When a supplier asks for the payment for goods to be transferred to another company, finance should pause that payment until the contractual creditor, the actual payee and the authorization relationship can be matched. A similar company name, or an email that still comes from the original contact, is not enough to explain a change in the payee.
Check Corporate Registration and Collection Authorization Separately
Procurement obtains the registration documents and the contract signature pages, and finance compares them against the account name provided by the bank. A collection arrangement must also state the authorizing party, the orders it covers, the refund route and the authorization period; a change in amount should not be resolved by editing an old screenshot. Colombian import procedures can be checked from the Colombia DIAN customs procedures entry point, which does not prove that a Chinese supplier or a third party is entitled to collect payment.
It is advisable to break the material verification down to specific document lines. Procurement marks the location of the original beside the registered name and separately records the submitter and the channel through which the material was obtained; when finance transcribes the account holder's name, it keeps the original wording and does not abbreviate it on its own. If the contract was signed by an agent, ask the other party to point out the signing scope in the authorization document, and have the person responsible for the contract check whether it covers the current transaction. Missing pages, differently translated names and unclear account ownership should each be written into a questions column, instead of leaving only a note that materials are pending.
For a collection explanation, ask who confirms receipt of the funds, from whom a receipt should be requested, and who would refund the money if the arrangement were cancelled. If the other party only replies that it is arranged centrally by the group, keep requesting the authorization basis for this order and remain paused until it is established.
How to Handle a New Account Notice
| Finding | Further verification | Payment handling |
|---|---|---|
| Only the English short name differs | Compare the registered name and bank evidence | Re-review after the name relationship is explained |
| Changed to a related company | Obtain the contractual party's authorization and finance approval | Pause first while authorization is unclear |
| Account changed through a temporary email | Call back independently on the previously confirmed number | Do not use the number in the new email for self-verification |
Before the call-back, finance can list the points the other party should restate, including who proposed the change, the payment it applies to and the processing status of the original instruction. During the call, do not read the complete answer to the other party and ask for confirmation; let the other party explain first and have the verifier record the differences. If the originally confirmed contact cannot be reached, hand the matter to the person in charge to choose another verification channel; reaching someone on the new number is not the same as completing the check.
It is advisable to handle materials still pending and instructions suspected of being altered separately. For the former, arrange who will supply the documents and the review checkpoint; for the latter, first restrict the related payment operations and keep the original messages received. When a pause is lifted, ask the reviewer to state which question was resolved; unresolved items stay attached to the corresponding payment request.
What Evidence to Keep After Payment Is Approved
The approval form should retain the verifier, the call-back result and the corresponding contract, with restricted access to sensitive account information. The webpage of the BYD Qin L DM-i can only help confirm the version being purchased; the supply commitment for a specific VIN and the payment beneficiary must still be written separately into the order documents.
Order Drill for a Change in the Payee
Example only; the contract and the physical vehicle prevail. Procurement has prepared payment for a given VIN and, close to approval, receives a new notice from the collecting company. Mark the payment corresponding to that vehicle on the request form first, pause the sending of instructions, and then have the contract owner confirm the creditor and the authorization document. After finance independently verifies account ownership, pass the verification result to the person authorized to approve; sales only tells the customer that the payment arrangement is being confirmed and does not promise on its own that funds will be released.
If the final decision is to use the original account, the drill should continue until the old request is withdrawn, the new request has been re-reviewed and receipt of funds is confirmed. Ask the person taking over to explain, using only the archived materials, why this account was used and whether the disabled instruction can be located. Where answers are unclear, add the original basis; do not replace missing documents with a summary prepared afterwards.
FAQ
Is an email stamped by the supplier enough?
Signing authority and account ownership still need to be checked; an image of a seal cannot replace independent confirmation.
Do small deposits also need to be verified?
A deposit also needs a clear payee, purpose and refund conditions.
Does customs registration prove the right to collect payment?
No. Import business eligibility and the authorization to collect payment for a particular transaction are different matters.
Can we pay directly when the account changes back to the original one?
First cancel the old payment instruction, then confirm that there is no duplicate or in-transit instruction on the bank side.
When you need a supplier-information checklist, please provide the entity name with account details masked and the payment stage; you can reach us through the Starvia contact page or WhatsApp.
Public references: Colombia DIAN customs procedures. Information checked on: 2026-09-03.