When the same person judges vehicle condition and can independently release funds, the order lacks a meaningful check. Map inspection, issue closure, payment request, amount approval, and bank execution, then add a separate reviewer wherever staffing requires one person to hold two roles.
Map acceptance, approval, and bank duties
Retain the authority matrix, inspection report, payment request, review note, bank mandate, exception log, and permission-change history. Test one real order to show who performs each step and what evidence each person receives.
Small teams still need independent evidence
Dual roles may be practical, but a second person should read the underlying report and independently verify the account and amount. Set value limits and prevent temporary delegates from approving their own exceptions.
Escalate unusual orders instead of self-approving
Stop payment if one individual can both determine condition and complete payment, or if an account change, related party, or abnormal vehicle has no added review. Resume only after authority and evidence are independently confirmed.
Segregation-of-duties table
| Subject requiring verification | Test to be satisfied before proceeding | Circumstance that halts progress | Owning function |
|---|---|---|---|
| Vehicle acceptance | Signed report identifies VIN and findings | Acceptance depends on an undocumented statement | Vehicle acceptance inspector |
| Payment request | Request references the accepted scope and amount | Requester can alter supporting evidence alone | Accounts payable analyst |
| Independent approval | Reviewer checks report, account, and authority | The same person controls all approval points | Financial controls manager |
| Bank execution | Operator acts within an active mandate | Delegation is expired or exception review is absent | Treasury operator |
Record authority changes and temporary delegation
Every delegation needs a start date, end date, scope, limit, and revocation record. Review current shipment procedures through Egypt Customs' ACI service, while using transaction evidence for the individual vehicle. Contact Starvia can help arrange the VIN-level acceptance file.
FAQ
Must acceptance and payment always be handled by different people?
The control should match the risk and organization, but no person should be able to create evidence and release money without review.
What can a small company do with limited staff?
Use independent second approval, transaction limits, exception escalation, and periodic audit of the source evidence.
Can a temporary delegate approve an urgent order?
Only within written dates and limits. Related-party, account-change, or abnormal orders should receive additional approval.
What should the audit record show?
It should identify who inspected, requested, reviewed, approved, and executed, with timestamps and the document version used.
Next step: send the model, quantity, authority map, and acceptance evidence by WhatsApp or Contact Starvia. This check does not replace local professional advice or payment authorization.
Produced by Starvia Automotive. This article offers general operating guidance for used-vehicle purchasing in Egypt, not legal, tax, insurance, customs-admission, or vehicle-performance advice. Confirm current requirements and transaction facts. Information reviewed on 2026-09-10.