Overview of the freight forwarding goods the export in full containers by seaway at Lotus Trading and Logistics Joint Stock li R-Ie121e 84, ÊƯŒPPỌAẠAẠAOẠOAO.. Lotus Trading and Logistics
Details of the working process during the internship
1-2 | + Learn about the formation and development, corporate culture, rules and working principles of the company; + Understand the organizational model as well as the specific functions and tasks of each department;
+ Be assigned to the position of an intern document department export forwarding;
+ Be disseminated and trained in all basic operations of the export process including: export entrustment contracts, warehousing, transportation, ship agency, supply chain management, documents - delivery receipt - customs, clearance
+Take photos, arrange records and documents at the request of management
3-4 | + Prepare delivery and transport documents according to the instructions of the manager;
+ Make a detailed list of goods;
+ Perform other requirements of management
5-6 | + Support in opening customs declarations and customs clearance for exported goods;
+ Report to the cost accounting department for payment; + Support management to make weekly export freight forwarding reports;
+ Help the forwarding department to monitor the shipment from the time of shipment until the goods received by the foreign partner according to the contract;
The difficulties in the internship process
During my internship at the company, | faced many difficulties
Firstly, | had to adapt to a new working environment where | did not have much knowledge about exporting before;
Secondly, the department | directly work for, has a lot of complex tasks that require knowledge of laws, terms and policies and must coordinate and link with other departments in the company Therefore, the pressure cannot be avoided;
Thirdly, because each employee in the office performs a specific function and task, they do not have much time to closely follow and support me regularly So, | need to self-improve and actively learn;
Finally, due to the limited period of internship at the company as well as limited expertise | have not been able to understand specifically about all the processes related to export activities at the company.
The lessons of experience in the internship process
The company’s highly discipline important environment, the high accuracy helps me to work As a result, | have improved the ability to communicate, work in groups, present and solve problems | know how to manage time and arrange the right things
| learned to work professionally and capable of working under high pressure | understand the basic import and export and processing process of exporting and forwarding of goods exports Besides, | also received a lot of sharing and advice from the staff who have been working at the company to have a specific look before starting to enter the career later.
THE EXPORT ACTIVITIES AT LOTUS TRADING AND
Booking and providing empty container 18 3.2.3 Consolidation and CXPOrt goods c cà 18 3.2.4 Customs clearA'CG chen th 19 3.2.5 Liquidation of declaration and the confirmation of ship z-2/17£-izi12 f0 eee SG DEE EEG EE ESSE EEE ESSE EEG E EEE ES 20 3.2.6 Making House Bill of Lading (HBL) and check Master Bill
After confirming the contract with the customer, the company will book the vessel at the port and confirm the spot by issuing an empty container order to the shipper, the service
25 department staff will send this empty container order to the shipper
Consolidating and receiving goods: delivery staff can receive and inventory goods at the customer's warehouse or the company's bonded warehouse depending on the customer's conditions The forwarder transports the container to the customer's warehouse or the company's warehouse to pack the goods and bring them back to the port Employees can also take the goods to the container yard for packing Goods are usually transported to and packed at container post at Hai Phong ports At the port, the staff of the delivery team and the export sales staff will collect the goods at the full yard for customs inspection After the goods are checked, the staff of the delivery team will seal the shipping company into the container After having the new container number and seal number, the forwarder informs the staff of the export documents to prepare the details for the shipment
- Inspection of goods (if any): After the goods are loaded into the container, the staff will temporarily seal, transport the container to the yard for inspection The customs officer will check the goods, if the declaration is correct, the customs officer will record the goods inspection results, put a stamp on the customs clearance confirmation on the goods declaration, and press the customs seal on the container
- The forwarder will transport the container to the container yard and do the clearance procedures, present the customs documents and get the receipt from the mate The mate's receipt
26 is used in exchange for the bill of landing after the cargo has been safely stowed on board
The company supports shipperswith all procedures related to documents such as application (bill of lading), import and export license, certificate of origin These are required to provide documents goods for customs declaration
Customs procedures are a way for the state to manage import and export activities Based on the documents provided by the customer with the available information, the staff of the delivery team will conduct customs declaration and register for inspection of the shipment Currently, the company regularly uses electronic customs declaration due to its convenience and speed The set certificates to be submitted includes: ¢ Business introduction: 1 copy ¢ Certificate of receipt of dossiers and monitoring of customs procedures, 2 copies according to the form Customs declaration of exported goods: 2 originals, Sale contract or papers of equivalent value: 1 copy ô Commercial invoice: 1 original ô Additional documents to be submitted - Packing list: 2 originals ô Export license issued by a competent state agency: 1 original (if exported once) or 1 copy (if exported many times) ¢ Other certificates related to goods: originals ô Through the use of the electronic customs declaration program, the officer can enter information about the consignment intended to be exported and obtain a receipt book After the set of
27 documents is checked, the declaration number will send to the branch staff The officer will take the declaration thread response The three specific types of consignment threading are as follows: + Green Stream: Accepting the shipment, the staff of the delivery team only need to print two declarations and submit it to the customs department to close one clearance
+ Golden Stream: Customs will ask the company to present a set of documents including declarations, commercial invoices, delivery notes and other related documents for customs to check Customs only carry out customs clearance procedures for declarations when the documents are valid
+ Red Stream: The above shipment will be physically inspected by customs
After receiving feedback from the customs on the number of declarations and the results of the stream, the forwarder prints them on paper and prepares documents to bring to the customs department for declaration Most of the goods at the company are classified into the green stream and are signed for customs clearance because they do not violate customs regulations during the export process
3.2.5, Liquidation of declaration and the confirmation of ship registratiion
Completing the inspection of goods for the probabilistic inspection, the two officials of the two customs officers record the results in the declaration and return the declaration to the leader of the customs department The leader of the sub-department affixes the customs liquidation stamp on the declaration to certify that the customs procedures have been completed and the goods
28 are cleared After completing the customs clearance, the goods are cleared, the next job of the staff of the delivery team is to enter the ship book When the declaration has been cleared for export, the employee brings an original declaration and a photocopy of the declaration to customs for liquidation Here, the staff of the forwarding team will provide information about the shipment to the shipping agent such as the number of containers, the number of containers, the number of seals for the shipping agent to capture and notify the port team to carry out the loading of the container ship Customs checks the container number, container location and sign and stamps liquidation confirmation in box 31 of the customs declaration When the work in the ship's book is completed, the shipping agent will affix a red stamp in the ship's book on the customs declaration that is kept at the company The time limit for declaration and submission of customs declarations for exported goods is at least 8 hours before the means of transport leave the country
3.2.6 Making House Bill of Lading (HBL) and check Master Bill of Lading (MBL)
After receiving the documents from the customer service staff, the documents department staff are responsible
- The HBL maker sends it to the shipper, asking the shipper to confirm the bill of lading on the day the train runs The HBL includes information about the Seal, consignee, notifier The company is obliged to pre-draft the HBL for the customer to check before exporting the original HBL
- Sending MBL details to the carrier: the staff sends all information about the goods, the name of the shipping vessel, the
29 number of containers, the specifications of the goods, the seal number for the carrier to do the MBL
When receiving notice from the carrier about the completion of MBL, the company has the duty to check the MBL and pay the carrier After completing all relevant documents (HBL, BL, commercial invoice, packing list, certificate of origin, etc.), the company will send a detailed notice of the arising shipment to the country where it has receiver agency
3.2.8 Tracking cargo after the ship leave
- Track the shipping status of the shipment and send the loading confirm to customers and agents When the goods are near, remind the goods owner to pay for the agent to drop the goods
- Confirm the agent to receive the goods at the port of destination
- Notify customers when the goods have reached the recipients
3.2.9 Checking and making debit note
After receiving the completed documents of the shipment, the customer service department staff will check the documents of that shipment and make a debit note sent to the shipper depending on the pre-agreed payment conditions If the customer takes the MBL, they can forward the debit note to the customer's accounting department for prepayment, and then the shipment's records will be forwarded to the accountant within 5 days from the date of departure.
Debit note for customers to check and confirm
This is the last step in the process of making shipping documents for original containers by sea, the documentation department will make a shipping request after completing each shipment based on freight invoices, fees between the parties during the forwarding process This is the base of the accounting department to summarize and report the company's business results
3.3 Lotus Trading and Logistics Joint Stock Company’s the Freight forwarding export full container by seaway value period of 2021 - 2022
Making Shipping Request for accounting department to l@-)(9/1-I1-891191/1 1000 na ra
This is the last step in the process of making shipping documents for original containers by sea, the documentation department will make a shipping request after completing each shipment based on freight invoices, fees between the parties during the forwarding process This is the base of the accounting department to summarize and report the company's business results.
Lotus Trading and Logistics Joint Stock Company's the
Figure 3.2 Diagram of the freigth fowarding goods the export in full containers by seaway value of makets at Lotus company period of 2021 - 2022
0 Korea Japan Southeast Asian Europe
(Source of business department) Through the chart above, we can see that the European market is the most potential market in the fields of export Although the preriod of 2021 - 2022 was effected by pandemic, the company provides export services through this market in a great member of goods The products the company usually delivers for export include: garments, shoes, household appliances, food, etc It can be said that Europe is a fastidious market, demanding high quality and products, goods are subject to many barriers (technical and tariff) Followed by the Korean, Japanese and Chinese markets the prolonged development of the
Covid-19 pandemic, the output and export value decreased However, these are three potential markets while most industrial parks and export processing zones in Vietnam are enterprises with investment capital from Japan, Korea and China Main export items are electronic components, electrical products, energy batteries, etc Export value in Southeast Asia has tended to increase in recent years due to preferential tax policy and simple and convenient Customs procedures
To achieve the above value is great contribution of the company's team and the appropriate and flexible business strategy to the actual situation With professional qualifications of staff, professional and convenient export forwarding process, Lotus company is always praised and trusted by customers Contracting customers of the company require specialized equipment and vehicles, modern management methods suitable for domestic and international situations, so the company focuses on investing in transportation management equipment, withdraw and pack goods into modern containers, for high results and good quality of work The office's computer system is equipped in a timely and adequate way to help the agent process delivery accurately, quickly and internationally Container delivery procedures are completed in accordance with international standards, creating favorable conditions for the safety of goods owners' import and export The quick container management also shows the reasonable arrangement of goods for shippers and ship owners, shortening the storage time, and benefiting the shipper
The growth of export value in 2022 has confirmed the correctness in investing in human training and applying new
33 technology That is also one reason why Lotus company can stand to firm in the competitive full-container freight forwarding market currently
3.4 Evaluation about process of exporting full container goods by seaway at Lotus Trading and Logistics Joint Stock Company
In general, with long-term operating experience, Lotus comapny has many strengths in the field of providing export forwarding services, professional and fast document processing, and the company's reputation The company gains customers belief
Firstly, the freight forwarding process is fast and standardized
- About the preparation of documents The quick preparation and processing of documents is one of the company's outstanding strengths Most of the export document staff are selected with good background and experience to help speed up the preparation of documents, limit errors and mistakes, there by saving time
- Regarding the completion of customs procedures:
The large number of staff of the forwarding team, they have a lot of experience, and the ability to quickly access information technology ensure that the electronic customs declaration process is quick, accurate, effectives, and not crowded stockpiling This contributes significantly to the success of an export business The process has a close between departments and is always guaranteed to be smooth, each department takes care of a function of the process, then combines and transfers to other
34 departments, this ensures the company always to do in a continuous, consistent and effective way
Secondly, the company is equipped with modern infrastructure and advanced technology
- In terms of facilities for the transportation of goods: The company has built its own warehouse system and its own means of transportation for domestic delivery services at the warehouse at the factory
The company has a team of professional container drivers has created the initiative and flexibility in delivering goods from the warehouse to the port for customers, reducing the time of importing goods and avoiding troubles during the inspection process, the company has created competitive advantage with competitors and become a long-term partner of many big customers That not only brings the company a stable number of customers, but also contributes to shortening procedures, speeding up the process of signing contracts and delivering goods
In addition, the company's system allows customers to track train schedules and submit order requests at the website The booking process is faster and more convenient for customers and also increases the ability to interact between businesses and customers, making customers more proactive in finding and choosing the right service agree with you
Thirdly, the company has a team of professional and experienced staff
People are the greatest asset of any organizations The company is run by leaders with many years of experience in the market The company's staff are young and dynamic with high
35 professional qualifications suitable for the job’s requirement In addition, the company also creates conditions for each individual to have a development path in line with the company's orientation, so that each individual working at the company tries to perform well and promote the company values, vision and culture
The import and export forwarding market in Vietnam is increasingly competitive The rapid appearance of foreign import- export forwarding enterprises and multinational operations has caused great competitive pressure on all domestic companies Therefore, the company must innovate and adapt flexibly to the changes of the international market Besides, in order to maintain high service quality for customers, competitive service charges are also a barrier The company has access to more medium and large suppliers This situation gives great satisfaction to the company in balancing service quality and price in a situation where supply is greater than demand
Moreover, during the Covid 19 pandemic, the Government and the Ministry of Health have made decisions and measures to combat the epidemic such as social distancing and temporary closure This has had a strong impact on companies in general and exporters in particular The pandemic makes businesses forced to suspend production and business and only open when there is an official announcement from the Government, workers are not allowed to go to work, income decreases This has had a direct impact on the survival of the company, even though the company is not operating, it has to pay fixed costs, causing financial loss, production and business process decline.
In addition, the escalation and volatility from the global economic crisis, high inflation caused commodity prices to increase rapidly, and raw materials were scarce, especially gasoline and oil Petrol prices pushed up, forcing businesses to increase freight rates, so the competition became more and more fierce
3.5 Outlook of Vietnam about the import - export industry in 2023 and Development orientation about forwarding of goods the export in full containers by seaway services at Lotus Trading and Logistics Joint Stock Company in 2023 3.5.1, Outlook of Vietnam about the import - export industry in 2023
Some sulutions to improve effective of export freight
The competition among companies and businesses of exporting goods exported by container has helped the company have more potential client sources Therefore, the company needs to exploit and expand the market as well as offer more incentives to attract customers such as:
The price: The company should offer a more reasonable price policy to attract potential customers, which plays an important role to keep the familiar customers and catch up with their trend of competition
Distribution Policy: The company needs to promote the cooperation with foreign partners to build international network, especially with markets such as USA, Europe, Asia which have strong economy and potential potential customers The company needs to be actively associated with other enterprises to improve the experience and business, tries to enter the market they are operating to learn the advanced management process, improve the level of delivery to employees as well as quality and service Expand the market and find new customers: Collect information about customers such as which customers need to go by sea? What is the monthly output? Contract with which
41 forwarder? To have a reasonable policy of sources of goods in the near future Then on specific customer profiles to classify potential customers, customers who are following, customers who have used the company's services
Improve the company's customer service: The company should add to the company's apparatus a customer care department: each employees in this room, each person needs to have a sense of work, a high sense of responsibility, employees must show enthusiasm, attentive, professional working style, close and ready to answer all questions and opinions of customers To make customers feel confident and satisfied when using the company's services
The company regularly fosters and improves professional knowledge and_ skills for staff and workers directly serving customers The company should have strategies to sponsor managers and employees to participate in short-term training courses on high-quality operations abroad to grasp the market and trends and needs of customers;
The company needs to raise a sense of competition among its staff to increase productivity and work efficiency, and at the same time offer an attractive salary and attract human resources with good expertise and experience Besides, the company should focus on developing young human resources who can quickly access new knowledge, have sharp thinking skills as well as master at least a foreign language and information technology skills.
3.6.3 Solutions for facilities and techniques
- Invest, repair or buy new modern equipment to reduce delivery time and keep goods safe;
- Establish a variety of information channels of the company via social networking sites;
- Make a good impression on customers to attract and keep customers using the company's services for a long time;
- Improve its information technology system to serve delivery, inspection, supervision, records, documents quickly and efficiently.