In this internship period, I got the chance to fulfill my competencies at In Do Trans Logistics Corporation— top 500 reliable businesses in Vietnam 2020, the industry leader in the Vietn
OVERVIEW OF IN DO TRANS LOGISTICS CORPORATION
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ITL Aviation and their affiliates operate as both General Sales & Services Agent (GSSA) and General Sales Agent (GSA) offering a full range of services on behalf of the world's most reputable airlines in Vietnam and Indochina such as Thai Airways, Qatar Airways, AirBridgeCargo , Jetstar Airlines, Ana Cargo, AirFrance, Delta Air Lines, Vietnam Airlines amongst others Today, they are the market share leader in aviation services in Indochina
Picture 1.2, Airlines represented by ITL Corp as GSA/GSSA
ITL has joint-venture partnerships with a number of reputable domestic and international partners and investors in Vietnam
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Picture 1,3, ITL Corp’s joint ventures 11.1.6.3 Associate companies
ITL has invested in associate companies in several key niche market segments 1.e: oversize/overweight — Oil & Gas and Energy / Port Logistics etc
We make it simple ! VIETRANSTIMEX
Picture 1.4, ITL Corp’s associate companies
Each company's organizational structure plays a critical role in its achievement A sensible organization will serve as a foundation for the company's long-term success Due to the size of the firm and the fact that it offers the majority of logistics-related services, Indo Tran is organized into several small and big divisions, each of which has very definite and well-defined role and task But I separated it into the following primary areas to make it simpler for readers to understand and visualize: structure is currently pretty reasonable
Operation Commercial ae eat nee
Administrati | Customs | | oe | on-HR Accountant JCT Service Trucking Sea Freight Air Freight Agency
Diagram 1.1 Organizational Structure of ITL Corp
1.2.2, The function and mission of each department:
The company operates under the lead of Mr Ben Anh, who evaluates the performance of the business segments, departments and check if they are effective m achieving stated goals through the reports from his inferiors As a CEO, he develops strategic plans for optimized productivity of each department by implement specific goals to boards of managers and heads of each team He also reviews and improves organizational effectiveness by developing processes, overseeing employees, establishing a highly motivated working environment, and creating innovative approaches for improvement of ITL Corp With those being said, he acts as the supervisor who provides guidance and feedback to help employees strengthen specific knowledge or skill areas in monthly meeting When aiming to become dynamic company with outstanding service, he needs to uphold standards of excellence and soaring quality for every staff member In addition, seeking out opportunities for expansion and growth is obligatory for every business who wish to succeed, in case of ITL Corp, Mr Ben Anh ought to be the leader in making the decision to develop the firm’s business to empower the company’s resource in the logistics field
The finance department ensures efficient financial management and financial control necessary to support all business activities of ITL Corp This team’s core mission is managing funds within the organization and planning for the expenditure of funds for other departments to operate by managing all cash flows into and out of a company They need to perform the tracking task of all expenses (purchases, payments, etc.) and debit notes, statement of credit and send those to customers for payment, enter data and following up with customers on whether invoices have been paid To keep the company’s financial status balanced and daily job operates smoothly, this department has to ensure that customers pay correctly and on time Moreover, they need to prepare the company’s budget forecasts and give feedback with regards to the financial standing of the company to the stakeholders Most importantly, the financial team plays the role of bookkeeper who makes payments and keeps the bills paid, handles proper tax is assessed and tax payments are on time with government agencies
The role of HR department includes managing the employee’s issues and administering employee benefits One of the significant duties of the HR department is to recruit candidates and hire the qualified employees They are also the ones who perform the training in-house for the newcomers, help the get
10 the overview and operation process of the company Or with existing staff, the traming to upgrade the personnel’s knowledge and skills may be outsourced to professionals to optimize staffs productivity could be conducted by this department Moreover, the HR staff needs to arrange and inform other staffs about the meetings, events in the company Another critical duty of the HR department consists of overseeing payroll, making sure that all employees are paid accurately and timely Lastly, in the pursuit of a well-growing business, disqualified personnel needs to be listed out, so fire employees and conduct exit announcement, arrange for the employee's last paycheck are their responsibility 1.2.2.4 Customs Service Department
They are the ones who take care of the field procedures, supervise the means of transport, handle the documents related to the customs clearance of goods in order to implement import / export procedure effectively The department also assist other teams to quote customs service for shipment in need of customs clearance
ITL Corp has access to 250 prime movers and a team of well-licensed personnel to meet the need of moving goods by LTL/FTL The department’s main mission includes providing trucking service with greater capacity, competitive pricing, and passionate service to clients ITL Corp is made up of expert LTL professionals who provide tailored shipping solutions to handle any shipment size, from package to pallet The team will analyze freight flows and create a customized routing guide specific to the customers’ lanes The department also coordinate the start-up process to ensure a smooth transition to LTL/FTL
ICT department maintains the stability of the company's computer systems and electronic data Developing algorithms and features to support other departments as well as algorithms, e-logistics operation management, the currently focused to develop trend As digitalization is well awarded and is applied to every department’s procedures on a daily basis, ICT has to closely follow up with the status of the company’s digital systems and proactively response to any incurred systems failures 1.2.2.7 Sea Freight Department
The Sea Freight Department of ITL Corp provides a full range of maritime transportation options, including import and export solutions, freight forwarding, and documentation services ITL offers a variety of routing and scheduling options along with adaptable capacity management through its wide network of carrier partners The members of Sea Freight department are responsible for coordinate with the shipping lines’ salesmen to get the most competitive rates to offer to the customers as well as the other teams in the company The ocean freight services may handle any project cargo handling requirements, including full container load, less-than-container load,
11 hazardous, refrigerated, special commodities, oversized, or project cargo handling needs They also analyzed the market outlook, forecasting trends in the sea freight field to make analytical reports
ITL Corp has expertise and vast network of carriers when it comes to air freight The Air Freight team provides a broad array of air services for both domestic and international export and import shipments They offer multiple types of routings through cargo, commercial and charter air carrier partners Depending on the customers’ needs, they can offer same day, next day, and deferred air options We can also combine surface and air transportation to/from almost anywhere in the world And the freight forwarding and documentation services streamline booking and pre- shipment planning
This department at ITL Corp mainly deals with oversea agents to build a strong network of agents all around the world Via the connection with the agents in different countries, the team has the ability to check the inquiries relating to the destinations charges for export shipments or the competitive ocean freight, air freight for import shipments It is a way to improve performance of commercial departments by using the market capabilities and networks to grow in volumes and profits The main tasks of Agency department is to identify and maintain the relationships with oversea agents by sending inquiries to them and offer good rates for their shipment to and from Vietnam While winning new business, they also provide a high level of service to existing customers by maintaining, building ongoing, long-term relationships with them, and most importantly, continuing to follow up with and meeting the needs of the agents
The number of personnel of ITL Corp has grown to approximately 1,900 employees The staff at ITL Corp are relatively young and this distribution of age acts as a huge advantage for the organization Youthful force of labor should be continually striving, inventive, energetic, and enthusiastic at work in order to assist the organization in achieving specified goals The company’s other group of age, including who are in their late thirties and over 40 years old, gained the position of managers or leaders of the teams, who have in-depth experience in the field and can set good examples for their members, adjust discipline at the workplace, oversee efficiently performance of others in the pursuit of the stated goals of the company Moreover, the educational background of the employed 1s
12 high, where every staff member is bachelor, graduate from university from various majors, without anyone having degree under university Therefore, it can be said that the recruitment of personnel at the company associated with relatively high standard of education, which indeed benefits the organization in raising the productivity and competency
1.4 Business performance of ITL Corp in the period 2020-2021:
Table 1.1, Revenue and cost and profit of ITL Corp in 2020, 2021
The given graph above illustrates the amount of revenue, cost and profit which was earned annually by ITL Corp in 2 consecutive years 2020, 2021
According to the chart above, we can see the business situation of ITL in
2020 with a revenue of VND 3,156 billion and total business expenses of VND 2,946.4 billion, thereby calculating a corresponding profit of VND 209.6 billion
In 2021 with more success, ITL brought in 3,822.5 billion dong minus expenses, we got a profit of 259.4 billion dong
Through the results of 2 years, the company showed a remarkable earning, with a revenue increased by 21.11% and profit increased by 23.75% From that, it can be concluded that ITL is not only successful in terms of business development and effective business, but also ITL's efforts to cut costs, which is reflected in the mcrease in share profit percentage is higher than the percentage increase in sales
ANALYZING THE EXPORT PROCESS OF IN DO TRANS
OF IN DO TRANS LOGISTICS CORPORATION
Exporter Kim Truc Ceramic Co., Ltd
Diagram 2.1 Relevant parties of an air export shipment
(1) SA PRIME signed a contract with Kim Truc Ceramic Co., Ltd in Vietnam to purchase ceramic miniatures
(2) The importer contacted Ziegler Group to handle the import shipment from Vietnam to France
(3) Ziegler Group connected to its Vietnamese agent which is ITL Corp to handle the shipment arrangement in Vietnam
(4) ITL Corp received the inquiry from Ziegler Group then quoted the air freight and origin local charges
(5) Ziegler Group advised rates to SA PRIME and gave approval to proceed booking with Japan Airlines
(6) ITL Corp contacted the shipper, Kim Truc Ceramic Co., Ltd for shipment details, documents and booked the space with Etihad Airways and issued MAWB
(7) ITL Corp sent the Booking Confirmation, Arrival Notice to Ziegler Group
(8) Ziegler Group sent the Arrival Notice and Debit Note to SA PRIME for payments 2.2 Export procedure at ITL Corp
2.2.1 Diagram of document export procedure at ITL Corp
Proceed shipment acceptance at airport warehouse
Diagram 2,2 Expert procedure at ITL Corp
Check inquiries with product team
Coordinate with product team to proceed booking
File manifest and issue HAWB
Quote the rates and charges to agents
Get the confirmation from agent
Send MAWB to agent and shipper
Issue Debit note to agent
A good first step plays a crucial role in a whole export procedure for any kind of shipment The oversea agent will send a request for a specific logistics service with the information that the customer sends to the Agency team Depending on whether the request is sent directly to an individual or the entire team, Agency 2 will coordinate and divide the work evenly for each person The person responsible for the request is responsible for marking and tracking the entire process by which the request 1s made in order to support and store the results on the system
When handling air request, it is necessary to collect some details about the shipment:
@ Kind of commodity: Ceramic miniatures
@ Aiport of loading: Tan Son Nhat International Airport (SGN)
@ Aiport of discharge: EuroAirport Basel-Mulhouse-Freiburg (MLH)
2.2.2.2 Check inquiries with product team
After receiving the request, it is necessary to check what type of service it is, what incoterms, carefully check for any missing information In case of lacking the detail and it can be rechecked immediately, send an email back to agent to ask about that information
After receiving adequate information, the in-charge person ought to cooperate with air team to get the quote by passing those details They will check the suitable schedules, and range of rates offered by airlines after having the shipment ‘s details In case the air team needs to know more information, contact the agent who is responsible for that matter for answer
2.2.2.3 Quote the rates and charges to agents
The air team will get the air freight, local charge, flight schedule and current space situation and response to the inquiries Then, based on the information provided, the air team will advise the rates and services suitable for their shipment The next task is to compile the rates received from air team and reply to the request of the overseas agent as following:
Airline Origi Destinatio +1000 FS WR FR ROUTING
TG 3.60 | NIL} NIL | D46 CDG-MLH | days
EY 3.50 |NIL | NIL | D47 | FRA/CDG- days
- Above rates subjected to space, based on market, and might change without pre- notice
- Above rates are for non-DG, general cargo and loose cartons only (cargo does not contain any DG/hidden DG/batteries/liquid/Magnetize)
- For cargo with any special instruction, volume change please check again
Local charges (Subject to 8% VAT):
TCS fee: $0.055/KG, MIN $5 (based on GW)
X-RAY fee: $0.017/KG (based on GW)
When quoting for any request, it is essential that the agent is offered with more than | option for them to have an overview of the general rates from different carriers A variety of options helps them to be more active to determine the best solution, whether it should be based on the most competitive rates, shortest transit time, guaranteed service, etc to secure the shipment
2.2.2.4 Get the confirmation from agent
Under the circumstances that the rates the agents offer are not competitive, the agency team needs to support following up with the airline to deal for rate discount to win the shipment
For this case, Agent Ziegler got the approval from the consignee to proceed with EY service due to more competitive rate Thereafter, the next step is connecting with the air team to book space for the shipment with EY by adding them in the mail working with the agent First, the air team will contact the shipper to confirm cargo ready date and advise flight details
2.2.2.5 Coordinate with product team to proceed booking
Then, when the airline receives the booking request, they will check space available on the ETD, if they approve to secure space for the shipment with the details submitted, a booking confirmation will be issued to ITL Corp At this stage, ITL Corp will make payment to the Airlines for reserving space on the booking
When Airline issues booking confirmation, personnel from air team will send it to shipper via e-mail From this stage on, the documents, flight status, etc related to the shipment will be handled by air team along with agency team to keep the agent and shipper posted
52-54-56 Truong Son Street, Tan Binh District,
Ho Chi Minh City, Vietnam Tel (84-28) 3948 6888 CORPORATION Fax _:(84-28) 3948 6887
MAWB Number: HAWB Number: ỏi: ỉj ve: | dAirport of Destination:
Flight Details: Estimated ture: Estimated Arrival: Freight Colle id:
EY0976 / 16 OCT 16 OCT 2022 20 OCT 2022 Collect
No of Packages: Gross Weight: Volume: Description of Goods:
Please prepare a copy of this Booking Confirmation for check-in at terminal
49 TRUONG SON ST, WARD 4, TAN BINH DIST, HO CHI MINH CITY, VIET NAM
Contact: Mr Đăng — 0878691994, Mr Khai - 0776274899
Thank you for using ITL services
Should you have any further questions, please do not hesitate to contact our staff:
Mail: sharon oanh@itlvn com
The booking confirmation contains the information:
MA WB#607-26382160 // HAWB#ITL79394810 ETD 16 OCT
Flight NoDate & Time Origin Destination Pieces Weight vol
Flight NoDate & Time Origin Destination Pieces Weight Allotmentld
Flight NoDate & Time Origin Destination Pieces Weight vol
Flight NoDate & Time Origin Destination Pieces Weight Allotmentld 02:50
Cut-off time: 17HO00, 15 OCT 2022
Picture 2.2 Packing list The shipper of this shipment is a
Truc Ceramic Co., Ltd Prior to the day airport terminal for acceptance, packing manufacturer based in Vietnam: Kim that the shipment is transported to the list and invoice are required to submit by the shipper to file the draft HAWB for their confirmation Then the air team will have the shipper documents sent to the overseas agent q KIM TRUC CERAMIC SCIENTIFIC : TECHNOLOGICAL SERVICE & MANUFACTURING CO, LTD
KIM TRUC CERAMIC CO, LTD
THE IRD ST TAN BINH INDUSTRIAL ZONE TAY THANH WARD - TAN PHU DIST
HO CHI MINH CITY VIETNAM APPLICANT:
201 FAYERNEY FRANCE ara DESCRIPTION OF GOODS CERAMIC MINIATURES
| Feves DELICIEUX ZOOZOS - bote de 100 assorties 2|Féves COFFRE TRESOR AURELIEN - 1 modiie y Faves UN DIMANCHE EN HAUTE SAONE - boite de
4 Feves UN DIMANCHE EM HAUTE SAONE - sn sóng đo 19
$/Féves TOUJA CHOCOLAT - boite de 100 par madiie 2 § Feves PUZZLE AVERT ROIS MAGES en série de 6 Foves PUZZLE FAUBOURG VITRAM - boite de 100 ° sssortes
10 Féves PUZZLE FAUBOURG VITRAIL - en série de 6
11 /Feves PUZZLE FOURNIL ECUREUIL - bote de 100 astorties
12|Féves PUZZLE FOURNIL ECUREUM en série de 6
13 Féves MONUMENTS DESGRANGES - beite de 100
14) Féves CHOC HAUT FORT MAHON - Botte đe 100 par mod
15/Féves CHOC HAUT FORT MAHON - en série do 5
4 FEVES DUO CREATIF GOURMAND - 500 FEVE NTT, / 1000 FEVE N*2
NO 36- KY/PR ‹ 3922 'CMDE # TIM - 3⁄E+
18 Féves CHOC HAUT FOR MAHON uniquement five N"2
9 Feves AXEL DESSERT - bote de 100 par modele
20|Féves AXEL DESSERT - en série de 6
COMMERCIAL INVOICE No: 31 KT/P-2022 IN DATE: 14/10/2022
Mlight/Date: YEOV76 / OCT 16, 2022 Alrway Bill Ne: ITL79994810 From : HO CHI MINH AIRPORT For Transportation Te: EUROPEAN AIRPORT (MULHOUSE, FRANCE)
SET tor QUANTITY j or REF Bh HT PRICE, AMOUNT © AMOUN :
TOTAL ˆ EUREC EUR | x\ (3ì FCA HOM CITY AIRPORT, VIETNAM, @.W x Vey,
Picture 2.3 Invoice 2.2.2.7 Proceed shipment acceptance at airport warehouse
The team continues to follow up with the export plan and remind the shipper about the cut-off time, any excuse attributed to the delay of the shipment will not be accepted by Airlines and [TL Corp may bear all costs and liabilities Therefore, the arrival time of the shipment to the airport terminal should be at least 3 hours prior to the cut-off time with every document needed to be accepted into the terminal, in case of any unexpected incident In case of export shipment, for the driver to make entrance into the airport terminal, he is required to show the VCT ticket which was submitted prior by ITL Corp air team
Subsequently, the operation staff at the airport cargo terminal handles the shipment by submitting the shipper's letter of instruction to terminal staff for weighing cargo to get the exact C.W (chargeable weight)
Picture 2.4 Weighing slip Air Freight costs are determined by chargeable weight The chargeable weight of an airfreight is determined by the actual gross weight or the volume weight, whichever is greater In this case, the chargeable weight of the shipment is 1,110 kg
Then, the information of the actual weight is sent back to ITL’s air team for informing the shipper to declare customs for the shipment This document is going to be submitted to the airline’s office, with the correct chargeable weight, the operation staff will then receive the final MAWB issued by the airlines
2.2.2.8 File manifest and issue HAWB
Personnel in air team proceeds to file e-manifest for the export shipment based on the packing list and invoice provided by the shipper After that, the manifest is sent to the overseas agent for notification
52 - 54 - 56 Truong Son St., Tan Binh Dist., HCM City Tel No:84-8-3948-6888 Fax No:84-8-39486880
AGENT ZIEGLER FRANCE MAWB 1607-26382160 ETD Oct 16, 2022 ee ORIGIN TAN SON NHAT AIRPORT
Email : chnstelle vonesch@zeglergroup.com FLIGHT NO EY0976 / Oct 16, 2022
HAWB PKG KGS DESCRIPTION DEST SHIPPER/CONSIGNEE/NOTIFY PARTY COLLECT REMARK
|AS PER PROFORMA INVOICE KIM TRUC CERAMIC CO LTD
HS CODE 69131090 THE 3RD ST TAN BINH INDUSTRIAL ZONE FCA HO CHI MINH AIRPORT TAY THANH WARD - TAN PHU DIST
[NO 21- KT/PR - 2022 HO CHI MINH CITY VIETNAM
NO 25- KT/PR - 2022 22 BIS RUE SADI CARNOT