I. The characterization and positioning of the foreign trade department
A company or factory's foreign trade department in the nature of the work is different from the company's other departments.
First of all, direct contact with the guests so that it has been at the forefront of the work, the department for the market changes and customer requirements have a very in-depth understanding of the work of the cumbersome and requires care.
Secondly, from the image, the foreign trade department in a large program on behalf of the company's image, is the embodiment of the company's culture, because they mainly deal with the outside world, its words and deeds and work efficiency, work style, are reflecting the culture of the company.
Again, the foreign sales department is a bridge between the company and the customer, the customer through the communication with the foreign trade department indirectly understand the company's operation, culture. The company's products and services are launched through the work of the foreign trade department, while the customer's information is also analyzed through the foreign trade department after the study conveyed to other departments within the company, so at this point can be said that the foreign sales department is the link between the company and the customer.
Based on these characteristics, the company's staff: in doing things should be the principle, but also flexible to deal with things, do things seriously and responsibly, and always hold a smile, the character is not hasty, not dry, can listen to different views of customers (whether good or bad), for the occurrence of emergencies, be able to calmly deal with the ability to communicate, the ability to coordinate the work of the ability to work, work organizational skills and the ability to withstand the pressure of work.
In this department, the staff should fully cooperate with each other, coordinate with each other, work task distribution is clear, the work should be in order, adhere to the standardized business process type of operation, cross-checking the work, so as to avoid the occurrence of problems caused by the fight to create a lively, relaxed atmosphere of the work environment, but in the work of the rigorous side of the work is not lost.
The foreign trade sector has its own particularities, but it is not isolated, is based on the production sector and other sectors. In the work of the company to be able to communicate with other departments to carry out positive and effective. To deal with things should be on the matter, to the first time to deal with things as a principle.
II. The workflow of the foreign trade department
1) External
2) Internal
3) Required information form
4) Work requirements
(a). External communication includes effective communication with customers, which is the center of the department's work, with customs clearance companies, with transportation companies, with warehouses, with banks, with shipping companies, and with suppliers of spare parts at all levels. Communication with the outside world is extensive, and the work is accomplished through step-by-step rationalization. Each link should be arranged carefully. The work can not be broken,
(ii). Internal communication is mainly with other departments, including, purchasing, production, and other departments, from the main work of the characteristics of the work is mainly in the way of communication to complete the work of the task of conveying, assisting the production department, purchasing department, and other departments to complete the order. Fine expression of the requirements of the guests, to the text or more abstract orders into actual goods. Therefore, the foreign trade department is the most important way of work: how to communicate effectively. Coordination of all aspects of the contact. And carry out an orderly, effective
Work arrangements. It is based on other departments, and play a role in organizing other departments
(c). The work of the foreign trade business sector is mainly text-based, and the work is cumbersome, wide range of contacts, the requirements of certain information form to standardize the work of the department. Do a variety of information are recorded.
1) SAMPLE FORM: (SAMPLE FORM). Sample to do in the business has an importance that can not be ignored, if the customer request to play sample to do, to fill in the sample to do single, sample to do single by the director or manager of foreign trade confirmation, sent to the Ministry of Production, sample to do single business department to save a copy, hand over to the accountant a single, sample to do single fill in the details of all the guest requirements must be labeled. Sample to do more than the guest request to do a, retained in the Ministry of Business, so that the guest confirmed in accordance with the sample to do production of large goods.
After the implementation of the order, if the conditions (the company advocates), each order to hit the board to confirm. Order followers should let the supplier in the production of large goods before, according to the requirements of the order sampling confirmation to ensure that the quality of each accessory and delivery date, to confirm the sample of the Office of the correct and then notify the supplier to produce.
2). Quotation: (QUOTATION FORM), with the guest interviews, the price can be determined immediately, but in business contacts many times to use the quotation, the quotation to fill in all the details of the product should be marked, delivery conditions, payment methods. Delivery time and so on. Quotations from the supervisor or salesman to keep.
3). Form of invoice: (ProformaInvoice or P/I), which is the guest confirmation of the order issued to the guest after the order in the form of written confirmation. The invoice is required to indicate all contractual elements, including: price, quantity, order requirements, unit price, delivery conditions, payment terms, delivery time, guest mark. Confirmed by the department head or manager to allow guests to sign to confirm the return, the Department of Business to save a copy, send a copy to the accountant in order to check the accounts.
4). Cost analysis sheet, (COST ANALYSE FORM). In the quotation stage, the salesman to do a good job of the cost analysis of the inquiry (roughly), after the order is confirmed to re-examine the detailed cost analysis, if the profit is lower than the percentage of departmental regulations should be asked to confirm the department head or manager can be operated, such as in the stipulated range of profits, then the salesman can be operated immediately. Here the company requires the department to make a uniform provision for the percentage of profit, such as in how much more than can be operated immediately, such as less than how much is required to seek the consent of the department head or manager. Usually it is stipulated that: when the department operates, if the profit is lower than 5%, then it is necessary to seek the consent of the general manager. Because of the different requirements of the guests, different quantities, delivery conditions, delivery methods, payment methods, familiarity with different orders below the conventional profit needs to be assessed.
5). Production processing orders: (ASSEMBLING FORM). After the order is confirmed, according to the contract signed with the customer, the guest's requirements into the form of easy production and processing. Above to set out the specific requirements of the guests on the order. Every detail should be noted. Especially the delivery date and quality control. Production processing orders printed to the supervisor or manager to confirm. Signed and sent to the production department. If possible. The company requires that each time the production processing order is issued. To convene the relevant department heads to open a small meeting, the salesman responsible for these orders again to other departments to explain the detailed requirements of the order. To do each order, the relevant departments can fully understand. So that in the future, such as a department has made mistakes, others can also be corrected. Meetings require the supervisor to participate, to do again on the order of the check, such as follow-up (purchasing orders on the understanding of deviations can be pointed out in a timely manner).
6). Purchase order: (PURCHASE ORDER or P/O), here mainly refers to the purchase of some of the required accessories according to the order requirements. Mainly sent to the parts supplier. Requirements for the purchase order is simple and clear, the requirements for accessories to be detailed. Quality requirements and delivery date. Specifically state the quality requirements and delivery date. Purchase orders should be reviewed by the supervisor and then faxed to the supplier. Each faxed purchase order requires the supplier to sign back as a fact.
7). Goods inspection statement (INSPECTION FORM), the company requires each follow up or supervisor to each order for sampling, including the inspection of accessories, mid-term inspection and final inspection. When checking the goods, please check the goods according to the list, if there is any condensation, please notify the supervisor or manager in time, in order to solve the problem in time. Order followers should notify the supervisor of each inspection, and the supervisor also has the responsibility to ask about each order.
8). Financial tracking sheet: (ACCOUNT FOLLOW-UP FORM). The company requires the accounting department to have clear financial records of orders.
Including: 1) Order deposit / final payment detailed records.
2) Detailed information on the accounts for each order of parts.
9). Packing List. Each order should be based on the customer's packaging requirements to do a packing list. This list in the goods done after inspection to be sent to the guests. To prove that the goods have been done. It is also a form of implication as a call for payment.
10). Other documents: The Ministry of Foreign Trade may have to solve to the documents: letter of credit (Letter of Credit or L/C), bill of lading, C / O certificate of origin, customs declaration, booking form, commodity inspection list, customs invoices, licenses (quota) and so on.
11). The company requires all the information of each order to be clipped into a file, including all the information involved in the order, the supplier's situation and accessories.
Work Requirements:
The foreign trade department is not an independent department it is based on the production department on the basis of a coordinated communication of the department, the need for other departments of strong support, the work can be done in an effective and orderly.
1). Purchasing Department, the export department will often encounter customers to ask the price of the situation, some are more familiar with the product, you can immediately quote; some can not be a moment to immediately quote, this time the need to communicate with the Ministry of Purchasing, in order to understand the cost of the composition of the price factors. In addition, sometimes the guests will not make concessions on the price, the need for production factories to make some concessions, this time to speak with the director or manager to contact the Purchasing Department to strive for a reduction (referring to the cost). Therefore, the need for foreign trade department personnel to be able to get along with the departments.
2). Production Department, timely understanding of the production arrangements. If there are new orders to communicate with the Ministry of Production in a timely manner in order to arrange for the order of production; in special circumstances (refers to the case of more urgent customer goods), with the Ministry of Production to collaborate with the operation of the order arrangements. A basic principle is usually not allowed to interfere in the foreign trade department too much interference in the arrangements of the Ministry of Production.
Basic features and work norms:
1) foreign trade work cycle is long, the work of the hidden strong, a lot of work usually do not see the results of the need for time to accumulate and adhere to, usually half a year or more to see the effect.
2) The way of work: require synchronization with the factory work, but the company gives a certain degree of freedom. Because it may go out to meet customers / customers, looking for samples / samples of office, see samples / samples, inspection of factories (parts production or processing)
3) Department working hours: 8:00-12:00 1:30?6:00, usually no overtime (exceptions, such as special circumstances, such as the weekend shipments)
4) The company gives the head of the department of foreign trade to deal with things of a certain prerogative. Mainly refers to: price in the profit margin can be instantaneous; delivery can be based on the actual situation of accepting guests shorter than the conventional delivery period, etc., effectively to solve the problem, for orders.
5) foreign trade director can have the corresponding activity funds. Refers to go out to dinner and so on
(but only suitable for a certain range).
6) The company gives the foreign trade department vehicle convenience, you can call the company's transportation in a timely manner.
7) The foreign trade department in conveying information about the order, the requirements of the instructions clear and not ambiguous.
8) Each new product must be photographed and archived. Image size uniformity, format uniformity, can be directly uploaded to the Internet to use.
9) The company's website design should have the characteristics of the times, English and Chinese, simple and clear, mainly to highlight the product. Online products should be updated in a timely manner, maintenance by the foreign trade department is responsible for.
10) foreign trade department to organize a quotation, should be clear that the unit price of the up and down range. In order to be able to grasp with the situation, not to be passive.
11) The company has a proprietary telephone line and fax line to the foreign trade department. Fax lines are installed in separate lines.
12)Departmental information should be organized clearly. Classification filing. Such as quotes to the guests information, to be filed according to the customer classification, in order to check when the time comes.
13)Information to be processed in a timely manner, the day of the information for the day to deal with the completion. The same day inquiry to the same day to reply. 14) According to the contract requirements, quality and quantity of delivery. Here the foreign trade department has the authority, not to accommodate the views of other departments.
15)In every aspect of communication with customers, to grasp the principle of service to the front.
16)Supervisor's instructions should be clear.
17)Office area is not allowed to make personal calls.
18)Smoking is not allowed in the office area. (Except if you have guests)
19)No Internet chatting during office hours.
Foreign trade department staffing, work authority and job responsibilities
1) staffing requirements
2) Supervisor
3) Accounting
4) Assistant
5) Purchasing
Foreign trade department staffing requirements for the less sophisticated. If there are not enough people in the department, you would rather take more time to find a replacement than to find someone to fill the vacant position.
The department requires personnel character: honest, hardworking, lively, cheerful cooperation and team spirit.
Manager:
1) Mainly responsible for the long-term planning of the department, leading the department to open up the market.
2) Responsible for the direct leadership of the supervisor.
3) Responsible for random checking of departmental orders.
4) Responsible for abstract business planning for the company's department.
5) Attending exhibitions and contacting customers.
6) Make decisions on more complex situations and instruct supervisors on how to proceed.
7) Checking the progress of departmental orders on a regular basis.
8) Checking departmental accounts on a regular or occasional basis.
9) Responsible for major problem solving, not directly involved in order related tasks given by the department head.
10) Mainly responsible for the leadership of the department head and departmental accountant. Have the right to ask the departmental affairs. However, if you have any objections, you can directly discuss with the department head.
Department Head
1) Responsible for assisting the manager to develop the market.
2) Responsible for the department's communication with customers.
3) Responsible for customer development and management
4) Responsible for the organization of the specific work of the department
5) Responsible for coordinating the good operation of the department.
6) For the more difficult to deal with the matter, to discuss with the general manager to make a quick decision and implementation.
7) For the more important things to take and the general manager of the same opinion.
8) To deal with the organization of the work of the department in a timely manner. To do so in an orderly manner.
9) To assist the department to communicate with other departments of the company.
10) To assist the department to communicate with suppliers.
11) Responsible for order placement.
12) To be responsible for deposit arrangement.
13) Responsible for the collection of final payment.
14) Notify the accountant of the shipment of each order. Be sure to notify the accountant each time a shipment is made, before it is shipped.
15) Outgoing entertainment expenses to notify the accountant in a timely manner.
16) Outside entertainment expenses do not exceed 300 yuan, can be exercised directly, such as more than 300 yuan to report to the manager.
17) Each week to make a summary report. Summarize the work of the previous week. Presented to the general manager.
18) At the end of each month to make a report for the month, summarize the work of the month. Submit a copy to the general manager, and keep a copy for your own records.
19) Each week to organize the department at least three morning meetings. Discuss with everyone about the work of the department. And the actual operation of the situation.
20) To inform the accountant of the payment status of each order, and other payments (about the deposit, the final payment, the sample fee, the mold fee and other costs.)
21) If the department needs to purchase some items, to the general manager for approval and notify the accountant to purchase.
22) If the work has been done in advance to spend. To the accountant to explain the purpose of the cost (prohibited misrepresentation)
23) If there is a mistake in the work, you should reflect on the lessons learned, not just to other colleagues in the department to lose their temper.
24) To be able to recognize the errors caused by their own work mistakes. Not allowed to shirk their responsibilities.
25) For the orders and information conveyed, the words required to be clear. Can not be ambiguous. For the subordinates or other colleagues of the inquiry, to patiently explain. Can not be vague and perfunctory.
Accounting:
Accounting is mainly responsible for the company's foreign trade department of the financial matters, the requirement to achieve a clear record of accounts.
1) The accountant is assisted by the head of the department. But only responsible to the department manager.
2) Responsible for the departmental records of each account.
3) Responsible for order accounting records, to ask the deposit of each order in a timely manner, such as the deposit has not been accounted for and the department has begun to operate the order, the right to ask the head of the department to ask for specifics. Until there is a reasonable explanation.
4) Responsible for the recovery of the final payment of the order, to ask the department head in a timely manner, such as the final payment has not arrived, and ready to ship, to ask the department head in a timely manner until there is a reasonable explanation. But to notify the manager to know
5) Responsible for accessories (accessories) payment. Before payment to check the specifics of each order. Including quantity, delivery, etc., such as suppliers often delay the delivery date or often have the tail, the right to make appropriate adjustments to the payment, in order to strengthen the supplier to the department's degree of cooperation.
6) Responsible for checking the price of accessories (accessories). The same product before and after the price is not a right to ask the procurement staff.
7) To do monthly statements, a copy of the general manager, a copy of the department head.
Assistant or Purchasing:
The assistant/purchasing is mainly responsible for helping the supervisor to deal with the orders, and to turn the written orders into actual work. This department is temporarily only set assistant and procurement by a person to take charge of, such as the need to increase the number of staff depending on the situation. The company requires staff: work carefully, diligently, can withstand work pressure. Good communication. Have the spirit of group cooperation.
1) Responsible for the procurement of sample accessories (accessories). The tracking of the prototype.
2) Responsible for purchasing and tracking of order parts (accessories).
3) Responsible for finding some good suppliers, and effective management of suppliers
4) Responsible for the price control of accessories. The goal is to achieve the lowest price to purchase the best parts. To do the procurement cost to be in the industry's lowest level. (To do comparison shopping, each time there are new parts to be inquired, be sure to ask at least three factories)
5) Responsible for the control of the quality of parts. The quality of accessories must be consistent with the order requirements to ensure the quality of the finished product
6) Responsible for the confirmation of accessories. According to the order requirements. The company department requires that each order of accessories should be confirmed before arranging production. Accessories to be handed over to the supervisor to confirm. (Except for special cases)
7) Responsible for the inspection of the accessories before entering the warehouse. According to the order sampling inspection
8) Responsible for the arrangement and confirmation of the sample office before the big goods. Big goods sample to be submitted to the supervisor to confirm. Confirmation of large goods sample office and the order is consistent with the order and then notify the production department according to the order requirements time to arrange for production.
9) Responsible for accessories delivery management, according to the order time requirements to adjust the tracking of accessories. Must be arranged according to the order time requirements, the specific work can be self-arranged. But to not affect the order shipment time as a principle.
10) such as in the sample office and accessories tracking process in any gel question, to communicate with the supervisor in a timely manner to ask, can not take the initiative or contribute to the diffraction of the matter
Payment options:
The company's foreign trade department of the collection of money for the time being:
Cash payment CASH
T/T
Letter of credit L/C
Large sums of money to be received:
Cash payment CASH
T/T
Letter of credit L/C
Large sums of money: the company does not accept:D/P AT SIGHT, D/A Acceptance
MONEY GRAM, WEST UNION
PAYPAL Online Payment
CREDIT CARD Credit Card
CHECK CHECK
PAYMENT IN CASH
T/T
L/C
L/C
T/T
L/C L/C
and other payment methods.
In principle, only after the company receives the final payment will be arranged for shipment. If the final payment is not received, the accountant has the right to ask questions, unless the supervisor can give a reasonable explanation. (depending on the circumstances), but the accountant must notify the manager.
Work and Requirements
1) Exhibitions
2) Magazines and other coal referrals
3) Online platform
The company will arrange to participate in a variety of professional exhibitions, such as the Canton Fair in Guangzhou, the Shanghai East China Fair, etc., in order to promote the company's purpose, the specific circumstances to be studied by the company to decide. The specific exhibitions to be studied by the company to decide.
In addition to selecting some well-known domestic exhibitions, we will also consider participating in professional exhibitions in Hong Kong and abroad. We will participate in three to four times a year, including domestic, Hong Kong and foreign exhibitions. (One domestic exhibition, one Hong Kong exhibition, one or two international exhibitions). At the same time in the industry more famous magazines published advertisements.
The company will arrange to select one or two good online trading platforms as a way to select customers, such as Alibaba, Made-in-China and China Textile Network, etc., the specific details to be decided by the general manager. Selection of online platforms to high visibility of some of the online trading platforms, should not be selected too much, to one or two main, easy to maintain and track.
Through other ways to contact customers, customer referrals, to foreign websites to collect customer information.
A brief overview of the customer distribution group and characteristics:
The customer distribution can be divided into seven major regions on its baseband. In the process of foreign business contacts, it is important to have an understanding of the guests in each zone to help the business. (The following situation is only as a reference for the foreign trade department, mainly to the actual situation and order)
1) European customers:
Mainly including the European economy **** the same body and some other countries and regions. Among them are, Britain, France, Italy, Germany, Switzerland, Spain and other countries. These countries and regions are more economically developed, people's living standards are higher, and the quality of goods is also high. Customers are more credible. Payment is timely, but the requirements for trade conditions are more stringent. Doing business with customers in this area must pay attention to product quality and delivery time. Be sure to confirm the sample office or signed contract shall prevail.
(As the company's key development market)
2) The Americas customers:
Divided into North and South two major customer groups: mainly refers to countries including the United States, Canada, Agenyen, Brazil, Colombia. North America is more economically developed, people's living standards are higher, and the quality of goods is also high. Customers are more trustworthy. Payment is timely, but the requirements for trade conditions are more strict. Similar to European customers. Precautions are the same as those for European customers. The economy of South America is general, and the demand for goods is general. The restrictions on trade conditions are not very strict. General according to the contract requirements to do goods can be, but some areas of political instability. Be sure to pay attention to the payment problem. And before exporting to understand some of the local government requirements and restrictions on trade. (As the company focuses on the development of the market)
3) Middle East customers:
Dubai, the Middle East as the largest trade market in the Middle East, covering Africa and the Gulf States, trade covers a population of 1.3 billion, similar to the total population of a China, where the world's 120 countries gathered merchants, the Dubai market is characterized by the wholesale for the main mode of operation, the product to the medium-low price for the main, the quality is medium requirements. The Dubai market is characterized by wholesale business, low and medium prices, medium quality, huge quantities, re-export trade, spot trading and ordering trade at the same time.
These areas are mainly a transit point for goods. The cargo to the radiation to the region of Africa and Europe part of the region. There are many customers from Africa and Europe to purchase goods here. There is a big demand for fast shipments.
The orders of the customers here are large, not demanding, and the goods are made according to the sample provided.
But we must pay attention to the shipment time. Be sure to ship at the time specified by the customer. Or if possible try to ship early. Also pay attention to the recovery of the payment. Requirements in the payment of goods to the shipment.
The Arabs from the business savvy, they are for any customer to show their friendly and enthusiastic, treating people warmly, will not show contempt, but usually their words boast, involving the price and other key factors, if you do not come up with a convincing reason to convince him that the price of a little bit will not budge
The Arab and the interaction with friends to see the importance of a good relationship with friends can be crucial to the success of the business. A good relationship can have a crucial impact on the success of a business, and all the daily friendly courtesies are indispensable.
The company's main development market.
4) Asia
Mainly including Japan, South Korea, Singapore, Malaysia, Thailand, India, Indonesia, China and other countries and regions. These areas have a part of the country's economy is developed, the product requirements are high, there are some countries on the product requirements are not very strict. Among them, the Southeast Asian market needs to be developed. But South Asia and other markets depending on the situation.
In foreign trade depends on the specific circumstances.
5) Africa
The African region is politically unstable, language barriers, and a series of other factors. Therefore, the company does not advocate independent development of the African market. If you want to carry out should also pay attention to the following issues: pay special attention to Nigeria, Benin and other places of the customer. The company does not do D/P (collection) terms with African customers, because some banks in Nigeria may collude with customers to release the bill of lading in the case of non-payment by customers and make our enterprise suffer losses.
Customers entrusted to any bank in Nigeria issued L / C, we must require a third country bank must be confirmed (and require such as the Bank of London, Citibank, Standard Chartered Bank, etc. on the L / C confirmation), not after the confirmation of the L / C resolutely do not accept.
Do not be overly enthusiastic about the company's African customers, all the expenses in China generally have to bear their own, and at the same time to politely reject their requests for high-grade goods and borrow money. Do not worry about the business is not done, as long as the company sells him goods he feels profitable, your business can be done.
Some customers to Nigerian banks can not T / T large amounts of foreign exchange, and do everything possible to ask you to do D / P terms, you do not agree, in Nigeria to remit large amounts of foreign exchange outside the country is not subject to restrictions.
When the customer only T/T part of the purchase price requires you to ship the goods to give you T/T all the balance to redeem the original bill of lading, you must pay attention to the shipment to the customer to fax the bill of lading to pay the bill of lading number, the container number black, because in Nigeria, the Customs and Excise Department and the customer collusion with the bill of lading fax number can be based on the number of the container can be taken away from time to time, the company does not advocate the development of the African business. Therefore, the company does not advocate the development of African business. Please be careful in the actual work.
Oceania:
Mainly refers to Australia and its surrounding areas.
Australian customers have a good reputation, but the number is small. The cycle is long. It is mainly related to its geographical environment.
Doing business with Australian customers, please refer to Europe and the United States.
Other regions:
In addition to the above markets, in business activities, depending on the situation.
In short. The company requires the foreign trade department to pay special attention to the words and phrases in contact with customers, so as not to cause unnecessary misunderstandings. In the contract to indicate the part that can not be done. The terms of the contract must be clear. In the preliminary communication with the guests can not be deceptive, all the information provided to the guests must be accurate, clear, clear. The other information should be kept in the background.
On the payment of goods must be handled carefully, the company in principle in the payment of goods without the premise of not shipping. (Special circumstances as the case may be)
Note:
Some of the content listed only for the company's foreign trade department for reference.
Specific things to deal with depending on the situation.
I carefully recommend:
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