MINISTRY OF INDUSTRY AND TRADECOLLEGE OF FOREIGN ECONOMIC RELATIONS DEPARTMENT OF FOREIGN LANGUAGES INTERNSHIP REPORT THE SALES PROCESS AT VAN PHAT HUNG CO., LTD Instructor: Tống Thị Th
Brief of history of van phat hung co.,ltd
General information
- Company name: Van Phat Hung Co., Ltd
- Company Vietnamese name: Công Ty TNHH Vạn Phát Hưng
- Tax code: 5801275421 Managed by Tax Department of Bao Loc - Bao Lam area
- Address: 276 Tran Phu street, Loc Son ward, Bao Loc city, Lam Dong province.
- Website: https://sikagiare.com/gioi-thieu-dai-ly-sika/
Figure 1- 1: Logo of Van Phat Hung Co., Ltd
Source: Recruitment department of Van Phat Hung Co.,Ltd
Foundation and development
Established in 2015, Van Phat Hung is a leading construction contractor specializing in waterproofing solutions With the support of two co-owners, the company quickly established its presence in the market, opening a branch in Bao Loc in 2016 and another in Duc Trong in 2017 This expansion has facilitated partnerships with local agents, solidifying its status as the official agent for Lam Dong province Van Phat Hung has experienced rapid and stable growth, reinforcing its position in Vietnam's construction and installation industry.
Van Phat Hung excels in foundation construction, offering services for civil, commercial, and industrial projects The company specializes in pile construction, capable of handling large volumes efficiently With significant experience and expertise in Sika chemical products and construction additives, Van Phat Hung is recognized as a leader in waterproofing solutions, utilizing Sika products for every aspect of construction, from the basement to the roof deck.
With over seven years of experience, Van Phat Hung has established a strong corporate culture and management system, serving as a solid foundation for its operations The company's extensive capacity profile features hundreds of construction projects across major southern provinces and cities, showcasing collaborations with renowned investors, consulting firms, and both domestic and international contractors.
Van Phat Hung is a trusted partner that offers professional construction services, ensuring high-quality standards and safety at competitive prices.
Chief missions and business areas
Chief Missions
Van Phat Hung Co., Ltd As a leading supplier of specialized chemicals, always keep in mind that keeping safe and protecting the environment is the first thing to ensure.
Business areas
The company’s main business is investment cooperation and development of Sika projects in multiple segments
Construction of civil, commercial and industrial.
Construction of traffic infrastructure works, bridges, ports, water supply and drainage Construction, piles - piles of all kinds and foundation works
Construction, repair and renovation, expert in waterproofing.
Organizational structures and hierarchy
Organizational structure diagram
Source: Recruitment department of Van Phat Hung Co., Ltd
Functions of each department
The Board of Directors (BOD) serves as the management body of the company, responsible for making decisions that uphold the company's rights and obligations It oversees all business operations by supervising various departments and is tasked with evaluating and approving customer order applications.
The accounting department plays a crucial role in monitoring and recording daily business activities, including economic transactions, revenue and expenditure management, and bank deposits It is responsible for calculating production costs, managing inventory purchases, and overseeing staff salaries Additionally, the department encompasses human resources functions, such as planning and recruiting new employees, tracking employee information, providing job descriptions, and facilitating training programs.
Van Phat Hung Co., Ltd focuses on developing human resources by guiding new employees in their roles Additionally, the company is responsible for maintaining and managing its workforce, which includes evaluating employee performance and administering salaries.
The sales department plays a crucial role in planning, organizing, and overseeing operations, with a primary focus on effectively managing sales staff alongside development and customer care Key responsibilities include identifying potential clients, presenting services, persuading prospects, scheduling appointments, and providing support to customers before and after service use Additionally, the department manages customer websites, liaises with suppliers, and addresses customer issues, ensuring a comprehensive approach to client satisfaction and service delivery.
The Packing and Shipping department is responsible for directly receiving goods and ensuring they are accompanied by the necessary documentation as per buyer requests Utilizing motorbikes or lorries, this department transports products from the point of sale to the clients' designated locations efficiently.
CHAPTER 2: THE SALES PROCESS AT VAN PHAT HUNGCO., LTD
Description at van phat hung co., ltd
Diagram
Figure 2- 3:Sale process of Van Phat Hung Co., Ltd
8 Summary of reports and record keeping
1 Researching and looking for customers
Description of sales process at Van Phat Hung co.,Ltd
2.1.2.1 Researching and looking for customers
How to Approach Van Phat Hung Co., Ltd.'s Clients
Leverage personal relationships through your former clients' partner channels to attract new business clients Prioritize analyzing your customer base and conducting client interviews, as these strategies are essential for identifying your target audience By examining those who have previously purchased your products or services, you can gain valuable insights into your ideal customers.
Businesses can save time in acquiring new customers by leveraging the trusted relationships established with friends, colleagues, and partners.
- Through the Internet: Companies create websites to showcase their companies and products to customers
- The company receives customers through the company's website: https://sika- giare.com/gioi-thieu-dai-ly-sika/., and directly at the office, showroom of the company.
Then by reaching out to customers via phone, email, introducing products, sending information about products, prices, payment methods, transportation, preferential regimes of the company when customers product purchase.
The company actively engages with businesses and clients through telephone calls to showcase its products and services Additionally, it sends letters of offer to potential clients who align with the criteria established during its client search.
After learning and approaching customers, sales staff conduct negotiations with cus- tomers on product purchase requirements, product types, quantities, delivery time, payment methods, shipping methods.
The two sides agree on the content of contract as the follows: Negotiation and agree- ment, contractual content, orders, delivery terms.
2.1.2.3 Quoting for businesses by email
Commercial customer quotes are meticulously prepared and can be tailored based on factors such as customer type, partnerships, and order quantities Each estimate is professionally crafted and delivered in accordance with business correspondence standards, ensuring a high level of professionalism The offer will include all necessary details for clarity and transparency.
• Company information (company name, business sector), customer details, customer ID number and quotation number.
• Total value for each product unit, explain each price component, ensure transparency.
• Time to apply the monetary value.
• Deadline for goods or services to be delivered.
When creating quotes via email, sales staff must include space for signatures and dates while maintaining an attractive and professional presentation Additionally, modern accounting software typically offers features that facilitate the creation of informative and polished quotes.
Once customers have expressed their interest in products and services and agreed to make a purchase, the sales team will proceed to finalize the orders and inform the warehouse to verify the completeness of the inventory.
Next, the company will contact the forwarding company to notify the delivery date and the date the customer receives the goods.
For orders with large quantities, the staff will draft a contract and sign the contract with the customer
Based on the monthly sales plan that has been planned to deploy job sales.
There are two ways to receive orders, direct and indirect:
- Directly: Sales staff receive orders directly from agents.
- Indirect: General department staff receives orders from agents by phone, fax
The sales team engages in negotiations with guests through personal emails and face-to-face interactions at the company, ensuring effective communication and tailored solutions for customers.
For a successful transaction with Van Phat Hung Co., Ltd., please ensure to include the seller's full name and address, the specific product name, the technical specifications, the quantity required, the expected delivery time, the delivery location, and the payment details.
Document the confirmation time with the client Upon receiving the client's signature on the "Order Confirmation" form, proceed to create the contract and its appendix in alignment with the terms outlined in both the "Order Confirmation" and the "Sales Proposal" forms.
Receive customer inquiries (including requests for quotation, orders) via phone, fax, mail, in-person….
Sales staff regularly offer products and introduce the company's products to cus- tomers.
If the items are out of stock or are special orders, create a "Goods Check Sheet" and submit it to the business planning department to assess the available quantity and estimated response time.
To enhance sales for low-value orders or when paying brokerage commissions, it's essential to always "Ask for sale." This approach involves politely and clearly requesting the sale during interactions, whether in-person or over the phone Customers typically appreciate the directness, as they are already engaged in a conversation about your products.
The salesperson documents the customer's order in the "Order Confirmation" sheet, capturing essential details such as product name, specifications, quantity, price, delivery time, delivery location, payment method, and any additional requests.
Customers visiting Van Phat Hung Co., Ltd at 276 Tran Phu Street, Loc Son Ward, Lam Dong province will receive guidance from our staff during the payment process It is essential to obtain a receipt from Van Phat Hung Co., Ltd., along with the signature of the commercial manager or center manager Customers are required to pay the full amount before receiving their merchandise, although a 30% advance payment can be made prior to placing an order, with the remaining 70% due upon delivery to the yard.
Customers can pay for orders under 20,000,000 through bank transfer or cash, while orders exceeding this amount require a bank transfer Payment methods and timelines are outlined in the signed contract If a contract cannot be established, payment can still be processed with a financial invoice, delivery note, or seller's receipt, allowing for either cash or bank transfer Payments must be made on time as agreed; failure to do so grants the right to cancel the order Once payment is received, the seller will initiate the delivery process.
According to the freight forwarding agreements in the contract, the buyer and seller will determine the transportation method, either at the seller's warehouse or delivered to the buyer's location If goods are picked up at the seller's warehouse, the buyer must inform the shipping unit with details such as vehicle number, driver's contact, and pick-up time for proper arrangements Upon arrival, the buyer must present necessary documents for the seller to complete the ex-warehousing process, which includes verifying carrier information, issuing a release note, and transferring the goods along with relevant paperwork like invoices and quality certificates Conversely, if delivery is to the buyer's location, the seller will coordinate with the shipping unit to ensure that the goods and accompanying documents are delivered as agreed.
After signing the contract, issue the invoice The content of the invoice must contain the following information.
The company uses value-added tax
Discussion of the process
Strengths
In response to the challenging epidemic and economic downturn, Van Thinh Phat company has embraced online trading, utilizing e-invoices, Zalo, and their website for transactions instead of traditional methods like SMS and phone calls This shift not only streamlines operations but also allows the company to efficiently address consumer needs across Lam Dong province and nationwide, minimizing losses from COVID-19 Despite economic difficulties, the company has successfully retained potential customers and enhanced relationships with intermediaries through various online activities, strengthening its distribution system—a key factor in driving sales Furthermore, the integration of information technology has significantly reduced costs associated with traditional advertising and paperwork, improving the company's competitive edge in the market.
Weakness
The company’s sales process, while detailed, lacks logical order, particularly by accepting purchase orders before verifying warehouse stock This can lead to significant issues, especially if a business places a bulk order urgently and the necessary inventory is unavailable Such shortages not only waste time for both the company and the customer but also undermine the company's professionalism To enhance efficiency, the company should revise its sales process to prioritize checking warehouse inventory before accepting purchase orders, ensuring a more streamlined operation.
Page 17 readiness to meet customer needs and do not fall into a passive state before unex- pected and objective factors, that cause negative impacts on the company.
Recommendations to the problems of the process of Van Phat Hung Co., Ltd
Van Phat Hung Co., Ltd has experienced significant success in the competitive building and services sector To sustain and enhance these achievements, it is essential for the company to leverage its strengths effectively.
• Sending messages to target customers.
• Reaching customers by minigame or Sale-off.
In addition to given solutions to optimize the company's deficiencies, it is also neces- sary to provide solutions to overcome the weaknesses that the company was.
After two months of interning at Van Phat Hung Co., Ltd., I gained valuable insights into the purpose of internships While classroom learning provided theoretical knowledge, the internship offered practical experience, serving as a crucial stepping stone for my future career Under the guidance of experienced sales staff, I acquired essential skills and lessons that enhanced my understanding of the sales process This experience allowed me to apply my academic knowledge, such as communication and teamwork, in a real-world setting Additionally, I hope that the school will consider students' needs to facilitate the completion of internship reports effectively.
Under the enthusiastic guidance of my instructor, I gained a comprehensive understanding of the sales process, starting with identifying potential customers and mastering effective negotiation techniques I learned to respond to inquiries more professionally, which significantly enhanced my communication skills Additionally, I received valuable feedback that bolstered my confidence in handling customer inquiries Working alongside dedicated colleagues provided me with the opportunity to develop essential skills such as effective time management and workplace responsibility I adopted a professional, efficient, and precise working style while honing my teamwork abilities, including patience and active listening to my team members' perspectives.
On page 19, I shared my opinions and actively listened to my colleagues' suggestions, fostering better understanding and more effective problem-solving among the team This collaborative approach has shifted my perspective on my work Additionally, I recognize the need to adapt to a new environment to complete the company worksheet and accurately report the necessary fields.
During my internship, I successfully applied my academic knowledge to real-world tasks, gaining valuable insights into my field and clarifying my career aspirations This experience allowed me to bridge the gap between theory and practice, enhancing my soft skills and providing me with practical experience I also improved my office informatics, communication, and time management skills, overcoming my previous lack of confidence in communication The internship has been a transformative experience, equipping me with essential skills and valuable lessons that I will cherish throughout my career.
The COFER internship program, in collaboration with the College of Foreign Economic Relations, offers valuable experiences, but there are opportunities for enhancement One key suggestion is to extend the internship duration from one week to two weeks, allowing students sufficient time to fulfill their professional responsibilities and produce comprehensive internship reports, particularly Chapter 2 The current time constraints can create pressure, hindering the quality of the reports Additionally, extending the deadline for report completion would enable students to better reflect on their training and experiences.
Students often struggle with essay writing, highlighting the need for a dedicated report writing course Providing engaging topics for students to report on is essential, as it equips them with valuable knowledge and enhances the professionalism of their reports Additionally, interns feel that maintaining a diary during their internship is unnecessary, as their focus is on fulfilling office duties rather than documenting their experiences They believe the school should prioritize the internship report instead and hope their feedback will lead to improvements in the internship process.
An internship serves as a crucial stepping stone for students, allowing them to enhance their skills and self-awareness Feedback from colleagues provides valuable insights into their work, helping them identify and rectify mistakes This experience offers students a chance to gain an objective perspective, fostering personal and professional growth By engaging in a professional work environment, interns acquire practical knowledge and in-depth experiences related to their field of study.
Official website of the company: https://sikagiare.com/gioi-thieu-dai-ly-sika/
is vital for maintaining relationships and encouraging repeat business Mastering these steps allows sales professionals to customize their strategies and effectively engage with customers, ultimately enhancing sales performance.
Simon Sweeney (2013), English for communication, the Edinburgh building, Cam- bridge CB2 8RU, UK
Robert J, Calvin ( 2004), Nghệ thuật quản trị bán hàng, Phan Thăng biên dịch, NXB Thống kê.
Phạm Thị Thu Phương (1995), Nghiệp vụ và quản trị bán hàng, NXB Thống kê. DOCUMENTS:
Sales profile of Van Phat Hung Co., Ltd in 2017 from Sales department of Van Phat Hung Co., Ltd
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