A key recount confirms that the keys accompanying an arriving vehicle match its records. Most problems arise when counting times are inconsistent or only the total is counted without checking key types. Establish when and how keys will be checked before handling quantity discrepancies.
This article explains the sequence through counting times, individual key checks, and discrepancy handling for vehicle receiving and after-sales personnel to use during key handover. Replacement keys and responsibility after vehicle delivery are governed by the terms of the order's contract.
Count Keys on Site at a Defined Handover Point
Before counting keys, first identify the handover stage: carrier delivery, storage intake, entry into PDI, or customer pickup. Count each vehicle's keys separately without mixing them with keys for other vehicles in the same batch, to avoid using keys from one batch to make up another's count.
After the on-site count, both handover parties each confirm the quantity once. State the time and location in the confirmation record. If keys are not on site, record them as missing and note the agreed time for supplying them. Do not treat “keys stored elsewhere” as confirmation that the quantity is correct.
Check each key's type and vehicle
Do more than count the keys. Check each mechanical key, remote key, and spare key to see whether it matches the vehicle, accompanying materials, or key code. Set aside keys whose vehicle assignment cannot be identified, and clarify their source before deciding whether to enter them in the file.
The check results should clearly state how many keys the vehicle has, each key's type, and who currently holds them. If keys returned after customer pickup do not match the dispatch record, check the key issuance record before updating the quantity.
Who signs off at each recount stage
| Element subject to review | Stipulations for advancing to the subsequent stage | Situations that mandate a pause | Accountable function |
|---|---|---|---|
| Counting time record | The time corresponds to a defined stage: carrier delivery, storage intake, PDI, or pickup | If the handover stage is unclear, establish it before counting | Arrival inspection and acceptance lead |
| Individual key check record | Each key's type, vehicle assignment, and custodian can be linked to this vehicle | Do not enter keys without an identified vehicle assignment in this vehicle's file | PDI work order administrator |
| Key discrepancy record | The discrepancy identifies the missing key, agreed time for supplying it, and contact person | Do not close the recount if the discrepancy's source has not been explained | Arrival inspection and acceptance lead |
| Key handover sign-off | Sign-off covers all keys for this vehicle and the roles holding them | Do not conclude the pickup key handover before customer confirmation | Vehicle delivery approver |
In the recount record, write the quantity first, then the types, and finally the discrepancies and person handling them. Record warehouse custody and issuance at pickup on separate rows. Update the custodian field whenever the same key changes hands.
Split counting, matching and release
On-site personnel record only keys they actually see and do not add quantities based on chat messages. The role checking vehicle assignment verifies types and codes. The release role releases the vehicle only after confirming the key issuance records are complete.
If missing keys enter a replacement or claim process, submit the original counting record with the request so the new process does not begin using a separate, inconsistent account.
Moving Key Records with the Vehicle File
When a vehicle enters storage, goes into PDI, or is delivered to the customer, its key record moves with its file. The handover form states the current key quantity and custodian. Afterward, append any key borrowing or return to the original record row without rewriting historical quantities.
Create new counting records for the next batch. Historical records help trace the whereabouts of a particular key; they cannot serve as the basis for releasing a new vehicle.
FAQ
When should keys be recounted for Bolivia orders?
Count whenever keys are handed over: once at carrier delivery, storage intake, entry into PDI, and customer pickup. Counting at fixed points reveals the stage at which a discrepancy arose. Adding counts afterward or counting whenever keys happen to arrive cannot reflect the actual status.
What if mechanical key and remote key quantities do not match on a Bolivia project?
First list quantities separately by type and identify which type is missing, then check the packing record, carrier handover form, and key issuance record. If the key still cannot be found, enter the discrepancy and agree on a time to supply or replace it. A matching total must not conceal a missing key type.
How is responsibility determined if a customer discovers a missing key after pickup on a Bolivia project?
Use the counting record confirmed by both parties at pickup as the basis. If it states the delivered quantity and bears the customer's sign-off, arrange a replacement through the agreed process. If the record is missing or incomplete, review the dispatch and key issuance records stage by stage. Do not assign responsibility directly from the customer's statement alone.
Can the vehicle be delivered first if its spare key is temporarily missing on a Bolivia project?
First review the order contract's spare key delivery terms and the discrepancy record. While the key issue remains open, explain at customer pickup which key is missing and when it will be supplied, and obtain customer confirmation before delivering the vehicle. Substituting another vehicle's key without authorization compromises both vehicles' records.
To close out key recounts for a Bolivian order, submit the vehicle or order identifier, existing materials, and questions awaiting confirmation through the Starvia contact page or WhatsApp. Then use this article's table to check the available vehicle sourcing and export materials item by item. References: Bolivia IBMETRO vehicle inspection page; Starvia purchasing FAQ. This article provides order recordkeeping and communication methods for arrival inspection and acceptance in Bolivia. It does not constitute local legal, tax, customs clearance, or technical conclusions, nor does it guarantee import eligibility, delivery timelines, warranties, selling prices, or business results. Materials checked on: 2026-09-07.