the process of receiving and handling orders at feel engineering vina company limited

VIETNAM GENERAL CONFEDERATION OF LABOUR TON DUC THANG UNIVERSITY FACULTY OF FOREIGN LANGUAGES INTERNSHIP REPORT THE PROCESS OF RECEIVING AND HANDLING ORDERS AT FEEL ENGINEERING VINA COMP

VIETNAM GENERAL CONFEDERATION OF LABOUR

TON DUC THANG UNIVERSITY FACULTY OF FOREIGN LANGUAGES

INTERNSHIP REPORT

THE PROCESS OF RECEIVING AND HANDLING

ORDERS AT FEEL ENGINEERING VINA COMPANY

LIMITED

Supervisor :TA THI HONG DIEM

Student : Class : Student code :

HCMC – April 2018 VIETNAM GENERAL CONFEDERATION OF LABOUR

TON DUC THANG UNIVERSITY FACULTY OF FOREIGN LANGUAGES

INTERNSHIP REPORT

THE PROCESS OF RECEIVING AND HANDLING

ORDERS AT FEEL ENGINEERING VINA COMPANY

LIMITED

Supervisor :TA THI HONG DIEM

Student : Class : Student code :

HCMC – April 2018

at school Also, it helps us to understand the needs of society and strengthens

the expertise that we have learned

I have completed the internship report and I am sincerely grateful to all the

teachers f t Srom o Fhe Lchool f tfe h elpfulg uidanceand toreign anguageshe or h

great support of the company's leaders and staffs

Yours sincerely,

Student,

Nguyen Thi Ngoc Han

i

Raw scores in figure Total score(1) Examiner 1’s

signature & full name

Examiner 2’s signature

& full name Company Report In

figure

In word

Report Score in detail:

1 Content (5.0đ).

2 Organization (2.0đ).

3 Vocabulary, Grammar, Spelling and Mechanics (3.0đ).

Comments :

iii

TABLE OF CONTENTS

ACKNOWLEDGEMENT i

ASSESSMENT ii

CHAPTER 1: FEEL ENGINEERING VINA COMPANY LIMITED 1

1.1 General introduction 1

1.2 Establishment and development 2

1.3 Company’s services 2

1.4 Mission and vision 3

1.5 Company’s organization chart 4

CHAPTER 2: MY INTERNSHIP 5

2.1 Job description 5

2.2 Five working weeks 5

2.3 Analysing my topic: The process of receiving and handling orders 9

2.3.1 General about the process of receiving and handling orders …… 9

2.3.2 Analysing the process of receiving and handling orders ………….10

CHAPTER 3: CONCLUSION 16

3.1 Benefits 16

3.2 Drawbacks 16

3.3 Conclusion 16

REFERENCES 17

v

CHAPTER 1: FEEL ENGINEERING VINA COMPANY LIMITED

1 General introduction

Trade name：Feel Engineering Vina Company Limited

Abbreviation: Feel Engineering Vina Co., Ltd

Address：C5A, Number 3 St., Kizuna 2 Workshop, B4-3-7-8 plot, Tan KimIndustrial Area, Can Giuoc County, Long An, Vietnam

Telephone ：84 072 373 3611

Established year：2016

Some pictures of working environment:

In front of the company Work office

2 Establishment and development

Feel Engineering Vina Limited Company was established on September 7th,

2016 w mith t pission: a d o iroduce e nd m istribute ndustrial quipment’s, echanical

operation, they have proven to be a trustworthy business par tner s that getting

many supports from our clients

Working place of the manager Production area

2

and devices They also provide installing services from light to heavy industrial

automation instruments

T h e c o m p a n y ’ s p a r t n e r s a r e v a r i e s c r o s s V i e t n a m s u c h a sSamSung Electronics Co,Ltd in District 9, HCM City; INZI VINA Co, Ltd in

Bien H Doa, N P ong I aiW Crovince;o S TSC iELLL o,Ltd r angSing o,Ltd n ong

An; etc…

Some facilities and products in the company:

PAB Measurement Jig Gono Jig

4 Mission and vision

The company always try their best to improve knowledge, upgrade facilities

and e xpandt r he w elationshipp i a o o V ith i oartnerst m n nd ut f ietnam n rder o eetthe new standard and higher demands from the growing market Their motto is

“ P u t c u s t o m e r s f i r s t ” a n d i t h a s h e l p e d t h e m p r i o r i t i z e t h e i r g o a l s a n d

investments With every decision made that had customers in the focus point,

Feel Engineering Vina Co., Ltd made a commitment to always deliver products

and services that meet customer’s high demand regarding quality and quantity

Moreover, t c hew aompanyt g c oillc lsoa takep ood are f ustomers fter he urchase

of their products with professional service

5 Company’s organization chart

4

General Manager

General Manager

Purchasing Department

Human Resources Department

Human Resources Department

Accounting Department

Accounting Department Department Production

Production Department

Management Department

Management Department

CHAPTER 2: MY INTERNSHIP2.1 Job description

- There are many ways to receive the orders as fax, placing order

face to face, phone call but my case is email When a customer sent me an e

mail for new purchase, I then would make a phone call to the manager to

insure that we have not missed any order

- My working hours: From 8.00 a.m to 5 p.m

- My trainer: Jung Kung Rall

2.2 Five working weeks

The first week:

For my first day in the company, I was led to visit all departments and got

acquainted with colleagues Then I learned the rules of the company and found

out that I will be working in the management room Every day, there will be a

1 0 - m i n u t e m e et i n g b e f o r e t h e ac t u a l w o r k i n g h o u r s , t o d i sc u ss n e w p r o b l e m s

a n d t o o f f e r s o l u t i o n s t o t h e s e i s s u e s M y m a i n j o b i n t h e f i r s t w e e k w a s t o

t r a n s l a t e d c o n v e r s a t i o n s a n d d o c u m e n t s t o m y b o s s , e s p e c i a l l y i n t h e d a i l y

m e e t i n g o r e v e r y t i m e w h e n t h e b o s s w a n t e d t o t a l k t o a w o r k e r T h e

conversations mainly talk about mechanical terms, which requires my effort to

study technical vocabulary, but luckily I was supported by another staff

A f t e r t h e m e e t i n g , I f o c u s e d o n d o i n g r e p o r t s i n v o l v i n g n u m b e r o f

some products’ names and their codes The names of products mostly relate to

machine t t ools,I h n hingsl s f aveT everI f t dearned t o ar herefore elt oo ifficult ounderstand t a f hemS tI a irst.w o ometimest t f t s w lsot ent ut o he actory o ee hat heworkers w d eret u oingm ao tnderstandp i m w ore a bout he roducts n y orkplace nd

to remember the names of those products longer

The second week

In t hes econdw m j week,t h a cy ob e asm o a avet onference very orning nd hen

to imported data from production reports into the computer Also in this time

that I learned more about how to write a worker's leave application, a written

permission to leave I woul d translate the content of the workers listed in the

license into E nglish and then submitted to the dir ector E ver y employee must

h a v e t h e s i g n a t u r e o f t h e C E O w h e n t h e y w a n t t o l e a v e t h e c o m p a n y I n

addition, I helped some colleagues with translating documents whenever they

need Mostly were t he reports about impor ted mater ial s or about poor quality

production that needed to submit to the director

The third week

In addition to tasks such as translating for the manager in the meeting and

entering t r hea t feportt w s i het t irstw I wwo a eeks,t a n he hird eek as ssigned o ddthe bonus data of workers to the computer Then I learned to make a sign-up

sheet and meal registration form for the staffs in the company Sign-up sheets

and m real egistrationf m b s ormst H Rust eD ubmitted o uman esources epartment

The fourth week

I nt hisw I weekt tasS Dransferred w n po alesw epartment ith ew osition, hich

was t r o ceceive e ustomers’o a r t maile Ardersm t nd eplied heir mails fter oving o

a new location, my main job was to check and respond emails from customers

Moreover, I a l tlsop u earneda m a p o c icka w ap l nd h ake hone all s ell s earned ow

to make orders, check quotes and handled other requirements from customers

My job was getti ng more inter esting because I got to use Engli sh more often

when w ritinge a r mails t c nd Wespondinga w a s o ustomers ithin eek fter witching

position, I quickly learned the above process and no longer felt confused

The fifth week

From this week onwards, I was quite busy because there were many orders

f r o m c u s t o m e r s M y j o b i n t h i s w e e k w e r e t o c h e c k a n d r e s p o n d t o e m a i l s ,

t o s o l v e p r o b l e m s a r i s i n g f r o m o r d e r s a n d t r a n s l a t e c o n v e r s a t i o n s b e t w e e n

manager and workers This week I learned how to make a production plan and

s e t d a i l y g o a l s f o r e a c h o r d e r a s w e l l a s m o n i t o r i n g p r o d u c t i o n p r o g r e s s

and quantity of production of each item Then made a report about unqualified

products to the manager at 4pm every day

The sixth week

I c o n t i n u e d t o o k r e s p o n s i b i l i t y f o r c o n t r o l l i n g a n d r e s p o n d i n g e m a i l s t o

customer as well as receiving and making phone calls Furthermore I would

find out my own way to solve problems occurring in these emails My tasks

a l s o i n c l u d e d ch e c kin g t h e p r o d u c t i o n s c h e d u l e , t h e q u a n t i t y o f e a c h i t e m ,

r e p o r ti n g t h e n u m b e r o f p o o r q u a l i t y p r o d u c t s t o t h e m a n a g e r a t 4 p m e v e r y

day This week I got more things to do such as checking the parameters and

g o o d s c o d e t o s e e t h e c o r r e s p o n d i n g r e q u i r e m e n t s o f c u s t o m e r s ,

The seventh week

I c o n t i n u e d t o t a k e r e s p o n s i b i l i t y f o r t r a n s l a t i n g f o r t h e m a n a g e r w i t h t h e

c u s t o m e rs o r w o r k e r s A d d i t o n a l l y , I m a d e p h o n e c a l l s, c h e c ke d a n d r e p l i e d

em a i ls o f c u s t o m e r s M o r e o v e r , I r e a r r a n ge d t h e d o c u m e n t s i n t h e o f f i c e ,

translated materials from the Production Department and checked the quantity

of p roducedp Furthermore, I verified t herroducts equirementso t c f he ustomers,handled some problems arising from the orders and checked the orders if it met

the deadline Finally, reported the quantity of no good machines to manager

The eighth week

T h e r e w e r e t h e s a m e j o b s a s p r e v i o u s w e e k s , I w a s i n c h a r g e o f m a k i n g

phone calls, checking and answering emails from customers Also, I translated

for t m anagerwhe w itho w horkersc a r t ranslatedtith isd f ustomershe ata romndTechnical D B esidestepartment I w hat,r faschecking the quantityesponsible or

o f p r o d u c e d m a c h i n e s a n d t h e p a r a m e t e r s t o m a k e s u r e t h e y a r e a p p r o p r i a t e

to customer requirements

2.3 Analysing my topic: The process of receiving and handling orders

1 General about the process of receiving and handling orders

8

2 Analysing the process of receiving and handling orders

a) Receiving order:

My company receives orders through many ways as email, fax, placing order

face t f o m ace, t akinge a t elephonem m i m ctc i rnd he ain anner n y ase s eceiving

basic information for the design I t is very useful to help the staf f in the fir st

accessing machine step

- T h e p r i c e i n t h e o r d e r i s u s u a l l y t h e o l d p r i c e c o n f i r m e d b e f o r e p l a c i n g

o r d e r T h e d i s c u s s i n g q u o t a t i o n p r o c e s s w i l l b e d o n e b y c u s t o m e r a n d s a l e s

department

+ I n t h e e n d i n g p a r t : I n t h e e n d i n g p a r t o f t h e o r d e r , c u s t o m e r p r o v i d e s t h e

required day for delivery

- The r equiredd A u ate:c ws r sual,t d ustomerf d ill equire he eadline or elivery

a c c o r d i n g t o t h e c a l c u l a t i n g b y t h e i r e x p e r i e n c e T h e r e f o r e , w h e n r e c e i v e t h e

o r d e r s , I h a v e t o c a l c u l a t e a g a i n i f w e c a n m e e t t h e r e q u i r e d d a t e o r n o t

( i n c l u d i n g i n t h e p r e p a r i n g m a t e r i a l f o r i n s t a l l i n g a n d t h e d a t e f o r d o i n g

10

e x p o r t i n g p a p e r s ) A f t e r t h a t , I w i l l m a k e t h e d e l i v e r y p l a n a n d u p d a t e i t t o

customer for confirmation of the deadline

b) Analysing customer’s requirement:

There are 2 cases: The first case is already produced products and another

case is new products and they are need to be designed

Case 1: Products were produced before

For these products, Technical Department do not need to make a new design,

t h e y w i l l r e l y o n t h e s p e c i f i c a t i o n s o f t h e p r o d u c t s b e f o r e t o p r o c e e dmanufacturing

Here are some of produced products of Feel Engineering Vina Company:

Air press machine Air press machine system

Print screen machine PCB Measurement Jig

Case 2: New products and need to be design.

In t hisc the tase, echnicians, f irsto a will af ll nalyzep i roductf nformation romthe orders such as:

+ Product size : X mm (width), Y mm (length), Z mm (height)

+ Weight: X kg

+ Material: clinker, metals, wood etc

+ Notice of product: operate easily, hight productivit and so on

T h e n t h e t e c h n i c i a n s u s e A u t o C a d s o f l w a r e t o m a k e a d e s i g n , w e h a v e

3D drawing or 2D drawing and when their designs finished then they will have

them printed out and given to the manager for checking Generally, the time for

one product is designed from 3 to 4 hours

Here are some products are designed by our company:

12

Air Press Jig Conveyor Machine

c) Purchasing material

The next step is purchasing material After the designs are confirmed by themanager, required material will be notified by purchasing department Usually,the material is imported from Taiwan

For example, to manufacture this type of machine:

There are some required materials:

Bakelite Al 6061

d) Producing product

W h e n t h e m a t e r i a l s h a v e b e e n b o u g h t e n o u g h , T e c h n i c a l D e p a r t m e n t w i l lproceed manufacturing product from their design and time to finish an order is

usually in a week

Here are some products are produced from the designs:

14

Taping Turn Table Taping Turn Table

Torque Wrench Gono Torque Wrench Gono

e) Checking product’s quality

When products have been finished production progress, the technicians will

c h e c k t h e i r q u a l i t y a n d s p e c i f i c a t i o n s t o m a k e s u r e t h a t t h o s e m a c h i n e s h a v e

already adapted all requirements of customers relating to model, standard, size,

and t heirp roductivity.I o o t i n a f neb c f hemt d s ot ccepted y ustomers, hat esignedproduct will be discarded or reworked

d) Packaging and delivery

T h e p r o d u c t s a f t e r h a v e a l r e a d y m e t c u s t o m e r ’ s r e q u i r e m e n t s w o u l d b e

delivered to the customers The products of the company are delivered by truck

and t echniciansw a t illc ccompanyp t i t po ustomers’a t lace o nstall he roduct nd otrain the customers how to use the new machine