Internship report Inventory Accountant at international university ho chi minh city.doc

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INTERNATIONAL UNIVERSITY-HO CHI MINH CITY
SCHOOL OF BUSINESS
INTERNSHIP REPORT
Company name : Global Equipment Services
Type of internship : Inventory Accountant
Supervisor : Ms. Huynh Thi Thanh Tri.
During dates: 15/05/2014 -14/08/2014.
Number of internship days: 90 days
Advisor: Mr. Hoang Thanh Nhon.
Student name: Huynh Thi Ngoc Ly.
Student ID: BAFNIU11024.
Supervisor Manager of department
Ms. Huynh Thi Thanh Tri. Ms. Huynh Thi Thanh Tri

Contents
EXECUTIVE SUMMARY.........................................................................................................................2
DESCRIPTION OF GES...........................................................................................................................3
1. General Information ..............................................................................................................3
2. History.........................................................................................................................................4
3. Mission and Vision: ................................................................................................................5
4. Products and Services...........................................................................................................5
5. Customers of GES....................................................................................................................5
6. Organizational Chart..............................................................................................................7
7. Main Official Function...........................................................................................................8
INTERNSHIP ACTIVITIES IN INVENTORY ACCOUNTANT ..................................................18
1. Internship Activities in Inventory Accountant.........................................................18
1.1. Classify and input data...................................................................................................... 19
1.2. Monitor inputting materials into warehouse .......................................................... 21
1.3. Arrange documents............................................................................................................ 22
1.4. Translate ................................................................................................................................ 24
1.5. Copy, Print, Fax documents ............................................................................................ 25
2. The Role of the Inventory Accountant.........................................................................25
3. Performance of the Inventory Accountant.................................................................25
4. Some Problems of the Inventory Accountant ...........................................................27
4.1. Inventory Software ............................................................................................................ 27
4.2. Trainning................................................................................................................................ 28
5. Suggestions for Solving Problems.................................................................................28
6. Suggestions for the Thesis Topic ...................................................................................29
AN ASSESSMENT OF THE INTERNSHIP......................................................................................29
CONCLUSION.........................................................................................................................................31
REFERENCES.........................................................................................................................................32
HUYNH THI NGOC LY 1

EXECUTIVE SUMMARY
This report has been prepared for the summer internship that has been completed in the
GLOBAL EQUIPMENT SERVICES VIETNAM (GES VN) in order to present my internship
progress and hands- on experiences I learned in workplace. Furthermore, the purpose of
this report is to fulfill the internship requirement of the course of Business Administration
School.
The aim of this internship is to accustom practical work and how to apply knowledge in the
real workplace. It also equips for me an actual picture and useful skills to be willing for
future career. Therefore, I compiled this report as the summary and the conclusion that
have experienced from the internship time.
With my limited knowledge, I have tried my best to prepare the report as well as possible. I
would like to note that all information in this report includes GLOBAL EQUIPMENT
SERVICES and GLOBAL EQUIPMENT SERVICES VIETNAM (GES VN). However, I would like
to focus much more on GES VN.
The main contents in the report include:
Part 1: Description of GES. This part provides most of important information about GES
such as history and development, operation structure, and its customers, etc.
Part 2: Internship activities in Inventory Accountant. This part includes my activities in the
Financial & Accounting Department, some of them are:
• Input data
• Monitor inputting materials into warehouse
• Arrange documents
• Translate
• Copy, Print, Fax documents
Part 3: Problems.
Part 4: Suggestions for solving problems.
Part 5: Assessment of the internship.
HUYNH THI NGOC LY 2

DESCRIPTION OF GES
1. General Information
GES is a privately held, venture funded US corporation founded in 2006 to provide high
quality, low cost outsourced service solutions to the high tech equipment markets
throughout US and Asia. Our services include design, manufacturing, repair, Upgrades,
testing, training, RMA, and Customer Service. We cater to predominantly the global high-
tech sector in semiconductor equipment, solar, Flat Panel Display and Medical Systems.
GES business model combines a wealth of equipment engineering expertise gained in the
US and Japan with low cost resources and facilities in Vietnam, one of the most dynamic
environments in Asia
Some essential information about the company:
• Transaction English name: Global Equipment Services (GES)
• GES US- Headquarter: 2372 Qume Drive, Suite F San Jose, California 95131.
• GES JP: FASuC B2124 World Business Garden, Nakase 2-6, Mihama-ku, Chiba City
261-7121
• GES VN:
o License number: 413032000010.
o Office address:
 HCMC Representative Office: Lot I3-1 D1,Saigon High Tech Park,
District 9 - HCM City.

 Ha Noi Representative Office: 10th floor, 83B Ly Thuong Kiet, Hoan
Kiem District, Pacific Place Building- Ha Noi Capital.
HUYNH THI NGOC LY 3

o Telephone:
 HCMC Representative Office: (84) 8 3730 6032

 Ha Noi Representative Office: (84) 4 946 1016
o Fax:
 HCMC Representative Office: (84) 8 3730 6242

 Ha Noi Representative Office: (84) 4 946 1025
o Email: info@geservs.com.
• Website GES VN: http://www.geservs.com.
2. History
Global Equipment Service Vietnam (GES VN) is established in 03/07/2007. It is an
outsourcing of GES US and GES JP. It combines equipment engineering expertise from the
Global Equipment Service USA (GES US) and Global Equipment Service Japan (GES JP) with
low cost engineering and manufacturing in Vietnam, GES delivers services which are of the
highest quality, extremely cost effective, fast and ensure complete IP security.
GES VN works with original equipment manufacturers (OEMs) and end user customers in
the semiconductor, solar, flat panel, medical and related markets. Its customers are
continually striving to improve quality, time to market and customer satisfaction while
controlling expenses and decreasing costs. These companies rely on GES to provide high
quality outsourced services supporting the critical areas of their core business
operations: design engineering, manufacturing, field service
engineering and training support.
Figure 1: Signing ceremony of GES
VN‘s certificate investment
HUYNH THI NGOC LY 4

3. Mission and Vision:
Work non-stop to achieve the following these objectives
• Highest Quality Services
• Total Customer Satisfaction
• Most Cost Effective Solutions
• Complete Intellectual Property Protection
• Ensure defective product ratio does not exceed 5% and 0% service error.
• Ensure the delivery time does not postpone the progress because of subjective fault.
• Ensure there are no safe violations and no accidents during manufacturing sectors.
• 100% of employees are completed a basic training program.
4. Products and Services
Install services, repair and upgrade equipment machinery (of the semiconductor industry):
• Design Services.
• Manufacturing.
• Consult installation and design solar equipment system.
5. Customers of GES
Most of GES customers are electrical companies and all of them are foreign:
• Konrad Technologies.
• Apple Inc.
• Hitachi Kokusai Electric.
• Rudolph Technologies.
• ORBOTECH.
• OLT Solar.
HUYNH THI NGOC LY 5

When GES US signs a contract with its customers, as an outsourcing, GES VN will follow
technical drawings provided clients to manufacture. This figure below will present a
methodology of manufacturing a product.
.
Figure 2: Quality Integration through Outsourcing Methodology
HUYNH THI NGOC LY 6

6. Organization Chart
Quality Control
& Auditor Dept.
Technological Direct Solar energy
Service manufacturing
Technological Manufacturing
Manufacturing
Manufacturing Plan
Figure 3: Organizational chart of GES VN
HUYNH THI NGOC LY 7

7. Main Official Function
Responsibility and Authority of BOARD OF DIRECTOR (BOD)
• Operate directly missions of the company
• Connect all departments: Human Resource, Materials, Accounting and Financial and
Direct Manufacturing Department.
• Decide all tasks in terms of business and solving all complaints in GES area.
• Manage all staffs, arranging work assignments, evaluating, rewarding or disciplining
staffs.
• Sign credit contracts, collateral contracts and other contracts relating to business
Responsibility and Authority of HUMAN RESOURCE DEPARTMENT
• Recruitment: Select and assign the best applicants into the most suitable position in
GES VN.
• Employee Relation: set regulations, measure employees’ satisfaction and address
workplace conflict.
• Safety: Equip safe environment for all staffs and managers, especially engineers (Ex:
safety working clothing… )
• Compensation and benefits:
o Set compensation structures and evaluate competitive pay practices.
o Check employees’ in/ out to provide exactly working hours for Salary
accountant.
o Support insurances.
• Training and Development:
o Organize training course for new employees to provide basic skills.
o Develop professional skills for current employees (Ex: Send potential
employees to foreign countries to study and gain knowledge as well as
hands- on experience…)
• Other Activities:
o Book flight tickets, accommodation for experts from GES US and GES JP,
staffs, managers, suppliers and customers during their business trip.
HUYNH THI NGOC LY 8

o Schedule meetings.
o Hold anniversary celebrations.
o Prepare souvenirs.
Responsibility and Authority of ADMINISTRATION DEPARTMENT
• Ensure all employees who sign labor contracts have to check physical examination
annually according to government’s regulations and company’s policies.
• All staff are participated in insurances based on regulations .
• Support and ensure timely information in the field of administration for other
departments.
Responsibility and Authority of INFORMATION TECHNOLOGY DEPARTMENT
• Manage and solve problems relating to Information system in GES VN (email,
website...)
• Support software or tools to other department to help their work run smoothly.
Responsibility and Authority of QUALITY CONTROL & QUALITY AUDITOR DEPARTMENT
• Quality Control (QC):
o Test the quality of each kind of materials to categorize whether it can be
acceptable or unacceptable. If it is satisfy, it will be used to manufacture. In
contrast, head of each plan has to send a request to Material Department to
order again.
o Test the quality of finished products. If they meet the standards required
from customers, they will be exported to foreign customers GES signed
contracts.
• Quality Auditor (QA):
o Ensure the effectiveness of process quality management systems must be
over 95%.
o Ensure 70% of suppliers which are using are rated on-site assessment
o There is no violation occurred during delivery schedules because of any
subjective fault.
HUYNH THI NGOC LY 9

Responsibility and Authority of LOGISTICS AND WAREHOUSE DEPARTMENT
• Ensure 100% export and import requests are done.
• Ensure timely to import and export materials as well as finished products.
• Ensure 100% inputting and outputting warehousing requests are done.
• Coordinate with an Inventory Accountant to monitor materials data.
Responsibility and Authority of DIRECT MANUFACTURING DEPARTMENT
• Receive and analyze technical drawings from GES US and GES JP.
• Compute the qualities and create a list of materials that Direct Manufacturing
Department needs for each project.
• Send material requests to Material Department to let members in this department
know which materials they must order from suppliers.
• Schedule timeline to make sure that products are finished and exported to
customers on time.
• Inform to the Inventory Accountant data of each project.
Responsibility and Authority of MATERIAL DEPARTMENT
• Receive reports and requests for materials from Direct Manufacturing Department.
• Try to find and contact both domestic as well as overseas suppliers that can meet
manufacturing requirements.
• Negotiate with the suppliers to reach the agreements from both parties.
• Edit and sign a contract (including representative BOD’s signature and manager of
Material Department).
• Perform Purchasing Order (PO).
• Inform payment terms of vendors to Managerial Accountant and Debt Accountant.
HUYNH THI NGOC LY 10

Responsibility and Authority of FINANCIAL and ACCOUNTING DEPARTMENT
• Guide each department to follow policies and financial revenue and expenditure
discipline to limit and avoid errors in the use of capital and asset management.
• Cooperate with other departments to gain precise data.
• Check data related to finance day by day to ensure accurately and correct fault
immediately.
• Cooperate with managers to prepare the organization’s budgets and forecasts. Then,
report back on the progress against these throughout the year.
• Monitor the organization’s cash flows and ensure that there are enough funds
available to meet the day to day payments.
• Ensure GES VN pays payments and other fees/ expenses on time.
• Communicate well with other partner such Deloitte Vietnam- an auditing company,
VietCapital Bank, Vietcom Bank… to be served at the best priorities.
• The organizational chart of Financial and Accounting Department.
CHIEF
ACCOUNTANT
GENERAL
ACCOUNTANT
MANAGERIAL OTHER
ACCOUNTANT ACCOUNTANTS
TAXATION
SALARY PAYMENT BANK LIABILITY COST FIXED ASSET INVENTORY
ACCOUNTANT ACCOUNTANT ACCOUNTANT ACCOUNTANT ACCOUNTANT ACCOUNTANT ACCOUNTANT ACCOUNTANT
Figure 4: Organizational chart of Financial and Accounting Department in GES VN.

• Member is responsible:
o Ms. Huynh Thi Thanh Tri Chief and Taxation Accountant.
o Ms. Nguyen Thi Mai: General and Fixed Asset Accountant.
o Ms. Truong Thi Cong Bang Managerial Accountant.
o Ms. Tran Thi Bao Yen Payment, Bank, Salary and Liability Accountant.
o Ms. Tran Hong Hanh Cost Accountant.
o Ms. To Kieu Trang Inventory Accountant.
• Description for each part:
o Chief Accountant:
- The last one in Financial and Accounting department gathers all data and
information.
- Examine relevant data and documents before submitting to BOD.
- Understand deeply process and role of each accountant.
o General Accountant: Monitor details and summarize transactions arising;
archive documents and prepare reports in accordance with accounting
regulations and policies.
 Check and compare detailed data with general data.

 Check arising expenses.

 Check the total remaining at the end of the term to make sure that
they fit to report or not.

 Enter in the accounts of income, expense, depreciation, payment and
perform annually balance sheet.

 Print detailed and general accounting notes based on regulations.

 Prepare quarterly, annually financial report and detailed reports.

 Coordinate the inspection and inventory.

 Improve entering in the accounts’ methods and reports.

 Conduct a statistic and aggregate accounting data in needs.

 Provide data for BODs when they require.

 Explain data and attach relevant documents to tax authority, auditor
and inspector to examine.

 Keep accounting data in accordance with regulations.
o Managerial Accountant: Provide information and perform monthly
managerial and cost reports according to each project.
 Gather all costs and create income and expense reports according to
these criteria:

- Divide specifically expenses: salary, flight ticket, business trip
expense…
- Separate expenses following group costs: salary, business trip
expense, VISA fee, accommodation expense.
- Estimate business trip expense for engineers timely.
- Present immediately monthly expenses when BOD requires.
- Submit monthly report is on 6th of the next month.
 Gather costs based on group costs and perform a form to calculate
expense for each engineer group during their business trip.

- Scan receipt and business trip expense of each trip.
- Submit monthly expense report in groups to higher level.
- Submit monthly expense report and documents in groups to
customers.
 Monitor and make cost report for each project.

 Provide project’s cost information on time for BOD in need.

 Deep knowledge about managerial accounting and tax law.

 Communicate well with members in each project.

 Catch up with manufacturing activities of other manufacturing
projects in Vietnam and let other accountants as well as BOD know in
need.

o Taxation Accountant: Compute and perform tax report based on Vietnamese
legal systems
 Perform value- added and personal income tax report.

 Perform excise tax declarations annually.

 Prepare cooperate income tax report and using receipts quarterly

 Settle taxation at the end of each year.

 Coordinate general accounting to collate with tax reports’ data.

 Create tax refund’s documents in needs.

 Perform periodical/ unscheduled tax report.

 Timely update tax law’s information.

 Make tax payment receipts.
o Salary Accountant: Compute and prepare salary record, salary deduction,
personal income tax in accordance with the company’s regulation and
legislations.
 Calculate and perform salary record.

 Calculate and deduct and insurance payments.

 Calculate, deduct, list and pay personal income tax (deadline: on 20th
next month).

 Calculate and deduct union expenditure.

 Secure 100% when conducting.

 Settle salary payments for the right person on time.

 Send pay slips through email/ hard copy for employees.
o Payment Accountant: Keep track of expense and income of the company and
perform expense and income statement in accordance with payment
requests.
 Manage incomes.

- Receive and examine legality and validity of documents.
- Carry out collecting money from clients and employees.
 Manage expenses.

- Pay money to suppliers and employees.
- Receive and examine legality and validity of documents.

- Arrange and keep accounting documents relating to settle
payment
- Understand professional knowledge of payment, accounting
criteria, company’s regulations and government law.
 Provide data of income and expense when Chief Accountant or BOD
require.
o Bank Accountant: Implement, keep track of and supervise all payments
throughout banking systems.
 Receive and examine legality and validity of documents before
settlement of debts through banks.

 Create payment orders to pay salary, domestic and overseas
materials’ payments.

 Deposit and withdraw cash when the company needs.

 Check the account balance in banks.

 Receive passbook from banks and arrange according to date

 Prepare accounting and entries for the differences among exchange
rates.

 Provide data and banking documents when BOD requires

 After checked, documents must be archive separately.

 Understand professional banking accounting knowledge, standards of
accounting, company’s regulations and Vietnamese law.

 Discuss directly with auditors when there is any problem arises,
which is relevant to Banking Accountant.
o Liability Accountant: Follow, analyze and come up with solutions to collect
account payable to balance the financial situation in any circumstance.
 Receive and check the legitimacy, validity of all documents.

 Update frequently and immediately account payable and account
receivable.

 Inform a collecting debt notification to customers if the payment term
finishes.

 Notify account payable is out of date. Analyze and find problems if
they exist.

 Report progress settlement of debts (including account receivable and
account payable) if BOD requires

 In urgent cases (The due date is over; however, GES VN still has not
paid payments), the better negotiation with clients is, the less the
company is harmed.

 Enter in the accounts all transactions relating to Liability Accountant.

 Address customer’s questions about account receivable and account
payable or announce to BOD if Debt Accountant is lack of solving
authorities.

 Provide data and documents involving in monitoring liabilities when
BOD requires

 Arrange and store documents that relate to managerial liabilities.

 Understand professional knowledge of Liability Accountant,
company’s regulations and Vietnamese law.

 Work directly with auditors when there is any problems relating to
Liability Accountant.
o Cost Accountant: Gather relevant costs and prepare cost notes
 Gather, separate correctly and fully material cost price (for both
domestic and overseas materials)

 Keep track of materials’ consumption and compute materials’ norm.

 Perform material cost price notes.

 Support to Chief Accountant and BOD about materials’ situation and
their price immediately.
o Fixed Asset Accountant: Monitor and supervise fixed assets’ changes.
 Receive and update fixed assets’ documents.

 Create, order and keep the properties’ documents.

 Compute repairing costs of fixed assets and costs of repairing
factories.

 Update all changes of fixed assets and create the list of them (monthly
or annually).

 Estimate depreciation terms of fixed assets (based on government’s
law) and depreciation of fixed assets.

 When BOD requires liquidity, fixed asset accountant must work with
maintenance part to make liquidity record of fixed assets.

 Cooperate with parts that relate to maintain and examine fixed assets.
After that, make minutes to take stock of them.

 Provide data and documents relating to properties when BOD or
Financial and Accounting department requires.

 Try to improve and upgrade knowledge of machinery used in GES VN.

 Understand professional knowledge of fixed assets, accounting.
o Inventory Accountant: This is my internship position; hence, I would like to
specify as well as emphasize more details it in “Internship activities in
Inventory Accountant” part of this report.

INTERNSHIP ACTIVITIES IN INVENTORY ACCOUNTANT
1. Internship Activities in Inventory Accountant
Before going to specific my activities and the performance, I would like to mention my
working schedule during the internship and my role in Inventory Accountants position.
Working Schedule:
From: 15/05/2014 to 14/08/2014 (full time)
Morning: 8:00am to 12:00pm
Afternoon: 1:00pm to 5:00pm
An Inventory Accountant in GES has responsibilities to support other financial and
accounting parts (Chief, General, Managerial Accountant) and other department (Direct
Manufacturing Department, Material and Logistics & Warehouse Department) about all
inventory’s data. Ms. Huynh Thi Thanh Tri is my supervisor in GES VN and she introduced
me to Ms. To Kieu Trang who works at Inventory Accountant position. Ms. Trang is also my
supervisor at the time I worked in Inventory Accountant position. Ms. Tri assigned me to
support Ms. Trang’s job. Therefore, my main task is to support Ms. Trang. Besides, Ms. Tri
also nominates me to Ms. Nguyen Thi Mai to help her some work. Thus, this is my best
chance for me to practice and learn a lot of valuable experiences from professional
predecessors during my internship.
The first day I went to work in Financial and Accounting Department, Ms. Huynh Thi Thanh
Tri introduced myself with all members in Financial and Accounting Department and
specified for me each member are responsible for which parts. She also recommended
them try to help me and she told me “Everything would be so strange for you; there was a
large gap between theoretic and practical knowledge. However, do not panic because they
will support you step by step.” I tried to get acquainted with other people in the
department. I also tried to remember name as well as task of everyone in the department.
All persons in Financial and Accounting Department are ladies; hence, it was easy for me to
communicate. When I started my work, I felt too anxious. Like Ms. Tri told me before,

everything was very strange with me. I did not know how to input material data. I also did
not know how to select information from a custom declaration. Fortunately, everyone in
this department was very nice, friendly and enthusiasm. They explained for me so carefully
and deeply until I could get their main points. Thus, I felt very comfortable and lucky in the
first day.
1.1. Classify and input data
On the first working day, I am responsible for input data. It is not simple work because of a
lot of steps. To prepare for my beginning, Ms. Trang required Information Technology
Department to create my internal email. She sent me an Excel file to input inventory data.
She demonstrated to me how to input but when I practiced, I got into difficulties. I could
not remember all steps and they made me too confused. I had to ask Ms. Trang one more
time. She explained very slowly again each step to help me understand deeply. Input
inventory data is not only type everything, but it also required me how to use Excel
function effectively and how to transfer information from documents correctly. Therefore, I
would like to introduce input inventory data process.
Overseas materials:
• Input essential information from Import Request
o Type: GES VN material’s code, quantity, unit, price per unit (if the currency is
not dollars, I have to exchange it into dollars. From dollar currency, I used
formula to convert it into Vietnam dong), PO and a distributor. Most of cases,
both supplier and distributor are the same; however, for GES US and GES JP’
cases, the distributor is GES US/ JP but the supplier is based on a company’s
name in invoice.
o Use VLOOKUP function and other hot keys (Ctrl+D- copy functions,
Ctrl+Shift+Enter- reference functions) to find out project’s, English and
Vietnamese name for each material.
• Input essential information from Customs Declaration:
o Type: Number of Customs Declaration , supplier, date and origin of each
material.

• Compare:
o Total amount in the Import Request must be equal to total amount in
Customs Declaration and invoice (based on the exchange rate in the Customs
Declaration to exchange into Vietnamese dong) .
o If there is any mistake from Logistics & Warehouse Department, I must let
Ms. Trang know and she or I will ask the department.
Domestic materials:
• Check: GES’s Vietnamese name, tax code.
• Input information in a receipt: GES material’s code, quantity, unit, price per unit.
• Compare: Total amount (VND) in the Excel file must be equal to total amount in a
receipt.
Use Expandable software to check:
• PO: whether GES material’s code belongs to correct PO or not.
• Project’s name: During my internship, there are 3 projects with the particular code:
Kaijo (90032; 90027), HBT (90035) and Konrad (90034). Check whether GES
material’s code belongs to correct project or not.
• If there is any differences, I also report to Ms. Trang and she will ask Material
Department. After that, I will change data correctly.
I recognized that classification and input data is very important work, which can harm to
other parts in Financial and Accounting Department as well as other departments.
Moreover, this work interacts with other departments’ process. For instance, if there is any
mistake during input data, Ms. Trang will get into trouble when she computes customs
norm, which can lead GES’s finished products cannot export to its customers on time.
Seriously, it means that GES violates contract and has to compensate. For me, this job helps
me practice meticulous skill in job and know more useful Excel’s skills.
1.2. Monitor inputting materials into warehouse
After proficiently input inventory data, I was undertaken new task as monitoring inputting
materials into warehouse (just concern about domestic materials and their receipts). The

core value of this work is to check whether Financial and Accounting Department received
enough receipts during a month. If it does not, I have to ask Mr. Nguyen Phuong Hien, who
is responsible for transferring PO and receipt from Material Department to Financial and
Accounting Department. Ms. Trang demonstrated to me how to do but as far as I concerned,
this process is so complex. Because there is no exactly way to do, she only guided for me
overview and I had to think and try ways to work effectively as much as possible. She told
me that: ”I’ve still not found the best way so you should try. If you can find better solutions,
please train them for me”. This is the process of monitoring inputting materials into
warehouse Ms. Trang described for me:
• Step 1: Receive daily Excel file of inputting materials into warehouse’s report from
warehouse keeper.
• Step 2: Combine data from two Excel files: warehouse’s report and monthly
inventory file.
• Step 3: Use inventory Excel file to filter vendor’s name, code and date of both files.
• Step 4: Use Vlookup formula to find which receipts are lack.
• Step 5: However, in some cases, for example, materials are stored in July but the
receipt is in June. In this case, I have to use Vlookup not only in July inventory file
but also June inventory file. Sometimes, it is a big trouble when materials are stored
in current month (for example in July) but the receipt was in many months ago (for
example in March/ April…). It’s so hard and wastes a lot of time to check a lot of
monthly inventory files.
I realized that this work is very important because it is relevant to Bank Accountant and
Material Department. Especially for Bank Accountant, If the Inventory Accountant does not
gather sufficiently receipts, Bank Accountant does not have enough required documents to
submit bank to settle payments. Therefore, account payable can become over due date,
which can harm to GES VN’s reputation.

1.3. Keep and Arrange documents
I’m also in charge of keeping and arranging documents. Every day, I receive POs, customs
declarations or receipts. My main task is to check whether the information on documents is
sufficient and correct or not. If a document is passed, I save it in a folder; otherwise, I had to
inform to Ms. Trang. Each kind of document requires to check differently.
• PO:
o The total amount of money by number and by written are the same or not.
o Whether it is signed and stamped by president/ vice president or not.
Figure 5: Purchasing order (PO)

• Customs declaration: An adequate custom declaration must have four elements
mentioned below.
o Airway Bill.
o Contract. o
Invoice.
o Packing List.
Figure 6: Customs declaration

• Receipts:
o The name and tax code of the company are true or not.
o Each part number whether belongs to PO mentioned in a receipt or not.
o The total amount of money after tax is computed right or wrong.
o The total amount before tax cannot exceed the total amount in PO
1.4. Translate
Ms. Tri assigned me to help her to translate some reports that are required from suppliers
or GES US’s BOD. Thanks to studying major in university by English, I could complete fast
and well this task because I understand exactly the suitable English word in Accounting
field to translate accurately.

HUYNH THI NGOC LY
Figure 7: An example of translation. 24

1.5. Copy, Print and Fax documents
As an internship staff, I have to know extremely basic skills that any employees have to
know: copy, print and fax documents. They are very simple because I do not need to brain
storm; however, if no one instructs me , it is so hard for me to complete fast and effectively.
On the first day, Ms. Trang showed me how to use photocopier. She reminded me some
notice as
• When photo, scan or fax a receipt, do not let it on the tray. For receipts, I have to
photo one by one. A receipt is normally thin and soft; hence, if I let it on the tray, it is
easy for photocopier to scroll a receipt, which can tear it.
• When scan, I have to pay attention to dimension of a document (horizontal/
vertical). It is easy for readers to look because they do not need to rotate many
times.
• When fax, I have to wait the report from photocopier which informs that documents
was received.
2. The Role of the Inventory Accountant
To be in charge of following, testing, supervising for a whole process from imputing to
outputting goods of warehouse. Furthermore, an inventory accountant must take stock of
goods and related documents. Besides, an inventory accountant must cooperate with other
departments which involve in to ensure that all information are accurate and on time as
much as possible.
3. Performance of the Inventory Accountant:
As I mentioned above, I would like to describe particularly all information about an
Inventory Accountant.
• Control inputting materials:
o Update frequently information of inputting materials including overseas and
domestic materials.

o Inspect store materials. Request stock control minutes when materials are
short of or surplus. After that, contact to relevant departments to inform and
solve.
• Control outputting materials:
o Collate, check stock issued docket from storekeeper and the list of outputting
materials of Direct Manufacturing Department to detect mistake.
o Check data regularly from inventory software. Then, compare them with
stock card to support for periodically inventory process.
• Keep track of fault and fail materials to return to suppliers.
o Quality Control (QC) tests the quality of all materials weekly and send a
report of fault and fail materials to arrange that whether which can be fixed
or not. After that, QC informs the information to inventory accountant to
update data.
o Co-ordinate with Logistics & Warehouse Department to carry out essential
procedures for exporting materials to return fault and fail materials to
suppliers
• Take stock of inventory.
o Combine with Direct Manufacturing, Logistics & Warehouse Department to
take stock monthly and check all input as well as output materials to ensure
that controlling materials performs precisely and there is any loss.
o When there is unequal between data in account book and reality or
difference between inventory software and warehouse materials, regular
check is vital.
o If there is any gap exists, inventory accountant have to find out reasons and
address problems.
o Be responsible for setting up monthly taking stock’s minute and record real
amount of inventory.
• Perform norms of materials consumption.
o Input all data of domestic as well as overseas materials into inputting and
outputting inventory report.

o When a product leave out of the warehouse, an inventory accountant has to
compare figures from into inputting and outputting inventory report with
the amount of real materials in stock to fit in practical manufacturing
process.
o Co-ordinate with General Accountant and Direct Manufacturing Department
to revise norms of materials consumption immediately.
4. Some Problems of the Inventory Accountant
During my internship in Global Equipment Service Vietnam, I observe some problems of
Inventory Accountant’s position. The followings are just my personal observation, and I do
not ensure definitely how whether it is completely true for the section or not since I only
intern in the short term. It is not enough time for me to understand all details as an
Inventory Accountant. Therefore, all of problems I am going to suppose just what I observe,
which is just a general view.
4.1. Inventory software
In actual fact, I recognized that Inventory Accountant has certain problem in lack of
supporting inventory software. GES VN just equipped only one warehouse software;
however, it does not contain enough useful information. It just shows a report the amount
of each part number in stock and the remaining in warehouse and its price and. However,
an Inventory Accountant needs more details. An employee works in this position requires a
software(s) that must link and combine all information from Material, Logistics-Warehouse
and Direct Manufacturing Department. When there is any changes in each department, data
must be updated to the mutual software instead of wasting time to go around or send a lot
of emails to ask changed data. Besides, an Inventory Accountant input data mainly into
Excel files; however, Excel’s memory is limited. When an accountant stores a lot of
information (Ex: quarterly data), this file can be too slow. It is often that the Excel file is
hard to save. In some cases, because it is too overload, it cannot save and new updated data
are eliminated, which can lead to work interruption.

4.2. Training
Lacking of training is a critical problem. GES US requires GES VN following its financial and
accounting standards but it does not send any expert to instruct; it just sends emails and
communicate through Skype but its instructions are not detailed; everything is vague. In
my point of view, it is not enough. An Inventory Accountant has to be in charge of a lot of
work; some of it is really complex. However, there is no concrete method to do, which
makes an Inventory Accountant feel confused, stressful and overload because the
accountant has to spend a lot of time to think ways that are available in GES US. It is
unreasonable and prodigal!
5. Suggestions for Solving Problems
Inventory software
As I mentioned above, to address this problem, GES VN should consider and create or order
an inventory software which can link and combine all data from relevant departments. It is
the best way for an Inventory Accountant to save their precious time and help accountant’s
work runs smoothly.
Training
In my opinion, GES US should nominate a Financial and Accounting expert to support
Inventory Accountant in GES VN. By this way, the Inventory Accountant in GES VN can
create the consolidation by meeting the requirements based on GES US’s Financial and
Accounting standards. Moreover, GES VN’s Inventory Accountant can also work more fast
and effectively.
To sum up, the above suggestions are just my personal suggestion. In all sincerity, I myself
just want to contribute to development of the Inventory Accountant position in particular
and the company as a whole. It is my pleasure if the officers consider and apply these
contribution.

6. Suggestions for the Thesis Topic
As far as I concern, I pay more attention to decrease Inventory Accountant’s workload. I
realized that there is only one Inventory Accountant but there are more than two projects.
As an Inventory Accountant, he/she has to deal with a lot of tasks but if information/ data
are unclear, which is the big challenge for him/ her. Under my observation, if there is an
effective software that is designed particularly for manufacturing company, it can
consolidate any change in data, which can save his/ her time as well as reduce workload.
Moreover, an advisor/ expert is essential to support Inventory Accountant’s task complete
quickly and efficiently.
Therefore, I would like to suggest some thesis topics such as “HOW TO DECREASE
WORKLOAD FOR INVENTORY ACCOUNTANT” or “HOW TO IMPROVE AND MONITOR
INVENTORY SYSTEM EFFECTIVELY”. To make it briefly, I would like to make further
researches about these topic in near future.
AN ASSESSMENT OF THE INTERNSHIP
Thanks to the internship, I gained several valuable experiences and beneficial skills for
myself rather than just finish three credits for internship.
Firstly, I get the most important point that what I have studied in university is so different
from what I studied in the workplace. Everything was so strange with me and I did not do it
before. When I study in university, it is an ideal picture of corporate finance; however, in
the real life, there are large gaps. I learned cash flows, managerial accounting, accepting or
rejecting a project but as a new employee, I am not allowed to carry them because they are
too complex and just experienced accountants can compute and make decision judiciously.
Therefore, during my internship, I learn day by day. It gives me a chance to improve my
practical accounting knowledge.
Secondly, I learn many valuable soft skills, especially communication skill. During inputting
inventory data, I had to work with Logistic- Warehouse Department frequently because of
customs declarations. In many cases, information in a customs declaration is not fit to
information in an invoice. Another case is that I could not store a customs declaration in a

Financial and Accounting folder because it is lack of document(s) (Ex: contract, invoice,
packing list…). In these cases, I must ask Ms. Doan Thanh Phuong, who is responsible for
Logistics- Warehouse Department to check information and correct mistake. At the first
time, I felt so stressful when communicating with her because she was so unfriendly. I did
not know the reason why. However, after a month, when I had a chance to have a lunch
with her, I realized that she is so kind but because of her over workload, she did not have
enough time to explain everything for me. I tried to talk to her (at lunch, break time…) to
understand her characteristics. Then, I was also aware that the best way to communicate
well with her is smiling. Moreover, since she was so busy, it was impossible for me to ask
her many times in a short period. I made a decision that before asking her, I prepared a list
of questions. Then, I came to her, gave her a candy, smiled and talked to her by soft voice.
Even though she was so stressful and busy at that time, she was still happy and answered
one by one. I comprehended that smiling is a useful tool for me to gain friendly behaviors
from colleagues and I applied it during my internship. Every day, when I came to the
workplace, I always greeted my coworkers with a smile. I realized that when I
communicate with other people by a happy and kind behavior, I will receive the same
result. By this way, I can work more effectively and smoothly. Besides, I also learned a basic
soft skill as sorting of documents. Ms. Mai- a General Accountant demonstrated to me how
to do. I was surprised. Up to now, I have thought that all documents are ordered at the
same way; however, it was not true. For example, receipts, I had to arrange them based on
date. In a year, there are twelve months, so Ms. Mai advised me should divide all receipt in
the same year into four groups. Each group, I separate into each month and each month
would be divided into three groups (group 1 from 1st to 10th, group 2 from 11th to 20th and
the rest). By this way, it is easy for me to order documents and it also helps other
accountants to find documents logically.
Finally, I developed self-motivation which helps me more energetic and active in working.
During my internship, Ms. Trang is always stuck in a lot of tasks. Sometimes, she did not
remember my presence. Therefore, she did not give me task and I could not know exactly
what I need to do today. However, I do not want to be passive just sitting and looking
around other people without doing any work. Hence, every day, when I came to the office, I

always smiled with her and asked her: ”Ms. Trang, Could you give me my tasks today?”.
Furthermore, after completing my tasks, I also asked her: ”Ms. Trang, I finished my duties
and what I need to do next?”. This is the best way for me to gain some knowledge from Ms.
Trang and avoid wasting time.
The internship course aids me open the new horizon that equips effectively for my future
career. It is the best opportunity for me to improve and increase my confidence, soft skills,
experiences and all of helpful things for life and future profession. The internship also
trains me how to build and maintain workplace’s relationships, how to solve problems and
how to be self- controlled in any unexpected circumstances. For me, this is the precious
chance for me to be contact with the practice work and what I have to face at the first step
my professional career.
CONCLUSION
To make it briefly, I would like to bring all my respect and gratitude to all my coworkers,
especially my supervisors Ms. Huynh Thi Thanh Tri and Ms. To Kieu Trang who always help
me and give me real experiences in job. At the first time, everything seems new and strange
to me, but I still try my best as much as possible to overcome it day by day because I do not
want my supervisors are disappointed about me. I also realized that it is not important I am
an excellent student with the high GPA or not but my attitudes and behaviors towards work
are golden keys to success.
The summer internship is really wonderful time for student. It brings me a lot of new
things about work, life, and the way to behave in working…which I did not learn at
university. In my opinion, the internship plays an important role in making decision
students’ career. For students who can find an internship position fitting to his/ her major,
the internship is the best opportunity to let students realize that whether they are suitable
for this job or not. Moreover, it also helps students be aware of their strength and weakness
and find ways to improve themselves as early as possible. In addition, the internship gives
students real-world experience that can equip for them a solid background to be ready for
professional career after graduation.

REFERENCES
Websites:
• http://www.geservs.com
• http://sharepoint.geservs.com
Documents:
• Internal documents provided by GES VN’s Human Resource Department and
Financial and Accounting Department.

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