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Using the Accounting Wizard

1. British Almas F zgo uU Two thousand five hundred 00100 an 57 BANKING MAKING DEPOSITS Making Deposits 58 The options from the list view include Other Reports Create reports by account number etc Reports See the details of checks The report opens in a list that you can customize the date range you want to view Go to the document the check Void a check To void a selected check This retains a record of the void Print a batch of checks you have filtered Save as Recurrent To convert to the selected check into a recurrent check to be paid every month or other time period you set Recurrent Checks Displays a list of recurring checks Choose columns for the Checks List Export data from Magaya Explorer History View related transactions Carrier Rates 5 Landlord for office 2 Invoices 4 Art Basel Gallen Invoice List Ed s Lrane Serace Em Bils Custom Broker Sy Bil List 1 Bill s Storage Limits 9 Payments EF Payment List d Deposits Deposit List Checks Outgoing Shipments Incoming Shipments H i Miscellaneous 12 05 2008 12 05 2008 12 05 12 057 1 Filter SOOT Bank 10000 Bank Ac Other Reports k i Reports 0 bo document Void Check Print Batch Recurrent Checks Choose Columns Export History A Deposit refers to ma
2. 23 Accounts Receivable ccc ccc ccc wc cece cece cece 25 Introduction to Accounts 25 ETE TCR TOIT RETI T 26 ACHIONS TOP INVOICES c ance Ao eae oud 29 CSOT ISOS ee LUE ew we e E 3 luchan n D rH Rm 34 ZACHOFRBS TOP PAS IICHIS ads hear oes e we wee do 36 De positii Pay Mens 075 nc ESSEN 34 ACON LOr CDOS un iso oder sese bee Blase cule eds uds 40 Heck Bu asit cant Acad 40 Accounts Payable ee ee eed 43 Introduction to Accounts Payable lt ac sil 43 Create DIS bc oe beet sed tex dodi noes beer scented oh eave ee 43 ecu dent see ad it Abe s sd vao Se 46 gt RUSO CERTE oe BM ee 48 Bt PAV MMC MS uuo actu talked Se ahh ee esed s Om ey 50 Vendor i SE OES IQ me 51 Bankin ple 4x usw sok dee eee a ead osa doses ees tee ie ates 53 Introduction to Banking in Magaya Explorer 53 net cog eater aay ene each acera ee 53 ACUOHS TOf CHECK
3. Customer Crown Shipping Date 12 8 2008 v Deposit to Bank Account Amt Received USD 700 00 Show open invoices Invoices USD Pad Type DueDae Number Orig Amt Am Due Amt Pad Ef Yes Invoice On A0e 2009 14 s00 00 0 00 B00 00 Yes Credit Memo 15 100 00 ooo 10000 To receive partial payment please click over the Amt Paid column Exchange Rate 1 01 USD Amount Due Amount Paid Existing Credits USD 0 00 Totals USO 0 00 USO 700 00 34 2 ACCOUNTS RECEIVABLE PAYMENTS Enter the information you need in the payment transaction dialog box The A R Account of Accounts Receivable is selected by default You can select a different A R account If you are working in multi currency and select an A R account with another currency this payment will be made in that currency and that A R account will be updated with this payment transaction Select the customer who is making the payment When you select the customer you will see any outstanding invoices or credit memos for them Click in the checkbox to show open invoices Select the bank account to deposit the payment The checkbox next to the Deposit to field is not checked by default If you leave it unchecked the money will be sent to the Undeposited Funds account to hold until you go to the bank with all the deposits Then
4. Account to the Accounts Payable account you need for this bill If you are working in multiple currencies there will be at least one account available in the dropdown for each currency To make the bill in one of those currencies select it from the dropdown list For information on setting up your Magaya system to work with multiple currencies see the topic Multicurrencies s Select the vendor The address will fill in automatically If you need to change the address for this transaction click the Change button and enter the new information The Transaction Date fills in automatically with today s date Enter the date of the bill if needed The Due Date is filled in automatically based on the terms for this vendor for example 30 days from today Change the due date if the actual due date is different 44 ACCOUNTS PAYABLE CREATE BILLS Click on the Add button to add charges to the bill A dialog box opens Charge Information Charge Notes Ocean Freight Service Cost Description 20 ft container Price Amount sm eno us eno The Type you apply will pull information from the Items and Services list The Type dropdown list for bills will show you only Items and Services that refer to expense or COGS accounts Add a description optional Additional information can be added in the Notes tab Any notes you add will appear in the invoice for the
5. Cancel When you create an accounting transaction in a currency that is different from your home currency you can also change the exchange rate of that currency in the dialog box If you enter an exchange rate that is different from the one set in the Currency List the system will ask you if you want to save this new rate and update the rate If you just want to use this currency for this transaction click No If you want to save the change click Yes This will update the Currency List and you will not have to go to that list to update it It will update automatically Multicurrency Reports You can view payments by currency by clicking on the Actions button in the Payments List and selecting Reports Then choose By currency 96 ADVANCED ACCOUNTING FEATURES MULTICURRENCIES When you are viewing a report you can change the currency of that report by using the Actions button Profit and Loss Dates Custom gt From 1 2009 To 7 17 2009 2 HWC Cargo Company Profit and Loss June 1 through July 17 2009 USD Total 4 Income Sales Tax Preparation Inco 10 00 Documentation 236 06 Freight Income 0 00 Air Freight Income 46880 99 Ground Freight Income 925 00 Total Freight Income 47805 59 Other Incomes 10076 50 Services 10211 07 Equipment Rental income 249 10 Total Income 66568 32 Change Report Currency Euro EUR Choose Columns Mexican Peso Mah
6. 3j Warehousing j Maintenance Code Group Items Accounting a Me Description Colombian wf Items and Servi Standard Client Authority Colombian Government w gh UC Carrier Invoices Rate List d gy Deposit List Checks zz Check List xi amp Oubgoing Shipments amp Incoming Shipments t x E xl Ww 25 x 11 Miscellaneous Fiker Actions Close Enter a code for the tax item It can be any combination of letters and or numbers e Enter a description of the tax item for example Miami Dade County Sales Tax or Colombian Tax Select the tax authority from the dropdown This is where the taxes will be collected If you need to add it click on the plus sign The tax authority is considered a Vendor so the vendor dialog box opens Enter percent for the tax such as 15 Enter the number only not the percent symbol 86 ADVANCED ACCOUNTING FEATURES STEPS ADD A SALES TAX ITEM To group taxes click on the checkbox The dialog box changes to include a table Tax Item Code Group Items Description City of Mew york Hate Author Remove Click on Add button Another dialog box opens In that dialog box is a list of taxes you already set up if you have set up some taxes Select a tax from the list to assign it to that group Click the OK button to return t
7. Amount Description Add Supplies Expense 34 00 copier paper Supplies Expense 17 00 Post it Notes Supplies Expense 12 00 Binder folders Total USD 63 00 Current Balance USD 9705 83 Esch Rate USD e Select the bank account you will use for this check If you are working in multiple currencies there will be at least one account available in the dropdown for each currency To write a check in one of those currencies select it from the dropdown list For information on setting up your Magaya system to work with multiple currencies see the topic Multicur rencies The current balance for the selected bank account is displayed on the bottom of the screen The check number is filled in automatically based on the last check used for the selected bank account For information on setting up the numbering of checks see the topic Accounting Configuration Menu Select who to Pay to the order of The date is filled in automatically It can be changed if needed 54 BANKING WRITING CHECKS Click the Add button and a line in the Detail table will be created and highlighted a Click on the first cell in the table under the column Account Name When you click on the Account Name a dropdown menu will appear Select the account for this line b Click on the Amount cell in the table and type in the amount for this detail c Click on the Description cell of the table and ent
8. Export Swiss Franc CHF United States Dollar USD Save Report SSS 7638 56 7R3R 5 2 x FP xf Filter The currency will change and the totals will be updated automatically in the new currency You can see a report of gains and losses due to working in multicurrencies by going to the top toolbar in Magaya Explorer and selecting the Reports menu The reports available show realized and unrealized gains and losses See the section Multicurrency Reports on in the Accounting Reports topic for more details 97 ADVANCED ACCOUNTING FEATURES ACCOUNTING CONFIGURATION MENU Accounting Configuration Menu While many accounting features are set up by the Accounting Wizard you can change settings or perform other configurations in the Maintenance folder under Configuration Egt Seles Operations faintensnce Shiomert MagaysNebwork Accounting Peport Options Help o uu p 9 b xX Ocean round Print Find Network Hy Magara Network H Tasks 1 Quatabors T TEA TEE Edd Jobs Document conseculive numbees ce 9 Bookings v invoice Credit Memo sal H Ey Warehousing g Maintenance Carriers Use different numbers for diterert accounts B Forwarding Agents je Bill Credit Sel B Warehouse Providers Customers Check Gl vendors a S salesnersons Filing QuickBooks E Emplayees 1 Ports
9. Help As you check the transactions the total number of Cleared Transactions will be updated on the bottom of the screen Cleared Transactions 2 Deposits and Other Credits 675 00 0 Checks and Other Debits 0 00 Transactions not Cleared 10 Deposite and Other Credits 2633 35 15 Lhecks and Other Debits f 65 52 Add Use the Add button to add a transaction that is listed in the statement but not in this screen Edit Use the Edit button to change a transaction Click on the transaction to select it Click the Edit button A dialog box opens that will look different depending on the transaction selected Modify it and click OK Delete If a transaction is not in your statement select the transaction to delete and click the Delete button BANKING BANK RECONCILIATION The Uncleared Balance must be zero to complete the reconciliation If you click the Done button when the Uncleared Balance is not zero the system will give you a notice and not complete the reconciliation You can leave and return to the reconciliation screen at any time and your work will be saved When you click the Leave button the reconciliation screen closes When you are done with the reconciliation and you click the Done button the system will ask you if you want to print the statement You canprint itnow or print the bank reconciliation from the Reports option from the Actions button in the Chart of Accounts at a later time If there is
10. include Account Definitions when exporting to QuickBooks Configuration E aoco Measurement i ower the cradi limit Outgainkg Shipments Urits C Do not receive more cargo Incoming Shipment H Mecelanecus Do not accept more bookings aso C Do not release the cargo Labels Other settings lle v Generales charges automatically _ Accounting ill be closed on before US Customs Syshems m By delaull er cuchomert ane due alley 30 days amp Home Currency usb incoming Massage 3 Zee x Bee Here is a brief overview of the accounting related options that can be config ured from this menu Using consecutive numbers in accounting documents e QuickBooks exporting configuration How your system manages Credit Limits for customers Other settings To generate charges automatically date to close accounting transaction due dates set currencies set fiscal year set peri odic invoicing setting sales tax Each of these options will be explained in detail in the following sections 98 ADVANCED ACCOUNTING FEATURES ACCOUNTING CONFIGURATION MENU Consecutive Numbers Check the boxes in this section to enable consecutive numbering for Invoices Credit Memos Bills Credits and Checks Accounting Uze consecutive numbers Far Document Numbers Invoice 7 Credit Seky e Use different numbers different accounts Accounting
11. ACCOUNTING REPORTS FINANCIAL REPORTS ACCOUNTING REPORTS FINANCIAL REPORTS 72 The Equity section shows the equity for the company total assets minus total liabilities The Retained Earnings line is from the Net Income of the previous years it is money reinvested into the company In Magaya soft ware the closing of the year is done automatically The Net Income line is from the beginning of the current fiscal year up to the report end date A detailed Balance Sheet shows the transactions for the selected period for each account Type 4p Date qp Number Hame Account ii Amount q Balance 4 ASSETS 1012290 16 Current Assets 99665 16 Checking Saving Bank Account 7712 07 Deposit Jum DS 2005 Inde posed Funds B5B Bf E3383 Payment Jun D3 2008 456 Medeci Art Gallery 3929 00 12215 83 Check Junt2 2008 15 Office Depot Supplies Expense 63 00 12142 83 Deposit Jum 272009 Small Business Armi 10000 00 22142 Bill Payment Jun f amp 2008 16 British Accounts Payable 2500 00 19542 83 ze 25 00 19567 83 Mn anm HM MANY 59400 19073 83 Total Checking Saving mem 11364 74 19066 77 Accounts Receivable Accounts Receivable 11354 74 19066 77 Inepica Jun D1 2008 51 Caterpillar Equip Irtepice Juncp1 008 50 Wire 99828 13 Irt mice Junfp1Au0 8 49 Shimano 99828 17 Payment Jun D1 2008 Shimano 41020 The columns of the report show the transaction type date and number the customer
12. i wo Find Filter Actions Page Page gt Options Ni 18 Terrace Miami FL 3j ecelve Payment Void Transaction Save as Recurrent Invoice Nm JuniDTr2008 70172009 Document Number 24 Shipper Caterpillar Equipment Consignes Cartegena construction Ca Entry Date 02008 Origin Destination Carrier Old Dominion Freight Pieces 720 2960 00 Ib Seleck Template History 29 ACCOUNTS RECEIVABLE ACTIONS FOR INVOICES 30 The following Actions are available from the Invoices List view Add Invoice Invoice lnvorce Invoice Irrvaice Invoice Invoice Invoice Invoice Invoice lnvorce Credit Memo Credit itd ug Edit o Delete Ed s Lrane Service 5himana JB wire Caterpillar Equipment Biscayne Bike Shop 5himana JB Wire Caterpillar Equipment 5himana JB wire Caterpillar Equipment Bogota Bike Shop Art Basel Gallery Art Basel Gallery Powerbar Bell Helmets Art Basel Gallery Crown Shipping Crown Shipping ai a Filter 0370272009 0370172009 0470172009 0373172009 Cargo Reports Sales Reports Export bo QuickBanoks R Export to PeachTree g an bo dacument Print Batch Receive Payment Void Transaction Save as Recurrent Recurrent Invoices Choose Column
13. Air Freight Cost Air Freight Service Cost 2425 00 Total Air Freight Cost 2425 00 Ocean Freight Cost Ocean Freight Service Cost Total Ocean Freight Cost Purchases by Item Detail June 1 17 2009 USD dh Date 4p Number 4 Name 4p Memo Oty 4p Cost Price Air Freight Cost Air Freight Service Cost Bill Jun Q9 2009 31 British Airways for Medici 1 00 2500 00 Credit Jun T12 2009 32 British Anas T Total Ar Freight Service Cost In the summary by purchase item report the air freight cost represents 75 296 of the total purchases In the detailed report the accounting transactions related to the purchases are shown 79 ACCOUNTING REPORTS PURCHASE REPORTS Reports by Carrier detail and summary show the carriers the amount you have purchased from them and the percent that amount represents Purchases by Carrier Summary January 1 through June 17 2009 USD 4 Amount 4p of Total 4 Air Canada 480 00 6 0 Anderson amp Sons Trucking Co 182 17 2 3 British Airways 2425 00 30 5 Crown Shipping 4070 00 61 2 Total 7957 17 100 0 Purchases by Carrier Detail 772003 January 1 through June 17 2009 USD T Date 4p Humber 4 heme qp ap Account Amount Balance Air C nada Bil Mar31 2009 25 Oper Accounts Paya 490 00 440 00 Total Ar 430 00 430 00 Anderson amp Sons Trucking Bil Manag Accounts Paya 102 17 12 17 Total Anderson amp Sons
14. Account This activates a dropdown menu Select the account related to this line in the deposit for this example Small Business Administration loan b Enter the amount of the deposit by clicking in the cell under Amount c Type in a description by clicking in the Description cell d If there is an entity or customer related to this line in the deposit enter it by clicking on the Entity cell to activate the dropdown menu If not the Entity field can be left blank You can add as many lines as needed by clicking the Add button again and following the above steps The total amount will increase with each detail you add Click the OK button A Deposit ticket is created Last Add Edit Delete Find Filter Actions zoom HC Cargo Company AW 18 Terrace Miami FL 33177 UNITED STATES Deposit Ticket Account Number husiness loan fram bank Total Amount USD USO 10000 00 Cargo Setem 60 Bank Reconciliation BANKING BANK RECONCILIATION To perform a bank reconciliation go to Chart of Accounts select the bank account to reconcile click on the Actions button and select Reconcile LIndepasited Funds Bank Account Accounts Payable Accounts Receivable Undeposit Inventory Asset Other Cun Other Reports 4 Inventory Income Income Reports Inve
15. Bill 2 Credit Set E Check Set You can add prefixes and suffixes to the numbers Click the Set button In the dialog box that opens enter the numbers as you want them set in the specific accounting document Document Number Hurmbers Format OF Pretis Cancel S utti Start number at The created numbers hawe the following format Prefix Humber 5 uffix Do nat allow duplicated numbers To avoid duplicate numbers click in the checkbox Do not allow duplicated numbers Set Up Exporting to QuickBooks To include Account Definitions when exporting to QuickBooks click this option in the Configuration menu QuickBooks inelude Account Definitions when exporting to QuickBooks Include Customers and Vendors when exporting to QuickBooks This will include the Account Definition from the Chart of Accounts in the output saved from Magaya Explorer and to be used in QuickBooks It is impor 99 ADVANCED ACCOUNTING FEATURES ACCOUNTING CONFIGURATION MENU 100 tant to make sure your accounts have the same names in both Magaya and in QuickBooks to avoid duplicates To include customers and vendors when exporting from Magaya to Quick Books check the box This will create the name in QuickBooks Again verify that the entity names are the same in both Magaya and QuickBooks This options is disabled if you have multicurrencies turned on in your Magaya system If you have the e
16. and click the Refresh button The creation date of the report displays on the top of the report The creation date will be today s date e The Income section shows income from freight and other sources The Cost section shows Cost of Goods Sold such as freight costs The Gross Profit shows total income minus total cost The Expense section shows expenses such as rent salary utilities and other fees you paid for services such as an accountant 69 ACCOUNTING REPORTS FINANCIAL REPORTS The Net Income total is listed on the bottom and shows the company s profit after all expenses have been paid It is the Gross Profit minus the total expense The detailed Profit and Loss Report shows more information such as the item ized cost income and expense 4b Date 4p Number Income Agent Liquidation Income Invoice Apr z 1 2009 Total Agent Liquidation Income Documentation Irnaice rFeB 20 2008 Irn aice Mar 2 2 dmwgs 1 2008 Total Documentation Freight Income Air Freight Income Invoice hans 172009 You can see any transaction in this report by double clicking on it Balance Sheet Shows total assets liabilities and equity The Balance Sheet shows your business as of a certain date and provides a snapshot of your busi ness capital how much it owns and how much it owes It answers questions such as How much debt does the company have and How much money needs to be collected from
17. you will use the Deposit Payment transaction in the Deposits subfolder Use the checkbox when you go to the bank or process a wire transfer funds are immediately deposited Enter the check number from the check that the customer sent you The date will be filled in with today s date Enter the amount of the payment If there are outstanding invoices the payment amount will be deducted from the total You can also click on the Invoices in the list to apply the payment Enter a memo note if needed Click on the invoice to be paid A checkmark appears in the checkbox and the Amount Due changes to Amount Paid To enter a partial payment click in the Amount Paid table cell of the invoice and type in the amount paid 35 ACCOUNTS RECEIVABLE ACTIONS FOR PAYMENTS e Click the OK button when done The Payments List will be updated and display the new transaction Overpayment You can enter an amount that is larger than what is listed in the Invoices screen A notice will appear Magaya Explorer have not applied all available payments to unpaid invoices For this customer Do you want Ea accept this payment anyway and generate credit For che amount of USD 271 15 For this customer This example shows an overpayment of 271 15 Click Yes if you want to accept the payment or click No if you need to make a change The difference will remain as a credit for that customer The next time you
18. 870 00 Les Camions Vite 0 00 75 00 Total AIP Aging Detail December 19 2008 through June 17 2009 USD 4p Date Hame Current Bill Jur D1 2008 28 Crown Shipping Jiu 1 2008 Credit Jun d2 2008 32 British Airways Current 1 30 Bill An 1 2009 B PVC Piping Maw 152009 Bill Apr 2 1 2009 Hn Magaya 152009 Bill Apr21 2008 3 ISLAND EXPRE 172009 Bill 2f Crown Shipping Mayra 142005 Other Reports Other Reports show transaction details trial balance details of checks invoices and bills daily journal sales tax and more aya Mebwork Accounting Meine Options Help Financial Reports r1 Sales Reports k Purchases Reports s Transaction Detail For all accounts F Other Reports counts Mulkicurrency bu ne j Check Detail services Saved Reports pe Client Rates pd etai tes Bill Detail Daily Journal Sales Tax Liability Sales Tax Liability Detail Transaction Detail To see transactions details for a specific account in the Chart of Accounts select the account and use the Actions button To see trans action details for all accounts in the Chart of Accounts use the Reports menu from the top toolbar 81 ACCOUNTING REPORTS OTHER REPORTS Trial Balance A list of the accounts showing the balance for each The total for the Debit column should equal the total in the Credit column This report is used by accountants to match credits and de
19. Amount Pieces Weight Ib Volume eight Ib Journal Entries Journal Entries are used to track nonroutine transactions such as depreciation or sale of an asset When you create Journal Entries in Magaya Explorer they are saved in a list that you can sort and filter 88 Steps Create a Journal Entry ADVANCED ACCOUNTING FEATURES STEPS CREATE A JOURNAL ENTRY 1 Go to the Chart of Accounts and click on the Actions button Equipment Fixed Assets 1625 0 Employee Federal Income Payable Other Current Liabilitte Lash Other Current Assets Other Reports 1 0000 0 Capital Stock Equity Reports Advertising Expense Expense Other Expenses Expense 0 0 Other Incomes Income Technology Expense Expense T 0 0 Utilities Expense Expense C General Journal Entries gt Telephone Expense Expense Divisions Supplies Expense Expense Tax Table Rent Expense Expense Professional Fees Expenses Expense Choose Columns 0 0 Printing and Reproduction Expense Import Postage and Delivery Expense Export licenses and Permis Fxnenze m In F d Wt Add p Filter Actions 2 Select General Journal Entries A list opens 3 Click on the Add button A dialog box opens Journal Entry General Journal E ntry Date Bo e009 M Entry Ma Ei Depreciation of truck Detail USD Account Name Debit Credit De
20. CHECKS 56 down Use this method when you do not have a bill for example you went to Office Depot bought office supplies and paid for them with a credit card When you return to work you update your Magaya Explorer with the transaction When the credit card statement arrives in the mail and you need to pay it use this same method Check to Expense Select the bank account you want to use to pay it and select the credit card company as the Pay to the order of When you add the item in the dialog box the Account Name will be the credit card Accounting Transaction Pay Sales Tax Use this to write a check to the tax agency such as state or county to pay taxes you have collected in invoices for goods sold Accounting Transaction Sales Tax Payment Bank Account Bank Account Number Fap to the order of Florida Department of Revenue Date 6 17 2009 v state sales tay Show Balances Code Balance Credit Amt Due Amt Paid fes Florida State Tax FLZ 1506 000 15 06 i Total Due USD 15 06 Total Faid USD 15 06 Bank Account Balance USD 19073 83 Discount 0 00 Check Amount USO 15 06 Select the Bank Account that you will use to pay this tax The current balance for that bank account is displayed The date and check number are filled in automatically Select the tax agency that you are paying the sales tax to Pay to the order of Actions f
21. Sales Commision Expense Sales Tax Payable Other Current Liabilities Sale Tax Preparation Income gt you can Add Edit Delete accounts as you desire You can enter the opening balances for Bank accounts and othe balance sheet accounts If you do not have all this infoematon now you can enter later The opening balance is used by the system to create journal entry that credits that account for the balance and debits the beginning balance equity account More details about the Chart of Accounts can be found in the topic Chart of Accounts Onthe Items and Services screen add or editthe 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 11 ACCOUNTING WIZARD USING THE ACCOUNTING WIZARD and click the Edit button to make changes The following is the wizard screen for the Items and Services Accounting Wizard Setup Items and Services The ltem and Sernces are used lo track the senaces vou charge for An lem vell appear as line on Irneoice other sales Form ltem and Senaces Code Account Type AGTANC Agent share Agent Liquidation Income AGT COST Agen shane Agent Liquidation Cost Other SALE Sales Commission Sales Commission Other OPENBALESP Opening Balance Experce Opening Balance Expense Other
22. accept a payment from this customer the credit will appear in the list The amount can be applied to future invoices or you can create a refund check Advanced Payment Enter the amount in the Amount field and click The amount will show as a Payment and will be available as a credit toward future invoices Actions for Payments The Actions button in Payments list view or document view enables you to create reports and more Reports b ka document Undeposited Funds Print Batch Choose Columns Export History m T y OP af Pp ey TY Add Filter Actions Reports can be created by account number name currency etc To view a payment select it and choose the Go to Document option 36 ACCOUNTS RECEIVABLE DEPOSITING PAYMENTS To see undeposited funds click on this option A list opens of funds that have not been taken to the bank yet These actions are also available when you right click on a transaction in the list You can also choose the columns you want in your list export data and view the history of a transaction Depositing Payments Deposits of payments that you get from customers can be created in the Deposits List or document view There are two types e Deposit Payment Use this option when you are depositing money from the Undeposited Funds account Deposit Use this when you are making the type of depos
23. balance you might deduct it from that balance When you write the check the Magaya software will subtract the credit If they send you a refund check you can create a Payment which will be a Vendor Refund Payments Payment List When you receive payments from customers the payments will be listed here You can create a customer payment or a vendor refund here by selecting it from the dropdown arrow of the Add button Types of payments you can make Customer Payment Used to record what a customer pays Vendor Refund Used when a vendor sends you money a refund maybe they overcharged you Deposits and Deposit List This records your deposits to the bank Types of deposits are Deposit Payment to deposit a payment you received from a customer Deposit to deposit monies from any other source such as a loan Checks and Check List This records the checks to make payments your vendors The following are the types of checks you can create Bills check to pay regular bills Check to Expense to pay for items that you do not have bills for such as rent salary etc Refund Check a check that you create to give your customer refund Sales Tax a check to pay sales taxes that you collect from Accounts Receivable AR These topics are explained throughout the Magaya Accounting Manual To find any topic quickly go to the Index and click on the index word MAG
24. pies Accounts Recel Tota Burns Storage Units By Agent This report is similar to the customer report but this show the agents This report is very useful for a Logistics Service Provider that works with several agents The reports can be viewed as a summary or as a detailed report All Sales View all the sales in a summary or a detailed report This report looks similar to the customer report 76 ACCOUNTING REPORTS SALES REPORTS Open Invoices Shows invoices that are open not yet paid Open Invoices February 15 through June 16 2009 USD Type Number Da Daa Agng Dua Original Aci Basil Gallary Fast Jum tig 71 15 4600 00 Total Ad Galery eri Milfs Storage Links 5 Juit 2 2008 T4 7T5 Linits 74 75 Equipmeri Irene Mart 509 Miarr31 210808 i Mg 1 2048 May Lo Suns Lie 210079 Total Caterpillar Equipment Shows the invoice date and number how many days it is overdue the original amount and any amount paid and a transaction reference Aging A R View past due Accounts Receivable money your customers owe to your company in a summary or a detailed report In this summary the time period that the account is overdue is in columns across the top showing what is current then what is between 1 and 30 days overdue 31 to 60 days etc Here is an example of an Aging A R
25. this option for the system will add charges to one invoice To invoice customers periodically click one of the options Do not apply Weekly Monthly The option you set here becomes the default in the system The Periodic Invoices option can also be set up in the Payment Terms Pmt Terms tab of any Customer profile In that screen you can determine customer how to apply the periodic invoice customizing how the period invoices are handled for an individual customer To keep the sales tax for purchases you make and hold it as sales tax credit check this box This will apply when you are paying your sales tax For example You create a check to pay sales tax The check is payable to the tax authority or agency such as the state or county The total that you will pay will reflect the 101 ADVANCED ACCOUNTING FEATURES RELATIONSHIP BETWEEN ACCOUNTING AND OPERATIONS deduction of sales taxes you already paid when you made purchases that required sales tax Save the changes you make to the Accounting Configuration wf Save Reset If you do not click on the Save button a message will appear before you can move to another folder or function in Magaya Explorer Magaya Explorer i Would vau like bo save the changes to the Accounting configuration Click Yes or No You can also Reset the options back to the previous settings Relationship Between Accounting and Operati
26. those forwarding agents who owe pou money on your start date Ies ARE vou Forwarding Agents Panama Destination Agent Destination Agent 2 Jamaican Deshnabon Agent 1 Miami Distrbubon Carden Prague Agent Caitegena Construchon Co Saks Filth Avenue French Agent Here pou can Add Edit or Delete forwarding agents as pou desire You vell enter their names and the amounts they ove wou laber you can enter more infomation for each lorwardmg Vendors this includes carriers sales persons and warehouse providers The system will automatically create a bill and send it to AP and the line in the bill will use the beginning balance expense This screenshot shows the Carriers wizard screen The wizard screens for each of these functions the same way Accounting Wizard Opening Balances for Carmers section you wil enter those carers you owe money bo on your start date and Ihe amount you owe l Balance 252 50 j 490 00 Cathay Pacific Cargo 0 00 Carga 600 00 Lima Cargo Ciy X Shipping Line 0 00 France 125 00 Les Camions Vibe 42 00 Almacena Q C Canbbesn funes 0 00 Hamburg Sud Qd e Here vou can Add Edt Delete canes you denne You wall entes ther names and the amounts you ove them laber vou can enter more information for each camer 7 Click the Finish button when you are done Your information will be saved 13 ACCOUNTING WIZARD USING THE ACCOUNTING WIZARD
27. you add will appear in the invoice for the customer to see The Tax Code pulls from the Sales Tax Table Enter the Quantity and Price The Amount will be calculated auto matically The Unit can be a word such as pounds lbs or each The Unit field is optional Click the OK button The charge fills in on the line in the Invoice dialog box You can add as many charges to the invoice as needed by using the Add button The totals are calculated If you need to edit a charge select the line item for the charge and click the Edit button To remove delete a charge select the line item for the charge and click the Remove button ACCOUNTS RECEIVABLE ACTIONS FOR INVOICES 3 Click OK and all the data will appear in an invoice form Invoice Jurnit1120098 JulmT720 08 4c Humba m Shimano Bogota Sike Shop Entry Dale NoviD5 2008 hmnana _ COrigindDestination CLT Tokyo Carrier Fleet Truck Lines Pieces 20 Ib Description of Charges Storage Fee 30 00 Warehouse Receipt 70 Shimano Bogota Shop Pieces 11 Weight zz 010 Volume 9 55012 Maw TKz0D8 JunmdtEczD3 USD Amount Actions for Invoices The Actions button for Invoices provides many features You can access Actions while you are in the Invoice document view or in the Invoices List view The following Actions are available from the Document view 78
28. 14 AFTER COMPLETING THIS TASK When you have completed all the screens in the Accounting Wizard you can modify and add to the information entered at any time by opening the Accounting folder or by returning to the Accounting Wizard CHART OF ACCOUNTS INTRODUCTION Chart of Accounts Introduction The Chart of Accounts is a list of accounts in your general ledger It helps you keep track of your income and expenses by categorizing them by type Then you can generate reports to see the different types of income you are bringing in and what types of expenses you have The Magaya system has many accounts in the Chart of Accounts folder by default You can add accounts that are specific to your business You can have one account such as Documentation for many different items such as the different types of documentation that you charge for including EEI formerly SED air waybills bill of lading etc or you can create one account for each The following screenshot shows a close up of the Chart of Accounts high lighting the Air Freight Cost Air Freight Income and their account type File Edit Sales Operations Maintenance Shipment Magaya Network Accounting Rep O Back Air Ocean round Print F E Magaya Network Mame Type 9 40 Tasks Accounts Payable Accounts Payable 8 Quotations Accounts Hecereable Accounts Hecereable H fe Jobs Advertising Expense Expense fl Bookings A
29. 8 0 00 100 00 Curent Balance 101203 Amt bo Refund Amt Refunded Exchange Aate USD Totals USD 0 00 USD 100 00 Select the A R Account This will pull from the Chart of Accounts If you are working in multicurrency select the account for the proper currency 41 ACCOUNTS RECEIVABLE REFUND CHECK for this check This screenshot shows the dropdown list with the Euro EUR and Venezuelan Bolivar VEB included in the list Accounting Transaction Refund Check Account Accounts Hecervable wt Bank A t Accounts Recewable Accounts Rece aid CU Accounts Hecervable EUR Accounts Recel Pay to the Accounts Receivable WEB Accounts order of E 5 5 O Sh Mena Select the Bank Account that you are using to pay the refund Select the company that you are creating a refund check for Enter a Memo if needed Check the box to show all non refunded credits In the Credits list click on the credit you are working with or enter in the amount for each credit Enter the refund amount in the Amount field Click the OK button A refund check will appear in the viewing pane 42 ACCOUNTS PAYABLE INTRODUCTION TO ACCOUNTS PAYABLE Accounts Payable Introduction to Accounts Payable Create Bills Accounts Payable AP are bills from your vendors that you need to pay The sections of this topic explain how to create the fol
30. AYA ACCOUNTING SYSTEM ACCOUNTING FOLDER ACCOUNTING WIZARD USING THE ACCOUNTING WIZARD Accounting Wizard The Accounting Wizard is designed to help you enter your company s accounting information into the Magaya system This is an easy way to enter the beginning balances for accounts customers and vendors as ofthe date you start using the Magaya system Setting up this information is usually done when Magaya software is first installed If this wizard was not used then it can be used now or at any time It is recommended that you use this accounting wizard and the Startup Wizard It is especially important if you will be working in more than one currency that you select the home currency to match the currency of your country in the Startup Wizard home currency will affect tax transactions The Startup Wizard is explained in the Magaya Cargo System User Manual Part 1 Operations The Accounting Wizard helps you set up your e Chart of Accounts also called the general ledger Items and Services Opening balances of your customers and vendors Each screen in the wizard contains instructions to help you work through the wizard You can go forward and back in the screens to change information When you finish the wizard all the information is saved in your Magaya system Using the Accounting Wizard Follow the steps below to use the Accounting Wizard ACCOUNTING WIZARD USING THE ACCOUNTING WIZARD TASK 1 Gotothe File menu
31. Add Credit Memo option is also available from the Add button on the bottom toolbar in the Invoices List 43 Invoice Ast Supplies 03 31 2009 04 90 2005 zc Deoa Suphi TM Imooice rowan 4m 09 Bl List En C aberpillar Equipment 3002 23 4A 2008 E n Eds ranis Senace RA xxm OA LAKE 40 Semana aa za 03 91 2005 Payment List 41 JB wire 3401 2003 03 31 2005 Deposits 42 Imece Caterpillar Equipment 03 01 2003 03 91 2008 Deposit List 35 Invoice Biscapre Bike Shop 02 20 2008 03 22 2008 5 Checks 30 Invoice Shimano 0201 2009 0303 2005 hack LW 32 invoice JE Wire Ca T 34 Imeice pnis Equipment 2009 Meriete nie Cukai 29 Invoice piama 1731 2008 fil Incoming Shipments 18 wie Co Ones MNANE 001 Miscellaneous 33 imempa Catena Equomert nan 2009 014317200 28 lmenta Bagols Bake Shop 12 16 2008 017157200 25 Ime ce Barel Galley 12 15 2008 0171472005 24 Basel Gallery 12 15 2008 01 14 2005 23 Emm 12 11 2008 01 10 200 22 1211 2008 qnaa 12 02 2008 0108 2008 0108200 ACCOUNTS RECEIVABLE CREDIT MEMOS A dialog box opens It has three tabs the first tab is used for all the credit memo transaction details the others are for Notes and Internal Notes Accounting ransaction Cr
32. An A R A P and bank account will be created automatically for the activated currency How to Add a New Currency to the Currency List Click on the Currency List button 93 ADVANCED ACCOUNTING FEATURES MULTICURRENCIES Click on the Add button Currency List Cade DecmalPlacez Active Cale E Bokvar Fue Ye 6 25 2008 E United States Yes 11 17 2008 Venezuelan Tes 11 17 2008 O Thai No 1117 2008 C Tawan Dola No 11 17 2006 Seve 11 7 7 2008 Swedeh TIA 77 2008 O SriLanka Ru 1 USD 11 17 2008 O South 247 28 a No 11 1 772006 11 1 7 2008 No 11717 2006 No 11 17 2008 No 11 17 2008 Yee CESS 2008 11 772008 No 11 17 2008 Ont and That cunency i actes O Malanin O Japanese Bo Po PB PR BRI ET of 27 elements Enter the currency name and code The symbol is optional Enter the current exchange rate and today s date Click on the checkbox This currency is active Click the OK button The currency is now available in your system How to Manage Exchange Rates To change the exchange rate of a currency select the currency and click on the Edit button or double click on the currency A dialog box opens 94 Currency List Mame Code Hate Account Decima O South African Re Currency E
33. DFEHBALINC Opening Balance Income Balance Income AIRFGT INC Am Freight Senne Pur Freight Income Freight AJRFGT COST Freight Senace Cost Freight Fresghi DCEFGT4NC Ocean Freight Service Ocean Freight Income Freight DCEFGT COST Ocean Fresght Seice Cot Ocean Freight Cost Fresghni Ground Fresaht Senace Ground Freight Income Freight lt Here you can Add Edit Delete items you decre There a drect relationship between Items and Accounts lor example when vou create an iem for senice you sell vou associate an income accourt For more details on Items and Services see the topic Items and Services 6 Click the Next button to move to the next screen entering opening balances for forwarding agents In the Magaya system forwarding agents are considered customers Add or edit opening balances by clicking on the Add or Edit buttons for Customers this includes forwarding agents When you enter the opening balance for a customer the system will automatically create an invoice for the customer for that amount that will go to AR and the line item will be assigned to the Items and Services for beginning balance 12 ACCOUNTING WIZARD USING THE ACCOUNTING WIZARD income The screenshot shows forwarding agents the Customers screen functions the same way Accounting Wizard Opening Balances Forwarding Agents In this section you wall enter
34. Magaya Cargo System User Manual Part Il Accounting Guide to Invoicing Payments Banking Financial Statements and more Magaya 11 1 Logistics Software Solutions 1 Table of Contents How To Use His Wana hori Se ow in og ue ie REC Sara 3 Introd HetlolP cd ant ae tse ey eee 3 How this Manual is Organized 22994259 e 005 Ad Re TOL RS e RU PRREROSA SP Gs 3 Aere 4 Magaya Accounting System TIE EXE 5 IntrOQuellOD ini ee ba e debt e ae bese eek CARER ek iENPA AE 5 ACCOUBEUITS FOIE v5 2 ib tate aC eg 6 ACCOUNUNG e ale Siete toca Db Ed 9 Using the Accounting Wizard 9 Chart OF ACCOUMES oo ERR i he B Va e oda ee eee M E eau 15 CITROEN 15 How to Add to the Chart of Accounts 16 Diepsbysstep PIOGCQUEe coq aei Ro Wate whe ee D te D en 16 Actonsdn hart ob ACcounts 3 4 5 224 6 has EER 18 Items and Services ox ew xac REN oe Ewa we AU eee ale eae 21 Introduction to Items and Services 21 tems and Services 22228 zd xao ke ed bn S 22 Actions Performed with Items and Services
35. ORTS 84 The Gain Loss column shows the amount gained or loss in your home currency Unrealized Gains and Losses This report shows the balances for your accounts in different currencies When you pay a bill or receive a payment for one of these currencies the balance of that bank account AR or AP will reflect the result of the transaction The columns in the Unrealized Report show the following for the AP AR and bank account for each currency The account name for each currency The current balance shows the amount in AP AR and the bank account The Balance column shows the amount in your home currency The Adjusted Balance shows the previous original balance before a change The Exchange Rate column shows you the rate of the currency The Gain Loss column shows the amount gained loss in your home currency Additional Information To compensate for fluctuations in currency rates some carriers charge a Currency Adjustment Factor CAF The CAF is a percent of the base freight To turn on multiple currencies in your Magaya system go to Maintenance gt Configuration gt Accounting ADVANCED ACCOUNTING FEATURES SALES TAXES Advanced Accounting Features Sales Taxes The following sections will explain advanced accounting features available in Magaya Explorer The features are e Sales Taxes How to define sales taxes in the tax table and how to use them Journal Entries How to create jo
36. PrintBatch Le 2o03 Bill Fayment 20 Suga Ch Col 009 Deposit MOM 2009 Check 14 009 Check 19 Miam History 72004 63 BANKING BANK RECONCILIATION 64 ACCOUNTING REPORTS INTRODUCTION TO ACCOUNTING REPORTS Accounting Reports Introduction to Accounting Reports Magaya Explorer offers accounting reports including Financial Reports Standard financial reports such as Profit and Loss reports and Balance Sheets Sales Reports These reports provide information about sales by item or by customer about open invoices and aging Accounts Receivable Purchases These reports provide information about purchased items carriers and vendors about unpaid bills and aging Accounts Payable Multicurrency Reports View any gain or loss by doing business in multiple currencies You can access reports in different ways in Magaya Explorer such as from the Reports option on the top menu Shipment Magaya Network Accounting Options Help Financial Reports E LJ Sales Reports Ground Purchases Reports TuS Other Reports d lt Chart of Accounts Items and Services Saved Reports Standard Client Rates Table Carrier Rates Table B Invoices Queue of Documents B Invoice List Table Each report type has a submenu with additional options You can also access reports that were saved You can also find many reports by using the Actions button in any Accounting list such
37. S uds uaa ea 57 Making TCO M BIE ee 58 Bank ReconctltatlQm s os uec nor b ER E ae es 61 ACCOUNTING Reports such E Scie ERN E We a ee eee ee Ee 65 Introduction to Accounting Reports 65 Se OOS IE Wolk MEd a 68 SES REDO Scusa sa a ee ees PN Lan Maga ae wa eee AM ea eee 79 Purchase Reports 1a seu y d bt EY deron bier thon 78 Other Reports seme Rr RE LEXEREETIRSXA4RLEERITAXRNERIXA RAE AREE 81 hoo a 83 Advanced Accounting Features 85 a DOS qt PECORE 85 Steps Adda DR IQ ER 85 Journal Entries ase be PRAE RP Rd 88 Steps Create a Journal Ehtty xd eee t 89 ACIOS mEnE EES tease eres ashes on ice ae es tl 91 Accounting Configuration Menu 98 Relationship Between Accounting and Operations 102 Index How USE THIS MANUAL INTRODUCTION How To Use This Manual Introduction Welcome to the Magaya Cargo System User Manual Part 2 Accounting This manual is designed to teach you ho
38. Singapore Dollar Morwegian Krone O New Zealand Dic Mexican Peso Malaysian Aingg O Japanese Y en O Indian Rupee Exchange 0 701 per LSD Hungarian Forint O Fong Dalla Last Update 11 17 2008 A Euro 1 Chinese Yuan Decimal Places 2 O Canadian Dollar O British Pound This currency i active Cancel Cancel Help x Add Edit Delete Filter IHInFilEer Actions Close ADVANCED ACCOUNTING FEATURES MULTICURRENCIES e Enter the updated exchange rate in the Exchange Rate field Select today s date Click the OK button to save the changes You can also manage exchange rates while you are working in a transaction This is the most efficient method of managing the exchange rates because the system will update the exchange rate table for you based on the modifications you make in a transaction For example if you are working on a shipment and modify the exchange rate the system will ask if you want this modification to be saved in the Currency List and to update the rate for all transactions If you only want to use this currency for this transaction click No If you want to save the change click Yes This will update the Currency List and you will not have to go to that list to update it It will update automatically How to Enter an Operations Transaction in a Different Currency When you are working in an operations transactions such as Pickup Orders W
39. Trucking Co 182 17 1g2 17 e In the summary report the largest percent of purchases was from Crown Shipping 61 2 for this time period e In the detailed report the accounting transactions related to the purchases are shown The Purchases by Vendor reports show what you purchased or paid to a vendor such as the telephone company or vendors who provided services to you The summary and detail reports look similar to the reports by carrier The report of All Purchases shows the purchases you have made from all vendors carriers etc The Unpaid Bills report shows the name of the vendor the date transaction number a reference the due date and number of days old and the amount due Unpaid Bills February 17 through June 17 2009 US D Type 4p Date Air Canada Bill M3rf 31 2008 25 Master 663 Apr 30 2008 48 480 00 Total Air Canada 46000 British Airways Credit Jun 272009 T00 otal Alnwawys e Bills and credits are included in the Unpaid Bills report 80 ACCOUNTING REPORTS OTHER REPORTS Aging A P Reports provide information on overdue accounts Note If a trans action was paid and you run a report before the date of payment the transaction will not show as aging To see what was open use the Open Invoices report Aging Summary December 19 2008 through June 17 2009 USD 4p Current 4p 1 30 4p 31 60 Air Canada OC 460 00 British Airways 79 00 D 0 00 Crown Shipping 00 00 800 00 BDU 00
40. USD 457 50 USD 58426 70 USD 57353 20 103 ADVANCED ACCOUNTING FEATURES RELATIONSHIP BETWEEN ACCOUNTING AND OPERATIONS 104 3 4 Liquidation of CRs WRs shipments and other transactions is explained in the Magaya Cargo System User Manual Part 1 Operations Each operations transaction can have a list of accounting transactions Invoices and Bills related to it For each operations transaction you can click on the Actions button and select the Transaction Listing gt X 9 2 28 6 2 Find Network Send EMail Task Refresh Y X x lt Edit Delete Find Filter Actions zoom Ocean Shipme verify Packing D 34 Miracle Mile Caral Gables FL UN Exclude From Tracking Add to job Set Reset In Transit Select Template FF2UDS C ene Taylor History X Release By Each accounting transaction Invoices and Bills has a list of operations transactions related to it For most of the Invoices and Bills there is only one related transaction The exception is for Periodic Invoices which will often have more than one related transaction Then you will see a History button ADVANCED ACCOUNTING FEATURES RELATIONSHIP BETWEEN ACCOUNTING AND OPERATIONS In this screenshot this Invoice is related a Shipment To view the details of the Shipment click on the Shipment button To go to the Shipment click on the arrow button Accounting Transaction Invoice Notes intemal Not
41. VITIES Equipment EI Het cazh provided by Investing Activities FINANCING ACTIVITIES Opening Balance Equity Financinc Capital Stock Het cash provided by Financing Activities Met cash increase for period 5430 07 Cash at beginning of period 15424 06 Cash at end of period m 20854 13 The summary of net income from operating activities for the time period is listed first This shows actual cash that has come in and what you have spent It does not show what you have invoiced customers only what is received or spent e The Investing section shows cash used spent for investing in assets and the proceeds from the sale of other businesses equipment making or collecting loans or long term assets Any changes to these accounts gains 73 ACCOUNTING REPORTS FINANCIAL REPORTS 74 or losses will show here This example shows zero investing because this cargo company is not buying or selling any businesses etc The Financing section shows cash you paid or that you received from issuing and or borrowing of funds or other outside financing activities For example if your company has stock and you sell it the cash brought in by that sale would show on this part of the report Also paying back a bank loan shows as a use of cash flow This example shows zero because this cargo company is not issuing stock etc The Cash section shows the net cash increase for the period and the cash at the beginning and
42. agaya system changes can be made in the Maintenance Configuration Each line can be in a different currency if you select an account that is in a different currency but the amount shown in the Debit and Credit columns are shown in home currency eneral Journal Entry Date 822009 v Entry Ma Memo Opening Balance for Sauther VH Property Dision Detail USD Account Debit Credit Description Entity Curency Excl Southern WH Property 25000 00 Opening Balanc USD Opening Balance E quit 25000 00 0 00 Opening Balance ADVANCED ACCOUNTING FEATURES MULTICURRENCIES e Exchange Rate is used to enter the exchange rate if you create this journal entry in another currency This is the exchange rate between the currency you have selected and the home currency that your Magaya system is set up with e The sum of all the Debits must be equal to the sum of all the Credits to keep the entry in balance The system will not let you add an Entry that is not in balance 5 Click the OK button The entry will be added to the list and posted to the appropriate accounts General a Humber Date Debit USD Credit USD 001 5 28 2009 Depreciation of truck 2000 00 2000 00 Multicurrencies This section will explain how to set up your Magaya system to work with multiple currencies how to activate existing currencies from the Currency List or add new ones to
43. an error to fix you can go to the Transaction Listing for the bank account in the Chart of Accounts and clear or unclear the transaction there We Accounting amp y Chart of Accounts Expense Bank Account Bank Account Bank Account Items and Services Bank Account BAL Bank Account Standard Client Rates Bank Account D anl unk Carrier Rates Bank Account EUR Other Reports E Invoices Bank Account MXN Reports E Invoice List Bank Account VEB a Bill Bank Service Charges za Bills ew Bill List stock Reconcile B9 Payments Cost of Goods Sold 9 Payment List Cost of Services GERENA Journal Entries Deposits u Aa Divisions Deposit List Custom Broker cost Tax Table Checks Customs Broker mcome Check List Depreciation Expense Choose Columns Outgoing Shipments Income Tax import g Incoming Shipments LL fet wass eddie d Export Equipment r 7 Add Edit 1 Miscellaneous Delete Select Transaction Listing from the Actions button in the Chart of Accounts for the bank account The list opens In the list you can right click on a trans action and choose to clear it Transactions for Bank Account Date Number Applied to Type H Payer Clow Goto oemet Bill Payment Clear Unclear Transaction Deposit Bill Payment 21 Lan d
44. and select Accounting Wizard The Welcome screen opens Accounting Wizard Welcome to the Accounting Wizard The following steps will quide through Choosing the Company Fiscal ear Setting up the Chart of Accounts Setting up the Items and Services Entering the opening balances for customers vendors etc Click on the Next button to start 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 The system will use this month to automatically close the year 4 On the Chart of Accounts page add or edit accounts as needed The software provides a default list of accounts It is recommended that this information be entered in the wizard so you can use the accounting features in the Magaya software Also enter opening balances for 10 ACCOUNTING WIZARD USING THE ACCOUNTING WIZARD accounts that you need such as petty cash and bank The following is the wizard screen for the Chart of Accounts Accounting Wizard Setup the Chart of Accounts The Chart ol Accounts is the most important step when defining pour accounting The stem has ceated default Chart ol Accounts which can suit the needs of many businesses Chat al Account Accounts Hecer able Accounts Payable Bank Account Lirdepeosibed Fund D peninig Balance Equity Agent Liquidation Cast Of Goods Sold
45. arehouse Receipts Shipment etc the charge can be set to any currency acti vated in your Magaya system Income Freight Charge cean Freight Charge N ntes Freight Service Class Description Apply to Paid as When you liquidate an operations transaction that has charges in multiple currencies separate invoices will be generated for each currency The currency in a shipment can be defined by using the Actions button The currency of the shipment is used as the currency of the Invoice or Credit Memo generated for the agent in the liquidation 95 ADVANCED ACCOUNTING FEATURES MULTICURRENCIES How to Enter an Accounting Transaction in a Different Currency When you create an invoice you can set the currency by selecting the AR account That will define the currency for this invoice Accounting Invoice Notes Intemal Notes Number Account Accounts Receivable Accounts Receivable Accounts Receivable Due Date SE Accounts Fieceivable Division Transaction Date Charges Prepaid Aur Freight Service Yes Status Description lt Paid as Prepaid Exchange Habe O46 Apply to Venezuela Shoe Distributors Account Recevable Accounts Recerable Accounts Accounts Recerv able Amount Tax 780 00 I uanitily Price 1 00 780 00 78000 Tax BF 0 00 80 00 BF 0 00 Total Amount Amount
46. as how to write checks in Magaya soft ware how to make deposit tickets and to reconcile the bank account e Reports include financial reports such as Profit and Loss Balance Sheet and Cash Flows other reports you can make include sales and purchase reports trial balance transaction details and more How To USE THIS MANUAL WHERE TO FIND HELP e Additional topics include working with the Tax Table setting up your company divisions and document numbering in Magaya software creating Journal Entries working with multicurrencies and more Where to Find Help If you have questions or need help you can contact Magaya Corporation Phone 786 845 9150 Email support magaya com The Magaya Cargo System User Manual is available to view or download from the Magaya website www magaya com Use of the Magaya software and its documentation are governed by the terms set forth in your license Copyright 2009 by Magaya Corporation All rights reserved MAGAYA ACCOUNTING SYSTEM INTRODUCTION Magaya Accounting System Introduction All Magaya products include a complete accounting system that is integrated with the operations features in the software For example when you add charges to a Warehouse Receipt or Shipment the Magaya system transfers all the infor mation so you can create bills invoices and other accounting transactions easily The following diagram illustrates the accounting processes and the financial reports incl
47. as the Invoices List Payments List Bill List Deposit and Check Lists to see reports specific to each of these types of accounting transactions The 65 ACCOUNTING REPORTS INTRODUCTION TO ACCOUNTING REPORTS Actions button in the Chart of Accounts shown below and in Items and Services also gives you access to many financial reports Other Reports Reports Profit and Lass Profit and Loss Detail Transaction Listing Reconcile Profit and Loss by Operations Profit and Loss by Operations Detail General Journal Entries Divisions Balance Sheet Tax Table Balance Sheet Detail Choose Columns Statement of Cash Flows Import Transaction Detail lt Bank Account Export Transaction Detail For all accounts Trial Balance Missing Checks Daily Journal Reconciliations Chart of Accounts Actions button Sales Tax Liability Reports Sales Tax Liability Detail Mulkicurrency Viewing and Working with Reports You can customize the reports by changing the columns and the currency by using the Actions button or filter the report with the Filter button The date range can be changed using the date fields at the top of the list Click the Refresh button to see changes After you customize a report you can save it When you open a saved report it will display with all the customized features saved 66 ACCOUNTING REPORTS INTRODUCTION TO ACCOUNTING REPORTS To save a report click on the Actions butto
48. bits Trial Balance As of June 17 2009 USD T Debit 4p Credit Equipment 1525 00 0 00 Current Asset 2000 00 0 00 Petty Cash 125 00 0 00 Cash 0 00 10000 00 Depreciation Expense 0 00 2000 00 Undeposited Funds 1500 00 0 00 Bank Account 19667 83 0 00 Accounts Payable 0 00 47434 50 Accounts Receivable 98528 86 0 00 Agent Liquidation Income 0 00 2300 00 Ground Freight Income 0 00 210 00 Ocean Freight Income 0 00 JJ3 2 Air Freight Income 0 00 4100 00 Documentation 0 00 110 00 Check Detail Lists the checks written the type of transaction the check number customer or vendor name amount and each line included in the check Use this to see a detailed view of your expenses Check Detail January 1 through June 17 2009 USD Type 4r Date Name Account Bill Payment Mar s 2008 12 Anderson amp 50 delivery tee Hank Account Bill waria 2 Anderson amp Sun Master a Bub Accownls Aaya 72271972008 18 Anderson amp Spn Master TTT Accounts Paya _ 28451 Apr21 22009 13 Magaya Bank Account Apr t209 27 Wagaya Mase 123 Paya 00 Invoice Detail Lists the invoices for the time period selected the type of trans action the invoice number and other information The report looks similar to the Check Detail report Bill Detail Lists the bills for the time period selected the type of transaction the bill number and other information The report looks similar to the C
49. ccount v Date E 9 2008 Show all undeposit funds Payments USD D eposted Date Amount vf Yes Shimano 06 01 2009 60 00 Yes JB Wire Co 06 01 2009 _ lindepost Deposit Exchange Hate T atals usp o USD 668 80 Click the OK button when done A deposit ticket is ready dC X amp gt Add Edi Delete Find Filter Unfilter Actions zoom MAC Cargo Company 725 MEY 18 Terrace FL 33172 UNITED STATES Deposit Ticket Account Name Bank Account Total Amount USD The payment is now considered deposited 39 ACCOUNTS RECEIVABLE ACTIONS FOR DEPOSITS Actions for Deposits Refund Check 40 The Actions button for Deposits can be accessed from the document view or list view for the following options Reports By account name memo etc Go to Document The Deposit appears in the viewing pane Void Deposit This will void the transaction but not delete it so there is a record of the void Print Batch This will print the transactions you have filtered Choose Columns A dialog box opens with options to include or exclude columns and rearrange them Export A dialog box opens where you can select the location folder to export data History A dialog box opens showing any transactions related to the trans action you have s
50. ce into Recurrent Invoice that can be charged to the customer every month or time period you set e To view a list of recurrent invoices use the Actions button and select Recurrent Invoices Other options in the Invoices List are the export and import functions to send data out to another system or bring data into Magaya s database You can also choose the columns or view the History of an invoice by selecting the invoice and the History option in the Actions button list All of the above actions are also available when you right click on a transaction in the list Credit Memos are issued if you overbilled a customer or if you need to give a discount after creating an invoice You can create a Credit Memo in Magaya Explorer from the Invoices List view or Invoice document view Follow the steps below to create a Credit Memo 31 ACCOUNTS RECEIVABLE CREDIT MEMOS 1 Go to Invoices and click on the Add button Select Credit Memo Cahemillar Equipmeni Catena Cansinuriibn Decatur pg Caterpillar Equipment 32 123 em St FL Parcs iugi ait UNTED STATES Cuominian rx i398 DO ib af Charges Amon Tinaga simam tee for On Hand cargo from Caterpillar 172100 16 0 55 4102 Warahouse Recast 24 Calempilar Equipment Categana Ca Piacak 288 Weigh 1172 Velen GAS Epit 120086 Masi The
51. customer to see Enter the quantity and price The amount is calculated automatically 2 cc Units is optional examples are pounds Ibs each etc Click the OK button The information is saved in the Bill transaction You can add as many charges as needed On the Bill screen enter any Notes or Internal Notes as needed by clicking on the tabs 45 ACCOUNTS PAYABLE ACTIONS FOR BILLS Click the OK button when done The bill will be updated in the Bills List or the document P M Re A lt First Previous Next Last Add Edt Delete Find Aker Actions Foon Pay Bill Void Transaction Crown Shipping Ft Lauderdale FL UNITED STATES Save as Recurrent Select Template NN n fistory IHWC Cargo Comparty 8725 NW 18 Terrace Miami FL 33172 UNITED STATES DesmilonofChages mw Ocean Freight Service Cosi cast of rexerving a X container 1 00 BUD LU Actions for Bills When you are viewing a bill you can click on the Actions button to pay the bill void it save it as a recurring bill select a template or view the history Each of these will be explained in this section First let s look at the Actions button menu from the document view oM eer xe lt 5 First Previous Next Last Add Edt Delete Find Fiter Actions Zoom Pay Bill Vo
52. customers This report is cumulative it will show the figures from the first day of your business until the end date of the report 70 The following is an example of a summary report HWC Cargo Company Balance Sheet As of May 31 2009 USD pee dk Total di i ASSETS rurrent Assets Checking Saving Bank Account 7 712 D3 Total Checking Saving 7712 03 Accounts Receivable Accounts Receivable 99826 13 Total Accounts Receivable 99892813 Other Current Assets Cash 10000 00 Petty Cash 125 Current Asset 2000 00 Total Other Current Assets f8 75 00 Total Current Assets 99665 16 Fixed Assets Equipment 1625 00 Total Fixed Assets 1625 00 Other Assets 0 00 TOTAL ASSETS 101290 16 LIABILITIES AND EQUITY Li b z Current Liabilities Accounts Payable Accounts Payable 46709 50 Total Accounts Payable 46709 50 Other Current Liabilities Depreciation Expense 2000 00 Total Other Current Liabilities 2000 00 Total Current Liabilities 48709 50 Long Term Liabilities 0 00 Total Liabilities 46709 50 SS 2 er Equity Opening Balance Equity 125 00 Total Other Equity 125 00 Retained Earnings 47213 Net Income 5242 00 Total Equity 52580 66 TOTAL LIABILITIES AND EQUITY 101290 16 The Assets section summarizes current and fixed assets such as Accounts Receivable bank accounts cash etc The Liabilities section summarizes current liabilities such as Accounts Payable loans credit cards etc
53. different currencies You must have multiple currencies turned on in your Magaya system and trans actions conducted in those currencies in order to have any information appear in one of these reports If the exchange rate does not change or you do not update it in Magaya Explorer no changes will be reflected in the reports There are two types of Multicurrency Reports available Realized Gains and Losses This report shows transactions that have a gain or loss that became realized actual because a payment was received for an invoice that had a currency rate change or because you paid a bill that had a currency rate change For example you invoice a customer for 250 Euros when the Euro was 1 75 They pay the 250 Euros due but the value of the Euro has decreased to 1 60 on the date you make the deposit The report will show a realized gain for that account If the Euro did not change the report will not show anything The columns in the Realized Report show The Type of transaction such as Payment or Bill Payment The date of the transaction transaction number The Entity associated with that transaction such as the company that you paid the check to The Original Amount column shows the amount that the transac tion was originally set in Realized Amount column shows that actual paid amount Exchange Rate column shows you the rate of the currency 83 ACCOUNTING REPORTS MULTICURRENCY REP
54. e USO 0 00 The Invoice number fills in automatically For information on setting up the numbering of invoices see the topic Accounting Configuration Menu Select the customer that you are invoicing from the Apply to drop down menu The address for the customer will fill in automatically If you need to change the address for this transaction click on the Change button Select Accounts Receivable for the Account field If you are working in multiple currencies there will be at least one account available in the dropdown for each currency To make the invoice in one of those currencies select it from the dropdown list For infor mation on setting up your Magaya system to work with multiple currencies see the topic Multicurrencies The Transaction Date is set to today s date The Due Date is set according to the payments terms for that customer If you have set 30 days the system will fill in the date auto matically 27 ACCOUNTS RECEIVABLE CREATE INVOICES 28 Click the Add button in the invoice dialog box to add charges A new dialog box opens Charge Information Charge Notes ia Luantity Unit Price Amount The Type you apply will pull information from the Items and Services list The Type dropdown list for invoices will show you only Items and Services that refer to Income accounts Add a description optional Additional information can be added in the Notes tab Any notes
55. e following is all the Actions Create Cargo Reports Select a bill click on the Actions button and click on the Cargo Reports option Select the type of cargo report you need The Cargo Reports relate the operations and accounting information in the Magaya system enabling you to see reports such as how much you have billed for certain ports or destination agents Create Purchase Reports Use this option to create reports of all unpaid bills or unpaid bills as of a certain date Other options are create an aging accounts payable in detail or a summary report and a Bill Detail report The report opens in the viewing pane You can adjust the columns in the reports save a report filter the information or export the report data Export the data in the bill list to QuickBooks or PeachTree accounting software programs to export the bills you have filtered and to save them on your computer or other directory in a file format that can be imported in those applications To view a bill select the document to highlight it and select Go to Docu ment Print a batch of bills you filtered Pay a bill A dialog box opens For information on filling in the fields see the section Create Bills 47 ACCOUNTS PAYABLE BILL CREDITS Bill Credits 48 Void a transaction Select the bill and click on this option to void a trans action e Save as Recurrent This is useful to create a recurring bill based on the bill you ar
56. e viewing if it is a bill you need to pay each month Recurrent Bills This will display a list of recurrent bills Choose columns in the list Import or Export data into or out of Magaya database History This opens list of any transactions related to the one selected A Bill Credit is a credit from a vendor The credit may be the result of an over payment you made to the vendor or if they overbilled you If they send you a refund check you will create a Vendor Refund in the Payments List The following steps explain how to process a Bill Credit in Magaya Explorer In Bills document or list view click on the Add button and select Bill Credit Ed s Crane Service 12 05 2008 Custom Broker 12 05 2008 Bill s Storage Units 12 05 2108 Canada 12 04 2008 hipping 12701 2008 44 Wn aS 7 xf Filter Actions Edit Delete ACCOUNTS PAYABLE BILL CREDITS A dialog box opens There are three tabs Credit Notes and Internal Notes The date and transaction number are filled in automatically Accounting Transaction Credit Notes Inteinal Notes Number uen Crown Shipping Account Accounts Payable SOIRS UE ELS Change Change Transaction Date 67 1 2005 Address Change Ft Lauderdale FL UNITED STATES Charges e ep ee Adds lt Exchange Aate usp Total A
57. ect the Bank Account to use for this check The balance for the bank account selected is displayed on the bottom of the dialog box The date is filled in automatically Select who to pay the check to Pay to the Order of If there are any existing credits the amount will be displayed at the bottom of the screen Add a memo as needed Check the box to show all open bills in the Bills List ACCOUNTS PAYABLE VENDOR REFUNDS Click on the bill to pay or the Bill Credit to apply to this payment Enter the amount paid in the Amount field e the OK button when done The check will display in the viewing pane Vendor Refunds A Vendor Refund is available in the Payments subfolder Use this when you receive a refund from a vendor To be able to receive a refund check from a vendor you need to have a bill credit for that vendor in the system Go to Payments in the document or list view and click on the Add button M n 4 vY X 9 Ble X First Previous Add Edit Delete Find Filter Actions Customer Payment vendor Refund HVVC Cargo Company oro My 18 Terrace Miami FL 33172 LIMITED STATES Check Mum AT D Medeci Art Gallery Items du Pickup 27 Original 4m ount 3825 51 ACCOUNTS PAYABLE VENDOR REFUNDS 52 Credits USD lt gt Cunent Balance 9705 83 Amt ta Refund Amt Hefunded Exchange Rate USD Totals USD 0 00 USD 100 00 A dialo
58. edit Memo Motes Intemal Notes Number 52 Apply to Air Jamaica Account Accounts Receivable gt Transaction Date 84 372009 v Address Kingston Charges Status Descnption Prepaid Quantity Price Amount Add amp Paid az Amaunt USD 000 USD 0 00 Exchange Rate USD Total Amount USD 000 Remaining Credit usp 000 e The fields in this dialog box are the same as in the Invoice dialog box See the Invoices section for details Reminder All amounts will be treated a negative a subtraction for the selected accounts and items When a credit memo has been paid to the customer either in a check or credit on a balance the status will be updated in the Invoices List You can also see the status on the toolbar similar to the Invoices When you enter this transaction it will show a negative deduction in Accounts Receivable 33 ACCOUNTS RECEIVABLE PAYMENTS Payments A Payment is a check your receive from a customer To create a Payment 1 Click on the Add button and select Customer Payment Py ERE Sas Macieira beimak py uil Gece Help HV Cargo Company 8778 MAN 17h a Payment Recelpt FL 32172 Dil i2 12008 Anan Fb vs zin mound amol Faki A dialog box opens Accounting Transaction Customer Payment Account Accounts Receivable Check Number 4555
59. elected There are two different types of refunds you can create in Magaya Explorer The Refund Check function is located in Checks list and document view Use this when a customer overpaid you and you will write them a check for the amount In order to issue a Refund Check a credit must exist for that customer either as a Credit Memo or as an advanced payment or an overpayment A Vendor Refund is available in Payments Use this when you receive a refund from a vendor For details on vendor refunds see the topic Accounts Payable Follow the steps below to create a Refund Check ACCOUNTS RECEIVABLE REFUND CHECK In Checks click on the Add button and select Refund Check i4 ox o First Previous Last Add Edit Delete Find Pay Bills Check Check Expense Cargo Compan 8725 MV 18 Terrace Pay Sales Taxes Miami FL 33172 PAY TO THE ORDER OF TIRE UNORE Crown shipping Ft Lauderdale FL LIMITED STATES refund A dialog box opens Accounting Transaction Hefund Check AAA Account mee Recenable Number 4 Bank Account Bank Accoun d Dae 12 5 2008 Fay to th dd of Art Basel Gallery Amount 050 1100 00 refund for overpayment C Show all non refunded Credits Credits USD Humber Amt Art Dives Yes Payment 67
60. end of the period Profit and Loss by Operations This is a unique report only available in Magaya software It lets you see the profitability of your business from a different angle When you use the accounting features in Magaya with operations each opera tions transaction will have several accounting transactions such as bills and invoices related to it This report will list each operations transaction for the time period with the associated income expense and profit coming from the related accounting transactions Here is an example of a Profit and Loss report by operations AWC Cargo Company Profit and Loss by Operations December 18 2008 through June 16 2009 USD Operations Pickup Orders 4f 3829 00 Total Pickup Orders 9929 00 3829 00 0 00 9 00 0 00 29 00 114 75 75 D nipments chipment20 Master 7155 Booking Master 66345 Booking BN343 Total Shipments 1 Total Operations _ _ _________ d 4196 92 Miscellaneous Other Incomes 74 93 Other Expenses 7 266 00 The date range of the report is displayed on the top This is the date of the operations not of the accounting transactions For example the report will show invoices for the operation transactions whether they fall into this period or not Sales Reports ACCOUNTING REPORTS SALES REPORTS The operations are on the left and the transaction numbers are listed under each type of operation The inco
61. ense 54 check to pay sales tax 56 reports 58 save as recurrent 58 void 57 Clear or unclear transaction 63 Closing date 101 Cost of Goods Sold 75 Credit card account 17 Credit card payment 55 Credit limit 100 Credit Memo 31 Currency add a 93 Customer Payment 34 D Daily Journal 82 Deposit 37 58 void 40 Deposit payment 37 58 Deposit ticket 39 Due date 101 E Equity 72 Exchange Rate set up or change 94 F Fiscal Year set or change 101 G Gross Profit 69 H Home currency 92 I Invoice numbering 27 status 26 Invoices 26 open invoices 30 Items and Services 21 add new 22 resale item 23 J Journal Entries 88 L Liabilities 71 M Multicurrencies working with 91 Multicurrency 83 N numbering 99 O Opening balances 12 Overdue transactions set date 101 Overpayment 36 P Pay bills 50 Payment 34 deposit 37 Peachtree 30 Periodic Invoices set up 101 Profit and Loss by Operations 74 Profit and Loss report 68 Purchase Reports 78 Purchase reports 47 Q QuickBooks 30 set up 99 R Realized Gains and Losses 83 Reconcile bank account 61 Refund Check 40 Reports aging AR 77 bill detail 82 by agent 76 by sales 76 check detail 82 invoice detail 82 missing checks 83 multicurrency 83 open invoices 77 sales tax liability 83 transaction detail 81 trial balance 82 unpaid bills 80 S Sales Reports 75 Sales reports 30 Sales Tax set up 101 Sales tax 56 Save reports 67 Statement of Ca
62. er a decription d Click on the Entity field if this line relates to a customer and select the customer from the dropdown Otherwise the Entity field is optional e You can add as many details to the check as needed by clicking the Add button again and following the same process The total amount will increase with each detail you add e Click the OK button when done The check will display in the viewing pane 4 M H gt M X T j z 4 amp k Deep Fed foni Cano Conger T 3725 HAN 18 Tiens FL 231 77 nan song Pas TO THE mae 00 1i Ead L Tics eam 1 Anaad Beath FL HITED STATES supplies If you pay expenses with a credit card enter that information as shown Accounting lransaction Bank Account Visa credit card Number E al Ae Office Depot Date 671972009 Memo supplies Amount 050 137 00 Detal LIS D Account Hame Amount Entity Adwverliang Expense 36 00 business cards p Equipment 99 00 fax machine Delete Exchange Rate Total USD 137 00 Current Balance USD 275 00 In order to pay with a credit card you must have a credit card account set up in the Chart of Accounts Select the credit card from the Bank Account drop 55 BANKING WRITING
63. erpillar Jun 12009 T 410 20 Total 1 30 410 20 41 60 raice Apr 21 2DDB8 Piping Co hay 121 2008 116 66 Invoice Apmz1 2008 Lpursville SIupgger Mayr 2 1 2008 au 10 00 Iriaice Apr 21 2DDB Lima Sporting Goo Maya 1 2009 48 162 50 Invoice A prn 21 2DDB8 49 Lima Ublity Co Mayr2 172009 489 59300 00 Invoice has 1 20 48 Caterpillar Equipm Manga 1 2009 38 410 20 Total 31 60 59999 56 51 90 Irvoice 0 2009 45 Caterpillar Equipm Mana 172009 eg 410 20 Purchase Reports Purchases Reports show purchases by item carrier and vendor and other reports show unpaid bills and aging A P Accounting Options Help Financial Reports nl Sales Reports b Print Bu Purchases Reports Purchases by Item Detail Other Reports k Purchases by Item Summary Mulkicurrency k _ _ Purchases by Carrier Detail Saved Reports Purchases by Carrier Summary Purchases by Vendor Detail Purchases by vendor Summary All Purchases Detail All Purchases Summary Unpaid Bills AIF Aging Detail Aging Summary 78 ACCOUNTING REPORTS PURCHASE REPORTS The Purchase Report by Item shows what you have purchased the amount and what percent that amount represents of your total purchases June 1 17 2009 USD 4p Amount 4p of Purchases 4
64. es Mumber E4 Apply to Houston Warehousing y Transaction Date 6 29 2009 v Address 56 Highway 25 Due Date 7 29 2009 v Sugarand T UNITED STATES Division X Charges Staus Description Prepaid Quantity Price Amount Account Accounts Receivable amp 3 Posted Aw Waybil fee Yes 000 2500 0 00 This Shipment button opens the shipment dialog box for the shipment related to this Invoice This arrow button takes you to the shipment related to this Invoice You can also view the History of an accounting transaction when you are in the list view such as the Invoices List or Bills List Select the transaction and click on the Actions button You can also go to the document from the Actions button 105 ADVANCED ACCOUNTING FEATURES RELATIONSHIP BETWEEN ACCOUNTING AND OPERATIONS 106 Index A Accounting and Operations relationship 102 Accounting Configuration set up and save 102 Accounting configuration 98 Accounting reports 65 Accounting Wizard 9 Accounts Payable 43 Accounts Receivable 25 Advanced payment 36 Aging AR report 30 AP 43 AR 25 Assets 71 Automate charges set up 101 B Balance Sheet 70 Bank reconciliation 61 Banking 53 Bill Credit 48 Bill Payments 50 Bills 43 C Cargo reports 30 billing 47 Cash 73 Chart of Accounts 15 add new account 16 Check numbering 50 Checks 53 check to exp
65. g box opens It is similar to the Payments screen Accounting Transaction Refund Deposit AJP Account Accounts Payable Check Number 123 Bank Account Bank Account Date 12 9 2008 w From Vendor ATLAS AIR INC Amount USD 1100 00 C Show all non refunded Credis Type Amt Due Amt Paid Divison F Credit 111 100001 0001 1001 1 Select the Account for this vendor refund If you are working multicurrency and select an A P account with another currency this payment will be made in that currency and that A P account will be updated with this refund transaction Enter their check number Select the Bank Account to deposit for this refund check Select the vendor name The date is filled in automatically with today s date Check the box to show all nonrefunded credits Enter a memo if needed Enter the refund amount in the Amount cell or select from the credits in the list In the Credits list you can click on the line for Amount Paid and enter the amount Click the OK button The refund will be displayed in the viewing pane BANKING INTRODUCTION TO BANKING IN MAGAYA EXPLORER Banking Introduction to Banking in Magaya Explorer Magaya Explorer offers banking features to handle your banking needs such as Writing checks to pay expenses and sales tax e Making deposits e Bank reconciliation Writing C
66. gent Liquidation Cost Cost OF Goods Sold Warehousing H E Maintenance Accounting oy Chart of Accounts Items and Services Standard Client Ral 2 Carrier Rates s Invoices Invoice List o Bills Air Freight Cost Air Freight Income Automobile Expense Bank Account Bank Service Charges Capital Stock Cash Cost of Goods Sold Cost of Services Custom Broker cost Customs Broker income Agent Liguidatian Incame Income Cost Goods Sold Income Expense Bank Account Expense Other Current Assets Cost OF Goods Sold Cost Of Goods Sold Cost OF Goods Sold Income 15 CHART OF ACCOUNTS How TO ADD TO THE CHART OF ACCOUNTS How to Add to the Chart of Accounts Step by Step Procedure TASK 1 Goto the Accounting folder and click on the Chart of Accounts accounting C Chart of Accounts Items and Services Standard Client Rates Carrier Rates Invoices Invoice Lisk x Bills Bill List F Payments EF Payment List Deposits oy Deposit List Checks Check List The list of accounts opens 2 Click on the Add button A dialog box opens Account Definition Definition Mates Type M ame Account Number Parent amp ccount Inactive 16 CHART OF ACCOUNTS How TO ADD TO THE CHART OF ACCOUNTS Use the first dropdown menu to select a type of account The Type Accounts Receivable displays by defa
67. hasse omms Sales bv Item Detail t share Agent Import Sales by Item Summary Export Purchases Detail Opening Balance Expense gt amp 2 Purchases by Item Detail P xf Purchases by Item Summary Filter Actions The reports will be generated using the transactions for the items and services Other Actions available from the Actions button include the option to choose the columns you want in the list and to import or export the data in or out of the Magaya system The Items and Services list can be filtered by using the Standard or Advanced Filter For details on filters see Chapter 5 in the Magaya Cargo System User Manual Part 1 Operations ACCOUNTS RECEIVABLE INTRODUCTION TO ACCOUNTS RECEIVABLE Accounts Receivable Introduction to Accounts Receivable Accounts Receivable AR is money owed to you in outstanding invoices The sections of this topic will explain how to create the following transactions in Magaya software Invoices Credit Memos Payments Deposits Refunds Magaya Explorer offers AR reports to show which customers are overdue aging reports open unpaid invoices and sales reports 25 ACCOUNTS RECEIVABLE CREATE INVOICES Create Invoices To create invoices in Magaya Explorer follow these steps 1 Inthe Invoice document or list click on the Add button Select Add Invoice from the pop up menu Pret Prec n m Bhi Cater ihr Equipment ater lar Equipmen
68. heck Detail report Daily Journal This report shows all transactions in a selected date range LIS Daily Journal June 1 17 USD in Date i Humber 4 Account 4 hama di jp Debit Credit j J rite June 51 Arrnams Pace rzaberpilar t gl Irure JUNTA WAS 51 SELES storage rcr Caterpillar equ LU ur AU rece 1 201095 ALtoums FECE Zo 204 40 0 00 iun 115211103 hp EB apps Hive nim 274 rrr ung 1525 SB ICES JAUME LI HI ILL Mice 72003 ja ACCOUNTS RETE Sh Pane 20 ur 0 00 rte 1720103 49 hEEBS ERR ih n uc 10 00 811 122903 3 ACCOUNTS Faye Crome Shipalng aur 00 00 ail Ju Jizgn03 Fre grt oresar Crosley Shiping 800 Of tannini EIER ChmdEr 1 2 A d 1 1 82 ACCOUNTING REPORTS MULTICURRENCY REPORTS Sales Tax Liability Summary or detailed report This shows the tax authority name the tax rate the amount of sales that period the amount of the sales tax collected during that period and the previous period and the sales tax liability When you use the Actions button in the Chart of Accounts you can select a report for e Missing Checks This report is available when you select a bank account Multicurrency Reports The Multicurrency Reports show any gain or loss from business done in
69. hecks There are different types of checks that you can create From the Add button in the document view or list view you can choose the following i4 4 Ww X 2 First Previous Add Edit Delete Find Filter Pay Bills Check Check to Expense Cargo Compan Refund check 8725 8 Terrace Pay Sales Taxes Miami FL 33172 PAY T THE Hn agnERgar British Airways Two thousand hundred 7777777777777 la The rest of this topic will explain the following check writing tasks Checks to Expense This is to pay expenses such as office supplies or other expenses that you do not receive a bill from the vendor Pay Sales Tax This is to write a check to a tax agency department or authority to pay sales tax you collected on invoices The following types of checks are explained in the topics indicated To Pay Bills Check This is to pay outstanding bills See the topic in Accounts Payable Bill Payments 53 BANKING WRITING CHECKS Refund Check This is to refund money to a customer See the topic in Accounts Receivable Refund Check Check to Expense Use this option to create a check for an expense such as office supplies for your business Accounting Transaction Ed Check Bank Account Bank Account Number 15 Pay to th Y erof Office Depot v 6 12 2008 Memo office supplies Amount USD 63 00 Detail USD Account
70. id Transaction Crown Shipping Ft Lauderdale FL UMITED STATES Save as Recurrent Select Template History Carga Company 8726 NW 18 Terrace Miami FL 33172 UNITED STATES Descriglion of Charges Ocean Freight Service Cosi cost of rexerving 4 Ti container Price 46 ACCOUNTS PAYABLE ACTIONS FOR BILLS When you access the Actions button from the list view you see these options plus the following Bills 2 Bill Crown Shippin Reports Bill List 2n Bill Crown Shippin Purchases Reports 18 Bill Cervelo Bicycle 19 Credit Sea Star Line Export to QuickBooks Payment List I Bill TAM Cargo Export to PeachTree g Deposits 16 Bill Anderson amp Sol to document Deposit List France 15 Bill Air F SE Checks 14 Bil Les Camions vi Print Batch Check List 12 Bill LAN Cargo Bill 11 Credit ATLAS AIR IN Outgoing Siue 10 Credit ATLAS AIR IN Void Transaction Incoming shipments Bill ATLAS Save as Recurrent 1 Miscellaneous T Bill Landlord for offi Recurrent Bills Bill Ed s Crane Ser b Bill Custom Broker Choose Columns E s alone ui Import agaya Marie 13 Bill Crown Shippir 4 mu History A 777 X 7 Delete Filter Actions 3 Add Edit The Actions list is also available when you select a bill and right click on it Th
71. it how to enter a transaction in a different currency and how to work with Multicurrencies Reports How to Set Up Multicurrencies in your Magaya System 91 ADVANCED ACCOUNTING FEATURES MULTICURRENCIES You can set up multicurrencies two ways in Magaya Explorer 1 in the Startup Wizard or 2 in the Maintenance gt Configuration gt Accounting screen Egt Seles Operations fisintensnce Shiomert MagayalMetwork Accounting Peport Options Help 8 hb Back Air Ocean Ground Print Find Het wack 0 Magaya Network a Accounting 2 Tasks Quotations Ure contenute for Jobs 7 Credit se tf Bookings 1 Use difeserd nimiis difererd accounts Ei Warehousing ELE Mantenance gt M Oud as Ferwarding Agents D Warehouse Providers Chack Se Customers uck Boos vendors 1 pore T Li eu zalesnersons Account Delnica when exporting bo DuickBook Employees f ADEL I beret 10 not receive more cago 1 Do not accept mone bookings USO United States Dollar USD LI USD States Doll w USD US Customs Suchen paa Janus ncoming invoice customers pedodicaly Doni 3 j in si Cl tae Luc Por purchages at tales ac cedit Select the Home Currenc
72. it such as if you receive a loan from a bank See the topic Banking for details To deposit a payment Click on the Add button and select Deposit Payment First Previous Edt Delete Find Filter Actions zoom Aral aren gt GS 4 Add Deposit Payment A725 HW 18 Terrace hiami FL 33172 UNITED STATES Deposit Ticket 37 ACCOUNTS RECEIVABLE DEPOSITING PAYMENTS A dialog box opens Deposit Deposit Bank Account Bark Account Date 9 2009 Show all undeposit funds Payments USD Deposited Entity Date O No Shimano 06701 2009 O JB Wire 06 01 2009 Undeposit USD 666 60 USD 0 00 Exchange Fate Totals Amount DA 60 00 BS Deposit Select the bank account that the deposit will go to The date will be filled in with today s date Add a memo note as needed The checkbox to show all undeposited funds will be checked by default if the deposit you are making is new not existing If the list is too long uncheck the box to see only the deposits related to the transaction you are working on 38 ACCOUNTS RECEIVABLE DEPOSITING PAYMENTS e Inthe list of Payments click in the checkbox of the transactions you want to deposit The text will change from No to Yes Deposit Deposit Bank Account Bank a
73. king a deposit of funds such as a loan that you receive in contrast to making deposits of customers payments for invoices Deposits can be created in the Deposits List or document view in Magaya Explorer There are two types of deposits Deposit a Payment Use this option when you are depositing money from the Undeposited Funds account See the topic in Accounts Receivable Depositing Payments BANKING MAKING DEPOSITS e Deposit Use this option when you are making a deposit into your bank account such as for a loan you have received To make a deposit click on the Add button and select Deposit i WH SF XE c G wre _ First Previous Mi Add Edk Delete Find Filter her Actions Zoom Deposit Payment A725 Hw 18 Terrace Miami FL 33172 UNITED STATES Deposit Ticket Account Name Bank Account A dialog box opens Deposit Depost heey Bank Account Date 6 12 2009 Memo Small Business Loan Detail USD Account Name Amount Descnpbon Entity Small Business Adnan 10000 00 small business lo Exchange Rate Select the bank account for this deposit memo as needed Click the Add button to add the deposit The line in the Detail table is created and highlighted 59 BANKING MAKING DEPOSITS Click a line in the Details table and a line will highlighted a Click on the table cell
74. king on the Notes tab and typing in the blank field If you want to make this account inactive now or at a later time click in the checkbox Inactive 17 CHART OF ACCOUNTS ACTIONS IN CHART OF ACCOUNTS Actions in Chart of Accounts The Actions button in the Chart of Accounts screen gives you many options Equipment Fixed Assets Employee Federal Income Payable Other Current Liabilitie Cash Other Current Assets Other Reports Capital Stock Equity Reports Advertising Expense Expense Other Expenses Expense Other Incomes Income Technology Expense Expense Utilities Expense Expense General Journal Entries Telephone Expense Expense Divisions Supplies Expense Expense Tax Table Rent Expense Expense Professional Fees Expenses Expense Choose Columns Printing and Reproduction Expense Import Postage and Delivery Expense Export licenzes and Permits F nenze dini ms y Oud 1 4 F i E ET Le P Add Filter Actions The following actions can be performed by clicking on the Actions button Other Reports This option generates reports by name type account number currency parent account or by type code Reports This option offers the same list of reports as the Reports menu option on the top Magaya Explorer toolbar Transaction Listing This enables you to see a list of transactions when you click on an asset or liabi
75. lance on 4 Depas and Dihai Credis non C D Checkr Other Debir 000 000 MH Cleansd B Deposit end Other Credis 1291455 acrem T 13 Checks and eher Debis ganisa 61 BANKING BANK RECONCILIATION 62 Set the Statement Date The Statement Date is the date that the bank statement was issued If you have used this reconciliation screen before the opening balance for this month will be the same as the end balance from the previous month If this is the first time you are performing a reconciliation in Magaya Explorer the opening balance will be zero To add an opening balance create a Journal Entry and then clear it in the Transaction Listing so it appears in the reconciliation Account Bank Account USD Opening Balance w Done Statement Date v E 30 2008 Statement Ending Balance EE Leave Enter the Statement Ending Balance Use the balance that is listed on your statement Place a checkmark in each transaction in the list as you match it with the bank statement The status in the Cleared column will change from No to Yes Deposits and Other Credits Cleared Date Number Type Amount USO vf 12 05 2008 Deposit 175 00 O No 12705 2008 Deposit QC To place a checkmark in all the transactions click on the Mark button To uncheck all the transactions click on the Unmark All button wf Lnmark all
76. les by Item Summary Sales bv Customer Detail Sales bv Customer Summary Sales bv Agent Detail Sales by Agent Summary All Sales Detail All Sales Summary Open Invoices AIR Aging Detail AIR Aging Summary By Item Shows the totals of sales by item and shows the COGS for items you resell View a summary or a detailed report The detailed report shows the 75 ACCOUNTING REPORTS SALES REPORTS invoices or other transactions associated with each item The following is part of a summary highlighting the columns air Freight incom Freight pereita Total Freight eere Dasan Freight ingame nen Freight Service Total Oceaan Freight income By Customer Shows the sales amount per customer and the percentage that each customer represents of the total sales You can view a summary or a detailed report 4p Amount 4p of Total 4p Art Basel Gallery 75 00 1 055 Art Supplies 600 00 8 256 Bill s Storage Units 74 93 1 0 Caterpillar Equipment 1230 60 16 6 JB Wire 1128 80 15 4 Lima Sporting Goods 162 50 2 2 Louisville Slugger Dealer 10 00 0 1 Medeci Art Gallery 3825 00 52 396 PYC Piping 116 88 1 6 Shimano 90 00 1 2 Total 7313 71 100 0 Customer Detailed Report Type ip Humber jp Meme qp Paid 4 Account ip Amount 4 Balance Art Basal Gallery Irrece Arcaunts Tota Art Basel Galery Balls Storage Units Irrvpice 11272009 pen Arcounts Recai irrite 1 272009
77. lity in the list This option is grayed out if you select income or expense Reconcile Use this option to reconcile the Bank Account A screen opens showing deposits and credits checks and debits balance totals and more You have the option to add edit or delete transactions General Journal Entries This shows you a list of general journal entries To add a new journal entry see the topic Journal Entries Divisions This shows a list of divisions if your company has divisions For details on how to set up divisions see the Divisions topic in the Customization manual Tax Table This shows a list of sales taxes for merchandise you sell not services For details on how to set up divisions see the topic Sales Taxes e Choose Columns Use this to select the columns you want to see 18 CHART OF ACCOUNTS ACTIONS IN CHART OF ACCOUNTS Import and Export Use these options to send data from the Magaya database or bring data into the Magaya database in XML or CSV formats 19 CHART OF ACCOUNTS ACTIONS IN CHART OF ACCOUNTS 20 ITEMS AND SERVICES INTRODUCTION TO ITEMS AND SERVICES Items and Services Introduction to Items and Services The Items and Services list in Magaya Explorer shows all the items and services your business buys and sells such as documentation services freight services crating fees and more Items and Services are used for sales reports such as how much ocean freight you
78. lowing transactions in Magaya Explorer Bills a Bill Credits Bill Payments e Vendor Refunds This topic will also explain how to create reports of unpaid bills and aging AP To create a bill go to Bills the document or list view in the Accounting folder in Magaya Explorer Bills are often created for telephone expenses marketing etc Click on the Add button and select Add Bill U x 9 x Firsk Previous Add Edit Delete Find Filter ni Crown Shipping serere Ft Lauderdale FL UNITED STATES Bill Date Junt 009 Bill to Carga Company oida NW 16 Terrace Miami FL 331 72 UNITED STATES 43 ACCOUNTS PAYABLE CREATE BILLS A dialog box opens It has three tabs Bill Notes Internal Notes Accounting Transaction Bill Notes Internal Notes Humber 20 vendor Crown Shipping Account Accounts Payable v change Transaction Date 17 1 2008 Address Lauderdale FL UNITED STATES Due Date 1731 2008 Changes Status Description Prepaid Quantity Price Amount Add Posted Ocean Freight Service Cost Yes 1 00 80000 800 00 Edit Hemave lt Paid az Prepaid F Exchange Rate Uso amp mount USD 800 00 Amount USD 500 00 On the Bill tab the transaction number fills in automatically but you override this and enter the actual bill number from the vendor e
79. me expense and profit columns show the amounts for each transaction and the totals The detailed report by operations shows all the accounting transactions that are related to each operation transaction Type T Date Shipments 4p Humber 4p Hame 4 Income 4p Expense Shipment Ocean Shipment 6 Master 123 456 Booking 8977 Bill Dec 4 2008 1 Tropical Landscaping 0 00 400000 Irreaice 04 2008 1 Cartegena Constr 7000 00 0 00 Dec g4 2008 2 Caterpillar Equipment 4000 00 0 00 Dec O4 200B8 3 Tropical Landscaping 6000 00 0 00 Credit Decf 4 2008 4 Cartegena Constru 0 00 3000 00 Total Shipment Ocean Shipment 6 Master 123 456 Booking 8977 15000 00 7000 00 The Income Expenses and Profit are also shown in columns with totals at the bottom The customer name or vendor number and associated account such as Accounts Receivable or Accounts Payable are displayed The miscellaneous income and expenses displayed This will show any accounting transaction that is not associated with an operations transac tion Sales Reports show sales by item customer and agent Other report options under this menu are to create a report of open invoices and of aging accounts Accounting Purchases Reports Other Reports Multicurrencs Reports Options Help Financial Reports P gt Sales Reports Saved Reports k k 4 RI Sales by Item Detail Sa
80. mount USD 0 00 Remaining Credit USD 0 00 This screen is the same as the Bill screen See the steps in the section Create Bills to fill the fields of the Bill Credit Please note that the bill credit will be subtracted from Accounts Payable and will show as a negative in the AP 49 ACCOUNTS PAYABLE BILL PAYMENTS Bill Payments To pay bills go to the Checks list or document view and click on the Add button Select Pay Bills Check Use this option to create a check for a bill such as telephone bills or freight bills etc Accounting lransaction Check AJP Account Accounts Payable Humber Bank Account Bank Account Date 671672009 Pay to the sil d British Airways Amount USO 10 00 e Show all open bills Bills USD Paid Type Due Date Murnber Orig Amt Amt Due O Mo Bill 07405 2005 31 2500 00 2500 00 O Credit 32 5 00 5 00 lt Current Balance 22142 83 Existing Credits USD 75 00 Amount Dus Amount Paid Exchange Rate 50 USD Totals USD 2425 00 USO 0 00 Select the A P Account for this bill If you are working in multicurrency and select an A P account with another currency this payment will be made in that currency and that A P Account will be updated with this payment transaction Enter the check number For information on setting up the numbering of checks see the topic Accounting Configuration Menu Accounting Configuration Menu Sel
81. n when you are viewing the report Select Save Report A dialog box opens with the fields filled in You can change the company title and subtitle as needed Save Report Title Profit and Loss Detail Subtitle June 1 26 2009 USD Tatal Change Report Currency Total Fra 9 Choose Columns Export Filter To view saved reports go to the Reports option on the top of Magaya Explorer and select Saved Reports A dialog box opens showing the list of any saved reports In a report you can double click on a transaction to view its details Warehouse Receipts Warehouse Receipt lt 22 gt Jan D1 2008 31 JB wire reb n1 2008 32 JB Wire Ca 12009 41 JB wire Invoice Apr 1 2008 44 JB Wire Cn Invoice Maw 0T1 20D08 47 JB wire Invoice Jun D1 2008 30 JB Wire Total Warehouse Receipt 227 To go to a document right click on the transaction and select Go to To return to the report click on the Back button 67 ACCOUNTING REPORTS FINANCIAL REPORTS Financial Reports Financial Reports are Profit and Loss Balance Sheet and Statement of Cash Flow The following explains each report aya Network Accounting 282 Options Help Financial Reports Profit and Lass Sales Reports d Profit and Loss Detail Purchases Reports Other Reports k H Multicurrency Profit and Loss by Operations Profit and Los
82. nta tion for many different items such as the different types of documenta tion that you charge for including EEI air waybills bill of lading etc or you can create an account for each one Items and Services This shows codes for the services you provide such as ocean freight and the account name that service is associated with You will use these items when creating and working with Accounts Receivable AR and Accounts Payable AP transactions Standard Client Rates These are your selling rates for freight services that apply to all clients Carrier Rates These are your purchasing rates for freight services by carrier Invoices and Invoice List These are your Accounts Receivable AR transactions The following are types of AR transactions Add Invoice this is for regular invoices Add Credit Memo this is for a refund You send it to a customer if you overbilled them It is also used for agents you owe money to the credit memo is automatically generated during Liquidation MAGAYA ACCOUNTING SYSTEM ACCOUNTING FOLDER Bills and List These are your Accounts Payable AP transactions The following are types of AP transactions Add Bill for items that do not have bills such as the rent salaries etc you do not have to make a bill for these it is optional Add Bill Credit if you overpaid a vendor or they overbilled you then you make a record of the credit they give you If you owe them a
83. ntity name in QuickBooks already you will not need to check this box Credit Limit To select the actions you want to take with customers who exceed the credit limit use the options listed in this section of the Configuration menu You can select just one two or all the options IF client iz aver the credit limit Do not receive more cargo Ba not accept more bookings online also not release the cargo After you set a credit limit the system will alert a user when a customer has reached their credit limit For example if you check the option Do not release the cargo the system will not let you release any cargo If you select Do not accept more bookings online also then the system will not let any bookings be made for that customer A notice will appear to tell the user the credit limit has been reached The amount of the credit limit can be set in the Customer profile on the Payment Terms Pmt Terms tab Other Settings The following options are explained below Other settings Generate charges automatically Accounting will be closed on or before 11141702008 By default transactions for customers due after days Home Currency Currency List First month in your Fiscal year Invoice customers penodically Do not apply vi Keep sale tax for purchases as sales tax credit ADVANCED ACCOUNTING FEATURES ACCOUNTING CONFIGURATION MENU To generate charges au
84. ntory Cost Cost OF Gi EI Opening Balance Income Income Transaction Listing Upening Balance Expense Expense Sales Tax Credit Other Curr Exchange Gains and Losses Expense General Journal Entries Sales Preparation Income Income Divisions Sales Payable Other Cun Table Sales Commission Expense Agent Liquidation Cost OF Gi Choose Columns Agent Came peame Import ening Balance Equi ui pening quity En Bank Account Accounts Payable Accounts Hecervable Add Edit Delete Filter Actions The reconciliation screen opens In this screen you can reconcile the account activity to match the statement from the bank This screens saves as you work If you click the Leave button your work will be saved and you can return to the screen at any time The Done button is to be used after completing the reconciliation Shere Dae gt Benen Ending Balance Depas and Dther Credis Tupe ow Deposits and E ho credits O TTEUTTER agn FRE H aD e Tae Checks and Other Gebds Checks Pac En AH IML Erdi Unis 1 Edt Lian aS AR refund For debits Lario ior olfice D ATLAS AIR INE und Crosley Shipping Hak at Ending Ba
85. o the Tax Item dialog box e Click the OK button when you are done The tax is added to the Tax Table Table List Mame Lade Hate Authority Miami Dade Tas T1 FA Miami Dade County Colombian 16 00 Colombian Governmert Florida State Tax FL2 Florida State Dept of To automatically include the tax in an item or service go to the Items and Services folder select the item or service and select the tax from the Tax Code dropdown ltems and Services Definition Automatic creation Notes ei FL Florida State T ax Description Pallet Lumber eo ee Colombian Tax S SEE Miami Dade ER Code PALLUMBER Code Account Rise H How to Use Sales Taxes in Invoices and Bills When you select the tax in an invoice or bill the tax amount will be calculated based on the tax percentage of the tax item and will be added to the total The amount of the charges will be 87 ADVANCED ACCOUNTING FEATURES JOURNAL ENTRIES listed and the tax amount will be shown separately Then a total that includes the charges and the tax will display This is the charges screen from the invoice Income Freight Charge Ground Freight Charge m Description Apply to Paid as Currency Florida state T ax MA Colombian Allos automatic Update T T1 Miami Dade Tax has Show in documents Ma of Gross Grass Chargeable Rate Charge T otal
86. ons Magaya Explorer links operations transactions with accounting functions in the following ways 1 Charges can be entered as you add operations transactions to your Magaya system The system uses the Items and Services that you defined 102 ADVANCED ACCOUNTING FEATURES RELATIONSHIP BETWEEN ACCOUNTING AND OPERATIONS in the Items and Services list under the Accounting folder to fill in the charge dropdown in the charge screen Warehouse Receipt General Shipper Consignee Supplier Carrier Commodities Charges Events Attachm Income Charge Standard Charge Mates Description FLOSTATAXES Apply to ILFGT INC vee INS INC PALLUMBER Currency izi PALL ANC Show in documents Quantity Unt P Amount ane 19465 16 0 40 USD 7785 06 Tr Bb Ub ru b USD Fre m sonore 2 The charges entered in an operations transaction such as a Cargo Release CR are used to create Invoices and Bills during the Liquidation process To liquidate the charges in a CR click on the Generate button Cargo Release General Inland Commodibes Charges Everts POD Attachments Nokes _ Internal Moles Status Description Pepad Quantity Price Ground Freight Serice Yes 42500 200 Ground Freight Semice Lost 42500 1 10 Storage Fee Yes 19757 020 s Open Storage Fee Tes 19767 4 62 Click the Generate button to liquidate iS Totals Expense Income Prot
87. or Checks BANKING ACTIONS FOR CHECKS Add a memo as needed Check the box to show balances due for that tax authority if the box is not checked already Any taxes due for the selected agency will show in the table a The first column shows if the tax is paid or unpaid When you click on it to pay it the field changes to Paid and a checkmark appears in the box b The Name column shows the name of the tax agency c The Code is the tax code d The Balance is the balance outstanding for that tax agency e The Credit column shows a credit if one exists You will have a credit if you have paid sales taxes when you make purchases That credit will show here e Amount due is the total due f Enter Amount Paid The discount field below the totals is for a percent of the total taxes due This amount is determined by the tax authority Click the OK button when done The check will display in the viewing pane Select Checks list view or document view and click on the Actions button The options from the document view are To void a transaction Save as a recurring transaction Select a template View the history related to this transaction FT gt lt 2 First Previous Add Edt Delete Find Filter Zoom Or Void Transaction _ Save as Recurrent Cargo Company 14 8125 NW 18 Terrace Select Templat Miami FL 33172 2003 PAY History
88. or vendor name the accounts the balance and more If an invoice or other accounting transaction has more than one account included in it the word MANY will display in the Account column Each account will show a beginning balance that accumulates the activity before the period After that you will see the transactions for the period and then the ending balance as of the end date of the period ACCOUNTING REPORTS FINANCIAL REPORTS Statement of Cash Flows This report shows a summary of how much cash is coming in actual received and going out of your business amount paid out over a period of time The following shows a sample of a cash flow report HWC Cargo Company Statement of Cash Flows June 1 16 2009 USD 4p Total 4p OPERATING ACTIVITIES Het Income 1431 53 Adjustments to reconcile Net Income to net c Accounts Receivable 1274 27 Accounts Payable Sales Tax Payable Sales Tax Credit Inventory Asset Cash Employee Federal Inco perati ng Activities Federal Income Tax Pay Federal Unemployment income Tax Payable Medicare Tax Payable Notes Payable Notes Receivable Petty Cash Salaries Payable State Unemployment Tax Payable Vacation Pay Payable Current Asset Depreciation Expense Accounts Receivable VEB Accounts Payable VEB Accounts Receivable EUR Accounts Payable EUR Miami Dade Sales Tax Small Business Administration Het cash provided by Operating Activities INVESTING ACTI
89. r as one of the other types listed Freight Use this for freight items or services such as Ocean Freight or Air Freight Valuation When you use this type to create an item this value value of the cargo will appear on air waybills Tax This is used for taxes such as duty taxes and the amount will appear in air waybills Other Freight Use for items or services that relate to freight but are not 3 4 5 6 7 8 ITEMS AND SERVICES ACTIONS PERFORMED WITH ITEMS AND SERVICES actual freight such as Fuel Surcharge cost and income Inventory Use this for items that you keep in your inventory and sell If you select Inventory then the Assets Account and Inventory Item buttons will be available Select a sales tax to apply to the items and services To set up the sales tax go to Chart of Accounts Actions button Tax Table Enter a description of the item The Code field will fill in automatically Select an account the item or service will refer to in the general ledger select the account you want when you run your income statement to see this item reflected in depending on how detailed you want your income statement to be The item or service will be income expense or cost of goods sold depending on what account it is related to For example a storage fee is assigned to a Cost of Services account Ground Freight Income is assigned to a Ground Freight Income account Enter a p
90. rice If you want to have the price calculated use the Tariff button If you check the box to indicate this is a resale item the fields below the checkbox will become available Income Item or Expense Item If you selected an Income Account then this field will be Income Item e Preferred Vendor This may be grayed out Assets Account For purchasing inventory and reselling it This will be activated when you select the Type as Inventory e Inventory Item Select from the items in the dropdown or add a new item This will be activated when you select the Type as Inven tory This pulls from information from the Item Definitions that are located in the Warehousing folder Click the OK button when done The item or service now appears in the list Actions Performed with Items and Services To make reports based on the Items and Services use the Actions button 23 ITEMS AND SERVICES ACTIONS PERFORMED WITH ITEMS AND SERVICES 24 Use the Reports option for sales and purchase reports sight Service Cost Ground Freight Cost Freight 0 00 GME aight Service Ground Freight Income Freight 0 00 GHE ight Service Cost Ocean Freight Cost Freight 0 00 OME ight Service Ucean Freight Income Freight 0 00 Service Cost Aur Freight Cost Freight 0 00 AME Service Br Freak Siok 0 00 alance Income alance Expense E mission S ales eem Agen C
91. s Import Export History Actions The Cargo Reports relate the operations and accounting information in the Magaya system enabling you to see reports such as how much you have billed for certain ports or destination agents Sales Reports that can be created are Open Invoices View a report of open invoices When the report opens you can modify the report by choosing what columns to view change the date range filter the list save or export it Open Invoices by Date To view invoices that were open as of that date regardless whether the invoice was paid after that date A R Aging Reports Select a report that shows details itemized or a summary to view what is overdue e Invoice Details A list of all invoices including the detailed itemized lines for each invoice Other Actions button options Export the list to QuickBooks or PeachTree accounting software programs to export the invoices you have filtered and to save them on your computer or other directory in a file format that can be opened in those applications Go to Document when you click on invoice Credit Memos ACCOUNTS RECEIVABLE CREDIT MEMOS Print a batch of invoices that you have in a filtered list Receive payment for an invoice that you have clicked on A dialog box opens See the section Payments Void a transaction you have selected Save as Recurrent This will convert the selected invoi
92. s by Operations Detail WoCOUMES Balance Sheet services Saved Reports Client Rates Balance Sheet Detail tes Statement of Cash Flows Profit and Loss View summarized or detailed reports for the business Profit and Loss reports are also called Income Statements they show your income also called revenue or sales costs expenses and profitability for a time period It shows how well the company is performing 68 ACCOUNTING REPORTS FINANCIAL REPORTS This is an example of a summary view of the Profit and Loss statement rofit and Loss Dates Custom From 1 1 2009 54 HWC Cargo Company Date Profit and Loss 5 31 2008 jw 22 January 1 through May 31 2009 USD Income Agent Liquidation Income Documentation Freight Income Air Freight Income Ocean Freight Income Ground Freight Income Total Freight Income Services Total Income Cost Of Goods Sold Agent Liquidation Cost Freight Cost Air Freight Cost Ocean Freight Cost Ground Freight Cost Total Freight Cost Total Cost Of Goods Sold 9300 00 60 00 0 00 600 00 533 72 135 00 1268 72 3338 45 12167 17 75 00 0 00 480 00 4133 00 2235 17 6890 1 5825 17 Report Create Total dt Gross Profit 2242 00 Expense Professional Fees Expenses Supplies Expense Other Expenses Advertising Expense Total Expense Met Income 5242 00 To create report set the date range
93. scription Entity Curene Add 2000 00 0 00 USD Curent Asset Depreciation Expen 0 00 2000 00 USD gt The date field displays today s date Change the date if needed Enter an Entry number 4 In the dialog box follow these steps e Click on the Add button to add a new line to the journal entry A line in the table will be highlighted The line has columns these are also called 89 ADVANCED ACCOUNTING FEATURES STEPS CREATE A JOURNAL ENTRY 90 fields because when you click on them they become active and you can enter information The first column in the line is Account Name This is the account that you will apply the line to The field becomes a dropdown menu Select the account from the dropdown General Joumal Entry D ate 6 10 2009 v Detail USD Account Debit Credit Description 2000 00 0 00 0 00 2000 00 The second column is Debit where you add the amount you will deduct The third column is Credit where you add the amount that you will add The Description column is to add a description optional This is a text field The Entity is a customer vendor etc that is related to this journal entry Click on the field to activate the dropdown menu This information will appear when you list the transactions for this entity or customer Currency is set when you set up your M
94. sh Flows 73 T Tax item add a 85 Tax table 85 Transaction Listing 63 U Undeposited funds show all 38 Unpaid bills report 47 Unrealized Gains and Losses 84 V Vendor refund 51 Void a bill 48
95. sold or purchased etc EE Accounting amp y Chart of Accounts f Ttems and Services Standard Client Rates nd Carrier Rates Invoices Invoice Lisk a Bills e Bill List EF Payments EF Payment List Deposits Oy Deposit List Checks Check List Magaya software comes with a predefined list of items and services that will cover the needs of a standard logistics provider You can modify it or add more to it based on your specific needs Items and services are used in Accounts Payable and Accounts Receivable When you use an item or service in an invoice the line in the invoice will affect the account that this item applies to by adding or subtracting from it whether it is an invoice or a credit The account will show in the Profit and Loss report 21 ITEMS AND SERVICES ADD ITEMS AND SERVICES Add Items and Services 22 To add an item or a service follow these steps 1 2 Click on the Add button in the Items and Services subfolder A dialog box opens Items and Services Definition Automatic creation Mates Description Code Account Price Income ltem Prefered Vendor Assets Account Inventory tern Select the type of item or service When you select a Type it will not be an income or expense until you select the account type for that type Types available from the dropdown are Other Use this for items or services that cannot be classified as Freight o
96. summary report A R Aging Summary February 16 through June 16 2009 USD Harna Cure nl 1 30 31 Bl 90 Total Art Basel Gallery 271 15 0 00 2 00 271 15 Storage Units 0 00 74 75 0 00 74 76 Caterpillar Equipment D OD 410 20 10 2 75 iE 15 JB Vira Co 0 00 0 00 au 1040 00 Lima Sporting Goods a p 5 5 o 162 80 Louisville Slugger Dealer 0 00 0 00 10 00 0 00 i 354 34 PVC Piping Ca 0 00 115 88 hirano DoD 0 00 60 00 Total 291 15 ra 410 20 6009 58 dar dr The Detailed report of Aging A R shows invoices and other transactions that are overdue as of today The report is organized in time periods of 30 days to show how long the accounts are overdue 77 ACCOUNTING REPORTS PURCHASE REPORTS The detail report is organized in time period similar to the summary report The most current is listed first then any accounts between 1 and 30 days old to the oldest It shows the status of aging accounts as of today ASR Aging Det ail Dates Cusion From 215 208 EHnBAXES x HWC Cargo Company 5 oz mer zo AIR Aging Detail February 16 through June 16 2009 LISD Type 4p Date Number 4 Name 4 Memo q Due Date q Aging 4p Amt Due 4 Current Payment Juni 12009 Art Basel Galery 71 14 Imoice Jun 12 2009 Bill s Storage liris 272009 74 75 Total Current 196 40 1 30 Irivaice Jun D172DDB 51 Cat
97. t Shy re Categena Carerurton Ce Decr 02 DOE 123 SWW em 5 Cairiar Domininn Frakghi Ceisio FL fede 12 i298 ib ED STATES sinag toe fer On Hand cargo from Caterpillar V grahogss Pacaigi 24 Caterpillar Equipment Catagana Cen amp lruclien C Piacak Weight 1172 Sakura The Invoice dialog box opens The Invoice dialog box has three tabs the first tab Invoice enter details of the transaction The Notes and Internal Notes tabs are used for adding notes or comments as needed Note When working in the Document view you can quickly see the status of the invoice by looking at the symbol in the document toolbar next to the navigation arrows qe 7 Last Add Edit MH od 7 First Previous Last Add Edit 26 ACCOUNTS RECEIVABLE CREATE INVOICES 2 Follow these steps to enter information in the Invoice dialog box Accounting Transaction Invoice Notes interms Notes Number 49 i Shimano Account Accounts Recerable Billing Transaction Date 5 22 2009 7 Address Change Changes r Status Paid Paid as Due Date 6 21 2009 v Tokyo JAPAN Prepaid Quantity Price Amount 1 Storage Fee Yes 1 00 3000 30 00 gt Prepaid USD 30000 Tax USD 000 Exchange Rate USD Total Amoun USD 30 00 Amount Du
98. tomatically click on this checkbox This box is checked by default If you uncheck this box you will have to manually create each accounting charge for all transactions To activate the date option and set the closing date of your accounting click in the checkbox Accounting will be closed on or before Then select a date using the dropdown Users will not be able to enter or modify any transaction done before this date Update this date after each period Enter the number of days to determine when transactions become overdue 30 days in the default setting This can be overridden per customer in the Customer profile on the Payment Terms tab For information on working with multiple currencies see the section Multi currencies Other options in the Accounting Configuration menu include the option to change the starting month for the fiscal year The month was set in the Accounting Wizard if you used the Accounting Wizard to set up your Magaya software The system will use this month as the beginning of the new fiscal year to automatically calculate the retained earnings of the previous year First month in your fiscal year Invoice customers penodically Do not apply bal Keep sale tax for purchases as sales taz credit Periodic Invoices To invoice periodically means that all charges generated for a customer will be accumulated in a single invoice as the end of the period week or month For any customer that you set
99. uded in the Magaya system Accounting Workflow Diagram Expenses Reports The accounting system also includes financial reports such as the balance sheet and the profit and loss report that you can create in Magaya Explorer There is an Accounting Wizard you can use when you first install the Magaya software This will help you set the beginning balance of all the accounts as of the date you start using the Magaya system See the topic Accounting Wizard for details MAGAYA ACCOUNTING SYSTEM ACCOUNTING FOLDER Accounting Folder In theMagaya Explorer Accounting folder there is a list of functions to enable you to perform common accounting transactions such as create invoices bills payments deposits and checks Accounting Chart of Accounts Items and Services Standard Client Rates na Carrier Rates Invoices Invoice List Soe Bills oe Bill List F Payments EF Payment List Deposits Deposit List Checks Check List The following is a brief overview of the features in the Accounting folder each of these topics is covered in detail throughout the Magaya Accounting Manual Chart of Accounts This is your general ledger accounts definition where you enter the accounts definitions It helps you keep track of your income and expenses by categorizing them by type You can add accounts that are specific to your business You can have one account such as Docume
100. ult Choices are Accounts Receivable AR This is the money that is owed to you considered an asset Accounts Payable AP This is money that you owe considered a liability Income Defines where money comes from Expense Used to define what you are spending money on Cost of Good Sold Use this to determine the cost of the items you sell Bank Use this account for checking and savings transactions money market accounts and petty cash Undeposited Funds Money you hold to deposit later Fixed Assets For equipment or furniture that will not be converted to cash within one year Other Assets Use this account designation for any asset that cannot be classified as Fixed or Current Other Current Assets For notes receivable that are due within one year inventory value etc Long Term Liability Accounts that are due over a long period of time such as a mortgage over one year Other Current Liability Due within one year Examples are sales tax Equity The net worth of the company Credit Card Create one Credit Card account per card to track business expenses paid for with the credit card You will also need to add the credit card company as a Vendor in the Maintenance folder Enter the account name and number Select a parent account as needed This will allow you to group the accounts in reports for example grouping all types of freight or all types of documentation Add any notes as needed by clic
101. urnal entries a Multicurrencies How to work with multiple currencies Configuration Set up of some accounting options e The relationship between operations and accounting procedures The Tax Table shows the sales tax you have set up in Magaya Explorer You can add sales tax entries to the tax table The Tax Table is in the Chart of Accounts under the Actions button After you add a Tax Item it can be added to an Item or Service This will auto matically include the tax when the item is used in an Invoice or Bill Follow the steps below to add a new tax item Steps Add a Sales Tax Item 1 Go to the Chart of Accounts 2 Click on the Actions button and select Tax Table A table opens If you have not added any items the table will be blank Tax Table List Mame Code Rate Avuthonby Name Balance USO Credt USO Amt Due USD Miami Dade Tax FUOD Mismi Dade County 100 00 LOC 100 00 Colombian T ax 15 00 Colombian Goverment 0 00 C OC 0 00 Flonda State Tax FL2 6 00 Flonda Stabe Dept of 4 00 0 00 4 00 85 ADVANCED ACCOUNTING FEATURES STEPS ADD A SALES TAX ITEM 3 Click on the Add button A dialog box opens Fie Edit Sales Operations Maintenance Shipment Magaya Network Accounting Reports Options Help Ocean Back Bur Ground Print Find a s Magaya Network Tax Table List Name Rate Authority Name Balance x Jobs 9 Bookings Tax
102. w to perform accounting procedures in Magaya software and answer common accounting questions such as How do create an invoice and How do I add an account to the Chart of Accounts Magaya software is designed for logistics providers freight forwarders N V O C C s consolidators forwarding agents couriers warehouse providers and others in the logistics industry Magaya software contains a complete accounting system that integrates the accounting features with the operations features in the software How this Manual is Organized This manual is designed to be task oriented You can skip to any topic you need and get step by step procedures for all the accounting tasks performed in Magaya software You can also click on any word in the Index to go to that topic This manual is organized into the following topics An overview of the accounting system and accounting wizard it is recom mended you begin with the Accounting Wizard to set up your company s accounting information such as fiscal year home currency and more How to use the Chart of Accounts How to use the Items and Services o Accounts Receivable including working with invoices credit memos receiving payments and how to create a report of open invoices and aging AR Accounts Payable including creating and paying bills bill credits and vendor refunds and how to create a report of unpaid bills and aging AP How to perform banking tasks such
103. xchange Dare and Losses Exchange bare and Losses Exrhange Gare and Losses Exchange Gara and Losses Exchange bare and Losses Exchange Dare and Losses Exchange Garg and Losses Echange Gara and Losses Exchange Gans and Lasse Exchange Dare and Losses Exchange Garg and Losses Exchange Gara and Losses 4 Actions Chee FR Dasma Places Ache Te Te Ye No Yes No Date 625 2005 TA 7 2008 TA 77 2008 11 1 772008 11 1 7 2008 Ti 7 2008 TIA 77 2008 1171 7 2008 1141 7 7 2008 11 1 7 2008 11 1 7 2008 11 1 7 2008 1171 2008 0629 2008 11 77 2008 11 17 2008 MULTICURRENCIES ET of 27 elements Click on a currency such as the Euro or peso and click on the Edit button or double click on the currency A dialog box opens F Currency M ame Code Symbol Exchange Rate Last Update Loss Account 1 258 117122009 Exchange Gains and Losses Verify that the exchange rate is current and correct If you update the exchange rate also update the date field to reflect today s date Check the box This currency is active to activate the currency Click OK A checkmark will appear in the Currency List indicating that currency is active Close that dialog box when you are done activating curren cies Click Save again in the configuration screen
104. y Be aware this option is active only if there are no existing accounting transactions It is recommended that home currency be set up in the Startup Wizard steps for using the wizard are explained in Part 1 of the Magaya Cargo System User Manual When you check the box Use Multicurrency the system will activate the use of more than one currency in your accounting system Be aware this option cannot be reversed if there are existing accounting transactions in different currencies in the system The transactions would need to be deleted before the system will allow you to reverse this option You must click the Save button before you activate individual currencies explained below How to Activate Individual Currencies To activate specific currencies in your Magaya system go to the same screen used to select your home currency in the Maintenance folder Configuration Accounting 92 ADVANCED ACCOUNTING FEATURES Click the Currency List button A dialog box opens Currency List E Bolva Fuerte E United States Dola E Verezuelan Bolvai Ths B shi C Teren Cota Seve Franc OO Swedeh Krona SriLanka Rupee South Ecresan won South Afncan Rand O Srgapore Dolar Kroner Mew Zeasnd Dollar gf Mexican Peto O Malaysian Finggt Japanese Ven Account Exchange Gare and Losses Exchange Dare and Losses Exchange Garg and Losses Exchange Gars and Losses E

Using the Accounting Wizard

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