I as updating the sales report (Figure 4). The

I am currently undergoing a 27
weeks long internship programme as part of my studies in Diploma in Maritime
Business, Singapore Polytechnic. I am attached to CAN Traders & Services
Pte Ltd. (CAN). CAN was established in 1981 and specialises in the sales and
services of major marine communication & navigation equipment, including
satellite broadband, satellite TV antennae and CCTV systems. CAN are also
authorised distributors of many famous companies such as KVH Industries,
Navico-Simrad, RM Young, McMurdo and many more.

Apart from having a dedicated sales
& projects team to design and integrate marine communication for new ship
building projects, CAN also has a professional service team that installs,
maintains and repairs these equipment, with the aid of the support team that
will render any assistance when there are any technical difficulties. CAN also
has two affiliated companies, Can Marine Systems Pte Ltd and Sakana Electronics
& Services. The former deals with distribution of satellite equipment and
provision of airtime services, while the latter is authorised to carry out
Safety Radio Surveys on behalf of major classification societies.

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Throughout the whole internship
programme, I was involved in the administrative, sales and the logistics
process. I was also responsible for the transfer of phone calls to the correct
personnel. As someone who was shy to talk to people whom I did not know over
the phone, this small responsibility has bolstered my confidence in talking
over the phone.

The company has allowed me to use
CAN’s inventory system (Figure 1) to assist the sales team. This is related to
my Logistics Management module. With the availability to access the inventory
system, one of my daily job scopes is to generate invoices (Figure 2), delivery
orders (Figure 3), as well as updating the sales report (Figure 4). The sales
report makes use of the knowledge I have learnt from my IT in Shipping Business
module as it is hosted in Microsoft Excel. The inventory system allows me to
check the details, such as the address of a debtor (customer) or creditor
(supplier). I am also able to check the stock of a particular item using the
system, whenever needed.

This internship has also allowed me
to experience concept I have learnt from the Logistics Management module. CAN
uses the concept of First-In-First-Out (FIFO). The reason for this is that some
products like a HRU replacement kit for the Emergency Position Indicating Radio
Beacon (EPIRB) has an expiry date, thus the product must be sold before the
expiry date. The second reason is that some products have a warranty from the
manufacturer.

CAN also uses the Just in Time
(JIT) concept. The aim of this concept is to avoid the situation of having no
stock when a customer demands it, but at the same time to minimise the
inventory level as much as possible. CAN does this by doing forecasting based
on history’s data. Though JIT can eliminate warehouse storage needs and reduce
inventory costs, uncontrollable external factors such as unreliable suppliers
can affect the company greatly.

One part of my daily job scope is
to arrange for shipment using the many courier services available in Singapore,
such as DHL, TNT and FedEx. While CAN uses TNT’s paper form method (Figure 5), CAN
uses DHL’s eMailShip form (Figure 6), which comes in a PDF file. Users can fill
up the form to prepare shipments, generate airway bills (Figure 7) as well as
to call for a pickup. As this form is electronic, users can also repeatedly
reuse the same form. While this method is highly efficient as compared to pen
and paper, there is still a risk as the eMailShip form is sent to DHL via
email, and there are many ways email can by intercepted by the wrong party.

As I need to arrange document &
non-document shipments with instructions from my colleagues, shipping incoterms
are commonly used throughout the course of my internship. Thus, there was a
need for me to know what each acronym stand for and the meaning. While
arranging DHL shipments, the most commonly used incoterm was Delivered at Place
(DAP). DAP meant that the goods would be unloaded at the named place of
destination.

Another part of my job scope here
at CAN is to generate Bi-Weekly Reports (Figure 8) for Wilhelmsen Ship
Management Sdb Bhd on the 1st and 16th of every month. The
reports contains the usage of KVH’s Very Small Aperture Terminal (VSAT), which
is being collected from the KVH website (Figure 9). My job is to collate the
data from a specific time frame and send it to the Masters of the respective
vessels. As my reports are generated from Google Sheets which functions
similarly as Microsoft Excel, again this makes use of the knowledge I have
gained from my IT in Shipping Business module.

In Year One of my studies, I have
studied Financial Accounting in Shipping and I’m glad I am able to see real life
examples of what I’ve learnt from that module. Here at CAN, there are various
documents used like those mentioned earlier (invoice and delivery orders), as
well as Purchase Orders (PO) (Figure 10). These documents help facilitate the
flow of a business deal. I will use the scenario of a shipbuilding project to
demonstrate the flow of a business deal.