Follow the 6 steps below to create and complete the signing process for Purchase Orders(PO).

Contract Creation and Signing Process

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CASE 1. When the importer creates the PO first

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CASE 2. When the exporter creates the SC first

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1. Importer creates and signs PO Document

<aside> <img src="/icons/info-alternate_gray.svg" alt="/icons/info-alternate_gray.svg" width="40px" /> Entering Purchase Order Details: Register the contract details agreed upon with the exporter and create a Purchase Order (PO).

  1. Go to the [Contracts] menu and click the Create PO button.
  2. Basic Information: Enter the PO number, select the client and contact person, and specify the order date.

Can't find the desired buyer in the list? If no transaction items match the client, they won’t appear in the list. Add the relevant category under [Company Management > Company Information Management > Edit]. 3. Item/Transaction Terms: Select the items to order and enter the quantity, price, and transaction terms.

Quantities and prices can be entered up to two decimal places. Select from T/T, D/P, D/A or LC for transaction terms.
  1. Shipping Terms: Specify the shipping and cost-sharing terms.
  2. Remarks: Enter constraints or penalty clauses. </aside>

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<aside> <img src="/icons/info-alternate_gray.svg" alt="/icons/info-alternate_gray.svg" width="40px" /> Helpful Tips:

  1. Load Previous Contracts:

    If the importer has previous transactions via ECOYA Export, you can quickly create a new contract by importing the information (e.g., buyer details, payment terms) from earlier contracts.

  2. Add Contract Terms:

    By checking the relevant box, contract terms registered in [Company Information Management] will be attached to the SC document.

  3. Add Bank Details:

    By checking the "Bank Details" box, bank details from [Company Information Management] will be attached to the SC document.

  4. Place of Delivery:

    This is optional, but if unchecked, the port information will be displayed as ‘Any Port in [Country].’ By default, the country is the importer’s location but can be edited.

  5. Already Have a Contract Document?

    Attach your SC document created outside of ECOYA Export. When attached, the SC document will not be generated automatically.

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<aside> <img src="/icons/info-alternate_gray.svg" alt="/icons/info-alternate_gray.svg" width="40px" /> Creating and Signing the contract:

  1. Create: Click the Save button to generate the contract.
  2. Sign: Complete the signature process on the PO. If both the corporate seal and representative's signature are registered, you can conveniently select the signature according to the contract type. </aside>

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2. Request Exporter’s Signature on the PO Document

<aside> <img src="/icons/info-alternate_gray.svg" alt="/icons/info-alternate_gray.svg" width="40px" /> Request Signature from the Client: Would you like to send the PO to the seller? After selecting "Y" in the message and clicking Confirm, a signature request notification will be sent to the client.

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3. Exporter Signs the PO Document