If a revised contract appendix is not shared with payment staff, payments may still be based on an old version. Business and finance managers at Peruvian importers should first lock down appendix versions and signature status, then have all roles consult only the current effective version list.
This article breaks appendix management for local contracts and payments into three steps: versions, signatures, and withdrawal from use. Staff can follow them for each order. Commercial arrangements remain subject to the main contract and both parties' signatures. Local tax and registration matters should follow current official guidance.
The return and release actions described here are Starvia's operational recommendations, used only to organize internal company records. They do not convey the views of Peruvian authorities. Statutory obligations must be confirmed by the responsible local party.
Check versions and signatures before finalizing
Before the main contract is signed, business staff should list each appendix's name, version identifier, applicable vehicles, and signing parties. Verify that both parties have signed before adding it to the effective version list. Return appendices missing a version number, date, or applicable scope to the drafter for completion. Do not judge which version is newer by its filename.
When a new appendix version appears in email or the system, first determine whether it replaces the original or supplements it, then decide whether new signatures are needed. Do not update locked appendices by overwriting them. Document changes in a separate record.
How to Manage Changes After Finalization
Create a separate record for approved appendix changes, specifying where the changes occur, affected orders, and conditions for taking effect. Retain old versions in the historical archive for review. The current effective version list should contain only the latest versions signed by both parties. Payment, vehicle preparation, and shipping staff should consult only that list.
If an appendix in use differs from the list, stop using it and return it to the person responsible for the contract for confirmation before proceeding. Individual roles must not choose a version that "looks newest" and act on it. The contract reviewer centrally manages version selection.
Who signs off on the contract appendix
Manage appendix circulation through the following four items, retaining version and signature evidence for each.
| What to check | When you can proceed | When you must pause | Who is responsible |
|---|---|---|---|
| Appendix revision log | Change locations, affected orders, and conditions for taking effect are documented | Do not add a revision to the effective version list until both parties have signed | Contract reviewer |
| Applicable vehicles and signature status table | The appendix identifies applicable vehicles and has complete signatures from both parties | Return for confirmation if a version is unsigned or its applicable scope is unclear | Finance reviewer |
| Current effective version list | Only the latest versions signed by both parties are listed and shared with all roles | Stop circulating an old version if it is found in use | Contract reviewer |
| Handoff closeout page | All supporting version records remain traceable after closeout | Do not complete closeout before old versions are placed in the historical archive | Payment approver |
The contract reviewer maintains the revision log and effective version list. Finance and payment staff obtain documents according to that list, and the payment approver bases decisions only on listed versions. An email attachment is not necessarily a signed version. Verify it before use.
How to Hand Off Appendix Versions
After a version update, record how the new version replaces the old one and its effective time on the handoff closeout page, then notify affected roles. Keep old appendices in the historical archive without deleting or overwriting them.
Reuse the list structure for the next batch of orders, but create fresh records based on the new appendix versions and signature status. If an unlisted document is being used, stop its use and return it for confirmation.
Recheck the appendix version before handover
This recheck covers only the same appendix. Update the handoff closeout page only when the revision log, signature status, and current effective version list agree. If any version support is missing, suspend use of the relevant document and return it for confirmation.
Staff should consult only listed versions. Unlisted documents must not be used for payment or release decisions. Follow Starvia's order management recommendations for version control; local contract requirements require separate confirmation.
FAQ
A new contract appendix version has been sent for a Peruvian order. Should we keep the old version?
Yes. Keep it in the historical archive for review. In the appendix revision log, document how the new version replaces it, the conditions for taking effect, and affected orders. A new version without both parties' signatures must not enter the current effective version list.
A customer's email attachment has one more page than the contract list shows. How do we confirm whether it is effective?
Do not treat it as effective yet. Check its version identifier and both parties' signature status, and determine whether it is a replacement or supplemental material before updating the appendix revision log. Return it for confirmation if signatures are missing or its applicable scope is unclear.
What should payment staff do if their appendix differs from the version on the list?
Stop using the document and record when the difference was discovered. Return it to the person responsible for the contract to check its version and signature status, then obtain the document specified by the current effective version list. Staff must not independently decide which version is newer and continue payment.
Who can add a new appendix version to the effective version list?
The contract reviewer updates the list after checking the revision log and both parties' signatures. The payment approver signs off based on that list. No role may declare a new version effective solely from its receipt time or email subject. Sign-off comes before inclusion in the list.
Concerning contract appendix version locks in a Peruvian order, submit the vehicle or order identifier, available materials, and questions requiring confirmation through the Starvia contact page or WhatsApp. Then use this article's table to check available vehicle inventory and export documentation item by item.
Sources: Peru's SUNAT vehicle import guidance; Starvia purchasing FAQ. This article provides methods for keeping order records and communicating about contracts and payments in Peru. It does not constitute local legal, tax, customs clearance, or technical conclusions, nor does it guarantee market eligibility, delivery timelines, warranty coverage, selling prices, or business results. Information checked on: 2026-09-07.