TABLE OF CONTENTS TABLE OF CONTENTS i ACKNOWLEDGEMENTS ii LIST OF TABLES AND FIGURES iii LIST OF ABBREVIATIONS iv 1 A BRIEF DESCRIPTION OF THE COMPANY 1 1 1 General introduction 1 1 1 1 The process of[.]
TABLE OF CONTENTS 1 ACKNOWLEDGEMENTS The internship opportunity I had with Airseaglobal Joint Stock Company was a great chance for learning and professional development The time I spent in Airseaglobal., JSC as an intern from December 28 to January 22 was a memorable one for me as it provided me with rich experience and helped me discover my potential I am also grateful for having a chance to meet so many wonderful people and professionals who led me though this internship period My internship would not have been possible without the help and collaboration of others I am using this opportunity to express my deepest gratitude and appreciation to Mr Tan, General Director I want to thank him for allowing me to follow my internship at Airseaglobal Joint Stock Company He accepted me in the office and constantly supervised me so that I had the chance to improve myself and that contributed immensely to my personal development Besides, I feel grateful to Ms Chi, Head of Documentation – Customer Service Department, for her guidance that enabled me to complete the internship She helped and coached me during my internship by giving me feedback and tips on how to prepare a set of customs declaration documents and steps to implement customs declaration on VNACCS system Furthermore, I am also thankful to other staffs of Airseaglobal., JSC for their support and guidance which helped me to overcome the challenges I faced during the past weeks Last but not least, I would like to express thanks to the School Board of Thuong Mai University and English Faculty creating favourable conditions for me to take my internship In short, I perceive this opportunity as a big milestone in my career development I will strive to use gained skills and knowledge in the best possible way 2 LIST OF TABLES AND FIGURES 3 LIST OF ABBREVIATIONS No Abbreviation English meaning AN Arrival Notice AWB Airway Bill BL Bill of Lading C/O Certificate of Origin Giấy chứng nhận xuất xứ hàng hóa C/Q Certificate of Quality Giấy chứng nhận chất lượng hàng hóa D/O Delivery order ETA Estimated Time of Arrival HAWB House Air Waybill HBL House Bill of Lading 10 HS Code 11 Incoterms 12 LCL Less than Container Load 13 MAWB Master Airway Bill 14 MBL Master Bill of Lading Vận đơn chủ đường biển 15 PL Packing List Phiếu đóng gói hàng hóa 16 PO Purchase order 17 VNACCS Viet Nam Automated Cargo Clearance System Vietnamese meaning Giấy thông báo hàng đến Vận đơn đường hàng không Vận đơn đường biển Lệnh giao hàng Harmonized Commodity Description and Coding System International Commerce Terms Ngày dự kiến mà lơ hàng đến cảng đích Vận đơn nhà đường hàng không Vận đơn nhà đường biển Mã HS (Hệ thống hài hịa mơ tả mã hóa hàng hóa) Các điều khoản thương mại quốc tế Đóng vận chuyển hàng lẻ container Vận đơn chủ đường hàng không Đơn đặt hàng 4 Hệ thống thông quan hàng hóa tự động Việt Nam A BRIEF DESCRIPTION OF THE COMPANY 1.1 General introduction 1.1.1 The process of formation and development of the company As an intern, I would like to give an overview of the growth and development of the company: Vietnam Airseaglobal Joint Stock Company was established under the Law on Enterprises and was granted the Certificate of Business registration No 0105308539 on 13/05/2011 by the Business registration division – Hanoi Department of Planning and Investment as a limited company On March 5, 2019, the Certificate of Business registration was changed to as a joint-stock company Company name: Vietnam Airseaglobal Joint Stock Company (Airseaglobal., JSC) Address: A9/4 Mining and Geology collective zone, Co Nhue Ward, Bac Tu Liem District, Hanoi city, Vietnam Phone: 04.6269.7222 Tax code: 0105308539 Website: http://airseaglobal.com.vn Email: info@airseaglobal.com.vn Business Scope: As a business unit in the field of Logistics Business Activities: Services related to transportation and medical equipment license Vietnam Airseaglobal., JSC was founded and developed based on the foundation and knowledge of leaders with many years of experience in domestic and foreign companies in the field of Logistics It is constantly growing to become one of the pioneers in the field of Logistics The company has been in operation for about years since the date of being granted the Certificate of Business registration It has become one of the leading companies in providing import services for medical equipment, specializing in providing Logistics services such as international freight forwarding & transport services, domestic freight forwarding & transport services, customs formalities, export and import license, specialized license for medical equipment goods (medical machinery and equipment, 5 consumable supplies) Up to 2020, the number of official employees of the company is more than 30 people working in Hanoi headquarter, along with the development of two branches in Ho Chi Minh City and Hai Phong and cooperation with strategic partners in many provinces and cities: Quang Ninh, Da Nang, Thai Binh, Nam Dinh, With networks operating in most provinces, a large strategic and economic position and the development of the communication system, Airseaglobal has gradually affirmed its leading position The company commits serving effectively, professionally; bringing great trust to clients by providing better service quality at competitive prices and continuously innovating to create the difference in products and services Airseaglobal is currently a reliable partner of many large domestic and foreign export and import enterprises, constantly developing to become one of the leading transportation companies in Southeast Asia, especially in the field of Logistics Moreover, Airseaglobal also has a good relationship and is a regular partner with several major shipping lines and airlines in the world, facilitating the selection of competitive rates as well as expanding the business range 1.1.2 Organization Airseaglobal Joint Stock Company has a professional leadership team and staff who provide import and export services for medical equipment, including many veteran members who have years of experience in large domestic and foreign companies in the field of Logistics Currently, the company is constantly developing to become one of the pioneering enterprises in the field of Logistics The organizational structure of the company includes: - General Director: Mr Nguyen Thanh Tan is the representative of the company He is responsible for organizing business and development strategy for the company, building a system of criteria, working regulations, remuneration, sales contracts, and planning to train Sales staff to maintain and reach clients - Deputy Director: Mr Nguyen Manh Cuong and Mr Nguyen Cong Khanh help the General Director to supervise work, manage departments, train Sales staff for the company 6 - Chief Executive Officer (CEO): Mr Nguyen Cong Manh is the company's legal representative who manages all business activities - Documentation - Custоmer Service Deраrtment: Manage, store commercial documents, prepare customs documents and other necessary documents to help the freight department to complete the assigned work Regularly monitor the shipment process and contact clients to inform shipment information - Operation Department: Perform all work which relates to import-export business activities from receiving documents to delivering goods to the warehouse of the registered service enterprise; solve all clients' problems for each shipment quickly and completely - Accounting Department: In charge of the company's revenue and expenditure, fully keep business accounts for arising accounting profession, report periodic data accurately, monitor and organize business operations, advance payment for Operations staff to complete the work - Sales Department: This is an important central department of Airseaglobal Sales staff are in charge of looking for clients, receiving import and export demands of clients, offering quotation of company's services, advising clients on various procedures and licenses relating to import goods, negotiating with shipping lines and airlines to get the best rates for clients Consequently, they will quote the price that two parties agree and carry out following steps to sign a forwarding contract Chart 1.1: Organizational structure diagram of Airseaglobal Joint Stock Company Board of Directors Documentation - Custоmer Service Deраrtment Operation Department Accounting Department Sales Department (Source: Airseaglobal., JSC’s Operation Department) The Heads of the departments always supervise the employee's working process closely to make the most appropriate adjustments Every week, there are 7 meetings between the board of directors and other departments to discuss the performance of each department and to come up with solutions to current problems Freight forwarding service is a service with the participation of many departments such as documents department, operation department, sales department so the company always focuses on strict management The departments have interconnected work, always monitor the status of the shipment to report timely 1.1.3 Business Activities Airseaglobal works mainly as a Freight Forwarder Specifically, the company is an intermediary between the exporter and the importer, transporting the goods of the owner, consolidating Less than Container Load (LCL) shipments then hiring a carrier (shipping lines or airlines) to dispatch the goods to the destination The company offers a wide range of services including: - Logistics Services: Cargo loading, unloading and tallying services; Airway and Seaway transportation brokerage logistics services; customs declaration service; transport agency service; specialized consulting services In which, Logistics services related to transport include: Seaway, Airway, Road ; multimodal transport services, super-weight cargo transportation - Services related to medical goods license: Procedures for classification of medical goods; services for import license; the registration service of circulating medical equipment of categories B, C, D; standardize business profile Chart 1.2 Lines of business diagram of Airseaglobal Joint Stock Company Lines of business Services related to medical goods license Logistics Services (Source: Airseaglobal., JSC’s Operation Department) Airseaglobal provides freight forwarding and transportation services utilizing Seaway, Airway and Domestic transportation to more than 200 countries with quick delivery and absolute safety The company has a huge advantage thanks to its many 8 years of extensive experience with a team of professional, enthusiastic staff and a reliable agency network all around the world Airseaglobal can handle all your transportation requirements With a multitude of options, the company always ensures the delivery of goods to clients in the fastest possible time, assists clients with all procedures of import, export, temporary export/ re-import, temporary import/ re-export for goods that need repair or complex goods requiring a variety of documents and certificates For Airseaglobal, trust, safety, punctuality and innovation are always the top principles Every day, the company provides the best service for the shipments that clients entrust Airseaglobal commits to: - Delivery to the recipients on time as agreed; - Professional, dynamic and dedicated staff; - Fast customs clearance procedures; - Transparent delivery route with proof of delivery; - Collect daily shipping, reserve space for cargo with several airlines 1.2 Information about the internship department: Documentation - Custоmer Service Deраrtment The Documentation - Customer Service Department of Airseaglobal., JSC has the main function of carrying out operations related to documents of imported and exported goods through Seaway, Airway and Domestic Road as required by clients and customs authorities This department is responsible for assuring the accuracy of documents before conducting customs declaration and clearance, ensuring that deliveries to clients complied with legal processes and procedures The job scope of the Documentation – Customer Service Department can be summarized as follows: • Go to the client company to receive the documents such as C / O, C / Q, B / L, contract, Packing List, insurance After that, support clients to complete sets of import and export documents including contract, invoice, Bill of lading (BL), Packing List (PL), Delivery order (D/O), Arrival Notice (AN), customs declaration or shipping documents in case the documents are not completed yet; • Work with clients, consult and take care of clients on administrative procedures, 9 especially related to tax exemption or reduction • Prepare a set of customs declaration documents, Certificate of Origin (C/O), import and export license, official documents for import and export goods and reports to the parties concerned ; • Check the validity of import and export document and take steps to standardize the documents before implementing customs declaration on VNACCS system • Send documents to the Operation department at airports and seaports for cargo clearance • Contact clients and coordinate with Operation department to implement customs clearance for import and export shipments; • Receive Arrival Notice from shipping lines or Co-loader • Go to the office of the shipping company or Co-loader to receive the Delivery order (D / O) with attached documents such as other secondary D / O (original or stamped with a copy, Master Air Waybill (MBL) of the shipping company) or the Co-loader's House Bill of Lading (HBL) • Issue D / O together with other D / Os and HBL delivered to clients (Consignee) and then save file: HBL, MBL, D / O (copy), Invoice, Packing List, Letter of recommendation, • Liaise with suppliers and clients regarding shipping and delivery schedules; • Store records, documents such as business correspondence relating to transactions, purchase orders (P/O), documents, samples ; • Manage and keep track of contracts, Estimated Time of Arrival (ETA) of shipments • Update information on legal documents related to import and export activities; • Make reports, compare import and export inventory and compare these data weekly, monthly with relevant departments • Support the administration tasks in the office such as stationery order; water order; … INTERNSHIP DESCRIPTION 2.1 Specific tasks and Responsibilities As a Documentation intern, my main task is to coordinate with Sales Department and Operation Department to receive the sets of documents for imported air cargo and print them out to prepare for the customs declaration, which is described as follows: Step 1: Check out the sets of documents 10 10 • Double-check the information on the documents: The shipment's documents will be sent to the Documentation staff to check information and make a customs declaration For Air cargo, the main documents usually include: - Sales contract: Contract number, contract date, payment method, payment - conditions, description of goods, Commercial Invoice: Name of the exporter, invoice number, date of invoice, - payment conditions, invoice price, name of products, the number of goods, Packing List: Quantity, net weight, number of packages, description of goods, Airway Bill (AWB): Airway Bill number, date of Airway Bill, flight number, flight - date, loading location, unloading location, Arrival Notice: Information on the arrival notice including date of arrival, place of - discharge, code of the expected storage location, net weight, number of packages, Some additional documents that clients can send such as Certificate of Origin (C / O), receipt note, declaration sheet, classification table, • Compare data between documents Check the conformity, information between the documents, if there is a mismatch, contact the clients to confirm • If the set of documents is missing or not valid, Documentation staff will inform the Sales staff to complete the full set of documents to make the customs declaration • Lookup HS codes for goods - For new goods, it is necessary to carefully understand the information of the goods: Name of the goods, usage, properties, materials, types of goods, to check the - most accurate HS code For the goods that have been made, check if the current HS code is still suitable for that item Step 2: Customs declaration • Make a customs declaration using electronic customs declaration software ECUS5VNACCS, based on information on the documents that clients send • Check the declaration, pay attention to the information that cannot be fixed on the - declaration including: Exporter's name and address, customs authority code, type code Weight, number of packages, bill of lading number, name of goods Port of loading, Port of discharge, HS code of goods, 11 11 • Send the customs declaration draft to the client to check the information again to see if there is any information that needs to be corrected or supplemented if any, the additional information is added to the declaration • Transmit the declaration and get threading results that include streams: For green flow declarations: Print the declaration out, wait for the tax payment, then go to the Local Customs Departments to clear the goods For yellow thread declarations: Must bring the set of documents and customs declaration up for customs inspection The Operations staff need actively contact the Documentation staff to be able to understand and explain to the customs For red thread declarations: Must bring the set of documents and customs declaration up for customs inspection and coordinate with Operations staff to let customs authorities unpack the goods In addition to this, a Documentation staff needs to ask the client if the goods are standardized or not, have enough information on labels and aviation information to determine appropriate inspection methods In some cases, goods in ALS, ACSV and NCTS warehouses that are declared in Noi Bai International Airport Customs Branch will be transferred to My Dinh and Gia Lam warehouses to minimize the number of goods on warehouses in Noi Bai air cargo terminal Step 3: Tax notices After having the declaration classified, in case the payable tax amount is 0: The system automatically grants clearance (within an estimated time of 03 seconds) and issues to the declarant “Decision on customs clearance of imported goods” In case of immediate tax declaration (transfer, cash payment at the customs office …): The system issues to the declarant “Voucher recording the payable tax amount” At the very moment, Documentation staff will notify the client of the payable tax amount and wait for tax payment The client can proactively pay or transfer money to the Operation department to let the Operations staff submit the tax amount to the customs and then proceed customs clearance for goods 12 12 For shipments of companies with long-term cooperation and cooperation, in some cases, the accountant will advance tax money for the Operation department to clear the goods For new clients, the tax will be paid immediately to the company or customs for customs clearance When the customs declarant has paid taxes, fees and charges, the VNACCS system has received information about the payment of taxes, fees and charges, the system will issue a “Decision on customs clearance of goods” Following this, Documentation staff will inform the Operations staff to go to Local Customs Departments to open the customs declaration and implement the customs clearance Finally, the Documentation staff sends tax notices to the Head of Documentation – Customer Service Department and at the same time sends the official customs declaration to the importing company 2.2 Experience learned from the internship As a Documentation intern, I am involved in transactions related to import documents required by the company This position is responsible for assuring the accuracy of documents about imported goods to implement customs clearance to Vietnam and ensuring that shipments to clients complied with legal procedures and processes I encountered certain difficulties in the process of working, which requires me to: • Remember and distinguish the terms in Incoterms 2000/2010: the content of each term and how they are different • Have a basic understanding of customs procedures, purchase orders, freight forwarding processes and import and export and legal customs procedures • Fully understand of international payment such as: Letter of Credit, Telegraphic Transfer and international commercial activities • Learn the concept and how to look up the HS Code of the goods • Study in advance about Master Air Waybill, House Air Waybill, Packing List, Arrival Notice and Commercial Invoice • Find out about the types of import and export documents 13 13 • Watch the instruction video, the instruction document for customs declaration transmission on Electronic Customs Service ECUS5VNACCS After that, practice drafting import and export declarations • Research more on specialized documents for imported medical products including import license, classification of medical products including Category A - low level of risk because they are medical equipment used for external medical examination and treatment, Category B - C - D - high level of risk because they are medical equipment used for internal medical examination and treatment I have learned valuable lessons after my internship at Airseaglobal as follows: • Must be proactive, extremely adaptable, have good observation skills, be careful and meticulous to avoid errors when dealing with sets of import documents • Can communicate and handle situations flexibly and be able to work under pressure because the Documentation staff is always under pressure on the completion time, the application of new regulations, knowledge about import and export process or transport and must be responsible for all errors in the documents • Need to co-ordinate with the Operations staff and Sales staff to keep close track of the customs clearance and shipments of goods to clients CURRENT SITUATION OF USING ENGLISH AT THE INTERNSHIP COMPANY 3.1 Description of current situation These days, Logistics - Supply chain sector has become a key economic field of a country This industry requires staff to continuously contact clients and suppliers who are foreigners to exchange goods from one country to another Therefore, it is necessary for them to acquire basic communication skills and be knowledgeable in specialized English relating to export and import products At Airseaglobal, English is used in many departments in the company Staff at Airseaglobal need to use English specialized in commercial correspondence, email and international transactions As a result, they have to be fluent in listening, speaking, reading and writing in English Moreover, Airseaglobal always aims to expand cooperation with foreign companies so all employees in the company need to be able to read and understand all documents written in English Specifically, for 14 14 the staff at Documentation – Customer Service Department, English is employed daily in many circumstances: • Reading comprehension, drafting documents in English such as Sales Contracts, Commercial Invoices, Packing List, MAWB, HAWB and in basic communication, such as quoting prices with overseas clients and partners via Email and Skype • Analysing import and export documents, shipping documents or international payment documents • Writing transaction emails with overseas clients • Translating the content of documents from English into Vietnamese such as the Bill of lading, Commercial Invoice, P/L, AN or Sales contracts, D/O • Implementing customs declaration on VNACCS system • Tracking the process of transporting Air cargo from abroad to Vietnam via International Websites to inform clients and checking consignment status • Keeping close track of documents procedures and storing • Supporting Accounting Department with Bill, Debit note and taxation if required • Cooperating with other departments to complete the mutual tasks 3.2 Solutions to improve English proficiency at the company In the actual working process, mastering English for Import - Export and Logistics in work brings great value and efficiency to the staff It is necessary for every position in a Forwarder to equip themselves with the most professional knowledge of specialized English, and Documentation staff is not an exception The reason is that they will better when they feel confident in their English If Documentation staff actively acquire English knowledge relating to export and import, they can be brilliant in their daily work However, the ability of some employees to read and understand a set of export-import documents, specialized documents and manuals of medical devices in English is still limited Consequently, the company in many cases still has to hire an outside translation company or translators to translate documents related to imported medical equipment To deal with these difficulties, there are a variety of suitable solutions to help the Documentation staff improve their English skills, which are: • Determine the work route to cultivating professional knowledge At the same time, practicing English in the process of working with practical contact is the most 15 15 effective way to learn English Because if specialized English is not accumulated and practiced in reality, it is difficult to memorize • To improve Business English in reading and writing, Listen and read documents in English as much as possible In addition to this, Documentation staff must fully understand the meaning and usage of terms in import and export documents and memorize the circumstances of applying each term instead of learning individual • vocabulary Some indispensable terms including: Sales contract Purchase order Commercial Invoice Packing List Bill of Lading, Airway Bill, Seaway bill Certificate of origin Certificate of Quality Certificate of Quantity Certificate of Insurance Improve Business English with specialized import and export English books and websites • Create a specialized dictionary with own vocabulary RECOMMENDATIONS After my internship at Airseaglobal and had the opportunity to participate in professional work at the Documentation – Customer Service Department, I would like to propose a topic for my graduation paper as follows: “Factors which affect the translation skills of Documentation staff in Logistics companies” 16 16 REFERENCES https://masothue.com/0105308539-cong-ty-co-phan-airseaglobal-viet-nam Vietnam Airseaglobal Joint Stock Company’s Facebook Page https://www.facebook.com/airseaglobal/ Vietnam Airseaglobal Joint Stock Company’s Website https://airseaglobal.com.vn/ CDI Service., Ltd, “Basic process of customs procedures for imported goods” https://cdi.vn/basic-process-of-customs-procedures-for-imported-goods General Department of Vietnam Customs’ Website https://www.customs.gov.vn/home.aspx?language=en-US 17 17 ... limited company On March 5, 201 9, the Certificate of Business registration was changed to as a joint- stock company Company name: Vietnam Airseaglobal Joint Stock Company (Airseaglobal. , JSC) Address:... https://masothue.com/0105308539-cong-ty-co-phan -airseaglobal- viet-nam Vietnam Airseaglobal Joint Stock Company? ??s Facebook Page https://www.facebook.com /airseaglobal/ Vietnam Airseaglobal Joint Stock Company? ??s Website https:/ /airseaglobal. com.vn/... invoice number, date of invoice, - payment conditions, invoice price, name of products, the number of goods, Packing List: Quantity, net weight, number of packages, description of goods, Airway