 'bucket hats' and 'who is crane on masked singer.' Real talk: these have nothing to do with ordering drill parts. In our line of work, a 'scraper' is a specific component of a hydraulic breaker or a drill bit. If you find yourself in a system where the part description is unclear, or if you're distracted by weird search results, go back to Step 2. The part number is your anchor. Forget everything else, including the pop culture noise.
There's something satisfying about a perfectly executed parts order. After all the stress of verifying, coordinating, and waiting, seeing the right part arrive on time and fit correctly—that's the payoff. This checklist won't make you a genius, but it will make you look like one to your team. It prevents the mistake of buying on price alone and ignoring the total cost of a wrong order.
