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TRƯỜNG ĐẠI HỌC TÔN ĐỨC THẮNG BAN CĐTH – TCCN -oOo - BÁO CÁO THỰC TẬP TỐT NGHIỆP NGÀNH: TIẾNG ANH GVHD: ThS DO THI HOA QUYEN SVTH: PHAM THI NGOC HUYEN MSSV: 19611047 LỚP: 19611111 THÀNH PHỐ HỒ CHÍ MINH, NĂM 2022 0 BÁO CÁO THỰC TẬP TỐT NGHIỆP Thực từ 06/12/2021 đến 23/01/2022 Học sinh – Sinh viên thực tập: - Họ tên: Phạm Thị Ngọc Huyền Mã số HSSV : 19611047 - Lớp: 19611047 Khóa: V - Ngành: Tiếng Anh Giáo viên hướng dẫn: - Họ tên: Đỗ Thị Hoa Quyên - Học vị: Thạc Sĩ - Ngành: Ngôn ngữ học ứng dụng - Đơn vị: Ban Cao Đẳng - Trƣờng Đại Học Tôn Đức Thắng Đơn vị thực tập: - Tên đơn vị: CÔNG TY TNHH THƢƠNG MẠI VẬN TẢI QUỐC TẾ NGÔI SAO MỸ - Địa chỉ: 41 Cù Lao, Phƣờng 2, Quận Phú Nhuận, TP.HCM - Điện thoại: 028 3510 9123 - Cán hƣớng dẫn: Trần Đại Nghĩa Nội dung thực tập: - Chuyên đề: Quy trình kiểm tra chứng từ xuất đƣờng biển - Nhiệm vụ: + Tìm hiểu cơng ty: lịch sử hình thành q trình phát triển công ty; chức nhiệm vụ cơng ty; lĩnh vực hoạt động kinh doanh + Tìm hiểu cấu tổ chức máy quản lý cơng ty + Tìm hiểu quy trình hoạt động cơng ty + Tìm hiểu quy trình làm việc phận chứng từ + Phân tích quy kiểm tra chứng từ lô hàng xuất + Nhận xét điểm mạnh, điểm yếu công ty đƣa khuyến nghị + Viết báo cáo 0 INTRODUCTION With the current era of economic integration in order to survive and develop each country cannot withdraw, but needs to open its doors to trade with many countries around the world Before that change, the import-export industry has been holding a very important role in the economy As one of the countries entering the period of strong integration, Vietnam is constantly accelerating import-export activities and international trade Import-export and logistics are two concepts that are closely related and inseparable If the purpose of import-export is to bring goods to the international market, logistics is a series of activities from transportation and warehousing to bring goods from the seller to the buyer Have logistics, goods in import and export activities can only reach the buyer As a student of Ton Duc Thang University studying English, is oriented in two ways: tourism and logistics I have chosen the logistics, because I wanted to study and experience more about international shipment Besides, working in a logistics firm help me understand partly the situation of Vietnamese companies in the global market American Star International Transport Trading Co., Ltd (AMERICAN STAR GROUP) was established in 2003 by the founding members who are individuals who are working and have a lot of experience in the transportation, finance and trade industries, import and export I had a week internship at American Star Group In terms of logistics, there are many departments But I choose the export documents department as my topic of the report I had an internship at the American Star company and was imparted with knowledge, especially inspiration about the logistics industry My topic is export documentation department in Asia I chose this position because I like it and I want to challenge with a challenging department that requires meticulousness and concentration American Star International Transport Trading Co., Ltd (AMERICAN STAR GROUP) was established in 2003 by the founding members who are individuals who are working and have a lot of experience in the transportation, finance and trade industries, import and export AMERICAN STAR GROUP is headquartered in Ho Chi Minh City with branches in Hanoi, Hai Phong, Philippines and has a global dealer network 0 On the very outset of this report, I would like to express my deepest appreciation to AMERICAN STAR GROUP for their careful and precious guidance during the internship at company, which were extremely valuable for my study both theoretically and practically I am extremely thankful to Ton Duc Thang University for teaching me the theory of logistics and giving me the opportunity to approach this industry closer Today, I made a report so that Ms Quyen can understand the knowledge I have gained after weeks of internship at American Star The structure of the article: The first is about the company, including history and development, products and services, organization and functions In the second, it addresses the company operation and the overview of the Documents department The third is the assessment and recommendation for the enterprise Ho Chi Minh City, January 23th 2022 Signature 0 TABLE OF CONTENT CHAPTER ABOUT THE COMPANY 1.1 COMPANY PROFILE .1 1.2 HISTORY AND DEVELOPMENT 1.3 PRODUCTS AND SERVICE……………………………………… 1.4 ORGANIZATION AND FUNCTIONS……………………………… .4 CHAPTER 2: COMPANY OPERATION 2.1 COMPANY OPERATION WORKFLOW…………………………………… 2.2 WORKFLOW OF THE DOCUMENTS DEPARTMENT …………………… 11 2.3 PROCEDURE OF WORK AT THE EXPORT DOCUMENTS DEPARTMENT ………………………………………………………………………… 12 2.4 ANALYSIS OF THE PROCEDURE: CHECK THE SET OF DOCUMENTATIONS ……………… 16 CHAPTER ASSESSEMENT AND RECOMMENDATION 23 3.1 THE STRENGTHS OF THE COMPANY 23 3.2 THE WEAKNESS OF THE COMPANY…………………………………… .23 3.3 RECOMMENDATION .23 CONCLUSION REFERENCE APPENDIX………………………………………………………………………… 0 INTERNSHIP REPORT PAGE Chapter 1: ABOUT THE COMPANY 1.1 Company profile Company name: AMERICAN STAR INTERNATIONAL TRANSPORT Address: 41 Cu Lao, Ward 2, Phu Nhuan District, Ho Chi Minh City Tel: 028 3510 9123 Foundation: 2003 Vision and mission: Vision: “Becoming an excellent provider of logistics services, import and export freight forwarding, international transportation services with the highest goal of achieving customer trust and satisfaction.” Mission: - Provide excellent logistics services, import and export freight forwarding, international transport services, meet the trust and satisfaction of customers - Create a professional work environment and career development opportunities for employees - Bring practical and sustainable benefits to shareholders - Actively contribute beneficial values to the community Logo: STUDENT: Phạm Thị Ngọc Huyền 0 INTERNSHIP REPORT PAGE 1.2 History and development Flow chart of history and development: 2003 2014 • Established American Star International Transport Trading Co., Ltd • Became a member of Combined Logistics Networks • Cooperated with NCS Line Worldwide system 06-2018 • Mrs Ly Tu Anh became the CEO of NCS in Vietnam • Developed new branch at Ha Noi, Hai Phong and Bac Ninh 08-2018 • Established representative office in Manila, Philippines Partner: STUDENT: Phạm Thị Ngọc Huyền 0 INTERNSHIP REPORT PAGE 1.3 Products and services Sea and air freight Trucking service Project handling Customs clearance International moving Express delivery Warehousing STUDENT: Phạm Thị Ngọc Huyền 0 INTERNSHIP REPORT PAGE 1.4 Organization and functions Structure of organization: CEO Vice Director Document Department Department Document Executive Sale Human Marketing Resources Department Department Accounting Operation Department Sale Customs Department Declaration (Domestic) Department Document Customer Executive Service (International) Department STUDENT: Phạm Thị Ngọc Huyền 0 Forwarder INTERNSHIP REPORT PAGE Functions: Chief Executive Officer (CEO): - Structuring, managing human resources and supervising all activities of the company - Orientating, formulating and implementating of transportation service business development strategy - Managing and operating of transportation services Human Resources Director: - Recruiting, welcoming and introducing all employees - Managing the administrative life of employees - Developing social relations skills - Forwarding HR information and implementing HR policies Vice Director: - Operating the company's logistics service business network - Developing strategy and organize the implementation of the company's logistics service business plan - Supporting and monitoring when problems arise - Searching, establishing relationship with potential customers and expanding target market - Maintaining relationships with partners STUDENT: Phạm Thị Ngọc Huyền 0 INTERNSHIP REPORT PAGE 10 Step 1: Sales department finding customers, then checks the price with the shipping line and makes a price list for the customer Step 2: After the customer agrees, sales department will contact to Customer Service (CS) department to make a booking Step 3: After have booking, CS department will send it back to Sales department to send to customers At the same time, give the document department to open the file Step 4: Sales department uploads a file records of revenue and profits, then submits it to CEO to sign for confirmation Step 5: The Customs department contact the customer ask for information to make the export or import declaration, including: invoice packing list, the ECUS system to make the declaration and liquidate the declaration at the port to complete the import and export of that consignment Step 6: The Document department contacts the customer to get detailed information to make the bill and send it to the customer to check At the same time, send bill details to shipping line to make Master Bill (MBL) Step 7: Having MBL and House Bill (HBL), send it to the agent at the destination port Step 8: The Document department sends the file to the Accounting department to make a record of receipts and expenditures for the shipment Simultaneously issue invoices to collect money from customers Step 9: After paying to the shipping line, the Accounting & Documentation department takes input invoice to complete the file Step 10: After completing revenue and expenditure, the Document department is responsible for making Surrendered Bill of lading to customers & agents At the same time, follow up the route to update for customers and the Sales department Step 11: The Document & Accounting department is responsible for checking fully done records to proceed with closing the file of that consignment STUDENT: Phạm Thị Ngọc Huyền 0 INTERNSHIP REPORT PAGE 11 2.2 Workflow of the Document department Receive booking to open Step Step the file Send MBL and HBL to agent Send the file to the Accounting department to make a record of receipts Step and expenditures Step Take input invoice to complete the file Make Step Step Surrendered Bill lading to customers & agents Follow up the route Close the file of that End consignment STUDENT: Phạm Thị Ngọc Huyền 0 of INTERNSHIP REPORT PAGE 12 2.3 Procedure of work at the export Documents department Make Surrendered Bill or Original Bill for shipper after receiving payment Request Packing Send HBL Receive booking list or Shipping Issue HBL to from CS or Sales Instruction ( if any) customers (SI) fro to check Make line to send L shipping & SI Send pre-alert to the check the set of line agent you consign documentations make MBL Provide Surrender Check the MBL and Surrender Actual Time of HBL for agent Departure (ATD) of the ship and notify the shipper Check the correct ETA Take Sur BL from and notify the customer the shipping line after (Shipper) and Sales payment STUDENT: Phạm Thị Ngọc Huyền 0 to INTERNSHIP REPORT PAGE 13 Description: - Receive booking from CS or Sales: Get the following basic information: + What is the item? + Cargo weight? + Port of Departure (POD)? + Port of Loading (POL)? + Estimated Time of Departure (ETD)? - Request Packing list or Shipping Instruction from customers to make bill Packing List STUDENT: Phạm Thị Ngọc Huyền 0 INTERNSHIP REPORT PAGE 14 - Issue HBL ( if any): + Requested by the shipper + The ship is delayed but the Letter of Credit (L/C) is required to write the correct shipping date If have HBL, send pre-alert to the agent you consign let the agent handle the shipment Provide Surrender MBL and Surrender HBL for agents - Make Sur BL or Ori BL to the shipper after payment is received allowing the consignee to receive the consignment Surrendered Bill of Lading STUDENT: Phạm Thị Ngọc Huyền 0 INTERNSHIP REPORT PAGE 15 - Send HBL to customers to check: + If the customer has a request to correct the details on the HBL, it must consider the reasonableness of the request and correct it according to the customer's request but not contrary to the agent's instructions + Consider whether the correction is necessary to correct MBL, if necessary, request the shipping line to amend - Make SI send shipping line to make MBL: Ask Shipper to send SI to make draft MBL After that, the draft will be sent to the customer to check and ask the customer to confirm the information on that draft MBL - Contact shipping line to get MBL - Check the Actual Time of Departure (ATD) of the ship and notify the shipper to prepare for consignment - Take Sur BL from the shipping line after payment - Check the correct ETA and notify the customer and Sales: Promptly update customers if there is any problem during transportation STUDENT: Phạm Thị Ngọc Huyền 0 INTERNSHIP REPORT PAGE 16 2.4 Analysis of the procedure: Check the set of documentations Booking Confirmation - Upon agreement and acceptance of freight as arranged, customers will send to Sales department Booking Request - From there, Sales department will take that Booking Request as a basis to send reservations with the carriers - The carrier will confirm the successful booking by Booking Confirmation and send it to the CS department or Sales department - When receiving the booking, need to check the information on the booking Booking Confirmation STUDENT: Phạm Thị Ngọc Huyền 0 INTERNSHIP REPORT PAGE 17 Booking provider Petitioner The code of the (Shipper) consignment - Total booking container qty: Total number of containers in a booking: General Purpose - Port of Loading (POL): The place to load the goods on the ship - Port of Discharge (POD): The place to unload the goods on the ship - Intended Vessel/Voyage = Feeder STUDENT: Phạm Thị Ngọc Huyền 0 INTERNSHIP REPORT PAGE 18 - Intended Verified Gross Mass (VGM) cut-off: Deadline for the exporter to send the container weight slip to the shipping company - Intended FCL CY cut-off = Port cut-off: Deadline that the exporter must delivery to the specified place of unloading of the container - Intended SI cut-off = Doc cut-off: Deadline that shipper must confirm the content of the draft BL with the shipping line Sale Contract : Check information following: STUDENT: Phạm Thị Ngọc Huyền 0 INTERNSHIP REPORT PAGE 19 - Contract no, Contract date - Seller information (seller) & Buyer information (buyer) - Preliminary information about goods: Name, quantity, quality - Payment information: Payment method, form of payment, total payment amount, payment term - Information about delivery: Incoterms commercial terms, delivery time, delivery place, delivery method - Port of Loading - Port of Discharge Commercial Invoice STUDENT: Phạm Thị Ngọc Huyền 0 INTERNSHIP REPORT PAGE 20 - Buyer information/Consignee: In this case, the buyer is a direct importer, so they are also Consignee - Seller information - Invoice number: A valid abbreviation specified by the exporter - Invoice date: Must be before or along with the date of signing BL - Description of goods - Total amount : In numbers and in words - Payments term Packing list - Date and number of packing list - Consignment details: Name of goods, quantity of goods, number of packages, goods dimensions, static weight of goods (net weight), gross weight of goods (gross weight) STUDENT: Phạm Thị Ngọc Huyền 0 INTERNSHIP REPORT PAGE 21 Bill of lading: Check the following information: - Shipper information, consignee information and notify of party information - Port of discharge (POD) & Place of Delivery - Mark information and description of the goods - Quantity, weight, block number - Container number and seal number Insurance Certificate - Name and address of the insurance company - Date of making insurance documents - Insurance document number - Vessel name and number STUDENT: Phạm Thị Ngọc Huyền 0 INTERNSHIP REPORT PAGE 22 Certificate of Origin (C/O) The most important Certificate of Origin is the form, the C/O above is the C/O form D (C/O form D is a certificate of origin applicable to goods exported to ASEAN member countries that are eligible for preferential tariffs under the CEPT agreement.) The customs authority will check the CO form D details to determine the validity of the CO for the shipment so we will have to check the information: - Goods consigned from - Goods consigned to - Means of transport and route (Shipping methods and routes) - Descriptions of Goods - Declaration by the exporter STUDENT: Phạm Thị Ngọc Huyền 0 INTERNSHIP REPORT PAGE 23 Chapter 3: ASSESSMENT AND RECOMMENDATION 3.1 The strengths of the company - Time to build and develop up to 20 years - Is a reputable and versatile logistics service provider, import and export freight forwarder, international transport service - Has domestic and external branches Besides, there are also system of partners and agents around the world - Wide va riety of services - Quality staff, talented, long-term experience, friendly and enthusiastic 3.2 The weakness of the company - Small corporate space - There is no parking space at the company - The staff is very few and limited - Expand the space for more comfort and parking - Recruit more personnel 3.3 Recommendation STUDENT: Phạm Thị Ngọc Huyền 0 INTERNSHIP REPORT PAGE 24 CONCLUSION Logistics can be considered as a tool to link international economic activities Vietnam has a strong economic geography advantage that is very convenient to promote exports and logistics services because it is located in a developed area of the world, where the flow of goods is focus on exchanges are very strong Therefore, it can be said that Vietnam's import-export and logistics pair are converging favorable conditions to continue to break through, grow faster and more sustainably in the coming time Internship is the great opportunity to take the knowledge from Ton Duc Thang University and apply it in the real job During the time of being an intern of AMERICAN STAR GROUP, I received enthusiastic help and support, guided and encouraged me to overcome all difficulties and ended this difficult but meaningful time Besides, I have learnt more about what I have to and prepare for my future job, I also had interesting experiences and gained new knowledge With a short time to learn and implement the topic, with a immature perspective and limited knowledge, it is certain that interns like me will inevitably make mistakes and shortcomings Therefore, I would like to receive sincere comments and suggestions to help me complete this internship report I would like to express my deep respect and gratitude to Ms Quyen - the head of the English major of Ton Duc Thang University who also guided me throughout the process of making the report Sincere thanks to Ms Ly Tu Anh - CEO of AMRERICAN STAR GROUP, for always giving the best for us so that we can well at the company Lastly, I wish nothing but the best for Mr Tran Dai Nghia He is the person who always guides me professionally during my work at the company Because it was the first time I had contact with real work, I still faced many difficulties, but Mr Nghia was always there to help and answer our questions enthusiastically I sincerely thank you! HCMC, January 23, 2022 Pham Thi Ngoc Huyen STUDENT: Phạm Thị Ngọc Huyền 0 ... Đơn vị: Ban Cao Đẳng - Trƣờng Đại Học Tôn Đức Thắng Đơn vị thực tập: - Tên đơn vị: CÔNG TY TNHH THƢƠNG MẠI VẬN TẢI QUỐC TẾ NGÔI SAO MỸ - Địa chỉ: 41 Cù Lao, Phƣờng 2, Quận Phú Nhuận, TP.HCM -...BÁO CÁO THỰC TẬP TỐT NGHIỆP Thực từ 06/12/2021 đến 23/01/2022 Học sinh – Sinh viên thực tập: - Họ tên: Phạm Thị Ngọc Huyền Mã số HSSV : 19611047... Nghĩa Nội dung thực tập: - Chuyên đề: Quy trình kiểm tra chứng từ xuất đƣờng biển - Nhiệm vụ: + Tìm hiểu cơng ty: lịch sử hình thành q trình phát triển cơng ty; chức nhiệm vụ công ty; lĩnh vực
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