MINISTRY OF EDUCATION & TRAINING

HO CHI MINH CITY UNIVERSITY OF TECHNOLOGY

GRADUATION PROJECT

SOLUTIONS TO IMPROVE THE EFFICIENCY OF

IMPORTING TECHNOLOGY PRODUCTS AT KBT
DISTRIBUTION COMPANY LIMITED

Subject : INTERNATIONAL BUSINESS

Specialty: INTERNATIONAL BUSINESS

Supervisor (Lecturer) : Võ Thụy Thanh Tâm

1. Student’s name : Vũ Nguyễn Anh Toàn Student’s ID: 2087600147 Class: 20DKQQA2
2. Student’s name : Đặng Thị Huyền Trang Student’s ID: 2011142111 Class: 20DKQQA2

Ho Chi Minh City, 2024

 MINISTRY OF EDUCATION & TRAINING
HO CHI MINH CITY UNIVERSITY OF TECHNOLOGY

GRADUATION PROJECT

SOLUTIONS TO IMPROVE THE EFFICIENCY OF

IMPORTING TECHNOLOGY PRODUCTS AT KBT
DISTRIBUTION COMPANY LIMITED

Subject : INTERNATIONAL BUSINESS

Specialty: INTERNATIONAL BUSINESS

Supervisor (Lecturer) : Võ Thụy Thanh Tâm

1. Student’s name : Vũ Nguyễn Anh Toàn Student’s ID: 2087600147 Class: 20DKQQA2
2. Student’s name : Đặng Thị Huyền Trang Student’s ID: 2011142111 Class: 20DKQQA2

Ho Chi Minh City, 2024

 i

ACKNOWLEDGEMENTS

First of all, we would like to express our sincere thanks and deep gratitude to the
teachers of Ho Chi Minh City University of Technology, especially the International
Education Institute for imparting knowledge and helping us to have a fundamental
foundation of our major to complete the graduation project.
In particular, we would like to express our deepest gratitude to Ms. Vo Thuy
Thanh Tam, who wholeheartedly guided and helped us throughout the process of
writing this graduation project. At the same time, we would also like to thank KBT
DISTRIBUTION Co., Ltd for creating great conditions for us to have the opportunity
to learn and for enthusiastically supporting us complete this graduation project.
By applying the knowledge that we learned at school and interned at the
company, it can be said that we initially got acquainted with reality and learned many
more professional skills. We will try to apply and constantly learn to improve our
professional qualifications and practical experience for upcoming jobs in the future.
During our 4-month research as well as the past 2-month internship, we have
accumulated many valuable experiences from our colleagues. However, we still have
limited expertise and experience in handling practical work, so shortcomings cannot be
avoided. Therefore, we respectfully hope to receive positive contributions and valuable
sharing from teachers.
Thank you so much for the great support.
Ho Chi Minh city, 6th June 2024
Students
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TABLE OF CONTENTS

INTRODUCTION ........................................................................................................ 1
CHAPTER 1: THE ARGUMENTS OF THE PROCESS OF IMPORTING
GOODS. ......................................................................................................................... 3
1.1. General overview of import ...................................................................... 3
1.1.1. Concept of imported goods ................................................................ 3
1.1.2. Regulations on export and import goods according to the current legal
regulations. .............................................................................................................. 3
1.1.3. How are export and import procedures regulated? ............................ 5
1.1.4. The role of import activities in general and import technological
equipment in particular ........................................................................................... 5
1.1.5. Methods of importing business .......................................................... 6
1.1.6. Overview of import activity in Vietnam in 2023 ............................... 8
1.2. Indicators to evaluate the export situation of the enterprise ..................... 9
1.2.1. On-time delivery rate ......................................................................... 9
1.2.2. Cost per shipment............................................................................. 11
1.2.3. Customs clearance time ................................................................... 12
1.2.4. Percentage of shipments with damage or loss ................................. 14
1.3. Factors affecting the import process ....................................................... 16
1.3.1. The financial strength or capital component .................................... 16
1.3.2. The Human Factor ........................................................................... 16
1.3.3. Internal benefits of the enterprise .................................................... 16
1.3.4. External considerations .................................................................... 17
1.4. Experience and lessons learned on import of several domestic and foreign
enterprises ................................................................................................................. 18
CHAPTER 2: ANALYZING THE REAL SITUATION RELATED TO THE
TECHNOLOGY EQUIPMENT IMPORT PROCESS AT THE KBT
DISTRIBUTION COMPANY LIMITED ................................................................ 20
2.1. Overview of KBT Distribution Company Limited................................. 20
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2.1.1. Business formation and development process ................................. 20

2.1.2. Functions and mission of the enterprise........................................... 21
2.1.3. Business organization structure and management of the enterprise 22
2.1.4. Business results of KBT from 2021 to 2023.................................... 24
2.1.5. Orientation for business development from 2024-2026 .................. 25
2.2. The process of importing technology equipment import process at the
KBT Distribution Company Limited ........................................................................ 25
2.2.1. Set an import plan ............................................................................ 26
2.2.2. Negotiate and sign contracts ............................................................ 28
2.2.3. Receive A/N and Documents from shipping agent.......................... 28
2.2.4. Prepare import documents and declare on Ecus .............................. 31
2.2.5. Get the D/O, tariff payment, and complete custom clearance ......... 40
2.2.6. Carry out procedures to exchange orders and take goods to the
company warehouse .............................................................................................. 41
2.2.7. Store import documents ................................................................... 42
2.3. Analyze the import status of KBT Distribution Co., Ltd ....................... 42
2.3.1. General analysis of the import status of the studied enterprise ....... 42
2.3.2. Analyze the import status of the KBT Distribution Co., Ltd according
to structure ............................................................................................................. 46
2.4. Advantages and disadvantage of the import process at KBT ................. 49
2.4.1. Advantage ........................................................................................ 49
2.4.2. Disadvantage .................................................................................... 50
CHAPTER 3: IMPORT SOLUTIONS OF KBT DISTRIBUTION COMPANY
LIMITED .................................................................................................................... 52
3.1. Import orientation and goals ................................................................... 52
3.2. Opportunities and challenges of the import activity ............................... 52
3.3. Some solutions to improve the efficiency of the company's import
activities .................................................................................................................... 53
3.3.1. Just in time Inventory ....................................................................... 53
3.3.2. Looking for new suppliers ............................................................... 55
3.4. Recommendations ................................................................................... 57
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CONCLUSION ........................................................................................................... 60
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LIST OF IMAGES
Figure 2.1: The process of importing goods from abroad at KBT Distribution
Company Limited .......................................................................................................... 26
Figure 2.2: Partners of KBT Distribution Company Limited ............................ 28
Figure 2.3: Arrival Notice (Sample) .................................................................. 29
Figure 2.4: Commercial Contract (Sample) ...................................................... 32
Figure 2.5: Commercial Invoice (Sample) ........................................................ 33
Figure 2.6: Packing List (Sample) ..................................................................... 34
Figure 2.7: Register a new import declaration.................................................. 35
Figure 2.8: General Information tab (Sample) .................................................. 36
Figure 2.9: Second general information tab (Sample) ...................................... 37
Figure 2.10: Commodity list tab (Sample) ......................................................... 38
Figure 2.11: Delivery Order (Sample) .............................................................. 40
Figure 3.1: The process of “Just in time Inventory” ......................................... 54
Figure 3.2: The implementation roadmap of “Looking for new suppliers” ..... 55
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LIST OF TABLES
Table 2.1: Organization structure of KBT......................................................... 22
Table 2.2: Business results of KBT from 2021 to 2023 (Unit: VND) ................ 24
Table 2.3: List of commodities of KBT company .............................................. 27
Table 2.4: On–time delivery rate at KBT from 2021-2023 ............................... 43
Table 2.5: Customs clearance time KBT from 2021-2023 ................................ 44
Table 2.6: Damage or loss rate of KBT from 2021-2023 .................................. 45
Table 2.7: Cost per shipment of KBT from 2021-2023 ..................................... 46
Table 2.8: Turnover of import products of KBT from 2021 to 2023 (Unit: Million
USD) ............................................................................................................................. 47
Table 2.9: Import market of KBT from 2021 to 2023 (Unit: Million USD) ...... 48
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LIST OF ABBREVIATIONS

Abbreviation Definition
CCTV Closed-circuit television
IoT Internet of Things
HS code Harmonized System code
D/O Delivery Order
CIC Container Imbalance Charge
CFS Container Freight Station
THC Terminal Handling Charge
B/L Bill of Lading
FCL Full Container Load
LCL Less than Container Load
A/N Arrival Notice
BAF Bunker Adjustment Factor
AFTA ASEAN Free Trade Area
GDP Gross Domestic Product
GNP Gross National Product
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INTRODUCTION

1. REASON FOR CHOOSING THE TOPIC

In recent years, globalization and internationalization have gradually become a

common trend in the world. Therefore, international business activities in general and import-
export activities in particular are becoming more urgent than ever. To catch up with the
growth momentum of advanced countries, Vietnam has increased foreign trade activities,
trade, and meetings to learn from experiences from countries around the world. This is an
indispensable and essential task to meet the needs of our Party and State on the path of
bringing the country out of poverty and backwardness, gradually improving the country's
economy to become more solid, and durable, and shortening the economic gap between our
country and countries around the world. As a key activity of International Business, import
and export has become a key step, playing an important role in the economic development
process of each country as well as the world.
In the strong development of our country's import-export sector in recent years,
businesses operating in the import sector play a very important role in the overall development
of the industry. Among them, KBT Distribution Company Limited - a company specializing
in the field of import and distribution of electronic devices in general and cameras in
particular, has contributed significantly to the growth of import and export in Vietnam. During
our internship at KBT company, we realized some disadvantages in the process of importing
electronic technology equipment at the company. Therefore, we chose the topic “Solutions
to improve the efficiency of importing technology products at KBT Distribution
Company Limited” as a graduation project to research and propose some possible solutions
through which we hope to tackle the issues and contribute to the development of the company.

2. RESEARCH OBJECTIVE

The project achieves the following objectives:

Study the process of importing technology equipment at KBT Distribution Company Limited.
Provide evaluations and comments on the current accounting work at the company. Then, identify
problems of the import process. From there, propose some solutions to improve the importing work
at the company to enhance business efficiency.
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3. RESEARCH OBJECT AND SCOPE

Research object: Research topic on the process of importing technology equipment at
KBT Distribution Company Limited.
Research scope:
 Time frame: from 19/02/2024 – 09/06/2024.
 Space scope: KBT Distribution Company Limited.
 Location: 104 Nguyen Xi, Ward 26, Binh Thanh District, Ho Chi Minh City,
Vietnam.
4. RESEARCH METHODS
 Data collection method
The information and data used in the thesis are mainly secondary data, coming from 2
main sources: documents provided by the company's internal resources and articles, and
textbooks on the Internet.
 The data collection method used mainly in the thesis is the observation method.
Data analysis method: After collecting sufficient data related to the topic, proceed to
compare and evaluate the business operations of the enterprise.
Interview and discussion method: Directly ask colleagues in the import-export
department about the company's import operations process.

5. STRUCTURE OF THE THESIS

The thesis is structured into 3 chapters:

Chapter 1: The arguments of the process of importing goods.
Chapter 2: Analyzing the real situation related to the technology equipment
import process at the KBT Distribution Company Limited.
Chapter 3: Solution and recommendations to enhance the efficiency of the
technology equipment import process at the KBT Distribution Company Limited.
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CHAPTER 1: THE ARGUMENTS OF THE PROCESS OF

IMPORTING GOODS.
1.1. General overview of import

1.1.1. Concept of imported goods

According to Article 28 (Commercial Law (amended and supplemented in 2017, 2019)

No. 36/2005/QH11, 2022) on export and import of goods, import of goods means the act of
bringing goods into the territory of Vietnam from abroad or from a special area located on the
territory of Vietnam considered as a separate customs area according to the law.
For a company like KBT, the technological equipment that needs to be imported
includes observation equipment such as cameras, recorders, smart locks, doorbells, and
stopwatches... to serve business and business needs for domestic distribution..

1.1.2. Regulations on export and import goods according to the current legal
regulations.

On goods for export and import, the inspection must be carried out by the provisions
of Article 65 (Foreign Trade Management Law No. 05/2017/QH14, 2018), with specific
contents as follows:
Goods for export and import subject to inspection include:
+ Goods subject to technical measures, and inspection as prescribed in Articles 61, 62,
63, and 64 of this Law ;
+ Goods with the potential to cause safety hazards or goods with potential safety
hazards based on warning information from international organizations, regions, and foreign
countries;
+ Goods found by competent authorities to be unsuitable and requiring enhanced
inspection as prescribed by law.
Goods specified in paragraph 1 of this Article shall be inspected according to the
principles stipulated in paragraph 2 of Article 60 of this Law and carried out by the agency,
or organization designated by the competent state authority.
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The Minister, Heads of agencies under the Ministry, within their scope of duties and
powers, shall issue a List of goods subject to inspection as stipulated in paragraph 1 of this
Article.
On goods prohibited from export and import, by the provisions of Article 5 of Decree
69/2018/ND-CP, specifically as follows:
Goods prohibited from export and import shall be implemented by the current legal
documents and the List of goods prohibited from export and import as stipulated in Appendix
I of this Decree.
Based on Appendix I of this Decree, ministries, agencies under ministries shall
publicly announce detailed goods prohibited from export and import along with the
Harmonized System code (HS code) for exchange, in agreement with the Ministry of Industry
and Trade on the List of goods and with the Ministry of Finance on the HS code. (Decree
69/2018/ND-CP, 2018)
The Prime Minister shall consider decisions to permit the export of
prohibited goods and permit the import of prohibited goods for specific purposes such as
warranty, analysis, testing, scientific research, healthcare, pharmaceutical production,
national defense, and security.
On goods for export and import under license, under conditions, following the
provisions of Article 6 of Decree 69/2018/ND-CP, specifically as follows:
Issuance of a List of goods for export and import under license, under conditions as
stipulated in Appendix III of this Decree.
Based on Appendix III of this Decree, ministries, and agencies under ministries shall
publicly announce detailed goods along with the HS code for exchange, in agreement with
the Ministry of Industry and Trade on the List of goods and with the Ministry of Finance on
the HS code.
Based on Appendix III of this Decree, ministries, and agencies under ministries shall
issue or submit to competent authorities for issuance detailed regulations on granting export
and import licenses by legal provisions and implement licensing as prescribed.
Based on the management objectives in each period, the Minister of Industry and Trade
shall stipulate the application of Automatic Export License, and Automatic Import License
for certain types of goods.
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1.1.3. How are export and import procedures regulated?

In Article 4 of Decree No. 69/2018/ND-CP on export and import procedures for goods,
the specific provisions are as follows:
For goods exported or imported under a license, traders must have a permit from the
relevant ministry or equivalent agency.
For goods exported or imported under conditions, traders must meet the requirements
as stipulated by law.
For goods listed in the export and import commodity list, they must be inspected by
Article 65 of the Foreign Trade Management Law. Traders must undergo inspection by the
competent authority as required by law.
For goods not falling under the provisions of Clauses 1, 2, and 3 of this Article, traders
only need to complete export and import procedures at the customs authority.
To export goods abroad, your company needs to follow the procedures specified in
Article 4 of Decree No. 69/2018/ND-CP as mentioned above.

1.1.4. The role of import activities in general and import technological equipment
in particular

The import activities play an important role in the economy of a country, ensuring the
stable development of key economic sectors of each country while maximizing the
comparative advantages of the nation, contributing to high specialization of labor, and
improving the international balance of payments. By importing products from other countries,
a nation can access a wider range of goods, improve product quality, lower production costs,
and enhance competitiveness in the global market. Imports increase productivity in a number of
ways. In addition to lowering inefficiencies and expanding the pool of potential inputs for businesses'
output, they also enhance the dissemination of technology and management techniques, all of which
boost productivity. (Altenberg, 2023)
 For the economy
According to Faster Capital, import activities play an important role in the economy
of a country, ensuring the stable development of key economic sectors of each country while
maximizing the comparative advantages of the nation, contributing to high specialization of
labor, and improving the international balance of payments. (Role of import, 2023)
 6

Imports help to increase a country's Gross National Product (GNP). GNP quantifies a
country's entire economic output, which includes local and international production.
Importing products and services from other countries boosts a country's GNP, which is a
measure of its economic growth and development. Furthermore, imports assist in generating
jobs and provide customers with a wider range of things to pick from.
Imports have a significant social impact by raising people's level of life. Importing
goods and services from other nations allows consumers to access a greater range of things
that may not be available domestically. For example, residents in a landlocked country may
not have access to fresh seafood, but they may import it from a coastal country. Similarly,
citizens in nations with low industrial capacity can import things manufactured in other
countries. (Ministry of Industry and Trade, 2021)
 For businesses
The CEO of UPS Vietnam, Mr. Daryl Tay, asserts that improving import management
may boost productivity and profitability for local firms. Manufacturers may take charge of
schedules and reduce the chance of delays with the use of effective import management
(Hương, 2017). Additionally, businesses will be able to create a more flexible supply chain
and complete more orders if they acquire raw materials and components early.
Imports help businesses save costs, time, and manpower in research processes while
achieving relatively successful scientific and technological development.
Imported goods not only expand production processes for businesses but also enable
them to timely meet market demands when their production capacity falls short of market
needs.
Imports enable businesses to grasp and stay ahead of new scientific and technological
achievements and advanced technologies. Without imports, businesses risk falling behind
regionally and globally.

1.1.5. Methods of importing business

There are several methods that businesses can utilize for importing goods into a
country. Each method offers its advantages and considerations, depending on factors such as
the nature of the products, market demand, financial capabilities, and regulatory requirements.
Here are some common methods of importing business:
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Direct Importing: The phrase "direct import" refers to a particular replenishment

planning technique. It entails a shop obtaining goods straight from an international producer
or supplier. This procedure lowers vendor expenses, which in turn lowers retailer prices by
eliminating the need for domestic warehousing. Direct product imports provide several
benefits, including reduced transit times, less out-of-stock situations, and higher profits for
both sides. (Better Direct Import Replenishment Planning for Consumer Goods Brands, 2024)
This form of import makes it simple to plan for the future, actively source items, gain
a better understanding of the trade environment, save money, and so on. It also increases
reputation in the worldwide market. To reduce possible risks, the organization must also have
solid financial health, and the personnel involved in the transaction must be business-savvy,
experienced, and informed about the industry.
Entrusted import: Under a contract, the importing party hires an intermediary to
perform commercial services on their behalf and as the importer of products. Newly founded
units frequently have limited experience and economic resources, lack experience, have
money but no import function, or rely on an intermediary to act as a liaison between the
purchasing unit and the foreign partner.
The entrustment receiver will sign a commercial import contract in their name on
behalf of the domestic buyer. All importation charges are borne by the buyer (the entrusted
party). The recipient of the entrustment is responsible for providing information about the
market, prices, customers, and any other conditions related to the entrusted order, as well as
signing contracts and carrying out importation procedures to ensure that the goods arrive on
time and meet the requirements of the contract signed with the entrusting party. The
entrusting party will pay a service charge to the beneficiary of the entrustment. The cost of
entrustment is determined by the two parties' connection as well as the agreed-upon fee.
(Ánh, 2023)
Countertrade: Countertrade is a method of trading and exchanging goods in which
exports are closely linked with imports, where the seller is also the buyer, and the value of the
goods delivered is equivalent to the value of the goods received. This method of exchanging
commodities with similar prices is commonly employed in trade with developing nations'
governments. It is understandable that while importing a product from another nation, the
domestic firm exports an equal worth of products rather than paying a monetary tax.
 8

In this way, the firm can conduct both export and import activities under the same
contract, with equivalent values for exported and imported commodities. Thus, the
enterprise's export income will be determined using both the export and import turnover.
(Anh, 2019)
Temporary import for re-export: Temporary import or re-export of goods means the
goods brought from abroad or from special areas lying on the Vietnamese territory, which are
regarded as separate customs areas according to the provisions of law into Vietnam. The
procedures for importation into Vietnam and the procedures for exporting such goods from
Vietnam. Temporary import for re-export means that Vietnamese traders purchase goods
from one country for sale to another country, carry out procedures for importing goods into
Vietnam and carry out procedures for exporting such goods from other countries Vietnam.
Temporary import for re-export is carried out on the basis of two separate contracts: the
purchase contract signed by the Vietnamese trader with the trader of the exporting country
and the sale contract signed by the Vietnamese trader with the trader of the importing country.
Purchase contracts may be signed before or after the sale contract. (Introduction of temporary
import for re-export, border gate, 2018)
Overall, businesses can adopt various methods of importing businesses based on their
specific objectives, resources, and market opportunities. It's essential for importers to
carefully evaluate each method and consider factors such as cost-effectiveness, risk
management, and regulatory compliance to ensure successful importing operations.

1.1.6. Overview of import activity in Vietnam in 2023

According to the General Statistics Office, Vietnam's import and export operations in
2023 encountered several challenges, with results falling short of expectations, as a
consequence of the effect of the complicated global economic environment with deteriorating
trends and inflation. In particular, the General Statistics Office reports that Vietnam's total
import-export turnover fell by 6.6% from 2022 to only 683 billion USD, with exports coming
in at 355.5 billion USD (a decrease of 4.4%) and imports coming in at 327.5 billion USD (a
decrease of 8.9% from 2022). For the first time since 2009, when exports fell by 8.9% and
imports by 13.3%, Vietnam's import-export turnover has experienced a dip once more. The
last decrease was 11.4%.
 9

One bright light in the otherwise dismal image of Vietnam's import and export activity
in 2023 is the country's record trade surplus of USD 28 billion. In particular, there was a trade
deficit of 21.74 billion USD in the domestic economic sector compared to a trade surplus of
49.74 billion USD in the region with foreign direct investment. Foreign direct investment
remained a significant component of Vietnam's trade activity in 2023, with imports totaling
210.21 billion USD, or 64.2% of the nation's overall import turnover. (General Statistics
Office, 2024)
Electronics, computers, and component parts (88.19%), machinery, equipment, other
tools, and spare parts (41.48%), fabric (13.07%), iron and steel (10.54%), plastics (9.76%),
phones and component (8.82%), petroleum (3.34%), chemicals (7.83%), chemical products
(7.68%), and other common metals (7.66%) were Vietnam's top ten main imports in 2023.
In terms of imports, nine out of ten of Vietnam's top ten imported goods fell from the
previous year (usually by more than 10%), with phones and components experiencing the
worst drop in import turnover (down by 58.3%). Towards the end of the year, however, this
result was much more positive because of a notable improvement in import turnover,
particularly in the electronics and computer products, which saw a rebound and achieved a
7.7% increase for the entire year (after declining by 9.3% in the first half of 2023). (General
Statistics Office, 2024)
With an import turnover of 111.6 billion USD or 34.1% of Vietnam's total imports,
China continues to be the country's primary supplier of products. Vietnam's imports from
China had a 5.9% decline in value throughout the entire year 2023, despite a notable increase
over the first half of the year. With imports nearly twice as high as exports, China is Vietnam's
main trade deficit supplier, with a trade imbalance between the two nations approaching USD
50 billion. South Korea, with a total import value of 52.6 billion USD, or 16.1% of all
imported products in Vietnam, is the second-largest market for imports after China.
Therefore, in 2023, more than half of Vietnam's imports came from China and South Korea.

1.2. Indicators to evaluate the export situation of the enterprise

1.2.1. On-time delivery rate

The on-time delivery rate is a Key Performance Indicator (KPI) that calculates the
proportion of shipments that arrive on or before the specified delivery date (Ryzhkov, 2024).
 10

It is an essential indicator in import-export logistics since it measures the supply chain's

efficiency and dependability.
* Industry standards for on-time delivery rates in import-export logistics vary by
sector, but an on-time delivery rate of 90% or greater is regarded as outstanding (Ryzhkov,
2024). Setting standards, on the other hand, must take into account the nature of the business
and client expectations.
To calculate the on-time delivery rate (Ryzhkov, 2024), divide the number of
shipments that arrived on or before the specified delivery date by the total number of
shipments and multiply by 100.
On-time delivery rate = (Number of on-time shipments / Total number of
shipments) x 100
Where:
+ On-time delivery rate: the rate of on-time shipment in one year
+ Number of on-time shipments: Number of on-time shipments in one year
+ Total number of shipments: Total number of shipments in one year
On-time delivery metrics are critical for delivery organizations since they improve
client retention. By delivering packages on schedule, you may gain consumer pleasure and
trust in your business. They will eventually return to buy more. There will be fewer consumer
complaints about late delivery.
If on-time delivery rates fall, customer service calls will rise, as will future operating
expenses (Patel, 2024). Furthermore, the clients may opt not to order from you again.
Aside from this, the on-time delivery measure is also useful for identifying bottlenecks
in your business processes. You will be able to discover the areas that are reducing your ability
to deliver on schedule.
Evaluation methods: Collect actual data from the researched company, calculate,
compare results with a general industry benchmark, and give our opinion.
Advantages
Increased customer loyalty: When things are routinely delivered on time, it produces
a favorable experience, promoting repeat business and building long-term partnerships
(Ferraa, 2024). As a result, on-time delivery plays an important role in increasing consumer
trust and loyalty.
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Cost-effective operations: Meeting delivery dates has a direct influence on cost

savings. Businesses may function more smoothly and save money by avoiding hurried
shipments, late or early delivery fines, and excessive storage expenditures.
Competitive Advantage: A constant OTD is a defining trait in a competitive market,
separating firms. This attracts partners and consumers who value supply chain stability,
giving them a major edge in establishing and keeping key partnerships.
Challenges
Navigating Supply Chain Complexity: The contemporary supply chain is characterized
by complicated operations and numerous players. Navigating this complexity necessitates
careful coordination and strategic management to guarantee that items move smoothly and
promptly across the supply chain.
External variables and unpredictability: Weather interruptions, geopolitical crises, and
unplanned transportation delays are all common external variables that impede on-time
delivery (Ferraa, 2024). Supply chain managers must create resilience and contingency plans
to reduce the impact of these risks on delivery schedules.
Balancing speed and accuracy: Finding the correct balance between completing
delivery timelines and guaranteeing order accuracy, despite possible quality issues, is a
continuing worry. Rushing to achieve deadlines may jeopardize order accuracy, perhaps
resulting in mistakes that negatively affect customer satisfaction. Attention to detail is
essential for ensuring high levels of delivery, quality, and customer confidence across the
supply chain.

1.2.2. Cost per shipment

The cost per shipment is a key performance indicator (KPI) used in the import-export
logistics business to calculate the average cost of each cargo. It covers a variety of expenses,
including freight charges, customs duties, insurance fees, and handling costs.
* Industry standards for cost per shipment differ per import-export logistics sector. For
example, in the air freight market, the average cost per kilogram is used as a benchmark
(Ryzhkov, 2024). Comparing the company's cost per shipment to industry benchmarks helps
evaluate its competitiveness.
How To Calculate:
Cost per shipment = Total cost of shipments / Total number of shipments
 12

Where:
+ Total cost of shipments: cost of all shipments in one year
+ Total number of shipments: Total number of shipments in one year
It impacts the profitability of importing goods, pricing, and competitiveness, and
where enterprises choose to establish their activities. Here are some examples of how:
Product prices: Products may be more expensive in one nation than another due to
shipping expenses.
Balance of Trade: High transportation costs might discourage exports and cause a trade
deficit.
Location of businesses: If transportation costs for raw materials or completed items are
too expensive in one location, enterprises may decide to migrate to save money.
Evaluation methods: Collect actual data of the researched company, calculate,
compare results with a general industry benchmark, and give our opinion.
Advantages
Tracking the cost per shipment enables import-export logistics organizations to track
their costs and discover cost-cutting opportunities (Ryzhkov, 2024). It helps to optimize the
supply chain and improve operational efficiency.
Challenges
Increasing fuel costs: This is a big expenditure for logistics organizations, affecting
their bottom line. We can confidently state that this is the single most serious issue facing the
business right now. In rare circumstances, transportation expenses exceed 50% of the
product's value.
Disruptions to the Supply Chain: This can happen for a variety of causes, including
natural disasters, political instability, or even a rapid surge in demand. Disturbances can pose
considerable issues for logistics businesses (Airwagon, 2024) forcing them to hunt for
alternate routes and suppliers. This frequently results in delays and increased expenses, which
are then passed on to the client.
Driver scarcity is a serious challenge for transportation organizations around the globe.

1.2.3. Customs clearance time

The average time it takes for products to clear customs and be released for delivery or
further transportation is measured by the customs clearance time key performance indicator
 13

(KPI), which is used in the import-export logistics sector (Ryzhkov, 2024). For importers,
exporters, and logistics service providers to track and improve their supply chain processes,
this is a crucial indicator.
* Many variables, such as the complexity of the items, the volume of shipments,
regulatory requirements, and the effectiveness of the customs officials, might affect the time
it takes for customs clearance (Ryzhkov, 2024). Nonetheless, according to industry norms, a
customs clearance time of two to three days on average is regarded as good performance.
How To Calculate
Customs Clearance Time = (Total time spent in customs procedures for all
shipments) / (Total number of shipments)
Where:
+ Customs Clearance Time: time that needs to complete the customs clearance for one
shipment
+ Total time spent in customs procedures for all shipments: time needed to complete
the customs clearance for all shipments in one year
+ Total number of shipments: Total number of shipments in one year
Clearance through customs is essential because it guarantees that items going through
customs comply with national import or export regulations and best practices. If importers or
exporters violate customs clearance regulations, they risk paying heavy fines or having their
products seized by customs agents (Townsend, 2023). Furthermore, the process of clearing
customs aids in preventing the sale of inferior or fake goods, which pose a serious risk to
consumer health.
Evaluation methods: Collect actual data from the researched company, calculate,
compare results with a general industry benchmark, and give our opinion.
Advantages
Monitoring the time it takes for customs clearance offers important information about
how well import-export procedures work. Businesses may detect any delays or bottlenecks
during customs processes by keeping an eye on this KPI (Ryzhkov, 2024). This enables them
to take remedial action and simplify their operations. Additionally, monitoring the time it
takes for customs clearance aids in creating reasonable schedules, guaranteeing prompt
delivery, and raising customer happiness.
 14

Challenges
The infrastructure is still inadequate; frequent system problems result in the inability
to transmit declarations, causing significant time wastage.
Complicated Regulatory Requirements: Navigating import/export rules, tariffs, and
complicated regulations is necessary for customs clearance. It can take a lot of effort and time
to understand and abide by these standards, particularly for companies that operate in several
jurisdictions with different legislation.
Documentation Errors: Incorrect or incomplete documentation can lead to customs
delays. Ensuring all necessary paperwork, such as invoices, packing lists, and certificates of
origin, is accurate and complete is essential to expedite customs clearance.

1.2.4. Percentage of shipments with damage or loss

An industry-specific Key Performance Indicator (KPI) that quantifies the percentage

of shipments that suffer damage or loss throughout the import-export logistics process is the
percentage of shipments with damage or loss (Ryzhkov, 2024). It demonstrates how well a
business's logistics operations ensure the secure transit of goods.
* Depending on the particular sector, different industry benchmarks apply to the
proportion of shipments that have damage or loss (Ryzhkov, 2024). Still, keeping this KPI
below 5% is a common standard for a logistics organization operating at peak efficiency.
Better performance and higher levels of customer satisfaction are indicated by lower
percentages.
How To Calculate
Percentage of damage or loss shipment = (Number of shipments with damage or
loss / Total number of shipments) x 100
Where:
+ Percentage of damage or loss shipment: Percentage of damage or loss shipment in
one year
+ Number of shipments with damage or loss: total Number of shipments with damage
or loss in one year
+ Total number of shipments: Total number of shipments in one year
Shipping damage eliminates the chance to profit from a broken item. There are also
the accompanying costs of setting things right with the client. That certainly entails mailing
 15

them a replacement item and absorbing the postage costs. Furthermore, depending on the
gravity of the problem and the buyer's general mood, the corporation may need to do even
more to smooth things out. This might include giving them a complimentary item to replace
whatever was destroyed in transportation. In the worst-case situation, you may lose a loyal,
long-term customer.
High logistics costs: There are additional logistical and administrative expenses to
consider. The customer care agent who handles the case will most likely need to fill out further
documentation to clarify the circumstances of the occurrence (Newton, 2022), and the
documents may include insurance claims.
Storage and disposal costs: Furthermore, if the company's policy requires consumers
to return defective things, it may have to hold the products after they arrive or pay disposal
fees.
Parts and repair costs: Some firms choose to restore returned products if the damage is
primarily cosmetic. However, there are additional costs for labor and parts. Furthermore, the
corporation may benefit from the sale of the restored goods, but not as much as if it were new.
Evaluation methods: Collect actual data from the researched company, calculate,
compare results with a general industry benchmark, and give our opinion.
Advantages
Tracking the percentage of shipments that are damaged or lost offers useful
information about the efficiency and quality of the import-export logistics operation.
Monitoring this KPI (Ryzhkov, 2024) allows businesses to discover areas where adjustments
are required to reduce damages or losses, lowering costs and increasing customer satisfaction.
Challenges
Unreputable and quality forwarders: the arrangement and packaging of express
delivery goods do not meet standards, especially for glass, ceramic, and electronic items.
For shipping by sea and air, there is no specific tracking number for each package, but
only a booking number for the entire shipment. This means companies can not control the
safety of their packages.
 16

1.3. Factors affecting the import process

1.3.1. The financial strength or capital component

A company's financial standing and strength are important factors to consider when
choosing a funding source. A firm must be financially solid in order to repay funds to the
source from which they were obtained. Preference shares and debentures are examples of
fixed-charged funds that should not be accepted when the company's earnings situation is
unstable.
Financial resources provide the capacity to comprehend knowledge quickly and
properly owing to the circumstances for applying current tools. Furthermore, it enables firms
to efficiently apply marketing strategies in the market in terms of pricing, imports, and
domestic sales techniques, thus generating favorable circumstances for import-export
company operations. (Sukantkumar, 2023)

1.3.2. The Human Factor

The professional credentials and work capabilities of each firm member are the most
important criteria in determining business success. Human resources are the most important
assets in terms of company potential. A competent staff with expertise and experience in
international commerce, capable of adapting to market swings, and excited about their job is
always the best fit for the enterprise's import-export activities.
Due to the unique characteristics of international commerce, business people must not
only be competent at business but also fluent in other languages. Poor language skills will
cause difficulty in transactions and reduce job efficiency. (Withanage, 2023)

1.3.3. Internal benefits of the enterprise

A well-established firm with a solid market reputation is ideal. Maintaining a

reputation with partners by paying on time and in full will make future contracts easier. The
reputation of the firm determines its competitiveness and position. If the company has the
function of entrusted import, and it has credibility, many units in the country will entrust the
import to the firm. The enterprise's items are simpler to sell than those of enterprises that do
not run well and lose client trust.
 17

Furthermore, a company with expertise in importing a certain product would be able

to select the finest source of goods that meet the demands and preferences of local customers
owing to its market knowledge and long-standing partnerships. (Michael Logan, 2023)

1.3.4. External considerations

 Government policies

Government policies significantly influence the efficacy of import activity. Financial

and credit policies that give incentives to importers will allow them to capitalize on business
possibilities and profit. Protectionist policies for domestic production and encouragement to
replace imported goods have reduced the business efficiency of importers who want to profit
by selling imported goods domestically, but they have resulted in socioeconomic benefits,
created job opportunities for workers, and encouraged domestic industries to reach their full
potential. (Team, 2024)

 Import duties

Import tariffs are a sort of tax that is levied on each unit of goods, computed as a
percentage of the overall value of products, or a mix of both on imported goods. Domestic
customers must pay more for imported items than international exporters.
Import tariffs are intended to safeguard and enhance domestic production, direct
domestic consumption, and contribute to the state budget. However, import tariffs raise the
domestic price of imported items above the import price, and domestic consumers pay the
burden of this tax. If this tax is excessively high, domestic consumers' desire for imported
items would fall, limiting enterprises' import volume.
Since the late 1980s, several nations have altered their tactics for expanding
international commerce, encouraging exports, and strengthening domestic manufacturing
capacities to compete in the global market. To carry out this policy, several governments have
decreased import taxes to boost commerce. For example, Taiwan has decreased import levies
from 40% to 20%. Thailand has decreased its import and export levies on machinery and
equipment from 30% to 5%. In 2006, Vietnam decreased import and export tax rates to 0-5%
as it prepared to join AFTA. Currently, many people are concerned about the control of import
and export tax rates. (Thompson, 2023)
 18

1.4. Experience and lessons learned on import of several domestic and foreign
enterprises

In Vietnam, there are many successful businesses thanks to import activities such as
Vietnam Dairy Products Joint Stock Company (Vinamilk), and Samsung Electronics Vietnam
Company Limited. These are all large enterprises and have a very good import business
strategy of diversifying raw material supplies. For Vinamilk, their products are present in over
60 countries, including large countries such as the US, China, and Japan, etc, and with the
ambition of becoming one of the 30 largest dairy companies in the world. Therefore, they
always expand and diversify raw material suppliers from the US, New Zealand, Australia,
and other countries around the world to ensure a seamless supply of raw materials with the
best quality (ALS, 2021). For Samsung Electronics Vietnam, the experience that helps them
succeed in the import field is also diversifying raw material suppliers. Their partners range
from Korea, China, Japan, and Southeast Asian countries. Besides, they also have an
integrated supply chain management system that handles all stages from import to
transportation and warehouse storage. This helps them improve efficiency in import activities
and reduce costs. In addition, Samsung Vietnam also established alliances
with several suppliers to ensure the supply of raw materials is always active regardless of
fluctuations in the world market. (Vilas, 2024)
Many large enterprises in the world are successful in importing and creating a global
supply chain. Like other companies in our country, their formula for success is diversifying
their raw material supplies. Regarding Apple Inc., their raw materials come from various
countries, including China, Korea, Japan, and Taiwan, to support their manufacturing
operations worldwide (Gohil, 2023). In term of Toyota Motor Corporation, their experience
in importing is similar to Apple does, diversifying its supply sources. There is one thing in
common that contributes to the success of Apple and Toyota when operating import activities:
Just-In-Time Inventory. This means they will not import large batches of goods at once to
store in the warehouse, but they will split the batches and only import enough raw materials
for the production plan. This helps them minimize warehouse management costs, avoid raw
materials being damaged during storage, and maximize efficiency in the supply chain. (Batth,
2023)
 19

From the lessons learned by domestic and foreign businesses, it can be seen that some
common experiences contribute to the success of their import activities. Firstly, diversify
supply sources. These corporations emphasize the need to diversify their sources of supply.
They reduce dependence on any one market and reduce the risk of disruption in certain
regions by importing parts, raw materials, and finished products from multiple countries.
Second, Just in time inventory, instead of importing a large amount of raw materials at once,
these companies only import enough raw materials to produce as planned. This helps them
reduce the amount of storage an organization needs to rent or buy, freeing up funds for other
parts of the business. Besides, a faster turnaround of stock prevents goods from becoming
damaged or obsolete while sitting in storage, reducing waste. This again saves money by
preventing investment in unnecessary stock and reducing the need to replace old stock.
Finally, it is crucial to establish alliances with several suppliers and partners both domestically
and internationally. This helps the company reduce market volatility risks and secure
dependable supply sources by forming solid and significant relationships.

Summary of Chapter 1
In Chapter 1, the thesis presented the theoretical basis for import activities, stating
general content about imports such as the concept, characteristics, role, and necessity of
imports in the context of the current economy. In addition, this chapter also outlines four
indicators to evaluate the effectiveness of the import process, presents the internal and
external factors affecting import activities, and some lessons learned about importing from
domestic and foreign enterprises.
 20

CHAPTER 2: ANALYZING THE REAL SITUATION RELATED TO

THE TECHNOLOGY EQUIPMENT IMPORT PROCESS AT THE
KBT DISTRIBUTION COMPANY LIMITED
2.1. Overview of KBT Distribution Company Limited

2.1.1. Business formation and development process

 General information

Company name
Công Ty TNHH Phân Phối KBT
in Vietnamese
Company name
KBT Distribution Company Limited
in English
Company name
KBT Distribution Co., Ltd
in short
Tax code 0316048791
104 Nguyen Xi, Ward 26, Binh Thanh District, Ho Chi Minh
Head office
City, Viet Nam
Branch 19, Thinh Liet/197 Alley 6/52/197, Giap Nhi, Hoang Mai, HaNoi
Phone number +84 932.685.999
E-mail [email protected]
Website https://kbt.net.vn/

 Development process
KBVISION Group International LLC is an American technology company,
headquartered in San Jose, California, United States. Founding members of KBVISION
Group International are leading technology engineers in Silicon Valley, having worked at
famous technology companies such as Google, and Intel...
Initially, the company focused on developing software for the security equipment
industry. The company's outstanding products include KBiVMS Pro video surveillance
 21

software, artificial intelligence applications in facial and behavioral recognition, and security
software for the CCTV industry.
During the period 2006-2018, KBT Distribution Company Limited was established
with the core purpose of doing business under the Camera Questek brand.
From 2019 to 2021, KBT Distribution Co., Ltd officially distributes KBVISION
products exclusively in Vietnam.
Now, KBT with a staff of 200 employees, 2 branches in the 2 largest cities in the
country, and 19 years of experience in the CCTV industry is proud to become the No. 1
camera distributor in Vietnam. With strong financial strength, under the support of parent
company Aidi Holdings, KBT is confident in fully and promptly responding to products and
goods and developing stably and strongly in the future. All products distributed by KBT
belong to the number 1 brands in the market such as KBVISION - DAHUA - IMOU -
SEAGATE - TOSHIBA - SANDISK, guaranteed in quality, with competitive prices and the
best customer service.

2.1.2. Functions and mission of the enterprise

 Functions
The company is an enterprise with full legal status under Vietnamese law, doing
international business, and directly importing electronic equipment and components.
Business field: Importing and distributing camera equipment from major
brands around the world. Providing camera surveillance solutions, design ideas, consulting,
and customer training. Wholesale and retail of electronic and telecommunications equipment
and components such as cameras, video recorders, and alarm devices.
Providing comprehensive total security solutions, through a sustainable development
strategy based on core competitive advantages
 Missions
Effectively use capital and human resources to conduct business in the right industry.
Comply with state legal policies, regulations on finance, taxes, import and export
Always listen to the market, and provide quality products that meet international
standards, reasonable prices, diverse designs, and optimal service, to meet the needs of
customers.
 22

Continuous innovation and development to affirm the stature and mission of a

dynamic, creative, and pioneering Vietnamese enterprise in both business and social
activities, raising its position in the international market.

2.1.3. Business organization structure and management of the enterprise

KBT Distribution Co., Ltd adopts the functional organizational structure model within
its human resource management framework. Within this delineation, individual positions
assume distinct roles and responsibilities aimed at collectively accomplishing the shared
objectives and tasks established by each department and the overarching goals of the
company.

Table 2.1: Organization structure of KBT

Source: KBT website

General director: The general director assumes a multifaceted role encompassing

comprehensive oversight across all facets of the business. Their responsibilities entail
formulating a cohesive vision and strategic trajectory, optimizing operational efficiency and
product quality, spearheading sales and marketing endeavors, managing financial aspects and
securing the necessary funding, cultivating a conducive and high-functioning work
environment, and serving as the representative for the company in public and community
engagement activities
Accounting department: They meticulously prepare accurate financial reports,
manage accounts payable and receivable, develop budgets and forecasts, analyze costs, ensure
tax compliance, implement internal controls, manage payroll, and leverage technology to
optimize their processes. By fulfilling these critical functions, the accounting department
provides the financial foundation for informed decision-making, safeguards assets, maintains
 23

compliance, and ultimately contributes to the company's financial health and long-term
sustainability
Marketing department: The marketing team's task is to promote activities on Online
and Offline platforms. Continuously come up with ideas to promote products distributed by
KBT. Responsible for creating close relationships with customers, and supporting the sales
team to boost sales. Besides, you must always update new marketing trends and organize
regular activities such as Livestream, video production, workshops, training, and customer
conferences.
Sales department: The sales department engages in comprehensive market research
to discern customer needs and prevailing trends, formulate sales strategies and plans, oversee
account management, negotiate deals, and prioritize exceptional customer service.
Additionally, they allocate resources toward sales training and professional development
initiatives. Collaborating closely with the marketing division, the sales team actively
promotes the brand and cultivates prospective leads, leveraging data-driven insights to refine
pricing structures, promotional endeavors, and predictive forecasting.
Import-export department: The import-export department plays a role in ensuring
the smooth and effective transportation of goods from the company to customers within the
company's operating framework. Their responsibilities include preparing import and export
documents for goods and making customs declarations so they can be shipped as quickly as
possible.
Warehouse department: The warehouse department takes on a multifaceted role in
storing and securing goods. They perform tasks such as preparing import/export orders,
arranging goods, and tracking and counting inventory in the warehouse. Besides, they are also
responsible for coordinating with the import and export department so that the import and
export of goods can take place as quickly as possible.
 24

2.1.4. Business results of KBT from 2021 to 2023

Table 2.2: Business results of KBT from 2021 to 2023 (Unit: VND)

Source: Accounting department

KBT Distribution Co., Ltd has a remarkable journey in Vietnam from 2021 to 2023
showcases exceptional resilience and strategic adaptation amidst a dynamic economic
environment shadowed by the global pandemic. Driven by astute business decisions and a
keen understanding of the evolving market, it witnessed a remarkable surge in revenue, with
a staggering 15.5% increase in 2022 and a sustained 9.93% climb in 2023, reaching an
impressive 789,1 billion VND. This upward trajectory becomes even more impressive against
the backdrop of Vietnam's initial economic slowdown in the wake of the pandemic.
Beyond its top-line success, the firm demonstrated remarkable financial discipline
through efficient cost-management strategies. While operational costs increased alongside
revenue expansion, the rate of increase steadily declined, signifying the corporate
commitment to operational agility. This prudent financial management translated into
significant profit growth, with the corporate bottom line soaring by a remarkable 13.7% in
2022 and a further 5.03% in 2023, reaching a peak of 70,45 billion VND. This robust
profitability serves as a testament to its ability to leverage economic opportunities while
maintaining a healthy financial position.
The firm's success cannot be fully understood without considering the broader
economic context. Vietnam's economy initially faced challenges due to the pandemic, but it
demonstrated remarkable resilience, rebounding quickly and achieving an impressive GDP
 25

growth rate of 8.8% in the first nine months of 2022. This rapid turnaround was fueled by
government stimulus packages and Vietnam's effective pandemic control measures. KBT
Distribution Co., Ltd's astuteness navigated this dynamic landscape, adapting its strategies to
capitalize on the country's resurgent growth.
By demonstrating exceptional adaptability, financial prudence, and strategic
positioning, the corporation has established itself as a leading force in Vietnam's dynamic
business environment. Its impressive performance from 2020 to 2022 is a testament to the
company's strong leadership, a robust business model, and an unwavering commitment to
profitability. As KBT Distribution Co., Ltd looks towards the future, it is well-positioned to
continue its growth trajectory and solidify its position as a key player in the Vietnamese
market.

2.1.5. Orientation for business development from 2024-2026

The vision and goal of KBT is to become a leading professional importer and
distributor in the Vietnamese market in the field of CCTV - IoT, providing total security
solutions and a comprehensive smart ecosystem. To achieve that goal, the company will
continue to develop the KBVISION brand - an American brand camera. In addition, the
company will have specific strategies to further develop its brands: Dahua, Imou, and Seagate.
Moreover, KBT will continue to seek and cooperate with the world's leading brands, bringing
the highest value chain to customers.
KBT will continue to develop and expand into new fields and new brands in the field
of CCTV - IoT. With long-term experience and financial strength, KBT will achieve its
position as a leading importer and distributor of security and surveillance products in the
Vietnamese market.

2.2. The process of importing technology equipment import process at the KBT
Distribution Company Limited

The company always adheres closely to the theoretical process proposed to apply in
practice. The steps as well as the order of implementation of each step in real situations have
certain similarities with theory. This shows that the company's processes are carried out
seriously, scientifically, and methodically. Thereby demonstrating transparency and clarity in
the company's process system. Such a systematic step-by-step division makes arranging and
 26

storing documents and documents relatively easy. This will help search and retrieve
documents without much difficulty and time.

Receive A/N and

Negotiate and sign
Set an import plan Documents from
the contract
shipping agent

Carry out Get the D/O, tarrif Make set of import

procedures to payment and documents and
exchange orders and
bring goods to the
complete custom declare on Ecus
company warehouse cleareance system

Store import
documents

Figure 2.1: The process of importing goods from abroad at KBT Distribution Company
Limited

Source: Export – Import department

2.2.1. Set an import plan

 Determine the information and quantity of a commodity

The sales department at KBT company will plan the quantity and types of goods that
need to be imported for distribution and retail in the domestic market. The type of goods that
KBT company often imports are cameras and accompanying equipment related to cameras.
According to the provisions of Decree No. 69/2018/ND-CP dated May 15, 2018, the
Government, camera products are not subject to import ban or conditional import, so they can
be imported like other usual commodities. Based on Official Dispatch No.: 1582/TCHQ-
TXNK of the General Department of Customs on the classification of camera products:
+ In the case the Camera item is the type that captures images, converts them into
electronic signals, and is transmitted as video images to devices outside the camera to store,
 27

control, and display images and does not have any capabilities to record images in it, under
code 8525.80.40 - - Television camera.
+ In the case of a Camera product, it captures images, converts them into electronic
signals, and is recorded in the camera as a still or moving image. Images are recorded onto an
internal storage device or other storage media (for example, magnetic tape, optical media,
semiconductor media, or other media of heading 85.23).
Here is the list of commodities that KBT frequently imports:
N.o HS code Description
Video recording camera, with video recording function - supports
1 85258310
memory card
2 85258320 Surveillance camera, no recording function
Multi-channel video recorder for surveillance cameras, accessories
3 85219099
included: power source and mouse, Dahua brand, no hard drive
Camera image output support card attached to the image management
4 84718090
device
5 85044090 Power source for surveillance cameras 12V/3A
Table 2.3: List of commodities of KBT company

Source: Export – Import department

 Market research
 Domestic market research
Doing domestic market research is a crucial phase that sets the tone for the company's
whole range of business operations. Price, specifications, varieties, sizes, and customer needs
should all be taken into consideration when conducting research. Besides, it is necessary to
forecast market demand to carry out import plans.
The company needs to consider the issue that most consumers care about product price.
The business has to find out how much the equipment it plans to import is currently accepted
by the home market how much its rivals are charging for it, and what the customer's ability
to pay for the product is so that it can determine the appropriate customer group.
In addition, the business also has to find out more about its rivals. What goods do they
offer, how much, how cheaply, what are their plans for growth and development, and what
are their advantages and disadvantages? After that, modify the import plan as necessary
 28

 Foreign market research

KBT Company operates mainly by importing goods from abroad and then distributing
them to domestic agents. Choosing the right supplier is considered the most important. For
suppliers already present in the Vietnamese market, company staff will directly meet
consumers to ask about product quality, prices, and their reviews to see if they can decide on
an import strategy for this product. For new suppliers, company employees will find out
supplier’s information and their products on the Internet and may send a few employees to
come directly to their company to check product quality (If necessary), sending officers
directly to inspect will ensure the safety of the shipment, but it will cost a lot of money.

2.2.2. Negotiate and sign contracts

To select suppliers, the Company makes a list of the most promising partners and
selects partners by proactively requesting purchases. KBT Company will ask partners to
provide detailed information about goods, and prices, and send samples to experience
firsthand.
After checking the goods and getting good results, the two parties will begin to
exchange other information in the contract such as delivery conditions, price, payment method
and deadline, and packaging method. (symbol, code). For most of the offers, the Company
must renegotiate, usually the terms that need to be renegotiated are price, payment terms,
delivery location... For example, the price of the goods. The price offered by the partner is
too high, so the Company has to negotiate the price. Normally, the company will conduct
negotiations by email or fax.

2.2.3. ReceiveFigure 2.2:Documents

A/N and Partners offrom
KBT shipping
Distribution Company Limited
agent

KBT Distribution Company Limited imports goods in many different forms based on
quantity, size, type of goods, and urgency of the goods.
+ For shipping by sea: the advantage of this method is that it can transport large
quantities of goods with low shipping costs, but shipping time is often very long (1 month to
2 months). Therefore, the company often applies this method to shipments with oversized
 29

machinery, large quantities of raw materials without weight limitation, and goods that the
company does not need urgently.
+ For shipping by air: The advantage of this form is that the shipping time is very fast
(same day or 1-2 days), ensuring the safety of transported goods. However, the cost of this
form is quite high and shipping procedures are often more complicated. It can also transport
large quantities of goods but is limited in weight. The company often prioritizes using this
method for urgent shipments that are needed immediately to keep up with distribution
schedules.

Figure 2.3: Arrival Notice (Sample)

Source: Export – Import department

 Information needs to be noted when reading the Arrival Notice

As usual, the Arrival Notice is issued by the Forwarder and will be sent to the
consignee 2-4 days before the arrival date.
 30

When reading the Arrival Notice, import staff needs to focus on the B/L number (the
B/L number on the arrival notice must match the number on the Bill of Lading). Next, they
must check the vessel and voyage, estimated arrival time, and port of unloading (for LCL
shipments, the forwarder will clearly state which warehouse the goods are in at the unloading
port). Then, they need to check the quantity, description, and weight to see if they match the
bill of lading.
For FCL shipments, they need to pay attention to the container number and seal
number to be able to pick up the whole container accurately at the port
For LCL shipments, there is no need to pay attention to the container number and seal
number because the goods will be unloaded from the container and placed in the CFS
warehouse at the port.
In the arrival notice, there is also a debit note section that records other fees in addition
to shipping fees that the importer needs to pay to the shipping line to be able to pick up the
goods. There are some common local charges for imported goods:
+ THC (Terminal Handling Charge): Cargo loading and unloading fees are calculated
at the unloading port.
+ D/O FEE: a fee for issuing a D/O (Delivery Order) when the customer wants to
receive an order, even if it is an Electronic Delivery Order - EDO.
+ CCF (Container Cleaning Fee): Container cleaning fees will vary depending on the
type of container. This is the fee the importer must pay to have the shipping company clean
the empty container after the recipient has unloaded the goods and returned the container to
the Depot yard.
+ CIC (Container Imbalance Charge): The fee the importer must pay to the shipping
line to move containers from places where there is a surplus to places where there is a
shortage.
+ BAF (Bunker Adjustment Factor): This is a surcharge to compensate for fuel price
fluctuations from different periods.
+ CFS (Container Freight Station Fee): This fee is collected by Forwarder when
unloading goods from containers into warehouses or when loading goods from warehouses
into containers.
 31

Regarding the documentation of goods, the agent usually sends it to the consignee in
2 ways:
+ The agent will send the transportation documents including the Commercial
Contract, Commercial Invoice, Packing List, and Bill of Lading along with the arrival notice.
+ Alternatively, the agent sends a Pre-alert including the batch documents and batch
information such as ETD, and ETA for the import staff to prepare customs procedures in
advance and will proceed with the next steps to retrieve the goods as quickly as possible upon
arrival notice.

2.2.4. Prepare import documents and declare on Ecus

 Make a set of import documents

After receiving all arrival notices and documents from the agent, import staff will begin
preparing documents to import goods to the warehouse. The import staff will rely on the
information in the set of documents sent by the shipper to create a set of import documents
for the shipment. The set of documents that employees make will include contracts,
commercial invoices, and packing lists.
 Information needs to be noted when making Commercial Contracts,
Commercial Invoices, Packing List
+ For Commercial Contract: focus on the number and date of the contract, information
about the two parties, shipping method, payment term, the validity of the contract must be a
year from the signing date, the commodity name, commodity quantity, and total amount stated
on the contract must be equal to the invoice.
 32

Figure 2.4: Commercial Contract (Sample)

Source: Export – Import department

 33

+ For Commercial Invoice: focus on the number and date of invoice, information
about the two parties, Incoterms condition, commodity name, commodity quantity, unit
price, and total amount of the shipment.

Figure 2.5: Commercial Invoice (Sample)

Source: Export – Import department

 34

+ For Packing List: focus on the number and date of the packing list (it has to match
with the invoice number), quantity of packages, commodity name, commodity quantity,
commodity weight (Net weight and Gross weight), and CBM.

Figure 2.6: Packing List (Sample)

Source: Export – Import department

 Declare on Ecus system

Customs declaration when importing goods is a mandatory business for businesses.
Customs declaration nowadays has changed a lot thanks to the development of information
technology, businesses can now declare customs electronically with the Ecus electronic
customs declaration software. From there, helps shorten the time and reduce costs for
businesses in the customs declaration.
 35

After completing the set of import documents including the commercial contract,
commercial invoice, and packing list, the import staff will access the Ecus system to proceed
with electronic the customs declaration.
To register a new import declaration, the import staff will follow the following steps:
+ Step 1: Log in to the software and select Register new import declaration (IDA).
From the main interface of the program, go to the menu: "Export-Import
Declaration/New registration of import declaration (IDA)" as shown in the following image.

Figure 2.7: Register a new import declaration

Source: Export – Import department

+ Step 2: Enter information at the General Information tab.

Customs import staff will proceed to enter data on the code of the type of import, the
customs authority will carry out the declaration, note the criteria with (*) red marks are
mandatory to enter, and the gray boxes are information criteria that the system automatically
fills in.
At KBT Distribution Co., Ltd, the import type code that the company often uses is
A11, import code A11 is used in cases where the company imports goods for business and
consumption such as importing goods from abroad, importing goods from non-tariff zones,
and importing domestically. The customs unit that KBT declared is Saigon port area 1
Customs Branch with code 02CI. Regarding the classification of organizations and
individuals, import staff will consider whether the exporter is an individual or an organization
to select the appropriate code. Commonly used code types in software are: code "1":
individual to individual, code "2": organization to individual, code "3": individual to
organization, code "4": organization to organization. Because KBT mainly imports goods
from other companies, it will choose code 4. For the shipping method code, staff will choose
 36

one of the following codes based on the shipping method: "1": air, "2": Sea (FCL), "3": Sea
(LCL), "4": Truck, "5": Railway, and this shipment is an LCL shipment shipped by sea, so
code 3 will be selected. After entering the first part, the staff will proceed to enter the
information of the exporter and importer, this part includes the company name, company
address, and phone number. For importers, this information will be automatically obtained by
the program when the company registers their business information the first time run the
program. Or staff just need to enter the company Tax Code, name and address information
will be automatically returned by the system. For exporters, staff can select information stored
in the system for regular partners and will proceed to fill in new data for new partners.
Employees need to pay attention to filling in information accurately to avoid having to revise
the declaration.

Figure 2.8: General Information tab (Sample)

Source: Export – Import department

+ Step 3: Enter the information at the Second General Information tab.

 37

In general information section 2, staff will first enter document and license
information. In the legal document code box, staff will enter legal document codes on
commodity management and specialized inspection relating to imported goods. For this batch
of goods that KBT company imports are 100% new and unused technology equipment, the
code will be entered as "MO". In addition, this shipment does not require an import license,
so there will be no need to fill it. Coming to the Commercial Invoice section, the import staff
will enter information on the goods invoice about Invoice Number, issuance date, payment
method, invoice value, and delivery conditions. For this shipment, the invoice form selected
is a commercial invoice, payment method, delivery conditions, and currency agreed upon by
both parties are TTR, FOB, and USD respectively. The most important part is the total value
of the invoice. Employees need to pay attention to being able to enter the correct amount
because this is data that directly affects the tax that businesses must pay. The third part is the
declaration of value, importers must enter the correct classification code for the declaration
of value and enter expenses such as transportation and insurance (if any).

Figure 2.9: Second general information tab (Sample)

Source: Export – Import department

+ Step 4: Enter data into the commodity list.

 38

In this step, import staff need to fully and accurately declare all sections as required by
customs authorities. For the commodity name section, the declared name of the goods is the
usual trade name accompanied by the basic characteristics of the goods, symbols, trademarks,
and condition of the commodity (100% new or used product). About the HS code section,
import employees need to enter the correct HS code of the goods they import, for example,
surveillance cameras have an HS code of 85258310. Entering the correct HS code will help
the company determine the correct amount of tax to be paid to the country. The remaining
parts such as the origin of goods, quantity, unit of quantity, and unit price must be entered
correctly as agreed by both parties. Next is to determine the import tariff code. Because this
is a shipment originating from China, staff can choose code "B05": Vietnam's special
preferential import tariff to implement the ASEAN – China Free Trade Area (ACFTA) to
have the preferential tax rate of 0%. Cameras are considered normal goods, so the value-
added tax rate will be 10% and the VAT tax code specified in the Ecus system is VB901. In
addition, staff must also enter other taxes such as special consumption tax and environmental
tax (if any). For shipments with more than 50 lines, import staff can transfer data from an
Excel file. This helps them save time when making declarations.

Figure 2.10: Commodity list tab (Sample)

Source: Export – Import department

+ Step 5: Transmit customs declaration to the electronic customs system.

 39

After completing the information for the declaration, save it and select the code "2"
Pre-declare information declaration (IDA)" to submit information. Then, enter the PIN code
of the Digital Signature. Successfully, the system will return the declaration number and a
copy of the declaration including tax information automatically calculated by the system, and
other information.
After checking the returned information, the staff has 2 options:
+ First: if the information returned by the system for the business is incomplete and
needs to be supplemented or modified, use the business transaction code IDB to retrieve the
declaration information of the declaration and make the necessary modifications, then
perform the business transaction IDA again until the information is accurate.
+ Second: The organization chooses transaction number 3 “Declare IDC officially” to
formally register this declaration with the customs authorities if the information given by the
system is valid. If this registration is successful, the declaration will be utilized to complete
the customs clearance processes.
+ Step 6: Get the result of the classification, and print the customs declaration for
import.
When successfully declared, the import declaration will be proceeded with customs
clearance procedures. Staff continue to click on code 4 “Get results of classification, customs
clearance” This function is similar to "Get feedback from customs" to receive results of
classification, customs fees, tax payment notification, print declaration, and proceed with the
next steps. After the customs declaration is transmitted, the system will automatically classify:
Green Line: The importer is not required to verify documentation or examine the items
if the categorization is Green Line.
Yellow Line: The importer is required to provide the following extra paperwork for
Customs to review if the classification is Yellow Line
• Bill of lading
• Packing List
• Commercial Invoice
• Import License (for goods subject to import license)
• Certificate of Origin form E (to apply ACFTA tariff preferences).
 40

Red Line: If the commodities are classified as Red Line, the importer needs to provide
the same paperwork as in the Yellow Line situation, and Customs will physically check the
items.

2.2.5. Get the D/O, tariff payment, and complete custom clearance

After the import staff completes the set of documents and makes the customs
declaration, the operations staff will proceed to get the D/O. To be able to get a D/O, it is
necessary to prepare a set of documents including a letter of introduction with the stamp of
the company named on the A/N (1 original), Notice of arrival of goods (1 photocopy), original
Bill of Lading (B/L) (if necessary) or 1 photocopy, ID card of the person picking up the
delivery order (1 photocopy). Besides, they need to pay D/O fees and other fees such as CIC
fee, container cleaning fee, CIC fee, and CFS fee to the forwarder to be able to receive the
D/O. For FCL goods, the D/O will be stamped as "direct delivery", but if the importer unloads
the goods and cuts the lead at the yard, the D/O will be stamped as "emptied goods".

Figure 2.11: Delivery Order (Sample)

Source: Export – Import department

 41

At the same time, the accountant at the company will pay import tax according to
regulations to clear goods. Thanks to the development of information technology, importers
can now pay import taxes electronically, which simplifies tax payment procedures, saving
time and costs for companies. In addition, electronic tax payment helps to unify data,
accurately deduct outstanding balances, and ensure customs clearance of goods immediately
after tariff payment. To make an electronic tax payment, the accountant will first access the
website "Electronic payment portal and customs clearance 24/7" and fill in the login
information, then select the Tax, Fee, and Charge Payment Form and fill in the information
as follows:
Import-export unit: Enter the tax code of KBT Distribution Company Limited
Year of registration: Year of registration of the declaration
Declaration number: Enter the 12-digit declaration number.
Press the "Search" button. The system displays a list of tax declarations, and late tax penalties
(if any). The system will display the list of declaration forms. The accountant selects the
declaration form they want to submit taxes, checks the relevant information, and the amount
to be paid, and selects the bank account to deposit the money. After ensuring that all
information and tax amounts are correct, the accountant will select the function to transmit to
Customs. Next, the accountant will enter the PIN code, and OTP code, and press “Accept” to
complete the tax payment. Finally, the system sends the email when registering information,
confirming the success with the certificate code of this deposit slip. The accountant will keep
this certificate code for reconciliation with the bank or customs officer when there is an issue
with the deduction that cannot be carried out.

2.2.6. Carry out procedures to exchange orders and take goods to the company
warehouse

After the customs declaration for imported goods is cleared and the enterprise has fulfilled its
tax obligations to the country. OP staff will go to the Port's trade office and proceed with the
order change procedures. The documents to be prepared are: Introduction letter with company
stamp, Delivery Order, Barcode of the customs declaration signed and stamped by customs
after inspection, Carrier's container release note (if any). After checking the documents, the
accountant at the Port Commercial Department will proceed to issue the VAT invoice for you
 42

to pay the handling charges and other surcharges (if any) to the port to complete the process
of changing the order and bringing the goods back to the company's warehouse.

2.2.7. Store import documents

After completing the import of goods to the company's warehouse, the import staff
will store all documents related to the batch. The documents to be stored include:
+ Customs declaration form
+ Commercial contract
+ Commercial invoice
+ Packing list
+ Certificate of origin of goods, certificate of quality of goods
+ Bill of lading
+ Documents related to supplementary declaration, change of use purpose (if any)
The storage of these documents will be used for checking and cross-referencing in case
of errors or complaints arising.

2.3. Analyze the import status of KBT Distribution Co., Ltd

In the context of an increasingly fierce competitive market, accurately and detailed

evaluating the company's import situation is an important factor in ensuring success and
competitiveness. In this section, we will delve into the important aspects of the import
process, from identifying market needs to customs processing and risk management, to
provide the most comprehensive and detailed view of the company's import activities.
Following the theoretical basis in the previous chapter, we will apply those 4 Indicators and
combine them with calculation formulas, and comparisons to make the most objective
comments on the general import situation of KBT company.

2.3.1. General analysis of the import status of the studied enterprise

 On-time delivery rate indicator

 Industry benchmark: 90%

 43

2021 2022 2023

Total shipment 310 400 550

On-time shipment 260 360 515

On-time delivery rate 84% 90% 93.63%
Table 2.4: On–time delivery rate at KBT from 2021-2023

Source: Export – Import department

From Table 2.4, we can see that in 2021, the COVID-19 pandemic caused many risks and
obstacles to transportation and delivery operations, leading to a decrease in the on-time
delivery rate in many cases. Factors such as supply chain disruptions, limitations on
international transportation, increased shipping costs, and longer handling times have affected
the ability of businesses to deliver on time. Therefore, the on-time delivery rate has decreased
to 84%, lower than the industry benchmark of 90%.
By 2022, as the pandemic is gradually being controlled, the on-time delivery rate is more
promising than in 2021. Therefore, the on-time delivery rate in 2022 is 90%, an increase of
6% compared to the previous year, equal to the industry benchmark of 90%.
In 2023, the pandemic has been completely controlled and no longer significantly impacts
production and delivery operations. When the pandemic is under control and restrictions are
lifted, businesses can operate more normally, and rebuild and strengthen relationships with
partners in the supply chain. This can lead to enhanced flexibility and the ability to meet
deadlines with orders from businesses. Therefore, the on-time delivery rate in 2023 is 93.63%,
an increase of over 5% compared to 2022, higher than the industry benchmark of 90%.
 Customs clearance time

 Industry benchmark: 2 days

 44

2021 2022 2023

Total time of customs clearance 8160 8880 9075

Total number of shipments 310 400 550

Customs clearance time 26.3 22.2 16.5

Table 2.5: Customs clearance time KBT from 2021-2023

Source: Export – Import department

From Table 2.5, we can see that the customs clearance time in 2021 is 26.3 hours. The reason
for reaching this number in 2021 is due to the COVID-19 pandemic, which significantly
affected the customs clearance time in 2021, leading to delays and uncertainties in the customs
clearance process. And it is less than the industry benchmark of 2 days.
The COVID-19 pandemic was better controlled in 2022 compared to 2021, resulting in a
significant improvement in customs clearance time. Reducing strict control measures and
social distancing helped reduce waiting times and enhance the efficiency of customs officers.
Therefore, in 2022, the customs clearance time decreased to 22.2 hours, a reduction of over 4
hours compared to 2021. Compared to the industry benchmark of 2 days, the customs
clearance time in 2022 is considered quite effective.
In 2023, there were no significant barriers from the COVID-19 pandemic leading to
improvements in work processes and supply chains, so customs clearance time decreased
compared to 2022. And the customs clearance time decreased from over 22 hours to nearly
16.5 hours. Compared to the industry benchmark of 2 days, the customs clearance time in
2023 is considered quite effective.

 Percentage of shipments with damage or loss:

 Industry benchmark: 5%
 45

2021 2022 2023

70 45 18
Number of shipments with damage or loss

Total number of shipments 310 400 550

Damage or loss rate 22.6% 13% 4.5%

Table 2.6: Damage or loss rate of KBT from 2021-2023

Source: Export – Import department

From Table 2.6, we can see that the COVID-19 pandemic has posed a series of challenges to
transportation and logistics activities in 2021, and this may affect the damage or loss rate
through factors such as disruptions in the supply chain, enhanced security and control
measures, and shortages of labor and resources. Therefore, the damage or loss rate reached
22.6%, much higher than the industry benchmark of 90%.
In 2022, as the pandemic is gradually being controlled, the damage or loss rate shows more
promising signs compared to 2021, so the damage or loss rate in 2022 is 13%, a decrease of
nearly 7% from the previous year, but still higher than the industry benchmark of 5%.
In 2023, with improvements in factors such as disease control, processes and technology,
security and control measures, and risk management, a lower rate of damage or loss of goods
can be observed compared to 2022. And the damage or loss rate decreases from over 13% to
4.5%. Compared to the industry benchmark of 5%, the damage or loss rate in 2023 is
considered to be achieving good efficiency.
 Cost per shipment indicator:
 46

2021 2022 2023

Total cost of shipment 72.000 USD 105.800 USD 120.175 USD

Total number of shipments 310 400 550

Cost per shipment 232.25 USD 264.5 USD 218.5 USD

Table 2.7: Cost per shipment of KBT from 2021-2023

Source: Export – Import department

From Table 2.7, it can be seen that in 2021 the cost per shipment reached 232.25 USD,
the reason for this figure is that in 2021, despite our country's efforts to implement the 5-year
Socio-Economic Development Plan 2021-2025, the COVID-19 pandemic continued to have
negative impacts on economic activities, especially in the import and export of goods. The
complexity of the pandemic has led countries to prioritize domestic products and implement
trade protection measures.
In 2022, the cost per shipment reached a record high of 264.5 USD, higher than in
2021 by 32.25 USD, even though 2021 was a year that suffered many consequences of the
COVID-19 pandemic. The reason for the high figure in 2022 is due to the increase in oil
prices, caused by tight market conditions and tensions in Russia and Ukraine, disrupting the
supply of energy products while demand is increasing.
The cost per shipment in 2023 decreased to 218.5 USD, which is a positive figure
indicating that fuel prices have stabilized compared to 2022, and the economic recovery after
the pandemic may reduce cost pressures.

2.3.2. Analyze the import status of the KBT Distribution Co., Ltd according to
structure

 The company's import turnover of business items from 2021-2023.

 47

Table 2.8: Turnover of import products of KBT from 2021 to 2023 (Unit: Million USD)

Source: Export – Import department

This table shows that cameras are important in the company's imported product
strategy. In 2021, camera imports accounted for 11.25% of the total imports, and this ratio is
expected to increase significantly to 13.45% in 2022. By 2023, this ratio will continue to
increase, but only slightly to 14.1%, and the total imports will always increase compared to
the previous year. This demonstrates the effectiveness of the company's domestic business
operations but also highlights the role of imports in general and camera imports in particular
as the main supply source. Overcoming the difficulties of 2021, along with the current growth
rate, it is certain that camera products will become the company's main imported products.
Next, we have to mention the import ratio of Video recorders, which increases each
year. Specifically, in 2021, the import ratio reached 7.875%, and this number continues to
increase to 8.5% in 2022. In 2023, it increases by 0.5% (9%) compared to 2022.
The next positions in the company's import product structure are Bell and Timekeeper
machines and Electronic components, which contribute to the company's revenue growth.
This table shows a more optimistic import situation for the company and demonstrates the
success of the company's import activities in the past.
 48

 The company's import market of goods from 2021-2023.

Table 2.9: Import market of KBT from 2021 to 2023 (Unit: Million USD)

Source: Export – Import department

The table shows that in 2021, the markets of China, Hong Kong, and Malaysia are 18,
3.375, and 1.125 million USD respectively. However, according to Pavana's statistics until
October 2022, Vietnam imports an average of 5 million surveillance cameras per year, and
over 90% of them are from Chinese brands. That is also the reason why we see a decrease in
the proportion of imported markets outside of China from 2022 to 2023. It can be understood
that the company has adjusted its business strategy to focus on the Chinese market to fit the
trend of the camera consumer market in Vietnam.
The company has decided to increase the proportion of the Chinese market in its
business strategy from 2022. This reflects an awareness of the growth potential of this market
and a shift in the company's direction. The proportion of other import markets has decreased
since 2022. This is a result of the company's recognition that these markets do not reflect the
best growth potential or are not aligned with the current business strategy.
The change in proportion in import markets reflects the company's adjustment of its
business strategy. This includes a focus on markets with greater growth potential or better
trade relations with China.
The company has adjusted its strategy based on consumer demand. The reduction in
proportion in other import markets may reflect user preferences for products from China.
 49

 The import method of the company.

KBT Distribution Company Limited is a company that directly imports goods. Goods
are imported directly to foreign traders without going through intermediary stages. Direct
importation may increase business risks, but it has outstanding advantages such as reducing
intermediary costs, thereby increasing profits and enabling the company to develop close
relationships with customers to understand consumer needs and market consumption trends,
based on which it can adjust product supply capabilities and necessary sales conditions.
Additionally, it helps the company be proactive in selecting partners, negotiating transactions,
payment methods, and price negotiations, and also bringing the company's products to many
countries around the world.
Determining partners is a crucial factor in import activities. Therefore, the company
must understand the business capabilities of customers, financial capabilities, and
international factors. Thus, the company has used Vietnam's trade representative agencies
abroad, trade promotion organizations at home and abroad, and Vietnam's commercial
websites to search for customers. Nowadays, direct importation is increasingly expanding.

2.4. Advantages and disadvantage of the import process at KBT

2.4.1. Advantage

Throughout the period 2021-2023, the company had to face many challenges due to
the economic aftermath of COVID-19. However, overall, the company still achieved quite
impressive business results. The stability in revenue and profit growth over the years has not
only strengthened the company's goal of becoming the leading camera distributor in Vietnam
but also demonstrated the dedication and relentless efforts of all employees.
One noteworthy point is that the company has obtained certifications from many major
camera brands worldwide. This not only helps the company affirm its position in the market
but also creates a significant competitive advantage. Customers can trust the quality and
reputation of the products when purchasing from the company, thereby creating a loyal
customer base and attracting more new customers.
The company's finances are strong thanks to the support of Aidi Holdings, which is
seen as a lever for the smooth and stable operation of production and business activities
through balancing income and expenses, attracting capital, and building strong trust with
 50

partners. Based on these activities, the company can easily control whether the ongoing
activities are being carried out effectively or not to make timely adjustments. In addition, the
large financial resources also enable the company to be more confident in changing and
improving import strategies.
In summary, the company's achievements and efforts in the past period have marked a
period of strong and successful development, contributing to building and consolidating the
company's position in the wireless camera market, an industry that is becoming increasingly
competitive and developing.

2.4.2. Disadvantage

Besides the achievements that have been attained, the import business activities of
KBT company still have some weaknesses that need to be addressed and overcome.
First, although the company's imported goods portfolio includes a variety of items,
overall, the portfolio has remained unchanged over the years. Currently, these items are still
being consumed in the market, but each type of goods has its lifecycle, so after a while, a
downturn period will come.
Second, the majority of the company's shipments are transported by sea, so the
transportation time is often longer, sometimes leading to risks related to natural disasters
resulting in goods being damaged or lost during transportation. Consequently, this
significantly impacts the business plans that the company has outlined.
Thirdly, although the company's business activities still record steady growth over the
years, costs also increase at the same rate. The increase in costs is due to gasoline prices
having increased many times. Compared to 2020, in the period 2021-2023, gasoline prices
have increased by more than 41%. This causes KBT companies specializing in import and
distribution to face increased transportation costs to distribute goods domestically. In
addition, the cost of container rental and logistics services also increased. In addition,
importing a large quantity of goods at the same time causes storage costs to increase.
Especially for technological - electronic equipment - items that have high value and require
compliance with warehouse storage conditions to avoid damage.
 51

Summary of Chapter 2
Chapter 2 focuses on evaluating the import situation of KBT Distribution Company.
KBT is a company operating in the field of importing and distributing CCTV - IT -
SmartHome - Accessories, this chapter delves into the process of importing technology
equipment here. Next, the chapter analyzes the import situation of the company and evaluates
the advantages and disadvantages of this process. In summary, this chapter provides a
comprehensive overview of the import process and situation of KBT Company, thereby
providing important information about the company's business activities in this field.
 52

CHAPTER 3: IMPORT SOLUTIONS OF KBT DISTRIBUTION

COMPANY LIMITED
3.1. Import orientation and goals

Import business has been the key business activity of the company since its
establishment, so in the development plan for the next 3 years 2023-2025, the company will
still focus on developing this activity. In the program "2022 New Year Conference: CCTV
Distribution Channel - Vision - Objectives - Strategies" organized by KBT company in Ho
Chi Minh City, Mr. Ha Duy Nghiem - Chairman of the Board of Directors of KBT
Distribution Co., Ltd. shared about the vision and development strategy of KBT in the period
2023-2025 as follows:
First, the company must continue to develop and have specific strategies to continue
to cooperate with key brand product lines such as KBVISION, SEAGATE - American brand
cameras, DAHUA, and IMOU - Chinese brand cameras. From there, aiming to become a
professional importer and distributor in the Vietnamese market in the field of CCTV - IoT.
Second, diversify suppliers to create a competitive advantage over other companies in
the market. In addition to suppliers that have worked many times, it is also necessary to
research and cooperate with new suppliers to have diversity in choices and be proactive in
business planning to avoid unwanted risks. From there, aiming to provide comprehensive
security solutions, comprehensive smart ecosystems, and the highest value chain for
customers.

3.2. Opportunities and challenges of the import activity

 Opportunities:
+ Expanding the market: Importing cameras from foreign markets helps the
distribution company expand its business scope and access new products, thereby creating
opportunities to increase sales revenue.
+ Product diversification: Importing from multiple sources provides a variety of
products for the company, helping to meet diverse customer needs and creating opportunities
to expand product lines.
 53

+ Enhancing reputation and quality: Collaborating with reputable manufacturers

around the world can enhance the company's product reputation and quality, thereby attracting
customers and creating a competitive advantage.
+ Keeping up with new technology trends: Importing products from advanced markets
can help the company access and keep up with new technology trends, thereby developing
and providing advanced and pioneering products in the market.
 Challenges:
+ According to Mr. Tran Thanh Hai - Deputy Director of the Import-Export
Department (Ministry of Industry and Trade), in 2024, shipping goods by sea is expected to
become more expensive than before due to conflicts in the Middle East and restrictions on the
Panama Canal. Sharing more about this issue, Mr. Truong Van Cam - Vice Chairman of the
Vietnam Textile and Apparel Association (Vitas) said that manufacturing enterprises face
difficulties when inputs are stagnant and imported raw materials are slow leading to a local
shortage of empty containers (Uyên, 2024).
+ Cost Management Challenges: Costs related to transportation, import taxes, and
customs procedures can escalate, especially amidst market fluctuations and exchange rate
variations. This can create pressure on cost management and lead to price increases for sales.
+ Exchange rate difference: the increase in the US dollar makes it difficult for
companies operating mainly in the import sector such as KBT to determine business plans
because of the sudden increase in commodity costs.

3.3. Some solutions to improve the efficiency of the company's import activities

3.3.1. Just in time Inventory

From the challenges mentioned in section 3.2, importing large quantities of goods by
sea and then storing them in warehouses waiting for orders from KBT company is no longer
suitable for the current context. In addition, based on the successful import lessons of large
corporations in the world such as Toyota and Apple, applying the "Just in time Inventory"
model - an inventory management method in which goods are received from suppliers only
as they are needed. The main goals of this method are to reduce inventory holding costs and
increase inventory turnover.
 54

Customers
order
products

Company checks
Company make
products and
Purchase Order
delivers to
to suppliers
customers

Suppliers
deliver
products

Figure 3.1: The process of “Just in time Inventory”

The above image shows how a just-in-time model works. At first, customers place an
order with KBT, customer orders should include order quantity and desired delivery time.
When KBT receives the orders, KBT will send the order to their supplier, and discuss the time
and form of shipping that best suits the customer's requirements. If the customer requires a
delivery time of several weeks, sea shipping should be prioritized to save costs. If the
customer wants to receive the goods within 2-3 days, they can choose express shipping from
major companies such as FedEx, DHL, UPS. Because they have a network of agents spread
all over the world and always provide flights every day. After receiving the order, the
suppliers give KBT the goods it needs to fulfill the customer's request. Upon receiving goods
from the supplier, KBT will check and evaluate the quality of the product to ensure that the
product is in the best condition before shipping to the customer.
Here are some of the key benefits of the Just in time Inventory model:
+ The just-in-time model eliminates over-importation, which occurs when the supply
of an item in the market exceeds demand and leads to the accumulation of unsold inventory.
This helps businesses reduce storage costs and reduce investment capital.
+ Importing goods when there is an order helps ensure product quality because the
product is always in the newest state and meets customer needs.
+ When importing only the quantity that the business needs, the business is less
affected by exchange rate differences than when importing large quantities.
 55

3.3.2. Looking for new suppliers

Based on the experiences and successful lessons of large companies both domestically
and internationally that we have listed in section 1.4, the solution "Looking for new suppliers"
is prioritized and has achieved significant achievements by those companies. In addition, the
survey results of businesses in September 2023 by Vietnam Report show that one of the top
7 priority strategies to increase profit growth of enterprises in the last months of this year is
"finding new suppliers with more competitive costs". Therefore, this is considered a solution
that KBT company should consider and implement to help improve the company's import
process.

Find and
Develop supplier
evaluate
selection criteria
suppliers

Test products
Negotiate and
from the
sign contract
supplier

Figure 3.2: The implementation roadmap of “Looking for new suppliers”

+ Step 1: Develop supplier selection criteria
Before proceeding to search for suppliers, the company needs to have criteria when
selecting suppliers. According to Mr. Ha Duy Nghiem - General Director of KBT Distribution
Company Limited, in order for the company to choose a suitable supplier, that supplier needs
to meet 4 criteria: product quality, price, suitability to the Vietnamese market and their
business strategy.
First of all, the products meet excellent standards of product quality. Since the external
use is the main purpose, the performance and durability of the product are very important.
Especially for security, surveillance and event recording, the quality of images and videos is
very important. The price of the product is the second factor. Since the average annual income
in Vietnam is less than 4,000 USD, the product must be affordable for the majority of people.
The third consideration is whether the product features are suitable for the Vietnamese market.
 56

Vietnam’s hot, humid and wet environment means that the product’s attributes must be
suitable for the needs and usage circumstances of this country. Vietnam. For example, the
feature of working well in hot and humid weather, waterproof and dustproof. Especially, the
product must be easy to use, easy to install and easy to connect to Vietnam’s existing systems
to ensure that consumers do not encounter any problems when using it. The business strategy
is the final component. Enterprises such as Dahua, Imou and Kbvision all have long-term
plans to establish their brands and distribution networks when entering the Vietnamese
market. Establish a warranty center in Vietnam. These suppliers have demonstrated that they
approach Vietnam's intention to develop a long-term plan.
+ Step 2: Find and evaluate suppliers
After agreeing on the criteria for selecting a supplier, the purchasing and marketing
departments will coordinate to find a suitable supplier. They can search through e-commerce
websites, CCTV industry business forums and can search through the company's direct
partners. Then, the staff will evaluate the supplier by checking information about the product,
price, warranty policy, shipping and payment. In addition, a very important factor in choosing
a supplier that needs to be noted is the reputation of the supplier. The staff can check by
searching for reviews and sharing experiences of previous customers of that supplier. Finally,
the staff needs to make a list of potential suppliers that meet the criteria set by the board of
directors to compare and choose the most suitable supplier.
+ Step 3: Test products from the supplier
Before deciding to choose a supplier, KBT company needs to ask them to send sample
products so that they can check and evaluate the quality most accurately. This will help the
company know whether the supplier's products meet the criteria set by the company or not.
+ Step 4: Negotiate and sign contract
Once the company has selected a suitable supplier, the two parties need to negotiate
and sign a contract with each other. The contract must be clear and complete with terms about
products, services, prices, warranty policies, shipping and payment.
This solution will offer KBT several significant values. First, having multiple suppliers
will help KBT provide more choices to customers. Different suppliers can provide customers
with different brands, different materials, or simply more options for your customers. This
will increase customer satisfaction and increase customer loyalty to KBT. Second, having
 57

multiple suppliers helps the company have contingency plans to minimize risks related to
product quality or during product transportation. The final benefit that this solution brings is
to expand product lines and markets to help KBT become the leading distributor in Vietnam
in the field of CCTV-IoT as the company has set out for the period 2023-2025.

3.4. Recommendations

 For the Government

The government may automate the customs and inspection procedures and increase its
IT spending. This shortens the time it takes to process goods, saves money, and improves the
fairness and openness of customs administration.
The government may assist companies in locating and forming connections with
several foreign suppliers. This broadens the import market and lowers the danger of relying
too much on one supplier.
The government can engage in free trade agreements and encourage international
commercial cooperation.
In addition to taking part in free trade agreements with important allies, the government
can encourage international commercial cooperation. This encourages economic growth and
helps to improve the environment for import-related businesses.
To lessen the tax burden on imported commodities, particularly necessities and raw
materials for production, the government might modify tax laws and import levies.
To improve managerial skills, limit risks, and encourage sustainable industrial growth,
the government might offer financial assistance and training to companies in the import
sector.
To safeguard consumer interests and maintain national security, the government must
bolster its inspection and auditing of import-related operations to guarantee adherence to
safety, quality, and environmental protection rules
The State needs to lower value-added taxes and special consumption taxes in light of
the growing cost of oil. When energy costs spike rapidly, the state needs to subsidize energy
in addition to enacting tax reduction programs. This policy functions as a state budget subsidy
for people and enterprises who are impacted by high raw material costs, particularly those in
the lower and medium income brackets.
 58

 For the Company

Encourage the business to look for and build connections with trustworthy foreign
suppliers. This reduces risks if a supplier has issues and helps to guarantee a steady supply.
Suggest that the business investigate and streamline the import process, focusing on
streamlining customs processes and cutting down on the amount of time and money needed
for cargo processing.
Demand that vendors abide by rules and specifications regarding the caliber, security,
and safety of surveillance equipment. To guarantee the quality of imported goods, the
corporation had to think about establishing its standards.
Invest in staff development and training to increase their ability to oversee and manage
the import process. This improves supplier negotiating abilities and streamlines processes.
Encourage the business to look for and create chances to export security equipment to
other markets. This raises income and lessens reliance on a certain market.
 59

Summary of Chapter 3
Chapter 3 focuses on determining the orientation and goals of an enterprise's import
activities. Explain what the business is trying to achieve through importing, including specific
business goals and the strategic value the business places on it. At the same time, analyze and
evaluate the opportunities and challenges that businesses will encounter during the import
process. It delves into factors such as market, competition, and cultural factors to better
understand the import business environment. In addition, this chapter mentions solutions to
improve and enhance the efficiency of the company's import activities. Finally, this chapter
offers suggestions both for the State and businesses to create favorable conditions for
Vietnam's import activities.
 60

CONCLUSION
Nowadays, the process of economic globalization has opened up new opportunities for
businesses to engage in import and export activities. The development of free trade
agreements and the reduction of trade barriers have created favorable conditions for
international business operations.
KBT Company has achieved significant milestones in its import operations over the
years. Despite facing obstacles due to changes in local and global market conditions, the
company's import operations have yielded positive results. However, there are still various
constraints on the company's import activities. To enhance its effectiveness and promote
import and export activities, the company must implement strategies accordingly.
In conclusion, this thesis delves into methods to improve the efficiency of importing
technology products at KBT Distribution Company Limited. It underscores the importance of
having a clear import direction and objectives, conducting thorough market analysis, and
implementing practical solutions such as process optimization and forming strategic
partnerships. Collaboration with stakeholders is recommended to foster a conducive business
environment. These strategies serve as a roadmap for KBT Distribution to achieve sustainable
growth and operational excellence in technology imports.
Finally, we would like to express our deep gratitude to Ho Chi Minh City University
of Technology for providing us with the opportunity to study and develop during our time as
students. In particular, we would like to extend a special thank you to Ms. Vo Thuy Thanh
Tam for guiding and supporting us throughout the process of researching and writing this
thesis. The guidance and encouragement from our teachers not only helped us develop
knowledge but also honed our skills and serious thinking.
We also want to express our gratitude to our friends, family, and everyone who has
always supported and encouraged me throughout the process of researching and writing this
thesis. Their support is a great source of motivation that helped us overcome all challenges
and complete the work. Once again, we sincerely thank everyone who has supported and
helped us on this journey.
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