1.

Organizational Structure
Export Ungaran Sari Garments has a complex structure that reflects the complex
nature of the work that it carries out. Its structure is split by function (team). Within each
team there are employees responsible for different thing of the exports work. The
following is the organizational structure of export of Ungaran Sari Garment.

Picture 1.1 Structure Organization

1.2

Samples Shipment
Sample is a product which represents a group of product or lot or batch, in order
to assess their quality, style or design or any other characteristic of the product. Based on
the samples, the buyer will give approval or comments for any alteration in design or
style or quality. Samples will reflect the quality and workmanship of the exporter or
manufacturer. Samples are made to make sure to get a desired style design or fit and good
quality in the particular order.
Samples are probably one of the most critical variables to an exporters success in
marketing their commodities. All future sales and distribution often rest on how samples
are delivered to clients. While sample shipments are often small and relatively
insignificant in terms of size and value, many contingent sales rest on their viability and
expediency of delivery. Samples may be made before start of the production or can be
taken from the finished goods. For every order or style, separate samples are to be made.
Samples help in to procure or get the orders from the buyer. In a particular order, samples
are made at different stages to make sure that all parameters are maintained properly. A
good sample will make good first impression to the buyer on the exporter or
manufacturer. Special care should be taken while making the samples.
There are two type of samples shipment; a). Local Sample, b). Export Sample
Table 1.1
Type of Sample
Local Sample

Export Sample

Send to Head Office (Jakarta)

Send to Buyer (Exchange)

Kept by factory merchants

Kept buyer's merchant

Custom Document BC 2.5

Custom Document BC 3.0

1.2.1

Procedure Samples Shipment

1
3

PPMC

Customs

Export
Courier

Picture 1.2
Sample Procedure
1. Planning provide invoice and packing list to Export. Latest one day before shipment at
working hour.
(Sport Shirt: Dodi, dodi.ariyanto@usg.co.id, 472.
Dress Shirt: Arya, arya.yudistira@usg.co.id, 475).
2. Planning booking courier to send the sample (daily pickup).
3. Export make Air Way Bill for shipment and arrange Customs Documents. Air Way Bill
should be created as per attention. Total weight for each Air Way Bill cannot more than
50 (Fifty) Kg.
Special case, only for Mc Donough, we have to input ASN first before send the
goods. We need to run Pack One to input the ASN. The procedure how to input ASN will
be explain as below description:
1. Run Pack One application and than log in.
2. New windows will appear as below picture. Choose shipping

Picture 1.3 Pack One Mc Donough

3. After that, click Factory ASN

Picture 1.4 Pack One Input ASN

4. Click select on PO info, and than input PO number.
5. Insert detail NW, NNW and than click update on Item Weight's menu.
6. On Carton Dimension & Weight, click update all carton, input detail data about leght,
width, height, unit weight and update. ASN info, fill up Invoice Number, Ship Payment
Collect, fill up field LC No with DN, change currency to US Dollar. Arrival, three
days after send the good. Input Jakarta Soeksarno hatta in port loading field. Mc

Donough as destinasion. Fill up detail about invoice date, port of entry, loading
description and shipment method.
7. ASN Info 2, fill up detail information as below
- Pack Type

: Carton

- Carrier

: Garuda Indonesia

- Vessel Name

: Fedex

- Consolidator

: Federal Express

- Booking

: JKT0000000

- Internal Control

: N/A

8. ASN Info 3, fill up the column detail as below information

- Mother BOL/ AWB
- Air Way Bill

: TBA
: TBA

- Bill of Loading

: TBA

- Ex Factory Date

- Sailing date

: One day after ext factory date

- Delivery Date

: Three days after ext factory date

- Shipment / Order Status

: Shipment Complete

9. On party's menu, choose manufacturing plant.

10. Carton Shipment Info
- Carton from

: 1 to 99999

- Booking Number

: JKT0000000

- Seal No

: N/A

11. Save and than save the last fourt number (generated Packing list Number)

1.2.2

Courier Nomination
An individual responsible for the exchange of items between two or more parties.
Couriers are usually employed by a company that charges a flat rate to the party using the
courier service. Federal Express, and DHL all employ couriers to deliver packages.
Export Dept will create AWB, a bill that is a receipt of goods and a contract to ship by air
the goods. The terms and conditions are listed on it as well as a list of the goods and
charges.

How to create AWB (Fedex)

Picture 1.5 Fedex AWB

1. Sender Information , enter the information for each field (Template).

2. Recipient Information, enter the information for each field or select an entry from
the Recipient ID (formerly nickname), Company name, or Contact name drop-down
menu. The software automatically fills in the appropriate recipient fields.
3. Shipment Details, change the Service field into Fedex International Priority and
Packages into Your Packaging. Enter the information for packages number and
carton measurement. Change the currency into US Dollar.
4. Shipment Contents, choose commodities on shipment contains. Full fill
Commoditity Entry.

Picture 1.6 Fedex Commodities Entry

- Enter the information for Commodity Code into GARMENTS.

invoice.

- Fill the short description and description appropriate with information in

- Input total value and total weight based on invoice.
- Click OK

5. Billing Details , enter the person or company paying for the shipment. If you select
Recipient or Third Party , enter the account number to bill for the shipment. Any
reference information will display on the invoice.
How to Create AWB DHL Online
1. Open browser application and that insert site www.mydhl.dhl.com
2. Login user : burhani@usg.co.id and password Akumumet2014.
3. Click prepare shipment and than next.
4. Fill up receiver details and click next. After that we need to insert our detail
information.
1.2.3

Pemberitahuan Ekspor Barang

Pemberitahuan Ekspor Barang ( PEB ) is a customs document that is used to

review the Implementation notify the export of goods . PEB created by exporters using
online PEB software . The items to be exported shall be notified into Customs with using
PEB. The procedure to create PEB:
a. Run PEB application
b. Submit password : peb
c. Click open on top left corner
d. Search previous PEB with same consignee & port
e. Click copy and choose copy PEB lengkap
f. Click ubah to change some detail information needed.
g. Ensure that column#17 (export est.) already correct. We have 7 days
before expired date.
h. Column#22 about invoice number. Click edit dokumen or press F6
i. Column#24, it must be gudang eksportir
j. Column#33, fill it with total value
k. Column#38, information about carton quantity
l. Column#42, Gross Weight
m. Column#43, Nett
n. Click save, and we'll get nomer aju
o. After that we need to fill up description of good by click isi jenis barang
or press F4
p. For sample, there is additional description. We must put description
Barang Contoh
q. Save and close
1.3

Bulk Shipment
Bulk Shipment is the activity of moving goods in large quantities from one place
to another.

Picture 1.7 Bulk Shipment Chart

There is order from buyer and buyer will release Purchase Order (PO). A #PO is a
commercial document and first official offer issued by a buyer to a seller, indicating
types, quantities, and agreed prices for products. Marketing make Marketing Booking
Plan based on PO from buyer and send it to Planning Production Material Control. Plan
Production Material Control makes Detail Order (give it to Production and Shipment Plan
give it to Export). Received Shipment Plan form PPMC, we need to check PO, Style,
Quantity, and AC Date compare with PO, MBP and Trade Card to avoid any
discrepancy. Based on Shipment Plan from PPMC, Export make Weekly Shipment
Plan in export format.
For Perry Ellis there are for division as Sports Shirt, Axis, Penguin, and
Portfolio. All Perry Ellis production are running at Pringapus Factory.
PPMC Perry Ellis:
Sports Shirt
Bu Maria

Axis
Penguin
Portfolio

Pak Andi

Picture 1.8 PPMC PE

Ext: 9 777 133

1.3.1

Shipment Plan
Shipment Plan is a plan to send our goods to buyer. We need Shipment Plan to
arrange delivery date and to know our ship mode, it's mean our cargo arranged by Air or
by Sea. For by Sea, there are to type of cargo, Less than Container Load (LCL) or Full
Container Load (FCL). This is depend on cargo's cubication. For Full Container Load
Perry Ellis have minimum requirement it's will be explained as below:

FLC Perry Ellis

Size Of Container

Minimum

Maximum

20 Standard

17 CBM

28 CBM

40 Standard

30 CBM

58 CBM

40 High Cube

57 CBM

68 CBM

45 High Cube

67 CBM

76 CBM

Table 1.2 FCL PE Requirement

Shipment Plan Perry Ellis:
a. Create Shipment Plan Shipping Version. Compare Shipment Plan Shipping Version
with Shipment Plan from PPMC, Marketing Booking Plan, Trade Card (for destination
USA, Canada, and UK).
b. We have to book forwarder 1 month before estimate time delivery.
c. Shipment Plan should be arranged by:
- Destination
- Contract ID
- Warehouse Code
d. After Shipment Plan has created, we need to create Component Confirmation Chart
and send it to Marketing and also PPMC.
- Send Component Confirmation to Marketing to get FOB Confirmation

Bu Yoana (Yoana.Sari@busanagroup.com)

Bu Anissa Sagita (Anissa.Sagita@busanagroup.com)

- Send Component Confirmation to PPMC to get Fabric Details

Pak Andi (andi-pe@usg.co.id)

Bu Maria (mariapa@usg.co.id)

e. We need to create Carton Measurement Chart and send it to Finishing

f. After we make Shipment Plan, we need to booking invoice using USG Shipment
Tracking System system to get invoice number and register the number to avoid double
number utilization.
1.3.2

Booking Forwarder
A freight forwarder, forwarder, or forwarding agent, also known as a non-vessel
operating common carrier (NVOCC), is a person or company that organizes shipments
for individuals or corporations to get goods from the manufacturer or producer to a
market, customer or final point of distribution. Forwarders contract with a carrier or
often multiple carriers to move the goods. A forwarder does not move the goods but acts
as an expert in the logistics network. These carriers can use a variety of shipping modes,
Including ships, airplanes,trucks, and railroads, and often multiple modes for a single
shipment. For example, the freight forwarder may arrange to have cargo moved from a
plant to an airport by truck, flown to the destination city, then moved from the airport to
a customer's building by another truck.
Perry Ellis destination USA we use Yusen Forwarder, Canada and UK arranged
by APL. Yusen Forwarder and APL doesn't need manual Shipping Instruction, they
have private booking system. The procedure to book Yusen Forwarder is as below
description:

Procedure Booking Yusen

Picture 1.9 Login Yusen

1. Go to website booking Yusen, http://griffin3.hk.yusen-logistics.com/ebooking2/, and we'll see
page of site as above picture. We need to log in first to access the website.

Picture 1.10 Create Booking

2. We'll going to new page of site, it look like as above picture. Arrange our cursor to top left
corner, and click horizontal bar's icon. It will appear list of menu as below picture. Choose and
click Create Booking to start booking.

Picture 1.11 Menu Create Booking

Picture 1.12 Yusen Booking

3. Picture 1.8 is the display of website Yusen Booking page. On this page, we have to check
some important thing as remark by red colour. Load Type, whether our booking for Less Than
Container Load (LCL) or Full Container Load (FCL). If our cargo is FCL, we must choose CY
and fill up the column of container size. Please ensure detail information of shipper is correct.
For FCR release office, always filled up with JAKARTA
4. Click add PO on bottom of page and than fill up with booking item details.
5. Ensure our booking details are same with PO's (Quantity, CBM, Cartons, and Gross Weight)
6. For the last step is click Submit. Don't forget to write down the booking number that appear on
top corner of page

Procedure Booking APL

1. Log in to APL Booking System

Username :

ungaran123

Password :

ungaran123

2. Click Booking on menu bar and fill up the PO# column to search the PO. Don't forget to
adding code of deftination. USA code is 02, Canada Code is 03, and for UK is 76. Click search
and you will see about the PO on bottom of page. Select all PO and click next.

Picture 1.13 Booking APL

Picture 1.14 Account Information

3. Ensure Select Account information already correct, they are about Shipper and Account.
Account Perry Ellis is Supreme Internation, Inc-Suprm. For more details information you can
get it on picture as below

Picture 1.14 Booking Information

4. Please see column that remark red. Fill up with correct information with carefully. And than
click next to continue the process
5. It will display booking detail page as below. Fill up booking details appropriate with PO. Click
save and next-summary page. Don't forget to take booking number.

Picture 1.15 Booking Detail

For Perry Ellis Licence such as Mexico, Panama, Chile, Reply Peru, the forwarder
name based on buyer approval. Usually, for destination Mexico, we got approval from
buyer to arrange our goods by New Ship. Panama by Macoline and Chile by Expeditor.
After we have booking forwarder, forwarder will send to us Delivery Order that
released by Shipping Line. That Delivery Order is important to us to take container at
DEPO via EMKL/Transporter. DEPO will release Equipment Interchange Receipt (EIR)
and we need to check it. If there is discrepancy we should to ask DEPO to change it.

1.3.3

Final Document
For Destination USA an Canada, final document created by Pack One. For the
other, final document created manually.
1. For the first time, we need to run Pack One application. After that, we must log in so
we can access Pack One service. User ID is adminusg and password is usg2014
2. Fill up buyer column with Perry Ellis and factory column with factory name that
you can find it on PO
3. Click Report, and will be shown Report Menu List. Choose PE Packing List Deatil
Report, input PO number, and click OK, save close.
4. Click PE Packing List Summary Report, input PO number, click OK, save close
5. Open the data and move or copy it to invoice
6. Update detail information in invoice, compare with FOB Confirmation and IR
For the other destination, we create the document manually.

1.3.4

Sending ASN Pack One System

After the final document created, we have to send ASN using Pack One System.
The procedure how to send ASN are explained as below

1. Log in Pack One

2. Choose and click shipping
3. Choose Container Maintenance, create

Picture 1.16 Container Maintenance

4. Input detail in column with marked start.
5. Click icon plus (+), and than input PO, click OK and save
6. Choose Advance Shipment Notice
7. Click Create, it will appear as below picture

Picture 1.17 Advance Shipment Notice

8. Input data, and for part shipping item info, choose container, click icon plus (+), input (%) and
than click search. Select data, click OK Save and send ASN

1.3.5

Update Trade Card

When the goods already shipped, one day after ext.date we can update trade card.
Procedure how to update Trade Card will be explain as below;
1. Log in Trade Card
2. Click create - invoice by order
3. Fill up order column with PO number and than click search
4. Select and click PO that shown
5. Click add order
6. It will appear new windows, select PO and click create
7. Input detail and than click next-next-select all-next
8. Click Fill order balance-next
9. Please mark the seller information and input data

STRENGTH AND WEAKNESS

STRENGTH

WEAKNESS

1. Easy to understand

1. Easy to forget

2. Honest

2. Need to improve English skill

3. Emotional

THE 1st ORIENTATION REPORT

Export Department

By:
Sandhi Indraswara
201604231

BIBLIOGRAPHY
1. Preliminary
1.1