Content: Practice of exporting freezing shrimps at Hanoi seaproducts import and export JSC.
FOREIGN TRADE UNIVERSITY FACULTY OF ECONOMICS AND INTERNATIONAL BUSINESS *** - INTERNSHIP ACTIVITY LOG PRACTICE OF EXPORTING FREEZING SHRIMPS AT HANOI SEAPRODUCTS IMPORT AND EXPORT JSC Full name : Nguyễn Thị Hoa Student ID : 1111150153 Class : A30 (High – quality program) Instructor : Cao Thị Hồng Vinh (MA) Hanoi, July 2014 Before Internship: Changing In the first place, I intended to internship in my current company where I am working as a teaching assistant But then I changed my mind because it is an educational company I decided to internship in an import-export company as my major in university However, it was too late for applying into any company Then I had the idea of coming directly to an import-export company in Huynh Thuc Khang Street where I often passed by on the way to school It was a big and classic company with not very large working rooms It is the head office of the company The products are processed in factories located in other places I felt strange and scary I went to administrative and organizational department asking for doing internship But they said that they don’t need students Then I went to other department but they all show unwelcome attitude I thought I should give up and come back to my current working company, but where my report goes to? I believed that if I show my attempt, they would accept me And finally it did happen when I went directly to Vice Director of the company asking for permission He asked me two times that how I knew about his company and I told him the truth that it is on the way to my university, and asked who introduced me to this company, I said no one Then he gave me permission and I am allowed to come to his company as an assistant in importexport trading department from July 7th Week (07/07 – 13/07) Targets in the first week (7/7 – 13/7) - Learn about the history, business area, business scale of the company - Make friends with staff of the company - Learn about the supplier of the company - Learn about the customers, how to get new customers and maintain relationship with current customers - Investigate the document set and make comparisons with theory Week (07/07 – 13/07) Date Content Met company’s staff 07/07/2014 Met Director again Mr.Cuong is responsible for instructing me He introduced briefly about Seaprodex Hanoi for me Came early to cleaning and prepare water Read documents about Seaprodex Hanoi, the establishment year as a separate legal entity At first, it was a part of Seaprodex Vietnam Then, due to the increasing scale, it was separated as another company with more than half of the capital is from Seaprodex 09/07/2014 Vietnam Read documents about main business areas and main suppliers of the company Looked into the way other people working, helped them to get documents from photocopy Knew how to use printer, photocopier and fax machine 10/07/2014 Saw the real documents set, compared with the theories learned at school Had lunch with other people in the company and had closer relationship with them Read documents about the company in the recent years Gains and Experiences - Reached the target of brief understanding of the company - Knew almost all people in Seaprodex and began to understand business culture In Seaprodex, there are three import-export trading departments Department number and department are responsible for exporting transactions while department number is responsible for importing transactions Department has 21 people, department where I did internship just has people and the department has people The head of department is Ms Son She has more than 30 years in doing international business However, she did not always take care of the daily transaction but the other staff She stayed in the room and kept working She was quite busy calling and answering the phone I observed her and other people in the room working There were a lot of phone calls coming It seemed that everybody was busy But I like that because it was like a professional working environment! She often asks for advice of Ms.Hai who also has long experience in this area Those two women often take care of the assignments from managers, for example the situation of workers and procession in Xuan Thuy factory, than daily transactions Mr.Cuong, Mr.Manh and Mr Long and Ms.Lan are responsible for those transactions, documents and other stuff Administrative organizational department has four people This department, I think, is very bureaucratic I knew it because in the last days interning there when I need to ask for some documents Mr.Le Van Toan who allowed me to internship there is the most admirable person He is not always in his room but whenever I saw him, he always does “something with papers”, not as some other people I talked to him sometimes Although he is director of Seaprodex Hanoi, he has never neglected me or showed any signals that made me feel sad and separate Sometimes, people refuse to if they not have direct benefits And I don’t know any of them before, it happened to me From this internship, I realized how important relationship is in Vietnam - Knew the customs formalities document set, document set to get money from the bank: its contents and made comparisons The document set is relatively similar to what I have learned at school except the export license and some special documents for exporting seafood because all export-import companies have to get the export-import licenses when they registered for establishment Then they don’t need to get it anymore except they want to expand their export-import products About the special documents, they are health certificate and microbiological report and analysis issued by NAFIQAD Seaprodex often has products analyzed by “Phòng thử nghiệm Trạm kiểm định chất lượng Nông lâm thủy sản – Chi cục Quản lý Chất lượng Nông lâm sản Thủy sản Hà Nội” But I am not allowed to go there - Knew how to scan documents - Have not had thorough investigation on the Contract Week (14/07/2014 -21/07/2014) Targets in Week - Investigate types of Contract - Well complete the tasks assigned - Continue learning fax machine and photocopier - Continue learning business culture here Week (14/07/2014 -21/07/2014) Date Content Investigated types of Contract 14/07/2014 Continued learning how to use fax machine and photocopier Arranged bills of Seaprodex (electricity bill, water bill, internet bill, guess bill…) according to time from the beginning of the year to present 15/07/2014 I was instructed to fill in the figures of the above bills to software iHTKK (software helping announcing tax through the Internet Photo documents 16/07/2014 Check email of Seaprodex VAT bill and (normal bill), know what expense is considered as the cost of business, what is not 17/07/2014- Days off (summer vacation) 21/07/2014 Gains and Experiences - Observing people working for a while, I went taking out one of the book – file from the shelf and studied by myself as I did the first day at work Mr Cuong said to me that I could ask her anything I felt foggy on and that I had to research by myself for some few days because at the moment, he was busy solving some problems of the company He promised to share with me her professional experience later on The documents I read is some past Contract of the company, which help me understand main articles in Contracts 7 Sometimes, I asked if I could anything to help them but they said it was OK, and that they could manage their workload on their own and that they could not share their workload with me because I were not able to it I am not able to go too far from Hanoi while the main factory of the company is located in Nam Dinh province - Know the differences between Principle Contract and Economic Contract which is the former is directive, basically while the latter is established based the former and more detailed - Know the differences between international contract, renting contract, warehouse renting contract, foreign contract and domestic contract - Know what expense is considered as the cost of business, what is not - Understand partly the difficulties of the company when solving problems or completing issuing related to tax, administrative procedures… - Know the content which is often discussed through email between companies, its style and words - Know how to use photocopy and fax machine Week (21/07/2014 -26/07/2014) Targets in Week - Understanding customers, suppliers - Observe the negotiation skills and maintaining relationship with partners - Well complete tasks assigned Week (21/07/2014 -27/07/2014) Date Content Knew what an enquiry likes 21/07/2014 Make draft of the offer in English to customers in China, Japan, USA,… 23/07/2014 Asked for some documents to write report 25/07/2014 Learn how to use ECUS (partly) Gains and Experiences - Know how to offer products, what an enquiry looks like The follow is an example of an quiry from an importer from South Korea “We are an importer from South Korea We often import seafood Currently, we are willing to import shrimp with the following detailed information: One layer freezing shrimp (white nippers) Size Length of tray Net weight Tray S 50 pcs 6.1-6.5 140g M 50 pcs 6.6-7.0 160g L 30 pcs 7.1-7.5 120g Packaging: 20 trays/carton White shrimp (Vannamei shrimp) Packaging: 290g net weight (300g gross weight) Please inform us about the availability of those products and the price list We are glad to business with you Thank you!” About customers, they are often from Japan, USA, South Korea and China Japanese customers often make payment by L/C and their quality investigation is very clear while USA customers often make payment by T/T and their quality investigation is so strict and normally not as clear as Japanese customers Doing business with USA customers is very risky Most transactions are made by L/C However, in the internship report I talked about a consignment to USA which is made by T/T - Know how ECUS works Mr Cuong sent me an excel file recording export transactions from 2008 to 2011, in which I could find the some information like the name of the commodity, Invoice Number, Quantity, Shipment date, Custom Declaration Number and Payment value He also gave me an export – log in which he notes the name of the commodity, quantity, name of supplier, name of forwarder, Invoice date, Invoice number, Custom Declaration number, Estimated Time of Departure, Estimated Time of Arrival, Document Set Number and Book – file Number It was such a hard task as after listing all kinds of commodities exported by Seaproducts Hanoi, I had to find the exact HS code for each commodity To this, I had to look for the Customs Declaration Number in the excel file, then search for the corresponding Document Set number and Book – file Number in the import – log After that, I take out that document set from that book – file to find the customs declaration, in which the HS code of the commodity is specified It took me the whole day to that! Finding the tariff rate for each commodity is simpler Week (28/07/2014 – 2/8/2014) Targets in Week - Know about Health Certificate for exporting sea products - Finish the report 10 Week (28/07/2014 – 2/8/2014) Date Content 28/07/2014 Check errors in Export Contract in English and Vietnamese 30/07/2014 See the Health Certificate and the was explained how to get this Certificate Photo and scan documents 02/08/2014 Get the confirmation of Seaprodex Hanoi for the report Parties with Mr.Cuong and the other staff in Import-Export Trading Department Gains and Experiences - Know the process of export sea products in Seaprodex Hanoi This week, Mr.Cuong was still busy but he was not as busy as usual He shared with me his professional experience He said the field of import – export was not as difficult as I had thought When he was a student, his major was accounting, not international trade or anything similar to that When he graduated, he worked as an accountant at Seaprodex Hanoi just for a short time before switching to the Import – Export – Trading department At his early time working in this department, he did not know anything about import and export All he has done is self studying and accumulating his own experience I was really admired him as he learnt everything by himself with no training from anyone He said that when submitting the documents to the Custom or inspection company or any other government authorities to any formalities, if they required submitting other documents to complete the procedure, then we have to contact the person/ organization that issues these documents to ask for the lacking documents The mechanism is quite simple He reassured me that the procedure for import and export was not very difficult, just a little complication in preparing the documents 11 Then he showed me the procedure to exporting a consignment applied at Seaprodex Hanoi - Know the process of getting health certificate as shown in Internship Report - Complete the reports and get the seal, comment of Seaprodex Hanoi - After finishing the report, I asked Mr Cuong about my report and he said it was very clear and detailed enough He was very satisfied with my report He asked me to make a Vietnamese version of it, as the report was written in English I said “yes” and then translated it into Vietnamese, made another version for him ... is relatively similar to what I have learned at school except the export license and some special documents for exporting seafood because all export -import companies have to get the export -import. .. Check email of Seaprodex VAT bill and (normal bill), know what expense is considered as the cost of business, what is not 17/07/2014- Days off (summer vacation) 21/07/2014 Gains and Experiences... quantity, name of supplier, name of forwarder, Invoice date, Invoice number, Custom Declaration number, Estimated Time of Departure, Estimated Time of Arrival, Document Set Number and Book – file