PRACTICUMPRACTICUM E-LOGBOOKE-LOGBOOK PRACTICUM E-LOGBOOK
S T U D E N T P R O F I L E NAME : NURUL ARINA SYAHIRA BINTI ZULKIFLE PROGRAM : BACHELOR OF BUSINESS ADMINISTRATION (LOGISTICS ANDTRANSPORTATION) (HONS) MATRIC NUMBER : 293279 PHONE NUMBER : 013 - 9894317 EMAIL : EYYRASYAHIRA@1234.GMAIL.COM PRACTICUM PERIOD : 1 / 4 / 2026 - 31 / 7 / 2026
C O M P A N Y P R O F I L E COMPANY NAME : HERSHEY MALAYSIA SDN BHD COMPANY ADDRESS : no 1, jalan kargo 3, senai airport city, 81400 senai, johor, malaysia no. tel : 07-2687888 website: http://www.thehersheycompany.com/
U U M R E P O RT / V I S I T I N G S U P E RV I S O R / C O M PANY S U P E RV I S O RNAME : DR NOORAINI ISMAIL COMPANY SUPERVISOR : NURJANNAH BINTI ABD. HADI email : rohafiz@uum.edu.my NAME : Associate Prof. Ts. Dr. Rohafiz binti Sabar email : nooraini.ismail@uum.edu.my email : NABDHADI@HERSHEYS.COM
WEEK 1 1/4/2026 (WEDNESDAY) I was introduced to the Outbound Standard Sample documentation process for outgoing goods, including samples from the R&D department sent to customers for testing purposes. I learned that the export team is responsible for preparing the required documentation. I was also trained on the Acknowledgment Receipt of Documents process, which involves verifying that products match the tax invoice to ensure accuracy. These documents include 30-day and 60-day payment terms. Once verified, the documents are forwarded to the Finance Department for payment processing. I was briefed on the general email procedure for sending samples. This included an overview of the required attachments, such as the shipment receipt and waybill, packing list, and export commercial invoice. In addition, I learned how to scan Outbound Standard Sample and Outbound R&D Sample documents. The documents are scanned using a printer, converted into PDF format, and sent via email to ensure proper physical and digital recordkeeping. 2/4/2026 (THURSDAY)
WEEK 1 3/4/2026 (FRIDAY) I learned how to record Outbound Standard Sample and Outbound R&D Sample data in Excel. The records are stored in a SharePoint location for accessibility and tracking purposes. Each month’s data is recorded, including company name, GTS number, sales order or invoice number, customer registration number, customer declaration date, and storage location. REVIEWED AND SIGNED BY:
I updated the Outbound R&D Sample and Outbound Standard Sample records in SharePoint for the year 2025. The data is stored in two locations which are Sample Documents and the Record Keeping Index (Excel). For the Sample Documents, the commercial invoices are saved in PDF format. The Record Keeping Index (Excel) is used to track and manage the related shipment information for reference and monitoring purposes. In addition, a new folder titled Export Billing Submission was created in SharePoint. This folder is used to store all tax invoices received from PSA BDP for export billing records. On this day, I reviewed the Standard Operating Procedure (SOP) for the Certificate of Origin (COO). The SOP outlines the procedures related to COO applications for Hershey’s customers across various countries and trade regions, including ASEAN member countries, China, Korea, Japan, Australia, New Zealand, and others. Through the SOP, I was introduced to the different types of export forms used for international trade, such as Form D (EATIGA) for ASEAN countries, Form E for China, Form AANZFTA for Australia and New Zealand, Form AK for Korea, Form AI for India, Form AJ for Japan, and CPTPP for participating member countries. The SOP also provides stepbystep guidance on how to access the relevant system and key in the required data for COO processing. This selfreview helped me gain an initial understanding of the COO process and system workflow before receiving further guidance from my supervisor. 6/4/2026 (MONDAY) WEEK 2 7/4/2026 (TUESDAY)
On this day, I received a detailed explanation of the Standard Operating Procedure (SOP) for Certificate of Origin (COO) from my supervisor. She guided me through the process using a realtime example by accessing the DNEX system and explained each step one by one. I was shown how to key in the required information by referring closely to the commercial invoice. In addition, I learned that other supporting documents, including the Bill of Lading, customs declaration form, and packing list, must also be referred to. These four documents, which are commercial invoice, Bill of Lading, customs form, and packing list must be attached in the correct sequence during the COO application process. My supervisor also emphasized that, besides entering the vessel name, the voyage number must be included to ensure complete and accurate shipment details. Before submitting the application, it must first be reviewed carefully to check for any errors. At the final stage of the application, the last five digits of the MITI reference number must be copied and written on the commercial invoice to enable easier tracking in the future. I was reminded that all data entered must be doublechecked thoroughly, as manual data entry errors may occur if proper attention is not given. 8/4/2026 (WEDNESDAY) WEEK 2
On this day, I drafted approximately eight (8) Certificate of Origin (COO) applications for various trade agreements, including Form D (Vietnam), Form AIFTA, Form AKFTA, and Form AANZFTA. All applications were prepared in draft form only, as the Bill of Lading (B/L) had not yet been confirmed. For Form AI, I learned that the customer specifically requested only the last two digits of the HS Code to be stated, and this requirement was followed accordingly during the drafting process. After completing the COO drafts, I continued with scanning export billing documents for 18 March. In total, I scanned approximately 61 tax invoices for billing records and documentation purposes. 9/4/2026 (THURSDAY) WEEK 2
Firstly, I continued saving the tax invoices that were scanned on the previous day and keyed the information into SharePoint under the Export Billing Submission folder. In addition, the same billing information was also submitted in the Export folder using the designated Excel form for recordkeeping purposes. After completing the submission, I printed the invoice list and attached it together with the respective invoices, placing the list at the top for easier reference. I then sent the invoice list and the PDF copies of the total 61 tax invoices for payment process. Later in the day, I received new billing documents dated 3 April. I checked each invoice, applied for the Freight Verification company stamp, and wrote the stamping date accordingly. During the verification process, I noticed an error and contacted the PSA BDP PIC to seek confirmation. After all invoices were confirmed, I proceeded to stamp them and sent the Acknowledgement Receipt to the PIC as confirmation that the documents had been received and verified. 10/4/2026 (FRIDAY) WEEK 2 REVIEWED AND SIGNED BY:
On this day, I was assigned to draft Certificate of Origin (COO) applications. There were five (5) commercial invoices involved. One of the invoices was for Hershey India Pvt. Ltd., while the remaining invoices were from Lotte Wellfood, Korea. As part of the standard procedure, I first searched for the MITI reference number using the MITI COO Tracker (Excel). After identifying the relevant MITI number, I inserted it into the system and copied the details from the previous submission to apply for the new order. This process helped ensure consistency and accuracy when preparing the COO drafts. Next, I inserted the item details by selecting the appropriate item using the HS Code, referring to the item number to ensure accuracy. I then keyed in the product details and the invoice number accordingly. After all items were successfully inserted, I proceeded to enter the transport details. Once all required information was completed, I saved the application as a draft and previewed the documents to review and double check the details before further action. 13/4/2026 (MONDAY) WEEK 3
On this day, I attended the company onboarding program as a new intern. The session began with a briefing by the Human Resources (HR) team, who introduced the company background, organizational culture, and work practices. Following that, a security briefing was conducted by the Security PersoninCharge (PIC). Subsequently, briefings on Good Manufacturing Practices (GMP), sanitary surfaces, and cleaning and sanitation were conducted by the Quality and Regulatory Compliance team. At 2:45 p.m., an IT briefing was conducted. The session provided an overview of IT policies, system usage, and basic guidelines on handling company IT resources. 14/4/2026 (TUESDAY) WEEK 3 On the second day, I attended a briefing in the Safety Room located within the GMP area, where I was introduced to the Lockout-Tagout (LOTO) system. I also learned about the designated emergency assembly points, of which there are three within the facility, to ensure safe gathering during incidents such as a fire. In addition, a brief introduction to Lean practices was provided, focusing on methods to streamline operations and reduce process waste through the implementation of best practices. Furthermore, I was introduced to the KABA system, which is used to monitor and assess employee attendance. 15/4/2026 (WEDNESDAY)
On day 3, the session also included a food handler training, as shown in the picture above. Following a briefing conducted by the Quality Representative Coordinator (QRC), all participants were required to complete an assessment in order to obtain certification. The QRC provided comprehensive guidance on proper and improper food handling practices, particularly within premises. There was also significant emphasis on Halal awareness, including key guidelines for companies applying for Halal certification. For instance, such companies are prohibited from displaying religious-related items within the premises and from using inappropriate or misleading product or company names, such as “Wine Cookies” or “Ayam Ruqyah.” 16/4/2026 (THURSDAY) WEEK 3
I began my work tasks with billing submission. Before lunch, the logistics team gathered in the boardroom for a brief introductory session, as two new members had recently joined the team. After lunch, I continued with the Certificate of Origin (COO) submission. I successfully submitted approximately nine COOs independently without requiring prior checking from my supervisor, although I sought clarification whenever there were uncertainties. WEEK 3 17/4/2026 (FRIDAY) REVIEWED AND SIGNED BY:
During the day, I was assigned to prepare Certificates of Origin (COOs) for several companies under different trade agreements, including Bei South (ATIGA), Lead Off Japan (AJCEP), Misung (AKFTA), Lotte Wellfood (AKFTA), and Hershey India (AIFTA). I also assisted in the submission of one COO application. In addition, I was introduced to the SAP system and tasked with learning the process of creating GTS records. Before proceeding with the system, I reviewed the relevant Standard Operating Procedures (SOPs) to understand the workflow. As this was my first exposure to SAP, the process appeared challenging due to the many new concepts and procedures involved. WEEK 4 20/4/2026 (MONDAY) 21/4/2026 (TUESDAY) While performing COO submissions, I noted a newly implemented requirement which mandates the inclusion of a signature during the application process. Furthermore, I completed the closure of GTS. However, I identified a discrepancy where the registration number in the SAP system did not match the one stated in the customs form. To resolve this issue, I escalated the matter to the person-in-charge (PIC) to ensure that all data was accurate and consistent.
I submitted the acknowledgement receipt dated 7th April 2026 to BDP for billing purposes. Next, my supervisor provided guidance on preparing COO forms for Mexico under the CPTPP agreement, which involves specific requirements compared to other agreements. In addition, I was informed about the process of obtaining the Bill of Lading (BL) copy, including the appropriate contact person via email. I also learned that the Customs Form K8 can be accessed through SharePoint. With this knowledge, I am now able to prepare COO documentation more independently. WEEK 4 22/4/2026 (WEDNESDAY) 23/4/2026 (THURSDAY) On this day, I continued preparing Certificates of Origin (COO) under the CPTPP agreement. During the process, I encountered a system error which required me to raise a query with MITI for clarification. Subsequently, I attempted to close the GTS. However, discrepancies were identified in the registration number and date. Similar to previous cases, I was required to notify the person-in-charge (PIC) from BDP via email to rectify the issue before proceeding with the GTS closure.
On the following day, my supervisor reminded me to resolve the issue of unpaid billing to BDP. The process involved receiving invoices from BDP, scanning them into PDF format, and submitting them to the Finance Department for further processing. In addition, I performed data entry for waste records for the month of February. During this task, I identified two invoices that were missing the K1 document. As a result, I contacted the PIC from BDP to request the required K1 documentation. WEEK 4 24/4/2026 (FRIDAY) REVIEWED AND SIGNED BY:
On this day, I prepared a draft COO for Euro Food under the AANZFTA agreement. During this process, I also learned about several important Port of Discharge (POD) keywords used in documentation. For instance, shipments to the United States use the code “USJER,” while shipments to Australia use “AUSYD.” These codes are essential for accurate submission of COO applications and for creating GTS entries. WEEK 5 27/4/2026 (MONDAY) In the morning, I began my work by creating GTS entries in the SAP system. Subsequently, I printed all unpaid billing invoices received from BDP, stamped them, and submitted them to my supervisor for signature. While organizing the invoices, I discovered that some documents were not available in SharePoint. Therefore, I contacted BDP via email to request that the missing documents be uploaded to SharePoint for printing purposes. At the end of the day, I proceeded with submitting several COOs, as BDP had provided updated invoices that included the Bill of Lading (BL) and had already reached Ship on Board (SOB) status. 28/4/2026 (TUESDAY)
On this day, I began by submitting several Certificates of Origin (COOs). During the submission process, I identified invoices that had reached SOB status but were missing the required K8 form. In such cases, I informed the person-in-charge (PIC) from BDP to upload the document to SharePoint before proceeding. I also gained further experience in communicating with MITI via email to resolve errors and raise queries related to COO submissions. In addition, my supervisor assigned me to prepare a COO draft for Sino Pacific Trading (Thailand), a customer with specific documentation requirements that often involve additional details for each Commercial Invoice. This task enhanced my attention to detail and understanding of customer-specific compliance requirements. I also sent an email to MITI requesting a revision of the HS code for a Form D application. Apart from work-related tasks, the company organized a health event where healthy food was distributed to employees. The event provided an enjoyable experience while promoting healthy lifestyle practices in the workplace. WEEK 5 29/4/2026 (WEDNESDAY)
WEEK 5 30/4/2026 (THURSDAY) On another day, after my supervisor had completed signing the tax invoices for unpaid billing, I was instructed to send a billing email to the Finance Department at the headquarters. This step was necessary to expedite the payment process and ensure timely settlement. Following that, my supervisor requested that I share the Excel file containing the list of submitted invoices with the Finance Department for record-keeping and reference purposes. REVIEWED AND CHECKED BY: 1/5/2026 (FRIDAY) LABOUR’S DAY
On this day, I began my work by creating GTS entries in the SAP system. The required invoices were obtained through email, with approximately six commercial invoices received daily. After completing the GTS entries, my supervisor assigned me to scan rejected billing documents into PDF format and send them via email. To conclude the day, I proceeded with submitting Certificates of Origin (COO) under the ATIGA and AKFTA agreements.WEEK 6 4/5/2026 (MONDAY) 5/5/2026 (TUESDAY) Today, my supervisor instructed me to revise two acknowledgement receipts by removing invoices that had been rejected. This required me to correct and update the invoice list before submitting the documents to the Finance Department. Previously, I was responsible for scanning each billing document individually and submitting them directly to the Finance Department at the headquarters. However, with the recent addition of a new staff member in the Finance Department at our plant, my responsibility was reduced to verifying invoice accuracy prior to payment to BDP. Subsequently, I continued with checking new billing documents, stamping them, and forwarding them to my supervisor for signature. After completing the billing tasks, I created GTS entries and proceeded with drafting additional COOs.
On this day, I continued drafting COOs that were left incomplete from the previous day. During the drafting process, I received the final Bill of Lading (BL), which required me to immediately prioritize COOs associated with completed BLs. This is critical as there is a standard timeline of two days to submit COO applications after receiving the final BL. An example of the final BL email is provided above as reference. Toward the end of the day, I encountered a query during COO submission, indicating an issue in the application. Therefore, I reviewed and corrected the errors to ensure successful submission. WEEK 6 6/5/2026 (WEDNESDAY) 7/5/2026 (THURSDAY) On that day, my supervisor taught me the final procedures after a Certificate of Origin (COO) has been approved by MITI. Once approved, the COO must be printed, and certain agreements have specific printing requirements. For instance, COOs under AIFTA must be printed on designated official paper, whereas COOs such as ACFTA and CPTPP require manual double- sided printing. Although the printing format differs, the content of the front and back pages remains consistent across all COOs, where the front page contains the COO form and the reverse side contains the overleaf. After printing, both sides of the original document must be scanned and emailed to the customer. The hardcopy of the COO is then handed over to the security guard for collection by BDP, who will subsequently arrange delivery to the customer. Additionally, an email notification must be sent to BDP to inform them of the document collection, as illustrated in the reference provided.
On the following day, my supervisor assigned me to complete the closure of all pending GTS entries. During this process, I observed that the majority of invoices were missing the K8 document. Consequently, I emailed BDP to request verification and upload of the required K8 documents. By the end of the day, I successfully closed most of the GTS entries. In addition, I assisted my supervisor in drafting the final COO along with the necessary supporting documents. However, the submission was to be completed by my supervisor after conducting a final review, as the COO documentation requires strict adherence to specific requirements. WEEK 6 8/5/2026 (FRIDAY) REVIEWED AND SIGNED BY:
On this day, I completed the verification of Finished Goods (FG) shipment records for the months of July and August. The updated information was then sent to my supervisor for further coordination with BDP. During this task, I identified several missing or incomplete shipping documents that need to be updated in preparation for future audits. Following this, I was assigned to continue reviewing shipment records from September to December. While working on this task, I also carried out my routine responsibilities, including drafting and submitting COOs. I managed to complete the priority tasks before lunchtime, and in the afternoon, I focused on progressing the additional assignment. On the same day, my supervisor introduced me to a new requirement known as the HS Code Ruling. This document is specifically required when submitting COO applications for Sino Pacific and applies only to CNC products, where it must be attached as part of the supporting documentation. WEEK 7 11/5/2026 (MONDAY) Today, my supervisor entrusted me with the responsibility of sending an email containing a draft Certificate of Origin (COO) to the customer. The COO prepared was Form D under the ATIGA agreement for PT Sukanda, a customer based in Indonesia. The process was relatively straightforward, requiring me to download the COO form from the MITI website and submit the soft copy, as ATIGA only requires the electronic version. In addition, I reviewed export billing documents and submitted the acknowledgement receipt to BDP. On the same day, an issue arose with a COO submitted earlier, where the net weight stated in the invoice did not match the information in the draft e-Form D. I rectified the discrepancy and resubmitted the corrected draft form. 12/5/2026 (TUESDAY)
On the following day, I began my tasks by submitting a COO under the AIFTA agreement. This particular agreement has specific requirements, including the use of an 8-digit HS code instead of the standard 10-digit code, based on customer requirements. Subsequently, I continued with creating GTS entries. During this process, I encountered new customers whose port codes I was not yet familiar with. For example, I learned that the port of discharge for Jeddah, Saudi Arabia, is represented by the code “SAJED.” This experience helped enhance my understanding of international shipping codes used in documentation. WEEK 7 13/5/2026 (WEDNESDAY)On this day, I prepared and reviewed several Certificates of Origin (COOs). During the review process, I encountered a case where the Stock Keeping Unit (SKU) stated in the invoice was unavailable in the MITI system. The issue was referred to Aisyah from the Trade Compliance team for further verification. Additionally, I was instructed to revise the HS code for Sino Pacific. However, the revised HS code could not be located in the system. After consulting my supervisor, I proceeded using the original HS code provided in the invoice. This experience highlighted that only selected items required HS code revisions rather than all products. 14/5/2026 (THURSDAY)The main event of the day was the Logistics Department Engagement Day, organized to welcome newly joined employees and strengthen teamwork among colleagues. The activity involved a baking session, which provided an enjoyable opportunity for team bonding and enhanced interaction within the department.
I began my morning by reviewing the Finished Goods (FG) shipment records for December. I had committed to sending the updated information to my supervisor before 10:00 a.m., which I successfully accomplished. Completing this task early was essential to provide the BDP team with sufficient time to review and take necessary actions. Throughout this process, I gained a deeper understanding of the contents and structure of shipping documents. Additionally, I improved my efficiency in reviewing these records, allowing me to allocate more time and focus on critical tasks such as preparing Certificates of Origin (COO) and creating GTS entries. WEEK 7 15/5/2026 (FRIDAY) REVIEWED AND SIGNED BY:
On the following day, I carried out tasks under the guidance of Haziq, who serves as the second person-in-charge for assisting me. This marked my first experience in printing a COO. For COOs under the AIFTA agreement, a specific type of paper is required, which is thin and highly sensitive, increasing the risk of multiple sheets sticking together. To avoid errors, I ensured that all standard A4 paper was removed from the printer, leaving only the designated form paper. This task required careful attention, as the sheet costs approximately RM60, making accuracy crucial to avoid unnecessary waste. After printing, I scanned the original COO document and sent the soft copy to Haziq for further distribution to the customer via email. For the hardcopy, I prepared an envelope containing the original, duplicate, and triplicate copies and delivered it to the security guard at the factory entrance for collection by BDP. WEEK 8 18/5/2026 (MONDAY) On this day, I performed my routine tasks, including drafting COOs and managing GTS entries. In addition, I was assigned a new responsibility, which involved tracking the Estimated Time of Departure (ETD) using an export tracker. This tracker is a live document that can be accessed and updated by both our team and the BDP team. The purpose of monitoring ETD is to ensure timely preparation and submission of COO applications, as it helps determine the appropriate timeline for drafting and processing the required documentation. 19/5/2026 (TUESDAY)
On this day, I began my tasks by creating GTS entries. During the process, I noticed that there was no incoterm charge reflected in the system. Upon consulting my supervisor, I was advised that as long as the final calculated value, including all applicable charges, was accurate, I could proceed with creating the GTS entry. In addition, I assisted in printing COO forms under the ATIGA and ACFTA agreements. While drafting the COO, I identified a discrepancy where the K8 draft did not match the corresponding invoice. Although the submission of COO may appear straightforward, errors can occur, requiring thorough verification of all supporting documents. Early detection of such discrepancies is crucial, as it helps prevent delays during MITI’s verification process. For this reason, my supervisor consistently emphasizes the importance of monitoring the system for any queried COO and ensuring accuracy before submission. WEEK 8 20/5/2026 (WEDNESDAY) On the following day, I prepared and emailed the final COO to the customer, following the standard email format used for such submissions. In addition to this task, I successfully closed multiple GTS entries. Regular monitoring and timely closure of GTS are essential to avoid accumulation of pending cases at the end of the month, thereby ensuring smoother workflow and better task management. 21/5/2026 (THURSDAY)
On this day, I received an email requesting revisions to a draft COO. The requested changes included updating the item descriptions and revising the HS codes. Some customers require a draft version of the COO to be reviewed prior to final submission. Once the customer confirms that all details are accurate, I can proceed with the official submission of the COO. This practice helps minimize errors and ensures that the final document meets customer requirements. WEEK 8 22/5/2026 (friday) REVIEWED AND SIGNED BY:
On this day, factory operations were temporarily suspended due to system-related issues. As a result, the Human Resources (HR) department organized a bowling activity involving all employees. Although I was not actively participating due to limited experience in bowling, I supported my colleagues and observed the activity. The session provided an opportunity to foster team bonding and engagement among employees in a relaxed environment, and it was enjoyable to witness everyone’s effort in achieving successful strikes. WEEK 9 25/5/2026 (monday)
The day began with a yearly fire drill activity conducted to enhance employees’ awareness and preparedness for emergency situations. After the drill, I continued with COO submission tasks. My supervisor informed me that the Bill of Lading (BL) had been received; however, I had not obtained the specific email containing the document. Although I found another email with a BL attachment, my supervisor advised me not to use BL from pre-alert emails as they are not considered final documents. In addition, my supervisor shared feedback from BDP regarding the Finished Goods (FG) shipment records that I had previously reviewed. BDP had completed updates for 2025 and was progressing with records for 2026 up to April. I was assigned to recheck the updated documents and follow up with BDP via email if any discrepancies or missing documents were identified. WEEK 9 28/5/2026 (THURSDAY) 26/5/2026 (TUESDAY) 27/5/2026 (WEDNESDAY) REPLACEMENT LEAVE - CUTI PERISTIWA HARI RAYA HAJI AIDILADHA
On this day, I began my tasks by creating the GTS. Upon completion, I proceeded to check for any Bill of Lading (BL) copy emails before submitting the Certificate of Origin (COO). Subsequently, I was instructed to revise certain details in a drafted COO for Form D, specifically the HS code and product name. This highlighted the importance of sharing the draft with the customer prior to submission to ensure accuracy. Later, I received confirmation from the customer that the revised draft was acceptable for submission. On the same day, I also received billing documents. As part of the standard procedure, I verified the invoice number against the acknowledgement receipt. After confirming the details, I stamped and signed the acknowledgement receipt before returning it to the BDP person-in-charge (PIC) via email. WEEK 9 29/5/2026 (FRIDAY) REVIEWED AND SIGNED BY:
Today, I started my day by submitting the COO Form CPTPP for a customer from Mexico. After that, I continued with creating GTS documentation. After lunch, the Finance Department informed me about several missing invoices. I went to verify the invoices with the finance staff and, after confirming the issue, informed my supervisor. My supervisor then contacted the warehouse to obtain soft copies of the missing invoices. Once received, the invoices were submitted to the Finance Department for further processing. WEEK 10 1/6/2026 (monday) 2/6/2026 (tuesday) BIRTHDAY OF SERI PADUKA BAGINDA YANG DI-PERTUA AGUNG REPLACEMENT LEAVE - WESAK 3/6/2026 (WEDNESDAY)
Today, I started by submitting the COO (AIFTA) for Hershey India. Next, I assisted in emailing the draft e-Form D (ATIGA) to PT Sukanda. I then received a billing package and performed a document check. After completing the review, I sent the acknowledgement email to BDP. I also emailed the final COO to a customer in Vietnam. Later, I assisted with the submission of a COO under AANZFTA. An additional letter of clarification was attached because the HS code stated in the invoice was not available in the system. This was done to prevent any queries from MITI during the COO approval process. On the same day, I reviewed a new billing arrival and identified a duplicate invoice as well as a missing invoice that was not included in the list. I contacted the BDP PIC to verify the discrepancy and subsequently received an updated acknowledgement list with the correct invoice details. WEEK 10 4/6/2026 (THURSDAY)
Today, I started the day by creating GTS documentation. After that, I spent most of the day rechecking FG shipments to ensure that all shipping documents and CTPAT documents were available and properly uploaded in SharePoint. This review was conducted to verify the completeness and accessibility of the required records. Towards the end of the day, we held a farewell celebration for Mabel, my supervisor, in appreciation of her contributions and to wish her well in her future endeavors. WEEK 10 5/6/2026 (FRIDAY) REVIEWED AND SIGNED BY:
On this day, I continued monitoring and reviewing shipping documents for 2026. Simultaneously, I regularly checked incoming emails to identify any newly received Bills of Lading (BL), as the issuance of a new BL requires the subsequent submission of the Certificate of Origin (COO). In addition, I recorded the Estimated Time of Departure (ETD) for all shipments based on information obtained from the Export Tracker. These ETD records were included in the remarks section to facilitate timely preparation of the COO and improve operational efficiency by reducing processing time. WEEK 11 8/6/2026 (MONDAY) 9/6/2026 (TUESDAY) On this day, I submitted a draft COO to a customer from DKSH Vietnam. However, some amendments were required, particularly regarding the HS code. After making the necessary corrections, I emailed the revised COO to the customer. Next, after reviewing the FG shipment status, I found that there was no improvement. Therefore, I sought guidance from my senior regarding the next course of action and the appropriate response to BDP. After receiving approval and advice, I replied to the email and requested that BDP recheck the shipment details. On the same day, I also submitted COO applications under the CPTPP scheme. During the process, I found that several invoices did not have the required K8 documents available in SharePoint. Therefore, I informed my supervisor and requested assistance in asking the BDP PIC to provide the K8 documents as soon as possible.
On this day, I started by creating GTS documents. After that, I proceeded with drafting a COO for a shipment to Vietnam. During the process, I noticed an issue regarding the port of discharge. Normally, I use Ho Chi Minh (VNHCM), but for this shipment, the POD stated in BL was Cai Mep (VNTOT). I discussed the matter with my supervisor, and we decided to proceed with VNHCM for the time being. We will monitor the feedback from MITI to see whether the COO is approved or if any query is raised regarding the port of discharge. WEEK 11 10/6/2026 (WEDNESDAY) 11/6/2026 (thursday) On this day, I started by emailing the approved COO to DKSH, as requested the previous day. The COO had not been fully approved at that time, but I proceeded based on the available approval status. Later, I received an email from BDP regarding the FG shipment. They informed me that they did not have the CTPAT document because it had not been provided by Rhenus, the warehouse company. My senior advised me to hold the matter temporarily while she explored the fastest solution. After lunch, I completed the indexing process for both valuable and non-valuable waste. This involved entering the relevant data into SharePoint to ensure proper record-keeping and easier tracking in the future.
On this day, I emailed the acknowledgement to BDP after reviewing and separating the invoices the previous day. During the process, BDP informed us that several invoices needed to be revised due to a system error on their side. They also mentioned that new hard copies of the invoices would be sent later. Regarding the export shipping documents issue, my senior instructed me to reply to the email and request only the shipping documents that were still missing. Lastly, I completed the indexing for Outbound R&D Samples for May 2026. This task involved scanning the relevant documents and uploading them to SharePoint for record-keeping and future reference. WEEK 11 12/6/2026 (friday) REVIEWED AND SIGNED BY:
On this day, I started by submitting COO applications under the AKFTA and CPTPP. I was also introduced to a new task by my supervisor, which involved reviewing K8 drafts before sending a reply via email. To complete this task, I checked the K8 drafts against the invoice and packing list to ensure the information matched. The key details reviewed included the consignor, consignee, invoice number, sales order number, product name, HS code, and quantity. In total, I reviewed approximately five K8 drafts. After receiving the finalized K8 drafts, I proceeded with drafting the corresponding COO applications. WEEK 12 15/6/2026 (monday) 16/6/2026 (tuesday) 17/6/2026 (wednesday) On this day, I started my morning by creating GTS records, as there were no new Bills of Lading (BL) received. At around 10:00 a.m., I received a BL for PT Sukanda and immediately proceeded with drafting and submitting the COO. After that, I accessed the SAP system to perform closing activities. I closed all GTS records that had already received the K8 document. At the same time, I also reviewed several K8 drafts to ensure the details matched the supporting documents. Towards the end of the day, my senior asked me to join a meeting with BDP in the boardroom. The purpose of the discussion was to address the issue of incomplete shipping documents that had not yet been uploaded to SharePoint. Cuti Awal Muharram (Maal Hijrah)
On this day, I began my day by preparing several COO drafts. After that, I sent a draft Form D to the customer from PT Sukanda for review. After lunch, I found out that there were two COO applications had been queried in the MITI system. The issue was that the consignee address on the invoice and packing list did not match the information stated in the BL and K8 documents. To resolve this, my supervisor contacted the logistics analyst from HBP team at the parent company for assistance in providing a solution or supporting letter so that the COO could be approved before the ETA. At the end of the day, I received three BLs for Bei South. I organized and saved all the required documents to ensure they were ready for submission the following day. WEEK 12 18/6/2026 (thursday)
On this day, I started by submitting all COO applications for Bei South under the ATIGA scheme. After that, I sent the draft Form D to the customer from Sino for review. The draft received positive feedback. However, the COO applications could not be fully approved because the consignee address issue identified the previous day had not yet been resolved. I also reviewed several K8 drafts for Lotte, Korea, to ensure the information matched the supporting documents. After lunch, I spent most of my time checking new billing documents. This task mainly involved renewing and updating Page 1 of the billing documents, which contained the invoice information. WEEK 12 19/6/2026 (friday) REVIEWED AND SIGNED BY:
I began my day by reviewing the K8 drafts, which are custom forms used for export declarations. During the review process, I identified an inconsistency in the product details stated in one of the documents. To address this issue, I emailed the person in charge, Haikal from BDP, and requested that the necessary amendments be made. In addition, my supervisor instructed me to continuously update and record any handling errors in an Excel spreadsheet, which was categorized as findings from BDP. Subsequently, I proceeded with sending acknowledgement emails to BDP for billing purposes. On that day, I submitted three acknowledgement receipts accordingly. After completing this task, I continued by closing several GTS cases that already had their corresponding K8 documents uploaded to SharePoint. During the document verification process, I discovered an error involving the customs registration number. As a corrective action, I returned the relevant IDOC and informed BDP of the issue via email so that the necessary corrections could be made. WEEK 13 22/6/2026 (MONDAY)
I began the day by emailing BDP to inform them that an incorrect billing attachment had been received and to request the correct document. This was necessary to ensure that the payment process could proceed smoothly without any delays. After that, I submitted several Certificates of Origin (COO) for shipments from Sino and DKSH Vietnam, as the corresponding Bills of Lading (BL) had already been received. During the COO submission process, I noticed that the final K8 document was not available in SharePoint, which is a common issue encountered in daily operations. Therefore, I emailed the person in charge (PIC) from BDP and requested that the required K8 documents be uploaded. Lastly, I worked on closing several GTS cases and identified some documentation errors during the verification process. As a corrective action, I returned the affected IDOCs and informed BDP via email so that the necessary amendments could be made. WEEK 13 23/6/2026 (TUESDAY) 24/6/2026 (WEDNESDAY) I started my day by creating several GTS entries and closing the GTS cases that had already been returned by BDP. As the end of the month was approaching, I mainly focused on reviewing and closing pending GTS cases. For any GTS that did not have the required K8 or K1 documents, I informed Haziq so that the missing documents could be requested from BDP. At the same time, I monitored incoming emails, particularly those containing Bill of Lading (BL) copies. During the day, I received a BL email for an MOI shipment under the AANZFTA scheme and proceeded with the submission of the Certificate of Origin (COO).
In the morning, I updated the Export Billing Tracker in preparation for the billing submission process. By completing this task in advance, I was able to promptly submit the billing documents to the Finance Department once my supervisor had completed the review and approval. During the submission, I attached a reference list to facilitate the verification process. After the documents were checked, I requested Finance to sign and stamp the list before returning it. This process was important to ensure that both departments maintained accurate records of the documents submitted and received, thereby minimizing the risk of any discrepancies. After that, I emailed BDP to request the final K8 document for Hersmex (CPTPP). In the afternoon, I focused on drafting several Certificates of Origin (COO) as multiple invoices had already received their K8 drafts. During the drafting process, I noticed that one SKU was not available in the MITI system. As a result, I informed Aisyah from the Compliance Team so that the required information could be provided before the estimated time of arrival (ETA). On the same day, I received a parcel containing billing documents from BDP. I reviewed the billing documents and subsequently emailed an acknowledgement receipt to confirm that the documents had been received. WEEK 13 25/6/2026 (THURSDAY)
In the morning, I started my day by creating several GTS entries. Then, i prepared and submitted a Certificate of Origin (COO) draft under the AKFTA scheme to a customer in Korea. Some customers require the COO draft to be reviewed and verified before it is officially submitted through the MITI system. After that, I followed up with BDP regarding the final K8 document and the incorrect billing attachment that I had reported a few days earlier. I also submitted the finalized COO to the customer after it had been approved by MITI. WEEK 13 26/6/2026 (FRIDAY) REVIEWED AND SIGNED BY:
I started the week by reviewing three K8 drafts for Hershey USA and Lotte to ensure the accuracy of the information provided. After completing the review, I proceeded with the submission of Certificates of Origin (COO) for Misung under the AKFTA scheme and Stuart under the AANZFTA scheme. After that, I attempted to check the finished goods (FG) shipment records for May. However, I was unable to locate the shipment list for that month. Consequently, my supervisor instructed me to email BDP to seek clarification and obtain the required information regarding the missing shipment records. WEEK 14 29/6/2026 (MONDAY) In the morning, I revised several details in the Certificate of Origin (COO) draft for DKSH Vietnam, as the customer requested to review the document before submission. After completing their review, they informed me of a correction required for the HS code information. Upon receiving their confirmation and the necessary Bill of Lading (BL), I proceeded with the COO submission process. On the same day, I also submitted a list of billing documents to the Finance Department to facilitate the payment process and ensure that the required records were updated accordingly. 30/6/2026 (TUESDAY)
In the morning, I began the day by submitting finalized Certificates of Origin (COO) to customers via email and preparing hard copies for dispatch to BDP. These documents were typically handed over to the security guard, from whom BDP would collect them later in the afternoon. After lunch, I reviewed several K8 drafts and identified numerous errors that required correction. Throughout the day, I completed the verification of six K8 drafts to ensure the accuracy and consistency of the information provided. WEEK 14 1/7/2026 (WEDNESDAY) On this day, I continued with my routine tasks. First, I created several GTS entries so that the commercial invoices would already be printed and ready once the K8 drafts were received. After that, I reviewed the K8 drafts and identified an issue involving an incorrect gross weight declaration, which required correction before further processing. Lastly, I printed the finalized K8 documents and prepared the hard copies for submission to BDP. I also emailed the soft copy versions to the respective customers to ensure that all parties received the required documents in a timely manner. 2/7/2026 (THURSDAY)
I started my day by reviewing a K8 draft and noticed a discrepancy between the Place of Loading (Box 8) and the Place to Move (Box 21), as the information stated for Senai Airport was different. Since I was uncertain about the requirement, I consulted a colleague for clarification. She explained that both entries should be consistent, and therefore, I informed the relevant party to make the necessary amendments. After that, I submitted the finalized Certificate of Origin (COO) for DKSH Vietnam to the customer. I then spent most of the remaining time checking billing records. My supervisor assigned me to verify whether certain invoices had already been submitted to the Finance Department. To do this, I referred to the Export Billing Tracker, which contains the submission records and reference lists for all invoices sent to Finance. WEEK 14 3/7/2026 (FRIDAY) REVIEWED AND SIGNED BY:
On this day, I received a large number of K8 drafts that required review. As a result, I spent most of the day checking the documents, which continued until the evening. The verification process was time-consuming because each K8 contained numerous details that needed to be carefully reviewed to ensure accuracy and compliance with customs requirements. At the same time, I continued creating GTS entries to ensure that new invoices were always available for reference. It was challenging when I received K8 drafts for shipments that did not yet have a corresponding GTS, as I had to create the GTS before proceeding with the document review. Managing both tasks simultaneously required good time management, especially since some K8 drafts needed to be processed urgently to facilitate the release of goods from the warehouse. WEEK 15 6/7/2026 (MONDAY) 7/7/2026 (TUESDAY) On this day, I continued with the same task as the previous day, which was reviewing K8 drafts. K8 drafts are received daily, and occasionally BDP sends them a day earlier to allow sufficient time for processing while managing their workload and other shipment activities. In addition, I emailed BDP to request the final K8 document for a Sino shipment under the ATIGA scheme so that I could proceed with the Certificate of Origin (COO) submission. Sino shipments usually involve multiple Sales Order (SO) numbers, and any delay in processing may result in an increased number of pending COO submissions. While reviewing the K8 drafts, I also checked the Packing List (PL) against the invoice to ensure consistency. During the verification process, I identified a discrepancy in the item descriptions stated in the PL. Although the K8 draft could still be approved, I was unable to proceed with the COO submission because the PL is a required supporting document. Therefore, I informed my supervisor of the issue, and she handled the matter accordingly. This experience highlighted the importance of thoroughly reviewing all documents to ensure their accuracy and prevent issues during the submission process.
In the morning, I began the day by reviewing K8 drafts and drafting several Certificates of Origin (COO), as I had already received a significant number of K8 documents. Due to the high workload, I was unable to prepare the COO drafts immediately upon receiving the K8 drafts. I also completed the submission of a COO for a Sino shipment. After that, I carried out the indexing process for valuable and non-valuable waste shipments. I then proceeded with the indexing of standard sample shipments. In the evening, I created several GTS entries to support upcoming shipment documentation. Lastly, I sent the finalized COO documents to customers, including Stuart Alexander, Lotte, and Bei South. WEEK 15 8/7/2026 (WEDENSDAY) 9/7/2026 (THURSDAY) In the morning, I reviewed several K8 drafts and approved the documents after ensuring that all information was accurate and complete. After that, I proceeded with drafting several Certificates of Origin (COO). For certain export shipments that require a K8 declaration, a COO application must also be submitted. For example, shipments to Lotte, Sino Pacific, and PT Sukanda require COO applications, whereas shipments to Hershey USA do not require a COO. I then continued my work by reviewing billing records, as our third-party service provider had sent an email regarding pending payments. There were various reasons why certain billing submissions had been rejected, and each case required further clarification before the payment process could proceed to the next stage.
As usual, I started the morning by reviewing K8 drafts and found that all the documents were accurate and complete. After completing the review, I handed over the documents related to Middle East shipments to my colleague, Shamala, as she was responsible for applying for the Certificates of Origin (COO) for those shipments. After that, I assisted with closing several GTS cases. During the process, I identified 23 IDOCs that had been keyed in with incorrect dates. As mentioned previously, closing a GTS requires verification of the customs registration number and approval date stated in the final K8 document. Therefore, I emailed the BDP team and requested that the necessary corrections be made before the cases could be closed. WEEK 15 10/7/2026 (FRIDAY) REVIEWED AND SIGNED BY:
After the break on Monday, I received lots of Bill of Lading (BL) emails and began my morning by submitting several Certificates of Origin (COO). Some COO applications, particularly for shipments to China, had already been submitted by Haziq. The remaining submissions under my responsibility included Sino shipments involving 23 invoices, Bei South shipments to the Philippines, and Lotte shipments to Korea. After that, I proceeded with reviewing several K8 drafts. During the verification process, I identified a discrepancy in the Packing List (PL) involving the same SKU issue that had been encountered previously. Although I approved the K8 draft, I set aside the related invoice until the corrected document was received, as it was required for future COO submissions. I also sent a draft e-Form D to the customer for review before proceeding with the official submission. WEEK 16 13/7/2026 (MONDAY) CUTI PERISTIWA JOHOR 14/7/2026 (TUESDAY)
Before starting my routine tasks, Haziq asked me to follow up on a GTS issue involving an incorrect date keyed in by BDP. I had already emailed BDP regarding the matter the previous day and received a positive response. Based on the feedback received, the affected IDOC was expected to be returned for correction on the following day. After that, I focused on reviewing rejected outbound billing cases. I emailed the BDP team to inform them that several invoices listed in the Excel file had been rejected due to specific issues that required clarification and corrective action before further processing could take place. WEEK 16 15/7/2026 (wednesday) 16/7/2026 (thursday) In the morning, I started the day by reviewing several K8 drafts. After that, I checked the status of invoices that were pending approval in the MITI system. During my previous review, the applications had not yet been approved. Once the approvals were obtained, I saved the soft copies and emailed the finalized Certificates of Origin (COO) to the customer from Sino, Thailand. I then proceeded to draft a COO for DKSH Vietnam, as the customer requested to review the draft before submission. On the same day, I also rechecked overdue billing cases based on the listing provided by BDP, as they claimed that several invoices had not yet been paid. I verified each invoice number individually using the Export Billing Tracker. Some invoices had already been submitted to the Finance Department and were still undergoing the payment process, while others had not yet been received. After updating the status of all the invoices, I submitted the report to my supervisor for review, and she subsequently forwarded it to BDP via email.
In the morning, I sent the final COO documents via email to the customer from Bei South, as they had requested them. After that, I printed all the necessary documents required for reviewing K8 drafts. I completed the verification and approval of approximately five K8 drafts before proceeding with the drafting of several Certificates of Origin (COO). During this process, I received an email from PT Sukanda requesting a review of a COO draft before submission. After lunch, I continued drafting COO documents and reviewed four additional K8 drafts for shipments destined for Mexico. These tasks required careful document verification to ensure that all information was accurate and complied with the relevant export requirements. WEEK 16 17/7/2026 (friday) REVIEWED AND SIGNED BY:
In the morning, I started my day by checking the K8 drafts. There were six K8 drafts sent to me that morning. One of them required a minor amendment because the item name did not match the invoice details. After reviewing the drafts, I prepared all invoices that required COO issuance based on the K8 documents I had received. After lunch, a customer from DKSH Vietnam requested the final COO. However, the application had not yet been approved, so the document could not be issued at that time. The main event of the day was a visit from Dr. Rohafiz. She stayed for about 30 minutes, during which she reviewed my logbook and asked about the tasks and experiences I had gained throughout my internship. It was a pleasant experience as I had the opportunity to meet someone I already knew. Before she left, we also prepared some goodies for her to bring home. Overall, it was a meaningful and enjoyable day. WEEK 17 20/7/2026 (monday)
On this day, I had a considerable amount of free time. I utilised this time to draft all pending COOs that I had not been able to prepare earlier due to other urgent tasks. However, I started the morning by checking almost nine K8 drafts that had been submitted for review. After completing the review, I proceeded to check the billings. To verify the billings, I searched for the SO number in the Export Tracker system to ensure that the charges were assigned to the correct SO. For common shipment billings, I reviewed the supporting documents attached, which usually included the customs form, commercial invoice, and packing list. There were also various other billing charges such as demurrage, detention, storage, and cancellation fees. To verify these billings, I needed to check the receipts provided in the attachments and, most importantly, the email correspondence showing approval from our side. If the required supporting documents were not attached, the billing would be rejected, and BDP would be informed accordingly. WEEK 17 22/7/2026 (WEDNESDAY) 21/7/2026 (TUESDAY) HARI HOL
WEEK 17 23/7/2026 (THURSDAY) I started my morning by updating the rejected outbound billing Excel file, as I had rejected all pending billings the day before. My supervisor instructed me to reject any billing that did not have a Bill of Lading attached. During the review process, I also found one billing that was missing a packing list. On this day, I learned that there are generally two types of billing documents which one issued by our third-party service provider and another issued by the shipping liners. The billing from BDP usually includes basic shipment charges such as documentation fees, forwarding EDI fees, cargo examination fees, forwarding handling charges, handling charges for GTS, SOLAS management fees, and several other related costs. Meanwhile, billing from the liners normally consists of Terminal Handling Charges (THC), ocean freight charges, seal fees, and EDI fees. However, there were instances where I noticed that the charges differed from the approved quotation. For example, the SOLAS fee was supposed to be RM20 according to the quotation, but the billing only charged RM15. For cases like this, I would set the billing aside and refer it to my supervisor for further verification and double-checking before any action was taken. Lastly, I went to the Finance Department to retrieve the latest billing that I had submitted because I needed to identify the corresponding SO number. The SO number was required for updating the Export Tracker system, as it serves as a record indicating that the invoice had already been submitted to Finance for further processing.
WEEK 17 On this day, I started my work by checking K8 drafts. While reviewing one of the drafts, I noticed that the postal code stated in the K8 document did not match the postal code on the invoice. Therefore, I contacted BDP to request an amendment after discussing the matter with Haziq. We were concerned that this discrepancy could lead to complications in the future, as all supporting documents must be consistent and aligned with one another. Later, my supervisor asked me to email BDP regarding the billings that I had previously rejected. However, after lunch, my supervisor decided to proceed with submitting those billings to Finance after further discussion with BDP. Following this decision, I updated both the Export Tracker and Export Billing Tracker to indicate that the billings would be submitted to Finance on the following Monday. After completing these tasks, I reviewed and approved the revised K8 draft before immediately drafting the corresponding COO. In the afternoon, I received another five K8 drafts that required checking. I completed the review of all the drafts promptly to ensure that the documentation process could continue without delay. 24/7/2026 (FRIDAY) REVIEWED AND SIGNED BY:
WEEK 18 27/7/2026 (MONDAY) I came in early and started checking two K8 drafts. Then, a customer from PT Sukanda requested the final COO. However, the COO had not yet been approved by MITI. Before proceeding with my next task, I went to the Finance Department to submit the billings that I had already checked. After that, I helped Haziq close several GTS cases. While doing so, I could not find two invoices for two IDOCs. It turned out that these were the invoices that had been returned due to an incorrect customs registration number. Haziq instructed me to return the IDOCs to BDP and notify them via email. For the IDOCs whose K8 had not yet been uploaded to SharePoint, Haziq asked me to compile them into a list so that he could email BDP. When it was almost 5:00 p.m., I checked another two K8 drafts.
WEEK 18 28/7/2026 (TUESDAY) Before starting another task, I first checked the MITI system for the PT Sukanda COO, as the customer had already requested it yesterday. Once I found that it had been approved, I immediately emailed the final COO to them. After that, I checked the K8 draft for Bei South, a company from the Philippines, and drafted the COO right away. I started my day by drafting a COO for a shipment to China. Then, I helped with closing GTS cases, of which not many were left. After lunch, I received five BLs for shipments to Korea and the Philippines. I noticed that one SO did not have a K8, so I emailed the BDP PIC right away. Lastly, I checked and approved two K8 drafts for shipments to Singapore. 29/7/2026 (WEDNESDAY)
WEEK 18 30/7/2026 (THURSDAY) In the morning, I checked six K8 drafts for shipments to China and Thailand. As for the K8 that I did not receive yesterday, I received it around 10:00 a.m. and submitted the COO right away. After that, I continued drafting COOs from the K8s that I received. During lunch, all of us in the Logistics Department went to a restaurant together to celebrate, as I was about to end my internship journey with them. After lunch, I continued creating GTS cases and drafting COOs. Today, I received four BLs for shipments to China. There are three customers for whom I rarely apply for COO because they have specific and complex requirements that need to be followed during the submission process. Therefore, Haziq will be in charge of submitting the COO for these three customers in China. For example, two invoices need to be combined and attached in one PDF, and there are also many supporting letters required. So, I started my morning by closing GTS. Then, I settled all the documents that needed to be signed since today was my last day. Lastly, before returning all the company's belongings, I helped send the final approved COO to the customer via email. 31/7/2026 (FRIDAY) REVIEWED AND SIGNED BY: