After a deposit arrives, finance confirms the funds received and the inventory lead confirms whether the vehicle can be locked. Until both are complete, sales can only state the current status; a payment receipt cannot be treated as proof that a specific VIN has been allocated.
Number the Order and the Funds Separately
The order record keeps the customer's choice and the refund conditions; the payment record keeps the payer, the currency and the purpose, and the two are linked by the order number. The configuration page of the Geely Monjaro L supports the selection discussion; only after the specific supply materials are clear is vehicle identification written into the customer confirmation documents.
It is advisable to keep the original payment remark and finance's verification result in the payment record, and have the order owner state which customer request the funds should be linked to. When the purpose of the payment is unclear, arrange contact to confirm first, instead of matching it to a vehicle because the amounts are close. If another person is paying on the customer's behalf, ask the responsible person to verify the payment relationship, and record the customer identity and the payer information separately.
The vehicle list can show allocation states of requested, pending verification and confirmed, with the operator noted. When a model intention is converted into a specific vehicle, sales checks the configuration the customer accepted, inventory staff check the current ownership, and the order owner then confirms. Entries for which physical vehicle identification materials have not been received remain pending.
Allocation Changes Need a Recorded Approval Process
| Situation | Explanation to the customer | Internal handling |
|---|---|---|
| Funds received but no VIN selected | Still waiting for vehicle allocation | Forbid the system from showing the vehicle as locked |
| Original vehicle cannot be delivered | Replacement proposal and the differences | Change the allocation only after acceptance |
| Customer cancels | Applicable refund or deduction basis | Finance processing and VIN release handled separately |
Allocation adjustments can keep the original owner, the proposed owner and the approval reason. Inventory staff first propose available vehicles, sales explains the differences to the customer, and the allocation is updated after the customer agrees. Finance checks, against the order change, whether the payment purpose also needs adjustment; changing the vehicle must not automatically become a refund or deduction instruction.
For a cancellation request, it is advisable to track the customer notice, the refund processing and the vehicle release separately. When one step is not finished, state the responsible person, instead of treating the cancel button as the end of every other operation. If a vehicle must be held while a dispute is handled, give the restriction reason to the inventory manager and decide who will reconfirm it later.
Do Not Let Batch Averages Hide an Individual Shortfall
Reconcile the three lists of orders, payments and vehicles every day, and look for duplicate vehicle occupation and unclaimed payments. SIC consumer materials can help understand the dispute channels; the specific nature of a deposit and the refund responsibility are still determined under the applicable law and the contract.
Cross-Check Payment Claiming and Vehicle Occupation
Example only; the contract and the physical vehicle prevail. Finance receives a payment, but sales has not obtained supply confirmation for a given VIN. First link the receipt result to the customer order and tell the customer that the vehicle is still to be confirmed; the inventory list should not show it as locked early. After the supplier submits the identification materials, the responsible person verifies the allocable state and the customer's acceptance.
During review, trace vehicle ownership from paid orders, and trace valid orders back from occupied vehicles. When a conflict appears, keep the relevant requests, pause new allocation notices and ask the original operator to explain the basis. Do not delete earlier records to make the lists agree; after the adjustment is complete, verify separately the explanation the customer received and the order information finance uses.
FAQ
What if the payer is not the customer?
Verify the payment relationship and the purpose; do not change the buyer's name directly.
Can a locked VIN be borrowed temporarily?
The original allocation should first be released and the necessary confirmations obtained; two orders cannot occupy the vehicle at the same time.
Does a remittance screenshot count as receipt of funds?
The receipt result found by finance is what counts; the screenshot is only for locating the payment.
Does a failed allocation always forfeit the deposit?
No general conclusion can be drawn; the agreement, the reason and the applicable consumer rules must be reviewed.
When checking deposit and allocation processes, you can submit desensitized order states and the allocation rules; you can reach us through the Starvia contact page or WhatsApp.
Public references: Colombia SIC product faults and consumer rights. Information checked on: 2026-09-03.