(Tiểu luận) báo cáo thực tập tốt nghiệp công ty tnhh thƣơng mại vận tải quốc tế ngôi sao mỹ

TRƯỜNG ĐẠI HỌC TÔN ĐỨC THẮNG
BAN CĐTH – TCCN
---oOo---

BÁO CÁO THỰC TẬP TỐT NGHIỆP
NGÀNH: TIẾNG ANH

GVHD: ThS. DO THI HOA QUYEN
SVTH: PHAM THI NGOC HUYEN
MSSV: 19611047
LỚP: 19611111

THÀNH PHỐ HỒ CHÍ MINH, NĂM 2022

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BÁO CÁO THỰC TẬP TỐT NGHIỆP
Thực hiện từ 06/12/2021 đến 23/01/2022

1. Học sinh – Sinh viên thực tập:
-

Họ và tên: Phạm Thị Ngọc Huyền

Mã số HSSV : 19611047

-

Lớp: 19611047

Khóa: V

-

Ngành: Tiếng Anh

2. Giáo viên hướng dẫn:
-

Họ và tên: Đỗ Thị Hoa Quyên

-

Học vị: Thạc Sĩ

-

Ngành: Ngôn ngữ học ứng dụng

-

Đơn vị: Ban Cao Đẳng - Trƣờng Đại Học Tôn Đức Thắng

3. Đơn vị thực tập:
-

Tên đơn vị: CÔNG TY TNHH THƢƠNG MẠI VẬN TẢI QUỐC TẾ
NGÔI SAO MỸ

-

Địa chỉ: 41 Cù Lao, Phƣờng 2, Quận Phú Nhuận, TP.HCM

-

Điện thoại: 028 3510 9123

-

Cán bộ hƣớng dẫn: Trần Đại Nghĩa

4. Nội dung thực tập:
-

Chuyên đề: Quy trình kiểm tra bộ chứng từ trong xuất khẩu đƣờng biển.

- Nhiệm vụ:
+ Tìm hiểu về cơng ty: lịch sử hình thành và q trình phát triển của công ty; chức
năng và nhiệm vụ của công ty; lĩnh vực hoạt động kinh doanh
+ Tìm hiểu cơ cấu tổ chức bộ máy quản lý của công ty
+ Tìm hiểu về quy trình hoạt động của cơng ty
+ Tìm hiểu về quy trình làm việc của bộ phận chứng từ
+ Phân tích quy kiểm tra bộ chứng từ của một lô hàng xuất
+ Nhận xét điểm mạnh, điểm yếu của công ty và đƣa ra khuyến nghị
+ Viết báo cáo

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INTRODUCTION
With the current era of economic integration in order to survive and develop
each country cannot withdraw, but needs to open its doors to trade with many
countries around the world. Before that change, the import-export industry has been
holding a very important role in the economy. As one of the countries entering the
period of strong integration, Vietnam is constantly accelerating import-export
activities and international trade. Import-export and logistics are two concepts that are
closely related and inseparable. If the purpose of import-export is to bring goods to the
international market, logistics is a series of activities from transportation and
warehousing to bring goods from the seller to the buyer. Have logistics, goods in
import and export activities can only reach the buyer. As a student of Ton Duc Thang
University studying English, is oriented in two ways: tourism and logistics. I have
chosen the logistics, because I wanted to study and experience more about
international shipment. Besides, working in a logistics firm help me understand partly
the situation of Vietnamese companies in the global market.
American Star International Transport Trading Co., Ltd (AMERICAN STAR
GROUP) was established in 2003 by the founding members who are individuals who
are working and have a lot of experience in the transportation, finance and trade
industries, import and export. I had a 6 week internship at American Star Group. In
terms of logistics, there are many departments. But I choose the export documents
department as my topic of the report.
I had an internship at the American Star company and was imparted with
knowledge, especially inspiration about the logistics industry. My topic is export

documentation department in Asia. I chose this position because I like it and I want to
challenge with a challenging department that requires meticulousness and
concentration. American Star International Transport Trading Co., Ltd (AMERICAN
STAR GROUP) was established in 2003 by the founding members who are
individuals who are working and have a lot of experience in the transportation, finance
and trade industries, import and export. AMERICAN STAR GROUP is headquartered
in Ho Chi Minh City with branches in Hanoi, Hai Phong, Philippines and has a global
dealer network.

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On the very outset of this report, I would like to express my deepest
appreciation to AMERICAN STAR GROUP for their careful and precious guidance
during the internship at company, which were extremely valuable for my study both
theoretically and practically. I am extremely thankful to Ton Duc Thang University for
teaching me the theory of logistics and giving me the opportunity to approach this
industry closer.
Today, I made a report so that Ms. Quyen can understand the knowledge I have
gained after 6 weeks of internship at American Star. The structure of the article: The
first is about the company, including history and development, products and
services, organization and functions. In the second, it addresses the company
operation and the overview of the Documents department. The third is the
assessment and recommendation for the enterprise.

Ho Chi Minh City, January 23th 2022

Signature

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TABLE OF CONTENT
CHAPTER 1. ABOUT THE COMPANY ...........................................................1
1.1. COMPANY PROFILE.........................................................................................1
1.2. HISTORY AND DEVELOPMENT.....................................................................2
1.3. PRODUCTS AND SERVICE………………………………………..............3
1.4. ORGANIZATION AND FUNCTIONS……………………………….........4
CHAPTER 2: COMPANY OPERATION............................................................8
2.1. COMPANY OPERATION WORKFLOW……………………………………..8
2.2. WORKFLOW OF THE DOCUMENTS DEPARTMENT ……………………..11
2.3. PROCEDURE OF WORK AT THE EXPORT DOCUMENTS DEPARTMENT
…………………………………………………………………………...................12
2.4. ANALYSIS OF THE PROCEDURE: CHECK THE SET OF
DOCUMENTATIONS...................................................................... ………………..16
CHAPTER 3. ASSESSEMENT AND RECOMMENDATION........................23
3.1. THE STRENGTHS OF THE COMPANY..........................................................23
3.2. THE WEAKNESS OF THE COMPANY……………………………………. ...23
3.3. RECOMMENDATION.......................................................................................23
CONCLUSION

REFERENCE...................................................................................................................
APPENDIX…………………………………………………………………………....

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INTERNSHIP REPORT
PAGE 1

Chapter 1: ABOUT THE COMPANY
1.1. Company profile
 Company name: AMERICAN STAR INTERNATIONAL TRANSPORT
 Address: 41 Cu Lao, Ward 2, Phu Nhuan District, Ho Chi Minh City
 Tel: 028 3510 9123
 Foundation: 2003
 Vision and mission:
 Vision: “Becoming an excellent provider of logistics services, import
and export freight forwarding, international transportation services with
the highest goal of achieving customer trust and satisfaction.”
 Mission:
-

Provide excellent logistics services, import and export freight
forwarding, international transport services, meet the trust and
satisfaction of customers.

-

Create a professional work environment and career development
opportunities for employees.

-

Bring practical and sustainable benefits to shareholders.

-

Actively contribute beneficial values to the community.

 Logo:

STUDENT: Phạm Thị Ngọc Huyền

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INTERNSHIP REPORT
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1.2. History and development
Flow chart of history and development:

2003
2014

• Established American Star International Transport Trading
Co., Ltd
• Became a member of Combined Logistics Networks

• Cooperated with NCS Line Worldwide system
06-2018 • Mrs. Ly Tu Anh became the CEO of NCS in Vietnam
• Developed new branch at Ha Noi, Hai Phong and Bac Ninh
08-2018 • Established representative office in Manila, Philippines

Partner:

STUDENT: Phạm Thị Ngọc Huyền

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PAGE 3

1.3. Products and services

Sea and air freight

Trucking service

Project handling

Customs clearance

International moving

Express delivery

Warehousing

STUDENT: Phạm Thị Ngọc Huyền

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1.4. Organization and functions
Structure of organization:

CEO

Vice Director

Document

Department

Department

Document
Executive

Sale

Human

Marketing

Resources

Department

Department

Accounting

Operation
Department

Sale

Customs

Department

Declaration

(Domestic)

Department

Document

Customer

Executive

Service

(International)

Department

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PAGE 5

Functions:
Chief Executive Officer (CEO):

-

Structuring,

managing

human

resources

and

supervising all activities of the company.
- Orientating, formulating and implementating of
transportation service business development strategy.
- Managing and operating of transportation services.

Human Resources Director:
- Recruiting, welcoming and introducing
all employees.
- Managing the administrative life of
employees.
- Developing social relations skills.
-

Forwarding

HR

information

and

implementing HR policies.

Vice Director:
- Operating the company's logistics service business
network.
-

Developing

strategy

and

organize

the

implementation of the company's logistics service
business plan.
- Supporting and monitoring when problems arise
- Searching, establishing relationship with potential
customers and expanding target market.

- Maintaining relationships with partners.

STUDENT: Phạm Thị Ngọc Huyền

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Document Manager:
- Drafting and processing import and export
documents.
- Sending notice of arrival.
- Issuing delivery order.
- Contacting with customers and coordinating
with the operation department to carry out
customs clearance procedures.
- Recording documents.

Customer Service:
- Providing necessary documents to
customers.
- Handling customer requests quickly
and efficiently.
- Informing customers about the status

of goods in transit.
- Tracking large orders, deal with
customer inquiries in time.
-

Saving

information,

relationships with customers.

Operation Departmnet:
- Contacting field department at the
airport/port.
- Declaring and handling the declaration at
the port.
- Preparing all records and reporting back
to

the

relevant

departments

at

the

airport/port.

STUDENT: Phạm Thị Ngọc Huyền

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Accounting Manager:
-

Making

sales

invoices

according

to

customers' orders.
- Coordinating with: operator/ sales/ document

staff to collect input invoices, make debit to
customers.
- Coordinating with sales to monitor and urge
debts with customers.

Sale Department:
- Providing necessary information and
convince customers to use the company's
services.
- Expanding customer base by visiting new
customers, introducing and promoting
products and services to customers.

Customs Declaration:

- Contacting Document Department to
get

information on the declaration.
- Declaring customs declaration for an
import/export consignment.
-

Document Department supporting

for emergencies.

STUDENT: Phạm Thị Ngọc Huyền

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Chapter 2: COMPANY OPERATION
2.1. Company operation workflow

Finding customers

Sales department

Customer Service department (CS)

Checking
vessel schedule
Pricing quote
for customers

Sales department

Sales department

Dealing with
customers

Contacting to shipping
CS department

line to make a booking

Sales department
Making contract

Customs declaration
form
Document department

Operation department

STUDENT: Phạm Thị Ngọc Huyền

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Making HBL & MBL

Making a record of
receipts and expenditures

Accouting department

Document department

Making
Surrendered

Accounting and documenting
department check consignment

STUDENT: Phạm Thị Ngọc Huyền

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 Step 1: Sales department finding customers, then checks the price with the
shipping line and makes a price list for the customer.
 Step 2: After the customer agrees, sales department will contact to Customer
Service (CS) department to make a booking.
 Step 3: After have booking, CS department will send it back to Sales
department to send to customers. At the same time, give the document
department to open the file.
 Step 4: Sales department uploads a file records of revenue and profits, then

submits it to CEO to sign for confirmation.
 Step 5: The Customs department contact the customer ask for information to
make the export or import declaration, including: invoice packing list, the
ECUS system to make the declaration and liquidate the declaration at the port to
complete the import and export of that consignment.
 Step 6: The Document department contacts the customer to get detailed
information to make the bill and send it to the customer to check. At the same
time, send bill details to shipping line to make Master Bill (MBL).
 Step 7: Having MBL and House Bill (HBL), send it to the agent at the
destination port.
 Step 8: The Document department sends the file to the Accounting department
to make a record of receipts and expenditures for the shipment. Simultaneously
issue invoices to collect money from customers.
 Step 9: After paying to the shipping line, the Accounting & Documentation
department takes input invoice to complete the file.
 Step 10: After completing revenue and expenditure, the Document department
is responsible for making Surrendered Bill of lading to customers & agents. At
the same time, follow up the route to update for customers and the Sales
department.
 Step 11: The Document & Accounting department is responsible for checking
fully done records to proceed with closing the file of that consignment.

STUDENT: Phạm Thị Ngọc Huyền

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2.2. Workflow of the Document department

Receive booking to open

Step 1

Step 2

the file

Send MBL and HBL to agent

Send

the

file

to

the

Accounting

department to make a record of receipts

Step 3

and expenditures

Step 4

Take input invoice to complete the file

Make

Step 5

Step 6

Surrendered

Bill

lading to customers & agents

Follow up the route

Close the file of that

End

consignment

STUDENT: Phạm Thị Ngọc Huyền

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2.3. Procedure of work at the export Documents department
Make Surrendered Bill or
Original Bill for shipper
after receiving payment
Request Packing

Send HBL

Receive booking

list or Shipping

Issue HBL

to

from CS or Sales

Instruction

( if any)

customers

(SI)

fro

to check

Make
line to

send

L

shipping

&

SI

Send pre-alert to the

check the set of

line

agent you consign

documentations

make MBL

Provide

Surrender

Check

the

MBL and Surrender

Actual Time of

HBL for agent

Departure
(ATD) of the

ship and notify
the shipper

Check the correct ETA

Take Sur. BL from

and notify the customer

the shipping line after

(Shipper) and Sales

payment

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 Description:
-

Receive booking from CS or Sales:

Get the following basic information:
+ What is the item?

+ Cargo weight?
+ Port of Departure (POD)?
+ Port of Loading (POL)?
+ Estimated Time of Departure (ETD)?
-

Request Packing list or Shipping Instruction from customers to make bill

Packing List

STUDENT: Phạm Thị Ngọc Huyền

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-

Issue HBL ( if any):
+ Requested by the shipper
+ The ship is delayed but the Letter of Credit (L/C) is required to write the
correct shipping date
 If have HBL, send pre-alert to the agent you consign let the agent
handle the shipment

 Provide Surrender MBL and Surrender HBL for agents

-

Make Sur. BL or Ori. BL to the shipper after payment is received allowing the
consignee to receive the consignment

Surrendered Bill of Lading

STUDENT: Phạm Thị Ngọc Huyền

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-

Send HBL to customers to check:
+ If the customer has a request to correct the details on the HBL, it must
consider the reasonableness of the request and correct it according to the
customer's request but not contrary to the agent's instructions.
+ Consider whether the correction is necessary to correct MBL, if necessary,
request the shipping line to amend.

-

Make SI send shipping line to make MBL: Ask Shipper to send SI to make
draft MBL. After that, the draft will be sent to the customer to check and ask
the customer to confirm the information on that draft MBL.

-

Contact shipping line to get MBL

-

Check the Actual Time of Departure (ATD) of the ship and notify the shipper to
prepare for consignment

-

Take Sur. BL from the shipping line after payment

-

Check the correct ETA and notify the customer and Sales: Promptly update
customers if there is any problem during transportation

STUDENT: Phạm Thị Ngọc Huyền

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2.4. Analysis of the procedure: Check the set of documentations
Booking Confirmation
-

Upon agreement and acceptance of freight as arranged, customers will send to
Sales department Booking Request.

-

From there, Sales department will take that Booking Request as a basis to send
reservations with the carriers.

-

The carrier will confirm the successful booking by Booking Confirmation and
send it to the CS department or Sales department.

-

When receiving the booking, need to check the information on the booking.

Booking Confirmation
STUDENT: Phạm Thị Ngọc Huyền

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Booking provider

Petitioner

The code of the

(Shipper)

consignment

-

Total booking container qty: Total number of containers in a booking: 1
General Purpose

-

Port of Loading (POL): The place to load the goods on the ship

-

Port of Discharge (POD): The place to unload the goods on the ship

-

Intended Vessel/Voyage = Feeder

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-

Intended Verified Gross Mass (VGM) cut-off: Deadline for the exporter to
send the container weight slip to the shipping company

-

Intended FCL CY cut-off = Port cut-off: Deadline that the exporter must
delivery to the specified place of unloading of the container

-

Intended SI cut-off = Doc cut-off: Deadline that shipper must confirm the
content of the draft BL with the shipping line

Sale Contract : Check information following:

STUDENT: Phạm Thị Ngọc Huyền

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-

Contract no, Contract date

-

Seller information (seller) & Buyer information (buyer)

-

Preliminary information about goods: Name, quantity, quality

-

Payment information: Payment method, form of payment, total payment
amount, payment term.

-

Information about delivery: Incoterms commercial terms, delivery time,
delivery place, delivery method.

-

Port of Loading

-

Port of Discharge

Commercial Invoice

STUDENT: Phạm Thị Ngọc Huyền

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-

Buyer information/Consignee: In this case, the buyer is a direct importer, so
they are also Consignee

-

Seller information

-

Invoice number: A valid abbreviation specified by the exporter

-

Invoice date: Must be before or along with the date of signing BL

-

Description of goods

-

Total amount : In numbers and in words

-

Payments term

Packing list

-

Date and number of packing list

-

Consignment details: Name of goods, quantity of goods, number of packages,
goods dimensions, static weight of goods (net weight), gross weight of goods
(gross weight)

STUDENT: Phạm Thị Ngọc Huyền

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