HOW WE WORK WITH BUYERS
Turkey Sourcing Process: From Project Brief to a Clear Buyer Decision
Every Turkey sourcing process at Hana Solution starts with a review of your current situation. Before work begins, we agree the scope, deliverables, timeline, fee and required information. Hana then carries out the agreed research, supplier communication or field work, documents the findings and provides clear next-step options. The final supplier and commercial decision remains with you.
FROM BRIEF TO DECISION
How Every Turkey Sourcing Process Moves Forward
The exact work depends on your current situation, but every engagement follows a defined structure. We confirm what needs to be clarified or controlled, agree the commercial scope, collect the required information, carry out the agreed work and document the findings before you decide the next step.
Showing steps 1–3 of 6
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STEP 01
Brief Review
We review your product, supplier, order or sourcing situation to understand the objective, the information already available and any critical gaps. At this stage, we confirm whether the request fits our scope and what is needed to move forward.
OutputInitial scope fit and information requirements
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STEP 02
Scope and Commercial Agreement
Before work begins, we define the objective, included and excluded activities, deliverables, timeline, fee, required buyer inputs, and reporting and communication arrangements. The assignment starts only after these points are agreed.
OutputWritten scope and commercial confirmation
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STEP 03
Information and Evidence Collection
We collect and organise the information required for the assignment. This may include product specifications, drawings, quotations, supplier documents, order records, target-market requirements or previous communications. Missing or unverified information is identified rather than assumed.
OutputOrganised information base and identified gaps
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STEP 04
Execution of the Agreed Work
Depending on the agreed scope, we carry out research, supplier communication, document review, follow-up or field work in Turkey. Only the activities included in the assignment are performed.
OutputDocumented activity and collected evidence
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STEP 05
Findings and Deliverables
We organise what was confirmed, what remains unresolved and what the available evidence means for the buyer. Supporting evidence, limitations and relevant commercial or operational implications are included in the agreed deliverable format.
OutputDecision-ready findings and deliverables
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STEP 06
Buyer Decision and Next Step
You decide whether to proceed, request clarification, ask the supplier for corrective action, consider alternatives, pause the project or define a new phase. Any additional work is agreed separately before it begins.
OutputBuyer decision and agreed next step
Engagement note This is an engagement structure, not a mandatory sourcing sequence. The work may involve research, supplier communication, field work or a combination of these, depending on the agreed assignment.
COMMERCIAL CONTROL
What the Agreed Fee Covers — and What Requires New Approval
Before work begins in any Turkey sourcing process, the proposal states the activities, deliverables, timeline, fee and payment structure for the assignment. It also identifies any excluded work, travel costs or third-party expenses that may apply. Hana’s fee is tied to the agreed work—not to the supplier selected, the quotation received or the value of the buyer’s order.
The agreed fee covers the activities and deliverables listed in the written scope. This may include research, supplier communication, document review, reporting, follow-up or field work when those activities are specifically included.
The proposal also identifies the assignment period, required buyer inputs, reporting points and excluded work. Travel, testing, certification, inspection or other third-party costs are included only when this is stated in the proposal.
The buyer can see what is included, what is excluded and what the fee is based on before approving the assignment.
The proposal states the payment structure and the trigger required for the assignment or phase to begin. Depending on the work, this may be a single payment, an initial payment, a milestone payment or a separately priced phase.
Where a project is divided into phases, completing one phase does not automatically activate the next. Each additional phase requires its own scope, deliverables, timeline, fee and written approval before work starts.
No assignment, milestone or new phase begins without the approval and payment condition stated in the proposal.
A new request is first compared with the approved scope. If it requires additional research, supplier communication, field activity, reporting or another deliverable, Hana explains what has changed and how it affects the timeline and fee.
The additional activity is defined and priced before it begins. It may be handled through a written scope revision, an additional milestone or a separate assignment.
Additional work is not added to the invoice afterwards without first being identified, priced and approved.
Commercial Principles
- No Supplier-Side Payments
- No Percentage of the Order Value
- No Additional Work Without Written Approval
ENGAGEMENT MANAGEMENT
Keep Supplier Updates, Evidence and Field Work Decision-Ready
Supplier statements, documents and field observations can quickly become disconnected. Hana keeps each material issue tied to its source, status, responsible party and next action—so you can see what is confirmed, what remains open and what requires a decision.
01 Communication and Reporting
- A primary buyer contact and one reporting route are confirmed at the start—typically email supported by a reporting document or project control file.
- Supplier responses, missing documents and open actions are recorded by issue, with the responsible party and next expected action or date.
- Items requiring a buyer decision are flagged separately.
02 Information and Evidence
- Project information is organised by requirement, source and verification status.
- Depending on the assignment, this may include specifications, registry records, export activity, certification scope, quotations, supplier declarations, order records and photographs.
- Each material point is marked as buyer-provided, supplier-declared, independently checked, field-observed or unresolved.
- Documents are checked for relevance, scope and validity where required.
03 Field Work in Turkey
- Field work is used when documents or remote communication cannot answer the agreed question reliably.
- Before a visit, the purpose, check points, required evidence, reporting format and travel cost are agreed.
- Unless specifically included in the scope, a visit is not an accredited audit, laboratory test, formal product inspection, certification decision or legal compliance approval.
ROLES AND RESPONSIBILITIES
Who Owns Each Decision, Action and Commitment
Cross-border sourcing becomes unclear when buyer approvals, Hana’s work and supplier commitments are mixed together. Each assignment separates who provides the requirement, who investigates and follows up, and who remains responsible for the commercial commitment.
01 Role The Buyer
- Provides
- The buyer provides the current product or order requirement, target-market conditions, quantities, timing priorities and any existing supplier information.
- Reviews and Approves
- The buyer reviews material findings, answers questions that affect the scope and approves changes, payments or next phases where required.
- Controls
- Supplier selection, purchase contracts, purchase orders and supplier payments remain under the buyer's control.
- Responsibility Boundary
- The buyer owns the final supplier, commercial and order decision.
02 Role Hana Solution
- Executes the Approved Scope
- Hana carries out the activities included in the approved scope. This may include research, supplier communication, document review, follow-up, field checks and preparation of the agreed deliverables.
- Records and Flags
- Material findings are recorded with their source and status. Unresolved points, supplier claims and issues requiring buyer input are identified rather than treated as confirmed.
- Does Not Authorise
- Hana may present findings and next-step options but does not sign purchase contracts, accept supplier terms, authorise supplier payments or guarantee supplier performance.
- Responsibility Boundary
- Hana owns the agreed assignment and reporting—not the buyer's commercial decision.
03 Role The Supplier
- Provides Accurate Information
- The supplier is responsible for the accuracy of its company, product, capacity, certification and commercial information.
- Confirms Commercial Conditions
- The supplier issues quotations and confirms matters such as MOQ, lead time, payment terms, Incoterms, production conditions and shipment readiness.
- Remains Accountable
- Once appointed by the buyer, the supplier remains responsible for the production, quality, packaging, documentation and delivery commitments contained in the buyer-supplier agreement.
- Responsibility Boundary
- Supplier commitments remain the supplier's responsibility, even when Hana coordinates communication or follow-up.
Hana works for the buyer and does not receive supplier-side payments, sales commissions or a percentage of the purchase order.
WHAT THE BUYER RECEIVES
A Deliverable You Can Use to Make the Next Decision
A supplier list, document folder or visit summary is not enough on its own. The final deliverable connects each material finding to its evidence, identifies what remains unresolved and shows what the buyer can act on next.
Four Layers in One Record
Not a supplier list, document dump or unsupported recommendation.
Confirmed Findings Established
What was checked, the requirement it relates to and what the available evidence actually supports.
Supporting Evidence Traceable
Relevant records, documents and observations are connected directly to the finding they support.
Open Issues and Limitations Visible
Missing, conflicting or unverified points are shown together with what is needed to resolve them.
Decision Basis Actionable
Findings show what can proceed, what requires action and what should not move forward.
Deliverable format The agreed format may be a written report, comparison matrix, project control file, field-visit record or evidence pack. The exact format is confirmed in the scope before work begins.
HOW WE WORK FAQ
Questions Buyers Ask Before an Engagement Starts
These answers cover the practical points that usually need clarification during a Turkey sourcing process, before scope and commercial terms are confirmed.
Send the product, supplier or order situation as it currently stands. Useful information may include specifications, quantities, target market, quotations, supplier documents, order records, photographs and previous correspondence.
You do not need to organise everything before contacting Hana. Missing information and unclear requirements are identified during the initial review.
Yes. Some assignments begin by clarifying the sourcing direction, supplier profile, technical requirement or immediate risk before supplier research or field work starts.
The first scope should answer the uncertainty that prevents the buyer from moving forward—not assume that the complete sourcing route is already known.
Missing documents, unanswered questions and supplier non-response are recorded as open issues rather than filled with assumptions.
Hana identifies how the gap affects the assignment and whether the work can continue with a limitation, requires buyer input or should pause until the necessary information becomes available.
No. Supplier communication begins only when it is included in an approved assignment and the required commercial condition has been met.
This prevents informal supplier discussions from creating unclear expectations, commitments or unpaid work.
Only when they are stated in the proposal. The visit purpose, location, check points, reporting requirement and applicable travel cost are confirmed before the visit is arranged.
A field visit is not automatically included in research, document review or supplier communication work.
Yes. A project may stop after the agreed assignment or continue through separately approved phases.
Completing one phase does not automatically activate the next. Additional work begins only after its scope, deliverables, timeline and fee have been confirmed.
No. Hana can investigate, verify, document and report the information available within the agreed scope. Supplier performance after appointment remains subject to the buyer-supplier agreement and the supplier’s actual actions.
Unresolved risks and limitations are shown rather than converted into a guarantee.
No. Hana may compare findings, identify material differences and explain the implications of available options.
Supplier selection, contract acceptance, purchase orders and supplier payments remain under the buyer’s control.
START WITH YOUR CURRENT SITUATION
Tell Us What Needs to Be Clarified, Checked or Controlled
You do not need to prepare a complete scope before contacting Hana. Share where your Turkey sourcing process currently stands—whether the issue concerns a product, supplier, order or shipment.
We will review the request, identify the missing inputs and explain the appropriate next step before any paid work or supplier communication begins.
Before work begins
The scope, deliverables, timeline, fee and required buyer inputs are confirmed in writing. Sending a project brief does not create a paid engagement or authorise Hana to contact suppliers.