While the vessel is at sea, someone asks "are the documents complete". If the answer takes days, the problem is not the documents but the list: which papers are required, which version counts, and who approved them were never written down in one place.
The eighteen on the list
- Carriage documents. Bill of lading, air waybill, CMR: the papers that say whose hands the goods are in.
- Origin and quality. Certificate of origin, SGS or Bureau Veritas quality certificate, weight certificate, fumigation certificate.
- Insurance and customs. Marine cargo policy, export and import customs entries.
- The money side. SWIFT transfer proof, letter-of-credit copy and its amendments: whatever the payment hangs on.
- Proforma and packing. Commercial invoice, proforma invoice, packing list: the number's paper counterpart.
From upload to approval
The work starts, not ends, at upload: the file passes mime, virus and checksum checks, then goes to a manager for approval. A rejection returns with its reason; the corrected file uploads again. Approved documents replicate to the account's Google Drive folder. A missing document or late payment holds the trade — with the reason visible to everyone.
That is how we keep the list in UpcyOps: when a trade opens, its required documents generate automatically, each tracked from upload to approval, and receivables and payables hang off the same record's milestones.
