📘 BiomassX User Manual

1. Introduction to BiomassX

1.1 What is BiomassX?

BiomassX is a bioenergy exchange platform designed specifically for trading biomass, biofuel and bioenergy-related products such as agriculture residues, dedicated energy crops, wood logs, wood chips, wood pellets, heat, cool, steam and power. The platform connects buyers, sellers and related-service providers in both local and global markets, enabling efficient, transparent, and automated trading.

1.2 Key Features

1.3 Who Should Use BiomassX?

• Buyers: Consumers seeking to purchase biomass, biofuel and bioenergy-related products for energy generation, manufacturing, or other uses
• Sellers: Producers of biomass, biofuel and bioenergy-related products including forest owners, sawmills, pellet producers, and distributors
• Brokers/Traders: Intermediaries facilitating trades between buyers and sellers
• Service providers: Companies that provide services related to biomass, biofuel and bioenergy-related products

1.4 System Requirements

2. Getting Started

2.1 Creating an Account

1 Navigate to the BiomassX registration page

2 Fill in the registration form with the following information:

• First Name & Last Name: Your individual or contact name
• Organization Name: Your company or organization (optional)
• Email Address: Must be unique and valid
• Phone Number: Must be unique (format: international or local)
• Identification Number: Business registration or tax ID (optional)
• Password: Minimum 4 characters (use strong password recommended)

3 Click Register to create your account

4 Upon successful registration, you will be automatically logged in

2.2 Logging In

1 Go to the login page

2 Enter your email address

3 Enter your password

4 Click Login

2.3 Password Reset

If you forget your password:

1. Click on "Forgot Password?" on the login page
2. Enter your registered email address
3. Check your email for a password reset link (valid for 1 hour)
4. Click the link and enter your new password
5. Confirm the new password and submit

2.4 Dashboard Overview

After logging in, you'll be taken to your dashboard where you can:

• Create your new orders to buy or sell
• View your recent orders and their status
• Edit or cancel your unmatched orders
• See pending contracts awaiting your action
• Check invoices and payment status
• Access your profile and account settings

3. User Roles & Capabilities

3.1 Role Types

BiomassX supports various user roles organized in a hierarchical structure:

3.2 User Capabilities

• Create and manage buy orders
• Create and manage sell orders
• View market data and product catalog
• Manage their profile and settings
• Edit or cancel your unmatched orders
• View and manage matched contracts
• Access invoice and payment records
• Switch between English and other languages

• Receive notifications when sell orders match their buy orders
• Confirm contracts as the buying party
• Receive and pay for platform fee invoices
• Submit payment then get tax invoice and receipts

• Receive notifications when buy orders match their sell orders
• Confirm contracts as the selling party
• Receive and pay for platform fee invoices
• Submit payment then get tax invoice and receipts

4. Creating and Managing Orders

4.1 Create Order

Log in then navigate to Orders menu from your dashboard page

1Order Type

A buy order indicates that you want to purchase a specific biomass, biofuel or bioenergy-related product. You specify the maximum price you're willing to pay, quality (standard & grade), quantity, and other relevant details.

A sell order indicates that you have a biomass, biofuel or bioenergy-related product available for sale. You specify the minimum price you're willing to accept, quality (standard & grade), quantity, and other relevant details.

2Product

Select the product you want to buy or sell from full text search

3Quantity

Specify the amount of the product you want to buy or sell.

4Unit of measure

Select the unit of measurement for the quantity (e.g., MT, Kg, GJ, kWh, Liters).

5Price per unit

Enter the price you are willing to pay (for buy orders) or accept (for sell orders) per unit of the product.

6Currency

Select the currency for the price (e.g., THB, USD, EUR).

7Marketspace

Select whether the order is for the local market (within your country) or the global market (international).

8Quality

Select the quality (standard-grade) of the product you want to buy or sell.

9Matching type

Select the type of matching for the order (e.g., automatic, manual).

10Contract type

Choose the type of contract for the order (e.g., SPOT (deliver immediately), FORWARD (deliver over a period in the future)).

11Packing

Specify the packing type for the product.

12Payment term

13Delivery term

Select the delivery term using Incoterms (e.g., EXF, EXW, FOB, FAS, CIF, CFR, DDP).

14Delivery date

Specify the delivery date or delivery window for the order.

15Place of delivery/Port

Specify the place of delivery or port for the order, depending on the delivery term selected.

16Remarks

Add any additional remarks or special instructions for the order.

17 Click Submit Order to create your order

4.2 Order List

After creating an order, you can view and manage all your orders in the Order List section.

• View all your orders with filters for status, date range, product, etc.
• Click on an order to view full details
• Edit or cancel unmatched orders
• See matching status and related contracts

4.3 Contract List

Once your orders are matched, you can view and manage all your contracts in the Contract List section.

• View all your contracts with filters for status, date range, product, etc.
• Click on a contract to view full details
• Manage contract statuses and related orders

4.4 Order Statuses

4.5 Managing Your Orders

Viewing Orders

• Go to Orders page/Order List tab to see all your orders
• Use filters to find specific orders by status, date, product, etc.
• Click on view details of an order to view full details

Editing an Order

• You can only edit orders with Pending/Partially Matched status
• Click Edit on the order details page
• Make necessary changes (e.g., quantity, price, remarks)
• Click Update Order

Cancelling an Order

• You can only cancel orders with Pending/Partially Matched status
• Click Cancel Order on the order details page
• Confirm the cancellation
• Only pending or partially matched orders can be cancelled

5. Understanding Order Matching Engine

5.1 How BiomassX's Matching Engine Works

BiomassX uses an advanced automated matching algorithms and AI that continuously evaluate buy and sell orders to find compatible matches.

Matching Criteria

For two orders to match, they must satisfy ALL of the following conditions:

1. Price Match: Buy price must be ≥ Sell price, matching at the seller's price
2. Product Match: Same product type
3. Quality Match: Same quality (standard-grade)
4. Delivery Term Compatibility:
   • EXF: Seller specifies their premises or place of delivery (ex-farms)
   • EXW: Seller specifies their premises or place of delivery (ex-works)
   • FOB/FAS: Seller specifies loading port
   • CIF/CFR/DDP: Buyer specifies destination port
5. Location Compatibility:
   • For local market: Compatible country, province/state, district/city, and subdistrict/town
   • For global market: Compatible ports, and countries
6. Delivery Date: Delivery windows must overlap
7. Marketspace: Both orders must be in the same marketspace

5.2 Matching Priority

The matching algorithm processes orders in the following priority:

1. Buy Orders: Sorted by highest price first
2. Sell Orders: Sorted by lowest price first
3. Time: Older orders are processed before newer ones (at the same price level)

5.3 Partial Matching

Orders can be partially matched. For example:

• Buy order for 1000 tons can match with multiple smaller sell orders
• Sell order for 500 tons can match with multiple smaller buy orders
• The remaining unmatched quantity stays active and available for future matching

5.4 Matching Price

5.5 Receiving Match Notifications

When your order is matched, you will receive:

• Email Notification: Sent to your registered email address in your preferred language
• Dashboard Alert: Visible when you log in to your account
• Contract Record: A new contract is created automatically

5.6 What Happens After Matching

1. A Contract is automatically created
2. Both parties (buyer and seller) are first notified
3. The contract status is set to Draft
4. Both parties must confirm the contract
5. Both parties (buyer and seller) are second notified
6. Order quantities are updated (reduced by matched amount)
7. Order status changes to "Partially Matched" or "Fully Matched"
8. Both parties (buyer and seller) are third notified

6. Contract Management

6.1 Contract Lifecycle

Contracts in BiomassX go through the following stages:

6.2 Viewing Contracts

1 Navigate to Contract List from your dashboard/orders menu

2 You'll see a list of all your contracts with filters for:

• Status (Draft, Confirmed, Signed, etc.)
• Date range
• Role (as buyer or seller)
• Product type

3 Click on a contract to view full details

6.3 Contract Details

Each contract displays:

• Contract Number: Unique identifier
• Parties: Buyer and seller information
• Product Details: Product, quality, quantity
• Pricing: Agreed price, currency, total value
• Delivery Terms: Incoterms, locations, dates
• Payment Terms: Credit days
• Confirmation Status: Who has confirmed
• Related Orders: Original buy and sell orders

6.4 Confirming a Contract

1 Open the orders/contract list tab

2 Review all contract terms carefully

3 If you agree to the terms, click Confirm button

4 You'll receive a confirmation email notification

5 Wait for the other party to confirm

6.5 Withdrawing Confirmation

If you've confirmed but the other party hasn't yet:

• You can withdraw your confirmation
• Click Withdraw Confirmation on the contract page
• This returns the contract to Draft status

6.6 Contract Cancellation

BiomassX uses a request-response cancellation workflow:

Requesting Cancellation

1. Open the contract details page
2. Click Request Cancellation
3. Provide a reason for cancellation
4. Submit the request
5. The other party will be notified

Responding to Cancellation Request

1. You'll receive an email notification
2. Open the contract details page
3. Review the cancellation request and reason
4. Choose to either:
   • Approve: Contract will be cancelled
   • Reject: Contract remains active
5. Provide your response reason
6. Submit your decision

Cancellation Outcomes

• If Approved: Contract status changes to "Cancelled", associated orders are released
• If Rejected: Contract remains in current status, requesting party is notified

7. Invoice Management

7.1 Understanding Invoices

When a contract is fully signed by both parties confirmation, BiomassX automatically generates invoices to both contract parties:

• Seller Invoice: BiomassX issues platform fee invoices to the buyer
• Buyer Invoice: BiomassX issues platform fee invoices to the seller

7.2 Invoice Numbering

Invoice numbers follow this format:

For example: INV-S-123-1-2025

• S: Seller invoice
• B: Buyer invoice
• 123: Contract ID
• 1: Sequence number
• 2025: Year

7.3 Invoice Statuses

7.4 Viewing Invoices

1 Navigate to Invoices menu from your dashboard after logging in

2 You'll see a list of all invoices with filters for:

• Status (Draft, Issued, Paid, etc.)
• Date range
• Role (as buyer or seller)
• Payment status

3 Click on an invoice to view details

7.5 Invoice Details

Each invoice shows:

• Invoice Number: Unique identifier
• Issue Date: When invoice was issued
• Due Date: Payment deadline (based on payment terms)
• Parties: Seller and buyer details
• Line Items: Products, quantities, unit prices
• Subtotal: Sum of line items
• Tax: Applicable taxes
• Discount: Any discounts applied
• Platform Fees: BiomassX service fees (if applicable)
• Total Amount: Final amount to be paid
• Amount Paid: Total payments received
• Balance Due: Remaining amount

7.6 Downloading Invoice PDF

1 Open the invoice details page

2 Click Download PDF

3 The invoice will be generated as a printable PDF document

7.7 Viewing Payment Summary

For any invoice, click Payment Summary to see:

• All payments allocated to this invoice
• Payment dates and amounts
• Payment methods used
• Remaining balance

8. Payment Management

8.1 Payment Process Overview

BiomassX tracks payments through a two-step process:

1. Receipt Creation: Record that a payment was made/received
2. Payment Allocation: Link the payment to specific invoice(s)

8.2 Creating a Payment Receipt

1 Navigate to Payments → Receipts

2 Click Create New Receipt

3 Fill in the receipt details:

• Amount Paid: Total payment amount
• Currency: Payment currency
• Payment Date: When payment was made/received
• Payment Method: Bank transfer, check, wire transfer, etc.
• Payment Reference: Transaction ID, check number, etc.
• Notes: Any additional information (optional)

4 Click Create Receipt

8.3 Allocating Payment to Invoices

After creating a receipt, you need to allocate it to one or more invoices:

1 From the receipt details page, click Allocate Payment

2 Select the invoice(s) to allocate payment to

3 For each invoice, enter the allocation amount

4 Review the allocation summary:

• Total receipt amount
• Total allocated
• Remaining unallocated

5 Click Confirm Allocation

8.4 Automatic Invoice Status Updates

When you allocate payment to an invoice, the system automatically:

• Updates the Amount Paid on the invoice
• Recalculates the Balance Due
• Changes invoice status:
  • To Partially Paid if partial payment
  • To Paid if fully paid
• Sends notification to the other party

8.5 Viewing Payment History

For an Invoice

• Open invoice details page
• Click Payment Summary or scroll to payment section
• View all payments allocated to this invoice

For Your Account

• Go to Payments → Receipts
• View all receipts you've created or received
• Filter by date, status, or amount

8.6 Payment Receipts vs Allocations

8.7 Payment Tracking for Buyers

As a buyer, you should:

1. Review invoices received from sellers
2. Make payment through your bank/payment method
3. Create a receipt in BiomassX with payment details
4. Allocate the payment to the corresponding invoice(s)
5. Seller receives notification of payment

8.8 Payment Tracking for Sellers

As a seller, you should:

1. Issue invoices to buyers
2. Monitor payment due dates
3. When payment is received in your bank account, create a receipt
4. Allocate the received payment to the buyer's invoice
5. Track outstanding invoices and follow up as needed

9. Profile & Settings

9.1 Viewing Your Profile

Click on your username or profile icon in the top navigation, then select Profile.

9.2 Updating Profile Information

1 Navigate to your profile page

2 Click Edit Profile

3 Update the fields you want to change:

• First Name & Last Name
• Organization Name
• Phone Number (must remain unique)
• Email Address (must remain unique)
• Identification Number (tax ID, business registration)

4 Click Save Changes

9.3 Changing Password

1 Go to your profile page

2 Click on the Security tab or Change Password

3 Enter your current password

4 Enter your new password

5 Confirm your new password

6 Click Update Password

9.4 Language Preferences

BiomassX supports both English and Thai:

• Click the language selector (EN/TH) in the top navigation
• Choose your preferred language
• The entire interface will switch to that language
• Your preference is saved for future sessions
• Email notifications are sent in your preferred language

9.5 Payment Terms Settings

You can set default payment terms for your orders:

• Go to Profile → Settings
• Set your preferred Payment Terms Days (e.g., 30, 60, 90)
• This will be the default when creating new orders
• You can still change it for individual orders

9.6 Address Management

Manage your business addresses:

• Go to Profile → Addresses
• Add billing and delivery addresses
• Set default addresses for invoicing and delivery
• Edit or delete addresses as needed

9.7 Account Balance

View your account balance and transaction history:

• Your current balance is displayed on the dashboard
• View detailed transaction history in Account section
• Track payments received and made

10. Frequently Asked Questions (FAQ)

10.1 Account & Login

Q: I forgot my password. How can I reset it?

A: Click "Forgot Password?" on the login page, enter your email address, and follow the instructions sent to your email. The reset link is valid for 1 hour.

Q: Can I change my username?

A: No, usernames are permanent. However, you can change your email address and other profile information.

Q: Can I have multiple accounts?

A: Yes, but each account must have a unique email address and phone number.

10.2 Orders

Q: Can I edit an order after it's been matched?

A: No, once an order is matched and a contract is created, you cannot edit the order. You must work with the contract instead.

Q: What happens to my order if it's only partially matched?

A: The matched portion creates a contract. The remaining quantity stays active and available for future matching.

Q: How long does my order stay active?

A: Orders remain active until they are fully matched, cancelled, or expire based on the last delivery date.

Q: Why isn't my order getting matched?

A: Check that:

• Your price is competitive (buy price high enough or sell price low enough)
• There are compatible orders in the marketplace
• Your delivery terms and locations are compatible with available orders
• Your quality/grade matches what's available

10.3 Contracts

Q: What happens if I don't confirm a contract?

A: The contract remains in Draft status indefinitely. It won't progress to signed status, and invoices won't be generated.

Q: Can I reject a contract after it's been matched?

A: Yes, if the contract is still in Draft or Partial Confirmation status. Once both parties have confirmed, you must use the cancellation process.

Q: How long do I have to confirm a contract?

A: There's no strict deadline, but it's recommended to confirm or reject contracts promptly to ensure smooth trading.

Q: What if the other party doesn't respond to my cancellation request?

A: You can follow up directly with the other party. If there's a dispute, contact BiomassX support.

10.4 Invoices & Payments

Q: When are invoices generated?

A: Invoices are automatically generated when a contract is fully signed (both parties confirmed).

Q: Can I edit an invoice?

A: No, invoices cannot be edited once created. If there's an error, you may need to cancel the invoice and have it regenerated (contact support).

Q: How do I mark an invoice as paid?

A: Create a payment receipt and allocate it to the invoice. The status will automatically update to "Paid" when the full amount is allocated.

Q: Can I pay multiple invoices with one payment?

A: Yes, create one receipt for the total payment amount, then allocate portions of it to multiple invoices.

Q: What currencies are supported?

A: BiomassX supports multiple currencies including THB, USD, EUR, GBP, JPY, and more. Check the currency dropdown when creating orders.

10.5 Technical Issues

Q: The page isn't loading properly. What should I do?

A: Try:

• Refreshing the page (Ctrl+F5 or Cmd+Shift+R)
• Clearing your browser cache
• Using a different browser (Chrome recommended)
• Checking your internet connection

Q: I'm not receiving email notifications. Why?

A: Check:

• Your spam/junk folder
• That your email address is correct in your profile
• Your email provider's settings (whitelist BiomassX emails)

Q: Can I use BiomassX on my mobile phone?

A: Yes, BiomassX is responsive and works on mobile browsers. For the best experience, use a tablet or desktop computer.

10.6 Business & Trading

Q: What types of biomass products can I trade?

A: BiomassX supports trading of various biomass products including wood chips, wood pellets, agricultural residues, and other biomass commodities. Check the product catalog for the full list.

Q: What are Incoterms and which should I use?

A: Incoterms define responsibilities for delivery:

• FOB (Free on Board): Seller delivers to loading port
• FAS (Free Alongside Ship): Seller delivers alongside vessel
• CIF (Cost, Insurance, Freight): Seller pays for shipping and insurance to destination
• DDP (Delivered Duty Paid): Seller delivers to final destination, pays all costs

Q: How are platform fees calculated?

A: Platform fees are typically a small percentage of the contract value. The exact fee structure can be viewed in your account settings or contact BiomassX support.

Q: Is there a minimum order quantity?

A: There's no system-imposed minimum, but sellers may specify minimum quantities. Check individual product listings and order requirements.

10.7 Support

Q: How do I contact BiomassX support?

A:

• Email: cs@biomassx.com
• Use the Contact form on the website
• Call the support hotline (check website for number)

Q: What are the support hours?

A: Support is typically available Monday-Friday, 9:00 AM - 6:00 PM (local time). Check the Contact page for current hours.

Q: Where can I report a bug or suggest a feature?

A: Use the feedback form in your account or email cs@biomassx.com with details about the issue or suggestion.

11. Appendix

11.1 Glossary of Terms

11.2 Quick Reference - Delivery Terms

11.3 Status Quick Reference

Order Statuses

• Pending: Awaiting match
• Partially Matched: Some quantity matched, rest still active
• Fully Matched: Complete quantity matched
• Cancelled: User cancelled order
• Rejected: Order rejected by system

Contract Statuses

• Draft: Newly created, needs confirmation
• Confirmed (Partial): One party confirmed
• Fully Signed: Both parties confirmed
• Active: Contract in effect
• Cancelled: Terminated by agreement
• Rejected: Rejected by one party

Invoice Statuses

• Draft: Created but not issued
• Issued: Sent to buyer
• Partially Paid: Partial payment received
• Paid: Fully paid
• Cancelled: Invoice cancelled

11.4 Contact Information

11.5 Additional Resources

• Video Tutorials: Available on the BiomassX website
• API Documentation: For developers integrating with BiomassX
• Terms of Service: Legal terms and conditions
• Privacy Policy: How BiomassX handles your data
• Security Best Practices: Keeping your account secure