What Is a Deal
A deal in Cibocom is the central record of a transaction between two companies. It is not a contract in itself, but it contains everything needed to support contract execution: the agreed commercial terms, the identities of both parties, a document repository, a status history, and a linked shipment. Every deal originates from an accepted bid and is traceable back to the originating listing.How a Deal Is Created
1
Bid Accepted
When either party accepts a bid or counter-bid on a listing, Cibocom creates a deal automatically. The deal is populated with the accepted terms — price, volume, Incoterms, delivery date, and the details of both companies.
2
Both Parties Notified
Buyer and seller receive an immediate notification with a link to the new deal. The originating listing is marked Closed and is no longer open to new bids.
3
Review and Confirm Deal Details
Both parties open the deal and review all terms. If any fields need updating — for example, adding a purchase order number or a designated contact person — edit them at this stage before fulfilment begins.
4
Coordinate Fulfilment
Use the deal as the working record throughout fulfilment — upload documents, link shipments, post status updates, and communicate with your counterparty directly within the deal thread.
5
Close the Deal
Once the product has been delivered and both parties are satisfied, mark the deal as Completed. The deal is archived and remains fully accessible for compliance, audit, and relationship history purposes.
Deal Details
Every deal record contains the following information:- Parties — The full company profiles of the buyer and seller, including designated contact persons for this transaction
- Product — The commodity, sub-type, specification, and any agreed certifications or quality requirements
- Volume — The agreed quantity and unit of measure
- Price — The agreed price per unit, total value, and currency
- Incoterms — The delivery term governing cost and risk transfer
- Delivery Date — The agreed shipment or arrival date and the delivery location
- Documents — A shared document repository for all files related to the transaction (see below)
- Linked Shipment — The shipment record associated with the physical movement of goods (see Shipments)
- Negotiation History — A read-only record of all bids and counter-bids that led to the accepted terms
Deal Status
Track each deal’s progress using the status field at the top of the deal record.
Update the status as fulfilment progresses. Both parties can update status, and each change is logged with a timestamp and the name of the user who made it.
Deal Documents and Records
The deal’s document repository is a shared workspace for all files that support the transaction. Upload documents directly to the deal record so both parties have immediate, organised access. Common documents attached to a deal include:- Commercial invoice — confirms the agreed price and payment terms
- Purchase order / Sales contract — the binding commercial agreement between the parties
- Quality certificates — third-party lab results, grading certificates, or origin certificates
- Phytosanitary / Veterinary certificates — regulatory documentation required for cross-border shipments
- Packing list — itemised breakdown of packaging and carton counts
- Bill of lading or airway bill — handed over when a shipment is created and linked to the deal
Cibocom deal records are available to both parties indefinitely and are suitable as a primary reference for compliance and auditing purposes. Store all transaction-relevant documents in the deal record rather than in external email threads or shared drives — this keeps the full transaction history in one place and accessible to authorised users at your company.
Closing a Deal
Mark a deal as Completed once:- The product has been physically delivered and received
- All documents have been exchanged and filed
- Any outstanding payment or quality issues have been resolved