THEORETICAL BACKGROUND
Theoretical background of freight forwarding
Freight forwarding is all about the facilitation of international trade The freight forwarder is the party who ensures that internationally traded goods move from point of origin to point of destination to arrive at the right place, at the right time, in good condition and at the most economical cost
Freight forwarding services, as defined by FIATA, encompass a wide range of activities related to the transportation and management of goods This includes services such as carriage, consolidation, storage, handling, packing, and distribution, along with additional advisory and ancillary services Key aspects of freight forwarding also involve customs and fiscal matters, official declarations of goods, insurance procurement, and the collection or management of payment and documentation associated with the goods.
Freight forwarding encompasses a series of operations and procedures essential for the transportation process, facilitating the movement of goods from the shipper's location to the consignee's destination.
Forwarding companies providing freight forwarding services are increasingly bringing greater benefits to import-export businesses in particular and the economy in general
Forwarding services play a crucial role in import-export businesses by enabling the swift, safe, and cost-effective circulation of goods without the need for the sender or consignee to be present This allows importers and exporters to concentrate on their core business activities, ultimately lowering the prices of imported and exported goods Additionally, forwarding services help reduce unnecessary expenses, such as warehouse and yard construction costs, by utilizing the facilities of forwarders and minimizing labor training costs.
Freight forwarding plays a crucial role in enhancing the national economy by contributing significantly to GDP and supporting socio-economic development As a vital trade and service industry, it influences foreign trade and international transportation, requiring minimal capital investment while offering stable profits when effectively managed In today's globalized market, freight forwarding is essential due to the nature of international trade, where buyers and sellers are located in different countries The process of transporting goods from the seller to the buyer involves various tasks, such as transporting goods to the port and loading them onto ships, all of which are managed by freight forwarders Therefore, freight forwarding is fundamental to the growth and sustainability of international trade.
The differences between FCL and LCL goods
FCL (Full Container Load) refers to the shipping method where a shipper has enough goods to fill an entire container, and both the shipper and consignee are responsible for packing and unloading the container's contents This approach involves renting one or more containers to transport the goods efficiently.
LCL (Less than Container Load) is a shipping method used when a shipper lacks enough goods to fill a full container, necessitating the combination of shipments from multiple shippers In this process, a service company consolidates various LCL shipments by arranging, classifying, and packing them into containers before transporting them from the loading port to the destination port This efficient grouping of goods is known as consolidation.
❖ Comparison between FCL and LCL goods:
LCL shipping incurs higher freight costs compared to FCL, as charges are based on the freight rate for each block or weight of goods Additionally, many individual costs remain fixed, regardless of the quantity of goods in the container.
The shipping process for LCL (Less than Container Load) goods is more complex and time-consuming compared to FCL (Full Container Load) shipments Consolidators are required to coordinate and tally multiple individual shipments from various shippers, generate a set of documents for a single container, and organize delivery to each shipper Additionally, delays can occur during customs clearance if issues arise with any specific shipment, potentially impacting all customers with goods in that container.
LCL (Less than Container Load) cargo poses greater risks to goods compared to FCL (Full Container Load) shipments This increased risk arises from the potential for damage, odor contamination, and loss of items when multiple types of goods are packed together in a single container.
Related documents in forwarding process for imported FCL shipment
A sales contract is a legally binding document between a buyer and a seller that outlines the agreed-upon terms and conditions, governed by Commercial Law Both parties are obligated to adhere to the stipulations detailed in the contract, ensuring mutual accountability and compliance.
A commercial invoice is a crucial legal document created by the seller (exporter) for the buyer (importer) during international transactions, serving both as a contract and proof of sale This document outlines essential details such as the prices, value, and quantity of goods sold, and it must also specify the trade or sale conditions agreed upon by both parties involved in the transaction.
A bill of lading (B/L) is a crucial international shipping document issued by a shipping line to the consignee once the goods have been loaded for transport As defined by the Vietnam Maritime Code (2015), it serves as evidence that the carrier has received the goods, confirming their quantity, nature, and condition, and is responsible for delivering them to the designated destination Additionally, the B/L acts as proof of ownership and a contract for the carriage of goods by sea There are two primary types of bills of lading: the Master Bill of Lading (MB/L), issued by the shipping line upon loading the goods, and the House Bill of Lading, issued by the freight forwarder to the goods owner for consignment purposes To streamline the receipt of goods abroad, freight forwarders often request a Surrendered Bill of Lading, necessitating notification from the shipping line to their overseas agent to ensure a smooth process.
A packing list is a crucial document that accompanies every shipment, detailing the number of containers and the specific merchandise contained within each one, as provided by the exporter.
A Certificate of Origin (C/O) is an essential document issued by the exporter’s Chamber of Commerce, indicating the country of origin for goods This certificate plays a crucial role in international trade, as it is utilized by importing countries to establish applicable tariffs Since many nations implement a multicolumn tariff system, the C/O helps determine the specific tariffs that various groups of countries must pay when importing goods.
An arrival notice is a communication from a shipping line or forwarding agent to an importer, informing them of a vessel's arrival This notice contains essential details that mirror those found on the Bill of Lading (B/L), such as the names of the exporter and importer, container number, seal, vessel name, voyage number, and a description of the goods Additionally, the arrival notice includes information about local charges associated with the shipment.
A Delivery Order (D/O) is an essential document issued by a carrier or their agent, providing instructions for the delivery of goods to a consignee It contains crucial information, including the vessel name and its itinerary, the consignee's details, the port of discharge (POD), as well as the code for the goods, number of packages, and their weight and volume.
A customs declaration is a crucial document required by exporters and importers to provide detailed information about the quantity and specifications of goods being imported to or exported from Vietnam.
The Equipment Interchange Receipt (EIR) is a crucial document in the import and export process, serving as a detailed record of the container's condition, whether good, damaged, or punctured It also includes essential information such as the number of containers, the trucks transporting them, and the owner of the goods, ensuring clarity and accountability in logistics operations.
Theoretical freight forwarding process of imported FCL shipment
The freight forwarding process for Full Container Load (FCL) shipments imported by sea varies based on the specific requirements of each order and the policies of individual import forwarding companies However, there are fundamental steps that are generally followed in the process.
8 basic general steps as follows:
Step 1: RECEIVING A SET OF DOCUMENTS FROM IMPORTING COMPANY
After the two parties have agreed on the terms and signed a forwarding contract, the customer will send forwarder a set of basic documents
Step 2: RECEIVING INFORMATION A/N FROM SHIPPING COMPANY
At least one day before the ship's arrival date, the forwarder will receive Arrival Notice from the shipping company
Forwarders must meticulously verify that all information on shipping documents is accurate and consistent, as even minor errors can lead to complications with customs or regulatory authorities.
Step 4: SUBMITTING B/L AND OTHER DOCUMENTS TO SHIPPING LINE AND
To obtain the Delivery Order (D/O) after the ship has docked, the freight forwarder must present a complete set of documents, including the customer's company Recommendation Letter, to the shipping company The operational staff is required to pay various local charges when processing the delivery orders, which may include D/O fees, Terminal Handling Charges (THC), container cleaning fees, and handling fees.
To facilitate customs declaration, users can utilize the ECUS5/VNACCS software provided by the Customs authority Upon successful transmission of the customs declaration, the system will automatically notify users of the cargo flow status, indicated by green, yellow, or red signals The forwarder will then receive the import customs declaration, print the necessary documents, and proceed to contact the taxpayer.
Step 6: BRINGING D/O TO THE CY TO EXCHANGE EIR
To obtain the Equipment Interchange Receipt (EIR), the forwarder must visit the Trade Office at the port and submit the Delivery Order (D/O) stamped by the shipping line for direct delivery Additionally, the forwarder is responsible for paying the fees associated with lifting, lowering, and storing the container.
Step 7: DELIVERING THE GOODS TO CUSTOMER, RETURNING THE EMPTY
CONTAINER AND TAKING CONTAINER DEPOSIT
To enter the port or ICD and collect the goods, the forwarder must provide the driver with the Equipment Interchange Receipt (EIR) and the container list After retrieving the goods, the driver is responsible for returning the empty container to the port or ICD Subsequently, the forwarder will present the EIR, container deposit paperwork, and receipt to the shipping agent to process the container deposit refund.
Step 8: ACCOUNTING AND SAVING THE DOCUMENTS
Once the goods are delivered to the customer, the documentation team is tasked with meticulously organizing and verifying all documents into a complete set One copy will be provided to the customer, while another will be securely stored Meanwhile, the accountant will compile and calculate the associated expenses to invoice the customer for payment.
INTRODUCTION OF HANOTRANS COMPANY
Company’s profile
Figure 1: The Logo of Hanotrans Company Source: Hanotrans’s Website
• Legal name: Branch of Hanotrans Logistics Co., Ltd
• Address: 8th floor, MB Hai Phong building, No 6, Lot 30A, Le Hong Phong Street, Ngo Quyen district, Hai Phong
• Email: manager@hanotranshp.com.vn
Hanotrans Hai Phong is the short name of the branch of Hanotrans Logistics Company Limited and is a 100% owned subsidiary of Foreign Trade Logistics Joint Stock Company - VNT Logistics
Established in 2007, Hanotrans has become a leading International Freight Forwarder in Vietnam, particularly in Hai Phong With over 14 years of experience in the logistics service industry, the company has built a strong market presence and earned the trust of numerous customers Hanotrans has successfully surpassed many competitors, solidifying its reputation as a dynamic and reliable provider of logistics solutions.
Figure 2 The Office of Hanotrans Company’s Hai Phong Branch
The business mission of Hanotrans Hai Phong is to become the leading logistics service provider in Vietnam, providing the best logistics services at competitive prices
Hanotrans Hai Phong aims to build lasting relationships with customers by delivering high-quality products and professional services The company is committed to enhancing the logistics supply chain and contributing to global development.
Company’s services
Hanotrans is a pioneering company in Vietnam's air transport sector, dedicated to providing exceptional service and continuously expanding its global partner network With a focus on fast, high-quality air transport services at competitive prices, Hanotrans ensures the swift, safe, and complete delivery of packages of all sizes and weights.
Hanotrans believes in providing the best service from packaging to transporting specific goods in a timely manner through sea freight
- FCL (full container transport) and LCL (LCL) services all around the world
- Arrange cargo insurance and surveys (arrangement of cargo insurance and survey)
- Transit of goods to Laos and Cambodia
Hanotrans offers 24/7 North-South inland transportation services, ensuring reliable and efficient solutions for both domestic and international customers With a dedicated team and the integration of EDI systems, Hanotrans is committed to delivering exceptional service around the clock.
- Transport of agricultural products, chartering and brokerage (ship husbandry, chartering and brokerage)
- Crew hired / leased and repatriated
Hanotrans warehouse system is highly regarded by customers and partners for its reliable services Strategically located for efficient goods movement and parcel storage, it features advanced inspection equipment designed to meet the diverse needs of clients Additionally, we provide a variety of warehousing service packages to accommodate different requirements and deposit options.
Company’s facilities
Hanotrans is proud to be a company with quite complete equipment to meet the needs of transporting or storing goods according to the needs of customers
The system of collecting - forwarding goods CFS has an area of up to 5000 sqm Warehouse system: 4000 sqm for floor area and 5000 sqm for yard, in which:
- CFS warehouse (for both sea and air) has a total area of 2500 m2
- Warehouse system with an area of 10,000 m2 is an insured warehouse (including CFS and bonded warehouses), 50,000 m2 of concrete floor to store goods
With such a warehouse system, the company also has supporting equipment such as:
- Trucks and container cars: 80 units
Figure 3: Container Tractors of Hanotrans Company
The company boasts a well-developed infrastructure designed for efficient delivery and storage of goods, complemented by effective supporting equipment Additionally, it maintains a sufficient fleet of transportation vehicles to meet diverse customer needs.
- Forklift: 3 units, used to handle cargo containers or empty containers.
Organizational structure
As of 2021, Hanotrans Hai Phong is led by Director Mr Nguyen Thanh Binh, who holds the highest authority and responsibility within the organization Assisting him is the Deputy Director, who plays a crucial role in managing company operations and overseeing departmental activities Each department is headed by a department head, responsible for organizing, managing, and supervising the work of their employees and subordinates.
Duties and functions of the department:
The Director serves as the ultimate decision-maker, prioritizing the perspectives of the Board of Directors and various departments Additionally, the Director holds direct accountability for all company activities.
- Directing and managing all activities of the company
- Decide the direction of plans, business projects and major policies of the company
- To decide on the transfer, purchase, sale and pledge of fixed assets
- Making decisions on recruitment, assignment, employment, and other issues such as reward and discipline
Figure 4: Organizational Structure of Hanotrans Company
- The director is the account holder of the company, signs economic contracts with economic units at home and abroad
- Issuing internal regulations and appointing and dismissing positions in the company
The core function of our company revolves around effective customer communication, essential for gathering information and requesting necessary shipping documents for customs services This includes vital paperwork such as the Bill of Lading (B/L), contracts, invoices, packing lists, and Certificates of Origin (C/O), ensuring a smooth delivery process.
After receiving the customer's shipment information, the set of documents will be passed through the logistics department to other departments
The documentation team verifies the accuracy and completeness of information received from the logistics department, ensuring it aligns with customer details Using this verified set of documents, the customs declarant executes the electronic customs declaration via the ECUS5 – VNACCS software.
The operations team will manage the final stages of the freight forwarding process, which includes taking delivery orders, arranging empty container bookings, clearing goods through customs, and handling container returns to the shipping line for deposit refunds Meanwhile, the transportation staff will ensure timely delivery of goods to customers.
Transport staffs are responsible for delivering and picking up goods from customers
The department responsible for market research plays a crucial role in shaping the company's image and showcasing its services to customers Its key tasks include advising the Board of Directors on signing economic contracts with both domestic and international entities.
- Helping the board of directors to check and summarize the implementation of the plan, detect problems, and propose solutions
- Monitoring the implementation of activities and urging the payment of related debts
- Searching for potential new customers on websites, newspapers, radio and persuading customers to use our services
- Maintaining and communicating regularly with old customers to strengthen trust for customers to continue to transact with the company
- Getting information about the shipment
Building strong customer relationships is essential for identifying the company's strengths and offering preferential rates alongside exceptional after-sales services to meet customer needs As an agent for the liner brand, it's crucial to focus on effective promotion and brand development Additionally, the sales team should consistently monitor customer bookings on a monthly, quarterly, and yearly basis to devise new strategies and enhance customer care services.
Providing price list of company's products and services to customers Invoicing, finalizing, and keeping customer records when other departments have completed the process of delivering a shipment
Managing financial activities, capital of the company, continuously updating documents on the use of capital, taking responsibility for the company's payments and debts
Performing analysis and processing of accounting data, thereby making recommendations and solutions to support the most effective financial management of the company
To be responsible for complying with the requirements of the state budget when making reports and paying taxes as prescribed
Regularly checking, reconciling documents, and preparing financial statements Monitoring the employee's work, monthly salary and bonus level and pay salary
The customer service team is dedicated to assisting clients by monitoring and supporting them throughout their experience with the company's services Equipped with excellent communication and listening skills, these staff members possess a strong understanding of the company's offerings, enabling effective collaboration with other departments Additionally, they promptly address inquiries regarding pricing, quality, and service processes.
Company’s human resources
Hanotrans is committed to delivering top-notch logistics services by ensuring that its staff is well-trained and dedicated to meeting the needs of partners and customers The company prioritizes quality and strives to provide the best possible service to enhance customer satisfaction.
With a long-term development orientation, our staff is fully equipped with the skills and confidence in the development of the logistics industry in general
Hanotrans Hai Phong Company boasts a highly educated workforce, with all employees holding university or college degrees The staff's strong English proficiency is a significant asset, as the company collaborates primarily with foreign enterprises, shipping lines, airlines, and joint ventures This international environment fosters a professional atmosphere, allowing the qualified team to excel in their roles.
In response to rising competition in the forwarding industry, the company has invested in employee development by offering specialized training courses in international forwarding, multimodal transport, and logistics This initiative aims to enhance employees' professional skills and ensure they are equipped with the latest knowledge to support the company's growth and meet evolving industry demands.
The staff at Hanotrans are dynamic and professional, boasting extensive experience and strong relationships with specialized agencies like Customs Their enthusiasm and dedication to their responsibilities often lead them to work late into the night, ensuring that they meet the needs of their clients effectively.
Reliable Partners and Customers
Despite the challenges posed by a competitive economy, Hanotrans has strengthened its position in the forwarding industry by focusing on brand development and customer trust The company has established strong relationships with both domestic and international clients, demonstrating its commitment to excellence Hanotrans's dedication to meeting customer needs has solidified its reputation, paving the way for continued growth and success.
Below are typical customers and partners of the company:
Figure 5: Reliable Partners and Customers of Hanotrans Company
Job requirements with positions in the company
To secure a position in the company's sales department, candidates must meet specific qualifications and possess relevant skills, along with sufficient work experience to effectively address job-related challenges Applicants must fulfill the minimum requirements outlined for this role.
- Minimum diploma in logistics, shipping, or related field
- Experience in handling situations, understanding of safety standards
- Information technology (IT) skills, especially proficient in Microsoft Excel
- Communication skills: The job of a forwarder includes internal and external customer contact, so it is important that they have excellent communication skills
- Stress management: Forwarders work in a fast-paced environment and are forced to meet goals within specified time frames, so they need to work well under pressure
- Organizational skills: To work as a forwarder, a candidate must have planning and multi-tasking skills to prioritize and effectively handle multiple tasks
The documentation staff plays a crucial role in the import-export industry, responsible for creating essential documents like Bills, Arrival Notices, Invoices, and Packing Lists for customers This position is highly sought after, as it ensures the smooth processing of import-export transactions.
The job requires you to run continuously, often going down to the port to work with customs
A successful candidate for this role must possess not only relevant experience but also strong interpersonal skills, as they will frequently encounter challenges with shipments that require navigating customs and collaborating with state agencies.
In your role, you frequently engage with customers, offering guidance on administrative procedures, particularly those concerning tax exemptions, reductions, quota permits, and bills of exchange It's essential to meticulously review all procedures and documents before presenting them to customers and relevant parties to ensure accuracy and compliance.
Requirements for voucher staff if applying for this position in the company:
- Graduated from intermediate level or higher in import and export, logistics, law, international and related studies
- Experience as a document officer, import-export officer
- Strong statistical and data processing skills, computer proficiency
The position does not require a degree, making it an appealing opportunity for students seeking to gain practical experience and knowledge after graduation Typically, this role involves frequent travel and is often considered more suitable for men.
The role of operations staff is crucial in managing logistics for import-export businesses, as they handle tasks such as delivering documents, paying taxes and infrastructure fees, and navigating seaports and airports for order changes This position also involves dealing with customs, insurance, and fumigation processes Given the manual nature of the job, it demands strong physical health, agility, and the ability to efficiently calculate time and routes to ensure timely completion of shipping procedures.
PRACTICAL FORWARDING PROCESS OF IMPORTED FCL
Practical forwarding process of imported FCL shipment at Hanotrans company
Table 1: Forwarding Process of Imported FCL Shipment at Hanotrans Company
1 Hanotrans company receives and checks the set of documents from customer
2 Getting delivery order (D/O) from shipping line
- Letter of authorization (if any)
Operation staff - Customs clearance declaration (1 original, 1 photocopy)
- Receipt for payment of fees for using seaport facilities
- Bill of lading (stamped by the shipping agent)
5 Delivering the goods to customer, returning the empty container and taking the container deposit money
6 Accounting and saving the documents
- The full set of documents
❖ Detailed explanation of the steps in the process:
- Step 1: Receiving and checking the set of documents from customer
Upon receiving the Arrival Notice from the shipping or forwarding agent, Hanotrans Company, the buyer (importer) must transfer the required documents for the import procedure The documentation staff at Hanotrans will verify the accuracy and completeness of the information in these documents If any errors or discrepancies are found, the staff will promptly reach out to the customer for timely corrections or additional information.
- Step 2: Getting delivery order (D/O) from shipping line
Hanotrans assists importers with the import procedure by managing essential documentation, including House B/L, Arrival Notice, Letters of Recommendation, Letters of Authorization, and identity verification The company also facilitates advanced payments for customers to secure Delivery Orders (D/O) and container deposits from shipping lines Notably, several shipping lines, such as MAERSK, CMA CGM, HEUNG-A, MSC, ONE, OOCL, HAPAG-LLOYD, and KMTC, offer Electronic Delivery Order (EDO) services This allows forwarders to complete local charges through bank transactions, enabling shipping lines to send the D/O directly via email, streamlining the import process.
Upon receiving the Arrival notice, the documentation staff at Hanotrans will promptly initiate the customs declaration process Essential documents required for importing via the ECUS5-VNACCS software include the Sales Contract, Commercial Invoice, Packing List, and House Bill of Lading Following the importation and transfer completion, customs offices will provide flow classification results, after which the company will settle the import tax Clearance is designated for the Green channel (Code 1), the Yellow channel (Code 2) involves profile checks with an additional fee, and the Red channel (Code 3) requires inspection of documents and goods, also incurring extra charges.
- Step 4: Changing equipment interchange receipt (EIR) at the port
After obtaining the Delivery Order (D/O) from the shipping line and completing the customs clearance process at regional customs, Hanotrans operation staff will prepare essential documents for exchanging the Equipment Interchange Receipt (EIR) at the port These documents include one original and one photocopy of the customs clearance declaration, a barcode signature sheet, a receipt for seaport facility usage fees, the D/O from the shipping line, a letter of recommendation, a photocopy of the ID card, the container deposit paper, and the bill of lading stamped by the shipping agent.
- Step 5: Delivering the goods to customer, returning the empty container and taking the container deposit money
Upon receiving the Equipment Interchange Receipt (EIR), the operations staff forwards it to Hanotrans Company's transportation department or the designated driver to facilitate the retrieval of the container from the port and transport the goods to the customer's private warehouse Before departing the port, the driver is responsible for verifying the integrity of the seal, the container number, the seal number, and the overall condition of the container Any issues must be documented by the driver Failure to perform these checks may result in the driver being held accountable for any damages to the container, including repair costs After completing the delivery, the driver returns the empty container to reclaim the deposit.
- Step 6: Accounting and saving the documents
The documentation team at Hanotrans prepares a debit note to request a refund of the advanced payment from the importer prior to delivery and the payment of service fees, which include import customs declaration and shipping the container to the customer's private warehouse They are also tasked with meticulously checking and organizing all documents into a complete set, with one set returned to the customer and another set stored securely at the company.
3.2 The forwarding process of imported FCL Cooling Pad Kraft Paper cargoes from China at Hanotrans company
3.2.1 General information about the shipment of Cooling Pad Kraft Paper
- Seller: Qingzhou Guangyu Temperature Control Material Co., Ltd o Address: Xigao Village, Yidu Street Office, Qingzhou City, Weifang, Shandong Province, China o Phone number: +86 536 3788588
- Buyer: Coolingpad Vietnam Joint Stock Company o Address: Tien Phong Village, Dinh Chu Commune, Lap Thach District, Vinh Phuc Province, Vietnam o Phone number: +84 973 383636
- Commodity: Cooling pad kraft paper
- Packages: 44 rolls o Rolls of cooling pad kraft paper (Yueyang Brand 1,070mm 105gsm): 20 rolls o Rolls of cooling pad kraft paper (Yueyang Brand 1,100mm 105gsm): 24 rolls
- Port of loading: Qingdao Port, China
- Port of discharge: Haiphong Port, Vietnam
- Delivery terms: FOB Qingdao Port, China as Incoterms 2010
- Total amount of invoice: USD13,574.52
3.2.2 Explaining the forwarding process of imported FCL Cooling Pad Kraft Paper cargoes from China at Hanotrans company
STEP 1: RECEIVING INFORMATION OF SHIPMENT FROM COOLINGPAD
VIETNAM JOINT STOCK COMPANY AND CHECKING THE SET OF DOCUMENTS
CoolingPad Vietnam Joint Stock Company has engaged Hanotrans Company to handle the forwarding procedures for the receipt of their Cooling Pad Kraft Paper shipment.
Upon receiving the Arrival Notice from the shipping agent, Hanotrans Company promptly issued a copy of this notice to Coolingpad Vietnam Joint Stock Company This document must include essential details as specified by the shipping agent.
- Forwarder - the issuer of the notice: Hanotrans Company
- The corresponding B/L number of the shipment: o MBL: COAU7230424990 o HBL: QDGS21020103
- Shipper: Qingzhou Guangyu Temperature Control Material Co., Ltd
- Consignee: Coolingpad Vietnam Joint Stock Company
- Port of destination: Lach Huyen Port
- Required documents and requirements to receive delivery orders
- In addition, there is information about local charges or regulations of Forwarder or Shipping line
Coolingpad Vietnam Joint Stock Company reached out to the documentation team at Hanotrans Company, submitting a comprehensive set of documents for review The received documentation package includes essential materials for verification.
- Letter of recommendation of Coolingpad Vietnam Joint Stock Company
The Letter of Recommendation, officially stamped and signed by the Director of Coolingpad Vietnam Joint Stock Company, serves to protect the interests of Hanotrans Company employees in their dealings with shipping lines and Customs.
To ensure a swift and efficient freight forwarding process, the documentation team at Hanotrans Company must promptly verify the accuracy, consistency, and validity of each received document.
When reviewing a sales contract, it is essential to verify key details such as the contract number, date, payment terms, delivery terms, and goods information For instance, the contract number QGT210217, dated February 17, 2021, pertains to the purchase of cooling pad kraft paper The payment method is T/T, and the delivery is specified as FOB Qingdao Port.
Net weight: 25,138kgs Gross weight: 25,358kgs Packages: 44 rolls
- Commercial Invoice: Checking invoice number, date, delivery term, unit price, total amount of invoice, o Invoice number: GY20210224 o Date: 24 February 2021 o Delivery term: FOB Qingdao Port,
China as Incoterms 2010 o Unit price: USD 0.54 / KG o Total amount of invoice: USD13,574.52
- Packing list: Checking weight, volume, number of packages, packing, o Net weight: 25,138kgs o Gross weight: 25,358kgs o Volume: 60.00 CBM o Number of packages:44 rolls
When reviewing a bill of lading, it is essential to verify key details such as the bill of lading number (QDGS21020103), date of issue (09 Mar 2021), and place of issuance (Qingdao, China) Additionally, confirm the vessel name and voyage number (Xin Wei Hai / 134S), along with the container number and seal number (DFSU6977237 / P788339) Lastly, ensure the gross weight is accurately recorded at 25,358 KGS.
If the set of document has enough documents, sufficient information (to make a customs declaration), and the information on the documents match, the set of documents is complete and valid
STEP 2: GETTING DELIVERY ORDER (D/O) FROM SHIPPING LINE
After the ship docks, the operation staff will provide a complete set of documents, including a Letter of Recommendation from Coolingpad Vietnam Joint Stock Company, to the COSCO shipping agent to obtain the Delivery Order (D/O) Meanwhile, the documentation staff at Hanotrans Company must prepare the necessary paperwork, compile a list of expenses for customer advances, and submit it to the accounting department to request an advance for local charges.
The set of document to get D/O includes: Letter of recommendation, Bill of lading (Appendix 3), photocopy of ID card, and Arrival Notice (Appendix 4)
COSCO Shipping Line does not provide an ED/O issuance service, so the operation staff must obtain the Delivery Order (D/O) directly from the COSCO shipping agent located at No 4, Le Thanh Tong Street, May To Ward, Ngo Quyen District, Hai Phong The staff from Hanotrans Company retrieves the D/O from the agent and submits the documents at the import document counter At this counter, they are required to pay local charges to the cashier at the accounting counter, which include various fees associated with the import process.
- Deposit for customs supervision of warehouses: 70,000 vnd