Chapter 2. CURRENT SITUATION OF CONSIGNMENT DELIVERY AT
2.2 The current situation of consignment delivery shipping at GVLink Co., Ltd
2.2.2 Procedure of implementing import-export goods delivery service at
2.2.2.1 Procedure flowchart
Figure 2.4: Procedure flowchart Step 1: Sign the contract
Step 2: Receive arrival notice and check document set
SIGN CONTRACT
RECEIVE ARRIVAL NOTICE AND CHECK DOCUMENT SET
CUSTOMS DELARATION
CONTAINER DEPOSIT, RECEIVE, ISSUE EDO, MAKE PAYMENT
COMPLETE PORT RECEIVING PROCEDURES
DELIVER GOODS TO CUSTOMER
SETTLE PAYMENT AND FILE DOCUMENTS
Step 3: Declare customs declaration
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 receive goods at the port: pay taxes, register and open customs declaration, print barcode, EIR slip, etc. Upon receiving the container deposit, the company's delivery personnel will contact the shipping line or FWD to obtain the EDO. After receiving the order via email, the document department will issue the EDO.
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.
Through marketing activities, the Sales and Marketing staff search and persuade customers to sign a service contract after agreeing on the price between the parties.
The agreement reflects the business relationship and legal responsibility between the GVLian and the customer who hires delivery services. The company drafts this service contract and includes basic terms that fully reflect the rights and obligations of both parties.
b) Receiving notice of incoming goods
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 important to carefully check the shipping notice to confirm which shipping company has sent it and whether it has the correct name of the recipient company.
c) Checking the document set:
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:
- Commercial contract - Commercial invoice - Packing list
- Shipping Notice - Bill of lading
- Certificate of analysis
- Introduction letter from a customer
When receiving the document set, the staff of GVLink checks and compares the information on the documents to ensure that they are accurate and match each other.
Before the shipment can be delivered, the document department thoroughly checks the commercial contract to ensure that the details about the buyer and seller are correct.
They also check the documents related to the shipment, such as the packing list, the quantity of the goods, and the loading and unloading port. In case of any errors, they contact the customer for assistance.
d) Customs declaration forms
The document officer at GVLink uses the ECUS5 customs declaration software to transmit declaration data to Customs electronically. Customs will automatically notify the acceptance of the application, assign a declaration number and accept the goods. When filling out the import declaration, the information on the following documents is used: Sale Contract, Commercial Invoice, Packing List, Bill of Lading, and Arrival Notice.
To complete an electronic Customs declaration, one must log into the Customs declaration system. If running the program for the first time, the program will ask for information about the company. At this time, you will enter complete information about the company, such as tax code, company name, address, telephone/fax, contact person, contact telephone, email, and then select "Agree".
Figure 3.1: Custom declaration in ECUS5
(Source: ECUS5- VNACCS/VICIS)
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
(Source: ECUS5- VNACCS/VICIS) 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
(Source: ECUS5- VNACCS/VICIS)
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 5: Print the declaration.
Step 6: Attach Customs documents.
e) Cont borrowing
After declaring customs documents, the company will send a delivery staff to deposit a container. At the container deposit counter, the delivery staff will submit the original House Bill of Lading (HBL) and the company introduction paper for the agency staff to check and confirm the information. Then, the delivery staff will receive two container deposit registration forms from the agency staff to fill in information such as container number, container type, a destination address, name, and phone number of the borrower. The shipping line staff will then check and collect the container deposit fee.
After that, the shipping line staff will hand over a container loan paper stamped with "Payment Received" and "Original for Deposit" and keep one copy of the loan paper and the invoice. The delivery staff will recheck the information, then ask the agency staff to sign and stamp the form along with the HBL set and return it to the delivery staff of GVLink.
f) Receiving and going to EDO
After GVLink sends the agent a "Notice of Arrival" email, the agent will extract information from the MBL on ePort. Then, the agent will provide information such as the operator, HBL number, container receiving code, customer name, MBL number, order number, order deadline, etc. Based on the information, the document staff will compare it with the documents to proceed to EDO on the ePort system.
For shipping lines/FWDs that the company has not registered for EDO, the delivery staff will come to the shipping line/FWD to submit the "Notice of Arrival"
paper to obtain DO. After receiving the complete delivery order, the delivery staff must check whether it is the original order, with the correct cargo name, vessel name, bill of lading number, discharge port name, container number, package number, etc. If there is any error, the delivery staff requests the shipping line/FWD staff to adjust it to match the bill of lading to avoid the case of documents not matching the cargo. The delivery order must be stamped with "PAID".
g) ePort payment
After proceeding to EDO on ePort, the delivery staff of GVLink will pay ePort to receive the goods from the port.
Procedures and receiving at the port h) Tax payment
After the customs system has announced the classification, the import tax rate will be displayed on the ECUSS5 - VNACCS electronic customs system. The delivery staff goes to pay the tax. After receiving the deposit slip and returning it to the State Budget, the delivery staff must verify the taxpayer's information, number of declarations, type of import and export, and tax amount, and ensure all signatures and stamps are complete before signing.
To check if the tax has been paid to the state treasury, the delivery staff should follow these steps:
Step 1: Access the website of the General Department of Vietnam Customs.
Step 2: Choose "Query tax payment of customs declaration."
Step 3: Enter the business code and declaration number. The system will return the result of the debt status. If it says "Debt cleared," it means that the tax has been paid to the state bank and the business has no more debt.
To register a customs declaration, the delivery staff of GVLink receives the documents from the customer's company and submits them to customs for inspection.
The documents include:
- An import customs declaration (notice of routing results).
- Commercial invoice: 01 original copy.
- Packing list: 01 original copy.
- Bill of lading: 01 documents.
- Deposit slip to the state treasury: 01 papers.
- Introduction letter
After checking the documents, the customs officer confirms that the information on the documents is accurate and there are no discrepancies in the data. The customs agency will proceed to verify the customs declaration.
The delivery staff of the company prints the "List of containers eligible for surveillance area" on the website of Vietnam Customs (with two copies of the barcode) and submits them to the surveillance customs officer for confirmation.
To register an EIR (Export/Import Receipt), the delivery staff goes to the Port Commercial Office, takes a number and, waits for their turn, presents the Delivery Order to receive the EIR (the system updates the batch information and location through the system when the EIR is printed). Before leaving the counter, the delivery staff must check the EIR information, including container number, seal number, location, expiration date, and weight.
An employee of delivery and transportation delivers EIR and empty container return forms to the driver and presents them to the gate security to retrieve the container and take the goods out of the port. Upon receiving the goods, the driver inspects the container's condition before pulling it out of the port to confirm that it is not damaged.
The employee of delivery and transportation of GVLink completes the customs clearance process at the port.
i) Delivery
The employee of delivery and transportation delivers the "Outbound/Inbound Yard Receipt," "Container Release Note and Return", and the delivery address designated by the customer for the driver to take the container back to the warehouse for the customer.
When delivering the goods, the driver takes a photo of the container number, the seal number before opening the container, and the condition of the goods inside the container before unloading them. Then, the driver sends the images to the
documentation employee of GVLink to save into the system as evidence to avoid future disputes.
After the shipment is unloaded from the container, the driver must return the empty container to the designated location of the agent within the time frame specified on the container rental document. After returning the container, the driver will receive a confirmation paper of the empty container return. They will bring this paper and the container rental document to the agent to collect the deposit.
j) Settlement and Document Archiving
After completing the procedures and tasks of receiving and delivering the shipment, the delivery staff will create a "settlement statement" and attach it to the documents of the load, including the bill, delivery order, arrival notice, customs documents, invoices, and receipts for incurred expenses. They will transfer these documents to the accounting and management departments to review and settle with the customer by creating a "payment request" to send to the customer.
Finally, the delivery staff of GVLink will return the complete set of documents to the customer and archive the document files in the import folder as reference materials.