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1. Commodity List amp Dates v From To 4 Status Package Description Outgoing Shipment Vessel J Loaded 20 Ft FI Chevrolet Silverado 1500 Nina In Transit Box New Balance running sh Stadt Hannover W Loaded Box Teva sandals Viking ws Arriving Box Teva sandals J Delivered Box Teva sandals 8 The new column is also available to create reports Click the Actions button and select the new column name The report document can be saved sent over the Magaya Network or emailed go to Actions gt Reports Toolbars in Document and List Views In the Document view this toolbar is on the top of the document oN U DH EHP Aag F w A lt gt Es First Previous Add Edt Dekte Find Aker Actions Zoom Options To navigate through documents click the buttons First Previous Next Last Other buttons are Add Edit Delete Find Filter Unfilter Actions Zoom Page and Options The icon on the far left indicates the status of the transaction such as cargo is loaded delivered etc When you are viewing a list a new toolbar appears at the bottom of the screen 7 xXx PVP wi ik Add Filter Actions Detail The buttons on that toolbar also appear on the document view on the top of the document The buttons are Add Edit Delete Filter Unfilter Actions and Detail depending on your permissions 139 WORKING WITH DOCUMENT AND LIST VIEWS BUTTONS ON
2. L Liq Freight Profit USD Decimal _ a Lig Agent Freight Profit USD Decimal I Lig Freight Balance USD Decimal E Lig Gross Other Profit USD Decimal Lia Salesman Other Profit HSM Mecimal rr dh Add Columns v Cancel Help Remember After you select columns you can save the view of the list by clicking the star button on the top of the list on the right Go to Folder You can select a shipment and then go to the folder for it and view it Click the Back button to return to the Shipment List View History You can view the history for any transaction by selecting it and using the Actions button When you use the Filter button in the Shipment List and select the Standard Filter be sure to choose either Master or House to filter Otherwise if you select any the list produced will show both piece counts weight and volume will be duplicated 455 How TO VIEW SHIPMENTS WORK LOAD FOLDER How to View Shipments Work Load Folder The Work Load list shows shipments that need to be loaded or are being loaded now Go to the Warehousing folder and click on the Work Load subfolder The Work Load list is useful for warehouse staff and others who need to see what shipments are to be loaded that day Permissions 5 Warehousing 8 Pickup Orders E Pickup Order List A Warehouse Receipts A Warehouse Receipt List gy Commo
3. Status lt none gt Division Number Currency Paid as lt none gt Method 2 lt any gt Exported lt none gt Taxed lt none gt C Transaction Date C Due Date From To From IL Checks Filter Filter Type Pay to the order of Match all conditions Match at least one condition Account C Date Number Fom Division l Erena Currency The Filter is useful especially when your lists are long Without a filter applied the list will show all the transactions for that folder dating back to the first one your company did To see only the most recent or relevant transactions use the filter button and select your criteria NOTE When you use the Filter button the software saves that filter unless you clear it The next time you view this list the filter will still be applied If you do not see some of the information you are looking for verify if a filter is active by clicking on the Filter button To unfilter click the Unfilter button Also the counter on the 152 WORKING WITH DOCUMENT AND LIST VIEWS ADVANCED FILTER bottom of the list tells you how many items are displayed out of a total number of items The Filter button is not the same as the Find button It will not search the way the Find button will Advanced Filter The Advanced Filter screen has a list of Available Fields on the left
4. Route Segment Mode of Transportation Point of Origin Point of Destination Generate Transactions for a House Freight Charge Routing Notes Shenzhen LB E vergreen Vessel Containerized S henzhen Long Beach The Charges tab of a House shipment has a Generate button that you can use to generate the invoices for a House shipment even if the entire consolidation is 415 PRINT SHIPMENT DOCUMENTS GENERATE TRANSACTIONS FOR A HOUSE not ready to be liquidated or if the consolidation has been liquidated and a new House added General Entities Routing Charges Events Delivery Attachme Status Description Prepaid Quantity Price Open Ocean Freight Service Yes 240 00 3 00 Open Ocean Freight Service Cost Yes 240 00 2 00 Open Bill of Lading Documentati No 1 00 75 00 Generate House Charges A gt enews For additional details on working in the Charges tab see the topic Charges Print Shipment Documents Magaya software includes a printing wizard to help you print shipment docu ments 416 PRINT SHIPMENT DOCUMENTS USING THE PRINT WIZARD Using the Print Wizard To print shipment documents from the Master or House click the shipment level you want either Master or House and click the Print button A wizard opens This wizard is available in Magaya software version 9 3 and
5. Status Description Package Pieces Lengt Add Add Cont Delete Repack ae T T fi lt Totals Volume 0 00 f 0 00 Vib 0 Pieces Weight 0 00 Kag 0 00 Ib To use the Scan button your system must have the Magaya Bar Code Scanner plug in activated Contact Magaya to activate it Scan the bar code on the items with the handheld barcode scanner x Se a 205 jj Sav The scanner will populate all the fields that describe the item such as its dimen sions based on the information entered into the Magaya system when the Inven tory Item Definition was created The item will be added to the list in the WR Tip If you are receiving more than one package of the same commodity you can right click on the commodity in the WR dialog box and click Add Copy 198 COMMODITIES SCAN BAR CODES TO ENTER COMMODITIES Then you can edit any details inside the Commodity dialog box for that package such as if the weight is different from the first package Other functions you can perform with the bar code scanner are releasing cargo see Chapter 9 of the Magaya Cargo System Operations Manual or Chapter 13 of the Magaya WMS Operations Manual and verifying packing lists in ship ments see Chapter 14 of the Magaya Cargo System Operations Manual To place items inside a pallet select an item and click the Repack button Steps for using the Repacking Wizard are explained in the sec
6. 373 CREATE AN AIR EXPORT SHIPMENT CARGO SCREEN IN STRAIGHT AIR EXPORT WIZARD shows how to select a partial quantity of pieces from the WR instead of all the items The description of the items is Diesel fuel conditioner The numbers before the description 38 10 24 are 38 items available Pickup Order number 10 and Warehouse Receipt number 24 The order of these fields can be changed by clicking on the Configure button To select all the WRs click Mark All All items are availabe to be selected except those in Pending Tasks or On Hold Pickup For cargo that does not come to your warehouse To include items from a Pickup Order into a Shipment the Pickup Order must have a status of Arriving To select all the PU Orders click Mark All All items are availabe to be selected except those in Pending Tasks or On Hold Inventory To ship by part numbers used by distributors The Mark All button is only active after you select a part number These items are On Hand Lot Numbers Select from lot numbers Scan For using handheld scanners to scan barcodes Magaya Bar Code plug in required Locations Select items directly from locations in the warehouse The Mark All button is only active after you select a Location in the ware house All items in that Location are available to be selected except those in Pending Tasks or On Hold PO or SO Use these to select items from Purchase Orders or Sal
7. Option Click on the checkbox to use the shipment waybill number as the Warehouse Receipt number Click the Receive button and click Yes on the next dialog box This changes the status of the shipment to On Hand The status of the cargo is updated automatically at origin in Magaya Explorer if the shipment was received via Magaya Network Other options in the Reception screen The Unpack button is for a container You can select a container and unpack it and then create a WR for the items inside the container excluding the container The Undo button will roll back the reception steps so you can make a change To view the Warehouse Receipt click on the Go To WHR button If you want to configure your system to send Transaction Tracking email messages automatically to the customer for each WR that is created during the Reception process see Maintenance gt Configuration gt Transaction Tracking and check the appropriate box 473 IMPORTS 4 CREATE ARRIVAL NOTICES 4 Create Arrival Notices An Arrival Notice is the document that you send to the customer to let them know their cargo is here and what fees they need to pay to pick it up or for delivery If you did not create Arrival Notices in the shipment add them now If they were not created at origin and sent to you then you will need to create them for each house 1 Click the Add Doc button on the Shi
8. lt Back Next gt Cancel Help Select the Ultimate Consignee For a consolidation the consignee will be the destination agent 383 CREATE AN OCEAN CONSOLIDATION EXPORT STEPS TO CREATE AN OCEAN CONSOLIDATION EXPORT Select the party to notify and the intermediate consignee if appli cable Select the Forwarding Agent This is your company if you are a freight forwarder Select the Destination Agent Click the Next button 4 Enter information in the Routing tab as follows in a consolidation the routing information will be copied to all the Houses Routing information Describe the routing for this shipment Service Type Port to Port R oute Y Mode of Transportation Vessel X Origin Point of origin of FTZ number Pre Carriage by Place of receipt by Pre Camer m Export Loading pier or terminal Part of loading Port Everglades Exporting Carrier SAFMARINE Vessel Name and Flag Congo MPY v PANAMA Voyage Identification Destination Poit of unloading Panama City X On Cariage by Place of delivery by On Camier Select the Service Type Port to Port Door to Port Door to Door or Port to Door The option for Port to Port is selected by default If using a Route select it here Details from the route and its segments will fill in automatically See the section Routes for more details a Gt Gai 384 CREATE AN OCEAN CONSOLIDAT
9. ATTACHMENTS ADD ATTACHMENT FROM SCANNER Click on the Add button on the Attachments tab to attach a photograph or other document one at a time or hold the Shift key to select multiple items to attach e To view it after adding it select a image or document and click the View button You can also delete it or save it in another location such as on another computer in your network or in a different folder on your computer e Click and drag items from your computer into the Attachments screen The following is an example of a photograph and a PDF attached to a Ware house Receipt and displayed in the Attachments tab Warehouse Receipt General Shipper Consignee Commodities Charges Events Attachments Note gt Add Select Device PANE ee he Scanned_8 7 2009_1 1 20 MB You can also drag and drop attachments from a Microsoft Outlook email message Click the attached file in the Outlook message and drag it to the Magaya transaction Attachment window Result The photo or document is added to the transaction i e at the transac tion level To add an image to an item i e at the item level open the item s dialog box Add Attachment from Scanner Documents and images can be acquired directly from a scanner and attached to a transaction such as a Warehouse Receipt Cargo Release etc The attachment can also be saved to your computer or network so you have a copy of
10. Address F POD Information Delivery Date 11 26 2014 Delivery Time 1 49 30 PM Received By Comments Internal Comments Signature e The Local Delivery Agent is the company handling the local delivery at the destination e The Destination Pickup Address is the address of the location where the cargo will be picked up for the final delivery for example the airport e Ifyou check the POD box then fill in the Delivery date and time the name of who received the cargo the person who signed and any comments such as if the packed was left with a neighbor etc This information will be given to you after the goods are delivered If the destination agent has Magaya they will enter this information and it will be updated in your system 406 NAVIGATING SHIPMENT SCREENS CARGO STATUS Cargo Status The Events tab shows the events added for the Master and Houses They will be visible in tracking if online viewing is activated for the LiveTrack user For more details see the topic Events S x 0 E amp Houses Add Doc Profit Liquidation General Entities Routing Charges Events Delivery Attachments Show events from all related transactions 4 Date Name Sep 23 2013 15 29 51 Vehicle Title Received Sep 23 2013 15 29 51 Arrived at warehouse For details on the Attachments tab see the topic Attachments Check the box to view any attachments from related transactions You can als
11. Consignee Information Sal Construction Co To see a list of all the transactions related to the WR select the option Transac tion Listing See the section on linking transactions for more To view or add attachments you can use the Actions menu or the Attachments screen in the dialog box To create a copy of the WR select the Create a Copy option 231 WHAT ACTIONS CAN PERFORM WITH A WAREHOUSE RECEIPT OTHER ACTIONS To exclude the transaction from tracking if the transaction is not complete and you do not want it viewed via LiveTrack select the option Exclude from Tracking Place items or WR on hold if a customer requests it or if the customer owes money To send the WR to another Magaya user in the Magaya Network click the Send To option This opens the same dialog box as clicking the Send button To choose a different template for the document select the option Select Template The template Warehouse Receipt Detailed shows more informa tion about each commodity The template Courier Waybill is for couriers who use the WR as a courier waybill Be sure to link the template to the current trans action by clicking the option Templates Template Preview Name Filename Courier W aybill Courier aybill sai Test WRI Test_WA1 sdf Vehicle Receipt VehicleR eceipt sdf Warehouse Receipt WR_test_for_Vehicle sd Warehouse Receipt WarehouseRecempt sdf _ Warehouse Rece
12. Magaya Cargo System Operations User Manual Shioments Receiving Cargo Pickup Orders Bookings Quotations and more Magaya Cargo System Operations User Manual Table of Contents Section 1 Getting Started Chapter 1 How to Use This Manual 0 cece cece ewe cree cere eeceee 11 EIT OCU CRO Mi sale cee a ae erst ta a tn ec OE eee add Ss Ten ee MRE 2 11 How this Manual is Organized i 530 44 cee ha cess ea d eae pei aulciaa ds 11 About Magaya Software i sia teak ew eta aw ne atuk See eaa ne Caw aes 12 Where to Find Help i354 cae eit ae aha ee ead 13 Chapter 2 Introduction to Logistics 2 0 0 cece ccc cere ce ee eee e ee eeee 15 Supply Chain Overviews 5 fa chas as sc te tury catia ace cd aaneen eera 15 Logistics Business Overview 2 dice i hoes we es ee aac ti eew eer eed as 16 Logistics Service Provider Operations 0 ccc cece e ect eee neces 17 Creating a Quotation env cds oi alec Guaraat swans oa ad ee aw ee AMR aay ioe 17 Pickup Orders Warehouse Receipts and Delivery Orders 18 DOC UMUC ALOT siai shat sree 2 Seals veda ak Stee rea bab isa Sed RS BR ARES He 19 Destination Processes sore yote donanim diri seated eee ae eas eee as Sas 20 nvoicing Liquidation 62320 ee als a oe yao orare ee See Ua ek sere eee Ber AS 21 Warehouse Processes oi ser Gey hae n ek Pha epee ded eee OR Lee es 22 Inventory Counting 5 20 acd op tsa die oaken p iata sede died E AT AE 24 Sales Orders a
13. The Accounting folder contains the following a Accounting amp Chart of Accounts ji Items and Services Invoices Invoice List Sy Bill Bill List 59 Payments 59 Payment List Deposits Deposit List Checks Check List Chart of Accounts This is like a general ledger listing all accounts and what type they are categorized as for example Services is categorized as Income and Utilities Expense is categorized as Expense You can add accounts that are specific to your business Items and Services This shows codes for the services you provide such as crating fees and what account name that service is associated with You can add items and services that are specific to your business and automate charges See the Magaya Softwar Customization Manual for details Invoices and Invoice List Bills and Bill List Payments and Payment List Deposits and Deposit List Checks and Check List Accounting functions are covered in the Magaya Software Accounting Manual Outgoing and Incoming Shipments Folders Outgoing Shipments The Outgoing Shipments folder is the place where you will create your own subfolders to organize your outgoing shipments For example you may choose 111 FOLDERS AND SUBFOLDERS OUTGOING AND INCOMING SHIPMENTS FOLDERS to organize the outgoing shipments by year and month You may also want to have a subfolder in each month for Air Ocean and Ground shipments
14. V Agent shipment participation 10 00 w Salesman shipment participation 0 00 5i Today 7 OK Cancel Help Cancet Helo The percentages set here will be calculated automatically when you liquidate a shipment Note This same configuration option is also available per shipment by clicking the Configure button in the Liquidation screen The percent applies to all the line items in the Liquidation screen Any line can be edited by typing over a number in a column Configure how the Liquidation is Generated The system will generate an invoice for the agent if they owe you or credit memo if you owe for the agent That transaction will appear in the Accounting 446 LIQUIDATION CONFIGURE HOW THE LIQUIDATION IS GENERATED folder and the Transaction List not here in the Liquidation list because it is the result of the liquidation All other accounting transactions will be created when you click the Generate button To generate transactions click on the Generate button A dialog box will open listing the accounting transactions Verify them and click the OK button or cancel to make corrections Charges included in the generated transactions will change from open to posted after liquidation Agent Participation Agert Profit Your Profit Balance 0 00 0 00 205 28 0 00 0 00 0 00 25 00 0 00 a Confirm Accounting Generation The following ansactone were generated Plasse veiy
15. ABC Sporting Goods Inc WH 126 ABC Sporting Goods Inc WH 124 ABC Sporting Goods Inc ABC Sporting Goods Inc WH 120 Filter WH 117 WH 116 Find WH 114 African International Suppliers Agricultural Manufac WH 113 Orlando Garden Shop Miami Distribution Center WH 109 HWC Cargo Company Configure WH 103 WH 102 AutoLite Automotive WH 9 Art Supplies Art Basel Gallery D 0A 0 A A lt Reverse ey View fa a T EA E A A A 57 of 57 elements N iW Add Use this to add cargo that does not have a Warehouse Receipt to add on the fly The Commodities screen opens See the topic Commodities Cargo from different locations can be added into containers only Unload To remove cargo from this House and place it back in the ware house in On Hand status if it was part of a Warehouse Receipt Repack See the Repack Cargo section Unpack To move some items out of the container The items will remain in the House If you click the Unpack button when you have a container selected all the items in that container will be unpacked If you click on an item only that item will be unpacked from the container Edit To make changes Mark All and Unmark All Use these to select or unselect all items 431 REPACK CARGO CARGO STATUS Cargo Status The icons for the cargo indicate the status of the cargo Yellow is In Process or Order
16. Add Cont Totals Volume 301 05 f 3133 82 Vib 35 Pieces Weight 2785 06 Kg 6140 00 Ib Click the Add button on the Commodities tab to add cargo into the Commodity dialog box The status of the items is In Quote when you create the Quotation As items are added the total weight and volume is updated on the tab e Toaddacontainer click the Add Cont button Enter details in the dialog box Additional details on adding commodities is available in the topic Add Commodities in Chapter 10 of the Magaya Supply Chain Solution Operations Manual 336 ACTIONS FOR QUOTATIONS STEPS 5 Charges Tab Quotation Cargo General Routing Commodities Charges Events Attachments Notes Status Description Prepaid Quantity Price Open Air Freight Service Cost Yes 6 140 00 0 24 Open Air Freight Service No 6 140 00 0 35 Open Documentation Yes 1 00 55 00 Totals Expense Income Profit USD 1473 60 USD 2204 00 USD 730 40 MAGAYA TIP Add charges for freight documentation etc as needed Options Click the Attachments tab to add photographs or documents to the Quotation as needed For details on adding attachments see the topic Attachments Click the Notes and or Internal Notes tabs to add notes clauses etc The internal notes are not visible to customers More details are available in the topics on Notes
17. Booking Number Executed Place Miami X Executed By Administrator v 7 Executed Date 4 13 2015 EM Departure Date Time 4 13 2015 v 9 57 50 4M Anival Date Time 4 13 2015 v 9 57 50 AM 2 Declared Value Description af Goods By clicking the lt Settings gt button you can specify the measurement units you will use in this shipment and how you would like the system to fill the documents lt Back J New Cancel Hee e The shipment name is filled in automatically To change it type over it To set up numbering go to Options gt Configuration gt Docu ment Numbers Enter the Master Bill of Lading Number from the shipping line Note The system can be configured to ensure that duplicate BL numbers are not entered See Configuration gt Ocean Enter the Booking Number from the shipping line Select the place where the shipment is being executed in this example the place is Miami The system pulls this from you profile in My Company Info This field is required if sending shipping instructions to INTTRA e The fields for Executed By and Executed Date are filled in by the system with today s date To change them use the dropdown menu 382 CREATE AN OCEAN CONSOLIDATION EXPORT STEPS TO CREATE AN OCEAN CONSOLIDATION EXPORT 3 e Enter the Declared Value If you leave this blank the system will fill in NVD No Value Declared in the Bill of Lading e E
18. Enter the Model number or name that was assigned by the manufac turer Select the Client from the dropdown menu Use this if you have a regular customer who buys this product Note If you assign a client the inventory item is linked to the client The inventory information for this item will be available for the client to see online via using Magaya LiveTrack Select the manufacturer name from the dropdown menu 253 CREATE AN INVENTORY ITEM DEFINITION STEP BY STEP PROCEDURE Enter the amount per pallet if the items are shipped in a pallet in the same amount each time This will also be used to estimate how many items can build a pallet Amount Per 5 Pallet v Keep inventory by serial numbers v Save serial numbers when items go out Package Pallet ig LxeWeH 44 00 44 00 36 00 in Volume 40 33 fe Weight 0 00 lb _ Has variable weight Unit Dozen Check the box to Keep Inventory by Serial Number if you are keeping track of your inventory by serial number The serial number is unique per item For example the computers in an office may all be from Dell and they may be the same model but each one has a different serial number If one computer needs a repair and will be sent back to the manufacturer for the repair the serial number will ensure that the correct computer is sent for repairs Check the box to Save Serial Numbers When Items Go Out if you want to track the serial number only
19. Lima 4 S Pinarello Dealer Demo Destinatior O Shipper Shimano Jamaica Distribution Cer y OConsignee ww Q aowood mn Select the criteria to group the mn pos IDEBDBPPPBPRHKE M OOOOOOO0000000 3 2 2 2 2 25 2 2 1 8 ti p p p pppDeDe00 E Shipper amp Consignee 19 of 19 elements additional holises for which you do not have warehouse receipts ill have to enter the estgo information for each additional house later There are two options for selecting cargo Option 1 Select the cargo from a Warehouse Receipt WR if you have already received the cargo information and made WRs for it or Option 2 Add a number in the blank field to create Additional House Shipments if you have not received the cargo information yet In this example the screenshot shows the number 2 typed into the field to create two additional house shipments You can add cargo after 464 IMPORTS 1 CREATE AN IMPORT SHIPMENT finishing the wizard by using the buttons on the Cargo Toolbar in the Magaya shipment screen 7 Check the box to repack the cargo if needed You can skip this screen if you don t have the cargo to repack Add Air Shipment Consolidation Wizard Import Repack the cargo You can repack the cargo creating a container pallet skid etc and you can enter also the dimensions and weight for the new package If you
20. My Company Info Startup Wizard Accounting Wizard Download Document New Print Print Setup Print Previe H Print Labels Print Pallet IDs Ctrl P Select image capture device Permissions Licenses and Services In the dialog box click the Add button to add a group Permissions for Warehousing Groups membership Name Create Read E Account Payable No Yes Eei Account Receivable No Yes AW arehousemen es E Accountants No Yes E Everyone Yes E Administrators Yes Operations Yes B Exporters Yes Edit No No No No Yes Yes Yes Delete No No No No No Yes Yes Yes Export No No Yes Yes No No No o N No Yes Yes No Apply these permissions to children Remove Click the cells in the table to set Yes or No permission to Create Read Edit Delete and Export Click the checkbox Apply these permissions to children if you want to apply the permissions to all the subfolders under the folder you have selected 82 PERMISSIONS SET Up PASSWORDS FOR EMPLOYEES 6 Click the OK button to save the information and exit the dialog box Examples of System Functions Related to Permissions If an employee belongs to the Importers or Exporters group they will be able to use the Shipment Wizards on the main toolbar If an employee belongs to the Accountant group AR or AP group they will be ab
21. Note CASS is Cargo Accounts Settlement Systems an electronic data processing method Contact Magaya to learn more about CASS Account number This field is optional Airport of departure address of first carrier and requested routing This field displays the airport name or three letter IATA code To Displays where the first carrier is going enter the IATA airport code or city that is the first transfer point By First carrier Displays the name of the first carrier or IATA two char acter code NOTE The other fields To and By are to second or third destinations by second or third carriers Use as applicable Reference number This field is an option Optional shipping information optional Airport of destination Enter the final destination airport name or city Flight Date Displays the date of the flight The date and actual date are filled from the Routing tab of the shipment transaction in Magaya Currency Indicate if the currency is US dollars etc Use the ISO three letter currency code applicable for the country of departure CHGS Code Displays applicable charges code This field is optional WT VAL and Other For Weight and Valuation Mark an X in the box for PPD prepaid or COLL collect Declared value for carriage Displays declared value or enter NVD for No Value Declared 29 AIR WAYBILLS CHARGEABLE WEIGHT Declared value for customs Displays a declared customs va
22. STEP BY STEP PROCEDURE An Inventory Item Definition is just what it sounds like the definition of an item in inventory such as those items that wholesalers stock for resale or items that you receive regularly for a customer Also see the topic Add a Resale Item to learn about resale items When an Inventory Item Definition is created in Magaya Explorer the defini tion of that item will be available in the Magaya system to be used for transac tions such as Warehouse Receipts and Pickup Orders The advantage of creating an inventory item definition is to simplify receipt of items that are sent to your warehouse regularly When the items are received and you create a Warehouse Receipt WR in Magaya Explorer you can select the Part Number inside the Commodity dialog box and the item information will be filled in automatically This is also available on the Commodity tab when creating a Pickup Order If you have the Magaya Bar Code plug in activated you can scan the barcode of the item you defined and all the information about that item will appear in the WR You will not have to retype the dimensions etc each time you receive that item When you select the part number in a WR the item is automatically added to the On Hand inventory When an item is released in a Cargo Release or a ship ment it is removed from inventory Step by Step Procedure To create an Inventory Item Definition follow these steps 1 Go to the War
23. VIN Number Any VIN in your Magaya system can be made available to find online in Live Track for your customers 158 WORKING WITH DOCUMENT AND LIST VIEWS THE ACTIONS BUTTON The Find Folder option opens a search box with a General tab and an Advanced tab You can search for an air waybill number on the Advanced tab General Advanced Find what C Match Case Find General Advanced Find a shipment O Air shipment Ocean shipment Ground shipment Bill of Lading Number The Actions Button The Actions button is available in the Magaya Explorer when you view lists or documents The Actions button provides many functions Depending on the list or document you are viewing you will have different actions available Common functions available from the Actions button To run or create reports on a list such as the Warehouse Receipts List click on the Actions button and go to Reports Select the report type from the menu Options include creating a report by shipper by consignee by supplier etc The report can be saved emailed or exported Tip In the report double click on an item to display the dialog box for that item Reports can be filtered and also 159 WORKING WITH DOCUMENT AND LIST VIEWS THE ACTIONS BUTTON calculate totals Reports open in tabs You can switch between two or more reports to view them To copy a document such as a Warehouse
24. When you select a clause it appears in the Notes list on the Notes tab To delete a note from a transaction select it and press the Delete key on your keyboard or press the Backspace button To delete a clause from the Clause List open the Clause List by clicking on the button with the three dots Select the clause and click the Delete button Internal notes are internal within your company They will not appear in the transactions and will not be visible to the customer Warehouse Receipt Supplier Camies Commodities Charges Events Attachments Notes Intemal Notes Custom Created on Notes Created by Last modifi Enter Internal Notes here Then click Save and click OK when done To add Internal Notes Click on the New button to add an internal note e Enter the note by typing in the field Click Save when you are done The note appears in the list To make changes to an internal note select it and click on the Edit button To delete an internal note select it and click on the Delete button 226 WHAT ACTIONS CAN PERFORM WITH A WAREHOUSE RECEIPT INTRODUCTION What Actions can Perform with a Warehouse Receipt Introduction There are many functions you can do with a Warehouse Receipt WR The information you enter in the WR can be transferred automatically into other documentation by using the Actions button The following section will explain how to generate accounting transactio
25. documents and other folders S E Outgoing Shipments CF New Folder 2010 z Dea Hg 201 K Doete 202 2013 m in 2014 This is a sample folder T structure you can create for sorm PERON B Ground E Outgoing Shipments oe From Online Shipments EHD Year 2002 g 2015 i ar Bo Air C3 Jan m Feb H O Mar Ape 10 Verify the information about your shipment in the summary screen of the wizard To make any changes use the back buttons to go to the screen you need 391 CREATE AN OCEAN CONSOLIDATION EXPORT STEPS TO CREATE AN OCEAN CONSOLIDATION EXPORT 11 Click the Finish button when you are done Completing the Ocean Shipment Consolidation Wizard You have successtuly completed thes wizard You can verily the summary to see if everything is correct Executed By Administrator Departure Date 4 13 2015 val Date 4 24 2015 these documents to the master shipment Bil of Lading All the information from the wizard is automatically transferred to create a shipment Magaya Explorer places each document in the Shipment folder lists the House Bills of Lading and other documents in the top pane and the ship 392 NAVIGATING SHIPMENT SCREENS STEPS TO CREATE AN OCEAN CONSOLIDATION EXPORT ment screens and tabs the same as in the wizard and the cargo packing list are displayed below the ca a Toolbar and the Cargo Toolbar Me IE faker Consiw Newewrcs O 2 8
26. ments can also be created by right clicking on the shipment folder in the left menu and adding a shipment Use the Wizard to Create a Shipment Follow the instructions below to create an Air Export shipment using the Straight Shipment wizard Note The procedure for straight ocean and ground shipments is the same as this example Tip Straight shipments are often created if you are not working with a destina tion agent 364 CREATE AN AIR EXPORT SHIPMENT USE THE WIZARD TO CREATE A SHIPMENT Go to the toolbar across the top of Magaya Explorer and click the arrow on the side of the Air button From the dropdown menu select Straight Shipment Wizard Air Export File Edit Sales Operations Maintenance Shipment Magaya Network T z r FA 6 gt Y v ha Back mward Ocean Ground Consolidation Wizard Export Straight Shipment Wizard Export Consolidation Wizard Import Straight Shipment Wizard Import Shipment Enter information in the wizard screens according to the steps below Note Each screen contains instructions 365 CREATE AN AIR EXPORT SHIPMENT GENERAL SCREEN IN THE STRAIGHT AIR EXPORT WIZARD General Screen in the Straight Air Export Wizard The first screen of the wizard is the General screen Notice that the Ship ment Name is filled in automatically It can be changed by typing over it Select the carrier from the dropdown menu this exam
27. 10 59 01 AM Employee Administrator _ Division Issued By HWC Cargo Company Released to JB Wire Co Release to Address k snsas City KS UNITEL Client to Bill Released to JB Wire Co The wizard walks you through entering basic information to release cargo or other items It does not have a screen for entering charges that is done after the wizard Details about charges are explained in the section Charges Tab The Client to Bill can be the same as the Released to entity or another entity The entity selected for the Client to Bill field will be used when the charges are generated 299 RELEASE CARGO CREATE A CARGO RELEASE CARRIER INFORMATION Carrier Information Click the dropdown list to select the carrier who is taking the cargo out of the warehouse A Create Cargo Release Wizard sl Land Carrier Information Enter the carrier information for this cargo release Carrier Anderson amp Sons Trucking Co v Driver s Name Driver s License Number PRO Number Tracking Number Purchase Order Number ee Gea Ge Fill in the other fields as needed Driver s name and driver license number PRO Number The PRO Number is a Progressive number a sequential number used by transportation companies to identify and track freight bills Purchase Order number Note After finishing the wizard the carrier information enter here will be sa
28. 11 18 2014 Gyr 8 43 00AM Arive To Date Time Miami Lakes 11 18 2014 v 11 55 00 AM H US Custom Codes for Origin and Destination Schedule D and K Origin 1808 x Destination v 7 Routed Transaction AES Related Companies 4ES Select the Service Type and mode of transportation If you are using the Routes feature select the route Then the details of the route will be auto matically filled in For more on routes see the topic Routes The Mode of Transportation is set to Truck by default for ground ship ments The dropdown menu and the button with the three dots gives you the option to add new modes of transport If using the Routes feature select the route For more details see the section Routes Enter the PRO number tracking number the Driver s name and number optional Enter the Departure and Arrival date and time information The To and From dropdown menus use the ports list for location names Note If using the Routes feature these details will be filled in automatically If you need to change the original date or time to an actual date or time change it here 404 NAVIGATING SHIPMENT SCREENS CHARGES TAB Charges Tab Other Tabs e Select US Customs codes for Origin Schedule D and for Destination Schedule K Use the button with the three dots to browse through a list of codes that are in the Magaya database After a code is used once it is as
29. Commodity Type Minimum Maxim 0 45359 1 00 Freight All Kinds 115 00 3 96832 unit 103 96832 f unit Freight All Kinds 125 00 4 40925 unit 104 40925 unit Freight All Kinds 80 00 4 40925 unit 12 40925 unit e Summary of Sales Rates per Route for agents agents at origin so they can see the rates and help them to sell the routes and for your customers to help them choose the route that is best for them In the report click on any charge to view its details As with all reports you can configure the columns save it print it or email it Other reports can be made by origin destination carrier etc 485 ROUTES AND SEGMENTS USE ROUTES IN SHIPMENTS 486 Index Numerics 3PL 17 A Accounting 111 Accounting from cargo release 316 Accounting from WR 227 Accounting Pickup Order 293 Accounting Wizard 68 97 Actions button 159 Activation Key 44 57 Add a license of Magaya software 58 Administrator assign permissions 75 Administrator login 46 Administrator rights 73 AES 426 Agent profit sharing set up 448 Agents 119 Air carrier 116 Air shipment export example 365 Air Waybill add new numbers 117 171 file 463 search 157 Air waybill 26 Air Waybill Number 366 AMS Customs messages 105 AMS tab on Commodity dialog box 193 Atrival Notice 466 474 Attach documents from Microsoft Outlook 216 Attachments 215 drag and drop 217 scan 217 AWB manual data entry or edit 394 prevent duplicate
30. Conditions on the top and results of the Condition s you apply on the bottom Advanced Filter Selected Field or Fiter Attachments Yes No O Bance USD Decimal Condition O Biting Chere Text Equal v No v O Bonded WH type Text OCES Number Tea O Canter Text Chargeable Weight b Decimal Fier Change to OR Add AND Add OR O Commodities Description Text O Consignee Text Al conditions AND O Consignes Address Tea Customs Enty Date Date O Date Date O Destination Agert Tea O Destination Agert Address Text O Destination Coury Tea O Destinsion Pat Text O Division Text The list of Available Fields changes based on the transaction you are filtering For example the available fields in the Pickup Orders advanced filter include Delivery Date Pickup Address Driver s Name and more Many of the same fields are available in all the advanced filters such as carrier date etc The Avail able Fields are listed in alphabetical order The Available Fields also have a Type associated with them Text Date Yes No Integer and Decimal These Types are defined as follows e The Text type of field allows text to be entered Available Fields that accept text include Carrier and Shipper The text field is not case sensitive e The Date field has a calendar for choosing the date and conditions such as On for on this date or On or Before for on or before this date There are
31. Gross Weight Weight of goods in kilos and or pounds Measurement Enter the volume in cubic feet or cubic meters Freight Charges Weights and Measurements This field is on the bottom of the form This field lists the charges from the carrier to the freight forwarder It 39 BILL OF LADING SAMPLE BILL OF LADING DOCUMENT pulls data from the Charges tab of the shipment and places them in the appro priate column Prepaid or Collect The system calculates the total You can print the document to sign it email it or send it directly from your Magaya system to distribute copies to the appropriate parties Sample Bill of Lading Document The following is a sample Bill of Lading form BILL OF LADING ee i er ery mean e ee ameaga e r oe sr 40 BILL OF LADING SAMPLE BILL OF LADING DOCUMENT The Magaya system includes many templates to choose from Documents Select Documents either from Standard Documents or from Templates you have previously defined Select from Standard Documents Templates 0O 0 0 0 0 0 0 008 Name Bill of Lading Bill of Lading 19020 Bill of Lading Multicurrency Bill of Lading With Totals Bill with Taxes Bill with Taxes and Withholding Cargo Manifest Cargo Manifest No US Customs Cargo Movement Cargo Movement 19020 Cargo Release Cargo Release 19020 S T NOTE If you desire to create template documents you can do th
32. INTTRA Tasks Folder Tasks can be created for many reasons such as when cargo arrives at your ware house and it needs to be unloaded checked and put away Other types of tasks 105 FOLDERS AND SUBFOLDERS TASKS FOLDER can be created for other employees not just warehousing and can be used as reminders The Tasks folder contains two subfolders e Pending Tasks View tasks that are not completed The oldest tasks are on the top of list for easy viewing and the newest are at the bottom File Edit Sales Operations Maintenance Shipment Magaya Network 602 J a D Back Ajr Ocean Ground P Pending Tasks gt Pending Tasks G Quotations T Status Type Date B Jobs Pending Receive WMS 05 25 4 A Purchasing Pendng Receive WMS 07 01 S E Sales W Pending Pick WMS 06 20 i f Bookings D Pending Notification Alert 06 06 History Tasks View all tasks Select the date range to view or filter the list as needed Click the Detail button to view more about a Task To add a new Task click the Add button in the toolbar at the bottom of the list or click the Task button when in a transaction such as a Pickup Order and fill in the information to send a Task to an employee NOTE The toolbar on the bottom is the same for Pending and History Tasks Reports of Tasks 106 FOLDERS AND SUBFOLDERS QUOTATIONS FOLDER Reports about the tasks can be made via
33. POTAA Stack Ikar o 2 lt v 3 t Z XIP ow els Add Edit Delete Filter Unfilter Actions Detail Detail button Click the Detail button to open a new panel In that panel you can select to display more details such as attachments SKUs and more Click the Detail button again to close the panel Configure Columns Click the Actions button to access the Choose Columns dialog box where you can set the column width order and which columns to see E Column Settings Name Type amp Description Text O Model Text Customer Text 3 6 Manufacturer Text Package Text There are many columns to select from including hazardous materials dimen sions value if items are on hold or not etc 258 CREATE AN INVENTORY ITEM DEFINITION INVENTORY ITEM DEFINITIONS LIST To see more details about your inventory quickly click the Detail button to open a panel Panels Summarized Inventory i Arriving Items 2 RB21 Attachments Categories Status Detailed Inventory btal Pieces Available Pieces tory by Wareh On Hand a ory by Warehouse 25 J On Hanketan iren AAAA 40 WoOnHand ALC 13 Choose Columns To group the resale items together select the column 1 Actions gt Choose Columns 2 In the dialog box click the Add Columns button to open the Related Columns box 3 Inthe dropdown select the Related Element Sale Item 4 Select Is a resale This
34. They can be turned off in Maintenance gt Configuration gt General gt Show learning tips and hints Additional user manuals and video tutorials are available from the Magaya website Learning Center page www magaya com Videos are also on YouTube com If you have questions or need help please contact Magaya Corporation Phone 786 845 9150 Email support magaya com Use of Magaya software and its documentation are governed by the terms set forth in your license Copyright 2015 by Magaya Corporation All rights reserved CHAPTER 2 INTRODUCTION TO LOGISTICS SUPPLY CHAIN OVERVIEW Chapter 2 Introduction to Logistics Supply Chain Overview A supply chain is a network of providers of merchandise from the raw materials suppliers to the final consumer The supply chain consists of several entities such as logistics service providers manufacturers transporters storage facili ties wholesalers and retail stores Let s look at the whole supply chain and see the place of logistics in the chain item 4 below Ce or Delivery id Delivery Manufacturer Warehouse k The components of the supply chain can be divided into the following parts 1 Plan Establish a plan for the whole supply chain Planning and managing the supply chain requires managing the business rules supply chain performance data collection inventory capital assets transportation planning configuration regulatory requirement
35. To get started using the software you can begin creating transactions or enter some of your company data to customize the software and documents to your needs See this manual for more on initial configuration and navigating the user interface We also recommend reading Chapter 8 in the Magaya Software Customization Manual which provides information about customizing the software to your needs especially useful for systems administrators and managers Database admin topics include Creating backups of your Magaya database e Improving database performance e Server authentication 53 CONTACT MAGAYA HELP NEXT STEPS 54 CHAPTER 4 INITIAL SOFTWARE CONFIGURATION INTRODUCTION TO THE STARTUP WIZARD Chapter 4 Initial Software Configuration Introduction to the Startup Wizard In this section you will learn how to set up your Magaya software after you install it You will learn how to use the Startup Wizard to set up your company information and the Accounting Wizard to set up your accounting information how to make changes to information how to set employee permissions and access to the different functions in the software Magaya software uses wizards to help you set up information about your company your customers and other details The information is saved and made available for performing tasks such as creating Warehouse Receipts invoices shipping documents and other transactions Also see Chapter 5 of this m
36. an H S Shipmenti9 2009 ae air j a Ocean Shipment20 Shipment22 Shipment25 4 HBOL9 Bill of Lading Packing List 4 HBOL10 Bill of Lading Packing List amp HBOL11 Bill of Lading Packing List 4 HBOL12 1 bb ecu thsec were a ere ances hot ae Vee cata vies 1202 Ce Ocean Shipment folder expanded showing documents for each House Packing List iati Sier In the cargo list cargo can be unpacked and repacked as needed More cargo can be added or unloaded The totals for the number of pieces and weight and volume are displayed on the bottom In the shipment screens and with the buttons on the toolbars you can set the shipment in transit liquidate it and other choices These are explained in detail in the topic Working with Shipments When ready to send EEI export information to US Customs or shipping instructions to INTTRA see details in the Magaya Software Communications Manual Navigating Shipment Screens This topic provides an overview of the Shipment screen and Shipment Toolbar buttons and the functions available when you are working on your shipments 393 NAVIGATING SHIPMENT SCREENS INTRODUCTION TO WORKING WITH SHIPMENTS Introduction to Working with Shipments Magaya Explorer displays shipments in three panes The panes and toolbars are the same for outgoing and incoming shipments of air
37. displayed in Magaya Explorer Pie Oot Sas Opmaibes Narimoce Jeret Magovelicteeh Accourtng Pepet Orta Heb fe a 3 2 3 2 8 5 Gord Doom Pree fed Debts Moi Ser Ma Tak Refresh Poders e Cee ams come a Saren hhn tarf 11 a 5 teed Paparo Maie E as Deere bhi EoI 11 10 55 tested apro Moree Few tar 11 a S mp Mares Frew APADO 13 ORS Ongeg Moret incoming Pemet gt o me 2 p gt A TEJ t 5 dw amp H Sewers anes a4 Dee wore Upon Tronsac Seed Creo AKAs B hpr a Gerea Gatesi Raging Changes Events Deive Atychwe P Sy Load Pa Due Pr D For Ar Wey 3i aain iia o O O onno O Looted 8 copta Storard5 gt Se ns Dable check 0 araa congo fr KAWEI 0 0a DOD 00 Cartoons Irvote C23 r at panne Sonatas Simat 1 Dabi chet to aria cagola HAWEN 0 Sba bOd t n ar way 3i Come Corben dateey v Amesi Paica iraia Away Bi Wantar Se x mas rote C27 se Ar Wey D Doct ng Nater La Eancased Pina Mose 53 en Deossii lene Tate Anaia tutn 5 EosadsdiDae ANAAO aan breve EN se ew Decret Vake ke Comings bow Corton Arte ranya lre Descrgmon of Gack Fre ow fimen Potted pare dor Caicara hvors C23 Su As ory eA cargo Mar est 0 inaus Quarditns Pacer 2 Max Weg Pacae veg oirm Songp Wegt Mex Voke 2 om oo 00 p gt Yoko oom Va Weyt cove Click on the Actions button and set the cargo In Transit This will update the status of the shipment and begin
38. is available in the Magaya Supply Chain Solution and Magaya WMS It can only be used for items that are On Hand Warehouse Inventory Lot Number nee y 125848 Wheelbarrow 52 e O e PVAC2 Perishable Vaccine Type 2 3 Oem XKJ 99504 o WH 11 Perishable Vaccine Type 2 12 00 10 00 4 00in LJ 3 T25 Tile Saltillo 75 6 0 X 130 Tile Porcelain 75 Click Locations to load cargo from locations in the warehouse WMS only To select all the items in one location select the location and click Mark All All items in that Location are available to be selected except those in Pending Tasks or On Hold Warehouse Inventory Locations Scan E Default Zone a faf F1 O9 3 Lettuce 20 00 20 00 10 00in 20 E P 3 Bell Peppers 15 00 10 00x7 00in 12 Ga R1 O J 2 2 HP Laptop 22 00 21 00 8 00in 5 Click the Scan option if using a scanner to scan the bar codes on the packages Note The bar codes are the ones created when you received the cargo and printed labels The scanner enters the bar code numbers into the Cargo Release To use this option your system must have the Magaya Bar Code plug in activated You can also scan by external tracking number when loading the CR If you want to create a partial shipment of the cargo select the item in the list and click on the Pieces button Enter the number of pieces Part of the box next to the item will be shaded indicating that
39. l In Transit Maintenance E E Accounting Outgoing Shipments Fs Incoming Shipments Miscellaneous lt q ili A J Loaded In Transit w In Transit Y On Hand J On Hand w On Hand WD At Desti w On Hand WD At Desti WD At Desti w Loaded w Loaded w Loaded T Loaded w Arriving 2 Pending 2 Pending w On Hand ws Loaded D On Hand J On Hand On Hand w On Hand we On Hand J On Hand 7 x Box New Balance running sl Box Reebok court shoes we Box New Balance running sl Box paint brushes Box watercolor painting sets Box canvas pre framed New Balance running sl Box Adidas soccer shoes Box New Balance 200 runni Box Baseball Gloves Box Adidas soccer shoes Box New Balance 200 runni New Balance running sl Box Baseball Gloves Small Laptop PVC Schedule 40 Pipe Bundle 5 rebar Box Chap Stick Box Chap Stick Reports Choose Columns Export Le large bolts T x Filter Jnfilter The folders displayed depend on the Magaya software product you have 135 WORKING WITH DOCUMENT AND LIST VIEWS RELATED COLUMNS 2 In the dialog box that opens click the Add Columns button Column Settings Name Type a Package Text Oo Description Text LS O Pieces Integer O Length lin Decimal Field Type Text Height in Decimal width in Decimal M Visible Weight Ib Decimal C Word Wrap Volume fe D
40. option in the Actions button when you are in the Quotations List view not the document view Query Rates This option enables you to run a query of all the selling rates in your system to see the best price See the section Query Rates for details Show Related Object This will take you to the next transaction created from this Quotation For example if you create a Warehouse Receipt WR from this Quotation click this option from the Actions button and it will take you to that WR Set This Quotation as Lost Use this option if the customer does not accept an Open Quotation If a quotation is set as Lost a checkmark appears next to this option in the Actions button options The status of the quotation is set to Lost and the icon becomes red To recover a lost quotation click on the option in the Actions button option The check mark will be removed and the status updated Import or export data from the Quotation list You can import informa tion into Magaya Explorer or export data out in XML PDF or CSV formats A dialog box opens with options To choose a different template for the document select the option Select Template this option is only available from the document view For 338 ACTIONS FOR QUOTATIONS STEPS example the template Quotation with Taxes is used to display the taxes for each charge You can also print print a batch copy or email a Quotation Filter the Quotation List The F
41. the list grows very long You can set a filter to display only those bookings that you want to see The Filter button offers two options Standard and Advanced For details on using the Filter button see the topic Filters 351 ACTIONS FOR A BOOKING 352 CHAPTER 13 TRIP SCHEDULES INTRODUCTION TO TRIP SCHEDULES Chapter 13 Trip Schedules Introduction to Trip Schedules For Carriers the Trip Schedule is the list of your actual flights and or sailings For NVOCC s and freight forwarders the Trip Schedules feature in Magaya Explorer provides a method of saving information about the vessels you own or carriers you use regularly that travel to the same destinations For example if you book flights from Miami to Freeport Grand Bahama every week then adding the flight information into the Trip Schedule will make the information available when you schedule a booking saving you time All you have to do is select the trip from the schedule and all the information is auto matically filled into the booking The Trip Schedules feature can be found under the Bookings folder 9 Bookings F Bookings F Booking List Trip Schedule You can also give your customers access to your trips so they can send you bookings requests via Magaya LiveTrack For details see Chapter 5 Magaya LiveTrack in the Magaya Software Communications Manual If you are using the Magaya Ocean Carriers Interface with INTTRA please
42. to search for an Air Waybill number select Shipment You can enter a partial number If you know the complete air waybill number use the Quick Find option on the Find button or the Folder option Set the date range by using the From and To dropdowns You can search by Transaction Number or by Text To search by text type the text into the Text field and click Find The advantage of using the Text search method is that you can find any text that appears anywhere in a transaction You can even search by a partial phrase For example if you do not know the whole name of a carrier or vendor you can search by using part of their name The results list will display any transaction or document that contains the text you entered The total number of found items will be displayed on the bottom of the find screen To view an item in the results list click on it and click the View button The dialog box for that transaction will open Tip You can also double click on the item in the results list to view it To go to the document or transaction click on the item in the results list and click the Go To button You can stop the search at any time by clicking on the Stop button to end the search The Quick Find option opens a search box that gives you the options to search by transaction type and number Select the type and enter the number When the transaction or document is found the search box closes and the document op
43. you have the details add them to this tab by using the dropdown menus as explained earlier ff Pickup Order Consignee Supplier Carriers Commodities Charges Events fajit Consignee Delivery Location Name Name v v Address Change Copy gt gt Address Place m Client to Bil Ultimate Consignee hA v Cancel Help For the Delivery Location field select the entity of the place where the items will go The Place field is used if you have Rates entered in your system Rates are recommended but optional Refer to the explanation in the section Shipper Tab If you know the client who will be billed select it The Client to Bill field is the entity that will pay for the charges The system defaults to the Ultimate Consignee for this field Change it as needed When selecting an entity for the Client to Bill field on the Consignee tab this affects the Charges tab by telling the system to default to that entity when you add charges on the Charges tab making charge creation faster Of course you can add a charge for any entity not just the one set in the Consignee tab as the Client to Bill Simply create the charge and select the entity you need to apply the charge to We ll learn more about charges when we get to the Charges topic Client to Bill 272 Pick UP CARGO CREATE A PICKUP ORDER SUPPLIER TAB Supplier Tab The
44. 00 HAWB11 Saks FifthAv Air Freight Service 659 27 0 00 HAWB12 Jimmy Choo S Storage Fee 120 00 0 00 HAWB12 Jimmy Choo S Inland Freight 0 00 0 00 HAWB12 Jimmy Choo S Air Freight Service 1977 80 0 00 Gen ad Sider ow Amiz e In this example there are two Houses HAWB11with four charges and HAWB12 with three charges All the Costs are Pre paid 441 LIQUIDATION AGENT PARTICIPATION The following screenshot highlights the income for the Houses Ligerdation far Siagian Sigana I USD woa Dwu mremr ail Seakan 5 a Da Fite bev ae gt Jwa Non dome wos Iandhagi w wE Jee Oos FisgeEenme F770 Inc PP Inc Col Gross Profit 0 00 250 00 210 00 0 00 35 00 35 00 0 00 500 00 470 00 0 00 813 20 153 93 240 00 0 00 120 00 50 00 0 00 50 00 4460 94 2483 14 Sawn ow EELE am wmm e The Income charges are Collect for HAWB11 and for HAWB12 the Income charges are Pre paid Also see the sections on Agent Participation and how to configure your system to generate the charges for the liquidation Agent Participation The following screenshot highlights the agent s participation and profit and your profit and the balance itemized per line of what the agent owes you A negative signs means that you owe the agent tsaren ee Frode Sonme 5 RYN Fee irah Aspi Eerie Agent Name Agent Partici Agent Profit Your Profit Balance Destination Ag 0 00 0 00 210 00 25
45. 101 Trip Schedule 353 copy a 360 create a 354 create a consolidation from a 360 view history 361 TSA 119 U Uninstall software 52 Unpack icon 200 Update Magaya software 49 US Customs 426 Vv Variable weight receive item 183 Vehicle shipping a 190 Vehicle EEI filing 426 Vendor add 121 Verify Packing List 436 View documents 128 VIN 194 find number 158 Vista Microsoft 94 VPN 47 W Warehouse Location Set Default 180 Warehouse locations 239 Warehouse locations how to add 241 Warehouse Receipt add commodities 177 create 167 Warehouse receipt 167 Warehouse Receipt number 170 Warehouse zones 239
46. 176 Commodittes is valet aa ar aaa a atl gad wean arse ieee ae deere ness 176 Add OMMOGINIES cS ch eo siciaes Met Deis es hotel Aa lee Sew eases ae 178 Id ntification Tab ne n02 oe 484s ow cand 4 a 4B 04 4 ee anes cae HA SOs 183 EBL TAG canton ncne ae aie ra aie hie eee aad alae ew a eA eG a Noss 187 Hazardous Materials Tab 22 s244 00 Stats e sae Sans oe ees 191 AMS T3458 etal catch Saget alee S sealed ees wre Res oh Said Panel Meee aS Wee ee 193 Attachments Tabi ris Is Sa os wens ernie bad kw Ree Oe ees AEs yal 195 Adda Container cf occ 6 see os eek Phe eR eh OE ieee ee Radek a 196 Scan Bar Codes to Enter Commodities 00 eee eee eee ee 198 Repaching Cargo 3 4 4 a aiusewe te T oe 4a haG eo de ed ibd Baga ele a eames Oa 200 Charges Sete tA Teter Mose Mac i a Be ate an ar Wena aaraa a taseatats 202 Event S ees eaaa a ei aea anak Eee alee Bi inl io CE hd ale Sete ele to Ty ate taht 212 Addan PGES eehui 2 kk gy ches beets Shale a a Mach E enh E 212 Demme New Event 4 100024 beatin S se etn aes FAO AE ow ae Wee oA Ce 213 Ata MeS 6 26 4 pats ok aes Soe ei oa Vata a Soy Sh oe oes A Eo ee 215 PG ATi AAC ATCT ed 02 oe Sk oA eee Geach d Bute eesti A te ale peddle ae teed oe Seog 216 Add Attachment from Scanner 0 00 00 ccc eee eee neces 217 Notes and Internal Notes 4 9 4 ns 3 foils s ON Nee a Sli Mea es RS 224 Notes 355 tae paa e a dS ies Wea Sak eae aa BAB ee aT LRA IAs Case A 224 Add Clauses to Use in N
47. 46in 100 aC Find Pieces of 100 Pieces View aes ar Group Houses by WH 120 Warehouse Receipt WH 117 Use WHR numbers WH 116 Shipper WH 114 African International Suppliers Agricultural W WH 113 Orlando Garden Shop Miami Distribution Ce WH 109 HWC Cargo Company WH 103 x 57 of 57 elements 2 H OoOoOoOooor Consignes Shipper amp Consignee EBS Additional house shipments Create 0 additional houses for which you do not have warehouse receipts You will have to enter the cargo information for each additional house later Note The screens vary depending on which software you use How to read the numbers before the item description The first number is the total number of items available and the following numbers are the Pickup Order and WR if there was a WR When loading items into a Shipment from WRs all items are avai labe to be selected except those in Pending Tasks or On Hold Just click Mark All 387 CREATE AN OCEAN CONSOLIDATION EXPORT STEPS TO CREATE AN OCEAN CONSOLIDATION EXPORT Pickup For cargo that does not come to your warehouse All items are availabe to be selected except those in Pending Tasks or On Hold Just click Mark All Inventory To ship by part numbers used by distributors The Mark All button is only active after you select a part number These items are On Hand Locations To select
48. 9g a e pals E E E 9 4 ge eid dees EAE ha 4 451 How to View Shipments os Bee hes Seca eases gta inte abetas BR euler ead Se gntsunraate Pcl acs 456 Work Load older 2 20 vuated uid eee dentin age oipeuye ete tas 456 HicTransit Folder nsen cost bd acta tnd ac Pah ant Sleds sh nd chee a eena eons 456 DUN 170 6 permet er Amr ar Ory Mer ee Or Renee Rarer ge eer meme er Re ee a 457 1 Create an Import Shipment 5 4 44 daveowe dosed daavedada fivia Bie 459 2 Liquidate the Shipment e4 0 2 ses Gada pea ay seek ad Pas eG sae a 471 3 Perform Reception Process 2 2 2 4 5 xara 5 05 atag Sn ee week SG ee hk Sted 472 4 Create Arrival Notices ocan oiick ss fb tits SENG N EN od Gilets ge uee Bk ass 474 5 Release Cargo for Final Delivery 240 ee eats ee Sad Bien Feces ee 475 Routes and Segments s4 5 hese 8 NGA SS ees RRA RaW EL Re EW Oh gw das 476 OVERICW odor tiied ot dais Me iia teats BAe e Weald eos wae eats see OMe ee 476 Create Segments oss An asuehiee 2G haW E a BR YE aa eee 477 Create ROUTES 62 sae aa e g ies pale PD lt aS ENR oe ats RER ase aes 479 Use Routes in Shipments sincu abode fed eben SRS See eee ees Seas 483 Index SECTION 1 GETTING STARTED Getting Started Section 1 Cr S SECTION 1 GETTING STARTED 10 CHAPTER 1 How TO USE THIS MANUAL INTRODUCTION Chapter 1 How to Use This Manual Introduction Welcome to the Magaya Cargo System Operations Manual This manual is designed to teach you
49. A PICKUP ORDER SHIPPER TAB To add a zip code to a port go to the Ports list click the Actions button gt Select Zone Definitions Click the Add button and enter the zone details File Edit Sales Operations Maintenance Magaya Network Accounting Report O 6 a O a hh Bs Back Forward Pickup Receive Release Docum Print Fi Ep Page One Ports Zone Definition X H Magaya Network i O Task Zip code Name State asks a Quotations a A Warehousing ja Maintenance i Carriers Forwarding Agents Zip Code Warehouse Providers 8 Customers 8 Vendors Port Place Salespersons amp Contacts 2 Employees hA Ports _ gt Countries ogi Configuration aoe Rates ce Accounting H I Miscellaneous Name State Region oF Add x Edit Delete w Actions Y y Filter Unfilter 270 Pick UP CARGO CREATE A PICKUP ORDER CONSIGNEE TAB Here are some examples zones defined Ports Zone Definition x Zip code Name State Place Name 40410 Orlando FL Orlando 33172 Local Zone 1 Florida Miami 33010 Miami FL Miami Name Orland Zip Code 40410 State Region FL Port Place Orlando v Consignee Tab The Consignee is the person or company who is receiving the goods ultimately When you are creating the Pickup Order you may not have this information If 271 Pick UP CARGO CREATE A PICKUP ORDER CONSIGNEE TAB
50. AWB 458 Filter 151 Filter Advanced 153 Find 289 Find button 156 Find commodities 328 Flight number 370 FMC 62 Freight Charge in an ocean shipment 413 G Getting Started 53 57 Getting Started with the software 55 Grayed out button 96 Group houses 388 H Hard drive size recommended 43 Hazardous materials 191 Hazardous materials columns in WR list 258 Help 52 99 Hide folders 102 History Tasks 106 Hold commodities 178 232 House shipment documents 390 House add new to shipment 424 HTS codes 193 I IATA air waybill codes 118 IATA code 29 Icons status of cargo 199 Import Shipment arrival 474 liquidation 471 reception 472 send Transaction Tracking emails 473 Import shipment create 459 In Transit folder 456 Incoming Shipments 112 Inland freight 206 Install software on a network 47 on a single computer 44 on terminal services 48 Interface 93 Internal Notes 226 INTTRA shipping instructions 428 Inventory Item Definitions 252 create 252 Inventory items cost 255 Invitations 104 IP address static 47 Items and Services 111 ITN Internal Transaction Number 190 J Just in Time 25 K Known shipper 115 Known shipper print air shipment documents 419 L Labels print 289 Labels print 435 LCL 385 Letter of Credit add to shipment 372 386 390 Liquidation 21 438 agent share of shipment 448 configure 447 reports 447 view transactions 450 List view how to save 130 Lists sort item
51. Booking Number This is the booking number from your Trip Schedule if you are a freight forwarder and you have a booking with a carrier or shipping line Select the Carrier from the dropdown list The Mode of Transportation of Vessel is displayed by default for an Ocean Booking To change it use the dropdown menu Select the vessel from the dropdown menu Select the Departure and Arrival at the destination ports and date The date is filled in automatically with today s date Set the Spotting Date and Cut Off Date and Time by using the drop down menus The date and time are filled in automatically with today s date and time by default The Spotting Date is the date that the container is placed at the customer s location The Cut Off date is when the container needs to be ready to be taken to the port To deactivate either field uncheck the box The deactivated field will not appear in the document or in the online tracking document 346 How TO CREATE A QUICK BOOKING 2 3 Click the Next button to enter commodities in the cargo screen Ocean Booking Wizard Cargo in this booking Enter the detail of the cargo in this booking Status Pieces Type Description Weight Ib Booked 2 20Ft Garden Tools 454 00 2 Quantities Pieces Weight Volume Volume Weight 454 00lb 0 00 0 00 lb e When you click the Add button to add cargo the fields in the columns will be high
52. CRITICAL SURFACE UPSF UPS FREIGHT SERVICES INC UPSG UPSTAGING INC UPSH UPS EXPRESS CRITICAL CHARTER UPSN UNITED PARCEL SERVICE INC memme ee es te ee we oe ss Pewee ow Save the information by clicking the OK button in the Carrier dialog box Air Carriers and Known Shippers If an air carrier is passenger only check the box on the Airline tab in the Carrier profile dialog box Only cargo from a Known Shipper can be loaded onto a passenger only flight or a passenger only carrier The Known Shipper checkbox is on the Pmt Terms tab 116 MAINTENANCE FOLDER CARRIERS You can assign flight numbers in the Airline tab Carriers General Address Billing Address Other Addresses Contacts Airline Rates Che IATA Account Number DL Airline Code DAL By Airline Prefix DA Air Way Bill Nurse ase Passenger Flight No No Yes In your Carriers list to view which shippers are Known Shippers select the column header from the Actions gt Choose Columns option Carriers Name Entity ID Type Known Shippes SZ TACA Carriers 54 COPA COMPANIA PANAMENA DE Carriers S2 DELTA AIR LINES INC Carriers Carriers 8 Sugarland Trucking Co Carriers Delivery Masters If your company is an air carrier verify that the Configuration gt Company Type is selected as Air Carrier This will enable to Air Waybill field to appear on
53. Cargo Release Distribution CangoRelease Cargo Release Distribution Summanzed By Location CargoRelease Cargo Release Distribution Summarized CargoRelease Cargo Release_TSA CargoRelease lt V Link selected template to current transaction C Set selected template as default e The default Cargo Release template Cargo Release Distribution Summarized by Location Displays items grouped by part number for each different location Cargo Release Distribution Summarized Displays items by grouped by part number Cargo Release Sorted by Item Index Displays items sorted by the order in which the user put them 321 WHAT ACTIONS CAN PERFORM WITH A CARGO RELEASE OTHER ACTIONS To view the history of the cargo release such as a Warehouse Receipt or Invoice for this cargo select the option History A dialog box opens listing all the transactions related to this cargo History for Cargo Release 3 Type Date 12 15 2008 You can view a transaction by selecting it in the History dialog box The View button opens the dialog box for the transaction The Go To button takes you to the document To return to the cargo release use the Back button To cancel a CR or other transaction delete it All the items in that CR will return to your database The record of the cancellation deletion is kept in the Transactions Log on the top menu go to Options 322 WHAT ACTIONS CAN PERFORM WIT
54. D ea a 300 Select the Cargo to Release i ok ota Sb Weeks SENG ah etna wae Be 300 Charges Tab calahs fel Gtk aoe a a Oe a ata E ate ea a te MN re lant 309 Events Tab Suarna 9 ah haaa paw ehh ep ead og Pan Mad a4 Be Lata Paw AN 312 POINT be iarsa he aii ai toda te Sot a T Ree bale Neda ive ahaa Seti Ce dale aes 313 Attachments Tab so yeycesan ee Cay es FEE E aa RE E A aT 314 Notes Vales ainan ne a e EA chee ae E A a eee hes Eai 315 Internal Notes Tab T sorier anait E EER E E ee E RA REDA 316 What Actions can I Perform with a Cargo Release nnana 316 Generate Accounting Transactions from a Cargo Release 316 Other ACHOS opes te Sh pee poprh tants AS dha a a eee Og dates ee aS Oe 4 319 Verify a Packing List in a Cargo Release 0 00 c cece eee eee 323 Chapter 10 Working with Commodities Commodity List and HTS Introduction 0 0 cc eee eee eee 325 Reports from the Commodity List 0 0 eee eens 325 Other Types of Reports ienas Mandate Pek bees owl het ad ee Ga ed Rees 326 How to Find Commodities in Magaya Explorer 0 0000 c cece eee 327 Use the Find Button 4 0240 3 ou hehe 2s See oe RNS ok Ve ce ical 328 Use the Filter ution Jonas oa aut og nee eee apm eug a nA DA 328 Section 3 gt Shipping 6655 403 Fn bes ahaa ss smesa Ss Wl Goes Ged Soares 331 Chapter 11 Quotati ns sas aisha esas So nls sca 6 oa sw EE sera pes elope bara a ca 333 Introduction errue hs Sot a went a ala
55. DOCUMENT AND LIST VIEWS RESIZE WINDOWS AND PANELS Widen panels in the Shipment screen to expand or contract it IRA a e Hw Send Customs Commo Actions wbill Notes Internal Notes gt Load dh Add Unload GB Repack o All cargo for Shipment107 A 123456 16 37 5 rebar 140 00x48 C Q 123456 16 37 52 inch Rebar Cutter Click to widen AQ 123456 Paint 9 00x12 00 7 00in 10 panels You can widen panels between many screens in the system 164 Section 2 Warehousing HA SECTION 2 WAREHOUSING 166 CHAPTER 6 WAREHOUSE RECEIPTS INTRODUCTION TO WAREHOUSE RECEIPTS Chapter 6 Warehouse Receipts Introduction to Warehouse Receipts A Warehouse Receipt WR is a document that records when cargo arrived was unloaded checked in and assigned a location in your warehouse A WR is needed for any cargo that enters your warehouse The WR informs the customer that you are now in possesion of the cargo also called commodities and it provides proof that the commodities listed on the WR are in the warehouse stated on the WR Entering the cargo into the Magaya Explorer also updates your inventory records This chapter explains how to create a WR and work with the tabs on the WR dialog box Receive Cargo Create a Warehouse Receipt Introduction In Magaya software a dialog box helps you create a Warehouse Receipt WR document All the information you en
56. E A Bookings Warehousing JS Maintenance H Accounting E E Outgoing Shipments H 2009 Hq 2010 Hq 2011 Se 2012 O Air r Ocean l Ground T 2009 Se 2010 amp Ocean Import 26 Shipment4s Shipmentso g Shipment5S2 E E E H 6 Incoming Shipments The Incoming Shipments folder is the place where you will create your own subfolders to organize your incoming shipments For example you may choose to organize the incoming shipments by year and month You may also want to have a subfolder in each month for Air Ocean and Ground shipments Right click a shipment folder to see menu options The Shipment transactions and their documents are organized by House and Master 0 From Online Shipments i amp Outgoing Shipments ee 2013 OO air J Ocean 4 OceanShipment5 6 Master i 2 Shipments3 hipment 2 Shipment59 a E S Bill of Lading Cargo Manifest Dock Receipt Master A documents See also Also refer to the topic Working with Shipments to learn more about creating shipments in Magaya software 112 FOLDERS AND SUBFOLDERS MISCELLANEOUS Miscellaneous In the Miscellaneous folder add templates such as Microsoft Word documents that you want to use in Shipments H 6 Incoming Shipments 3 A Miscellaneous i p Templates aw shipping docs air hoof Air Way Bill sofa Cargo Manifest sofa Loading Guide nf Packing List i shi
57. Exporter 1 System Roles B vacteue Ene EET dose Forwarding Agents 2 35g g WMSUserl Divisions fmi g Warehouse Provider g WMSUser dese g Customers g Aana Choose Columns z 8 Vendors g Operations Manager Import Salespersons g Operations Staff Export Contacts m Q lt 2 ir X P Y il E Add Edit Delete Filter Unfilter ae Actions The Group List opens Employees Group List X Group List Name Description g Importers Importers are users who have access to Importation they can g Checking Users that can create checks and make deposits Account Payable Users that can enter bills and make bills payments Account Receivable Users that can enter invoices and receive payments 3 Warehousemen Warehousemen are users who only have access to the warek 78 PERMISSIONS How TO SET PERMISSIONS 3 Click the Add button in the Group List to add a new group Enter a group name and description information General Name Description The description and name can be edited later if needed 4 Click the OK button to save the information and exit the dialog box A maximum of 32 groups can be created By default Magaya software creates a group called Everyone in all folders To restrict access to certain folders you will need to edit this default by removing Everyone from the folders that need to be restricted Steps to remove Ev
58. Ht ia he eee Men ol sg Ueno eat le A 333 Create a Cargo Quotation 5 5 25s ions Gousha GaGa eas He Ge essa eS 333 Actions TOF QUOLAONS inaa dyad and a gk areata ice See ate aa ea ee 337 Query RAS 35 cin ote AG Bae hae ak Oe a ee ee WAS ae ee SD 340 Chapter 12 Bookings sh3 sos e654 ak eT eA Da ee Rea eles 343 Introduction to Bookings casio 0 gsi cete snare asa Sate ar dcacdyard eesnlure Stay sake SPB epee den acars 343 How to Create a Quick Booking 224 aee ceews asco liedaseceew sarees ei a4 344 Actions for a Booking o3idene puted ane cannn eed peer OAd ahisewedgu ahead 349 Chapter 13 Trip Schedules lt 3 4scca4 lt 6 6k4 so8es eek wee hes L4G OE eR SEER EY EES ERS 353 Introduction to Trip Schedules 22 45 ees 4 ed seed tad Mews dons aoa Ba Rg sees 353 How to Create a Trip Schedule 3 5 eerie ss Chek ee eis Se Re wee 354 Step by Step ProcedUte catia tvee Miag eG Aies 649 ee Mla deyodate dove Bia 354 Actions You Can Perform from the Trip List 0 00 e cee ee eee 360 Chapter 14 Creating Shipments 0 cc ccc ccc e cee w ee eee cece eee eee 363 Introduction to Shipments 0 2 cew baguette lew ee eye ewe wie ew be 4 363 Create an Air Export Shipment 0 cece cece cece eee eee eeee 364 Use the Wizard to Create a Shipment 0 00 cece ence eee eens 364 General Screen in the Straight Air Export Wizard 0005 366 Entities Screen in Straight Air Export Wizard 2 0 00 0 00
59. Import Purchasing H E Sales Shipment f Bookings Create Houses Wizard H A Warehousing f Maintenance B Carriers 95 MENUS AND TOOLBARS TOP TOOLBAR Find button Gives you the option to search by transaction number with the Quick Find feature or to search by any text in a document See the topic Find Button Magaya Network Accounting Reports Options Help X e Network aning Results Transactions Ctrl F daten From 2 1220 Quick Find Ctrl Q Bs Entity Finder Ctrl E Screened Object i Find Vehicle Folder Alt F3 Find next F3 e Network To log in and out of the Magaya Network and to access the Communication Center to exchange Magaya transactions with others in the Magaya Network such as destination agent who also uses Magaya soft ware Send To send messages within the Magaya Network such as to an agent A dialog box opens displaying the list of your contacts See the topic Overview System to System Transactions for more details Oo m 2 io e o RA Sen Email Task Refresh Folders Email To send documents via email See the topic Batch Email for details on batch emailing e Task To create to do lists for employees or to send a Task to a handheld device running the Magaya WMS Mobile application Other buttons Print Delete Refresh and the Folders button Use the Folder button to hide the list of folders on the left side of
60. Magaya Explorer and widen the document view You can also click and drag the line between the folders list and the document pane to widen or reduce it NOTE Ifa button is grayed out you may not have access to that function due to permissions restrictions 96 MENUS AND TOOLBARS MAIN MENU Main Menu Above the buttons on the toolbar are other commands This is the Main Menu toolbar The commands on the Main Menu toolbar have dropdown menus with options The following list provides a brief overview of the options all of these functions are explained throughout the manual File Use this to access the wizards for Startup for Accounting and the My Company Info wizard Also use File to set employee permissions for administrators to create new folders or shipments and to view your Magaya software licenses and services To download a new document or label template click File gt Download Document Use this to get a document you customized yourself or had Magaya Corporation customize for you Edit Sales Operations Maintenance Sh My Company Info Startup Wizard Accounting Wizard Download Document New gt Print Ctrl P Print with Fiscal Printer Print Setup Print Previews Print Labels Print Pallet IDs Select image capture device Permissions N Licenses and Services Save Co py Ds Export to XML Save to PDF Exit The functions highlighted depend
61. Number 1111 x Booking Number BN715 Executed Place Miami vi Executed By Ilene Taylor v Executed Date 10 6 2012 Y Declared Value for Carriage for Customs Description of Goods construction equipment Quantities Pieces Weight Volume 54 256 00Ib 172 80FF 1798 79 lb The data you entered in the wizard appears in the fields You can make edits if needed If you do not use the wizard to create a shipment enter the following information into the fields The Shipment Name is assigned automatically by the system To change it type over it To set up numbering go to the Maintenance folder and click on Configuration This is the same for air ocean and ground If you copied a shipment to create another click the arrow button next to the Shipment Name field to get the next shipment number available so you do not have two shipments with the same number Enter the Air Waybill Number from the airline If the field is grayed out use the Set button The Set button is used to select the air waybill number from a list of pre set numbers given to your company by the airline Create a pre set list in the Maintenance gt Carrier folder To prevent duplicate AWB numbers set your preference in Maintenance gt Configuration gt Air Enter the Booking Number Select the place where the shipment is being executed in this example the place is Miami The field for Executed By is
62. Order List A Warehouse Receipts A Warehouse Receipt List B Commodity List Cargo Releases Cargo Movements g Cargo Movement List Package Types Locations Inventory Item Definitions Commodity Classifications Shipment List 297 RELEASE CARGO CREATE A CARGO RELEASE GENERAL INFORMATION Release Cargo Create a Cargo Release The following steps explain how to create a Cargo Release using the wizard which creates the Cargo Release document for you While working in the wizard you can move back to a previous screen as needed After completing the wizard all the information you entered is saved and filled into the document Then you can edit it add other charges print it email it etc Start Click the Add button A wizard opens The first screen in the wizard is for entering General information to create the Cargo Release CR document Let s look at the fields on the General screen General Information The following fields are filled in automatically the release number time date employee and issued by your company is the default 298 RELEASE CARGO CREATE A CARGO RELEASE GENERAL INFORMATION The Released to field is for the ultimate consignee General Information Enter the general information for this cargo release such as the Number Date and Release To O W Empty Release Number CR 65 Creation Date 112 3 2015 B Release Date 112 3 2015 Bv Time
63. RECEIPT PRINT LABELS If you do not want the tracking number to print on labels for items that have part numbers set this option in Maintenance gt Configuration gt Labels Configuration Automatic Charge ia Form Filling Mm Labels WW Labels Printer Type Windows Standard Printer Zebra Printer Print warehouse item description Print company information Print consignee name Options for all users C Do not create tracking numbers for items with part numbers Check the option Do not create tracking numbers for items with part numbers This prevents the tracking number from appearing on the label for companies that want to identify items by part number when working with the Magaya WMS Mobile but need to print labels with other information about the items 235 WHAT ACTIONS CAN PERFORM WITH A WAREHOUSE RECEIPT DETAILS PANEL Details Panel In the WR List click the Detail button to open a new panel B Dates Status Number Date Shipper Consignee w On Hand WH 101 06 08 2012 Atlantic Surplus iB In Process WH 100 12 13 2011 HWE Cargo Company D On Hand WH 99 12 13 2011 HWE Cargo Company Cartegena Const w In Process WH 98 11 17 2011 Atlantic Surplus D On Hand WH 9 11 14 2011 Art Supplies Art Basel Gallery w In Process WH 9B6 09 16 2011 Chevron Refinery Chevron Refiner I In Process WH 95 08 16 2011 HWE Cargo Company w Delivered WH 94
64. Rate You can also query existing rates Non freight charges can be selected and prices set using the Set Tariff button Only use the Tariff button for charges that do not depend on origin and desti nation E Route Segment Route Segment Cost Sale Routes Notes Internal Notes Charge Price Currency Cartage Cost 65 00 United States Dollar Rail Freight Service Cost 0 00 United States Dollar Storage Cost 1 00 United States Dollar Note When you create a shipment that uses this segment the system will apply the cost to the Master in shipments Sale Sale is the income for this segment Sales charges apply to the Houses in ship ments Tip It is more common to only add the costs to the segment and leave this tab blank because you are selling the whole route not just a segment But you can add sales here so the charge is not forgotten when creating a shipment The Routes tab shows the routes that include this segment Extra Info You can add different carriers for the same segments and compare rates You can also use a segment in different routes If you want to disable a route segment so it is not available for users to select uncheck the Enabled checkbox on the screen This will save the data but deac tivate it 478 ROUTES AND SEGMENTS CREATE ROUTES Create Routes A Route is a combination of different segments that represent one multimodal shipment option Click the Ad
65. Receipt WR click on the Actions button and select Create a Copy A dialog box will open with all the fields filled in based on the WR that you were viewing Change any fields as needed Click the OK button to save and see the new WR To exclude a document from tracking click on the arrow on the side of the Actions button and select Exclude from Tracking This adds a checkmark next to the menu choice Exclude from Tracking This is used if a transaction is not complete and you do not want it to be viewed via Magaya LiveTrack To change the WR so it is included in tracking click on the Actions button arrow again and select Exclude from Tracking The checkmark will be removed To view the history for the WR click the Actions button not the arrow on the side of the button A dialog box opens If there is any history it will appear in the list Select an item and click the View button to open the dialog box for that item or click the Go To button go to the document History for Warehouse Receipt 34 Type Name Date Shipment 777123 12 15 2008 Pickup Order 13 12 15 2008 Purchase Order 2 12 15 2008 Job 2 12 15 2008 The Actions button offers many options depending on the transaction you are working on Examples e When viewing a check the option to void the transaction is available from the Actions button When viewing an invoice you can receive payment e Ina Cargo Release you can set it in transit or as deliv
66. Schedule E3 Dates All vi From 25 To 5 Status Type Trip Number Departure Date Arival Date Origin Port w Open Ocean 10 07 06 2012 07 16 2012 Hamburg J Open Ocean 8 07 02 2012 07 13 2012 Houston D Open Air 7 09 16 2011 09 16 2011 Miami D Open Ocean 6 04 09 2010 04 12 2010 Miami D Open Air 125 04 09 2010 04 09 2010 Panama City D Open Ocean 4 07 10 2009 07 14 2009 Miami D Open Air 2338 07 07 2009 07 07 2009 Miami Reports gt Create Consolidation Create a Copy view Bookings View Commodities Set Reset as Closed Choose Columns Import Export History t Z Xo P rR 5 Detail Create Reports Reports can be made about the trips based on any of the fields listed in the reports list The report can be saved or emailed e Create a Consolidation A wizard opens that enables you to create a consolidated shipment from the trip The Bookings from the trip will be converted into House shipments and the trip will become the Master shipment for the consolidation You can choose to make the shipment number the same as the booking number Any Attachments in the Trip are moved to the Consolidation transaction not copied Create a Copy The copy of a trip will contain all the same information except for the Trip Number which the Magaya system will assign auto matically 360 How TO CREATE A TRIP SCHEDULE STEP BY STEP PROCEDURE View a Boo
67. Serial number on Inventory Item Definition 254 Serial numbers receiving 184 Server installation 47 Service Type Port to Port 384 Shipment General tab 396 Shipment List 451 Shipment reports 453 Shipment Routing tab 400 Shipment screen 393 Shipment screen widen panels 396 Shipment Statistics 454 Shipment Toolbar 394 423 Shipment Wizard buttons 95 Shipments 363 add documents to House 390 add freight charges 409 agent profit sharing 444 copy 397 create a consolidated export shipment 381 create a straight shipment 364 Documents email 422 Edit 449 Generate charges 447 link document 394 Liquidation 438 print documents 417 Proof of Delivery 405 reload data 395 set in transit 427 split Houses 379 verify charges 427 view history 427 Shipper Export Declaration 19 Shipping charges 409 Shipping instructions to INTTRA 378 393 428 Signatures electronic 406 SKU 253 Software components 48 Startup Wizard 57 97 Activation Key 60 Create password 61 Statement customer s shipment details 451 Subhouses 379 Supply chain 15 System requirements 43 Systems administrator 73 T Taskbar icon 49 Tasks 105 Tax exempt entity 121 Tax split transactions 449 Taxes Watermark print 418 display in Quotation 339 Weight variable 254 Third party logistics provider 17 Welcome screen 93 Toolbar 95 Windows XP Vista 7 43 Toolbar buttons 139 Windows XP 94 Tracking Details 213 Work Load folder 456 Transaction Log 140 Tree view
68. Warehouse Inventory Locations Scan 0O w 3 Bell Peppers 15 00 10 00x7 00in 12 3 09 3 Lettuce 20 0020 00 10 00in 20 LJ yg 2 2 HP Laptop 22 00 21 00 8 00in 5 Choose Warehouse Receipts columns Choose Items columns aE v Fill in reverse order apd A dialog box of Column Settings opens The columns shown depend on the list you view Explore the options to configure the view to your prefer ences e B Column Settings Name Type v Number 7 Shipper Text S W oO Consignee Text T E O Status Text Date Date z E Issued By Text E Supplier Text O Carrier Text E O Warehouse Provider Text E 6 Employee Text C 6 Destination Agent Text E Pieces Integer E weight Ib Decimal A PRN Number Tevt ms dh Add Columns v Cancel Help Field Type Text Visible Word Wrap lt A Width 70 Note If your system is configured to prevent loading items that are in a Receiving location then you cannot load them in a release Click the Finish button The wizard creates the CR document for you auto matically The inventory records in your Magaya database are updated according to the items you just released You can print or email the release as needed You can also print labels 308 RELEASE CARGO CREATE A CARGO RELEASE CHA
69. Yes 1 00 54 39 UPS Air IT GS Open CourierFee Yes 1 00 65 27 Bill s Storage Units Delete Generate Charges Totals Expense Income Profit USD 54 39 USD 65 27 USD 10 88 MAGAYA TIP Close Cancel When you click the Generate button a confirmation screen opens showing the generated charges and group them and create invoices for each customer The charges that will go to bills are also grouped and bills are created for each vendor Then these are posted into the Accounting system automatically for you Confirm Accounting Generation mza The follovang vansactions were generated please verily them and ciek on OK to add the transactions to your accounting Otherwise cick on Cancel to abort the operation and fix the problem Type Number Applied to Date Employee Account Name Debt USD Credt USD Ba Bil 219 FedEx Ground 11 26 2014 Adminstrator Accounts Payable 125 00 invoice 182 Became Bike Shop 11 26 2014 Administrator Accounts Receiv 155 00 Confirm accounting transactions b Date for Transactions 11 26 2014 Expense Income Total USD 125 00 155 00 ok Canc Help You can also create accounting transactions from the Cargo Release by listing all the transactions for that release To do this follow these steps 317 WHAT ACTIONS CAN PERFORM WITH A CARGO RELEASE GENERATE ACCOUNTING TRANSACTIONS FROM A CARGO RELEASE Option If you need to change
70. a copy of 291 view attachments to 291 Pieces field 181 Pieces released 303 Pieces versus Quantity 181 Plus sign 101 Port to enable for database 43 Ports add 124 Pre paid Charges 413 Preview 93 Print button 140 Print labels 435 Print labels from WR 233 Print multiple documents 146 Print shipment documents 417 Printer settings 142 PRO number 176 300 Profit button 425 Profit sharing 442 Proof of Delivery Cargo Release 313 Purchase Order 25 Q Query rates 340 Quick Booking set up 344 Quick Find 157 Quotation 17 cargo 333 create other transactions from a 337 view history of 338 Quotations 107 333 R Rates add 115 Refrigerated 197 Related columns 134 Release cargo 298 Repack cargo 200 433 create multiple packages 200 Replenish inventory notice 255 Replenishment setting 255 Reports menu button 99 Returned items 168 Roles how to assign 87 Route reports 484 Route select in shipment 370 Routes 476 479 add costs 481 add segment to 480 all in one charge 481 Charges 484 rates override system 483 use in a shipment 483 well formed 480 S Sales Order 25 SCAC 62 Scan attachments 217 Scan cargo for receipt 198 Scan items verify packing list 437 Schedule B code 187 Schedule B codes 244 Schedule B D and K codes 63 Schedule D work with list 124 Schedule D and K update port lists 126 Schedule K work with list 124 Search 327 Air Waybill 157 SED 19 Segment 477 cost 478 freight charges 478
71. above Batch Printing Wizard Welcome to the Batch Printing Wizard Please take a moment to select the documents you would like to print This wizard well allow you to configure a prirter For each document and wil create a print job for each differert printer you select e Glick on the Next button to start Click Next and in the next screen select what you want to print this example shows a Master shipment with the Houses listed Batch Printing Wizard x Shipment Selection Please select the shipments containing the documents you would like A to print fer All Status Type Date Waybill Number Shipper Select All w Loaded Ocean 10 17 2013 15705116 HW Cargo Clear All F w Loaded Ocean 10 17 2013 HBOL44 Barcelo Capt Loaded Ocean 10 17 2013 HBOL45 Deco Truss Unfilter Click Next In the next screen you have the option to select a different printer for different documents For example if one document needs to be sent to the Accounting department s printer and another document needs to be printed in 417 PRINT SHIPMENT DOCUMENTS USING THE PRINT WIZARD the warehouse click on each document and click Configure to select the printer Batch Printing Wizard Document Selection Please select all the documents that you would like to print ngs For one or more document at a time Select the documents you want to print Document name Printer Bill of Lading Sup
72. an item is scanned from one location into another the system saves the movement tracing the item every step of the way See the section Create a Mobile Location in the Magaya WMS User Manual Tips When selecting bar code labels for racks ensure the barcode stickers are durable can handle temperature changes and can be read from the distance that the barcode reader laser can reach especially for high racks Definitions can be added to locations for picking putting away and replenish ment operations This feature is available in the Magaya Supply Chain Solution and Magaya WMS See the topic Location Definitions for more 241 How TO CREATE WAREHOUSE LOCATIONS STEPS Steps Follow these steps to add locations 1 Goto the Warehousing folder gt Locations eae varehousing E Pickup Orders E Pickup Order List A Warehouse Receipts A Warehouse Receipt List B Commodity List S Cargo Releases Cargo Release List Cargo Movements E Cargo Movement List Package Types J Inventory Item Definitions Commodity Classifications Note This screenshot shows the Magaya Cargo System Your Ware housing folder may look different depending on your permissions access and if you have a different Magaya software 2 Click the Add button A dialog box opens Identification Custom Code Description Definition X Type Storage z Zone Default Zone Customer v Length 0 00 in
73. and Internal Notes Details View When viewing the list of Quotations you can see details of any quote by clicking the Detail button In the panel that opens select a detail option from the dropdown list Actions for Quotations After you create a Quotation and the customer accepts it you can transfer the information in the Quotation automatically to create the following transactions by clicking on the arrow on the side of the Actions button and selecting the transaction choice from the menu 337 ACTIONS FOR QUOTATIONS STEPS Booking Warehouse Receipt Pickup Order Shipment Invoice This Actions menu is available from the document view the list view or by selecting a Quotation in the list view and right clicking on it Additional options are available from the list view such as Reports Other actions that can be performed with a Quotation are To view the history of the Quotation select the History menu option A dialog box opens listing all the transactions related to this quotation If you create a Booking or other transaction from this quotation that history will appear in the History list Extra Info In the menu History is in bold this means this is the default action if you just click the Actions button instead of the arrow on the side of the button The Actions button in all the Magaya screens functions in a similar way Reports You can create reports about the quotations by selecting the
74. and consignee information in the Entities tab for the Master Add Air Shipment Consolidation Wizard Import Select the entities Select the entities involyeddh the master shipment he entities for house Sad the Cargo shipments will be pulled when yo Sto Shipper Ultimate Consignee Name Caribbean Flower Company w Name MC Cargo Company Address 21 Sugar Cane Mill Rd Address 8725 NW 18 Terrace St John s ANTIGUA ANC Miami FL 33172 Ea UNITED STATES Notify Party Intermediate Consignee Name Name Address Address Forwarding Agent Destination Agent Name Caribbean Flower Company w Name MC Cargo Company Address 21 Sugar Cane Mill Rd Address 8725 NW 18 Terrace St John s ANTIGUA ANC Miami FL 33172 UNITED STATES In the case of an import consolidation your company is the destination agent and the consignee at the Master level All the fields are the same as in the exporting wizard See the topic Create Shipments 461 IMPORTS 1 CREATE AN IMPORT SHIPMENT 4 Enter the routing information in the Routing tab Add Air Shipment Consolidation Wizard Import Routing information Describe the routing for this shipment puen v Grand Turk Island v 4 24 2013 10 15 00 AM 4724 2013 1 30 00 PM lt Back J Next gt v 5 v P A v All the fields are t
75. and the Job if applicable The fields for EEI Hazardous Materials AMS and Attachments tabs in the Container dialog box are the same as for the Commodities dialog box Please see the Commodities section for information on entering data in these tabs Note When you use the Add Container button that container will appear in the Container Reports available from the Shipment List Actions button Ifyou use the Add button to add a commodity and then selected the container type from the Package Type list it will not appear in the Container Report 196 COMMODITIES ADD A CONTAINER The Refrigerated tab contains fields for the ventilation and temperature set up Container EEI Hazardous AMS Attachments Refrigerated lt gt Ventilation Setup I m3 hr Temperature Setup Celsius i C Has Generator Enter the ventilation and temperature information e Select Celsius or Fahrenheit from the dropdown Check the box if the container has a generator After you have entered the information needed click the OK button This returns you to the WR dialog box 197 COMMODITIES SCAN BAR CODES TO ENTER COMMODITIES Scan Bar Codes to Enter Commodities In addition to using the Add button to add commodities you can also use the Scan button to add commodities Warehouse Receipt General Shipper Consignee Supplier Carrier Commodities Charges Events Att
76. available from the Actions button These newly generated accounting transactions are now linked to the WR Add Accounting Transactions from the Transactions List When you are in the Transaction Listing you can create the following accounting transactions directly from a WR by using the Add button at the bottom of the list Invoice Add an invoice Learn more about linking invoices to the opera tions transaction by reading the section below 228 WHAT ACTIONS CAN PERFORM WITH A WAREHOUSE RECEIPT LINKING TRANSACTIONS e Credit Memo Use this option if you need to issue a credit or a refund to a customer e Bill Add a bill of what you need to pay e Credit Use this option if you overpaid a vendor and they give you a credit Other options available from the pop up menu and Actions button Go to the document view of the accounting transaction e Printa batch of transactions by selecting a group of them Receive a Payment When a customer pays you for the WR you can process the payment in your Magaya system by selecting this option Other option via the Payments List Pay a Bill When you are paying a vendor you can process the transaction in your Magaya system by selecting this option Warehouse Receipts Transaction Listing for Warehouse Receipt VVH 153 Transaction Listing for Warehouse Receipt WH 153 Type Number Applied to Date Employee Bill 232 UPS FREIGHT SERVICES 08 24 2015 Admini
77. cargo arrives at its final consignee set the CR as Delivered by selecting the option Set Reset Delivered Note When you set cargo in transit a checkmark appears next to the option in the menu If you uncheck it the status of the cargo will return to its previous status Refresh the CR List to see the current status The status of the cargo is also updated in the Commodities List 319 WHAT ACTIONS CAN PERFORM WITH A CARGO RELEASE OTHER ACTIONS To automate an Event so it appears in the Events tab and online for your customers to see create an Event Definition in Maintenance gt configura tion gt Event Definitions Event Definition Name Cargo Release set at Delivered Details This Cargo Relase has been set as Delivered Location Automatic Creation Cargo Release has been set as delivered Include in Tracking To exclude the transaction from tracking if the transaction is not complete and you do not want it viewed via Magaya LiveTrack select the option Exclude from Tracking 320 WHAT ACTIONS CAN PERFORM WITH A CARGO RELEASE OTHER ACTIONS To choose a different template for the document select the option Select Template Some of the different templates include Select Template Templates Name Filename Cargo Release CargoRelease Cargo Release 19020 CargoRelease Cargo Release Sorted by tem mdex CargoRelease Cargo Release Bonded CargoRelease
78. charges are cost and expense Add a description optional e Apply To Select who the charge is applied to such as a customer or carrier The system defaults to filling in the name of consignee for an Income charge and the Carrier for an Expense charge If the customer needed is not shown in the dropdown list use the button next to the drop down to show all entities e Paid as Select if the charge is Prepaid or Collect Prepaid means the charge is paid or invoiced at origin Collect means the charge is paid at destination It is collected by the destination agent if you have one at the destination Note Define this per customer in their profile on the Payment Terms tab Tac Code Select a sales tax code if applicable to your services In the US sales taxes are not applied to freight services but they are applied in other countries e Select the checkbox to show the charges in the documents if you want the charges to appear in operations documents such as WRs visible to the customer Charges will always appear in accounting transaction docu ments such as invoices and bills 208 CHARGES WORKING WITH THE CHARGES TAB Enter the quantity applicable for the service you are charging For example for handling services at 2 00 per pound enter the amount of pounds Enter the Unit you are using For the example above enter pounds Ib Enter the
79. click for more options The following explains each of the buttons and what they do Gas fm amp Fw a amp xX Master Houses AddDoc Profit LiquidationTransac Send Customs Commod Actions 423 THE SHIPMENT TOOLBAR THE MASTER AND HOUSE BUTTONS The Master and House Buttons Master This button navigates to the Master shipment when you are in the House shipment view It is grayed out when you are in the Master Master view Master button grayed out SG 2013 gi ke F Ea Master l air Houses Add Doc Se Ocean General Entities Routing Charges Events O Outgoing W Loaded Shipment Name Shipment81 EEJ Shipments 2 HBOL36 2 HBOL37 H A HBOL38 Bill of Lading Bill of Lading Number 705116 House view master button is active a 2013 I ae z E a air Master Houses Add Doc Gi Ocean gt Shipmentsi General Entities Routing Charges Events O Outgoing Loaded 2 HBOL37 amp HBOL38 Shipment Name HBOL36 S Bill of Lading Bill of Lading Number HBOL36 Houses When you need to add a House to a consolidation you have two options 1 Choose Create House Shipment to add a House to a consolidation that you will enter information into manually or e 2 Choose Create Houses using the Wizard to use the wizard to add a house 424 THE SHIPMENT TOOLBAR THE MASTER AND HoUsE BUTTONS This butto
80. erployee to create Ocean Shaprert Yer Configas Cugo heutance Conbgure Carpo Iniurance Oaa Behara Yeo Manage Tracking Liners Allow employes to add edit delete backing Yes amp Waorehoure Explogee 1 A wusu WSU ser D aama lt i Iz te 162 WORKING WITH DOCUMENT AND LIST VIEWS RESIZE WINDOWS AND PANELS Select different panels of details by clicking the dropdown Panels menu on the top of the list For example the Shipment List offers panel details such as Charges Events and more Panels Charges poo AMS and ISF Results m 111 Attachments Charges Status Detailed Inventory Le Events Open History 6 Open House Listing Ss Open HTML o Internal Notes PEN Liquidation S Open Ocean Carriers Messages Ss Open Profit and Loss stribution Ce Summarized Inventory Transaction Listing Transaction Listing for Consolidation Y Filter nfilter Actions You can view the line item print or email it from this list Resize Windows and Panels Dialog boxes such as for Warehouse Receipts Cargo Releases Pickup Orders Invoices and others can be resized Click on the corner or edge of the screen and drag the box to the size you want Click edge or corner to widen box Entry Date 3 9 2015 Bv Cancel Help When you log out of the system the size is saved and the dialog box will open to the same size as before you logged out 163 WORKING WITH
81. field The Issued By field is set to display your company by default Change it if you are an agent acting on behalf of someone else The Destination Agent can be left blank if you do not know it at this time 267 Pick UP CARGO CREATE A PICKUP ORDER SHIPPER TAB Shipper Tab The Shipper tab contains fields to select who is shipping the cargo or items and where to pick them up Ca up Orde em General Shipper Consignee Supplier Carriers Commodities Charges Events Asie Shipper Pickup Location Name Name Art Basel Gallery Art Basel Gallery Ades Adress 18 Alton Road 18 Alton Road Miami Beach FL 33139 Miami Beach FL 33139 UNITED STATES UNITED STATES Place Select the Shipper by clicking the arrow The list displays the Customers Vendors and Forwarding Agents that are saved in your Maintenance folder If 268 Pick UP CARGO CREATE A PICKUP ORDER SHIPPER TAB you don t see any or if you need to add a new one click the plus sign in the drop down menu s toolbar a Pickup Order Consignee Supplier Carriers Commodities Charges Events Attachme Shipper Pickup Location Name Name Art Basel Gallery Art Basel Gallery Name pe Entity IDES g ABC Sporting Goods Inc Customers 2 African International Suppliers Forwarding Agents g Agricultural Manufacturers Inc Customers g Air Jamaica Customers g Arizona Distri
82. filled with the user s name the person logged into the system and Executed Date is filled in by the system with today s date To change them use the dropdown menus 397 NAVIGATING SHIPMENT SCREENS GENERAL TAB Enter the Declared Value Enter a general description of the goods if you know it Enter a pre set clause by clicking on the button with the three dots The clause will appear in the Description of Goods field overwriting the description Now let s look at the General tab for an Ocean Shipment General Entities Routing Charges Events Delivery Attachments Notes Waybill No O Outgoing Loaded Shipment Name Shipment 12 gt Bill of Lading Number Booking Number Executed Place Miami X Executed By Administrator v v Executed Date 4 13 2015 Bv Departure Date Time 4 13 2015 foe 3 45 00 4M A Arrival Date Time 4 24 2015 fo 6 00 00 PM Declared Value Description of Goods Quantities Pieces Weight Volume 50 387 00Ib 87 69ft 912 82V lb The Dates are filled in automatically by the system with today s date Change the Departure and Arrival date and time for the shipment If the actual date varies from the original date update it here Changing the date on the Master will also change the dates on the House Enter the Declared Value for the goods 398 NAVIGATING SHIPMENT SCREENS GENERAL TAB The totals for the Quantity of the goods is shown
83. fin Add Toyota Tundra 1 233 66 93 82 Add Cont Ifyou want the vehicle information included in the EFI check the box Include in EET The VIN displays inthe Commodity dialog box title bar and on the WR document NOTE Correct filing of EEI is required to avoid violations and fines When you send your shipment and FEI information you will receive an Internal Transaction Number ITN which is proof of filing If you receive an error while filing contact U S Customs Border and Patrol www CBP gov 190 COMMODITIES HAZARDOUS MATERIALS TAB Hazardous Materials Tab On the Hazardous tab check the Hazardous Material checkbox and enter information in the fields as needed These fields are connected to the INTTRA ocean carriers interface that Magaya offers See the topic on INTTRA for more The information required on shipping papers to ship hazardous materials is listed in the U S Department of Transportation s DOT Hazardous Materials Table HMT section 172 101 The basic description of the hazardous materials must include the identification number of the material the proper shipping name of the material the hazard class or division and the packing group Addi tional information may be required depending on the materials you are ship ping The US DOT s Hazardous Materials website is http phmsa dot gov hazmat Commodity X K _ General Identification EEI Hazardous LAMS Not 4 V Hazar
84. following is a sample of an air waybill pa asiw tine aren He Wo hanad am Correct weed ial aaar ae aty pat of he owgan mans danga goods such pat a popety destbud by mare adia n Soper con tor for cemag by ar coe dng to thy agara Oyen Goods Maguanocs Also see The topic Due Agent Due Carrier explains what charges are due to the agent and to the carrier 32 AIR WAYBILLS AWB PRINTING AND DOCUMENT TEMPLATES AWB Printing and Document Templates For tips on printing AWBs and learning about the different types of document templates see the topic Air Waybill Printing Tips in the Magaya Knowledge base http knowledge magaya com search AWB_print_errors Documents Select Documents either from Standard Documents or from Templates you have previously defined Select from Standard Documents Templates Name Air Way Bill F Air Way Bill 19020 Air Way Bill 19020 F Air Way Bill 12in Air Way Bill 12in Acc Air Way Bill 12in Laser Air Way Bill Laser Air Way Bill Laser with Terms E Air Way Bill Unrated Air Way Bill Unrated 12in Air Way Bill Unrated 12in Laser Air Way Bill Unrated Laser Application for Exportation Under Special Bond CB Arival Notice Invoice Air Arrival Notice Invoice Ocean 4 m gt NOTE If you desire to create template documents you can do that in the lt MiscellaneousT emplates g
85. for adding the containers that are available for this trip When you create a booking for this trip you can choose from the available containers The status of the containers will be displayed indicating if 357 How TO CREATE A TRIP SCHEDULE STEP BY STEP PROCEDURE they are available or have already been booked Adding containers in this tab is most commonly done for ocean trips O E General Entities Routing Equipment Bookings Commodities uaa Status a Pieces Type Description ce Available 1 20 Ft Standard Container e7 Available 1 40 Ft HC Refrigerated 4 gt Enter the number of pieces The Description is optional You can edit or delete an item by clicking on it 7 On the Bookings tab you can see a list of all the bookings that are already included for this trip Totals at the bottom tell you how much space you have already booked in this trip If you do not have any book ings for this trip this tab will be empty General Entities Routing Equipments Bookings Commodities Status Type Name Date Departure Date lt Totals Pieces Weight Volume 0 0 00 b 0 00F8 0 00 b 358 How TO CREATE A TRIP SCHEDULE STEP BY STEP PROCEDURE 8 Onthe Commodities tab the commodities or loose cargo that are booked on this trip are displayed as you entered them in the bookings General Entities Ro
86. in this Configuration menu Check the box to extract heavyweight data to the Blobs folder which is where the photographs are stored These are stored outside your database they are not automatically backed up when you perform 215 ATTACHMENTS ADD AN ATTACHMENT a backup For details and steps see Chapter 8 in the Magaya Software Custom ization Manual Maintenance Attachments amp PDF Options B carriers C Optimize image for the Web 2 Forwarding Agents Security 2 Warehouse Providers Ask to optimize image amp Customers Use B amp W colors For PDF background image g vendors Salespersons Ha aintenance i contacts par dea Recycling 2 Employees Allow the system to recycle the Following records Ports h Countries a F Clauses Allow the system to shrink the size of historical d Accounting Allow the system to extract heavyweight data st Directory Recommended Photographing cargo when it arrives at your warehouse and attaching the photograph to the WR creates a record of its condition for you and the customer Tip Smaller file size is better for photographs they will be easier to email and view on LiveTrack Drag and drop attachments from a Microsoft Outlook email message into Magaya Click the attached file in the Outlook message and drag it into the Attachments window in Magaya Add an Attachment Attachments can be added to transactions in one of the following ways 216
87. is a yes no type of column 5 Click OK to save and close each dialog box and return to the list Resale Items Column Sale ltem ls a resale Y Yes Yes Yes Yes Yes Yes Yes Yes Yes Yrs Click the column heading to sort the list and group all the resale items together Detail Button Select the detailed panel you want to view When you click on any inventory item definition the details appear in the panel Note The Items amp Services list provides an option to view just the inventory item charges or to view the charges that are not related to inventory 259 CREATE AN INVENTORY ITEM DEFINITION INVENTORY ITEM DEFINITIONS LIST 260 CHAPTER 8 PICKUP ORDERS INTRODUCTION TO PICKUP ORDERS Chapter 8 Pickup Orders Introduction to Pickup Orders What is a Pickup Order A Pickup Order is a document that outlines the terms for the delivery of goods from one location to another When a customer of yours such as a manufacturer a supplier or a buyer wants items moved from point A to point B you ll create a Pickup Order in your Magaya system The Pickup Order will include information such as what you re picking up the location for pickup and for delivery charges and more Pickup Orders are located under the Warehousing folder You can view the Pickup Orders as a list or in document form k Page One H Magaya Network H t Tasks H A Quotations 5 Warehousing JPickup Orders a Pickup Order L
88. it 217 ATTACHMENTS ADD ATTACHMENT FROM SCANNER The recommended file size is 150 kb or less Larger files are slow to email Before starting these steps make sure your scanner is plugged in and working properly 1 Goto the Attachment tab in the transaction you are working on such as a Warehouse Receipt or Cargo Release If you have not used the scanner 218 ATTACHMENTS ADD ATTACHMENT FROM SCANNER feature in Magaya Explorer previously the buttons for acquiring from the scanner will be grayed out and need to be activated To activate the Acquire buttons click on the Select Devices button Pickup Order General Shipper Carriers Commodities Charges Events Attachments PC 4 gt i Select Device View Delete Paes Save Internal 219 ATTACHMENTS ADD ATTACHMENT FROM SCANNER A dialog box will open Select Image capture devices Source Name Source Family Manufacturer PaWIA HP Scanjet 3970 Twain Data Source On WIA Hewlett Packard lt Source Info gt Name WIA HP Scanjet 3970 Manufacturer Hewlett Packard Family Twain Data Source On WIA Version 1 0 Protocol Other Info 26 June 2000 Interface WIA Interface by Windows Picture Source Document Source 2 Click on the scanner you want to use Note You must have the scanner connected to your computer The inf
89. items 179 COMMODITIES ADD COMMODITIES Location Assign the item to a location in the warehouse or yard Extra Info If your company always receives cargo in the same location you can set the receiving location as a default so it does not have to be selected every time See the Locations list and right click a receiving type of location Select the package type and enter the number of pieces and dimensions The volume is calculated automatically You can set up the system to display volume or volume weight Units can be set up as pounds Ib or as metric units Go to the Maintenance folder and select Configuration If this item is defined in your Magaya system as an Inventory Item Definition then the Units from the definition will popu late automatically here The WR number displays on the top of the tab as WH This example also shows the document prefix of WH with the WR number 85 180 COMMODITIES ADD COMMODITIES Commodity General Identification EEI Hazardous AMS Notes Attachments OnHand WH WH 115 Part Number Model HP125 HP 125 Description Laptop computer Package Type Location Box TREC Pieces 1 Dimension L x W x H 15 00 3 00 l lin C By Totals Measure Weight Ib Volume 0 31 0 31 fe Quantity Unit Unitary Value Total Value 0 0 00 0
90. items from locations in the warehouse The Mark All button is only active after you select a Location in the warehouse All items in that Location are available to be selected except those in Pending Tasks or On Hold Scan For using handheld scanners to scan barcodes To Group Houses The Houses are grouped by Warehouse Receipt by default the number of WR s equals the number of Houses that will be created Any custom fields created for the WR will be carried over to the shipment Group Houses by Warehouse Receipt C Use WHR numbers Shipper Consignee Shipper amp Consignee To select another way to group the cargo select the radio button you want This step does not repack the cargo it organizes the documentation You can organize the documents based on who is paying and how much detail you want on their documents For example if the consignee is paying and they want one House then group by consignee If they want one House per shipper group by shipper You can add a House for cargo that does not have a warehouse receipt by clicking in the box to add additional houses and typing in the number of Houses You can also use this option if you want to group the items in a different way Additional house shipments Create 1 additional houses for which you do not have warehouse receipts You will have to enter the cargo information for each additional house later 388 CREATE AN OCEAN CONSOLIDATIO
91. mation at a glance Go to the Actions button and select Choose Columns For example to see if any items are on hold select this column from the list E Column Settings Name Type oO Description Text O Pieces Integer Length fin Decimal O Height in Decimal width fin Decimal Weight Ib Decimal Volume fe Decimal 6 Location Code Text Dangerous Yes No 327 How TO FIND COMMODITIES IN MAGAYA EXPLORER USE THE FIND BUTTON Use the Find Button TASK 1 Click the Find button on the top toolbar A search dialog box opens Largo item v W127 1 2008 4 To Transaction Number Text glove Resuks Type Warehouse Item Warehouse Item Warehouse Item Warehouse Item ge we Set the date range Name Baseball gloves Baseball gloves Batting Gloves Batting Gloves 2 26 2008 Date 12 05 2008 12 06 2008 12 15 2008 12 15 2008 4 elements found In the dropdown menu for Find Type select Cargo Item Select to find by either transaction number or text Enter the number or text in the field below the Find By radio buttons ADDITIONAL INFORMATION If you enter text you can enter partial text For example if you are looking for Dell computers that you handled a month ago set the date range and enter the word Dell If you enter the word computers the list will display all the computers you handled not just Dell So if you handle ca
92. may also need a Destination Order which can be selected here If you don t need to create any documents skip this screen You can scan and attach any document related to the shipment after completing the wizard 466 IMPORTS 1 CREATE AN IMPORT SHIPMENT 9 Save the incoming shipment transaction in a folder in Magaya Explorer Add Air Shipment Consolidation Wizard Select the folder Shipments must be placed inside folders whi You must select a folder to place this shipment 4 folders E im Incoming Shipments H 2009 H 2010 Hi 2011 i 2012 2013 He Air H Ocean 2 Ground 10 Verify the shipment data in the summary screen Add Air Shipment Consolidation Wizard Import Completing the Air Shipment Consolidation Wizard You have successfully completed this wizard You can verily the summary to see everything is correct You specified the following shipment settings Description of goods Fresh cut flowers Potted palm trees Shipper Caribbean Flower Company Ultimate Consignee Miami Distribution Center Forwarding Agent French Destination Agent Desbnation Agent Magaya Mode of Transportation Air Fight Number 125 Departure From Grand Turk Island Departure Date 4 24 2009 Departure Time 10 15 00 4M 467 IMPORTS 1 CREATE AN IMPORT SHIPMENT Click the Finish button when you are done The shipment data will be transferred into the shipment folder and
93. maybe auctioned off after a time limit 170 RECEIVE CARGO CREATE A WAREHOUSE RECEIPT GENERAL TAB Other Use this type when the other options do not apply F E Warehouse Receipt zx General Shipper Consignee Suppher Carnes Commodties Charges Events Attachments Note gt OW Empty Number WH 152 Date 6 24 2015 p Time 1210 57 PM Employee Admrestrator Division Issued 8 Bonded warehouse types Destination Agent Bonina WHET gpa m Domestic Entry Number Bonded ErtyDate p 6 24 25 B eth Gtanee U S Customs gives you the Entry Number to identify the cargo and the date is the date it was declared which means when the filing was done If you have more than one warehouse a dropdown field appears on the General tab of the WR To learn about creating multiple warehouses see the topic Sequencing in the Warehouse Note If your company is an Airline Carrier the General tab of the WR will have the button Get AWB This will enable you to select AWB numbers assigned to customers or numbers not assigned To add Air Waybills go to the Maintenance folder gt Carrier On the Carrier profile dialog box click the Airline tab Click the Add button to add AWBs For more details see the Configuration chapter in the Magaya Software Customization Manual 171 RECEIVE CARGO CREATE A WAREHOUSE RECEIPT SHIPPER CONSIGNEE TAB Shi
94. numbers 397 AWB different types 372 AWB see Air Waybill 371 B Back to back shipment 350 Bar code enter manually 437 scan item 198 Batch email 148 Bill of Lading 35 BL 35 Booking cancel 351 create a copy of 349 exclude from tracking 350 view history of 350 Bookings 343 create a Quick Booking 344 Buttons on toolbars 140 C Cancel a booking 351 Cancel a transaction 322 Cargo item find 328 Cargo Manifest Report 427 Cargo Release 297 compare to Shipment 297 create a bill from 318 create an invoice from 318 set cargo as Delivered 319 set cargo In Transit 319 Cargo status icons 407 432 Cargo Toolbar 429 Load button 430 Unload button 431 Unpack button 431 Carrier 16 Carriers add 115 Carriers enter in Startup Wizard 63 CASS 29 Chargeable weight 30 414 Chargeable weight in a shipment 414 Charges add freight charges 209 add to a transaction 205 Charges Correction Advice 427 Charges tab 202 Charges automate 202 409 Charges automatic update 413 Charges change display order in documents 411 Charges routes in a shipment 415 Chart of Accounts 111 Clause add to Notes tab 224 Client statements 120 COGS 26 Collect Charges 413 Columns adjust 132 customize 134 JavaScript 136 Commercial invoice value of commodities 182 Commissions salesperson 122 Commodities 176 status icon 134 Commodity classifications 244 Commodity dimensions field 182 Communication Center 104 Communication Server 48
95. ocean or ground ated Losisd Comod R iod Gast Dui Gapa 9 ta Cargo List tam wega Dermei Eraio Posing Changer Ever 1 0mo OB cot herer Nowe Ge Shermers 19 steer sire 100000 Pm P e eg aree tnp weg 72 0 M ne i m ai 458M0 nes le 7 Voume aa Vea Wagt 409m For Piet grees PL iat Alwar er The Documents List shows the documents such as the Air Waybills or Cargo Manifest and any House shipments that were added to that ship ment To view a document double click on it To copy cut delete or send a document right click on it and select from the pop up menu e The Shipment Data pane shows all data for this shipment organized on tabs The fields in the tabs can be edited as needed If you used the wizard to create a shipment the data from the wizard will appear in these tabs e The Cargo List shows the cargo in the shipment Above the Cargo List is the Cargo Toolbar which lets you modify the content of the Cargo List The Shipment Toolbar covers the span of the Shipment Data pane and the Cargo List Buttons on the Shipment Toolbar include a Liquidation button a button for Customs one for adding documents to a shipment and more These functions are explained in the following sections of the manual The Magaya folders on the left show the Shipment folders By right clicking on a folder or document a pop up menu appears The options on the menu vary Thi
96. on OK to add the transactionis to your accounting Otherwise Click on Cancel to abort the operation and fix the problem Type Number Applied to Date Employee Account Name Debt USD Credt USD Ba Bil 219 FedEx Ground 11 26 2014 Adminstrator Accounts Payable 125 00 Invoice 182 Biscayne Bike Shop 11 26 2014 Admristiator Accounts Receiv 155 00 Confirm accounting transactions EE p b Date for Transactions 11 26 2014 Expense Income Total USD 125 00 155 00 ox Cace Hep The topic Generate Accounting Transactions from a Cargo Release covers this process in detail 311 RELEASE CARGO CREATE A CARGO RELEASE EVENTS TAB Events Tab To view all events related to this transaction click in the checkbox at the bottom of the screen Add or edit events as needed Date Feb 04 2015 0217 59 Arrived at warehouse Feb 04 2015 020328 Picked up lt m I7 Show events from all related transactions MAGAYA TIP Details for entering new events are covered in the topic Events 312 RELEASE CARGO CREATE A CARGO RELEASE POD TaB POD Tab To require a Proof of Delivery click the POD tab This tab is optional Largo aa ais POD Information Delivery Date 37 2 2015 Gy Delivery Time 11 35 15A4M Received By JB Wire Co Comments packages delivered to receptionist Internal Comments Signature MAGAYA TIP Close Cancel Click on the chec
97. only or view but not make changes to files Edit a user can edit files Delete a user can delete files e Export Allow a user to export files out of the Magaya system including the ability to email data from the system this does not refer to export type shipments e Or any combination of access For example if you want a user to be able to create and edit check Yes for both Click the Yes or No cell to allow or deny permission for members of that group Permissions for Accounting Groups membership Name Create Read Edit Delete Export E Checking Yes No Yes Yes Yes Yes R 4 Accountants ee ae Ezi Administrators Yes Yes Yes Yes E Limited Accounting Yes Yes Yes Yes Click in a table cell to change yes no permission C Apply these permissions to children 75 PERMISSIONS PERMISSIONS INTRODUCTION In the Permissions dialog box check the box Apply these permission to chil dren if you want to make the permissions status apply to the folder and subfolders children under it For example apply permissions to the Accounting folder and all the subfolders under it Apply these permissions to children amp Accounting amp Chart of Accounts Items and Services Invoices Invoice List Sa Bills Bill List Payments Payment List amp Deposits amp Deposit List E Checks Check List Applies the same permission to all subfolder
98. opens You can also add clauses See the topic Add Clauses for details Check the box next to the item in the list to include it in the Notes for the Booking e The field Selected Clause Text displays the full text of the clause you selected Notes comments and clauses can be edited or deleted after saving the transac tion After completing the booking wizard click the Finish button The booking is placed in your Magaya Explorer with a status of Open When the booking is used to create a shipment the status will change to Closed 348 ACTIONS FOR A BOOKING Actions for a Booking After completing a Booking Magaya Explorer gives you many options You can make changes to a booking by using the Edit button The screens can be resized to expand the view and work space just click and drag the edge of the dialog box The following actions can be performed from a Booking by using the Actions button and selecting from the menu Create a Copy Create Pickup Order Bookin g HWC C Create Warehouse Receipt 8725 NW reate Warehouse Receipt Create Shipment Reference Miami FL UNITED 57 Use Quick Booking Entry Exclude from Tracking Carrier Reference Creation Date Set as Incoming mae Client Inforn Equipment Delivery Address Tropical Lal 12 Coral Ri Cancel Booking Cutler Bay Select Template UNITED SPE History Spotting D
99. or Delivered Refresh the cargo list to see the current status The status of the cargo is also updated in the Commodities List To Exclude from Tracking To exclude the transaction from tracking if the transaction is not complete and you do not want it viewed via LiveTrack select the option Exclude from Tracking Select Template To choose a different template for the document select the option Select Template For example there is a template designed for NVOCC operations a summarized template and more The NVOCC template includes 292 WHAT ACTIONS CAN PERFORM WITH A PICKUP ORDER GENERATE ACCOUNTING TRANSACTIONS FROM PICKUP ORDERS space for the return of a container This is filled in from the Carriers tab the Main Carrier fields Select Template Templates Template Preview Name Filename Pickup Order PickUpOrder sdf Pickup Order No Charges PickU pOrder NoCharge Pickup Order 19020 PickUpOrder_19020 sc Pickup Order for NYOCC PickUpOrde NYOCC sc Pickup Order Summarized mag_PickUpOrderSum Template Options Another template is available that groups Part Numbers making it easier to read instead of the PNs in a long list Select Pickup Order Summarized If you don t see a template check for the latest ones via File gt Download Document View History To view the history of the cargo release such as a Warehouse Receipt or Invoice for this cargo select the opt
100. or reject deny one On the right side of the Community screen is a window showing you the Communication Center and a window for Traffic which shows transactions being exchanged For more on the Magaya Network see the Magaya Software Communications Manual 104 FOLDERS AND SUBFOLDERS TASKS FOLDER The Messages folder can be expanded to show EG Page One 2 Magaya Network igi Community B l Messages i Outbox oo Inbox Sent i US Customs Messages SS Ocean AMS and ISF lal Air AMS 2 Ocean Carriers Messages gt Magaya Express Link ey Quotations Outbox Shows messages pending to go out Inbox To view messages received such as online Bookings eG Messages a inbox Outbox Dates Ca From w Sent Status Type Identificatior HB US Customs Message Online Booking Requests 17 w tgs 1 A acean pais an w Online Booking Requests 16 ee ene o Online Booking Requests 15 Sent To view sent messages US Customs Messages To view replies from U S Customs about you Ocean AMS ISF and Air AMS transactions This will show all messages related to the Automated Manifest System AMS Customs functions are explained in the Magaya Software Communications Manual e Ocean Carriers Messages This displays all the messages sent or received directly from ocean carriers using the Magaya Ocean Carriers Interface with INTTRA plug in For details see the topic Magaya Ocean Carriers Interface
101. part of the inventory was released not all of it To include all the cargo in a release click on the box next to the item The full box will be shaded 303 RELEASE CARGO CREATE A CARGO RELEASE SELECT THE CARGO TO RELEASE If an item is defined as having variable weight the system will ask for the number of pieces and total weight of those pieces Select Partial Pieces ea WH 133 Chicken drumsticks 0 00 0 00 0 00in 10 Pieces 2 of 10 Pieces Weight 9 5 lb of selected pieces The total weight and piece quantity will be updated in the Inventory Item Definition list shown by the column Total On Hand Weight The WR and the storage fee will also be updated This is useful for items such as perishables that vary in weight per package Other buttons on the screen help you work with the screen V Fill in reverse order Mark all Unmark all Pieces Filter Find x View Configure Check the Fill in Reverse Order button to see the inventory list with the most recently received items at the top of the list Mark All will checkmark all the items in the view Unmark All unchecks all the checkmarked items Pieces is explained above Filter works similarly to any Filter button in Magaya software with Stan dard and Advanced options The filter you see differs when viewing the list of warehouse receipts locations or inventory This section explains the fil
102. permission an employee might have NOTE When a new version of Magaya software is released and you update to it ensure you are familiar with the new features and changes in the release espe cially new roles or permissions because they may change access of employees New features are announced on Magaya com and in the newsletter Add a Role to an Employee To add a role to an employee s profile in your Magaya system 1 Goto Maintenance gt Employees 2 Select the Employee s name to highlight it 87 PERMISSIONS ADD A ROLE TO AN EMPLOYEE 3 Click the Actions button and select Roles Alternative Right click on the employee s name and select Roles from the pop up menu Other Reports Transactions Listing Open Transactions Create From eMail Signature Roles view All Roles System Roles Access Groups Divisions Choose Columns Import Export VY x Filter Unfilter x Actions A list opens 88 PERMISSIONS ADD A ROLE TO AN EMPLOYEE 4 Click the Add button in the list A dialog box opens System Role Type of role to assign to this emplyee group Access for the role selected above alow O Deny Click the dropdown menu to select a role to assign to this employee or group There are many default roles such as those shown in this screen shot Type of role to assign to this emplyee group Name Access Tra
103. quantity of labels printed enter a new number in the Start and End fields 141 WORKING WITH DOCUMENT AND LIST VIEWS PRINT LABELS Each label will print with the options checked in the Configuration menu The warehouse item description the company information consignee name and a bar code Configuration Labels Printer Type Windows Standard Printer Zebra Printer V Print warehouse item description Measurement Units Z Print company information 4 Print consignee name ions for all Caga d Options for all users Insurance Do not create tracking numbers for items with part numbers Note If using the Zebra printer it must be shared and you will need to enter the computer name and printer name where the printer is located under the port For a current list of document printers that are recommended for Air Waybill printing and for label printers that are compatible with Magaya please contact your Magaya Logistics Advisor Also see the topic Air Waybill Printing Tips in the Magaya Knowledgebase http knowledge magaya com Customize Labels Labels can be customized as needed by using the Magaya Document Designer To open the Magaya Document Designer click the Actions button from a docu ment view such as the Cargo Release Click Select Template A dialog box opens Click the New button The Magaya Document Designer opens Select the label to custo
104. shipment In Transit the cargo has departed from the warehouse and therefore items inside that shipment cannot be modified The status will be updated in the Shipment List under the Warehousing folder The Warehouse Receipt list will also be updated These options are for Imports See the Imports topic for details Set as Incoming or as Outgoing This option changes the direction of a shipment Incoming is a shipment that your company is receiving imports Outgoing is a shipment that your company is sending exports Add to a Job This function is available in the Magaya Supply Chain Solu tion It allows a shipment to be connected to a Job and the progress updated in the Job screen Please see the Magaya Supply Chain Solution Manual Reception and Release options are for Imports See the Imports topic for details Reports Use this option to create a report for the selected shipment such as a report of the cargo by shipper consignee etc The Cargo Manifest report option is available here History You can view the history of all the transactions that are related to this shipment You can go to the document or the transaction the dialog box for any item listed in the History list The History option on the Actions button is displayed in bold indicating this is the default option for the Actions button This means that if you click on the Actions button instead of the arrow to select an option the History screen
105. show what the agent will pay the logistics provider If the logistics provider consolidated shipments from many customers the charges will be calculated together The profit sharing with the destination agent is determined depending on the total collect and total prepaid When the goods are delivered to the buyer at the destination the logistics provider s involvement ends 21 WAREHOUSE PROCESSES This flowchart illustrates the logistics provider operations Origin Office Destination Office Liquidation Liquidation Accounting Invoices NN 4 N Warehouse Processes Processing goods in and out of a warehouse or Distribution Center DC consists of four major steps 1 Receive Goods When goods arrive at the warehouse the receiving process begins A Warehouse Receipt WR is issued The WR serves as proof that goods were delivered to the warehouse and are being stored according to the arrangements made by the customer 2 Put Away Goods Goods are grouped according to type placed in a staging area and put away This process usually involves two employees one who receives the goods and one who puts them away To save time goods can be grouped and put away directly instead of going to a staging area The put away process is also called Move 3 Create and Fulfill a Shipping Order When the sales department creates a sales order a Pick Order is also sent to the warehouse for processing In the wareh
106. such as length to change it from the default of Inches to other choices Meter Foot MM CM or DM Each of the Units can also be changed to calculate to a different decimal place than the default 0 00 Use the dropdown menus to make changes Click the OK button when done to save The changes will apply to this transaction only To change the measurement units for your entire Magaya system go to Maintenance folder gt Configuration gt Measurement Units For the following example we will use the Charges tab from a Warehouse Receipt to illustrate the functions 204 CHARGES WORKING WITH THE CHARGES TAB Working with the Charges Tab When you click on the Add button to add charges a menu pops up Income Charge 2 Income Freight Charge Warehouse Receipt Skippa Coregnee Supple Camere Commacies xa Events Aramara Expense Charge Statin Descaplion Prepaid Quanity ice A ast Expense Freight Charge Ed Caleta 1 Click the Add button gt 2 Select a charge type lt Totals Expense Income Profit usO003 USD000 USD Q CO Crete When you select a charge type a dialog box opens Expense Charge R i Standard Charge Notes Charge Description Apply to Paid as Prepaid w Tax Code C Allow automatic update Show in documents Quantity Unit Price Amount 1 00 g o0 USD 0 00 Th
107. such as the European Union EU the Caribbean Community CARICOM the North Amer ican Free Trade Agreement NAFTA etc A copy of the Master Bill of Lading and the Cargo Manifest may be sent on the ship and another copy is sent electronically to the customer and destination If originals are required then originals are sent via courier In Magaya software the data that fills the fields of these documents is entered in dialog boxes that you use to create the shipping transactions For example when you create a shipping transaction with the shipment wizard the information is saved and displayed in these documents such as air waybills You do not need to type these forms manually All the data is also saved for use in reports etc gt 8 f S Ocean Ground Docum Print ff Page One Magaya Network 3 Tasks Quotations Jobs Purchasing Sales Consolidation Wizard Export fF ars Straight Shipment Wizard Export N B A Consolidation Wizard mport Straight Shipment Wizard mport Shipment Bookings amp amp Create Houses Wizard Warehousing Use the Shipment Wizards d to save time and data entry jes Events Delive COAT ADDA UY H 2014 Shipment Name Shipment 11 a From Online Shipment q 2015 Carrier TAM TRANSPORTES 5 Air Air Way Bill Number 957 12345675 3 54 Shipment1i1 i a Air Way Bill Booking N
108. t Permissions aires O28 eevee ng otidan ta ERE E E 77 Set Up Passwords for Employees 0 0 00 c cece cence ee 83 Scenario Limiting Permissions 03 acd Marstons oe eee FS a GO Xs 85 Roles OVeIMieW a eeen do yao a e a gee uae sok de tae sw eee A 87 Add a Role to an Employee 42 suess tack ea Whe Ghee ad Rea a ee 87 Chapter 5 Magaya Explorer Interface ccc cece eee e cece e cece eee 93 Introduction to the Magaya Explorer 2 0 0 0 annann cece eee ee eneanes 93 What Can You Do in the Magaya Explorer 0 0 0 c eee eee eee 94 Menus and Tool Dars s 6 pennone eiae eae ae ails Meg han RR MRO ACR eM Ree 95 Top Toolbar 244 shy ai Aponte toads wave te Rey eae ee aS 95 M in Ment sorrera a oe lar aeia Bice Siac said GEEA a Bk athe Ea AE Ricca 97 Folders and Subfolders 225 202 3 2 eg05 o p23 chet SORE Sete OaE ERKE 101 How to Add ROM et i 3S ect heals tA tat caret lrg ca Se tarmac edanr stn RNS are 102 Magaya Explorer Folders Overview 24 444 0200248 see tiddn ooo sew en de hehe 103 Masaya Network Folder c 20 40 4c ic udanweaekunct ed gdieneend i ae ace agts 103 asks Folder sorante adno wanes ean ke a a aa cn une 105 Q otations Folder a4 can kan Soy eaten ata AGS yt wey tent a So Sa 107 UEC AS 1102 rest m tenes a asked Vidas ons Aree AED wane bE ORs SG 108 SAIC She Satie oe Pa ac we Pe te ha as hy Be te te yea OO ae te ag OR 108 Bookings Foldere rs el ee eat a ot ea oath og ee Bene Rae ere SOR Ok ee 108 Warehousing Folder
109. the Warehouse Receipt dialog box Air Waybill Numbers In the Carrier profile Enter the Air Waybill numbers that your carrier gave you by clicking the Add button Enter the information in the dialog box as needed 117 MAINTENANCE FOLDER CARRIERS For details on using this dialog box please see the Configuration chapter in the Magaya Software Customization Manual New Air Waybill Numbers Generate a Range of Air Waybill Numbers Start at End at Generate an amount of Air Waybill Numbers Start at Amount of numbers to add i Check digits If you need to ensure AWB numbers are used sequentially to comply with IATA requirements see the Configuration chapter in the Magaya Software Custom ization Manual For additional options right click a carrier name in the list Carriers Name Phone Email 4 SOUTHWEST AIRLINE S Auto Transport Specialis Other Reports Lufthansa Airlines Reports E FedEx Ground S UPS Ground Transactions Listing a BURLINGTON NOATHE Open Transactions Evergreen Shipping DHL Rates cyi i Contracts t Query Rates Right click to open Configure Tracking by Transaction Denied Party Screening pop up menu Modes of Transportation Wessel List Choose Columns Import Export Rates 118 MAINTENANCE FOLDER FORWARDING AGENTS Rates that carriers give you can be added to a ca
110. the Shippers If it s a long list type the first letter of the company you want and the list will go to that part of the list If you are creating an FFI for this shipment the Shipper must has an ID number in their profile in the Maintenance folder Select the Ultimate Consignee Select the party to notify and the intermediate consignee if appli cable 368 CREATE AN AIR EXPORT SHIPMENT ENTITIES SCREEN IN STRAIGHT AIR EXPORT WIZARD Select the Forwarding Agent This is your company if you are a freight forwarder It s taken from the My Company Info automat ically for straight shipments Select the Destination Agent When a freight forwarder creates a straight shipment the carrier may handle the transactions instead of a destination agent If so the Liquidation will show what amount is owed to you The fields for Client to bill will be filled in automatically based on the information you entered Click the Next button 369 CREATE AN AIR EXPORT SHIPMENT ROUTING SCREEN IN STRAIGHT AIR EXPORT WIZARD Routing Screen in Straight Air Export Wizard 1 Enter the information in the Routing tab for the shipment Select the Service Type Add Air Shipment Straight Wizard Export Routing information Describe the routing for this shipment af Service Type Port to Port X Route z Mode of Transportation Air Carrier Flight Number Depa
111. the currency to one from a previous date change the transaction date permission and role is needed for user 1 2 Click the Actions button and select Transaction List The Transaction List opens Click the Actions button in that list and select an option Link Bill Link Invoice Receive Payment or Pay Bill These transactions will be Posted immediately unlike the charges entered in the Charges tab When you are in the Transaction Listing you can create the following accounting transactions directly from a Cargo Release by using the Add button at the bottom of the list Invoice You can create an invoice for the cargo release You can also create accounting transactions when you are in the Cargo Release dialog box by using the Generate button on the Charges tab An example of the options for creating accounting transactions is the ability to add inland freight charges to a Cargo Release by using the Trans action Listing Add button instead of the Charges tab in the Cargo Release This is the invoice screen Accounting Transaction Invoice Notes intemal Notes Number Apply to Biscayne Bike Shop Accourt Accounts Recaivable at Transaction Date 6725 2010 v Address Change 100 Harbor Dave Dus Date 6725 2010 v Key Biscayne FL UNITED STATES Charges Status Description Prepaid Quantity Price Amourt Tax Posted Documentation Yes 1 00 25 00 23500 lt Paid as Prepaid USD 25 00 Tax USD 0 00 Total Amount USD
112. the goods to the warehouse themselves If there are multiple customers shipping goods to the same destination the logistics provider will consolidate the goods into one container or air shipment to reduce shipping costs The logistics provider creates a warehouse receipt for the customer that serves as proof of receipt at the warehouse When the goods are shipped to the port the logistics provider issues a Delivery Order whether the delivery is handled in house or outsourced Warehouse processes are covered in the section Ware house Processes of this document AUA pet piin ith he or ee BS 4 t RER hay By i DOCUMENTATION Documentation As part of its operations the logistics provider creates the following mandatory documents e A Bill of Lading Master and House versions e A Cargo Manifest The Master Bill of Lading is a contract between a carrier and a logistics provider or customer that contains a list of all the goods shipped In the case of ocean transportation the logistics provider creates it and sends it to the carrier who verifies it assigns a Bill of Lading number to it and returns it to the logistics provider The House Bill of Lading is sent from the logistics provider to the customer and it lists the goods for that customer only Each Bill of Lading will list marks and numbers container and seal numbers number of packages a description of items shipped routing information a
113. the next part of the process entering shipment data To add cargo click the Add button on the Cargo Toolbar To expand the panels click and drag the line between the panels To view documents click on a document Enter Shipment Data in Houses Next you will need to enter the Shipper Consignee charges and cargo informa tion for each House This step will not need to be done if the shipment was created and sent via Magaya Network 468 IMPORTS 1 CREATE AN IMPORT SHIPMENT The following instructions will explain the procedure for one house but this will need to be done for all the houses 1 Inthe Shipment folder for the import go to the Cargo List If you did not have a Warehouse Receipt for the cargo then the Cargo List will display a note Double click to enter cargo for each House Pie bi Sikes Operations Martmarce Seret Majayeletwok Accourtng Pepati Orta Heb O ue od 0 0 9 9 X 83 A 8 R Cese ward Doom D F Mapave Netrot E Tots pef 11 8S Mopo Moree Qtt pareren as Darens hhn ge 2402009 11 0 85 eeded Magee Mae E E kte ta wa ba Forw Age 4008 11 0 D gs Cargo Marde Forw Aga 24N2009 13 0 amp wetourg 2 Marterane aantre Osgeg Sarees U incoming Stegmerts 2 Ome d an Pewee 3 hpr C a wed Gerea Eais Rosmg Cungee Evens Deive Atychme P Lad Pa Dukel Breret D Cagle bea O S lrewwre Losted 3 i copla sho vad Reati
114. them and click OK to add the traneactions to your sccounting a tansecton needs to be feed cick Cancel and fix the problem Type Number Appbedto Date Erckyes Account Name Deba USD Cred il 8a 224 TAM TRANSPORTES A 0413 205 Adreeitiator Accounts Papable 51 kreace 183 Categens Construction Co 04 13 0015 Adrii Accourts Rece 74348 2 Update Date fot Transaction 4ny2015 Expense Income s amp kd Total USD Filter A w Actions The Update button will update reset the profit sharing information from the Maintenance folder for agents to reflect the amounts preset in the system If you make changes in the Maintenance folder the system will recalculate based on the new information by clicking the Update button To create reports based on the liquidation click the Actions button and select the option to create a report by waybill number or by shipment name These are the reports you can send to your destination agent so the agent can see the results of the liquidation Also see the topic Using the Shipment List for more on reports and choosing columns for information such as liquidation costs prepaid and collect To configure how the transactions will be generated in the Liquidation for this shipment click the Configure button on the right side of the Liquidation 447 LIQUIDATION CONFIGURE HOW THE LIQUIDATION IS GENERATED screen A dialog box opens The system sets the defaults to this shipment as shown in the d
115. these and the internal notes will not display on documents E Cargo Release ft General Inland Carries Commodities Charges Events POD Attachments Notes Internal Notes Created on Notes Created by Last modifie 03 03 2015 Add intemal notes to the Cargo Release transact Administrator 03 03 2015 Chose Hep Full details are covered in the topic Notes and Internal Notes What Actions can Perform with a Cargo Release This topic will explain how to generate accounting transactions and other actions that can be performed from a Cargo Release Generate Accounting Transactions from a Cargo Release Magaya Explorer gives you the ability to create accounting transactions such as invoices based on the information entered in operations transactions such as Cargo Releases 316 WHAT ACTIONS CAN PERFORM WITH A CARGO RELEASE GENERATE ACCOUNTING TRANSACTIONS FROM A CARGO RELEASE Magaya Explorer links the transactions and transfers the information from one transaction to another For example when charges are entered in the Charges tab the charges remain Open are not posted to the Accounting system until you click the Generate button or they are liquidated Then they are Posted Cargo Release General Inland Carrier Commodities Charges Events POD Attachments Notes Ants gt Status Description Prepaid Quantity Price Apply to Add iS Open CourierCost
116. to a transaction click on the Add button A dialog box opens It contains a list of pre defined events Warehouse Receipt Date amp Tine Delete 12 20 2013 11 27 14AM__ Event Type Detads F Inchade in Tracking Cx Lice Lee _ C Show events from all related transactions 212 EVENTS DEFINE NEW EVENT Define New Event Set the date and time for the event Select the event type from the dropdown menu Details are optional Select a location if needed The location is the geographical place where the event will take place The box is checked to include the event in tracking When the customer or agent views the transaction in LiveTrack the Events are visible in the section called Tracking Details Date Time Event Operation Jun 29 2009 09 02 AM Picked up Pickup Order 19 Jun 29 2009 10 40 AM Arrived at warehouse Warehouse Receipt 42 Click OK to save Magaya software enables you to define events In addition to using the default events included in the software you can create your own to suit your business needs To define events 1 2 Go to Maintenance folder gt Configuration Click on the Event Definitions icon on the menu 213 EVENTS DEFINE NEw EVENT The following screenshot shows the Event Definitions screen Magaya Corporation Mapaya Explorer Bie GR Sales Cperators Martmnance Famer Megeyeletwork Amarning Reports Opnons tep Clic
117. types of 20 foot containers then 40 foot containers and 280 Pick UP CARGO CREATE A PICKUP ORDER COMMODITIES TAB other package types Containers for air freight are included beginning with the letters LD Container Ea Container Identification EEI Hazardous AMS External Track ajo P Ariving Container Type gt Description Description Type gt 20 Ft Refrigerated Aluminium Container E Number 20 Ft Standard Container Container J 20 Ft Tank Container a dll 20 Ft Ventilated Container Seal Number 2 40 Ft Collapsible Flat Rack Container 40 Ft Dry Freight Container Location 40 Ft Flat Rack Container Di 40 Ft Hard Top Container imensions 40 Ft HC Refrigerated Aluminium Container Length 9 00 40 Ft High Cube Container Width 0 00 7 El S Tip If you know the name of the container type you re looking for type the first letter of the word and the list will jump to that section saving scrolling and searching Enter a description of the container optional Enter the container number Enter the Seal number If there are two seal numbers enter both Enter the dimensions of the container if needed If you select one of the container types of 20 or 40 foot containers or the LDs units the dimensions are filled in automatically Check the box if you want to add the weight of the contained pieces to the total weight Select a warehouse location from the d
118. wae te ea eto Aptana ea aie ath 416 Using the Print Wizard 3s eo 8nd eenel ieee tats Meas pone eee stews s 417 Known Shippers sieca eaa btw oan ots Cae Aa IS eG han RRMA ACOR eee 8 419 Email Shipment Documents cs0244 s4as0b i ew eh de tone a eee be 422 The Shipment TOGIDAr s ae ke wets Ga kee Oe WO GaSe aa eS See Rese 423 The Master and House Buttons 63 4 2 052 aja Pas Ga heo eee ee eee ws 424 The Shipment Actions Button 624 Sanaa eer saaneensa eneee 427 The Cargo Shipment Toolbar lt co2ccueeewesvate eke cee eiwke woth ehes 429 Loading Cargo in a Shipment 1 46 4 4 dame pega outs id geome Eh Bw as OEE 429 Cargo DIdtUS 2 5 dnd Sea i ee eee eae oA ae Richt teats eee atea bas 432 Repack Caros naa a sateen thew Say aoa a doy ga Bias 432 Handling Containers sesira tant 5 aia dd eae a SE oe bE PO AES EA 435 Piint Labels ng ser eae SG Os ty Sal ue We a te aati ie ali ag Dear 435 Print EVO CUTS INS si gO reg E ie Ag UN hee ik SNe AN do 435 Verity Packing east 004 ater eyuig of doen stacks Ron te e A ade aca yk Ree a ad Bee ed 436 Liquidation peheise 15S ee teas ken Beth eee tee See ok eee 438 iguid anon Steps siicdagintaaia dy awn dae eead aes AE ten hades 438 Agent Participation ereraa ceca Gti ok argh ia ots aa wl Sead Wat Rian eet he 442 Configure how the Liquidation is Generated 2 0 0 0 0c eee ee eee 446 View Accounting Transactions 0 cece cece eee eens 450 Shipment Lister 2 do 4 OS eat ged ali dele
119. will appear Verify Charges This displays a verification screen of the charges in a ship ment in comparison to the rates you have entered into the system Click the Create button to create a Charges Correction Advice This form will be available in the document list in the shipment screen This option is 427 THE SHIPMENT TOOLBAR THE SHIPMENT ACTIONS BUTTON commonly used by airlines to verify charges that their customers calculate If there is a difference the system will alert you Charges Verification Results Shipment Information AWB Number 4635738 Pieces 1 Weight 444 97Kg 981 00lb the rates database All charges are correct when comparing to the totals of the shipment packing list and Volume 33 90r 1197 1 FFF Vol Weight 12462 11 Ib 5652 72VKg Description Pieces W Ocean Freight Service 1 W Ground Freight Service 1 W Insurance Fee lt Weight lb 981 00 981 00 Rate 2 35 3 75 100 00 Volume FP 1197 17 1197 17 gt Document Charges Correction Advice For Ocean shipments the Actions button will give you access to ocean carrier messages INTTRA a Magaya plug in Cargo Insurance is also available from the Actions button For information on cargo insurance please see the Magaya Software Communications Manual 428 THE CARGO SHIPMENT TOOLBAR LOADING CARGO IN A SHIPMENT The Cargo Shipment Toolbar The Cargo Toolbar enab
120. would like to repack all the cargo in the master shipment please check the box bellow and press the lt Repack gt button to enter the details C Yes would like to repack the cargo Repack For details on how to repack see the topic Repack Cargo 465 IMPORTS 1 CREATE AN IMPORT SHIPMENT 8 Select the documents needed for each House Add Air Shipment Consolidation Wizard Import Select documents for House Shipments Documents included in the house shipments are filled automatically with the details of each specific shipment Select Documents for the House Shipments either from Standard Documents or from Templates you have previously defined Select from Standard Documents Templates Name Arival Notice Invoice Air C Arrival Notice Invoice Ocean C Bilhete de Dep sito C Bill C Bill of Lading C Bill of Lading Multicurrency C Bill of Lading With Totals C Cargo Manifest C Cargo Manifest No US Customs C Cargo Release C Cargo Release Bonded C Cargo Release Distribution Al Carinar Inunina 092 Siimmsrizedl E ii gt NOTE If you desire to create template documents you can do that in the lt Miscellaneous T emplates gt folder v The Houses need Arrival Notices If you do not create them here you can add them later You can also add any other document that you want to send to the customer or to keep in the system for reference Import shipments
121. you that large attachments may cause a slow delivery of the attachment Magaya Explorer od The size of this file is 529 55 KB Please Note Large files may cause a short delay we J being viewed online or being sent by email Are you sure you want to attach this File You can still send the file regardless of the size To set your Magaya system to automatically reduce image size go to the Maintenance folder gt Configuration gt Maintenance amp Performance Click in the checkbox Optimize images for the Web The Attachments tab includes options to delete save or view an attached docu ment or photo The Save button opens a folder on your computer or network so you can save the image this is useful when uploading images directly from a camera 223 NOTES AND INTERNAL NOTES NOTES Notes and Internal Notes Notes Magaya Explorer gives you the option to add notes to your transactions There are two types of notes Notes that are included on the documents and visible to customers and Internal Notes that are not visible to customers Notes can be added to transactions such as Warehouse Receipts or Pickup Orders by using the Notes tab in the transaction Warehouse Receipt Shipper Consignee Supplier Cartier Commodities Charges Events Attachments Notes Intern 4 E Click to select a clause e Fnter the note by typing the notes field Click on the button to select a clause that has been set up in
122. 0 00 Destination g 0 00 0 00 35 00 35 00 Destination g 0 00 0 00 470 00 500 00 Destination g 50 00 76 97 76 96 736 23 Destination g 0 00 0 00 120 00 0 00 Destination g 0 00 0 00 50 00 0 00 Destination g 50 00 1241 57 1241 57 1241 57 442 LIQUIDATION AGENT PARTICIPATION In this example we are sharing 50 of the air freight gross profit with our agent for both Houses The profit sharing for an agent can also be set in the Forwarding Agent s profile in the Maintenance folder Click the Participation tab Click Add and select the type of participation either for a shipment or other charges Forwarding Agent General Address Billing Address Other Addresses Contacts Participation Agent aje Apply to Charge Type Value Inventory Sk Charge participation Shipment participation Add Edt Delete Cancel Help The participation can be set as a percent a flat value or amount per weight volume or piece by selecting from the Type dropdown menu in the Participa tion dialog box Participation Charge Air Freight Service id Type Percentage of Proft Value 5 00 Cancel Help e To calculate the participation by weight multiply the dollar amount for example 1 50 by the weight the formula you enter on the line would be 1 50 W Enter an asterisk for the multiplicatio
123. 0 55 00x12 00in W 2 20 43 Patio bar 57 00 33 00 55 00in W 6 20 43 Patio barstools 65 00 40 00 40 00in W 5 20 43 Patio tables 87 00 45 00 28 00in 436 VERIFY PACKING LIST VERIFY PACKING LIST In the screen the opens all the items for the shipment appear Packing List verification for shipment Master Shipment4 7 S amp Allcargo for Master Shipment4 W 10 WH 56 Sand 16 00 10 00 8 00in 10 W 2 20 43 Patio bar 7 00 33 00 55 00in 2 W 25 20 43 Patio chairs 45 00 55 0012 00in 25 W 5 20 43 Patio tables 87 00 45 00 28 00in 5 W 5 WH 56 Sand 16 00 10 00 8 00in 5 W 6 20 43 Patio barstools 65 00 40 00 40 00in 6 Allcargo for Master Shipment4 As you scan each item it is moved automatically from the top half of the screen into the verified section If the scanner failed to read a bar code you can enter the code manually by clicking on the Enter Code button A dialog box opens for you to type in the bar code number Enter barcode manually If your barcode scanner failed reading a barcode you can type it here and the system will verify it Barcode Create a report of the items by clicking on the Actions button 437 LIQUIDATION LIQUIDATION STEPS The Packing List document can be added to a shipment from the Add Doc button on the Shipment Toolbar e ff B amp Houses Add Doc Profit Liquidati
124. 00 Pieces Example If you have 1 box with items inside enter 1 in the Pieces field If you need more information about the commodities then enter the Quantity 181 COMMODITIES ADD COMMODITIES field for example 1 box with 8 pieces If you know the weight of each piece enter it in the Weight Piece field below the dimensions Examples of Pieces inside a Box Dimensions are per piece For example if you have 2 pallets that are both 44L x 44W x 44H each enter 44 x 44 x 44 in the Dimensions fields Quantity field This field is also used if you are declaring insurance or if you need a Commercial Invoice and need to have the value per item This is not often used for cargo moslty for resale inventory and for commercially purchased items For example if you have 1 box with 8 items inside enter 8 in the Quantity field If the item has a value defined in its Inventory Item Defin tion then the Unitary value field will fill in here By Totals Check this box if you do not know the weight of each box then enter the total for all the boxes in the Total field When you check the box the weight field will be grayed out so you can enter the total weight This selection is saved Location If you assign a location to the item then the status of the item will be On Hand after you click OK and save the data entered in the dialog box Option Set a default receiving locat
125. 00 00 100 0 Ss Open Inland Freight Yes 1 00 200 00 200 0 Delete Click to generate charges lt Totals A Generate USD 100 00 USD 200 00 USD 100 00 x Dele Expense Income Profit After the charges are generated or liquidated the system will collect all the charges and group them and create invoices for each customer The charges that will go to bills are also grouped and bills are created for each vendor Then these are posted into the Accounting system Note Accounting charges cannot be generated if a Pickup Order has items used in a Warehouse Receipt or loaded into a shipment You can also create accounting transactions from the Pickup Order by listing all the transactions for that release To do this follow these steps 294 WHAT ACTIONS CAN PERFORM WITH A PICKUP ORDER GENERATE ACCOUNTING TRANSACTIONS FROM PICKUP ORDERS 1 Click on the Actions button and select Transaction List The Transaction List opens Pickup Orders Transaction Listing for Pickup Order PU 32 Transaction Listing for Pickup Order PU 32 Type Number Applied to Date Employee Invoice 100 _ 09 13 2010 Operations Statf Go to document Print Batch Link Bill be Receive Payment Choose Columns Export History 2 In the Transactions List click the Actions button and select an option Link Bill Link Invoice Receive Payment or Pay Bill Enter the information needed in the dia
126. 08 16 2011 HK Porter Delivered WH 93 08 16 2011 Barcelo Capella Resort Barcelo Capella F Be Delivered WH 92 08 15 2011 Atlantic Surplus Barcelo Capella F D On Hand WH 91 08 04 2011 HWE Cargo Company W W On Hand WH 90 08 04 2011 D On Hand WH 89 08 04 2011 Detail button In Transit WH 88 08 02 2011 Bin Process WH 86 07 28 2011 lt ill PP e199 ev ele Add Edit Delete Filter Unfilter Actions Detail 236 WHAT ACTIONS CAN PERFORM WITH A WAREHOUSE RECEIPT DETAILS PANEL In this panel select items from the dropdown list to view Panels Charges Attachments 6 wH Status Select the panel of details to display Q Paid 5 Posted Internal Notes Summarized Inventory Transaction Listing Lilt Y r ik Filter Infilter Actions The Detail button is available in all lists Options in the menu include Events View Events added HTML Displays the WR the same as in LiveTrack Charges Right click on a charge to view it Transaction Listing Shows generated charges such as invoices and bills 237 WHAT ACTIONS CAN PERFORM WITH A WAREHOUSE RECEIPT DETAILS PANEL 238 CHAPTER 7 SET UP YOUR WAREHOUSE WAREHOUSE ZONES AND LOCATIONS INTRODUCTION Chapter 7 Set up Your Warehouse This chapter explains how to define inventory items set up warehouse zones and locations in Magaya Explorer define package types and define commodity classifications Warehouse Zones and Locatio
127. 1 if the amount was incorporated into a cost charge if it is too high or 2 if you are charging the correct amount Set Agent Participation System wide In Magaya software versions prior to 9 8 it was necessary to assign the percentage to all possible charge definitions that could be added to a shipment In Magaya software version 9 8 and higher it can be defined in the Configura tion menu 445 LIQUIDATION CONFIGURE HOW THE LIQUIDATION IS GENERATED Go to Configuration gt Accounting gt Main tab Click the Incoming and or Outgoing buttons for Configure Liquidation Options In the dialog box check the box for Agent shipment participation and enter a percent Shipment Configuration Date for transactions Profit Calculation Order Configure Liquidation Outgoing Shipments General Configuration Bank Account Bank Account 7 Account Receivable Accounts Receivable bd Account Payable Accounts Payable X Salesperson Commission ltem Sales Commission X Agent Profit Income ltem Agent profit share k Agent Profit Expense ltem Agent profit share X Calculate salesman commission before agent Calculate all commissions at the same time 7 Use a destination agent for collections V Show detail in generated transactions V Group Charges Generate Agent s Commissions as Expenses Generate one transaction per entity per consolidation Split taxed and non taxed transactions
128. 2001 12 31 00 23 Mar 2001 21 34 00 23 03 2001 03 23 2001 March 23 2001 h You can also choose columns inside a transaction on the Commodities tab For example in a Warehouse Receipt or Shipment right click an item in the Commodity List and select Choose Columns Learn more about working with columns in the section Related Columns Sorting in Lists To sort the items in the list click on the column heading For example if you click on the Status column heading the items such as WRs will be grouped together by status of Pending Delivered In Transit In Process At Destination or On Hand in the warehouse The Number column groups by letters and 133 WORKING WITH DOCUMENT AND LIST VIEWS RELATED COLUMNS numbers when you click on the Number column header For example all WRs that begin with the number 2 are grouped as shown here Status Number amp D In Process 2 ID In Process 20 Delivered 21 W On Hand 212 w In Process 22 ID In Process 23 I In Process 24 T In Process 25 iD In Process 26 Right click on an item in a list to access a pop up menu for that item This menu has many of the same options as the Actions button Status The icons for commodities in lists indicate the status of the commodity Yellow is In Process or Ordered Aqua is On Hand Purple is Loaded Light Green is In Transit Dark Green is Arriving Red is Received for example a sh
129. 25 00 Cargo Release Amount Due USD 25 00 Cancel Help Make any edits to the transaction if needed You can view the cargo release dialog box or go to the document The screen is similar for Credit Memos Bills and Credits Credit Memo Use this option if you need to issue a credit or a refund to a customer Bill Add a bill of what you need to pay 318 WHAT ACTIONS CAN PERFORM WITH A CARGO RELEASE OTHER ACTIONS Other Actions e Credit Use this option if you overpaid a vendor and they give you a credit The Actions button for the Transactions List has the option to link the transac tion to a bill or to an invoice or to a Cargo Release You can also unlink it If you created a bill or other accounting transaction separate from the Cargo Release you can link it this way You can also receive the payment or pay the bill from the Actions button You can perform other actions from the Cargo Release Actions button Click the button on the side of the Actions button to access the pop up menu av w se gt fm Actions Zoom Options Transaction Listing g O Verify Packing List ami FLJ Exclude from Tracking Add to job argo Release v Set Reset In Transit Set Reset Delivered Select Template History e ui24 2013 11 40 AM 1 4 R Set Status When cargo departs from your warehouse set the CR as In Transit by selecting the option Set Reset In Transit When
130. 453 USING THE SHIPMENT LIST SHIPMENT LIST you create from a shipment itself will only show information about the cargo on that shipment Containers Reports will show the items created as containers either by using the Add Container button in Warehouse Receipts or the Repack button in the Cargo Toolbar for the Shipment Shipment Reports gt By Destination Port By Entry Number By 6 0 Number By Inland Carrier Container Reports b Transactions Listing Go to folder By Issued By By Master Waybill in By Master Waybill out By Modes of Transportation Exclude from Tracking Add to job Set Reset In Transit Set Reset Received By Origin Port Set Reset Delivered By Pickup Order Create Picking Tasks By Place of Delivery Denied Party Screening By pe ERM cae By Shipment Name Choose Columns By Shipper Import By Status Export By Supplier History By Temperature Setup Statistics By Type we ws Actions Detail View Transactions You can view the transaction listing for any ship ment Select the transaction and then use the Actions button to select Transaction Listing Shortcut Click on the View button or double click on the transaction The Shipment List is also available for others to view shipments such as warehouse staff who need to know what shipments are arriving Due to permissions access restrictions some employees will only be able to view shipment transactions here becau
131. 5 5 4 S26 mena de eae Se wey Baw ned Dene Bad deg 109 Maintenance Holdersy tak ud panaire bid dae woo kde ead hiia E eee bb dele 110 Rates Folder pad avi tdoada sete bee wa ee ah oe aia eRe a E 110 Accountmge Fo ld r sc rete ctw tte EE EE A RE Oe ate id 111 Outgoing and Incoming Shipments Folders 0 000 cece eee eee 111 Miscellaneous 203 cist ee Red elt eens Reea dtd ek ecm ek bia Mth a ENA elated 113 Maintenance Folder cc cece cece cere cece eee cece eeeeseeees 114 RARE ES hee a ite EU aa Tee Re te te te 115 Forwarding Agents sotunse fy tess ages elt a aa tills ata tee Bll a e aati to 119 Warehouse Providers 2 5 3 btoweling 6 aa etad ed Woah yeas ine cack shades whet Saas 119 Customers tas gos Aina ok bes ha aae Seek ate gers Mend bee aA tes 119 Vendors arg tba Ran ues fo ee ee ea Os Se ee VRE oe Se 121 Salespersons eva aca E Eo E aes ad oe Re es Rade Ea ee ae Be 122 Contacts eregina iene EAs hee BB Sean a bearers 8 ea aaae a Rebs Gk Sense Bh 123 EMployeeS 2 ies ok oe ts ace Ga ieth a a Maik eae ER Ae ee ak BeOS A 123 POLES 54 Asa Gs LAL gee TRA iss has by 4 Si rae See WR alas AOL HE ON ig alent 124 COUNTES red ho fe a Liked Wakulla dda dds won deed ah R heats a A dog 127 COMMUTATION neraet eh Bie prude aw awa eWeek ee eats he Reb le ss a 127 Working with Document and List Views 0 c eee eee eens 128 BAS ty a ney Gea eh E tea ee as Re Bethe Ras TRS SERED aes 129 Related Columns 2 02 4 4 4 6
132. 6 characters minimum Cick Create ID to contnue lt Back Clase Help You can exit the wizard at this step and all the information you entered will be saved You can continue the wizard later by double clicking the Magaya Explorer icon that the system saves on your desktop When you receive the Activation Key open the Starup Wizard again and enter it into the field Create a Password In this screen you will also create a password The password must be a minimum of 6 characters Any letter or number combination will be valid Generate Magaya Network ID Then click the Create ID button Wait while the system generates a number and fills in the field Note This will be your Magaya Network ID number We recommend making a note of all the information in this screen for your records The next screen completes the Startup Wizard Click Finish The system is now ready to use We recommend launching the Accounting wizard from the File menu next Details and tips for getting started are available in the Magaya Cargo System Operations User Manual 61 STARTUP WIZARD ADDITIONAL STARTUP WIZARD TIPS Additional Startup Wizard Tips This section explains the fields in the Startup Wizard such as Customs codes and how to select carriers and ports This screen saves your company s codes so you do not have to enter them every time you create a shipping transaction Startup Wizard Company s Reg
133. 8 5 Sato ted eked es S ben EEE ob eho e Ges 134 Toolbars in Document and List Views 0 00 cece cee eee 139 Bu tt ns on the Toolbars coea dl aces date wld Ga kh ees adn a ae eee Rae g 140 FACE AOI S aeger Tene ok cl deh Ga Ge saat Seng deel a oid a ae Bahia Bard 141 Ate Printere tas nine ewe haee ew wean ERO tae Nahe wane eee a bed 146 Batch Email oscars wi Mae BIOs ae eee POW AG Lee a Bled ava 148 Phe Falter B ttner a3 bat pile 2 cha Peat en a h eG oe ees A Raa oe S 151 Adyanced Pte oore oaan a SoS ew She eG Sa BO 153 LheeP ind Buttont 5 5 4 us Soy ee sie he as Baa oa a des Pee ee 156 TT MesACHOns BUM suckle sre tetak le Becca Racdid Riki A etree ees hk Pk i coal Ak las 159 ThecDetait Buttons csuri ois ceed oath hohe olen dee boone dinate EiS 162 Resize Windows and Panels 5 3 04 5 ec 0 dc Row ce BLA od BW Se 163 Section 2 Warehousing s 40s0050 dee dessa evasion adead ocean ds 165 Chapter 6 Warehouse Receipts cc ccc cece cece ee eee recente eees 167 Introduction to Warehouse Receipts 0 eee eens 167 Receive Cargo Create a Warehouse Receipt ona cce ee veeeeen teen eeeed 167 Step by Step PrOCcdtesn 24 aco5 tae veusie REGEN Sees Hews seah es saws 3 169 General ad conn om ae Pee 169 Shipper Consienee Tab 24 0 4 4 ae Geta eee as one Se ee a 172 S pplier TaD 54 sci ek beady A ee A a E RTE Gana eh a ata ease ed 175 Carner Tabi 034g bared ayia DEG aes SP OLS Aton Park Solr Gard sulin eden Geeta
134. Allow ermployes to create Ocean Shprert Yer Configuse Cago hasanot Conbgue Cargo Imiurance Daaa Behan Ye Manage Tracking Use Allow employes to add edit delete backing Yes 91 PERMISSIONS ADD A ROLE TO AN EMPLOYEE 92 CHAPTER 5 MAGAYA EXPLORER INTERFACE INTRODUCTION TO THE MAGAYA EXPLORER Chapter 5 Magaya Explorer Interface Introduction to the Magaya Explorer When you open your Magaya software you will see the main screen that you will work in The screen can also be called a window or an Explorer and looks similar to other windows on your computer that you use already such as My Documents It is called the Magaya Explorer It allows you to explore or navigate in all your operations and accounting tasks Comply with US Customs regulations Mogay3 Software Relesse 10 8 automatically Power Express tesos the Way to Using Teomnoogy in Freegrt Forasrang in Tre Prempenes 4 z a Ea e gt z CES i o v c Simpie Frewgtt Sctunmsnt Care Stsoy MG Tranapot somrg Comptex Traniportsson Prooters RESOURCES SUBSCRIBE TO OUR NEWSLETTER When you first open the software a welcome page called Page One displays in the main screen It contains links to training news about new features and more It displays after the system has been idle also You can access it at anytime from the Page One menu on the left To widen the preview window click and dra
135. Amwaydil sdf Aur Way Bil 19020 Arwaydil_ 19020 sdi F Air Way Bil 12n Arwaybill 2 sd F Air Way Bil 12i Acc Abvaybill 24ccNumb _ Air Way Bil 12i Laser Arwaybill 2_Laser sd F Air Way Bil Laser Arwaybil_Lese sd E Application for Exportation Under Special Bond CBP Form 3495 3495 sdf _ Artival Notice Invoice Ar AinvalNoticeinvorces F Anival Notice Invoice Ocean AmvalNoticelnvaice s ri Bil Bil sd Ed Bil of Lading BilolLading sd Bil of Lading 19020 BilolL ading_1 9020 sc Delete F Bil of Lading Muticurrency Bilol adingMulticurres Bil of Lading With Totals Bilol ading otats sd Bil with Taxes meg_bil_with_taxes __ Bil with Taxes and Withholding mag_bil_with_tax_tet lt im b NOTE If you desire to creste template documents you can do that in the lt Miscellaneous T emplates gt folder ebak C ne con tin For example click in the box next to the document you want such as the Air Waybill option A checkmark appears in the box next to the document name This air waybill will now appear with your ship ment documentation and all the information from this wizard will 371 CREATE AN AIR EXPORT SHIPMENT DOCUMENTS SCREEN IN STRAIGHT AIR EXPORT WIZARD appear in it You do not need to type the document or fill it in by hand You can add as many documents as needed For definition of each AWB type in Magaya please see the topic Air Waybill Printing Tips It explains the differen
136. Click this to see if the entity was already entered in the database so you can avoid duplicate entries Note The term entity refers to customers vendors carriers and others entered into your Magaya system Forwarding Agent General Address Biling Address Other Addiesses Contacts Participation Agent Rates s j Name European Consolidator Entity ID Venfy existence Phone The Fntity ID field is usually an internal number that you might use if you need to give a customer or entity a unique number to help identify it This is espe cially useful for couriers who may have customers with the same name Any entity can be made inactive by checking the Inactive box in their profile this does not delete them but saves their profile if you want to use it later The Account number is often used by air carriers and it functions like a customer number 114 MAINTENANCE FOLDER CARRIERS Carriers Learn more about setting up customer account numbers in the Configuration menu gt Customer Setup Also please see the Configuration chapter in the Magaya Software Customization Manual The Contact name fields first name and last name are used to enter the primary contact person for a company or other entity Additional contacts can be added in the Contacts tab or in the Contact subfolder Import Data Data can be imported into the lists such as your existing customer list Click the Actions bu
137. Community 103 Company profile 104 Configuration menu 127 Configure liquidation 447 Contact Magaya 14 52 Contacts add 123 online access 123 primary 115 Container reports 453 Container add 196 Container return 293 Containers loading items 435 Cost of Goods Sold 26 Country codes and names 127 Courier waybill 232 Create Cargo Release 298 Credit card set up 121 Currency change date in transaction 317 Currency setup 62 Custom document download it 97 Customer account number 121 Customs codes 62 Cycle count 24 D Database Server 49 Database server 94 Database tasks 53 Declared value 383 Desktop icon of Magaya Explorer 48 61 Detail button Inventory Items 258 Details panel WR 236 Dimensional weight in a shipment 414 Distribution Center 17 Divisions 84 Document Editor 48 Document numbering 170 Document templates 386 Drop Shipping 458 E ECCN 189 Edit button 98 EEI 19 187 246 378 393 426 Electronics commodity description 183 Email send batch emails 148 shipment documents 422 Email signature 124 Employee add 123 create a task for 106 email signature 124 permissions and remote access 123 Entity ID 114 Events add an event 212 define an event 213 Events tab 212 Events automate 320 Everyone permission group 79 Excel spreadsheet add to shipment 425 Expiration date WR 187 Explorer 93 Export code 190 Export data to Excel 161 Export example ocean consolidated 380 F FCL 385 File a manifest or
138. E options r commodities Filter Filter Type Warehouse Match all conditions X O Match at least one condition Shipper P O Number Consignee Invoice Number Issued by vr WHR Number Destination Agent vr Status Origin Port Oo lt any gt X v Part Number Destination Port b ad aaf Mode of Transport F Exclude subitems v Show subitems only Entry Date Out Date From To From To 37 3 2015 3 3 2015 37 3 2015 3 3 2015 Cancel Help When viewing the Locations shows the Commodities filter and the Ware house Receipts filter open when viewing the WRs After setting a filter the list will show only those items you selected in the filter This is useful to narrow down long lists After you finish using the filtered list you can clear the filter by clicking the red X button Find To search for inventory click the Find button and select to search by number or text Find What Find only on record code and name Match Case View Click to view any item you select the location definition or the Inventory Item Definition dialog box 307 RELEASE CARGO CREATE A CARGO RELEASE SELECT THE CARGO TO RELEASE e Configure Click to change the columns shown for the WRs the items or per location If viewing the WRs the Configure button gives you the option to change the columns for the WR or the item
139. E SELECT THE CARGO TO RELEASE The following image is from the Magaya Cargo System Create Cargo Release Wizard Select the cargo to release You can select cargo either from Warehouse Receipts or from Inventory Warehouse Inventory Scan O WH 109 HWC Cargo Company Fill in reverse order A 5 WH 108 Atlantic Surplus BB WH 108 Edger Black amp Decker LE 750 45 00118 O 9 WH 108 Edger Black amp Decker LE750 45 001 7 Filter WH 106 HWCC C 2 aoe Corp jee WH 104 ABC Sporting Goods Inc vie WH 102 AutoLite Automotive WH 101 Atlantic Surplus WH 99 HWC Cargo Company Cartegena Constructi WH 9 Art Supplies Art Basel Gallery WH 95 HWC Cargo Company WH 89 HWC Cargo Company FOS seb bon te Mieke aie Mate Lil JOo00000000 v A Let s look at each of the options to release cargo e Click the Warehouse option if you want to ship out cargo as you received it by Warehouse Receipt To select all the WRs filter the list and click the Mark All button All items are availabe to be selected except those in Pending Tasks or On Hold Click the Inventory option if you are shipping by part numbers To select all the items under one part number select the PN and click Mark All 302 RELEASE CARGO CREATE A CARGO RELEASE SELECT THE CARGO TO RELEASE The option to load by Lot Numbers
140. ECEIVE CARGO CREATE A WAREHOUSE RECEIPT SHIPPER CONSIGNEE TAB Select the Mode of Transportation This is the mode that is being used to get items to the warehouse This field on this tab is connected to the Charges tab If you do not select a mode of transportation you will not be able to enter freight charges on the Charges tab of the WR The option will be grayed out However you will be able to enter freight charges later when this cargo is included in a shipment Client to Bill Shipper v Venezuela Pool and Patio X Code ot Transa ode of Transp v a Description Method Code Origin X Bicycle Courier Unknown Motorcycle courier Unknown Pedestrian Ground 33 E Rail Rail 20 Rail Containerized Rail 21 Road Other Ground 34 Truck Containerized R Ground 3i vessel Ocean 10 J vessel Containerized Ocean 11 P X RES 173 RECEIVE CARGO CREATE A WAREHOUSE RECEIPT SHIPPER CONSIGNEE TAB The fields on the Shipper Consignee tab affect the Charges tab Barcelo Capella Resort Ases Chanae 8725 NW 18th Street Miami FL 33172 UNITED STATES Client to Bil Ultimate Consignee Barcelo Capella Resort Mode of Transp Truck Income Charge Income Freight Charge Expense Charge Expense Freight Charge yi pS LST faa N do j Without the Mode of Transportation selected the Freight charges options will not be available These tab
141. ETAL FURNITURE EXCLUDING OFF 9403200010 METAL FURNITURE OF A KIND USED 9403100040 METAL FURNITURE OF A KIND USED 9402900020 MEDICAL SURGICAL DENTAL OR VE Filter Untilter Help Commonly 0O Used v XXXXXXXSIXXxXXXXX v Ano00000 25 of 8876 elements This list contains thousands of entries To limit the list click on the Commonly Used checkbox This will display only the codes you use regularly You can also filter the list to display other entries When you have selected the code you need click the OK button This will return you to the Commodity dialog box s EEI tab The code and description will be filled in automatically These codes are updated via a Web service to ensure the system has the latest Fill in the other fields on the EEI tab e Enter the Measurement information for Quantity 1 and 2 as needed This is determined by the Schedule B code entered When two units of quantity are specified in the Unit of Quantity field for a Schedule B clas sification both primary 1st and secondary 2nd quantities are required to be reported in the AES The first Quantity is required unless using a limited export code The second Quantity is required if the commodity requires it unless using a limited export code Not all Schedule B codes require this field and X by the field indicates it is not required Enter the value the total monetary value Use whole numbers Do not enter z
142. Entities Routing Charges Events Delivery Attachmen Outgoing E Select Documents a haves Documents Select Documents either from Standarc previously defined Bill Number Select from Standard Documents J Number jisme ad Place _ Loading Guide F NewDocument ad By S _ Ocean Booking ad Date Fij Packing List Packing List S ized id Value for Carria tlh she fauininarsad Packing Slip The Summarized Packing List template will group Part Numbers together to make the document easier to read It can also display Serial Numbers Liquidation Liquidation is the process that creates all your Accounts Receivables Accounts Payables and transactions related to a shipment or consolidation in one step Liquidation Steps To liquidate a shipment follow these steps 438 LIQUIDATION LIQUIDATION STEPS 1 Click on the Liquidation button on the Shipment Toolbar SS Houses Transac Routing Service Type Mode of Transportation Air Route x Carrier Caribbean Airlines Flight Number A list opens displaying a summary of income and expenses These are the charges from the Charges tab 2 Click Generate 3 Review the items in the confirmation screen and click OK when ready Optional You can change the date if you have permissions role Liquidate House Charges To liquidate charges for a
143. Find button a search box appears The same search box appears when you click the arrow on the side of the Find button and select Transactions See the screenshot below Find Type All elements 3 Find From 12 1 20 4 To 6 22 20 v So Quick Find Find by Transaction Number Text x Text potting soil Dock d Help Results Type Name Date Warehouse Receipt WH 56 03 12 2010 Warehouse Receipt WH 5 03 24 2010 Warehouse Item Potting soil 03 12 2010 Warehouse Item Potting soil 03 24 2010 Warehouse Item Potting soil 03 24 2010 Warehouse Item Potting Soil Organic 03 24 2010 Warehouse Item Potting Soil Organic 03 24 2010 Warehouse Item Patting soil 03 24 2010 9 elements found You can move the search box to the side of your Magaya Explorer and affix it there by clicking on the Dock button with the green arrow pointing left To 156 WORKING WITH DOCUMENT AND LIST VIEWS THE FIND BUTTON un dock it click on the Dock button it now has a red arrow pointing right instead of a green arrow pointing left Select what you want to find by clicking on the Find Type dropdown You can search all elements or choose what transactions to search in such as warehouse receipts or invoices To combine search elements choose Selected Elements from the dropdown Check the boxes for the elements you want to search You can also use the button with the three dots next to the dropdown For example
144. Framework 3 0 Service Pack 2 Size 179 00MB 4 Select Magaya Software and click Remove 5 Click Close when finished Contact Magaya Help If you have any questions or require assistance please contact Magaya at Phone 786 845 9150 Email support magaya com 52 CONTACT MAGAYA HELP NEXT STEPS Next Steps Click the Help menu in the top toolbar of your software to access resources such as videos user manuals the Knowledgebase and more Accounting Reports Options Ls Help Topics B Y To Y P 4 gt Print Find Video Tutorials a User Manuals From 4 8 2015 1 Frequently Asked Questions Tell a Friend Shipper Cq Contact Magaya Corporation Carrier 015 Orlando Garden Ja Magaya Home Page 015 HWC Cargo Comp Fru 014 Att Basel Galley A Magaya Knowledge Base FedEx 014 Orlando Garden S T About Magaya Explorer 014 AutoLite Automotive E UPS Gr 014 Bell Helmets Biscayne Bike Tips and suggestions are available in Magaya software on dialog boxes and other locations in the software program Click on the Magaya Tip button to access resources such as how to articles and videos It is recommended to leave this on but if you want to turn it off go to the Maintenance folder gt Configuration gt General This user manual and others are available from the Magaya website www magaya com Learning Center page Video tutorials are on www magaya com and on YouTube com
145. H A CARGO RELEASE VERIFY A PACKING LIST IN A CARGO RELEASE Verify a Packing List in a Cargo Release To verify items in a packing list in a Cargo Release follow these steps P ee SB F w Qa lt gt i dit Delete Find Filter Jofiter Actions Zoom Page Page Options Transaction Listing HWC Carg verify Packing List 8725 NW 18 Terrace Miami Exclude from Tracking Add to job Cargo Release Set Reset In Transit 17 jme Apr 27 2010 09 45 AM Release By llene Taylor Applicable Charges Select Template History Packing List verification for cargo release 17 amp Allcargo for 17 W 2 10 24 Air Filter 30 00 45 00 12 00in 2 W 8 10 24 Air Filter 30 00 45 00 12 00in 8 All cargo for 17 The items to be verified appear in the top half of the Packing List screen Scan the items As items are scanned they appear in the bottom half of the screen To enter a bar code manually click on the Enter Code button and type in the bar code number To create a report or restart the count click on the Actions button and select the option needed 323 WHAT ACTIONS CAN PERFORM WITH A CARGO RELEASE VERIFY A PACKING LIST IN A CARGO RELEASE 324 CHAPTER 10 WORKING WITH COMMODITIES COMMODITY LIST INTRODUCTION Chapter 10 Working with Commodities This chapter explains how to create commodities reports and how
146. House separate from the whole consolidation click the Generate button on the Charges tab for the House 439 LIQUIDATION LIQUIDATION STEPS Totals are displayed at the bottom The set of buttons on the side of the list gives you the ability to configure the liquidation set up to generate the transactions and to update and filter the list Liggsilation for Shipenent Shipanent 2 5 USD Wate Curdorre Cesaiplon C t aa C Gross Pril Ap HBOLS Sinana Storace Fee 2000 Po HBOLS Shinano Dosen Freight Service 7 000 Fe HBOL1I inny Choo Sh Harling Fee i HBOL19 Jimny Choo Sh Doosan Fregat Service HBOL11 Atevic Supus Ocean Freight Service Configure HBOLI2 Magaye Maw Donen Fregtt Savis e 8 Generate M The Liquidation buttons Update D Filter xf se Actions Gress Proli Sais a Proit Yor Ages Prat wee UCU 122 00 a 0 09 a The default columns in the Liquidation screen are e Waybill number the air waybill or ocean ground bill of lading number Customer name e Description of the fee Cost Pre Paid PP Cost invoiced at origin Cost Collect Coll Cost invoiced at destination Income Pre Paid Inc PP Income invoiced at origin Income Collect Inc Coll Income invoiced at destination e Gross Profit is the Income Pre Paid Income Collect Cost Pre Paid Cost Collect e Agent Name Set their currency preference by activating the option in the Configuration menu and then set i
147. IA 12345675 eeue eee aa AWB number Spp er s Account Number Netheg ete TAM TRA Air Waybill anuas BRAZ sued By Caterpillar Equip 123 SW 6th St Tel 305 555 9000 Clewiston FL 33344 UNITED STATES Consgnee Name and Address Cartegena Construction Esai 3 Calle Ocho Tel 305 555 9000 Cartegena COLOMBIA Copes t 2an 3 ahis Ar Vyhl are orgies ani t Bis aged ha be goods derabed heran ae aca excep a roki te carlge SUNET TO TH REVERSE HEREDF ALL GOODS MAY BE CARR ROAD OR AN YO THER C ARRIER UNLESS SPECI HEREON By THE SHIPPER AND SHPPER AGRE VIA INTERMED ATE STOPPING PLACES VVH O H SHIPPER SATTENTON IO DRAWNN TO TH ENOTE UABILITY Shipper may Ingeae ach limi bion off ani paytry a nppemenbi chage ltrequred biung Cankr sAgentName and Chy Accounting hometon The AWB number is filled in from the General tab in the shipment transac tion screen and the shipment wizard of your Magaya system Master AWB Number The AWB number consists of the issuing carrier s three digit IATA airline code number and a serial number of eight digits separated by a hyphen including a check digit placed at the end The check digit is determined by using the unweighted Modulus 7 system The number is created automatically by adding 11 to each number until the last digit totals 6 Then start over Example 777 12345675 the number 5 at the end is the check digit The next number will be 777 12345686 It i
148. ICYCLES AND CYCLES NESOI INCLUDING C O 8712002600 BICYCLES HAVING BOTH WHEELS EXCEEDIM O 8712001070 BICYCLES HAVING BOTH WHEELS NOT EXCE O 8512100000 LIGHTING OR VISUAL SIGNALING EQUIPMEN O 4013200000 INNER TUBES OF RUBBER OF A KIND USEC M 4011500000 NEW PNEUMATIC TIRES OF RUBBER OF At Cancel View Filter ell Unfilter Filtering Tips e Since some descriptions are long double click on the code in the filtered list to view it e Ifyou use a commodity regularly check the box It is commonly used Then the code will display in the Browse list inside the Commodities tab on the FFI tab To Add a Commodity Classification If you need to add a Commodity Classification to the list e Go to the Warehousing folder and click on Commodity Classifications e Click on the Add button Enter the code and description 249 COMMODITY CLASSIFICATIONS ACTIONS WITH COMMODITY CLASSIFICATIONS LIST Click OK The classification is added Commodity Classifications Classification Code Description Quantity 1 Quantity 2 E E Itis commonly used To import the latest Schedule B codes from US Customs into Magaya e Goto the Commodity Classifications subfolder under the Warehousing folder e Click the Actions button and select Import Schedule B Codes A dialog box opens Import the new codes these codes are available on the US Census w
149. IGHT AIR EXPORT TRANSACTION Save the Straight Air Export Transaction To save the shipment transaction select a folder Add Air Shipment Straight Wizard Export Select the folder Shipments must be placed inside folders which can be created in the same way you work in real life You must select a folder to place this shipment A folder is a repository which can contain shipments documents and other folders amp Outgoing Shipments i fe New Folder 2010 J 2011 x Delete Hq 2012 ja a This is a sample folder oa structure you can create for J Ocean your company E Ground H Outgoing Shipments 4 From Online Shipments Extra Info If you need to add a new folder click the New Folder button When done click to the next screen in the wizard 376 CREATE AN AIR EXPORT SHIPMENT SUMMARY SCREEN THE STRAIGHT AIR EXPORT WIZARD Summary Screen the Straight Air Export Wizard Verify the information in the Summary screen Add Air Shipment Straight Wizard Export Completing the Air Shipment Straight Wizard You have successfully completed this wizard ou can verify the summary to see if everything is correct You specified the following shipment settings Shipment Name Shipment24 Carrier LAN Cargo Air Waybill Number 045 1222 Booking Number BN715 Executed Date 3 31 2009 Executed By Administrator Description of goods construction equipment Shipper Cate
150. ION EXPORT STEPS TO CREATE AN OCEAN CONSOLIDATION EXPORT 5 The Mode of Transportation field is filled in automatically Note The system will display only maritime type transportation options when you are in the ocean wizard For more options click on the button with the three dots Note A Vessel is LCL A Vessel Containerized is FCL For the Origin Enter the point of origin or the Free Trade Zone FTZ number The point of origin is the city where the transporta tion starts Select the pre carriage company and where they will pick up the items For the Export Enter the pier or terminal name or number Select the port where the cargo will be loaded Select the exporting carrier the shipping line Select the vessel name and flag and enter the voyage ID number For the Destination Select the port where the cargo will be unloaded who will do the carriage and the place city where the cargo will be delivered by on carrier this is from the Ports list in the Maintenance folder Click the Next button Select the documents for the Master shipment For example click on the checkbox for Bill of Lading and Cargo Manifest options A checkmark appears in the box next to the docu ment name These documents will now appear with your shipment 385 CREATE AN OCEAN CONSOLIDATION EXPORT STEPS TO CREATE AN OCEAN CONSOLIDATION EXPORT 6 documentation and all the information from this wizard will app
151. ITEM DEFINITION INVENTORY ITEM DEFINITIONS LIST If you selected a Preferred Vendor you can also choose to create a PO with that vendor when inventory is low The PO will appear in the Purchase Order list for users of the Magaya Supply Chain Solution When you are finished entering information for the Inventory Item Definition the item is now saved in your Magaya system and ready to be used in WRs and other transactions When you edit an Inventory Item Definition the Part Number is grayed out and cannot be changed If the Part Number is not correct delete the item and create a new Inventory Item Definition for the item The Criteria tab displays criteria used in the Location Definition to help whne doing procedures for putting away this item replenishing it or picking it for a release For more see the topic Location Definitions Inventory Item Definitions List The Inventory Items Definitions list can be used to displayed a variety of infor mation about your inventory in a way that is helpful to your specific operation For example you can set columns by using the Actions button Save a List View You can save a view so you don t have to create it every time you want to see certain details Follow these steps First filter the list to view only the items you want to see Save that view by clicking the star on the top of the list and select Save this view es Arriving Piec Earn Manag
152. LATION ON A NETWORK how to navigate the interface please see the chapter on the Magaya Explorer interface Also see the Magaya Software Customization Manual on www magaya com for more ways to personalize and customize your software Training videos are also available on the Magaya Software YouTube Channel If you are installing the software at a large company with employees in different departments we recommend contacting Magaya Corporation for training to ensure all your employees know how to perform the tasks for their roles Steps for Client Server Installation on a Network Network installation means to connect other computers or clients to the main computer server where you run the Magaya software If you have not installed the Magaya software on a main computer a PC server etc then install it first See the steps in the section Steps to Install on a Single Computer or Server For better performance it is recommended that the IP address of the server computer is set as static The network can be a local network or a corporate network via VPN These steps are for the client side of the client server installation Follow these steps for each computer or workstation that will run the Magaya software 1 Install the software See the steps in the section Steps to Install on a Single Computer or Server 2 Open Windows Explorer on the workstation 3 Locate the server computer The workstation m
153. Magaya software installation folder and double click on the OnlineUpdate exe file to run the file This is the icon 6 The Online Update will update the Magaya Software files from Maqgaya s servers all modules must be closed You need to be connected to the Internet to execute this process To begin press the Start button ad Ce File copy progress Corp Magaya Cargo System D atabaseUl exe Update progress 7838 30 Kb of 67940 00 Kb 50 UPDATE MAGAYA SOFTWARE 7 8 When the update is complete the Magaya Database and Magaya Commu nication services will start i Magaya Communication Service Default This service is now Running Connection Type Online through Gateway 4y 1 46PM Restart the computer or server to apply the update Then the update will be active on all the computers in your company that run Magaya software When the user logs in again the new version will run If you receive a message stating that you need to restart your server follow these steps 1 2 3 4 Click OK on the message notifying you that the Communication Server cannot connect to the Database It will run in the next step Click on the Magaya Cargo Explorer icon on your desktop Type Yes in the field that asks if the backup was done Now the Commu nication Server will be able to connect to your database Click on Start and go to All Programs gt Magaya Software gt Magaya Communicati
154. Max Weight 0 00 lb Width 0 00 a Height 0 00 in F Inactive 242 How TO CREATE WAREHOUSE LOCATIONS STEPS Enter a code such as an abbreviation for the location When working with WMS Mobile the barcode on the location label must be the same as this code field Be sure to match these code lists when planning your warehouse Enter a description For example the warehouse location of the first row in the warehouse and the first section of the row might be Row 1 Section 1 The code can be R1S1 The Staging Area could have a code of STAGE The naming of the location codes and descriptions are determined by you Definition Select a definition for this location This is useful for picking putting away and replenishment operations This feature is available in the Magaya Supply Chain Solution and Magaya WMS See the topic Location Definitions for more Select the type of location from the dropdown Storage Receiving Shipping Quality Control Mobile or Other The location types Shipping and Quality Control are the only location types used in Pick and Load Tasks for the Magaya WMS Mobile application Select the zone from the dropdown Magaya software comes with one Default zone Note If you have not added any zones yet the dropdown will not have any options to select It is recommended that zones be added before locations into Magaya Explorer See the section on Warehouse Zones for in
155. N EXPORT STEPS TO CREATE AN OCEAN CONSOLIDATION EXPORT 7 Ifyou would like to repack the cargo click the Yes checkbox Then click the Repack button and fill in the information in the repack dialog box Repack the cargo You can repack the cargo creating a container pallet skid etc and you can also the dimensions and weight for the new package If you would like to repack all the cargo in the master shipment please check the box below and press the lt Repack gt button to enter the details Yes would like to repack the cargo This will repack the cargo from all Houses into one container at the Master level For more details see the section Repack Cargo Go to the next screen in the wizard 389 CREATE AN OCEAN CONSOLIDATION EXPORT STEPS TO CREATE AN OCEAN CONSOLIDATION EXPORT 8 Select documents for the House shipments Note The screen functions the same as the one for the Master shipment documents remember The House is the information per customer Tip Be sure a checkmark appears in the checkbox when you select a docu ment This will add the selected document to each House k S eles ia x Select documents fo rouse hipments Documents inchided Ase shipments we filed automaticaly with the details of each specific shipment Select Documents foe the House Shipments either from Standard Documents or from Templates you have peeviously defined Select from Standard Do
156. ND LIST VIEWS BATCH PRINT A print wizard opens Batch Printing Wizard Welcome to the Batch Printing Wizard Please take a moment to select the documents you would like to print This wizard will allow you to configure a prirter for each document and wil create print job for each diferent peinter you select Glick on the Next button to start r Click Next to begin In the next screen there is an option to select other templates and printer or use the defaults Batch Printing Wizard Document Selection Please select all the documents that you would like to print You can also awws change the printer settings For one or more documents at a time mn Printer idev04HP LaserJet P2015 Series PCL 6 Print each transaction with its assigned template The system will print the default template to the default printer To select a different printer click Configure To select other templates and their printers make selections below Select other document templates you may want to print for each transaction Template Printer Pickup Order for NYOCC idev04HP LaserJet P2015 Series PCL 6 C Pickup Order No Charges dev04 HP LaserJet P2015 Series PCL 6 Clear All C Pickup Order devO2 HP LaserJet 4000 Series PCL qe ee C Pickup Order 19020 devO2 HP LaserJet 4000 Series PCL j 147 WORKING WITH DOCUMENT AND LIST VIEWS BATCH EMAIL Batch Email The Batch Pr
157. NETWORK FOLDER The buttons on your toolbar may differ from the screenshots depending on which Magaya product you have HWC Cargo Company Magaya Explorer File Edit Sales Operations Maintenance MagayaNetwork Accounting Reports Options O O a Q a D p2p Q Back Pickup Receive Release Find Magaya Network FEY Community w i Messages Company Profile 9 Tasks gt as Quotations D Search Invitations The first screen in the Community folder is your Company Profile Here you can edit or add information about your company You can add a description of your company that others in the Magaya Community can read to learn about you You can enter keywords that will help people find you when they are searching Keywords can include terms such as freight forwarder NVOCC warehouse etc Icons on the top corner of the screen allow you to save the profile reset your changes back to the original fill in the form automatically based on the information already entered when the Magaya software was installed and to upload your company profile to the Magaya Network The second feature in the Community folder is Search You can search by company name country state or province city and or by keywords You can use as many or few fields as you want when you search The third feature in the Community folder is Invitations You can send an invitation see the invitations you have received and accept an invita tion
158. ONS WITH COMMODITY CLASSIFICATIONS LIST Actions with Commodity Classifications List The Commodity Classifications list is located under the Warehousing folder TA E Pickup Orders E Pickup Order List A Warehouse Receipts A Warehouse Receipt List d Commodity List 8 Cargo Releases Cargo Release List Cargo Movements g Cargo Movement List Package Types Locations w Inventory Item Definitions Commodity Classifications El Work Load do In Transit To filter the list of Commodity Classifications click the Filter button and select either the Standard or Advanced filter option This is a screenshot of the Standard Commodities Classification Filter Commodities Classification Filter Filter Type Match all conditions Match at least one condition Chapter Find What C Find only on record code C Match Case 247 COMMODITY CLASSIFICATIONS ACTIONS WITH COMMODITY CLASSIFICATIONS LIST You can select a chapter from the dropdown or enter a term in the Find What field The results will display in the list and the dialog box will close The Advanced Filter has many options for filtering your list Advanced Filter Available Fields Selected Field or Filter Hoss un Description Text O Code Text O Description Text Conditions O Quantity 1 Text Contains v 8 Quantity 2 Text OUsed Bool pee Filter Change to OR Add AND W W Al conditions AND e Click on t
159. RGES TAB Charges Tab Ifa commodity has an expiration date entered the date will appear in the Cargo Release document default template To add charges to a Cargo Release go to the Charges tab and click the Add button Select from the pop up menu income or expense for general items or services or freight related 1 General Inland Camies Commodities Charges Events POD Attachments Notes intemal Notes Status Description Prepaid Quantity Price Amount Apply to Add Open Inland Freight Cost Yes 1 00 4500 4500 UPS Edit Open Inland Freight Yes 1 00 55 00 55 00 Electronics D 4 m Totals l Generate Expense Income Profit Uns Gereate USD 45 00 USD 55 00 USD 10 00 x es ateba Income Use this to charge for documentation any crating fees storage or other fees not related to transportation Income Freight Charge Use this to select the transporation charges the freight service class and who to apply it to If you have rates saved in your system you can select them here for that entity You can choose to set it to Prepaid or Collect Decide if you want the charge to show in documents Do you want this 309 RELEASE CARGO CREATE A CARGO RELEASE CHARGES TAB rate to be updated automatically if changes are made to your system by you or another employee who has permissions to modify rates General Inland Carries Commodities Charges Events POD Atta
160. Reports Options Help E Network Name Wapb Number Layo Description Apply to Shiomert58 0 88 1234 Mase Ooesn Freaght Service Cost SUD HAMBURG COLUMBUS Shiomert58 0 08 1234 Master Ocean Fraght Service French Destination Agent HBOLIS HBOL15 House Ooasn Fraght Service Ast Supphes HBOLIS HBOL15 House Ooasn Fraght Service Cost SUD M4MBURG COLUMBUS HBOLIS HBOL15 House B of Lading Docunertation ise French Destination Agent Total USD Liquidation This liquidates the shipment and creates accounting tasks see the topic on Liquidation 425 THE SHIPMENT TOOLBAR THE MASTER AND HOUSE BUTTONS Transactions This button has two options 1 Transactions for Consolidation which is all the accounting transactions related to the Master and House that will be summarized in one screen and 2 Transaction for the Shipment which enables you to edit the accounting transactions See the section on viewing transactions amp 1 8 amp w i ws np Y Send Customs Commod Actions Transactions for Shipment Transactions For Consolidation a amp E Gh Add Unload Repack All cargo for Shipment64 O 905110 Oil refinery supplies 474 W 305110 Laptop 48 00 42 0040 l W 305110 Laptop 45 00 55 00 54 W 305110 PC 0 00 0 00 0 00in 1 W 305110 PC 0 00 0 00 0 00in 1 In Trans Send Send the shipment information and documentation to an agent or other in the Ma
161. SEC INC Insurance Income C Bunker Surcharge BKS INC Ocean Freight Income C Fuel Surcharge FSC INC Air Freight Income View Priority Freight Service FGTP INC Air Freight Income C Ground Freight Service GRNFGT INC Ground Freight Incom Filter Cancel C Ocean Freight Service OCEFGT INC Ocean Freight Income Air Freight Service AIRFGT INC Air Freight Income 2 7 of 106 elements 3 Enter the Origin and Destination in the Query dialog box 4 Click Find or enter more details such as weight and commodity type Results The results of the query search will display in the bottom of the screen displaying rates that are entered into your Magaya system Prices in USD Description Rate Amount Entity Minimum O Ocean Freight Service Cost 1 200 00 1 200 00 x Shipping Line No W Ocean Freight Service Cost 800 00 800 00 Tropical Shipping No The best option will be checked These rates are pulled from the rates entered in the Accounting folder gt Rates To create a Quotation from this rate 1 Select the Customer if the field is blank 2 Click Create Quotation The information about that customer and rate will be automatically included in the Quotation dialog box Make any changes needed and click OK when done 341 ACTIONS FOR QUOTATIONS Query RATES Note The next time you open the Query Rates dialog box your last query is saved so you do not have to re enter data to search again for t
162. Select Template x Templates Template Preview Name Filename Pickup Order PickUpOrder sdf Pickup Order No Charges PickUpOrder NoCharges sdf Pickup Order 19020 PickUpOrder_19020 sdf Pickup Order for NYOCC PickUpOrde NYOCC sdf 4 r 4 Link selected template to current transaction Set selected template as default are cancel Heb Note If you want to check for any new templates from Magaya go to File gt Download Document For steps on creating Pickup Orders see the topic Pickup Cargo Create a Pickup Order in the Magaya Knowledgebase http knowledge magaya com search create_pickup_order Pick Up Cargo Create a Pickup Order There is more than one way to create a Pickup Order in your Magaya system depending on your business model For example you may give a customer a quote first Then you can convert that Quotation into a Pickup Order which transfers the information for you from one transaction to another If you don t make Quotations you will need to know how to create and issue an order to pick up cargo Let s look at how to create a Pickup Order from scratch Note For an introduction to creating transactions in your Magaya system for picking up cargo including learning about document templates see the topic Introduction to Pickup Orders in the Magaya Knowledgebase 265 Pick Up CARGO CREATE A PICKUP ORDER GENERAL TAB General Tab http knowledge mag
163. Supplier may contain some of the same information as the Shipper tab The Supplier is the entity who provides the goods for the Shipper Select the entity name for the Supplier for this Pickup Order General Shipper Consignee Supplier Carriers Commodities Charges Events I L Ea Name Invoice Number Address Purchase Order Number Cancel Help j Enter the Invoice number if you have it This invoice number is for the commer cial transaction that pays for the items Enter the Purchase Order PO number if you have it This PO number the corresponds to the commercial transaction that purchases the items Carriers Tab The fields on the Carrier tab are The Inland Carrier is usually an overland trucking company This entity provides transportation for the Pickup Order 273 Pick Up CARGO CREATE A PICKUP ORDER CARRIERS TAB The Main Carrier is usually an ocean carrier if the cargo is sent by sea after the pickup is done This applies when this is part of a complex transportation arrangement that has more than one leg Pickup Order mx General Shipper Consignee Supplier Carriers Commodities Charges Events Als ka Inland Carrier Main Carrier Carrier Carrier X 5 PRO Number Return Address Change _ Driver s Name Driver s License Number Booking Number Tracking Number Preferred Mode of Transportation The Ret
164. THE TOOLBARS Buttons on the Toolbars Many buttons have an arrow on the side of the button Click the arrow to access options The choice in bold is the default that displays if you click the button instead of the arrow When you click a button a dialog box will open After you have entered information in the dialog box click the OK button The dialog box will close The information you entered will be saved in the database and in the form you are working on such as an invoice or Pickup Order Add Button Use the Add button to add a new transaction of the selected type to the database When the Add button has an arrow then options are available When you click the Add button a dialog box opens Enter the information in the dialog box to fill in a form such as Pickup Order or Warehouse Receipt The Add button offers options that are specific to the list you are viewing For example in Bookings the Add button enables you to specify the type of booking such as Air Booking Export Ocean Booking Import etc In the Accounting folder the Add button for Payments offers the option to add a Customer Payment or a Vendor Refund The Add button for Cargo Releases will open a wizard with screens that walk you through entering the information to create a cargo release Edit Button This opens the same dialog box used when adding new information so you can edit or change information Exception The Cargo Release Edit button will open a dialo
165. The dimensions are per piece For example if you have a pallet enter the dimensions of the pallet regardless of how many items are included in the pallet The By Totals field is volume and weight of all the pieces together This is useful if you don t know the weight of each box then enter the total for all the boxes in the Total field When you check the box the weight field will be grayed out so you can enter the total weight This selection is saved The Quantity field is used to enter the quantity of items commercially purchased This field is used if you are declaring insurance or if you need a Commercial Invoice to include the value per item This is used for resale items not for cargo items It s optional and can be left blank Example if you have 1 box with 12 items inside you have a Quantity of 12 To track the value per item enter the value of one item in the Unitary value field For example if the box has 12 items and each item is valued at 50 enter 50 in the Unitary value field The system calculates the 277 Pick UP CARGO CREATE A PICKUP ORDER COMMODITIES TAB total value for you If your Inventory Item Definition for a Part Number includes the value it will be filled in here Part Number Model FL 150 150 Description Pipe flanges ANSI 150 X Package Type Example 1 box 1 Pieces Dimension L x w x H 25 00 25 00 12 00 in X E By Totals Piece Total Measu
166. a Network This network connects your database to Magaya s servers and to others such as 3PLs in your network and agencies such as U S Customs The Magaya Communication Server is at the core of the network It manages all communication between your system and the online tracking tool LiveTrack It enables your system to send updates to customers via an email link and handles calls to the API Learn about the network configuration which ports to use and more in Chapter 8 of the Magaya Software Communications Manual All online func tions such as online payments and the apps are also covered in this manual Also find information on setting up the email system in Magaya remote access AES and other Customs connections 74 PERMISSIONS PERMISSIONS INTRODUCTION Permissions Permissions Introduction Administrators can assign permissions to employees in your company based on the employee s job or role For example you may want to give the Accounts Receivable AR clerk access to certain billing functions allow a warehouse employee access to other functions or limit access to certain functions such as accounting for certain employees who do not handle accounting in their job role Overview of Permissions Available In the Permissions dialog box is a table of cells that enables you to restrict access according to the following e Create Allows a user to create but not modify or edit a transaction Read a user can read
167. a software assigns a WR number to the WR that you are working on You can change this number if needed by typing over it Document numbering is set up in the Maintenance gt Configuration folder Magaya software automatically fills in the date time and the name of the employee who is creating the WR and fills in the Issued by field with your company name You can also receive cargo on behalf of other agents by selecting their name for the Issued By field The Issued by field can display your warehouse or a warehouse provider that you are using for this transaction The Destination agent field is optional If you enter a name in this field the agent will be able to view the WR if Magaya LiveTrack is enabled for the agent Magaya software enables creating Warehouse Receipts for bonded warehouses asecure facility in which imported dutiable merchandise can be stored for up to 5 years without payment of Customs duties Select the type of bonded ware house Domestic Cargo is being transported domestically e Bonded Cargo is under custody by the U S government and has not legally entered into a U S territory for consumption C F S Cargo is being transported to a Container Freight Station CFS G O A General Order G O type of bonded warehouse is a U S govern ment owned leased facility where cargo is stored by order of Customs to be examined if it is pending final release or seized The cargo in held by G O
168. ads in Release Cargo with WMS Mobile Devices in the Magaya Supply Chain Solution Operations Manual Print Labels To print labels click the Print button arrow Select Print Labels Options are Print Labels Print Setup Select Labels Receiving Label 4x5 Receiving Label 4x6 WMS Label 4x6 Printer Print Setup Description devO4 HP Lasenet P2015 Seri USBOO1 Warehouse Receipt Number 20 Amount of pieces 425 Start at 1 End at 425 Select the label size and priter setup e Change the amount of labels to print if needed Print Documents To print documents click the Print button on the top toolbar and follow the prompts in the wizard See the section Print Shipment Documents for details View and then print attached documents from the Attachments tab 435 VERIFY PACKING LIST VERIFY PACKING LIST Verify Packing List The software contains a function to verify a packing list This is used to ensure all the correct items are loaded into the correct shipment Verify Packing List To verify a packing list after loading the cargo click the arrow on the side of the Commodities button in the Shipment Toolbar Select Verify Packing List nsac Send Customs amp All cargo for Master Shipment4 J 5 WH 56 Sand 16 0010 Choose Packing List Columns J 10 WH 56 Sand 16 0010 v Show Packing List always W 25 20 43 Patio chairs 45 0
169. after the items are dispatched i e for Customs clearance at destination countries e The package type dimensions and Unit fields are optional but are helpful to speed up the receiving process We recommend you fill them in here When this item is received in a WR or sold ina SO this information will be automatically added to those transactions Has Variable Weight This option is useful for items such as perish ables By checking this the item can be received in multiple boxes and weighed together but it can be released in partial releases During release the user can enter the weight of the partial pieces being released so the correct charges are calculated The system will adjust the weight o f the remaining on hand pieces accordingly A column for Total On Hand Weight can be selected from the Choose Columns dialog box in the Inventory Items Definition list which will show the calculated weight of variable weight items 254 CREATE AN INVENTORY ITEM DEFINITION STEP BY STEP PROCEDURE Commodity Type Commodity Type The system has Freight All Kinds as a default commodity type You can add others and then use them in Rates and other places such as reports Unit Dozen Description Code Freight All Kinds 7 FAK Hazardous Materials HAZMAT soccer shoes h Perishable PERISHABLE ase c Sporting Goods SPORTS attle C x e e 4 Inactive If this is checked the system asks you to confi
170. agaya Explorer and the shipment does not display in the In Transit subfolder Introduction to Imports Magaya Explorer provides wizards to help you process imports The screens for import and export are the same in the wizards for air ocean and ground ship ments If the origin agent used Magaya Explorer to create the import shipment then the shipment data will be sent to the destination agent via the Magaya Network Then you will begin with Step 2 below If the origin agent did not use Magaya Network then begin with Step 1 457 IMPORTS INTRODUCTION TO IMPORTS After Step 2 the operations procedures are the same whether the shipment was created in Magaya Explorer at origin or not Overview of Steps The following is an overview of the steps of creating and processing incoming shipments imports 1 Create an Import Shipment in Magaya Explorer using the wizard and enter shipment data This step is not necessary if the shipment was created by the agent at origin and sent to you via the Magaya Network 2 Liquidate the shipment to generate invoices and bills 3 Perform the Reception process which creates Warehouse Receipts 4 Create Arrival Notices for customers 5 Release cargo for final delivery The following sections provide details on each of these operations and liquida tion steps Note For import regulations such as filing a manifest or Air waybill with US Customs using the AMS or ISF systems see t
171. agaya Document Designer so all employees can use it Ifa button or function is grayed out that may mean admin rights are needed for that function See the topic on Permissions for details Admin functions for the Magaya Communication Server and setting email options are explained in the Magaya Software Communications Manual Software Customization Options Customizations can be made to the software such as adding your company logo to your documents including invoices 73 ADMINISTRATOR OVERVIEW DATABASE ADMINISTRATION TASKS Add custom fields to display in documents and show in reports Use JavaScript to calculate numbers You can also customize the view you and employees see in any list in the system configure document numbering how forms are filled out including the AWB what to print on labels and how to automate charges To learn more about these customization options please search our Knowl edgebase or see the Magaya Software Customization Manual Database Administration Tasks Systems administrators and IT staff can perform many functions in the software such as Backup the software database and automate the backup process e Improve the performance of the database Update the software to the latest version For database administrator information please search our Knowledgebase or see Chapter 8 of the Magaya Software Customization Manual Communications Functions Magaya software is built on the Magay
172. ailable Fields on the left 3 Set the condition you want to apply For example if you are filtering by a Billing client select Equals if you know the exact name or select Contains if you know part of the name Enter it in the field next to the condition dropdown Add any additional conditions as needed 4 Click OK to see the filtered list ADDITIONAL INFORMATION For more details on using the advanced filter see the topic The Find Button 329 How TO FIND COMMODITIES IN MAGAYA EXPLORER USE THE FILTER BUTTON 330 SECTION 3 SHIPPING Section 3 Shipping SECTION 3 SHIPPING 332 CHAPTER 11 QUOTATIONS INTRODUCTION Chapter 11 Quotations Introduction A Quotation is the price of freight given to a customer who wants to ship goods The freight charges are based on the quantity to be shipped the distance weight volume and mode of transport whether the goods will be shipped via air sea or ground The Quotations list and documents can be found in the Quotations folder in Magaya Explorer H Magaya Network 9 Tasks f Quotations Quotations Create a Cargo Quotation The Cargo Quote transaction includes the commodities the routing details and the freight charges 333 CREATE A CARGO QUOTATION STEPS Steps 1 Click the Add button A dialog box opens where you can enter details of this cargo quote Begin on the General tab and click on the
173. al Page The page number in the IMDG code in which the hazardous material identification appears Flashpoint Temp The lowest temperature at which the vapor of a hazardous combustible liquid will ignite in the air Degrees Centi grade Celsius Special Instructions The material name special instructions and or the phone number if applicable Description of Class Free form description of hazardous material classi fication division or label requirements Hazardous Level Select the danger level of the hazardous material 192 COMMODITIES AMS TAB AMS Tab On the AMS tab enter information in the fields as needed If you are shipping a vehicle the only required mandatory field is the VIN Commodity xa General Identification EEI Hazardous AMS f External Trackir Harmonized T ariff Code v YIN Factory Car Order Number Value Country of Origin Manufacturer Mexican Furniture Co Tonca US Customs requires documentation for all imports to be sent to the Auto mated Manifest System AMS before the cargo arrives in the U S by ocean or air For details on Magaya AMS please see the topic Customs Import Regula tions Magaya AMS in the Magaya Software Communications user manual or Knowledgebase When creating a WR he AMS information may not be avail able It can be added to a Commodity later To add the Harmonized Tariff Code codes from the Harmonize
174. ally an over land trucking company Warehouse Receipt General Shipper Consiqnee Suppler Caner Commodities Charges Events Attachments Note Camier Anderson amp Sons Trucking Co Driver s Name Driver s License Number Lenny PRO Number Tracking Number 7134 Cancel Help Enter information in the other fields as needed They are optional The PRO Number is an inland carrier s bill of lading number also called a progressive number The driver s name may be useful if any cargo is damaged or missing Commodities Introduction to Commodities The word Commodities means different types of items such as cargo inven tory items you sell or store for your customers vehicles or other types of items They can be added to many transactions in Magaya software such as Quota tions Warehouse Receipts Pickup Orders Cargo Releases and shipments Depending on which Magaya software you have commodities can be added to additional transactions such as Bookings Sales Orders and Purchase Orders This topic explains the process of adding commodities by showing it in a Ware house Receipt We ll look at the different tabs in the Commodity dialog box and the fields in each tab We ll also learn about serial numbers lot numbers adding 176 COMMODITIES INTRODUCTION TO COMMODITIES hazardous materials details containers photographs how to scan barcodes and repack cargo The Commodities tab looks di
175. ally receive the documents from the agent at origin either in the mail or electronically through the Magaya Network If you need to have a copy of the documents in the system for refer ence you can select the cargo manifest and air waybill for example e Ifyouneed to file the AWB with US Customs do this after you finish the wizard All the data from the wizard will be transferred into the Magaya shipment screens Use the Customs button on the Shipment Toolbar to file the documenation See the Magaya Software Commu nications Manual for more 463 IMPORTS 1 CREATE AN IMPORT SHIPMENT 6 Select the cargo that will arrive ini this import shipment If you don t have the cargo skip this screen Add Air Shipment Consolidation Wizard Import Select the cargo to ship fou can select cargo either from Warehouse Receipts or Pickup Orders e white boxes you can make complete or partial Pickup Inventory a Fill in reverse order yeas fete ty _ sem Cartegena Construction Co a Buyer 1 Colombian Government Filter ame Deco Truss Co Find Atlantic Surplus Miami Distributio ae i View Louisville Slugger Dealer Jamaic Pittsburgh Steel Co Miami Distrit Boston Scientific Colombian Gov PYC Piping Co Cartegena Cons cargo Jimmy Choo Shoes Venezuela lroup Houses By Caterpillar Equipment Cartegena Warehouse Receipt JB Wire Co C Use WHR numbers Louisville Slugger Dealer
176. also Scenario Limiting Permissions This section provides an example of setting up permissions for different employees based on what functions you as an administrator want an employee to access This is especially useful for limiting access to accounting functions in the software For example you can give different permissions to an Operations Manager and an Operations Employee 1 Create the Employee For this scenario we added the employees Operations Manager and Opera tions Staff Your employees will be entered by their names 2 Create the Group We also added a group called Limited Accounting Follow the steps in the section How to Set Permissions for details on how to add a group to your system Access to this group can be further customized per employee and per folder such as the Accounting folder 3 Assign the Employees to Groups In this example the manager has access to both the AR and AP groups so this manager can liquidate shipments Permissions for Operations Manager General Address Billing Address Other Addresses User Permissions Personal Info Select the groups to which this employee belongs to Name Description E Importers Importers are users who have access to Importation they can Account Payable Users that can enter bills and make bills payments Account Receivable Users that can enter invoices and receive payments Cg Everyone Users in this group have minimum acce
177. and Collect Gross Profit subtract costs from income 444 LIQUIDATION AGENT PARTICIPATION Salesman Profit the person who brings you the customer to set up go to Maintenance and the Salesperson s profile Agent Profit To set up the Agent s profit sharing go to the Maintenance folder and edit the agent s profile in Forwarding Agents e Your Profit Your Agent Owes You You Owe Your Agent The correct one will appear determined based on if the amount is pre paid or collect The profit of the agent on the bottom of the screen will be calculated by the amounts on the line items If the agent collects all the fees at the destination your agent will owe you and the system will generate an invoice for the agent If the destination agent enters all the charges when they create an import ship ment then they enter 100 in the Agent Participation column for charges that were pre paid at origin For more on imports see the topic Imports If you collect more money at the origin and have to pay the agent the system will create a credit memo In the example there is a combination of Pre paid and Collect Houses The system will calculate to create an invoice or a credit memo for the agent These accounting transactions will appear in the Transac tions list after you generate the charges The Liquidation is the place to catch any billing errors If one line item shows a negative profit verify two things
178. and one destination by one carrier and one mode of transport To add a segment click the Add button E Route Segment Route Segment Cost Sale Routes Notes Internal Notes Name Shenzhen L4 M aersk Division Transportation Information Carrier MAERSK LINES INC v Mode of Transportatior Vessel Container v Point of Origin Shenzhen Point of Destination Long Beach Days Minutes Transit Time a a 1 a o B o B Other Information Yolume Weight Factor l 166 00 Enabled On the first tab of the Route Segment dialog box enter general information about the segment The Name field is name of the segment It is recom mended that the name include information to help distinguish it from other segments This example name shows the origin destination and carrier In the Transportation Information section of the screen select details of the exporting carrier Cost 477 ROUTES AND SEGMENTS CREATE SEGMENTS On the Cost tab click the Add button Select a cost from the dropdown Custom Charge Custom Charge Chage EE Price 1 00 usp SetTaiif x Vendor j These costs are pulled from your existing Items amp Services list Add a new one as needed Freight charges The system pulls from existing freight charges If no rate is found click the Option button and select Create
179. ange the amount of labels to print if needed The system defaults to printing ALL the labels as shown in this example 290 WHAT ACTIONS CAN PERFORM WITH A PICKUP ORDER PRINT LABELS Other Actions with Pickup Orders You can perform the following actions from the Pickup Order document view by using the Actions button w W w na S lt gt fm Filter Actions Zoom Page gt gt Options Transaction Listing Attachments Create a Copy Create Warehouse Receipt Exclude from Tracking Add to job gt Magaya Express Link gt Deliv Set Reset In Transit Hous Set Reset Delivered 56 H Select Template History Note The Jobs option is available in the Magaya Supply Chain Solution View Transaction Listing Click on the Actions button and select Transaction Listing You can filter the list so it only displays the transactions you want to see For more on what you can do with the transactions list such as generate accounting transactions see section Generate Accounting Transactions from Pickup Orders Attachments To view the attachments such as photographs or documents attached to the pickup order click on the Actions button and select Attach ments If an attachment was added to an individual commodity view it by clicking on Edit to open the dialog box Then click on the Commodities tab and open the commodity cargo item by selecting it and clicking on the Edit button It can also be v
180. anking tasks and create financial reports Communicate with ocean carriers e Communicate with other companies in the Magaya Network The Magaya Explorer offers an easy way to get all your tasks done Because there are so many capabilities this topic will focus on the basics first As you learn about the menus and toolbars click around to see the software in action Start exploring the Magaya Explorer 94 MENUS AND TOOLBARS TOP TOOLBAR Menus and Toolbars Top Toolbar The Magaya Explorer window contains toolbars menus folders and different panes The toolbar across the top contains the following buttons HWC Cargo Company Magaya Lxplorer Fle Edt Seles Operators Mantensnce Stemert Magoya Network Accounting Reports Optiers Hep Oo nxn oca ae ee Ged Ora word Pret Png The buttons on the toolbars vary depending which Magaya software product you have e Back and Forward buttons to navigate from one document to another Air Ocean and Ground buttons to create shipments The arrow on the side of the button gives you the option to create a straight shipment or consolidated shipment for imports and exports A wizard opens to help you consolidate a shipment File Edit Sales Ocean Ground H Consolidation Wizard Export a Magaya Network z z i Tasks Straight Shipment Wizard Export H Quotations Consolidation Wizard import j H Jobs Straight Shipment Wizard
181. anual for a description of the Maintenance folder and entering your company information there Why Use the Wizards Using the wizards helps you save time because the information is automatically placed in documents such as Warehouse Receipts shipment documents bills and Cargo Releases You do not need to retype your address your customer s address etc each time 55 How TO MAKE CHANGES TO INFORMATION YOU ENTER Options You can begin working with the Magaya software without using the Startup Wizard or the Accounting Wizard You can enter information as you work and the software will save it Weicome to the Setup Wiad Ths saand wal somni you through the mip of your mrien Sta rtup The following steps mall g you treo 4 _ Wizard Obtenng a Magaya Network ID for pou company Erteieg banc rfomation such at you Company Nare Ader otc ard 0 Welcome to the Accounting Wed The tofloweng depe mal gade pou trough Choceng he Compary Feed Yeo Cici on he Setro wo the Chat of Accounts Semrg o he bara and Sernces Emerg the oers balance ba cartons eerie ee ae Chek on the Nex bafon to stat Accounting Wizard How to Make Changes to Information You Enter When you enter information in the Startup Wizard such as carriers and ports you use frequently the details are saved in the Maintenance folder You can edit the information by opening the Startup Wizard or Accounting Wizard at any time You can also
182. arges to the Pickup Order when you create it or not You can post them at the time you create the Pickup Order 230 WHAT ACTIONS CAN PERFORM WITH A WAREHOUSE RECEIPT OTHER ACTIONS Other Actions or not You can add charges later and generate them later You can link them when you create them or link them later We recommend that you generate the charges when you need them For example the generating will often be done when the cargo is released so charges can be added to the Cargo Release and generate link and post them Expenses Bills from carriers are often added later and will need to be linked to the operations transaction If you don t generate the charges they are Open and unlinked Then if you convert the PU Order into a WR the charges will NOT show in the WR Charges tab because they re NOT linked You can link them by either returning to the PU Order and generate them on the Charges tab OR by adding a Cargo Release or Shipment and the charges will show up in those transactions as Open until you press the Generate button You can perform other actions from the document view or list view of a Ware house Receipt WR by using the Actions button or by right clicking on a WR in the WR List w a lt fe Actions Zoom Options Transaction Listing Attachments a reh ouse R ecei pt Create a Copy MAID Send To WH 71 Select Template Jul01 2013 04 57 PM History llene Taylor
183. at in the lt Miscellaneous T emplates gt folder Mn When new document templates are available from Magaya Corporation you can add them to your system by going to File gt Download Document If you have custom documents ensure you do not overwrite them by verifying all document names before downloading For information on customizing documents please see the Magaya Software Customization Manual or contact Magaya 41 BILL OF LADING CONFIGURE FORM FILLING Configure Form Filling Determine what information you want to display in documents especially the AWB and Bill of Lading Review the configuration options in the Maintenance folder Configuration Measurement Units amp Cargo Insurance ga Transaction Tracking a3 Customer Setup Form Filling Filling details Expand Air Way Bill details Expand Bill of Lading details Show Container details Group similar items lt Expand Cargo Manifest details Show Warehouse Receipts in Cargo Manifest lt Fill documents using accounting info lt Show items dimensions in Master Air Waybill Show items dimensions detailed Use item notes as Marks and Numbers in BL Air Waybill weight unit O Kilograms Kg C Pounds Lb Both Kg amp Lb Bill of Lading weight unit O Kilograms Kg Pounds Lb Both Kg amp Lb For details on
184. ate Jan Create a Copy The copy of a booking will contain all the same informa tion except for the Booking Number which the Magaya system will assign automatically e Create a Pickup Order All the information from the Booking is converted automatically into a Pickup Order 349 ACTIONS FOR A BOOKING Create a Shipment In the wizard that opens you can select the option to create a Back to Back shipment The system will create a Master and a House Select the commodities to convert from the Booking to the next transac tion In the Select Commodities dialog box click the Mark All button to convert all the commodities and their details or click the Pieces button to select only those items you want Select Commodities Status Package Description Part Number Total Pieces M Mark all O W Booked Pallet potting soil 3454 5 O Unmark all Pieces View FER For example if you booked three containers and you pick up only one at this time Create a Pickup Order for that case and use the Pieces button to enter the one container If a Booking has Attachments when you convert it to a Shipment the Attachments are moved to the Shipment transaction they are not copied To exclude the transaction from tracking if the transaction is not complete and you do not want it viewed via Magaya LiveTrack or Trans action Tracking select the option Exclude from Tracking Select Te
185. ate class of X Rate class This is the appropriate rate class code Commodity item number This is the appropriate rate class code This field is optional Chargeable Weight Chargeable weight is determined by comparing the gross weight and the volume weight the space the items take up in the plane The larger weight is the chargeable weight To calculate the volume weight multiply the length by the width by height all in inches and divide by a dimensional factor The volume weight equation is Length x Width x Height Dimensional Factor volume weight 30 AIR WAYBILLS CHARGEABLE WEIGHT Where the dimensional factor 166 is used for international freight Or Where the dimensional factor 194 is used for domestic freight Or Any other number defined by the carrier Rate Class This is the rate class for chargeable weight on separate lines Rate Charge Use the appropriate codes to itemize the rate per charge for example M or Min for minimum charge e Total This is the total charge or discount for each line entry If a discount indicate a total discount with a minus sign Nature and quantity of goods inc dimensions or volume This is a general description of the items and greatest length width and height and number of pieces Indicate if any dangerous goods live animals consoli dations etc 31 AIR WAYBILLS SAMPLE AIR WAYBILL Sample Air Waybill The
186. ations list gt Actions gt Update Commodity Classifications Commodity Classifications Magaya Explorer E3 Q Are you sure you want to update the list of Commodity Classifications O 9615190000 O 9615110000 COMBS HAIR Import Schedule B Codes O 9614009800 PARTS OF Pl O 9614009400 CIGAR OR CIG Export Codes O 9614003000 PIPES AND PI License Type Codes O 9614002100 ROUGHLY SH O 9613900000 PARTS OF LIG Choose Columns O 9613801090 LIGHTERS NA m 9613801010 TABLE LIGHTE Add t Delete Filter Actions Commodities in the code list include types of foods furniture textiles plastics metals glass chemicals vehicles footwear and many more Code M 8712006000 O 8712002600 O 8712001070 O 8512100000 O 4013200000 w 4011500000 Description BICYCLES AND CYCLES NESOI INCLUDING DELIVERY TA BICYCLES HAVING BOTH WHEELS EXCEEDING 63 25 CM BICYCLES HAVING BOTH WHEELS NOT EXCEEDING 63 2 LIGHTING OR VISUAL SIGNALING EQUIPMENT FOR BICY INNER TUBES OF RUBBER OF A KIND USED ON BICYC NEW PNEUMATIC TIRES OF RUBBER OF KIND USED If a Schedule B code has a description of nesoi this means the item is Not Elsewhere Specified or Included This is Chapter 98 Special Classification Provisions The commodity number should not be used until a check has been made to determine whether there is a classification elsewhere into which the item will fit more specifically Other classifications under the
187. ature appears hene after dignuing on POD Mobile Signature 286 Pick Up CARGO CREATE A PICKUP ORDER NOTES TAB Notes Tab The Notes tab is used for adding notes or clauses to your Pickup Order These notes will be visible to the customer This tab is optional Damaged tems Proof of Delivery Damaged tems Missing tems Proof of Delvery Missing items For details on adding Notes including how to define your own clauses see the topic Notes in the Magaya Knowledgebase http knowledge magaya com search notes_and_internal_notes 287 Pick UP CARGO CREATE A PICKUP ORDER INTERNAL NOTES TAB Internal Notes Tab The Internal Notes tab is used to add notes for internal use within your company These not will not appear on the Pickup Order and will not be visible to the customer or carrier This tab is optional r 5 Pickup Order x tiers Commodities Charges Events Attachments POD Notes Internal Notes Created on Notes Created by Last m 06 02 2015 Internal Note 1 Administrator 06 02 New Edit Delete Cancel Type your internal note here and click Save A Cancel Help To add an internal note click New and type your internal note Be sure to click Save or the note will not be saved For details on adding Internal Notes see the topic section Notes in the Magaya Knowle
188. aya Corporation encourages importers to involve their agents at origin to prepare their shipments using Magaya Explorer and to send them electronically via the Magaya Network This will reduce data entry time by about 70 in comparison to creating the import shipment from scratch at destination 459 IMPORTS 1 CREATE AN IMPORT SHIPMENT 2 Enter the shipment information in the General screen of the import wizard Add Air Shipment Consolidation Wizard Import General information Enter the general information for this shipment such as the Carrier and the Air Waybill number 4b Incoming Status 1 Waiting for instructions Shipment Name Shipment19 Carrier Caribbean Airlines Air Waybill Number Booking Number Executed Place Miami Executed By Ilene Taylor v Executed Date 107 6 2013 v Declared Value for Carriage for Customs Description of Goods Fresh Cut flowers Potted Palm Trees By clicking the lt Settings gt button you can specify the measurement units Settings ettings you will use in this shipment and how you would like the system to fill the Setings J documents The Executed Place is the location of the destination All the fields are the same as in the exporting wizard See the topic Creating Shipments 460 IMPORTS 1 CREATE AN IMPORT SHIPMENT 3 Enter the shipper
189. aya com search intro_pickup_orders To create a Pickup Order go to the Warehousing folder and click Pickup Orders Note You can create a Pickup Order from the list view or the docu ment view This topic explains the process from the document view In the toolbar click the Add button o LQ L hice ore eo 2 apy gn ae Pickup Order PU 66 ima Oet 22 2014 03 11 PM Tiere Oct 22 2014 02 11 PM Oct 22 2014 03 11 PM gt Ser OO PCPEAGMERRELENHEES Te t 2 PRO Number Supper Name Orlande Garden Shop H sri Tachng Number hvace Number ese g H Dever Name PO Humbe Notes Applicable Charges A dialog box opens Let s review how it works In this dialog box you will enter details that will be automatically placed in a document for you You do not need to type any documents The dialog box saves all the data you enter so you can print a document send it via email directly from your Magaya system or use any of the information in reports You don t have to retype anything so you save time and reduce errors Tabs are listed across the top of the dialog box You can click any tab to view it Use the arrows to scroll and see more tabs To widen the dialog box click and drag the bottom corner We ll look at each tab one at a time and explain the fields in each tab The General tab is the best place to start but it s not required Let s look at each field on the General tab A blank Picku
190. azardous Images Categories Type Stock Item v Part Number ATS20 Description Rattan Chair Square Save serial numbers for individual items Keep inventory by serial numbers Save serial numbers when items go out Receive the items with serial numbers with or without a bar code scanner With a bar code scanner Scan the Part Number and each Serial Number to receive the items 185 COMMODITIES IDENTIFICATION TAB e To enter multiple serial numbers for the same Part Number manually enter the item information and click OK to save it Then right click on the item in the Commodity tab Select Add Copies a Warehouse Receipt General Shipper Consignee Supplier Carrier Commodities Charges Events Attachm Status Package Description Part Number Pieces P OnHand Box Baten chat ET 12 Reports gt Choose Columns Right click the item FE History Add Copies N Pallet ID Print Packing Slip Print All Packing Slips F Print Label 4 m j On Hold Totals Vorme rror Toco ee O Enter the quantity of copies you want in the dialog box The system will add the copies to the WR Edit each line item by opening it and changing the Pieces field to 1 on the General tab Type in the serial number in the Serial field on the Iden tification tab Click OK to save Be sure to edit each item this way for eve
191. butor Customers b1 Art Basel Gallery Customers g Art Supplies Customers g Atlantic Surplus Customers ATSR g AutoLite Automotive vendors 2 Baltimore Agent Forwarding Agents Ye Rel S The address for the entity will display on the Shipper tab The Address Change button click to select a different address than the default for the shipper These are saved addresses on the entity s profile You can add an address here too for example a branch office It will be saved in the system for future use Use the Copy button if the pickup location is the same as the shipper Otherwise select the pickup location from the dropdown menu The Place field is used if you have Rates entered in your system Rates are recommended but optional You can leave this field blank To use this field please read the following In the Pickup Order the rates work by generating ground freight rates automatically by the zip code of the Pickup Location field on the Shipper tab It will also use the Place set on the Consignee tab for the Delivery Location The system reads the zip codes in the Pickup Location and in the Delivery Location and compares them with the Zone Definitions avail able via the Ports List gt Actions It will find the cities for those Zones and then find the corresponding Rate entered for that city in the Rates list Rates are explained in Chapter 11 of the Magaya Software Accounting Manual 269 Pick UP CARGO CREATE
192. ce Amount of Pallet IDs 10 Permissions Licenses and Services Print Setup devO4 HP LasesJet P2015 Seri USBOO1 Save Copy As Export to XML re Save to PDF Fi UNITED STATES Exit 145 WORKING WITH DOCUMENT AND LIST VIEWS BATCH PRINT Batch Print To print a group or batch of documents select them from a list and click the arrow on the side of the print button to select Print Batch You can also right click on the selected transactions and choose Print Batch Select documents and right click to print the batch Status Number Date Shipper Consignee riving PU 56 10 28 2013 10 21 2013 ABC Sporting Goods Inc ABC Sporting Go ID In Process PU 54 07 15 2013 Miami Automotive Suppliers Santos Auto Plan riving PU 53 Reports gt oy Art Basel Gallery Aniving PU 52 Transaction Listing ay Bill s Storage Unit riving PU 51 30 to document Customer Miami Test Custo ivi Attachments j Biscayne Bike w On Hand PU 49 Create Warehouse Receipt n Shop Miami Distribution ture Co Houston Warehot tive Suppliers Santos Auto Planl W Empty PU 48 Bin Process PU 47 Exclude from Tracking Aniving PU 46 Add to job Is Miami Distribution B Aniving PU 45 en tae scaping HWC Cargo Comp Artiving PU 44 Se cee p scaping Orlando Garden S Choose Columns Import Export Histor Statistics 146 WORKING WITH DOCUMENT A
193. ce between laser 12 inch and dot matrix pre printed forms Extra Info Documents can also be viewed online in LiveTrack by your customers and agents based on the permissions you set up for them For steps see the Magaya Software Customization Manual Tip If you have documents that contain information that you use regularly and repeat use the Templates button Templates can be created by copying a document into the Template folder located in the Miscellaneous folder Examples include a letter of credit in a Bill of Lading with banking information that you added and which will be the same for many shipments Add Other Documents To add other documents such as a PDF of a Letter of Credit complete the wizard and click the Attachments tab Click the Next button 372 CREATE AN AIR EXPORT SHIPMENT CARGO SCREEN IN STRAIGHT AIR EXPORT WIZARD Cargo Screen in Straight Air Export Wizard 1 You can select cargo from different locations or previous transactions by clicking on the button across the top of the screen This example selects from the Warehouse Receipts in the Magaya Supply Chain Solution Select the cargo to ship You can select cargo either from Warehouse Receipts oe Pickup Orders By clicking on the white boxes you can make complete or partial selections Select from Warehouse Pickup Inventory Lot Number Locations PO so Scan WH 133 Atlantic Surplus Miami Distribution Center a v Filin rever
194. ceiving Area B View Items al Used RECA Receiving Area A Warehouse Zones mi Ia R3 PE Add to Warehouse Zone El Used R2 Rack 2 v Default Receiving Location El Used R1 Rack 1 se uality Control Zon nes ntro E Used Qce Quality Control Z Import se uality Control Zone alain ntro E Used QCA Quality Control Z Export E Used act Quality Control choose Columns ntrol El Used Q4 Quadrant 4 all se uadrant 3 al o torage fEl Used 03 Quadrant 3 all N Storag If you set a Default Receiving Location it will speed up the process of receiving and putting away items when using the Magaya WMS Mobile handheld scan ners If you are logged into the handheld unit log out to activate the setting Commodity Classifications What are Commodity Classifications Commodity Classifications are codes used to categorize commodities These classifications are also called Schedule B codes or export codes They are 10 digit numbers based on the 6 digit international Harmonized Tariff System HTS and defined by US Customs The codes help you determine a country s applicable tariff and tax rates for a commodity There are approximately 9 000 codes The codes are grouped together into chapters 244 COMMODITY CLASSIFICATIONS WHAT ARE COMMODITY CLASSIFICATIONS Customs codes are updated via a Web service so your Magaya system always has the latest codes To manually check for updates and load them into your system go to the Commodity Classific
195. chments Notes Inte Status Description Prepaid Quantity Price Amount Apply to Open Documentation Yes 1 00 25 00 25 00 Target Income Charge Income Freight Charge Expense Charge Expense Freight Charge 4 r Totals A cermat Expense Income Profit USD 0 00 USD 25 00 USD 25 00 x Dele Expenses Expenses include handling charges and other charges that are not freight related Expense Freight Charge For transportation costs The Charges tab also includes a button to enable you to change the units for this transaction such as inches or centimeters etc A detailed discussion of charges is covered in the topic Charges 310 RELEASE CARGO CREATE A CARGO RELEASE CHARGES TAB To generate charges click the Generate button Cargo Release fx General Inland Carrier Commodities Charges Events POD Attachments Notes Int gt Status Description Prepaid Quantity Price Apply to Add 1S Open Courier Cost es 1 00 54 39 UPS Air iS Open CourierFee Yes 1 00 65 27 Bill s Storage Units Delete Generate Charges AS nT Totals its G te Expense Income Profit USD 54 39 USD 65 27 USD 10 88 x Delete MAGAYA TIP Close Cancel Help The system asks you to confirm the charges 2 Confirm Accounting Generation m The follovang transactions were generated please varity them and cick
196. counting tasks You can add folders to Magaya Explorer by following these steps 1 Go to the location where you want to make a new folder 2 Click on File 3 Select New 4 Select Folder 5 Enter the folder name Some of the folders do not have the Copy function available If the option is grayed out that means it is not available for that folder For many folders you can right click on the folder to access a pop up menu of functions The functions vary depending on the folder you are working with 102 FOLDERS AND SUBFOLDERS MAGAYA EXPLORER FOLDERS OVERVIEW Some will only have a Properties option Others such as shipment folders have many options Magaya Explorer Folders Overview The following defines the default folders and the subfolders available in the Magaya software and provides a brief overview of the functions available in each Magaya Network Folder The Magaya Network folder contains two subfolders Community Messages The Community folder allows you to search for other companies that are using the Magaya software There are three functions in the Community folder File Edit Sales Operations Maintenance Shipment Magaya Network Accounting gt Da Y E7 Y E v a Ea Back Alr Ocean Ground if Page One 3 3 Magaya Network BEY EEN Messages Tasks Community gt be Company Profile Search Invitations GE 103 FOLDERS AND SUBFOLDERS MAGAYA
197. ct Magaya Help ap ec ea de eek Go re Pha Gu eae ae Lae 52 Next Steps 2 5 cie4 0 0 mann aA EAA E EAEE E A A E RAE E Oe 53 Chapter 4 Initial Software Configuration 0 cece cece cece eee eeee 55 Introduction to the Startup Wizard 0 0 teenies 55 Why Wsethe Wizards o4 oft a gee eis ane iss oe te etl aly elas toe 55 How to Make Changes to Information You Enter 00 000 eee 56 Startup Wizard ny bee tua hola neh ae awa enh La aAt woe te oak ta Rae 57 Begin the Startup Wizard c0 ei vealed s 40 ed boa soak ety ee as 58 Additional Startup Wizard Tips 0 cece eee eee eee eee 62 My Company Info Dialog BOX 34 5 ca hs eae SS che ag Sed ike Soa ie 38 Sate 64 How to Use the Accounting Wizard 0 eee 67 Import Your Customer List into Your Magaya System 0 00 69 port GS Ve id a sees tack oe Rate aga ta Fes padageed ah She ieee OS anA 70 Import XME srece tatott Mile Sk WOME hee ee CR eh se ee Be Sa 12 Administrator Overview ssosessoseseososseoeoseoeoseceoeeoseo 73 Administrator Tasks Sid pods yas qe ananena rererere 73 Software Customization Options 0 cece eens 73 Database Administration Tasks 0 00 c cece cee nee 74 Communications Functions 340s ak da eae Haat dae ae kee ee va Rae es 74 Permissions gt n c Av ov Fathi gale ake Bt ba dln ey Fae aed a a a be eke aed 75 Adda New Employee soi ave wctes yew Ao suce ERR e a ea woe A TI How to S
198. ctate Corwignee Addess Text If you select the condition Equals enter the full carrier name If you only have part of a name select Contains For example if you enter Dom in the text field the filter will only show carriers that contain those letters The terms Contains Data and Does Not Contain Data are to find blank fields or ones with data Then click the Add button The filter condition you just set up will be added to the filter list 154 WORKING WITH DOCUMENT AND LIST VIEWS ADVANCED FILTER You can add more conditions to refine the filter further The additional condi tion will appear below the resulting conditions Advanced Filter Available Fields Selected Field or Fies Nome Om Date Date Barce USD Condiion O CFS Number CEET 2 209 oO Camer oO Commodities Description Aad Creation Date O Date Fier Change to OR Add AND Add OR e Aare Date FET DRDI oO Released to Test Contains Enrique SONETI Date Date On o After Mar 06 2003 Bl Al condice AND PRO Number Tonca Conditions can be nested under the first condition to narrow your list results even more Example of a Filter To find a cargo release from March 6 2009 or earlier that was released to Enrique 1 2 3 4 5 6 7 8 9 Select the Available Field In this example select Released to In Conditions select Contains This
199. cumarts Templates Name Commercial Quotation Coriiemed On Board Courier Packing List Courier Waybil Credit at Invoice Select documents for the 7 Delivery Order House shi pment Depost Ticket Destination Delivery Org Dock Receipt Doce To Doce DoorT cDoce edi Copy Draft SightDraft sdi Edi Draft White SightDralt white sd Entry Summagy CBP Form 7501 7501 sdi Delete EntryAmmediate Delivery CBP Foem 3461 3461 sdf Free Ertiy of Retumed Amencan Products CBP Foem 3311 3311 sdf General Journal Entry JoumnalE nitty sdf IMO Dangerous Goods Declaration IMODangerousGoc Insurance Shipping Instructions Insurance_Shipprw g i NOTE If you desire to create template documents you can do that in the lt Miscellaneous T emplates gt folder lt Back Cancel He To Add More Documents after Completing the Wizard If you need to add more documents later click the Add Doc button on the shipment toolbar after completing the wizard Another option is to attach docu ments to the Attachments tab such as a PDF of a Letter of Credit 390 CREATE AN OCEAN CONSOLIDATION EXPORT STEPS TO CREATE AN OCEAN CONSOLIDATION EXPORT 9 Select a folder where you want to save the shipment in your Magaya system Select the folder Shipments must be placed inside folders which can be created in the same way you work in real lfe You must select a folder to place this shipment A folder is a repository which can contain shipments
200. d Confirm Division v x C Can only see transactions from this division C Allow Magaya OnTheGo access Allow Magaya Network access C Allow Magaya Software API access C Allow Magaya WMS Mobile access 3 Click on the User tab Enter a password and retype it in the Confirm field Select the division of the company for that the employee if your company has divisions Divisions can be added from the Employee list Click the Actions button and add the divisions in that list Divi sions can also be set up in the Maintenance gt Configuration menu For steps see the Magaya Software Customization Manual Click the applicable checkboxes to enable access to the following Allow Magaya Network access gives the employee access to the Magaya Communication Center and its features such as the chat Allow Magaya Software API access establishes this user and pass word access to the Application Programming Interface API if your company uses the API feature to import or export data Allow Magaya WMS Mobile access gives the employee use of the Magaya WMS Mobile handheld scanner devices Click the OK button to save the information and exit the dialog box 84 PERMISSIONS SCENARIO LIMITING PERMISSIONS Give the user name and password to the employee For details on other user login authentication options see the Magaya Software Customization Manual An employee s access can be disabled on this screen
201. d button to add a Route E Route e Route Segments Cost Sale Notes Internal Notes Name Division Main Segment Information Main Carrier v Mode of Transportation Port of Loading v Paint of Destination C Override segments transit time Days Hours Minutes Transit Time 5 L Enabled C ox cancel Hee Enter a name for the route Select a name that will distinguish this route from others ST Routes Name Carrier Name Point of Origin Point of Destination Shanghai Panama2 MAERSK LINES INC Shanghai Medellin Shanghai Panamal Evergreen Shipping Shanghai Medellin The Main Segment Information section of the Route tab is for the exporting carrier This is the carrier that will appear on the Bill of Lading or the Air Waybill Ifthe Route has additional segments before and after this main carrier 479 ROUTES AND SEGMENTS CREATE ROUTES do not select those as the ports here Even if your Route name includes those other cities do not select them in these dropdown menus es Route Segments Cost Sale Notes Internal Notes Name Seen ab Division y Man Segment Information Man Camer MAERSK LINES INC v Mode of Transportation Vessel Containerized Port of Loading Shenzhen Port of Unloading Long Beach v ni Select ports for this carrier not for the whole route E The system calculates t
202. d Tariff Schedule HTS click the dropdown menu for the Harmonized Tariff Code field If you have used this dropdown before recently used codes will display in the dropdown menu If you have not used it it will be blank Click the plus sign in the dropdown menu to open the HTS search screen In the HTS search screen type in the keywords for the commodity and click the Find button Search through the resulting list of available codes Select the correct one and click the Add button The code moves to the bottom of the 193 COMMODITIES AMS TAB screen Click the OK button to save this and return to the AMS tab of the Commodity dialog box The code is populated into the field Type keywords Harmonized Tarff Codes Pitter transmission Available Codes Code Description a 8483908040 PARTS OF CLUTCHES UNIVERSAL JOINTS PULLEYS FLYWHE 8483405000 GEARS AND GEARING OTHER THAN TOOTHED WHEELS CHA 8483306055 TRANSMISSION SHAFTS BEARING HOUSINGS PLAIN SHAFT 8493105000 TRANSMISSION SHAFTS AND CRANKS EXCEPT CAMSHAFTS t mt Codes to be used Cede Descr Remove The Vehicle Identification Number VIN is mandatory when importing a vehicle It is on the EEI tab Click the Vehicle button to open a dialog box and fill in the vehicle details The Factory Car Order Number is used for a new car or vehicle that does not have a title but it has the manufactur
203. d to the operations transaction Magaya Explorer links the transactions and transfers the information from one transaction to another For example when charges are entered in the Charges tab the charges remain Open are not posted to the Accounting system until you click the Generate button or they are liquidated Then they are Posted After the charges are generated or liquidated the system will collect all the charges and group them and create invoices for each customer The charges that will go to bills are also grouped and bills are created for each vendor Then these are posted into the Accounting system Confirm Accounting Generation The follovang transactions were generated please verity them and cick on DK to add the transactions to your accounting Dthenwise cick on Cancel to abort the operation and fix the problem Type Number Applied to Date Employes Account Name Debt USD Credit USD Invoice 182 ABC Spotting Goods 11 26 2014 Adrinistestor Accounts Recerv 136 04 Bil 219 UPS Ground 11726 2014 Administator Accounts Payable 68 00 Confirm Accounting Transactions Date for Transactions 11 26 2014 Expense Income Total USO 63 00 136 04 There is a pop up menu available from this dialog box It includes options such as viewing the transaction importing exporting data choose columns and more After clicking the Generate button the accounting transactions display in the Transaction List which is
204. de 0 msy 125 MAINTENANCE FOLDER PORTS To verify a port has the modes of transport you need open it to see the details Port US Customs Codes Notes Country NETHERLANDS Port ID ATM Port Name Rotterdary Subdivision Remarks Transportation Method Maritime Air V Rail Mail Road Border Crossing Point This port is used by my company When creating transactions that use ports only select ports with the modes you need otherwise you will not be able to use that port in that transaction For example if you create an ocean shipment but try to select a port that does not have ocean access the system will not enable use of that port for that transac tion Update Ports The latest Schedule K and D ports are updated regularly but you can update the list manually by opening the list from the Actions button From the Ports US QUTLVII List Reports gt TAIWAN RI Add Ports TURKS ANE m STO Stockholm SWEDEN w LIS Lisboa Schedule D Codes PORTUGAL Y LIM Lima Schedule K Codes PERU mM PTY Panama City ae PANAMA f ONX Colon Pone LSE PANAMA W RATM Rotterdam Choose Columna NETHERLA fA PHr Part Harem irt NIGFRIA Y lt v t 7 xX P F Add Edit Delete Filter Unfilter Actions 126 MAINTENANCE FOLDER COUNTRIES Countries Configuration Then click Actions in that Schedule list to u
205. dgebase http knowledge magaya com search notes_and_internal_notes Finish Click the OK button on the Pickup Order dialog box when you are finished entering information The Pickup Order document will be filled in automati cally Verify the information To make changes click on the Edit button Notice the status in the list view and if you open the dialog box again 288 WHAT ACTIONS CAN PERFORM WITH A PICKUP ORDER PRINT LABELS What Actions can Perform with a Pickup Order Print Labels After completing the Pick up Order you have many options in Magaya soft ware You can print the pickup order or a label email the pickup order make a copy or other options This topic covers the options available HWC Carge Company Magaya Explorer Martevexe Seret Magra kewoh Accourtirg Reports Goto Hep gh U HH ST Z Fest Previous Adi Gt Delete Mo Few HWC Cargo Company R Network Send EMail Find This gives you the option to search by transaction number with the Quick Find feature or to search by any text in a document See the section Find Button for more Send To send messages within the Magaya Network Email For sending documents or tracking link via email For steps to create a Pickup Order see the following topics in the Magaya Knowledgebase http knowledge magaya com search create_pickup_order http knowledge magaya com search intro_pickup_orders By printingreceiv
206. different AWBs Known Shippers The system has built in restrictions for printing air shipment documents for known shippers 419 PRINT SHIPMENT DOCUMENTS KNOWN SHIPPERS To print documents for a known shipper the shipper s profile must have the checkmark that they are a known shipper on the Pmt Terms tab Customers General Address Billing Address Other Addresses Contacts Rates Charges Pmt Terms Payment Terms Terms Net 30 v The common type of payment is Prepaid The Credit Limit is 0 00 USD Required to print air shipment documents for known shippers Parent Entity Invoice periodically Use Default v TSA Compliance This entity is a known shipper Known shipper expiration date a 12 31 2014 Other conditions that must be met to print documents for known shippers are e You must have the Flight Number of the air shipment specified in the shipment and 420 PRINT SHIPMENT DOCUMENTS KNOWN SHIPPERS if the Flight Number is associated with a passenger flight it must be check marked in the Carrier s profile on the Airline tab General Address Billing Address Other Addresses Contacts Airline Rates Charges Prt IATA Account Number Airline Code CPA E pet Airline Prefix 160 Air Way Bill Numbers Add Remove This is a passengers only Airline T
207. ding BoL or BL is a contract used by ocean carriers and freight forwarders that lists the transportation related charges The BL acknowledges that the goods have been received on board The BL serves as a bill anda contract There are two types The Master Bill of Lading is a contract from an ocean carrier to a freight forwarder It contains a list of all the goods shipped The freight forwarder creates the Bill of Lading BL and sends it to the carrier who verifies it assigns a Bill of Lading number to it and returns it to the freight forwarder On the Master Bill of Lading the consignee is the destination agent e The House Bill of Lading is a contract from the freight forwarder sent to the customer and it lists the goods for that customer only On the House Bill of Lading the consignee is the entity receiving the goods for example a buyer Each type of BL lists marks and numbers such as container and seal numbers number of packages a description of items shipped routing information and more 35 BILL OF LADING BILL OF LADING FIELDS Magaya software fills in the fields with information from the shipment wizards You can also enter text in the document but you don t need to File Edit Sales Operations Maintenance Shipment Magaya Network Accounti z 9 8 f amp Back Air Ocean Ground Docum Print Ik Page One Consolidation Wizard Export 2 Magaya Netwoi Straight Shipment Wizard E
208. dit charges when you create a shipment If a charge was automated it will appear here For details on how to automate charges please see the Magaya Software Customization Manual chapter 2 Shipment Charges The Charges tabof a shipment shows the status of Open Posted or Paid The description of the charge is shown if it is a Pre paid charge Yes or No Quan tity and other information is displayed e Costs are in red 409 SHIPMENT CHARGES SHIPMENT CHARGES e Income charges are in green If using the Routing feature the charge icons look different than if you are not using the Routes General Entities Routing Charges Events Deli Status a Open P Open Charge icons xe T for Routes f 5 open Open Open Description Ocean Freight Service Cost Ocean Freight Service Rail Freight Service Cost Rail Freight Service Ground Freight Service Cost Ground Freight Service General Entities Routing Charges Events Delivery Prepaid Yes Yes Yes Yes Yes Yes Status Posted Posted Description Air Freight Service Cost Air Freight Service Prepaid Yes 410 SHIPMENT CHARGES SHIPMENT CHARGES Right click on a charge to view options such as regenerating open charges moving charges up or down to change the order of display in documents etc 34 Right click a charge for Charges Events Delivery Attachme Prepaid Quant
209. ditions 4 00 O20 Dn Awa Bahmi 065122 5 10 D4 Aa Fim 9 00085 001 2 Ole Rocking Muwber E715 5 10 24 OF igs 2072 Executed lace Mum Faxed By Acrwemsdta Emod vnam F Shipment Dedand VdentrCoag Tana Cargo List folder Cesugten af Goeh carumucton equersert owe Shipment Data S In the Cargo list cargo can be unpacked and repacked as needed More cargo can be added or unloaded The totals for the number of pieces and weight and volume are displayed on the bottom From here you can set the shipment in transit liquidate it and other choices These are explained in detail in the topic Working with Shipments When ready to send EEI export information to US Customs or shipping instructions to INTTRA click the Actions button or Customs button for options See details for these functions in the Magaya Knowledgebase http knowledge magaya com and the Magaya Software Communications Manual 378 CREATE AN AIR EXPORT SHIPMENT SPLIT A SHIPMENT TO MAKE SUBHOUSES Split a Shipment to Make Subhouses If you have a shipment with one House that contains cargo from different WRs you can split that House so you can file EEIs for each House and declare the cargo for each shipper 1 Click the arrow on the side of the Houses button on the Shipment Toolbar and select the option Breakdown into Subshipments 2 In the dialog box that opens select how you want to split the Houses e Same Shipper Same Consi
210. dity List 8 Cargo Releases AI Cargo Release List g Cargo Movements g Cargo Movement List Package Types Locations T Inventory Item Definitions Commodity Classifications Shipment List gl Work Load Efl In Transit Set employee permissions to this folder in the Maintenance folder gt Employees Select the folder and click File gt Permissions to adjust access to this folder After the shipment is loaded and the status changed to In Transit the shipment will not appear in the Work Load subfolder In Transit Folder The In Transit subfolder shows what is coming into the warehouse Go to the Warehousing folder and click on the In Transit subfolder 456 IMPORTS INTRODUCTION TO IMPORTS Imports 3 Warehousing E Pickup Orders E Pickup Order List A Warehouse Receipts A Warehouse Receipt List P Commodity List Cargo Releases Cargo Release List Cargo Movements g Cargo Movement List Package Types Locations w Inventory Item Definitions Commodity Classifications Shipment List Oo Work Load fO In Transit The In Transit subfolder is useful for warehouse staff and others who need to see what shipments are arriving that day Permissions Set employee permissions to this folder in the Maintenance folder gt Employees Select the folder and click File gt Permissions to adjust access to this folder After the shipment arrives and been unloaded the status changes in M
211. documents When you click on the Master the Master button is grayed out on the Ship ment Toolbar When you click on a House the Master button is available This 395 NAVIGATING SHIPMENT SCREENS WORKING WITH THE SHIPMENT TABS is useful if you have a long list of Houses you can quickly go to the Master instead of scrolling through the list Working with the Shipment Tabs All the information entered in the shipment wizard appears in the tabs You can verify or make changes by clicking on the tab and entering information in the fields General Entities Routing Charges Events Delivery Attachme O Outgoing Loaded Shipment Name Bill of Lading Number Booking Number Executed Place Shipment25 AB445 BN7717 Miami Click on the arrows to see more tabs such as Notes To widen the screen and see more of the tabs click on the line between the two panels and drag it General Tab The General tab has fields specific to the type of shipment you are doing air ocean or ground Let s look at each 396 NAVIGATING SHIPMENT SCREENS GENERAL TAB An Air Shipment has the following fields on the General tab General Entities Routing Charges Events Delivery Attachme 4 gt O Outgoing Loaded Shipment Name Shipment24 gt Carrier LAN Cargo x Air Way Bill
212. dous Material Identification Number Material Class Class Qualifier El Material Description Emergency Contact Material Page Flashpoint Temp Special Instructions Description of Class Hazardous Level Minor Danger The flashpoint is the minimum temperature at which the flammable vapors or a substance will ignite when in contact with a spark or flame An emergency response telephone number is required To enter information in the fields click on the box Hazardous Material to activate the fields Tthe following define the fields in the Hazardous tab 191 COMMODITIES HAZARDOUS MATERIALS TAB Identification Number A code representing the identification number assigned to the hazardous material The most commonly used are the UN codes considered appropriate for international shipments as well as domestic shipments Material Class A code representing the hazardous class or division desig nated for the material in the International Maritime Dangerous Goods IMDG code Class Qualifier A code that describes the hazardous material class Click on the button with the three dots to select the code from the list that opens Material Description The proper shipping name of the material desig nated as hazardous Emergency Contact The name and or phone number of the person or department to contact in case of an emergency Materi
213. dscaping ws Arriving PU 30 04 12 2010 Tropical Landscaping 2 Click on the arrow on the Email button and select Send Batch Email Options Help T 7 2 X I F ete Network end Task Refresh Folders intact First Name Contact Last Name Send Document by Email F4 Send Batch Email Other 0 wina Cabo Other 0 Other 0 an Pierre Chavanel Other 0 Other D 149 WORKING WITH DOCUMENT AND LIST VIEWS BATCH EMAIL 3 Inthe dialog box that opens your company email address is automatically filled in E Send Batch EMail Your Company Name displays here Template Default v Subject Message for sys_recipient_n from sys_company_r Subject Field JY PES s2 AeaAs5 Body Field Dear sys_recipient_n Add the text of your email message here Regards Format HTML baseball_glove warehouse_receipt Use selected items only C Request Delivery Receipt Importance Normal v Email body in HTML format _ Request Read Receipt SEN Noma il v Send One eMail per Recipient Ca Je ree A The CC and BCC fields can be used to include other people in this batch emailing in addition to the people in the transactions you selected from the list There is an option at the bottom of the screen that is checked by default to send one email per recipient The format can be configured to be PDF HTML or Magaya Document format You ca
214. e Income Freight Charge and Expense Freight Charge dialog boxes are the same except for the title 205 CHARGES WORKING WITH THE CHARGES TAB NOTE If the Freight charges option is grayed out you cannot select it To make it available return to the Shipper Consignee tab and select a Mode of Transporta tion Expense Freight Charge Ground ao Freight Charge Notes Freight Service Class Description Apply to Paid as Prepaid C Allow automatic update Apply by Show in documents Weight No of Gross Gross Chargeable Fate Charge Total Amount Pieces Weight Ib Volume fF Weight Vlb fo ooo ooo ooo oo w USD 0 00 The freight charge tab will indicate the mode of transportation in the title Air Ocean or Ground depending on the mode selected Note Select Income Charge for Inland Freight instead of using Income Freight Charge if you are adding a charge for local trucking A Tax Code field will appear if you have set up sales tax in the Chart of Accounts It is not displayed on this screenshot To enable the option Allow automatic update for a charge check the box If you make a change to a commodity such as the weight the charge for the new weight will be calculated and updated automatically Uncheck the box if you do not want this automated If you check the box to show charges in documents the charges will show in operations
215. e arrows NOTE The buttons look the same as on the other toolbars in Magaya Explorer 3 Make changes 4 Click the OK button to save the information and exit the dialog box 5 Continue with your initial transaction or task NOTE Many of the fields in the dialog boxes are optional For example when you create a Warehouse Receipt you may not know who the ultimate consignee is so you can leave the Consignee field blank The software will tell you if a field is required Startup Wizard Introduction The Startup Wizard enables you to enter the information about your company such as your address and phone numbers select carriers and ports you use frequently set the currency and other information It opens automatically after you download Magaya software Running the Startup Wizard when you first download the software for the first time is required because it contains a screen to enter an Activation Key which is 57 STARTUP WIZARD BEGIN THE STARTUP WIZARD necessary to use the software on a trial basis or when purchasing it The Activa tion Key is obtained from Magaya Corporation When you run the Startup Wizard and enter your email address that information is sent to Magaya Corporation A Magaya Logistics Advisor will contact you with the Activation Key The Startup Wizard cannot be completed without it because it will connect you to the Magaya Network via a Magaya Network ID code that the system will assign after the Ac
216. e data with a familiar interface As part of the installation process Magaya software creates a desktop icon of the Magaya Explorer for you Magaya Document Editor This program allows you to enter data on forms Its most common use is inside the Magaya software but you can use it as an independent program to create and save to file your forms outside of the Magaya software NOTE When you use the Magaya Docu ment Editor directly to create forms the information is not stored in your database Magaya Communication Server Agent This runs as a service CS exe and allows you to log into the Magaya Network system share data among other companies using Magaya software send documents via email and let your clients track their transactions in real time To interact with the 48 UPDATE MAGAYA SOFTWARE server you use the Magaya Communication Server Agent A Magaya Communication Server Agetn icon is displayed on your taskbar To manage the Magaya Communication Server Agent right click on the icon 7 Ge Magaya Database Server Agent The Magaya Database Server agent should always be running to allow you access to the data across the network and or locally This runs as a service It is called MagayaDb exe for 32 bit operating systems Also installed is MagayaDb64 exe for 64 bit systems For information on managing the performance of the database see Chapter 8 in the Magaya Software Customization Manual Access the admin
217. e often Collect because the carrier often handles the collec tion at destination instead of an agent handling it e Ifyou check the box to show charges in documents the charges will show in operations transactions and shipment documents The charges will always appear in bills and invoices even if you do not check this box Allow Automatic Update To enable automatically update a charge check the box If you make a change to a commodity such as the weight 413 SHIPMENT CHARGES SHIPMENT CHARGES the charge for the new weight will be calculated and updated automati cally Uncheck the box if you do not want this automated If you manually enter a rate in this screen the box will uncheck for Allow automatic update If you want to activate the updating feature for the manually entered spot rate check the box again Then the system will use the rate you entered if any changes in weight etc occur it will not revert to a saved rate Apply the charges by weight pieces volume or by container When you change how you apply the charge by weight pieces etc the totals across the bottom change The unshaded fields yellow will be multiplied auto matically to calculate the total You only need to fill in the unshaded fields Each method of applying charges is explained below Pieces Applying charges by pieces will calculate the total based on the total number of pieces Weight This is the gross weight of all
218. e using the Routes feature select the route Then the details of the route will be auto matically filled in For more on routes see the topic Routes The Carrier is filled in from the wizard in this example In the case of air shipments the carrier is entered in the General tab on the Routing tab it is Read Only grayed out To change it go to the General tab e The Air Routing tab includes a place to add flight transfer information Enter the airport the carrier and flight number for each transfer as needed If you use the Route field then transfer information is filled in automatically If you need to update the actual date and time change it here e Select US Customs codes for Origin Schedule D and for Destination Schedule K Use the button with the three dots to browse through a list of codes that are in the Magaya database After a code is used once it is 401 NAVIGATING SHIPMENT SCREENS ROUTING TAB associated with that port the next time you use that port the code will be readily available in the dropdown list Check the Routed Transaction AES box to indicate that this shipment is coordinated from the destination AFS is the Automated Export System for sending information to US Customs Check the Related Companies AES box if the entity receiving the goods is related to the company at origin The Routing tab for an Ocean Shipment has the following fields General Entities Routi
219. e views 256 CREATE AN INVENTORY ITEM DEFINITION INVENTORY ITEM DEFINITIONS LIST Name the view to save it Custom View View name Hazardous Materials Creator Administrator Save time Frame Published This view of the list can be accessed at any time by clicking the dropdown menu which shows all the views saved Hazardous Materials Package Kits List e Box Resale Items Bag 0 Yes Box 78 No Actions Button Create reports by clicking the Actions button and select the option such as the Reports gt In and Out Summary In and Out cargo reports are covered in detail in the Knowledgebase topic How to Manage and Move Warehouse Items and in the Magaya Supply Chain Solution Operations Manual 257 CREATE AN INVENTORY ITEM DEFINITION INVENTORY ITEM DEFINITIONS LIST 1P125 Stock Item Laptop computer HP 125 HP 125 M001 Stock Item gt T7500 aiea A aT iATORORANGE Stock Item Reports gt ATORLEMONLI Stock Item View Inventory iATORGLACIER Stock Item view Arrivin g Items L 150 Stock Item E IT203 Stock Item Adjust Accounting for Inventory Deco Tn TSHIRT Stock Item T301 Stock Item Import Tropical K001 Stock Item Export H41 Stock ltem ERVELOS3 Stock Item Choose Columns K 22 Stock Item f IEVERAGE 2 Stock Item Update quantity of pieces EVERAGE 1 Stock Item R D_LE750 aaa cee oe AM1399 Stock Item Define Bill of Materials
220. e warehouse processes if needed and all the information transportation and the finished product inventories 5 Returns This part of the process manages the return of defective supplies to the source return of excess product etc This part of the supply chain is also called reverse logistics NOTE Part of the above text was drawn from supply chain org A failure in any part of the supply chain will affect the entire process of getting goods from origin to destination Logistics Business Overview The term logistics encompasses the whole industry of moving and storing goods The term originated with the military and how they procured and moved supplies troops equipment food etc as the army moved from place to place Logistics integrates the transportation inventory warehousing material handling and packaging of goods Having a good logistics strategy in place ensure economical and efficient move ment of the goods and activities of all the suppliers involved The logistics process begins with a seller of goods The seller may manufacture the goods and have their own warehouse distribution center and transporta tion If they do not have all these capabilities they will contract with other companies for these services so the seller can get their goods from the point of origin to buyers at the destination The other companies the seller can contract with include Carriers Carriers transport goods by cargo ship ai
221. ear in the applicable fields in the documents Select documents for the Master Shipment Documents included n the master shipment val summarize the cargo trom the house shipments Select Documents for the Master Shipment ether from Standard Documents or from Templates you have peeviously defined Select from Standard Documents Templates Name Filename Anal Notice Inv ce Ocean AnwvalNoticelnvor A Bil Bil sdt m Bilc Lading sdt F Bil of Lading 19020 Bil of Lading Mulic Bit of Lading wih Select documents for the OR val Tanes Master shipment Bil with Taxes and VY Cargo Mantest Cargo Mantest No US Customs CargoMaritestNoU F Cago Movemert CargoMove sdi Cargo Movement 19020 CargoMove_19020 F Cargo Release CargoRelease01 sc elete Cargo Release 19020 CargoRelease01_1 Cargo Release Sorted by tem index CargoReleaseB yir Cargo Release Bonded CargoReleaseB onc Cargo Release Distrbution CargoFleleaseDisti Cargo Release Distribution Summarized By Location CargoReleaseDisthi t m NOTE If you desire to create template documents you can do that in the lt Miscellansous Templates gt folder Covi lt Back _New gt Cancel Help Extra Info Documents can be viewed online in LiveTrack To change which documents are displayed online go to Maintenance gt Configuration gt Shipment Documents For steps see the Magaya Software Customization Manual Add Other Documents To add other documen
222. eate charges If you want to change the entity select another entity from the dropdown list a Pickup Order General Shipper Consignee Supphes Casness Commodities Charges Events Attachments Pitik Status Description Prepaid Quantty Price Amount Apply to Aad Open Documertation Yes 1 00 35 00 35 00 Electronics Depot rs Income Charge Income Freight Charge Expense Charge Expense Freight Charge Totals Expense Income Profit Unis ceresc USD 0 00 USD 36 00 USD 36 00 Gace ate 282 Pick UP CARGO CREATE A PICKUP ORDER EVENTS TAB Events Tab Since the mode of transportation is Ground the Income Freight Charge and the Expense Freight Charge will be Ground For local deliveries Inland Freight is often used If you have rates set up in your Magaya system and automated to appear in Pickup Orders they will appear on this tab If you want the charges to list in a certain order right click to move them up and down and then select Output charges as displayed Other options available when you right click on a charge include the option to recalculate regnerate charges if you make changes then click the Generate button again to update the A R and A P transactions if you already made them For additional information about the Charges tab please see the topic Charges in the Magaya Knowledgebase http knowledge magaya com search charge
223. ebsite www census gov and from the US Customs website www cbp gov Data Import Commodity Classification list Description Countries outside the U S can import their codes instead of using US Schedule B codes by using the Data Import function Other Actions available with the Actions button 250 CREATE AN INVENTORY ITEM DEFINITION ACTIONS WITH COMMODITY CLASSIFICATIONS LIST e To view the Export Codes only select Export Codes To view License Type Codes select License Type Codes Create an Inventory Item Definition This topic explains how to create an Inventory Item Definition for a regular inventory item in Magaya Explorer a A Inventory Item Definitions General Accounting EEJ Hazardous Images Categories Criteria Notes Custom Type Stock Item Part Number RTAR30 Description Rattan chair round Model Sky Client lt Manufacturer Amount Per 0 Pallet V Keep inventory by serial numbers V Save serial numbers when items go out Package Box v LeWeH 0 00 0 00 0 00 in Volume 0 00 fe Weight 0 00 lb F Has variable weight Unit Commodity Type v F Inactive Cancel Help Note Your dialog box may vary slightly depending on which Magaya software you re using but the majority of the functions are the same The Magaya Supply Chain Solution is shown and explained here 251 CREATE AN INVENTORY ITEM DEFINITION
224. ecimal width 80 z C1 Location Code Text __ F Location Description Text Align Left v C Piece Weight Ib Decimal a C Piece Volume f Decimal Fi Warehouse Provider Text C Model Text C Serial Text C Invoice Number Text C Part Number Text CI Purchase Order Number Text Mi dh Add Columns _ Related Columns Script Columns X Note The option Script Columns is explained in the Magaya Software Customization Manual 136 WORKING WITH DOCUMENT AND LIST VI EWS RELATED COLUMNS 3 A new dialog box opens with additional columns to choose from These elements are all the transactions and data related to the Commodity List Click on the dropdown menu of Related Elements and select an element Related Columns 4 Related Elements Cargo Release Commodity Type Division Incoming Shipment Item Definition Delivery Date Division Driver s License Number O Driver s Name O Employee Text Text Text lt Remove Rename Related Columns Related Elements Outgoing Shipment Available Columns Selected Columns Name Type of Move value ventilation Setup VIN OVvolume Ft Volume weight lb Voyage Warehouse Receipts Waybill Number Type Text Decimal Text Text Decimal Decimal Text Text Text lt lt Remove Rename SS Select the co
225. ed e Aqua is On Hand e Purple is Loaded Light Green is In Transit Dark Green is Arriving Blue is Delivered Load P Add Gp Unload GBRepack 9 Y Edit amp All cargo for Shipment27 P 4 23 clamps 12 00 12 00 12 00in W 22 22 wire cutters small 48 00 32 00 42 00in W 2 31 5 rebar 140 00 48 00 48 00in W W 1 16 37 52 inch Rebar Cutter 52 00 9 00x6 00in W 2 16 37 5 rebar 140 00 48 00x48 00in Purple icon indicates Loaded status P Empty eB Arriving i _ U Pending Other status icons On Hand w In Process Bw In Transit w At Destination Bw Delivered To prevent loading items that are in a Receiving location set the preference in Maintenance gt WMS Repack Cargo Cargo can be repacked after you add it to a shipment This topic explains how to use the repacking wizard for cargo items including containers Also covered is how to print labels 432 REPACK CARGO USING THE REPACK CARGO WIZARD Using the Repack Cargo Wizard To repack cargo within a shipment click on the shipment in the Shipment folder to select it and click on the Repack button on the Cargo Toolbar A wizard opens Repacking Wizard Select Container Step 1 of 2 Please select the container type to repack the cargo and enter the dimensions Container Type Description LD 2 IATA Type 8D LD 3 IATA Type 8 Number LD 4 IATA Type 7A a E IATA Type 5 Seal Number 1 LD 8 IATA T
226. eded Enter the Declared Value for Carriage and for US Customs If you leave these fields blank NVD for No Value Declared and NCV will appear on the Air Waybill form Enter a description of the goods if you know it optional This description will appear in the Master air waybill the individual cargo will not be listed Note The button with the three dots next to the Description field is used to add clauses to the description Select a clause or add a new one Click the Next button 367 CREATE AN AIR EXPORT SHIPMENT ENTITIES SCREEN IN STRAIGHT AIR EXPORT WIZARD Entities Screen in Straight Air Export Wizard 1 Enter the information in the Entities tab as follows Select the Shipper from the dropdown list Select the entities Select the enhties involved in this shipment Shipper Ultimate Consignee Name Caterpillar Equipment v Name Categena Construction Co Address 123 SW 8th St Address 3 Cale Ocho Clewiston FL 33344 E Categena COLOMBIA UNITED STATES nae Notify Party Intermediate Consignee Name X Name Address Address Forwarding Agent Destination Agent Name HWE Cargo Company Name Colombian Destination Agent Address 7950 NW 53rd Street a Address Bogota COLOMBIA Miami FL 33166 z UNITED STATES l Ultimate Consignee v Caitegena Construction Co X lt Back JCh Cance Notes This dropdown and others on the screen show all the entities not just
227. eed The columns names in the CSV spreadsheet need to match the columns you select in the Magaya system Compare this example spreadsheet with the Magaya dialog box The columns are the same Name Phone Email Fax Contact First Name etc A A B c D E F 6 1 Name Phone EMail Fax Contact Fir Contact L identificati 2 FIFTH COMPANY CORP 305 555 8122 FIFCOMPCORP HOTMAIL CO 305 555 5622 CONTACT FIFTH 543222 3 FOURTH COMPANY CORP 954 555 8744 FOUCOMPCORP GMAIL CON 954 555 5254 CONTACT FOURTH 654343 4 THIRD COMPANY CORP 954 555 7447 THICOMPCORP GMAIL COM 954 555 1111 CONTACT THIRD 4342332 5 SECOND COMPANY CORP 786 555 7823 SECCOMPCORP YAHOO CORK 786 555 4323 CONTACT SECOND 34234344 6 FIRST COMPANY CORP 786 555 7888 FCOMPCORP YAHOO COM 786 555 7814 CONTACT FIRST 2322232 7 Now set the columns in your Magaya system by clicking the Import CSV button The Select Columns dialog box opens Next follow these steps 70 IMPORT YOUR CUSTOMER LIST INTO YOUR MAGAYA SYSTEM IMPORT CSV e Select the columns to match your spreadsheet columns Uncheck any that do not apply and change their order as needed Select columns to Import File name My Documents Name O Name O Phone O EMail OFax Contact First Name Contact Last Name O Identification Number O Ident number type O Street and Number O Account Number Delimiter Double Quotes v O Ciy O State Separator Comma v O Country E O Zip code Field Type Tex
228. eee eee 368 Routing Screen in Straight Air Export Wizard 2 0 00 e eee eee 370 Documents Screen in Straight Air Export Wizard 0005 371 Cargo Screen in Straight Air Export Wizard 2 0 00 ce eee eee 373 Repack Screen in the Straight Air Export Wizard 0005 375 Save the Straight Air Export Transaction 0 c eee eee eee eee 376 Summary Screen the Straight Air Export Wizard 0 000000 377 View the Saved Shipment Transaction 2 0 0 0 cece eee eee eee 377 Split a Shipment to Make Subhouses 00 000 c cece eee ee 379 Create an Ocean Consolidation Export 0 ccc ee eee eee eee eens 380 Steps to Create an Ocean Consolidation Export 0000 e ee eee 381 Navigating Shipment Screens 3 4 4 4 544 venus Geeta ese o4cuenlenedsivene oa4 393 Working withthe Shipment Tabs lt 00 2 oscic theca syw Phe Cease teas waaws 396 General LaDy deat ha coed Gra a whe ae eu el he a a ao te aly EAI ae 396 ROUT kabare man gat cet eg eels dena ra Weal ey duce ghee Badd edad 400 Ch rges Tabi Beata eat Sia ig 9 ret aoe Wd wy date ae E E E ie ag he 405 Other Tabs aisen att en SAG eh a A By ae den eae ead 405 Cargo Status ise aes 4 be dG cae add Sate ail A awe ed OE ea 407 Shipment Charges 568 a ie aaah RGA AOS ON oe ENA TREN CR ew ENO as 409 Generate Transactions fora House 00 cece e eee eee ens 415 Print Shipment Documents ales Hl eg
229. eheadethhoreca eka Sh eG 265 General Tabni eee erat ae a wh a eet lh a oe aN arate ei nile ay aa hh a 266 Shipper Lab Sates y a cieesee ed dle tate Oa are dean te aidan Oo ee ente eg donee hae G 268 Consienee Pal apace tolerant eatak bie en wanes Rates hue idan eatbe etek gies 271 S pplher Fab cosi ea ETE sain oA Bay ee oan Pay gaia 273 Carters Maboss na a n 5 a e a a hE OA ba 273 Commodities Tab osiris d ua r En E id R E T E ETE Re 215 Charges Tit eh hte ei th cg NN ete a a NAN ee lel aaa E a t 282 Bente Fab ic ite see alee Weare Genie Stare E E A ahea a bekwd Blo ee Rad Seow an 283 Attachments T b 9 352 5 Laclede ae cued ay bian lee doh a pad bdo ake pate hang 285 POD TAG serenan CA rae ails Mean Ra te A CAE Rah eRe dS 285 Notes Eo nec ea RRR og CE a E A 287 Internal Notes Sabz gated sete dart ects Sah areca WEL cele stage R RSS 288 What Actions can I Perform with a Pickup Order 00000005 289 Print Eabels aranea tasted Gam deoa 4 EAE aoa ahd Ga TNE eames OF 4 289 Generate Accounting Transactions from Pickup Orders 293 Chapter 9 Cargo Releases a sss cco sts ssa 6 5 5 a8 soca 8 ital Satake a Ws cd aa BRe pean al 297 Introduction to Cargo Releases ov s45u a bewksd pase age Cae eRe A Manages 297 Release Cargo Create a Cargo Release nn nnn nn nnana nae 298 General Information eenei Sains a eds aU eee E OEE E eas a ETA E EA 298 Carner Information soei deea e aena arik Sanya Sre wire
230. ehousing folder gt Inventory Item Definitions 2 Click the Add button and select Add Inventory Item A dialog box opens The other Add button option Add Resalable Inventory Item opens a dialog box with all the fields that are used for defining resale items and their Items and Services For more details see the section Add Resale Items 3 Start with the General tab Enter the part number The part number may be assigned by the manufacturer or the customer or it can also be your internal number that you use to keep your inventory Dashes in the number are not recommended This field is mandatory Note The part number cannot be edited after the inventory item definition is created 252 CREATE AN INVENTORY ITEM DEFINITION STEP BY STEP PROCEDURE Optional Click the SKU button if you are tracking inventory by the Stock Keeping Unit SKU pronounced either skew or by its acronym letters SKU An SKU identifies an identical item from different manufacturers A new dialog box opens Enter the SKU number and click the Add button Click the OK button to save SKUs and return to the General tab of the Inventory Item Definitions dialog box SKUs mm Enter new SKU numbers and click on Add SKU 3 Code Delete SKU 1 OK Cancel Help it To see SKUs in the Inventory Item Definitions list click Actions gt Choose Columns gt Item Code Enter a description of the item
231. elect Link Invoice or Link Bill or you click the Actions button in the Transaction List to open a dialog box which shows all the unlinked accounting trans actions select the one that you want to link It will then appear in the Transaction List for the operations transaction Here s an example for scenario 1 above You create a Pickup Order add charges and generate the charges Now the charges are Posted and linked to the Pickup Order Then you convert that Pickup Order into another operations transaction such as a Warehouse Receipt The charges are carried over from the Pickup Order to the WR and show in the WR Charges tab because they re linked These charges are automatically linked to the first operations transaction the one that you clicked the Generate button and they are part of the history of that operations transaction Here s an example for scenario 2 above You create a Pickup Order No charges are added Later a bill needs to be added to that Pickup Order So you create it manually or someone in the Accounting department creates the accounting transaction manually This can be done either in the Accounting folder or in the Transac tion List Now that bill needs to be linked to that Pickup Order Right click the bill in the Transaction List and select Link or you click the Actions button in the Trans action List find the bill and select it to link it There are many options You can add some ch
232. elivery Attachments Notes Service Type Port to Port Mode of Transportation Air Hanover Pueblal Carrier Flight Number Departure Final Arrival Departure From Date Time Hannover v 8 26 2013 10 26 57 AM 4 gt ArriveT o Final Airport Date Time Mexico City v 8 26 2013 10 26 57 AM lt gt First Transfer Transfer Airport Paris v Carrier Flight British Airways Second Transfer Transfer Airport v v Carrier 7 Flight v The route details automatically populate the fields in the Routing tab saving data entry and time If you have existing charges that are automated to appear in a shipment trans action the system will override this automation and use the segment charges Charges do not appear until cargo is added When the system uses charges from 483 ROUTES AND SEGMENTS Use ROUTES IN SHIPMENTS a Route or Segment the icon for the charge indicates that the charge is from the charge icons for a route route Status QO Open Ss Open a Open s Open General Entities Routing Charges Events Delive Description Air Waybill Documentation Air Freight Service Cost Air Freight Service Cost Air Freight Service Prepaid Yes Yes Yes Yes charge icons for non route shipment Gen
233. em password 6 characters minimum Cick Create ID to contnue lt Back Create ID gt Cose Help You will receive an email message with instructions and a link to down load the Installation Program The dialog box you see will depend on your operating system Follow the steps in it to run the program 45 INSTALL MAGAYA SOFTWARE STEPS TO INSTALL ON A SINGLE COMPUTER OR SERVER 2 Install the Program Double click on the InstMCS exe file to run it The Installation Wizard screen appears ie Magaya Software InstallShield Wizard Welcome to the InstallShield Wizard for Magaya Software Magaya The InstallShield R Wizard will allow you to modify repair or remove Magaya Software To continue click Next Software a Follow the instructions in the wizard b Click the Close or Finish button when the setup is completed c Restart the computer if necessary d Double click on the Magaya Explorer shortcut icon to start the soft ware This icon should appear on your desktop If not go to your Start menu to find it in the programs list You can now log in with the Administrator user name and pass word Recommended Next Steps Then follow the configuration steps in the chapter Initial Software Configuration to enter your company information and create employee user names and passwords and other set up tasks To learn 46 INSTALL MAGAYA SOFTWARE STEPS FOR CLIENT SERVER INSTAL
234. ems on back order and the pricing rules and tiers you can use to set prices for sales etc Bookings Folder Bookings are the reservations your customers make with you for air ocean or ground shipments The Bookings folder contains three subfolders e Bookings This displays the document view of a booking Bookings List This displays the bookings that have been created their status type such as ocean or air and other details related to the arrival and departure weight of the cargo etc To customize the information displayed in the list click on the Actions button Trip Schedules This displays trips you have scheduled to be executed in the future and trips you have completed in the past 108 FOLDERS AND SUBFOLDERS WAREHOUSING FOLDER Warehousing Folder The Warehousing folder contains different options depending on which Magaya software product you have 2 renosa E Pickup Orders E Pickup Order List A Warehouse Receipts A Warehouse Receipt List gy Commodity List Cargo Releases 8 Cargo Release List g Cargo Movements A Cargo Movement List e Package Types Locations a warehouse Inspector s5 Inventory Organizer Inventory Item Definitions Commodity Classifications Shipment List Hl Work Load J In Transit For example the Magaya Supply Chain Solution contains more functions than the Magaya WMS which focuses on warehousing Pickup Orders Warehouse Receipts Commodities
235. ems you want to place inside this container You can also enter additional amount of pieces for this container Status Package Description Total Pieces M Mark all C OnHand Box Bosch Spark Plug 15 bul O Unmark all Pieces C 4 m r Additional pieces Create 0 additional pieces inside this package You can enter the cargo information Weight Yolume etc for these pieces later Back Cancel Help You can use the Repack option more than once in a WR For example if you receive 10 items you can repack 5 items in one pallet and the other 5 items into another pallet The items must be from the same location You can also create additional pieces by adding a number in the field for Addi tional pieces This is useful if a customer sends you a Sales Order or informa tion via EDI in advance of the items physically arriving at your warehouse If the quantity that arrives is different than the information on the EDI then you can add an extra pieces here Click the Finish button when you are done Extra Info Pallets are often used in repacking in the warehouse while containers are often used when creating ocean shipments 201 CHARGES REPACKING CARGO Charges Overview Magaya software enables you to add edit and process charges for transactions such as Pickup Orders Warehouse Receipts Cargo Releases Bookings Quota tions and Shipments Extra Info Charges can be automated to ap
236. ens Quick Find Transaction Type I Warehouse Receipt Transaction Number 157 WORKING WITH DOCUMENT AND LIST VIEWS THE FIND BUTTON The Entity Finder option opens a list of all the entities in your system including customers carriers employees and more Entity Finder Text to Find Name Type Entity ID Phone x Shipping Line Customers gt 4 x Shipping Line Carriers g WMSUserl Employees WMSUser Employees 8 Warehousing Yendor Vendors Warehouse Employee 1 Employees g Venezuela Shoe Distributors Customers g Trek Bicycles Customers 2 TAM Cargo Carriers v lt gt 117 of 117 elements T Actions Ef Close Enter any text you need to find such as a name partial or full of an entity When you click the Find button the results list displays the entities found You can rearrange the columns in the results list by clicking and dragging them into place Click on the Actions button to select which columns you want included in your results list To make changes to an entity use the Edit button Tip You can also double click on the item in the results list to open it A counter on the bottom of the list tells you how many items are displayed out of a total number of items The Find Vehicle option opens a dialog box so you can search by Vehicle Iden tification Number VIN The system will find VINs when you enter the last six digits of the VIN Please enter the VIN number of the vehicle
237. er s order number External Tracking Numbers Tab External tracking numbers can be added to the Commodity dialog box To manually enter a number click Add and type it in the field The Type is Other EEI Hazardous AMS External Tracking Numbers Notes Atla fe Tracking Number Type Add ENTER NUMBER HERE Other This allows the user to print labels and identify the items with an external tracking number as well as the Magaya Tracking Number The external tracking number will fill in automatically in this tab when using the CubiScan Scale Integratin or when a Manual Receive Task is done on the hand held with WMS Mobile 194 COMMODITIES ATTACHMENTS TAB This external tracking number also prints on labels The system can find the number later Click the Find button on the top toolbar and Select Quick Find Then select Tracking Number and enter the number Quick Find mym Transaction Type Tracking Number z Transaction Number enter numbed Fma Cancel Help Extra Info To learn about different ways to identify items in your Magaya system see the topic Identify Items or search for the keywords identify items in the Magaya Knowledgebase Attachments Tab On the Attachments tab of the Commodity dialog box click the Add button to add a document or photograph Use the other buttons as needed Any attach ment added here can be viewed fro
238. eral Address Billing Address Other Addresses Contacts Agent Attachments No Name HWC Cargo Company g Entity ID Phone e Mail Website Account Number Contact First Name Robert Contact Last Name Birmingham Identification Number 12345678944 Division Magaya Network ID 66 How TO USE THE ACCOUNTING WIZARD ADDITIONAL STARTUP WIZARD TIPS On the General tab e The Identification Number can be any of the choices available in the drop down such as DUNS Employee Identification Number EIN etc e The Magaya Network ID is automatically filled in Contacts Add individuals here who are interested parties that you will send transactions to or need to notify When you click the Email button the names will be included in To field of the email The names will be saved in the Contacts list of the Maintenance folder Right click a name for options On the Agent tab enter codes such as your IATA FMC SCAC and TSA numbers These codes will be filled into Customs documents and others in the system if they are required To save data click the OK button You can return to the My Company Info dialog box at any time to add or change information as needed Note Your company name and address will also be filled into the Magaya Network Community company profile You can change or add
239. eral Entities Routing Charges Events Delivery Status a Open Open Open Description Air Waybill Documentation Air Freight Service Cost ir Freight Service Prepaid Yes Yes Yes Create the rest of the shipment as you normally would Reports Reports can be created from the Routes screen Right click or click the Actions button and select report 484 ROUTES AND SEGMENTS USE ROUTES IN SHIPMENTS e Summary of Cost Rates per Route used for your information about your costs Routes Summary of Cost Rates per Route X Dates Custom v From 6 1 2013 v To 9 27 2134 HWC Cargo Company Summary of Cost Rates per Route August 1 27 2013 USD Route Origin Destination Mode of Transporta Transit Time days Shenzhen Shermant Shenzhen Long Beach Vessel Containerized 11 07 Shenzhen Sherman2 Shenzhen Long Beach Vessel Containerized 11 06 Shenzhen Sherman3 Shenzhen Long Beach Vessel Containerized 11 06 Shenzhen FCollins1 Shenzhen Long Beach Vessel Containerized 11 00 Shenzhen FCollins2 Shenzhen Long Beach Vessel Containerized 11 65 Hanover Puebla2 Hannover Mexico City Air 0 54 Shenzhen Tucson1 Shenzhen Long Beach Vessel Containerized 11 25 Hanover Pueblat Hannover Paris Air 0 54 Shanghai Panamat Shanghai Panama Cty Vessel Containerized 12 38 Shanghai Panama2 Shanghai Panama City YVessel Containerized 12 36 Additional columns
240. ered Magaya Explorer comes with different templates for forms such as WR or Pickup Order documents To select a template click on the arrow on the Actions button and choose Select Template 160 WORKING WITH DOCUMENT AND LIST VIEWS THE ACTIONS BUTTON Other functions found on Actions buttons include import or export of data and the option to choose the columns in a list To export data from your Magaya system into Microsoft Excel format select the Excel option from the dialog box Select file format Please select the file Format that you would like to use when exporting Export to XML Export to CSW HTML or EXCEL Export to PDF When you browse your folders to save the file save the file type as an Excel file xls Then click the Export button In reports such as the Balance Sheet view you can export the report as an Excel file also Other functions are Batch printing statistics and more Click on the menu options to explore the possibilities For details on these functions see the Index 161 WORKING WITH DOCUMENT AND LIST VIEWS THE DETAIL BUTTON The Detail Button The Detail button opens a new panel in any list to show more details about the transactions entities or employees Depending on which list you are viewing the details available will change 2 Employees Neve a Tet erpkyee B Operon Sit ao Detail Ade Nane Rote Desoipton Granted Create Ocean Shipeverts Allow
241. ero This field is required e Enter the ECCN the Export Control Classification Number issued by the Bureau of Industry and Security www bis doc gov Enter if the license type requires it e Enter the license type for the commodity Click on the button to search A frequently used code is C33 for No License Required Also enter the 189 COMMODITIES EEI TAB license number if required If the license type is a code for military ship ments the Military button will be activated Military Information Exemption Number Registration Number C ls Significant Military Equipment USML Category Code Quantity Select the Origin from the dropdown menu Domestic Foreign or Mili tary Required e Enter the Export code Click on the button to search Frequently used codes are OS for General Export and HH for Household Goods If you are shipping a vehicle click the checkbox for Is Vehicle Click the Vehicle button and enter the information about the vehicle Click OK to save it and return to the EEI tab If you have the VIN Decoder plug in you can save time entering data by using the Vehicle choice on the pop up menu when you first add a commodity to the WR or other transaction This option will not appear if you do not have the plug in Add Commodity Supplier Carrier Commodities Charges Events Attachments GEMS Cae Description Pieces Length in Height
242. eryone from all the folders e Go to the folder Click File gt Permissions e Click on Everyone e Click the box for Apply these permissions to children e Click on the Remove button and OK Note Magaya software comes with the default groups of Importers and Exporters We recommend that you do not delete or modify these default groups 2 Assign Employees to Groups 1 Go to Maintenance gt Employees 2 Double click an employee s name to open their profile dialog box 79 PERMISSIONS How TO SET PERMISSIONS 3 Click the Permissions tab Employee General Address Billing Address Other Addresses User Permissions aL Select the groups to which this employee belongs to Name Description E Importers Importers are users who have access to Importatior Account Payable Users that can enter bills and make bills payments Account Receivable Users that can enter invoices and receive paymenl Everyone Users in this group have minimum access only E Exporters Exporters are users who have access to Exportatio Ee Limited Accounting The group only access to certain accounting This 4 Click the Add button A new dialog box opens called Select Group Click on a group to highlight it and to make an employee a member of that group Add as many groups as is applicable for the employee Add one group at a time Select a group to assign an employee to a group Select Gro
243. es Orders Click the Next button to continue 374 CREATE AN AIR EXPORT SHIPMENT REPACK SCREEN IN THE STRAIGHT AIR EXPORT WIZARD Repack Screen in the Straight Air Export Wizard If you need to repack click on the Repack button A dialog box opens This will pack all the items inside one container Add Air Shipment Straight Wizard Export Repack the cargo You can repack the cargo creating a container pallet skid etc and you can enter also the dimensions and weight for the new package If you would like to repack the selected cargo in this shipment please check the box bellow and press the lt Repack gt button to enter the details Yes would like to repack the cargo Container Type Description Number Seal Number If cargo is to be packed into more than one container do NOT use this Repack button Finish the wizard and then go to the shipment and use the Repack button in the Cargo Toolbar Enter the information in the repacking dialog box as needed e Select the container type and enter the dimensions This can be an air container such as an LD or a regular pallet e Enter information in the other tabs as needed and click the OK button when you are done You will be returned to the shipment wizard For more details on working with repacking see the section Repack Cargo Click the Next button to continue 375 CREATE AN AIR EXPORT SHIPMENT SAVE THE STRA
244. etwork Magaya Explorer will retrieve your company information from Magaya Network if necessary Please choose from one of the following options I already have a Magaya Network ID and a password Magaya ID fie 13939 Password downloaded the Magaya Software from the web entered my Email address hany information into the Magaya website i e someone domain com I have not provided any information to Magaya Corporation and will provide my information right now Remember If you select the second option use the email address that you used on the Web registration form In the next screen select your company type Startup Wizard Company Type What is your company type This company is best described as Distributor Wholesaler Warehouse Provider Logistics Provider or 3PL I lt F Airline Carrier Ocean Carrier lt Yes this company has a bonded warehouse 59 STARTUP WIZARD BEGIN THE STARTUP WIZARD All fields are required except the fax Startup Wizard Company Information All fields required Enter the basic information for your company exc ept fax My Company Fax e Mail email mycompany com Website Contact First and Last Name This information will be used by the system when filling out the International Trade Documents as well as in the accounting transact
245. fferent for different transactions but the func tions are the same For example the Cargo Release and Quotations Commodi ties tab have the buttons on the bottom instead of on the right side Let s look at the Commodities tab of a WR in the Magaya Supply Chain Solu tion General Shipper Consignee Supplier Carrier Commodities Charges Events Attachments Note 1 gt Status Description Pieces Package Length WoOnHand Reebok court shoes womens 63 Box 12 00 P Loaded Nike AirMax running shoes 1 Box 15 00 WoOnHand Nike AirMax running shoes 49 Box 15 00 WoOnHand Reebok court shoes womens 2 Box 12 00 4 m Totals Volume 50 35 fP 524 13 Vib 115 Pieces Weight 185 97 kg 410 00 Ib MAGAYA TIP Note for users of the Magaya Cargo System and Magaya WMS The Commod ities tab will not include the Get PO button because Purchase Orders are only available in the Magaya Supply Chain Solution and the Magaya Commerce System All other functions on this tab are the same for all the software products Use this tab to add commodities to the WR You can add items by clicking the Add button or the Scan button Let s look at each button and its function Placing Items On Hold 177 COMMODITIES ADD COMMODITIES Extra If a customer has not paid you can place commodities on hold Right click on the item in the list to select the menu option General Shipper Consignee Supp
246. field In the dialog box add text and format it as you want E eMail Signature Employee Administrator b u z Administrator HWC Cargo Company 8725 NW 18th Terrace iaia Add employee email signature Format text Add link and or logo You can set the employee s email signature as the default for email messages they write or set up a company signature as the default for all email messages sent from your Magaya system See the option in Maintenance gt Configuration gt Outgoing Messages For more details see the Magaya Software Communica tions Manual Ports Select frequently used ports so they are easy to find in your dropdown lists in your shipments and other transaction add additional ports work with Schedule K and Schedule D code lists define zones by zip code Ports can be selected from this list or be manually added 124 MAINTENANCE FOLDER PORTS To select ports click Add gt Select Ports O DNO Denver W DFW Dallas Fort Worth Reg Ocean Road Air Mail M DEN Denver Air Mail a cn oeur D Alene Air Air gt ae 7 P Y Edit Delete Filter Unfilter In the dialog box enter a city or port name in the Filter field Click the Find button The Country field is preset based on the country in your company profile Change it as needed Select the port you need and click the Add button It will be added to the list of ports to be used by your Magaya system UNITED STATES Co
247. folder Enter a description optional 209 CHARGES WORKING WITH THE CHARGES TAB Select who to apply the freight charge to such as the carrier for expense charges or apply to customer for income charges If the customer needed is not shown in the dropdown list use the button next to the dropdown to show all entities If you want to customize the rates click the Rates button A dialog box will open for that carrier or customer Enter data and click OK to save the rate and return to this screen When you change how you apply the charge by weight pieces etc the totals across the bottom change The unshaded fields yellow will be multiplied automatically to calculate the total You only need to fill in the unshaded fields Select if the charge is Prepaid or Collect Prepaid means the charge is paid or invoiced at origin Collect means the charge is paid at destination It is collected by the destination agent if you have one at the destination Allow Automatic Update Check this option to allow changes made to the charge to be calculated automatically Select the checkbox to show the charges in the documents if you want the charges to appear in operations documents such as WRs visible to the customer Charges will always appear in accounting transaction docu ments such as invoices and bills Select from the dropdown menu to apply the charge by Pieces Weight Volume or Container The totals for the numbe
248. for the House and Master Bill of Lading Point State of Origin or FTZ Number This is the state or Free Trade Zone where the goods originated From the Routing tab in Magaya soft ware s shipment wizards and screens Domestic Routing Export Instructions This field is optional It can be the destination agent Loading Pier Terminal Enter the pier and terminal number or name where the goods are loaded at the port From the Routing tab in Magaya software s shipment wizards and screens Type of Move Enter the mode of transport such as Vessel Containerized Vessel Only Mark either Yes or No Pre Carriage by Enter the name of the pre carrier who will move the goods from the point of origin to the port of loading From the Routing tab in Magaya software s shipment wizards and screens Place of Receipt by Pre Carrier The city where the pre carrier received the goods From the Routing tab in Magaya software s shipment wizards and screens Exporting Carrier The vessel s name and voyage number or carrier name Port of Loading Export Enter the name of the port where the goods will be shipped out From the Routing tab in Magaya software s shipment wizards and screens Foreign Port of Unloading Vessel and Air Only Fill in the name of the port where the goods will be unloaded From the Routing tab in Magaya software s shipment wizards and screens e Place of Deliver
249. for the Operations Staff optional select the subfolder that you want to enable the employee to see such as Invoices the document view only to limit access to reports and the Bills document view Do this by selecting the subfolder Invoices and clicking File gt Permissions and adding the Limited Accounting group Do the same with Bills For the Operations Manager go to Accounting gt File gt Permissions Add Importers and Exporters group Add the group Limited Accounting Do not check the box to apply this setting to children Go to Invoices add Limited Accounting Go to Bills and add Limited Accounting To verify the set up log in as the Operations Manager and go to the Accounting folder There should be only two items Invoices and Bills Then go to a Ship ment and verify that the Liquidation button is active on the Shipment Toolbar Also verify the access for the Operations Employee 86 PERMISSIONS ROLES OVERVIEW Roles Overview With the Roles feature the system administrator can grant or restrict access for an employee or a group to different actions in the system A role can be an action such as giving an employee Access to the company financial reports The ability for an employee to create tracking users The ability to process liquidations Access to the accounting configuration or other options in the Mainte nance gt Configuration menu A role that is granted or denied supersedes any other
250. formation on adding zones into Magaya Explorer Select a customer from the dropdown if you want to assign a specific location in the warehouse to a customer That means only the inven tory for that customer will be stored in that location This field is optional The length width and height are optional Click the OK button to save the information you entered The warehouse location will appear in the list After Completing this task You can sort through the list of locations by using the Filter button The Filter button has two options Standard and Advanced Option Set a Receiving Location as the default by right clicking on the Location from the Location List 243 COMMODITY CLASSIFICATIONS WHAT ARE COMMODITY CLASSIFICATIONS If you receive cargo in the same area set that as the default receiving location to make Warehouse Receipts faster to process The default location will be the location assigned to all cargo automatically Right click to set a Default Receiving Location Locations Locations Status Code Description Empty Type fl Used YREC Yard Receiving Area Miami No Receiving 0O Empty T1 High Cube Truck 1 Yes Mobile fEl Used STAGE Staging Area No Quality Control fEl Used SHIP1 Shipping 4rea No Shipping E Empty RFT Refrigerated Truck Yes Mobile mi Used RECEB Receiving 4rea B No Receiving OlUsed RECA Receiving Area A mi Used REC1 Receiving rea Reports fEl Used REC B Re
251. g box not the wizard you used to enter information Delete Button Enables you to delete or cancel the selected transaction in your list For example if you delete a transaction such as a Cargo Release the items in that Cargo Release will be returned to your system and be available To view any deleted transaction go to Options gt View Transactions Log For more on the Transac tions Log see the Magaya Software Customization Manual Other Buttons and Their Functions Printing To print a document click on the Print button on the toolbar across the top of the Magaya Explorer You can also use the File menu and select Print 140 WORKING WITH DOCUMENT AND LIST VIEWS PRINT LABELS Print Labels To print receiving labels from a Warehouse Receipt go to File or click on the arrow on the side of the Print button and select Print Labels A dialog box opens Select the label size and quantity You can also print a range of labels or all of them Network Accounting Reports Options Help x 2 Delete Network Print Template for Print with Fiscal Printer Warehouse Recep Print Batch Available Labels Print Labels N Receiving Label 4x3 Receiving Label 4x5 Save to PDE Receiving Label 4x6 Tracking Pickup Label 4x6 WMS Label 4x6 WMS Label 4x6 Shipper Total of Labels Print Setup Name HP LaserJet P2015 Series PCL 6 Port T5001 OK Cancel Help To change the
252. g the line between the two panes Alternatively click on the Folders icon on the top toolbar This hides the folders list To view the folders list again click on the Folders icon button again The status bar on the bottom of the Magaya Explorer displays 93 WHAT CAN You Do IN THE MAGAYA EXPLORER e A brief description of the selected menu command Magaya Network ID Employee name or role e Magaya connection icon Green means you are connected to the Magaya Network Red means you are not connected Employee Connected Network ID i gt 19020 Ilene Taylor QO If you are using Microsoft Vista instead of Windows XP there will be slight differences in the appearance of Magaya software such as colors when compared to the screenshots included here The functionality of Magaya soft ware remains the same as described here What Can You Do in the Magaya Explorer The Magaya Explorer user interface contains functions for tasks you do every day such as e Receive cargo in the warehouse create warehouse receipts and cargo releases e Create shipments for cargo sent by air ocean or ground Liquidate shipments File US Customs documents Give customers price quotes for the services you provide such as picking up cargo storing it in a warehouse and shipping cargo Provide customers with bookings when they accept a quotation Perform accounting tasks such as create invoices and bills perform b
253. gaya Network This will send the transaction to another Magaya user and they will receive it in their Magaya system so they do not need to retype any shipment information Customs Used for accessing US Customs options If the button is grayed out contact Magaya Corporation to activate the Customs options such as AES to export goods from the U S and to file the EEI Use this button to file the EEI for commodities and vehicles to see results from the AES system to connect to the customs broker ABI interface and more functions for imports See the Magaya Software Communications Manual for more 2s i hA Customs N Commod Actions Send EEI to AES EEI AES Results Repack 3 In bond Information AMS Partners Notification plies 474 80 95 98 1 02 42 00 40 00in 1 AMS gt 55 00 54 00in 1 0 00in 1 AMS and ISF Results zO 00n 1 ABI b Commodities This button has options to show or hide the cargo list to verify the packing list or to choose the packing list columns If you have a scanner and the Magaya Bar Coding plug in activated scan each item and the list will move the items from unverified to verified 426 THE SHIPMENT TOOLBAR THE SHIPMENT ACTIONS BUTTON The Shipment Actions Button There are many options available from the Actions button Set Reset as In Transit as Received and as Delivered Use this menu option to change the status of a shipment When you set the
254. gaya System 119 MAINTENANCE FOLDER CUSTOMERS Right click a Customer name to see more functions Here are a few Customers Customers Other Reports Right click a Customer name to see a pop up menu of options eblrack User List Configure Tracking by Transaction Transactions Listing Open Transactions Rates Contracts Query Rates On Hand Cargo to bill Entity Groups Denied Party Screening gt Choose Columns Import Export Self Registration Allow customers to register themselves on LiveTrack See the Configuration menu for Customer Setup Client Statements View and print client statements by right clicking the customer name from the list Tracking Access Set a customer s access to online tracking by right clicking and selecting Allow Tracking Also see Configuration gt Customer Setup for more tracking options 120 MAINTENANCE FOLDER VENDORS Vendors Payment Terms If a customer is tax exempt check the box on the Pmt Terms Payment Terms tab Also set the customer s currency preference credit card and more General Address Bling Addhess Other Addresses Contacts Rates Charges Prt Terms gt Payment Terms Tems _Payment Terms The common type of payment is Prepaid X Incoterms v Preferred Currency USD United States Dollar v The Credit Limit is 0 00 USD F Is Tax Exempt Pa
255. ges 470 IMPORTS 2 LIQUIDATE THE SHIPMENT related to the deconsolidation of the cargo to repacking and for delivery of the cargo to the final consignee Enter the charges in the Charges tab of the shipment General Entities Routing Charges Events Delivery Attachme Status Description Prepaid Quantity Price Open Storage Fee Yes 256 00 0 35 Open Air Freight Service Yes 1798 79 1 50 Open Fuel Surcharge Cost Yes 1798 79 1 00 Income Charge Income Freight Charge Expense Charge Expense Freight Charge lt il Totals Expense Income Profit USD 1798 79 USD 2787 79 USD 989 00 Pieces Weight Volume 54 256 00Ib 172 80fF 1798 79Vlb For details on how to enter charges see the topic Charges 2 Liquidate the Shipment Liquidating the import shipment will generate all the accounting transactions related to the incoming shipment The destination agent needs to create invoices that are collect so the amount due can be collected from the customer before pickup or delivery of the items Prepaid invoices are usually not created by the destination agent Click on the Liquidation button on the Shipment Toolbar A list opens displaying a summary of income and expenses These are the charges from the Charges tab For information on the Liquidation screen an explanation of the columns and how to work with the buttons see the topic Liquidation When liquidati
256. gnee Same Shipper and Consignee this creates a consolidation Breakdown Shipment Criterion to breakdown the shipment Same Shipper Same Consignee Same Shipper and Consignee C Generate charges for newly created houses C Include default documents in newly created houses Other options in the dialog box usually used when converting a straight ship ment into a consolidation e Generate charges for the newly created houses e Include default documents to the newly created houses Click the Refresh button to see the subhouses created Then you can file the EEI for each House as needed Customs will send the ITN information back to you 379 CREATE AN OCEAN CONSOLIDATION EXPORT SPLIT A SHIPMENT TO MAKE SUBHOUSES Create an Ocean Consolidation Export This topic demonstrates how to create a consolidated ocean export shipment transaction in Magaya software using the wizard The procedure is the same for air and ground consolidations Note While this topic explains how to create a shipment using the wizard ship ments can also be created by right clicking on the shipment folder in the left menu and adding a shipment Operations Maintenance Shipment Maga 1 sa Sd a 2 Options Air Ocean Ground Add a shipment from the Wizard amp Outgoing Shipments or right click on a folder Hl Air HDi Copy E ay l Cut HD Delete Rename Read only Move Up Move Down Add Folder Add Sh
257. gt Ground e Enter a Declared Value for the goods e Enter a general description of the goods e The Settings button has two tabs One for setting up how you want forms filled in such as air waybills and Bill of Lading and another tab for the measurement units pounds kilos etc Routing Tab On the Routing tab for all types of shipments air ocean and ground the mode of transportation is set by the system for the type of shipment You can use the dropdown menu or the button with the three dots to make changes to the mode of transportation 400 NAVIGATING SHIPMENT SCREENS ROUTING TAB The Routing tab for an Air Shipment contains the following fields General Entities Routing Charges Events Delivery Attachments Notes Waybill Notes li Service Type Port to Port Mode of Transportation Ai Route v Carnie TAM TRANSPORTES AEREOS Flight Number Departure Final Arrival Departure From Date Time Miami 4 13 2015 G 00 00AM e ArriveT o Final Airport Date Time Cartagena X 4 13 2015 Ev 4 15 00 PM First Transfer Transfer Airport v 4 13 2015 v Carrier Flight X Second Transfer Transfer Airport v 4 13 2015 v Carrier 7 Flight v US Customs Codes for Origin and Destination Schedule D and K AES Origin v Destination x V Routed Transaction AES Related Companies AES e Select the Service Type and mode of transportation If you ar
258. hat information The Query Rates dialog box can be moved aside so you can work in the screen and click in different functions in your Magaya Explorer without losing the Query screen 342 CHAPTER 12 BOOKINGS INTRODUCTION TO BOOKINGS Chapter 12 Bookings Introduction to Bookings A booking is a reservation made by your company such as a freight forwarder NVOCC or a carrier for your customer such as the shipper or consignee to move cargo Bookings can be created for air ocean and ground shipments both import and export A booking checks your Trip Schedule in Magaya Explorer to verify if space is available in a container or on a vessel plane or truck for your customers cargo For more on setting up your Trip Schedules see the topic Trip Schedules The Bookings list and documents can be found in the Bookings folder in Magaya Explorer yf Bookings F Bookings 7 Booking List E Trip Schedule There are two ways to create bookings in Magaya Explorer Quick Booking The Quick Booking feature is used frequently because it has only the necessary fields to complete a booking The Quick Booking fields can be filled in quickly while you are on the phone with a customer who is placing a booking with you e Standard Booking The Standard Booking feature offers more fields so you can enter additional information about a booking It has much of the same information that you will find in the Shipment dialog b
259. he Magaya Software Communica tions Manual Drop Shipping For deatils on creating drop shipments please see the section Drop Shipping 458 IMPORTS 1 CREATE AN IMPORT SHIPMENT 1 Create an Import Shipment This example shows an Air Consolidation It is explained from the point of view of a freight forwarder in the US receiving goods The steps are the same for Ocean and Ground imports 1 Click on the arrow on the Air Shipment button and select the option needed File Edit Sales Operations Maintenance Shipment Magaya Network Accounl eo 8 0 9 Back Ocean Ground Docum Print Page One Consolidation Wizard Export H Ma gaya Network Straight Shipment Wizard Export ill E Tasks Consolidation Wizard Import of Origin H Quotations Straight Shipment Wizard Import Ke ial Invoice HA Jobs Purchasing shall Create Houses Wizard H E Sales H Bookings H Warehousing The import wizard opens The first screen contains fields for general ship ment information such as the shipment name filled in automatically the carrier the place and date that the incoming shipment transaction is being entered in the Magaya Explorer and general information about the goods that are arriving The destination agent will need to create an incoming shipment if the origin agent did not use Magaya Explorer to transmit the shipment data electronically to the destination agent Mag
260. he bottom of any list in Magaya Explorer tells you how many items are displayed out of a total number of items To view all the transactions such as Warehouse Receipts WR in the Ware house Receipt List select the All option in the Dates field on the top of the list Note Make sure you do not have a filter in place Click on the Unfilter button to clear a filter Then the Unfilter button will be grayed out Columns e To move the columns to change the order from left to right click on a column header and drag it to the place where you want it to appear To customize the columns in the list to view only the columns you want to see click on the Actions button e You can also widen or narrow the columns by clicking on the line that separates the columns and drag the line to the left or right 132 WORKING WITH DOCUMENT AND LIST VIEWS WORKING WITH THE LIST VIEW Additional customizations of columns is available from the Actions button gt Choose Columns For example you can change the date format by selecting the date and choosing the option in the dropdown menu Column Settings Name Oo Status 6 Number O Type O Destination Description Date Start Date End Date C Division Name C Destination Code Choose Date Format dh Add Columns Rename Field Type Date Visible C Word Wrap Width 334 z Align Left v Format 93 23 2001 v Mar 23
261. he field you want to use in your filter by selecting it from the list of Available Fields on the left For example Description e Set the condition you want to apply Tip Select Contains so you can enter a keyword or partial commodity classification If you select Equals you must enter the whole commodity classification If not the filter will not find it e Enter the description keyword in the field next to the condition drop down e Add any additional conditions as needed e Click OK to see the filtered list The filter applied in the Commodity Classifications list will remain active until you clear it as it will for any list The counter at the bottom of the screen tells you how many items are displayed out of a total possible The filtered list will also display when you view cargo on the EEI tab inside the Commodities tab 248 COMMODITY CLASSIFICATIONS ACTIONS WITH COMMODITY CLASSIFICATIONS LIST of a Warehouse Receipt or Pickup Order You can change the filter by clicking on the Browse button to open the list Commodities Charges Events Attachments Nc General Shipper Consignee Supplier Carrier Status Pack scription Pieces Length F Adc W Loaded Box Add C 3 EE Commodity kl Edi General Identification E Schedule B Dele The filtered list opens Code escriptio M 8712006000 B
262. he same as in the exporting wizard See the topic Create Shipments 462 IMPORTS 1 CREATE AN IMPORT SHIPMENT 5 Select the documents needed for the Master Add Air Shipment Consolidation Wizard Import Select documents fo i Documents included in the mastermifiment will summarize the cargo from the house shipments gt Select Documents for the Master Shipment either from Standard Documents or from Templates you have previously defined Select from Standard Documents Templates Name Filename A A Air Wa Bill Ainwaybill sai C Air Way Bill 19020 ztest Agwaybill sdf C Air Way Bill 19020 Aiewaybill_19020 sdf C Air Way Bill 12in Airwaybilll 2 sdf C Air Way Bill 12in Acc Aiwaybilll ZAccNumber C Air Way Bill 12in Laser Airwaybilll2_Laser sdf C Air Way Bill Laser Airwaybill_Laser sdf C Air Way Bill Laser with Tems mag_arwaybill_laser_ter C Application for Exportation Under Speci 3495 sdf C Arrival Notice Invoice Air ArivalNotcelnvoiceAir s Copy C Arrival Notice Invoice Ocean ArivalNotcelnyvoice sdf O Bill Bill sdf C Bill of Lading BillofLading sdf we C Bill of Lading 19020 BillofLading_ 19020 sdf C Bill of Lading Multicurrency BillofLadingMulticurrencs C Bill of Lading With Totals BilofLadingTotals sdf vy NOTE If you desire to create template documents you can do that in the lt Miscellaneous T emplates gt folder nea Ca e You will norm
263. heading Alternatively when you click on a folder the list of subfolders is displayed in the detail pane k Page One H 2 Magaya Network H Tasks Quotations 5 A Jobs H k Purchasing Click a plus sign H a Sales to expand and view A Bookings subfolders or items GA Warehousing Warehousing Pickup Orders Pickup Order List I Warehouse Receipts I Warehouse Receipt List amp Commodity List NOTE The folder list may also be called a tree view Here we will use the terms folder and subfolder 101 FOLDERS AND SUBFOLDERS How TO ADD FOLDERS e To hide the folders list click the Folders button on the top toolbar Click it again to view the folder list wpe Carpiry Negus fee Cee Seley Opmmsan Mentemrce Shpmert Magee hirwcrt Acceuntrg Pspots Opterr GO Oo Da Click the Folders button to hide or show the folders Tz FOO USCAGMORREESN HERS Ty sree szerers FREE S Hide the Folders list to see a document in the whole frame of your Magaya Explorer Also widen or reduce the Folders pane by clicking and dragging the line between the Folders pane and the document window e Right click on a folder or transaction to view more options To set permissions for a folder per employee see the topic Permissions How to Add Folders Magaya software includes a default set of folders for operations and ac
264. his applies only to air shipments 421 PRINT SHIPMENT DOCUMENTS EMAIL SHIPMENT DOCUMENTS Email Shipment Documents To email the documents from a shipment click the Email button on the top toolbar ing Reports Options Help Sees So Bese iale cee Find Delete Network Send Email Task E Send EMail From H WC Cargo Company lt meztler magaya com gt Barcelo Capella Resort lt metzler magaya com gt HWC Cargo Com BCC Template Default Subject Message for sys_recipient_nifrom sys_company_n_ Subject Field As amp Body Field Y Ge GG Ml Ml Dear sys_recipient_n Regards To add other documents to the email message See Naa View shipment Miami FL documents HBOL44 htm FT aps F Letter Credit Ex 9 90 KB Ms In the dialog box that opens you can view the shipment and what will be sent by clicking the htm link When that screen opens the email recipient can click on a document to view it To add other documents click the plus sign 422 THE SHIPMENT TOOLBAR EMAIL SHIPMENT DOCUMENTS You can also send documents from one Magaya system to another by clicking the Send button This opens a dialog box to select an other Magaya customer such as a destination agent The Shipment Toolbar The Shipment Toolbar offers many functions Some of the buttons have an arrow on the side that you can
265. how to perform operations procedures in the Magaya Cargo System Magaya Cargo System software program was designed for logistics providers freight forwarders N V O C C s consolidators forwarding agents couriers warehouse providers and others in the logistics industry How this Manual is Organized This operations manual is designed to be task oriented You can skip to any topic you need and get step by step procedures for all the operations tasks performed in the Magaya Explorer This manual is organized into the following sections and topics Section 1 Getting Started explains the installation and initial configura tion of Magaya software There are instructions for entering your company information into the accounting wizard and setting employee permissions These steps are intended for a systems administrator or other Information Technology IT person Learn how to navigate in the Magaya Explorer user interface with the buttons on the toolbars how to use the screens menus and folders so you can perform all the tasks related to operations warehousing and deliveries There is also an overview of the logistics industry Section 2 Warehousing explains cargo related procedures It shows you how to set up your warehouse locations in Magaya Explorer to bring merchandise and cargo into the warehouse to create a Pickup Order and 11 CHAPTER 1 How TO USE THIS MANUAL ABOUT MAGAYA SOFTWARE a Warehouse Receipt to
266. ialog box Make changes as appropriate to your business Configure Liquidation Outgoing Shipments General Configuration Bank Account Bank Account v Account Receivable Accounts Receivable Account Payable Accounts Payable X Salesperson Commission ltem Sales Commission X Agent Profit Income ltem Agent profit share bg Agent Profit Expense ltem Agent profit share bd Shipment Configuration Profit Calculation Order Calculate salesman commission before agent Calculate all commissions at the same time J Use a destination agent for collections V Show detail in generated transactions V Group Charges Generate Agent s Commissions as Expenses _ Generate one transaction per entity per consolidation T Split taxed and non taxed transactions V Agent shipment participation 10 00 oa Salesman shipment participation 0 00 re Date for transactions Today Cancel Help See also the Maintenance folder gt Configuration gt Accounting for setting incoming and outgoing liquidation options system wide Invoices generated will go to the Accounts Receivable account selected here in this Configure screen Bills generated will be assigned to the Accounts Payable account that is set up in this screen The Salesperson s commission will be generated and the item on the bill will show as Sales Commission The commission can be set here in their profile or system wide in the Configuration
267. ick them all Modify the cost rates by applying a markup such as a percent Then the system will calculate the selling price for you Add Multiple Rates Wizard General information Enter the required information to create the new rates Resale Item Bunker Surcharge v Commodity Type f J Effective Date 8 26 2013 f Expiration Date T v Code Description Account Name Type C GRNFGT COST Ground Freight Service Cost Ground Freight Cost Freight C AIRFGT COST Air Freight Service Cost Air Freight Cost Freight E Modify cost rates Modification Type M Value 4 Yo Follow the prompts in the remaining screens of the wizard The wizard gener ates the rates for you and saves them Extra Info This wizard contains functions that are the same as those for creating multiple rates If you want more details on the wizard it is explained in more detail in the Magaya Software Customization Manual Chapter 2 482 ROUTES AND SEGMENTS USE ROUTES IN SHIPMENTS Use Routes in Shipments When you select a route ina shipment all the route details are filled in including transfers and charges Routes can also be used when creating a booking which can later be converted into a shipment Choose the Route in the Routing tab when creating a shipment transaction So x 0 Bp amp P Houses Add Doc Profit Liquidation Transac General Entities Routing Charges Events D
268. ick on the Next button to start 1 Go to the File menu and select Accounting Wizard 2 Click the Next button to start the wizard 3 Select the month that you want to assign as the beginning of your fiscal year This is required to calculate earnings for the year 4 Add or edit the Chart of Accounts as needed The software provides a default list of accounts If you need to add an account click the Add button and enter the information To edit an existing account click on the account and click the Edit button It is recommended that this infor mation be entered in the wizard so you can use the accounting features in the Magaya software Also enter opening balances for accounts that you need such as petty cash capital stock or sales tax credit 5 Add or edit the Items and Services as needed The software provides a default list of items and services Click the Add button to add a new item or service Click on an existing item and click the Edit button to make changes 6 Add or edit opening balances by clicking on the Add or Edit buttons for your forwarding agents customers carriers salespersons warehouse providers and vendors as needed Click the Next button for each 68 IMPORT YOUR CUSTOMER LIST INTO YOUR MAGAYA SYSTEM ADDITIONAL STARTUP WIZARD TIPS screen For more details see the Magaya Software Accounting Manual on www magaya com 7 Click the Finish button when you are done Your information wil
269. iewed from the Commodities list in the Warehousing folder Create a Copy Click to copy the pickup order with all the same information This is useful if you pickup the same type of cargo from the same location or supplier Create Warehouse Receipt If the cargo has been picked up and brought to the warehouse you can create a Warehouse Receipt WR from the Pickup Order All the information from the Pickup Order will be transferred automatically to the WR You can edit information such as package dimensions or weight 291 WHAT ACTIONS CAN PERFORM WITH A PICKUP ORDER PRINT LABELS When you create the WR from the Pickup Order a dialog box of the commod ities opens You can select all the cargo or pieces Select Commodities Status Package Description Part Number Total Pie MY Mark all 7 B Aniving Box Dell Computer 330 C Unmark all Select Partial Pieces Pallet Palm Trees Pieces 25 of 30 Pieces In the dialog box you can choose the columns by right clicking on a commodity For more information on creating WRs see the topic Create a Warehouse Receipt To set a cargo as In Transit select the option Set Reset In Transit To set a cargo as Delivered select the option Set Reset Delivered e Note When you set cargo in transit a checkmark appears next to the option in the list Ifyou uncheck it the status of the cargo will return to its previous status Loaded In Transit
270. ilable when you view the docu ment or the list For example you can see the history of a specific Warehouse Receipt WR from the list or the document Air Waybill Documents Refer to the shipping topic for information on Air Waybills and the Bill of Lading documents For details on the standard fields in each of these documents search the Magaya Knowledgebase for keywords Air Waybill and Bill of Lading Also see the Introduction to Logistics chapter in the user manual for your software product Working with the List View The List view provides you with many options You can sort the columns in the list to view the information in a variety of ways You can search for documents and transactions and run reports The List view is available when you are working with e All the list subfolders under the Warehousing folder such as Warehouse Receipts Pickup Orders and Cargo Releases list Lists of Quotations Bookings the Shipments and more All the subfolders under the Maintenance folder such as Carriers Vendors and more e Many subfolders under the Accounting folder such as lists of Invoices Payments Bills Deposits Checks and more 129 WORKING WITH DOCUMENT AND LIST VIEWS WORKING WITH THE LisT VIEW Most lists have a Date range field at the top of the list Use the Date range to view the transactions you want to see from a certain time period such as last week or last month Dates Cu
271. ill help you know where everything is in your warehouse Labeling Warehouse Zones and Locations When you enter a warehouse zone and location in Magaya Explorer those zones and locations are now available to use when you receive cargo and put it away in your warehouse For example when you create a Warehouse Receipt you can select the location from the Commodities dialog box on the Commodities tab of the WR The Location field has a dropdown menu all the locations entered are available from this dropdown You can also set a Default Receiving location by right clicking a Receiving location in your Locations list this saves a step when receiving items 240 How TO CREATE WAREHOUSE LOCATIONS How DOES MAGAYA EXPLORER USE WAREHOUSE ZONE AND LOCATION INFORMATION You can also use the location information to create a report by warehouse loca tion by using the Actions button in the Commodity List under the Ware housing folder How to Create Warehouse Locations Warehouse Locations are the places in your warehouse for storing commodities and inventory These often include a Receiving area a Staging area locations on racks in different rows an outdoor storage area a Quality Control area a Ship ping area and others Locations can also be mobile such as a truck forklift or a cart These types of equipment can be defined as mobile to improve visibility in the warehouse and the process of moving items When
272. ilter button allows you to select how you want to view the information in a list For example you may want to see only transactions for the past week or transactions for a certain customer or destination The Filter button has two options Standard and Advanced For details on using the Advanced Filter see the topic Filters 339 ACTIONS FOR QUOTATIONS Query RATES Query Rates To access the Query Rates function click the Actions button in the Quotation document view or list view The Query Selling Rates dialog box opens Query Selling Rates Customer Freight Service Class Orgnr Cunency USO United States Dolar Cargo Ir omation Optional Query Date C Method Destination One Chap Pieces C Containetized Weight Pound lb Volume Cubic foot i 1 Enter a Customer name optional 2 Select a Freight Service Class such as Ocean Freight Service Cost Query Selling Rates Customer Freight Service Class Origin Currency Banana Boat Cosmetics Optional ir Freight Service Miami USD United States Dollar To include multiple charges in your query click the button with the three dots that is next to the Freight Service Class field A dialog box opens with 340 ACTIONS FOR QUOTATIONS Query RATES options Check as many as apply and click OK Products and Services list Description Code Account Name OK C Security Surcharge
273. information to publish the profile on the Magaya Network so you can connect with other 3PLs or agents and they can contact you to partner with you for shipping and more For more details see the Magaya Software Communications Manual File Edit Sales Operations Maintenance Shipment Magaya Network Acco 62 832 28 8h 3 Back Air Ocean Ground Me Page One Magaya Network eis Community amp E H Messages Company Profile Search Invitations H A Tasks E Quotations HAA Jobs Basic Information Purchasing H E Sales H A Bookings Phone 305 555 7788 Warehousing Company Name HWC Cargo Company Wiahcita How to Use the Accounting Wizard The Accounting Wizard will help you set up your Chart of Accounts also called a general ledger and Items and Services You can also enter the opening 67 How TO USE THE ACCOUNTING WIZARD ADDITIONAL STARTUP WIZARD TIPS balances of your customers and vendors Each screen in the wizard explains the steps as you work through the wizard You can go forward and back in the screens while you are working in the wizard Follow the steps below to use the Accounting Wizard Accounting Wizard Welcome to the Accounting Wizard The following steps will guide you through Choosing the Company Fiscal Year Setting up the Chart of Accounts Setting up the Items and Services Entering the opening balances for customers vendors etc Fa Cl
274. ing labels from the Pickup Order you will not need to print them when a Pickup Order is converted into a Warehouse Receipt and the cargo arrives This can save time when receiving cargo but make sure to keep the labels in a safe place until they re needed 289 WHAT ACTIONS CAN PERFORM WITH A PICKUP ORDER PRINT LABELS Another label printing option available is for online pickup orders If a Pickup Order is placed online by your customer they can print the labels for their items and place the labels on their boxes You will need to configure your Magaya system to allow end users to print labels The label they will print is called a Tracking Pickup Label 4x6 Click the arrow on the Print button and select Print Labels Accounting Reports Options Help D R X I R Print Find Network Send Print Ctrl P pa Sk Actions Print Batch Save to PDF The Print Labels dialog box opens Print Labels Template for Print Range Pickup Order Number PU 69 All labels Available Labels Receiving Label 4x3 Range of labels Receiving Label 4x5 Receiving Label 4x6 From 1 Tracking Pickup Label 4x6 WMS Label 4x6 To 1 WMS Label 4x6 Shipper Total of Labels 1 Print Setup Name HP LaserJet P2015 Series PCL 6 Setup Printer Pott TS001 Cancel Help Select the label size and printer setup Note The Tracking Pickup Label is used for online pickup orders e Ch
275. ing their name and clicking on the Actions button choose Allow Tracking You can also right click on their name to access a pop up menu Enter their password and permissions or restrictions You can also assign more than one Magaya LiveTrack user per company Contacts can also be added from any entity screen For more about using the online tracking feature see the Magaya Software Communications Manual Add employee name and contact information citizenship information assign remote access rights Magaya system permissions roles and passwords Permissions Assign permissions per employee to control access to your data based on the employee s role See the topic Permissions for details Employee General Address Billing Address Other Addresses User Permissions gt Select the groups to which this employee belongs to Name Description Cei Importers Importers are users who have access to Importatior Account Payable Users that can enter bills and make bills payments Account Receivable Users that can enter invoices and receive paymenl E Everyone Users in this group have minimum access only E Exporters Exporters are users who have access to Exportatio Eei Limited Accounting The group only access to certain accounting This Ca Remove 123 MAINTENANCE FOLDER PORTS Email To add an email signature for an employee enter their email address and click the button next to the Email
276. ink it this way You can also receive the payment or pay the bill from the Actions button Additional Options You can send your customers invoices to an online payment system and the customer can pay it via credit card or bank check For details see Chapter 9 of the Magaya Software Communications Manual Customers can also place Pickup Orders online and print their own box labels with all the item details linked to the bar code For details see the Magaya Soft ware Communications Manual 296 CHAPTER 9 CARGO RELEASES INTRODUCTION TO CARGO RELEASES Chapter 9 Cargo Releases Introduction to Cargo Releases A Cargo Release is the document used for in and outs for local deliveries A Cargo Release can also be created when a customer sends their own transporta tion to pick up the cargo A Cargo Release identifies the carrier charges for the service and a description of the cargo If you transport goods across an international border by truck use the Ground Shipment wizard for extra features such as Customs documents When to create a Cargo Release or create a Shipment If the cargo you are moving out of the warehouse requires extra documentation such as a Bill of Lading or a Cargo Manifest or if the cargo will be consoli dated then use the shipment feature in Magaya Explorer instead of creating a Cargo Release Cargo Releases are located under the Warehousing folder a E Pickup Orders E Pickup
277. int option is also available from the Document view Select the Batch Print option from the Print button In the wizard select the documents to print Select the documents you want to print Template Printer Pickup Order For NVOCC idevO4 HP LaserJet P2015 Series PCL 6 Pickup Order No Charges idevO4 HP LaserJet P2015 Series PCL 6 V Pickup Order devO2 HP LaserJet 4000 Series PCL C Pickup Order 19020 idevO2 HP LaserJet 4000 Series PCL Use the default printer or select a printer per document optional You can send batch emails from Magaya Explorer to a group of customers from any list For example you can e Create a filtered list of invoices and email them in a batch e Senda monthly recurrent invoice for storage Send a marketing message to all your customers at once You can send batch emails from any transaction list You have the option to select a few entities such as customers or vendors or send to the whole list The 148 WORKING WITH DOCUMENT AND LIST VIEWS BATCH EMAIL emails will be sent to the entities involved in those transactions including their contacts 1 Goto the list you want to send batch emailing hold the Shift key and select multiple transactions or entities riving PU 35 06 15 2011 Tropical Landscaping WOnHand PU 34 06 09 2011 ABC Sporting Goods Inc PU 33 12 29 2010 Jamaican Destination Agent PU 32 07 30 2010 Orlando Garden Shop PU 31 04 15 2010 Tropical Lan
278. inventory records then reconciling differences The cause of discrepancies is found and resolved Cycle counts can be done by grouping goods in different ways such as by what items move the fastest out of the warehouse or grouping goods by value The method of counting goods based on the value of items is Pareto s rule of 80 20 where 20 of the inventory will likely represent 80 of the inventory s value Goods are assigned a code of A B or C depending on its value The inventory can also be counted by dividing the warehouse into geographic sections or zones and the inventory is counted by section A cycle count is done a few times per year while your business is running unlike a physical inventory count that requires a business to shut down and count the stock Inventory is considered an asset by a company There are different types of assets such as the company land buildings furniture cash etc but inventory here means the goods for sale in the warehouse Counting the inventory 24 SALES ORDERS AND PURCHASE ORDERS provides the company with a value of the inventory which is put on the company s balance sheet and used for tax assessment A cycle count must be completed and reported to the company s accounting department in time for the company to file its taxes This timeframe is set by the accounting and or finance department and it may be 3 months 6 months or some other time frame Depending on wha
279. ion History A dialog box opens listing all the transactions related to this cargo You can view a transaction by selecting it in the History dialog box The View button opens the dialog box for the transaction The Go To button takes you to the document To return to the Cargo Release use the Back button Additional options are available from the Pickup Order List view also You can also right click on a Pickup Order in the list to access a pop up menu of options For details on working with the list view see the topic Working with Document and List Views For a video showing you how to create a Pickup Order and convert it into a Warehouse Receipt see the Learning Center web page on Magaya com Generate Accounting Transactions from Pickup Orders Magaya Explorer gives you the ability to create accounting transactions such as invoices based on the information entered in a Pickup Order 293 WHAT ACTIONS CAN PERFORM WITH A PICKUP ORDER GENERATE ACCOUNTING TRANSACTIONS FROM PICKUP ORDERS For example when charges are entered in the Charges tab the charges remain Open are not posted to the Accounting system until you click the Generate button or they are liquidated Then they are Posted Pickup Order General Shipper Consignee Supplier Carriers Commodities Charges Events Attac Status Description Prepaid Quantity Price Amour Add Open Inland Freight Cost Yes 1 00 1
280. ion by right click a Receiving location in the Locations list and selecting the option Default Receiving Location The loca 182 COMMODITIES IDENTIFICATION TAB tion must be of the Type Receiving set it as a default This speeds up receiving items Locations Set a Default Receiving Location Locations Status Code Description B Used TREC Yard Receiving Area Miami __ No Receiving Empty T1 Reports gt Mobile Used STAC Quality Control El Used SHIR OOR Shipping EI Empty RFT Warehouse Zones Mobile El Used RECE Add to Warehouse Zone Receiving mi Used RER Receiving tal Used RE Ls Receiving mi Used REC Import Receiving tal Used R3 Export Storage mi Used R2 Storage l i R1 Choose Columns Storage If you receive an item that is defined as having variable weight then weigh the items and add the total For example if you receive 10 boxes of one item such as chicken and all 10 weigh 100 pounds together enter 100 pounds Releasing variable weight items is explained in the Cargo Release chapter Identification Tab On the Identification tab enter information in the fields as needed For example you can select or add a commodity description such as Electronics or Perishable Click the dropdown menu to select a description or click the 183 COMMODITIES IDENTIFICATION TAB plus sign in the submenu to add a new description Thi
281. ions statements and reports Additional Screens Enter information in the following screens by following the prompts and clicking the Next button to move to the next screen e Company address e Company codes for IATA SCAC TSA etc The system automatically connects to a Web service and retrieves the current codes e Currency your company uses as its home currency and any others used Note You can skip these screens and enter the details later For more details on filling in these screens please see the section Additional Startup Wizard Tips Activation Key The system will ask you to enter an Activation Key Please contact Magaya Corporation during office hours in your U S region Monday through Friday to 60 STARTUP WIZARD BEGIN THE STARTUP WIZARD get the code or a Magaya Logistics Advisor will call you within the next 24 hours or the next business day depending on your time zone Startup Wizard Get an Activation Key and create a Magaya Network ID Your contact mformation has been saved and sent to Magaya Corporation Your request for an Activation Key is being procetsed We wil contact you or you can contact us Monday through Friday 9 am to 8 per 786 845 9150 or activation magaya com F you dorit have the Activation Key now you can close the wizard and open later to enter the key Your infomation has been saved Enter Activation Key Create password Corfiem password
282. ipment is Received when it arrives at the port Blue is Delivered P Empty w Arriving O Pending J On Hand J In Process w In Transit J At Destination w Delivered Related Columns Magaya software gives you the option to add more columns to your list views to customize them so you can see the information you need You can choose from any columns related to the transaction you are working on For example if you are in the Warehouse Receipt List you can choose columns from any related 134 WORKING WITH DOCUMENT AND LIST VIEWS RELATED COLUMNS transaction related entity or other information When you add the column to your WR List that column is automatically available to create reports also The following example explains how to add more columns to your Commodity List When you are looking at your Commodity List you may want to see more information about your commodities Perhaps you want to know the name of the vessel that shipped the commodities The following steps apply to this example and to other lists Go to the Commodity List click the Actions button and select Choose Columns 3 2 Warehousing E Pickup Orders E Pickup Order List A Warehouse Receipts A Warehouse Receipt List List Ses Cargo Release List g Cargo Movements g Cargo Movement List Package Types E Locations a Warehouse Inspector w Inventory Item Definitions Commodity Classifications Shipment List Work Load
283. ipment transaction must have a status of In Transit If the Reception menu option is grayed out verify the shipment status When you click Reception a dialog box opens Shipment Reception Selected Rem information New Warehouse Receipt information Cisse Shipment Name ShomertS2 Receipt Number Hep Shipper Name Jimmy Choo Shoes tesued by HWC Cango Company v ke Commgnee Name Atlantic Surpas Employee lene Taylor v WHR Number Detaut Location C Create a Warehouse Receipt per house shipment oO Use shipment waybd number as warehouse receipt number Status Package Descnpton Pieces Length Height Width wW O OnHand Pale Potted Palm Trees 35 2500 68 00 25 00 WoOntand Box Fresh Cut flowers 200 3300 1500 2000 uroak _GotowHn_ View Select All 472 IMPORTS 3 PERFORM RECEPTION PROCESS 2 Select the cargo you are receiving You can select all the cargo or partial You can also select a location in the warehouse to place the cargo If you always receive cargo at the same door select the Default Location Extra Info To setup a default receiving location go to Warehousing gt Locations and right click on a receiving location New Warehouse Receipt Information Receipt Number Issued by H WC Cargo Company Employee Administrator Default Location C Create a Warehouse Receipt per house shipment oO Use shipment waybill number as warehouse receipt number
284. ipments Air Shipment add bonmen T Add Other Documents Ground Shipment Send To Find gt Properties To include container Waybill notes in the Bill of Lading select the option in Maintenance gt Configuration gt Ocean If you have the connection with INTTRA you can configure your Magaya system to send container waybill notes in INTTRA requests In a Shipment the Container dialog box has a tab called Waybill Notes This is where to add the notes Click the button to add notes 380 CREATE AN OCEAN CONSOLIDATION EXPORT STEPS TO CREATE AN OCEAN CONSOLIDATION EXPORT Steps to Create an Ocean Consolidation Export 1 Click the arrow on the side of the Ocean button and select Consolidation Wizard Export from the dropdown menu Maintenance Shipment Magaya Network Accountin pul a mL GB Ocean N Ground Docum Print Consolidation Wizard Export Straight Shipment Wizard Export Consolidation Wizard import Straight Shipment Wizard import Shipment Create Houses Wizard 2 Enter general information about the shipment in the first screen of the 381 CREATE AN OCEAN CONSOLIDATION EXPORT STEPS TO CREATE AN OCEAN CONSOLIDATION EXPORT wizard General information Enter the general information for this shipment such as the Bill of Lading number and Booking number etc Outgoing W Waiting for instructions Shipment Name Shipment 17 Bill of Lacing Number
285. ipt 19020 WarehouseReceipt_tuc Warehouse Receipt 19020 WarehouseReceipt_19C Warehouse Receipt Bonded WarehouseRecempitB onc Warehouse Receipt Detailed WarehouseReceptDeta Warehouse Receipt Solidarity warehousereceipt_2545 Warehouse Receipt Summanzed mag_WarehouseReceip Warehouse Receipt Truck Logo WarehouseReceipt_truc _ P nanai i g v Link selected template to current transaction Set selected template as default To group Part Numbers in a WR document choose the Warehouse Receipt Summarized template 232 WHAT ACTIONS CAN PERFORM WITH A WAREHOUSE RECEIPT PRINT LABELS Print Labels To view the history of the WR such as a Pickup Order for this cargo at any time select the option History A dialog box opens listing all the transactions related to this cargo amp History for Warehouse Receipt WWH 153 Xa Type Name Date Bill 232 08 24 2015 Invoice 191 08 24 2015 re Task Put Away WMS 08 07 2015 jus Close e Help You can view a transaction by selecting it in the History dialog box The View button opens the dialog box for the transaction The Go To button takes you to the document To return to the WR use the Back button Extra Info Magaya software provides you with the option to create a WR from a Pickup Order If you picked up the cargo and you have a Pickup Order that you created in Magaya software you can t
286. ist A Warehouse Receipts Warehouse Receipt List amp Commodity List Cargo Releases S Cargo Release List Cargo Movements A Cargo Movement List Package Types Locations E Warehouse Inspector Inventory Item Definitions Commodity Classifications c Maintenance Document Templates There are different templates available in Magaya software and you can customize your documents to display your logo or other fields Customizing 261 INTRODUCTION TO PICKUP ORDERS documents is not covered in this topic see the Magaya Software Customization Manual Here is an example of a Pickup Order created in Magaya software using the default template HWC Cargo Company Pickup Order 7950 NW 53rd Street Test PU 1 Miami FL 33166 UNITED STATES Tel 305 555 7788 __Emplayee Administrator Art Basel Gallery Atlantic Surplus 18 Alton Road 3224 North College Road Miami Beach FL 33139 Wilmington NC 28405 UNITED STATES UNITED STATES Tel 954 555 1234 Tel 910 789 8075 Shipper jartBasei Galery __ _ __ _Consignes JAttantic Surplus Inland Carrier and Supplier Information FRO nme E Description 5 Smal Book Box 12 00x12 00x12 00n Laptop 0 00 Ib 5 00 52 05 Vib 0 00 Kg 5 00 0 00 Ib 52 05 Vib Dapa Cag Suan wwe Tapa cor Let s look at another template The below is the template called Pickup Order No Charges This is used when a Magaya customer uses a third par
287. istration Codes Enter your company s IATA FMC and SCAC codes IATA code FMC SCAC code or US Customs code TSA Number e IATA code International Air Transport Association a 3 digit alpha numeric code used to identify airline carriers e FMC code Federal Maritime Commission The FMC regulates ocean commerce and shipping laws for ocean borne transportation in the foreign commerce of the U S e SCAC Standard Carrier Alpha Code or US Customs code The SCAC code is a 4 digit alphabetic code used to identify ocean and or land carriers TSA number Transportation Security Administration number In the Currency screen Select the currency that you use the local home currency If your company uses more than one currency it is necessary to click in the box Yes my company works with more than one currency This will allow you to set up those currencies in the Configuration section of the Magaya software Tip Setting your local home currency will make it easier to calculate your taxes in your home country Importing the Schedule B D and K codes 62 STARTUP WIZARD ADDITIONAL STARTUP WIZARD TIPS The system connects to a Web service and imports the latest codes into your system Import Schedules B D and K The Schedules B D and K codes are useful in United States The system will import them automatically M Schedules B Commodity Classification M Schedules D United State
288. istration dialog box of the Magaya Database Agent by right clicking the icon on the task bar Magaya Document Designer The Magaya Document Designer enables you to customize many documents in Magaya Explorer It gives you tools to create custom fields insert images code JavaScript and more These software components are on your computer under All Programs gt Magaya Software Update Magaya Software To update your Magaya software perform the following steps NOTE When updating to a new version familiarize yourself with the new features especially new permissions and roles because these may change how employees access functions New features are announced in the newsletter and on Magaya com CAUTION Follow these steps in this order 1 Ensure all users are logged off the Magaya system 2 Backup your data via the Magaya Database Server Agent For details on backing up data see the Magaya Software Customization Manual 49 UPDATE MAGAYA SOFTWARE 3 Stop the Magaya Communication Server Agent by right clicking on the icon in the taskbar and selecting Stop Communication Server Then right click again and select Exit Reload Configure Monitor Login Logout Start Communication Server Change Password About 4 Right click on the Magaya Database Server Agent icon and select Stop Database Server Then right click again and select Exit 5 Go to the
289. itions Commodity Classifications O Work Load J In Transit 451 USING THE SHIPMENT LIST SHIPMENT LIST Use the Filter button to display only those shipments you want to see or click the Detail button to view shipment details Detail Panel gt Shipment gt P amp L Panels Profit and Loss 11 456678 Layout Description Apply to Expense Income Master Air Freight Servi Jamaica Air 623 11 Master Air Freight Service Jamaican Destination Agent 1 1 121 59 House Basketball shoe Sporting Goods Corp 1 200 00 House Air Freight Service Jamaica Distribution Center 4 500 00 There are many options in the Detail panel explore to see what helps you Panels Profit and Loss Charges Detailed Inventory Events Shipment History Shipment House Listing HAWB34 HTML i HAWB39 Internal Notes Ce Liquidation Ocean Carriers Messages Profit and Loss Summarized Inventory Transaction Listing Transaction Listing for Consolidation Detail Actions Help As with all lists in Magaya Explorer you can rearrange the columns and select which columns you want to see by using the Actions button Column options include costs profits status of AES or AMS master waybill numbers etc You can also import and export the data in and out of Magaya Explorer To send a batch of email messages select multiple shipments from the list by holding down
290. ity Yes 5 00 Yes 5 00 Yas E Open Documentatio Open Air Waybill fee Regenerate charges v Show in Documents Choose Columns Totals Expense USD 305 00 Incom Move top Move up Move down Move bottom Output Charges as Displayed History Pieces Weight 13 Volume 50 79 90 001b 528 71V lb MAGAYA TIP 411 SHIPMENT CHARGES SHIPMENT CHARGES When you click on the Add button a menu pops up General Entities Routing Charges Events Delivery Attachme Status Description Prepaid Quantity Price Open Storage Fee Yes 256 00 0 35 Open Air Freight Service Yes 1798 79 1 50 Open Fuel Surcharge Cost Yes 1798 79 1 00 Income Charge Income Freight Charge Expense Charge Expense Freight Charge lt Lu Totals Expense Income Profit USD 1798 79 USD 2787 79 USD 989 00 Pieces Weight Volume 54 256 00Ib 172 80fF 1798 79Vlb e Income charges and expense charges are not related to the movement of the freight Income examples include documentation and crating fees e Expense Freight charges and Income Freight Charges include fuel secu rity surcharges and air freight 412 SHIPMENT CHARGES SHIPMENT CHARGES The following is a screenshot of the dialog box that opens when you add an Income Freight Charge for an Ocean Shipment Income Freight Charge Ocean F
291. k the Add button A dialog box opens Event Definition Name Cargo scanned in Details This event indicates the cargo was scanned in Location Automatic Creation Manual Include in Tracking Enter a name for the event Enter details on the event optional Select a location to connect with that event optional 214 ATTACHMENTS INTRODUCTION TO ATTACHMENTS e Select from the dropdown to choose the type of automatic creation for this event There are many options For example you can make an event appear ina WR or Cargo Release when it is created emailed or liquidated Selecting Manual will not automatically create an event You will have to select the Event each time for each transaction you are creating that you want the Event to appear in e The checkbox Include in Tracking is checked by default This means this event will be visible to the customer or agent in the online tracking Live Track Click OK to save Attachments Introduction to Attachments Attachments such as photographs and scanned documents can be added to transactions in Magaya Explorer by browsing for them on the computer or directly via a scanner IMPORTANT We recommend optimizing your database to help your system handle large files better Go to the Configuration menu option gt Maintenance amp Performance It is recommended that you perform the Recycling options
292. kbox to enable the fields if you want to require a POD Set the delivery date and time select the name of the recipient final consignee and add any comments as needed The Signature button is activated if you have Magaya POD Mobile active for your Magaya account If so the electronic signa ture of the final consignee will be saved here 313 RELEASE CARGO CREATE A CARGO RELEASE ATTACHMENTS TAB Attachments Tab To attach a photograph of the cargo or attach a copy of a document use the Attachments tab Adidas soccer shoes 6 20 KB Add photos or documents or connect to a scanner MAGAYA TIP Full details are covered in the topic Attachments Cancel Acquire Acquire Doc View Delete Export intemal he 314 RELEASE CARGO CREATE A CARGO RELEASE NOTES TAB Notes Tab Click the button with the three dots to open the Clauses list tJ Click to select a clause Name Category Notes Damaged items Proof of Deilvery Damaged tems Missing items Proof of Deilvery hissing items Select the clause needed These notes are included on documents and can be viewed by customers or other entity Full details are covered in the topic Notes and Internal Notes 315 WHAT ACTIONS CAN I PERFORM WITH A CARGO RELEASE INTERNAL NOTES TAB Internal Notes Tab The Internal Notes tab is for notes within your company Customers will not view
293. ker etc who needs to be notified to pick up goods All consignee information is from the Entities tab in Magaya software s ship ment wizards and screens Issuing Carrier s agent name and city the same for Master and House e Master This is the freight forwarder s name and contact information e House This is the freight forwarder s name and contact information Document Number the same for Master and House e Master This is the booking number The carrier assigns the booking number e House This is the booking number The carrier assigns the booking number The Booking number and BL number are from the General tab in Magaya soft ware s shipment wizards and screens The Bill of Lading B L Number e Master This number is entered by the carrier when they verify the BL that the freight forwarder sends After verification the carrier returns the BL to the freight forwarder Also fill in this number on the bottom of the form in the field labeled B L Number e House The freight forwarder generates this number Export References Master Displays the Purchase Order PO numbers or invoice numbers e House Displays the MBL number invoice numbers PO numbers Forwarding Agent the same for Master and House e Master This is the freight forwarder s name 37 BILL OF LADING BILL OF LADING FIELDS e House This is the freight forwarder s name The following fields are the same
294. king This opens a new list showing the booking s associated with this trip e View Commodities This opens a new list showing the commodities in this trip e Choose Columns Use this option to select which columns you want displayed in the Trip Schedule list Import or Export Data Use this option to import or export data to or from the Magaya database in CSV XML or other formats View History of a Trip A dialog box opens showing any transactions related to this trip Details To see details of any trip click the Detail button A panel opens where you can view more details of any trip by selecting from the dropdown menu 361 How TO CREATE A TRIP SCHEDULE STEP BY STEP PROCEDURE 362 CHAPTER 14 CREATING SHIPMENTS INTRODUCTION TO SHIPMENTS Chapter 14 Creating Shipments Introduction to Shipments Magaya Explorer offers you many different ways to create shipments Use the wizard that will create a consolidated shipment or a straight ship ment for air ocean and ground imports and exports by using the buttons on the main toolbar This method is explained in this section of the manual Create a shipment from the File menu by going to File gt New and choosing Air Ocean or Ground Shipment Right click on a folder in your shipment folder and select Add Shipment and the type Convert an existing transaction such as a Quotation or a Booking into a shipment All these methods will crea
295. king so your customers can see the status If you are using an agent who also has Magaya Explorer they will update the status when the cargo is received at destination and when it is delivered Your 408 SHIPMENT CHARGES SHIPMENT CHARGES system at origin will be updated automatically Otherwise you will have to set the cargo as Received and Delivered manually J gt Er amp P R Q 2 Liquidation Transac Send Commod Actions Set Reset In Transit load Gp Add Sp Unload Repack Set Reset Received S amp Allcargo for Shipment24 Set Reset Delivered W 5 10 24 Fuel filters 20 00 18 0 W 6 10 24 Engine oil 3 00 3 00 9 Attachme Set s Incoming W 8 10 24 engine coolant 4 00x6 el W 5 10 24 Diesel fuel conditioner Add to job Set x w 5 10 24 Air Filter 30 00 45 00 1 J 25 10 24 O Rings 20 00 33 00 i Reports gt History Verify Charges Airline Messages gt The status of the cargo in the shipment will be updated in other places in Magaya Explorer that are linked to that shipment such as a Pickup Order or Warehouse Receipt that are related to the shipment Shipment Charges Freight charges and other charges for a shipment are entered on the Charges tab If your shipment was created from a previous transaction the charges entered in that transaction such as a WR will be transferred to the Shipment You can also add or e
296. l be saved AFTER COMPLETING THIS TASK When you have completed all the screens in the Accounting Wizard you can modify and add to the accounting details at any time by opening the Accounting folder or by returning to the Accounting Wizard via File gt Accounting Wizard Import Your Customer List into Your Magaya System Many types of data can be imported into your Magaya system including your list of customers vendors and more in XML or CSV format This topic shows one example how to import your customer list This saves time and errors that manual entry can cause by typing in names addresses phone numbers and more To import your customer data into your Magaya system follow these steps 1 Go to Maintenance gt Customers 2 Click the Actions button and select Import uueneva ait vallery g Art Basel Gallery Query Rates g Bill s Storage Units g Florida Natural Orange Groves amp Lima Spotting Goods Choose Columns g Louisville Slugger Dealer JB Wire Co Export 8 Lima Utility Co lt oF i x Vv xX as Add Edit Delete Filter Actions Detail 69 IMPORT YOUR CUSTOMER LIST INTO YOUR MAGAYA SYSTEM IMPORT CSV The following dialog box opens Data Import Customer List Accourt Number Contact Fe Close You have the option of XML or CSV Let s look at importing from CSV first Import CSV The Import CSV option provides a way to choose the columns of data you n
297. l tab To learn more about the Commodity dialog box now see the article in the Knowl edgebase http knowledge magaya com search commodities_tab On the General tab of the Commodity dialog box you can enter information about an item for pick up The information can be filled automatically when you select the Part Number field or you can enter the details manually Commodity mm General Identification EEI Hazardous AMS External Trackir gt w Ariving PK 3 Part Number Model Description Package Type Location Pieces 1 Dimension L x w x H 0 00 0 00 0 00 n E By Totals Piece Total Measure Volume 0 00 0 00 fe a Quantity Unit Unitary Value Total Value D 0 00 0 00 Notes a 276 Pick UP CARGO CREATE A PICKUP ORDER COMMODITIES TAB Fields on the General tab of the Commodity dialog box If you don t have a part number to select start with the Description field A Part Number PN is a number that identifies an item The PN may be from the manufacturer the customer or defined by your company The Pieces field is how many packages will display on the line in the Commodity tab For example 1 box is 1 piece Even if you have 1 box with other pieces inside it enter 1 in the Pieces field Another example If you pickup 10 boxes enter 10 in the Pieces field The dimensions are the measurements of a particular line item in the Pickup Order
298. land carrier and taken to the loading port Export information Enter the pier or terminal select the port of loading carrier details Destination information Enter the Port of Unloading This is where the cargo is going to be unloaded from the vessel Enter the Place of Delivery by On Carrier Select US Customs codes for Origin Schedule D and for Destination Schedule K Use the button with the three dots to browse through a list of codes that are in the Magaya database After a code is used once it is associated with that port the next time you use that port the code will be readily available in the dropdown list Check the Routed Transaction AES box to indicate that this shipment is coordinated from the destination AES is the Automated Export System for sending information to US Customs Check the Related Companies AES box if the entity receiving the goods is related to the company at origin 403 NAVIGATING SHIPMENT SCREENS ROUTING TAB The Routing tab for a Ground Shipment has the following fields General Entities Routing Charges Events Delivery Attachments Notes Waybill Note Service Type Door to Door X Mode of Transportation Truck X Route z Carrier Anderson amp Sons Trucking Co w Vehicle Number 345 PRO Number 56 Tracking Number Driver s Name Lenny Driver s License Number Departure Arrival Departure From Date Time Orlando
299. le to liquidate cargo operations such as Cargo Releases and Shipments See also the sections on Roles to fine tune access to the system To quickly see what folders each employee has access to click the Detail button in the Employee list and then select Folder Permissions option from the dropdown menu Panels Folder Permissions v Ben Lipton Folder Read k Page One Yes Magaya Network Yes B Community Yes oO Messages Yes Outbox Yes amp Inbox Yes Sent Yes wo US Customs Messages Yes BM OceanAMS andISF Yes TF Air AMS Yes Set Up Passwords for Employees You can also require a password for an employee The password and other options are on the User tab in the Employee dialog box Click to select panel Edit Create No Yes Yes Yes Yes Yes Yes No Yes Yes Delete No Yes Yes Yes Yes Yes Yes No Yes Yes Export No Yes Yes Yes Yes Yes Yes No Yes Yes 83 PERMISSIONS SET Up PASSWORDS FOR EMPLOYEES 4 Passwords can be any letter and or number combination Passwords must be a minimum of six characters To set an employee password 1 Goto the Maintenance folder and select Employees 2 Double click an employee s name or select the name and click the Edit button A dialog box opens General Address Billing Address OtherAddresses User Permissions Attachments Notes C Disable access for this employee Passwor
300. les you to work with the cargo in your shipment At the House level you will see the cargo for that House at the Master level you will see the consolidation of the cargo for all Houses B Load dp Add The Cargo Toolbar amp Unload GB Repack P Y Edit amp All cargo for Shipment 0 W HB0L22 W HB0L23 WH 70 Chap Stick 8 00 8 00 8 00in 12 WH 78 Nike AirMax running shoes 15 00 9 00 8 01 WH 8 Reebok court shoes womens 12 00 7 00x WH 78 Champion t shirt 0 00 0 00 0 00in 12 WH 78 New Balance 200 running shoes 14 00 9 0 HB0L23 HB0L24 HB0L24 HB0L24 HB0L24 For any item listed you can double click it to open it and view details 30 Nike Air Jordan mens 16 00 10 00 7 00in 7 44 bicycle tires 36 00 6 00 36 00in 8 If there is a container in the list and loose cargo items that you want inside the container just click and drag the items into the container To change the columns in the Cargo List click on the Commodities button in the Shipment Toolbar and select Choose Packing List Columns Loading Cargo in a Shipment Cargo can be loaded into a shipment transaction from the Cargo Toolbar Let s look at the following buttons and their functions The Load button opens different screens depending on the software you have 429 THE CARGO SHIPMENT TOOLBAR LOADING CARGO IN A SHIPMENT Load This opens another screen to load ca
301. lier Carrier Commodities Charges Status Description Pieces Package W Loaded WB Loaded Choose Colurnns d L Hae Eo Right click an item nHan i for pop up menu D On Hand History iii W W On Hand Add Copies Pallet ID Print Packing Slip Print All Packing Slips Print Label Totals On Hold gt Click the On Hold option In the dialog box that opens check the box to place the item on hold Select a clause from the list or add a new one optional To see which items in the WR List are on hold select the column On Hold from the Choose Columns dialog box via the Actions button You can also make a report of all On Hold items from the Actions button Add Commodities To receive items click the Add button to add a commodity A Carrier Commodities Charges Events Attachments sy Add Vehicle R jon Pieces Length in Height in alm Tre af dd Cont Click Add Select from the pop up menu Delete Detail 178 COMMODITIES ADD COMMODITIES If you have the Magaya VIN Decoder plug in the Add button will display an option to add a vehicle Then scan the vehicle s bar code If you don t have this plug in you won t see this pop up It is recommended that you start entering data on the first tab the General tab and enter all the information that you need Extra Info To copy a
302. lighted Enter the number of pieces select the type of container enter the cargo description and dimensions The totals are displayed on the bottom of the screen If the maximum weight is reached for this trip the system will notify you Click the Load button to use a container that you have previously defined in your Trip Schedule in the Equipment tab If you do not have any containers set up in your trips the button will be grayed out Use the Settings button if you need to change the measurement units Click the Next button to go to the Notes screen Add any clauses or notes that you want to appear in the notes field or the Remarks or Comments field of the Booking This may be a reminder to your customer to bring 347 How TO CREATE A QUICK BOOKING important documents with the cargo such as the title of a vehicle for those companies that ship cars and vehicles Ocean Booking Wizard Booking Notes Select the clauses that you want to appear in the notes section of this booking Clause Category x 21 Clauses List Name Category Notes Invoice Payment Terms Invoice Invoices due within 30 day C consolidate per shipment Shipment consolidate per shipment Selected Clause Text Select a clause category from the dropdown menu There are many categories Click the button with the three dots to select from a list of preset clauses A dialog box
303. lists and classification Cargo Releases Cargo Movements document and list view Package Types Locations in the warehouse Inventory Item Definitions Shipment List This allows warehouse employees and others to view ship ments The Work Load and In Transit subfolders allow warehouse employees to view shipment information 109 FOLDERS AND SUBFOLDERS MAINTENANCE FOLDER Maintenance Folder The Maintenance folder contains subfolders of entities such as your customers vendors employees ports and more and the Configuration subfolder with options to set up your Magaya system according to your needs Each subfolder has various actions and reports available that you can access by using the Actions button or by right clicking on the entity name The subfolders are ee Carriers 2 Forwarding Agents warehouse Providers g Customers Q vendors Salespersons 9 Contacts g Employees L Ports ad Countries Configuration For details see the topic Maintenance Fodler Rates Folder The Rates folder is used to enter your rates for carriers and customers Routes for multimodal shipments are also saved here R Rates JE Standard Client Rates a Client Rates 4 Carrier Rates LA Client Contracts La Carrier Contracts A Route Segments e Routes The Rates are explained in the Magaya Software Customization Manual 110 FOLDERS AND SUBFOLDERS ACCOUNTING FOLDER Accounting Folder
304. lly check for updates go to the Commodity Classifications list in the Warehousing folder click Actions gt Update To learn more about Schedule B codes see the Commodity Classifications topic 187 COMMODITIES EEI TAB Check the box to include the information in the EEI This data will be automat ically transferred to a shipment when you create a shipment or a cargo release This data will also be transferred to the EEI form that is sent toUS Customs AES Commodity General Identification EEI Hazardous AMS Not 4 gt Include in EEI Schedule B coe T e x E Measurement Quantity 1 e Quantity 2 Value o License Type p ECCN License Number Origin v State of origin x Export Code oot ls Vehicle Vehicle Military 188 COMMODITIES EEI TAB Click on the Browse button to search for and select a Schedule B Code A dialog box opens showing the Schedule B codes Code Description Quantity 1 O 9403907000 FURNITURE PARTS OF WOOD O 9403905500 PARTS OF FURNITURE OF RUBBER O O 9403901000 PARTS OF FURNITURE OF A KIND US O 9403890000 FURNITURE OF OTHER MATERIALS O 9403810000 FURNITURE OF BAMBOO OR RATTAN O 3403700000 FURNITURE OF PLASTICS rag 9403600000 WOODEN FURNITURE NESOI O 9403500000 WOODEN FURNITURE OF A KIND US 9403409500 WOODEN FURNITURE OF A KIND US 9403300000 WOODEN FURNITURE OF AKIND US 9403200030 M
305. log box See more details below These transactions will be Posted immediately unlike the charges entered in the Charges tab When you are in the Transaction Listing you can create the following accounting transactions directly from a Pickup Order by using the Add button at the bottom of the list Invoice You can create an invoice for the Pickup Order You can also create accounting transactions when you are in the Pickup Order dialog box by using the Generate button on the Charges tab An example of the options for creating accounting transactions is the ability to add inland freight charges to a Pickup Order by using the Transaction Listing Add button instead of the Charges tab in the Pickup Order Make any edits to the transaction if needed You can view the Pickup Order dialog box or go to the document The screen is similar for Credit Memos Bills and Credits Credit Memo Use this option if you need to issue a credit or a refund to a customer Bill Add a bill of what you need to pay Credit Use this option if you overpaid a vendor and they give you a credit The Actions button for the Transactions List has the option to link the transac tion to a bill or to an invoice or to a Pickup Order You can also unlink it If you 295 WHAT ACTIONS CAN I PERFORM WITH A PICKUP ORDER GENERATE ACCOUNTING TRANSACTIONS FROM PICKUP ORDERS created a bill or other accounting transaction separate from the Pickup Order you can l
306. ls Expense Income Profit USD 0 00 USD 7786 06 USD 7786 06 The Add Edit and Delete buttons are on the right side The Generate button will generate the charges and create applicable accounting transactions such as invoices and bills After they are generated the charges will have a status of Posted For more information see the section Generate Accounting Transactions from a WR Total expenses income and profit are displayed on the bottom of the tab The Status column shows if a charge is open or posted The green dollar sign symbol is for income charges The red dollar sign shows an expense 203 CHARGES REPACKING CARGO Take a look at the Charges tab in a Shipment General I Entities Routing Charges Events Delivery Attachme Status Description Prepaid Quantity Prl Open Air Freight Service Cost Yes 419 82 1 Ss Open Air Freight Service Yes 419 82 1 a gt Expense Income Profit USD 52478 USD650 72 USD 125 94 The Add Edit and Delete buttons are on the bottom The same functions are available just in different places When working in a shipment generate charges by using the Liquidation button on the Shipment Toolbar not visible in this screenshot Totals The Units button enables you to change the measurement units Check the Units button to open a new dialog box In the Units dialog box you can change the measurement units
307. lue or enter NCV for No Customs Value or leave the field blank This field is filled in from the General tab of the shipment wizard screen Amount of insurance optional Magaya software has a connection to an insurance portal Ask Magaya about cargo insurance Handling Information This field displays information carriers need Cargo IMP Interchange Message Procedures codes and abbreviations may be used If dangerous goods are being shipped they must be labeled and a Shipper s Declaration is required The name of the person to be noti fied may be entered in this field Enter names of accompanying docu ments such as Shipper s Certification of Live Animals To display information in this field enter it in the Clauses which is avail able in the shipment wizard on the General tab NOTE SCI is for Special Customs Information such as European Union EU destination country code Freight charges are displayed in the AWB from the Charges screen of the wizards and or shipment screens into these fields of the air waybill No of pieces RCP This is the number of pieces shipped and applicable rating RCP is Rate Combination Point and is used for combined rates Each rated group must be on a separate line such as dangerous goods Gross weight This is the gross weight and mark K for kilograms and L for pounds Ibs Enter the tare weight of the unit load device if applicable on a separate line with the r
308. lumn 137 WORKING WITH DOCUMENT AND LIST VIEWS RELATED COLUMNS 5 Click the Add button to move the selected column from the list of Avail able Columns to create your list of Selected Columns Related Columns Related Elements Outgoing Shipment v Available Columns Selected Columns Name Type amp Name oO 20 Containers Integer Outgoing Shipment vessel 6 40 Containers 6 45 Containers AES Filing Date i Add the column AES ITN Number AES Status AES XTN Number arrival Date Billing Client O Booking Carrier lt lt Remove 6 Column Settings Name Type C Vehicle Make Text C Vehicle Model Text C Vehicle Trim Text C Vehicle Class Text C Vehicle Type Text l C Vehicle Manufacturer Text ee Mera C Vehicle Body Type Text Visible C Vehicle Country Text C Word Wrap mke Vehicle Engine Type Text ese a0 ie C Vehicle Title Number Text C Vehicle Title State Text Align Left v C Contained Item Yes No Fo EC Commodity Type Text O Outs Text C Manufacturer Text Eie n Text Outgoing Shipment essel Text v lt 2 138 WORKING WITH DOCUMENT AND LIST VIEWS TOOLBARS IN DOCUMENT AND LIST VIEWS 7 Move the column so it appears where you would like it Click OK The Commodity List now displays the new column and the vessel which is pulled from the outgoing shipment transactions
309. m any other transaction that includes this item For more information see the topic Attachments When you are finished entering information in the Commodity dialog box click the OK button All the information will be saved You will be returned to the WR dialog box If you need to add more commodities repeat the steps listed above 195 COMMODITIES ADD A CONTAINER Add a Container If you need to add a container click on the Add Cont button A dialog box opens to enter the container information Also see the topic on Pickup Orders to learn more about adding a container Container Goma ShapsyCongwe Supphe Canes onemecter Statue Faci age Idd veme UU Yb J ace Woght C10 kg ODI Click on Add Cont to open the Container dialog box e On Container dialog box start on the first tab Container Select the Container Type from the dropdown menu Enter a description of the container optional Enter the container number Enter the Seal number If there are two seal numbers enter both Enter the dimensions of the container if needed e Check the box if you want to add the weight of the contained pieces to the total weight Select a warehouse location from the dropdown menu to define the place where the cargo will be picked up The Notes field is optional The Identification tab contains fields for the invoice number and PO number Enter the invoice number the PO number
310. make changes by clicking on the Maintenance folder or the Accounting folder You can also make changes on the fly as you work To make changes to information in the Maintenance folder or Accounting folder 1 Expand the folder by clicking on the plus sign 2 Select a subfolder for the transaction you want to modify examples Carriers or Invoice List A list of the transactions appears in the viewing pane 3 Select the transaction you want to modify such as a carrier name or the invoice Tip You can double click on the transaction to open it 4 Click on the Edit button on the toolbar A dialog box opens 5 Edit the information you need to change by typing in the fields Click on the tabs in the dialog box to see the fields on each tab 56 STARTUP WIZARD INTRODUCTION 6 Click the OK button to save the changes and exit the dialog box To make changes to information as you work in a dialog box Issued By MC Cargo Company 1 Click on the dropdown arrow in the field you want to change vjr 7 A BS Jamaican Destination Agent 1 R l Lima Destination Agent MC Cargo Company Forwe Miami Distribution Center Forwe Panama Destination Agent Forwe Prague Agent Forwe Saks Fifth Avenue Destination Agent 2 Select the option on the toolbar that displays in the dropdown menu Add green plus sign Edit notepad with pen and Delete red x Browse binoculars Sort Columns grid and Refresh blu
311. many options for using the date field e The Yes No field type is used for questions that can be answered as Yes or No It uses logical or Boolean operators that help refine a search It is used to answer Yes No questions such as Has a shipment been liqui dated or Is it excluded from tracking If you use Equals then select Yes or No 153 WORKING WITH DOCUMENT AND LIST VIEWS ADVANCED FILTER e The Integer field allows a number to be entered If you select the available field of Pieces you can enter a number an integer for the number of pieces Enter a whole number not a fraction Integer is often used for overstock pieces or pieces on hand The Decimal type allows a number with as many decimal point places as needed The Decimal field type can be used for weights values currency and more When you select an available field it is displayed in the Conditions section of the screen For example if you select Arrival Date the Conditions are the date range that you can change with a dropdown menu and the conditions of the date The following screenshot shows the Carrier and the text field that is available Advanced Filter Available Fields Selected Field ot Fitter Booking Text Name O Attachment O Balsnce USD O CFS Number oO Commodities Descaption Creation Date eT ODae Add AND Add OR Dekrery Date O Division oO Dever s License Number oO Dever s Name O Interme
312. menu The Agent Profit Income Item will be assigned as Agent profit share in the invoice and summarized in the invoice You can choose to expand the itemiza tion You can summarize here and send a detailed report 448 LIQUIDATION CONFIGURE HOW THE LIQUIDATION IS GENERATED The system checks by default the option to Use destination agent for collec tions The agent will collect the money at the destination for consolidated ship ments and the system will not generate invoices for charges that are collect it will summarize all these charges in an invoice for the agent If you do not have this checked the system will create invoices for all charges pre paid and collect and there would be no invoice for the agent in this case In the case of a straight shipment the carrier acts as a collection agent and collects the charges for you If the charges are collect the system will create a Bill Credit for the carrier with the amount they owe you The system also checks by default the option to Show detail in generated trans actions The system will show all the line items from the liquidation and place them in the invoice You can also group the charges for example to show all the ocean freight for the Houses will be grouped on one line The option to Generate Agent s Commissions as Expenses does not have a check in the box it is off by default If it is off the amounts that will appear in the invoices ge
313. mize This enables you to create a new label To edit an existing label click the Open button in the top menu of the Magaya Document Designer Select the label such as the WMS4x6 and then save it under a new name For full details on working with the Magaya Document Designer search in the Magaya Knowledgebase http knowledge magaya com for the keywords Magaya Document Designer or see the Magaya Software Customization user manual The Magaya Document Designer can also be opened from your computer s Start menu by navigating to the program in the Magaya folder 142 WORKING WITH DOCUMENT AND LIST VIEWS PRINT LABELS This label shows the WR number YOUR COMPANY NATE OR LOGO HERE 8725 Nd 18th Terrace Miami FL 33172 UNITED STATES YOUR CONSIGN HERE URREHOUSE RECEIPT NUMBER 2072 LOCATION PIECE ITEN 10 TOTAL PIECES Tracking Nuaber iii 3678 2075 2Z DESCRIPTION EIGHT Rs 50 OIMENSIONS PART NUMBER MODEL SERIAL NUMBER Sxdx5in NOTES Magaya Cargo Systex www Magaya con 143 WORKING WITH DOCUMENT AND LIST VIEWS PRINT LABELS A label can be customized to show the Air Waybill number MACAYA DEMO 8725 NW 18TH TERRACE SUITE 209 MIAMI FL 33172 UNITED STATES TANPA AIRLINES SA SEE ALSO TRANSPORT OVAIR AGENT OVERSEAS MASTER AIR WAY BILL NUMSER 133 4358 7025 MAOU DESTINATION TOTAL PIECES BSB 5 146 A TERE N ES aa Tracking Nusbe
314. mplate To choose a different template for the document select the option Select Template View History To view the history of the booking select the option History from the Actions button For example the following screen shows a Shipment that was created from a booking A dialog box opens listing all the transactions related to this booking If you need to open the dialog box for that transaction click the View button The Go To button takes you to the document Once there you can return to the booking by using the Back button History for Booking 3 Type Name Date Shipment 66345 03 23 2009 350 ACTIONS FOR A BOOKING To set a Booking as incoming or as outgoing The direction of the booking can be changed from incoming to outgoing When you change the status it will be reflected on the General tab in the dialog box Click the Edit button to see the status e To Cancel a Booking If you need to cancel a booking in the case of a customer deciding not to move the cargo at this time click on the Actions and select Cancel Booking A dialog box will ask you to confirm the cancellation The status will change to Cancelled A cancelled transac tion cannot be used to create another transaction To change the status from Cancelled use the Actions button again and uncheck the cancella tion option As with any list you can filter the list of Bookings This is especially useful when
315. n also add attachments 4 Enter the subject line message text and any attachments 150 WORKING WITH DOCUMENT AND LIST VIEWS THE FILTER BUTTON 5 Checkmark or uncheck any options as needed such as Request Delivery Receipt 6 Click the Send button when you are ready to send the batch of email messages Learn more about email templates in the Magaya Software Communications Manual The Filter Button The Filter button allows you to select how you want to view the information in a list For example you may want to see only transactions for the past week or transactions for a certain customer or destination The Filter button has two options Standard and Advanced The Filter button offers options that are specific to the list you are viewing For example the Filter button available for Checks has fields that are specific to that accounting function while the Invoices filter has different fields In the Invoices filter you can filter by AP or AR invoice number or dates US dollar or other currency amounts that are greater or lesser than amounts you enter and others For Checks you can filter by account name check number or other criteria 151 WORKING WITH DOCUMENT AND LIST VIEWS THE FILTER BUTTON Below are filters for Accounting functions Accounting Filter Filter Type i yP Type lt none gt Match at least one condition Account Applied to lt Amount lt
316. n also enables you to load Houses from the online shipment folder or to break the shipment into subshipments S a i E amp Master Houses Add Doc Profit Liquidation Care ERE Create House Shipment Create Houses using the Wizard h O 4 Outaoit Load Houses from the Online Shipment Folders Shipm Breakdown into Subshipments Bill of Lading Number HBOL15 Booking Number Add a Document This button has two options 1 Select a document from Magaya Explorer such as an Air Waybill or 2 select Other Document which is a document from your computer such as an Excel spreadsheet or Word docu ment To ensure you have the latest documents from Magaya download them into your Magaya system by clicking the File button on the top of your software Select Document Download Any document with a star or arrow icon is new If you have custom documents your Magaya Implementation specialist will help you download those and use them If you have questions contact Magaya Tech Support via Magaya com To print documents click the Print button on the top toolbar and follow the prompts in the wizard See the topic Print Shipment Documents for details View and then print attached documents from the Attachments tab Profit Click to see the profit for a consolidation A list opens with details of all the expenses income and profit for all the Houses Shipmert Magsye Network Accounting
317. n function Weight is in pounds lb To calculate the participation by volume for the above example enter the formula 15 V Volume is in cubic feet ft 443 LIQUIDATION AGENT PARTICIPATION To calculate the participation by pieces for the same example enter the formula 15 P To add a Shipment Participation for an agent select the Shipment Participa tion option from the Add button s pop up menu Shipment Participation Type Percentage of Profit X Value 0 00 Air Ocean Ground Import E E E Export E F F Select the options you want for the type of participation the value and which shipping transactions to apply it to To set a preferred currency for an agent activate the option in Maintenance gt Configuration gt Accounting and then set the currency in the agent s profile on the Payment Terms tab In the Shipment Liquidation Screen To modify an agent s profit sharing for the shipment in the Liquidation list click on the cell in the table and enter the number and the percent symbol After you enter the formula the amount will be calculated by the system and appear in the column Inc PP Inc Col Gross Profit Agent Name Agent Participation 25 00 0 00 25 00 Brazilian Agent 1 6 818 17 0 00 3 409 08 Brazilian Agent Type in the column The totals on the bottom of the screen show Cost Pre Paid and Collect Income Pre Paid
318. n in the toolbar of the dropdown The checkmark the column Type Then view the dropdown menu again to see the types of charges This column can also be seen in the list of Items amp Services It is helpful to understand the charges especially while learning to use the software Expense Freight Charge Ground 2s Click Dropdown Freight Charge Notes Freight Service Class Description Description Account Name Type Co Apply to Air Freight Service Cost Air Freight Cost Freight ly All Bunker Surcharge Cost Ocean Freight Cost Other Freight BK Paid as Fuel Surcharge Cost Air Freight Cost Other Freight FS Currency Ground Freight Service Cost Ground Freight Cost Freight GR Ocean Frejab aj Freight ac Priori Freight FG i Freight R Other Freight SE No of Gross Wel P y Pieres fh oF s a For Income Charges and Expense Charges 207 CHARGES WORKING WITH THE CHARGES TAB Remember Income charges will appear on your customer s invoice An expense charge is what you pay your vendor Income Charge Standard Charge Notes Charge Description Apply to v Paid as Prepaid v Tax Code v x C Allow automatic update Show in documents Quantity Unit Price Amount 1 00 o0 USD 0 00 e Select the charge from the dropdown menu Notice the income charges lt 9 CCo c c are fees and income The expense
319. n item after you enter it right click on the item in the WR s Commodity tab and select Add Copies from the pop up menu Warehouse Receipt General Shipper Consignee Supplier Carrier Commodities Charges Ev Status Package Description Pieces Len D On Hand w OnHand Box v ntan Bay Choose Columns Right click an item Export for menu History Add Copies N Break down Com poun d Item Reports Rebuild Compound Item Pallet ID Print Packing Slip Print All Packing Slips Print Label On Hold General Tab On the General tab of the Commodity dialog box enter the commodity description Part Numbers A part number identifies a type of item in contrast to a serial number which identifies a specific item The serial number is unique and assigned by the manufacturer For example computers have part numbers to identify which type of computer is it but each computer has a serial number to identify each individual computer You may receive 50 computers with the same part number but each will have its own serial number Extra Info If you are receiving inventory items that you want to keep track of by part number select the Part Number This will populate many of the fields with the item details and speed up the receipt The Part Numbers are those that were defined as an Inventory Item Definition Any item can have a Part Number not just resale
320. nd Purchase Orders i244 ecard 440 dae ah ue Cae SEAN Mae OA ORS 25 Air Waybils 5 vases riranin ni ED E ea E EE EE G 26 Air Waybill Introduction and Fields nunu naa auaa 26 Chargeable Weight 0 9 adres oad fae toed eae S Pee Sea Perens EEE 30 Sample Air Waybill 2494 4 etwas snd dey a wea suse nee Ou A eau ee 32 AWB Printing and Document Templates 2 0 0 cece eee eee eee 33 Configure Form Filling 4 400 403 0 a islen 8 pathic 8 24 4elwainlen dad aaurews 34 Billot Lading secesio ee ii o eke hea SHAW OKE Roe wee een ees ee 35 Bitof Lading Fields 63 nts aw ie he e enw aac aw ee eee ene S 36 Sample Bill of Lading Document 0 0 0 cece eee eee 40 Configure Form Pilling 3 33 decent eee geek awlaw Reed aaa Oa eae ee 42 Chapter 3 Magaya Software Installation cece cece cece cence eee 43 Introduction Pieces Gc cate aren a Mee Dae SATA a Gare a a Eanes 43 System Requirements wit tae Ook ekg aS biel Pu GAN oad ots ga Bet g 43 Install Magaya Software lt tc cn Ca kak oa yaeey ae eae eRw en biye wae he 44 Steps to Install on a Single Computer or Server 00000 ee 44 Steps for Client Server Installation on a Network 0 00 000 47 Terminal Services Installation lt 34 e69924504 eases eave ha eee es 48 Software Components Installed 0 0 eee eens 48 Update Magaya Software sn cy ce ta ees ed eb odd Png SP a ees ae Rae Rs 49 Uninstall Magaya Software squeak dca aa ananuna 52 Conta
321. nd more On the Master Bill of Lading the consignee is the destination agent On the House Bill of Lading the consignee is the recipient for example a buyer If the carrier is an airline the Bill of Lading is called an air waybill For details on Air Waybills see the topic Air Waybills If the carrier is ground transportation the Bill of Lading is called a Straight Bill of Lading A cargo manifest lists all the goods and is used for all transportation types On the cargo manifest the customer is referred to as the house The house number is listed as is the shipper consignee description of the goods the number of pieces weight and volume Other documents that the logistics provider creates are optional These include A commercial invoice a bill for the goods which itemizes all the merchan dise by product name part number and value e A packing list which itemizes the merchandise by weight and volume but not price e A Dangerous Goods document for hazardous materials cargo An EFI Electronic Export Information formerly the Shipper Export Declaration SED is required for items valued over 2 500 exported out of the U S and U S territories if a logistics provider creates the EEI and submits it to Customs for the customer the logistics provider may include a charge for this documentation on the invoice 19 DESTINATION PROCESSES e Other documents vary depending on destination
322. nerated will be less than the amount than if this is on If it is off the income will have the agent amount already subtracted If it is on you will have the whole income and the commission will be on a separate line on the invoice Profit Calculation Order Agent participation can be calculated at the same time as the salesperson or after the sales commission is taken out Generate One Transaction per Entity per Consolidation The system will group all the transactions for the same entity under one transaction such as more than one House for the same customer Agent or Salesman shipment participation Check the box and enter a percent for this shipment Split Taxed and Non Taxed Transactions This will separate taxed from non taxed transactions even if they belong to the same entity The date for the transactions can be set to today the creation date the departure date or the arrival date When an outgoing shipment has been liquidated a red checkmark will appear on the General tab General Entities Routing Charges Events Delivery Atl W Outgoing W Loaded Shipment Name Shipment Carrier ATLAS AIR INC Adding deleting cutting or pasting of House shipments from a liquidated master shipment can only be done by an administrator 449 LIQUIDATION VIEW ACCOUNTING TRANSACTIONS View Accounting Transactions To view all accounting transactions click on the arrow on the side of the Tran
323. ng Charges Events Delivery Attachments Notes Waybillh lt Service Type Part to Port v Mode of Transportation Vessel Containerized v Route Shenzhen Tucson1 v Origin Point of origin or FTZ number Pre Carriage by v Place of receipt by Pre Carrier v Export Loading pier or terminal Port of loading Shenzhen v y Exporting Carrier Evergreen Shipping v Vessel Name and Flag EcoShip1 v UNITED STA v Voyage Identification Destination Port of unloading Long Beach v Place of delivery by On Carrier Phoenix v US Custom Codes for Origin and Destination Schedule D and K Origin v Destination v V Routed Transaction AES C Related Companies AES The fields in the Ocean Routing tab are the same as shown in the instructions for creating an Ocean Consolidation Fill in the fields with information for your shipment The Mode of Transportation is automatically filled in by the system e Select the Service Type and mode of transportation If you are using the Routes feature select the route Then the details of the route will be auto matically filled in For more on routes see the topic Routes 402 NAVIGATING SHIPMENT SCREENS ROUTING TAB Origin information Select origin who will do the pre carriage and where the place where the cargo will be picked up by the in
324. ng the import remember 471 IMPORTS 3 PERFORM RECEPTION PROCESS Cost Pre Paid PP Cost paid at origin Cost Collect Coll Cost paid at destination Income Pre Paid Inc PP Income invoiced at origin Income Collect Inc Coll Income invoiced at destination When liquidating an export you generate the prepaid charges at origin and collect charges will be settled with the destination agent Liquidating an import is the reverse You invoice the collect charges at destination and the prepaid charges are settled with the origin agent When you click the Generate button the accounting transactions are created Invoices and bills will be created for charges that are collect 3 Perform Reception Process The Reception process is done as the shipment arrives at the destination It prepares the cargo information for the warehouse and creates the Warehouse Receipts WR with all the information related to the shipment automatically filled into the WRs You can also let your customers know their cargo arrived by sending them an email message For example send a tracking link to each House customer Another advantage of receiving the shipment electronically via the Magaya Network is the ability to have documentation ready to meet customs regulations for imports which can start before cargo arrives at its destination 1 Click on the Master then click on the Actions button arrow to select Recep tion The sh
325. ns Introduction Magaya Explorer provides you with a way to enter the names of locations in your warehouse into the Magaya Explorer and use them to assign the cargo toa certain location in the warehouse You can also create reports about your ware house using the location information TIP When you first start using Magaya software it is recommended to set up your warehouse locations and warehouse zones This will make the locations available to use in Magaya Explorer and ease the creation of Warehouse Receipts Before entering zone and location information in Magaya Explorer sketch out your warehouse on paper Draw the loading area receiving area doors walk ways and areas for a forklift to drive around racks and rows and other details Label each part of the warehouse See an example of a floorplan in Chapter 2 of the Magaya WMS Operations Manual Every warehouse is different and each is suited to the type of business done A warehouse that needs more storage space and that conducts infrequent pick and load orders may use higher racks A warehouse that handles many pick and load orders will need those inventory items in an easy access location to make the pick and loads faster Your locations may be named according to the products you sell the customers you sell to or the area in a warehouse such as a separate fenced off area that is locked or an outdoor yard Many use names such as Row 1 Row 2 Row 3 etc Enter the information int
326. ns and other actions that can be performed from a WR Generate Accounting Transactions from a WR Magaya Explorer gives you the ability to create accounting transactions such as invoices based on the information entered in transactions such as a WR It s recommended that you generate charges when you need them to be invoiced or billed i e when you need to collect that income for example before a Pickup or when the items are received 5 Warehouse Receipt General Shipper Consignee Suppher Canes Commodities Charges Events Attachments Note Status Description Prepad Quantity Price Amount C Add QOpen Storage Fee Yes 1 00 0 00 000 U Open Repacking Fee Yes 272 08 0 50 136 04 U Open Inland Freight Cost Yes 1 00 68 00 6800 U Ht Totals Expense Income Profit Uins USD 68 00 USD 136 04 USD 68 04 Corea Hee 227 WHAT ACTIONS CAN PERFORM WITH A WAREHOUSE RECEIPT GENERATE ACCOUNTING TRANSACTIONS FROM A WR The accounting department can create a bill or invoice inside the WR or via the Accounting folder and then link the bill or invoice see more about linking in the section Linking Transactions Usually the staff in the warehouse don t generate the accounting The generating will often be done when the cargo is released so charges can be added to the Cargo Release and generate link and post them Charges Bills from carriers are often added later and will need to be linke
327. nsaction Log Approve Invoices Configure Accounting Configure Cargo Insurance Configure Company Type Configure Configure System Alerts Configure Custom Fields Configure Division List Configure Document Numbers Configure Event Definition Configure IATA Configure Incoming Messages P 7A RE S 89 PERMISSIONS ADD A ROLE TO AN EMPLOYEE When you select a role a definition of that role appears Type of role to assign to this employee group Lock accounting transactions date Do not allow the employee to edit the accounting transactions date Default Behavior Members of Administrators 5 Access for the role selected above Allow Deny eere 5 Click Allow or Deny and click OK to save In this example click Allow to apply this rule to this employee The newly assigned role appears in the list 90 PERMISSIONS ADD A ROLE TO AN EMPLOYEE View Roles for Employees In the Employee List click the Details button on the toolbar next to the Actions button A new panel opens Select Roles from the dropdown menu to see the roles for each employee 2 Employees Neve amp Text ercigee B Opewices Sit B Operations Manage POD Use 2 Employees None B tex enigioyoe Opeestore Staf Opeestone Manager Bod Ue to open the Details panel Panels Rows Operations Manager AdeNane Role Descapten Granted Desie Ocean Shipeverts
328. nter a general description of the goods if you know it optional Adda preset clause to the description field by clicking on the button with the three dots An example of a preset clause is Consolidation as per attached cargo manifest e Click the Next button to go to the next screen in the wizard Enter information in the Entities tab at the Master level as follows Remember The Master Bill of Lading is the contract from the ocean carrier to the freight forwarder or logistics provider Select the Shipper from the dropdown list Note The Shipper will be filled in automatically with your company information if you are a freight forwarder If you are creating and sending an EFI for this shipment the Shipper must have an ID number in their profile in the Maintenance folder of Magaya Explorer olidation Wizard Export x Select the entities Select the entities involved in the master shpment The entities for house shipments wall be pulled when you load the cargo Shipper Ulimate Consignee Name HWE Cargo Company v Name Saks Fifth Avenue m Address 7950 NW 5ard Street a Address Panama City Mall Miami FL 33166 Panama City PANAMA u UNITED STATES Not y Party Intermediate Consignee Name gt Name Address z Address Forwarding Agent Destination Agert Name Nam Hw Cargo Company Panama Destination Agent Address Address 7950 Nw 53id Steet a 125 Miami FL 33166 Panama Cily PANAMA Y UNITED STATES
329. nter information in the fields on the tabs such as phone number website and address es Most of the fields are optional 3 Click the OK button to save the information and exit the dialog box when done entering information on all the tabs that apply The My Company Info dialog box offers you a place to add your company address and other addresses if you have additional offices in other locations Company Information General Address Billing Address Other Addresses Contacts Agent Description Contact Name Country Port Los Angeles Warehouse UNITED ST Los Angeles Houston Office Enter your branch addresses Description Houston Office Contact Phone 65 How TO USE THE My CompanY INFO DIALOG Box ADDITIONAL STARTUP WIZARD TIPS Then you can select from the address list in transactions such as the Entities tab of a shipment To select another address in a transaction Forwarding Agent Name HwC Cargo Company Address 7950 NW 53rd Street Pn iami FL 33166 NITED STATES Click to see addresses Address HWC Cargo Company Address Default Shipping Address om lt new address gt Default Billing Address Default Shipping Address A dialog box opens _ select address Los Angeles Warehouse Phone Let s look at the first tab of the My Company Info dialog box the General tab Company Information Gen
330. nts AMI C Air House Shipments AHE C Air House Shipments SHI Ocean Master Shipments OME C Ocean Master Shipments OMI C Ocean House Shipments OHE C Ocean House Shipments OHI Ground Master Shipments GME _ Ground Master Shipments GMI C Ground House Shipments GHE C Ground House Shipments GHI Do not show in documents Modes of Transportation C The price for this charge depends on other charges in the transaction For more details on custom charges see the Magaya Software Accounting Manual Salespersons Add name address participation and more Commissions To set up salesperson s commissions see the Magaya Software Customization Manual Reports To create a report of salespersons commissions click on the Actions button in the Salesperson s list and select the report from the menu Also see the reports menu on the top of your Magaya Explorer 122 MAINTENANCE FOLDER CONTACTS Contacts Employees Use the Contacts folder to add more than one contact person for a Customer Vendor or other entity in your Magaya system You can also add a different contact person for different departments of a single company Any Contacts added to the My Company Info dialog box appear here These contacts are not employees but other parties you need to send information to such as interested parties for a shipment Tracking Access The contact can be assigned as a Magaya LiveTrack user by select
331. o drag attach ments from a Microsoft Outlook email message into your Magaya Attachments screen For details on the Notes tab see the topic Notes The Waybill notes tab displays container waybill notes if you configured your Magaya system to display them Maintenance gt Configuration gt Ocean If you have added custom fields they will appear on a custom tab Set up custom fields in the Maintenance folder in the Configuration subfolder The icons for the cargo indicate the status of the cargo Yellow is In Process or Ordered Aqua is On Hand Purple is Loaded Light Green is In Transit Dark Green is Arriving 407 NAVIGATING SHIPMENT SCREENS CARGO STATUS Blue is Delivered Bload gf Add Gp Unload PBRepack MP Unpack X Edit a amp All cago for Shipment27 W 4 23 clamps 12 00 12 00 12 00in 22 22 wire cutters small 48 00x32 00 42 00in 2 31 5 rebar 140 00x48 00 48 00in W 1 16 37 52 inch Rebar Cutter 52 00 9 00x6 00in W 2 16 37 5 rebar 140 00 48 00 48 00in Purple icon indicates Loaded status P Empty eB Arriving _ U Pending Other status icons P On Hand w In Process v In Transit y At Destination T Delivered To prevent loading items that are in a Receiving location set the preference in Maintenance gt WMS Status of Shipments After the shipment is done and has left your warehouse you set it as In Transit This will update the status in the trac
332. o the Attachment tab Click on the Acquire button on the Attachment tab A dialog box opens The Acquire button is used to scan an image It will open a dialog box with instructions to scan a document The Select Device button is here if you want to change scanners The Acquire Doc button is used to scan a document It will be saved as a PDF A preview of the document will appear in the panes after scanning To scan more than one page click the Acquire button for each page All the 221 ATTACHMENTS ADD ATTACHMENT FROM SCANNER pages will appear on the left one after another and a preview of the selected page will appear on the right Acquire document 222 ATTACHMENTS ADD ATTACHMENT FROM SCANNER 6 Click the OK button when you are done scanning The scanned image or document will appear in the Attachments tab Pickup Order General Shipper Consignee Commodities Charges Events Add Select Device Ahe Acquire b z Qa 0O oa a ue m a v Scanned_8 7 2009_1 Scanned_8 7 2009_3 Acquire Doc 1 20 MB 529 55 KB View Delete Save K Q a If you want to make an attachment visible only internally in your company not for customers to see via Magaya LiveTrack or Transaction Tracking click on the Internal checkbox If the file size is large the system will give you a message to notify
333. o the Magaya Explorer according to your needs To import locations from another software system see the topic Import Loca tions for steps in the Knowledgebase http knowledge magaya com search import_inventory_data 239 How DOES MAGAYA EXPLORER USE WAREHOUSE ZONE AND LOCATION INFORMATION The Magaya system enables the use of definitions and criteria that can be assigned to locations and to create sequences in the warehouse These criteria are used in Guided Put Away and Replenishment tasks This feature gives the user recommended locations to put away items using the Magaya WMS Mobile program on handheld bar code scanners Directed Operations for a Smart Warehouse If your warehouse is set up to fulfill orders online retail customers please see the topic Directed Operations Getting Started Learn how to set up and run your warehouse for fast receiving and put away replenishing inventory locations for optimized picking and loading of orders using sequencing logic Also learn how to set up multiple warehouses in your Magaya system See How does Magaya Explorer use Warehouse Zone and Location Information There are different types of labels to use in your warehouse to identify zones and locations e Barcode labels on shelves and racks to track cargo locations by handheld scanners connected to Magaya WMS or e Signs to mark rows and racks You can enter this information into Magaya Explorer and it w
334. of data into your Magaya Explorer such as vendors the steps are similar For an example of importing warehouse data see the Magaya Supply Chain Solution Operations Manual Chapter 7 or see the topic in the Magaya Knowl edgebase http knowledge magaya com search import_inventory_data 72 ADMINISTRATOR OVERVIEW ADMINISTRATOR TASKS Administrator Overview This section provides a brief overview of the tasks for a person who has Admin istrative rights in the Magaya system Steps for these tasks are included in our user manuals and on our knowledge base http knowledge magaya com Magaya Corporation offers training for administrator tasks as well as employees Please see www magaya com Administrator Tasks Administrator rights are automatically given to the person who installs the soft ware This administrator admin can make changes to the system and create other users and assign admin rights to as many other users as needed Admin tasks include Set up employee permissions and roles see the Permissions topic in Chapter 4 in the Magaya Cargo System User Manual e Make certain changes in the Maintenance gt Configuration folder to customize your Magaya software to the specific needs of your company see Chapter 5 in the Magaya Cargo System User Manual for information on the software interface Create Company Divisions such as Ocean Air or Exports etc Publish a template that is created in the M
335. oking C n this compte Warehousing Company Type j mae f Maintenance ZI FE ite in sovorse Q Carriers A Limi the quariily al shown items pa istto 100 2 Forwarding Agents B Warehouse Providers Documert Working Date Period a Customers Numbers Auto set the last 9 days 8 Vendors E e Salespersons Start Date End Date Contacts Accounting oon B Employees nan 1 Ports Co Countries oy Enable chinese encoding for documents 0 ENS Automatic p We Rates Charge Accounting amp Outgoing Shiprnents 40 Incoming Shipments Fiscal Printer I Miscellaneous Working with Document and List Views In Magaya Explorer you can view documents and lists of documents and transactions To view a document click on a subfolder such as Warehouse Receipts under the Warehousing folder Then a Warehouse Receipt document is displayed in the document view of the Magaya Explorer see the figure below 128 WORKING WITH DOCUMENT AND LIST VIEWS WORKING WITH THE LIST VIEW The main toolbar varies depending which Magaya software product you have 8725 NW 16th Terrace Se 209 Dorai Pekts 33172 UNITED STATES Tet 786 363 2249 Fax 786 363 9151 To view a list click on a subfolder with the word List in the subfolder name such as the Pickup Orders List A list will be displayed in the list view pane of the Magaya Explorer Right click a name to view more options Many of the same buttons and options are ava
336. olumn to widen it or narrow it The total weight volume and number of pieces displays on the bottom of the screen Repacking Cargo Use the Repack button to repack items as needed A wizard opens with fields to enter the information about the container You can select the type of container including boxes and pallets Repacking Wizard mE Select Container Step 1 of 2 Please select the container type to repack the cargo and enter the dimensions Container Type Pallet Description Pallet Number Seal Number 1 Seal Number 2 Dimensions Length 48 i Weight 35 00 lb width 44 Add the weight of E contained pieces Height 44 i Location Volume 53 78 10C Notes V Create multiple packages Create as many as possible Createupto 1 total packages Back Cancel Help If you want to make more than one package check the box Create multiple packages For example if you receive 1000 pieces but they come in boxes of 50 200 COMMODITIES REPACKING CARGO check this box to create 20 boxes in one step There are two options for creating multiple packages Create as many as possible use when you don t have a specific request from a customer or Create a specific number of packages Enter the number The next screen in the Repack wizard enables you to select the items to repack These are the items from the WR Repacking Wizard Select items Step 2 of 2 Please select the it
337. on iracion amp a catum Sreaice 2 O 1 Dade chee m artes congo fr HWE 0 00A DOD 00 aa sanan Sesat News Sewetls 3 Double cick to artar cago tor HAWES 0 Othe ibe Of Comer Crrtiean isina J Ae wy ai D Avtval Nation Inwaice amp All cargo for Shipment29 W 1 Double click to enter cargo for HAWB30 0 00 0 00 0 00in 1 Double click to enter cargo for HAWB31 0 00 0 00 0 00in 2 Double click on the line in the Cargo List The Commodities dialog box opens 469 IMPORTS 1 CREATE AN IMPORT SHIPMENT 3 4 Enter information such as the commodity description and dimensions Commodity General Identification EEI Hazardous AMS Notes Attachments BW Delivered Part Number Model g Description Foxtail palms Package Type Location Pallet Pieces 50 Dimension L x W x H 15 00 28 00 15 00 C By Totals Piece Total Weight 45 00 2250 00 Volume 3 65 182 50 Quantity Unit Unitary Value Total Value 0 00 0 00 For information on how to use the Commodities dialog box see the topic Commodities Add charges to the shipment If the origin agent did not send the shipment through the Magaya Network the destination agent will need to enter all the charges to create the accounting transactions The destination agent may add any char
338. on Server to manually start the Communication Server The server computer has now been updated to the latest version If you are running an older version of the software the system may alert you if you need the installation of the XML Click the OK button and the system will automatically perform the installation After that process computer is ready to use the latest version If you have any questions or encounter any problems doing the update please contact Technical Support by phone at 786 845 9150 or online at Magaya com Note There is a video on the Magaya com Learning Center webpage that shows you how to perform an online update 51 UNINSTALL MAGAYA SOFTWARE UPDATE MAGAYA SOFTWARE Uninstall Magaya Software To uninstall Magaya software and the Magaya software client follow these steps 1 Goto the Control Panel 2 Double click Add Remove Programs 3 Select Magaya Software Client and click Remove If any programs are open the system will tell you Note Be sure to remove the Magaya Software Client first according to these steps F Add or Remove Programs amp Change or Remove Currently installed programs Show Sort by Name gt Magaya Software Remove the 62 80MB j5 Magaya Software Client lt gt Client first 1 71MB Pi ri Microsoft NET Framework 1 1 Add New i Microsoft NET Framework 2 0 Service Pack 2 Size 185 00MB Programs jB Microsoft NET
339. on how to define your own events for use in Pickup Orders and other transactions see the topic Events in the Magaya Knowledgebase http knowledge magaya com search events 284 Pick UP CARGO CREATE A PICKUP ORDER ATTACHMENTS TAB Attachments Tab POD Tab The Attachments tab is used to add any photographs or documents to the Pickup Order Add by clicking and dragging from another window on your computer or by clicking the Add button This tab is optional a General Shipper Consignee Suppher Carers Commodties Charges Events Attachments pe gt E a E Select Device quire invoicel iew Delet ntemal oK Cancel Hep For details on adding attachments see the topic Attachments in the Magaya Knowledgebase http knowledge magaya com search attachments Click on the POD Information checkbox to enable the fields if you want to require a POD Delivery date and time who received the delivery and any 285 Pick UP CARGO CREATE A PICKUP ORDER POD TaB comments POD is warehouse Proof of Delivery It is used when the consignee is not your 7 POD Information Delivery Date Delivery Time Received By Comments Internal Comments Shipper Consignee Supplier Carriers Commodities Charges Events Attachments POD 6 5 2015 ly 11 56 07 AM H Target v all packages in good condition Sign
340. on the bottom of the screen To change the units of measurement click on the Settings button Shipment Settings Forms Filling Measurement Units Filling details C Expand Air Way Bill details C Expand Bill of Lading details Show Container details Expand Cargo Manifest details C Show Warehouse Receipts in Cargo Manifest Fill documents using accounting info Show items dimensions in Master Air Waybill C Show items dimensions detailed Air Waybill Weight unit Kilograms Kg Pounds Lb Both Kg amp Lb Bill of Lading Weight unit Kilograms Kg Pounds Lb Both Kg amp Lb The Settings button has two tabs One for setting up how you want forms filled in shown here and another tab for the measurement units 399 NAVIGATING SHIPMENT SCREENS ROUTING TAB Now let s look at the General tab for a Ground Shipment General Entities Routing Charges Events Delivery Attachme gt O Outgoing W Loaded Shipment Name Shipment27 gt Bill of Lading Number Booking Number Executed Place Miami v Executed By lene Taylor v Executed Date 7 31 2013 v Declared Value Description of i construction equipment Quantities Pieces Weight Volume Settings 31 9019 00lb 1573 62fF 16380 82 lb To prevent duplicate BL numbers set the preference in Maintenance gt Configuration
341. on what you are viewing such as a document or a ist You can save a copy of the document you are viewing export it to XML or save it as a PDF 97 MENUS AND TOOLBARS MAIN MENU Edit To copy paste and edit undo delete rename and find You can also view the properties of any folder or subfolder you select Sales Takes you directly to Quotations Bookings or the Trip Schedule If you have the Magaya Supply Chain Solution you will also see Sales Orders on this menu Operations Lists the same operations that are under the Warehousing folder such as Pickup Orders Warehouse Receipts and Cargo Releases If you have the Magaya Supply Chain Solution you will also see Tasks Jobs Purchase Orders and the Warehouse Inspector Maintenance Lists the same options that are under the Maintenance folder such as lists of your carriers and customers Shipment This provides access to packing lists of a selected shipment US Customs AES and AMS results and EEIs formerly SEDs and a link to Accounting functions You can also set a shipment in transit or as Received or Delivered You can create Houses here or use the wizards for Air Ocean or Ground shipments Magaya Network Acc N Packing List Create Houses Verify Packing List US Customs gt Set Reset In Transit v Set Reset Received Set Reset Delivered Reception Release Set As Incoming Set As Outgoing Accounting gt Magaya Network Thi
342. ont Right click item Choose Columns Edit for pop up menu Export Delete History s Detail Add Copies Pallet ID Print Packing Slip Unpack _ Print All Packing Slips Print Label a On Hold By right clicking you can change the columns in the Commodity tab create reports and other functions How to Add a Container to a Pickup Order 279 Pick UP CARGO CREATE A PICKUP ORDER COMMODITIES TAB If you need to create a Pickup Order for a container click the Add Cont button on the Commodity tab This container will include commodities and details about the commodities inside the container Container a Container Identification EEL Hazardous AMS Extemal Track 4 gt P Arriving Container Type Description Number Seal Number 1 Seal Number 2 Location v Dimensions Length 0 00 in Weight 0 00 lb Width 9 00 in Volume 0 00 fe Height 9 00 in Add the weight of contained pieces Notes a Cancel Help The Container dialog box has many tabs For a Pickup Order the most commonly used tab is the first one the Container tab It enables you to select the type of container To do this click the arrow for the field Container Type and scroll through the list in the dropdown menu The Container Types included with the Magaya system are listed in order starting with different
343. ooking General Information Enter below all the information regarding to this booking T Outgoing Status D Open Reference No El Employee llene Taylor Creation Date 5 16 2011 Client Delivery Address Trip Number Line Booking No Carrier Sea Star Line Mode of Transportation Vessel Vessel Viking v Departure Miami Date 5 18 2011 Arrival Santo Domin Date 5 20 2011 Spotting Date 5 18 2011 Time 11 00 004M Cut Off Date v Time Uncheck to deactivate e The Reference Number is the Booking number for your customer It is filled in automatically To set up document numbers go to Main tenance gt Configuration e The Employee and Creation Date are filled in automatically They can be changed with the dropdown menu e Select the Client Customer who is booking with you from the dropdown menu The address is filled in automatically if you have it set up in the customer s profile To change the address for this delivery click the Delivery Address button 345 How TO CREATE A QUICK BOOKING Enter the Trip Number or click the Set button to select from your list of trip numbers All the information from the trip will be filled in on the rest of fields of this tab If you do not have a Trip Schedule set up you will need to fill in this information manually Enter the Line
344. or their customers from point of origin to destination A logistics provider has a sales department accounting depart ment and staff who handle all the related operations or traffic department Creating a Quotation The logistics provider s sales department makes sales calls and takes orders from customers They provide customers with a quotation of the price of the freight charges based on the quantity to be shipped the distance weight volume whether the goods will be shipped via air or sea if there are any storage charges etc They book the shipment by checking schedules looking at what they 17 PICKUP ORDERS WAREHOUSE RECEIPTS AND DELIVERY ORDERS already have booked what they have going out on carriers and if there is enough room left in a container to enable them to consolidate the customer s shipment with other customer s shipments in the same container heading to the same destination The logistics provider may also provide insurance for the goods Pickup Orders Warehouse Receipts and Delivery Orders When the customer agrees on the quotation price the traffic department creates a pickup order The logistics provider will pick up the customer s goods and bring them either to the port for immediate delivery or to the logistics provider s warehouse for later delivery The logistics provider may have their own in house trucking department for pickup or they may outsource the trucking The customer may bring
345. ormation about that scanner will populate the fields in the dialog box 3 Click on the checkboxes Picture Source and Document Source The Picture Source option acquires images from a camera web cam or scanner For example you may have a web cam set up in your warehouse to photograph the cargo as it arrives It will save the scan in an image file format If you want to use the scanner just for scanning documents click on the checkbox Document Source The Document Source option acquires 220 ATTACHMENTS ADD ATTACHMENT FROM SCANNER 4 5 documents you scan such as Commercial Invoices that arrive with the cargo The document is saved as a PDF The source assigned will determine what dialog boxes you will see in the next steps If you have one scanner check both boxes for it Select Image capture devices lt Source Name Source Family Manufacturer Pa WI4 HP Scanjet 3970 Twain Data Source On WIA Hewlett Packard Source Info gt Name WIA4 HP Scanjet 3970 Manufacturer Hewlett Packard Family Twain Data Source On WIA Version 1 0 Protocol Other Info 26 June 2000 Interface WIA Interface by Windows Picture Source Document Source If you have multiple scanners set one scanner as the Picture Source and the other as the Document Source These settings can be changed at any time Click the OK button You will be returned t
346. ose cargo that you describe now as you enter it There are a lot of functions on this tab so let s discuss one at a time CG Pickup Order General Shipper Consignee Supplier Carriers F Commodities Charges Events P fr Status Description Pieces Package Lengt Add WoOnHand Laptop 5 Small Book 12 PERE Edit d Delete The Commodities Tab Detail Repack Unpack Scan a i w y Totals Yolume 5 00 f 52 05 VIb 5 Pieces Weight 0 00 kg 0 00 Ib Cancel Help The first two buttons on the top right are used to add a commodity Add if you want to add a line item that does not need inner detail Or add a container Add Cont which will have many commodities and details inside it To view those details after you place items inside click the Detail button If you need to group items inside a container or other package type click the Repack button To add a commodity such as a box a pallet or other item click the Add button This opens the Commodity dialog box where you enter the details Then 275 Pick UP CARGO CREATE A PICKUP ORDER COMMODITIES TAB that commodity is added tothe transaction You can add as many commodities as needed The Commodity Dialog Box The Commodity dialog box has many fields and tabs It has tabs you can scroll through and use as needed but for this topic we ll focus on the Genera
347. ot numbers also have expiration dates This lot number is tied directly to the expiration date Also on the Identification tab The buttons Shipping in and Came in are only activated later if this item is included in a shipment or other transaction When an item is loaded into a Cargo Release this will link to that Cargo Release The Came In information applies to imported shipments not exports and it s not used in the Magaya WMS program Expiration Date If an expiration date is entered in the dialog box it will appear on the document default template Expiration dates are often used with items that have lot numbers NCM Code The NCM code is the Harmonized Tariff Schedule code for inter national commerce in the South American common market Mercosul which includes Argentina Brazil Paraguay and Uruguay The NCM code has 8 digits the first 6 digits correspond to the HTS The NCM code can be viewed as a column in the WR dialog box on the Commodities tab in the Commodity List under the Warehousing folder and the Inventory Item Definition List or run as a report On the EEI tab select the Schedule B code The EEI is required for export ship ments valued over 2 500 if any one item has a value of 2 500 or more or if the total value is over 2 500 Schedule B codes are commodity classifications used by US Customs to control exported goods The codes are updated in your Magaya system via a Web service To manua
348. ote are trans ferred to the Sales Order and Invoice 3 Routing Tab Quotation Cargo General Routing Commodities Charges Events Attachments Notes Internal Notes Mode of Port Name Port Name Transportation Origin Information Pickup ddress Destination Information Dropoff Address Charlotte Atlantic Atlantic Surplus Orlando Destination Orlando Agents Select the mode of transportation from the dropdown menu If you do not select a mode you will not be able to add freight charges In the Origin part of the screen select the port of origin from the dropdown menu For the Origin Name field click the dropdown menu to select the name of the entity where the cargo will be picked up This may or may not be the customer The address fills in automatically Change it as needed In the Destination part of the screen select the port of destination from the dropdown menu In the Destination Name field select the name of the final consignee from the dropdown menu 335 CREATE A CARGO QUOTATION STEPS 4 Quo Commodities Tab tation Cargo General Routing Commodities Charges Events Attachments Nototes S Status Package Description Pieces Length w Add l D In Quote Bundle Plumbing pipes Type 1 20 65 00 CJ inQuote Bundle PVC Pipe Schedule 40 15 55 00
349. otes 23 shboscaaddddns paw ceed a SO i Raus Maw Sdete de 224 intemal Notes Se a tk ae he ORS ee tae RAG PR OMEA cy at te OG O ad he 226 What Actions can I Perform with a Warehouse Receipt 04 221 introductions ges 3 ese aca ra ane em Biases aa a aA aa Ra Re Sa 8 227 Generate Accounting Transactions froma WR 00 e eee ee eee 227 Linking Transactions Scorn tec eh onsena enaner aeee 229 Other Actions Aierra i e aE R E AE E A A aa aa a KO AEA ia e 231 Details Panel 3e penaoa ep vader oe ae aan Oe Oana a eee OF 4 236 Chapter 7 Set up Your Warehouse Warehouse Zones and Locations Introduction 0 0 00 e eee eee 239 How does Magaya Explorer use Warehouse Zone and Location Information 240 How to Create Warehouse Locations 0 00 00 cc cece eens 241 Commodity Classifications 24 29a cade hee el A eine aed eee Oe bees 244 What are Commodity Classifications 0 0 0 ccc eee 244 Actions with Commodity Classifications List 0 0 0 0 eee eee 247 Create an Inventory Item Definition 224 4425 oans yen ak ea ea aeeeesys eta 251 Step by Step Procedure 2 2 cota s poesia tees ies eae ge ee aaa 252 Inventory Item Definitions List c 4 4 20 sta bene cena eae stag ot aw oh nae a 256 Chapter 8 Pickup Orders 60 69 ison dee s0 s alert dele ss aks We elie Dalek ele a alae 261 Introduction to Pickup Orders 2 0 5 53 455 eS bee sah ese s Vek ee ees 261 Pick Up Cargo Create a Pickup Order yeei3 Vi
350. other tabs 2 General Tab Quotation Cargo General Routing Commodities Charges Events Attachments Notes Internal Notes P Empty Quote Number 8 Created On 11 20 2013 Expires On 12 20 2013 Employee Administrator l v Division w Payment Issued By HWE Cargo Company Tems Contact Name Art Supplies y Incoterms CFR Contact Address Description of Plumbing equipment El Goods Note The status of the quotation will remain Empty until after adding cargo and clicking the OK button Fill in as many tabs as you need e The Quote Number is filled in automatically To set up numbering go to Maintenance gt Configuration gt Document Numbering Select the customer s name in the Contact Name field Note Infor mation from the Customer s profile such as their address or Inco terms will display automatically e Enter the description of the goods This is optional but recom mended The button with the three dots next to the description field can be used to add a preset clause to the quotation e The Expiration Date is one month from the date the quote was created Change it as needed 334 CREATE A CARGO QUOTATION STEPS The Payment Terms field will be filled in if there are payment terms defined for this customer or for your system If not you can select them or change them here Payment terms set in a Qu
351. ou receive 1000 pieces but they come in boxes o 50 this will create 20 boxes in one step Repacking Wizard Select items Step 2 of 2 Please select the items you want to place inside this container You can also enter an additional amount of pieces for this container Name Shipper f Mark all Fj w 12 30 Adidas soccer shoes 16 00 11 Atlantic St C 12 30 Reebok court shoes womens 1 Atlantic S O Unmark all _ 4 20 shoes 10 00 10 00 15 00in Shimano F 5 18 38 Teva sandals 12 00x8 00x6 Atlantic S gO w 6 25 Black boots 39 00 22 00 17 00in Jimmy Che DK _ 6 25 Brown boots 36 00 23 00 15 00in Jimmy Che lt gt Additional pieces Create 0 additional pieces inside this package You can enter the cargo information Weight Volume etc for these pieces later Select the items you want to include inside the container Click the Finish button when you are done The cargo will be repacked If you want to add more items to this container after you finish this screen you can select the container in the Cargo List and click the Repack button again 434 REPACK CARGO HANDLING CONTAINERS Handling Containers In Magaya software 9 1 and higher you can select items from different locations to put inside a container When using Magaya WMS Mobile there is an option to repack items from different locations See the section on partial picks and lo
352. ouse the pick and load orders are received on handheld devices 22 WAREHOUSE PROCESSES 4 that are connected to a central database Based on the order the goods are picked and often placed in a quality control area to verify quantities and prepare them for loading Information about the movement and location of the inventory in the warehouse is tracked with the handheld devices and updated in the central database allowing the sales and purchase departments to see how much inventory they have what was sold and what is needed This enables ship ment and delivery of the correct amount of inventory when it is needed This practice is called Just In Time JIT inventory strategy JIT main tains an efficient supply of goods by reducing the cost of storing excess goods for long periods and increasing customer satisfaction by having inventory when customers need it To speed up the process of picking and loading goods are not required to stop in a staging area but may be taken from their locations and placed directly in the loading area where a Quality Control QC process will take place QC ensures the orders are correct Packing slips are printed and placed on the boxes Load Goods The goods are loaded onto a delivery truck for transport out of the warehouse Handheld units can be used to verify packing lists Warehouse floor plans vary according to the type of warehousing business and factors such as the frequency that item
353. ow to receive cargo in the warehouse using your Magaya software see the Learning Center page on www magaya com for the tutorial Creating Warehouse Receipts in the Warehousing group of videos 168 RECEIVE CARGO CREATE A WAREHOUSE RECEIPT STEP BY STEP PROCEDURE Step by Step Procedure 1 Goto the Warehousing folder and click Warehouse Receipts or Ware house Recepits List e Ifyou are in the List view click the Add button in the bottom toolbar The Warehouse Receipt dialog box opens e Ifyou are in the document view click the Add button on the top toolbar The Warehouse Receipt dialog box opens 2 Enter information needed on the tabs as shown in the following sections The information entered in the dialog box converts into a Warehouse Receipt document automatically You do not need to type up a document General Tab The General tab contains information such as who created this WR and when Select from the dropdown menus as needed General Shipper Consignee Supplier Carrier Commodities Charges Events Absit O P InProcess Number WH 139 Date 4 17 2014 Bv Time 9 39 35 AM Employee Administrator Division Issued By HWE Cargo Company Destination Agent x Bonded WH Type X Entry Number Entry Date 11 26 201 By Cancel Help J Click and drag to expand the dialog box 169 RECEIVE CARGO CREATE A WAREHOUSE RECEIPT GENERAL TAB Magay
354. ox screens All the information that you enter into the booking can be converted into a shipment or other transaction For details see the topic Shipments You can also offer your customers the option to place bookings online using Magaya LiveTrack They can send you reservation requests for air ocean and ground shipments You can link the requests to trips you set up in your Trip Schedule or set your system to accept any requests regardless of origin and 343 How TO CREATE A QUICK BOOKING destination requested For details see the Magaya Software Communications Manual Chapter 5 Magaya LiveTrack How to Create a Quick Booking The following instructions explain how to use the Quick Booking feature in your Magaya Explorer to create an Ocean Booking Set your system to use the Quick Booking method by going to the Action button and selecting Use Quick Booking Entry You will only need to do this once and then your system will always use Quick Booking until you uncheck the option a Create a Copy Create Pickup Order Create Warehouse Receipt Create Shipment v Use Quick Booking Entry Exclude from Tracking Set as Incoming Cancel Booking Select Template History 344 How TO CREATE A QUICK BOOKING Step by Step Procedure 1 Click the Add button and select Ocean Booking Export or Ocean Booking Import The booking wizard opens Ocean Booking Wizard Ocean B
355. p Order will have the status of Empty 266 Pick UP CARGO CREATE A PICKUP ORDER GENERAL TAB which is noted on the top of the General tab This status will change after you save this transaction and as you work with it Pickup Order 7 Supplier Carriers Commodities Charges Events Attachments POD Notes METE O W Empty Number 3 Creation Date 5 29 2015 Gy Time 10 15 00AM Pick up Date 5 29 2015 Bv Time 1 30 00PM Delivery Date 5 29 2015 Jy Time 4 00 00 PM Employee Administrator z Issued By Administrator z Destination Agent x aeara Tie Cancel f How are Pickup Order numbers defined Magaya software comes with a default numbering system for transactions To change it to any combination of letters and or numbers go to Maintenance gt Configuration gt Document Numbers We won t go into detail about the numbering here That is covered in the Magaya Software Customization Manual Chapter 3 See also the topic Intro duction to the Configuration Menu in the Magaya Knowledgebase The numbers are used to identify the transaction in your Magaya system The Date and Time fields for Creation Pickup and Delivery all default to today Change them as needed by clicking the arrow The Creation Date is the date and time that this Pickup Order is created in the Magaya system The system automatically fills in the name of the user in the Employee
356. page for HAWES Delivered QI 200 40 Fresh Cut flowers 33 00 Set As Outgoing Add to job Reception Reports History ka verify Charges v Airline Messages The Shipment Release dialog box displays the cargo information and gives you the options to release the cargo unpack the cargo and more hipment Release x Selected Item Information New Cargo Release Information Shipment Name Shipmert28 HAWB28 Release Number Shipper Name Caribbean Flower Company Release to Miami Distnbution Center v Consignee Name Miami Distribution Certer PRO Number WHA Number Issued by MC Cargo Company v CR Number Employee Ilene Taylor v Status Package Description Pieces Length Heaght Wicth wW WDOntand Bo Fresh Cut flowers 200 33 00 15 00 20 00 Goto WHR lt 2 ESIE 47 u ROUTES AND SEGMENTS OVERVIEW 2 Select the cargo to release and click the Release button The system creates a Cargo Release document for the items in the selected house When you create the Cargo Release the status of the items changes to Loaded When the cargo is loaded into the truck for delivery set the cargo status as In Transit by going to the Actions button and selecting the In Transit option When it is delivered set it to Delivered via the Actions button This will update the Magaya system at origin showing the cargo as Deliv ered if the shipment was sent via the Magaya Netwo
357. pdate The Magaya system connects to a Web service and retrieves the current port information so your system is updated No From the Schedule code list Import Choose Columns PORT LOUIS MAURITIUS Update ALL ATHER MALIRITIIC PORTO w y lt r Filter Actions Close Note Schedule D codes are U S ports Schedule K codes are outside the United States Add country names states and codes The Configuration menu gives you access to options to customize your Magaya system such as setting up document numbers transaction tracking messaging formats add custom fields tasks divisions events and more The options in the Configuration menu are explained in the Magaya Software Customization Manual 127 WORKING WITH DOCUMENT AND LIST VIEWS CONFIGURATION Users with Administrative rights can access the Configuration menu Other users can be given specific rights and roles to configure certain features in the system See the Permissions and Roles topics for more MB HWC Cargo Company Magaya Explorer File Edt Sales Operations Maintenance Shipment Magaya Network Accounting Reports Options Help Ot ee Ee eae S Se Se Back Air Ocean Ground Find Network Page One gt P Magaya Network HE Tasks General 4 Quotation Configuration i Gervral amp Jobs T Create Events Automatically rs Purchasing LE Sales 8 S Show learning tips and hirts recommended f Bo
358. pear in transactions To automate a charge go to the Accounting folder gt the Items amp Services Open the item or the service and go to the Automatic Creation tab to set the automation Charges entered on a Charges tab will be used for accounting functions such as generating bills and invoices Information from Items and Services is used to calculate the charges and liquidations of shipments There are four types of charges two income and two expenses An Income Charge can be a flat fee or depend only on measurements of items used to invoice a customer An Income Freight Charge This price depends on origin destination mode transportation packaging and measurements of items used to invoice a customer An Expense Charge can be a flat fee or depend only on measurements of items used to pay a vendor Expense Freight Charge depends on origin destination mode transporta tion packaging and measurements of items used to pay a vendor The Charges tabs in different transactions may look a little different from each other Some of the buttons may be in different places but they have the same features in each of the transactions 202 CHARGES REPACKING CARGO For example take a look at the Charges tab in a Warehouse Receipt WR Warehouse Receipt General Shipper Consignee Suppher Caries Commodi Status Description Prep Quantity Open Handing Fee Yes 19465 16 Click to Generate Charges lt Tota
359. ple uses LAN Cargo You can add the carrier in the dropdown ifit is not listed by clicking on the plus sign General information Enter the general information for this shipment such as the Cartier and the Air Waybill number Outgoing W W Waiting for instructions Shipment Name Shipment 11 Carrier Air Waybil Number Set Booking Number Executed Place Miami Executed By Administrator X X Executed Date 4 13 2015 Declared Value for Caniage for Customs Description of Goods By clicking the lt Settings gt button you can specify the measurement units you will use in this shipment and how you would like the system to fill the documents _ Settings so Cho Cai C Hep e Enter the Air Waybill Number or click the Set button to select from a preset list of numbers Notes A carrier must be selected to activate the Set button To set up AWB numbering go to Maintenance gt Carriers Click on the carrier and go to the Airline tab Setting AWB numbers by IATA compliance is explained in the Magaya Software Customization Manual Enter the Booking Number optional Select the place where the shipment is being executed in this example the executed place is Miami this is not the departure city 366 CREATE AN AIR EXPORT SHIPMENT GENERAL SCREEN IN THE STRAIGHT AIR EXPORT WIZARD The fields for Executed By and Executed Date are filled in by the system Change them as ne
360. pment Toolbar if you click on the arrow on the button select Document J 5 amp Houses Add Doc Profit Liquidation Tre Document General Entities Routing Other Documents Attachme mo E inne GM n A screen opens with a list of documents This screen is the same as the one in the wizard 2 Select the documents you need by clicking in the box beside the name of the cargo item 3 Click the OK button The document is added to your shipment with all the information related to this shipment To view the document click on the document name in the shipment folder on the left side of the Magaya Explorer screen After creating the Arrival Notices the pickup or delivery will need to be arranged If you want the invoice number to appear in the Arrival Notice after liquida tion right click on the document in the shipment folder and select Reload data 474 IMPORTS 5 RELEASE CARGO FOR FINAL DELIVERY 5 Release Cargo for Final Delivery To release the cargo to its final destination use the Actions button in the Ship ment screen This process can also be performed in the Warehousing folder by using the Cargo Release function 1 Select the House and click on the Actions button and select Release A dialog box opens P mw 7 Transac Send Customs Commod Actions Load df Add Unload Repaci Set Reset In Transit y Set Reset Received a amp as
361. portO1 HP LaserJet P1006 4rrival Notice devO4 HP LaserJet P2015 Series PCL 6 Dock Receipt KONICA MINOLTA C450 PCL Printer Name Support01 HP LaserJet P1006 v Status Ready Type inona ee Type HP Lasenet P1006 Pott uSsBoo1 C Print fields only Click Print to begin printing Note If a printer is busy the system will begin printing on the first available printer of those selected Extra Info To print a watermark in the background select it from the Type field 418 PRINT SHIPMENT DOCUMENTS KNOWN SHIPPERS Print Attachments To print documents that are in the Attachments tab go to the Attachments tab select the document and click the View button When the document opens print it x A 5B amp wm 8 Master Houses Add Doc Profit T Send Customs General Entities Routing Charges Events Delivery Attachments Notes InternalN gt a Letter CreditEx 9 90 KB it and then printing Add Select Device Print attachment by viewing View Delete C Internal Note You can also drag and drop an attachment from your Microsoft Outlook email program into the Magaya Attachments screen For printing tips please see the Air Waybill Printing Tips article in the Magaya Knowledgebase http knowledge magaya com It also explains how to make a custom paper size and explains the differences between the
362. pper Consignee Tab Select the shipper from the dropdown menu Warehouse Receipt General Shipper Consignee Suppher Carrier Commodities Charges Events Attachments Note gt Shipper Consignee Name Name Atlantic Surplus MC Cargo Compary Address Address 3224 North College Road 8725 NW 18th Tenace Wilmington NC 28405 Miami FL 33172 UNITED STATES UNITED STATES Chent to Bill Other MC Cargo Compary Mode of Transp Ogn Desinatcn M The Shipper is often the manufacturer or wholesaler i e the one who sent you the cargo If the shipper s name is not in the list add it by clicking on the plus sign and selecting the entity type The shipper s address will be filled in auto matically based on the details in their profile Select the Consignee The consignee is the ultimate recipient of the commodi ties at the destination Optional Select the Client to Bill this is the one who is paying for your services This can be the shipper consignee or a third party When you select the client to bill then the system fills in this entity by default on the Charges dialog box when you add charges to the Charges tab This makes it easier and faster to add charges to a Warehouse Receipt and other other transactions Of course you can change the entity on a charge manually Client to Bill Mode of Transp Ultimate Consignee Other Venezuela Pool and Patio v Origin X Destination X 172 R
363. pping docs ocean They can be selected from the Add Document button on the Shipment toolbar Shipment109 Master Houses General Entities Shipper 5 8 P Profit Liquidati Transac Documents Name Caribbean Flower Co Address 21 Sugar Cane Mi previously defined St John s ANTIG Select Documents either from Standard Documents or Select from Standard Documents Templates SO Templates AWE Microsoft Office Word Document E shipping docs air re shipping docs ocean DE Air Way Bill fixed info 113 MAINTENANCE FOLDER MAINTENANCE FOLDER OVERVIEW Maintenance Folder Maintenance Folder Overview The Maintenance folder contains subfolders of entities such as your customers vendors employees ports and more and the Configuration subfolder with options to set up your Magaya system according to your needs Each subfolder has various actions and reports available that you can access by using the Actions button or by right clicking on the entity name The subfolders are cee Carriers g Forwarding Agents warehouse Providers Q Customers Q vendors Salespersons Q Contacts 2 Employees Ports at Countries Configuration When you add information into the dialog boxes of this folder many of the tabs are similar from one entity to another For example on the General tab there is a lookup button next to the entity name field
364. price for your service for example 2 00 per pound If you set up the price in Items and Services it will available from the dropdown The amount will be calculated by multiplying quantity by price Click on the Notes tab to add notes optional if you need more informa tion on the invoice about the charge e Click OK to save the information and close the Income Charges dialog box This will return you to the Charges tab of the Warehouse Receipt dialog box Add additional charges as needed Use the Edit button to make any changes Use the Units button to select units of dimensions and weight For Income Freight Charges and Expense Freight Charges Remember Income Freight Charges depend on origin destination mode trans portation packaging and measurements of items used to invoice a customer Expense Freight Charge is what you pay a vendor based on the origin destina tion mode transportation packaging and measurements of items Expense Freight Charge Ground Freight Charge Notes Freight Service p Class Description Apply to Paid as Prepaid C Allow automatic update Apply by Show in documents Weight v No of Gross Gross Chargeable Rate Charge Total Amount Pieces Weight Ib Volume f Weight Vlb o Jeo Jaco fom foo J usnom e Select the freight service class This will pull the type of freight from the Items and Services list in the Accounting
365. process shipments from the warehouse to create a Cargo Release find commodities and cargo in Magaya Explorer to create commodities reports and more Section 3 Shipping explains shipping procedures It provides step by step procedures for creating Quotations Bookings and Shipments Other manuals explain accounting procedures customization features communications features US Customs procedures how you and your customers use Magaya LiveTrack and more See the Training page on www magaya com About Magaya Software Magaya software uses a database server to store and save all your company information The software also uses a communication server to allow your customers who you have granted access to the system to view their transactions You can also communicate with other companies who are using Magaya soft ware and you can access your data remotely The operations and accounting functions are integrated in the software Magaya offers four different software products Magaya Cargo System e Magaya Warehouse Management System WMS Magaya Supply Chain Solution Magaya Commerce System Magaya also offers plug ins Some are included with your software and others required activation Magaya LiveTrack e Magaya OnTheGo e Magaya WMS Mobile Magaya POD Mobile Magaya Transaction Tracking and custom Transaction Tracking on your website e Magaya AMS Automated Manifest System e Magaya AES Automated Expo
366. r SysteaI0 Wearehouse Receipt ItentI0 NOTES ONE BOX OPEN SEE PICTURE Magaya Cargo System www Magaya com To email a document click on the Email button on the toolbar across the top of the Magaya Explorer interface See the topic Batch Email 144 WORKING WITH DOCUMENT AND LIST VIEWS PRINT LABELS The Options button enables you to print only the fields of a form or document and the option to calculate the totals in the fields of a form automatically Document Options Warehouse Receipt C Print fields only C Adjust document to paper Show the paper on the drawing Calculate fields automatically Select any options needed The defaults set are Show the paper on the drawing and Calculate fields automatically Note The Options dialog box will show the name of the document you are working on such as a Warehouse Receipt or Cargo Release Print Pallet IDs To print pallet IDs go to File gt Print Pallet IDs Edit Sales Operations Maintenance MagayaNetwork Accounting Reports Options My Company Info EA i ae BP WR Startup Wizard Release ri Print Find Accounting Wizard Download Document 4 t OO OCUelCUDY X OO o First Previous Next Last Add Edit Delete New Print Ctrl P Print Setup HVVC Cargo Company Print Previes 8725 NVV 18 Terrace Print Labels Miami FL 33172 Print Pallet IDs r h a aT i ms s Print Pallet IDs Select image capture devi
367. r trucks or railroad The choice of transportation type depends on factors such as if the goods LOGISTICS SERVICE PROVIDER OPERATIONS need to be shipped domestically or exported internationally There are common carriers available for hire and private carriers Distribution Centers A Distribution Center D C is a warehouse for storing large quantities of goods A DC could be a specialized building for refrigerated goods or an air conditioned warehouse Goods are sent to a DC from a port Sometimes goods may need to be deconsolidated from the shipping container before delivery to a DC Once the goods arrive at the DC warehouse receipts are made and goods are palletized and put away in assigned zones e Logistics Service Providers are freight forwarders NVOCCs or third party logistics 3PL service providers A logistics service provider deals with carriers and others to make the transportation arrangements for the seller or a buyer Arrangements include procuring price quotes for shipments and making the reservations they create a Bill of Lading that lists the goods shipped the destination etc They handle all the docu mentation needed for international shipping and U S Customs They may also have a warehouse and or distribution center and offer these services Logistics Service Provider Operations The role of the logistics provider for example a freight forwarder or NVOCC is to handle all the delivery processes f
368. r of pieces Gross weight Gross Volume Rate Charge and Total Amount are displayed in the fields across the bottom Remember Weights The Chargeable Weight is the larger of these two weights the gross weight and the volumetric weight The gross weight is the weight of the items inside a container plus the weight of the container Items container Gross Weight For more on weights such as dimensional weight see the Knowledgebase topic Air Waybills Click OK to save the information and close the Expense Freight Charges dialog box This will return you to the Charges tab of the Warehouse Receipt dialog box Tip For every expense you add also add an income Other options on the Charges tab You can edit or delete a charge by selecting it and clicking on the button you need 210 CHARGES WORKING WITH THE CHARGES TAB To view options right click on a charge and a pop up menu appears General Shipper Consignee Supplier Carrier Commodities Charges Events Attachme Status Description Prepaid Quantity Price Amount Apply to Atlantic Surpl Regenerate charges v Show in Documents Right click on a charge for options menu iG I Choose Columns Move top Move up Output Charges as Displayed History The pop up menu has many options such as moving a charge up or down in the list This will affect how the charges display in documents and in LiveT
369. r video tutorials FAQs and a web form to tell a friend about Magaya software To access information about 99 MENUS AND TOOLBARS MAIN MENU your Magaya software select About Magaya Explorer This will display your license agreement and version number of Magaya software you have Help Topics Video Tutorials User Manuals Frequently Asked Questions Tell a Friend Contact Magaya Corporation Magaya Home Page N Magaya Knowledge Base About Magaya Explorer Tabs The Magaya Explorer interface opens reports and other lists as tabs Maintenance Shipment Magaya Network Accounting Reports Options Help Number Type Applied to Transaction D 110 Invoice Tropical Landscaping 04 05 2011 110 Invoice Miami Distribution Center 03 23 2011 109 Invoice Tropical Landscaping 03 05 2011 108 Invoice Jamaica Distribution Center 02 09 2011 107 Invoice Tropical Landscaping 02 05 2011 106 Invoice Jamaica Distribution Center 01 11 2011 Learn more about the menus and buttons in lists and documents by seeing the topic Working with Document and List Views 100 FOLDERS AND SUBFOLDERS INTRODUCTION Folders and Subfolders Introduction The folders and subfolders in Magaya Explorer contain many of the functions and documents for the tasks you do every day To view folders and subfolders Click the plus sign next to the folder name to expand and view the list of subfolders under the folder
370. rack Priority of some charges can be set in the Items amp Services list see the Magaya Software Accounting Manual If you make changes to one or more charges select Regenerate charges to recalculate Other functions on the Charges tab Units If you want to change the measurement units for this transaction click on the Units button This will only change the units for the transaction you are working on such as a WR The total expense income and profit display on the bottom of the screen The Generate button is for generating any bills or invoices associated with the charges entered You can adjust the columns as needed by clicking and dragging the column to widen it or narrow it 211 EVENTS INTRODUCTION TO EVENTS TAB Events Introduction to Events Tab Add an Event The Events tab is used to list any events related to the transaction such as a Warehouse Receipt or Pickup Order Magaya software comes with a default list of event definitions you can choose from You can also create your own event definitions Events entered in the dialog box will appear in the email message sent with Magaya Transaction Tracking and Magaya LiveTrack communications visible to the customer based on the configuration setup You can also view Events for a transaction by going to the transaction list and clicking on the Detail button A new panel opens In the panel select Events from the menu To add an event
371. ransfer the information from the Pickup Order automatically into a WR To do this go to the Pickup Order docu ment and click the arrow on the side of the Actions button The list view of the WR also has an Actions button with additional options Reports Go to Document Print Batch Choose Columns Import Export and Statistics You can add columns to the list view and save that view For details on working with the WR List see the topic Working with Document and List Views To print labels click on the arrow on the Print button and select Print Labels 233 WHAT ACTIONS CAN PERFORM WITH A WAREHOUSE RECEIPT PRINT LABELS The Print Labels dialog box opens Template for Print Range Warehouse Receipt Number WH 141 Available Labels Receiving Label 443 Receiving Label 4x5 Receiving Label 4x6 Tracking Pickup Label 4x6 SS WMS Label 4x6 To 13 WMS Label 4x6 Shipper All labels Range of labels From 1 Total of Labels 13 Print Setup Name HP LaserJet P2015 Series PCL 6 Pott T5001 m e Select the label size and printer setup The WMS4x 6 Shipper label includes the shipper s name e Change the amount of labels to print if needed If you need to print a label for a pallet go to File gt Print Pallet gt IDs Printer Setup Name HP LasewWet P2015 Series PCL 6 Port T5001 Pallets Number of Pallet IDs i 234 WHAT ACTIONS CAN PERFORM WITH A WAREHOUSE
372. ransit time of all the segments in the route but it can be overridden as needed Add Segments to the Route Click Add and select the segments for this route Route Segments Cost Sale Notes intemal Notes Sequence Route Segment Name Port of OrigrcName Point of Destinator Nat I 1 Shenzhen LB Maersk Shenzhen Long Beach a Route Segments Name Camier Name C Paris MexicoCity BA British Airways aNG C HanoverMexicoCiy Luttha C Hanover Paris FedEx FedEx Ar View C Denver FCollins FedEx FedEx Ground a C Denwer FColins UPS UPS Ground Fiter C Phoenix TucsomUPS UPS Ground Undiker C Phoenix Tucson OD OLD DOMINION FREIGHT Lit C L8 Sherman UPS UPS Ground v lt gt 18 of 19 elements When adding the segments ensure to order them to connect each segment in logical order The system flags any segment out of order The starting point of 480 ROUTES AND SEGMENTS CREATE ROUTES the next segment must be the ending point of the previous segment A green line means the order is logical the red line indicates an error A well formed route Route SegmentName Point of Origin Name Point of Destination Shenzhen LB Maersk Shenzhen Long Beach LB Sherman LAtrucking Long Beach Sherman Oaks Route SegmentName Point of Origin Name Point of Destination Shenzhen Long Beach Fart Collins Long Beach Denver Shenzhen LB E vergreen Note When a segment i
373. re Weight Mo 7 00 lb x Volume 4 34 434 fe Y Unit Unitary Value Total Value ea 15 00000 180 00 Click OK to save the information in the Commodity dialog box and return to the Commodity tab in the Pickup Order Other buttons on the Commodity tab help you with different functions some you may use and others you may not Let s look at them to learn about the options When you click a line item that line is highlighted or selected and certain buttons become active on the tab The Edit Button Click it to open the dialog box and make changes The Delete Button Click it to delete that line item e The Detail Button Click it to open the dialog box for a container or package The Detail button is not active unless the item is a container with items inside it The Scan Button Used with a handheld scanner to scan bar codes This topic will be covered in the Warehouse Receipts section of the course e The Repack button Repacking is typically done in the warehouse after items are received and they need to be repacked to be shipped out by grouping them inside another package type or a container 278 Pick UP CARGO CREATE A PICKUP ORDER COMMODITIES TAB Additional options are available by right clicking an item to open a pop up menu General Shipper Consignee Supplier Carriers Commodities Charges Events Attachments Status Pieces Type Description Add B Arivin 1 X Reports gt ader Add C
374. reight Charge Notes Freight Service Class Ocean Freight Service Description Apply to Saks Fifth Avenue v dil Paid as Prepaid w Tax Code x Allow automatic update Apply by Show in documents Weight v No of Gross Gross Rate Charge Total Amount Pieces Weight Ib Volume fF 45 2030 11935 EE v sD 182 25 Examples of ocean income freight charges include Ocean Freight Service and Fuel Surcharge These are available from the first dropdown menu Freight Service Class This dropdown menu is filled from the Items and Services List under the Accounting folder the Type Definition is Freight or Other Freight Fill in the rest of the information as follows e Enter an additional description of the charge optional If you enter a description here it will appear in the air waybill or BL document instead of the description of the Freight Service Class Select the client to apply the charge to such as the shipper or consignee The Rates button opens the profile for the entity in the Apply by field If you are working in the Expense Freight Charge the Rates button will open the Rate tab of the Carrier profile Determine if the charge is Pre paid or Collect and select the appropriate option from the dropdown menu Pre paid charges are invoiced at origin Collect charges are invoiced at destination Charges for straight shipments ar
375. rent Entity v Invoice penodically Use Defauk TSA Compliance This entity is a known shipper Known shipper expiration date Pj 1 Manage Online Payment Accounts Payment Accounts aK Ca For more customer features see the Maintenance gt Configuration entry for Customer Setup which allows your customers to register directly from Magaya LiveTrack See the Magaya Software Customization Manual Charges Customize inventory prices for a customer on the Charges tab or automate any charge for that customer Unique account numbers can also be set up per customer For details on setting payment terms see Chapter 6 in the Magaya Software Accounting Manual Add vendor contact information and TSA compliance Examples of vendors would be an accountant insurance broker utilities you pay and other service providers Periodic billing for vendors can be set up on the Pmt Terms tab To customize charges for vendors go to the Charges tab this is the same 121 MAINTENANCE FOLDER SALESPERSONS dialog box for customers Click the Add button and enter information in the Custom Charge dialog box Custom Charge Charge Customs Broker Cost Price 0 00 USD Vendor Custom Broker 4 Enable Automatic creation for C Warehouse Receipts WR C Pickup Orders PK C Quotation QT C Cargo Releases CR Export Shipments Import Shipments Ait Master Shipments AME C Air Master Shipme
376. rgo from more than one manufacturer enter that manufacturer name Use the Filter Button To view the commodities list by certain criteria use the Filter button The Filter button has two options e Standard Filter This filter has a small set of criteria to filter your list by such as by Purchase Order PO number Warehouse Receipt number WR by part number port consignee and others e Advanced Filter This filter has many options for filtering your list To filter by date only use the Date Range options on the top of the list 328 How TO FIND COMMODITIES IN MAGAYA EXPLORER USE THE FILTER BUTTON TASK 1 Click on the Filter button and select Advanced This screen opens Advanced Filter x Avaiable Fields N Selected Field or Fiker ame D Altachments era tu Balance USD Condition O o O Beerded WH type O CFS Number L_Add J O Caner Chargeable Weight b Change to OR Add AND Add OR aren Address Al conditions AND Crome Erny Date O Date O Description of Commodties Destination Agert O Destination Agert Address oO Destination County O Destination Port O Division O Diiver s License Number oO Driver s Name O Employee O Erty Number O Exclude From Tracking O Expense USD OG 0 Number QO Has Overstock O Has Trarsactions ri Has Understock 2 Click on the field you want to use in your filter by selecting it from the list of Av
377. rgo into the House you have selected not at the Master level Select from Wi arehouse Pickup Inventory Scan a 0O m 3 Cartegena Construction Co H O F 35 Buyer 1 Colombian Government fC F 31 Deco Truss Co H 0 30 Atlantic Surplus Miami Distribution Center aL Hi 29 Louisville Slugger Dealer Jamaican Destination Agent 1 O 28 Pittsburgh Steel Co Miami Distribution Center C1 27 Boston Scientific Colombian Government aL Hi 26 PYC Piping Co Cartegena Construction Co H O F 25 Jimmy Choo Shoes Venezuela Shoe Distributors H 0 H 24 Caterpillar Equipment Cartegena Construction Co H O F 22 JB wire Co LJ H 16 Louisville Slugger Dealer Lima Sporting Goods H O 8 Pinarello Dealer Demo Destination Agent 2 a 0O F 7 Shimano Jamaica Distribution Center H O E 5 Shimano Miarni Distribution Center In this screen you can load items from WRs Pickup Orders Inventory Locations or by Scanning Just select the button from the top of the screen 430 THE CARGO SHIPMENT TOOLBAR LOADING CARGO IN A SHIPMENT H Warehouse Pickup Inventory Lot Number Loca a WH 133 Atlantic Surplus Miami Distribution Center a ras Atlantic Surplus WH 131 Cancel WH 130 WH 129 ABC Sporting Goods Inc Mark all C D WH 129 14 00 70 00x60 00in 1 of 9 WH 129 14 00570 00 60 00in 21 Unmark all WH 128 ABC Sporting Goods Inc WH 12
378. rk 3 The Import Shipment is now complete Routes and Segments Overview The Route Management feature helps with the pricing of multimodal ship ments It is useful for logistics providers who arrange shipments consisting of different forms of transport and need to find the most cost effective route from shipper to consignee Multimodal shipments are the transportation of goods under a single contract but performed with at least two different forms of transport With this feature you can add different carriers for the same segments and compare rates Benefits Creating a shipment with a route saves time because all the details of a route are filled into the shipment Routing tab and the Charges tab for you Routes and Route Segments are located in the Rates folder It is recommended that you add rates into your Magaya system so you can select them for the segments Se Rates Standard Client Rates FI Client Rates 4 Carrier Rates A Client Contracts La Carrier Contracts te Route Segments e2 Routes 476 ROUTES AND SEGMENTS CREATE SEGMENTS A Route Segment or Segment is a leg of a multimodal shipment with one point of origin and one destination by one carrier and one mode of transport A Route is a combination of different segments that represent one multimodal shipment option Create Segments A Route Segment or Segment is a leg of a multimodal shipment with one point of origin
379. rm that you want to deactivate that item If items are on hand or arriving they can still be loaded If you deactivate an item when you still have inventory the system will notify you On the Accounting tab you can add the value set cost and income accounts for inventory items and minimum stock information This is useful for companies that sell inventory Use the Purchase Item and Sale Item dropdowns to assign cost and income accounts to the item This field uses the Items amp Services The Unitary Value will be displayed in a Commercial Invoice docu ment often used by freight forwarders It is the selling price of an item and it also appears in the Sales Order Optional field Select how inventory is released such as First In First Out Select the Costing Method either by specific price for the item or by average cost See the Magaya Accounting manual or search in the Knowledegebase for keywords Average Cost The minimum stock information can be set so that your system sends an alert when the inventory for this item reaches the number you define here as the Minimum Stock so that replenishment can be done You can alert an employee to replenish the items or leave the field blank so it will go to all the handheld scanners To send the customer client an email notice of low inventory check the box Alert Client by email Ensure there is an email address in the customer profile 255 CREATE AN INVENTORY
380. ropdown menu to define the place where the cargo will be picked up The Notes field is optional The Identification tab contains fields for the invoice number and PO number Enter the invoice number the PO number and the Job if applicable 281 Pick UP CARGO CREATE A PICKUP ORDER CHARGES TAB Charges Tab The fields for EEI Hazardous Materials AMS and Attachments tabs in the Container dialog box are the same as for the Commodities dialog box Please see the Commodities section for information on entering data in these tabs Note When you use the Add Container button that container will appear in the Container Reports available from the Shipment List Actions button Ifyou use the Add button to add a commodity and then selected the container type from the Package Type list it will not appear in the Container Report The Refrigerated tab contains fields for the ventilation and temperature set up After you have entered the information needed click the OK button This returns you to the Pickup Order The charges entered in the Charges tab are integrated into the accounting system in the Magaya Explorer and will appear on invoices bills etc To add a charge click the Add button and select a charge type Remember the Client to Bill field on the Consignee tab If you set that field on the Consignee tab then that entity will automatically be filled into the Charges dialog box making it easier to cr
381. rpillar Equipment Ultimate Consignee Cartegena Construction Co Forwarding Agent Magaya Destination Agent Demo Destination Agent 2 Mode of Transportation Air Flight Number 155 Departure From Miami Departure Date 4 2 2009 Tatal Piaras FA Click Finish to proceed To make any changes click the Back button to go to the screen you need to edit You can also make changes after finishing the wizard View the Saved Shipment Transaction All the information from the wizard is automatically transferred to create a shipment The documents appear in the top pane of the shipment screen with all the details from the wizard automatically filled in Click on a document to view it 377 CREATE AN AIR EXPORT SHIPMENT VIEW THE SAVED SHIPMENT TRANSACTION If you added cargo it appears in the right panel The details of the shipment are in the tabs These panes can be widened by clicking and dragging the separator line The structure of the shipment is displayed on the left menu The master is on the top and any houses for a consolidiation are under the master fie 6 Saks Comoe Motoo Soset Mages Meteat Goong Amots Golors Hee O O 4 8 08 09 93 amp X 828 9 A g B Gomi Cou art Pra Deste Maat Sexi Mal Tash Refresh Poders Ugadeton Trea fare Chep Evert Debewy Afectee Gust Sat Dike Geert D O 0u 98 Plante PE cage be Sherer Sherwerd Maree Shersorddt 602 0n Comer LAN Cargo 2 5 10 24 Dora Ai con
382. rrier s profile on the Rates tab Any rate entered here is also saved in the Rates folder Carrier rates are explained in detail in Chapter 2 of the Magaya Software Customization Manual Also search the Magaya Knowledgebase for keywords such as Rates GRI and Contracts Forwarding Agents Add forwarding agent information such as address payment terms participa tion assign tracking access IATA code FMC SCAC TSA number and more Send Documents to Agents You can also add their Magaya Network ID if they use Magaya software also This will enable you to exchange Magaya transactions with them saving work and reducing errors If the agent is a known shipper check the box on the Pmt Terms tab the payment terms tab and set their preferred currency also set in Configuration Agent Participation To learn how to enter agent participation see the section Agent Participation in the Liquidation topic Reports See reports of agent profile by clicking the Reports menu in the top toolbar of your Magaya Explorer See Sales Reports and Profit Reports Warehouse Providers Customers Add contact information for a company that provides you with warehousing services Add Customers Add contact information payment terms rates assign tracking access TSA compliance and more You can import a list of customer names via the Actions button For importing steps see the topic Import your Customer List into your Ma
383. rt System for filing SED Shipping Export Declaration now called EEI CHAPTER 1 How TO USE THIS MANUAL WHERE TO FIND HELP Where to Find Help Magaya ISF for the 10 2 Customs initiative Magaya XML API Magaya INTTRA to communicate with ocean carriers Online Payments Online Shipping Orders Online Sales Orders Online Bookings Magaya VIN Decoder Magaya Bar Coding Magaya ABI Integration Magaya Scale Integration Magaya Track2Go mobile app for smart phones etc Magaya Express Link for UPS and FedEx integration Magaya Cloud Click the Help menu in the top toolbar of your software to access resources such as videos user manuals the Knowledgebase and more Accounting Reports Options Ag LS Help Topics gt B Print Find Video Tutorials User Manuals 015 015 014 014 014 014 Frequently Asked Questions From 4 8 2015 T Tell a Friend Shipper Cc Contact Magaya Corporation Carrier Orlando Garden S Ja Magaya Home Page HWE Cargo Comp Fry Att Basel Galley A Magaya Knowledge Base FedEx Orlando Garden S T About Magaya Explorer AutoLite Automotive E UPS Gr Bell Helmets Biscayne Bike Tips and suggestions are also available in Magaya software on dialog boxes and other locations in the software program Click on the Magaya Tip button to 13 CHAPTER 1 How TO USE THIS MANUAL WHERE TO FIND HELP access resources such as how to articles and videos
384. rture Information From Miami Date 43 2015 Bv Lares 9 00 00 AM a Arrival Information Final Airport To Cartagena v Date 4 13 2015 Bv ie 4 15 00 PM m teste eee Select the Route if you are using the Routes feature See the section on Routes to learn how to create routes and use them all the route details will fill in automatically e The Mode of Transportation and the Carrier fields are filled in auto matically Note The button with the three dots opens a list of addi tional modes of transportation you can choose from if needed Enter the flight number If this is a passenger only flight only cargo from a known shipper can be loaded The Known Shipper status is found on the entity s profile dialog box on the Pmt Terms tab 370 CREATE AN AIR EXPORT SHIPMENT DOCUMENTS SCREEN IN STRAIGHT AIR EXPORT WIZARD Fill in the Departure and Arrival information by using the drop down menus Click the Next button Documents Screen in Straight Air Export Wizard 1 Select the documents you need to add to this air shipment Select documents for this shipment Documents included in this shipment wil be filled automatically by the system with the cargo information Select Documents ether from Standard Documents or from Templates you have previously defined Select from Standard Documents Templates Name Filename TH Air Way Bil E Air Way Bil 19020 ztest
385. ry copy that you created This is the manual process of saving serial numbers in the system Also on the Identification tab of the Commodity dialog box is a field for an Invoice Number The invoice number comes from the seller of the item If you have the same invoice number for all the items you can enter this at the WR level Otherwise you can enter it per item seperately Only enter an invoice number if you have one for the item not for the whole WR Note In LiveTrack your customers will see the serial numbers grouped under a plus sign They must click the plus sign to expand the list of serial numbers and view them Notes on the PO Lot Numbers and Jobs fields of the Identification tab of the Commodity dialog box If the item was included in a PO and converted into a WR the PO number will display here POs are available in the Magaya Supply Chain Solution and Commerce System Any other PO number can be added here if needed 186 COMMODITIES EEI TAB EEI Tab The PO number is from the buyer of the item If you have the same PO number for all the items you can enter it at the WR level Otherwise you can enter it per item seperately Note The Job feature is available in the Magaya Supply Chain Solution it s used to group transactions into projects Lot Numbers Enter the lot number for the item if applicable The lot number identifies a certain batch of items of the same type part number Many items that have l
386. s 2 A Ports ad Countries amp Configuration 2 Click the Add button 3 Enter the employee s name address and other information as applicable by clicking on the appropriate tabs 4 Click the OK button to save the information and exit the dialog box The employee s name now appears in the list How to Set Permissions Overview To set permissions for employees users 1 Define the groups in your company 2 Assign employees to the groups 77 PERMISSIONS How TO SET PERMISSIONS 3 Assign permissions to groups per folder Only administrators can set permissions If the menu option File gt Permis sions is grayed out then you do not have administrator rights on that computer 1 Define Groups Magaya software comes with some default groups You can add more or edit a default group as needed for your company 1 Goto Maintenance gt Employees 2 Click Actions and select Access Groups File Edit Sales Operations Maintenance Shipment Magaya Network Accounting Rep O O 2 85 0 9 Back Forward Air Ocean Ground Docun Print i Page One amp Employees a Magaya Network 7 a Tasks Name i3 ad pane ti a g Quotations g POD Userl ikp nee E tig i Jobs Q llene Taylor ii i tcc a i Purchasing A Operations Staff 1 Create From j e Accountant H ee AP Clerk eMail Signature H f Bookings i 5 Warehousing AR Clerk Roles g Exporter 2 view All Roles a 2 Carers g
387. s actions button on the Shipment Toolbar The Transaction button has two options to view the transactions from the shipment or from a consolidation If you select to view the transactions for a consolidation a summary will be displayed You will not be able to edit any transactions in this summary This list shown here is for a shipment not all of these options will be available in the consolidation view In the shipment list you can add edit or delete trans actions You can right click on a transaction and select from the menu Transaction Listing for Shipment Shipment20 Type Number Applied to Date Account Name Bill 24 Jamaican Destination A 03 03 2009 Accounts Payable Bill 23 Crown Shipping 03 03 2009 Accounts Payable Invoice 39 Atlantic R Go to document Accounts Receiva Invoice 38 Magaya Accounts Receiva Bill 22 Andersa Accounts Payable Print Batch Link Invoice Link Bill Pay Bill Choose Columns Export History To view one of the documents select Go to the document e Select Link Invoice or Link Bill to link a previously created invoice or bill to this shipment A dialog box will open showing a list of transactions to choose from e Select Pay Bill to write a check to pay the highlighted bill A dialog box opens with all the information for the check Other options enable you to choose the columns in this list to export the data or view the history of
388. s acceptable to insert a space between the fourth and fifth digits of the serial number House AWB Number is not created according to a standard Shipper name and address Master Displays the freight forwarder s name and contact information Shipper s account number field is optional House Displays the customer s information for example a seller Consignee name and address Master Displays the destination agent information Consignee s account number field is optional House Displays the recipient s information for example a buyer The shipper and consignee information comes from the Entities tab of the shipment in your Magaya system Accounting Information 28 AIR WAYBILLS AIR WAYBILL INTRODUCTION AND FIELDS Master Displays the invoice numbers purchase orders PO payment by cash check or the credit card number House Displays the invoice numbers purchase orders PO and Master Air Waybill number MAWB Issuing Carrier s agent name and city Master Displays the freight forwarder s name and contact information House Displays the freight forwarder s name and contact information The following fields are the same for master and house forms Agent s IATA Code Displays the IATA code This is a seven digit number in non CASS areas and in CASS areas it is a seven digit code followed by a three digit CASS address code and a check digit as deter mined by Modulus 7
389. s 133 Load cargo 386 Login authentication 85 Logistics 16 Lot numbers receiving 187 M Magaya Bar Code Plug in 252 Magaya Communication Server 48 73 Magaya Database Server 49 Magaya Document Editor 48 Magaya Explorer 48 Magaya Network 67 103 Magaya POD Mobile 405 Master shipment entities 383 Master view in shipment 424 Memory requirement 43 Mercosul 187 Messages 105 Military shipment 190 Minimum stock inventory notice 255 Multimodal shipments 110 476 My Company Info Wizard 97 N NCM code 187 nesoi 245 Network ID 94 Network ID code 61 New release changes to roles 87 Notes 224 add a clause 224 add notes to transaction 224 internal notes 226 NVOCC Pickup Order template 292 O Online update 49 Options button 145 Outgoing Shipments 111 Outlook Microsoft email attachments 419 P Packing List columns 429 Page One 93 Pareto s rule 24 Part Number in a Warehouse Receipt 179 scan bar code 198 Part number of Inventory Item Definition 252 Partial picks and load 435 Partial release 254 Passenger only flights or carriers 116 Password requirements 61 Passwords for employees 83 Payment terms 119 Pending Tasks 106 Permissions 75 Photographs as Attachments 216 file size 215 scan 217 Pickup Order create a bill from 295 create a Warehouse Receipt from 291 create an invoice from 295 customers can place online 296 exclude from tracking 292 generate accounting transactions 293 location of 261 make
390. s Commodity definition is used to classify items for pricing and for rates and tariffs Commodity as General Identification EEI External Trackir_ b Hazardous AMS Definition a Description Identification Electronics Serial Freight All Kinds FAK Hazardous Materials HAZMAT Perishable PERISHABLE 7 Rl 2 Invoice Number P O Number Add descriptions Serial Numbers When receiving items with serial numbers there are options that depend on whether you scan bar codes or enter the numbers manually First ensure your system is configured to save serial numbers This can be done system wide in the Configuration gt WMS menu Configuration WMS Online Payments Pallet IDs Used to configure the gener ih Mobile Units Used to configure the meast Used to configure the type o Configure to receive serial Used to configure the permis Used to configure the gener Used to configure the behay Default package type For new pallets US Customs Systems Keep Inventory by Serial Number 3 V Save Serial Number When items go out T Enable initial inventory for WMS Mobile users Only for WMS 184 COMMODITIES IDENTIFICATION TAB Inventory items can be saved by serial number by checking the box on the Inventory Item Definition dialog box torn n VeTINITIONS eneral Accounting EEI H
391. s Ports M Schedules K Other Countries Ports These codes are used when exporting cargo which must be declared with the United States Customs Schedule B codes identify various products the codes are also known as Commodity Classification or 10 digit HTS codes NOTE After completing the wizard you can also add Commodity Classifi cations in the Commodity Classification subfolder under the Warehousing folder for commodities you work with frequently Schedule D codes identify ports in the U S Schedule K codes identify ports in other countries Note When a new release of Magaya software is available the latest code infor mation is added when you update your system All existing data is saved Select Carriers In the screens to select carriers scroll through the list to find a carrier you use frequently Select it from the results and click the Add button 63 How TO USE THE My CompPaNy INFO DIALOG Box ADDITIONAL STARTUP WIZARD TIPS How to Use If you don t see a carrier in this list you can add it to your Carrier List later To search in the list enter a keyword and click Find Select Air Carriers The IATA codes are used to identify the International Air Carriers a Filter Southwest Available Codes Foda Description Select from Add results CxXN CHINA SOUTHWES SWA SOUTHWEST AIRLINES CO SZ CHINA SOUTHWEST AIRLINES WN SOUTHWEST AIRLINES CO P w p Codes to be
392. s and compliance and supply chain risk 2 Source This part of the process focuses on managing the source of supplies The sources include stock inventory goods to be made to order per specs and goods to be engineered to order Identify and select sources of supplies The Source part of the supply chain must manage inventory capital assets incoming product supplier network import export requirements supplier agreements and supply chain source risk 3 Make Manufacture This part of the supply chain focuses on the manu facturing of the goods from the supplies make to stock make to order and engineer to order The manufacturer must schedule production activities issue product produce and test package stage product and release product to be delivered 15 LOGISTICS BUSINESS OVERVIEW 4 Deliver Logistics Logistics ensures economical and efficient movement of the goods and activities of all the suppliers involved in transporting warehousing and distributing goods A logistics analysis provides visi bility into your supply chain It will evaluate issues such as if there are enough warehouses in the right locations for cost efficient shipment and receipt of goods what information systems and technology is best to use when to provide services in house and when to outsource etc The role of a logistics service provider is to handle customer inquiries about carriers schedule pick ups create quotations and manag
393. s are connected to make it easier to create transac tions 174 RECEIVE CARGO CREATE A WAREHOUSE RECEIPT SUPPLIER TAB Supplier Tab The Origin and Destination information fields are optional Ifyou know where the cargo is going the Destination field can be used later to filter the cargo or create consolidations The only ports displayed here are the ones with the mode of transport selected The origins and destinations displayed in these lists are from the Ports List Ifa port you need is not visible in the list click on the plus sign in the dropdown toolbar and select the port from the list or manually add the port Select the supplier this may be the same as the shipper or the company that provided the cargo to the shipper You can modify the address for the supplier for this transaction if needed by clicking on the Change button Warehouse Receipt General Shipper Consignee Supplier Carrier Commodities Charges Events Attac kieti Name Invoice Number Xiamen Shoe Manufacturing Ltd 12700 Address Purchase Order Number 100 Liwan Plaza PO 755 Guangzhou CHINA MAINLAND Enter the invoice number and or purchase order if available These numbers can be useful later to find this transaction because this transaction number is the reference number of your customer Click on the next tab 175 COMMODITIES CARRIER TAB Carrier Tab Select the inland carrier usu
394. s are picked and loaded the need for specialty storage space such as refrigerated or a cold storage area etc Cold Storage Secure area re Office Quality Control i Within a warehouse zones and locations are defined so items can be stored and found again easily and to facilitate inventory counting More details can be found in the topic Warehouse Zones and Locations Variations A company such as a manufacturer may own a warehouse and the sales orders come from within their own company so goods can be shipped out to customers 23 INVENTORY COUNTING If a company rents warehouse space from another company the warehouse company provides the services for a fee such as receiving and storing goods picking and loading and delivery A freight forwarder may make arrangements for a customer s goods to be stored and delivered Invoicing customers is done based on charges such as inland freight charges that calculate distance weight and other factors length of time items are in storage the type of storage such as refrigerated or bonded commodity type and other criteria Invoices can be automated to recur on a regular basis Inventory Counting Other warehouse processes include counting inventory Two methods of counting inventory are cycle counts and physical counts Cycle counting is the process of verifying inventory accuracy by counting a few items every day and comparing the count to computer
395. s example shows the pop up menu for the Air Waybill The document is automatically linked to the shipment but you can unlink it if you want to add information manually into the document 394 NAVIGATING SHIPMENT SCREENS INTRODUCTION TO WORKING WITH SHIPMENTS If the document is linked and you make changes to any fields in the shipment tabs the system will add those changes to the document and overwrite any manual changes typed into the document B E Outgoing Shipments a 2011 S 2012 Copy Se 2013 Cut 5 d ied i Delete H S Straight 5 Rename 4 Master Sh Read only v2 HAWE Exclude from Tracking Arriva Moye Up E Cargo Move Down Carica le Packi RAMI eet slats S24 MasterSh Reload data HSA Shipment F E Ocean Send To 2 Ground Send by eMail ey 2011 Save Copy As a ia Properties ShipmentS i To reload data means the information from the fields in the tabs will be placed in the document To widen the screen click and drag the center line between the panels The Master shipment is the top folder Expand it to see the Houses under it All the documents listed under the House belong to the House The Master docu ments are after the House s l From Online Shipments 5 Outgoing Shipments Sg 2013 H Air B l Ocean 4 OceanShipment56 Master i 2 Shipment58 shipment f 4 Shipment59 a gt ies E Bill of Lading E Cargo Manifest Dock Receipt Master i
396. s included in a route the segment cannot be edited To make any changes to a segment delete it from the route first Cost Add costs for the overall route including freight agent cost and documenta tion cost for the whole route Cost charges are applied to Master in shipments Use the Options button to query rates create a rate or show segment charges Sale Sale is income for the route Sales charges apply to the Houses in shipments Use the Options button to Create Sales Rate from Costs A wizard opens This is the Multiple Rates wizard which is used to create multiple rates when you are working in your Standards Client Rates list and other rates lists This wizard pulls all the charges from the segments so you can create an all in one rate that you want to sell This means the rate will show one price on one line in the shipment transaction Let s go through the fields on the first screen e The Resale Item is pulled from the route you were working with e The Commodity Type field is optional 481 ROUTES AND SEGMENTS CREATE ROUTES The Effective Date and Expiration Date fields are used to set the date that you want this rate to take effect The dates set here will override other dates in your Rates list for this same route if one exists Select the charges that are shown in the screen that you want to add Include as many or few as you want To create an all in one rate cl
397. s provides access to the Magaya Community you can also access the Magaya Community by using the Magaya Network folder on the left side of the Magaya Explorer You can also access your 98 MENUS AND TOOLBARS MAIN MENU Inbox and Outbox the Communications Center also available by pressing the F4 key and the Send function Magaya Network Accounting Reports N Magaya Community OutBox InBox Sent Communication Center F4 Send To Accounting This displays the same list of subfolders that are also under the Accounting folder on the left side of the Magaya Explorer Reports Access financial reports sales and purchase reports multicur rency saved reports and more You can customize reports with fonts and more by clicking the Configure button in any report For information on accounting and financial related reports see the Magaya Software Accounting Manual Options Use this to display or hide the toolbar status bar folders or ship ments You can also Refresh your system view here or press the F5 key view your transactions log and access the Configuration options Help View gt Toolbar Refresh F5 Status Bar v Folders F7 View Transactions Log Shioment View View Log for this Transaction View Denied Party Screening results Configuration 29 Help Use this to access a list of how to s for frequently performed tasks and to access the Magaya website fo
398. s under a main folder Leave the option unchecked if you want to set the permissions individually for each subfolder Examples As a result of allowing a user to create but not edit that user will see limited functions on the toolbar for that transaction document or list All permissions available on toolbar k 7 AX VP wi ke Add Edit Delete Filter Infilter Actions Detail Limited permissions on toolbar Edit No Actions View Read Only 76 PERMISSIONS ADD A NEW EMPLOYEE Ifa user can create but not edit Invoices the OK button will be grayed out not active when they open an invoice dialog box They can view read only but not make changes To enable a user to create shipment documents but not edit them go to the ship ment folder gt File gt Permissions and click Yes for Create and No for Edit for that user s group A user must be assigned to a group first see the section How to Set Permissions A user can also be given permission to liquidate a ship ment but not modify the transactions created in the liquidation by clicking Yes for Create and No for Edit for shipments Add a New Employee Add a new employee as needed If employee names are already entered in your Magaya system go to the section How to Set Permissions 1 Goto Maintenance gt Employees Z Carriers 2 Forwarding Agents 2 Warehouse Providers Q Customers Q vendors Salespersons Q Contact
399. s_tab The Events tab is used to list any events related to the Pickup Order The fields on this tab are optional 5 Pickup Order mm Shipper Consgnee Suppler Carers Commodities Charges Events Attachments POD Maht 2 Date Name Location aa Edhasa aint Events tab 4 m p Show events from all related transactions OK Cancel Help There are many event types to select from or you can add your own Click the Add button A dialog box opens to set the date and time for an event and to 283 Pick UP CARGO CREATE A PICKUP ORDER EVENTS TAB select from a dropdown menu of choices If you don t see a choice that fits your needs you can type the event in the Description field Event xn Date amp Time 6 2 2015 1 03 07 PM Event Type Details Location Include in Tracking 0K a He The Location field includes the ports that are commonly used by your system These are set in Maintenance gt Ports The option to display an event online is checked by default If you do not want your customer or other entity to view the events online in LiveTrack click in the box to uncheck the option Click the OK button to save the event information and return tothe Events tab As you work with this transaction you may want events to display in this trans action If so check the box in the Events tab For more information on the Events tab and
400. same general heading should be examined NCM is the code for commodities in Brazil and other countries in South America Enter it on the Commodity dialog box on the Identification tab 245 COMMODITY CLASSIFICATIONS WHAT ARE COMMODITY CLASSIFICATIONS These codes are required in shipments exported from the US The code must be on the FEI formerly SED All the codes are available on the EEI tab in Magaya Explorer when you enter commodities or add a container into a Warehouse Code Code m 9803200000 O 3803100000 w 9802400000 o 9802200000 O 9802100000 O 9801200000 O 9801100000 w 9706000000 O 9705000090 O 9705000060 O 9705000030 O 9704000000 M sanannnnnn 4 Identification Include in EEI Schedule B Receipt Pickup Order or Shipment Description MILITARY EQUIPMENTS NOT IDENTIFIED MILITARY WEARING APPAREL OF ALL TY ARTICLES DONATED FOR RELIEF OR CH ALL WEARING APPAREL INCLUDING FOI MEDICINAL amp PHARMACEUTICAL PRODUC COMMINGLED FOOD PRODUCTS DONAT INTERNATIONAL SHIPPING CONTAINERS VALUE OF REPAIRS OR ALTERATIONS O ANTIQUES OF AN AGE EXCEEDING ONE F COLLECTIONS amp CLLCTRS PCS OF ZOOLC NUMISMATIC COLLECTORS COINS EXCE GOLD NUMISMATIC COLLECTORS COIN POSTAGE OR REVENUE STAMPS STAMF ORIGINAL SCH PTURES AND STATHARY Hazardous AMS External Trackir gt 9550 of 9550 elements x 246 COMMODITY CLASSIFICATIONS ACTI
401. se order WH 132 Atlantic Surplus 9 WH 131 D WH 130 WH 129 ABC Sporting Goods Inc OE WH 128 14 00x70 00x60 00in 1 0g whiz OTN AEN Ain D WH 127 4 WH 126 A A WH 124 4 WH 129 14 00 70 00 60 00in 21 WH 120 WHAI7 i 9 WH 116 Pieces 15 of 21 Pieces WH414 4 WH 113 WH 109 wore WH 102 4 WH S7 Art Supplies Art Basel Gallery WH 8 Jamaica Distribution Center WH 84 ABC Spotting Goods Inc WH 22 Sporting Goods Corp WH 79 Orlando Garden Shop Tropical Landscaping gt ODOOOOOOD0O0000 ic IS iS Es i Vis is RIEN 57 of 57 elements lt Back Nem Cancel Notes Your view of this screen in the wizard will vary from this screenshot depending on which Magaya software product you are using If you do not see the items you are looking for verify if a filter is on limiting the cargo you see or verify if the cargo is from a known shipper If your system is configured to prevent loading items that are in a Receiving location you will get an error message when attempting to load these items It s set in Maintenance gt Configuration gt WMS The following list explains the tabs and their functions Not all tabs are available in all software products Warehouse To select from the Warehouse Receipt to ship the same way you received the items Notes Any charges from the WR will be carried over into the shipment and appear in the Charges tab This screenshot
402. se they may not have access to the shipment folders View Statistics You can see the total quantity of shipments and of pieces the total weight volume and volume weight The statistics will show you the totals of what you have filtered You can use this to see if the total weight of a shipment will fit inside a container etc 454 USING THE SHIPMENT LIST SHIPMENT LIST Exclude from Tracking This option is useful if a transaction is not complete and you do not want it to be visible through any tracking offered in the Magaya Explorer Choose Columns The Actions button includes the Choose Columns options where there are many columns such as those related to liquida tion of shipments as well as other information you may want to see Column Settings Name Type T Lig Freight Collect Income USD Decimal 7 Lig Freight F 7 Lig Freight Many Liquidation related 7 Lig Freight FY Columns in the Shipment List Lig Other Co ield Type Text Lig Other Prepaid Decimal So E Lig Other Collect Cost USD Decimal V Visible E Liq Other Prepaid Cost USD Decimal C Word Wrap E Lig Total Collect Income USD Decimal width 70 E Lig Total Prepaid Income USD Decimal E Lig Total Collect Cost USD Decimal Align E Lig Total Prepaid Cost USD Decimal E Lig Gross Freight Profit USD Decimal E Lig Salesman Freight Profit USD Decimal
403. see the Magaya Software Communications Manual 353 How TO CREATE A TRIP SCHEDULE STEP BY STEP PROCEDURE How to Create a Trip Schedule Step by Step Procedure TASK 1 Go to the Bookings folder and select Trip Schedules 2 Click on the Add button and select the type of trip you want to create import or export for an Air Ocean or Ground trip When working in the dialog box click from tab to tab to enter data Use the dropdown menus to select from pre set lists To add information to a dropdown click on the green plus sign in the mini toolbar that appears with the dropdown 354 How TO CREATE A TRIP SCHEDULE STEP BY STEP PROCEDURE 3 The General tab has fields specific to the type of trip air ocean or ground For an Air Trip Schedule shown here the flight number is filled in automatically on the General tab The Air Import and Export screens are the same Note the Outgoing arrow indicating export Flight Properties p General Entities Routing Equipments Bookings Commodities T Outgoing Status QB Open Flight Number B Carrier Caribbean Airlines Employee lene Taylor Creation Date 3 24 2010 Description Flight Capacity Max Weight Pound v Max Volume Volume Poundfvit Select the Carrier from the dropdown menu Enter a description of the flight optional Enter the Flight Capacity
404. sociated with that port the next time you use that port the code will be readily available in the dropdown list Check the Routed Transaction AES box to indicate that this shipment is coordinated from the destination AFS is the Automated Export System for sending information to US Customs Check the Related Companies AES box if the entity receiving the goods is related to the company at origin The Charges tab displays all the charges for the shipment In a consolidation the charges for each House shipmentare displayed together and the Master charges are shown on the Master view of the shipment For more details see the topic Shipment Charges The Delivery tab has information about handling the delivery of the goods to the final consignee in the final part of the shipment The Commodities tab displays the information in the Cargo Screen i e the items in the shipment If you want to provide a Proof of Delivery to your customer click on the Delivery tab and check the box for POD Fill in the needed information If you have the Magaya POD Mobile handheld plug in activated the information 405 NAVIGATING SHIPMENT SCREENS OTHER TABS gathered using the handheld is uploaded to this tab including the signature of the person who received the packages General Entities Routing Charges Events Delivery Attachments Notes Local Delivery Agent Destination Pickup Name
405. ss only E Exporters Exporters are users who have access to Exportation E Limited Accounting The group only access to certain accounting This access can 85 PERMISSIONS SCENARIO LIMITING PERMISSIONS The employee Operations Staff is assigned to the groups of Importers Exporters Accounts Receivable and Everyone This gives this employee the ability to add charges to transactions and create shipments but they do not have access to liquidation Permissions for Operations Staff General Address Billing Address Other Addresses User Permissions Personal Info Select the groups to which this employee belongs to Name Description E Importers Importers are users who have access to Importation they can EZ Account Receivable Users that can enter invoices and receive payments Everyone Users in this group have minimum access only E Exporters Exporters are users who have access to Exportation An employee who belongs to the Importers or Exporters group will be able to use the Shipment Wizards on the main toolbar to create Shipments 4 Assign Folder Permissions Select the Accounting folder click File gt Permissions Remove the groups Everyone Exporters and Accounts Receivable and click the box Apply these permissions to children Add the Limited Accounting group but do not check the box Apply these permissions to children To limit permissions further
406. stall on a Single Computer or Server To install Magaya software first download the installation program and then install the software from that downloaded program The software can be installed for a single user or installed on a network that connects many users The steps for installing any Magaya software on a single computer or a server are the same whether the installation is done on a PC a laptop or a server in a corporate headquarters or at a web hosting location 1 Get the Download Program Go to Magaya com and fill in the fields on the web registration form Enter the email address to receive the down loading instructions You must use the same email address for the download and the installation processes The registration form is required so that you can receive an Activation Key to use the software and be assigned a Magaya Corporation identification 44 INSTALL MAGAYA SOFTWARE STEPS TO INSTALL ON A SINGLE COMPUTER OR SERVER number a Network ID that enables external communication using the Magaya Network Get an Activation Key and create a Magaya Network ID Your contact information has been saved and sent to Magaya Corporation Your request for an Activation Key is being procetsed We wil contact you or you can contact us Monday through Friday 93 am to 8 per 786 845 9150 cr activation magaya com cs ee ee ee BER SAEM E EN Your information has Enter Activation Key Create password Corfi
407. stom v From 1 1 2009 To 12 31 2010 Status Number Date Shipper Consignee Carrier Pieces The system includes preset date ranges Click the Dates dropdown menu l Pickup Order List Dates Status Arriving This month Arriving This month to date I On Hand This year Es This year to date J Arriving Yesterday Arriving Last week vw Ariving Last week to date Arrivin Last month s Last month to date e Arriving Last three months aAriving Last six months BD Arriving Next week wv pe Next month miving Al vU Ariving Custom Arriving Last year 3 In Process Last year to date After changing the date in the date fields click the Refresh button the blue arrows wrapping in a circle to load the transactions for the date range Use the red Stop button to stop the search at any time Save a List View To save a view of a list first filter the list and then click the star button and select Save this View Volume f Online Creat Save this view N 0 25 Tropical Lan Save this view as 0 00 5 00 9 04 Tropical Landscaping 0 50 47 20 Manage views In the dialog box the system provides a default list name but you can change the name 130 WORKING WITH DOCUMENT AND LIST VIEWS WORKING WITH THE LIST VIEW To exclude the date range from the saved list view uncheck the box for Save time frame This means any new
408. strator Invoice 191 rizona Distributor 08 24 2015 Administrator N Go to document Clear Unclear Transaction Print Batch Link Invoice Link Bill Receive Payment Pay Bill Choose Columns Export History Linking Transactions There are two ways to link an accounting transaction to an operations transac tion for example linking an invoice to a Pickup Order 229 WHAT ACTIONS CAN PERFORM WITH A WAREHOUSE RECEIPT LINKING TRANSACTIONS 1 An accounting transaction is linked to an operations transaction if the charges were added in the Charges tab and the accounting was generated from the Charges tab of the operations transaction by clicking the Generate button Generating creates the accounting transactions and changes the status of the charge from Open to Posted Otherwise the charges are just charges that remain open and do not affect any Accounts Receivable A R or Accounts Payable A P balance they re not bills or invoices yet or 2 Create the accounting transaction manually either one of two ways a Use the Add button in the Transaction List of the operations transac tion such as the WR b or go to the Accounting folder and add the invoice or bill Next link it to the operations transaction this way Go to the operations transaction such as the WR and click the Actions button and select Transaction List Then right click the accounting transaction and s
409. t O O IP Address Fi 6 Street and Number 1 lt HT gt Click the Browse button to select a folder on your computer or network to find the file Include Header Process this column Click the Import button Note If a customer name already exists in the Magaya database it will not be saved again Any unsaved items will show in the dialog box e Verify the information saved in the location specified 71 IMPORT YOUR CUSTOMER LIST INTO YOUR MAGAYA SYSTEM IMPORT XML Import XML The Import XML option is often used to import data such as carriers Let s look at an example of the XML import dialog box and how to use it Import from XML file Select the XML File Browse XML Options C Include related objects C Include documents C Include charges C Include attachments Transform to Click the Browse button to open a folder location on your computer or network to find the file Click the checkboxes that apply to your needs Click the Import button The data is displayed in the dialog box Click Save to save the data in your Magaya Explorer Note If a customer name already exists in the Magaya database it will not be saved again Any unsaved items will show in the dialog box Click the Close button Verify the transactions are saved in the Customer List in your database If you want to import other types
410. t folder W 33 AIR WAYBILLS CONFIGURE FORM FILLING Configure Form Filling Determine what information you want to display in documents especially the AWB and Bill of Lading Review the configuration options in the Maintenance folder Configuration Measurement Units amp Cargo Insurance ga Transaction Tracking a3 Customer Setup Form Filling Filling details Expand Air Way Bill details Expand Bill of Lading details Show Container details Group similar items lt Expand Cargo Manifest details Show Warehouse Receipts in Cargo Manifest lt Fill documents using accounting info lt Show items dimensions in Master Air Waybill Show items dimensions detailed Use item notes as Marks and Numbers in BL Air Waybill weight unit O Kilograms Kg C Pounds Lb Both Kg amp Lb Bill of Lading weight unit O Kilograms Kg Pounds Lb Both Kg amp Lb For details on using this Configuration option see the Knowledgebase topic Introduction to the Configuration Menu and the section Form Filling http knowledge magaya com search configuration_menu This topic is also available as PDF in the Magaya Software Customization Manual 34 BILL OF LADING INTRODUCTION TO THE BILL OF LADING Bill of Lading Introduction to the Bill of Lading A Bill of La
411. t in the Agent s profile on the Payment Terms tab e Agent Participation This column shows the rule or formula such as 50 that is used to calculate the agent participation per charge per itemized 440 LIQUIDATION LIQUIDATION STEPS line Not all charges will show an agent participation normally only the freight charges are shared with an agent Agent Profit The amount that goes to the agent per charge type e Your Profit The amount that your company is making per charge after subtracting agent and salesperson s commissions Balance The amount that the agent owes you per charge If the amount is a negative amount then you owe the agent that amount As with any list you can choose the columns and rearrange the order of them by using the Actions button Options include adding a salesperson and cargo dimensions In the Choose Columns dialog box you can also select columns from related transactions Each line in the Liquidation list itemizes the details of the charges for each House showing the income amount and the prorated amount The following screenshot highlights the section of the Liquidation list that shows the House air waybills customer name fee description and costs Logerdetion ber Slaptearl Shyne I QUD Customer Description Cost PP Cost Col HAWB11 Saks FifthAv Storage Fee 40 00 0 00 HAWB11 Saks FifthAy Air Waybill Doc 0 00 0 00 HAWB11 Saks FifthAv Insurance Fee 30 00 0
412. t the company wants to know about its inventory will dictate when it is counted how often and by what method The accounting and finance objectives are often different from supply chain management objectives The financial view of inventory is assessing its value to the company s balance sheet while the supply chain management view of inventory is geared toward supply efficiency having enough inventory to ship when needed and managing deliv eries for timeliness For example the goal of the Just In Time method of inventory is to ensure the right amount of goods are in the warehouse when sales orders come in for those goods so they can be shipped when the customer wants them improving customer satisfaction While having a lot of inventory in a warehouse may make a company look like they have more assets the supply chain point of view perceives this to mean that goods sit for long periods and do not rotate but take up valuable space in the warehouse which is costly and reduces operating efficiency Sales Orders and Purchase Orders The processes of creating sales orders and purchase orders link commercial transactions with the logistics transportation processes The purchasing department in a company such as a wholesaler researches prod ucts to buy from suppliers and will issue a purchase order p o for the goods The p o has a number and serves as a contract defining any cancellation poli cies and protecting the seller if the b
413. te shipping documents for you automatically so you don t need to type Air Waybills Bills of Lading or other documents Magaya software creates shipping documents for you 145 Caterpillar Equipment _ weaynun AN Cargo 129 SW th amp on Chetston FL UNITED STATES 145p 12345678 12345678 Che Canegena Constrection G 3 Calle Ocho Categena COLOMBIA BILL OF LADING Teee ee 7 Sere Deco Truss Co 123456 1 POS wore Sad WWC C 1060 Sw 252 Street Princeton FL 33032 UNITED STATES Santos Ago Pat Santos BRAZIL Company TOSO Wer Sira Street Meare FL 39168 UNITED 363 CREATE AN AIR EXPORT SHIPMENT USE THE WIZARD TO CREATE A SHIPMENT The steps screens and tabs for creating shipments are the same for import and export so we will use an export shipment as an example Afterwards we will discuss how imports differ To create Back to Back shipments use the Actions button in a Booking The first example illustrates how to use the Straight shipment wizard We will use an export air shipment as an example The second example explains how to use the Consolidation wizard to create an export ocean shipment Create an Air Export Shipment This topic explains how to create an air export shipment transaction in Magaya software using the shipment wizard This is an example of a straight shipment Note While this topic explains how to create a shipment using the wizard ship
414. ter in the dialog box is converted into a WR document for you automatically Then you can edit print or email the 167 RECEIVE CARGO CREATE A WAREHOUSE RECEIPT INTRODUCTION document The dialog box is expandable and has a series of tabs across the top that you click on to enter information farehouse Receipt General Shipper Consignee Supplier Carrier Commodities Charges Events Alla PL O 9 InProcess Number WH 139 Date 4 17 2014 Bv Time 9 39 35 AM Employee Administrator Division Issued By HWE Cargo Company Destination Agent Bonded WH Type X Entry Number Entry Date 11 26 201 By cancel Cie Click and drag to expand the dialog box This example explains how to fill in the fields by starting at the General tab but you can enter information in any order Not all the fields are required The system will notify you of required fields You can change the information in any field by either typing in the field or by using the dropdown menu for the field When you are finished click the OK button The dialog box will close and the information you have input will be saved and appear in the Warehouse Receipt document form If you need to make changes to the form click on the Edit button The items received will have a status of On Hand Note A WR can also be used if items are returned Video Tutorial For a video tutorial illustrating h
415. ters for the Cargo Release wizard For more details especially on the 304 RELEASE CARGO CREATE A CARGO RELEASE SELECT THE CARGO TO RELEASE Advanced Filter see the section The Filter Button in the topic Working with Document and List Views When viewing the list of Warehouse Receipts the Filter button Standard opens the Warehouse Receipts filter dialog box enous eceIpts FIT i x Filter Type Shipper Match all conditions O Match at least one condition Consignee E Date h From To Inland Carrier 37 3 2015 v 3 3 2015 r Supplier Number ha Issued by PO Number hd Pre Destination Agent Yv Status Warehouse Air Ocean or Ground Origin Port Mode of Transport Destination Port E Yv Yv Bonded WH Type Division J 305 RELEASE CARGO CREATE A CARGO RELEASE SELECT THE CARGO TO RELEASE Inventory filters by the Item Definitions or the Items Warehouse L eer Scan Fill in reverse order Itern Definitions Filter Standard Items Filter Standard Iter Definitions Filter Advanced Items Filter Advanced Filter Type Match all conditions Match at least one condition Part Number Description Model Package Client Manufacturer The Items Filter opens the Commodities filter dialog box with many 306 RELEASE CARGO CREATE A CARGO RELEASE SELECT THE CARGO TO RELEAS
416. that transaction e Inthis screen you can also add transactions by clicking on the Add button For example you can add another invoice and it will be related to this ship ment It will get the information from the shipment you are working on and the invoice will appear directly in Accounting as Posted If you create the invoice in the Invoices List you will have to link it from there 450 USING THE SHIPMENT LIST SHIPMENT LIST These same options are available from the Actions button The options in the Actions button menu vary depending on the shipment s mode of transporta tion View Customer Statement To view a customer s statement with shipment details go to the Customer List in Maintenance and right click on the customer name and select the statement you want Using the Shipment List Shipment List What is the Shipment List The Shipment List shows all the shipments your company has handled A Magaya user with administrative rights can give or restrict access to the Shipment List by selecting the list and clicking File gt Permissions and in Maintenance gt Employees list The Shipment List is located under the Warehousing folder in Magaya Explorer a e E Pickup Orders E Pickup Order List A Warehouse Receipts A Warehouse Receipt List d Commodity List Cargo Releases 8 Cargo Release List g Cargo Movements Cargo Movement List Package Types Locations w Inventory Item Defin
417. the Actions button such as a report to see how long it took an employee to perform a task By Status By Type By Subject By Owner By Employee By Transaction Type i By Transaction Number Import Export Choose Columns A of eg r zJ Filter Actions Detail Tasks for Magaya WMS Mobile To send tasks to handheld wireless devices running the Magaya WMS Mobile application click the Task button when viewing a document such as a Warehouse Receipt Cargo Release or Shipment transaction The arrow on the side of the Task button displays a submenu of options To learn more about using handhelds for scanning bar codes please see the user manual for the Magaya Supply Chain Solution or Magaya WMS Quotations Folder Quotations are cost estimates for your customers of the services you provide The Quotations folder contains Quotations This subfolder displays the quotation document e Quotations List This subfolder displays the list of quotations and their status The toolbar on the bottom contains buttons that allow you to add a new quota tion edit an existing quotation delete a quotation filter and unfilter the quota tion list and other Actions There is a similar toolbar in all the list views 107 FOLDERS AND SUBFOLDERS PURCHASING Purchasing The Purchasing folder shows all the Purchase Orders PO s Sales The Sales folder includse Sales Orders the list of it
418. the Shift key Then click the Email button on the top toolbar 452 USING THE SHIPMENT LIST SHIPMENT LIST Select the option Send Batch Email The email template dialog box will open Fill in the fields to send the messages Options Help X I R gt g Network Refresh Folders Send Document by Email F4 Lane e e a Shipper Origin Port Tropical Landscaping Warehousing Vendor Delivery Masters Miami Jamaica Distribution Jamaica Air Fort Lauderdale HWC Cargo Company Brazilian Agent 1 Safmarine Shipping Co Houston HWC Cargo Company Jamaican Destination Age Jamaica Air Fort Lauderdale To change the status of more than one shipment at a time select multiple ship ments by holding down the Shift key and right click In the pop up menu select the transit status you want It is best to sort the list first by using the Filter button Select to view all Houses or all Masters do not mix them to avoid dupli cation and also select the direction either outgoing or incoming Then select the shipments you want to change the status as a group Using the Actions button offers the following options Create Reports There are two report options available To create a Ship ment report or a Container report You can create reports in the Shipment List that will group all the shipments together to see how much cargo you are moving to one port or for one consignee etc In contrast the reports
419. the pieces in the shipment Volume The volume of all the pieces added together Chargeable Weight In Air shipments the chargeable weight is calculated based on the volume weight dimensional weight compare the volume weight to the gross weight and use the larger amount Select the Rate method to use Enter a Rate Enter a value Enter a Minimum Enter a minimum amount Enter a Maximum Enter a maximum amount Enter the number of pieces and the charge The total will be calculated automatically 414 SHIPMENT CHARGES GENERATE TRANSACTIONS FOR A HOUSE The following screenshot of an Air Freight income charge shows the Chargeable Weight Income Freight Charge Air Shipment 145 11111111 Freight Charge Notes Freight Servi igs ie Air Freight Service Description Apply to Caterpillar Equipment Paid as Prepaid v Allow automatic update Show in documents No of Gross Gross Pieces Weight Ib Yolume f Chargeable eight Vlb Tax Code Apply by Weight Total Amount x Rate Charge 256 00 172 80 54 1798 79 m vy usp 2698 19 The Magaya Explorer system will notify you of the chargeable weight amount If using Routes a new tab appears inside the Charges dialog box Open a Charge to view the tab and see what route or segment is associated with the charge Expense Freight Charge Ocean
420. tion Repacking Cargo Other buttons on the WR dialog box include Edit Delete Detail or Unpack To use one of these functions select the commodity and click the button you need Use the Detail button to view the items inside an existing pallet or to add more items to it If you select an item that is not a pallet and click the Detail button the system will tell you The number of pieces must be 1 to edit the detail of an item When you build a pallet and place items in it the icon in the WR commodity list will change to a pallet icon to indicate items are inside a pallet Status Package Description U Pending Box Baseball bats Pending Pallet baseball gloves This icon is a pallet with items inside In additon to the pallet icon Magaya Explorer has other icons to indicate status of cargo P Empty w Arriving UI Pending J On Hand J In Process J In Transit W At Destination Bw Delivered Yellow is In Process or Ordered Aqua is On Hand in the warehouse Purple is Loaded in a shipment Light Green is In Transit Dark Green is Arriving Blue is Delivered 199 COMMODITIES REPACKING CARGO To take items out ofa pallet click the Unpack button in the Commodities screen The individual items will be listed on the commodity list The icon will change to indicate the commodities are not inside a pallet You can adjust the columns as needed by clicking and dragging the c
421. tivation Key has been entered Tip Entering this information in the Startup Wizard now saves time later because this information will be saved in the Magaya software and is automati cally placed in documents such as Warehouse Receipts shipment documents and Cargo Releases Begin the Startup Wizard When you are in your Magaya Explorer open the Startup Wizard by clicking File gt Startup Wizard If you are using the Startup Wizard for the first time some of the screens may look different from the ones shown here Each screen has instructions follow the prompts If you have any questions please contact Magaya Tech Support by phone or via the email form on Magaya com Need another License If you already have Magaya software and need an addi tional license please contact your Magaya Logistics Advisor You do not need to download the program again In the wizard fill in or edit the information in the screens beginning the first screen which presents the options for the Magaya Network Make your selection depending on if you downloaded the software from the Magaya website or if you received the installation file from a Magaya employee 58 STARTUP WIZARD BEGIN THE STARTUP WIZARD This example illustrates the option I have not provided any information to Magaya Corporation and will provide my information right now This will show you how to enter your information Startup Wizard Company Information in Magaya N
422. to find commodities and information about them in Magaya Explorer Commodity List Introduction The Commodity List displays all the commodities you ve handled including cargo inventory items vehicles and more The Commodity List is dynamic showing real time updates of quantities The columns in this list also appear in the Commodity tab of a WR Pickup Order or Cargo Release To change columns in the list go to the Actions button and select Choose Columns Reports from the Commodity List When you need a report on the commodities your company has handled use the Commodity List under the Warehousing folder It shows the status of commodities such as what is on hand in transit or delivered for any date range you set 325 OTHER TYPES OF REPORTS Steps 1 2 Go to the Warehousing folder and click on the Commodity List a E Pickup Orders E Pickup Order List A Warehouse Receipts A Warehouse Receipt List lt 3 Cargo Releases N Cargo Release List g Cargo Movements es Cargo Movement List e Package Types Locations D Inventory Item Definitions Commodity Classifications Shipment List 2 Work Load oa In Transit Click on the Actions button and select Reports You can choose from many report options such as reports by shipper by warehouse location by part number and others To email the report click the Email button on the top menu To save the report in your Magaya E
423. transactions and documents such as WRs and Pickup Orders and will be visible to customers The charges will always appear in bills and invoices even if you do not check this box Sample Scenarios for Adding Charges If you are a freight forwarder and you are creating a Warehouse Receipt you add a freight expense charge and apply it to the trucking company because they are charging you and you need to pay them Add an income freight charge when you are billing the customer so they can pay you if you pick up the cargo for them 206 CHARGES WORKING WITH THE CHARGES TAB An income charge or expense charge is applied to the customer for services you offer such as crating or documentation Adding Charges The charges entered in a WR are integrated into the Accounting system in Magaya Explorer and will appear on invoices bills etc as applicable when the accounting transactions are generated Use the Generate button in the WR or the Liquidation feature in a shipment to generate charges For more details see the section on Liquidation in Chapter 14 Creating Shipments in the Magaya Cargo System Operations User Manual When viewing one of the Charges dialog boxes you can choose the columns in the dropdown menus such as for the Charge dropdown or the Freight Service Class dropdown For example you may want to know what type of charge youre looking at Click the dropdown menu and click the Choose Columns butto
424. transactions for this customer shipper or other criteria you filtered will be included in the list view any time you display that list at any time View name Creator Administrator Save time frame Published If you want to save a list for for only the time period in the filtered list check the box Save time frame You can add the date to the name of the view when you save it When you save list views you can view them by clicking the menu The list of saved views Barcelo 2011 2012 Manage the lists by selecting Manage Views from the star pop up menu Save this view Save this view as Manage views N m 131 WORKING WITH DOCUMENT AND LIST VIEWS WORKING WITH THE LisT VIEW A dialog box will open showing the saved views for that list Custom View Manager Object Type Warehouse Receipt Custom Views Name Owner Published Barcelo 2011 2012 Administrator No Atlantic Surplus WRs Administrator No ABC Sporting Goods WRs Administrator Yes Edita o L Publishi Unpublish Remove Publish a List View for All Users to see To make a saved list view available to other Magaya users in your network select it and click the Publish button Any list you save but do not publish is only available for you to see You can also edit or delete remove a saved view Changes can be made to a saved view Other List Features A counter on t
425. ts such as a PDF of a Letter of Credit complete the wizard and click the Attachments tab Use the Templates button to use documents that contain informa tion that you use regularly and repeat Templates can be created by copying a document into the Template folder located in the Miscel laneous folder Examples include a letter of credit in a Bill of Lading with banking information that you added and which will be the same for many shipments Click the Next button Select the cargo you need to ship You can choose to select cargo vehicles or inventory from previous transactions such as Warehouse Receipts locations inventory etc 386 CREATE AN OCEAN CONSOLIDATION EXPORT STEPS TO CREATE AN OCEAN CONSOLIDATION EXPORT e Warehouse To select from the Warehouse Receipt this means you can ship the same way you received the items You can also select partiail pieces in a WR instead of all the items Select the cargo to ship You can select cargo either from Warehouse Receipts or Pickup Orders By clicking on the white boxes you can make complete or partial selections Warehouse Pickup Inventory Locations Scan SAME vH 133 Atlantic Surplus Miami Distribution Center V Filin reverse order 3 0 WH 132 Atlantic Surplus o iO WH 132 dell tablets 22 00422 00 9 00in 3 Mark al O WH 132 dell tablets 22 00 22 00 9 00in 5 _ _ _Unmark al WH 114 Gas meters 55 12x55 12x46
426. tton and choose Import Then upload a csv or xml file The fields in your uploaded file must match the fields in the Magaya entity profile For an example see the topic Import Invoices in the Magaya Knowl edgebase Reports Reporting functions are available for all the entities in the Mainte nance folder Click the Actions button in the list or select the report from the main Reports menu at the top of your Magaya Explorer In Carriers add land ground carriers ocean and air carriers and their addresses contacts rates customized charges payment terms TSA compliance for known shippers FMC SCAC number and more SCAC Codes SCAC codes are the Standard Carrier Alpha Code SCAC is a unique two to four letter code used to identify transportation companies These codes are used in shipping To find an SCAC code for a land or ocean carrier go to the Land tab for Ground carriers or the Ocean tab for an ocean carrier Click the button with the three 115 MAINTENANCE FOLDER CARRIERS dots to look up the code Enter keywords in the Find field click the Find button Select a name from the list and click the Select button General Address Biling Address Other Addresses Contacts Land Rates Charges Pmt SCAC Number Filter Available Codes cage Description UPSC UNITED PARCEL SERVICE OF CANADA LTD UPSD UNITED PARCEL SERVICE SECOND DAY SE UPSE UPS EXPRESS
427. ty carrier company to pickup the items and does not want to show the carrier how much they are charging their customers 262 INTRODUCTION TO PICKUP ORDERS Notice the field Applicable Charges is not shown in this template Compare it with the one above Magaya Pickup Delivery Order 7920 NW 53rd Street Pickup Number D0 Doral FL 33166 ae re UNITED STATES rare tre renoez01 0900 aM Tet 786 555 9000 Coenen Feboaa0is 02 5 PM Emplyee Administrator Orlando DC HAC Warehouse 134 Orange Blossom Trail 2500 NVY 87th Ave Orlando FL 33012 Miami FL 33313 UNITED STATES ME es Canter Name FedEx Ground Orverticnse S PRON Senin Name Electronics Depot 45 36 Kg 28 00 fi 100 00 Ib 270 85 Vib 263 INTRODUCTION TO PICKUP ORDERS Templates are available from the Actions button when you are viewing a docu ment amp 2 Delete Network Filter os ah any A A 6 Send Email Task Folders x gt e lt Page Page Options Transaction Listing Attachments Create a Copy Create Warehouse Receipt Exclude from Tracking Pickup Add to job Creation D gt Magaya Express Link gt Pick up D Set Reset In Transit Set Reset Delivered Deliv Select Template N History 264 Pick UP CARGO CREATE A PICKUP ORDER INTRODUCTION TO PICKUP ORDERS A dialog box opens displaying the available templates
428. umber For more details on the BL please see the topic Bill of Lading Destination Processes At the destination the logistics provider arranges the following Customs clearance or outsources this to a customs broker 20 INVOICING LIQUIDATION Warehouse arrangements Transport from the port to the warehouse unless the customer or buyer picks up the goods from the port e Local delivery unless the customer prefers to handle this Local delivery requires a cargo release document also called a delivery order which the logistics provider creates The services the logistics provider provides could be to the customer s door or to the port Invoicing Liquidation The logistics provider s accounting department handles the invoicing also called liquidation During liquidation the logistics provider calculates profit sharing with the destination agent The accounting department also creates invoices for the customer The customer s invoice shows the freight charges calculated during the quotation by the sales department any documentation charges or storage charges These charges may be itemized or not itemized all inclusive If freight charges are prepaid by a single customer to the logistics provider the logistics provider creates a credit memo that will show what the logistics provider will pay the agent If it is not prepaid but collect the logistics provider creates the invoice which will
429. up Name Description Csi Checking Users that can create checks and make deposits g Warehousemen Warehousemen are users who only have access to the w g Accountants Accountants are users who have access to Accounting E Administrators Administrators have full access to all the system resources access to quotes bookings warehousing shipments g Quotations access to use the Quotations folder and functions g Ocean Ocean Shipment Division g Air Air shipment division g Students This group gives permissions for students 5 Click the OK button Now the employee belongs to that group 80 PERMISSIONS How TO SET PERMISSIONS 3 Assign Group Permissions per Folder 1 Select the folder or subfolder to assign permissions for example Ware housing File Edit Sales Operations Main GO oO za Back Forward Air pe lif Page One J Magaya Network 9 Tasks A Quotations A Jobs E Purchasing E Sales f Bookings G Warehousing gi Pickup Orders Pickup Order List A Warehouse Receipts A Warehouse Receipt List P Commodity List E Cargo Releases 8 Cargo Release List 8 Cargo Movements BF Cargo Movement List A Package Types Locations AY Warehouse Inspector ag Inventory Organizer Inventory Item Definitions 81 PERMISSIONS How TO SET PERMISSIONS 2 3 4 5 Go to File gt Permissions Edit Sales Operations Maintenance
430. urn Address is the address where the container is returning to this is mostly used by an NVOCC The PRO number is optional Enter it if you have it It is a progressive or sequential number used by the inland carrier trucking company to identify the straight BL and to track freight bills If you have the driver s name and license you can enter it here If the carrier gave you a tracking number enter it Enter the Booking number if this Pickup Order is part of a Booking that is made in your Magaya system If this transaction includes a preferred mode of transportation select it from the dropdown menu The preferred mode field is filled automatically if this trans action was created online in LiveTrack by a user who entered a preferred mode of transport The Preferred Mode of Transportation on the Carrier s tab is also connected to the Rates in your system if you have rates set up If you do have rates in your Magaya system then select the Preferred Mode of Transportation on the Carrier s tab in order to tell the system which rate to use such as the Ground rate 274 Pick UP CARGO CREATE A PICKUP ORDER COMMODITIES TAB for this transaction The system also takes into consideration the origin and destination and other criteria in the rate Commodities Tab In the Commodities tab you can add commodities or a container A commodity can be a Part Number that s already defined in your Magaya system or it can be lo
431. used Haa Pha F Remove S4 British Airways Default Aen C 54 Atlas Air Ine Amer 2 AIR ATLANTIC LTD List 24 ATLAS AIR INC X 4 w p The Ports screen works the same way enabling easy searching It displays the country of your company as entered in your profile The lists of carriers and ports can be modified at any time by going to the Main tenance folder There is an existing list of ports you can select from or you can manually add your own ports to the list You can also add more carriers in the Maintenance folder gt Carriers Tip You can edit the information by opening the Startup Wizard at any time by clicking on File and selecting Startup Wizard You can also edit information as you work in dialog boxes by clicking the dropdown menu next to the field you want to change Select the button you need on the toolbar that appears the My Company Info Dialog Box You can use the My Company Info dialog box to enter information about your company information such as address and contact information Option The 64 How TO USE THE My CompPaNy INFO DIALOG Box ADDITIONAL STARTUP WIZARD TIPS same information can be set up in the Startup Wizard except for multiple addresses This information will be used in documents in the system 1 Goto File and select My Company Info File Edit Sales Operations Maintenance Sh My Company Info X Startup Wizard Accounting Wizard 2 E
432. using this Configuration option see the Knowledgebase topic Introduction to the Configuration Menu and the section Form Filling http knowledge magaya com search configuration_menu This topic is also available as PDF in the Magaya Software Customization Manual 42 CHAPTER 3 MAGAYA SOFTWARE INSTALLATION INTRODUCTION Chapter 3 Magaya Software Installation Introduction This topic explains the system requirements for installing Magaya software the steps to install the software on a single computer and on a network a list of what components are installed steps for uninstalling and for updating the software System Requirements To install Magaya software each computer must have the following minimum hardware and software requirements e 30 MB available on the hard drive e 512 MB RAM memory 1 GB recommended As your database grows you will need more space Magaya software can be installed on any PC with Microsoft Windows 2000 operating system or higher This includes e Windows XP e Windows Vista e Windows Server 2003 e Windows Server 2008 64 bit and Windows 7 operating systems For a network installation a minimum of 1 GB of memory is required for the server 2 GB is recommended The following port needs to be enabled Port 6110 TCP for the database server 43 INSTALL MAGAYA SOFTWARE STEPS TO INSTALL ON A SINGLE COMPUTER OR SERVER Install Magaya Software Steps to In
433. ust have access to the server computer over the network If not you must share the Magaya installation folder at the server computer in Read Only mode 4 Access the shared directory where the Magaya software is installed 5 Locate the SetupClient exe file under the Magaya software directory on the server computer 6 Double click on the SetupClient exe file A dialog box appears showing the steps for the workstation installation process 7 Click Install 47 SOFTWARE COMPONENTS INSTALLED TERMINAL SERVICES INSTALLATION 8 When the setup is finished click Close A shortcut icon to the Magaya Explorer is created on your desktop 9 Double click on the Magaya Explorer icon to access the Magaya software Perform the steps above to install the Magaya software for all the workstations that will run the Magaya software Terminal Services Installation The Terminal Services set up consists of clients computers connected to the server and the application runs on the server 1 Install the software See the steps in the section Steps to Install on a Single Computer or Server 2 Copy the shortcut icon for the installation you just did and put the copy onto the desktop of each user The software is ready for the user Software Components Installed When you install Magaya software the following are installed Magaya Explorer This is a Windows Explorer look a like program that allows you to manage all th
434. uting Equipments Bookings Commodities 4 gt Status Package Description Pieces Length lt Totals Pieces Volume 0 0 o0fe 0 00 lb 9 Add any events to the Events tab 10 Options To add notes use the Notes tab These notes are included on documents The Internal Notes tab is for notes within your company For details see the topic Notes The Notes and Internal Notes tabs are the same for all bookings Add Attachments as needed RESULT After you have completed entering the information into the Trip Schedule dialog box and clicked OK the trip is now available for use in Magaya Explorer and in Magaya LiveTrack You can also configure your system to accept book ings that are defined by the Trip Schedule Go to Maintenance gt Configuration and check the box For example when you create a booking the trip schedule can be selected and all the information will be filled into the appropriate fields in the Booking dialog box For related information see also the chapter on Bookings in the Magaya Cargo System Operations Manual and see also the chapter on the Magaya Ocean Carriers Interface with INTTRA in the Magaya Software Communica tions Manual 359 How TO CREATE A TRIP SCHEDULE STEP BY STEP PROCEDURE Actions You Can Perform from the Trip List The following actions can be performed from the Trip Schedule List from the Actions button or by right clicking on the trip Trip
435. uyer refuses to pay It lists the goods the quantities price and the shipping date and address The goods are brought to the wholesaler s warehouse where all the warehousing processes take place warehouse receipt issued put away orders etc All the appropriate accounting processes are also done such as paying for the purchase The goods in the warehouse are considered an asset by the accounting department The supplier creates a sales order when they get a request for goods The supplier sends the sales order to the company making the purchase the whole saler in this example The sales order has a number associated with it 25 AIR WAYBILLS AIR WAYBILL INTRODUCTION AND FIELDS The accounting processes include subtracting the goods from the assets when they are sent out recording the Cost of Goods Sold COGS this is the cost of the purchase price and recording sales as income When the wholesaler gets a request for goods from a buyer the buyer creates their own p o and sends it to the wholesaler The wholesaler creates a sales order and sends it to the buyer This sales order triggers a shipping order in the whole saler s warehouse In the warehouse pick and load orders are created and fulfilled and the goods are shipped Air Waybills Air Waybill Introduction and Fields An Air Waybill AWB is a contract of the freight charges from the company that will handle air transportation to a customer There are t
436. ved on the Inland Carrier tab and in the CR document Select the Cargo to Release The next screen shows the cargo items and or commodities that can be released A total is displayed on the bottom of the screen 300 RELEASE CARGO CREATE A CARGO RELEASE SELECT THE CARGO TO RELEASE The buttons across the top of the screen are lists of items such as those in the warehouse by inventory or by location Create Cargo Release Wizard Image from Magaya Supply Chain Solution Select the cargo to release You can select cargo either from Warehouse Receipts or from Inventory Warehouse Inventory LotNumber Locations PO SO Scan Og WH 135 Ait Basel Gallery Atlantic Surplus M Filin reverse order O 2 WH 134 ABC Sporting Goods Inc p 0 A WH 133 Atlantic Surplus Miami Distribution Center z 0 E WH 132 Atlantic Surplus amp O 8 WH 131 00 wH 130 e00 WH 129 ABC Sporting Goods Inc 0 E WH 128 ABC Sporting Goods Inc x 8 0 E WH 127 ABC Sporting Goods Inc 0O S WH 126 ABC Sporting Goods Inc View 0 5 WH 124 ABC Sporting Goods Inc ABC Sporting Goods Inc ven 00 WH 120 0B wH 117 0O wWH 116 D1 M WH 114 Aftican Intemational Suppliers Agricultural Manufacturer P A WH 119 Niland Garden Shan Miami Distribution Canter e a4 m 58 of 59 elements lt Back Finish Cancel Help 301 RELEASE CARGO CREATE A CARGO RELEAS
437. weight and volume The unit of measure can be changed if needed by using the dropdown menu For an Ocean Trip Schedule shown below the trip number is filled in 355 How TO CREATE A TRIP SCHEDULE STEP BY STEP PROCEDURE automatically The screens are the same for import and export Ocean Trip Properties General Description Entities Routing Equipments Bookings gt 4 Outgoing Status Open Trip Number Booking No Carrier Tropical Shipping Employee Administrator v Creation Date 546 2011 v Departure Date 5 18 2011 v 3 4 16 00PM Arrival Date 5723 2011 11 00 004M Spotting Date 5 17 2011 00 004M Pickup Date 5 18 2011 4 00 00PM Cut Off Date 5 18 2011 00 00PM Maximun Capacity Max Pieces 0 Max Weight 0 Pound lb v Max Volume 0 Cubic foot ft v Enter the Booking number Select the Carrier from the dropdown menu All the Date and Time fields are filled in automatically Change them to the correct dates and times Uncheck any date field that will not be used in this trip Enter the capacity weight and volume for the vessel for the amount of space you have contracted with the carrier The unit of measure can be changed if needed by using the dropdown menu For a Ground Trip Schedule the trip number is filled in automaticall
438. will allow you to enter a first name or just a last name If you select Equals you must enter the exact name In the field next to Equals enter in the person s name you are searching for Enrique The text field is not case sensitive Click the Add button Select another Available Field Date In Conditions select On or Before Enter today s date the default Click the Add button Click OK The result list will display in Magaya Explorer If the result is found you will see the transaction you are looking for but if not refine your search by clicking the Unfilter button and then return to the Advanced Filter to change the terms or refine the search by removing a condition and adding a different one After filtering a list it can be saved by clicking the Star button at the top of a list 155 WORKING WITH DOCUMENT AND LIST VIEWS THE FIND BUTTON The Find Button To search for a document or transaction use the Find button The Find button has an arrow with these options Transactions Quick Find Entity Finder Find Vehicle Folder and Find Next Magaya Network Accounting Reports Options Help D B em 1 XxX I R ICU Print Find Network Send pi h A x Transactions Ctrl F a SL Add Edit Delete Quick Find Ctrl Q Zoom Entity Finder Ctrl E Find vehicle jo Company Folder At F3 Terrace Find next F3 ickup Numbe 2 Creation Nate Mim When you click the
439. wo types of AWBs Master Air Waybill This is a contract from an airline to a freight forwarder e House Air Waybill This is a contract from a company that handles the transportation for example a freight forwarder to a customer for example a seller AWB Wizards Fill in the Fields 26 AIR WAYBILLS AIR WAYBILL INTRODUCTION AND FIELDS Magaya software fills in the fields with information from the shipment wizards You can also enter text in the document but you don t need to 2 808 9 Ocean Ground Docum Print Consolidation Wizard Export ie dig Ieteron Straight Shipment Wizard Export N a Quotations Consolidation Wizard mport os Jobs Straight Shipment Wizard mport ca a Purchasing H E Sales Shipment aA Bookings Create Houses Wizard a H E Warehousing ZE Te a Use the Shipment Wizards alla bg to save time and data entry ao 2014 Shipment Name Shipment 11 H From Online Shipment ag 2015 Carrier TAM TRANSPORTES Sa Air Air Way Bill Number 957 12345675 A Shiprnenti11 ETES E Air Way Bill Sete rea We recommend using the wizards There are some fields that are different in the Master and in the House AWB These are AWB Numbers 27 AIR WAYBILLS AIR WAYBILL INTRODUCTION AND FIELDS The air waybill number is located on the top right hand corner the top left hand corner and on the bottom right corner of the form 957 M
440. xplorer click the Actions button and select Save Report To save the report to your computer or another computer in your network click the Actions button and select Export Other Types of Reports The following are different types of reports you can create from the Commodity List See where items are and their previous location See part numbers View all items for a specific export code or Schedule B commodity classi fication 326 How TO FIND COMMODITIES IN MAGAYA EXPLORER OTHER TYPES OF REPORTS e See the Customs entry date for items so you can answer Customs ques tions quickly Answer questions about your business such as Which commodities were included in which shipments Which commodities do you ship to which destination ports most often Which division of your company is handling the most cargo and what types For more reports about commodities see also the Accounting folder gt Items amp Services gt Actions button Also see in the Warehousing folder gt Inventory Item Definitions gt Actions button for In and Out Reports How to Find Commodities in Magaya Explorer If you need to find commodities in your Magaya system use the Find or Filter button in the Commodity List To view details about a commodity click the Detail button Save a view by clicking the star button at the top of the list You can also add columns to your Commodity List to make it easy to find infor
441. xport 9 Tasks A Quotations Consolidation Wizard Import Form A Jobs Straight Shiprnent Wizard mport corm gt Purchasing Form E Sales Shipment f Bookings Create Houses Wizard Z Warehousiy IH BeBe Be E Use the Shipment wizards to save data entry We recommend using the wizards Bill of Lading Fields The following explains the fields on the Bill of Lading and what information is required in each field There are some fields that are different in the Master and in the House BL These are Master The issuing carrier s name appears on the top of the BL document House The freight forwarder or NVOCC s name displays on the top of the document Exporter e Master This is the freight forwarder name address and phone number e House This is the customer s name address and phone number for example the seller Consigned to 36 BILL OF LADING BILL OF LADING FIELDS Master This is the destination agent or custom broker trucker etc name address and phone number House This is the recipient s name address and phone number example the buyer Notify Party Intermediate Consignee Master This is the destination agent s name address and phone number or custom broker trucker etc who needs to be notified to pick up goods House This is the destination agent s name address and phone number or custom broker truc
442. y 356 How TO CREATE A TRIP SCHEDULE STEP BY STEP PROCEDURE The fields on the import and export screens are the same Ground Trip Properties General Entities Routing Equipments Bookings Commodities Outgoing Status Open Trip Number Carrier Anderson amp Sons Trucking Co Employee llene Taylor Nj Creation Date 5 18 2011 v Description Trip Capacity Max Weight Pound lb w Max Volume Cubic foot f v Select the Carrier from the dropdown menu Enter a description of the goods you will ship if you know this informa tion this is optional Enter the capacity weight and volume for the truck for the amount of space you have contracted with the carrier The unit of measure can be changed using the dropdown menu The Entities tab is used by NVOCC s and Freight Forwarders only not by Carriers For details on entering information in this tab see the Ship ments topic The screen is the same for import and export of air ocean and ground On the Routing tab enter the departure and arrival information for the trip The screens for air ocean and ground trips have fields specific to each trip type For details on entering information in this tab see the Shipments topic On the Equipment tab click the Add button to select the type of containers or other equipment used to transport cargo This tab is the place
443. y by On Carrier Fill in the name of the destination of the goods From the Routing tab in Magaya software s shipment wizards and screens 38 BILL OF LADING BILL OF LADING FIELDS Here is the Routing tab for an ocean shipment General Entities Routing Charges Events Delivery Attachments Notes We Service Type Port to Port X Mode of Transportation Vessel Route z Origin Point of origin or FTZ number FTZ number Pre Carriage by Place of receipt by Pre Carrier Export Loading pier or terminal Pier name Part of loading Port Everglades v H Exporting Carrier SAFMARINE v Vessel Name and Flag Congo MPY PANAMA z Voyage Identification Destination Port of unloading Panama City On Carriage by v Place of delivery by On Carrier v US Custom Codes for Origin and Destination Schedule D and K Origin 5203 v Destination v V Routed Transaction AES Related Companies AES Enter the description of the goods in the following fields Marks and Numbers This is the container number seal number and Warehouse Receipt number or any numbers or labels that identify the boxes Number of Packages Enter the quantity of packages Description of Commodities Enter a general description of the goods this is not an itemized list unless required for example shipping heavy equipment or vehicles which requires each VIN or item serial number listed individually
444. your Magaya system Add Clauses to Use in Notes You can save clauses in Magaya Explorer for notes that you add frequently to transactions For example you may have a clause such as Consolidiate per the cargo manifest that you add to every shipment Save this clause or any others in your Clauses List and it will be available for use every time you need it Clauses can be added while you are working on a WR or by going to the Main tenance folder and opening the Configuration option 224 NOTES AND INTERNAL NOTES ADD CLAUSES TO USE IN NOTES e Click on the button to select a clause that has been set up in your Magaya system Warehouse Receipt Caniers Commodities Charges Events Attachments Notes ntemal Notes a Click to select a clause Clause List Notes Cansobdation as per attached cargo manitest e Click the Add button in the Clause List dialog box A new dialog box opens to add the clause information Clause Information Name Category Clause Text Enter the name of the clause e Select a category for the clause such as Bill or Cargo Release To add to this dropdown list of choices use the button with the three dots next to the dropdown Enter the text of the clause as it will appear on the transaction 225 NOTES AND INTERNAL NOTES INTERNAL NOTES Internal Notes Click OK to return to the Clause List Now the clause is available to use
445. ype 64 h Seal Number 2 Dimensions Length 0 00 lin Weight 0 00 Ib Width 0 00 in Add the weight of contained pieces Height 0 00 in Location Volume 0 00 fe Notes C Create multiple packages e Select the container type A container can be a pallet an ocean container air container etc This dropdown menu pulls its definitions from the Package Types list under the Warehousing folder In Magaya software 9 1 and higher you can select items from different locations to put inside a container See the section Handling Containers in the Magaya Supply Chain Solution Operations Manual e Enter the cargo description e Enter the container number Note The system can be configured to require that only valid container numbers be entered See Configuration gt Ocean Enter the seal numbers for the container for ocean shipments only e Enter the container dimensions if necessary 433 REPACK CARGO USING THE REPACK CARGO WIZARD Click to check the box if you want to add the weight of the contained pieces to the total weight Note This is required when sending informa tion to US Customs Select a location in your warehouse where this container is located Add notes as needed and click the Next button to go to the next screen in the wizard If you want to make more than one package check the box Create multiple packages For example if y

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