DHL Global Forwarding ("DGF") is a division of DHL. The division took its present name when its parent company Deutsche Post World Net acquired Exel, a UK based logistics service provider, in 2005. As the world's leading provider of total supply chain services, submission of trade declarations is an integral part of the service the company offers to customers. DGF has a need to streamline the preparation and submission of trade declarations for its extensive customer base to ensure error free submission of declarations within the time-frame required by the government.

The challenge

(from left) Suky Yeung, Assistant General Manager, Customer Service Centre, Customer Service Department, Kwok-Chiu-tai, Head of Customs Brokerage, Hong Kong and South China and Kitty Chan, Customs Brokerage Manager, Customer Service Department of DGF are happy with Tradelink's Integration Services.

The information required for trade declaration submissions comes from different trade documents. Prior to commissioning Tradelink to develop system integration, DGF spent a lot of time and effort in extracting the required data from different source documents and re-entering this data into Tradelink's ValuNet Deluxe software. This process was labour intensive, time consuming, and vulnerable to human error.

To cope with the tremendous trade volume from one of DGF's principal clients, the company had to manage and process large volume of paper documents and data in order to complete the necessary TDEC process in a timely manner. While DGF could access data from the customer's invoice system, this information had to be further processed manually before a trade declaration could be prepared for submission. As Kwok Chiu-tai, DGF's Head of Customs Brokerage, Hong Kong and South China, explains, "For each invoice on our client's system, we had to print a hard copy and then manually input the information into the ValuNet Deluxe software. Only then could we make use of the information from the invoice system and perform the necessary processing and calculations to submit trade declarations."

A paperless solution

To address this issue and improve the effectiveness, DGF engaged Tradelink to develop an integrated solution that simplifies and streamlines the TDEC process. Tradelink integrated its ValuNet Deluxe software to work seamlessly with the invoice system. Data that DGF acquires from the invoice system is automatically transferred to ValuNet Deluxe where all necessary data validation and calculations are carried out without the need for any manual data entry. Mr. Kwok notes that the integrated solution results in a significant gain in productivity, and eliminates any risk of error.

Tradelink has also developed and implemented several customised features for DGF including an automatic status update, allowing updates from the Government to be uploaded directly to the corresponding declaration records in the ValuNet Deluxe software. This feature allows DGF to track whether government queries or declaration notices have been dealt with properly and on time. Another customised feature is the alert system implemented to automatically issue a warning any time an attempt is made to submit a TDEC which has already been sent to the government. Other specially designed features include customized reporting tools, management reporting, and currency conversion features.

Mr. Kwok remarks that with its wealth of experience and in-depth understanding of customer requirements, Tradelink's integration services team has performed a superb job in implementing the integration solution for DGF in a professional manner. While he is extremely happy with the existing integration solution, the team has also identified areas which can be improved to further enhance the system's effectiveness and workflow. The team is currently in the process of implementing these new features. DGF is planning to replicate and implement this integrated solution for its other major customers in the near future. Mr. Kwok adds that Tradelink has also provided an integrated solution that connects ValuNet Deluxe with DGF's in-house freight management system, Logis Air. This integrated solution allows DGF to process TDECs more efficiently and effectively for other customers.

In summation, using Tradelink's integration services allows DGF to improve their service quality to all valued customers.