Rationale
Vietnam's integration into regional and global economies has driven continuous economic growth, fueled by increased exports and imports of diverse goods and services This surge in trade has heightened the demand for transportation capacity, making efficient logistics and transportation services vital for the country's development By partnering with logistics companies, importers and cargo owners can reduce operational costs, enhancing overall efficiency and competitiveness in the global market.
Researching international delivery is essential for professionals involved in consignment shipping and import-export logistics My exposure to the logistics industry began during my studies at Duy Tan University, where I gained valuable insights into global transportation This academic foundation, paired with practical experience, enabled me to secure an internship at GVLink, a reputable logistics company.
During my internship, I gained valuable insights into the logistics industry and enhanced my understanding of how academic knowledge translates into practical application in this field This experience allowed me to connect theoretical concepts with real-world logistics operations, enriching my overall comprehension Additionally, I summarized my learning through my thesis, titled “An Exploratory Study to Analyze and Evaluate the Consignment Delivery Shipping Procedure at GVLINK Co., Ltd.,” which provides an in-depth analysis of key logistics processes within the company.
Research situation
2.1 Research Topic: An Analysis of Export Process Challenges Faced by Vietraco Joint Stock Company (2020)
Author: Nguyen Thi Phuong Mai, a student at the Foreign Trade University,Hanoi
Vietraco Joint Stock Company faces significant export challenges, including high transportation costs, fluctuating exchange rates, and intense market competition, all of which adversely affect its export performance To overcome these obstacles, the company should diversify its product offerings, implement a long-term strategy to mitigate exchange rate risks, and strengthen relationships with suppliers to lower transportation expenses Additionally, enhancing employee skills and knowledge is vital for improving the management of the export process and ensuring sustainable growth in international markets.
2.2 Research Topic: Enhancing the Export Process of An Phuoc Joint Stock Company (2019)
Author: Nguyen Thi Hong Hanh, a student at the University of Economics, Ho Chi Minh City
The research on An Phuoc Joint Stock Company's export process identified key challenges including inefficient logistics management, weak product competitiveness, and limited financial resources that hinder export performance To address these issues, the study recommends investing in modern logistics systems, enhancing product quality, and diversifying the product portfolio to strengthen export competitiveness and boost overall performance.
2.3 Research Topic: An Evaluation of the Factors Affecting Import Process Efficiency of Saigon Co.op Trading Joint Stock Company (2018)
Author: Nguyen Van Phong, a student at the University of Economics and Law, Ho Chi Minh City
The research identified key factors affecting the import process efficiency at Saigon Co-op Trading Joint Stock Company, including complex import procedures, insufficient logistics infrastructure, and inadequate staffing To enhance overall efficiency, the study recommends streamlining import procedures, investing in modern logistics infrastructure, and improving employee skills and training Implementing these strategies can significantly optimize the company's import operations and ensure smoother supply chain management.
Aims and objectives
This study offers a comprehensive analysis of GVLink's consignment delivery shipping process, identifying key areas for improvement The goal is to enhance the efficiency and effectiveness of the company's logistics operations By pinpointing inefficiencies and proposing targeted recommendations, the study aims to optimize GVLink's shipping process, ensuring timely deliveries and improved customer satisfaction Implementing these improvements will strengthen GVLink’s overall logistics performance and support its growth objectives.
- To research and understand the consignment delivery shipping process at GVLink
- To analyze the consignment delivery shipping process at GVLink and identify the strengths and weaknesses of the current system.
- To evaluate the effectiveness of the consignment delivery shipping process and identify areas that need improvement.
- To propose recommendations for improving the efficiency and effectiveness of the consignment delivery shipping process.
- To contribute to the existing literature on logistics management by providing insights into the consignment delivery shipping process at GVLink.
- To provide a valuable resource for academics, researchers, and logistics industry professionals interested in optimizing logistics operations.
Scope of the study
• Research object: consignment delivery shipping at GVLink Co., Ltd
- Scope of space: GVLink Co., Ltd.
Research Design and Methodology
This exploratory study evaluates the consignment delivery shipping procedure at GVLink using diverse research methods to identify areas for improvement and enhance efficiency Key methods include real-time observation, which provides firsthand insights into the current shipping process; analytical investigation, breaking down each step to identify bottlenecks and inefficiencies; detailed process description, outlining steps, documentation, and roles involved; statistical data analysis of KPIs such as delivery time, cost, and customer satisfaction to assess performance; comparative analysis with industry best practices and trends in logistics management; and an integrated approach that combines multiple methods for a comprehensive understanding of the shipping process Together, these techniques enable a thorough assessment and facilitate informed recommendations for optimizing GVLink’s consignment delivery operations.
Structure of the study
The study consists of 3 chapters:
- CHAPTER 1: THEORETICAL FOUNDATIONS ON CONSIGNMENT DELIVERY SHIPPING AT GVLINK CO., LTD
- CHAPTER 2: CURRENT SITUATION OF CONSIGNMENT DELIVERY AT GVLINK CO., LTD
- CHAPTER 3: PROPOSED SOLUTIONS FOR CONSIGNMENT DELIVERY
THEORITICAL FOUNDATIONS ON CONSIGNMENTDELIVERY SHIPPINGTHEORETICALCO., LTD COMPANY
Definition and Concepts of Shipping and delivery services
International trade involves sellers and buyers from different countries, requiring comprehensive transportation processes after a sales contract is signed These processes include packing, loading, warehousing, and customs procedures to ensure the smooth transfer of goods from the exporting to the importing country However, many import-export businesses lack the necessary expertise and resources to handle these logistics effectively As a result, shipping and delivery services have emerged to provide specialized solutions, ensuring reliable and efficient international goods transportation.
Shipping and delivery services encompass all transportation-related activities, including cargo handling, warehousing, packaging, distribution, customs clearance, cargo insurance, and financial transactions These services are essential for efficiently transferring goods from the sender to the receiver, ensuring smooth and reliable delivery Whether it's international or local shipping, comprehensive logistics solutions are vital for businesses and consumers alike.
A freight forwarder is a company that specializes in the transportation of goods and plays a crucial role in ensuring timely delivery According to FIATA, they are responsible for managing all activities related to the transportation process, including warehousing, storage, customs clearance, and cargo inspection Acting on behalf of the client through a commission contract, freight forwarders serve as intermediaries between buyers and sellers, coordinating the logistics to facilitate smooth and efficient shipments As registered freight forwarding companies, they oversee the entire logistics chain to guarantee the safe and reliable delivery of goods.
The Role of Shipping and delivery services and Freight Forwarders in Practice
1.2.1 The Role of shipping services
Freight forwarding companies play a crucial role in executing and completing contracts by ensuring the efficient shipment and delivery of goods, which are increasingly vital with the growth of international trade As logistics personnel expand, transporting goods domestically and internationally has become more streamlined, but shipping remains a complex task requiring expertise, agility, and quick decision-making Efficient shipping and delivery facilitate the rapid, safe, and cost-effective movement of goods without human intervention, helping freight forwarders optimize their transportation resources This process reduces import and export costs by minimizing expenses such as travel, employee training, and opportunity costs, ultimately supporting the seamless flow of goods in global supply chains.
1.2.2 The Role of freight forwarders
Freight forwarders are essential intermediaries in global commerce, connecting exporters and importers with transportation providers and logistics agencies They facilitate the efficient movement of goods from the origin to the destination, ensuring delivery is fast, convenient, and secure Their close relationships with transporters and relevant agencies streamline shipping processes, making freight forwarding a vital component of international trade.
Freight forwarders are essential in transporting goods using their own vehicles and issuing necessary transport documents Their involvement has driven major structural changes in manufacturing industries, contributing to economic growth Additionally, freight forwarders facilitate stronger international trade relations, boosting the country's connectivity with foreign markets.
The business scope of freight forwarders
1.3.1 Representing exporters: Freight forwarders have specific agreements to assist customers with the following tasks:
I am selecting transportation route We are rentingnting packaging locations as requested by the carrier.
Delivery and provision of related documents.
Researching the terms of Letter of Credit (L/C) and reviewing legal documents related to the transportation of goods in exporting and transit countries are essential steps to ensure compliance It is important to prepare all necessary shipping and packaging documents, except for pre-packaged goods, to facilitate smooth export processes Proper documentation helps prevent delays and ensures adherence to international trade regulations.
She is advising on the importance of cargo insurance (if requested).
Preparing storage warehouses for goods and weighing goods (if necessary).
Transporting goods to the port, completing customs procedures for fees in the customs supervision area, port authority, and then delivering them to the exporter.
Receiving the B/L from the carrier and then delivering it to the exporter.
Monitoring the transportation of goods to the port by contacting the carrier or delivery agent in foreign countries Recording any losses or damages to goods (if any).
I assist the exporter in filing claims for any losses or damages to goods during transit.
The freight forwarder with specific agreements will assist their customers with the following tasks:
Monitor the transportation of goods if the importer is responsible for the transportation cost.
Receive and verify all documents related to the receiving process.
Receive the goods from the carrier.
Prepare all necessary documents and pay customs supervision fees and other related charges.
Prepare the storage facility (if necessary).
Deliver the goods to the importer.
Assist the importer in filing claims for any loss or damage to the goods.
Export services
Export is a key international commercial activity involving the sale of both tangible and intangible goods and services to foreign markets, with currency serving as the primary means of payment and valuation It involves selling products or services to another country, emphasizing the use of currency for settlement Ultimately, exporting enables businesses and nations to generate profits by expanding their reach into global markets, making it a vital component of international trade and economic growth.
Export has a long history, evolving from primitive exchanges and trade of goods between countries or territories As economies have developed alongside advancements in science and technology, export activities have become more dynamic and diverse Today, exports encompass a wide range of goods and services, reflecting the complexity and growth of global trade.
Activities occur in many fields and industries of the economy, bringing many roles for businesses and the state The functions of export can be summarized as follows: a For businesses:
Through export activities, businesses achieve their goal of profit, a goal that every company aims for.
Export activities help businesses improve competitiveness, increase sales volume, and diversify investment markets to generate significant revenues.
Export and import contribute to promoting joint ventures between domestic and foreign businesses, helping expand business relationships. b For the state:
Export generates the primary source of funding for import, serving industrialization and modernization of the country.
Export contributes to the restructuring of the economy, promoting production development.
Export is the basis for expanding and promoting Vietnam's foreign relations.
- Structure and policies of import and export within and outside the country.
- Development of science and technology, information technology.
- Prices of raw materials, transportation costs.
- Globalization, cooperation and development within the region and in the world.
- Transportation service providers, overseas freight forwarders.
FCL cargo
Full Container Load (FCL) cargo refers to the transportation of an entire container, offering a cost-effective shipping solution for large shipments The shipper manages the packing of homogeneous goods that fill a complete container, ensuring efficient use of space The consignee is responsible for unloading the cargo once it reaches its destination FCL shipping is ideal for cargo that is substantial in volume, providing a streamlined and economical option for freight transport.
1.5.2 Obligations of the parties for FCL service
(1) For the shipper of FCL cargo:
Book the container and collect it from the port, transport it to the warehouse for Packing.
Provide detailed information to the shipping line for the bill of lading.
Pack the cargo into the container and secure it to ensure that the cargo is not displaced during transport.
Calculate the appropriate cargo and label it with marks and symbols for easy identification by the consignee.
Arrange for the change of order, discharge the container at the port of Origin, and pay the handling fees.
Pay for the costs of loading/unloading, Terminal Handling Charge, and DEM/DET fees, if any.
(2) For the carrier of FCL cargo:
Provide an empty container and transport it to the shipper.
Receive the full cargo container, seal and label it with the seals provided by the port of Origin at the container yard.
Transport and deliver the container to the port of loading, load it onto the vessel and issue a Master bill of lading as FCL for the shipper.
Transport the container to the destination port, unload it from the vessel, and deliver it to the container yard at the destination port.
Issue a Delivery Order (D/O) to the legal consignee and hand over the sealed container to the consignee at the container yard of the destination port.
(3) For the consignee of FCL cargo:
Upon notification that the cargo has arrived at the port, promptly prepare the required documents and visit the shipping line to update the order details Subsequently, complete all customs clearance procedures to ensure smooth processing of the shipment.
Complete the customs clearance procedures for imported cargo.
Transport the container to the warehouse, unpack the cargo efficiently, and return the container to the shipping line at the designated location Alternatively, if a stripping order is issued, unload the shipment directly at the port to ensure smooth logistics operations and timely delivery.
Pay all local charges, D/O, and container storage fees.
Receive the sealed container at the Container Yard of the destination port.
Legal basis related to logistics activities
Effective logistics operations rely on a solid legal framework, including international regulations like conventions on bills of lading, transportation, and international trade contracts Additionally, compliance with Vietnamese legal documentation on transportation, arrangements, and letter of credit (L/C) is essential to protect the rights of import-export owners and ensure smooth international trade processes Adhering to these legal foundations is crucial for safeguarding transaction rights and facilitating international logistics activities.
(1) The Vienna Convention on International Sales of Goods 1980.
(2) The International Convention for the Unification of Certain Rules of LawRelating to Bills of Lading was signed in Brussels on August 25, 1924.
(3) The International Convention on Maritime Liens and Mortgages 1967.
(4) The International Convention on Maritime Transport of Goods 1978.
The Vietnamese government has also issued many legal documents related to transportation, loading and unloading, and logistics services for the import and export of goods, such as:
(2) The Commercial Law 2005 The Customs Law 2014.
Decree 163/2017/NĐ-CP, issued by the Vietnamese government on December 30, 2017, and effective from February 20, 2018, governs logistics services in Vietnam This decree replaces Decree 140/2007/NĐ-CP, updating regulations on the conditions for operating logistics services and establishing clearer limitations of liability for logistics service providers.
(5) Decree 25CP, 200CP, 330CP, and decisions of the Minister of Transport on logistics, loading and unloading, and transportation of goods at Vietnamese ports.
CURRENT SITUATION OF CONSIGNMENT DELIVERY AT
Overview of the Company
- Company name: GVLINK CO., LTD
- Registration location: Tax Office of Cam Le - Hoa Vang area
- Address: 60 Con Dau 2, Hoa Xuan Ward
- Office address: Floor 04, 06 Xo Viet Nghe Tinh, Da Nang, Vietnam
- Legal representative: Nguyen Ba Anh Tuan
- Legal representative's address: 60 Con Dau 2, Hoa Xuan Ward, Cam Le District, Da Nang
- Director: Nguyen Ba Anh Tuan
2.1.2 History of formation and development
GVLink, originally launched as a joint venture in August 2010 and rebranded on November 13, 2013, symbolizes connecting Vietnam with the world Named by a Singaporean entrepreneur and close partner of the Board of Directors, GVLink reflects its mission to facilitate global connectivity With over ten years of logistics expertise, GVLink is dedicated to delivering superior import and export services efficiently and reliably to meet customer needs.
(2) 2013: Separated and renamed to GVLINK
(3) 2016: Opened a representative office in Hai Phong
(4) 2017: Opened a representative office in Ho Chi Minh City
GVLink's headquarters and representative offices strategically operate at Vietnam's three major logistics hubs—Hai Phong, Da Nang, and Ho Chi Minh City—positioned near key seaports to ensure efficient and prompt handling of goods This strategic presence guarantees quick, organized, and effective management of cargo, strengthening GVLink's logistical capabilities across Vietnam.
At GVLINK, we offer comprehensive import-export services designed to enhance our customers' business growth both now and in the future Our commitment to seamless cooperation ensures peace of mind for our clients, fostering long-term success By prioritizing customer satisfaction, we generate revenue and profits that create sustainable value for our employees, shareholders, and communities With a focus on reliable logistics and global trade solutions, GVLINK helps businesses thrive in a competitive marketplace.
- Transparency: GVLink values honesty, truthfulness, and doing the right thing based on the principles of both the company and its valued customers.
- Ownership: GVLink takes responsibility for its work, striving to develop to its fullest potential and committing to concentrating all resources to achieve the most effective results.
- Empowerment: Each individual at GVLink takes ownership of their work and behaves like an entrepreneur to improve the system's efficiency, bringing success to the company and its valued customers.
GVLink maintains a winning mindset by consistently supporting its customers in their most critical tasks, never resting on its laurels The company is dedicated to driving daily victories for both its clients and itself, adapting to the ever-changing market landscape with steadfast commitment.
GVLink emphasizes the importance of trust, believing that it can fulfill all customer needs when clients have confidence in their own abilities and in the company's commitment The company values the trust placed by valued customers, which is fundamental to delivering quality service and building long-term relationships By fostering strong trust, GVLink aims to meet customer expectations and enhance overall satisfaction.
2.1.4 Functions and tasks of the company
Coordinate with other organizations within and outside the country to organize transportation, import-export goods delivery, consumer goods, transit goods, exhibition and display goods, private goods, documents, certificates, etc.
We offer comprehensive entrusted services including delivery, warehousing, and rental and leasing of storage facilities, with full-service contracts (door-to-door) tailored to meet your logistics needs Our expertise extends to transportation solutions using ships, trucks, barges, and container tractors, ensuring efficient and reliable movement of goods Additionally, we handle all related logistics procedures such as goods collection, distribution, customs clearance, insurance, and delivery to transporters for onward carriage to designated destinations Trust us for seamless end-to-end supply chain management and optimized freight transportation solutions.
Provide consultancy services on transportation, shipping, warehousing and other related issues upon request of organizations and individuals within and outside the country.
(1) Develop plans and organize the implementation of the company's business services under current regulations to fulfil the stated purposes and functions of the company.
To ensure sustainable growth, it is essential to preserve and supplement capital through self-generated sources, securing reliable financial coverage Rational utilization of capital in accordance with regulations maximizes efficiency, while effective management of capital sources supports long-term stability Additionally, fulfilling tax obligations to the state budget is a crucial aspect of responsible financial practices that contribute to overall economic development.
(3) Purchase, construct, supplement, regularly improve, and upgrade the technical material means of the company.
Our company engages in joint ventures and strategic partnerships domestically and internationally to enhance cargo transportation, exchange, and transfer services using advanced, safe, and efficient transportation methods We focus on optimizing cargo transfer, storage, and bandwidth utilization to improve overall logistics efficiency Additionally, we ensure secure cargo storage within our responsibility, providing reliable and seamless logistics solutions across various streams and transport routes.
Conduct a comprehensive analysis of the shipping and warehousing services market to identify opportunities for optimizing freight rates and transport prices Provide strategic recommendations aligned with current regulations to protect the interests of all parties involved These efforts help strengthen contractual agreements, attract more customers, and boost the company's reputation in both domestic and international markets.
A freight forwarder must thoroughly analyze market conditions across its services to make informed decisions about pricing adjustments and enhancing customer service Effective financial management, asset allocation, personnel policies, and employee benefits are crucial for maintaining operational efficiency Linking employee remuneration to productivity through incentives like piece-rate pay can boost performance, while investing in employee training—covering management skills, professional expertise, and foreign languages—helps meet evolving business demands and improve overall company capabilities.
(7).Organize and manage the business activities of subsidiaries under current mechanisms and regulations.
The Import-Export Telecommunications Services Trading Company Nguyen Duong's organisational management structure operates online, ensuring agility and effective coordination and management, suitable for the company's operational reality.
This unified management structure allows the Director to efficiently oversee and assume responsibility for all departmental activities, facilitating better control and coordination It enables the company to adapt swiftly to changing environmental conditions, enhancing flexibility Additionally, this management model minimizes operational costs, contributing to increased overall efficiency and profitability.
Effective online leadership demands a comprehensive understanding of key areas like finance, accounting, and personnel management to successfully oversee all departments Given human capacity limitations, leaders face the challenge of making well-informed decisions, as these carry increased risks in a complex digital environment.
Therefore, experts with high professional qualifications in each management area may not be fully utilized.
2.1.6 Function and duties of departments
The Director holds the highest executive position within the company, overseeing overall management and operational activities As the key leader, the Director is responsible for guiding the company’s strategic direction and ensuring business objectives are met They are accountable to the Board of Directors, maintaining transparency and reporting on company performance The role encompasses exercising specific rights and responsibilities crucial to effective corporate governance, including decision-making authority and oversight of company operations.
- Deciding and implementing daily tasks related to the company's work
- Managing, supervising, and directing daily business and transportation activities
- Deciding on salaries and allowances (if any) for employees in the company
- Recruiting, hiring, and utilizing labor resources
- Managing all of the company's assets
- Setting direction, building, and implementing ideas for developing business services
- Training, developing employees and motivating work spirit.
The department is responsible for arranging the transportation of goods and materials across international borders, including handling customs documentation, regulations, and requirements.
The forwarding department plays a crucial role in negotiating and securing the most competitive freight rates for our clients They analyze key factors influencing these rates, including cargo weight and size, transportation modes, and destination locations, to ensure cost-effective shipping solutions.
- Logistics coordination: The department must coordinate the entire logistics process, from arranging for transportation to overseeing the loading and unloading of cargo.
- Carrier selection: The department is responsible for selecting the best carriers for the company's shipping needs This requires an understanding of carrier routes, transit times, and delivery schedules.
- Documentation: The forwarding department must ensure that all documentation, including bills of lading, commercial invoices, and packing lists, are accurately prepared and submitted to the appropriate parties.
The forwarding department is essential to effective supply chain management, focusing on optimizing transportation routes to ensure efficient delivery It actively identifies cost-saving opportunities, reducing overall logistics expenses Additionally, the department works to minimize the risk of supply chain disruptions, ensuring a smooth and reliable flow of goods throughout the entire supply chain process.
The current situation of consignment delivery shipping at GVLink Co., Ltd
2.2.1 Consignment delivery activities at GVLink Co., Ltd a) Domestic transportation:
GVLink Co., Ltd specializes in providing efficient transportation solutions focused on timeliness, reliability, and quality Their extensive fleet of private drivers, equipped with advanced technology and connected to multiple transportation teams across the North-to-South region, ensures seamless logistics Additionally, GVLink offers comprehensive transportation contracts, transparent invoices, and legal documentation to facilitate easy tracking and management for customers Their international transportation services further expand their ability to deliver secure and punctual cross-border logistics solutions.
GVLink offers comprehensive international transportation solutions, ensuring the most competitive prices, fastest delivery times, and undamaged cargo With a global network of over 2,000 agents and partnerships with leading shipping lines and airlines such as YML, SITC, COSCO, MSC, ZIM, ONE, FedEx Express, DHL, and Korean Air Cargo, they guarantee reliable and efficient service worldwide Their experienced team closely monitors shipments and provides real-time updates until cargo safely reaches its destination GVLink provides flexible sea freight options, including full container load (FCL) and less than container load (LCL) services, with door-to-door delivery Additionally, their high-standard air freight services connect Vietnam to any global location, catering to fast, safe, and high-quality transportation needs—even for complex goods.
GVLink offers comprehensive cargo safety solutions at the destination, optimizing cost and efficiency Their services include receiving, sorting, loading and unloading, packaging, transfer arrangements, warehousing, and goods preservation Additionally, they provide specialized customs declaration services to ensure smooth and compliant customs clearance processes.
GVLink offers comprehensive customs declaration services, including processing and SXXK, to help businesses efficiently and legally clear goods, ensuring smooth progress for companies and their partners Our specialized services cater to different types of customs declarations, providing tailored solutions that facilitate quick and compliant clearance processes.
GVLink is a fully licensed customs agency operating in Vietnam, backed by a team of professional and experienced customs consulting specialists They offer tailored solutions for clearing all types of goods efficiently and compliance with current customs regulations With in-depth knowledge of the import-export clearance process, GVLink ensures smooth logistics operations for their clients' businesses, constantly updating their expertise to provide the most effective customs clearance services.
Request for import/export license
Request for certificate of Origin (C/O), certificate of food hygiene and safety, etc.
Purchase of domestic and international cargo insurance
Request for inspection, classification analysis, conformity announcement, standard conformity announcement
Support for import/export document processing.
2.2.2 Procedure of implementing import-export goods delivery service at GVLink Co., Ltd
Step 2: Receive arrival notice and check document set
RECEIVE ARRIVAL NOTICE AND CHECK DOCUMENT SET
CONTAINER DEPOSIT, RECEIVE, ISSUE EDO, MAKE PAYMENT
Step 4: Container deposit, receive and issue EDO and make export payment Step 5: Complete port receiving procedures
Step 6: Deliver goods to the customer
Step 7: Settle payment and file documents.
Brief description of the above flowchart:
After finding a customer, GVLink Co., Ltd will proceed to sign a service contract with the customer The company's staff will receive and process customer and shipment information.
Receive the Arrival Notice and the document set to proceed with the receiving procedure (the customer sends the document set of this shipment to the company).
Next, the document department will check the document set and declare customs declaration.
Complete customs procedures and securely receive goods at the port by paying applicable taxes, registering and opening a customs declaration, and printing necessary documents such as the barcode and EIR slip Once the container deposit is received, the company's delivery team will coordinate with the shipping line or FWD to obtain the Electronic Data Order (EDO) After receiving the order via email, the document department will promptly issue the EDO to ensure smooth delivery and clearance processes.
Deliver goods to the customer: deliver goods to the location specified by the customer and proceed to return the empty container.
Settle payment and file documents: pay the service fee for the customer and file the papers.
2.2.2.2 Explanation of the import-export goods delivery process at GVLink a) Contract signing
The Sales and Marketing department of the company will carry out their primary tasks by searching for sources of import and export goods through the following basic ways:
- Digging in the product directory or through websites.
- Using existing relationships to find customers.
- Directly calling the import-export department of other companies.
- Sending price quotes to potential new customers.
Sales and Marketing teams actively engage with customers to promote services and secure signed service contracts through persuasive marketing activities These agreements establish the formal business relationship and outline the legal responsibilities between GVLian and the customer, ensuring clarity on rights and obligations The company prepares comprehensive service contracts that clearly specify the terms, reflecting both parties' rights and responsibilities Additionally, the process includes receiving notification of incoming goods to ensure smooth coordination and delivery.
The notice of incoming goods is sent from the shipping company/FWD to inform the recipient of the time, location, warehouse, and port where the shipment will arrive.
It is essential to carefully review the shipping notice to verify which shipping company is responsible for delivery and ensure that the recipient company's name is accurate Additionally, thoroughly check the entire set of shipping documents to confirm all details are correct, minimizing potential delivery issues Proper document verification enhances shipping accuracy and improves overall logistics efficiency.
The customer contacts the staff of GVLink, to provide information about the shipment and the necessary documents for import procedures.
The necessary documents include the following:
GVLink staff carefully review and verify all documents upon receipt to ensure accuracy and consistency Before shipment delivery, the document department conducts a thorough check of the commercial contract, confirming that buyer and seller details are correct They also scrutinize shipment-related documents, including the packing list, goods quantity, and loading and unloading ports, promptly contacting customers to resolve any discrepancies Additionally, they verify customs declaration forms to ensure compliance with regulations.
GVLink's document officer utilizes the ECUS5 customs declaration software to electronically transmit import declaration data to Customs Upon submission, Customs automatically confirms receipt, assigns a unique declaration number, and approves the goods clearance process Key documents such as the Sale Contract, Commercial Invoice, Packing List, Bill of Lading, and Arrival Notice are essential when completing the import declaration.
To complete an electronic Customs declaration, you need to log into the Customs declaration system During your first use, the system will prompt you to input essential company information, including the tax code, company name, address, contact details, and email After entering all required details accurately, make sure to select "Agree" to proceed.
Figure 3.1: Custom declaration in ECUS5
Step 1: First, go to the menu of the program and select the function: "Register a new import declaration (IDA)", then the screen will appear the function of entering a new import declaration.
Figure 3.2: Custom declaration in ECUS5
Step 2: Fill in the complete information on the general information screen, general information 2 screen, and the list of goods for the import declaration Fields that are grayed out, such as "declaration number" and "first declaration number," will not be entered, and Customs will return these fields upon successful declaration registration.
Figure 3.3: Custom declaration in ECUS5
Step 3: Submit the declaration to Customs.
To prepare to submit the declaration to Customs, the computer must be connected to the Internet and the digital signature must be plugged into the computer, then select "Declaration".
Step 4: Receive feedback from Customs and track the declaration.
After submitting the electronic Customs declaration to Customs, feedback information will be received a few minutes later.
Step 6: Attach Customs documents. e) Cont borrowing
After declaring customs documents, the company dispatches delivery staff to deposit a container At the container deposit counter, they present the original House Bill of Lading (HBL) and company introduction letter for verification The agency staff then provides two container deposit registration forms, which the delivery staff fills out with details such as container number, type, destination address, and contact information of the borrower Finally, the shipping line staff reviews the information, confirms the details, and collects the container deposit fee.
After the shipment process, the shipping line staff provides a container loan document stamped with "Payment Received" and "Original for Deposit," retaining one copy along with the invoice for records The delivery staff then verifies the details, requests the agency staff to sign and stamp the form alongside the HBL set, and returns these documents to GVLink's delivery personnel Subsequently, the recipient proceeds with the process to EDO (Electronic Data Output) for finalizing the shipment documentation.
SOLUTIONS TO IMPROVE CONSIGNMENT DELIVERY
Development orientation of GVLink Ltd Company in the period of 2023- 2027
GVLink Ltd is committed to maintaining efficient operations across all business sectors by establishing itself as a solid and reputable company in both domestic and regional markets To achieve this, the company focuses on building a unique corporate culture that supports sustainable growth For the period of 2023-2027, GVLink Ltd has outlined a strategic development plan aimed at strengthening its market presence and fostering innovation to ensure long-term success.
Sustainable development and stability as the foundation.
Development must always be accompanied by responsibility towards the community and society.
Strive to improve operational capacity and competitiveness, and leverage strengths, aiming towards customers through professionalism in organizing operations, diversity in products and services, and attentive and enthusiastic customer service.
To enhance customer satisfaction and build long-term trust, focus on improving the quality of goods and services while delivering professional support Strengthening customer relationships is key to maintaining loyalty and attracting new clients Investing in warehouse expansion and optimizing operational efficiency can significantly improve supply chain performance Additionally, forming strategic joint ventures and collaborations with regional and international partners in logistics, import-export services, and vehicle upgrades can drive business growth and competitive advantage.
Strengthen and do well in marketing to find more contracts and expand the business market.
Recommendation to improve consignment delivery shipping procedure at GVLink
3.2.1 Recommendation to improve the company's employees
- Errors and inconsistencies in the electronic customs declaration process usingEcuss5 software and discrepancies in goods documents.
- Due to the small number of employees, there is a situation where many employees have to perform each other's tasks in the service process.
When receiving customer documents, the department must thoroughly verify their completeness and compare each submission carefully Any discrepancies or missing information should be promptly identified, and customers must be contacted swiftly to provide additional documents or make necessary modifications Ensuring accurate and complete documentation is essential for efficient processing and compliance with review standards.
To enhance employee capabilities, companies should create numerous opportunities and actively encourage staff to improve their foreign language skills Implementing supportive policies that facilitate a comfortable learning environment is essential for effective language development Additionally, organizations should regularly provide vocational training sessions or assist employees in accessing reputable language centers, ensuring continuous professional growth and improved communication skills.
Setting clear time allocation standards for each specific job is essential for operational efficiency Regularly evaluating the quality of the entire work process ensures high standards are maintained Strengthening labor expertise and encouraging specialization help employees develop their skills, leading to more accurate task execution As a result, completing work becomes more efficient and easier to manage, contributing to overall productivity and success.
The current vehicle and warehouse infrastructure is insufficient to meet heightened demand during peak periods Additionally, the company is passive in renting transport vehicles such as container tractors, leading to underutilization and inefficiencies Unstable rental service prices further contribute to increased operational costs and financial losses To remain competitive, the company must optimize its logistics strategy by expanding its fleet, actively managing rental agreements, and stabilizing transportation costs.
Allocate investment costs to vehicles and equipment, such as tractors, forklifts, and pallets, to optimize the loading and preservation of goods Additionally, strengthening partnerships with rental transport services can help reduce the risk of lost goods when container trucks are unavailable These strategies enhance logistical efficiency and ensure better cargo security.
To optimize logistics in Da Nang City, expanding existing warehouses and upgrading storage facilities are essential Implementing modern warehouse systems enhances efficiency, minimizes damage, and reduces operational costs These improvements ensure better inventory management, boost service quality, and support the company's growth in the region.
3.2.3 Recommendation for expanding the market
Due to a heavy workload managing wholesale equipment, machine parts, logistics services, and international trade, the company has not prioritized market research for reaching new and potential customers.
To enhance the company's visibility and brand reputation, it is essential to strengthen marketing activities and promote the company's image across various media such as newspapers and online platforms Currently, the absence of a dedicated website limits customer access to information; therefore, creating an official website is a crucial step to facilitate easier search, engagement, and contact Once the website is launched, it should be regularly updated with engaging content, new features, and articles showcasing the company's activities, while also providing up-to-date legal and tax documents for quick customer access and editing.
The company must always research competitors, strengths and weaknesses to find competitive methods Set a goal to increase the company's reputation by delivering goods on time to customers.
Many import-export businesses and freight forwarders are key competitors in the industry To remain competitive and ensure customer satisfaction, reducing operational costs is essential By minimizing expenses, the company can strengthen its market position while continuing to deliver high-value, cost-effective services to clients.
Take advantage of existing relationships with shipping lines or customs to reduce unnecessary costs and shorten the time for procedures at the port or terminal.
Replacing traditional paperwork with electronic systems streamlines document management, saving time and reducing costs associated with employee travel and document transfer Digital solutions eliminate delays in submitting or retrieving important documents, enhancing operational efficiency and productivity Adopting electronic systems for paperwork ensures faster, more secure, and cost-effective document handling, supporting overall business growth.
To attract and retain customers, the company should offer a comprehensive service package that includes delivery, legal advice, and warehouse leasing, providing convenience and added value Maintaining stable prices while remaining flexible during negotiations can build trust and loyalty To remain competitive, the company should partner with low-cost, reliable transportation providers that prioritize quality and safety Analyzing competitors' shipping and delivery rates will help develop reasonable tariffs, ensuring affordability without compromising service quality Additionally, adjusting indirect costs by offering free utility services—such as market information, export-import tax planning, and liquidation assistance—can further attract interested customers and differentiate the company in a competitive market.
Our company specializes in wholesale equipment and machine parts, offering comprehensive delivery, import, and export services Despite a high workload, we recognize the importance of expanding access to new and potential customers to drive growth and market presence.
Implementing preferential policies for customers and continuously seeking new clients is essential for growth Organizing seminars between the company and customers helps promote the brand, introduce new services, and gather valuable feedback Addressing customer complaints and concerns promptly and effectively by the company's advisory team builds trust and enhances customer satisfaction When receiving import and export needs, developing a strategic plan to approach customers builds a positive initial impression and demonstrates a commitment to long-term cooperation Regular follow-up, timely responses to queries, and ongoing support throughout transportation and delivery ensure excellent customer service and strengthen business relationships.
Recommendations for relevant state management agents
It is necessary to closely monitor the actual import-export goods transportation to have the correct direction in issuing legal documents regulating import-export activities.
Issuing priority cards to law-abiding businesses is a beneficial practice that streamlines customs processes, but implementation challenges can cause inconvenience Occasionally, businesses with valid priority cards face issues when customs computer networks revert or invalidate their status, hindering access to benefits To ensure efficiency, once a business receives a priority card, it should be permitted to access the associated advantages without delay Additionally, quick action should be taken to rectify customs software discrepancies, ensuring seamless service for legitimate businesses and maintaining the effectiveness of priority certification systems.
Receiving compensation for businesses can be advantageous, but it often increases the cost of importing goods, particularly imported products To address this, it is essential to monitor industry personnel closely and enforce strict penalties on violators to maintain fair trade practices and prevent unnecessary financial burdens.
Strictly respond to business inquiries Although this has been done in the past, it has not yet met the requirements of businesses.
Require customs personnel to comply with regulations regarding working hours and clearance time for goods.
Exporting goods is vital for economic growth and development, playing a key role in advancing industrialization and modernization efforts Enhancing the efficiency of the export delivery process can significantly boost business performance, enabling companies to become more competitive in the global market Promoting exports not only supports national economic progress but also helps businesses thrive in the face of fierce market competition.
GVLink Limited, despite its small to medium size, has achieved significant success through strong leadership and dedicated employees With years of industry experience and continuous market and trade data updates, the company has steadily established its position in the import-export sector Looking ahead, GVLink Limited is poised for growth and aims to become the preferred partner for businesses involved in international trade.
Gaining access to and participating in various stages of organizing the implementation of batches of goods has enriched my industry knowledge While this experience has been valuable, the report remains limited in theoretical understanding and practical analysis Further in-depth examination of many issues is necessary for a comprehensive assessment I hope my contributions will provide practical insights and add functional value to the company.
ThS Hồ Thị Thu Ánh, ThS Nguyễn Thị Hoà̀ng Mai (2018), Giáo Trình Thanh
Toán Quốc Tế, TP Hồ Chí Minh, NXB Kinh tế.
TS Nguyễn Thanh Hù̀ng (2019), Giáo Trình Vậ̣5n Tải Giao Nhậ̣5n Hàng Hóa
Xuất Nhậ̣5p Khẩu, TP Hồ Chí Minh, NXB Kinh tế.
TS Phạm Văn Tài, TS Nguyễn Hoàng Phương, ThS Nguyễn Ngọc Trang, ThS Đặng Thị Hoa và ThS Nguyễn Thị Thơ đã biên soạn "Giáo Trình Thủ Tục Hải Quan" năm 2018, xuất bản tại Hà Nội bởi Nhà Xuất Bản Tài Chính Cuốn sách cung cấp kiến thức toàn diện về thủ tục hải quan, giúp sinh viên và các cán bộ ngành logistics, hải quan nắm vững các quy trình, quy định pháp lý liên quan đến hoạt động xuất nhập khẩu hàng hóa Với nội dung cập nhật và thực tiễn, giáo trình là tài liệu tham khảo hữu ích trong đào tạo và nâng cao chất lượng công tác hải quan tại Việt Nam.
Hải Quan Việt Nam, https://www.customs.gov.vn/default.aspx
Tổng Công Ty Tân Cảng Sài Gòn, https://saigonnewport.com.vn/Pages/Default.aspx
Doan, T T (2019) Freight forwarding services in Vietnam Logistics Journal: Logistics and Transport Management Research, 8(1), 31-38 https://doi.org/10.2478/tlm-2019-0004
Hải Quan Việt Nam, https://www.customs.gov.vn/default.aspx
Nguyen, T H (2017) Freight forwarding in Vietnam: Challenges and opportunities Journal of International Logistics and Trade, 15(2), 77-88 https://doi.org/10.24006/jilt.2017.15.2.077
ThS Hồ Thị Thu Ánh, ThS Nguyễn Thị Hoà̀ng Mai (2018), Giáo Trình Thanh
Toán Quốc Tế, TP Hồ Chí Minh, NXB Kinh tế.
TS Nguyễn Thanh Hù̀ng (2019), Giáo Trình Vậ̣5n Tải Giao Nhậ̣5n Hàng Hóa
Xuất Nhậ̣5p Khẩu, TP Hồ Chí Minh, NXB Kinh tế.
Pham, T T (2017) A study on the factors affecting the competitiveness of Vietnamese freight forwarding companies Asian Journal of Shipping and Logistics, 33(3), 111-118 https://doi.org/10.1016/j.ajsl.2017.09.001
Vu, T T (2018) The role of freight forwarding companies in enhancing logistics performance in Vietnam Journal of Transport Economics and Policy, 52(1), 34-51 https://doi.org/10.1016/j.retrec.2017.09.010
TS Phạm Văn Tài, TS Nguyễn Hoàng Phương, ThS Nguyễn Ngọc Trang, ThS Đặng Thị Hoa và ThS Nguyễn Thị Thơ (2018) đã biên soạn Giáo trình Thủ tục hải quan, phát hành tại Hà Nội bởi Nhà xuất bản Tài chính Cuốn sách cung cấp kiến thức toàn diện về quy trình, thủ tục hải quan, hỗ trợ các doanh nghiệp và cán bộ làm công tác liên quan đến xuất nhập khẩu Tài liệu này là nguồn tài nguyên hữu ích để nâng cao hiểu biết về logistics, thủ tục hải quan, góp phần thúc đẩy hoạt động thương mại quốc tế.