Report lephanminhanh 2 (f)

VIETNAM GENERAL CONFEDERATION OF LABOUR

TON DUC THANG UNIVERSITY
FACULTY OF BUSINESS ADMINISTRATION

PROFESSIONAL INTERNSHIP REPORT YEAR 2019-2020

Process of organizing and implementing of
import LCL shipments at Velox Global
Logistics Viet Nam

Instructing Lecturer: To Diep, MBA
Student’s name: LE PHAN MINH ANH
Student’s ID: 718H0241
Major: International Business
Academic Year Code: 2019-2020


ACKNOWLEDGEMENTS
During my time studying at Ton Duc Thang University, under the enthusiastic teaching of
teachers, I have accumulated a lot of valuable knowledge about my major in Import and
Export to apply into real work. I would like to thank my instructor, Mr. To Diep, for
taking the time to help and guide me deeply so I can successfully complete this internship
report.
I would like to thank the teachers of the business administration department in general
and Dr. Pham Thi Ngan in particular for providing students with a learning environment
with the best conditions, I am supported with valuable lessons and knowledge from
experienced masters, doctors and especially highly specialized, devoted of all teachers in
the department. I am extremely grateful to be a student at Ton Duc Thang School.
In addition, I would like to sincerely thank the leadership of Velox Global Logistics Viet
Nam Company Limited., Ms. Tran Thu Ha for welcoming me to practice at the company

and always create favorable conditions for me to practice as well as complete this
internship report. I would like to thank all of the employees in Velox Global Logistics
Viet Nam Company Limited in general and especially in the accounting and importexport departments in particular in the past time who have always been interested in
helping, guiding and trusting me to have the opportunity to interact with the actual job at
the company.
Due to the limited internship time and the limited amount of specialized knowledge,
making certain mistakes is hard to avoid, so I look forward to receiving the comments
from teachers and students so that I can improve the following reports in the future.


EVALUATION OF INSTRUCTING LECTURER
Student’s name: Lê Phan Minh Anh
Student’s ID: 718H0241
Class: 18H70601
Academic Year Code: 2018 – 2022

1. The attitude of learning: Good
(observance of regulations, performance of work):
2. The form of presentation of the Professional Internship Report: Good
(length, layout, aesthetics, rational)
3. The content of the Professional Internship Report: Fair
(style, description, analysis, evaluation, annex, table)
(Rating: Good; Fair; Average; Poor)
Ho Chi Minh City, August 09th, 2020
Instructing Lecturer



INTRODUCTION
Reasons for the selected topic:

Logistics services in Vietnam began to develop in the 1990s based on freight
forwarding and logistics services. Currently, the country has about 3,000 enterprises
providing logistics services (compared to 700 before 2005) such as freight forwarding
services, warehousing, loading, and unloading, transport agents, forwarding agents, and
services. logistics ... mainly concentrated in the city area. Ho Chi Minh City and Hanoi.
Logistics services in Vietnam are about 20-22 billion USD per year, accounting for
20.9% of the country's GDP. The average growth rate of the logistics service industry in
recent years has been from 16 - 20% per year. According to World Bank rankings,
Vietnam currently ranks 64/160 countries in terms of logistics development and 4th in
ASEAN after Singapore, Malaysia, and Thailand. With an annual growth rate of 16% to
20%, this is one of the fastest growing and most stable service industries in Vietnam in
recent years ...
I see there are opportunities as well as potential in the logistics industry in Vietnam has
developed stronger than ever. This is also the main field of activity of Velox Global
Logistics Viet Nam Company Limited, so I decided to get onto the subject: "Process
organizing and implementing of import LCL shipments at Velox Global Logistics Viet
Nam”


Table of Contents
CHAPTER 1: OVERVIEW OF THE COMPANY FOR INTERNSHIP............................7
1.1. Introduction about Velox Global Logistics Viet Nam Company Limited 1.1.
General information about Velox Global Logistics Viet Nam Company Limited...........7
1.2. History of Establishment and Development..........................................................7
1.3. Functions, tasks, and fields of business activities of the company...........................8
1.3.1. Functions and tasks...........................................................................................8
1.3.2. Business activities of the company...................................................................8
1.4. Organizational structure of the company.................................................................9
1.4.1. Organizational structure and management structure.........................................9
1.4.2. Functions and duties of the departments in the company................................10

1.5. Analyzing the Personnel structure of the Company 1.5.1. Analyzing the Personnel
situation of the Company..............................................................................................11
CHAPTER 2: PROCESS OF ORGANIZING AND IMPLEMENTING OF IMPORT
LCL SHIPMENTS AT VELOX GLOBAL LOGISTICS VIET NAM.............................18
2.1. Process of organizing and implementing of import LCL shipments at Velox Global
Logistics Viet Nam.......................................................................................................19
2.2. Interpret the delivery process:................................................................................20
2.2.2. Receive the documents from the exporting agent............................................20
2.2.3. Check the set of documents.............................................................................20
2.2.4. Check the vessel’s arrival date and the deadline of E-manifest declaration and
declare E-Manifest....................................................................................................21
2.2.5. Send email to the customer with the documents to declare customs...............22
2.2.6. Receive Arrival Notice and Delivery Order from Master Loader..................23
2.2.7 Send Arrival Notice to the consignee...............................................................23
2.2.8. Send D/O of the Master Loader and D/O of the company to the consignee....24
2.3. Evaluation of the process.......................................................................................24
CHAPTER 3: RECOMMENDATIONS AND SOLUTIONS..........................................24
3.1. Solution to improve the process of organizing and implementing of import and
export at Velox Global Logistics Viet Nam Company Limited.....................................24
3.1.1. Procedures for checking documents................................................................25


3.1.2. Assignment of work........................................................................................25
3.1.4. Developing the working capacity of sales staff:..............................................25
CONCLUSION................................................................................................................ 26
REFFERENCE................................................................................................................27


CHAPTER 1: OVERVIEW OF THE COMPANY FOR INTERNSHIP
1.1.

Introduction about Velox Global Logistics Viet Nam Company Limited
1.1. General information about Velox Global Logistics Viet Nam
Company Limited

Velox Global Logistics Viet Nam Company Limited was established on March 3, 2019
under the business registration certificate No. 0315478209 of the Department of
Planning and Investment of Ho Chi Minh City.
Name: Velox Global Logistics Viet Nam Company Limited
Legal representative and Director: Part Joon Mo
Address: 20/1 Nguyen Truong To, Ward 12, district 4, Ho Chi Minh city
Tel: +84-28-2253-8250~1 (EXT: 105)
Fax: +84-28-2253-8260
Email:
Charter capital: 900.000.000 VND
Logo:

Figure 1. Logo of Velox Global Logistics Vietnam Company

1.2. History of Establishment and Development
On March 3rd, 2018 Velox Global Logistics Viet Nam Company was
established by Mr. Park Joon Mo, legal representative and director, with a
charter of capital of 900,000,000 VND. Velox Global Logistics Viet Nam


Company is a legal entity, has full military rights and obligations, is solely
responsible for all business activities within the charter capital managed by the
company. From the start, the company was run as a business with a small scale
with 7 employees. After 2 years, the company has a team of experienced,
dedicated and courteous employees up to 15.

Although the company has been through many obstacles, faced experienced
competitors in logistics field, it still retains the trust of many customers, give them
the best of their services.
1.3. Functions, tasks, and fields of business activities of the company
1.3.1. Functions and tasks
The company is operated in the field of reputable logistics with the purpose of
providing diverse information about the services related to the transport industry
including transport, forwarding, import and export. It always ensures the full
implementation of the government's policies, well fulfill the company's tax
obligations and periodic reporting.
The company is providing services of forwarding and transporting international
import and export goods by sea (FCL, LCL, and consolidation shipment), air, and
road and customs declaration service.
1.3.2. Business activities of the company
The company operates as an international and domestic freight forwarding agent to
countries around the world.
-

Besides, the company performs import and export forwarding contracts according

-

to the customer's trust
Providing freight forwarding services for export or import by sea or air at the

-

request of customers
Customs declaration and clearance services for import and export companies
Provide consulting services guidebook, select carriers

Acting as an agent for foreign shipping lines and shipping lines and working in
service of foreign seagoing ships entering Vietnamese ports


During the operation of the company, they always attach great importance to quality
to the customers with modern facilities and equipment, accompanied by competent
and experienced staffs.
As a customer-savvy company, they always give customers the best option that fits
their schedule and products. VELOX is a company Non-Vessel Operating Common
Carrier (NVOCC). These are shipping lines that are familiar partners of the company:
KMTC line, Namsung, Pan Ocean, CMA-CGM, Heung- A-line, CK line.

1.4. Organizational structure of the company
1.4.1. Organizational structure and management structure


Director

Human
Resource
Department

Import-Export
Department

Human
Resource
Division

Import

Department

Chief
Accountant

Delivery
Division

Export
Department

Accountant

Accounting
Department

Customs
Department

Customer
Service
Figure 2. Velox Global Logistics Viet Nam organizational structure

1.4.2. Functions and duties of the departments in the company
1.4.2.1. Director
The director of the company is responsible for the company's
strategic objectives and plans which have been set are being met.
He analyzes and monitors the progress of the company employees
towards achieving the objectives and targets set.

1.4.2.2. Accounting Department
The accounting department takes the responsibility of financial functions related to
the collection, recording, accuracy, analysis and presentation of the business and
company's financial operations. Their roles also consist of primarily financial data
collection, entry, and report generation.
1.4.2.3. Import - Export Department
- Import department: The import department functions are working
with customs agents, shipping companies and clients. Clerks with
receiving, shipping, and record keeping for international
transactions. Their responsibilities are making the flows of shipment
smoothly. Their tasks including checking, compare documents,
order information between agent and carrier, upload manifest, send
arrival notice and issue delivery order to the importer.
- Export Department: Their function including answering foreign
inquiries and follow up with customers, contacting suppliers for
quotations, drafting foreign trade contracts, asking for information
about goods, negotiating contracts, checking information of related
parties, order information.
- Customs Department: Customs clearance work involves
preparation and submission of documentations required to facilitate
export or imports into the country representing client
during customs examination, assessment, payment of duty
- Customer Service Operation: Customer service representatives
help customers with complaints and questions,
give customers information about products and services, take
orders, and process returns.
1.4.2.4. Human Resource Department

The role of human resource department is to plan, develop, and
administer policies and programs designed to make expeditious use
of an organization’s human resources. It is that part of management
which is concerned with the people at work and with their
relationship within the company.

1.5. Analyzing the Personnel structure of the Company
1.5.1. Analyzing the Personnel situation of the Company

Year
2018
2019

Total personnel
7
15

Figure 3 The personnel structure at Velox Global Logistics Viet Nam Company
between 2018 and 2019


Total Personnel
16

15

14
12
10
8

7

6
4
2
0

2018

2019
Year

In the beginning of 2018, the company was established with a few employees because
they found it hard to operate and compete with other competitors in the field. After one
year of operation, the company gradually gained a foothold in the industry and had many
more familiar customers. Therefore, they need to hire more employees to get more jobs
so that they have more opportunities to grow the company. At the present, the company
has 15 employees.
2019

Item

Number (person)

Percentage (%)

15

100

Male

7

46.67

Female

8

53.33

University

10

73.33

Total personnel
Gender
Education


Age

College

3

20

High school

2

13.33

18 - 24

4

26.67

25 - 34

8

53.33

> 34

3

20

Table 1.2 Personnel characteristics of Velox Global Logistics Viet Nam Company
Limited in 2019 (Source: Human Resource Department of the company)
1.5.1.2. Personnel structure by Gender
In total 15 employees, there are 7 male employees and 8 female employees.

Gender

46.67%

53.33%

Males

Females

We can see that there is no difference between the total number of male employees and
female employees. Female employees that are meticulous, so their tasks are taking care
of customer services and accounting. The male staff they handle heavy-duty and
dynamism tasks like delivery and customs clearance to ensure the job is accurate and fast.


1.5.1.3 Personnel structure by education

Education
12.50%

18.75%

68.75%

University

College

High school

In the company, the employees graduated from university are accounting for the highest
percentage, this group take 73,33%. So that we can see most of the employees have high
educational backgrounds that proved they are well-trained and have knowledge for their
tasks they are taking responsibilities. The lower group is the employees who graduated
from colleges, this group account for 20 percent of total. The other employees who are
graduated from high school, their tasks require less professional knowledge.
1.5.1.4. Personnel structure by Age


Age

20.00%
26.67%

18 53.33%
- 24
25 - 34

> 34

Employees aged 18-24 are less experienced than the rest of the company. Young
employees create good conditions for the company in terms of diplomacy, marketing as
well as propaganda about business activities to partners. Employees from 25 to 34 years
of age are those who have more than 5 years of working experience, who know how to
complete their tasks smoothly. The remaining group is above 35 years old are the key
people of the company, they are the people who make business decisions and strategies,
they are leaderships, department managers and director.
1.5.2. Analyze the business results of Velox Global logistics Viet Nam Company Limited

from 2018 to 2020
Unit: Million VND


INCOME STATEMENT
25,000
19,573

20,000
15,017

15,000

11,228
9,327

10,000

4430.4

5,000

2686.6

0

2018

Revenue

Cost

Profit after Tax

2019

YEAR

2018

2019

1/2020 – 7/2020

Total Revenue

15,017

19,573

4,976

Total Cost

9,327

11,228

3721

Profit before Tax

5,690

8,345

1255

Current corporate

3,003.4

3,914.6

995.2

Profit after Tax

2,686.6

4,430.4

259.8

Profit Margin (%)

17.9

22.6

5.22

income tax expense

Table 1.3. Income Statement of Velox Global logistics Viet Nam Company Limited
from 2018 to 2020
Growth Value

Growth Rate (%)

Total Revenue

4556

30.33

Total Cost

1901

20.38

Total Profit after Tax

1743.8

64.9


Profit Margin

4.7

26.26

Table 2 Growth rate in the period 2018-2019

As you can see from the graph, sales have increased considerably in 2018 and 2019.
Profit after tax in 2019 increased by 64.9% compared to 2018. Revenue from business
operations over the years 2018,2019 respectively increased. Revenue in 2019 grew by
30.33% compared to 2018. In parallel with the efforts to promote service business to
increase revenue, Velox company also constantly upgraded its facilities, improving the
qualifications of the staff. Specifically, total costs increased in the period 2018-2019,
increased by 20.38% in 2019 compared to 2018. In general, although the economy is in a
difficult period and the company was just established in a short time, but the company's
revenue has grown in a positive direction, which shows a great potential in the field of
import-export logistics of the company.


CHAPTER 2: PROCESS OF ORGANIZING AND IMPLEMENTING OF
IMPORT LCL SHIPMENTS AT VELOX GLOBAL LOGISTICS VIET NAM
VELOX Global Logistics Viet Nam Company Limited is a forwarding company mainly
operating with the form of reputable agent. With a shipment of Gia Phu Fashion Garment
Company Limited, VELOX Global Logistics Viet Nam Company Limited is entrusted to
import the shipment. Gia Phu Company is a regular customer of Velox company, due to
the good Velox company style shown in the successful delivery of many import and
export shipments of Gia Phu. Therefore, Gia Phu has assigned the responsibility to
import this shipment. Accordingly, Velox provides their service to Gia Phu, Velox
company undertakes to perform this service to receive service charges.

2.1. Process of organizing and implementing of import LCL shipments at Velox Global


Logistics Viet Nam


Figure 2.1. Process of organizing and implementing of import LCL shipments at
Velox Global Logistics Viet Nam


2.2. Interpret the delivery process:
2.2.1. Making contract:
The company accepts to import shipment of Gia Phu company from agent of exporting
country. The company successfully negotiated and signed a contract with Gia Phu. In the
name of Gia Phu company, Velox will do the procedures to receive goods for Gia Phu
Company.
2.2.2. Receive the documents from the exporting agent
After the contract was signed, the exporting agent will send the email with the documents
to Velox Company. Import department will receive and check related documents. In case
there are some missing or incorrect information on the documents, document staff will
contact the exporting agent to fix and supplement the information on the documents in
the shortest time.
Velox Global Logistics Viet Nam Company receives set of documents from the exporting
agent, Well Freight Line Company Limited including:
-

House Bill of Lading
Master Bill of Lading
Commercial Invoice

Packing List

2.2.3. Check the set of documents
After receiving the full set of documents from exporting agent, Velox company personnel
in charge of this shipment are responsible for checking the documents before making
customs declaration. All information on the documents must match specially Bill of
Lading. Therefore, the document staff must check the information meticulously,
accurately, and consistently to save the company’s time and money. If there is an error on
the document, the employee must notify the agent to timely correct it.
 Check Commercial Invoice


o Invoice number
o Invoice date
o Order number
o Total sale amount
o Currency
o Payment instructions
 Check Packing List
o Shipper and consignee name, address, contact details
o Measurements and total Net Weight and Gross Weight of cargo
o Detailed list of how goods are packaged and number of packages
 Check Master Bill of Lading and House Bill of Lading
o Shipper, including full company name, address, and contact information
o Consignee, including full company name, address, and contact information
o Notify details, including full company name, address, and contact information
o B/L Number
o Vessel Name and Voyage Reference Number
o Port of Loading and Port of Discharge
o Place of Delivery

o Container Number and Seal Number
o The piece count, package type, and commodity description
o The weight and volume
o Total piece count, weight, and volume
o HS Code, Payment Terms
o Any additional information that must be shown on the B/L
After checking all the information on the set of documents, the employee must send
an email to the shipping lines to notify that every information is correct.

2.2.4. Check the vessel’s arrival date and the deadline of E-manifest declaration and
declare E-Manifest
About 3-4 days before the ship arrives, the shipping line company will send an email
to Velox company to notify the deadline for E-manifest declaration. The document
staff will have to declare E-manifest before the deadline.
The staff will sign-up to the account of Velox Company on Vietnam National Single
Window to declare E-manifest.