CHAPTER 2: ANALYSIS OF EXPORTING PROCEDURE 

FLOW FCL BY
SEA AT ICD TRANSIMEX PORT

2.1. Process overview

Receive information

Check
docum
ent

Enter charge information

Collection fee

Record container status

Put the container in the

management yard

Update information

Compare shipping lines and

do export procedures

Delivery of export
containers

Diagram 1.3. Export process

Check document
 

Detailed statement of account

2.2. Exporting procedure analysis
2.2.1. Receive information and check document
Receiving documents from customers, field staff ask customers to provide
relevant documents including: Container Packing list, VGM and Booking. After
receiving the customer documents, the field staff must check the legality of the
documents (sample form, seal, signature) and the validity period of the Container
Packing List along with detailed checks such as : vessel name, trip, destination port,
transshipment port, booking number
2.2.2. Enter charge information
Enter information into the computer via CMS ( Container management system)
sofware, apply prices for services and stamp the request to receive the goods, ask
customers to go through the accounting department to collect money.
2.2.3.Collection fee
The accounting staff is responsible for basing on the container packing list that
has been priced, collect money and stamp PAID and check the invoice and then give
the invoice to the customer.
2.2.4. Record container status
Field staff will check the condition of the container, container type, seal number,
4-sided dangerous sticker (for dangerous goods), make a record with the customer if
the container has a problem (dented, punctured), stamped (container with seal) and sign
if the container no damage

Diagram 1.4. Container dented

 Checking documents that have been stamped, certified by the accounting
department and stamped with PAID
2.2.5. Put the container in the management yard
- Issuing a forklift dispatch, loading and unloading
- Supervising the packing, liff-off container according to the diagram of the yard
- Check the condition of the outside of the container, container number, seal
number (if damaged or lost seal, make a record)
- Maneuver the means of liff- off the container and arrange the container
according to the Charter
2.2.6. Update information
- Confirm the actual information arising and the documents declared on the
packing list, update the information, and make a report and compare with the shipping
company.
- Update data Customs declaration form from customers, accurately identify
Charter, ship seal number, customs seal and other requirements related to containers
before making a list export of ships.
2.2.7. Compare shipping lines and do export procedures
- Compare with shipping lines and other requirements, summarize the liquidated
data, check, select, make the export list according to the Charter, the port of export that
the customer has declared at customs, at the request of the shipping line
- Make a handover record or an independent shipping declaration form
2.2.8. Delivery of export container
- Load the container onto the means of transport by barge or by vehicle
- Transfer the handover record to the export border gate (or independent
shipping declaration form)
- Customs Liquidate at border gates
 - Handing over the minutes of exported containers that have been gathered,
complete customs liquidate procedures for the mining department at the port of export
(or independent shipping declaration form)
2.2.9. Check document
- Check the data on the computer
- Check the document reports and compare them with shipping lines
- Respond to information and fulfill requests for shipping lines
- Save documents
2.2.10. Detailed statement of account
- Set up detailed statement of account for storage yard
- Confirm table detailed statement of account of shipping line
- Transfer to accounting department to follow up
2.2.11. Liquidate
- Based on the monthly reports and detailed statement of account tables which
have been confirmed
- Issue invoices to customers
- Track money collection, money transfer
2.3. Factors affecting the process
2.3.1. Human factors
During transportation, the container will be affected by impacts, the weather
over time leading to the condition that the container is not intact and the container may
be punctured or dented. When the container is about to enter the yard, the person
checking the container must carefully check the condition of the container, if there is
an error, the damaged container will lead to the goods being damaged. If the danger
stamp is missing, it can cause fire and explosion when loading goods on barges or in
the process of being transported at sea. Therefore, the container inspector needs to
carefully review the container before shipping and ensure the best condition of the
container before exporting. In addition, when the employee updates the information
which declares the wrong name of the ship, leading to the possibility that the goods are
transported to the wrong ship, moreover, the goods may arrive at the wrong place such
as 1 shipment Maersk ship goes from Vietnam to Singapore and there is also 1 Maersk
ship from Vietnam to Hamburg. If the employee declares wrong, it leads to the wrong
trip and the goods will not go on the right route.
2.3.1. Weather factors
Weather is one of the most difficult issues affecting the export process because
floods, natural disasters, storms will change and delay the ship's schedule, making it
difficult for shippers and employees to control that the time the ship leaves the port, the
cargo may be delayed or damaged. If unfortunately, there is a big storm at sea, causing
the goods to fall into the sea
2.1.4. Advantages and disadvantages of Transimex Joint Stock Company
2.4.1. Advantages
With 38 years of experience, Transimex Joint Stock Company has many
advantages such as:
- The company's import and delivery process is carried out professionally,
accurately and efficiently, meeting the needs of customers. Therefore, the company's
prestige is increasing and creating many relationships with big customers such as:
Vissan, Sharp, Pepsi, Nestle, Mitsubishi Motors, Fujitsu, etc
- Most of the staff have university degrees and are highly specialized, sensitive
to situations. The staff-friendly management team creates a good working
environment, achieves high efficiency, the staff always tries their best to contribute to
the company's growth along with close cohesion together as a family
- Transimex company has fully equipped and modern technical facilities with
systems as well as quick customs declaration to shorten the time for customers.
- Currently, Transimex company is focusing on increasing the output of logistics
services, improving and enhancing the marketing and selling of services, marketing,
improving service quality, continuing to promote effective exploitation of the projects
invested at ICD Transimex. The company also promotes the field of container
transportation by inland waterway, between the western regions, Cai Mep, Phu My,
VICT, etc with ICD Transimex. That is why Transimex is growing steadily with the
goal of becoming a leading enterprise in logistics services
 2.4.2. Disadvantages
Besides the advantages, Transimex Joint Stock Company still has a few cons:
- New employees do not have high expertise, so it still takes time and effort to
train professionals, new employees sometimes enter the wrong container number or
seal number on the CMS system, there are still errors in the process of customs
declaration
- Although the company has many vehicles as well as a very large container
yard, it is still not enough to meet the increasing demand for container services.