CHAPTER 3: PRACTICAL IMPORT AND DISTRIBUTION PROCESS OF FCL JAPANESE CARGO
3.1 Practical import and distribution process of FCL Japanese cargo at SALA Import
3.1.1 Practical import and distribution process of FCL Japanese cargo at SALA Import Export Service Trading Company Limited
a) Step 1: Planning to order and sending goods list Main personnel in charge: Marketing department
- The warehouse manager will report the inventory level and send the goods list to the deputy director.
- The deputy director will meet with the marketing manager and sales manager to decide on a reasonable product list.
- The marketing department will plan the order
- Compile all necessary information: barcode, product name, quantity, and expected date of arrival in Vietnam.
b) Step 2: Finding suppliers, negotiating and notify the availability schedule and payment schedule.
Main personnel in charge: Marketing department
- Some manufacturers do not work directly but will work with representatives such as distributors in Japan. The marketing department will contact and source products from such suppliers
- Report orders to suppliers, expected pickup schedule, and expected money transfer schedule.
- After reporting the order, we will notify you of the pickup.
- Expected payment schedule and finalization of goods: Must pay 100% to the manufacturer at least 15 days before the goods arrive to have the goods.
c) Step 3: Book train schedule
Main personnel in charge: Marketing staff and documentation department - The marketing staff completes payment and reports closing the order to the
manufacturer
- The dealer told the garage to deliver the goods to the warehouse
The process of importing and distributing Japanese products at SALA import export service trading company
- After the goods arrive at the warehouse, the manufacturer reports that the goods are expected to be loaded onto the container, related to additional problems such as garages, unlicensed roads, no drivers, delays, storms, earthquakes...
- Report available goods at the warehouse
- The documentation department will receive order information and go through the FWD transportation agent to book a ship to import products - After that, FWD will contact the manufacturer to arrange packaging
according to the predetermined plan.
- You must provide the shipping company with the following details to book your train: Port of loading; port of transfer; port of discharge; list names of goods, weight, Travel time (ETD); packing time; other requirements:
container type, size, temperature, ventilation, ...
d) Step 4: Check and confirm the booking
Main personnel in charge: Documentation department
Document staff will check the information on the booking, and review the following details:
- Port of departure, the port of destination: Verify the request's accuracy because it has an impact on the shipment's entire procedure.
- Temperature, and ventilation: Verify that the ventilation and temperature are appropriate. There won't be any ventilation for frozen products (those at negative temperatures).
- Container type, size: Dry or reefer container, high or regular type, 20 ‘or 40' type.
If there is a mistake after reviewing all the information on the train reservation.
Once it has been corrected, kindly request that the booking service review it again to make sure it is satisfactory.
Next, following up on the packing process and updated information from the exporter. The exporter and FDW in Vietnam will be in charge of overseeing and monitoring the whole process of packaging products for updating to the document department of SALA during the importation process by sea.
The information needs to be updated as:
- Empty container snapshot: to ensure that no damage has occurred. Because in case of damage, the container will pay for shipping lines.
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- For frozen goods, pictures of temperature tables must be taken.
After closing the container, the manufacturer takes photos of each layer of container and sends it to FWD and the company's documentation department. FWD buys insurance.
At the same time, documentation officer applies for import and export licenses from FWD and the exporter
The exporter conducts quarantine, fumigation, inspection, and specialized inspection
e) Step 5: Preparing import documents
Main personnel in charge: Documentation department Step 5.1: Preparing documents for product's self-declaration
The documenting staff must self-declare the product with the ordered list (for food and cosmetic items) based on Clause 2, Article 5 of Decree 15/2018/ND-CP stipulating the order to self-publish the product
Product self-declaration records include:
- product self-declaration
- Product food safety testing results within 12 months include safety criteria issued by the Ministry of Health.
- Product label translation Step 5.2: Preparing import documents
Main personnel in charge: Documentation department
Document officer will preapare: Packing list, Invoice, Po, Co TPP, Product's self- declaration
Checking to certify documents and records related to the shipment
Earlier than entering a cargo, document staff confirm whether the information on the documents matches or not.
f) Step 6: Customs declaration of imported goods Step 6.1: Register the certification related to the shipment Step 6.2: Customs declaration of imported goods
Document officer prepares the following documents before making a customs declaration:
The process of importing and distributing Japanese products at SALA import export service trading company
- Contract
- Acommercial invoice - Packing list - Bill of lading
- C/O goods origin certificate (if any).
- Import license (if applicable).
- Other documents.
The next phase will declare electronically the customs declaration.
Step 6.3: Open and clear customs declarations
You must first complete the port's customs clearance: Declaration of the green channel; Gold flow declaration; Red channel declaration
The declaration can then be opened after that. It must get the following paperwork ready for this step:
- Referral.
- Threading declaration.
- Invoice.
- Packing list.
- Bill of lading.
- Other necessary documents (C / O, freight bill, import license, ...).
Customs will conduct customs clearance on the system.
About liquidation of declaration, it can then move on to print the barcode when the tax is paid and customs are cleared. Submitting at least two sets of the barcode and the customs declaration for customs oversight. One set of the bar codes will be returned to the business with a stamp from customs, and one set will be held by customs.
g) Step 7: Transport goods to warehouse
Once the declaration has been cleared, proceed to the port's trade office and present a D/O to pay the cost. Once the driver has submitted the necessary paperwork to the customs office overseeing the port, such as the EIR, D/O, etc.,
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Letting the car depart the port and wait for the products to arrive at the warehouse.
h) Step 8: Withdraw goods and return the empty car
document staff checks the documentation, such as the seal, container status, delivery vehicle, etc. when the delivery truck arrives at the warehouse. The driver will return the container to the port or ICD after the withdrawal is finished. At the same time, document staff complete the remaining procedures with FWD
i) Step 9: Keepping documents
Document staff properly keep any paperwork related to the procedure of importing products by sea.
Documents to be kept include:
- Customs dossier, an additional declaration dossier, a dossier of registration of a list of duty-free goods, and a report on the use of duty-free goods.
- Documents for consideration of tax exemption, reduction, refund, and non- collection.
- Dossier requesting for the handling of tax, late payment interest, fines for overpayment, ...
- Transport documents, packing slips, technical documents, etc.
- Accounting books and vouchers