FOREIGN TRADE UNIVERSITY

INSTITUTE OF ECONOMY AND INTERNATIONAL BUSINESS

_________o0o_________

INTERSHIP REPORT
Major: High-quality International Business

TOPIC: THE PROCESS OF DELIVERY AND RECEIPT OF

IMPORTED GOODS FOR RETAIL FCL/LCL AT OSCO
INTERNATIONAL CO., LTD

Name : Dieu Hieu Minh

Student ID : 2113550016
Class : Anh 02 – CLC KDQT
Batch : K60
Instructor : Master Ly Nguyen Ngoc

Ha Noi, August 2023

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 Table of Contents
CHAPTER 1: INTRODUCTION OF OSCO INTERNATIONAL CO., LTD........4
1.1. General introduction of Osco International Co., Ltd..........................................4
1.1.1. General information of Osco International Co., Ltd..............................................4
1.1.2. History of establishment and development............................................................4
1.1.3. Organization structure and departmental function.................................................5
CHAPTER 2: THE INTERNSHIP PROCESS AT OSCO INTERNATIONAL
C0.,LTD...........................................................................................................................7
CHAPTER 3: THE PROCESS OF DELIVERY AND RECEIPT OF IMPORTED
GOODS FOR RETAIL FCL/LCL AT OSCO INTERNATIONAL CO., LTD.....13
2.1. Receipt of documents from agents.......................................................................14
2.2. Declare E – Manifest.............................................................................................16
2.3. Receive A/N from shipping lines..........................................................................17
2.4. Making customers safe.........................................................................................18
2.5. Fax/Email delivery notices and invoices to customers.......................................19
2.6. Payment proposal..................................................................................................19
2.7. Get D/O order from shipping line.......................................................................20
2.8. Issue D/0 command...............................................................................................20
2.9. Update information for agents and report to leaders........................................22
2.10. Refund vouchers for accountants......................................................................22
CONCLUSION.............................................................................................................23

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 PREFACE
As a student majoring in international business and economics, I have been
equipped with many knowledge and skills to be ready to enter the real world. This
internship report is a proof of my efforts to study and improve and practice at a real
company.
In order to be able to complete this internship report, I would like to express my
sincere thanks to lecturer Mr. Ly Nguyen Ngoc, who guided and gave many advices
and suggestions so that I could complete this report. Besides, I also want to thank the
teachers at the Faculty of Economics and International Business, Dai Ngoc Foreign
Trade and friends who have supported me a lot during my internship.
Besides, I would also like to thank the Board of Directors and all employees at
OSCO International Co., Ltd. for giving me the opportunity to have practical contact,
learn more knowledge and practical experience to have information can complete the
report.

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CHAPTER 1: INTRODUCTION OF OSCO INTERNATIONAL CO., LTD.
1.1. General introduction of Osco International Co., Ltd.
1.1.1. General information of Osco International Co., Ltd.
 Name of Company: Osco International Co., Ltd.

 Head office address: No. 118, Phung Town Industrial Complex, Phung Town, Dan
Phuong District, Hanoi, Vietnam.

 Tel: (+84) 4-3557-6450

 Fax: (+84) 4-3557-6451

 Tax code: 0102597963

 Website: http://www.osco.vn

 Form of business: Limited Liability Company

 Legal representative of the company: Mr. Arai Norichika

 Position: Company director

1.1.2. History of establishment and development

In the process of globalization, all enterprises face the common problem of high quality
but low cost. To solve this problem, Oosaki Kikou Co.,Ltd. has opened a number of
branches in other countries including Vietnam.

On 12/2007, Osco International Co., Ltd. was established based on enterprise law with
100% foreign capital, full legal status, legal civil rights and obligations, self-
responsibility for all set of business activities within the capital managed by the
company, has its own seal, has assets and concentrated funds, is allowed to open an
account at Vietcombank in accordance with the State's regulations.

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The company's head office is located at No. 118, Industrial Cluster of Phung Town,
Phung Town, Dan Phuong District, Hanoi City, Vietnam - one of the places with the
current strong development speed of the city. Hanoi street. The company's main
products are components and production machine tools. All products provided by the
company are imported directly from Japan with quite reasonable prices. In addition, the
door-to-door delivery service is completely free in Hanoi in particular and the Northern
provinces in general, with the aim of helping consumers save time, travel costs and buy
goods. the best products.

Since its establishment on December 27, 2007, with the business philosophy of
"always satisfying customers", Osco International Co., Ltd. has achieved a strong
position in the market. To better meet the needs of customers, the company has opened
two more branches in Hai Phong city and Ho Chi Minh city.

1.1.3. Organization structure and departmental function

Company
Director

Vice Director Vice Director

of Business of Production

Human Import - Marketing - Production

Accouting Purchasing Planning Outsourcing
Resources Export QC Engineering
Department Department Department Department
Department Department Department Department

Table 1. Organization Structure of OSCO International Co., Ltd.

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Board of Directors: Consists of one director and two deputy directors.

Compant Director: is the head and is responsible for operating all activities of
production and business and is responsible for the company's legal behavior and
business results.

Deputy Director in charge of business: Directly in charge and responsible for the
situation of product consumption and the entire business of the Company.

Deputy Technical Director: In charge of technical work directing production, labor

safety, in charge of checking and assessing the quality of products and materials and
goods in stock.

Accounting Department: recording, calculating, reflecting the existing capital and

asset turnover, materials, capital, costing process, allocating costs for each activity

Human Resources Department: Human Resources Department has the role of

recruiting, training and developing human resources to ensure the operational
efficiency of the business. In addition, the human resources department is also in
charge of caring for and taking care of employees' spiritual lives.

Purchasing Department: has the function to monitor as well as aggregate the demand
for purchasing raw materials, products, goods and other resources at the best prices, in
order to ensure production, business and other activities.

Import-Export Department: Import-Export Department is the trading activity of

companies on an international scale.

Planning Department: Developing product consumption plans, implementing

marketing activities, organizing sales promotions, promoting the consumption of
products, goods and services of the company such as payment. international, capital
mobilization, lending, guarantee, financial consulting, joint venture, association...

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Marketing-QC department: planning, pricing, promoting and distributing the
company's products/services to consumers. Marketing-QC department plays an
important role in marketing products and attracting customers to the company for the
purpose of optimizing profits for the company.

Production Engineering Department: Researching and improving product quality,

developing new products, technical management in the field of production such as:
electrical equipment, machinery, water and electricity, labor safety... in addition, the
department also has the responsibility product quality management.

Outsourcing Department: Directly manufacturing products to ensure the production

according to the technological line; ensure productivity, high quality in accordance
with the company's standards, goals and norms.

CHAPTER 2: THE INTERNSHIP PROCESS AT OSCO INTERNATIONAL

C0.,LTD
Duration ofInternship: July 03, 2023 – August 05, 2023.

Mission: With a background in international trade, I was assigned to work as an

Import – Export Staff.

INTERNSHIP DIARY
Week Date Internship Contents Location

Week 1 Monday At the beginning of the week, I went to the Import and
branch of OSCO International Co., Ltd. to Export
submit the introduction letter and apply for an Department
internship. Here, I had the opportunity to meet
and get to know the brothers and sisters in the
office. In particular, I had the opportunity to
meet Ms. Van Anh, deputy head of import-
export department, and Mr. Minh, head of
human resources department. We talked and I
was introduced to my work

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 On this day, I was able to visit different Import and
departments in the company. Here, I received a Export
temporary employee card, a personal email, Department
and was assigned a permanent seat. I also
Tuesday
received a set of documents for new
employees, which helped me familiarize
myself with the company's processes and
work.

Today, I got to practice using the company's Import and

Wednesday equipment and software such as computers, fax Export
machines and photocopiers. I received the user Department
and password to log in to my computer and
personal email.

Today, I participated in a training course for Import and

new employees. I have read the documents and Export
Thursday become familiar with the equipment and Department
software in the company. This is a good
opportunity to learn more about the workflow
and the tools that you will use in your daily
work.

I had the opportunity to meet and get Import and

acquainted with the members of the company, Export
learn about the work processes and get Department
acquainted with the equipment and software.
Friday In particular, I have been equipped with
necessary skills to contact and communicate
with customers via phone applications.
However, I realize that more effort is needed in
mastering the processes and working
effectively with the software and equipment.

Week 2 Monday I learn about the types of commercial contracts Import and
(Sales Contract) and understand their content Export
and structure. I also study commercial invoices Department
(Commercial Invoice) to understand the
process and requirements related to the import

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 and export of goods.

I understand the information about the customs Import and

declaration (Customs Declaration) and the Export
processes and requirements related to the Department
Tuesday declaration of goods during the import and
export process. I also learned about the
certificate of origin (C/O Certificate of Origin)
and its role in determining the origin of goods.

Continue to read and learn about the Packing Import and

list, you need to master how to make and check Export
Wednesday the information on this slip. In addition, I also Department
study about Bill of Lading and Air waybill to
understand the process of transporting goods
and related documents.

On this day, I continue to self-study and learn Import and

knowledge about Import-Export. My main job Export
will be related to reading documents and Department
consulting knowledge from the brothers and
Thursday sisters in the import-export department. You
need to master the knowledge of standard
conformity certification, analysis and
classification depending on each specified
item. In addition, I also learned about energy
labels for goods and regulations related to
energy saving and environmental protection.

Friday Before the end of the week, I studied about the Import and
certificate of inspection (CA - Certificate of Export
Analysis) and certificate of quality (CQ - Department
Certificate of Quality) to understand the
inspection process and ensure the quality of
goods. I also learned about the Sanitary
Certificate and the requirements for the
hygiene and safety of the goods. At the end of
the week, I attended a meeting with the Import
and Export Department to report on the week's

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 work

Week 3 Today, I focus on finding customers. I have Import and

used e-commerce sites, web sales, email Export
marketing and social media to reach and find Department
potential customers. At the same time, I
Monday discovered trading platforms specializing in
mechanical engineering in Korea, Japan, and
China such as TradeWheel, TradeKorea, SJN,
South Korea Yellow Pages, Korea Machinery
Parts Co. Ltd, ExportHub and Kompass.

Continuing to find customers, I have Import and

negotiated with some potential customers. Export
Tuesday During this process, she discusses the needs Department
and requirements of the client, as well as
negotiates prices and contract conditions.

Today, I entered into a contract with a client Import and

who reached an agreement. I prepared the Export
Wednesday necessary documents and made sure that the Department
terms and conditions were agreed. After that, I
began to monitor the progress of the contract
implementation to ensure compliance and
implementation of the commitments made.

Today, I continued to monitor the contract Import and

performance with the client. I resolved a Export
number of issues that arose during the Department
transaction, ensuring that all issues were
Thursday resolved fairly and on time.

I have offered to send samples to some

interested customers. I have prepared high-
quality product samples and are ready to send
them out for customers to check before making
a purchase decision.

Friday This weekend, I attend the weekend meeting to Import and

report the work and receive the assignment for Export

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 the next week. I presented my achievements Department
and difficulties encountered in the process of
finding customers and negotiating contracts.

Week 4 Continue to find customers through e- Import and

commerce platforms Export
Department
Respond to customers via email or other means
of communication.
Monday
Offer and recommend products to potential
customers.

Register our products on e-commerce

platforms

Continue to find customers through e- Import and

commerce platforms Export
Department
Respond to customer inquiries and requests.
Tuesday Offer and provide detailed information about
products and services

Save customer information into the system for

easy management and tracking.

Continue to find customers and explore Import and

business opportunities through e-commerce Export
platforms Department

Wednesday Save information of new customers into the

system.

Participate in meetings with the Import-Export

Department and the business team to discuss
and propose appropriate methods of
approaching customers.

Thursday Do some paperwork to support the office Import and

Export
Department

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 Friday Join the weekend meeting to report the work Import and
done and get the task for the next week. Export
Department

This week, I was assigned to go to Hai Phong Import and

port, coordinate with the sales staff in the room Export
Monday
to supervise a shipment of machinery exported Department
to Korea.

Arrive at Hai Phong port and in the afternoon Import and

Tuesday Export
Rest
Department

Wednesday Present at the port, deliver - receive the set of Import and
export - import documents from sales/docs. Export
Department

Support customers, businesses handle trouble Import and

Week 5 related to goods who work directly with Export
Thursday customs Department

Tally, deliver goods at the port, work with

related parties: warehousing, forwarding,
transportation, customs, supervision....

Finish the job at the port and return home Import and
Export
Go to the company office and report the work
Department
Friday Supporting the office with paperwork

Handing over equipment and cleaning the

workplace

End of internship

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CHAPTER 3: THE PROCESS OF DELIVERY AND RECEIPT OF IMPORTED
GOODS FOR RETAIL FCL/LCL AT OSCO INTERNATIONAL CO., LTD
The general process of delivery The general process of delivery and receipt of
FCL/LCL retail imports at OSCO Co., Ltd. is carried out according to the following
process:

Receive Receive A/N

Declare E –
documents from from shipping
Manifest
agents lines

Update
Fax/Email
information for Get D/O order
delivery notices
agents and from shipping
and invoices to
report to line
customerse
leaders

Table 2. FCL/LCL retail import forwarding process

2.1. Receipt of documents from agents

After the shipper and the consignee sign a sales contract, the shipper will contact an
agent in their country (this is a direct partner of OSCO International Co., Ltd.) to
collect the retail goods into one container. Then the goods will be transferred to the
port of export, export procedures, and loaded onto the ship.

1-2 days before the ship arrives at the port of entry, the agent on the exporting side will
send a set of documents to OSCO International Co., Ltd (the consignee's agent). At this
time, the import department of OSCO International Co., Ltd. will receive documents
including: HBL, MBL, Debitnote (if any), goods information list, commercial contract,

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commercial invoice, payment statement. shipment details/packing list, certificate of
origin, other relevant papers…

The import department will then check the following information:

 Check that the commercial invoice must match the information with the
commercial contract:

- Number and date of issue of invoices and contracts.

- Name and address of the exporter and importer.

- Description of goods: Quantity of goods, total value of shipment, name of

goods…

- Other information: Terms of international sale, payment method, signature and

stamp (if any) of the exporter.

 Check that the sea waybill (B/L) must match the information with the detailed
packing list, and the certificate of origin (C/O):

- Bill of lading number and date of issue.

- Booking number on the train.

- Number of container, number of seal, number of bales...

- Name and address of the exporter and importer.

- Name of vessel, port of loading, port of discharge, date of loading, ...

- The place of receipt of the goods from the shipper/place of delivery at the port
of destination.

- The place of final delivery in the country of import.

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 - Description of goods: quantity of goods, total value of shipment, name of
goods…

- Net weight, gross weight, CBM, HS code.

During the inspection, if there is any incorrect information, the import department
will immediately contact the dealer to promptly correct and supplement.

In addition, when checking documents, the import department must also pay
attention to term conditions. There are 4 main term conditions that OSCO
International Co., Ltd often do:

 Term CIF: OSCO International Co., Ltd. issues D/O orders to customers and
local charge will be paid by consignee.

 Term DAP: OSCO International Co., Ltd. issues D/O orders to customers and
trucking and local charges are paid by the shipper.

 Term DDU: OSCO International Co., Ltd. issues D/O orders to customers and
trucking fees, local charges, customs fees paid by shipper.

 Term DDP: OSCO International Co., Ltd. issues D/O orders to customers and
trucking fees, local charges, customs fees, VAT charges (taxes) paid by the
shipper.

At the same time, if you receive a Debit Note/ Credit Note from the agent, you need
to immediately send it to the accountant to track the debt with the agent. And save
the shipment documents to the corresponding folder for easy search.

Thus, after checking that the information on the voucher is matched, the document
will be printed as follows: HBL (3 copies), MBL (2 copies), Debit note/ Contract (2
copies), transaction email with agent documents (2 copies), the remaining
documents will be printed 1 copy. Next, the import department will send a
confirmation email to the agent that the documents have been received and based

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 on the list of received goods to email the consignees and inform them that the goods
in the container are console goods.

The next step after sending the notification email is to track the ETA of the
shipment. Check the estimated ship date on the shipping company's website to
prepare to declare E - Manifest. If it is close to the ETA date and you have not
received the email of the shipping line's rights, you must check with the shipping
company by email/phone.

2.2. Declare E – Manifest

The shipping line will send a separate authorization email or the decentralized content
will be on the AN paper of the shipping company. At that time, the import department
will declare the manifest on the National Single Window Portal (VNSW) and confirm
the email with the shipping company that the manifest has been submitted.

Information to be declared on E - Manifest includes:

 Record number (usually in decentralized email), year of record registration,

function of the document.

 Consignee, consignee.

 Person to be notified 1, Person to be notified 2.

 Port of delivery/port of destination, port of loading, port of discharge.

 Total number of bales, bale type, total weight, weight unit.

 Bill of lading number, date of issue of bill of lading (this information will be
obtained from HBL).

 Original bill of lading number, original bill of lading issue date (this
information will be obtained from MBL).

 Departure day.

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  Sectors.

 Item number, description of goods, total weight, dimensions/volume.

 Container number/ Lead number.

 Place of delivery.

After completing the declaration, the import department will save the file and update it
on the National One Window Portal.

2.3. Receive A/N from shipping lines

After receiving the Arrival Note from the shipping company, the import department
checks the necessary information to prepare to make an AN notice for the customer:

- Unloading port.

- Ship name, trip number.

- Port date.

- Container number/lead number.

- Waybill number.

- Information on exporters and importers.

- Weight, number of blocks, number of packages of goods, name of goods,

description of goods ...

In particular, will carefully check the cost of FCL goods on AN in accordance with the
agent's instructions for collection and expenditure? Are these costs higher than the
tariff that OSCO International Co., Ltd. collects from customers? If the amount
collected by the shipping line is larger than the tariff of OSCO International Co., Ltd.,
it will take the amount collected by the shipping line plus 2-5 USD (depending on the
type of item). If the amount of the shipping line is smaller than the tariff of OSCO

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International Co., Ltd., it will be collected according to the tariff of OSCO
International Co., Ltd. Some costs of FCL goods must be mentioned as follows:

- Handling fee (HDL): OSCO International Co., Ltd.'s handling fee

- Delivery Order Fee (D/O): document fee.

- Terminal Handling Charge (THC): handling charge at the port.

- Container Imbalance Charge (CIC): container unbalance surcharge.

- Cleaning fee: container cleaning fee.

- Electro Magnetic Compatibility (EMC): container maintenance fees

2.4. Making customers safe

The difference between the forwarding method is FCL/LCL compared to other
forwarding methods where the AN of the shipping line is originally FCL, OSCO
International Co., Ltd. will have to modify its AN according to the LCL cargo. And
will have to issue AN for many retail customers based on the list of goods information
list.

First, the import department will rely on the shipping company' s AN to do the AN for
each customer. In which, the information to be filled in will be vessel name, voyage
number, HBL, MBL, port of loading, port of discharge, delivery location, container
number/lead number, quantity, number of packages, description of goods, Gross
Weight, CBM…

Next, the import department will collect the shipping company's costs from FCL to
LCL. Especially for FCL/LCL goods, an additional consignee labor fee (Labour) must
be collected. These costs will be collected according to the tariff rate of OSCO
International Co., Ltd.

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2.5. Fax/Email delivery notices and invoices to customers
After completing the AN for each individual customer, the import department will send
the AN file of OSCO International and HBL Co., Ltd., transfer information to each
customer, asking them to confirm the AN soon. If after 1-2 days, the customer still
does not reply, the input department will resend the email / phone to remind.

Next, we will send AN to the accountant and request an invoice for the accountant to
issue a draft invoice for each customer. After the customer confirms the draft invoice,
the accountant will issue the official invoice.

2.6. Payment proposal

Use Debit Note/Invoice in Vietnamese currency of shipping lines to export payment.
For those who only send AN and Debit Note in USD, they will send an email
requesting a draft invoice for transfer.

Then the input department sent a payment proposal to the accountant. Includes the
following documents:

- 1 payment proposal.

- AN/ Debit Note/ Invoice of shipping lines.

- AN of OSCO International Co., Ltd.

- HBL/MBL.

- Email of the nominated agent (email of the agent sending the document).

Finally, transfer the above documents to the accountant for the accountant to make
payment authorization.

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2.7. Get D/O order from shipping line
After making the payment proposal, the import department will prepare the documents
to send to the mining department of the company to carry out the DO order.
Documents to be prepared include:

- Notice of arrival of goods.

- Original bill of lading (or Surrender bill of lading, or delivery telegram).

- ID photo.

- Introduction letter of OSCO International Co., Ltd.

- Money (depending on shipping lines collect cash at the counter or pay by bank
transfer).

The operator of OSCO International Co., Ltd. went to the shipping line and put Bill at
the check-in counter, waiting for his turn to take the order. After the shipping line's
procedure staff checks the information, the amount the company has paid to the
shipping line, will issue a D/O order to the staff. Depending on the place, the number
of D/O copies will be different, usually from 2 to 3 D/O copies.

2.8. Issue D/0 command

Thus, after the operator receives the D/O order, the shipping company will transfer it to
the import department. Next, the import department will make a D/O order of OSCO
International Co., Ltd. to distribute to CFS and consignees.

 CFS warehouse

The import department will prepare the following documents to send to the CFS
warehouse:

- D/O OSCO International Co., Ltd. delivered to CFS warehouse.

- Authorization letter of OSCO International Co., Ltd.

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 - HBL/MBL.

- Manifesto.

- List of imported goods for CFS warehouse.

The staff at the CFS warehouse will be responsible for doing customs procedures
(opening declarations…) for OSCO International Co., Ltd., and taking the above
documents to the port and carrying out procedures to tow the FCL container to their
CFS warehouse. They will be responsible for dividing goods and based on the list of
imported goods to notify each customer to pick up the goods.

 Consignees

And when the CFS warehouse is finished exploiting, the warehouse staff will notify
OSCO International Co., Ltd so that they will notify consignees to get D/O orders from
the company. At this time, the consignees proceed to pay all costs to OSCO
International Co., Ltd. At the same time, they will issue the following set of documents
for consignee to go to the warehouse to pick up the goods: 2 D/O OSCO International
Co., Ltd., 1 HBL, 1 MBL, must have the seal and signature of OSCO International Co.,
Ltd.

After holding the documents of OSCO International Co., Ltd., the consignee will go to
the warehouse to carry out the procedures to change orders, pick up goods and make
additional payment for delivery and storage fees for the CFS department.

2.9. Update information for agents and report to leaders

After receiving the goods, customers will report back to OSCO International Co., Ltd.
At this time, OSCO International Co., Ltd. will email/fax back the information about
the pickup situation to the exporting agent so that they can update and report back to
the shipper.

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Meanwhile, the import department will also update the situation and report back to the
leader of OSCO International Co., Ltd. for them to capture information about the
shipment.

2.10. Refund vouchers for accountants

After reporting everything to the leader of OSCO International Co., Ltd and the agent,
the import department will return the following documents for the accountant to keep:

- Delegate spending.

- Payment proposal and email approval.

- Commodity list.

- Debit note collect / pay agent.

- Invoice in/out.

- AN issued by FWD / Shipping lines.

- DO issued by FWD/ Shipping lines.

- HBL/MBL.

- Delivery email/Debit Note browsing email arises.

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 CONCLUSION
Internship at OSCO International Co., Ltd. helped me better understand the import-
export process, from receiving documents, checking information, declaring E-
Manifest, to making notices and invoices for goods. client. I have grasped the specific
steps and must comply with regulations and laws related to import and export
activities. Internship at the company has trained me to work with complex documents
and documents such as HBL, MBL, commercial contracts, invoices, etc. I have learned
how to check and confirm information carefully to avoid errors and problems during
the delivery of goods.

The process of importing and exporting goods requires high accuracy, and the practice
time has helped me practice my skills in handling work carefully and thoroughly. I
have learned to check the details and make sure everything is correct before proceeding
to the next steps.

OSCO International Co., Ltd. is an internationally active company with many partners
and customers from different countries. The internship helped me develop skills to
work in a multicultural environment, learn how to adapt and work effectively with
colleagues and clients from different countries.

The internship period also helped me practice professional working attitude and
responsibility in the company environment. I have learned to face and solve problems
quickly and take responsibility for the work I undertake.

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