Buyer & Supplier Sourcing Journey

Dosano Logistics Kenya coordinates each trading brief from commercial alignment to documented shipment fulfillment. Buyers and suppliers work from one agreed scope, one shipment reference and clear handovers.

The workflow at a glance

1. 01Sourcing Brief and Commercial Alignment
2. 02Contract and Compliance
3. 03Pre-Shipment Planning
4. 04Logistics Execution
5. 05Delivery and Final Fulfillment

1. Sourcing Brief and Commercial Alignment

The buyer submits the product, grade, volume and destination. Suppliers can also submit an availability brief. Dosano brings both parties into one agreed specification covering packaging, delivery timing and commercial expectations. Agree pricing assumptions, payment milestones and the Incoterm with its named place.

Ready to proceed: Both parties approve the written brief, identify the exporter and importer, and assign transport, insurance and clearance responsibilities.

2. Contract and Compliance

Dosano coordinates commercial terms, counterparty verification and risk consultancy checks. Confirm authorized contacts, independently verify payment instructions, and document quality acceptance, claims handling and escalation arrangements.

Ready to proceed: The contract is agreed, applicable commodity and destination requirements are mapped, and material unresolved risks are escalated before cargo is committed.

3. Pre-Shipment Planning

Dosano coordinates applicable KEPHIS and AFA inspection bookings, the phytosanitary certificate application and packhouse inspection arrangements. Align harvest, packing, cooling and dispatch with inspection appointments and carrier cut-offs.

The Kenya-specific route applies to Kenyan exports. Other origins require their competent national authorities. KEPHIS issues phytosanitary certification following the required checks; Dosano facilitates the process. KEPHIS phytosanitary services

Ready to proceed: Required checks are passed, approvals are available at the appropriate stage, and cargo meets the agreed handling and documentation requirements.

4. Logistics Execution

Dosano coordinates reefer containers or suitable cargo space and the appointed licensed clearing agent's customs lodging in KRA iCMS. Track agency permits through KenTrade Single Window and the relevant regulator systems. Reconcile the invoice, packing list, certificates, booking and cargo identifiers before handover.

Ready to proceed: Cargo is handed over against a confirmed movement plan; required declarations and permits are tracked, and outstanding holds have a named owner.

5. Delivery and Final Fulfillment

Dosano tracks port or airport gate acceptance, cargo scanning or verification where directed, customs release and confirmed export departure. Share the transport document and agreed shipment-document pack, then reconcile outstanding charges, discrepancies and follow-up actions.

Ready to close: The agreed handover and export departure are evidenced. If the contract includes destination delivery, keep the shipment open until the applicable arrival, import clearance, delivery and proof-of-delivery milestones are complete. Departure alone is not destination fulfillment.

One record, clear accountability

Maintain one shipment reference, a named coordinator, a live document checklist and a shared milestone record. Escalate exceptions with the issue, responsible party, corrective action and likely timing or cost impact. Regulatory approvals remain with the competent authorities; commercial obligations follow the contract.

Before you request a firm quotation

Specify the commodity, variety, grade, volume, packaging, destination, target date and required certifications. Quotes need an agreed Incoterm, named place and version, together with inclusions, exclusions, validity, payment conditions and the contracting parties.

• FOB Mombasa: For an agreed sea shipment, delivery and risk transfer occur when the goods are on board the vessel. Confirm who pays each origin and destination charge.
• CIF named destination port: The seller arranges freight and the required insurance, but risk still transfers at shipment, rather than upon arrival. Review whether the insurance cover suits the cargo.
• Container and air shipments: Consider FCA or another suitable rule with the contracting parties. FOB and CIF are sea/inland-waterway rules, not air-freight terms. ICC Incoterms checklist
• Minimum quantities and equipment: Request the supplier's minimum lot and carrier's payload, ventilation, temperature and equipment limits. A 20-foot or 40-foot booking is not a universal tonnage or pallet promise.
• Samples and Dosano fees: Request a written sample plan, transport and inspection costs, and an itemised Dosano service-fee proposal before authorising work. Confirm who pays each charge and what it covers. Sample approval alone does not confirm an entire shipment's quality.

Supplier verification and payment safeguards

Agree the verification scope before committing funds. Checks should be recorded against the specific supplier and lot; they are not a guarantee of performance.

1. Check the legal entity, authorised representative, business address and applicable exporter or commodity licences with the relevant sources.
2. Confirm bank-beneficiary details independently using an established contact channel, especially after any request to change payment instructions.
3. Agree whether a site visit, trade references, traceability records, sample approval or a pre-shipment inspection is needed. Record who performs each check and any unresolved findings.
4. If an independent inspection is needed, agree an appropriate provider, scope, price and report acceptance criteria in writing. No inspection company is represented here as a contracted Dosano partner.
5. Record acceptance criteria, claims procedures, payment milestones and the evidence required for each release.

Discuss a letter of credit with the participating banks where appropriate. Payment depends on complying documents and the credit terms; it does not replace product inspection. Escrow requires an independently verified provider and clear release, dispute and refund terms. Staged payments should use measurable, evidenced milestones and clearly identify any advance payment exposure. Dosano does not offer a bank guarantee or claim to hold escrow funds. UK government export documentation and payment guidance

Certification and destination requirements

List the scheme, product, producer or processor, destination and buyer requirement in your brief. Verify certificate scope, validity and traceability for the offered lot rather than relying on a logo. GLOBALG.A.P., organic and Fairtrade are distinct schemes; requesting one does not establish that Dosano or a supplier holds it. GLOBALG.A.P. certificates can be checked through its official Supply Chain Portal. Confirm organic and Fairtrade claims through the relevant scheme and certification body.

EU coffee and EUDR planning

Coffee products within the EU Deforestation Regulation's scope require attention to product classification, supply-chain role, origin traceability and the applicable due-diligence obligations. The European Commission currently lists application from 30 December 2026 for large and medium operators, and 30 June 2027 for most micro and small operators. Special cases and newly added products can have different dates. For example, the Commission lists soluble coffee added by the 2026 delegated regulation from 30 December 2027. Have the EU importer confirm the exact product and role-specific position before contracting; do not apply one date to every coffee product. European Commission EUDR status and application dates

Can you confirm availability from the calendar alone?

No. Confirm the supplier's current crop forecast or available stock, sample or grade approval, applicable export permissions and carrier capacity before agreeing a shipment.

Does submitting a sourcing brief reserve cargo or accept a quotation?

No. The brief starts a commercial discussion. A reservation, price, delivery commitment or payment obligation needs a separate written agreement.