If requoting after exchange rate changes is documented only in chat, the next person will struggle to reconstruct which exchange rate version was used. Keep the original quote, exchange rate lock conditions, and signed documents together so pricing decisions for local orders can withstand review.
This article sets out internal verification steps for staff handling contracts and payments involving Colombia, helping sales and finance leads organize quote confirmation. Business decisions should still account for the current contract, physical vehicle, and destination-country requirements. Do not present operating suggestions as local commitments.
The return and clearance actions described are operating suggestions from Starvia Automotive. Foreign exchange and tax matters are subject to current official requirements. Consult the responsible local party when needed.
Confirm the original quote and reference date
When a customer or supplier sends notice of an exchange rate change, first extract the vehicle scope, cost items, pricing currency, and reference date from the original quote, then determine which items the rate affects. Conversion results whose sources cannot be retrieved or that have not been signed off must not directly replace the version the customer has already received.
The new rate applies only to portions whose settlement terms have not yet been locked. If the original quote already includes an exchange rate commitment, first check the lock conditions and validity period, then decide whether to requote.
Enter the locked fluctuation range, effective time, and applicable currencies in the exchange rate lock conditions record. Save it after sales and finance each confirm it. If their interpretations differ, hold the quote until they agree, then proceed to sign-off.
Handle Exchange Rate Movements Outside the Locked Range
If exchange rate movements exceed the locked range during the quote period, first retain the original quote and replacement version side by side, then ask sales and finance to confirm the new rate and when it takes effect. The fluctuation handling log must state which version is being replaced, which items remain unchanged, and the customer's confirmation status.
Do not rewrite a quote the customer has already received based solely on that day's posted rate. Keep a new quote prompted by an out-of-range movement “pending confirmation” until the customer confirms it. Update payment and contract signing statuses only in line with signed documents, not a chat message saying “use the new rate.”
Who signs off on old and new quotes?
Route the requote through the following four items, retaining version and sign-off records for each.
| Checkpoint | Evidence Needed to Proceed | Trigger for a Hold | Owning Role |
|---|---|---|---|
| Original quote and reference date record | Vehicle scope, cost items, currency, and reference date can be traced to the original file | Do not use untraceable conversion results to replace the original quote | Contract reviewer |
| Exchange rate lock conditions record | Sales and finance jointly confirm the fluctuation range and effective conditions | Leave the original quote unchanged if the rate moves outside the locked range | Finance reviewer |
| Fluctuation handling log | The new quote identifies the version it replaces and unchanged items | Return to the original provider for explanation if the relationship between old and new versions is unclear | Contract reviewer |
| New quote sign-off page | The version received by the customer matches the signed documents | Do not update payment or contract signing status before sign-off | Payment approver |
Send the new quote to the customer only after sales and finance each confirm its scope. If they disagree, keep the quote on hold and resolve the differences in the fluctuation handling log individually rather than combining them into a vague conclusion.
Hand Off Findings After Requoting
When entering the pricing decision on the new quote sign-off page, identify the old version it replaces, unchanged items, and the customer's confirmation time. Do not delete the old version. Keep it beside the new one under the same order index for later review.
For the next batch of inquiries, reuse quote fields and the basis for exchange rate locking, not the rate values from this review. Requote new orders using their own reference dates, market conditions, and customer confirmations. Historical conclusions do not apply automatically.
Recheck before requote passes on
This recheck covers only the quote history for the same order. Update the external version only when the original quote record, exchange rate lock conditions, and new quote sign-off page all refer to the same vehicle and currency. If any one is missing, keep the hold in place and return the gap to the corresponding role for completion.
Retain old and new versions side by side. Move the old version to the historical section for review rather than overwriting it. Payment status follows the latest signed documents.
FAQ
Can the original quote still be used if rates move?
It cannot simply be carried forward. First check the original quote's exchange rate lock conditions and effective time. If the rate moves outside the range, retain old and new versions side by side and requote after sales and finance confirm the new rate. Keep the quote “pending confirmation” until the customer confirms it.
Can we change the contract amount first if the customer verbally agrees to pay at the new rate?
No. Payment and contract signing statuses must be updated only in line with signed documents. First ask the customer to confirm the written version, then make changes within the scope stated on the new quote sign-off page. Do not overwrite the original quote based on a verbal statement.
Which old materials should be retained when requoting?
Retain the original quote's vehicle scope, cost items, pricing currency, and reference date, along with its exchange rate lock conditions and effective time. The new version must identify what it replaces and which items remain unchanged. Move the old version to the historical section so the choices made at the time can be reviewed.
Who can decide that the new quote takes effect?
After sales and finance each confirm the scope, the payment approver updates the status based on signed documents. If either party has not confirmed or the relationship between old and new versions is unclear, keep the quote on hold. Return it for additional explanation before proceeding to sign-off.
If you need a decision on exchange rate requoting for a Colombian order, submit the vehicle or order identifier, available materials, and questions requiring confirmation through the Starvia Automotive contact page or WhatsApp. Then use the table in this article to check the available vehicle sourcing and export documents item by item. Sources: Colombia DIAN customs services page; Starvia purchasing FAQ. This article provides order recordkeeping and communication methods for contracts and payments involving Colombia. It does not constitute local legal, tax, customs clearance, or technical conclusions, and does not guarantee market access, delivery timelines, warranty coverage, selling prices, or business results. Materials checked on: 2026-09-07.