Original Document Preparation Guide
How we prepare original documents together with the customer โ in the languages understood by local investors and EU development fund representatives โ through an intuitive, step-by-step flow with deadlines.
๐งญ Guided flow โ order of actions
Step 1 โ Data collection
Customer provides company, machine, commercial and logistics data from the checklist. โ
Step 2 โ Offer (proforma)
We prepare the offer as eSlog XML + PDF with Incoterms, payment schedule 30/65/5 and delivery time. โ
Step 3 โ Contract + annexes
Sale Agreement with Annexes 1โ5, prepared in the customer's language (EN + local). โ
Step 4 โ Bank/agency documents
For EU-funded purchases: tender package, bank package, investor package. โ
Step 5 โ Visit and acceptance
Technical acceptance at SKOVELA โ visit planning, hotel, FAT. โ
Step 6 โ Transport and insurance
Machine transport, CMR insurance, EU packaging directives, customs. โ
Step 7 โ Original documents on the portal
All signed originals are placed on the customer's digital portal (registered user) โ payments, timeline, quality, documents. โ
Step 8 โ Service and spare parts
Commissioning, warranty, spare parts and EVB materials after delivery. โ
โฑ๏ธ Timeline (deadline schedule)
| Term | Action / document |
|---|---|
| T+0 | Offer sent (proforma, Incoterms, payment schedule) |
| T+7 days | Advance payment 30 % + signed contract |
| T+1 month | Production start; technical documentation |
| T+4 months | Technical acceptance (FAT) at SKOVELA โ visit |
| T+4โ5 months | Delivery (DAP/FCA) + delivery protocol |
| T+5โ6 months | Commissioning at customer + warranty start (12 months) |
๐ Languages by country (local investors + EU funds)
| Country | Document language | Folder |
|---|---|---|
| ๐ธ๐ฎ Slovenia | Slovenian | SI |
| ๐ฌ๐ง United Kingdom / international | English | EN |
| ๐ฉ๐ช Germany / Austria | German | DE |
| ๐ต๐ฑ Poland | Polish | PL |
| ๐ญ๐ท Croatia | Croatian | HR |
| ๐ญ๐บ Hungary | Hungarian | HU |
| ๐ฝ๐ฐ Kosovo | Albanian | XK |
| ๐จ๐ณ China | Chinese | CN |
| ๐ท๐ด Romania | Romanian | RO |
๐ Data โ Original document mapping
- Company name, VAT (VIES): Sale Agreement ยง1, DIN5008 tax declaration
- Machine model, serial, HS code: Specifications (Annex 1), proforma
- Incoterms, payment terms: Sale Agreement ยง3, ยง5, offer
- Delivery address, access conditions: Delivery Protocol (Annex 3)
- Visit dates, number of persons: FAT (Annex 2), hotel booking
- Agency/tender reference: Agency/bank packages (EU funds)