The conversation about the amount of aid should happen when the coach makes you the offer. The coach should be specific about this. If not, you need to ask.
The coach will tell you what documents are needed before an NLI is offered. Many schools require the application to be filed before the NLI is issued. NCAA eligibility center number is needed for official visits. If you do not have an OV before the NLI is issued the NCAA number will be requested.
Remember, if the coach is offering you an athletic scholarship it means he/she really wants you on the team. Coaches are usually very happy to provide all the information you need about these things. Coaches do not want the process to fail.
I know there are a lot of threads here about nightmare scenarios where (in the Ivy context) coach gets a positive pre-read from Admissions, offers a slot, and the recruit is rejected. These situations are rare exceptions.
In my experience, coaches are looking for every way possible to get you on board. They do not have time to play “gotcha”. If in fact there is a piece of information missing before the NLI can be issued, coaches (or the Compliance Dept) will usually just call you and ask you to submit it.
It is good that you are striving to get things right the first time. But don’t sweat things more than you need to.