The Process Of Importing Goods At Lam Quang Dai.Co.Ltd.doc

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HO CHI MINH CITY BANKING UNIVERSITY
DEPARTMENT OF FOREIGN LANGUAGES
Internship Report
Batch: K29 (2013-2017)
On
THE PROCESS OF IMPORTING GOODS
AT LAM QUANG DAI.CO.LTD
Prepared by
Student’s full name: Trương Nguyễn Hồng Nhung
Student’s ID number: 030429130046
Program: Business English
Internship Supervisor
Name: Ms. Hoàng Anh Thư
Title: M.A
Department: Foreign Languages

ACKNOWLEDGEMENT
During my internship, I really had a golden time, an opportunity to come into
contact with a very dynamic working environment which is totally different from what
I have ever experienced before. In that environment, I came into contact with my
gained knowledge, and had a chance to apply them flexibly and effectively.
Additionally, during the internship, I could train the manner of working to serve my
jobs in the future.
I would like to express my gratitude towards my lecturers, the staffs in Lam
Quang Dai Co., Ltd. for their devoted guidance, and support in completing this report
when I took my internship in the company.
Even though I have taken efforts to make my report as well as I could, since it
was the first time I got familiar with and met real situations, as well as due to my
limited knowledge and experience, I was unable to avoid making certain mistakes that
I myself have not seen yet. I would welcome comments suggestions from dear
lecturers and friends so that my report can be more complete.
With sincerely thanks!

COMMENT OF COMPANY
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TP.HCM, ngày…….tháng………năm 2016
Kí tên
(đóng dấu)

TABLE OF CONTENTS
I.OVERVIEW OF LAM QUANG DAI CO., LTD. .......................................................1
1.1. History of formation and development ................................................................1
1.2. Business line.........................................................................................................1
1.3 The organizational structure and management system of the company................2
1.4. Production and business results............................................................................2
II.INTERNSHIP WORK.................................................................................................4
2.1. Cleaning office .....................................................................................................4
2.2. Answering the telephone ......................................................................................4
2.3. Photocopying the documents................................................................................4
2.4 Printing documents................................................................................................4
2.5 Scanning documents..............................................................................................4
2.6 Fax documents.......................................................................................................5
2.7. Checking and sorting documents..........................................................................5
2.8. Translation of reports, documents, contracts........................................................6
2.9. Inputing Data ........................................................................................................6
3.10 Storing books, records, reports............................................................................6
III. EXPERIENCE LESSONS ........................................................................................7
IV. RECOMMENDATIONS ..........................................................................................8
V.CONCLUSION – PROPOSAL...................................................................................9
5.1 Conclusion.............................................................................................................9
5.2 Proposal .................................................................................................................9
5.2.1. For the company............................................................................................9
5.2.2. For the university.........................................................................................10
REFERENCES..............................................................................................................11

1
I.OVERVIEW OF LAM QUANG DAI CO., LTD.
1.1. History of formation and development
Lam Quang Dai Co., Ltd. has
its head office located in No. 130 Le
Van Khuong, Thoi An Ward, District
12, Ho Chi Minh City. The key
function of the company is trade, trading business and repair to refrigeration
equipment such as air conditioners, refrigerators… in the province and the others.
Lam Quang Dai Co., Ltd. has its head office located in No. 130 Le Van
Khuong, Thoi An Ward, District 12, Ho Chi Minh City. The key function of the
company is trade, trading business and repair to refrigeration equipment such as air
conditioners, refrigerators… in the province and other provinces.
- Vietnamese name: Công ty TNHH Lâm Quang Đại
- Transaction name: LAM QUANG DAI.CO.LTD
- Name in abbreviation: LQD CO.LTD
- Address of Head Office: 130 Le Van Khuong, Thoi An War, District 12, Ho
Chi Minh City
- Email: info@trungtamdienlanh.vn – quangdai4299@yahoo.com
- Website: WWW.chomaylanh.com – WWW.trungtamdienlanh.vn
- Telephone: ( 08 ) 3717.5672 - ( 08 ) 6674.5088 - ( 08 ) 3536.4765
- Fax: 08.6255.5006
- Hotline: 0913.700.102
1.2. Business line
- The company specializes in supplying refrigeration goods of well-known
domestic and foreign brands: HITACHI, PANASONIC, SAMSUNG, DAKIN,
MITSUBISHI ELECTRIC, MITSUBISHI HEAVY, GENARAL, SANYO,
TOSHIBA, LG, SHARP, CARRIER, etc.

2
- We have a variety of multifarious, multifarious, multi-type, multi-brand
models and prices which are fit for consumers. Moreover, we are committed to selling
truly original products with correct technical functions as offered.
.
- In addition, our Company also provides customer services such as:
 Sales consulting services.
 Design, installation services.
 Domestic and industrial air conditioners supply services
 In-place warranty, maintenance, cure services
1.3 The organizational structure and management system of the company
Diagram 1.1 The diagram of the company’s management system
1.4. Production and business results
The business activity of Lam Quang Dai Co., Ltd. is now on the right track,
showing by the growth rate of indicators such as: revenues, profits, etc. And for further
information about the status of business activity of the company, we have the table
Director
Technical
Department
Business
Department
Accounting
Department
Project Department
Deputy Director

3
Table 1.1: The status of company’s business activity in period of 2014-2016
Unit: million dongs.
Year
Indicators
2014 2015 2016 2015/2014 2016/2015
Absolutely Relatively
%
Absolutely Relatively
%
Revenues 2.025 5.202 7.025 3.178 256,89 1.823 135,04
Expenses 39,5 111,6 299,5 72,1 282,53 187,9 268,37
Profits 2,1 21,8 19,1 19,7 1.038,09 -2,7 87,61
Source: Accounting Department of Lam Quang Dai Co., Ltd.
The profits after taxes in 2015 compared to those in 2015 reaches 1.038,89%,
increased by 10,38 times of the absolute increment of 19,7 million dong. This is a very
impressive growth and this result is formed by the following factors:
The revenues in 2015 compared to those in 2014 reaches 256,89%, increased
2,75 times of the absolute increment of 3.178 million dong. This rate is reached by the
following factors:
The total Expenses in 2015 is increased by 2,82 times compared to those in
2014 with the absolute increment of 72,1 million dong.
So, the revenues after taxes in 2015 are increased compared to those in 2014
since the growth rate of revenues is higher than those of expenses.
The profits after taxes in 2016 are decreased by 12,39% compared to those in
2015 with the absolute decrease of 2,7 billion dong. Although the completed
percentage of the plan for revenues in 2016 compared to those in 2015 reaches
135,04% increased by 35,04% with the absolute increment of 1.823 million dong, but
it can be said that in the second half year of 2015 stretched over the first half year of
2016 was full of difficulties for all enterprises. To be able to overcome those
challenges, the company had to strengthen his potential, especially economic potential.
Therefore, expenses are to arise more (financial expenses, interest expenses…) and
that this increase rate is higher than its of revenues leads to a decrease in profits.

4
II.INTERNSHIP WORK
2.1. Cleaning office
Every morning, when coming to the internship company, you along with my
staffs at this ofice will clean our desks and chairs, computers, office, change water in
flower pots, and arrange new flowers.
2.2. Answering the telephone
When customers call the company, you will do the work as supporting answer
the phone, asking the customer what to help ?, meet who ?, then you will transfer
(internal machine press) to the department that customers want to meet. If the customer
wants to get more the information of employees in the company, you will not provide
mobile phone number of these people and you will record the customer's information
and forward it to the employee the customer wants to contact. Then the employee will
actively contact the customer back.
2.3. Photocopying the documents
Before photocopying any documents, I need to check if the printer contains enough
papers or not. Next, I start the printer, put the paper needed to be photocopied on the
top of the printer, align the paper and then press the Photocopy button.
2.4 Printing documents
Printing documents is a very necessary for every employee working in Lam Quang
Dai Limited Company in particular and other enterprises in general. Before printing
documents, I check the printer for blank paper, then open the file that I need to print
and simply press Ctrl + P or go to Print function on the toolbar. If I want to edit, I can
edit and align the file, then click the Print function if I think the file is ready for
printing.
2.5 Scanning documents
In addition to printing and photocopying documents, scanning also plays a very
important role.
Scanning requires paper documents; I place the paper’s side needed to be scanned –
face down. On the computer screen, select the scan function, the scanner starts to run,

5
then the image of the scanned paper side appears on the computer screen. If I want to
scan in color, select the "color" mode; otherwise select the “black and white” mode.
Select the size of the scan. Then select the document I want to scan as PDF or image
file and click the Save button. This is how I scan the documents.
2.6 Fax documents
Companies usually use a fax machine to fax quotes, orders, debts, etc. Before faxing, I
need to check the documents for customer’s correct information such as company
name, address. Then I had to determine where I will fax to, like within Ho Chi Minh or
another province. Faxing within the province only requires the last 8 numbers without
province code, while faxing outside Ho Chi Minh city needs full province code.
First, I press the fax number of the customer on the fax machine, then I place the paper
needed to be faxed and press the Start button. The machine will then connect to the
client's fax machine. If the client's fax machine is busy, the company's fax machine
will sound “beep-beep” notice that client is now busy. After waiting for 5 minutes, I
press the Redial button and the machine will automatically fax the previous number to
the customer. If I want to fax multiple sheets at the same time, I have to wait for the
first one to be successfully sent, then I will be able to put the next one to continue
without dialing fax numbers.
2.7. Checking and sorting documents
Firstly, to perform sorting documents, I need to check the information on accounting
documents for correction, such as company name, address, tax code, etc.
Secondly, I begin to sort the company's documents into the following types:
Export-import documents: customs declaration, economic contract, packing list,
invoice, etc. are all arranged in order of arising date.
Fixed asset documents: VAT invoices, bills, debit notes, payment orders, economic
contracts, contract liquidation records, etc. are all clamped together and sorted by
arising date order from the start day to the last day in month.
Money-relating documents Receipts, bills, debit notes, credit notices, etc. are all
arranged in the arising date order.

6
Wage records: time sheet, salary payment sheet, payment slip, debt notification,
payment authorization, etc. are all sorted by month. Bills and debit notes will be
attached to the salary payment sheet.
Material invoices: VAT invoices, orders, economic contracts, bills, debit notes,
authorizations, etc. are all put into a set of documents and also arranged in order of
date from the start day to the last day in month.
Consumption documents: selling VAT invoices, economic contracts, delivery notes,
receipts, notice, etc. are all arranged in order of arising date and attached to other
supporting documents to be complete set.
Payment documents with budget: bills, remittances to the state budget, authorizing
expenditures, debt notices, etc. are arranged in actual arising date order.
2.8. Translation of reports, documents, contracts
The company assigned me reports, documents and contracts which are all in English
and needed to be translated into Vietnamese. During the translation, I encountered
many words I did not know, therefore, I had to use dictionary to get them translated. In
my opinion, English words in the field of refrigeration will be different from common
ones. During translation process, if I face any strange and difficult words, I could ask
other staffs in my company for help. After completing translation, I had to submit my
translated documents to the supervisor for revision.
2.9. Inputing Data
Inputting data is the process of using computer by entering data into the company's
database. This process is quite simple, the company’s staffs guided me how to input,
which indicators needed to be entered, etc. and then I could easily input the data from
accounting documents into the company’s database. It was vital for me to type fast and
accurately and sort by arising date order.
3.10 Storing books, records, reports
Reports, accounting documents after being classified and sorted will be stored to each
file separately with large ring binders.

7
I had to store documents and reports in each file as follows: I will split the VAT
invoices, VAT receipts, receipt file, bills of lading, debt file, financial documents, debt
files, etc. If the books, documents, reports are many, they will be stored in a monthly
basis, and quarterly basis if vice versa. Quarter 1 consisted of Jan, Feb, Mar; quarter 2
includes Apr, May, Jun, quarter 3 includes Jul, Aug, Sep and quarter 4 includes month
Oct, Nov, Dec.
All ring binders will be noted outside with book title, report, month, year, etc.
III. EXPERIENCE LESSONS
Being in close contact with other staffs, creating solidarity among the people in
the room. Clean working environment also will improves work efficiency.
When answering the phone, it is necessary to speak softly, to use the word
"yes", when talking with customers.
There should be a pen and a small notebook to record information provided by
the customers
If the customer says small results that you do not hear clearly, you will ask the
customer to repeat the problem and ask the customer to speak more clearly
During the talking time, you must not interrupted when they are speaking. It is
need to listen with a positive attitude and answer the customer's questions.
I have learnt how to use the printer which can assist other staff in photocopying
documents when necessary.
For papers that are not important, use drafts which still remain blank in other side.
Before printing, remove all pins on the paper to avoid breaking or jamming the printer.
The paper used for printing must be straight, do not use creased paper or too thin one
which may cause paper jam.
All performed print jobs will be automatically saved in the printer. When the paper is
inserted, the printer continues printing, so when I accidentally print the wrong file, I
need to go to Control Panel to delete the wrong print job and conduct a new one.

8
When the output paper is fuzzy or the printer gets jammed, I have to immediately
notify the company staff to have the printer repaired.
Knowing how to scan documents on my computer and printer is very useful to assist
other staffs and my future work after graduation as well.
Knowing the area code of some provinces such as Ho Chi Minh city (028), Binh
Duong (074), etc.
Knowing how to fax multiple documents at the same time
Having a good command of fax machines can assist other staffs in the company when
necessary.
I effectively visualize the form, structure, content, etc. of many accounting documents
which I may never be taught in lectures.
Extending the vocabulary of English and knowing how to use English in some major
fields. Being guided and taught experience of translating reports in the company. I felt
happy to help them in the company.
Sharpening my computer skills and typing skills, knowing how to use keyboard
shortcuts to operate computer more quickly and efficiently.
Knowing how to store documents and reports scientifically can help me easily find
documents, books and accounting documents.
IV. RECOMMENDATIONS
For employees: advanced training qualification, import and export, and foreign
languages for employees of the company.
For export-import operations: enhanced import and export trading activities in the
country, continue to exploit the existing market better and expanded new markets but
need to delineate clearly the where is the main market.
Implement the strategy of growth associated with efficiency and safety in the business,
arranged for maximum exploitation of existing capacities, promoting its strengths,
stability and developing traditional client especially export customers.

9
For movement within the company: employee motivation in the company striving to
surpass the targets that the company plan. Physical and mental care for staff, increase
income and maintain organized for staff. Encouragement and timely interest to the
disadvantaged employees.
V.CONCLUSION – PROPOSAL
5.1 Conclusion
It can be said that the import activities of the company still have many issues to be
solved, especially for the enterprises involved in importing this kind of goods to
improve import business. Lam Quang Dai Limited Liability Company is an enterprise
importing refrigerated goods must address this issue as an urgent task, promote the
import of goods with strategic significance for the survival and development of the
Company. In the past years, in addition to the limitations that needed to overcome, the
company has earnt remarkable achievements contributing to the development of the
country.
During my probation time at the company, I learned a lot of practical knowledge about
import activities. This is also an opportunity for me to gain my knowledge about Lam
Quang Dai Limited Company. In my report, I also raised some import activities-
relating problems. However, as my knowledge and experience remain limited, I would
be grateful to receive additional comments from the teachers as well as the staffs of the
company.
5.2 Proposal
5.2.1. For the company
Satisfy regular customers and build strategies to attract new customers, especially to
gain prestige and trust of customers in the service’s quality of the company.
Encourage officials and employees to participate in training courses so that they can
improve their professional skills to meet the service market’s trends. At the same time,
human resource should be considered as the most valuable asset which helps bring
success to the company. Good policy for human resources development is one of the
top priorities: rewarding individuals, teams and departments with excellent

10
performance and profit-generating initiatives to encourage other employees to strive
for the highest standards.
It is also necessary to build a special identity for the company, such as logo, working
style or good attitude to customers.
5.2.2. For the university
An indispensable requirement of the training process is the formation of character and
skills needed for students. In addition to the theoretical lectures, the university should
train student’s soft skills such as communication, self-confidence in public speaking,
etc.
In the era of information technology boom and international integration, mastering
knowledge and skills in using information technology and communication in foreign
languages (mostly in English) is very necessary. This is an important and essential tool
for any students to reach their lifegoal more easily
Linking with enterprises to support interns because each time a student applies for
internship in a company, that company are reluctant to share accounting information
with strangers.
Increasing hands-on classes to provide students with useful information of what to do
after their graduation.

11
REFERENCES
1. Prof.Dr. Vo Thanh Thu (2006). Business Techniques in Import-Export. Labour and
Social Publisher.
2. Assoc. Doan Thi Hong Van (2005). Foreign Trade Technique Textbook. Statistical
Publisher.
3. Pham Quang Phan (2007). Political Economics Textbook. Education Publisher.
4. Pham Van Minh (2009). Microeconomics Textbook. Statistical Publisher.
5. MSc. Tran Huu Dung (2007). Professional Import-Export Business. Statistical
Publisher.
6. Documents of Lam Quang Dai Co., Ltd

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