Import - export process at minh hoa thanh import-export trading servive co.,ltd.docx

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MINISTRY OF INDUSTRY AND TRADE
HO CHI MINH CITY INDUSTRY AND TRADE COLLEGE
FOREIGN LANGUAGES FACULTY
INTERNSHIP REPORT
IMPORT - EXPORT PROCESS AT MINH HOA THANH
IMPORT-EXPORT TRADING SERVIVE CO.,LTD
Student: Trần Hoàng Minh: Code: 2117240208
Class: CCQ1724D
Instructor: Trần Thĩ Ái Hương (MA/BA)

ACKNOWLEDGEMENT
First of all, I would like to express my deepest gratitude to teachers’ guidance,
friends and family’s care in the past four years. I am grateful to you for your help and
transfer of precious experience, which will prepare us for knowledge to get to the life.
Especially, I would like to express my gratitude to Ms. Trần Thĩ Ái Hương - my
vulnerable teacher who teaches and supports me a lot during my internship.
I want to take this opportunity to say thank to Ms. Nguyen Hoang Anh – my
supervisor, the director of guide department of the company and all staff in Minh Hoa
Thanh Import-Export Trading Service Co., Ltd
Thank you very much for your kind cooperation during my internship

CỘNG HÒA XÃ HỘI CHỦ NGHĨA VIỆT NAM
Độc lập - Tự do - Hạnh phúc
PHIẾU ĐÁNH GIÁ KẾT QUẢ THỰC TẬP
(Dùng cho cán bộ hướng dẫn thực tập tại cơ quan, doanh nghiệp)
Họ và tên cán bộ hướng dẫn thực tập: .........................................................................................
Đơn vị thực tập: ...........................................................................................................................
Địa chỉ: .........................................................................................................................................
Điện thoại: ...................................................... Fax:......................................................................
Email:.............................................................. Website:...............................................................
Họ tên sinh viên thực tập:Trần Hoàng .Minh ................. Mã số SV: 2117240208
Lớp: CCQ1724D ................................... Khoa: Ngoại ngữ
Thời gian thực tập: từ ngày 11/5/2020 .. đến ngày 24/7/2020
Ghi chú:
 Đề nghị quý cơ quan cho phiếu này vào phong bì, niêm phong, đóng dấu giáp lai và
giao cho sinh viên.
Nội dung đánh giá Điểm đạt được Điểm tối đa
I. Tinh thần kỷ luật, thái độ
I.1. Thực hiện nội quy của cơ quan, chấp hành giờ giấc
làm việc
1
I.2. Thái độ giao tiếp với CB CNV 1
I.3. Ý thức bảo vệ của công 1
I.4. Tích cực trong công việc 1
II. Khả năng chuyên môn, nghiệp vụ
II.1 Đáp ứng yêu cầu công việc 1
II.2 Tinh thần học hỏi, nâng cao trình độ chuyên môn,
nghiệp vụ
1
II.3 Có đề xuất, sáng kiến, năng động trong công việc 2
III. Ý nghĩa của đề tài báo cáo với thực tiễn doanh
nghiệp
2
IV. Tổng cộng 10
…………… , ngày tháng năm
XÁC NHẬN CỦA CƠ QUAN
THỦ TRƯỞNG CÁN BỘ HƯỚNG DẪN
(Ký tên, đóng dấu) (Ký tên)

CỘNG HÒA XÃ HỘI CHỦ NGHĨA VIỆT NAM
Độc lập - Tự do - Hạnh phúc
PHIẾU NHẬN XÉT CỦA GIẢNG VIÊN HƯỚNG DẪN
(Sinh viên điền đầy đủ các thông tin cá nhân vào mẫu này)
Họ và tên sinh viên: ...............................................................................................................
Lớp:.................... Khoa:..................Khóa....................
Trong thời gian từ ngày.........tháng.........năm..........đến ngày.......tháng.......năm..........
Thực tập tại:...........................................................................................................................
.................................................................................................................................................
Địa chỉ:....................................................................................................................................
Sau quá trình thực tập của sinh viên, giáo viên hướng dẫn nhận xét, đánh giá như
sau:
1. Chuyên cần:
.................................................................................................................................................
Điểm đánh giá: .........../1đ
2. Quá trình thực tập tại đơn vị:...............................................................................................
.................................................................................................................................................
Điểm đánh giá: .............../3đ
3. Thực hiện báo cáo thực tập (Về hình thức, nội dung):
Hình thức: ..................................................................................................... .........................
Chương 1: ...............................................................................................................................
Chương 2: ...............................................................................................................................
Chương 3: ...............................................................................................................................
Chương 4: ...............................................................................................................................
Điểm đánh giá: ................./5đ
4. Tính chính xác về ngôn ngữ (Ngữ pháp, cấu trúc câu, lỗi chính tả)
................................................................................................................................................. .
................................................................................................................................................
Điểm đánh giá: ................./1đ
Điểm đánh giá về thực hiện báo cáo thực tập: ....../10 điểm
Bằng chữ:................
Ngày....tháng....năm...........
Giáo viên hướng dẫn
(Ký, ghi rõ họ tên)

TABLE OF CONTENTS
INTRODUCTION...............................................................................................................1
CHAPTER 1........................................................................................................................1
OVERVIEW OF THE COMPANY FOR INTERNSHIP...................................................1
1.1 Operation and Development ......................................................................................1
1.2 Business Activities Fields of Minh Hoa Thanh.........................................................2
1.3 Organization Structure of Minh Hoa Thanh Company .............................................4
1.4 Personnel situation of Minh Hoa Thanh....................................................................6
1.5 Business Operation Performance of Minh Hoa Thanh for the period 2017-2019.....8
CHAPTER 2: TASKS ASSIGNED DURING INTERNSHIP ...........................................9
2.1 Work assignments......................................................................................................9
2.2 Weekly schedule........................................................................................................9
2.3 Job description .........................................................................................................14
CHAPTER 3: IMPORT - EXPORT PROCESS AT MINH HOA THANH IMPORT-
EXPORT TRADING SERVIVE CO.,LTD ......................................................................16
3.1. Import - Export process at Minh Hoa Thanh Import-Export Trading service
Co.,Ltd ...........................................................................................................................16
3.1.1. Importing process at MinhHoaThanh ..............................................................16
3.1.1.1. Steps in importing process ............................................................................16
3.1.1.2. Supplier evaluation........................................................................................18
3.1.1.2.. Steps in clearing importing procedure .........................................................19
3.1.2. Exporting process at MinhHoaThanh ..............................................................20
3.2. Evaluation of Export Process at Import-Export Trading service Co.,Ltd ..............21
3.2.1. Advantages.......................................................................................................21
3.2.2 Disadvantages ...................................................................................................22
CHAPTER 4: CONCLUSIONS AND RECOMMENDATIONS ....................................24
4.1 Lessons learned after internship ..............................Error! Bookmark not defined.
4.1.1 New Skills Acquired and Skills Improved........Error! Bookmark not defined.

4.1.2 Management techniques observed. ...................Error! Bookmark not defined.
4.1.3 Classroom skills employed ...............................Error! Bookmark not defined.
4.1.4 Lesson learned...................................................Error! Bookmark not defined.
4.1.5. Evaluation ........................................................Error! Bookmark not defined.
4.2. Future career orientation.........................................Error! Bookmark not defined.
4.3. Some recommendations for the company...............Error! Bookmark not defined.
4.3.1. Improve quality of human resource .................Error! Bookmark not defined.
4.3.2. Selecting and negotiating suitable import/export contract conditions......Error!
Bookmark not defined.
CONCLUSION .................................................................Error! Bookmark not defined.
REFERENCE ....................................................................Error! Bookmark not defined.

LIST OF FIGURE AND TABLE
Figure 1. 1: Minh Hoa Thanh Valves Products...................................................................3
Figure 1. 2: Organizational Structure ..................................................................................4
Table 1. 1: Labour Age Statistics ........................................................................................7
Table 1. 2: Degree of labourforce........................................................................................7
Table 3.1: Importing process at MinhHoaThanh ..............................................................16
Table 3.2: List of related forms .........................................................................................18
Table 3.3: Exporting process at MinhHoaThanh ..............................................................20
Table 3.4: MinhHoaThanh’s turnover in 2017- 2019 period ............................................22

INTRODUCTION
Since the issuance of new policies on diplomacy and economy of Vietnamese
government in 1986, namely Doi Moi era, Vietnam has set up its business relationship
with most countries in the world, even with former millitary opponents such as the
United States or Japan. Every year, exportation contributes billions of dollars to the GDP
of Vietnam. In general, our main exports consist of most agricultural products such as
rice, coffee, pepper, etc. and raw natural resources such as crude oil and ores, as well as
shoes, clothing and handicraft products, all of which are very low value-added.
Meanwhile, we import manufactured goods and luxuries like car, branded clothing,
alcohol, which has made Vietnam suffer a trade deficit for a long time. In order to
improve the balance of trade, the government has encourage Vietnamese enterprises to
shift from processing goods to order of foreign companies to producing high value-added
products for exportation.
According to the schedule of Ho Chi Minh City industry and trade college, I spent a
five-week internship at Minh Hoa Thanh Import-Export Trading Service Co., Ltd, which
majors in importing raw material and manufacturing polymer and plastic products for
domestic consumption as well as exportation. Under the training of my direct instructor,
as well as the condescention of the company’s staff, I have been given a great opportunity
to apply my academic knowledge to practical problems and compare with the theories I
have learned at the university. Based on my background knowledge and the experience I
gained during my intership, I decide to choose the topic for this report as: “Import -
Export process at minh hoa thanh Import-Export trading servive CO.,LTD

1
CHAPTER 1
OVERVIEW OF THE COMPANY FOR INTERNSHIP
1.1 Operation and Development
Company name: Minh Hoa Thanh Import-Export Trading Service Co., Ltd
Address: 199/2 Road I 19, Block 5, Thoi An Ward, District 12, Ho Chi Minh
City
Tel: (08) 62502299, 0982.666.352 - 0982 541 359 / Fax: (08) 62502299
Email: minhhoathanh@gmail.com - YM/Skype: minhhoathanh
Vision: Minh Hoa Thanh always desire desires to create a Vietnamese
company with good brand name with the best service.
Mission:
 For Market: Providing products - services according to international
standards, while providing unique and highly innovative characteristics of
Vietnamese people
 For partners: Commitment to the spirit of cooperation and development.
 For staff: Always uphold and build a professional working environment,
dynamic, creative and humane.
 For society: Express sense of civic responsibility to the community and
maintain ethnic pride
Core value: "CEREMONY - WISDOM - PRESTIGE” means “LỄ - TRÍ-TÍN"
Minh Hoa Thanh was establied in 2012. Minh Hoa Thanh is proud of being the
Vietnamese leading prestigious manufacturer and exporter of gate valves. During six
years of establishment and development, Minh Hoa Thanh has supplied customers high
quality, innovative, value-priced products with diversified styles and designs which range
in different categories of products.
Nowadays, with the wishes to meet customers’ different requirements, promote
trading and introduce our products to global markets, Minh Hoa Thanh has built the close
long-term cooperation with many customers all over the world. In addition, Minh Hoa

2
Thanh has been planning to take part in many annual domestic and international Trade
Fairs in Hong Kong, America, England, German, Belgium, etc. As a result, the company
has been affirming step by step its position in overseas markets such as EU, America,
Australia, Japan…. With the team of experienced and creative employees, Minh Hoa
Thanh is ready to serve every potential customer, and once purchasing from us, the
customers are buying not only products but also three 100% - 100% quality, 100%
service, and 100% satisfaction. Minh Hoa Thanh sincerely welcomes the friends from all
over the world to mutual development and friendly cooperation.
The year 2018 is the year in which there will be many changes in the business.
And when Vietnam integrates with TPP and ASEAN countries Minh Hoa Thanh will
take the chance and experience many great challenges. The company needs more closely
linked than to unite to overcome that challenge. With the great effort, Minh Hoa Thanh
has specific goal to enlarge export market
1.2 Business Activities Fields of Minh Hoa Thanh
Minh Hoa Thanh specializes in distributing gate valves with brandnames of
MIHA, MBV and MI, manufactured by Minh Hoa Investment Joint Stock Company,
such as Check valve, butterfly Valves, ball valves, accessories Lace, welding accessories,
young tapes, supplies and fire protection, pressure relief valves, steel pipe, brass foot
valve, brass gate valve - gate valve, brass swing check valve, brass ball valve - alloy ball
valve, accessories stainless steel - stainless steel valve.

3
Figure 1. 1: Minh Hoa Thanh Valves Products
In addition, Minh Hoa Thanh also distributes water meters with brandnames of
Unik (Taiwan), Zenner-Coma (Germany), Shinha (South Korea) ... With dynamic and
enthusiastic sales team, Minh Hoa Thanh is always willing to serve their customers with
thoughtfulness and dedication, always bring friendly feeling to their customers in
business.

4
1.3 Organization Structure of Minh Hoa Thanh Company
This is chart of Minh Hoa Thanh organizational structure
Figure 1. 2: Organizational Structure
Director is the top power of Minh Hoa Thanh that directly mamnage five departments
consisting of sales department, technical department, R&D department, accounting
department and department of general administration.
Roles of Director
The director plays an important roles and responsibilities in the company.
Essentially, he has the right to hire all emplyees, as well as assessing the overall direction
and strategy for his company. Moreover, he acts on behalf of the shareholders to run the
day to day affairs of Minh Hoa Thanh. The director is accountable to the shareholders.
Each year the company will hold an annual general meeting at which the directors
provides a report to shareholders on the performance of Minh Hoa Thanh.
Roles of Sales Department
Sales department is one of the most important department in Minh Hoa Thanh.
The sales staff are in charge of looking for the sales opportunities with the existing and
new customers to sell products and services. Whenever, the company has a meeting, they
will organize effective presentation to their customers for their target products. The sales
manager takes responsibilities to identify the target budget for each year with following-
up percent of the budget realization each quarter of year. To do this, th sales manager has
to definite business opportunities with each customer to be considered in the target
budget or forecast list. Moreover, they should development the rapports with all existing

5
and new customers to know their future plan as well as co-ordination with Marketing
Department to reach the strategic goals.
Roles of Technical Department
Technical Department is responsible for diagnosing any hardware or software
faults with these systems and will solve the issues either in person or over the phone. By
the way, they are in charge of installation and configuration of a company’s computer
hardware operating systems and applications. Every day, IT staff have to maintenance
and monitor computer networks and systems, as well as testing and evaluating new
technology. In addition, they performing electrical safety checks on the company’s
computer equipment.
Roles of R&D Department
Research & Development department plays a very important role in the success of
Minh Hoa Thanh. The department is incharge of designing a platform for creativity and
innovation to flourish in Minh Hoa Thanh, as well as supporting the company to have a
competitive edge over its competitors. In addition, R&D team has to develop plans much
ahead other functions and take efforts in building new products and find itself ahead of
Minh Hoa Thanh’s competitors.
Roles of Accounting Department
This is an important department in Minh Hoa Thanh. There are some specific roles
that the accounts maintain great relationships with vendors. the essential roles and duties
of virtually any accounting staff include some working as below
 Firstly, they have to make money out. It means that they are in charge of
making payments and keeping the bills paid
 Secondly, they have to make money in. It means that they are in charge of
processing incoming payments
 Thirdly, they have to make payroll to make sure that everyone gets paid on
time.
 Fourthly, they have to do report. It means that they are preparing financial
reports such as profit and loss, balance sheets and budgets

6
 Lastly, they have to control finance.
Roles of General Administration Department
General Administration Department occupies an important in Minh Hoa Thanh.
The department is incharge of providing comprehensive administrative planning,
leadership and organizational, as well as development of all departments in the company.
They also evaluate performance of all department heads and their operations. In addition,
administering all laws and policies established is their responsibilities in Minh Hoa
Thanh.
1.4 Personnel situation of Minh Hoa Thanh
Total labour forces of Minh Hoa Thanh are 471 people (Table 1.1) in which:
Directors and managers are 20 people consisting of 60% labour force having age
of 23-35, and 40% of labour force having age of 36-60.
There is no Foreign employee in Minh Hoa Thanh.
Professional staff are 43 people including 81% labour force having age of 23-35,
and 19% of labour force having age of 36-60.
Total shippers are 10 people including 70% labour force having age of 23-35, and
30% of labour force having age of 36-60.
Total warehouse staff are 6 people including 50% labour force having age of 23-
35, and 50% of labour force having age of 36-60.
Total workers are 380 people including 70% labour force having age of 23-35, and
30% of labour force having age of 36-60.
Total truck and car drivers are 12 people encompassing 50% labour force having
age of 23-35, and 50% of labour force having age of 36-60.

7
Table 1. 1: Labour Age Statistics
Labour
Labour Age
Quantity
Age
%
Age
%
23-35 36-60
Directors and
managers
20 12 60 8 40
Foreign emplyee 0 0 0
Professional staff 43 35 81 8 19
Shippers 10 7 70 3 30
Warehouse staff 6 3 50 3 50
Workers 380 266 70 114 30
Truck and car drivers 12 6 50 6 50
Total 471 329 70 142 30
Moreover, the table 1.2 shows academic level of labourforce in Minh Hoa Thanh.
Table 1. 2: Degree of labourforce
Labour
Degree
High
scho
ol
% College % University %
Post
graduat
e
%
Directors and
managers
0 0 0 0 8 40 12 20
Foreign workers 0 0 0 0 0 0 0 0
Professional staff 0 0 3 7 40 93 0 0
Shippers 0 0 10 100 0 0 3 4
Warehouse staff 0 0 0 0 5 83 1 2
Workers 203 53 112 29 65 17 0 0

8
Truck and car
drivers
7 58 5 42 0 0 0 0
Total 210 45 127 27 118 25 16 3
Total labourforce having high school degree are 210 that the workers have this degree,
accounted for 45%; Total labourforce having colleage degree are 127 people, accounted
for 27%; Total labourforce having university degree are 118 peopel, accounted for 25%;
Total labourforce having postgraduate degree are 3 people, accounted for 3%.
1.5 Business Operation Performance of Minh Hoa Thanh for the period 2017-2019
Through three years of business activities, Minh Hoa Thanh achieved the profit which in
more and more increasing during three years, as in table 1.3
Table 1. 3: Data of Minh Hoa Thanh Business Activities 2017-2019
Unit: VND
Items Year 2017 Year 2018 Year 2019
1- Sales revenue 25,394,877,565 40,024,986,544 45,392,876,432
2- Cost of sold goods 19,849,378,658 31,456,789,233 35,885,679,392
3 - Interest expenses 500,369,456 589,079,454 604,102,271
4 - Corporate income tax 230,567,888 305,678,943 350,564,478
5- Profit after tax 4,814,561,563 7,673,438,914 8,552,530,291
Sales and service delivery revenue sharply increased from more than 25 billion
VND in 2017 to 40 billion VND in 2018, then gradually went up to more than 43 billion
VND in 2019 (Figure 1.3). This is a rewarding result for the company's staff. It helps
profit went up to 7,67 billion VND and 8,88 billion VND respectively

9
CHAPTER 2: TASKS ASSIGNED DURING INTERNSHIP
2.1 Work assignments
Assistance for Import-export Department:
 Help with shipping jobs:
 Help with international transactions
 Help with custom clearance.
Assistance for Sales Department:
 Deal the sales contract with foreign customers
 Deal the sales contract with suppliers
 Join customer serive and translation jobs.
 Develop customers and marketshare.
2.2 Weekly schedule
Internship Diary
Date Daily works Time
Week 1
 Greeting and make friends with the staff. 9am – 11am
Learning documentation job.
 Look over the full set of import –export
documents
 Be trained meaning of every documents
by import-export staff
2pm – 5pm
 Study letter of credit
 Be trained knowledge of L/C by import-
export staff
9am – 11am
 Study Incoterm 2016 2pm – 5pm

10
 Be trained knowledge of L/C by import-
export staff
 Be trained step of the shipping process;
 Practice with coordinating shipping with
customs agents for clearance on overseas
deliveries;
9am – 11am
 Practice with delivery logistics through
data management
 Learn how to calculate international fees
for each shipment, and keep track of
shipment payments and quotas
2pm – 5pm
Week 2
 Contact logistic agencies to book trucks
for shipments
 Do related documents for the shipment.
9am – 11am
 Learn how to do custom clearance
 Practice to clear the shipments on ECUS5-
VNACCS
2pm – 5pm
 Check payment from the customers
 Send documents to customer if the
account received money
 Go to VCCI to apply for Certificate of
Origin (C/O)
9am – 11am
 Go to Cat Lai port to do custom clearance
 Back to VCCI to take C/O
2pm – 5pm
 Learn terms and conditions in sales
contracts (SC)
9am – 11am

11
 Translate SC into Vietnamese
 Trained to make sales contract.
 Translate SC into English
2pm – 5pm
Week 3
 Take the customers from Tan Son Nhat
airport to Facotry
 Interpret for sales Manager as he needs,
 Join customer’s visitation with sales team
9am – 11am
 Take the customer to restaurant
 Learnt how to deal with customer in
business
2pm – 5pm
 Visit our suppliers with sales staff
 Learnt how to deal with the suppliers
9am – 11am
 Contract and send sales contract to the
suppliers
 Translate terms and conditions in sales
contract
2pm – 5pm
 Check import – export with accountant
 Help the accountants translate terms and
conditions into Vietnamese whenever they
require
9am – 11am
 Countinue checking import-export
documents
 Enjoy small party with sales department
2pm – 5pm
Week 4
 Call the suppliers for new orders
 Reply email for sales staff
9am – 11am

12
 Receive complaint from the customers
and help sales staff to solve the problems
for customers
2pm – 5pm
 Translate complaint letter to director
 Then translate problem-solving letter to
the customers
9am – 11am
 Assist import-export staff to do custom
clearance
 Assist them to do documents
2pm – 5pm
 Assist sales manager to translate the
meeting with the customers.
9am – 11am
 Assist sales manager to have lunch and
join negotiation for new sales contract
2pm – 5pm
Week 5
 Find out information of new customers on
the internet
 Contact them by email and call.
9am – 11am
 Make offers and send them to the
customers
 Contact logistics agencies for booking
2pm – 5pm
 Assist sales manager to translate import
documents
 Sand documents to suppliers
9am – 11am
 Find out information of new customers on
the internet
 Contact them by email and call..
2pm – 5pm
 Join dealing terms and condition with
suppliers.
9am – 11am

13
Week 6
 Take the customers from Tan Son Nhat airport
to Facotry
 Interpret for sales Manager as he requires
9am – 11am
 Have luch with the customers and sales team 2pm – 5pm
 Translate new sales contract for sales staff
 Send sales contract to the customers by email
9am – 11am
 Look for new customers’ information on the
internet
 Send customer list sales manager
2pm – 5pm
 Call the suppliers for new orders
 Reply email for sales staff
9am – 11am
 Receive complaint from the customers and
help sales staff to solve the problems for
customers
2pm – 5pm
Week 7
 Contact logistics agencies to book trucks for
shipments
 Do custom clearance on ECUS5-VNACCS
9am – 11am
 Assist import-export staff to do documents 2pm – 5pm
 Assist accountants to translate import-export
documents for a tax return
9am – 11am
 Assist accountants to translate import-export
documents for a tax return
2pm – 5pm
 Trained to be clear about soft skills
helping businessman succeed
 Have meeting with the company. 2pm – 5pm

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 Find out information of new customers on the
internet
9am – 11am
 Make offers and send them to the customers
 Contact logistics agencies for booking
2pm – 5pm
Week 8
 Collect documents to analysize for the report 9am – 11am
internet
 Contact them by email and call
2pm – 5pm
 Collect documents to analysize for the report 9am – 10am
internet
2pm – 4pm
 Have party with some departments 2pm – 4.30pm
Tiding up the classrooms. 4.30pm – 7pm
2.3 Job description
At the first week, the student has time to make friends with colleagues in the
company. Then the student is trained import-export documents. All staff in import-export
department and sales department are willing to support the student.
At The second and third week, the student is allowed to practice imort-export
documents, do custom clearance on ECUS5-VNACCS, apply for C/O. At this time, the
student has time to learn SC, L/C and translate SC for Minh Hoa Thanh.
At the other weeks, two departments give the student a chance to work as the real
staff in the company. The student has chance to deal with the customers, the suppliers.
Moreover, the students has more time to translate ans assist staff in Minh Hoa Thanh.

15
At the last week, the company give documents to the students for this report. In the
other time, the student find new customers for sales department. At last, two department
enjoy small party with the student to say goodbye.

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CHAPTER 3: IMPORT - EXPORT PROCESS AT MINH HOA
THANH IMPORT-EXPORT TRADING SERVIVE CO.,LTD
3.1. Import - Export process at Minh Hoa Thanh Import-Export Trading service
Co.,Ltd
3.1.1. Importing process at MinhHoaThanh
3.1.1.1. Steps in importing process
Table 3.1: Importing process at MinhHoaThanh
(Source: MinhHoaThanh’s trading department)

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MinhHoaThanh has establish business relationship with both foreign and local
partners. The company purchases raw material and sells manufactured products to
customers. Raw material is bought from a variety of suppliers which provide the best
products at reasonable price regardless their geographic situation. Therefore,
MinhHoaThanh has two different purchasing processes for domestic and imported goods,
of which the latter is much more complicated as it requires a number of procedures and
bears more risks and cost. In this chapter, I mainly discuss the importing process at
MinhHoaThanh.
The importing process generally consists of 6 steps:
Step 1: After receiving purchasing demand from some department, choosing a supplier
and getting the approval of the general director for the supplier, the purchasing
department will send an enquiry to the supplier.
Step 2: After some negotiation on price, quantity, quality & specification, terms and
conditions of delivery and payment etc., the two parties will make a contract. In case of
long-term suppliers, the general director will sign a ruling contract and send separate
orders with signature of head of department for each consignment. Other suppliers will
sign contract for each separate business.
Step 3: When the contract has been sign or the order has been sent, personnel in charge
will carry out the purchase and prepare all necessary documents. MinhHoaThanh usually
choose FOB term imports. Therefore, it will send someone to arrange insurance and
contact the vessel office for shipment.
Step 4: When the good has been delivered, representatives of related departments and the
suppliers will check, install and test (if needed) together. If the good is up to
MinhHoaThanh’s standard, they will accept it. Otherwise, they will ask the supplier to
replace it.
Step 5: Related files and documents will be transferred to Accounting Department or the
department in charge of making payment and terminating the contract.
Step 6: Related department must save files.

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3.1.1.2. Supplier evaluation
- Evaluation for choosing potential evaluation: This type of evaluation is only
applied for new suppliers that have not been approved. When a department needs to
purchase something, it will make an application form approved by the general director or
head of department and submit to the responsible department. Then the responsible
department will send someone to collect the price quotes of at least 3 suppliers and
evaluate them using Form BM.08.01. Head of department is responsible for checking the
evaluation and submit to the General director for approval. After the general director has
approved, personnel in charge will update the information of the new supplier in the list
of approved suppliers (BM.08.01)
In case of demand arising at the turn of event, the personnel in charge can directly
consult the general director to appoint a specific supplier to ensure prompt preparation of
material for production.
- Tracking evaluation: Each department in MinhHoaThanh will open a “ Supplier
tracking book” according to form BM.08.02. During the purchasing process, if any
problem in technical standard, quality, price, time of delivery, terms and conditions arise,
it will be recorded by the personnel in charge. The evaluation of the supplier will be
based on this tracking book. Head of related departments can remove suppliers from the
approved list depending on the evaluation standards. Head of departments will carry out
the tracking evaluation annually or when required to build a list of liable suppliers for
their departments. Revaluating standards include number of times of nonconforming,
seriousness of nonconforming, frequency of reoccurence, etc.
Form Code
Initiate supplier evaluation form BM.08.01
Supplier tracking book BM.08.02
Supplier revaluation form BM.08.03
List of suppliers BM.08.04
Purchase order BM.06.01
Table 3.2: List of related forms

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3.1.1.2.. Steps in clearing importing procedure
Step 1: MinhHoaThanh personne prepares a set of import clearance documents including:
contract, commercial Invoice, Packing List, Bill of Lading, Certificate of origin,
Importing Permission. MinhHoaThanh personnel has to check the correctness and
legality of the documents before submitting them to custom. Any problem arising should
be promptly informed to the Seller to fix it at least cost and risk.
Step 2: Upon receipt of B/L or arrival notice, MinhHoaThanh personnel will contact the
shipping office to get delivery order (D/O) in 4 copies.
Step 3: MinhHoaThanh personnel submits the documents for export clearance at the
customs house. Customs will calculate the amount of tax Europast has to pay and check
the conformity of the documents and the consignment.
Step 4: Taking delivery at the port
MinhHoaThanh personnel will take D/O to the port, pay all necessary fee and ask the port
staff to transport the container to the checking field
Step 5: MinhHoaThanh asks a custom representative to verify that the container still have
original seal, right container number and seal number then have some worker at the port
cut the seal to open the container and check the good. After verifying that the
consignment are in accordance with submitted documents, the custom officers will
complete import clearance procedures. The consignment will be transported to
MinhHoaThanh’s warehouse.
Step 6: MinhHoaThanh will make payment on the base of agreed terms and conditions.

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3.1.2. Exporting process at MinhHoaThanh
Responsible personnel Activity
Trading department
Trading department
Trading department
Trading department &
Related departments
Trading department
General director/ Manager
Production & Trading
department
Accountant/ Personnel in
charge
Prodution controller
Table 3.3: Exporting process at MinhHoaThanh
The importing process generally consists of 6 steps:
Step 1: MinhHoaThanh will initiatively send an offer and a sample attached to the offer
to the customer or when receiving enquiry from a customer. The trading department will
Receiving enquiry
Send offer
Receiving order
Evaluate and
Negotiate Stop
Making contract
Approve &
Sign
Producing and making
delivery
Receive payment/
Terminate the contract
Save files

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evaluate the customer’s offer to buy and negotiate to change unreasonable terms and
conditions until the two parties have reached mutual agreement.
Step 2: The two parties officially enter a contract. The contract may cover several orders
or only one order depending on the requirement of customer. It may be by fax or foreign
partner sends their representative to sign the contract directly with MinhHoaThanh.
Step 3: When the contract has been signed, MinhHoaThanh will ask its customers to
open an L/C as agreed in the contract. Upon receipt of notification from the bank,
MinhHoaThanh staff has to check the conformity of the L/C with agreed terms and
conditions and corrects any discrepancies as soon as possible. Production department will
proceed the order in due time under strict control while trading department arrange
delivery and insurance policy if asked by customers. Customers may send their
representative or ask a third party to check the goods. MinhHoaThanh is responsible to
support them during quality checking.
Step 4: The good will be packed according to the customer’s instruction, usually in
container. MinhHoaThanh will hire a carrier to transport these container to the named
vessel by the customer at the port and prepare necessary documents including certificate
of origin, export allowance, etc. After, the good has been loaded on board the vessel,
MinhHoaThanh staff will collect the B/L.
Step 5: MinhHoaThanh will bring a full set of shipping documents to the bank and
proceed international payment. After MinhHoaThanh have received money, related files
and documents will be transferred to Accounting Department and the contract will be
terminated.
Step 6: Responsible department must save files.
3.2. Evaluation of Export Process at Import-Export Trading service Co.,Ltd
3.2.1. Advantages
MinhHoaThanh’s turnover has risen dramatically throughout the year. As
MinhHoaThanh’s orientation is to concentrate in exportation, they has built a long-term
plan to research and produce new polymer products that is competitive in international

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products. Its main exports include filler master batch PE, filler master batch PP, white
master batch and color master batch.
Year Domestic turnover Exporting turnover Total turnover
2017 125,067,000,000 125,896,000,000 250,963,000,000
2018 153,450,000,000 155,002,000,000 308,452,000,000
2019 130,470,000,000 189,875,000,000 320,345,000,000
Table 3.4: MinhHoaThanh’s turnover in 2017- 2019 period
(Source: Annual report of Board of Director from 2017 to 2019)
The international commercial network of MinhHoaThanhcover the world from
America to the Fareast. In 2017, about 50% of MinhHoaThanh’s turnover comes from
export activities. In 2018, the proportion has expanded to nearly 60%. This number is
expected to reach 80% in 2025.
As MinhHoaThanh directly imports the good instead of hiring another logistic
company, they can control all the risk and cost and prevent lengthened waiting period due
to mistakes arising in the process. In addition, they establish a separate department that
specialized in import-export practices, which helps to prevent distraction from other
activity of the company and improve the efficiency of MinhHoaThanh.
In addition, they are very careful in choosing reliable business partners and
conscious of the possibility of completing the contract in time. They are never blinded by
attracting but suspicious contract offered by untrustworthy foreign companies.
3.2.2 Disadvantages
However, due to lack of experience which results from the young history of
development of MinhHoaThanh, it usually takes it a considerable amount of time and
money to import consignments. Eventhough MinhHoaThanh has establish business with
very liable and professional partners, their own weakness in logistic practices are
obstacles that lower their effectiveness and thus, reduce profit.
The importing process of MinhHoaThanh is almost the same as what I have
learned at the university. However, the theory only mentions basic steps that can be

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applied for every company regardless of their characteristic features. When I observed
how MinhHoaThanh personnel carries out the import clearing procedure, I realized that
the practical work is not that simple but requires extreme careful people as the risk of
losing good or fraud is high in doing business with foreign partners.
Evaluation on suppliers is a very important step in import practices that is not
mentioned in my lessons but is clearly and carefully built as an official process at
MinhHoaThanh. This can be considered as a preventive method that protects
MinhHoaThanh from risk of bankrupt and fraud because any mistake in the process will
negatively affect and sometimes may delay the whole producing chain because of lack of
raw material.

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CHAPTER 4: CONCLUSIONS AND RECOMMENDATIONS

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