Gemandept Internship Report

IS047IU VNU-International University
Engineer Internship School of Industrial Engineering & Management
HOCHIMINH CITY INTERNATIONAL UNIVERSITY
SCHOOL OF INDUSTRIAL ENGINEERING & MANAGEMENT
REPORT
INTERNSHIP 2
Name: Bui Nguyen Quang Minh

ID: IELSIU18081
Advisor: Dr. Dao Vu Truong Son
Ho Chi Minh city, Vietnam

May/ 2022
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ACNKNOWLEDGEMENT
Internship - a part of academic discipline for the Logistics and Supply Chain Management
students has been designed not only to acquire practical knowledge of working environment, but
also enable us to adequately understand, attest and consolidate learned course concepts in
campus.
First, I would like to express my sincere and deep gratitude to Mr. Pham Dinh Hoat -
Distribution center Song Than Supervisor and School of IEM created an opportunity for
internship experience at a large company in the field of Logistics, Gemadept. More than that, this
journey would not be complete without the companionship of my colleague, Quynh and seniors
in various departments, especially the Data Department (Ms Kiều, Ms Huyền, and others),
Documentation Department (Ms Hằng, Mr Nhân, and others) and Warehouse Department (Mr
Khánh and Mr Hoàng). It is expected that the integration of cognition in theories and pragmatic
working experience will provide an opportunity for students to determine their person career
goals as they aspire.
However due to some limitations of knowledge and experience, my internship report may have
many errors. Therefore, it would be grateful to receive the feedback and the help from lecturers
and the enterprise to enhance the experience for the process to work later.
Lastly, I would like to articulate my profound gratitude to Dr. Dao Vu Truong Son of the
Department and enterprises for offering unending support and extended co-operation during the
internship.
To all of these, and many more too numerous to name, my sincerest thanks.
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Table of Contents
ACRONYM LIST ....................................................................................................................................... 5
FIGURE LIST ............................................................................................................................................. 5
INTRODUCTION AND PURPOSE OF INTERNSHIP 2 ...................................................................... 8
I. INTRODUCTION OF GEMADEPT CORPARATION ................................................................. 8
1.1. The development history of the company ................................................................................. 8
1.2. Mission and Vision ...................................................................................................................... 9
a. Mission.......................................................................................................................................... 9
b. Vision ............................................................................................................................................ 9
1.3. Organizational chart in the company........................................................................................ 9
1.4. Services description and network ............................................................................................ 10
a. Port operation .............................................................................................................................. 10
b. Logistics ...................................................................................................................................... 11
c. Strategic investment .................................................................................................................... 12
d. Real estate ................................................................................................................................... 12
II. GEMADEPT LOGISTICS ONE MEMBER COMPANY LIMITED .................................... 14
2.1. Overview of the logistics industry in Vietnam....................................................................... 14
a. Vietnam logistics industry report 2021 ....................................................................................... 14
b. Overview of warehousing and other supporting activities .......................................................... 17
2.2. Overview of Distribution center 2 in Gemadept Logistics company .................................... 19
2.3. The ERP system implemented in Gemadept Logistics company.......................................... 19
2.4. The Custom Declaration system in Gemadept Logistics company....................................... 20
III. TASKS ........................................................................................................................................... 22
3.1. Timeline and workload distribution ........................................................................................ 22
3.2. Department of Data controller................................................................................................. 23
a. Importing data process ................................................................................................................. 23
b. Exporting data process ................................................................................................................. 42
3.3. Department of Import – Export Documentation ................................................................... 49
a. Handle customs declarations for goods imported from inland............................................................ 49
b. Handle customs declarations for goods imported from foreign countries .......................................... 54
c. Handle customs declarations for goods exported to foreign countries................................................ 63
d. Handle procedure for exporting goods on Infor System ..................................................................... 67
e. Booking procedure in shipping lines ................................................................................................... 68
f. Contract Renewal and Transfer of Ownership of the Goods ............................................................... 80
3.4. Department of Distribution center .......................................................................................... 81
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a. Importing goods into DC .............................................................................................................. 81

b. Exporting goods from DC ............................................................................................................ 83
IV. RECOMMENDATIONS TO INCREASE EFFICIENCY OF WAREHOUSEING ACTIVITIES
IN DC 1 AND 2 OF GEMADEPT LOGISTICS COMPANY .............................................................. 85
4.1 Peak season ................................................................................................................................ 85
4.2 Automation implementation .................................................................................................... 85
4.3 Loading and unloading at the dock ............................................................................................. 85
4.4 Working environment................................................................................................................... 85
V. CONCLUSION..................................................................................................................................... 86
VI. REFRERENCES ................................................................................................................................ 87
Advisor Evaluation ................................................................................................................................... 88
Supervisor Evaluation .............................................................................................................................. 89
Employer Evaluation ................................................................................................................................ 90
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ACRONYM LIST
No. Acronym Meaning

1 DC Distribution center
2 WMS Warehouse Management System
3 FCL Full Container Load
4 LCL Less Container Load
5 DO Delivery Order
6 PO Purchase Order
7 Cont Container
8 PL Packing list
FIGURE LIST
Figure 1. 1 Organizational chart in the company ............................................................................ 9

Figure 1. 2 Detailed Organizational chart in the company ........................................................... 10
Figure 1. 3 Port Operation facts .................................................................................................... 10
Figure 1. 4 Phuoc Long ICD Port facts......................................................................................... 10
Figure 2. 1 Vietnam GDP growth by quarter, 2016 – Q2/2021 .................................................... 15
Figure 2. 2 Structure of gross domestic product, 2019 - 2021 ...................................................... 15
Figure 2. 3 Total revenue of VNese enterprises in Logistics industry, 2015 – 2020.................... 16
Figure 2. 4 Number of enterprises in the logictics industry in Vietnam, 2015 – 2020 ................. 17
Figure 2. 5 Overview Gemadept DC1 and 2................................................................................. 19
Figure 3. 1 Summary of timeline and workload distribution ........................................................ 23
Figure 3. 2 WMS software interface/ EDI tab .............................................................................. 23
Figure 3. 3 Infor software interface/ New item tab ....................................................................... 24
Figure 3. 4 WMS software interface/ detailed new item .............................................................. 24
Figure 3. 5 Excel database interface/ factories in Vietnam .......................................................... 26
Figure 3. 6 Excel database interface/ factories in Vietnam (2) ..................................................... 27
Figure 3. 7 Email to customer interface/ confirm PO Key and ASN ........................................... 28
Figure 3. 8 “Phiếu xuất hàng” from inland factory ....................................................................... 29
Figure 3. 9 Putaway excel file (1) ................................................................................................. 29
Figure 3. 10 Putaway excel file (2) ............................................................................................... 30
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Figure 3. 11 Packing list report from customer ............................................................................ 31

Figure 3. 12 Putaway hard copy file ............................................................................................. 32
Figure 3. 13 “Phiếu biên nhận hàng hóa” ..................................................................................... 33
Figure 3. 14 WMS software interface/ ASN import ..................................................................... 33
Figure 3. 15 WMS software import order to Excel file ................................................................ 34
Figure 3. 16 Infor software interface/ ASN Receipt ..................................................................... 35
Figure 3. 17 Infor software interface/ ASN Receipt Owner ......................................................... 35
Figure 3. 18 Infor software interface/ ASN Receipt details.......................................................... 35
Figure 3. 19 Infor software interface/ ASN Receipt/ General tab ................................................ 36
Figure 3. 20 Infor software interface/ ASN Receipt/ Actions/ Receive all .................................. 37
Figure 3. 21 Infor software interface/ ASN Receipt/ Received status .......................................... 37
Figure 3. 22 Excel database file/ Input goods (1) ......................................................................... 38
Figure 3. 23 Excel database file/ Input goods (2) ......................................................................... 38
Figure 3. 24 “Tờ khai hàng hóa xuất khẩu” (1) ............................................................................ 39
Figure 3. 25 “Tờ khai hàng hóa xuất khẩu” (2) ............................................................................ 40
Figure 3. 26 Commercial invoice from inland factory ................................................................. 41
Figure 3. 27 Packing list report from inland factory ..................................................................... 42
Figure 3. 28 Picking list report details .......................................................................................... 46
Figure 3. 29 Infor software interface/ mass ship orders tab .......................................................... 47
Figure 3. 30 Verified gross mass of container on international transport file .............................. 48
Figure 3. 31 KNQman interface/ Lease contract .......................................................................... 50
Figure 3. 32 KNQman interface/ Phiếu nhập kho (Hàng kiện) (1) ............................................... 51
Figure 3. 33 KNQman interface/ Phiếu nhập kho (Hàng kiện) (2) ............................................... 51
Figure 3. 34 KNQman interface/ Phiếu nhập kho (Hàng kiện)/ Danh sách hàng ......................... 52
Figure 3. 35 KNQman interface/ Phiếu nhập kho (Hàng kiện)/ Kết quả xử lý phiếu .................. 52
Figure 3. 36 ECUS5-VNACCS 2018 interface/ Tờ khai hải quan/ IDA ...................................... 55
Figure 3. 37 ECUS5-VNACCS 2018 interface/ IDA/ Thông tin chung....................................... 55
Figure 3. 38 ECUS5-VNACCS 2018 interface/ IDA/ Đơn vị xuất nhập khẩu ............................ 56
Figure 3. 39 ECUS5-VNACCS 2018 interface/ IDA/ Vận đơn ................................................... 56
Figure 3. 40 ECUS5-VNACCS 2018 interface/ IDA/ Vận đơn MAWB ..................................... 57
Figure 3. 41 ECUS5-VNACCS 2018 interface/ IDA/ Thông tin vận chuyển .............................. 58
Figure 3. 42 ECUS5-VNACCS 2018 interface/ IDA/ Danh sách hàng ....................................... 59
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Figure 3. 43 Container cargo screening directive ......................................................................... 60

Figure 3. 44 ECUS5-VNACCS 2018 interface/ Lấy phản hồi từ Hải quan ................................. 62
Figure 3. 45 FOB – INCOTERMS 2020 ...................................................................................... 65
Figure 3. 46 EKMTC Booking ship lines website interface ......................................................... 70
Figure 3. 47 EKMTC Booking ship lines website interface/ checking time schedule ................. 71
Figure 3. 48 EKMTC Booking ship lines website interface/ shipping schedule in month........... 71
Figure 3. 49 KMTC Bill of lading ................................................................................................ 75
Figure 3. 50 Commercial Invoice extracted from WMS software................................................ 77
Figure 3. 51 Packing list extracted from WMS software.............................................................. 78
Figure 3. 52 Debit note from SITC shipping lines........................................................................ 80
Figure 3. 53 Loading and unloading process at docks .................................................................. 82
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INTRODUCTION AND PURPOSE OF INTERNSHIP 2
I. INTRODUCTION OF GEMADEPT CORPARATION
1.1. The development history of the company
Gemadept was established in 1990, pioneered

the start-up with the country and became one of
the first three companies selected by the
government to pilot equitization in 1993. Since
2002, Gemadept was officially listed on the
market. Vietnam stock market. Experiencing a development journey for 3 decades, proud to be a
leading enterprise, opening roads connecting Vietnamese goods to the world. Gemadept,
steadfastly and strongly rose to the role of a leading port and logistics operator in the country.
Today, when it comes to Gemadept, it means the most modern and large-scale port and logistics
network located in the lifeblood of many provinces and cities in the country and reaching out to
other countries in the region. Even more proud when talking about Gemadept is talking about a
reliable companion of thousands of domestic and foreign customers and partners who have
trusted and supported Gemadept over the years.
With the scale of dozens of subsidiaries and joint ventures, especially with significant
contributions to the country's economy, Gemadept has been honored in the Top 500 largest
enterprises in Vietnam for many consecutive years and the Top 1000 for many consecutive
years. enterprises that contribute the most to the national budget, Top 10 leading logistics
enterprises in Vietnam, Top 50 effective enterprises, Top 50 best listed enterprises in Vietnam
voted by Forbes, etc.
Steadfastly entering the new development era, Gemadept continues to consolidate its leading
position and improve its core competencies; strengthen the contingent of staff who are
professional, professional and enthusiastic; accelerate the expansion of the network, scale and
scope of service provision; increasing the application of modern technology and improving
service quality to optimize business efficiency, and at the same time bring outstanding values to
customers, partners, shareholders... At the same time, the Company always focus on corporate
social responsibility, take care of employees' lives, contribute to the national budget, perform
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social and charity works, protect the environment, save energy, etc., join hands to build Vietnam
to develop prosperous and sustainable country.
1.2. Mission and Vision
a. Mission
Promoting economic flows, creating added value for the country, businesses and companion
partners through a chain of outstanding services and solutions.
b. Vision
Become a leading corporation in Vietnam in the integrated ecosystem of Ports and Logistics.
1.3. Organizational chart in the company
Figure 1. 1 Organizational chart in the company
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Figure 1. 2 Detailed Organizational chart in the company
1.4. Services description and network
a. Port operation
Figure 1. 3 Port Operation facts
PHUOC LONG ICD PORT
Figure 1. 4 Phuoc Long ICD Port facts
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Being an international port and an ICD, PIP also provides full range of value added services
including: depot, customs clearance, forwarding agent and multi-modal transportation (door to
door service) by barges, tractors… Moreover, PIP has become one of the leading reefer vendors
in Vietnam providing full PTI, repair and warranty services.
With the goal of becoming the leading ICD and port logistics operator in VietNam, PIP
constantly upgrades infrastructure in order to meet the demands of main-line operator and
importer/exporter, as long as plays a strategic role for Gemalink in Cai Mep-Ba Ria Vung Tau.
Exclusive features:
• Strategic geographical location

• Saving 30% cost of each call for shipping lines
• Quick and convenient customs clearance
• Provide trucking & barging services anytime, anywhere.
Infrastructure:
• CY Area: 17 ha
• Berth length: 350 m
• Draft: -6 m
• CFS: 5.000 m²
b. Logistics
DISTRIBUTION CENTERS
As one of the key point in our supply chain services, distribution center has strongly invested in
several cities of Vietnam.
Currently, Gemadept logistics is operating distribution centers and warehouses network with
total areas of more than 400,000 in key economic zones like: Ho Chi Minh, Binh Duong, Ha
Noi, Hai Phong, Bac Ninh, Hung Yen,… which is suitable for all industries such as: FMCG,
F&B, furniture, electronics, raw materials, automotive components,…
Gemadept logistics honors to be a reliable companion for more than 300 customers, domestic
and oversea enterprises including large firms in Vietnam and multi-national corporations.
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DC1 & DC2 :
Commencement since 2011 – covered 35,000, with capacity up to 50,000 pallets and equipped
with dock levelers, these are some of the first modern distribution centers in Song Than
Industrial Park.
DC3
24/7
All of our distribution centers are equipped with CCTV and Sprinkler operated 24/7 for security
and safety. Regardless of industry sector, Gemadept Logistics ensures to provide the best
distribution center services that bring the best value to customers.
Outstanding Features
1. Distribution centers are located at the prime locations in key economic zones of Vietnam
2. Operate the largest and most moderm warehouses in Vietnam
3. Meet all demands with diversified warehouses : bonded warehouse, domestic warehouse, CFS
warehouse, cold storage warehouse,…
4. Equipped with “Warehouse Management System” (WMS) by Infor, BI solution (Business

Intelligence), EDI standards,…
5. Ventilation, temperature control, humidity, surveilance camera system,…
Satify international standards like : FM Global, Green, HACCP standard (for food), C-TPAT,
TAPA,…
c. Strategic investment
In addition to the two core businesses of Port operation and Logistics, Gemadept owns a number
of selected investment projects, including real estate projects located in the most favorable
locations, golden lands in the busy economic and administrative centers of big cities. The
commercial value of these projects has been increasing sharply.
d. Real estate
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Real estate is one of Gemadept's selective investments. Currently, Gemadept is implementing

two complex projects, the Saigon Gem project in CBD of District 1, Ho Chi Minh City and a 5-
star hotel project in Vientiane, Laos.
Saigon Gem project is located in the golden land of HCMC with a total land area of 3,640 sqm.
This is a high-end complex consisting of a commercial center and Grade A office with modern
and classy architecture and meets the requirements of the local government's architectural
planning criteria.
Information about the project:
• Land area: About 3,640 m2
• Construction area: 60,000 m2
• Total investment capital for the project: USD 140 million (estimated)
• Architectural and structural design consultancy: International
• Estimated construction period: 2.5 years
For the real estate project in Vientiane, this is a 6,715 square meters area stated in a very
favorable location right on Lane Xang Avenue of Laos' capital. The 5-star hotel project is
designed with 7 floors and 1 basement with a total floor area of 21,329 sqm. Once completed, the
project will provide Vientiane Capital with 231 5-star hotel rooms.
Information about the project:
• Land area: 6,700 sqm
• 6-storey complex, including:
o 5 star hotel
o Shopping mall
• Total investment capital for the project: USD 140 million (estimated)
• Estimated construction time: 2 years
With the extremely rare and favorable locations mentioned above, the two real estate projects of
Gemadept promise to become iconic works in the two busiest economic and commercial centers
of Vietnam and Laos
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II. GEMADEPT LOGISTICS ONE MEMBER COMPANY LIMITED
Gemadept Logistics Company

Limited (Gemadept Logistics-
GLC) was established in 2008
and is a subsidiary of Gemadept
Group - a pioneer group in the field of maritime and logistics in Vietnam. Currently, Gemadept
Logistics has been providing customers with services from multimodal transport to warehousing,
loading and unloading, customs clearance, processing and processing of agricultural products, ..
to products. fast-moving consumer goods, import-export goods as well as special super-sized and
super-heavy goods for the project. With nearly 10 years of construction and development, GLC
has rich experience by dedicated staff, visionary leaders and also thanks to close relationship
with authorities at all levels, Gemadept Logistics always provides for Best customer service with
excellent operation. Not satisfied with what has been achieved, Gemadept Logistics always
focuses on process improvement, perfecting facilities to increasingly bring customers the most
perfect services. In addition, GLC's expert teams work closely with customers to ensure that the
company's 3PL solutions best match their goals and expectations. Therefore, GLC has been
trusted and chosen by more than 200 typical customers such as Masan, Kinh Do, Vinamilk,
P&G, Unilever, Samsung, Ajinomoto, Honda, Hyundai, Mercedes-Benz, LG Electronics... the
clearest evidence for the quality service of GLC.
2.1. Overview of the logistics industry in Vietnam
a. Vietnam logistics industry report 2021
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Figure 2. 1 Vietnam GDP growth by quarter, 2016 – Q2/2021

After hitting bottom in 2Q20, Vietnam's economy in 4Q20 and 1H21 has shown a V-shaped
recovery.
Although Vietnam has experienced a third and fourth wave of the COVID-19 pandemic (at end-
January and April 2021, respectively), Vietnam's economy in 1H21 continued to rebound, up
5.6% YoY from the lowest in 1H20 (+1.8% YoY in 1H20). Vietnam's GDP expanded by 4.7%
YoY in 1Q21 and increased by an estimated 6.6% YoY in 2Q21.
Figure 2. 2 Structure of gross domestic product, 2019 - 2021
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In 2020 and 1H21, Transportation and warehousing sector has slowed down with a reduction
from 9% increase in 2019 to 1.9% decrease in 2020. In 1H/2021, Vietnam has both maintained
production activities and combated the pandemic that lead the market rise up. The logistics
market also have the recover, however in 1H2021, the Transportation and warehousing still
decrease 0.6%.
Figure 2. 3 Total revenue of VNese enterprises in Logistics industry, 2015 – 2020
In 2020, the revenue of Vietnam's logistics industry is estimated at 23.29 billion USD, down
12.2% compared to 2019 due to the impact of the Covid-19 pandemic, causing a sharp decrease
in the demand for transportation services. In which, the airfreight recorded the strongest decrease
in both transport and rotation volume. Because many factories had to suspend operations, the
number of goods that needed to be moved was reduced, leading to a decrease in the
transportation and delivery of goods in the supply chain, greatly affecting the operation of
transportation service businesses.
Profit before tax of Vietnam's logistics industry had a positive growth rate in the period 2015 -
2018. But in 2019 and 2020, the profit of the industry decreased sharply, even reaching negative
levels due to the negative impact of Covid-19.
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Figure 2. 4 Number of enterprises in the logictics industry in Vietnam, 2015 – 2020
Number of logistics enterprises tend to increase over the years of 2010 - 2020. By the end of
2020, an estimated 35,744 enterprises were operating in the logistics industry, an increase of
5.5% compared to 2019.
Currently, Vietnamese logistics enterprises are providing about 17 different services, focusing on
forwarding, transportation, warehousing, express delivery, and customs declaration. The overall
growth rate of Vietnam's logistics industry in recent years is about 14 - 16%/year, with a value
scale of over 40 billion USD/year. According tothe Report on Strengthening the Road Transport
Industry in Vietnam, road freight is the predominant mode of transport in Vietnam.
b. Overview of warehousing and other supporting activities
A bonded warehouse is a transshipment center, a bridgehead to access the market before

putting goods on the official market. However, the role of bonded warehouses in Vietnam has
not really been promoted. The number of bonded warehouses across the country is not small, but
it has not really met the needs of import-export enterprises. Most of the bonded warehouses are
outdated, warehouses upgraded from previous facilities are not warehouses.
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In fact, at present, the demand for bonded warehouses invested with modern, in-depth
and quality systems is increasing, most of which come from foreign customers. Taking
advantage of 3PL service prices (except warehouse rent) which are still quite competitive in the
Vietnamese market, foreign customers often rent bonded warehouses to serve as distribution
centers for export goods thanks to their flexibility. of this type of warehouse. This is a good
opportunity for bonded warehouse businesses with sustainable development policies, capable of
satisfying customers' needs well.
On the other hand, this is also a condition for warehouses to improve service quality,
creating synchronization with the general trend to create a uniform and competitive bonded
warehouse market in the region.
Realizing the great development of the bonded warehouse business and the increasing
market demand for this type, the customs industry has been focusing on improving many issues
related to the management supervision process. management, gradually applying information
technology to simplify procedures. This contributes to improving the service value of the bonded
warehouse type, and also creates a good impression of a positive change, as assessed by foreign
customers.
As of December 2020, the General Department of Customs has issued a decision to

recognize 180 bonded warehouses nationwide, which are managed by 22 Customs Departments
of provinces and cities and carry out customs procedures for goods brought in. in and out of the
bonded warehouse.
Regarding the general situation, bonded warehouses operate well at routes and locations
with high traffic volume such as seaports (Hai Phong, Ba Ria - Vung Tau, Ho Chi Minh City...),
border gates. (Quang Ninh, Lang Son, Cao Bang, Tay Ninh, Binh Phuoc...) have a large volume
of trade with bordering countries; a number of bonded warehouses in the inland serving the
goods storage activities of export processing enterprises and industrial parks (Bac Ninh, Ninh
Binh, Binh Duong, Dong Nai...).
2.2. Overview of Distribution center 1 in Gemadept Logistics company
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Figure 2. 5 Overview Gemadept DC1 and 2

The 8,800m2 project is located in Song Than 1 Industrial Park, Di An District, Binh
Duong Province - a very convenient location for receiving as well as carrying out procedures
related to the import and export of goods:
• Distance from Cat Lai port: 12km

• Distance from Tan Son Nhat Airport: 15km
• Distance from city center. Ho Chi Minh City: 13km
As a new department store bonded warehouse that was put into operation at the beginning
of the second quarter of 2011, the new center promises to bring customers outstanding services
with optimal solutions.
2.2. Overview of Distribution center 2 in Gemadept Logistics company
With an area of over 24,000m2, the distribution center of Gemadept Logistics is expected
to have a capacity of up to 60,000 standard pallets, equivalent to 90,000 CBM.
Location: Song Than 1 Industrial Park, Di An District, Binh Duong Province
• Area: 24,000m2
• Number of racking floors: 7 floors
• Number of stores to receive goods: 30 doors
• Docking leveler: 22 docks
2.3. The ERP system implemented in Gemadept Logistics company
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Currently, at DC1 and DC2 of Gemadept are using Infor system to manage large volume of
order information when entering and leaving warehouse.
Infor is a global leader in business cloud software products for

companies in industry specific markets. Infor builds complete industry
suites in the cloud and efficiently deploys technology that puts the
user experience first, leverages data science, and integrates easily into
existing systems.
Over 65,000 organizations worldwide rely on Infor to help overcome market disruptions and
achieve business-wide digital transformation.
2.4. The Custom Declaration system in Gemadept Logistics company
The ECUS5VNACCS software system is built and designed according to the standards of the
modern electronic customs system, fully meeting the professional processes of the
VNACCS/VCIS system of Vietnam Customs.
The functionality of ECUS5VNACCS software is

extended from customs clearance declaration
procedures to tax exemption list registration
procedures; procedures applicable to both
commercial and non-commercial goods; simple
procedures for low value goods; management of
goods temporarily imported for re-export, .. At the same time, it still fully supports declaration
functions to the centralized receiving system of Customs such as barcodes, goods identification
numbers, electronic documents and management. Manage and report the final settlement of types
of Outsourcing, Production for export, Processing for export.
Salient features
• Fully satisfy customs operations according to Circulars, Decrees, and state policies
• Fully satisfy the e-Declaration of goods automatically
• Manage registration of tax-free goods list – TE
• Manage the registration of the list of temporarily imported and re-exported goods – TIA
• Function to support declaration and settlement of import and export goods
• Management of goods declaration of specific types
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• Support many internal management reports of enterprises

• Integration of ECUSSignPro signing system and ECUSDRIVER online data storage
service
• Integrated public service declaration function
• Integrating the port infrastructure fee declaration function
• Automatically update timely import-export policy changes
• Commitment to support businesses 24/7
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III. TASKS
3.1. Timeline and workload distribution
Time Duration Department Workload

• Study the procedure of importing and exporting
goods in DC 1 and 2
• Study the Infor software system implemented
in DC 1 and 2
• Input the location of goods inside warehouse
01/3 – Data controller
3 weeks • Work with different customers and various
19/3 Department
types of goods inside warehouse
• Import the goods information to Infor software
system
Main instructors: Ms Huyền, Ms Kiều (leader
team DC 1 + 2 and other employees
• Study the documentation and customs
declaration procedure of importing and
exporting goods in DC 1 and 2
• Study the ECUS5 VNACCS 2018 software
system implemented in Document Department
21/3 – Documentation • Input the location of goods inside warehouse

3 weeks
9/4 Department • Work with different customers and various
types of goods inside warehouse
• Import the goods information to Infor software
system
Main instructor: Ms Hằng (leader team

Documentation and other employees
• Study the loading and unloading procedure
11/4 – Warehouse goods in DC 1 and 2

2 weeks
23/4 Department • Study the tally process when loading and
unlading from container
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Main instructor: Mr Khánh (leader team Warehouse

and other employees)
Figure 3. 1 Summary of timeline and workload distribution
3.2. Department of Data controller
a. Importing data process
Stage 1: Receiving PO from WMS system and handling failed PO import
Access the tab EDI/ JOFRAN/ Import PO/ PO Pending to check whether our customer
JOFRAN has transmitted the PO signals to the system. If PO details appear in the
working area “PO Pending List”, I will select each of them and create the PO.
Figure 3. 2 WMS software interface/ EDI tab
Regarding the WMS’s reporting failed creation:
This is explained by the fact that some of items sent by customers are new and have not
been updated to our system. In this case, I need to to select each item and export to excel
file named “FAIL 16.03.22” and merge items, PO codes, information followed by item.
After that, accessing the Infor 9 system/ Facility / Enterprise / Configuration / Item to
check if the item code has been updated to the system, for any item code that is not
available, I will highlight them in the excel file to update the detailed information.
Accessing the Infor 9 system/ Facility/ Enterprise/ Configuration/ Item/ New → in the
General tab, enter Owner information, Item code, Description (note: the character length
< 60 characters), CBM, GROSS WEIGHT → save
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Figure 3. 3 Infor software interface/ New item tab
Go to Facility/ Songthan/ Configuration/ Item - find item code/ notes/ UDF7 and
enter packssize (used to calculate inventory):
• Packsize 1 is 1 carton with 1 pcs

• Packsize 2 is 1 carton with 2 pcs
Figure 3. 4 WMS software interface/ detailed new item
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After updating the new item, I will go back to the tab “PO fail” on the tab bar of WMS
and choose “Repair PO”
Stage 2: Updating the PO details to internal storage
It is necessary to store each and every detai of information for later searching or
controling, therefore I will access the Infor 9 system/ Inbound/ Purchase Order/ choose
JOFRAN or *52/ choose date (e.g. 16/03/2022) and export the Excel file “wmsapp” sheet
Detail.
After that, I will copy the information in the Detail sheet (including Purchase Order
number, Item number, PO Line, QtyOrdered) and paste into Excel file "NHA MAY - TO
KHAI 2021" sheet PO TRUYEN.
In the "NHA MAY - TO KHAI 2021" sheet PO TRUYEN:
● Run the formula ExternPOKey, EffectiveDay, Inventory (updated from sheet “TON
KHO HANG NGAY”).
● From column: manually enter the manufacturer's name according to the Supplier Code
Supplier NGHIA KY THANH MINH LATITUDE LOT 2494-7 ART & CRAFT LILA
Supplier SU0206 SU0336 SU0123 SU0313 SU0355 SU0325

Code
In the Sheet “PO TRUYEN”, I will sort information by factory and copy information
(including POKey, Item No, POLineNumber, ExternPOKey, FROM, QtyOrder,
EffectiveDay) into each sheet of the factory. As our company works with customers and
suppliers simultaneously, it’s advisable to manage the inputs and outputs in every order.
25
Figure 3. 5 Excel database interface/ factories in Vietnam
● In the sheet “TO KHAI” → Copy column PO#, VENDOR → Enter Quantity
Corresponding number of parcels → Check and compare with WMS system.
26
Figure 3. 6 Excel database interface/ factories in Vietnam (2)
Stage 3: Sending confirmation email
For foreign factories, I will send a general confirmation email to customer – JOFRAN
including:
○ Sending email to Supply Chain Group including JOFRAN manager and internal
Data team, Warehouse manager to confirm with customer that the transmitted PO
has been received with information fields (including POKey, Item Number,
POLineNumber, ExternPOKey , FROM, QtyOrdered, EffectiveDate, Inventory)
○ For foreign factories, GMD will do the declaration procedures.
27
Figure 3. 7 Email to customer interface/ confirm PO Key and ASN
For domestic factories, a separate confirmation email will be sent to each factory
○ Domestic factories will send an additional email (reply email Confirm PO) to
ask the factory to provide a declaration before sending the goods to the GMD
warehouse.
○ Email content: PO number and bale number → factory opens declaration and
resends
Stage 4: Importing goods to warehouse
This stage has steps in total
Step 1: Receive PKL from customer via email 1 day before the goods are imported into
the Warehouse.
• Email content, required codes to import goods

• Enter the item code in the Shipment Note from the factory into the Excel file
“putaway.xls” to divide the pallet and position
28
o Example: item code 1769-44 containing 70 cartons is divided into 7

locations (10 cartons/ location)
Figure 3. 8 “Phiếu xuất hàng” from inland factory
Figure 3. 9 Putaway excel file (1)
29
Figure 3. 10 Putaway excel file (2)

Step 2: Receive the import declaration and compare the goods code and quantity with the
PKL, print the Packing list for the Import Warehouse.
• The PKL will include the product item code / SKU and the number of units
calculated by carton or pallet.
• I will print the putaway slip (including item information, lot, quantity, unit,
location)
• The staff at the warehouse will enter the goods into the locations (locations) on
the shelves (rack) and note the location on the putaway slip (Allocate location
automatically or manually), note “Goods receipt”
30
Figure 3. 11 Packing list report from customer
31
Figure 3. 12 Putaway hard copy file
32
Figure 3. 13 “Phiếu biên nhận hàng hóa”

Step 3: Create import orders on Excel => upload to the warehouse management system
• Warehouse management system “Warehouse Management System” (WMS) on

Infor 9 or Infor 11 software (depending on customers). In case of both software
errors, use WMS software written by IT.
Figure 3. 14 WMS software interface/ ASN import
33
Figure 3. 15 WMS software import order to Excel file

• Create an import order in excel (including information) to upload to the WMS
software associated with Infor 9
• On Infor 9 will go to Inbound / ASN, click on ASN to check information (cont
number, supplier code, item code, cargo handling unit, quantity). If the
information matches the data on the packing list, then proceed to select Action /
Receive to complete entering the goods information into the Infor 9 management
system.
34
Figure 3. 16 Infor software interface/ ASN Receipt
Figure 3. 17 Infor software interface/ ASN Receipt Owner
Figure 3. 18 Infor software interface/ ASN Receipt details
35
Figure 3. 19 Infor software interface/ ASN Receipt/ General tab
36
Figure 3. 20 Infor software interface/ ASN Receipt/ Actions/ Receive all
Figure 3. 21 Infor software interface/ ASN Receipt/ Received status

• 1 PO will have 1 ASN
• Update information of imported orders to an excel file for internal storage for
monitoring and review
37
Figure 3. 22 Excel database file/ Input goods (1)
Figure 3. 23 Excel database file/ Input goods (2)
38
Step 4: Report to the document department to open the declaration when the goods are
fully imported
Step 5: Print receipts of delivery and receipt of imported goods, and synthesize import
documents (hard copies) to send to customers once a week
Figure 3. 24 “Tờ khai hàng hóa xuất khẩu” (1)
39
Figure 3. 25 “Tờ khai hàng hóa xuất khẩu” (2)
40
Figure 3. 26 Commercial invoice from inland factory
41
Figure 3. 27 Packing list report from inland factory
b. Exporting data process
Step 1: Receive delivery instructions via email from customers
• Email subject: Waved-City (FL)-Po# 1878359

• Email form: [Waved]-[Shipper name]-[Po# number]
• Email content:
o Item code: 30082001-2:1 (in WMS, the field name is PACKSLIP)
o PO number: 1878359 (in WMS, the field name is Customer_PO)
o Booking number: SGN1524987
o Attachment: Booking confirmation (sent by the customer)
booking picture stickers
42
Types of containers:
20HC
40HC = 45GP
40ST = 40GP (low content)
4xL5GP (highest container)
Step 2: Check the information in the Booking file that the customer attached in the
email
• I will check departure date (ETD), SI cut-Off Date/Time (must be packed at least
1 day in advance), container type (usually 40HC), and booking number for Data
controller and D/c uploaded to the system Info.
• For example:
o Booking number: SGN1524987 (store the last 4 digits internally)
o ETD: 23-Mar-2022 10:30
o SI Cut-Off Date/Time: 18-Mar-2022 04:00 PM
o Merchant Haulage/Quantity 1x40'HC
Step 3: Update booking on WMS system
• I will access WMS system, select the Import Order tab → Tick all the
corresponding item code in the email Customer sent above and export the excel
file (Ctrl + Export to Excel). (illustrated in Figure )
• Next, I will create folder “BK4987” (taken from last 4 digits of BK) in folder
ANH KHANH (Warehouse Supervisor)/BK4987/save excel file BK4987.
(illustrated in Figure )
• Open excel file BK4987 and then delete unnecessary columns, keeping the
following fields: DetailOrderNumber, PRODUCT, QTY_TOPICK,
TotalCube(m3), TotalCube(feet), HarmonizedTariffCode, CBM OF GMD.
(illustrated in Figure )
43
• Go to the MAU file, copy the CBM OF GMD formula into the BK file to
compare the customer's CBM with the CBM of the GMD warehouse. (illustrated
in Figure )
o If there is a big difference between the 2 CMBs, the Data Controller will
adjust them to be similar.
o If the GMD warehouse has not yet measured CBM, then use customer’s
data
• Calculate total QTY_TOPICK, Total Cube(m3), Total Cubic(feet), CBM OF
GMD. (illustrated in Figure )
• Sort by A-Z, prioritize DetailOrderNumber then PRODUCT if there are multiple
item codes in 1 BK. If there is only one item code, then only sort A-Z by
PRODUCT
• Check if there is an item code that is allowed to increase or decrease (eg: Waved
+/- ) then highlight it. (illustrated in Figure )
• Format the file to send to the customer for easy viewing. (illustrated in Figure )
Step 4: Create export orders on WMS
• Tick select PACKSLIP of the order to create an order → Click “Create Order” so
that the system generates a new SO number (eg: 2200008718). If there are many
PACKSLIPs in 1 BK, then Create Order for each DetailOrderNumber in turn, not
Create Order that combines multiple DOs at the same time. (illustrated in Figure
)
• Go to the Shipment order tab → Look up the SO number and then open the SO
information details → Fill in the information: Booking No, CNTR Size/Types,
FCL/LCL (DO choose FCL first). If there are many DOs, from the 2nd DO, do
not enter CNTR Size/Types and enter LCL. (illustrated in Figure )
• Check Total Quantity on WMS with information on Excel file BK4987 and click
Save. (illustrated in Figure )
Step 5: Confirm booking with customers
44
• Reply to all Waved emails of the customer, the content of the email reconfirms
with the customer the item code, PO number, booking number and copy of the
BK details table.
• At the same time, Mr. Khanh will go to HQ to apply for seals, based on booking
to make a packing plan including:
o HANG TAU
o CY (Container Yard) Cutoff Date
o SI Cut-Off Time
o Port of Shipment (CANG HA)
o ETD
o Cont No
o Seal No
o Seal HQ
o PO
o Cont parameters: max, tare
Auto allocate before closing date, print picking list report (4 copies), check and compare
the quantity,
Step 6: Print the Picking List
Bring the warehouse picking list, quantity check sheet, container quality check sheet to
the warehouse to pick, check and then return it to the Data department.
45
Figure 3. 28 Picking list report details
Step 7: Customers send email with packing list
Step 8: Summary of declarations, except for inventory
Step 9. Send an email to confirm the export order to the customer
The content of the email must include important documents, namely the scan of the cont
quality control sheet, Packing list (including packing list Customer previously added with
cont number and seal number, VGM, summary declaration (sheet 2 sent to Docs room)
and item list -factory
In case of reduction of goods, HQ has deducted the inventory but has not yet shipped the
goods, please note in the Excel file TRU TO DECLARATION so that the next time you
ship, do not subtract to avoid inventory errors.
46
Ship goods from Infor 9 system:
• search by owner → search PO

• In Outbound/Shipment Order tab → Open Misc field → Fill in cont number (in
UDF1 field), seal number (in UDF2 field) from excel file
• Open the Carrier field → Select picking unit → Save
• Go to the Mass ship/Shipment Order tab → Enter the Order number (eg
Z200006379) → Unpack that Order and choose Action → Ship
Figure 3. 29 Infor software interface/ mass ship orders tab
47
Step 10: Print VGM for the driver to lower the container.
Figure 3. 30 Verified gross mass of container on international transport file
Step 11: Make a compound container
Compound container means that 1 container includes both domestic and foreign
accounts). Our task is to send a list of documents and customs warehouse.
The shipping staff contact the documentation department to receive the container seal and
pick up the goods
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3.3. Department of Import – Export Documentation
a. Handle customs declarations for goods imported from inland
For the first digit number of declarations starting with 3:
The customer will open and send it to Ms. Phuong to print it out and send it to Mr. Nhan
to open the warehouse lease contract and the warehouse receipt.
Step 1: I will access the KNQman system on laptop to create the bonded warehouse lease
contract
KNQman - Management of the bonded warehouse system (TSD) _ Version 2.1
Field: Contract - Voucher → select Warehouse lease contract
• Available information
• Contract number
• Date of entry: 19/03/2022 (together with contract signing date)
• Payment currency: USD
• Warehouse tenant: JOFRAN
→ Select “Record” → create a new warehouse lease contract
→ Select “List of contracts” → show contract codes (check whether created successfully
or not)
49
Figure 3. 31 KNQman interface/ Lease contract

If there is a new code that has not been generated, go to the Catalog tab → “Spectrum
list” and click “Add” to fill in the new product code information.
• Product code
• Product Name
• Unit code
• HS Code
• Country of Origin Code
• Product group code
• Conversion rate
• Notes
→ Select “Record” to record the new product key → “Declare” → “Get feedback”
50
Figure 3. 32 KNQman interface/ Phiếu nhập kho (Hàng kiện) (1)
Figure 3. 33 KNQman interface/ Phiếu nhập kho (Hàng kiện) (2)
51
Figure 3. 34 KNQman interface/ Phiếu nhập kho (Hàng kiện)/ Danh sách hàng
Figure 3. 35 KNQman interface/ Phiếu nhập kho (Hàng kiện)/ Kết quả xử lý phiếu
Next, I will access the ECUS 5 to continue the procedure
ECUS5_KNQ - Management of the bonded warehouse system (TSD) _ Version 4.0
52
*Copy the old stock receipt to change the information for the new one
Field “Bales” → “Warehouse Receipt (Bales)”
General Information Section:
• Customs unit: 43ND - HQ Branch of Song Than Industrial Park

• Bonded warehouse: VNNAW - GEMADEPT LOGISTICS COMPANY
LIMITED
• Number of Receipt: 1000000727618 - Receipt date: March 21, 2022
• Goods source*: From domestic to warehouse
• Contract number*: 672/KNQ/2022
• Entry date: March 19, 2022 - Expiry date: March 19, 2022
• NT code*: USD
• Condition of goods: original belt
• Total number of packages: 255 PK
• GROSS weight: 8270 (KG)
• Import-Export Country: Vietnam
• Delivery person: GOLDEN FOREST INTERNAL CO., LTD
• Address: Plot No. 245, Map Sheet No. 4, Tan Loi Hamlet, Dat Cuoc Commune,
Bac Tan Uyen District, Binh Duong Province, Vietnam
Item List of goods:
When pushing the list to the software will use a template from Excel with required
column and data fields information. Software 2.0, the declaration number will be in the
General Information section, and in 4.0, the declaration number will be in the List of
Goods.
53
b. Handle customs declarations for goods imported from foreign countries
The client side (eg JOFRAN) will send documents to Ms. Hang, including:
• Packing list
• Invoice
• Bill of Lading
• Arrival Notice
insert image
I will assist her in preparing a bonded warehouse lease contract (Contract for customs
procedures)
Access VNACCS software, go to Menu tab "Customs declaration", select "Register new import
declaration (IDA)".
54
Figure 3. 36 ECUS5-VNACCS 2018 interface/ Tờ khai hải quan/ IDA

Tab “General information”, section “Type group”: Information fields Type code, Customs
authority, Classification of individuals/organizations, Code of declaration processing department,
and Code of transportation was automatically filled in.
Figure 3. 37 ECUS5-VNACCS 2018 interface/ IDA/ Thông tin chung
Tab “General information”, section “Import and export units”:
• In the Importer section, the fields are auto-populated by default.

• In the exporter section, fill in the fields: Name (JOFRAN INC), Address (U.S.A),
Country Code (IN).
55
Figure 3. 38 ECUS5-VNACCS 2018 interface/ IDA/ Đơn vị xuất nhập khẩu

In the "General Information" tab, in the "Bill of Lading" section, select the form of declaration
suitable for the mode of transportation:
• Shipping by sea: Tick select Declare identifier… Seaport. Fill in the bill of lading number
and other relevant information as below.
Figure 3. 39 ECUS5-VNACCS 2018 interface/ IDA/ Vận đơn
56
• Shipping by air: Tick select Declare…Airport.
Then, the option "MAWB only" will appear to tick if only MAWB is required (main bill of
lading number from the airport). On the contrary, if you book through an agent, you need to
declare HAWB (single bill of lading number from the agent).
Figure 3. 40 ECUS5-VNACCS 2018 interface/ IDA/ Vận đơn MAWB

After completing the information in the General Information tab, click "Record" to save it on the
system, then:
• For sea freight declarations, the date of bill of lading (050322) will be automatically
added in front of the bill of lading number as an identifier so that HQ can look up the
declaration information quickly.
57
• For the air freight declaration, a sequence of 11 digits will be added after the symbol
number and package number as a form of identification number as mentioned above.
Tab “General Information 2”:
Figure 3. 41 ECUS5-VNACCS 2018 interface/ IDA/ Thông tin vận chuyển

Tab “Item List”
58
Figure 3. 42 ECUS5-VNACCS 2018 interface/ IDA/ Danh sách hàng
In the “List of Goods” Tab
• Declare the minimum number of units

• Quantity 02 depends on the prescribed HS code (Look up on the Tax Rate Table 2019)
• For GMD KNQ, the default import tariff code is "B30": Objects not subject to import tax
59
eg: Segmentation: Red channel - Container cargo screening directive
Figure 3. 43 Container cargo screening directive

Note:
• If the declaration has 1 amendment, the last digit of the declaration number will change to
1 (1 amendment), 2 (2 amendments), and so on.
60
• If the declaration is red-threaded, the last digit of the declaration number will
automatically change to 1.
Step 2:
After filling in the declaration form, I will select “2. Declare declaration information in
advance (IDA)”. When the advance declaration can be edited, this is the information of the
unofficial declaration
The system screen will return the result: Successful declaration. Has been issued
declaration number: 104613231700
Step 3:
I will select the business code "3. Official declaration of declaration (IDC)”. The system screen
will return the result: Successful declaration declaration.
Step 4:
Select the business code "4. Get the results of channeling and customs clearance” → Print
the declaration
If the result is green channeling, then on the printed declaration, there will be the data line
"Allowing goods to be brought into the warehouse".
61
Figure 3. 44 ECUS5-VNACCS 2018 interface/ Lấy phản hồi từ Hải quan
Step 5:
For sea freight, select "Declaring a list of containers for the declaration"
For odd (non-cont) goods by air, choose "Get a list of vehicle barcodes", choose to receive
feedback until the "Print TK" place allows printing.
Step 6:
Select the tab “Manage declarations”, update the necessary documents for the customs sub-
department
• Select “Add a new attached document” → select “2. Contract"

o Payment term will have to coincide with Contract Date
o Select “Record” → “Declaration” → “Sign the document” → “Write” to
complete the upload
• Select “Add new attached documents” → select “3. Commercial invoice"
• Select “Add new attached document” → select “5. Bill of Lading”
o Update information of issuing country, type of bill of lading
Note: in case the Customs Branch has special requirements, upload the required documents (eg
packing list, arrival notice)
62
c. Handle customs declarations for goods exported to foreign countries
CASE OF CONTAINER GOODS
• I will check the email subject "JOFRAN - XUAT HANG March 22 - SGN1519093/..."
• The Data Department will send the export and booking list to Ms. Thao
• Ms. Thao will open the export declaration on the ECUS5VNACCS 2018 software
• Go to "Customs declaration" → "Register OLA shipping declaration"
Look at “Loading Terminal” - Lower Port:

GEMALINK PORT (in Vung Tau)
However, because this port is far away, the VATD

department will ask to unload the container at Phuoc Long 3
port.
Ms. Huyen in Data Room will send an email with the list of
exported goods and the number of containers/seal
• eg: Booking Number SGN15159093 whose landing
port is ICD PL3
• Information in email includes: packing date, booking
number, shipping line, cut-off date, cut-off time, SI
cut-off date, landing port, container number,
shipping line seal number, customs seal number,
vehicle number tow head
Ms. Thao will open the landing port at Phuoc Long 3, instead
of Gemalink port listed in
Shipping time is about 24 hours
63
1 port code can have many small customs codes
Enter the booking number in the field “Number of goods

(Number of B/L/AWB)
Vessel/ Voyage: APL GWANGYANG / 0GXSDE1MA Just fill in the information “Vessel/ Voyage: APL
GWANGYANG / 0GXSDE1MA” in the “Cargo ship name”
(mother ship)
field.
Connecting Vessel/ Voyage: CMA CGM CASSIOPEIA /

0TXBBE1MA/
(submarine)
eg: Transhipment in YANTIAN and Port of Discharge in

LOS ANGELES, CA
ETD: 26-MAR-2022 07:00
Importer is the person who receives goods from a bonded

warehouse to a foreign country
(Look at Packing list - PKL, Consignee information
- Add country code “USA” if not stated in PKL as customs
will be interested in destination country.
The trustee is the owner of the bonded warehouse: JOFRAN

INC
Weight: GROSS number
The value will depend on the item, see how much the input
value is, the output will be as much because the goods in the
bonded warehouse will be tax-free.
Open Mr. Nhan's input declaration, view the list of goods,

view the item code, copy the unit price value and paste it into
the PKL file.
64
Number of cartons (bales) and number of pieces (pieces)

required by customs for both of these values
*In the case of making an export slip, the smallest unit will
be the
The number of export declarations will be taken from the Xóa lần lượt từ phải sang trái, từ dưới lên trên
number of import declarations
• The first declaration 3 is the customer's declaration
brought in from the domestic market
● The first declaration is from abroad to the warehouse
● The first declaration 5 is the shipment from the bonded
warehouse to abroad
Push the list of declarations from excel
Look at Booking:
Merchant Haulage
Quantity: 1 x 40'HC
Container number and seal number of shipping lines are

issued by shipping lines vd nếu có thêm 1 cont nữa thì phần cột “Số dòng hàng trên tờ
khai” vẫn là 1
Customs seal number is issued by warehouse customs
It is worth noticing that goods in bonded warehouses will normally use Incoterm FOB.
Figure 3. 45 FOB – INCOTERMS 2020
65
When declaring, declare OLA, to get the declaration number, go to the OLC declaration section
to be the official declaration.
After declaring OLC, take the channeling, the shipping declaration is always yellow, no green
and red channels.
Select item 4. Get results of channeling and clearance
Wait for the Sub-department to approve (Tsunami Customs Sub-Department), then the
warehouse customs will print the declaration for Gemadept warehouse.
You have to take paper documents to liquidate, but you can't liquidate online
When the warehouse customs has finished printing, it will be taken to separate documents, 1 set
of documents will be photocopies of 5 sets or 6 sets (in case of compounding, domestic and
foreign goods, including the first declaration 1 and 5)
1 set of documents sent to the liquidation party, then send 3 sets of documents + 1
booking → click together → send the liquidation team, this team will go to the port (eg: Cat Lai
lower port) and liquidate the declaration → Liquidation After that, the container will complete
the application procedure.
Only when the container is unloaded can the declaration be liquidated, if there is a container at
the port, the declaration can be liquidated.
Each shipping line will have its own type of booking presentation (eg: CMA, Cosco, Hapag-
Lloyd) → care about Booking number (1 booking can have many containers, but 1 container
cannot have many bookings), Vessel, ETD , Port of Lading (please ask the shipping company
where the container is located), build a few containers.
If a booking has 3 containers, it can be closed for many days. Once the declaration has been
opened and approved, in case there is a change to the port of departure, it will have to be
corrected by notifying the warehouse customs (orders are under the supervision of the warehouse
customs, under supervision until the documents are completed, payment is made). reason), they
will remove it and I choose item 5.1 Get information about the declaration of correction
(COT11), drag the declaration back to correct it and add a 0 at the end of the old declaration
number, and when editing 1 time, the ending number 1, 2 times fix the ending number 2.
66
d. Handle procedure for exporting goods on Infor System
I will open VNACSS, “Customs declaration” → “Existing list of shipping declarations” to copy
information as export slip.
Software 2.0
Go to “Contract - coupon” → “List of coupons” → Find customer name (JOFRAN), Click on

export slip and select “Copy coupon”
Delivery bill
Fill in the information:
• Declaration Number ID
• Registration date
• Bill of Lading/ Booking Number
• Bill of Lading Date (appears in Booking Date of Booking Confirmation)
• Information and address of Consignee
• Package quantity
• Number of pieces
• Weight (GROSS)
• Lower port
• Note: 275 pcs = 436 PCS
• There is no item "Update container list (Cont number, shipping line seal number, HQ seal
number)"
67
Item list:
• Select excel template "UP PMCC" - the old software has prepared information (Number
of input slips, No.
• Check the information "Total quantity" - "Total value" matches the information on
VNACCS Ms. Thao declared or in the Packing list
→ Select “Write data”
→ Switch to 4.0 software to re-declare and Get feedback from customs
Software 4.0
In the Delivery bill, I will fill in the information:
• Declarations number ID
• Registration date
• Bill of Lading/ Booking Number
• Bill of Lading Date (appears in Booking Date of Booking Confirmation)
• Information and address of Consignee
• Just declare the number of cases (carton)
• Weight (GROSS)
• Lower port
• Note: 275 pcs = 436 PCS
• Update container list (Content number, shipping line seal number, HQ seal number)
In the Item list:
• Select excel template "UP PMCC" - the old software has prepared information (Number
of input slips, No.
• Check the information "Total quantity" - "Total value" matches the information on
VNACCS Ms. Thao declared or in the Packing list
→ Select “Write data”
→ Switch to 4.0 software to re-declare and Get feedback from customs
e. Booking procedure in shipping lines

68
First, I will receive notifications from NITORI customers.
Step 1: Download file “GEMADEPT SHIPPING NSTRUCTION_HARD_1Q-6_0417ETD”

from email sent by NITORI representative - for shipment ETD date 17/04/2022
• Access port information tabs (ISHIKARI, KAWASAKI, KOBE, HANAKATA)

• In the ISHIKARI port tab, see the number of containers (1cont), the type of container
(20F),
o If you don't have a regular 40F container like you want, use a high 40HC
container
• Note down the port of destination information and the quantity - the type of container
needed to book the shipping line
Arrival port Number of Cont Cont Type
ISHIKARI 1 20F
KAWASAKI 5 40HC
KOBE 4 40HC
HANAKATA 2 40HC
Step 2: I will access the excel file “NITORI NOMINATE_CARRIER_LIST (29220301-

20220531)”
• Filter column POL (Port of Loading - port of loading): HO CHI MINH CITY
• Filter column POD (Port of Discharge): ISHIKARI
• View Carrier priority order of NITORI customers
Arrival port Carrier
ISHIKARI KMTC
KAWASAKI SITC
KOBE SITC
HANAKATA SITC
In case of booking directly on the carrier's website, I will follow these steps:
69
Step 3: Book train for customers
Ex: For KMTC shipping line:

• Visit the website http://www.ekmtc.com/, log in to the company account
registered with the shipping line
• Go to Export/Booking tab → click “Booking” button and below window will
appear.
Figure 3. 46 EKMTC Booking ship lines website interface
• Click on the “Schedule Select” button to look up the train schedule by filling in
the fields: Departure Country (Vietnam), Departure Port (Hochiminh),
Destination Country (Japan), Destination Port (Ishikari), ETD expected (April
2022).
70
Figure 3. 47 EKMTC Booking ship lines website interface/ checking time schedule
The ships schedule for the month will appear as follows.
Figure 3. 48 EKMTC Booking ship lines website interface/ shipping schedule in month
71
• Click on the vessel name that matches the expected ETD (eg KMTC POHANG).
Specific information about the selected vessel will be displayed as below.
• Fill in the information fields in the booking template
Schedule
o Place of Receipt – ETD
o Place of Delivery – ETA
o Schedule Select: KMTC POHANG/2204N
o B/L shipper
o Commodity: HOME FASHION GOOD
o Ocean Freight: COLLECT (sea freight)
o G.Weight: 14.5 TON
o SC No: JP0316367 - Enter the contract number provided by NITORI (Service
Contract number)
Conainter Pick-up information:

o Size: 20
o Type: Dry
o Q'ty: 1
o Term: CY/CY
o Pick up Date
o Pick up Port
• Check the booking request information and send it, the website of KMTC
shipping line will notify "Booking request has been received."
Step 4: Check the booking number and email “Notice of booking confirmation”
• Booking No. VN00741057
In case of booking by sending an email to the shipping line staff, I will follow these steps:
Step 1: Send an email to the shipping line staff with the following content
Shipping line: SITC
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Email subject: NITORI - GEMADEPT SHIPPING REQUEST 17-APR
Email content:
Port of destination Number of containers Container type
KAWASAKI 5 40HC
KOBE 4 40HC
HANAKATA 2 40HC
Step 2: Shipping line staff send information confirmation
• Empty container delivery order

• If there is a booking, it will be transferred to the Data Department
_____________________________________
When the goods are ready, the Data Department will send Ms. Hang the export list via email to
make the Bill
Access folder GENERAL TU NITORI/ 2022/ 27-MAR W05/ BL
Open excel file to compose SI according to each shipping line “SI FOR SITSGKWG276981”
eg: Sample form of SHIPPING INSTRUCTION of shipping line SITC
1 Booking No: SITSGKWG276981
2 Vessel/ Flight No: SITC HANSHIN /2207N
3 Bill Type: SEAWAY BILL
4 Freight and Charge COLLECT
5 Shipper: NITORI CO.,LTD
6 Consignee
7 Notify Party: NITORI
8 Container/ Seal No Description of Goods/ VGM/ Quantity (Packages)/ Net

Weight
73
(Thông tin Cont/ Seal do Thông tin này do phòng Data gửi
kho gửi)
9 Port of Lading: CAT LAI
10 Port of Discharge KAWASAKI, JAPAN
11 POrt of Delivery KAWASAKI, JAPAN
12 Remark
After composing the SI, I will submit it to the shipping company. The Customer Service staff of
the shipping line will confirm and return the Bill of Lading
74
Figure 3. 49 KMTC Bill of lading
75
Check and review important information such as:
1. Shipper-
2. Consignee
3. Notify party- the recipient notices the arrival of the goods – same as consignee
4. Place of receipt
5. Vessel/ Voy no – Number of trains
6. Port of loading
7. Port of discharge
8. Place of delivery
9. Full CNTR
10. Commodity content
11. Gross weight – CBM- number of kilograms and volume of mass
12. Ship information
However, for some shipping lines like Wanhai, you must visit the carrier's website with the
provided account to fill in the SI information to get the Bill of Lading.
Another task is to prepare Commercial Invoice and Packing List - for customers NITORI
• After the data room is uploaded to the WMS system, go to WMS, select the tab
REPORT/ Nitori/ Packing List Invoice/ enter the Booking number
• Download Packing List and Commercial Invoice data from WMS
• Copy the information into the Packing List and Commercial Invoice form
• Fill in the necessary information fields such as: Invoice No, BL No, Description of
goods, Container
→ Send Bill of Lading, Commercial Invoice, Packing List to NITORI customers
76
Figure 3. 50 Commercial Invoice extracted from WMS software
77
Figure 3. 51 Packing list extracted from WMS software
78
79
The shipping line will send a Debit Note including Charge Code fees (depending on the shipping
line, there will be different debit notes) → transfer this debit to Ms. Linh - Le Thanh Ton office
for payment, after the payment is complete, the carrier will Ship will send seaway bill →
Consignee in Japan present this seaway bill to receive goods at port.
Figure 3. 52 Debit note from SITC shipping lines

Task: Send documents to the factory for CO
Split data into individual plants in 1 shipment. For example, 1 large shipment will have 11 small
factories (ARAI, CAV, BENNY, DONG HANG, HOANG LONG, JANICE, MEKO, NEEU,
ODA, PAN, TOMAKOMAI)
→ Send Bill of Lading file (paid - with WayBill No.), warehouse release note, declaration
number, import and export documents. Commercial Invoice and Packing List for factory partners
to get C/O
f. Contract Renewal and Transfer of Ownership of the Goods
For the KNQ lease extension, I will prepare these related documents:
1. Report on renewal of KNQ rental contract
80
2. Feedback from Customs Department of Binh Duong province on extension of lease contract of
KNQ
3. Statistical table of goods
4. Contract Annex
5. Application for extension of warehouse lease contract (from GMD KNQ to send to Binh
Duong HQ, Song Than IZ HQ, GMD HQ)
6. Application for extension of KNQ lease contract (from JOFRAN KH to submit to Binh Duong
Customs Department, Song Than Industrial Park Customs Branch, GMD Customs HQ)
7. A copy of the original of the List of imported goods
8. Import declaration of customs clearance (first 1)
9. KNQ lease contract (old)
10. List of goods in the contract
3.4. Department of Distribution center
a. Importing goods into DC
81
Figure 3. 53 Loading and unloading process at docks

For domestic goods imported from factories in Vietnam, we will follow these steps:
Step 1: Factories in Vietnam will open the customs declaration form and related
documents, liquidate the customes declaration form and print out 2 hard copies of
Packing list ( 1 for the factory and 1 for our DC).
Step 2: When staffs from factory deliver the goods to our DC, they are required to
register with the safety guards. After that, I will arrange and assign the available
unloading dock for unloading procedure.
Step 3: After receiving the hard copy of putaway file from Data Controller Department,
the tally man will support the dockworkers to count and unload the goods from the
container.
Step 4: The tally man will confirm the quantity of goods uloaded from the container with
the shipper and complete the related documents.
Step 5: While the docworkers unload goods and leave them on the stage, the folklift
drivers will move goods from stage to appropriate position on the racks and note down
the position on the Putaway file.
82
Step 6: At the end of the working day, I will collect all the importing documents and
submit to Data Controller Department. Their job is to report the inputs to our customer,
JOFRAN.
Regarding goods imported from foreign factories, the significant difference is that our
Documentation Department opens the customs declaration forms for them and VATD
Department will conduct the liquidation of customs declaration forms. Another fact worth
noticing is that there is the “Biên bản giao nhận hàng hóa” in the process of importing
goods from foreign factories.
b. Exporting goods from DC
Step 1: After receiving the booking order from JOFRAN, Mr Khánh will come up with
the packing plan and send it to the VATD Department.
Step 2: Data controllers will create the exporting order including the packing list and
picking list
83
• Packing list report is for the stock-keeper to keep track, double check with items,
quantity before loading into container.
• Picking list report is taken from the Infor system to assist the forklift drivers in
picking the goods from the accurate position.
Step 3: When the empty container is ready to be loaded, the stock-keeper will double
check the total quantity from the packing list report and the total numbers of goods
available on the stage.
Step 4: I will double check with vehicle number, cont number, seal number before
loading and evaluate the inside condition of the container.
Step 5: When the dock-workers load the goods into the empty container, the stock-keeper
will take photos of each layer of goods and note down in the report.
84
IV. RECOMMENDATIONS TO INCREASE EFFICIENCY OF WAREHOUSEING

ACTIVITIES IN DC 1 AND 2 OF GEMADEPT LOGISTICS COMPANY
4.1 Peak season
When it comes to the model of bonded warehouse logistics as Gemadept DC1 and 2, various
problems have been raised in this field of industry. The first one is whether it is a seasonal
change or a sale, if Gemadept DC1 and 2 are not well-prepared or lacks the adequate warehouse
space to take in more inventory to complete orders, then the risk is the reputation being damaged
when they likely bumble the order.
4.2 Automation implementation
Since automation can play a significant role in easing some of these problems, its anticipated that
technology solutions are going to play a larger role in 3PL business like Gemadept DC1 and 2.
The recent survey indicated that logistics services providers will be looking for solutions to help
increase visibility for their customers and to ease communication between those customers,
suppliers.
In addition, the use of code or other order picking methods should be integrated into the
inventory management process to improve efficiency, accuracy, and speed when picking.
Currently, the loading of goods on the rack is only based on the observation and experience of
the forklift drivers and the system has not been optimized to provide empty slots to load goods
into the rack.
4.3 Loading and unloading at the dock
Currently, the process of loading and unloading at the docks at both DCs is taking a long time,
averaging 45 to 60 minutes for containers in DC1 and 30 minutes for other retail items in DC2.
Therefore, what needs to be done to increase efficiency and productivity is to reduce the time to
perform the above stage by supporting specialized equipment and sufficient human resources.
4.4 Working environment
Regarding the working environment of the employees in the Data and Documentation
Department, it is necessary to upgrade the screen devices, keyboards and work chairs to increase
efficiency. Especially with the Data Department, computers need to upgrade RAM and processor
chips to run heavy data files on the computer quickly and smoothly.
85
V. CONCLUSION
Internship 2 has been a great opportunity to deeply understand the concepts related to the supply
chain management and logistics field taught on the campus. The observation and knowledge
gained from the working experience in Gemadept is an invaluable experience for my future
development and career.
After 2-month working in the main departments in Gemadept Bonded Warehouse, I have
observed a general view of logistics fields, observe the operation of the manufacturing process,
professional style of staff and the practical working environment. Moreover, the practical
system and software applied in the company are far more realistic and applicable than the ones I
have studied in school. This fact makes me realize that how important the learning with practice
is and encourages me to join the working environment and apply the knowledge from university.
Last but not least, it is expected that the university program should be updated to catch up with
the real processes in enterprises in Logistics ans Industrial management field, form the simplest
procedure to the most complex one.
86
VI. REFRERENCES
https://www.gemadept.com.vn/vi/
http://gemadeptlogistics.com.vn/trang-chu.html
Vietnam Logistics Report 2021: Logistics Human Resource Development by Ministry of

Industry and Trade
(https://valoma.vn/tai-lieu/cong-bo-bao-cao-logistics-viet-nam-2021/)
Vietnam Logistics Industry Report 2021 by VIRAC Research

(https://viracresearch.com/industry/bao-cao-nganh-logistics-viet-nam-q2-2021/)
https://dichvuhaiquan.com.vn/file-excel-bieu-thue-xuat-nhap-khau-2019/
87
Advisor Evaluation
88
Supervisor Evaluation
89
Employer Evaluation
90

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IS047IU VNU-International University

Engineer Internship School of Industrial Engineering & Management

HOCHIMINH CITY INTERNATIONAL UNIVERSITY

SCHOOL OF INDUSTRIAL ENGINEERING & MANAGEMENT

Name: Bui Nguyen Quang Minh

Ho Chi Minh city, Vietnam

a. Importing goods into DC .............................................................................................................. 81

No. Acronym Meaning

Figure 1. 1 Organizational chart in the company ............................................................................ 9

Figure 3. 11 Packing list report from customer ............................................................................ 31

Figure 3. 43 Container cargo screening directive ......................................................................... 60

INTRODUCTION AND PURPOSE OF INTERNSHIP 2

I. INTRODUCTION OF GEMADEPT CORPARATION

1.1. The development history of the company

Gemadept was established in 1990, pioneered

1.2. Mission and Vision

1.3. Organizational chart in the company

Figure 1. 1 Organizational chart in the company

Figure 1. 2 Detailed Organizational chart in the company

1.4. Services description and network

Figure 1. 3 Port Operation facts

PHUOC LONG ICD PORT

Figure 1. 4 Phuoc Long ICD Port facts

• Strategic geographical location

DC1 & DC2 :

2. Operate the largest and most moderm warehouses in Vietnam

4. Equipped with “Warehouse Management System” (WMS) by Infor, BI solution (Business

5. Ventilation, temperature control, humidity, surveilance camera system,…

Real estate is one of Gemadept's selective investments. Currently, Gemadept is implementing

Information about the project:

• Land area: About 3,640 m2

• Construction area: 60,000 m2

• Architectural and structural design consultancy: International

• Estimated construction period: 2.5 years

Information about the project:

• Land area: 6,700 sqm

• 6-storey complex, including:

• Estimated construction time: 2 years

II. GEMADEPT LOGISTICS ONE MEMBER COMPANY LIMITED

Gemadept Logistics Company

2.1. Overview of the logistics industry in Vietnam

a. Vietnam logistics industry report 2021

Figure 2. 1 Vietnam GDP growth by quarter, 2016 – Q2/2021

Figure 2. 2 Structure of gross domestic product, 2019 - 2021

Figure 2. 3 Total revenue of VNese enterprises in Logistics industry, 2015 – 2020

Figure 2. 4 Number of enterprises in the logictics industry in Vietnam, 2015 – 2020

b. Overview of warehousing and other supporting activities

A bonded warehouse is a transshipment center, a bridgehead to access the market before

As of December 2020, the General Department of Customs has issued a decision to

2.2. Overview of Distribution center 1 in Gemadept Logistics company

Figure 2. 5 Overview Gemadept DC1 and 2

• Distance from Cat Lai port: 12km

2.2. Overview of Distribution center 2 in Gemadept Logistics company

Location: Song Than 1 Industrial Park, Di An District, Binh Duong Province

2.3. The ERP system implemented in Gemadept Logistics company

Infor is a global leader in business cloud software products for

2.4. The Custom Declaration system in Gemadept Logistics company