BÁO cáo THỰC tập tốt NGHIỆP CÔNG TY TNHH THƢƠNG mại vận tải QUỐC tế NGÔI SAO mỹ

Company operation workflow Sales department Customer Service department CS for customers Dealing with customers Contacting to shipping line to make a booking Making contract Customs dec

GVHD: ThS DO THI HOA QUYEN

SVTH: PHAM THI NGOC HUYEN

THÀNH PHỐ HỒ CHÍ MINH, NĂM 2022

BÁO CÁO THỰC TẬP TỐT NGHIỆP

2 Giáo viên hướng dẫn:

- Họ và tên: Đỗ Thị Hoa Quyên

+ Tìm hiểu cơ cấu tổ chức bộ máy quản lý của công ty

+ Tìm hiểu về quy trình hoạt động của công ty

+ Tìm hiểu về quy trình làm việc của bộ phận chứng từ

+ Phân tích quy kiểm tra bộ chứng từ của một lô hàng xuất

+ Nhận xét điểm mạnh, điểm yếu của công ty và đƣa ra khuyến nghị

+ Viết báo cáo

INTRODUCTION

With the current era of economic integration in order to survive and develop each country cannot withdraw, but needs to open its doors to trade with many countries around the world Before that change, the import-export industry has been holding a very important role in the economy As one of the countries entering the period of strong integration, Vietnam is constantly accelerating import-export activities and international trade Import-export and logistics are two concepts that are closely related and inseparable If the purpose of import-export is to bring goods to the international market, logistics is a series of activities from transportation and warehousing to bring goods from the seller to the buyer Have logistics, goods in import and export activities can only reach the buyer As a student of Ton Duc Thang University studying English, is oriented in two ways: tourism and logistics I have chosen the logistics, because I wanted to study and experience more about international shipment Besides, working in a logistics firm help me understand partly the situation of Vietnamese companies in the global market

American Star International Transport Trading Co., Ltd (AMERICAN STAR GROUP) was established in 2003 by the founding members who are individuals who are working and have a lot of experience in the transportation, finance and trade industries, import and export I had a 6 week internship at American Star Group In terms of logistics, there are many departments But I choose the export documents department as my topic of the report

I had an internship at the American Star company and was imparted with knowledge, especially inspiration about the logistics industry My topic is export documentation department in Asia I chose this position because I like it and I want to challenge with a challenging department that requires meticulousness and concentration American Star International Transport Trading Co., Ltd (AMERICAN STAR GROUP) was established in 2003 by the founding members who are individuals who are working and have a lot of experience in the transportation, finance and trade industries, import and export AMERICAN STAR GROUP is headquartered

in Ho Chi Minh City with branches in Hanoi, Hai Phong, Philippines and has a global dealer network

On the very outset of this report, I would like to express my deepest appreciation to AMERICAN STAR GROUP for their careful and precious guidance during the internship at company, which were extremely valuable for my study both theoretically and practically I am extremely thankful to Ton Duc Thang University for teaching me the theory of logistics and giving me the opportunity to approach this industry closer

Today, I made a report so that Ms Quyen can understand the knowledge I have gained after 6 weeks of internship at American Star The structure of the article: The first is about the company, including history and development, products and services, organization and functions In the second, it addresses the company operation and the overview of the Documents department The third is the assessment and recommendation for the enterprise

Ho Chi Minh City, January 23 2022 th

Signature

TABLE OF CONTENT

CHAPTER 1 ABOUT THE COMPANY 1

1.1 COMPANY PROFILE 1

1.2 HISTORYANDDEVELOPMENT 2

1.3 PRODUCTSANDSERVICE……… 3

1.4 ORGANIZATION AND FUNCTIONS……… 4

CHAPTER 2: COMPANY OPERATION 8

2.1 COMPANYOPERATIONWORKFLOW……… 8

2.2 WORKFLOW OFTHEDOCUMENTS DEPARTMENT……… 11

2.3 PROCEDUREOFWORKATTHEEXPORTDOCUMENTSDEPARTMENT ……… 12

2.4 ANALYSIS OFTHE PROCEDURE: CHECKTHESETOF DOCUMENTATIONS ……… 16

CHAPTER 3 ASSESSEMENT AND RECOMMENDATION 23

3.1 THESTRENGTHSOFTHECOMPANY 23

3.2 THE WEAKNESS OF THE COMPANY……… .23

3.3 RECOMMENDATION 23

CONCLUSION REFERENCE

APPENDIX ………

Chapter 1: ABOUT THE COMPANY

1.1 Company profile

 Company name: AMERICAN STAR INTERNATIONAL TRANSPORT

 Address: 41 Cu Lao, Ward 2, Phu Nhuan District, Ho Chi Minh City

 Tel: 028 3510 9123

 Foundation: 2003

 Vision and mission:

 Vision: “Becoming an excellent provider of logistics services, import and export freight forwarding, international transportation services with the highest goal of achieving customer trust and satisfaction ”

 Mission:

- Provide excellent logistics services, import and export freight forwarding, international transport services, meet the trust and satisfaction of customers

- Create a professional work environment and career development opportunities for employees

- Bring practical and sustainable benefits to shareholders

- Actively contribute beneficial values to the community

 Logo:

1.2 History and development

Flow chart of history and development:

• Cooperated with NCS Line Worldwide system

• Mrs Anh became the Ly Tu CEO of NCS Vietnam in

08-2018

• Developed new branch at Ha Noi, Hai Phong and Bac Ninh

• Established representative office in Manila, Philippines

1.3 Products and services

Sea and air freight Trucking service

Project handling Customs clearance

International moving Express delivery

Warehousing

1.4 Organization and functions

Sale Marketing Department

Human Resources Department

Operation Department

Sale Department

Customer Service Department

Customs DeclarationDepartment

Forwarder

Functions:

Chief Executive Officer (CEO):

- Structuring, managing human resources and supervising all activities of the company

- Orientating, formulating and implementating of transportation service business development strategy

- Managing and operating of transportation services

Human Resources Director:

- Recruiting, welcoming and introducing

all employees

- Managing the administrative life of

employees

- Developing social relations skills

- Forwarding HR information and

- Supporting and monitoring when problems arise

- Searching, establishing relationship with potential customers and expanding target market

- Maintaining relationships with partners

Document Manag er:

- Drafting and processing import and export

documents

- Sending notice of arrival

- Issuing delivery order

- Contacting with customers and coordinating

with the operation department to carry out

customs clearance procedures

- Preparing all records and reporting back

to the relevant departments at the

airport/port

- Coordinating with sales to monitor and urge debts with customers

Sale Department:

- Providing necessary information and

convince customers to use the company's

services

- Expanding customer base by visiting new

customers, introducing and promoting

products and services to customers

Customs Declaration:

- Contacting Document Department to

- Declaring customs declaration for an import/export consignment

- Document Department supporting for emergencies

Chapter 2: COMPANY OPERATION

2.1 Company operation workflow

Sales department Customer Service department (CS)

for customers

Dealing with customers

Contacting to shipping line to make a booking

Making contract

Customs declaration

form

Accouting department Document department

Making HBL & MBL

Making a record of receipts and expenditures

Making Surrendered

Accounting and documenting department check consignment

 Step 1: Sales department finding customers, then checks the price with the

shipping line and makes a price list for the customer

 Step 2: After the customer agrees, sales department will contact to Customer Service (CS) department to make a booking

 Step 3: After have booking, CS department will send it back to Sales department to send to customers At the same time, give the document department to open the file

 Step 4: Sales department uploads a file records of revenue and profits, then submits it to CEO to sign for confirmation

 Step 5: The Customs department contact the customer ask for information to make the export or import declaration, including: invoice packing list, the ECUS system to make the declaration and liquidate the declaration at the port to complete the import and export of that consignment

 Step 6: The Document department contacts the customer to get detailed information to make the bill and send it to the customer to check At the same time, send bill details to shipping line to make Master Bill (MBL)

 Step 7: Having MBL and House Bill (HBL), send it to the agent at the destination port

 Step 8: The Document department sends the file to the Accounting department

to make a record of receipts and expenditures for the shipment Simultaneously issue invoices to collect money from customers

 Step 9: After paying to the shipping line, the Accounting & Documentation department takes input invoice to complete the file

 Step 10: After completing revenue and expenditure, the Document department

is responsible for making Surrendered Bill of lading to customers & agents At the same time, follow up the route to update for customers and the Sales department

 Step 11: The Document & Accounting department is responsible for checking fully done records to proceed with closing the file of that consignment

2.2 Workflow of the Document department

Send MBL and HBL to agent

Send the file to the Accounting department to make a record of receipts and expenditures

Take input invoice to complete the file

Make Surrendered Bill of lading to customers & agents

Follow up the route

Close the file of that consignment

2.3 Procedure of work at the export Documents department

Receive booking

from CS or Sales

Request Packing list or Shipping Instruction (SI) fro

Issue HBL ( if any)

Send HBL

to customers

to check

Make Surrendered Bill or Original Bill for shipper after receiving payment

Make SI send

shipping line to make MBL

Take Sur BL from the shipping line after payment

Provide Surrender MBL and Surrender HBL for agent

Check the correct ETA

and notify the customer

(Shipper) and Sales

 Description:

- Receive booking from CS or Sales:

Get the following basic information:

+ What is the item?

+ Cargo weight?

+ Port of Departure (POD)?

+ Port of Loading (POL)?

+ Estimated Time of Departure (ETD)?

- Request Packing list or Shipping Instruction from customers to make bill

Packing List

- Issue HBL ( if any):

+ Requested by the shipper

+ The ship is delayed but the Letter of Credit (L/C) is required to write the correct shipping date

 If have HBL, send pre-alert to the agent you consign let the agent handle the shipment

 Provide Surrender MBL and Surrender HBL for agents

- Make Sur BL or Ori BL to the shipper after payment is received allowing the consignee to receive the consignment

Surrendered Bill of Lading

- Send HBL to customers to check:

+ If the customer has a request to correct the details on the HBL, it must consider the reasonableness of the request and correct it according to the customer's request but not contrary to the agent's instructions

+ Consider whether the correction is necessary to correct MBL, if necessary, request the shipping line to amend

- Make SI send shipping line to make MBL: Ask Shipper to send SI to make draft MBL After that, the draft will be sent to the customer to check and ask the customer to confirm the information on that draft MBL

- Contact shipping line to get MBL

- Check the Actual Time of Departure (ATD) of the ship and notify the shipper to prepare for consignment

- Take Sur BL from the shipping line after payment

- Check the correct ETA and notify the customer and Sales: Promptly update customers if there is any problem during transportation

2.4 Analysis of the procedure: Check the set of documentations

- Total booking container qty: Total number of containers in a booking: 1 General Purpose

- Port of Loading (POL): The place to load the goods on the ship

- Port of Discharge (POD): The place to unload the goods on the ship

- Intended Vessel/Voyage = Feeder

Booking provider

The code of the consignment Petitioner

(Shipper)

- Intended Verified Gross Mass (VGM) cut-off: Deadline for the exporter to send the container weight slip to the shipping company

- Intended FCL CY cut-off = Port cut-off: Deadline that the exporter must delivery to the specified place of unloading of the container

- Intended SI cut-off = Doc cut-off: Deadline that shipper must confirm the content of the draft BL with the shipping line

Sale Contract Check information following::

- Contract no, Contract date

- Seller information (seller) Buyer information (buyer)&

- Preliminary information about goods: Name, quantity, quality

- Payment information: Payment method, form of payment, total payment amount, payment term

- Information about delivery: Incoterms commercial terms, delivery time, delivery place, delivery method

- Port of Loading

- Port of Discharge

Commercial Invoice

- Buyer information/Consignee: In this case, the buyer is a direct importer, so they are also Consignee

- Seller information

- Invoice number: A valid abbreviation specified by the exporter

- Invoice date: Must be before or along with the date of signing BL

- Description of goods

- Total amount In numbers and in words :

- Payments term

Packing list

- Date and number of packing list

- Consignment details: Name of goods, quantity of goods, number of packages, goods dimensions, static weight of goods (net weight), gross weight of goods (gross weight)

Bill of lading: Check the following information:

- Shipper information, consignee information and notify of party information

- Port of discharge (POD) & Place of Delivery

- Mark information and description of the goods

- Quantity, weight, block number

- Container number and seal number

Insurance Certificate

- Name and address of the insurance company

- Date of making insurance documents

- Insurance document number

- Vessel name and number