When parts of an optional package are missing on arrival, the issue can easily disappear between purchasing saying a replacement will be sent and sales saying it has been handled. When an Argentine dealership receives a missing-item report, it should count every option listed in the contract and separately trace accessories, installed items, and instructional materials, preserving a record of every missing component.
This guide organizes the review around the option list, physical arrival count, replacement tracking, and release approval. It is designed for joint use by purchasing and delivery personnel. A missing item pauses only the affected vehicle. Vehicles without missing items continue under their own records, and a completed conclusion must not be repeatedly rewritten because another vehicle is missing a part.
The steps below help an importer's sales and delivery managers create reviewable records. They do not present an internal corporate process as a local mandate. Conclusions involving a regulator's authority must be confirmed by the responsible local entity.
Count every optional package item against the list
At the dealership, use the option details in the order as the baseline. Link each option to the vehicle identity, packing or arrival materials, and visible condition on the actual vehicle. Identical package names do not establish identical contents. List missing accessories, installed items, and instructional materials on separate lines rather than giving a vague conclusion that the optional package is incomplete.
Mark each item complete, missing, or pending. For every missing-item line, record the discovery date and evidence photos. If a packing list or source material is unavailable, return the record to obtain it before making a judgment.
Track replacements apart from the batch
Once a missing item is confirmed, the receiving role should create replacement tracking on the same missing-item line, including the replacement order number, dispatch date, and expected arrival time. When the replacement arrives, return to the original line to check its model and quantity. Update the status only after verification; until all missing items have arrived, do not mark the vehicle's entire package complete.
A replacement establishes only the status of its corresponding vehicle. If other vehicles in the same batch lack the same accessory, handle them under their own arrival and acceptance records rather than applying the conclusion for the first vehicle.
Who signs off after the missing-item count
The order specification reviewer records the missing-item line and checks the details, the dealership sales manager verifies photos of accessories received with the vehicle, and the delivery approver signs off on the retrofit or refund decision.
| What to check | When you can proceed | When you must pause | Who is responsible |
|---|---|---|---|
| Option details | The next owner can use the option details to find the corresponding vehicle | Preserve the option details as received and mark the break in the chain | Order specification reviewer |
| Photos of accessories received with the vehicle | The photos state the receipt time and scope of application | Keep the photos pending if their scope of application is unclear | Dealership sales manager |
| Missing-item responsibility statement | The statement preserves unresolved questions and the responsible person | Pause downstream actions affected by the statement | Order specification reviewer |
| Retrofit or refund decision page | The retrofit or refund decision page is signed by an authorized role | Record only approved objects on the retrofit or refund decision page | Delivery approver |
When a status changes from pending to passed, the missing-item line, reviewer, and date must be traceable. A chat message saying a replacement will be sent is not a basis for release.
Separate customer talks from the repair or refund call
Tell the customer only the missing-item facts, replacement arrangements, or refund decision. Do not state an arrival time that cannot be confirmed. Archive internal review opinions and differences between roles separately rather than adding them to external communications.
The delivery approver determines whether to retrofit the item or issue a refund. The approval page should identify the applicable vehicle, missing-item line, and execution time. Do not promise an outcome to the customer before approval.
Hand off the missing-item resolution
After resolution, file the option details, photos of accessories received, and replacement record by vehicle, noting the replacement order number and acceptance date. If after-sales personnel follow up or the customer asks again, answer from the same index. For the next batch, count each item against the new arrival records rather than reusing the conclusion for this vehicle.
Checking the last details before handover
The final check applies only to missing items on the same vehicle. Update the retrofit or refund decision page only when the option details, arrival photos, and missing-item responsibility statement all identify the same vehicle. A package name cannot replace an item-by-item count. Accept accessories, installed items, and instructional materials separately, and when a replacement arrives, return to the original missing-item line for verification.
Write the final-check result back to the retrofit or refund decision page by missing-item line, listing unresolved fields and the next owner. These handling points are Starvia Automotive's internal order-management recommendations and do not replace local law or professional judgment.
FAQ
In an Argentine project, can arrival photos alone confirm that an optional package is complete without a packing list?
No. Photos show only visible components. If the item details or packing list is missing, first return the record for the original document. Verify items that the photos can match individually and keep unmatched items paused. State the conclusion only for the reviewed scope.
If the supplier says a missing accessory will be sent next week, can the vehicle be delivered first?
First determine whether the missing item affects customer use or the contractually agreed configuration. If the replacement plan has been approved and disclosed to the customer, the vehicle may be delivered with the pending item listed separately in the delivery record. If the replacement is not approved or the customer does not accept it, do not mark the vehicle's optional package complete.
If three vehicles in the same batch lack the same accessory, can the other two be released after one is checked?
No. Check each vehicle independently against its own arrival materials, actual condition, and missing-item line. Completion for one vehicle establishes only that vehicle's status. Accept and track replacements for the remaining vehicles separately; do not use one vehicle's replacement record as the basis for releasing them.
What should the record include if the customer is dissatisfied with the missing-item resolution?
Record the customer's exact words, the handling decision, and the approving role. The retrofit or refund decision page should retain the missing-item line, outcome, and timing of the next step. After-sales personnel and later communications should use that same record rather than creating a separate verbal conclusion.
About missing optional package items in an Argentine order, submit the vehicle or order identifier, available materials, and open questions through the Starvia Automotive contact page or WhatsApp, then use the table in this guide to review the available vehicle sourcing and export documents item by item. References: Argentina consumer complaint-handling page; Starvia Automotive procurement Q&A. This article provides order-record and communication methods for retail commitments in Argentina. It does not constitute a local legal, tax, customs, or technical conclusion, nor does it guarantee market access, delivery time, warranty coverage, pricing, or business results. Information reviewed on: 2026-09-07.