Transaction Documents Workflow

STANDARD SEQUENTIAL DOCUMENT FLOW

Pre-Transaction Platform Registration

Quick Registration → Full Registration (Business License + KYC/AML + CIS) → Party Registration (Exhibit A)

Complete Transaction Document Sequence

Phase 1: Initial Exchange

1. RFI (Buyer side)
2. Specification Sheet + SCO (Seller side – includes lab tests/purity validation)

Phase 2: Intent and Qualification 3. LOI + INCOTERMS determination (Buyer side) 4. Buyer Corporate Profile (CP) (Buyer side) 5. Soft Proof of Funds (sPOF) (Buyer side)

Phase 3: Seller Validation 6. Seller Corporate Profile (CP) (Seller side) 7. Proof of Life (POL) (Seller side) 8. Inspection documents (Seller side) 9. Buyer approval of seller CP, POL and inspections

Phase 4: Financial Verification 10. Hard Proof of Funds (hPOF) (Buyer side – may include bank contact verification) 11. Seller approval of hPOF

Phase 5: Legal Documentation 12. SPA (Seller drafts, both parties negotiate and sign) 13. IMFPA (Seller drafts, both parties negotiate and sign) 14. Authorization to Verify (ATV) (Seller drafts, both parties negotiate and sign)

Phase 6: Product and Payment Preparation 15. Current storage documents (Seller provides) 16. Product document validation (Buyer validates) 17. Commercial Invoice (CI) (Seller issues)

Phase 7: Final Verification and Transfer 18. 3rd party testing/inspection (Buyer organizes and pays) 19. Product transfer to Buyer’s storage/transportation (Buyer arranges)

Phase 8: Payment and Commission Distribution 20. Payment execution with commission distribution options:

• Option 1: Buyer → Seller → Paymaster/Offtake Platform (for commission distribution)
• Option 2: Buyer → Seller AND Buyer → Authorized Paymaster/Offtake Platform (split payment)
• Option 3: Buyer → Offtake Platform (escrow) → Seller + commission distribution

DOCUMENT RESPONSIBILITIES MATRIX

Buyer Responsibilities

• RFI (Request for Information)
• LOI (Letter of Intent) + INCOTERMS determination
• Buyer CP (Corporate Profile)
• sPOF (Soft Proof of Funds)
• hPOF (Hard Proof of Funds)
• Product validation (review and approval)
• 3rd party testing (organization and payment)
• Payment execution (final transaction payment)

Seller Responsibilities

• Specification Sheet (detailed product specifications)
• SCO (Soft Corporate Offer) with lab tests/purity validation
• Seller CP (Corporate Profile)
• POL (Proof of Life)
• Inspection documents (pre-shipment inspections)
• SPA/IMFPA/ATV drafting (legal document preparation)
• Current storage documents (warehouse/facility documentation)
• Commercial Invoice (CI) (final billing document)

Both Parties

• Negotiation and signing of all legal documents
• Approval processes for counterparty documentation
• INCOTERMS compliance according to agreed terms

WORKFLOW SCENARIO 1: BUY-SIDE GENERATED (END BUYER INITIATED)

Scenario Overview

End buyer has specific procurement need and engages intermediary network to source suppliers.

Modified Workflow Process

Pre-Transaction Setup:

1. End Buyer provides direct mandate to Buy-Side Key Account Manager
2. Buy-Side KAM completes full registration with buyer mandate letter
3. Buy-Side KAM creates buyer-authorized RFQ (instead of intermediary RFI)

Network Assembly: 4. Buy-Side KAM distributes RFQ to intermediary network 5. Sell-side intermediaries register sequentially as they identify suppliers 6. Sell-Side KAM secures seller mandate and completes registration 7. Multi-Party Commission Matrix created and signed by all parties

Document Flow: 8. Specification Sheet + SCO (Seller side with lab tests) 9. Buyer CP (already authorized by end buyer) 10. sPOF (provided directly by end buyer through KAM) 11. Seller CP + POL + Inspection docs (Seller side) 12. hPOF (direct from end buyer) 13. SPA/IMFPA/ATV (legal documentation phase) 14. Storage docs + CI (preparation phase) 15. 3rd party testing + product transfer (execution phase) 16. Payment + commission distribution (completion phase)

Key Differences:

• Stronger buyer qualification from start
• Faster progression through buy-side documentation
• Direct buyer authority for all buy-side decisions
• Enhanced seller confidence due to verified buyer

WORKFLOW SCENARIO 2: BUY-SIDE GENERATED (INTERMEDIARY INITIATED)

Scenario Overview

Intermediary identifies buyer opportunity and works to secure buyer mandate while building supplier network.

Modified Workflow Process

Opportunity Identification:

1. Intermediary identifies potential buyer need
2. Intermediary completes Quick Registration
3. Intermediary creates preliminary RFI (non-binding exploration)

Backward Integration to Buyer: 4. Intermediary approaches potential End Buyer 5. Buy-Side KAM role assignment and mandate securing 6. Buy-Side KAM completes full registration with buyer mandate 7. RFI upgraded to buyer-authorized RFQ

Network Assembly: 8. Sell-side intermediaries register as suppliers identified 9. Sell-Side KAM secures seller mandate 10. Multi-Party Commission Matrix creation and signing

Standard Document Flow: 11. Specification Sheet + SCO (Seller side) 12. LOI + Buyer CP + sPOF (Buyer side) 13. Seller CP + POL + Inspection docs (Seller side) 14. hPOF (Buyer side) 15. SPA/IMFPA/ATV (legal documentation) 16. Storage docs + CI (preparation) 17. 3rd party testing + transfer (execution) 18. Payment + commission distribution (completion)

Key Differences:

• Intermediary takes initiative in opportunity creation
• Two-stage buyer qualification (preliminary then formal)
• Higher intermediary risk until buyer mandate secured
• Standard progression once both mandates obtained

WORKFLOW SCENARIO 3: SELL-SIDE GENERATED (END SELLER INITIATED)

Scenario Overview

End seller has available product/capacity and engages intermediary network to find qualified buyers.

Modified Workflow Process

Pre-Transaction Setup:

1. End Seller provides direct mandate to Sell-Side Key Account Manager
2. Sell-Side KAM completes full registration with seller mandate letter
3. Sell-Side KAM creates Product Offering Package (Spec Sheet + SCO + Lab Tests)

Market Approach: 4. Sell-Side KAM distributes offering to intermediary network 5. Buy-side intermediaries register sequentially as buyers identified 6. Buy-Side KAM secures buyer mandate and completes registration 7. Multi-Party Commission Matrix created and signed

Document Flow: 8. RFI/RFQ (Buyer response to offering) 9. Enhanced Specification Sheet + SCO (Seller refinement based on RFI) 10. LOI + Buyer CP + sPOF (Buyer qualification) 11. Seller CP + POL (already prepared, immediate provision) 12. Inspection documents (pre-prepared or rapid generation) 13. hPOF (Buyer verification) 14. SPA/IMFPA/ATV (legal documentation) 15. Storage docs + CI (readily available) 16. 3rd party testing + transfer (execution) 17. Payment + commission distribution (completion)

Key Differences:

• Product immediately available and documented
• Faster seller-side documentation (pre-prepared)
• Enhanced buyer qualification focus due to ready supply
• Reduced transaction timeline due to seller preparedness

WORKFLOW SCENARIO 4: SELL-SIDE GENERATED (INTERMEDIARY INITIATED)

Scenario Overview

Intermediary identifies supply opportunity and works to secure seller mandate while building buyer network.

Modified Workflow Process

Opportunity Identification:

1. Intermediary identifies potential supply source
2. Intermediary completes Quick Registration
3. Intermediary creates preliminary Supply Offering (basic specification)

Backward Integration to Seller: 4. Intermediary approaches potential End Seller 5. Sell-Side KAM role assignment and mandate securing 6. Sell-Side KAM completes full registration with seller mandate 7. Supply Offering upgraded to formal SCO with specifications

Market Development: 8. Buy-side intermediaries register as buyers identified 9. Buy-Side KAM secures buyer mandate 10. Multi-Party Commission Matrix creation and signing

Standard Document Flow: 11. RFI/RFQ (Buyer interest and requirements) 12. Refined Specification Sheet + SCO (Seller response) 13. LOI + Buyer CP + sPOF (Buyer qualification) 14. Seller CP + POL + Inspection docs (Seller validation) 15. hPOF (Buyer verification) 16. SPA/IMFPA/ATV (legal documentation) 17. Storage docs + CI (preparation) 18. 3rd party testing + transfer (execution) 19. Payment + commission distribution (completion)

Key Differences:

• Intermediary-driven supply development
• Two-stage seller qualification (preliminary then formal)
• Standard buyer qualification process
• Normal timeline progression once both mandates secured

INCOTERMS INTEGRATION MATRIX

Document Responsibility by INCOTERMS

EXW (Ex Works):

• Seller: Spec Sheet, SCO, POL, Storage docs at origin
• Buyer: All shipping docs, customs docs, insurance, 3rd party testing

FOB (Free on Board):

• Seller: Spec Sheet, SCO, POL, Export customs, Loading docs
• Buyer: Shipping docs, Import customs, Insurance, 3rd party testing

CIF (Cost, Insurance, Freight):

• Seller: Spec Sheet, SCO, POL, Shipping docs, Insurance, Export customs
• Buyer: Import customs, 3rd party testing, Final delivery

DDP (Delivered Duty Paid):

• Seller: All shipping docs, customs docs, insurance, delivery docs
• Buyer: 3rd party testing, Final acceptance

Payment Method Integration

Letter of Credit (LC):

• Additional documents: LC application, LC confirmation, Presentation documents
• Timeline: LC establishment before CI issuance

Escrow Services:

• Additional documents: Escrow agreement, Release conditions
• Timeline: Escrow funding before shipping

Wire Transfer:

• Additional documents: Banking instructions, Transfer confirmations
• Timeline: Payment instruction before delivery

OPTIONAL AND SPECIALIZED DOCUMENTS

Enhanced Quality Assurance

• Pre-production samples (before SCO)
• Production monitoring reports (during manufacturing)
• Quality control certificates (with storage docs)
• Chain of custody documentation (throughout process)

Regulatory Compliance

• Export licenses (seller responsibility)
• Import permits (buyer responsibility)
• Phytosanitary certificates (for agricultural products)
• Certificates of origin (trade agreement compliance)

Financial Security

• Performance bonds (seller guarantee)
• Payment guarantees (buyer security)
• Insurance policies (risk coverage)
• Credit reports (financial validation)

Specialized Products

• Product passports (traceability requirements)
• Sustainability certificates (ESG compliance)
• Technology transfer agreements (IP considerations)
• Maintenance and warranty docs (ongoing support)

PLATFORM AUTOMATION FEATURES

Workflow Management

• Scenario detection (automatic workflow assignment)
• Document progression gates (prerequisite verification)
• Mandate validation (authority confirmation)
• Timeline management (milestone tracking)

Document Generation

• Template auto-population (party information integration)
• INCOTERMS customization (responsibility matrix adjustment)
• Language localization (multi-jurisdiction support)
• Version control (amendment tracking)

Quality Assurance

• Document completeness checks (mandatory field validation)
• Consistency verification (cross-document validation)
• Compliance monitoring (regulatory requirement checking)
• Error prevention (automated quality control)

Communication Management

• Secure document exchange (encrypted transmission)
• Status notifications (progress updates)
• Approval workflows (signature management)
• Audit trail maintenance (complete transaction history)

RESULT: A comprehensive workflow system that accommodates all opportunity generation scenarios while maintaining complete legal protection for intermediaries and ensuring efficient transaction progression through standardized documentation processes.