Follow the 6 steps below to create and complete the signing process for Sales Contracts (SC).

Contract Creation and Signing Process

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CASE 1. When the exporter creates the SC first

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CASE 2. When the importer creates the PO first

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1. Exporter Creates and Signs SC Document

<aside> <img src="/icons/info-alternate_gray.svg" alt="/icons/info-alternate_gray.svg" width="40px" /> Enter Sales Contract Details

Register the agreed-upon details with the importer and create the Sales Contract (SC).

  1. Access the Contract > Contract Details menu and click the Create SC button.

  2. Basic Information: Enter the SC NO, select the customer and responsible person, and input the sale date.

    Can't find the desired client in the list?

    If there are no matching item category with the client, they will not appear in the list. Please add categories matching the customer in the [Company Management > Company Information Management > Edit] menu.

  3. Item/Transaction Conditions: Select the items to order and input transaction conditions such as LSD, LOCATION, FREETIME, etc.

  4. 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 Contract: If you have previously worked with a buyer through ECOYA Export, you can load information from previous contracts such as Buyer, Buyer contact, and Payment Terms for faster contract creation.
  2. Add Terms and Conditions: By checking this box, the terms and conditions registered in Company Info Management will be appended to the SC document.
  3. Add Bank Details: Check this box to append the bank details from Company Info Management to the SC document.
  4. Place of Delivery: If left unchecked, “Any Port in [Country]” will be displayed. The country is usually the importer’s country, but you can modify it.
  5. Already Created SC Documents: If you've created the SC outside the ECOYA Export service, you can upload the SC document, but it will not be auto-generated. </aside>

<aside> <img src="/icons/info-alternate_gray.svg" alt="/icons/info-alternate_gray.svg" width="40px" /> Create and Sign SC:

  1. To create the contract, click Save.
  2. To sign the contract, select Sign and complete the signing process. If you have registered both the corporate seal and the representative’s signature, you can select the appropriate signature type. </aside>

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2. Request Signature from Importer on SC Document

<aside> <img src="/icons/info-alternate_gray.svg" alt="/icons/info-alternate_gray.svg" width="40px" /> Would you like to send the SC to the buyer? Select Y in the message and click Confirm to send the signature request to the responsible person of the customer.

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