When an authorized contact at a supplier or channel partner leaves, the Uruguayan procurement team should first confirm the departure date and handoff scope, then remove the former contact from the list of people authorized to receive payment information or sign documents. Enter the departure date, active orders, and successor role on the departure handoff checklist that same day.
Before a new contact takes over, the supplier must submit a new authorization document stating the person's name, title, contact details, scope of authority, and effective date. Keep related confirmations pending until all authorization documents arrive, and assign every unresolved issue previously handled by the former contact to a successor.
This article describes an internal order-verification method. Its return and release actions do not replace local legal requirements. The validity of an authorization remains subject to the supplier's current authorization documents and confirmation by the responsible local party.
How to start the departure and end the old contact
The departure handoff begins by confirming the departure date. The Uruguayan business team should register that date, the active orders owned by the former contact, and the handoff items, then deactivate the former contact on the authorization list. Record the time and operator for the deactivation to create an access-revocation record. If the former contact's email address or account continues to receive supplier system notices, the order document reviewer should first verify the content. Return any notice concerning payment or sign-off to the current contact for handling.
If the supplier continues to send instructions or request materials from the former contact's old email after the departure date, return the message and require use of the current authorized contact. Do not continue release merely because the sender previously had authority. For active matters handled by the departing contact, the role that raised each matter should identify the successor. Mark and suspend any matter without a successor on the departure handoff checklist.
Who owns each departure handoff step
| What to check | When you can proceed | When you must pause | Who is responsible |
|---|---|---|---|
| Departure handoff checklist | The checklist states the departure date, active matters, and successor role | Return it for completion if the departure date or handoff scope is missing | Supplier verification manager |
| Access-revocation record | The time and operator who deactivated the former contact are traceable | Pause the change if the old account still receives payment information | Order document reviewer |
| New authorization document | The scope and effective date cover the current active orders | Keep it pending if the scope is unclear or effective date is missing | Supplier verification manager |
| Handoff completion approval | The approval covers only the scope stated in the new authorization document | Do not sign completion if an unresolved matter has no successor | Procurement approver |
The stop points in the table control this handoff. Archive the departure handoff checklist, access-revocation record, and new authorization document side by side. When the status changes from pending to complete, the departure date, authorization document, and approver must be traceable. A phone statement that "the person has changed" cannot replace these three items.
After the new authorization document is complete, the supplier verification manager should update the contact list and only the orders covered by the document. Keep orders outside its authorization scope pending; do not release them automatically as part of this handoff.
Confirm the new authorization scope
When the new authorization document arrives, preserve it beside the old one and check whether the new contact's scope covers the current active orders. If the new scope is narrower, return uncovered matters to the supplier for an additional designation. If it only grants communication authority, it cannot by itself support order release, and the procurement approver must not expand its scope.
If the name, effective date, or supplier entity on the authorization document differs from the order record, pause and have the supplier verification manager obtain written confirmation from the issuer before updating the authorization list. Record the confirmation on the handoff completion approval, which should cover only the matters stated in the document.
Notify related roles after completing the handoff
After handoff completion is approved, the Uruguayan business team should send the current authorized contact list to finance, reconciliation, and logistics, identifying its effective date and applicable orders. When a role receives a supplier email or message, it should first confirm that the sender is on the new list. If not, return the message for identity confirmation before deciding whether to act.
If the contact changes again, repeat the process by recording a new departure date and revoking access rather than reusing this approval. Questions about historical orders should be resolved from archived approvals, not by changing conclusions based on a verbal retelling. The checklist's field format may be reused, but unresolved matters from this case must remain with the original order.
FAQ
After the former contact leaves, can the team keep using the old email address until the replacement starts?
No. Once the departure date is confirmed, remove the former contact from the list of people authorized to receive payment information and sign documents, and record the deactivation time and operator in the access-revocation record. Return instructions sent from the old email and require use of the current authorized contact. Resume communications only after the replacement starts and submits the authorization document.
If the new authorization document covers only some orders, what happens to the others?
Keep uncovered orders pending and do not expand the document's scope. The procurement approver should return the gap to the supplier and request an authorization covering those orders or another authorized contact. Until the document takes effect, related confirmations cannot move to release, and the contact list must not be updated for those orders.
How should active matters handled by the departing contact be transferred?
List the person's active orders and unresolved questions as of the departure date, assign each one a successor role and handoff time, and then revoke the departing contact's access. Every unresolved item needs a specific owner. Mark and suspend any item without one on the departure handoff checklist rather than closing it with the contact's departure ticket.
What remains to be done after the handoff is complete?
Send the current authorized contact list and effective date to finance, reconciliation, and logistics, and have each role verify incoming senders. If another change occurs, repeat departure registration and the new-authorization process rather than reusing the previous approval. Use archived approval records for historical order questions and continue tracking checklist items until they close.
Whenever a Uruguayan order turns on an authorized contact departure handoff, 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: Uruguay consumer inquiry and complaint-handling page; Starvia Automotive procurement Q&A. This article provides order-record and communication methods for supplier verification in Uruguay. 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.