Before a customer pays a deposit, every item on the configuration form and the contract it relates to should be approved individually. Without that step, later discussions can become a dispute over whether the configuration discussed at the time matched the contract. A Colombian team should first put the pre-deposit configuration form and the customer's original confirmation in the same order record before proceeding with the deposit.
This guide organizes the review around matching the configuration form to the contract, obtaining customer approval item by item, and obtaining a second approval after a change. It is designed for joint use by sales, finance, and delivery personnel. If the configuration changes after approval, obtain a new approval rather than applying the old version.
The evidence fields and stop conditions in this article support order management for pre-deposit configuration approval and are our operating recommendations. Colombian legal, tax, registration, and technical requirements are subject to official information and professional advice current at the time of publication.
Match every item on the configuration form to the contract
Use the pre-deposit configuration form as the baseline and match the model, color, optional equipment, and contract terms item by item. If the form and contract differ on any item, return them for revision and state the reason. Do not release the order under either version.
The customer's original confirmation must identify the same vehicle and configuration version and cover every configuration item. A reply that merely says "received" without confirming the items is not a basis for approval.
Item approval, then re-approval after changes
Before the deposit, sales personnel should list every configuration item for the customer and request confirmation, then archive the original confirmation with the configuration-form version. If the customer adds or changes equipment, first update the configuration form and then obtain a second approval for the changed items. Retain the previously approved version for historical comparison.
The deposit request should cite only the configuration version confirmed by the customer. If the model or accessories remain disputed, finance should keep the status pending and proceed only after sales obtains the missing confirmation.
Who reviews and releases pre-deposit approval
The business role submits the configuration review request, the order specification reviewer checks consistency between the configuration form and original confirmation, finance checks payment information, and the delivery approver signs off on the release scope.
| Checkpoint | Criterion that clears progress | Trigger for holding | Owning role |
|---|---|---|---|
| Pre-deposit configuration form | The actual holder completes registration of the pre-deposit configuration form | List separately any content that the form cannot establish | Order specification reviewer |
| Customer's original confirmation | The original confirmation can be independently reviewed by the next role | Withdraw the citation if the original confirmation does not match the current object | Dealership sales manager |
| Available vehicle information | The available vehicle information does not replace field-level details with a general conclusion | Return the information to a role authorized to make the judgment | Order specification reviewer |
| Deposit release record | The deposit release record is shared with all affected roles | Keep the deposit paused until the release record is signed | Delivery approver |
Each role signs only what it has checked. When a status changes from pending to passed, the file, reviewer, and date must be traceable.
Keep customer communications separate from deposit release
Tell the customer only the approved configuration and corresponding deposit terms. Archive internal disagreements separately rather than adding them to external communications. After the deposit release record is approved, share it with finance, sales, and delivery. Return any item that still cites an old configuration for updating before execution.
Hand off the approval result
After configuration approval, archive the pre-deposit configuration form, customer's original confirmation, and available vehicle information by order, noting the version and date. Later quotations, contracts, and delivery descriptions should cite the same version. Before reusing the form structure for a new batch, remove personal information and temporary arrangements from this order.
Checking the last details before handover
The final check applies only to the same order. Update the deposit release record only when the pre-deposit configuration form, customer's original confirmation, and available vehicle information identify the same vehicle and version. If a changed item has not received a second approval, keep it pending and do not accept a deposit under the new configuration.
Record the release scope, unresolved configuration items, and next owner in the deposit release record. This is Starvia Automotive's internal order-management recommendation; Colombian requirements are subject to information current at the time of publication.
FAQ
Can a verbal promise replace item-by-item approval?
No. A verbal confirmation cannot be reviewed item by item. The customer must return to the pre-deposit configuration form, confirm the model, color, and optional equipment individually, and preserve the original wording. If the configuration and confirmation differ, resolve the discrepancy before the deposit process rather than skipping approval.
If the customer adds an option after signing off, is the original approval still valid?
The original approval covers only the configuration version at the time it was given. After adding the option, update the form and ask the customer to approve the change again. Until the second approval is complete, the deposit request must not cite the new configuration. Retain the old version for comparison and traceability.
If the configuration form and contract show different colors, which one should be used to accept the deposit?
Neither. Return both documents, have sales and the customer confirm the actual color and align the versions, and then obtain customer approval. Keep the deposit release record paused until the versions match to prevent a delivery dispute caused by accepting a deposit under the wrong color.
Which role completes pre-deposit configuration approval?
The business role prepares the configuration form and collects the customer's original confirmation, the order specification reviewer checks consistency, and the delivery approver signs off on the release scope. Each role signs only what it has checked; a version approved outside a role's authority must be returned through the process.
About pre-deposit configuration approval for a Colombian 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: Colombia SIC consumer protection topic page; Starvia Automotive procurement Q&A. This article provides order-record and communication methods for retail commitments in Colombia. 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.