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Home » Solutions » For Departments » Overseas department
Export and import operations support  

Export and import operations support


Preparing for export and import
It is one of the functions of Overseas department to support import/export operations, including contract management, shipment management, warehousing, and delivery scheduling. The department is focused on supporting overseas trade operations by providing trade consultation services to foreign partners and looking for ways to create new relationships with potential customers. To avoid export and import issues, the department staff in cooperation with logistic team and the export-import manager executes the following tasks:

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  • Preparing and approving schedule for export/import operations
  • Contacting overseas partners and customers to discuss transactions, payments, etc.
  • Contacting forwarders to define delivery schedules and shipment routes
  • Preparing documents for transportation, certification, customs inspection, licensing, etc.

The purpose of these tasks is to maintain the export-import strategy, determine export-import schedules, discuss best shipping methods and prepare all necessary documentation. This purpose can be attained with help of VIP Task Manager . The overseas department manager can synchronize tasks of his employees with activities of logistic team in real time regime. For example, In Task Tree view of VIP Task Manager the folder 'Export/Import Operations' and all related tasks can be viewed by the department staff and logistic team members, so it will be easier to determine the company's readiness to export and import. In Calendar view the department manager can watch delivery schedule, plan tasks for the staff members, track prioritized shipments, etc.

Control of export and import operations
All ongoing overseas operations should be controlled. The overseas department manager takes care of tracking tasks, managing activities and monitoring export-import strategy.VIP Task Manager will enable the department manager to systematically conduct an export/import situation analysis, identify postponed shipments and quickly communicate with the export-import manager in order to discuss and generate the best ways to manage overdue deliveries. Anti-procrastination mechanism of VIP Task Manager automatically highlights overdue tasks in common task list or delivery schedule and makes task tracking more effective. The department manager can set up reminders to avoid missed tasks and notify employees of ongoing operations by e-mail.

Task report on export/import operations
The purpose of getting task reports on export/import situation is to identify completed and ongoing shipments, analyze reasons for postponed deliveries, and discover a new market potential based on new contacts established and contracts signed. Role of the overseas department here is to provide the export-import manager with a brief report, including shipment status, completed deliveries, signed contracts, and names of partners and customers. In VIP Task Manager the shipment status report can be built by using HTML report builder. All tasks related to shipments and deliveries will be included in HTML report, showing estimated time of arrival, actual time of delivery, current delivery status, number of purchase orders, names of forwarders and shippers, and other important information. HTML report may include all columns which are displayed in Task List view.

  1. Overseas Department Staff
  2. Overseas department functions and workflow
  3. Negotiations and partnership management
  4. >> Export and import operations support
  5. Foreign branches management


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