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Magaya Cargo System User Manual

1. Examples of ocean income freight charges include Ocean Freight Service and Fuel Surcharge These are available from the first dropdown menu Freight Service Class This dropdown menu is filled from the Items and Services List under the Accounting folder the Type Definition is Freight or Other Freight Fill in the rest of the information as follows e Enter an additional description of the charge optional If you enter a description here it will appear in the air waybill or BL document instead of the description of the Freight Service Class Select the client to apply the charge to such as the shipper or consignee Determine if the charge is Pre paid or Collect and select the appropriate option from the dropdown menu Pre paid charges are invoiced at origin Collect charges are invoiced at destination e Ifyou check the box to show charges in documents the charges will show in operations transactions and shipment documents The charges will always appear in bills and invoices even if you do not check this box e Allow Automatic Update This option will be grayed out if the charge was create manually If the charge was added to the transaction automatically the checkbox will be visible Apply the charges by weight pieces volume or by container When you change how you apply the charge by weight pieces etc the totals across the bottom change The unshaded fields yellow
2. The Magaya Explorer system will notify you of the chargeable weight amount For additional details on working in the Charges tab see the topic Charges 237 WORKING WITH SHIPMENTS OTHER TABS Other Tabs The Delivery tab has information about handling the delivery of the goods to the final consignee in the final part of the shipment If you want to provide a Proof of Delivery to your customer click on the Delivery tab and check the box for POD Fill in the needed information Entities Routing Charges Events Delivery Attachments Note Local Delivery Agent v Destination Pickup Address POD Information Delivery Date _ 4 2 2009 Na Delivery Time 4 35 00PM Received By Julio Cruz Comments package left at front desk The Local Delivery Agent is the company handling the local delivery at the destination e The Destination Pickup Address is the address of the location where the cargo will be picked up for the final delivery for example the airport If you check the POD box then fill in the Delivery date and time the name of who received the cargo the person who signed and any comments such as if the packed was left with a neighbor etc This information will be given to you after the goods are delivered If the destination agent has Magaya they will enter this information and it will be updated in your system The Events tab shows
3. The shipment name is filled in automatically To change it type over it To set up numbering go to Options gt Configuration gt Document Numbers Enter the Master Bill of Lading Number from the shipping line Enter the Booking Number from the shipping line Select the place where the shipment is being executed in this example the place is Miami The fields for Executed By and Executed Date are filled in by the system with today s date To change them use the dropdown menu Enter the Declared Value If you leave this blank the system will fill in NVD in the Bill of Lading Enter a general description of the goods if you know it optional Add a preset clause to the description field by clicking on the button with the three dots An example of a preset clause is Consolidation as per attached cargo manifest 217 CHAPTER 14 CREATING SHIPMENTS CREATE A CONSOLIDATION Click the Next button to go to the next screen in the wizard 3 Enter information in the Entities tab at the Master level as follows Add Ocean Shipment Consolidation Wizard Export Select the entities Select the entities involved in the master shipment The entities for house shipments will be pulled when you load the cargo Shipper Ultimate Consignee Name IMC Cargo Company Name Saks Fifth Avenue Address 8725 NW 18 Terrace Address Panama City Mall Miami FL 33172 Panam
4. View Transactions To view all accounting transactions click on the arrow on the side of the Trans actions button on the Shipment Toolbar The Transaction button has two options to view the transactions from the shipment or from a consolidation 250 WORKING WITH SHIPMENTS VIEW TRANSACTIONS If you select to view the transactions for a consolidation a summary will be displayed You will not be able to edit any transactions in this summary This list shown here is for a shipment not all of these options will be available in the consolidation view In the shipment list you can add edit or delete trans actions You can right click on a transaction and select from the menu Transaction Listing for Shipment Shipment20 Type Number Applied to Date Account Name Bill 24 Jamaican Destination A 03 03 2009 Accounts Payable Bill 23 Crown Shipping 03 03 2009 Accounts Payable Invoice 39 Atlantic R Go to document Accounts Receiva Invoice 38 Magaya Accounts Receiva Bill 22 Andersa Accounts Payable Print Batch Link Invoice Link Bill Pay Bill Choose Columns Export History To view one of the documents select Go to the document e Select Link Invoice or Link Bill to link a previously created invoice or bill to this shipment A dialog box will open showing a list of transactions to choose from e Select Pay Bill to write a check to pay the highlighted bill A di
5. 209 CHAPTER 14 CREATING SHIPMENTS CREATE A STRAIGHT SHIPMENT only air The button with the three dots opens a list of additional modes of transportation you can choose from if needed Enter the flight number Fill in the Departure and Arrival information by using the dropdown menus Click the Next button to go to the next page Select the documents you need to add to this air shipment Add Air Shipment Straight Wizard Export Select documents for this shipment Documents included in this shipment will be filled automatically by the system with the cargo information Select Documents either from Standard Documents or from Templates you have previously defined Select from Standard Documents Templates Name NII C Airway Bill 12in E C Airway Bill 12in Acc C Application for Exportation Under Special Bond CE C rival Notice Invoice Air C Arrival Notice Invoice Ocean C Bilhete de Dep sito CO Bill C Bill of Lading C Bill of Lading Multicurrency C Bill of Lading With Totals E Cargo Manifest FI Caran hdanitast ha LIG Cristames lt i gt v NOTE If you desire to create template documents you can do that in the lt Miscellaneous T emplates gt folder For example click in the box next to the document you want such as the Air Waybill option A checkmark appears in the box next to the docu ment name This air waybill will now appear with your shipmen
6. 169 STEP BY STEP PROCEDURE EDIT A CARGO RELEASE 4 To require a Proof of Delivery click the POD tab Use POD for deliveries that you do not bring to your warehouse This tab is optional Cargo Release General Inland Carrier Commodities Charges Events POD Attachments C POD Information Delivery Date Delivery Time Received By Comments a Click on the checkbox to enable the fields if you want to require a POD Delivery date and time Received By and Comments 5 To attach a photograph of the cargo or attach a copy of a document use the Attachments tab For details see the topic Attachments 6 To add notes use the Notes tab These notes are included on docu ments The Internal Notes tab is for notes within your company For details see the topic Notes RESULT When you have finished making changes to the Cargo Release click the Close button in the dialog box The information is saved and filled into the Cargo Release form Verify the information in the form You can print the Cargo Release email it or other options that are available from the Actions button For details on these options see the topic Actions with Cargo Releases To see how to work with the Cargo Release List and document see the topic Working with Document and List Views To learn more about entering charges and generating accounting charges see the topic Charges 170 WHAT ACTION
7. Set As Incoming wv W 8 10 24 engine coolant 4 006 a W 5 10 24 Diesel fuel conditioner Add to job Set x W 5 10 24 Air Filter 30 00 45 00x1 W 25 10 24 O Rings 20 00 33 00 m Reports History Verify Charges Airline Messages The status of the cargo in the shipment will be updated in other places in Magaya Explorer that are linked to that shipment such as a Pickup Order or Warehouse Receipt that are related to the shipment Print Labels To print labels click the Print button arrow Select Print Labels Options are Print Labels Print Setup Select Labels Printer hs ReceivingLabel4x3 sd Pint Setup i Cancel Receiving Label 4x5 Print Setup He o 4x6 Description devO4 HP Lasenet P2015 Seri USBOO1 Warehouse Receipt Number 20 Amount of pieces 425 Start at 1 End at 425 Select the label size and priter setup e Change the amount of labels to print if needed 252 USING THE SHIPMENT LIST SHIPMENT LIST Using the Shipment List Shipment List What is the Shipment List The Shipment List shows all the shipments your company has handled The Shipment List is located under the Warehousing folder in Magaya Explorer eae Warehousing E Pickup Orders E Pickup Order List A Warehouse Receipts A Warehouse Receipt List g Commodity List 9 Cargo Releases Cargo Release List Package Types Locations g warehouse Inspect
8. Add charges to the shipment If the origin agent did not send the shipment through the Magaya Network the destination agent will need to enter all the charges to create the accounting transactions The destination agent may add any charges 267 IMPORTS 2 LIQUIDATE THE SHIPMENT related to the deconsolidation of the cargo to repacking and for delivery of the cargo to the final consignee Enter the charges in the Charges tab of the shipment General Entities Routing Charges Events Delivery Attachme Status Description Prepaid Quantity Price Open Storage Fee Yes 256 00 0 35 Open Air Freight Service Yes 1798 79 1 50 Open Fuel Surcharge Cost Yes 1798 79 1 00 Income Charge Income Freight Charge Expense Charge Expense Freight Charge lt Totals Expense Income Profit USD 1798 79 USD 2787 79 USD 989 00 Pieces Weight Volume 54 256 00Ib 172 80 1798 79Vlb For details on how to enter charges see the topic Charges 2 Liquidate the Shipment Liquidating the import shipment will generate all the accounting transactions related to the incoming shipment The destination agent needs to create invoices that are collect so the amount due can be collected from the customer before pickup or delivery of the items Prepaid invoices are usually not created by the destination agent Click on the Liquidation button on the Shipment Toolbar A list opens displayi
9. CAUTION Follow these steps in this order Step by Step Procedure to Update Magaya Software TASK 1 Ensure all users are logged off the Magaya system Backup your data Close the Magaya Communication Server Close the Magaya Database Server Go to the Magaya software installation folder Nau fF WN Double click the OnlineUpdate exe file to run the file 33 CONTACT MAGAYA HELP STEP BY STEP PROCEDURE TO UPDATE MAGAYA SOFTWARE 7 Click on Start in the Online Update window to start the update 8 When the update is complete start the Magaya Database Server and the Magaya Communication Server Contact Magaya Help If you have any questions or require assistance please contact Magaya at Phone 786 845 9150 Email support magaya com The user manual is available to view or download from the Magaya website www magaya com 34 CHAPTER 4 INITIAL SOFTWARE CONFIGURATION OVERVIEW Configuration Chapter 4 Initial Software Configuration Overview In this section you will learn how to set up your Magaya software after you install it You will learn how to use the Startup Wizard to set up your company information and the Accounting Wizard to set up your accounting information how to make changes to information how to set employee permissions and access to the different functions in the software Magaya software uses wizards to help you set up information about your company your customers
10. History for Booking 3 Type Date Shipment 03 23 2009 To set a Booking as incoming or as outgoing The direction of the booking can be changed from incoming to outgoing When you change the status it will be reflected on the General tab in the dialog box Click the Edit button to see the status e To Cancel a Booking If you need to cancel a booking in the case of a customer deciding not to move the cargo at this time click on the Actions and select Cancel Booking A dialog box will ask you to confirm the cancellation The status will change to Cancelled A cancelled transac tion cannot be used to create another transaction To change the status from Cancelled use the Actions button again and uncheck the cancella tion option As with any list you can filter the list of Bookings This is especially useful when the list grows very long You can set a filter to display only those bookings that you want to see The Filter button offers two options Standard and Advanced For details on using the Filter button see the topic Filters 196 CHAPTER 13 TRIP SCHEDULES INTRODUCTION Chapter 13 Trip Schedules Introduction For Carriers the Trip Schedule is the list of your actual flights and or sailings For NVOCC s and freight forwarders the Trip Schedules feature in Magaya Explorer provides a method of saving information about the vessels you own or carriers you use regularly that travel to th
11. Magaya Network B Community 6 Messages Outbox amp Inbox Sent B l US Customs Messages gt Ocean AMS SF Air AMS amp Ocean Carriers Messages Outbox Shows messages pending to go out Inbox To view messages received Sent To view sent messages US Customs Messages To view Ocean AMS and Air AMS This will show all messages related to the Automated Manifest System Ocean Carriers Messages This displays all messages sent or received directly from ocean carriers using the Magaya Ocean Carriers Interface plug in Tasks Tasks can be created for many reasons such as when cargo arrives at your ware house and it needs to be unloaded checked and put away Other types of tasks can be created for other employees not just warehousing The Tasks folder contains two subfolders Pending Tasks View tasks that are not completed History Tasks View all tasks NOTE The toolbar on the bottom is the same for Pending and History Tasks Quotations Quotations are cost estimates for your customers of the services you provide The Quotations folder contains Quotations This subfolder displays the quotation document e Quotations List This subfolder displays the list of quotations and their status 55 FOLDERS AND SUBFOLDERS DEFINITIONS OF FOLDERS The toolbar on the bottom contains buttons that allow you to add a new quota tion edit an existing quotation delete a quotation filter and unf
12. 262 IMPORTS 1 CREATE AN IMPORT SHIPMENT 8 Select the documents needed for each House Add Air Shipment Consolidation Wizard Import Select documents for House Shipments Documents included in the house shipments are filled automatically with the details of each specific shipment Select Documents for the House Shipments either from Standard Documents or from Templates you have previously defined Select from Standard Documents Templates Name Arrival Notice Invoice Air C Arrival Notice Invoice Ocean C Bilhete de Dep sito C Bil C Bill of Lading C Bill of Lading Multicurrency C Bill of Lading With Totals E Cargo Manifest C Cargo Manifest No US Customs C Cargo Release C Cargo Release Bonded C Cargo Release Distribution TAL Carina Inunina 092 Siimmsrized E f gt v Edit Delete NOTE If you desire to create template documents you can do that in the lt Miscellaneous T emplates gt folder The Houses need Arrival Notices If you do not create them here you can add them later You can also add any other document that you want to send to the customer or to keep in the system for reference 263 IMPORTS 1 CREATE AN IMPORT SHIPMENT 9 Save the incoming shipment transaction in a folder in Magaya Explorer Add Air Shipment Consolidation Wizard Import Select the folder Shipments must be placed inside folders which ca
13. Advanced Filter Available Fields Selected Field or Fer Nome D Attachments Ome Die Balance USD Condiion O CFS Number O Carrier O Commodte Descrgban O Creation Date O Date Fie Change to OR AdSIAND C Add 0R gt por i A All conditions AND O s Releared to Tet Contains Enrique Devers Loene Nyaba Date Date On or Alter Mat 0672009 gt eae s Nome Wi Al conditions AND O PRO Number Ce Coe Cie Conditions can be nested under the first condition to narrow your list results even more Example of a Filter To find a cargo release from March 6 2009 or earlier that was released to Enrique 1 2 3 4 5 6 7 8 9 Select the Available Field In this example select Released to In Conditions select Contains This will allow you to enter a first name or just a last name If you select Equals you must enter the exact name In the field next to Equals enter in the person s name you are searching for Enrique The text field is not case sensitive Click the Add button Select another Available Field Date In Conditions select On or Before Enter today s date the default Click the Add button Click OK The result list will display in Magaya Explorer If the result is found you will see the transaction you are looking for but if not refine your search by clicking the Unfilter button and then return to the Advanced Filte
14. Clauses can be added while you are working on a WR or by going to the Main tenance folder and opening the Configuration option 122 NOTES AND INTERNAL NOTES ADD CLAUSES TO USE IN NOTES e Click on the button to select a clause that has been set up in your Magaya system Warehouse Receipt Caniets Commodities Changes Events Attachments Notes intemal Notes xg Click to select a clause Clause List Notes Consobdation as per attached cargo mardest e Click the Add button in the Clause List dialog box A new dialog box opens to add the clause information Clause Information Name Category Clause Text Enter the name of the clause e Select a category for the clause such as Bill or Cargo Release To add to this dropdown list of choices use the button with the three dots next to the dropdown Enter the text of the clause as it will appear on the transaction 123 NOTES AND INTERNAL NOTES INTERNAL NOTES Internal Notes Click OK to return to the Clause List Now the clause is available to use When you select a clause it appears in the Notes list on the Notes tab To delete a note from a transaction select it and press the Delete key on your keyboard or press the Backspace button To delete a clause from the Clause List open the Clause List by clicking on the button with the three dots Select the clause and click the Delete button
15. E 6 Messages Company Profile 2 e Search Invitations The first screen in the Community folder is your Company Profile Here you can edit or add information about your company You can add a description of your company that others in the Magaya Community can read to learn about you You can enter keywords that will help people find you when they are searching Keywords can include terms such as freight forwarder NVOCC warehouse etc Icons on the top corner of the screen allow you to save the profile reset your changes back to the original fill in the form automatically based on the information already entered when the Magaya software was installed and to upload your company profile to the Magaya Network e The second feature in the Community folder is Search You can search by company name country state or province city and or by keywords You can use as many or few fields as you want when you search The third feature in the Community folder is Invitations You can send an invitation see the invitations you have received and accept an invita tion or reject deny one On the right side of the Community screen is a window showing you the Communication Center and one for Traffic See Communications for more details 54 FOLDERS AND SUBFOLDERS DEFINITIONS OF FOLDERS The Messages folder can be expanded to show File Edit Sales Operations Maintenan lt PE 0 4 Back Air Oce
16. Garden Tools 454 00 gt Quantities Pieces Weight Volume Volume Weight 454 00Ib 0 00fe 0 00 lb When you click the Add button to add cargo the fields in the columns will be highlighted Enter the number of pieces select the type of container enter the cargo description and dimensions The totals are 192 CHAPTER 12 BOOKINGS How TO CREATE A QUICK BOOKING displayed on the bottom of the screen If the maximum weight is reached for this trip the system will notify you Use the Load button to use a container that you have previously defined in your Trip Schedule in the Equipment tab If you do not have any containers set up in your trips the button will be grayed out Use the Settings button if you need to change the measurement units Click the Next button to go to the Notes screen Add any clauses or notes that you want to appear in the notes Remarks field of the Booking This may be a reminder to your customer to bring important 193 CHAPTER 12 BOOKINGS How TO CREATE A QUICK BOOKING documents with the cargo such as the title of a vehicle for those companies that ship cars and vehicles Ocean Booking Wizard Booking Notes Select the clauses that you want to appear in the notes section of this booking Clause Category v x z Clauses List Name Category Notes Invoice Payment Terms Invoice Invoices due within 30 day C consolidate per shipment Shipment consoli
17. f E E 8 Cesa Gami Donun fed Debie o are Mai Took Reatrenh Paden oun Aai 10S Mogare Moet Aoro 11 ORES Vepre Maree Apoa 11088 serfP40Os 1 08 Ongeg Seres U og hement gae 30 am Uh ayre A Dewees whe rE Ehe Reseg Degne iven Deny ateme A lomt ast Duio Greet D Vom pmr i af O9 Wome Loots cepi Sra firain Caan ANDIN E i Dadi chet torte congo tw HAW II 0 hed 00O 00 ou sacarana 1 Dadis check to arden cargo tr HAWE TI 0 be Id ite ene Cei Cytaeis Aptos Paation Urectow amp All cargo for Shipment29 W 1 Double click to enter cargo for HAWB30 0 00 0 00 0 00in W 1 Double click to enter cargo for HAWB31 0 00x0 00x0 00in 2 Double click on the line in the Cargo List The Commodities dialog box opens 266 IMPORTS 1 CREATE AN IMPORT SHIPMENT 3 4 Enter information such as the commodity description and dimensions Commodity General Identification EEI Hazardous AMS Atte 4 D On Hand Description Foxtail palmd Package Type Location Pallet v v x Pieces Dimension L Wx H in f 50 15 00 28 00 15 00 C By Totals Piece Total Measure Weight 45 00 2250 00 Ib Volume 3 6458 1822917 fe v Quantity Unit Unitary Yalue Total Value 0 0 00 Notes For information on how to use the Commodities dialog box see the topic Commodities
18. Balance 250 00 35 00 500 00 736 23 0 00 0 00 1241 57 In this example we are sharing 50 of the air freight gross profit with our agent for both Houses The agent profit sharing can also be pre set in the Maintenance folder open the Forwarding Agent s profile and click on the Participation tab The participation can be set as a percent a flat value or amount per weight volume or piece e To calculate the participation by weight multiply the dollar amount for example 1 50 by the weight the formula you enter on the line would be 247 WORKING WITH SHIPMENTS LIQUIDATION 1 50 W Enter an asterisk for the multiplication function Weight is in pounds Ib To calculate the participation by volume for the above example enter the formula 15 V Volume is in cubic feet ft To calculate the participation by pieces for the same example enter the formula 15 P To modify an agent s profit sharing for the shipment in the Liquidation list click on the cell in the table and enter the number and the percent symbol After you enter the formula the amount will be calculated by the system and appear in the column The totals on the bottom of the screen show Cost Pre Paid and Collect Income Pre Paid and Collect Gross Profit subtract costs from income Salesman Profit the person who brings you the customer to set up go to Maintenance and the Sales person s profil
19. Internal notes are internal within your company They will not appear in the transactions and will not be visible to the customer Warehouse Receipt Supplier Camies Commodities Charges Events Attachments Notes Intemal Notes Custom Created on Notes Created by Last modifi To add Internal Notes Click on the New button to add an internal note e Enter the note by typing in the field Click Save when you are done The note appears in the list To make changes to an internal note select it and click on the Edit button To delete an internal note select it and click on the Delete button 124 WHAT ACTIONS CAN I PERFORM WITH A WAREHOUSE RECEIPT INTRODUCTION TO ACTIONS WITH WRs What Actions can Perform with a Warehouse Receipt Introduction to Actions with WRs The information you enter in the Warehouse Receipt WR can be transferred automatically into other documentation by using the Actions button The following section will explain how to generate accounting transactions and other actions that can be performed from a WR Generate Accounting Transactions from a WR Magaya Explorer gives you the ability to create accounting transactions such as invoices based on the information entered in other transactions such as a WR Magaya Explorer links the transactions and transfers the information from one transaction to another For example when charges are entered in the Charges tab the charges re
20. Note If your company is an Airline Carrier the General tab of the WR will have the button Get AWB This will enable you to select AWB numbers assigned to customers or numbers not assigned To add Air Waybills go to the Maintenance folder and click on the Air Waybill Numbers entry Use the Add button to add AWBs Shipper Consignee tab 83 How TO CREATE A WAREHOUSE RECEIPT STEP BY STEP PROCEDURE Select the shipper from the dropdown menu Warehouse Receipt General Shipper Consignee Suppler Carries Commodities Charges Events Attachments Note Shipper Name Consignee Name Atlantic Surplus MC Cargo Compary Address Address 3224 North College Road 8725 NW 18th Tenace Wilmington NC 28405 Miami FL 33172 UNITED STATES UNITED STATES Client to Bill Other MC Cargo Compary Mode of Transp Ong Cento M Ce The shipper is often the manufacturer or wholesaler i e the one who sent you the cargo If the shipper s name is not in the list add it by clicking on the plus sign The shipper s address will be filled in automatically Select the client to bill This is the one who is paying for your services This can be the shipper consignee or a third party Select the Consignee The consignee is the ultimate recipient of the commodities at the destination Optional Select the Mode of Transportation If you do not select a mode of transportation you will not b
21. The charges entered in the Charges tab are integrated into the accounting system in the Magaya Explorer and will appear on invoices bills etc To Add a charge click the Add button and select a charge type Enter information in the new dialog box Since the mode of transportation is Ground the Income Freight Charge and the Expense Freight Charge will be Ground For details on adding charges and using the Charges tab see the topic Charges Pickup Order E t og General Shipper Consignee Supplier Carriers Commodities Charges Events Status Description Prepaid Quantity Price Amount Add Income Charge Income Freight Charge Delete Expense Charge Expense Freight Charge z Totals Expense Income Profit Units USD 0 00 USD 0 00 USD 0 00 ak 10 On the Events tab enter the information you need as follows The Events tab is used to list any events related to the Pickup Order The fields on this tab are optional For more information on the Events tab see the topic Events 11 On the Attachments tab enter the information you need as follows The Attachments tab is used to add any photographs or documents to the Pickup Order This tab is optional For details on adding attach ments see the topic Attachments 12 On the POD tab enter the information you need as follows Click on the POD Information checkbox to enable the fields if you want to require
22. The software provides a default list of items and services Click the Add button to add a new item 41 PERMISSIONS PERMISSIONS INTRODUCTION or service Click on an existing item and click the Edit button to make changes 6 Add or edit opening balances by clicking on the Add or Edit buttons for your forwarding agents customers carriers salespersons warehouse providers and vendors as needed Click the Next button for each screen For more details see the Accounting manual 7 Click the Finish button when you are done Your information will be saved AFTER COMPLETING THIS TASK When you have completed all the screens in the Accounting Wizard you can modify and add to the accounting details at any time by opening the Accounting folder or by returning to the Accounting Wizard Permissions Permissions Introduction You can assign permissions to employees in your company based on their job or role For example you may want to give the Accounts Receivable AR clerk access to certain billing functions and allow a warehouse employee access to other functions Overview of the process of assigning permissions 1 First define the groups in your company such as Warehouse Accounting etc 2 Second assign employees to groups 3 Third assign group access to folders For example assign the Accounting group to have access to the Accounting folder and its subfolders The Permissions Available Magaya softw
23. this means the item is Not Elsewhere Specified or Included This is Chapter 98 Special Classification Provisions The commodity number should not be used until a check has been made to determine whether there is a classification elsewhere into which the item will fit more specifically Other classifications under the same general heading should be examined These codes are required in shipments exported from the US The code must be on the FEI formerly SED All the codes are available on the EEI tab in Magaya 145 COMMODITY CLASSIFICATIONS ACTIONS WITH COMMODITY CLASSIFICATION LIST Explorer when you enter commodities or add a container into a Warehouse Receipt or Pickup Order Commodity a eae OE CO General Identification EEI Hazardous AMS Att lt Eome x Schedule B MILITARY EQUIP MILITARY WEARI ARTICLES DONA ALL WEARING AF MEDICINAL amp PH a a im Actions with Commodity Classification List The Commodity Classification list is located under the Warehousing folder i ae KEGLE Pickup Orders B Pickup Order List A Warehouse Receipts A Warehouse Receipt List y Commodity List A Cargo Releases Cargo Release List Package Types Locations a Warehouse Inspector Item Definitions L Commodity Clesstications gt I ipment Lis Hl Work Load HJ In Transit 146 COMMODITY CLASSIFICATIONS ACTIONS WITH COMMODITY CLASSIFICATION LIST T
24. Columns and Refresh Pickup Order General Shipper Consignee Supplier Caniers Commodities Chatges Events P O Status G Empty Step by Step Procedure TASK 1 Go to the Warehousing folder on the left side of Magaya Explorer and click on Pickup Orders or the Pickup Orders List 2 Click the Add button from the toolbar A Pickup Order dialog box will appear 152 How TO CREATE A PICKUP ORDER STEP BY STEP PROCEDURE 3 On the General tab enter the information you need as follows The system will assign a Pickup Order number For more on setting up document numbers see the topic Configuration Pickup Order General Shipper Consignee Supplier Caries Commodities Charges Events Attachments PE gt O Staus Empty Number 19 Creation Date 4 20 2009 Pick up Date 4 20 2009 Delivery Date 4 20 2003 Employee llene Taylor Issued By MC Cargo Company Destination Agent Destination Agent 1 2 00 00 PM A 3 4 30 00 PM 6 15 00 PM The employee name is filled in automatically based on who is logged in Issued By is filled in automatically this is the company who is issuing 153 How TO CREATE A PICKUP ORDER STEP BY STEP PROCEDURE the pickup order if you are the freight forwarder or NVOCC then your company name will display here Enter the date for the pickup and delivery Select the destination agent from the dropdown menu I
25. Commodities Charges Everts Attachments Notes Intern gt E Click to select a clause Internal Notes tab Warehouse Receipt c Supplier Carries Commodities Charges Events Attachments Notes Intemal Notes Custom Created on Notes Created by Last modifi Use the Internal Notes tab to add notes that will not appear on the WR but the internal notes will be used within your company For details on adding Internal Notes see the topic Notes Click OK when you are finished entering all the information in the dialog box to save the information The WR form will be filled in automatically with the data you entered This updates the status of the WR to on hand View the WR and verify the information Edit if needed After finishing these steps you will have a completed WR All the information entered in the dialog box is now filled in to the Warehouse Receipt form Video Tutorial For a video tutorial on receiving cargo in the warehouse see the following link Video on Receiving Cargo http www magaya com products videos reccargo html 91 ADDITIONAL DETAILS INTRODUCTION TO COMMODITIES TAB Additional Details The following topics provide further details on how to create a Warehouse Receipt Commodities Introduction to Commodities Tab This topic will explain how to enter commodities also called cargo or inven tory into the Commodities tab for Warehouse Receipts Pickup Orders Carg
26. Eeim Reseg Dwm Evedts Deven atiwe tomi Pa Duen Prt D Fer O Sierre O Loaded ES A tern WD 1 Dede chet rts congo tw HOWE 0 008 0O Oh ta Semetiian Dyred i Dade cick oeta opia Hane 0 Dba 6d iir Cain Cotten isisi 3 me As way Ol antes 5 Dock rg Mantas Benadie Ma t banisi ielat imate 40005 Deveped vate by Cage ke Cmte Artea hance rece Carkars brots C23 Su any leap Mester g Mecelieneous Demgke d Gaat Frew ow himen Potted pars rom J Peest 2 Ma Wegt Wit ni Mee Voie Ae weg erare Sema Click on the Actions button and set the cargo In Transit This will update the status ofthe shipment and begin the next part of the process entering shipment data Enter Shipment Data in Houses Next you will need to enter the Shipper Consignee charges and cargo informa tion for each House This step will not need to be done if the shipment was created and sent via Magaya Network 265 IMPORTS 1 CREATE AN IMPORT SHIPMENT The following instructions will explain the procedure for one house but this will need to be done for all the houses 1 Inthe Shipment folder for the import go to the Cargo List If you did not have a Warehouse Receipt for the cargo then the Cargo List will display a note Double click to enter cargo for each House Fie OH Sa Oprane Naime Semet Mejorelicinerh Actoutng Repote Orton fe 9 z 0 0 93 9 8
27. Icons status of cargo 103 in transit 274 in transit folder 274 Incoming Shipments 59 install 30 31 installation program 30 InstMCS exe 30 interface 49 internal notes 124 inventory item definition 131 133 inventory item definitions 95 129 Invitations 54 Items and Services 58 ITN Internal Transaction Number 98 J just in time 27 L Labels print 159 Liquidation 244 configure 249 reports 249 view transactions 250 liquidation 16 logistics 12 M Magaya Communication Server 32 Magaya Database Server 32 Magaya Document Editor 32 Magaya Explorer 32 Magaya Network 54 memory 29 Messages 55 Microsoft 50 my company info wizard 51 N nesoi 145 network ID 30 49 network installation 31 network neighborhood 31 notes 122 O online update 33 OnlineUpdate exe 33 outgoing shipment 273 Outgoing Shipments 59 P Pareto s rule 27 part number 129 part numbers 95 Passwords for employees 46 Pending Tasks 55 Permissions 42 Photographs as Attachments 115 scan 116 Pickup Order how to create 152 location of 151 PRO number in 155 pickup order 151 Pickup Orders create a bill from 163 create a Warehouse Receipt from 161 create an invoice from 163 exclude from tracking 162 generate accounting transactions 163 make a copy of 161 view attachments to 161 plus sign 53 POD 170 POD see Shipments Proof of Delivery port 29 Ports add 57 preview 49 Print labels 159 PRO number 86 in a Cargo Rele
28. P Empty eB Arriving _ 0 Pending Other status icons P On Hand w In Process v In Transit y At Destination w Delivered The icons are identified in the Magaya Explorer lists such as the Warehouse Receipts list the Cargo Releases list and the Commodities list See the Status column for the names and colors of the icons 242 WORKING WITH SHIPMENTS REPACK CARGO Repack Cargo To repack cargo within a shipment click on the shipment in the Shipment folder to select it and click on the Repack button on the Cargo Toolbar A wizard opens Repacking Wizard Select Container Step 1 of 2 Please select the container type to repack the cargo and enter the dimensions Container Type Description Number Seal Number 1 Seal Number 2 Dimensions Length oo in Weight oo Ib Width 0 00 in Add the weight of z contained pieces Height 0 00 in Location Volume 0 00 fe 3 x Notes e Select the container type A container can be a pallet an ocean container or air container This dropdown menu pulls its definitions from the Package Types list under the Warehousing folder e Enter the cargo description Enter the container number Enter the seal numbers for the container for ocean shipments only e Enter the container dimensions if necessary e Click to check the box if you want to add the weight of the contained pieces to the
29. Pieces Weight Volume 45 203 00Ib 119 35 1242 39Vlb Enter the Declared Value for the goods Enter a pre set clause by clicking on the button with the three dots The clause will appear in the Description of Goods field overwriting the description The Dates are filled in automatically by the system with today s date Change the Departure and Arrival date and time for the shipment 229 WORKING WITH SHIPMENTS GENERAL TAB e The totals for the Quantity of the goods is shown on the bottom of the screen To change the units of measurement click on the Settings button Shipment Settings Forms Filling Measurement Units Filling details C Expand Air Way Bill details C Expand Bill of Lading details Show Container details Expand Cargo Manifest details C Show Warehouse Receipts in Cargo Manifest Fill documents using accounting info Show items dimensions in Master Air Waybill C Show items dimensions detailed Air Waybill Weight unit O Kilograms Ka Pounds Lb Both Kg amp Lb Bill of Lading Weight unit O Kilograms Ka Pounds Lb Both Kg amp Lb The Settings button has two tabs One for setting up how you want forms filled in shown here and another tab for the measurement units 230 WORKING WITH SHIPMENTS ROUTING TAB Now let s look at the General tab for a Ground Shipment General Entities Routing Charges ll Events Deliv
30. Select the contact name customer from the dropdown menu The customer address is filled in automatically If the name is not listed it can be added using the plus sign in the dropdown menu toolbar To change the address for this transaction click the Change button and enter the information Enter the description of the goods This is optional but recommended The button next to the description field can be used to add a preset clause to the quotation For information on clauses see the topic Clauses The status of the quotation will remain as Empty until cargo is added 182 CHAPTER 11 QUOTATIONS How TO CREATE A QUOTATION 5 Click to the Routing tab Enter information as follows General Routing Commodities Charges Attachments Notes Internal Notes Mode of SS Transportation Origin Information Port h Name i v Pickup Address Destination Information Port v Name y Dropoff Address Chenge Select the mode of transportation from the dropdown menu In the Origin part of the screen select the port of origin from the drop down menu Select the name of the entity where the cargo will be picked up This may be the customer Enter the address of the pickup If you need to change the address for this transaction click on the Change button and enter the informa tion In the Des
31. They will not appear in transactions or be visible on any tracking such as Magaya LiveTrack For details on using the Internal Notes tab see the topic Notes Actions You Can Perform with a Quotation After you create a Quotation and the customer accepts it you can transfer the information in the Quotation automatically to create the following transactions by clicking on the arrow on the side of the Actions button and selecting the transaction choice from the menu A Booking A Warehouse Receipt e A Pickup Order 186 CHAPTER 11 QUOTATIONS How TO CREATE A QUOTATION A Shipment An Invoice Other actions that can be performed with a Quotation are Filter the Quotation List The Filter button allows you to select how you want to view the information in a list For example you may want to see only transactions for the past week or transactions for a certain customer or destination The Filter button has two options Standard and Advanced For details on using the Advanced Filter see the topic Filters Reports You can create reports about the quotations by selecting the option in the Actions button list To view the history of the Quotation select the option History A dialog box opens listing all the transactions related to this quotation If you create a Booking or other transaction from this quotation that history will appear in the History list Show Related Object This will take you to the next tr
32. and other details The information is saved and made available for performing tasks such as creating Warehouse Receipts invoices shipping documents and other transactions Why Use the Wizards Using the wizards helps you save time because the information is automatically placed in documents such as Warehouse Receipts shipment documents bills and Cargo Releases You do not need to retype your address your customer s address etc each time 35 CHAPTER 4 INITIAL SOFTWARE CONFIGURATION How TO MAKE CHANGES TO INFORMATION YOU ENTER Options You can begin working with the Magaya software without using the Startup Wizard or the Accounting Wizard You can enter information as you work and the software will save it Weicome to the Setup Wiad noan Startup E Wizard Jbtanrg a Magaya Network ID for pou company Erteiro bant rfomation such at you Company Nare Ader otc and 0 Welcome to the Accasting Weed The tofloweng depe mal gade pou trough Choceng he Compary Feed Yeo Chek on Pe Setro uo he Chai of Accourts Emerg the oers baree ba outo emd e ae Dch on the Ries baon to siat Accounting Wizard How to Make Changes to Information You Enter When you enter information in the Startup Wizard such as carriers and ports you use frequently the details are saved in the Maintenance folder You can edit the information by opening the Startup Wizard or Accounting Wizard at any time You can also make chan
33. ao jew 38 10 24 Diesel fuel conditioner OO 4 00 6 00 20 00in H 0 pa Pieces 4 of 38 Pieces D s z 20 Shimano a MA 92 IR taira re gt 20 of 20 elements Select a button from the following to choose the method of loading cargo Warehouse To select from the Warehouse Receipt to ship the same way you received the items Pickup For cargo that does not come to your warehouse Inventory To ship by part numbers used by distributors Scan For using handheld scanners to scan barcodes Click on the items you want to include in this shipment This example selects from the Warehouse Receipts If you are selecting only some of the items from a Warehouse Receipt click on the Pieces button and enter the number of items For this example there is a total of 38 diesel 211 CHAPTER 14 CREATING SHIPMENTS CREATE A STRAIGHT SHIPMENT fuel conditioners available To send only 5 enter 5 in the Pieces dialog box The total number of items available is the first field in the series before the item name 38 The field 10 is the Pickup Order number 24 is the Warehouse Receipt number The order of these fields can be changed by clicking on the Configure button Click the Next button to go to the next screen in the wizard 7 Check the box if you want to repack the cargo If you do not want to repack leave the box unchecked and go to the next screen Add Air Shipment Straight
34. cargo item 176 Cargo Release compare to Shipment 165 create a bill from 172 create an invoice from 171 edit 169 how to create 166 set cargo as Delivered 173 set cargo in transit 172 cargo release 165 Cargo Toolbar 240 Load button 241 Unload button 241 Unpack button 241 carrier 12 Carrier Rates 58 Carriers add 57 chargeable weight 20 Charges add freight charges 110 add to a transaction 107 Charges Correction Advice 240 charges tab 104 Chart of Accounts 58 COGS 28 commodities 92 commodities reports 176 commodity classifications 145 Communication Center 54 Communication Server 32 Community 54 Company profile 54 Configuration subfolder 58 Configure liquidation 249 contact Magaya 34 Contacts add 57 container 102 Container reports 254 cost of goods sold 28 Country codes and names 57 customize package type 143 cycle count 27 D Database Server 32 database server 50 Declared Value 207 desktop icon 32 Distribution Center 12 Divisions 46 Document Editor 32 Document numbering 83 download 30 E ECCN 98 edit 52 EEI 15 96 EEFI tab 145 Email send batch emails 67 Employee add 57 permissions and remote access 57 events 112 explorer 49 export code 98 F F1 59 Find 51 160 find commodities 176 find commodity 176 FMC 57 G Generate button 248 Grayed out button 51 H hard drive 29 hazardous materials 99 Help 59 help 34 52 hide folders 53 History Tasks 55 I IATA code 18 56
35. documents for each E Bill of Lading House Packing List S A HBOL11 Bill of Lading Packing List a HBOL12 k map we Document a a det 12 LODA Dir Packing List iari o Anr 1 2 1 EDILES an GU Le r In the cargo list cargo can be unpacked and repacked as needed More cargo can be added or unloaded The totals for the number of pieces and weight and volume are displayed on the bottom In the shipment screens and with the buttons on the toolbars you can set the shipment in transit liquidate it and other choices These are explained in detail in the topic Working with Shipments Working with Shipments This topic will provide an overview of the Shipment Toolbar and the functions available when you are working on your shipments Also explained here is how to work with the shipment tabs repack cargo and how to liquidate a shipment 225 WORKING WITH SHIPMENTS INTRODUCTION TO WORKING WITH SHIPMENTS Introduction to Working with Shipments Magaya Explorer displays shipments in three panes The panes and toolbars are the same for outgoing and incoming shipments of air ocean or ground Mapapa Marte itzier Magaya Laplore fe Di Seer Cperstoes Mertmexe eet Meageeleteck Amrih Reports Opties feb O O 2 8 98 f De Ree 3 2 5 txt Crew word lem Sent Petre fetter Megara Mbt mes tye tats S a As Damart hiie Dec t 712008 84 0807 Lo
36. ments If the origin agent used Magaya Explorer to create the import shipment then the shipment data will be sent to the destination agent via the Magaya Network Then you will begin with Step 2 below If the origin agent did not use Magaya Network then begin with Step 1 After Step 2 the operations procedures are the same whether the shipment was created in Magaya Explorer at origin or not The following is an overview of the steps of creating and processing incoming shipments imports 1 Create an Import Shipment in Magaya Explorer using the wizard and enter shipment data This step is not necessary if the shipment was created by the agent at origin and sent to you via the Magaya Network 2 Liquidate the shipment to generate invoices and bills 3 Perform the Reception process which creates Warehouse Receipts 4 Create Arrival Notices for customers 5 Release cargo for final delivery The following sections provide details on each of these operations and liquida tion steps 1 Create an Import Shipment These steps explain how to create an Import Shipment in Magaya Explorer 255 IMPORTS 1 CREATE AN IMPORT SHIPMENT This example shows an Air Consolidation The steps are the same for Ocean and Ground imports 1 Click on the arrow on the Air Shipment button File Edit Sales Operations Maintenance Shipment Magaya Network Accounl Ocean Ground Docum Print a Magaya Network Consolidation Wiza
37. 0 bh otha foe ewe pee eo de a eae dn 240 Repack Careocrccctnccndanks nen dde tie adeonehekdba E aw hh E R ias 243 LIGUIGAULON ceea ce Dee bRS EO AS eS AERA SES a OWA Ske aa eis aaa a ea E 244 View Eransactions lt Sw atewain wees you sey aide Ramee ewe nbacsa snes eee 250 Pr LADS IS pte cp 0 aed We Wk Ge ae eS Be ae enw e3 252 Usimg the Shipment Eist A405 ea ere a aN a a Me a aia 253 Shipment List jis shaw eves aan a a a bene haere E R E dase rds 253 ORES S52 hea a a a a a a a a es PI were aaa 255 Index Introduction to Imports canes bak Sb eG a bis EE ee a 255 1l Create an Import Shipment o 4 6440 65 4464s phe ae dae ele we beeen needs 255 2 Liquidate the Shipment 90 s os seh Males at E alge oN ee al Dog 268 3 Perform Reception Process ic 444 24446 ehe he Eek Whe eee eee 269 A Create Atrival NOCES 2 4 hace Seek fe ears Se Se PES OS Sg E aE 270 5 Release Cargo for Final Delivery 20 0 ce cee cee eee eee 272 How to View Shipments satessan rane aE E E TEA E E S 273 Work Load Folder iii sacs eager esa a E E ee E EE a 273 Ii Transit HOMES meenet nae data dn E a a a DUA Aare San See EREA 274 SECTION 1 GETTING STARTED Getting Started Section 1 SECTION 1 GETTING STARTED CHAPTER 1 How TO USE THIS MANUAL INTRODUCTION Chapter 1 How to Use This Manual Introduction Welcome to the Magaya Cargo System Operations User Manual This manual is designed to teach you how to perfo
38. A WAREHOUSE RECEIPT STEP BY STEP PROCEDURE e Enter information in the other fields as needed They are optional The PRO Number is an inland carrier s bill of lading number also called a progressive number The driver s name may be useful if any cargo is damaged or missing Click to the next tab Commodities tab Use this tab to add commodities to the WR Click the Add button to add a commodity A dialog box opens with tabs General Identification EEI formerly SED Hazardous Materials AMS and Attachments Warehouse Receipt General Shipper Consignee Supplier Carrier Commodities Charges Events Attachments Note Status Package Description Volume 0 00 fe 0 00 Vib Weight 0 00 Kg 0 00 Ib 86 How TO CREATE A WAREHOUSE RECEIPT STEP BY STEP PROCEDURE On the new dialog box enter information as needed Commodity _ _ o General Identification EEI Hazardous AMS Att In Transit Description Package Type Locatior v Pieces Dimension L xW xH in 1 0 00 0 00 C By Totals Piece Total Weight 0 00 0 00 Volume 0 00 0 00 fe Quantity Unit Unitary Value Total Value 0 0 00 0 00 For details on adding commodities see the topic Commodities When you are finished entering information in the Commodity dialog box click the OK button You will be returned to the WR dialog box Commodity tab If you need to add more commodities repeat the steps
39. Accounting functions You can also set a shipment in transit or as Received or Delivered You can create Houses here or use the wizards for Air Ocean or Ground shipments Magaya Network This provides access to the Magaya Community you can also access the Magaya Community by using the Magaya Network folder on the left side of the Magaya Explorer You can also access your Inbox and Outbox the Communications Center also available by pressing the F4 key and the Send function Accounting This displays the same list of subfolders that are also under the Accounting folder on the left side of the Magaya Explorer Reports Access financial reports sales and purchase reports multicur rency saved reports and more Options Use this to display or hide the toolbar status bar folders or ship ments You can also Refresh your system view here or press the F5 key view your transactions log and access the Configuration options Help Use this to access a list of how to s for frequently performed tasks and to access the Magaya website for video tutorials FAQs and a web form to tell a friend about Magaya software To access information about your Magaya software select the About Magaya Explorer This will display your license agreement and version number of Magaya software you have 52 FOLDERS AND SUBFOLDERS INTRODUCTION TO FOLDERS AND SUBFOLDERS Folders and Subfolders Introduction to Folders and Subfolders Th
40. Address button Enter the Trip Number or click the Set button to select from your list of trip numbers All the information from the trip will be filled in on the 191 CHAPTER 12 BOOKINGS How TO CREATE A QUICK BOOKING rest of fields of this tab If you do not have a Trip Schedule set up you will need to fill in this information manually Enter the Line Booking Number This is the booking number from your Trip Schedule if you are a freight forwarder and you have a booking with a carrier or shipping line Select the Carrier from the dropdown list The Mode of Transportation of Vessel is displayed by default for an Ocean Booking To change it use the dropdown menu Select the vessel from the dropdown menu Select the Departure and Arrival at the destination ports and date The date is filled in automatically with today s date Set the Spotting Date and Cut Off Date and Time by using the drop down menus The date and time are filled in automatically with today s date and time by default The Spotting Date is the date that the container is placed at the customer s location The Cut Off date is when the container needs to be ready to be taken to the port Click the Next button to go to the commodities cargo screen Ocean Booking Wizard Cargo in this booking Enter the detail of the cargo in this booking Status Pieces Type Description Weight Ib B Booked 2 20Ft
41. Agent 1 2 Pinarello Dealer Demo Destination Agent 2 20 Shimano 23 JB Wire Co View E E H H ae a a a OOOOOOO0OoOoOooooooooo0 19 of 19 elements e Add Use this to add cargo that does not have a Warehouse Receipt to add on the fly The Commodities screen opens See the topic Commodities e Unload To remove cargo from this House and place it back in the ware house in On Hand status if it was part of a Warehouse Receipt Repack See the Repack Cargo section Unpack To move some items out of the container The items will remain in the House If you click the Unpack button when you have a container selected all the items in that container will be unpacked If you click on an item only that item will be unpacked from the container Edit To make changes The icons for the cargo indicate the status of the cargo Yellow is In Process or Ordered e Aqua is On Hand e Purple is Loaded Light Green is In Transit Dark Green is Arriving 241 WORKING WITH SHIPMENTS THE CARGO TOOLBAR Blue is Delivered Bload gf Add Gp Unload PBRepack MP Unpack X Edit a amp All cago for Shipment27 4 23 clamps 12 00x12 00x12 00in W W 22 22 wire cutters small 48 00x32 00 42 00in 2 31 5 rebar 140 00x48 00 48 00in W 1 16 37 52 inch Rebar Cutter 52 00 9 00x6 00in W 2 16 37 5 rebar 140 00 48 00 48 00in Purple icon indicates Loaded status
42. Apply to Paid as Prepaid Apply by Show in documents Weight No of Gross Gross Chargeable Rate Charge Total Amount Pieces Weight Ib Volume ff Weight Vlb o oo 0 00 000 oo w USD 0 00 Select the freight service class This will pull the type of freight from the Items and Services list in the Accounting folder Enter a description optional Select who to apply the freight charge to such as the carrier for expense charges or apply to customer for income charges If the customer needed is not shown in the dropdown list use the button next to the dropdown to show all entities If you want to customize the rates click the Rates button A dialog box will open for that carrier or customer Enter data and click OK to save the rate and return to this screen When you change how you apply the charge by weight pieces etc the totals across the bottom change The unshaded fields yellow will be 110 CHARGES WORKING WITH THE CHARGES TAB multiplied automatically to calculate the total You only need to fill in the unshaded fields Select if the charge is Prepaid or Collect Prepaid means the charge is paid or invoiced at origin Collect means the charge is paid at destination It is collected by the destination agent if you have one at the destination Allow Automatic Update This option will be grayed out if the charge was create manually If the charge
43. CONSOLIDATION 5 Select the documents for the Master shipment Add Ocean Shipment Consolidation Wizard Export Select documents for the Master Shipment Documents included in the master shipment will summarize the cargo from the house shipments Select Documents for the Master Shipment either from Standard Documents or from Templates you have previously defined Select from Standard Documents Templates Name Bill of Lading C Bill of Lading Multicurrency C Bill of Lading With Totals Cargo Manifest E Cargo Manifest No US Customs C Cargo Release C Cargo Release Bonded C Cargo Release Distribution C Caricom Invoice C23 Summarized C Caricom Invoice C23 C Certificate of Origin C Certificate of Registration CBP Form 4455 i Fil Ch armos Cerraction Aduies lt i gt Delete NOTE If you desire to create template documents you can do that in the lt Miscellaneous T emplates gt folder For example click on the checkbox for Bill of Lading and Cargo Manifest options A checkmark appears in the box next to the document name These documents will now appear with your shipment documentation and all the information from this wizard will appear in the applicable fields in the documents Use the Templates button to use documents that contain information that you use regularly and repeat Templates can be created by copying a document into the Template folder located in
44. Change them to the correct dates and times Enter the capacity weight and volume for the vessel for the amount of space you have contracted with the carrier The unit of measure can be changed using the dropdown menu For a Ground Trip Schedule the trip number is filled in automatically 199 How TO CREATE A TRIP SCHEDULE STEP BY STEP PROCEDURE The fields on the import and export screens are the same Ground Trip Properties General Entities Routing Equipments Bookings Commodities lt 4 Outgoing Status Open Trip Number Carrier Anderson amp Sons Trucking Co Employee llene Taylor i Creation Date 3 24 2009 v Description Trip Capacity Max Weight 0 Pound lb v Max Volume 0 Cubic foot te Select the Carrier from the dropdown menu Enter a description of the goods you will ship if you know this informa tion this is optional Enter the capacity weight and volume for the truck for the amount of space you have contracted with the carrier The unit of measure can be changed using the dropdown menu 4 The Entities tab is used by NVOCC s and Freight Forwarders only not by Carriers For details on entering information in this tab see the Ship ments topic The screen is the same for import and export of air ocean and ground 5 Onthe Routing tab enter the departure and arrival information for the trip The screens f
45. FTZ number Port of loading F iami Loading pier or terminal Pre Carriage by Anderson amp Sons Trucking Co Place of receipt by Pre Carrier Fort Lauderdale Exporting Carrier Sea Star Line Vessel Name and Flag Viking v NETHERLANDS v Voyage Identification Port of unloading Colon Place of delivery by On Carrier Panama City F a The Mode of Transportation field is filled in automatically The system will display only maritime type transportation options For more options click on the button with the three dots Enter the point of origin or the Free Trade Zone FTZ number The point of origin is the city where the transportation starts Select the port where the cargo will be loaded 2 Enter the pier or terminal name or number if you know it Select the pre carriage company and where they will pick up the items 1 Select the exporting carrier the shipping line Select the vessel name and flag and enter the voyage ID number Select the port where the cargo will be unloaded 3 Select the place city where the cargo will be delivered by on carrier 4 The data for the ports of loading and unloading and place of receipt by pre carrier are from the Ports list in the Maintenance folder Click the Next button to go to the next screen in the wizard 219 CHAPTER 14 CREATING SHIPMENTS CREATE A
46. Green is In Transit Dark Green is Arriving e Blue is Delivered D Empty w Arriving UJ Pending J On Hand w In Process J In Transit J At Destination J Delivered The Unpack button in the Commodities screen will unpack items from a pallet or box and list them on the main commodity list The icon will indicate the commodities are not inside a pallet You can adjust the columns as needed by clicking and dragging the column to widen it or narrow it The total weight volume and number of pieces displays on the bottom of the screen Magaya software enables you to add edit and process charges for transactions such as Pickup Orders Warehouse Receipts Cargo Releases Bookings Quota tions and Shipments Charges entered on a Charges tab will be used for accounting functions such as generating bills and invoices Information from Items and Services is used to calculate the charges and liquidations of shipments see the topic Automated Billing in the Accounting manual These Charges tabs may look a little different from each other Some of the buttons may be in different places but they have the same features in each of the transactions 104 CHARGES OTHER OPTIONS ON THE COMMODITIES TAB For example take a look at the Charges tab in a Warehouse Receipt WR Warehouse Receipt General Shippe Consignee Supplier Cartier Commodities Charges Events Attachments Note Status Description Prep Quantity Pri
47. Jimmy ChooS Storage Fee 120 00 0 00 HAWB12 Jimmy Choo S Inland Freight 0 00 0 00 HAWB12 Jimmy Choo S Air Freight Service 1977 80 0 00 Sider ow Agns Red e In this example there are two Houses HAWB11with four charges and HAWB12 with three charges All the Costs are Pre paid 246 WORKING WITH SHIPMENTS LIQUIDATION The following screenshot highlights the income for the Houses Logerdetoon far Sitrat Syma A0 Inc PP 0 00 Gross Profit 210 00 35 00 470 00 153 93 120 00 50 00 2483 14 Inc Col 250 00 35 00 500 00 813 20 0 00 0 00 0 00 0 00 0 00 0 00 240 00 50 00 4460 94 e The Income charges are Collect for HAWB11 and for HAWB12 the Income charges are Pre paid The following screenshot highlights the agent s participation and profit and your profit and the balance itemized per line of what the agent owes you A negative signs means that you owe the agent Logerdation far Stapreaait Shyne I USD wo a Daru MET Seabees 5 aE 5 PUNES n A Fiag Sere Fee dome Uno Sin and beg ENE Jwe CoS Fisgelerme FTF Agent Name Destination g 0 00 0 00 0 00 50 00 0 00 0 00 50 00 Destination Ag Destination Ag Destination Ag Destination Ag Destination Ag Destination Ag Agent Partici Your Profit 210 00 35 00 470 00 76 96 120 00 50 00 1241 57 Agent Profit 0 00 0 00 0 00 76 97 0 00 0 00 1241 57
48. List Bills and Bill List Payments and Payment List Deposits and Deposit List Checks and Check List Outgoing Shipments 58 WORKING WITH DOCUMENT AND LIST VIEWS DEFINITIONS OF FOLDERS The Outgoing Shipments folder is the place where you will create your own subfolders to organize your outgoing shipments For example you may choose to organize the outgoing shipments by year and month You may also want to have a subfolder in each month for Air Ocean and Ground shipments Incoming Shipments The Incoming Shipments folder is the place where you will create your own subfolders to organize your incoming shipments For example you may choose to organize the incoming shipments by year and month You may also want to have a subfolder in each month for Air Ocean and Ground shipments E A Bookings Warehousing Jj Maintenance H Accounting Hq 2008 2009 fe H Shipment27 H Shipment30 Hq 2008 2009 H S Shipment26 H S Shipment28 NOTE To create air ocean and ground shipments quickly use the icons on the top menu They have a wizard that will walk you through the steps See Chapter 14 for details Where to Find Help Magaya Software contains a help file with the topics for everyday tasks Click on the Help item in the top menu or press the F1 key on your keyboard In the Help system click on a topic to expand it or search for keywords Many dialog boxes have a Help button Click on
49. OK to see the filtered list For more details on using the advanced filter see the topic Advanced Filter 142 How To CUSTOMIZE PACKAGE TYPES How to Customize Package Types Magaya software comes with a list of default package types If you need to customize package types use the Package Types list For example if you build your own pallets enter the dimensions into Magaya Explorer so they are auto matically filled in when you add a pallet to a shipment The Package Types list is located under the Warehousing folder eae varehousing E Pickup Orders E Pickup Order List A Warehouse Receipts A Warehouse Receipt List g Commodity List Cargo Releases Cargo Release List Package Types cm Locations ga warehouse Inspector Item Definitions Commodity Classifications Shipment List Hl Work Load 4 In Transit TASK 1 Click on the Add button A dialog box opens with two tabs Description and Dimensions The fields change based on the type of package you select from the dropdown menu 143 How To CUSTOMIZE PACKAGE TYPES 2 Enter information in the Description tab On this tab certain fields appear depending on the type of package you select from the Type dropdown menu If you select Container the fields for the container code and equip ment type become available If you choose another package type such as Crate the container fields are not available For
50. ORDER STEP BY STEP PROCEDURE What Actions can Perform with a Pickup Order After completing the Pick up Order you have many options in Magaya soft ware You can print the pickup order or a label email the pickup order make a copy or other options HWC Carge Company Magaya Explorer Pie Edt Seks Operations Mantenaxe Shement Magrps Network Accounting Reports Options Hep aX U WHEE amp hg T Fest Previn Ad GR Delete Fd Fifer 3 a Pope gt gt Options HWC Cargo Company Pickup Order 5725 NW 18 Terrace Pickup Number 20 Miam FL 23172 UNITED STATES A Warehouse Peceets A Weretouss Recewt ust x 3 R Network Send EMail Print the document or labels By using this option the labels can be printed now and will not need to be reprinted when a Pickup Order is converted into a Ware house Receipt Click the arrow on the Print button and select Print Labels E xX 2 Ocean Ground Network i4 4 pI ge Q Print First Previous Add e RECEA t Actions Save to PDF ja HWC Cargo Company 8725 NW 18 Terrace Miami FL 33172 UNITED STATES 159 WHAT ACTIONS CAN PERFORM WITH A PICKUP ORDER STEP BY STEP PROCEDURE The Print Labels dialog box opens Print Labels Print Setup Select Labels Printer Receiving Label 4x3 Receiving Label 4x5 Receiving Label 4x6 Description WMS Label 4x6 devO4 HP Lasewet P2015 Seri USBO01 Warehouse
51. Receipt or Cargo Release If you have not used the scanner 116 ATTACHMENTS ADD ATTACHMENT FROM SCANNER feature in Magaya Explorer previously the buttons for acquiring from the scanner will be grayed out and need to be activated To activate the Acquire buttons click on the Select Devices button Pickup Order General Shipper Carriers Commodities Charges Events Attachments pc gt Select Device Y iew Delete Save Internal 117 ATTACHMENTS ADD ATTACHMENT FROM SCANNER A dialog box will open Select Image capture devices Source Name Source Family Manufacturer PaWIA HP Scanjet 3970 Twain Data Source On WIA Hewlett Packard lt Source Info gt Name WIA HP Scanjet 3970 Manufacturer Hewlett Packard Family Twain Data Source On WIA Version 1 0 Protocol Other Info 26 June 2000 Interface WIA Interface by Windows Picture Source Document Source 2 Click on the scanner you want to use Note You must have the scanner connected to your computer The information about that scanner will populate the fields in the dialog box 3 Click on the checkboxes Picture Source and Document Source The Picture Source option acquires images from a camera web cam or scanner For example you may have a web cam set up in your warehouse to photograph the cargo as it arrives It will sa
52. STEP PROCEDURE 8 Onthe Commodities tab the commodities or loose cargo that are booked on this trip are displayed as you entered them in the bookings General Entities Routing Equipments Bookings Commodities 4 gt Status Package Description Pieces Length lt Totals Pieces Volume 0 0 o0fe 0 00 lb 9 To add notes use the Notes tab These notes are included on docu ments The Internal Notes tab is for notes within your company For details see the topic Notes The Notes and Internal Notes tabs are the same for all bookings RESULT After you have completed entering the information into the Trip Schedule dialog box and clicked OK the trip is now available for use in Magaya Explorer For example when you create a booking the trip schedule can be selected and all the information will be filled into the appropriate fields in the Booking dialog box Actions You Can Perform from the Trip List The following actions can be performed from the Trip Schedule List Create Reports Reports can be made about the trips based on any of the fields listed in the reports list The report can be saved or emailed Create a Consolidation A wizard opens that enables you to create a consolidated shipment from the trip The Bookings from the trip will be converted into House shipments and the trip will become the Master shipment for the consolidation You can choose to make the shipment num
53. TSA 56 U uninstall 33 unpack icon 104 update 33 V Vendor add 57 view documents 59 VIN 101 find number 76 Vista 50 W warehouse locations 135 139 Warehouse Receipt add commodities 93 warehouse receipt 81 warehouse receipt number 83 warehouse zones 135 136 Warehousing 56 Windows 29 Windows XP 50 work load 273 workload 273
54. Time 12 31 00 PM First Transfer Transfer Airport SE Carrier 2 Flight b Second Transfer Transfer Airport o v Carrier Flight v US Customs Codes for Origin and Destination Schedule D and K AES Origin M p Destination v g C Routed Transaction AES C Related Companies 4ES The Carrier is filled in from the wizard in this example In the case of air shipments the carrier is entered in the General tab on the Routing tab it is Read Only grayed out To change it go to the General tab The Air Routing tab includes a place to add flight transfer information Enter the airport the carrier and flight number for each transfer as needed Select US Customs codes for Origin Schedule D and for Destination Schedule K Use the button with the three dots to browse through a list of codes that are in the Magaya database After a code is used once it is associated with that port the next time you use that port the code will be readily available in the dropdown list Check the Routed Transaction AES box to indicate that this shipment is coordinated from the destination AFS is the Automated Export System for sending information to US Customs Check the Related Companies AES box if the entity receiving the goods is related to the company at origin 232 WORKING WITH SHIPMENTS ROUTING TAB The Routing tab for an Ocean Shipment has the following fields General Entities Routing Charges Even
55. WITH COMMODITY CLASSIFICATION LIST The filter applied in the Commodity Classifications list will remain active until you clear it as it will for any list The counter at the bottom of the screen tells you how many items are displayed out of a total possible The filtered list will also display when you view cargo on the EEI tab inside the Commodities tab of a Warehouse Receipt or Pickup Order You can change the filter by clicking on the Browse button to open the list General Shipper Consignee Supplier Carrier Commodities Charges Events Attachments Nc Status Pack Pieces Length F Adc Loaded Box 33 00 33 00 Add C Commodity General Identification E Schedule B The filtered list opens Code Descriptio OK mM 8712006000 BICYCLES AND CYCLES NESOI INCLUDING C EET O 8712002600 BICYCLES HAVING BOTH WHEELS EXCEEDIN O 8712001070 BICYCLES HAVING BOTH WHEELS NOT EXCE Views O 9512100000 LIGHTING OR VISUAL SIGNALING EQUIPMEN O 4013200000 INNER TUBES OF RUBBER OF A KIND USEC Filter bame M 4011500000 NEW PNEUMATIC TIRES OF RUBBER OF At Urfiter Filtering Tips e Since some descriptions are long double click on the code in the filtered list to view it e Ifyou use a commodity regularly check the box It is commonly used Then the code will display in the Browse list inside the Commodities tab on the FFI
56. Zone Default Zone Customer Length 0 00 Width 0 00 Height 0 00 C Inactive Enter a code such as an abbreviation for the location Enter a description For example the warehouse location of the first row in the warehouse and the first section of the row might be Row 1 Section 1 The code can be R1S1 The Staging Area could have a code of STAGE The naming of the location codes and descriptions are deter mined by you Select the type of location from the dropdown Storage Receiving Ship ping Quality Control Mobile or Other Select the zone from the dropdown Magaya software comes with one Default zone Note If you have not added any zones yet the dropdown will not have any options to select It is recommended that zones be 140 How TO CREATE WAREHOUSE LOCATIONS How DOES MAGAYA EXPLORER USE WAREHOUSE ZONE AND LOCATION INFORMATION added before locations into Magaya Explorer See the section on Ware house Zones for information on adding zones into Magaya Explorer e Select a customer from the dropdown if you want to assign a specific location in the warehouse to a customer That means only the inventory for that customer will be stored in that location f The length width and height are optional 3 Click the OK button to save the information you entered The ware house location will appear in the list AFTER COMPLETING THIS TASK You can sort through the
57. a POD Delivery date and time who received the delivery and 157 How TO CREATE A PICKUP ORDER STEP BY STEP PROCEDURE any comments POD is Proof of Delivery It is used when the consignee is not your warehouse Pickup Order Shipper Consignee Supplier Carriers Commodities Charges Events Attachments POD POD Information Delivery Date 3 472009 Delivery Time 2 41 45PM Received By Anders on amp Sons Trucking Co v Comments all packages in good condition 7 Click on the next tab 13 On the Notes tab enter the information you need as follows The Notes tab is used for adding notes or clauses to your Pickup Order These notes will be visible to the customer This tab is optional For details on adding Notes see the topic Notes 14 On the Internal Notes tab enter the information you need as follows The Internal Notes tab is used to add notes for internal use within your company These not will not appear on the Pickup Order and will not be visible to the customer or carrier This tab is optional For details on adding Internal Notes see the topic section Notes 15 Click on the OK button on the Pickup Order dialog box when you are finished entering information STEP RESULT The Pickup Order form will be filled in automatically Verify the information To make changes click on the Edit button 158 WHAT ACTIONS CAN I PERFORM WITH A PICKUP
58. a container you can also specify air ocean or ground Use the button on the side of the dropdown menu to select a code or type Enter the package dimensions on the Dimensions tab 4 Click OK when you are finished RESULT Now the package type is available for use in your Magaya Explorer 144 COMMODITY CLASSIFICATIONS COMMODITY CLASSIFICATIONS INTRODUCTION Commodity Classifications Commodity Classifications Introduction Commodity Classifications are codes used to categorize commodities These classifications are also called Schedule B codes or export codes They are 10 digit numbers based on the 6 digit international Harmonized System HS and defined by US Customs The codes help you determine a country s appli cable tariffand tax rates for a commodity There are approximately 9 000 codes The codes are grouped together into chapters Commodities in the code list include types of foods furniture textiles plastics metals glass chemicals vehicles footwear and many more Code Description M 98712006000 BICYCLES AND CYCLES NESOI INCLUDING DELIVERY TA O 8712002600 BICYCLES HAVING BOTH WHEELS EXCEEDING 63 25 CM O 8712001070 BICYCLES HAVING BOTH WHEELS NOT EXCEEDING 63 2 O 8512100000 LIGHTING OR VISUAL SIGNALING EQUIPMENT FOR BICY O 4013200000 INNER TUBES OF RUBBER OF A KIND USED ON BICYC M 4011500000 NEW PNEUMATIC TIRES OF RUBBER OF A KIND USED If a Schedule B code has a description of nesoi
59. accounting transactions is the ability to add inland freight charges to a Pickup Order by using the Transaction Listing Add button instead of the Charges tab in the Pickup Order Make any edits to the transaction if needed You can view the Pickup Order dialog box or go to the document The screen is similar for Credit Memos Bills and Credits e Credit Memo Use this option if you need to issue a credit or a refund to a customer e Bill Add a bill of what you need to pay e Credit Use this option if you overpaid a vendor and they give you a credit The Actions button for the Transactions List has the option to link the transac tion to a bill or to an invoice or to a Pickup Order You can also unlink it If you created a bill or other accounting transaction separate from the Pickup Order you can link it this way You can also receive the payment or pay the bill from the Actions button 163 WHAT ACTIONS CAN PERFORM WITH A PICKUP ORDER GENERATE ACCOUNTING TRANSACTIONS FROM PICKUP ORDERS 164 CHAPTER 9 CARGO RELEASES INTRODUCTION TO CARGO RELEASES Chapter 9 Cargo Releases Introduction to Cargo Releases A Cargo Release is the document used for in and outs for local deliveries you perform or when a customer sends their own transportation to pick up the cargo A Cargo Release identifies the carrier charges for the service and a description of the cargo When to create a Cargo Release or create
60. address and other addresses if you have additional offices in other locations The following image shows the fields in the first tab of the My Company Info dialog box When you click on the other tabs in your software you will see the other fields available Company Information x General Address BilingAddess OtherAddresses Agent Attachments Notes Name ile Entity ID Phone Fax EMail Website Account Number Contact First Name Contact Last Name identification Number Other v Magaya Network ID You can return to the My Company Info dialog box at any time to add or change information as needed 38 How TO USE THE STARTUP WIZARD STEPS FOR My ComPANY INFO DIALOG BOX How to Use the Startup Wizard The Startup Wizard appears automatically after you download the Magaya soft ware It enables you to enter the information about your company such as your address and phone numbers select carriers and ports you use frequently set the currency and other information By entering this information in the Startup Wizard you save time later because this information will be saved in the Magaya software and is automatically placed in documents such as Warehouse Receipts shipment documents and Cargo Releases You can go forward and back in the screens while you are working in the wizard Note that you can begin using the Magaya software without inputting informa tion in the Startup Wizard The only required inform
61. ala tote So ay Wad don nae Maden wed etree He wh hea ee 4 35 How to Make Changes to Information You Enter 0000 36 How to Use the My Company Info Dialog Box 0 0 0 0 0 000 37 Steps for My Company Info Dialog BOX 0 0 0 eee eee eee 38 How to Use the Startup Wizard 30 Ss asus otk Sol Aa te ee aad eee 39 How to Use the Accounting Wizard 0 cece eee eee 41 PErnUSSTONS ao a isms san e coisa Pa wD SS OY ae Cae Bg ate ah E A a BB cet 42 Permissions Introduction 44 sch ca sow ale VAR SONG EA Som eee Em Sa ER Bees 42 How to Set Permissions lt 4 i0 seg cyte Ges ee OW EE ee ee ose Meta S 43 Other Permissions sran 4253 cag eek ie AS a AG ee Ee hs aG saa i 46 Adda New Employer sec iu ooeka d he ae ie area a ebay eena 47 Chapter 5 The Magaya Explorer ccc cece cece cece cece ce eceeceeees 49 Introduction to the Magaya Explorer 0 cece eee ee ene 49 What Can You Do in the Magaya Explorer 0 0 0 0 eee eee eee 50 Men s and Toolbars sys tai near Sky Rea ease POA eek S eats aan ees amp 8 51 TOP EGO DAM ogete Sais ois soa aon iesead ws deg ae VGN day andy ye Hee er e a AEE wee ees 51 M n NICIU 0205 oy cb alah Ra S wa AAAS Ee AMR SETAE 51 ol ders and Subfold rs Aio 2 yd eee x aah ad cate il Mel ped ba oh 53 Introduction to Folders and Subfolders 0 0 20 c eee eee ene 53 How to Add Holders 00s eg ey ata eas ead a hada eeme wk eee aaa
62. appears next to the option in the list Ifyou uncheck it the status of the cargo will return to its previous status Loaded In Transit or Delivered Refresh the cargo list to see the current status The status of the cargo is also updated in the Commodities List To Exclude from Tracking To exclude the transaction from tracking if the transaction is not complete and you do not want it viewed via LiveTrack select the option Exclude from Tracking Select Template To choose a different template for the document select the option Select Template View History To view the history of the cargo release such as a Warehouse Receipt or Invoice for this cargo select the option History A dialog box opens listing all the transactions related to this cargo You can view a transaction by selecting it in the History dialog box The View button opens the dialog box for the transaction The Go To button takes you to the document To return to the Cargo Release use the Back button For details on working with the list view see the topic Working with Document and List Views For a video showing you how to create a Pickup Order and convert it into a Warehouse Receipt click on this link Receiving Cargo Video http www magaya com products videos reccargo html 162 WHAT ACTIONS CAN I PERFORM WITH A PICKUP ORDER GENERATE ACCOUNTING TRANSACTIONS FROM PICKUP ORDERS Generate Accounting Transactions from Pickup Orders Maga
63. as needed The Decimal field type can be used for weights values currency and more When you select an available field it is displayed in the Conditions section of the screen For example if you select Arrival Date the Conditions are the date range that you can change with a dropdown menu and the conditions of the date The following screenshot shows the Booking Number and the text field that is avail able Advanced Filter Available Field Name Amval Date O B rg Chere O Booking 3 O Carer O Chargeable Weight fb Selected Field or Fitter Booking Text O Commodises Descrohon _ O Consignee Add AND Add OR O Consignee Address O Cut Off Date O Date Departure Date O Irtermechote Connignee Addess Text If you select the condition Equals enter the full booking number If you only have part of a booking number select Contains For example if you enter 123 in the text field the filter will only show booking numbers that contain 123 The terms Contains Data and Does Not Contain Data are to find blank fields or ones with data Then click the Add button The filter condition you just set up will be added to the filter list For example Booking Text Contains 123 72 WORKING WITH DOCUMENT AND LIST VIEWS ADVANCED FILTER You can add more conditions to refine the filter further The additional condi tion will appear below the resulting conditions
64. brought to the wholesaler s warehouse where all the warehousing processes take place warehouse receipt issued put away orders etc All the appropriate accounting processes are also done such as paying for the purchase The goods in the warehouse are considered an asset by the accounting department The supplier creates a sales order when they get a request for goods The supplier sends the sales order to the company making the purchase the whole saler in this example The sales order has a number associated with it The accounting processes include subtracting the goods from the assets when they are sent out recording the Cost of Goods Sold COGS this is the cost of the purchase price and recording sales as income When the wholesaler gets a request for goods from a buyer the buyer creates their own p o and sends it to the wholesaler The wholesaler creates a sales order and sends it to the buyer This sales order triggers a shipping order in the whole saler s warehouse In the warehouse pick and load orders are created and fulfilled and the goods are shipped 28 CHAPTER 3 MAGAYA SOFTWARE INSTALLATION INTRODUCTION TO INSTALLING MAGAYA SOFTWARE Chapter 3 Magaya Software Installation Introduction to Installing Magaya Software This installation guide will explain the system requirements for installing Magaya software the steps to install the software on a single computer and ona network a list of what com
65. can verify or make changes by clicking on the tab and entering information in the fields General Entities Routing Charges Events Delivery Attachme gt O Outgoing W Loaded Shipment Name Bill of Lading Number Booking Number Executed Place Shipment25 AB445 BN7717 Miami v Click on the arrows to see more tabs General Tab such as Notes The General tab has fields specific to the type of shipment you are doing air ocean or ground Let s look at each 227 WORKING WITH SHIPMENTS GENERAL TAB An Air Shipment has the following fields on the General tab General Entities Routing Charges Events Delivery Attachme gt O Outgoing W Loaded Shipment Name Shipment24 Carrier LAN Cargo v Air Way Bill Number x Booking Number BN715 Executed Place Miami v Executed By Ilene Taylor v Executed Date 3 31 2009 v Declared Value for Carriage for Customs Description of Goods construction equipment Quantities Pieces Weight Volume 54 256 00Ib 172 80fF 1798 79 lb The data you entered in the wizard appears in the fields You can make edits if needed If you do not use the wizard to create a shipment enter the following information into the fields The Shipment Name is assigned automatically by the system To change it t
66. cargo for them An income charge or expense charge is applied to the customer for services you offer such as crating or documentation Adding Charges The charges entered in a WR are integrated into the Accounting system in Magaya Explorer and will appear on invoices bills etc as applicable when the accounting transactions are generated Use the Generate button in the WR or 108 CHARGES WORKING WITH THE CHARGES TAB the Liquidation feature in a shipment to generate charges For more details see the section on Liquidation in Shipments For Income Charges and Expense Charges Income Charge Standard Charge Notes Charge Description L Apply to Paid as Prepaid Tax Code Show in documents Quantity Unit Price Amount 1 00 aco Mal USD 0 00 e Select the charge from the dropdown menu Notice the income charges are fees and income The expense charges are cost and expense Add a description optional Select who the charge is applied to such as a customer or carrier If the customer needed is not shown in the dropdown list use the button next to the dropdown to show all entities e Selectif the charge is Prepaid or Collect Prepaid means the charge is paid or invoiced at origin Collect means the charge is paid at destination It is collected by the destination agent if you have one at the destination Select a sales tax c
67. charge Yes or No Quantity and other information is displayed When you click on the Add button a menu pops up General Entities Routing Charges Events Delivery Attachme gt Status Description Prepaid Quantity Price Open Storage Fee Yes 256 00 0 35 Open Air Freight Service Yes 1798 79 1 50 Open Fuel Surcharge Cost Yes 1798 79 1 00 Income Charge Income Freight Charge Expense Charge Expense Freight Charge lt ij Pii Totals Expense Income Profit USD 1798 79 USD 2787 79 USD 989 00 Pieces Weight Volume 54 256 00Ib 172 80fF 1798 79 lb e Income charges and expense charges are not related to the movement of the freight Income examples include documentation and crating fees Expense Freight charges and Income Freight Charges include fuel secu rity surcharges and air freight 235 WORKING WITH SHIPMENTS CHARGES TAB The following is a screenshot of the dialog box that opens when you add an Income Freight Charge for an Ocean Shipment Income Freight Charge Ocean Freight Charge Notes Freight Service Class Ocean Freight Service Description Apply to Saks Fifth Avenue v Paid as Prepaid w Tax Code v x Apply by Show in documents Weight v No of Gross Gross Pieces Weight Ib Volume ft Rate Charge Total Amount a5 203 00 11935 I USD 152 25
68. checked the system will create invoices for all charges pre paid and collect and there would be no invoice for the agent in this case In the case of a straight shipment the carrier acts as a collection agent and collects the charges for you If the charges are collect the system will create a Bill Credit for the carrier with the amount they owe you The system also checks by default the option to Show detail in generated trans actions The system will show all the line items from the liquidation and place them in the invoice You can also group the charges for example to show all the ocean freight for the Houses will be grouped on one line The option to Generate Agent s Commissions as Expenses does not have a check in the box it is off by default If it is off the amounts that will appear in the invoices generated will be less than the amount than if this is on If it is off the income will have the agent amount already subtracted If it is on you will have the whole income and the commission will be on a separate line on the invoice Profit Calculation Order Agent participation can be calculated at the same time as the salesperson or after the sales commission is taken out When an outgoing shipment has been liquidated a red checkmark will appear on the General tab General Entities Routing Charges Events Delivery Att W Outgoing O Loaded Shipment Name Shipment Carrier ATLAS AIR INC
69. create commodities reports and more CHAPTER 1 How TO USE THIS MANUAL ABOUT MAGAYA SOFTWARE Section 3 explains shipping procedures It provides step by step proce dures for creating Quotations Bookings and Shipments A forthcoming manual explains accounting procedures communications features and more About Magaya Software Magaya software uses a database server to store and save all your company information The software uses a communication server to allow your customers who you have granted access to the system to view their transactions You can also communicate with other companies who are using Magaya soft ware and you can access your data remotely The operations and accounting functions are integrated in the software Magaya offers four different software products Magaya Cargo System e Magaya Warehouse Management System WMS Magaya Supply Chain Solution Magaya Commerce System Magaya also offers plug ins Magaya LiveTrack e Magaya OnTheGo Magaya WMS Mobile Magaya Transaction Tracking e Magaya AMS Automated Manifest System e Magaya AES Automated Export System for filing SED Shipping Export Declaration now called EEI Magaya API Magaya INTTRA e Magaya VIN Decoder Use of the Magaya software the Software and its documentation are governed by the terms set forth in your license Copyright 2009 by Magaya Corporation All rights reserved CHAP
70. engineer to order The manufacturer must schedule production activities issue product produce and test package stage product and release product to be delivered Deliver Logistics Logistics ensures economical and efficient movement of the goods and activities of all the suppliers involved in transporting warehousing and distributing goods A logistics analysis provides visi bility into your supply chain It will evaluate issues such as if there are enough warehouses in the right locations for cost efficient shipment and receipt of goods what information systems and technology is best to use when to provide services in house and when to outsource etc The role of a logistics service provider is to handle customer inquiries about carriers schedule pick ups create quotations and manage warehouse processes if needed and all the information transportation and the finished product inventories 11 CHAPTER 2 INTRODUCTION TO LOGISTICS LOGISTICS BUSINESS OVERVIEW 5 Returns This part of the process manages the return of defective supplies to the source return of excess product etc This part of the supply chain is also called reverse logistics NOTE Part of the above text was drawn from supply chain org A failure in any part of the supply chain will affect the entire process of getting goods from origin to destination The following illustration provides an over view of the supply chain including the entities or
71. features such as the chat Allow Magaya Software API access establishes this user and pass word access to the Application Programming Interface API if your company uses the API feature to import or export data See the Index for more details Allow Magaya WMS Mobile access gives the employee use of the Magaya WMS Mobile handheld scanner devices For more details see the Index Click the OK button to save the information and exit the dialog box Add a New Employee 1 2 3 4 Click on the Maintenance folder and select Employees Click the Add button Enter the employee s name address and other information as applicable by clicking on the appropriate tabs Click the OK button to save the information and exit the dialog box 47 PERMISSIONS ADD A NEw EMPLOYEE 48 CHAPTER 5 THE MAGAYA EXPLORER INTRODUCTION TO THE MAGAYA EXPLORER Chapter 5 The Magaya Explorer Introduction to the Magaya Explorer When you open your Magaya software you will see the main screen that you will work in The screen can also be called a window or an Explorer and looks similar to other windows on your computer that you use already such as My Documents It is called the Magaya Explorer It allows you to explore or navigate in all your operations and accounting tasks mS pe doe fed Netw Owe APTN 17 0 PND 17 S0 To widen the preview window click and drag the line between the two pa
72. financial reports Communicate with ocean carriers and with other companies in the Magaya Network The Magaya Explorer offers an easy way to get all your tasks done Because there are so many capabilities this topic will focus on the basics first As you learn about the menus and toolbars click around to see the software in action Start exploring the Magaya Explorer 50 MENUS AND TOOLBARS TOP TOOLBAR Menus and Toolbars Top Toolbar Main Menu The Magaya Explorer window contains toolbars menus folders and different panes The toolbar across the top contains the following buttons Fe Et Sas Operstors Martenexe Serent MegoveNeteok Amouthg Reposts Cotos Heb O9 O z 0 5 amp e Back and Forward buttons to navigate from one document to another Air Ocean and Ground buttons to create shipments The arrow on the side of the button gives you the option to create a straight shipment or consolidated shipment for imports and exports A wizard opens to help you consolidate a shipment Find button Gives you the option to search by transaction number with the Quick Find feature or to search by any text in a document See the topic Find Button for more e Network To log in and out of the Magaya Network e Send To send messages within the Magaya Network Email To send documents via email See the topic Batch Email for details on batch emailing e Task To create to do lists for employees Other
73. for customs Enter a declared customs value or enter NCV for No Customs Value or leave the field blank Amount of insurance optional Handling Information Only enter information carriers need Cargo IMP Interchange Message Procedures codes and abbreviations may be used If dangerous goods are being shipped they must be labeled and a Shipper s Declaration is required The name of the person to be noti fied may be entered in this field Enter names of accompanying docu ments such as Shipper s Certification of Live Animals NOTE SCI is for Special Customs Information such as European Union EU destination country code Enter the freight charges in the following fields of the air waybill No of pieces RCP Enter the number of pieces shipped and applicable rating RCP is Rate Combination Point and is used for combined rates Each rated group must be on a separate line such as dangerous goods Gross weight Enter the gross weight and mark K for kilograms and L for pounds Ibs Enter the tare weight of the unit load device if applicable on a separate line with the rate class of X Rate class Enter the appropriate rate class code Commodity item number Enter the appropriate rate class code This field is optional 19 CHAPTER 2 INTRODUCTION TO LOGISTICS AIR WAYBILLS Chargeable weight This weight is determined by comparing the gross weight and the volume weight the space the items take up in the
74. individual commodity view it by clicking on Edit to open the dialog box Then click on the Commodities tab and open the commodity cargo item by selecting it and clicking on the Edit button It can also be viewed from the Commodities list in the Warehousing folder Create a copy Click to copy the pickup order with all the same information This is useful if you pickup the same type of cargo from the same location or supplier Create Warehouse Receipt If the cargo has been picked up and brought to the warehouse you can create a Warehouse Receipt WR from the Pickup Order All the information from the Pickup Order will be transferred automatically to the WR You can edit information such as package dimensions or weight 161 WHAT ACTIONS CAN PERFORM WITH A PICKUP ORDER ACTIONS WITH PICKUP ORDERS When you create the WR from the Pickup Order a dialog box of the commod ities opens You can select all the cargo or pieces Select Commodities Package Description Total Pieces Partial Pieces Pickup Order E Mark all i B Box Teva sandals 12 0 18 g C Box New Balance running shoes 30 0 18 ik O Urenark al Pieces Views For more information on creating WRs see the topic Create a Warehouse Receipt To set a cargo as In Transit select the option Set Reset In Transit To set a cargo as Delivered select the option Set Reset Delivered Note When you set cargo in transit a checkmark
75. mate rial the proper shipping name of the material the hazard class or division and the packing group Additional information may be required depending on the materials you are shipping The US DOT s Hazardous Materials website is http phmsa dot gov hazmat The flashpoint is the minimum temperature at which the flammable vapors of a substance in contact with a spark or flame will ignite An emergency response telephone number is required To enter information in the fields click on the box Hazardous Material to activate the fields Tthe following define the fields in the Hazardous tab Identification Number A code representing the identification number assigned to the hazardous material The most commonly used are the UN codes considered appropriate for international shipments as well as domestic shipments 99 COMMODITIES ADD COMMODITIES Material Class A code representing the hazardous class or division designated for the material in the International Maritime Dangerous Goods IMDG code Class Qualifier A code that describes the hazardous material class Click on the button with the three dots to select the code from the list that opens Material Description The proper shipping name of the material designated as hazardous Emergency Contact The name and or phone number of the person or department to contact in case of an emergency Material Page The page number in the IMDG code in which
76. more on setting up your Trip Schedules see the topic Trip Schedules The Bookings list and documents can be found in the Bookings folder in Magaya Explorer Bookings F Bookings F Booking List 2 Trip Schedule There are two ways to create bookings in Magaya Explorer Quick Booking The Quick Booking feature is used frequently because it has only the necessary fields to complete a booking The Quick Booking fields can be filled in quickly while you are on the phone with a customer who is placing a booking with you Standard Booking The Standard Booking feature offers more fields so you can enter additional information about a booking It has much of the same information that you will find in the Shipment dialog box screens All the information that you enter into the booking can be converted into a shipment or other transaction For details see the topic Shipments How to Create a Quick Booking Step by Step Procedure The following instructions explain how to use the Quick Booking feature to create an Ocean Booking Set your Magaya Explorer to use the Quick Booking method by going to the Action button and selecting Use Quick Booking Entry You will only need to 189 CHAPTER 12 BOOKINGS How TO CREATE A QUICK BOOKING do this once and then your system will always use Quick Booking until you uncheck the option Wis E lt Actions Zoom zg Pan Create a Copy Create Pickup Order Create Ware
77. on a column header and drag it to the place where you want it to appear To customize the columns in the list to view only the columns you want to see click on the Actions button You can also widen or narrow the columns by clicking on the line that sepa rates the columns and drag the line to the left or right To sort the items in the list click on the column heading For example if you click on the Status column heading the items such as WRs will be grouped together by status of Pending Delivered In Transit In Process At Destination or On Hand in the warehouse The icons for commodities in lists indicate the status of the commodity Yellow is In Process or Ordered Aqua is On Hand Purple is Loaded Light Green is In Transit Dark Green is Arriving 61 WORKING WITH DOCUMENT AND LIST VIEWS TOOLBARS IN DOCUMENT AND LIsT VIEWS Blue is Delivered P Empty w Arriving UJ Pending D On Hand ID In Process w In Transit wv At Destination w Delivered Toolbars in Document and List Views In the Document view this toolbar is on the top of the document eX U AEF KR S amp S SS we A lt gt First Previous Add Edt Dekte Find Fiker Actions Zoom Options To navigate through documents click the buttons First Previous Next Last Other buttons are Add Edit Delete Find Filter Unfilter Actions Zoom Page and Options The icon on the far left indicates the status of the transaction suc
78. other folders amp Outgoing Shipments fi New Folder 2008 Be Air x Delete Hl Ocean z a ped This is a sample folder E a structure you can create for 2 Ocean your company E Ground S E Groun E Outgoing Shipments EE Year 2002 If you need to add a new folder click the New Folder button When done click to the next screen in the wizard 9 Onthe Summary screen verify the shipment information To make any 213 CHAPTER 14 CREATING SHIPMENTS CREATE A STRAIGHT SHIPMENT changes use the back buttons to go to the screen you need Add Air Shipment Straight Wizard Export Completing the Air Shipment Straight Wizard You have successfully completed this wizard You can verify the summary to see if everything is correct You specified the following shipment settings Shipment Name Shipment24 Executed Date 3 31 2009 Executed By Administrator Description of goods construction equipment Shipper Caterpillar Equipment Ultimate Consignee Cartegena Construction Co Forwarding Agent Magaya Destination Agent Demo Destination Agent 2 Mode of Transportation Air Flight Number 155 Departure From Miami Departure Date 4 2 2009 Departure Time 7 45 00 AM Arrival To Cartagena Anival Date 4 2 2009 Arrival Time 12 31 00 PM Tatal Piaras FA Click Finish to proceed 10 Click the Finish button when you are done RESULT All the information from the wizard is auto
79. plane The larger weight is the chargeable weight To calculate the volume weight multiply the length by the width by height all in inches and divide by a dimensional factor The volume weight equation is Length x Width x Height Dimensional Factor volume weight Where the dimensional factor 166 is used for international freight Or Where the dimensional factor 194 is used for domestic freight Or Any other number defined by the carrier Rate Class Enter the rate class for chargeable weight on separate lines Rate Charge Use the appropriate codes to itemize the rate per charge for example M or Min for minimum charge e Total Enter the total charge or discount for each line entry If a discount indicate a total discount with a minus sign Nature and quantity of goods inc dimensions or volume Enter a general description of the items and greatest length width and height and number of pieces Indicate if any dangerous goods live animals consoli dations etc 20 CHAPTER 2 INTRODUCTION TO LOGISTICS SAMPLE AIR WAYBILL Sample Air Waybill The following is a sample of an air waybill Jihat ieee char ae aty at ce te ooga rt pa cuties live roy hor head an Ormai we mun angaa goods sucht pat a pogety destbud by mans madian pogr condition for catia by ar Cor ding to tu agic ate Oergercus Goods Maguiators 21 CHAPTER 2 INTRODUCTION TO LOGISTICS BILL OF LADING Bi
80. scan a document It will be saved as a PDF A preview of the document will appear in the panes after scanning To scan more than one page click the Acquire button for each page All the 119 ATTACHMENTS ADD ATTACHMENT FROM SCANNER pages will appear on the left one after another and a preview of the selected page will appear on the right Acquire document 120 ATTACHMENTS ADD ATTACHMENT FROM SCANNER 6 Click the OK button when you are done scanning The scanned image or document will appear in the Attachments tab Pickup Order General Shipper Consignee Commodities Charges Events Attachments PE gt Scanned_8 7 2009_1 1 20 MB Add Ea 7 Acquire Scanned_8 2009_3 Acquire Doc 529 55 KB gt View Delete Save M Internal If you want to make an attachment visible only internally in your company not for customers to see via Magaya LiveTrack or Transaction Tracking click on the Internal checkbox If the file size is large the system will give you a message to notify you that large attachments may cause a slow delivery of the attachment Magaya Explorer The size of this file is 529 55 KB Please Note Large files may cause a short delay we J being viewed online or being sent by email Are you sure you want to attach this file You can still send the file regardless of the size To set your Magaya system t
81. tab To Add a Commodity Classification If you need to add a Commodity Classification to the list e Go to the Warehousing folder and click on Commodity Classifications e Click on the Add button Enter the code and description 148 COMMODITY CLASSIFICATIONS ACTIONS WITH COMMODITY CLASSIFICATION LIST Click OK The classification is added Commodity Classifications Classification Code Description Quantity 1 Quantity 2 C Itis commonly used To import the latest Schedule B codes from US Customs into Magaya Explorer e Goto the Commodity Classifications subfolder under the Warehousing folder e Click the Actions button and select Import Schedule B Codes A dialog box opens Import the new codes these codes are available on the US Census website www census gov and from the US Customs website www cbp gov Data Import Commodity Classification list Description Other Actions available with the Actions button e To view the Export Codes only select Export Codes e To view License Type Codes select License Type Codes 149 COMMODITY CLASSIFICATIONS ACTIONS WITH COMMODITY CLASSIFICATION LIST 150 CHAPTER 8 PICKUP ORDERS INTRODUCTION TO PICKUP ORDERS Pickup Orders Chapter 8 Pickup Orders Introduction to Pickup Orders A Pickup Order is a document that outlines the terms for the delivery of goods from a supplier to y
82. the hazardous material identification appears Flashpoint Temp The lowest temperature at which the vapor of a hazardous combustible liquid will ignite in the air Degrees Centi grade Celsius Special Instructions The material name special instructions and or the phone number if applicable Description of Class Free form description of hazardous material classification division or label requirements Hazardous Level Select the danger level of the hazardous material 100 COMMODITIES ADD COMMODITIES On the AMS tab enter information in the fields as needed Commodity Identification EEI Hazardous AMS Attachments lt Harmonized Tariff Code 0 VIN MI Factory Car Order Number 0 Value 0 0 Country of Origin 0 v M Mandatory O Optional U S Customs requires documentation for all imports to be sent to the Automated Manifest System AMS before the cargo arrives in the U S by ocean or air The Vehicle Identification Number VIN is mandatory when importing a vehicle The Factory Car Order Number is used for a new car that does not have a title but it has the manufacturer s order number On the Attachments tab click the Add button to add a document or photograph Use the other buttons as needed Any attachment added here can be viewed from any other transaction that includes this item When you are finished entering infor
83. the Filter button available for Checks has fields that are specific to that accounting function while the Invoices filter has different fields In the Invoices filter you can filter by AP or AR invoice number or dates US dollar or other currency amounts that are greater or lesser than amounts you enter and others For Checks you can filter by account name check number or other criteria 69 WORKING WITH DOCUMENT AND LIST VIEWS THE FILTER BUTTON Below are filters for Accounting functions Accounting Filter Filter Type AE Type lt none gt O Match at least one condition Account lt Amount lt Applied to Division Status lt none gt Number Currency Paid as lt none gt Method 2E lt any gt Exported lt none gt Taxed lt none gt C Transaction Date C Due Date From i From Checks Filter Fiter Type Pay to the order of O Match at least one condition C Date From The Filter is useful especially when your lists are long Without a filter applied the list will show all the transactions for that folder dating back to the first one your company did To see only the most recent or relevant transactions use the filter button and select your criteria NOTE When you use the Filter button the software saves that filter unless you clear it The next ti
84. the IATA code This is a seven digit number in non CASS areas and in CASS areas it is a seven digit code followed by a three digit CASS address code and a check digit as determined by Modulus 7 Note CASS is Cargo Accounts Settlement Systems an elec tronic data processing method Account number This field is optional Airport of departure address of first carrier and requested routing Enter the airport name or three letter ATA code To Enter where the first carrier is going enter the IATA airport code or city that is the first transfer point CHAPTER 2 INTRODUCTION TO LOGISTICS AIR WAYBILLS By First carrier Enter the name of the first carrier or IATA two character code NOTE Note The other fields To and By are to second or third destina tions by second or third carriers Use as applicable Reference number This field is an option Optional shipping information optional Airport of destination Enter the final destination airport name or city Flight Date Enter the date of the flight Currency Indicate if the currency is US dollars etc Use the ISO three letter currency code applicable for the country of departure CHGS Code Enter applicable charges code This field is optional WT VAL and Other For Weight and Valuation Mark an X in the box for PPD pre paid or COLL collect Declared value for carriage Enter declared value or enter NVD for No Value Declared Declared value
85. was added to the transaction automatically the checkbox will be visible To set up automatic creation of charges see the topic Automatic Creation Select the checkbox to show the charges in the documents if you want the charges to appear in operations documents such as WRs visible to the customer Charges will always appear in accounting transaction docu ments such as invoices and bills Select from the dropdown menu to apply the charge by Pieces Weight Volume or Container The totals for the number of pieces Gross weight Gross Volume Rate Charge and Total Amount are displayed in the fields across the bottom Click OK to save the information and close the Expense Freight Charges dialog box This will return you to the Charges tab of the Warehouse Receipt dialog box Tip For every expense you add also add an income Other options on the Charges tab You can edit or delete a charge by selecting it and clicking on the button you need If you want to change the measurement units for this transaction click on the Units button This will only change the units for the transaction you are working on such as a WR The total expense income and profit display on the bottom of the screen The Generate button is for generating any bills or invoices associated with the charges entered You can adjust the columns as needed by clicking and dragging the column to widen it or narrow it 111 EVENTS INTRODUCTION
86. will be multiplied auto 236 WORKING WITH SHIPMENTS CHARGES TAB matically to calculate the total You only need to fill in the unshaded fields Each method of applying charges is explained below Pieces To apply charges by Pieces will calculate the total based on the total number of pieces Weight This is the gross weight of all the pieces in the shipment Volume The volume of all the pieces added together Chargeable Weight In Air shipments the chargeable weight is calculated based on the volume weight dimensional weight compare the volume weight to the gross weight and use the larger amount Select the Rate method to use Enter a Rate Enter a value Enter a Minimum Enter a minimum amount Enter a Maximum Enter a maximum amount e Enter the number of pieces and the charge The total will be calculated automatically The following screenshot of an Air Freight income charge shows the Chargeable Weight Income Freight Charge Air Shipment 145 11111111 e Freight Charge Notes Freight Servi ti Clase Air Freight Service Description Apply to Caterpillar Equipment b il Paid as Prepaid v Tax Code v x Allow automatic update Apply by Show in documents Weight No of Gross Gross Chargeable Rate Charge Total Amount Pieces Weight Ib Yolume ff Weight VIb 54 256 00 17280 1798 79 I _ v USD 2698 19
87. 0 00 USD 0 00 USD 0 00 Units The charges entered in the Charges tab are integrated into the accounting system in the Magaya Explorer and will appear on invoices bills etc To Add a charge click the Add button and select a charge type Enter information in the new dialog box For details on adding charges and using the Charges tab see the topic Charges 8 Click to the Attachments tab Enter information as needed Quotation General Routing Commodities Charges Attachments Notes Internal Notes FOE Save The Attachments tab is used to add any photographs or documents to the Pickup Order This tab is optional For details on adding attach ments see the topic Attachments 185 CHAPTER 11 QUOTATIONS How TO CREATE A QUOTATION 9 Click to the Notes tab Add notes as needed by typing them in or by clicking on the button to select a preset clause from a list For details on adding clauses see the topic Add Clauses For details on using the Notes tab see the topic Notes Quotation General Routing Commodities Charges Attachments Notes Internal Notes as Click to select a clause 10 Click to the Internal Notes tab Click on the New button to add an internal note Quotation R General Routing Commodities Charges Attachments Notes Internal Notes i Created on Notes Created by lt These notes are for company use
88. 5 i 8 Pinarello Dealer Demo Destinatior O Shipper 7 Shimano Jamaica Distribution Cer y OConsignee b dimme tetel sbimso Marek ae m gt 19 of 19 elements OOOOOOO0000000 IPP E A A AA A 3 DME Shipper amp Consignee Additional house shipments Create d additional houses for which you do not have warehouse receipts ill have to enter the eatgo information for each additional house later There are two options for selecting cargo Option 1 Select the cargo from a Warehouse Receipt WR if you have already received the cargo and made WRs for it or Option 2 Add a number in the blank field to create Additional House Shipments if you have not received the cargo yet In this example the screenshot shows the number 2 typed into the field to create two additional house shipments 261 IMPORTS 1 CREATE AN IMPORT SHIPMENT 7 Check the box to repack the cargo if needed Add Air Shipment Consolidation Wizard Import Repack the cargo You can repack the cargo creating a container pallet skid etc and you can enter also the dimensions and weight for the new package If you would like to repack all the cargo in the master shipment please check the box bellow and press the lt Repack gt button to enter the details C Yes would like to repack the cargo Repack For details on how to repack see the topic Repack Cargo
89. 53 Definitions of Folders ss 3 34 bisw ta So ee ASH OYE EA So DOSER ER ea ER BaS 53 Working with Document and List Views 0 0 0 59 Working with the List Views 45 25 boca os ele bed oe Ea ee Ba 60 Toolbars in Document and List Views 0 00 ce eens 62 Butions on the Toolbats lt 4c 069 es ceavae eee eo ie S50s sd ese sows e Rees 62 Bateh Email gies eion is a eG ee hate Sa WE Ged wae ea ee ee a 67 HesFilter Buttons isre ahh pits ta parece 4h epee a hed eee He wa we ds 69 Advanced Filter 455s aru ie eles CM de hr far CR ted GANS Gn AON tes RN Nts 0 71 The Find Buttm ene reuter Pre Ter va ERO MER TEC PRED RRR Pc OER eee Ce ara 74 The Actions Button oo iim Sic on e WN Ee E IWS Gees GoW eS Cea eeess 77 Section 2 Warehousing 2 c 0 0 6 40 sae Woe eae ie ses eweee ween 79 Chapter 6 Warehouse Receipts ccccccccccccccccccscccccsccsescees 1 Introduction to Warehouse Receipts 0 0 cece eee eee ene 8 How to Create a Warehouse Receipt si cia cai eed ees ee eee eset ewes 81 Introduction to Creating Warehouse Receipts 0 0 cee eee eee 81 Step by Step Procedure seti e is arcs uh elle alk oe a ars oN Ae te 82 Additonal Detalls drenira eRe ae Ghose Mie oh Bains Se Metis Hae os 92 Commodities r ies Oh ea aa aa ge VE Gouge dee Goes pO we teas Ue e as 92 Introduction to Commodities Tab 0 0 0 0 00 een nee 92 Add Commodities s sroere OO RWS LGR SAG PONE a OS ORG ae OSS ESE 94 Add a Container
90. B Open Flight Number _ Carrier Caribbean Airlines Employee llene Taylor Creation Date 3 24 2009 Description Flight Capacity Max Weight 0 Pound lb w Max Volume 0 Volume Pound Vit v Select the Carrier from the dropdown menu Enter a description of the flight optional Enter the Flight Capacity weight and volume The unit of measure can be changed by using the dropdown menu For an Ocean Trip Schedule shown below the trip number is filled in 198 How TO CREATE A TRIP SCHEDULE STEP BY STEP PROCEDURE automatically The screens are the same for import and export Ocean Trip Properties General Description Entities Routing Equipments Bookings ole j T Outgoing Status Open Trip Number Booking No Carrier Tropical Shipping Employee Administrator Creation Date 3 4 2009 Departure Date 3790 2009 11 19 51 AM Arrival Date 3 24 2009 4 30 00 PM Spotting Date 3 20 2009 5 00 00 PM Pickup Date 3 20 2009 gt 5 00 00 PM Cut Off Date 3 20 2009 5 00 00 PM a gt P 14 gt 14 gt 14 gt Maximun Capacity Max Pieces 0 Max Weight O Pound lb v Max Volume 0 Cubic foot FF v Enter the Booking number Select the Carrier from the dropdown menu All the Date and Time fields are filled in automatically
91. Definition for the item Here is and example of the dialog box completed Inventory Item Definitions n General Accounting EEI Hazardous Notes Part Number Description 5 rebar Model Grade 60 Client Steelworks Fabricators Manufacturer Pittsburgh Steel Co Amount Per o Pallet Minimum Stock 1 Alert employee if M en under minimum WMsSUser C Keep Inventory by Serial Numbers C Save Serial Numbers When Items Go Out Package Bundle v LxWxH 140 00 4800 4800 in Volume 186 6667 fe Weight 2086 00 C Inactive Other Actions with Inventory Item Definitions In addition to creating Inventory Item Definitions using the Add button you can perform other tasks in the Item Definitions list 133 OTHER ACTIONS WITH INVENTORY ITEM DEFINITIONS STEP BY STEP PROCEDURE TO CREATE INVENTORY ITEM DEFINITIONS To create a report of In and Out information click on the Actions button and select Reports then choose a summary or a detailed report To view the inventory for an item select the item click on the Actions button and select View Inventory A list will open showing all the items of this type that are on hand To close the list click the red X in the top corner of the list To update the quantity of pieces click on the Actions button and select Update Quantity of Pieces The system keeps the quantities automaticall
92. Magaya Cargo System User Manual Part Operations Guide to Shipments Receiving Cargo Pickup Orders Bookings Quotations and more Miagaya Logistics Software Solutions Table of Contents Section 1 Getting Started c0s0ds cee aweetwdaWecdsnewssewe ds 7 Chapter 1 How to Use This Manual ccc ccc ccc cece cece eee eceeens 9 Introduction se is Yd Son Gp lols a 8 asl e st Sad nea pe a eB Ew Oe Ge oh es 9 How this Manual is Organized 06 4 5 4 snd cay bod a as Da eR eS 9 About Masaya Solwateys 45 2 vey a9 dey oases ew Swasas eed ae aa ew seater 10 Chapter 2 Introduction to Logistics 0 cc ccc cece ccc cece cece ee eees 11 Supply CHa nO Very Ie Ws ety tra 2 CAN Se a arg ch ee So eg Oks NO 11 Logistics Business Overview 24 40 4 4 boeken ek eas ee gt eee Oe Sees ee ks 12 Logistics Service Provider Operations 0 cece eee eee eee 13 Creating a Quotations cc6 oh eicasG iawn digas nie adew o ee E a aes 13 Pickup Orders Warehouse Receipts and Delivery Orders 14 Documentation issie i ese bx a ee ee da oe aaa awd ee ne hae ees 14 Destinatiom Processes tnt enra naire oe Aen Oh es ee Me Bee E E 16 Tny icing Liqguiditon 20 58 gat a NES A A hater Nt O tA at od 16 Ae Way Dil Secs aoe See lie RE UM ce oe dea ole Be Sa E Eat 17 pamnple Ai Way oll spere eeeey hada ted daw pees hee A E EEE abet 21 Billof Leading 2 cke es fay baa heen Pees dee bob a See Reed bene aes 22 Definit
93. Master then click on the Actions button arrow to select Recep tion A dialog box opens Shipment Reception Selected Item Information New Warehouse Receipt Infomation Ch one Shipment Name Shipment2 amp HAWB29 Receipt Number Heb Shipper Name Caribbean Flower Company lesued by MC Cargo Coerpary v Consagnes Name Tropical Landscaping Employee Ilene Taylor v WHR Number 7 Create a Warehouse Receipt per house shipment Status Package Desenphon Peces Leng Height Width wW Recerve F OnHand Palt Potted Paim Trees 3 200 68 00 23500 Unda Receive OnHand Box Fresh Cut flowers 20 30 150 OD Bikita d Ureack GotowHR View Select Al Select the cargo you are receiving You can select all the cargo or partial Click on the checkbox to create a Warehouse Receipt WR per house If you do not select it will generate one WR for all the cargo 269 IMPORTS 4 CREATE ARRIVAL NOTICES e Click the Receive button and click Yes on the next dialog box This changes the status of the shipment to On Hand The WRs are now created and available in the Warehousing folder so the ware house staff can check the actual cargo when it comes in The status of the cargo is updated automatically at origin in Magaya Explorer if the shipment was received via Magaya Network Other options in the Reception screen e The Unpack button is for a container You can select a container and unpack it and then cr
94. NEW PNEUMATIC TIRES OF RUBBER OF At Cancel Unfilter Commonly 0 Used gt 6 of 8876 elements This list contains thousands of entries To limit the list click on the Commonly Used checkbox This will display only the codes you use regu 97 COMMODITIES ADD COMMODITIES larly You can also filter the list to display other entries When you have selected the code you need click the OK button This will return you to the Commodity dialog box s EEI tab The code and description will be filled in automatically Enter the Measurement information for Quantity 1 and 2 as needed This is determined by the Schedule B code entered When two units of quantity are specified in the Unit of Quantity field for a Schedule B clas sification both primary 1st and secondary 2nd quantities are required to be reported in the AES The first Quantity is required unless using a limited export code The second Quantity is required if the commodity requires it unless using a limited export code Enter the monetary value Use whole numbers Do not enter zero This field is required Enter the ECCN the Export Control Classification Number issued by the Bureau of Industry and Security BIS Enter if the license type requires it Enter the license type for the commodity Click on the button to search A frequently used code is C33 for No License Required Also enter the license number if required Select the Orig
95. Receipt Number 20 Amount of pieces 425 Start at 1 End at 425 Select the label size and priter setup e Change the amount of labels to print if needed Find This gives you the option to search by transaction number with the Quick Find feature or to search by any text in a document See the section Find Button for more Send To send messages within the Magaya Network Email For sending documents or tracking link via email 160 WHAT ACTIONS CAN I PERFORM WITH A PICKUP ORDER ACTIONS WITH PICKUP ORDERS Actions with Pickup Orders You can perform the following actions from the Pickup Order by using the Actions button z H w 2 4 s gt Filter Actions Zoom Page gt gt Options Transaction Listing Attachments Caska a Coppa Pickup Orde Create Warehouse Receipt Exclude from Tracking 8 2009 10 40 AM 2009 02 40 PM f2009 04 40 PM Select Template laylor History Houston Warehousing Co 56 Highway 25 View Transaction Listing Click on the Actions button and select Transaction Listing You can filter the list so it only displays the transactions you want to see For more on what you can do with the transactions list such as generate accounting transactions see Generate Accounting Transactions Attachments To view the attachments such as photographs or documents attached to the pickup order click on the Actions button and select Attach ments If an attachment was added to an
96. S CAN I PERFORM WITH A CARGO RELEASE GENERATE ACCOUNTING TRANSACTIONS FROM A CARGO RELEASE What Actions can Perform with a Cargo Release This topic will explain how to generate accounting transactions and other actions that can be performed from a Cargo Release Generate Accounting Transactions from a Cargo Release Magaya Explorer gives you the ability to create accounting transactions such as invoices based on the information entered in operations transactions such as a Cargo Release Magaya Explorer links the transactions and transfers the information from one transaction to another For example when charges are entered in the Charges tab the charges remain Open are not posted to the Accounting system until you click the Generate button or they are liquidated Then they are Posted After the charges are generated or liquidated the system will collect all the charges and group them and create invoices for each customer The charges that will go to bills are also grouped and bills are created for each vendor Then these are posted into the Accounting system You can also create accounting transactions from the Cargo Release by listing all the transactions for that release To do this click on the Actions button and select Transaction List The Transaction List opens Click on the Actions button for the list and select an option Link Bill Link Invoice Receive Payment or Pay Bill These transactions will be Posted
97. TER 2 INTRODUCTION TO LOGISTICS SUPPLY CHAIN OVERVIEW Chapter 2 Introduction to Logistics Supply Chain Overview A supply chain is a network of providers of merchandise from the raw materials suppliers to the final consumer The supply chain consists of several entities such as logistics service providers manufacturers transporters storage facili ties wholesalers and retail stores Let s look at the whole supply chain and see the place of logistics in the chain item 4 below The components of the supply chain can be divided into the following parts 1 2 3 4 Plan Establish a plan for the whole supply chain Planning and managing the supply chain requires managing the business rules supply chain performance data collection inventory capital assets transportation planning configuration regulatory requirements and compliance and supply chain risk Source This part of the process focuses on managing the source of supplies The sources include stock inventory goods to be made to order per specs and goods to be engineered to order Identify and select sources of supplies The Source part of the supply chain must manage inventory capital assets incoming product supplier network import export requirements supplier agreements and supply chain source risk Make Manufacture This part of the supply chain focuses on the manu facturing of the goods from the supplies make to stock make to order and
98. TO EVENTS TAB Events Introduction to Events Tab The Events tab is used to list any events related to the transaction such as a Warehouse Receipt or Pickup Order Magaya software comes with a default list of event definitions you can choose from You can also create your own event definitions Events entered in the dialog box will appear in the email message sent with Magaya Transaction Tracking and Magaya LiveTrack communications visible to the customer Add an Event To add an event click on the Add button A dialog box opens It contains a list of pre defined events Warehouse Receipt 2 27 2003 YY 11 27 144M Event Type Oetals F Inchude in Tracking Cx Come Cre C Show events from all related transactions Set the date and time for the event e Select the event type from the dropdown menu 112 EVENTS ADD AN EVENT Details are optional e Select a location if needed The location is the geographical place where the event will take place e Check the box to include the event in tracking This will make the infor mation from the event you create visible to the customer Click OK to save Adding New Event Definitions to the Magaya software The Magaya software enables you to define events so you have a list ready to select from and use in the Events tab To add events 1 Go to the Maintenance folder 2 Click on Configuration 3 Click on the Event De
99. Wizard Export Repack the cargo You can repack the cargo creating a container pallet skid etc and you can enter also the dimensions and weight for the new package If you would like to repack the selected cargo in this shipment please check the box bellow and press the lt Repack gt button to enter the details Yes would like to repack the cargo Container Type Description Number Seal Number If you repack click on the Repack button A dialog box opens This will pack all the items inside one container If cargo is to be packed into more than one container do not use this Repack button Go to the ship ment and use the Repack button in the Cargo Toolbar Enter the information in the dialog box as needed Select the container type and enter the dimensions This can be an air container such as an LD or a regular pallet Enter information in the other tabs as needed and 212 CHAPTER 14 CREATING SHIPMENTS CREATE A STRAIGHT SHIPMENT click the OK button when you are done You will be returned to the wizard Click to the next screen in the wizard 8 Select a folder where you want to save the shipment in Magaya Explorer Add Air Shipment Straight Wizard Export Select the folder Shipments must be placed inside folders which can be created in the same way you work in real life You must select a folder to place this shipment A folder is a repository which can contain shipments documents and
100. a City PANAMA _ UNITED STATES s Notify Party Intermediate Consignee Name l Name Address Address Forwarding Agent Destination Agent Name MC Cargo Company Name Saks Fifth Avenue Address 8725 NW 18 Terrace Address Panama City Mall Miami FL 33172 Panama Cit PANAMA UNITED STATES a Select the Shipper from the dropdown list The Shipper will be filled in automatically with your company information if you are a freight forwarder Select the Ultimate Consignee from the dropdown list For a consolida tion the consignee will be the destination agent Select the party to notify and the intermediate consignee if applicable Select the Forwarding Agent from the dropdown menu This is your company if you are a freight forwarder Select the Destination Agent from the dropdown menu Click the Next button to go to the next screen in the wizard 4 Enter information in the Routing tab as follows in a consolidation the 218 CHAPTER 14 CREATING SHIPMENTS CREATE A CONSOLIDATION routing information will be copied to all the Houses Add Ocean Shipment Consolidation Wizard Export Routing information Describe the routing for this shipment When setting the Ports of Loading and Unloading if you cannot find the desired ports click over the ellipsis buttons to include them Made of Transportation v Point of origin or
101. a Shipment If the cargo you are moving out of the warehouse requires extra documentation such as a Bill of Lading or a Cargo Manifest or if the cargo will be consoli dated then use the shipment feature in Magaya Explorer instead of creating a cargo release Cargo Releases are located under the Warehousing folder d E Pickup Orders E Pickup Order List A Warehouse Receipts A Warehouse Receipt List Commodity List a Cargo Releases E9 Cargo Release List ce Package Types X Locations g warehouse Inspector J Inventory Item Definitions Commodity Classifications Shipment List Hl Work Load In Transit i Create a Cargo Release The following steps explain how to create a Cargo Release Magaya software uses a wizard to help you create a cargo release You can move back to a previous screen in the wizard as needed 165 STEP BY STEP PROCEDURE INTRODUCTION TO CARGO RELEASES Step by Step Procedure TASK 1 Click on the Cargo Releases or Cargo Releases List subfolder under the Warehousing folder 2 Click on the Add button on the toolbar A wizard opens 3 Review the information in the General Information screen and make any needed changes The following fields are filled in automatically release number time date employee and issued by your company is the default The Released to field is for the ultimate consignee Create Cargo Release Wizard General Information Enter the
102. ailable from the Shipment List Actions button Ifyou use the Add button to add a commodity and then selected the container type from the Package Type list it will not appear in the Container Report 102 COMMODITIES OTHER OPTIONS ON THE COMMODITIES TAB The Refrigerated tab contains fields for the ventilation and temperature set up Container EEI Hazardous AMS Attachments Refrigerated 4 gt Ventilation Setup m3 hr Temperature Setup Celsius C Has Generator Enter the ventilation and temperature information e Select Celsius or Fahrenheit from the dropdown e Check the box if the container has a generator After you have entered the information needed click the OK button This returns you to the Commodities tab Other Options on the Commodities Tab For a commodity entered you can use the Edit Delete Detail or Unpack buttons Click on the commodity and click the button you need Use the Detail button to build a pallet or a box with other items inside The icon in the commodity list will change to indicate items are inside a pallet Status Package Description O Pending Box Baseball bats 1 Pending Pallet baseball gloves This icon is a pallet with items inside The icons indicate status of cargo Yellow is In Process or Ordered Aqua is On Hand in the warehouse 103 CHARGES OTHER OPTIONS ON THE COMMODITIES TAB Charges Purple is Loaded in a shipment Light
103. alog box opens with all the information for the check e Other options enable you to choose the columns in this list to export the data or view the history of that transaction e Inthis screen you can also add transactions by clicking on the Add button For example you can add another invoice and it will be related to this ship ment It will get the information from the shipment you are working on and the invoice will appear directly in Accounting as Posted If you create the invoice in the Invoices List you will have to link it from there These same options are available from the Actions button Status of Shipments After the shipment is done and has left your warehouse you set it as In Transit This will update the status in the tracking so your customers can see the status If you are using an agent who also has Magaya Explorer they will update the status when the cargo is received at destination and when it is delivered Your system at origin will be updated automatically 251 WORKING WITH SHIPMENTS PRINT LABELS Otherwise you will have to set the cargo as Received and Delivered manu ally P Q BA amp Liquidation Transac Send customs Commod Actions Set Reset In Transit load qh Add Gp Unload PBRepack Set Reset Received amp All cargo for Shipment24 Set Reset Delivered W 5 10 24 Fuel filters 20 00 18 0 W 6 10 24 Engine oil 3 00 3 00 9 Attachme gt
104. anced filter include Delivery Date Pickup Address Driver s Name and more Many of the same fields are available in all the advanced filters such as carrier date etc The Available Fields are listed in alphabetical order The Available Fields also have a Type associated with them Text Date Yes No Integer and Decimal These Types are defined as follows e The Text type of field allows text to be entered Available Fields that accept text include Carrier and Shipper The text field is not case sensitive e The Date field has a calendar for choosing the date and conditions such as On for on this date or On or Before for on or before this date There are many options for using the date field e The Yes No field type is used for questions that can be answered as Yes or No It uses logical or Boolean operators that help refine a search It is used to answer Yes No questions such as Has a shipment been liqui dated or Is it excluded from tracking If you use Equals then select Yes or No 71 WORKING WITH DOCUMENT AND LIST VIEWS ADVANCED FILTER e The Integer field allows a number to be entered If you select the available field of Pieces you can enter a number an integer for the number of pieces Enter a whole number not a fraction Integer is often used for overstock pieces or pieces on hand The Decimal type allows a number with as many decimal point places
105. ansaction created from this Quotation For example if you create a Warehouse Receipt WR from this Quotation click this option from the Actions button and it will take you to that WR Set This Quotation as Lost Use this option if the customer does not accept this quotation If a quotation is set as Lost a checkmark appears next to this option in the Actions button options The status of the quota tion is set to Lost and the icon becomes red To recover a lost quotation click on the option in the Actions button option The checkmark will be removed and the status updated Import or export data from the Quotation list You can import informa tion into Magaya Explorer or export data out in XML or CSV formats A dialog box opens with options To choose a different template for the document select the option Select Template You can also print copy or email a Quotation 187 CHAPTER 11 QUOTATIONS How TO CREATE A QUOTATION 188 CHAPTER 12 BOOKINGS INTRODUCTION Chapter 12 Bookings Introduction A booking is a reservation made by your company such as a freight forwarder or a carrier for your customer such as the shipper or consignee to move cargo Bookings can be created for air ocean and ground shipments both import and export A booking checks your Trip Schedule in Magaya Explorer to verify if space is available in a container or on a vessel plane or truck for your customers cargo For
106. are permissions can be fine tuned so that you can give read only access to certain employees in folders you assign In the Permissions dialog box is a table of cells that enables you to restrict access according to the following 42 PERMISSIONS How TO SET PERMISSIONS Read an employee can read or view only but not make changes to files e Write an employee can edit files e Delete an employee can delete files e Export an employee can export files out of the Magaya system e Or any combination of access For each permission option click on the Yes or No cell to allow or deny the access for each cell in the table Example If an employee does not have Export rights they cannot email or export anything from the Magaya database Permissions for Accounting Groups membership Name Write Delete Export g Checking Yes E Account Receivable Yes Accountants No Remove g Administrators Yes E Exporters C Apply these permissions to children NOTE In the Permissions dialog box check the box Apply these permission to children if you want to make the permissions status apply to the folder and subfolders children under it For example apply permissions to the Accounting folder and all the subfolders under it How to Set Permissions The first part of the process of setting permissions is to define the groups in your company Then you can assign employees to the groups Ins
107. ase 167 Profit button 239 proof of delivery 170 purchase order 28 Q Quick Booking set up 189 wizard 191 Quick Find 75 Quotation create other transactions from a 186 how to create a 181 view history of 187 quotation 13 Quotations 55 181 R Rates add 57 refrigerated 103 registration form 30 remove 33 Repack cargo 243 reports 52 requirements 29 S sales order 28 SCAC number 57 Scan attachments 116 Schedule B code 96 schedule b codes 145 Schedule D work with list 57 Schedule K work with list 57 search 176 SED 15 96 serial number 132 setupclient exe 31 Shipment General tab 227 Shipment List 253 Shipment reports 254 Shipment Routing tab 231 Shipment screen 225 Shipment Statistics 254 Shipment Toolbar 226 239 shipment wizard button 51 Shipments 205 add cargo 211 add documents 210 add documents to House 222 add documents to Master 220 add freight charges 235 agent profit sharing 248 consolidation 215 Generate charges 249 Liquidation 244 268 Proof of Delivery 238 repack cargo 212 set in transit 239 straight shipment wizard 205 view history 240 Shipper Export Declaration 15 96 SKU 132 software components 32 Spotting Date 192 Standard Client Rates 58 startup wizard 51 supply chain 11 T taskbar icon 32 Tasks 55 third party logistics provider 13 toolbar 51 62 transaction list 125 tree view 53 Trip Schedule 197 copy a 203 create a 197 create a consolidation from a 202 view history 203
108. ation is the registration information which assigns your Magaya Network ID Accounting Wizard fx Welcome to the Accounting Wizard The following steps will guide you through Choosing the Company Fiscal Year Setting up the Chart of Accounts Setting up the Items and Services Entering the opening balances for customers vendors etc Fal Click on the Next button to start 1 Click the Next button on the wizard and follow the instructions 2 Enter your company information ADDITIONAL INFORMATION It will be helpful to gather all the information before you start the wizard You will need your address phone number etc 39 How TO USE THE STARTUP WIZARD STEPS FOR My COMPANY INFO DIALOG BOX Enter your company s registration codes ADDITIONAL INFORMATION Code definitions IATA code International Air Transport Association a 3 digit alpha numeric code used to identify airline carriers FMC code Federal Maritime Commission The FMC regulates ocean commerce and shipping laws for ocean borne transportation in the foreign commerce of the U S SCAC Standard Carrier Alpha Code or US Customs code The SCAC code is a 4 digit alphabetic code used to identify ocean and or land carriers TSA number Transportation Security Administration number Select the currency that you use the local home currency If your company uses more than one currency it is necessary to click in the box Yes my compa
109. ature allows you to log into the Magaya Network system share data among other companies using Magaya software send documents via email and let your clients track their transactions in real time A Magaya Communication Server icon will be installed on your taskbar 7 Oe Magaya Database Server The Magaya Database Server is always running to allow you access to the data across the network and or locally An icon will be installed on your taskbar You can access the administration dialog box of this program by right clicking on the icon on the task bar Magaya Document Designer The Magaya Document Designer enables you to customize many documents in Magaya Explorer It gives you tools to create custom fields insert images code JavaScript and more These software components will be on your computer under All Programs gt Magaya Software 32 UNINSTALL MAGAYA SOFTWARE STEP BY STEP PROCEDURE TO UPDATE MAGAYA SOFTWARE Uninstall Magaya Software To uninstall Magaya software follow these steps TASK 1 Goto the Control Panel 2 Double click on Add Remove Programs 3 Highlight the Magaya software and click Remove ADDITIONAL INFORMATION A dialog box will appear to indicate that you must close all programs using the Magaya software The Magaya software will be uninstalled 4 Click Close when finished Go to File and click Close Update Magaya Software To update your Magaya software follow these steps
110. bbean Flower Company w Name MC Cargo Company Address 21 Sugar Cane Mill Rd Address 8725 NW 18 Terrace St John s ANTIGUA ANC Miami FL 33172 E UNITED STATES In the case of an import consolidation your company is the destination agent and the consignee at the Master level All the fields are the same as in the exporting wizard See the topic Creating Shipments 258 IMPORTS 1 CREATE AN IMPORT SHIPMENT 4 Enter the routing information in the Routing tab Add Air Shipment Consolidation Wizard Import Routing information Describe the routing for this shipment Air v Grand Turk Island 4 24 2009 v 10 15 00 AM i i 4724 2009 b 1 30 00 PM lt Back Jl All the fields are the same as in the exporting wizard See the topic Creating Shipments 259 IMPORTS 1 CREATE AN IMPORT SHIPMENT 5 Select the documents needed for the Master Add Air Shipment Consolidation Wizard Import Select documents for the Master Shipment Documents included in the master shipment wil summarize the cargo from the house shipments Select Documents for the Master Shipment ether from Standard Documents or from Templates you have previously defined Select trom Standard Documents Templates Name C Ait Way Bil C Air Way Bil 12in C Air Way Bil 12in Acc C Application for Exportation Under Special Bond CE C Anival Notice Invoice Ar C Anival Not
111. belongs to Name Description Account Payable Users that can enter bills and make bills payments Accountants Accountants are users who have access to Accounting B Quotations access to use the Quotations folder and functions 4 Click on the Permissions tab 5 Click the Add button to add a group to that employee i e to make an employee a member of that group 6 Click the OK button Now the employee belongs to that group Assign group permissions per folder 1 Select the folder example Warehousing or subfolder to assign permis sions 2 Go to File and select Permissions A dialog box opens 3 Click the Add button to add a group 4 Click on the cell in the table to set the permission to Yes or No in the columns for Read Write Delete and Export 5 Click the checkbox Apply these permissions to children if you want to apply the permissions to all the subfolders under the folder you have selected 6 Click the OK button to save the information and exit the dialog box Note Magaya software comes with the default groups of Importers and Exporters Do not delete or modify these default groups System Functions Related to Permissions 45 PERMISSIONS OTHER PERMISSIONS If an employee belongs to the Importers or Exporters group they will be able to use the Shipment Wizards on the main toolbar If an employee belongs to the Accountant group AR or AP group they will be able to liqui
112. ber the same as the booking number Click through the screens of the wizard and follow the onscreen prompts For more details see the topic Shipments 202 How TO CREATE A TRIP SCHEDULE STEP BY STEP PROCEDURE Create a Copy The copy of a trip will contain all the same information except for the Trip Number which the Magaya system will assign auto matically View a Booking This opens a new list showing the booking s associated with this trip View Commodities This opens a new list showing the commodities in this trip Choose Columns Use this option to select which columns you want displayed in the Trip Schedule list Import or Export Data Use this option to import or export data to or from the Magaya database in CSV XML or other formats View History of a Trip A dialog box opens showing any transactions related to this trip 203 How TO CREATE A TRIP SCHEDULE STEP BY STEP PROCEDURE 204 CHAPTER 14 CREATING SHIPMENTS INTRODUCTION TO SHIPMENTS Chapter 14 Creating Shipments Introduction to Shipments Magaya Explorer offers you many different ways to create shipments Use the wizard that will create a consolidated shipment or a straight ship ment for air ocean and ground imports and exports e Create a shipment from the File menu by going to File gt New and choosing Air Ocean or Ground Shipment e Right click on a folder in your shipment folder and select Add Shipment and
113. ble d Click OK to save the information and close the dialog box STEP RESULT The warehouse zone you created displays in the zone list To close the list click on the Close button or the red x in the top corner of the list AFTER COMPLETING THIS TASK You can sort through the list of zones by using the Filter button The Filter button has two options Standard and Advanced 137 How To CREATE WAREHOUSE ZONES How DOES MAGAYA EXPLORER USE WAREHOUSE ZONE AND LOCATION INFORMATION This is a screenshot of the Standard Filter Location Filter Filter Type Match all conditions Match at least one condition Status Type Zone Customer H The Standard Filter will allow you to display a list of locations in your ware house by conditions such as which locations are in use or empty You can filter by status type zone and customer The Advanced Filter allows you to filter your list by more criteria This is a screenshot of the Advanced Filter Available Fields N 7 Selected Field ot Fiker igant a Code Text O Court Session Text Conchtion O Custome Text Equals v O Description Text D Disabled Bool Add D Empty Bool O Height fin Float Fiker Change to OR Add AND Add OR O Length fin Float O Pece Intaget Mcondiers AND O Tye Text OVoure Float O Warehouse Text O Weight Float O Width fin Float Zone Text Click on the field you want to us
114. ble for others to view shipments such as warehouse staff who need to know what shipments are arriving Due to permissions access restrictions some employees will only be able to view shipment transactions here because they may not have access to the shipment folders View Statistics You can see the total quantity of shipments and of pieces the total weight volume and volume weight The statistics will show you the totals of what you have filtered You can use this to see if the total weight of a shipment will fit inside a container etc Exclude from Tracking This option is useful if a transaction is not complete and you do not want it to be visible through any tracking offered in the Magaya Explorer Go to Folder You can select a shipment and then go to the folder for it and view it Click the Back button to return to the Shipment List View History You can view the history for any transaction by selecting it and using the Actions button When you use the Filter button in the Shipment List and select the Standard Filter be sure to choose either Master or House to filter Otherwise if you select any the list produced will show both piece counts weight and volume will be duplicated 254 IMPORTS INTRODUCTION TO IMPORTS Imports Introduction to Imports Magaya Explorer provides wizards to help you process imports The screens for import and export are the same in the wizards for air ocean and ground ship
115. buttons Print Delete Refresh NOTE If a button is grayed out you may not have access to that function due to permissions restrictions Above the buttons on the toolbar are other commands This is the Main Menu toolbar The commands on the Main Menu toolbar have dropdown menus with options The following list provides a brief overview of the options File Use this to access the wizards for Startup for details see Chapter 4 Initial Software Configuration for Accounting and the My Company 51 MENUS AND TOOLBARS Main MENU Info wizard Also use File to download or create a new document to print to set employee permissions to create new folders or shipments and to view your Magaya software licenses and services You can save a copy of the document you are viewing export it to XML or save it as a PDF Edit To copy paste and edit undo delete rename and find You can also view the properties of any folder or subfolder you select Sales Takes you directly to Quotations Bookings or the Trip Schedule Operations Lists the same operations that are under the Warehousing folder such as Pickup Orders Warehouse Receipts and Cargo Releases Maintenance Lists the same options that are under the Maintenance folder such as lists of your carriers and customers Shipment This provides access to packing lists of a selected shipment US Customs AES and AMS results and EEIs formerly SEDs and a link to
116. ccccvcccccsscescescsscssees 165 Introduction to Cargo Releases c 6 4 3 4 sed 1A ood os ess BR OE aes 165 Cr ate a C arco Release naa Nude todo ea fe eke ee ied RANI ear 165 Step by Step Procedure is cig k ee ag ee Os Hea eee 166 Edit a Carso Release correre deat wanted ou ie beak wd gee deo eee a 169 What Actions can I Perform with a Cargo Release 0 000000 eee 171 Generate Accounting Transactions from a Cargo Release 171 ONAA ATI EEES E E E EEA E AEE EAE E AE 172 Chapter 10 Working with Commodities Information eeeeeeee 175 How to Create Commodities Reports 0 eee eee 175 How to Find Commodities in Magaya Explorer 0 0 0 0 e ee eee eee 176 Using the Find Butt n 2c ae pate E Eee EE ETEN 176 Using the Filter 1uton se cies r 8 or ha Durer cee Waar e 8 hee ew ake ie S8 ais 177 Section 3 Shipping sssssssssosscesessoesesoescesessoeoeeo 179 Chapter 11 Quotations esses ok ee ee ois ak a ee ORE EAR RRS 181 Introd ction Mossi s Deena Ow AN Se OS SES DEWAR CEM Coase RSE owe eee 6 181 How to Greate a Quotation risar deseo hele be Lk Sod age elk SS 181 Step by Step Procedures ceset oee Rae hee E E EE E E EE e 181 Actions You Can Perform with a Quotation 0 0 c cece eee eee 186 Chapter 12 Bookings 5 65 6 o59 066056 Ws e s ROVER ORS OVER NODES OPED TE KO BERS 189 Introd ction sereen be bw ed hah A Saw oo TARE OSM ENR ESM OPATA ea ER Rae 189 H
117. ce Amount G Open Handing Fee Yes 13465 16 0 40 7786 06 Expense Income Profit USD 0 00 USD 7786 06 USD 7786 06 The Add Edit and Delete buttons are on the right side The Generate button will generate the charges and create applicable accounting transactions Total expenses income and profit are displayed on the bottom of the tab Take a look at the Charges tab in a Shipment General Entities Routing Charges Events Delivery Attachme Status Description Prepaid Quantity Pr Open Air Freight Service Cost Yes 419 82 il 6 Open Air Freight Service Yes 419 82 1 lt l gt Totals Expense Income Profit USD 524 78 USD 650 72 USD 125 94 105 CHARGES OTHER OPTIONS ON THE COMMODITIES TAB The Add Edit and Delete buttons are on the bottom The same functions are available just in different places When working in a shipment generate charges by using the Liquidation button above the Charges tab not visible in this screenshot The Units button enables you to change the measurement units Click the Untis button to open a new dialog box Warehouse Receipt Settings T E A Measurement Units Length Area Squared foot ft Volume Cubic footff Weight Pound b Volume Weight Volume Pound Vb v Volume Weight Dimensional Factor 166 00 ir Z Ib In the Units dialog box you can change the measurement un
118. ceipt by clicking in the box to add additional houses and type in the number of Houses You can also use this option if you want to group the items in a different way The system is set by default to be filled in reverse order This loads the items first from your warehouse that you received the most recently Click on the Next button to go to the next screen 7 Ifyou would like to repack the cargo click the Yes checkbox Then click on the Repack button and fill in the information in the dialog box Add Ocean Shipment Consolidation Wizard Export Repack the cargo You can repack the cargo creating a container pallet skid etc and you can enter also the dimensions and weight for the new package If you would like to repack all the cargo in the master shipment please check the box bellow and press the lt Repack gt button to enter the details C Yes would like to repack the cargo This will repack the cargo from all Houses into one container at the Master level 8 Select documents for the House shipments The screen is the same as the one for the Master shipment documents Be sure a checkmark 222 CHAPTER 14 CREATING SHIPMENTS CREATE A CONSOLIDATION appears in the checkbox when you select a document This will add the selected document to each House Add Ocean Shipment Consolidation Wizard Export Select documents for House Shipments Documents included in the house shipments are filled aut
119. ck digit is determined by using the unweighted Modulus 7 system The number is created automatically by adding 11 to each number until the last digit totals 6 Then start over Example 777 12345675 the number 5 at the end is the check digit The next number will be 777 12345686 It is acceptable to insert a space between the fourth and fifth digits of the serial number House Air Waybill House Air Waybill number is not created according to a standard Shipper name and address Enter the freight forwarder s name and contact information Shipper s account number field is optional Shipper name and address Enter the customer s information for example a seller Consignee name and address Enter the destination agent information Consignee s account number field is optional Consignee name and address Enter the recipient s information for example a buyer Accounting Information Enter the invoice numbers purchase orders p o payment by cash check or the credit card number Accounting Information Enter the invoice numbers purchase orders p o and Master Air Waybill number MAWB Issuing Carrier s agent name and city Enter the freight forwarder s name and contact information Issuing Carrier s agent name and city Enter the freight forwarder s name and contact information The following fields are the same for master and house forms Agent s IATA Code Enter
120. cription and dimensions for you Commodity General Identification EEI Hazardous AMS Atte lt gt Definition Part Number v Description Model Identification Serial Invoice Number P O Number Lot Number Shipping in Came in gt On the EFI tab select the Schedule B code Schedule B codes are commodity classifications used by US Customs to control exported goods To learn more about Schedule B codes see the topic Schedule B Codes Entering your EEI formerly SED information in the dialog box will save 96 COMMODITIES ADD COMMODITIES the data and automatically transfer it to a shipment when you create a shipment Commodity General Identification EE Hazardous AMS Atte gt e x Schedule B Code I Measurement Quantity 1 Quantity 2 Valued Oo License Type E ECCN License Number Origin v Export Code C Is Vehicle Vehicle C Include in EEI Click on the Browse button to select a Schedule B code A dialog box opens Code Description OK M 8712006000 BICYCLES AND CYCLES NESOI INCLUDING C O 9712002600 BICYCLES HAVING BOTH WHEELS EXCEEDIM O 9712001070 BICYCLES HAVING BOTH WHEELS NOT EXCE ais O 9512100000 LIGHTING OR VISUAL SIGNALING EQUIPMEN O 4013200000 INNER TUBES OF RUBBER OF A KIND USEC Filter O 4011500000
121. ction Advice This form will be available in the list in the top pane This option is commonly used by airlines to verify charges that their customers calculate If there is a difference the system will alert you The Cargo Toolbar enables you to work with the cargo in your shipment At the House level you will see the cargo for that House at the Master level you will see the consolidation of the cargo for all Houses The Cargo Toolbar has the following options Load dpadd py Unload GBRepack Y Edit 240 WORKING WITH SHIPMENTS THE CARGO TOOLBAR Load This opens another screen to load cargo into the House you have selected not at the Master level Select Items Select from Warehouse Pickup Inventory Scan 37 Cartegena Construction Co Buyer 1 Colombian Government Deco Truss Co Atlantic Surplus Miami Distribution Center Louisville Slugger Dealer Jamaican Destination Agent 1 Reverse Pittsburgh Steel Co Miami Distribution Center Boston Scientific Colombian Government Pieces PYC Piping Co Cartegena Construction Co Jimmy Choo Shoes Venezuela Shoe Distributors Filter Caterpillar Equipment Cartegena Construction Co Find JB Wire Co Louisville Slugger Dealer Lima Sporting Goods 8 Pinarello Dealer Demo Destination Agent 2 7 Shimano Jamaica Distribution Center Configure 5 Shimano Miami Distribution Center 4 Powerbar Demo Destination
122. ction to Inventory Item Definitions 0 0 0 0 e ee eee eee 129 How to Create an Inventory Item Definition 0 0 0 0 00000 131 Step by Step Procedure to Create Inventory Item Definitions 131 Other Actions with Inventory Item Definitions 0 0 0 0 0005 133 Warehouse Zones and Locations 0 0 eee eee eee ene 135 How does Magaya Explorer use Warehouse Zone and Location Information 135 How to Create Warehouse Zones 005 ooeds ue tee etad de twig wea esae es 136 How to Create Warehouse Locations 0 0 e cece eee eee 139 How to Customize Package Types 34 4 pane eduey boa bed gua ewe eee be de 143 Commodity Classifications sssses ad Eh an SY Bale OM A 145 Commodity Classifications Introduction 0 0 0 ee eee eee eee 145 Actions with Commodity Classification List 0 0 00 0c eee eee eee 146 Chapter Pickup Ordersso 335 5 54 050s aR Set Shee Pew REN ER VEO eRe 151 Introduction to Pickup Orders 0 0 0 eee eee eee ee 151 Howto Created Pickup Order csa enee ss Dates hb eg a kee he RR OE Me 152 Step by Step Procedure fiir 3 ihe i bled mend te A A S 152 What Actions can I Perform with a Pickup Order 0 2 00 00 eae 159 Actions with Pickup Orderssoi cased eet cade ouw nae aedaeeiaw hee heeds 161 Generate Accounting Transactions from Pickup Orders 163 Chapter 9 Cargo Releases ccccccccccccc
123. d and charges How to Create a Warehouse Receipt Introduction to Creating Warehouse Receipts After cargo is delivered to your warehouse a Warehouse Receipt WR is created that shows what commodities were received and where they were placed in the warehouse 81 How TO CREATE A WAREHOUSE RECEIPT STEP BY STEP PROCEDURE In Magaya software a dialog box helps you create a WR The dialog box has a series of tabs across the top Warehouse Receipt General Shipper Consignee Suppher Carries Commodities Charges Events Attachments Note gt o Status Qj On Hand Tabs across the top Number 40 of the dialog box Date 4 23 2008 4 59 33 PM Employee llene Taylor Issued By MC Cargo Company v Destnaton Agent i To move from tab to tab click on the tab Continue by clicking on the next tab until you have completed all the fields that apply to the cargo and your business Not all the fields are required The system will notify you of required fields You can change the information in any field by either typing in the field or by using the dropdown menu for the field The dropdown field has a toolbar with buttons to Add Edit Delete Find Sort Columns and Refresh When you are finished click the OK button The dialog box will close and the information you have input will be saved and appear in the Warehouse Receipt form If you need to make changes to the form click on the Edit button Step by Step Procedu
124. d and the status changed to In Transit the shipment will not appear in the Work Load subfolder 273 How TO VIEW SHIPMENTS IN TRANSIT FOLDER In Transit Folder The In Transit subfolder shows what is coming into the warehouse Go to the Warehousing folder and click on the In Transit subfolder 6 warehousing Pickup Orders E Pickup Order List A Warehouse Receipts A Warehouse Receipt List y Commodity List Cargo Releases Cargo Release List Package Types Locations a Warehouse Inspector Item Definitions 2 Commodity Classifications Shipment List H Work Load a The In Transit subfolder is useful for warehouse staff and others who need to see what shipments are arriving that day Once the shipment has arrived and been unloaded the status changes in Magaya Explorer and the shipment does not display in the In Transit subfolder 274 Index Numerics 3PL 13 A Accounting 58 accounting from cargo release 171 accounting from warehouse receipt 125 accounting pickup order 163 accounting wizard 51 add remove program 33 Agent profit sharing set up 250 Air Waybill add new numbers 83 set up numbering 207 air waybill 17 AMS tab 101 attachments 114 scan 116 B Batch email 67 Bill of Lading 22 BoL 22 Booking 56 create a copy of 195 create a transaction from 195 exclude from tracking 195 view history of 195 Bookings 56 189 create a Quick Booking 189 C cargo icons 241
125. d ocean export shipment The procedure is the same for air and ground consolidations 215 CHAPTER 14 CREATING SHIPMENTS CREATE A CONSOLIDATION TASK 1 Goto the toolbar across the top of Magaya Explorer and click on the arrow on the side of the Ocean button From the dropdown menu select Consolidation Wizard Export a Ground Docum Consolidation Wizard Export Straight Shipment Wizard Export Consolidation Wizard Import Straight Shipment Wizard Import Create Houses Wizard 216 CHAPTER 14 CREATING SHIPMENTS CREATE A CONSOLIDATION 2 Enter information in the first screen of the wizard as follows Add Ocean Shipment Consolidation Wizard Export General information Enter the general information for this shipment such as the Bill of Lading number and Booking number etc 4 Outgoing Status J Waiting for instructions Shipment Name Shipment25 Bill of Lading Number Booking Number Executed Place Miami Executed By Ilene Taylor Executed Date 4 1 2009 Departure Date Time 4 7 2009 10 00 00 AM Arrival Date Time 4 9 2009 4 20 00 PM Declared Value Description of Goods By clicking the lt Settings gt button you can specify the measurement units Settings you will use in this shipment and how you would like the system to fill the Setinge documents
126. d ports so they are easy to find in your drop down lists add additional ports work with Schedule K and Schedule D code lists define zones by zip code e Countries Add country names states and codes 57 FOLDERS AND SUBFOLDERS DEFINITIONS OF FOLDERS Configuration Access options to customize your Magaya system such as setting up document numbers transaction tracking messaging formats add custom fields tasks divisions events and more Accounting The Accounting folder contains the following Accounting amp Chart of Accounts Items and Services E Standard Client Rates SSi Carrier Rates E Invoices E Invoice List Se Bills e Bill List 59 Payments Payment List amp Deposits amp Deposit List Checks Check List Chart of Accounts This is like a general ledger listing all accounts and what type they are categorized as for example Services is categorized as Income and Utilities Expense is categorized as Expense You can add accounts that are specific to your business Items and Services This shows codes for the services you provide such as crating fees and what account name that service is associated with e Standard Client Rates Use this to establish your selling rates for freight related services Carrier Rates Use this to enter your buying rates and contract informa tion with the carriers providing freight services for you Invoices and Invoice
127. date cargo operations such as Cargo Releases and Shipments Other Permissions You can also require a password delete access for an employee or select other applications you want to allow an employee to access such as Magaya OnTheGo Passwords can be any letter and or number combination Pass words must be a minimum of six characters 1 Click on the Maintenance folder and select Employees 2 Click on an employee s name 3 Click the Edit button A dialog box opens Employee General Address Billing Address Other Addresses User Permissions Attachments Notes C Disable access for this employee Password Confirm Division v x C Can only see transactions from this division _ Allow Magaya OnTheGo access Allow Magaya Network access _ Allow Magaya Software API access _ Allow Magaya WMS Mobile access 4 Click on the User tab e Enter a password and retype it in the Confirm field e Select the division of the company for that the employee if your company has divisions To add divisions click on the Actions button in the Employee subfolder Close the screen when you are 46 PERMISSIONS ADD A NEw EMPLOYEE 5 done Divisions can also be set up in the Maintenance gt Configura tion menu Click the applicable checkboxes to enable access to the listed Magaya features Allow Magaya Network access gives the employee access to the Magaya Communication Center and its
128. date per shipment Selected Clause Text Select a clause category from the dropdown menu There are many categories Select Bookings Click on the button with the three dots to select from a list of preset clauses A dialog box opens You can also add clauses See the topic Add Clauses for details Check the box next to the item in the list to include it in the Notes for the Booking The field Selected Clause Text displays the full text of the clause you selected RESULT After completing the booking wizard click the Finish button The booking is placed in your Magaya Explorer with a status of Open When the booking is used to create a shipment the status will change to Closed 194 CHAPTER 12 BOOKINGS How TO CREATE A QUICK BOOKING Actions You Can Perform with a Booking After completing a Booking Magaya Explorer gives you many options You can make changes to a booking by using the Edit button The following actions can be performed from a Booking by using the Actions button and selecting from the menu Create a Copy The copy of a booking will contain all the same informa tion except for the Booking Number which the Magaya system will assign automatically Create another Transaction All the information from the booking can be transferred automatically to create other transactions that you choose You can create a Pickup Order a Warehouse Receipt or a Shipment from a B
129. dragging them into place Click on the Actions button to select which columns you want included in your results list To make changes to an entity use the Edit button Tip You can also double click on the item in the results list to open it A counter on the bottom of the list tells you how many items are displayed out of a total number of items The Find Vehicle option opens a dialog box so you can search by Vehicle Iden tification Number VIN 76 WORKING WITH DOCUMENT AND LIST VIEWS THE ACTIONS BUTTON The Find Folder option opens a search box with a General tab and an Advanced tab You can search for an airway bill number on the Advanced tab General Advanced te Find What C Match Case General Advanced C Eind a shipment The Actions Button The Actions button is available in the Magaya Explorer when you view lists or documents The Actions button provides many functions Depending on the list or document you are viewing you will have different actions available Common functions available from the Actions button To run or create reports on a list such as the Warehouse Receipts List click on the Actions button and go to Reports Select the report type from the menu Options include creating a report by shipper by consignee by supplier etc The report can be saved emailed or exported Tip In the report double click on an item to display the dialog box for that item Reports can be fi
130. dress Client to bil Shipper v Caterpillar Equipment Select the Shipper from the dropdown list Select the Ultimate Consignee from the dropdown list Select the party to notify and the intermediate consignee if applicable Select the Forwarding Agent from the dropdown menu This is your company if you are a freight forwarder Select the Destination Agent from the dropdown menu When a freight forwarder creates a straight shipment the carrier may handle the trans 208 CHAPTER 14 CREATING SHIPMENTS CREATE A STRAIGHT SHIPMENT actions instead of a destination agent If so the Liquidation will show what amount is owed to you The fields for Client to bill will be filled in automatically based on the information you entered Click the Next button to go to the next screen in the wizard Enter the information in the Routing tab as follows Add Air Shipment Straight Wizard Export Routing information Describe the routing for this shipment Mode of Transportation Air Carrier Flight Number Departure Information From Miami Date 4 2 2009 z Time 7 45 00 AM Arrival Information Final Airport To Cartagena Date 4 2 2009 v Time 12 31 07 PM J The Mode of Transportation and the Carrier fields are filled in automati cally The system filters out other types of transportation and shows
131. e Agent Profit To set up the Agent s profit sharing go to the Maintenance folder and edit the agent s profile in Forwarding Agents Your Profit Your Agent Owes You You Owe Your Agent The correct one will appear determined based on if the amount is pre paid or collect The profit of the agent on the bottom of the screen will be calculated by the amounts on the line items If the agent collects all the fees at the destination your agent will owe you and the system will generate an invoice for the agent If the destination agent enters all the charges when they create an import ship ment then they enter 100 in the Agent Participation column for charges that were pre paid at origin For more on imports see the topic Imports If you collect more money at the origin and have to pay the agent the system will create a credit memo In the example there is a combination of Pre paid and Collect Houses The system will calculate to create an invoice or a credit memo for the agent These accounting transactions will appear in the Transac tions list after you generate the charges The Liquidation is the place to catch any billing errors If one line item shows a negative profit verify two things 1 if the amount was incorporated into a cost charge if it is too high or 2 if you are charging the correct amount Generating Accounting Transactions The system will generate an invoice for the agent if they owe you o
132. e All the list subfolders under the Warehousing folder such as Warehouse Receipts Pickup Orders and Cargo Releases list Lists of Quotations Bookings the Shipments and more All the subfolders under the Maintenance folder such as Carriers Vendors and more e Many subfolders under the Accounting folder such as lists of Invoices Payments Bills Deposits Checks and more 60 WORKING WITH DOCUMENT AND LIST VIEWS WORKING WITH THE LIST VIEW Most lists have a Date range field at the top of the list Use the Date range to view the transactions you want to see from a certain time period such as last week or last month Dates OSEM E From 4 1 2009 To 5 20 2009 x Status Number Date Shipper Consignee Cartier Pieces After changing the date in the date fields click the Refresh button the blue arrows wrapping in a circle to load the transactions for the date range Use the red Stop button to stop the search at any time A counter on the bottom of the list tells you how many items are displayed out of a total number of items To view all the transactions such as Warehouse Receipts WR in the Ware house Receipt List select the All option in the Dates field on the top of the list Note Make sure you do not have a filter in place Click on the Unfilter button to clear a filter Then the Unfilter button will be grayed out To move the columns to change the order from left to right click
133. e able to enter freight charges on the Charges tab of the WR However you will be able to enter freight charges later when this cargo is included in a shipment The Origin and Destination information fields are optional If you know where the cargo is going the Destination field can be used later to filter the cargo or create consolidations Click on the next tab Supplier tab Select the supplier this may be the same as the shipper or the company that provided the cargo to the shipper You can modify 84 How TO CREATE A WAREHOUSE RECEIPT STEP BY STEP PROCEDURE the address for the supplier for this transaction if needed by clicking on the Change button Warehouse Receipt General Shipper Consignee Supplier Carrier Commodities Charges Events Attachments Note Name Invoice Number Addess Purchase Order Number Enter the invoice number and or purchase order if available These numbers can be useful later to find this transaction because this transaction number is the reference number of your customer Click on the next tab Carriers tab Select the inland carrier usually an over land trucking company Warehouse Receipt aaa General Shipper Consignee Suppber Caner Commodities Charges Events Attachments Note Canier Anderson amp Sons Trucking Co Driver s Name Driver s License Number Lenny PAO Number Tracking Number 7134 85 How TO CREATE
134. e dialog boxes are the same except for the title 107 CHARGES WORKING WITH THE CHARGES TAB NOTE If the Freight charges option is grayed out you cannot select it To make it available return to the Shipper Consignee tab and select a Mode of Transporta tion Expense Freight Charge Air Freight Charge Notes Freight Service p Class Description Apply to Paid as Prepaid Apply by Show in documents Weight No of Gross Gross Chargeable Rate Charge Total Amount Pieces Weight Ib Volume ff Weight Vlb o 0 00 ooo 0 00 oo v USD 0 00 The freight charge tab will indicate in the title if the freight is Air Ocean or Ground depending on the mode of transportation selected A Tax Code field will appear if you have set up sales tax in the Chart of Accounts If you check the box to show charges in documents the charges will show in operations transactions and documents such as WRs and Pickup Orders The charges will always appear in bills and invoices even if you do not check this box Sample Scenarios for Adding Charges If you are a freight forwarder and you are creating a Warehouse Receipt you add a freight expense charge and apply it to the trucking company because they are charging you and you need to pay them Add an income freight charge when you are billing the customer so they can pay you if you pick up the
135. e folders and subfolders in Magaya Explorer contain many of the functions and documents for the tasks you do every day To view folders and subfolders Click the plus sign next to the folder name to expand and view the list of subfolders under the folder heading Alternatively when you click on a folder the list of subfolders is displayed in the detail pane NOTE The folder list is also called a tree view Here we will use the term folder To hide the folders list click the Folders button on the top toolbar Click it again to view the folder list Folders How to Add Folders You can add folders to Magaya Explorer by following these steps 1 2 3 4 5 Go to the location where you want to make a new folder Click on File Select New Select Folder Enter the folder name Definitions of Folders The following list defines each folder and subfolder available in the Magaya Cargo System and provides a brief overview of its functions 53 FOLDERS AND SUBFOLDERS DEFINITIONS OF FOLDERS Magaya Network The Magaya Network folder contains two subfolders Community Messages The Community folder allows you to search for other companies that are using the Magaya software There are three functions in the Community folder File Edit Sales Operations Maintenance Shipment MagayaNetwork Accounting G6 Oz 06 0 9 Back Air Ocean Ground Print Magaya Network EY emm
136. e in your filter by selecting it from the list of Available Fields on the left Set the condition you want to apply For example to filter the list so you can see what locations in your warehouse are empty select Empty Click the Add button Add any addtional criteria Click OK to see the filtered list For more details on using the advanced filter see the topic Advanced Filter 138 How TO CREATE WAREHOUSE LOCATIONS How DOES MAGAYA EXPLORER USE WAREHOUSE ZONE AND LOCATION INFORMATION How to Create Warehouse Locations Warehouse Locations are the places in your warehouse for storing commodities and inventory These often include a Receiving area a Staging area locations on racks in different rows an outdoor storage area a Quality Control area and others TASK 1 Go to the Warehousing folder and click on Locations ERA Warehousing 8 Pickup Orders E Pickup Order List A Warehouse Receipts A Warehouse Receipt List B Commodity List Cargo Releases Cargo Release List Package Types TS Locations gt i Warehouse Inspector Item Definitions Commodity Classifications Shipment List Hl Work Load 6 In Transit E 139 How TO CREATE WAREHOUSE LOCATIONS How DOES MAGAYA EXPLORER USE WAREHOUSE ZONE AND LOCATION INFORMATION Click the Add button A dialog box appears Location Identification Code Description L Type Storage
137. e same destinations For example if you book flights from Miami to Freeport Grand Bahama every week then adding the flight information into the Trip Schedule will make the information available when you schedule a booking saving you time All you have to do is select the trip from the schedule and all the information is auto matically filled into the booking The Trip Schedules feature can be found under the Bookings folder Bookings F Bookings F Booking List E Trip Schedule How to Create a Trip Schedule Step by Step Procedure TASK 1 Go to the Bookings folder and select Trip Schedules 2 Click on the Add button and select the type of trip you want to create import or export for an Air Ocean or Ground trip When working in the dialog box click from tab to tab to enter data Use the dropdown menus to select from pre set lists To add information to a dropdown click on the green plus sign in the mini toolbar that appears with the dropdown 197 How TO CREATE A TRIP SCHEDULE STEP BY STEP PROCEDURE 3 The General tab has fields specific to the type of trip air ocean or ground Foran Air Trip Schedule shown here the flight number is filled in automatically on the General tab The Air Import and Export screens are the same Note the Outgoing arrow indicating export Flight Properties General Entities Routing Equipments Bookings Commodities T Outgoing Status W
138. e warehouse see the following link Video on Receiving Cargo http www magaya com products videos reccargo html 128 CHAPTER 7 SET UP YOUR WAREHOUSE CHAPTER INTRODUCTION Chapter 7 Set up Your Warehouse Chapter Introduction This chapter explains how to define inventory items set up warehouse zones and locations in Magaya Explorer define package types and define commodity classifications Introduction to Inventory Item Definitions An Inventory Item Definition is just what it sounds like the definition of an item in inventory such as those items that wholesalers stock for resale When an Inventory Item Definition is created in Magaya Explorer the defini tion of that item will be available in the Magaya system to be used for transac tions such as Warehouse Receipts and Pickup Orders The advantage of creating an inventory item definition is to simplify receipt of items that are sent to your warehouse regularly When the items are received and you create a Warehouse Receipt WR in Magaya Explorer you can select the Part Number on the Identification tab inside the Commodity and the item information will be filled in automatically This is also available on the Commodity tab when creating a Pickup Order When you select the part number in a WR or a Pickup Order the item is auto matically added to the On Hand or Arriving inventory When an item is released in a Cargo Release or a shipment it is removed from inven
139. eate a WR for the items inside the container excluding the container The Undo button will roll back the reception steps so you can make a change To view the Warehouse Receipt click on the Go To WHR button 4 Create Arrival Notices An Arrival Notice is the document that you send to the customer to let them know their cargo is here and what fees they need to pay to pick it up or for delivery If you did not create Arrival Notices in the shipment add them now If they were not created at origin and sent to you then you will need to create them for each house 1 Click the Add Doc button on the Shipment Toolbar if you click on the arrow on the button select Document 3 amp ba fm Profit Liquidation Tre Houses Add Doc Document General Entities Routing Other Documents oe Peet GEM nie Y Attachme A screen opens with a list of documents This screen is the same as the one in the wizard 2 Select the documents you need by clicking in the box beside the name of the cargo item 270 IMPORTS 4 CREATE ARRIVAL NOTICES 3 Click the OK button The document is added to your shipment with all the information related to this shipment To view the document click on the document name in the shipment folder on the left side of the Magaya Explorer screen After creating the Arrival Notices the pickup or delivery will need t
140. elements found You can move the search box to the side of your Magaya Explorer and affix it there by clicking on the Dock button with the green arrow pointing left To 74 WORKING WITH DOCUMENT AND LIST VIEWS THE FIND BUTTON un dock it click on the Dock button it now has a red arrow pointing right instead of a green arrow pointing left Select what you want to find by clicking on the Find Type dropdown You can search all elements or choose what transactions to search in such as warehouse receipts or invoices To combine search elements choose Selected Elements from the dropdown Check the boxes for the elements you want to search You can also use the button with the three dots next to the dropdown Set the date range by using the From and To dropdowns You can search by Transaction Number or by Text To search by text type the text into the Text field and click Find The advantage of using the Text search method is that you can find any text that appears anywhere in a transaction You can even search by a partial phrase For example if you do not know the whole name of a carrier or vendor you can search by using part of their name The results list will display any transaction or document that contains the text you entered The total number of found items will be displayed on the bottom of the find screen To view an item in the results list click on it and click the View button The dialog box for that transacti
141. ener ating Accounting Transactions To add a charge to the Charges tab of the WR click the Add button A menu appears Select the type of charge from the menu such as income charge or expense charge A dialog box will open Warehouse Receipt Status Description Prep Quantity Open Handing Fee Yes 19465 16 lt Totals Expense Income Profit ums USD 0 00 USD 7786 06 USD 7786 06 For more details on adding charges and using the charges tab see the topic Charges Events tab Use the Events tab to add any events you want associated with this Ware house Receipt 89 How TO CREATE A WAREHOUSE RECEIPT STEP BY STEP PROCEDURE The Events tab has buttons to add a new event or to edit or delete events Warehouse Receipt Date Name 49 21 2007 10 00 21 _ Amved at warehouse lt C Show events from all related transactions For details on using the Events tab see the topic Events Attachments tab Use the Attachments tab to attach a photograph or other document to the WR For details on adding attachments see the topic Attachments Warehouse Receipt Notes tab Use the Notes tab to add notes to the WR that you want to appear on the WR These notes will be visible to the customer For details on adding 90 How TO CREATE A WAREHOUSE RECEIPT STEP BY STEP PROCEDURE note see the topic Notes Warehouse Receipt 3 4 Shipper Consignee Supplier Canier
142. ent will pay the logistics provider If the logistics provider consolidated shipments from many customers the charges will be calculated together The profit sharing with the destination agent is determined depending on the total collect and total pre paid When the goods are delivered to the buyer at the destination the logistics provider s involvement ends CHAPTER 2 INTRODUCTION TO LOGISTICS AIR WAYBILLS This flowchart illustrates the logistics provider operations Logistics Provider Operations Flowchart Air Waybills An Air Waybill is a contract of the freight charges from the company that will handle air transportation to the customer There are two types of air waybills Master Air Waybill This is a contract from an airline to a freight forwarder e House Air Waybill This is a contract from a company that handles the transportation for example a freight forwarder to a customer for example a seller The air waybill number is located on the top right hand corner the top left hand corner and on the bottom right corner of the form 17 CHAPTER 2 INTRODUCTION TO LOGISTICS AIR WAYBILLS Table 1 Fields in an Air Waybill Master Air Waybill Master Air Waybill number The air waybill number consists of the issuing carrier s three digit IATA airline code number and a serial number of eight digits separated by a hyphen including a check digit placed at the end The che
143. ents Go to the list you want to use for a batch emailing Select the names you want to send to or just click the email button to send to all in the list 67 WORKING WITH DOCUMENT AND LIST VIEWS BATCH EMAIL Click on the arrow on the Email button and select Batch email Options Help amp amp Network Send R E Refresh Folders Delete intact First Name Contact Last Name Send Document by Email Send Tracking Link by Email rina Cabo an Pierre Chavanel In the dialog box that opens your company email address is automatically filled in It can be changed by typing over it Send batch email From Your Company name and email is here Subject Add subject line here Use selected items only Enter message here Common Attachments Click to add attachments Enter the subject line message text and any attachments Click the Send button when you are ready to send the batch email 68 WORKING WITH DOCUMENT AND LIST VIEWS THE FILTER BUTTON The Filter Button The Filter button allows you to select how you want to view the information in a list For example you may want to see only transactions for the past week or transactions for a certain customer or destination The Filter button has two options Standard and Advanced The Filter button offers options that are specific to the list you are viewing For example
144. ents offers the option to add a Customer Payment or a Vendor Refund The Add button for Cargo Releases will open a wizard with screens that walk you through entering the information to create a cargo release Edit Button This opens the same dialog box used when adding new information so you can edit or change information Exception The Cargo Release Edit button will open a dialog box not the wizard you used to enter information Delete Button Enables you to delete the selected transaction in your list Other Buttons and Their Functions To print a document click on the Print button on the toolbar across the top of the Magaya Explorer You can also use the File menu and select Print To print receiving labels from a Warehouse Receipt go to File or click on the arrow on the side of the Print button and select Print Labels A dialog box 63 WORKING WITH DOCUMENT AND LIST VIEWS BUTTONS ON THE TOOLBARS opens Select the label size and quantity You can also print a range of labels or all of them Magaya Network Accounting Reports Options Help 2 X I R A Find Network Send EMail Print Print Setup Save to PDF Select Labels Printer Receiving Label 4x3 i Receiving Label 4x5 dki era Tae 4x6 Description wdevO4 HP LaserJet P2015 Seri USBOO1 Warehouse Receipt Number 43 Amount of pieces 425 Start at 1 End at 425 In this example this will
145. ers are TE Carriers Forwarding Agents 4 Warehouse Providers Q Customers Salespersons Contacts 2 Employees L Ports m Countries Configuration Carriers Add land carriers ocean and air carriers and their addresses contacts rates payment terms TSA compliance FMC SCAC number and more e Forwarding Agents Add forwarding agent information such as address payment terms participation assign tracking access IATA code FMC SCAC TSA number and more Warehouse Providers Add contact information Customers Add contact information payment terms rates assign tracking access TSA compliance and more Vendors Add vendor contact information and TSA compliance Salespersons Add name address participation and more Contacts Add more than one contact person for a Customer Vendor or other entity in your Magaya system You can add a different contact person for different departments of a single company The contact can be assigned as a Magaya LiveTrack user by selecting their name and clicking on the Actions button choose Allow Tracking Enter their password and permissions or restrictions You can also assign more than one Magaya LiveTrack user per company Contacts can also be added from any entity screen Employees Add employee name and contact information assign remote access rights Magaya system permissions and passwords Ports Select frequently use
146. ers from customers They provide customers with a quotation of the price of the freight charges based on the quantity to be shipped the distance weight volume whether the goods will be shipped via air or sea etc They book the shipment by checking schedules looking at what they already have booked what they have going out on carriers and if there is enough room left in a container to enable them to consolidate the customer s shipment with other customer s shipments in the same container heading to the same destination The logistics provider may also provide insurance for the goods 13 CHAPTER 2 INTRODUCTION TO LOGISTICS PICKUP ORDERS WAREHOUSE RECEIPTS AND DELIVERY ORDERS Pickup Orders Warehouse Receipts and Delivery Orders When the customer agrees on the quotation price the traffic department creates a pickup order The logistics provider will pick up the customer s goods and bring them either to the port for immediate delivery or to the logistics provider s warehouse for later delivery The logistics provider may have their own in house trucking department for pickup or they may outsource the trucking The customer may bring the goods to the warehouse themselves If there are multiple customers shipping goods to the same destination the logistics provider will consolidate the goods into one container or air shipment to reduce shipping costs The logistics provider creates a warehouse receipt for the customer tha
147. ery Attachme gt O Outgoing Loaded Shipment Name Shipment27 Bill of Lading Number Booking Number Executed Place Miami v Executed By lene Taylor v Executed Date 4714 2009 v Declared Value Description of Goods construction equipment Quantities Pieces Weight Volume 31 9019 00lb 1573 62 16380 82 lb e Enter a Declared Value for the goods e Enter a general description of the goods e The Settings button has two tabs One for setting up how you want forms filled in such as air waybills and Bill of Lading and another tab for the measurement units pounds kilos etc Routing Tab On the Routing tab for all types of shipments air ocean and ground the mode of transportation is set by the system for the type of shipment You can use the dropdown menu or the button with the three dots to make changes to the mode 231 WORKING WITH SHIPMENTS ROUTING TAB The Routing tab for an Air Shipment contains the following fields Tee General Entities Routing Charges Events Delivery Attachme Mode of Transportation Air v wt Carrier Flight Number 155 Departure Arrival Final Airport From Miami v To Cartagena v Date 4 2 2009 v Date 4 2 2009 v Time 7 45 00 4M gt
148. es Length Height Width wW BoOntand Bo Fresh Cut flowers 200 3 0 1500 20 00 e 3 p g o Goto WHR al f 272 How TO VIEW SHIPMENTS WORK LOAD FOLDER 2 Select the cargo to release and click the Release button The system creates a Cargo Release document for the items in the selected house When you create the Cargo Release the status of the items changes to Loaded When the cargo is loaded into the truck for delivery set the cargo status as In Transit by going to the Actions button and selecting the In Transit option When it is delivered set it to Delivered via the Actions button This will update the Magaya system at origin showing the cargo as Deliv ered if the shipment was sent via the Magaya Network 3 The Import Shipment is now complete How to View Shipments Work Load Folder The Work Load list shows shipments that need to be loaded or are being loaded now Go to the Warehousing folder and click on the Work Load subfolder 26 E Pickup Orders E Pickup Order List A Warehouse Receipts A Warehouse Receipt List y Commodity List 9 Cargo Releases Cargo Release List e Package Types Locations W Warehouse Inspector Item Definitions E Commodity Classifications Shipment List H O Work Load H In Transit The Work Load list is useful for warehouse staff and others who need to see what shipments are to be loaded that day Once the shipment is loade
149. f you add the destination agent s name here they will be to view the transaction with Magaya LiveTrack and Transaction Tracking Click on the next tab 4 On the Shipper tab enter the information you need as follows Select the shipper s name The shipper is the person who wants the cargo moved such as the manufacturer supplier or buyer General Shipper Consignee Supplier Cariers Commodites Charges Events Attachments PC P Shipper Pickup Location Name Name Atlantic Surplus v Miami Distribution Ceriter v Address Copy gt gt Address Change 3224 North College Road 2501 Galloway Road Wilmington NC 28405 Miami FL UNITED STATES UNITED STATES Place v The shipper s address will be filled in automatically To change the address for this pickup order click on the Change button The zip code 154 How TO CREATE A PICKUP ORDER STEP BY STEP PROCEDURE is used by the system to calculate freight charges if you have the charges set up For details see the topic Automatic Billing Select the location of the pick up If the shipper and pickup address is the same click on the Copy button in the center The address will be filled in automatically Click on the Place dropdown to select the city of the pick up optional Use the red X to delete a place Click on the next tab On the Consignee tab enter the information you need as follows Select the consignee s name who is
150. finitions icon on the menu The following screenshot shows the Event Definitions screen Magaya Corporation Mapaya Explorer To Add a new Event Definition 113 ATTACHMENTS INTRODUCTION TO ATTACHMENTS Attachments Click on the Add button A dialog box opens Event Definition Name Cargo scanned in Details This event indicates the cargo was scanned in Location Automatic Creation Manual Include in Tracking Enter a name for the event Enter details on the event optional Select a location to connect with that event optional Select from the dropdown to choose the type of automatic creation for this event There are many options You can make an event appear in a WR or Cargo Release when it is created emailed or liquidated If you choose Automatic the event will be added to the transaction and will be visible to the customer Selecting Manual will not automatically create an event You will have to select it each time for each WR or the transaction you are creating Check the box to include the event in tracking Click OK when finished Introduction to Attachments Attachments can be added to transactions in Magaya Explorer 114 ATTACHMENTS ADD AN ATTACHMENT Attachments include photographs and documents Attachments can be added by loading them from a computer or directly from a scanner Tip The recommended maximum file size is 150 kb It i
151. forwarder name address and phone number Exporter This is the customer s name address and phone number for example the seller Consigned to This is the destination agent or custom broker trucker etc name address and phone number Consigned to This is the recipient s name address and phone number example the buyer 22 CHAPTER 2 INTRODUCTION TO LOGISTICS DEFINITIONS OF BOL FIELDS Master Bill of Lading House Bill of Lading Notify Party Intermediate Consignee Notify Party Intermediate Consignee This is the destination agent s name address This is the destination agent s name address and phone number or custom broker and phone number or custom broker trucker etc who needs to be notified to pick trucker etc who needs to be notified to pick up goods up goods Issuing Carrier s agent name and city Issuing Carrier s agent name and city Enter the freight forwarder s name and Enter the freight forwarder s name and contact information contact information Document Number This is the booking Document Number This is the booking number The carrier assigns the booking number The carrier assigns the booking number number The Bill of Lading B L Number This The Bill of Lading B L Number The number is entered by the carrier when they freight forwarder generates this number verify the BoL that the freight forwarder sends After verification t
152. general mifoemation for thes cargo release such as the Number Date and Release To o Status Qj Empty Release Number 9 Creation Date 6 4 2009 v Release Date 6 4 2009 M Time 11 45 00 AM Employee llene Taylor v Issued By MC Cargo Company v Released to Anderson amp Sons Trucking Co v Release to Address 166 STEP BY STEP PROCEDURE INTRODUCTION TO CARGO RELEASES Click on the Next button In the Carrier screen a Click on the dropdown list to select the carrier who is taking the cargo out of the warehouse b Enter the PRO Number optional The PRO Number is a Progressive number a sequential number used by transportation companies to identify and track freight bills c Enter information in the other fields as needed they are optional Create Cargo Release Wizard Carrier Information Enter the carrier information for this cargo release z Carrier Anderson amp Sons Trucking Co v Driver s Name Driver s License Number PRO Number Tracking Number Purchase Order Number 167 STEP BY STEP PROCEDURE INTRODUCTION TO CARGO RELEASES 5 Create Cargo Release Wizard Select the cargo to release You can select cargo either from Warehouse Receipts or from Inventory Click on the Next button In the Commodities screen Warehouse Inventory Scan aO 2 40 Caribbean Flower Co
153. ges by clicking on the Maintenance folder or the Accounting folder You can also make changes on the fly as you work To make changes to information in the Maintenance folder or Accounting folder 1 Expand the folder by clicking on the plus sign 2 Select a subfolder for the transaction you want to modify examples Carriers or Invoice List A list of the transactions appears in the viewing pane 3 Select the transaction you want to modify such as a carrier name or the invoice Tip You can double click on the transaction to open it 4 Click on the Edit button on the toolbar A dialog box opens 5 Edit the information you need to change by typing in the fields Click on the tabs in the dialog box to see the fields on each tab 36 How TO USE THE My CompPaNy INFO DIALOG Box How TO MAKE CHANGES TO INFORMATION YOU ENTER 6 Click the OK button to save the changes and exit the dialog box To make changes to information as you work in a dialog box Issued By MC Cargo Company 1 Click on the dropdown arrow in the field you want to change Vi 7 k RS Jamaican Destination Agent 1 R l Lima Destination gent MC Cargo Company Forwe Miami Distribution Center Forwe Panama Destination Agent Forwe Prague Agent Forwe Saks Fifth Avenue Destination Agent 2 Select the option on the toolbar that displays in the dropdown menu Add green plus sign Edit notepad with pen and Delete red x Browse b
154. ginals are sent via courier 15 CHAPTER 2 INTRODUCTION TO LOGISTICS DESTINATION PROCESSES Destination Processes At the destination the logistics provider arranges the following Customs clearance or outsources this to a customs broker e Warehouse arrangements Transport from the port to the warehouse unless the customer or buyer picks up the goods from the port e Local delivery unless the customer prefers to handle this Local delivery requires a cargo release document also called a delivery order which the logistics provider creates The services the logistics provider provides could be to the customer s door or to the port Invoicing Liquidation The logistics provider s accounting department handles the invoicing also called liquidation During liquidation the logistics provider calculates profit sharing with the destination agent The accounting department also creates invoices for the customer The customer s invoice shows the freight charges calculated during the quotation by the sales department any documentation charges or storage charges These charges may be itemized or not itemized all inclusive If freight charges are pre paid by a single customer to the logistics provider the logistics provider creates a credit memo that will show what the logistics provider will pay the agent If it is not pre paid but collect the logistics provider creates the invoice which will show what the ag
155. h as cargo is loaded delivered etc When you are viewing a list a new toolbar appears at the bottom of the screen m 7 X Y ws Re Add Filter Actions The buttons on that toolbar also appear on the document view on the top of the document The buttons are Add Edit Delete Filter Unfilter and Actions Buttons on the Toolbars Many buttons have an arrow on the side of the button Click the arrow to access options The choice in bold is the default that displays if you click the button instead of the arrow When you click a button a dialog box will open After you have entered information in the dialog box click the OK button The dialog box will close The information you entered will be saved in the database and in the form you are working on such as an invoice or Pickup Order 62 WORKING WITH DOCUMENT AND LIST VIEWS BUTTONS ON THE TOOLBARS Add Button Use the Add button to add a new transaction of the selected type to the database When the Add button has an arrow then options are available When you click the Add button a dialog box opens Enter the information in the dialog box to fill in a form such as Pickup Order or Warehouse Receipt The Add button offers options that are specific to the list you are viewing For example in Bookings the Add button enables you to specify the type of booking such as Air Booking Export Ocean Booking Import etc In the Accounting folder the Add button for Paym
156. he port where the goods will be unloaded e Place of Delivery by On Carrier Fill in the name of the destination of the goods Enter the description of the goods in the following fields Marks and Numbers This is the container number seal number and Warehouse Receipt number or any numbers or labels that identify the boxes Number of Packages Enter the quantity of packages Description of Commodities Enter a general description of the goods this is not an itemized list unless required for example shipping heavy equipment or vehicles which requires each VIN or item serial number listed individually e Gross Weight Weight of goods in kilos and or pounds Measurement Enter the volume in cubic feet or cubic meters Freight Charges Weights and Measurements This field is on the bottom of the form This field is provided for listing the charges from the carrier to the freight forwarder List the charges in the appropriate column Prepaid or Collect Calculate and fill in the total Sign and date the document Copies are distributed to the appropriate parties 24 CHAPTER 2 INTRODUCTION TO LOGISTICS WAREHOUSE PROCESSES The following is a sample Bill of Lading form BILL OF LADING Warehouse Processes Processing goods in and out of a warehouse or Distribution Center DC consists of four major steps 1 Receive Goods When goods arrive at the warehouse the receiving process begins A Warehouse Receip
157. he carrier returns the BoL to the freight forwarder Also fill in this number on the bottom of the form in the field labeled B L Number Export References Enter the p o numbers Export References Enter the MBoL or invoice numbers number invoice numbers p o numbers Forwarding Agent Enter the freight Forwarding Agent Enter the freight forwarder s name forwarder s name The following fields are the same for the House and Master Bill of Lading Point State of Origin or FTZ Number This is the state or Free Trade Zone where the goods originated Domestic Routing Export Instructions This field is optional It can be the destination agent Loading Pier Terminal Enter the pier and terminal number or name where the goods are loaded at the port Type of Move Enter the mode of transport such as Vessel Containerized Vessel Only Mark either Yes or No Pre Carriage by Enter the name of the pre carrier who will move the goods from the point of origin to the port of loading Place of Receipt by Pre Carrier The city where the pre carrier received the goods 23 CHAPTER 2 INTRODUCTION TO LOGISTICS DEFINITIONS OF BOL FIELDS Exporting Carrier The vessel s name and voyage number or carrier name Port of Loading Export Enter the name of the port where the goods will be shipped out Foreign Port of Unloading Vessel and Air Only Fill in the name of t
158. he item will be shaded indicating that part of the 168 STEP BY STEP PROCEDURE EDIT A CARGO RELEASE inventory was released not all of it To include all the cargo in a release click on the box next to the item The full box will be shaded To search for inventory click the Find button and select to search by number or text To view a WR select it and click the View button The WR dialog box opens To choose the columns displayed in the screen click on the Configure button and select an option Check the Fill in Reverse Order button to see the inventory list with the most recently received items at the top of the list Click on the Finish button Your inventory records are updated according to the items you just released You can print or email the release as needed Edit a Cargo Release To make changes to a Cargo Release follow the steps below The information entered in the Cargo Release wizard will be displayed in the dialog box TASK 1 Click on the Edit button A dialog box opens The General tab and the Inland Carrier tab in the dialog box are the same as in the wizard The Commodities tab will list the cargo you entered Edit information in these tabs if needed To add charges to the Cargo Release use the Charges tab You can also generate accounting transactions from the Charges tab For details see the topic Charges To add events use the Events tab For details see the topic Events
159. he transactions related to this cargo History for Warehouse Receipt 37 Type Date Pickup Order 12 17 2008 You can view a transaction by selecting it in the History dialog box The View button opens the dialog box for the transaction The Go To button takes you to the document To return to the Cargo Release use the Back button Magaya software provides you with the option to create a WR from a Pickup Order If you picked up the cargo and you have a Pickup Order that you created in Magaya software you can transfer the information from the Pickup Order automatically into a WR You can also print or email a WR To print labels click on the arrow on the Print button and select Print Labels 127 WHAT ACTIONS CAN PERFORM WITH A WAREHOUSE RECEIPT OTHER ACTIONS The Print Labels dialog box opens Print Labels Print Setup Select Labels Printer Receiving Label 4x3 Receiving Label 4x5 Receiving Label 4x6 Description WMS Label 4x6 dev04 HP LaserJet P2015 Seri USBO01 Warehouse Receipt Number 20 Amount of pieces 425 Start at 1 Endat 425 Select the label size and priter setup e Change the amount of labels to print if needed To make a copy of a WR click on the Actions button and select Create a Copy For details on working with the WR List see the topic Working with Document and List Views Video Tutorial For a video tutorial on receiving cargo in th
160. house Receipt Create Shipment Use Quick Booking Entry Exclude from Tracking Set as Incoming gt et as Vurgoing Cancel Booking Select Template History 190 CHAPTER 12 BOOKINGS How TO CREATE A QUICK BOOKING TASK 1 Click on the Add button and select Ocean Booking Export or Ocean Booking Import A wizard opens Ocean Booking Wizard Ocean Booking General Information Enter below all the information regarding to this booking 4 Outgoing Status W Open Reference No 4 Employee llene Taylor Creation Date 3 25 2009 Client Delivery Address Trip Number Line Booking No Carrier Sea Star Line Mode of Transportation Vessel Vessel Viking v Departure w Date 3 25 2009 Arrival v Date 3 25 2009 Spotting Date 3 25 2009 Time 3 26 38PM_ Cut Off Date 3 25 2009 Time 3 26 38PM_ The Reference Number is the Booking number for your customer It is filled in automatically To set up document numbers go to Mainte nance gt Configuration The Employee and Creation Date are filled in automatically They can be changed with the dropdown menu Select the Client Customer who is booking with you from the drop down menu The address is filled in automatically if you have it set up in the customer s profile To change the address for this delivery click the Delivery
161. ice Invoice Ocean C Bilhete de Dep sito C Bi C Bil of Lading C Bil of Lacing Multicurrency C Bil of Lading with Totals Cargo Marufest MI Caren M anihert Ma HIG Crerbrene lt NOTE If you desire to create template documents you can do that in the lt Miscellaneous T emplates gt folder e You will normally receive the documents from the agent at origin either in the mail or electronically through the Magaya Network If you need to have a copy of the documents in the system for refer ence you can select the cargo manifest and air waybill for example 260 IMPORTS 1 CREATE AN IMPORT SHIPMENT Select the cargo that will arrive Add Air Shipment Consolidation Wizard Import Select the cargo to ship You can select cargo either from Warehouse Receipts or Pickup Orders e white boxes you can make complete or partial E HUE ea em V Fill in reverse order 37 Cartegena Construction Co a 35 Buyer 1 Colombian Government Filter i 31 Deco Truss Co 30 Atlantic Surplus Miami Distributio Dani Louisville Slugger Dealer Jamaic 28 Pittsburgh Steel Co Miami Distrit 27 Boston Scientific Colombian Gov Select the criteria to group the 26 PYC Piping Co Cartegena Cons cargo 25 Jimmy Choo Shoes Venezuela Litoup Houses By 24 Caterpillar Equipment Cartegena Warehouse Receipt 22 JB Wire Co C Use WHR numbers 16 Louisville Slugger Dealer Lima
162. igher racks A warehouse that handles many pick and load orders will need those inventory items in an easy access location to make the pick and loads faster Your locations may be named according to the products you sell the customers you sell to or the area in a warehouse such as a separate fenced off area that is locked or an outdoor yard Many use names such as Row 1 Row 2 Row 3 etc Enter the information into the Magaya Explorer according to your needs How does Magaya Explorer use Warehouse Zone and Location Information Whatever type of labels are used in your warehouse to identify zones and loca tions e Barcode labels on shelves and racks to track cargo locations by handheld scanners connected to Magaya WMS or e Signs to mark rows and racks 135 How To CREATE WAREHOUSE ZONES How DOES MAGAYA EXPLORER USE WAREHOUSE ZONE AND LOCATION INFORMATION You can enter this information into Magaya Explorer and it will help you know where everything is in your warehouse Labeling Warehouse Zones and Locations When you enter a warehouse zone and location in Magaya Explorer those zones and locations are now available to use when you receive cargo and put it away in your warehouse For example when you create a Warehouse Receipt or Pickup Order you can select the location from the Commodities screen inside the cargo item located on the Commodities tab The Location field has a dropdown menu all the locatio
163. ilter the quota tion list and other Actions Bookings Bookings are the reservations your customers make with you for air ocean or ground shipments The Bookings folder contains three subfolders e Bookings This displays the document view of a booking Booking List This displays the bookings that have been created their status type ocean or air and other details related to the arrival and departure weight of the cargo etc You can customize what information you want displayed in this list by clicking on the Actions button Trip Schedule This displays trips you have scheduled to be executed in the future and trips you have completed in the past Warehousing The Warehousing folder contains information related to Pickup Orders Warehouse Receipts Commodities lists and classification Cargo Releases Package Types Locations in the warehouse Inventory Item Definitions Shipment List This allows warehouse employees and others to view ship ments The Work Load and In Transit subfolders allow warehouse employees to view shipment information Maintenance The Maintenance folder contains subfolders of your customer lists vendors employees ports and more and the Configuration subfolder with options to set 56 FOLDERS AND SUBFOLDERS DEFINITIONS OF FOLDERS up your Magaya system according to your needs Each subfolder has various actions and reports available The subfold
164. immediately unlike the charges entered in the Charges tab When you are in the Transaction Listing you can create the following accounting transactions directly from a Cargo Release by using the Add button at the bottom of the list Invoice You can create an invoice for the cargo release You can also create accounting transactions when you are in the Cargo Release dialog box by using the Generate button on the Charges tab An example of the options for creating accounting transactions is the ability to add inland freight charges to a Cargo Release by using the Transaction Listing Add 171 WHAT ACTIONS CAN PERFORM WITH A CARGO RELEASE OTHER ACTIONS Other Actions button instead of the Charges tab in the Cargo Release screen Accounting Transaction Invoice Notes internal Notes Number EH Accourt Accounts Receivable Transaction Date 2 20 2009 Due Date 3 22 2009 Charges Status Description Prepaid Posted Documentation Yes lt Paid as Prepaid Cargo Release D Apply to Biscayne Bike Shop OO 1mm Addiess Change j 100 Harbor Dawe Key Biscayne FL UNITED STATES Quantity Price Amourt Tax 10 25 00 a0 USD 25 00 Tax USD 0 00 Total Amount USD 3 00 Amount Due USD 25 00 This is the invoice Cancel Bill Add a bill of what you need to pay Help Make any edits to the transaction if needed You can view the cargo release dialog box or go to the document The sc
165. in from the dropdown menu Domestic Foreign or Mili tary Required Enter the Export code Click on the button to search Frequently used codes are OS for General Export and HH for Household Goods If you are shipping a vehicle click the checkbox for Is Vehicle Click on the Vehicle button and enter the information about the vehicle Click OK to save it and return to the EEI tab If you want the vehicle information included in the EEI check the box Include in EEI NOTE Correct filing of EEI is required to avoid violations and fines When you send your shipment and EFI information you will receive an Internal Transaction Number ITN which is proof of filing 98 COMMODITIES ADD COMMODITIES On the Hazardous tab check the Hazardous Material checkbox and enter information in the fields as needed Commodity General Identification EEI Hazardous AMS Atte 4 gt C Hazardous Material Identification Number Material Class Class Qualifier Material Description Emergency Contact Material Page Flashpoint Temp Special Instructions Description of Class Hazardous Level The information required on shipping papers to ship hazardous materials is listed in the U S Department of Transportation s DOT Hazardous Materials Table HMT section 172 101 The basic description of the hazardous materials must include the identification number of the
166. ing Wizard The Accounting Wizard will help you set up your Chart of Accounts also called a general ledger and Items and Services You can also enter the opening balances of your customers and vendors Each screen in the wizard explains the steps as you work through the wizard You can go forward and back in the screens while you are working in the wizard Follow the steps below to use the Accounting Wizard Accounting Wizard Welcome to the Accounting Wizard The following steps will guide you through Choosing the Compary Fiscal Year Setting up the Chast of Accounts Setting up the Items and Services Entering the opening balances for customers vendors etc 1 Go to the File menu and select Accounting Wizard 2 Click the Next button to start the wizard 3 Select the month that you want to assign as the beginning of your fiscal year This is required to calculate earnings for the year 4 Add or edit the Chart of Accounts as needed The software provides a default list of accounts If you need to add an account click the Add button and enter the information To edit an existing account click on the account and click the Edit button It is recommended that this infor mation be entered in the wizard so you can use the accounting features in the Magaya software Also enter opening balances for accounts that you need such as petty cash capital stock or sales tax credit 5 Add or edit the Items and Services as needed
167. ing is called a Straight Bill of Lading A cargo manifest lists all the goods and is used for all transportation types On the cargo manifest the customer is referred to as the house The house number is listed as is the shipper consignee description of the goods the number of pieces weight and volume Instructions on how to fill in an Air Waybill are in the section on Air Waybills Other documents that the logistics provider creates are optional These include A commercial invoice a bill for the goods which itemizes all the merchan dise by product name part number and value e A packing list which itemizes the merchandise by weight and volume but not price e A Dangerous Goods document for hazardous materials cargo An EFI Electronic Export Information formerly the Shipper Export Declaration SED is required for items valued over 2 500 exported out of the U S and U S territories if a logistics provider creates the EEI and submits it to Customs for the customer the logistics provider may include a charge for this documentation on the invoice Other documents vary depending on destination such as the European Union EU the Caribbean Community CARICOM the North Amer ican Free Trade Agreement NAFTA etc A copy of the Master Bill of Lading and the Cargo Manifest may be sent on the ship and another copy is sent electronically to the customer and destination If originals are required then ori
168. inoculars Sort Columns grid and Refresh blue arrows NOTE The buttons look the same as on the other toolbars in Magaya Explorer 3 Make changes 4 Click the OK button to save the information and exit the dialog box 5 Continue with your initial transaction or task NOTE Many of the fields in the dialog boxes are optional For example when you create a Warehouse Receipt you may not know who the ultimate consignee is so you can leave the Consignee field blank The software will tell you if a field is required How to Use the My Company Info Dialog Box You can use the My Company dialog box to enter information about your company information such as address and contact information Option The same information can be set up in the Startup Wizard except for multiple addresses 37 How TO USE THE My CompanY INFO DIALOG Box STEPS FOR My ComPANY INFO DIALOG Box Steps for My Company Info Dialog Box 1 Click File and select My Company Info 2 Enter information in the fields NOTE Many of the fields are optional only the name is required 3 Click on each tab that you need and enter information NOTE When you enter information in the tab Other Addresses click on the Add button to add information or click on the Edit button to make changes to existing information 4 Click the OK button to save the information and exit the dialog box The My Company Info dialog box offers you a place to add your company
169. ions Of BOL Fields iss veg ey dens poe nes a AS RSs E a AS 22 Warehouse Processes siirsi nei oia a Feces em A EEE BLE eS a 25 Inventory COURUING eoan ae a cae ae aoa any Boer ERA ee 27 Sales Orders and Purchase Orders nn nnnunan hs are SN Ogg LN A ae 28 Chapter 3 Magaya Software Installation sesssessssesesesceseseseoe 29 Introduction to Installing Magaya Software 0 cee eee eee eee 29 Syst m Reguirements wows hee ae a E ea e E A 29 Software Installation Steps 2x s 35 263 23 2588 Ase naana 30 Introduction to Installauonciy622 9 4 sete cane ed Baw Ate eA See eee ee 30 Step by Step Procedure for Installation 0 0 0 eee eee eee eee 30 Network Installation Steps cca bees ts eae eas aia eed waa wes eee ees 31 Step by Step Procedure for Network Installation 0 0 0 0 000 31 Software Components Installed 554 Stes otha 4 pacsee a 4S ea gates Sen ee eas 32 List of Software Components Installed 0 0 0 0 eee eee eee 32 Uninstall Magaya Software 4 oto bas SS eek Yona 8 WG Soeee ead ene eee es 33 Update Magaya Softwares 5 csc cisdtig ev anbcangea so Meee ne oebea aed 33 Step by Step Procedure to Update Magaya Software 0055 33 Contact Magaya Help siess vised ee ei see a eG eee bee AG a 34 Chapter 4 Initial Software Configuration 0 ccc cece cece cece ce eees 35 OVeErVIEW gcc ae eta Sade Rea a aS ean et area Nad ee Meee eater amp 35 Why Use the Wizards os5
170. ipation per charge per itemized line Not all charges will show an agent participation normally only the freight charges are shared with an agent Agent Profit The amount that goes to the agent per charge type 245 WORKING WITH SHIPMENTS LIQUIDATION e Your Profit The amount that your company is making per charge after subtracting agent and salesperson s commissions Balance The amount that the agent owes you per charge If the amount is a negative amount then you owe the agent that amount As with any list you can choose the columns and rearrange the order of them by using the Actions button Options include adding a salesman and cargo dimensions Each line in the Liquidation list itemizes the details of the charges for each House showing the income amount and the prorated amount The following screenshot highlights the section of the Liquidation list that shows the House air waybills customer name fee description and costs LogerJation bar Sltprmant Shyne 7 QAD surer ie x cls Lomrhoti Ager Nae n Sxeage tee uw NUW Cectewtor Ag d Wail Dov t vat Das vo Irusaees Tes n ProgtSerme IAN vip Fer Uwos IrandFiegt RAspi ere 377 Wo a Customer Description Cost PP Cost Col HAWB11 Saks FifthAy Storage Fee 40 00 0 00 HAWB11 Saks FifthAv Air Waybill Doc 0 00 0 00 HAWB11 Saks FifthAy Insurance Fee 30 00 0 00 HAWB11 Saks Fifth v Air Freight Service 659 27 0 00 HAWB12
171. its such as length to change it from the default of Inches to other choices Meter Foot MM CM or DM Each of the Units can also be changed to calculate to a different decimal place than the default 0 00 Use the dropdown menus to make changes Click the OK button when done to save The changes will apply to this transaction only To change the measurement units for all of Magaya Explorer go to Main tenance folder gt Configuration gt Measurement Units For the following example we will use the Charges tab from a Warehouse Receipt to illustrate the functions 106 CHARGES WORKING WITH THE CHARGES TAB Working with the Charges Tab When you click on the Add button to add charges a menu pops up Income Charge 2 Income Freight Charge Warehouse Receipt n_a Stuppar Cormgnes Supeka Caniers Conmodies Coge Events Anactmarta 4 Status Desorption Prepaid Quantity Prise Expense Charge Expense Freight Charge 1 Click the Add button 2 Select a charge type si 2 Totals Epara Income Profit usO009 USD 0 00 USD OCC x a When you select a charge type a dialog box opens Expense Charge Standard Charge Notes Charge Description Apply to Paid as Prepaid v v Show in documents Quantity Unit Price Amount 1 00 joo USD 0 00 The Income Freight Charge and Expense Freight Charg
172. k on the Email button on the toolbar across the top of the Magaya Explorer interface See the topic Batch Email for more The option Send Tracking Link by email is available if you have Magaya Trans action Tracking active 66 WORKING WITH DOCUMENT AND LIST VIEWS BATCH EMAIL Batch Email The Options button enables you to print only the fields of a form and the option to calculate the totals in the fields of a form automatically Document Options Warehouse Receipt C Print fields only C Adjust document to paper Show the paper on the drawing Calculate fields automatically Select any options needed The defaults set are Show the paper on the drawing and Calculate fields automatically Note The Options dialog box will show the name of the document you are working on such as a Warehouse Receipt or Cargo Release Now you can send batch emails from Magaya Explorer to a group of customers from any list For example you can e Create a filtered list of invoices and email them in a batch e Send a monthly recurrent invoice for storage Send a marketing message to all your customers at once You can send batch emails from any transaction list You have the option to select a few entities such as customers or vendors or send to the whole list The emails will be sent to the entities involved in those transactions including their contacts The format can be configured to be PDF or HTML You can also add attach m
173. lds that allow you to enter information about inven 131 How TO CREATE AN INVENTORY ITEM DEFINITION STEP BY STEP PROCEDURE TO CREATE INVENTORY ITEM DEFINITIONS tory items such as the part number model number SKU manufacturer minimum stock etc a Enter the part number The part number may be assigned by the manu facturer or the customer It can also be your internal number that you use to keep your inventory Click on the SKU button if you are tracking inventory by the Stock Keeping Unit SKU pronounced either skew or by its acronym letters SKU A SKU identifies an identical item from different manufacturers A new dialog box opens Enter the SKU number and click the Add button Click the OK button to save SKUs and return to the General tab of the Inventory Item Definitions dialog box Enter a description of the item Enter the Model number or name that was assigned by the manufac turer Select the Client from the dropdown menu Use this if you have a regular customer who buys this product Note If you assign a client the inventory item is linked to the client The inventory information for this item will be available for the client to see by using Magaya LiveTrack Select the manufacturer name from the dropdown menu Enter the amount per pallet if the items are shipped in a pallet in the same amount each time Check the box to Keep Inventory by Serial Number if you are keeping track of your i
174. lease you can set it in transit or as delivered Magaya Explorer comes with different templates for forms such as WR or Pickup Order documents To select a template click on the arrow on the Actions button and choose Select Template Other functions found on Actions buttons include import or export of data and the option to choose the columns in a list Other functions are Batch printing statistics and more Click on the menu options to explore the possibilities For details on these functions see the Index 78 Section 2 Warehousing SECTION 2 WAREHOUSING 80 CHAPTER 6 WAREHOUSE RECEIPTS INTRODUCTION TO WAREHOUSE RECEIPTS Chapter 6 Warehouse Receipts Introduction to Warehouse Receipts A Warehouse Receipt WR is a document that records when cargo arrived was unloaded checked in and assigned a location in your warehouse A WR is needed for any cargo that enters your warehouse The WR informs the customer that you are now in possesion of the cargo also called commodities and it provides proof that the commodities listed on the WR are in the warehouse stated on the WR Entering the cargo into the Magaya Explorer updates your inventory records The WR is saved in Magaya Explorer and identifies the warehouse location the quantity of the goods the date of receipt of the goods and other details such as who shipped the cargo who the carrier and supplier are the dimensions of the boxes delivere
175. list of locations by using the Filter button The Filter button has two options Standard and Advanced This is a screenshot of the Standard Filter Location Filter Filter Type Match all conditions Match at least one condition Status Type Zone Customer Use The Standard Filter will allow you to display a list of locations in your ware house by conditions such as which locations are in use or empty You can filter by status type zone and customer 141 How TO CREATE WAREHOUSE LOCATIONS How DOES MAGAYA EXPLORER USE WAREHOUSE ZONE AND LOCATION INFORMATION The Advanced Filter allows you to filter your list by more criteria This is a screenshot of the Advanced Filter Available Fields N 1 Selected Field or Fiker Code Text O Court Session Text Condition oO Customes Text Equals v O Description Text D Disabled Booi D Empty Bool O Height fin Float Fiker Change to OR Ad AND Add OR O Length fin Float O Pece Integer E Micondions AND oO Type Text OVdure Float O Warehouse Text O Weight Float O Width fin Float OZone Text Click on the field you want to use in your filter by selecting it from the list of Available Fields on the left Set the condition you want to apply For example to filter the list so you can see what locations in your warehouse are empty select Empty Click the Add button Add any addtional criteria Click
176. listed above If you need to add a container click on the Add Cont button A dialog box opens with tabs Identification EEI formerly SED Hazardous Materials AMS Attachments and Refrigerated The Commodities tab also has buttons to Edit and Delete commodities The Details button enables you to add items to a pallet When there are 87 How TO CREATE A WAREHOUSE RECEIPT STEP BY STEP PROCEDURE items packed inside a pallet the icon in the commodities list will change To unpack items from a pallet click the Unpack button For details on adding a container see the topic Commodities Charges tab The charges entered in a WR are integrated into the Accounting system in Magaya and will appear on invoices bills etc as applicable When charges are entered in the Charges tab the charges remain Open are not posted to the Accounting system until you click the Generate button or they are liquidated Then they are Posted After the charges are generated or liquidated the system will collect all the charges and group them and create invoices for each customer The 88 How TO CREATE A WAREHOUSE RECEIPT STEP BY STEP PROCEDURE charges that will go to bills are also groups and bills are created for each vendor Then these are posted into the Accounting system You can also create accounting transactions from the WR by listing all the transactions for that release For details on this see the section G
177. ll of Lading A Bill of Lading BoL or B L is a contract used by ocean carriers and freight forwarders that lists the transportation related charges The BoL acknowledges that the goods have been received on board The BoL serves as a bill and a contract There are two types The Master Bill of Lading is a contract from an ocean carrier to a freight forwarder It contains a list of all the goods shipped The freight forwarder creates the BoL and sends it to the carrier who verifies it assigns a Bill of Lading number to it and returns it to the freight forwarder On the Master Bill of Lading the consignee is the destination agent e The House Bill of Lading is a contract from the freight forwarder sent to the customer and it lists the goods for that customer only On the House Bill of Lading the consignee is the entity receiving the goods for example a buyer Each type of BoL lists marks and numbers such as container and seal numbers number of packages a description of items shipped routing information and more Definitions of BoL Fields The following explains the fields on the Bill of Lading and what information is required in each field Table 2 Table 1 Fields in a Bill of Lading Master Bill of Lading On the top of the form type the issuing company s name the carrier House Bill of Lading On the top of the form type the NVOCC or freight forwarder name or number Exporter This is the freight
178. ltered and also calculate totals 77 WORKING WITH DOCUMENT AND LIST VIEWS THE ACTIONS BUTTON To copy a document such as a Warehouse Receipt WR click on the Actions button and select Create a Copy A dialog box will open with all the fields filled in based on the WR that you were viewing Change any fields as needed Click the OK button to save and see the new WR To exclude a document from tracking click on the arrow on the side of the Actions button and select Exclude from Tracking This adds a checkmark next to the menu choice Exclude from Tracking This is used if a transaction is not complete and you do not want it to be viewed via Magaya LiveTrack To change the WR so it is included in tracking click on the Actions button arrow again and select Exclude from Tracking The checkmark will be removed To view the history for the WR click the Actions button not the arrow on the side of the button A dialog box opens If there is any history it will appear in the list Select an item and click the View button to open the dialog box for that item or click the Go To button go to the document History for Cargo Release 3 Type 12 15 2008 The Actions button offers many options depending on the transaction you are working on Examples e When viewing a check the option to void the transaction is available from the Actions button When viewing an invoice you can receive payment e Ina Cargo Re
179. main Open are not posted to the Accounting system until you click the Generate button or they are liquidated Then they are Posted After the charges are generated or liquidated the system will collect all the charges and group them and create invoices for each customer The charges that will go to bills are also grouped and bills are created for each vendor Then these are posted into the Accounting system You can also create accounting transactions from the WR by listing all the trans actions for that release To do this click on the Actions button and select Transaction List In the Transactions List click on the Actions button and select the option Link Bill Link Invoice Receive Payment or Pay Bill These transactions will be Posted immediately unlike the charges entered in the Charges tab When you are in the Transaction Listing you can create the following accounting transactions directly from a WR by using the Add button at the bottom of the list 125 WHAT ACTIONS CAN PERFORM WITH A WAREHOUSE RECEIPT GENERATE ACCOUNTING TRANSACTIONS FROM A WR Invoice You can create an invoice for the WR You can also create accounting transactions when you are in the WR dialog box by using the Generate button on the Charges tab This is the invoice screen Accounting Transaction a Invoice Notes Intemal Notes i te Number Apply to Account Accounts Receivable Bing Change Transaction Da
180. matically transferred to create a shipment Magaya Explorer lists the documents in the top pane the shipment 214 CHAPTER 14 CREATING SHIPMENTS CREATE A CONSOLIDATION screens and tabs the same as in the wizard and the cargo packing list are displayed below the Shipment Toolbar and the Cargo Toolbar 6 6 amp 0 6 23 3 e 8 3 Dat xe Gort Cou art rere Dete Maoi Serri M Tat ete 6 meron s arpo Sewers ad da xem t w r Trarese we Demma Entier Frasrg Charge Everts Osbewy Atactew H Talep Geant Q irked OP ipai O ou Fide E cep o hodt 5 10 N hasi ften 22 ORE DOA Min 2i Erge ol 1001 DA Oy LAN Congo DA angra coolant 4 Ube 0012 tbe DA Daneel Aes contare 4 006 128 Min fe Way BE Nae OS 122 E j 5 10 D4 Aa Fda 0 00005 O01 2 ln Beet theta ENS 25 834 O Figs DOTI Showt Mare Showd Escue ace Vm Ai r Emud Adimnea Emod Dee wna x Shipment Staal Nautag Tiaia Cargo List folder a owes Shipment Data j me r TITIO ETS ee S rT Vre In the packing list cargo can be unpacked and repacked as needed More cargo can be added or unloaded The totals for the number of pieces and weight and volume are displayed on the bottom From here you can set the shipment in transit liquidate it and other choices These are explained in detail in the topic Working with Shipments Create a Consolidation Follow these instructions to create a consolidate
181. mation in the dialog box click the OK button All the information will be saved You will be returned to the WR dialog box Commodity tab If you need to add more commodities repeat the steps listed above 101 COMMODITIES ADD A CONTAINER Add a Container If you need to add a container click on the Add Cont button Gewa ShaeverCovgrwe Soppie Comes AMT Siats Foci age ladi viime U0 U0 vb 1 eco wegh CiO Kg G00 Click on Add Cont to open the Container dialog box On the Container tab of the new dialog box select the container type from the dropdown menu Enter a description of the container Enter the container number Enter the Seal number If there are two seal numbers enter both Enter the dimensions of the container if needed Check the box if you want to add the weight of the contained pieces to the total weight Select a warehouse location from the dropdown menu to define the place where the cargo will be picked up The Notes field is optional The Identification tab contains fields for the invoice number and PO number Enter the invoice number the PO number and the Job if applicable The tabs and fields for EEI Hazardous Materials AMS and Attachments are the same as for the Commodities Please see the Commodities section for infor mation on entering data in these tabs Note When you use the Add Container button that container will appear in the Container Reports av
182. mber of pieces and dimensions The volume is calculated auto matically You can set up the system to display volume or volume weight Units can be set up as pounds Ib or as metric units Go to the Mainte nance folder and select Configuration The WR number displays on the 94 COMMODITIES ADD COMMODITIES top of the tab as WH To use the size of the pallet instead of box instead of the size of each piece inside the pallet check the box By Totals Commodity General Identification EEI Hazardous AMS Att gt 9 Pending WH 38 Description Running shoes Package Type Location Pallet vy SKI Pieces Dimension L x wW x H in 1 40 40 44 C By Totals Piece Total Measure Weight 85 85 0000 Ib Volume 40 7407 40 7407 fe v Quantity Unit Unitary Value Total Value 0 0 00 0 00 Notes On the Identification tab select the Part Number if applicable Select a Part Number from the dropdown To set up Part Numbers go to Inven tory Item Definitions under the Warehousing folder See the topic Inven tory Item Definitions for more Enter information in the other fields as needed If you are keeping inventory by part numbers it is recommended to begin entering commodity data by going to the Identification tab first Select the 95 COMMODITIES ADD COMMODITIES part number This will fill in the product des
183. me you view this list the filter will still be applied If you do not see some of the information you are looking for verify if a filter is active by clicking on the Filter button To unfilter click the Unfilter button Also the counter on the 70 WORKING WITH DOCUMENT AND LIST VIEWS ADVANCED FILTER bottom of the list tells you how many items are displayed out of a total number of items The Filter button is not the same as the Find button It will not search the way the Find button will Advanced Filter The Advanced Filter screen has a list of Available Fields on the left Conditions on the top and results of the Condition s you apply on the bottom Available Fields Selected Field or Fiter OnT _ ae Attachments Yes No Barce USD Decimal Condition O Bing Chere Text Equalt v No v O Bonded WH type Text O CFS Number Text Cas Oo Camer Tet Dasu fb Decimal Fae Change to OR Add IAND _ AddIOR Commodities Desenptien Text O Consignee Text E Al condoni AND O Contigs Address Text Customs Ert Date Date ODae Date O Destrston Agert Text O Destination Agert Address Text O Destination Corny Text oO Destination Pert Text O Division Text The list of Available Fields changes based on the transaction you are filtering For example in Bookings the available fields include the Booking Number Carrier Cut Off Date Arrival Date and more The available fields in the Pickup Orders adv
184. mpany Miami Distribution Center A Fill in reverse order E H 0 WOOOOC 41 Caribbean Flower Company Tropical Landscaping 37 Cartegena Construction Co 35 Buyer 1 Colombian Government Filter 31 Deco Truss Co 30 Atlantic Surplus Miami Distribution Center rn O fal Las _ Adidas soccer shoes 16 di 00x3 O0in 29 Louisville Slugger Dealer Jamaican Destination Agent 1 28 Pittsburgh Steel Co Miami Distribution Center 27 Boston Scientific Colombian Government 26 P C Piping Co Cartegena Construction Co Jimmy Choo Shoes Yenezuela Shoe Distributors 25 24 Caterpillar Equipment Cartegena Construction Co y 21 of 21 elements Select commodities to enter from the Warehouse Inventory or Scan Click on the Warehouse option on the top of the cargo list if you want to ship out cargo as you received it Click on the Inventory option on the top of the cargo list if you are shipping by part numbers Click on the Scan option on the top of the cargo list if using a scanner to scan the bar codes on the packages The bar codes are the ones created when you received the cargo and printed labels The scanner enters the bar code numbers into the Cargo Release If you want to create a partial shipment of the cargo select the item in the list and click on the Pieces button Enter the number of pieces Part of the box next to t
185. mted a pane E peui RO peeked laats apma de f amp ts a ot ew C Li nto seater Magiya Mane oe we ontents ist mst ar sate ya i Mane E G vutawg x we Qe artene Lowers i dej z ospy Peneres 2m Ue O 5 verre E 5 bot a ai Cargo Toolbar Cass Cotter Aeka amp Soumah ta Wya 1DE i i porer fotrghinte JHSS 2 dome Cargo List ue U mer amp morry Seren o re Cuartas cas rae i a wirege Feces eur arve enr m me ow sane wage ie Mae viere le 7 vase aw Vi Wage 4th Ee Por Peet grave Th 1 Are es The Contents List shows the House shipments under the selected ship ment and the documents that were added to that shipment e The Shipment Data pane shows all data for this shipment organized on tabs The fields in the tabs can be edited as needed If you used the wizard to create a shipment the data from the wizard will appear in these tabs The Cargo List shows the cargo in the shipment Above the Cargo List is the Cargo Toolbar which lets you modify the content of the Cargo List The Shipment Toolbar covers the span of the Shipment Data pane and the Cargo List Buttons on the Shipment Toolbar include a Liquidation button a button for Customs one for adding documents to a shipment and more 226 WORKING WITH SHIPMENTS WORKING WITH THE SHIPMENT TABS Working with the Shipment Tabs All the information entered in the shipment wizard appears in the tabs You
186. n Transit 175 CHAPTER 10 WORKING WITH COMMODITIES INFORMATION How TO FIND COMMODITIES IN MAGAYA EXPLORER 2 Click on the Actions button and select Reports You can choose from many report options such as reports by shipper by warehouse location by part number by Purchase Order number and others When you select a report the report will be displayed You can email the report by clicking on the Email button from the top menu To save the report in Magaya Explorer click the Actions button and select Save Report To save the report to your computer or another computer in your network click the Actions button and select Export To close the report click the Close button or the red button in the top corner of the report How to Find Commodities in Magaya Explorer If you need to find commodities in your Magaya system use the Find or Filter button Using the Find Button TASK 1 Click the Find button on the top toolbar A search dialog box opens Find Type From Find by Number Results Type Warehouse Item Warehouse ltem Warehouse ltem Warehouse ltem glove M 12 1 2008 To Transaction Number Text Name Baseball gloves Baseball gloves Batting Gloves Batting Gloves Large ttem v W 2 26 2008 Date 12 05 2008 12 05 2008 12 15 2008 12 15 2008 4 elements found 2 In the dropdown menu for Find Type select Cargo Item 3 Set the da
187. n be created in the same way you work in real life You must select a folder to place this shipment 4 folder is a repository which can contain shipments documents and other folders a Incoming Shipments fi New Folder J 2008 0A 10 Verify the shipment data in the summary screen Add Air Shipment Consolidation Wizard Import Completing the Air Shipment Consolidation Wizard You have successfully completed this weard You can verily the summary to see everything is corect You specihed the following shipment settings Descnption of goods Fresh cut flowers Potted palm trees Shipper Caribbean Flowe Company Ultimate Consignee Miami Distribution Center Forwarding Agent French Destination Agent Desbnation Agent Magaya Mode of Transportation Air Fight Number 125 Departure From Grand Turk Island Departure Date 4 24 2009 Departure Time 10 15 00 AM 264 IMPORTS 1 CREATE AN IMPORT SHIPMENT Click the Finish button when you are done The shipment data will be transferred into the shipment folder and displayed in Magaya Explorer Pie CH Sdm Oprane Naime Semet Mejorelicineh Actoutng Pepets Optom heb o O z 08 D 93 9 X 2 5 2 0 a fed Neto ae Ma Toot Retresh Paiders ye oon Ar Dawe hale sere 11 08 Mopo Moet a Dawe Fiw Ap ARO 11 8 ne Meet Fore AIA 110 Fore Apri J00 1100 ti Ss 2 amp 4 B m a Gi es anwes Waars Aaa bee Aow laon Treas eet Oret teres
188. n number a Network ID that you will use for external communication using the Magaya Network You will also receive an email message with instructions and a link to download the Instal lation Program 2 Find the Installation Program file called InstWCS exe 3 Install the Software by following these steps a Double click on the InstMCS exe file to run it The Installation Wizard screen appears b Follow the instructions in the wizard c Click the Close button when the setup is completed d Restart the computer if necessary e Click on the Magaya Cargo Explorer shortcut icon to start the software RESULT Ifyou are installing the software on a PC for a single user you are now ready to use your Magaya software The following is the icon for the Magaya Explorer 30 NETWORK INSTALLATION STEPS STEP BY STEP PROCEDURE FOR NETWORK INSTALLATION Network Installation Steps To install Magaya software on a network follow these steps for each worksta tion that will run the Magaya software Step by Step Procedure for Network Installation TASK 1 2 Open Windows Explorer on the workstation Expand Network Neighborhood and locate the server computer ADDITIONAL INFORMATION Note The workstation must have access to the server computer over the network If not you must share the Magaya Installation folder at the server computer in Read Only mode Locate the server computer and access the shared directory
189. nd The Quotations list and documents can be found in the Quotations folder in Magaya Explorer S Magaya Network HQ Tasks Quotations Quotations Quotation Lis How to Create a Quotation Step by Step Procedures Based on the information the customer has given you regarding the description and quantity of the cargo the destination when it needs to be moved and other details you can create the Quotation in Magaya Explorer using a dialog box All the information entered in the dialog box is automatically transferred into a Quotations form that you can email send or print TASK 1 Goto the Quotations folder 2 Select Quotations or the Quotation List 3 Click on the Add button to add a new quotation A dialog box opens Enter information in the tabs and fields as needed 4 On the General tab the following fields are filled in automatically Quote Number Date Employee Issued by your company and Expira tion Date set to today s date Change the information in the fields as 181 CHAPTER 11 QUOTATIONS How TO CREATE A QUOTATION needed The automatic numbering sequence of Quotations can be changed in the Configuration menu in the Maintenance folder Quotation General Routing Commodities Charges Attachmente Notes Internal Notes Status Empty Quote Number g Date 3 17 2008 g Gepiation 3717 2008 Employee llene Taylor Issued 8y Contact Name Contact Address _Cancel_ Heb J
190. nd for Destination Schedule K Use the button with the three dots to browse through a list of codes that are in the Magaya database After a code is used once it is associated with that port the next time you use that port the code will be readily available in the dropdown list 233 WORKING WITH SHIPMENTS ROUTING TAB Check the Routed Transaction AES box to indicate that this shipment is coordinated from the destination AFS is the Automated Export System for sending information to US Customs Check the Related Companies AES box if the entity receiving the goods is related to the company at origin The Routing tab for a Ground Shipment has the following fields General Entities Routing Charges Events Delivery Ii Attachme lt gt Mode of Transportation Truck v il Carrier Fleet Truck Lines v Vehicle Number 123 PRO Number 556233 Tracking Number FLT6122 Driver s Name Rick Driver s License Number Departure Arrival From Jacksonville l To Miami v Date 4 14 2009 v Date 4 15 2009 v Time 9 30 00 AM Time 1 14 00 PM US Custom Codes for Origin and Destination Schedule D and K Origin Destination zB C Routed Transaction AES C Related Companies AES e The Mode of Transportation is set to Truck by default for ground ship ments The dropdown men
191. nes Alternatively click on the Folders icon on the top toolbar This hides the folders list To view the folders list again click on the Folders icon button again The status bar on the bottom of the Magaya Explorer displays A brief description of the selected menu command Magaya Network ID Employee name or role 49 CHAPTER 5 THE MAGAYA EXPLORER WHAT CAN You Do IN THE MAGAYA EXPLORER Magaya Database Server icon Green means you are connected to the Magaya Network Red means you are not connected Employee Connected Network ID X gt 19020 Ilene Taylor QO If you are using Microsoft Vista instead of Windows XP there will be slight differences in the appearance of Magaya software such as colors when compared to the screenshots included here The functionality of Magaya soft ware remains the same as described here What Can You Do in the Magaya Explorer The Magaya Explorer user interface contains functions for tasks you do every day such as Receive cargo in the warehouse create warehouse receipts and cargo releases Create shipments for cargo sent by air ocean or ground Liquidate shipments File US Customs documents Give customers price quotes for the services you provide such as picking up cargo storing it in a warehouse shipping cargo Provide customers with bookings when they accept a quotation Perform accounting tasks such as creating invoices and bills banking tasks and create
192. ng a summary of income and expenses These are the charges from the Charges tab For information on the Liquidation screen an explanation of the columns and how to work with the buttons see the topic Liquidation When liquidating the import remember 268 IMPORTS 3 PERFORM RECEPTION PROCESS e Cost Pre Paid PP Cost paid at origin Cost Collect Coll Cost paid at destination Income Pre Paid Inc PP Income invoiced at origin Income Collect Inc Coll Income invoiced at destination When liquidating an export you generate the prepaid charges at origin and collect charges will be settled with the destination agent Liquidating an import is the reverse You invoice the collect charges at destination and the prepaid charges are settled with the origin agent When you click the Generate button the accounting transactions are created Invoices and bills will be created for charges that are collect 3 Perform Reception Process The Reception process is done as the shipment arrives at the destination It prepares the cargo information for the warehouse and creates the Warehouse Receipts WR with all the information related to the shipment automatically filled into the WRs Another advantage of receiving the shipment electronically via the Magaya Network is the ability to have documentation ready to meet customs regulations for imports which can start before cargo arrives at its destination Click on the
193. ns entered are available from this dropdown You can also use the location information to create a report by warehouse loca tion by using the Actions button in the Commodity List under the Ware housing folder How to Create Warehouse Zones Warehouse Zones are the larger areas in the warehouse that contain smaller locations For example a zone may be a row with many locations for each level and section of the row A zone may also have more than one row If you have a yard the yard may be one zone with two or more locations inside it TIP Add zones first Then add locations so you can assign a location to a zone 136 How TO CREATE WAREHOUSE ZONES How DOES MAGAYA EXPLORER USE WAREHOUSE ZONE AND LOCATION INFORMATION TASK 1 Go to the Warehousing folder and click on Locations 26 E Pickup Orders E Pickup Order List A Warehouse Receipts A Warehouse Receipt List y Commodity List Cargo Releases Cargo Release List e Package Types TE Locations gt JI Warehouse Inspector Item Definitions Commodity Classifications Shipment List El Work Load J In Transit 2 Click on the Actions button and select Warehouse Zones A new list opens 3 Click the Add button A dialog box appears Warehouse Zone EEE General Name Description Parent Zone v x Enter the name of the zone a b Enter a description of the zone c Enter the parent zone if applica
194. ns with details of all the expenses income and profit for all the Houses Liquidation This liquidates the shipment and creates accounting tasks see the section on Liquidation Transactions This button has two options 1 Transactions for Consolidation which is all the accounting transactions related to the Master and House that will be summarized in one screen and 2 Transaction for the Shipment which enables you to edit the accounting transactions See the section on viewing transactions Send Send the shipment information and documentation to an agent or other in the Magaya Network Customs Used for accessing Customs options If the button is grayed out contact Magaya Corporation to activate the AES plug in there is a fee Commodities This button has options to show or hide the cargo list to verify the packing list or to choose the packing list columns If you have a scanner scan each item and the list will move the items from unverified to verified Actions There are many options available from the Actions button Set Reset as In Transit as Received and as Delivered Use this menu option to change the status of a shipment When you set the shipment In Transit the cargo has departed from the warehouse and therefore items inside that shipment cannot be modified The status will be updated in the 239 WORKING WITH SHIPMENTS THE CARGO TOOLBAR The Cargo Toolbar Shipment List under the Warehousing f
195. nt select the option Select Template To view the history of the cargo release such as a Warehouse Receipt or Invoice for this cargo select the option History A dialog box opens listing all the transactions related to this cargo History for Cargo Release 3 Type Name Date 02 20 2009 Warehouse Receipt 29 12 15 2008 You can view a transaction by selecting it in the History dialog box The View button opens the dialog box for the transaction The Go To button takes you to the document To return to the cargo release use the Back button 173 WHAT ACTIONS CAN PERFORM WITH A CARGO RELEASE OTHER ACTIONS 174 CHAPTER 10 WORKING WITH COMMODITIES INFORMATION How TO CREATE COMMODITIES REPORTS Chapter 10 Working with Commodities Infor mation The following topics are explained below How to create commodities reports How to find information on your commodities How to Create Commodities Reports If you need a report on the commodities your company has handled use the Commodity List under the Warehousing folder TASK 1 Go to the Warehousing folder and click on the Commodity List 3 6 E Pickup Orders E Pickup Order List A Warehouse Receipts A Warehouse Receipt List lt F Commodity ist gt 8 Cargo Releases 8 Cargo Release List Package Types Locations Warehouse Inspector Inventory Item Definitions Commodity Classifications Shipment List J Work Load l I
196. number optional 155 How TO CREATE A PICKUP ORDER STEP BY STEP PROCEDURE Enter the tracking number of the carrier if they have one Enter the return address Enter the booking number Pickup Order x en General Shipper Consignee Supplier Carriers Commodities Charges Events Inland Carrier Main Carrier Cartier Carrier Anderson amp Sons Trucking Co v v PRO Number Driver s Name Retum Address Driver s License Number Tracking Number Booking Number 8 Onthe Commodities tab enter the information you need as follows Enter the details of the commodities cargo by using the Add button A new dialog box appears Each commodity added will appear in the table in the Commodities tab Pickup Order General Shipper Consignee Supplier Carriers Commodities Charges Events Attachments PE Status Package Description Pieces Aniving 52 Rebar Cutter 12 Aniving Bundle 115 Rebar 1 Totals Volume 1869 92 f 19465 19 Vib 13 Pieces Weight 441 74 Kg 973 88 b If you need to add a container click the Add Cont button For more details on adding commodities and using the Commodities tab see the topic Commodities Click on the next tab 156 How TO CREATE A PICKUP ORDER STEP BY STEP PROCEDURE 9 On the Charges tab enter the information you need as follows
197. nventory by serial number The serial number is unique per item For example the computers in an office may all be from Dell and they may be the same model but each one has a different serial number If your computer needs a repair and will be sent back to the manufacturer for the repair the serial number will ensure that the correct computer is sent for repairs Check the box to Save Serial Numbers When Items Go Out if you want to track the serial number only after the items are dispatched i e for Customs clearance at destination countries Select a package type from the dropdown menu optional Enter the package dimensions optional Notes The following fields are not available in the Magaya Cargo System The Minimum Stock field and the option to alert an employee if the stock reaches the minimum amount The alert option uses the Task 132 OTHER ACTIONS WITH INVENTORY ITEM DEFINITIONS STEP BY STEP PROCEDURE TO CREATE INVENTORY ITEM DEFINITIONS feature in the Magaya Supply Chain Solution Magaya WMS with the WMS handheld scanners and Magaya Commerce System When you are finished entering information for the Inventory Item Defi nition the item is now saved in your Magaya system and ready to be used in WRs and other transactions When you edit an Inventory Item Definition the Part Number is grayed out and cannot be changed If the Part Number is not correct delete the item and create a new Inventory Item
198. ny works with more than one currency This will allow you to set up those currencies in the Configuration section of the Magaya software Tip Setting your local home currency will make it easier to calculate your taxes in your home country The system will import the Schedule B D and K codes ADDITIONAL INFORMATION Code infoformation Schedule B codes identify various products the codes are also known as Commodity Classification or 10 digit HTS codes NOTE You can also add Commodity Classifications in the Commodity Classification subfolder under the warehousing folder for commodities you work with frequently Schedule D codes identify ports in the U S Schedule K codes identify ports in other countries Select the carriers and ports you use by clicking on the Add button to add your selections from the main list to your list If you want to remove a carrier or port click the Remove button Click the Finish button when you are done Your information will be saved AFTER COMPLETING THIS TASK Making Changes You can edit the information by opening the Startup Wizard at any time by clicking on File and selecting Startup Wizard You can also edit information as you work in dialog boxes by clicking on the dropdown menu next to the field you want to change Select the button you need on the toolbar that appears 40 How TO USE THE ACCOUNTING WIZARD STEPS FOR My COMPANY INFO DIALOG BOX How to Use the Account
199. o Releases Bookings and Quotations This topic will also cover how to add a container how to make changes to commodities added and how to unpack them The Commodities tab looks different for different transactions but the func tions are the same For example the Cargo Release and Quotations Commodi ties tab have the buttons on the bottom instead of on the right side The Bookings Commodities screen has additional buttons specific to bookings 92 COMMODITIES INTRODUCTION TO COMMODITIES TAB For this explanation we will use the Warehouse Receipt WR as an example Below is a screenshot of the WR Commodities tab Warehouse Receipt Volume 0 00 fP 0 00 Vib Weight 0 00 Kg 0 00 b Use this tab to add commodities to the WR 93 COMMODITIES ADD COMMODITIES Add Commodities Click the Add button to add a commodity A new dialog box opens with tabs General Identification EEI formerly SED Hazardous Materials AMS and Attachments Commodity General identification EEI Hazardous AMS Att gt In Transit Description Package Type Location v Pieces Dimension LxW xH in 1 0 00 0 00 C By Totals Piece Total Weight 0 00 0 00 Volume 0 00 0 00 fe Quantity Unit Unitary Value Total Value 0 0 00 0 00 On the new dialog box start with the first tab and enter information as needed On the General tab enter the commodity description Select the package type nu
200. o a shipment or consolidation in one step Click on the Liquidation button on the Shipment Toolbar A list opens displaying a summary of income and expenses These are the charges from the Charges tab 244 WORKING WITH SHIPMENTS LIQUIDATION Totals are displayed at the bottom The set of buttons on the side of the list gives you the ability to configure the liquidation set up to generate the transactions and to update and filter the list Liquidation far Shipenent Shipamnt 2 5 USD Curdomer Ceaaiplon z 4 Co Gres Prof Sranane Storage Fee 3000 Shinase Dosen Preght Service 000 inny Choo Sh Haraiirg Fee 1 J 120 ADD dinna Choo Sh Donan Freight Service 3 Atevie Supus Doaen Freight Service Configure Magee Mam Dosen Fregtt Savis i ee gt e ep Generate x The Liquidation buttons Update o P amp Filter gt xf w Actions Gress Proli Sais a Proit For ager Pratt wees ucu on The columns in the Liquidation screen are Waybill number Customer name Description of the fee Cost Pre Paid PP Cost paid at origin Cost Collect Coll Cost paid at destination Income Pre Paid Inc PP Income invoiced at origin Income Collect Inc Coll Income invoiced at destination Gross Profit is the Income Pre Paid Income Collect Cost Pre Paid Cost Collect Agent Name Agent Participation This column shows the rule or formula that is used to calculate the agent partic
201. o automatically reduce image size go to the Maintenance folder gt Configuration gt General Click in the checkbox Optimize images for the Web In the Attachments tab you can choose to delete save or view the document or image The Save button will open a folder on your computer or network so you can save the image Now the document or image is placed in the transaction as an attachment 121 NOTES AND INTERNAL NOTES NOTES Notes and Internal Notes Notes Magaya Explorer gives you the option to add notes to your transactions There are two types of notes Notes that are included on the documents and visible to customers and Internal Notes that are not visible to customers Notes can be added to transactions such as Warehouse Receipts or Pickup Orders by using the Notes tab in the transaction Warehouse Receipt Shipper Consignee Supplier Cartier Commodities Charges Events Attachments Notes Intern 4 E Click to select a clause e Fnter the note by typing the notes field Click on the button to select a clause that has been set up in your Magaya system Add Clauses to Use in Notes You can save clauses in Magaya Explorer for notes that you add frequently to transactions For example you may have a clause such as Consolidiate per the cargo manifest that you add to every shipment Save this clause or any others in your Clauses List and it will be available for use every time you need it
202. o be arranged If you want the invoice number to appear in the Arrival Notice after liquida tion right click on the document in the shipment folder and select Reload data 271 IMPORTS 5 RELEASE CARGO FOR FINAL DELIVERY 5 Release Cargo for Final Delivery To release the cargo to its final destination use the Actions button in the Ship ment screen This process can also be performed in the Warehousing folder by using the Cargo Release function 1 Select the House and click on the Actions button and select Release A dialog box opens F mw T Transac Send Customs Commod Actions Load qP Add Unoad Repaci Set Reset In Transit All cargo for HAWB28 v a ee hi 200 40 Fresh Cut flowers 33 004 _ gt e Reset Delivere et Set As Outgoing Add to job Reception a eports History bl verify Charges v Airline Messages The Shipment Release dialog box displays the cargo information and gives you the options to release the cargo unpack the cargo and more hipment Release x Selected Item Information New Cargo Release Information Shipment Name Shipmert28 HAWB23 Release Number Shipper Name Caribbean Flower Compary Release to Miami Distnbution Center v He J Consignee Name Miami Distribution Center PRO Number WHA Number Issued by MC Cargo Company e CR Number Employee liene Taylor v Status Package Descsption Piec
203. o filter the list of commodity classifications click on the Filter button The Filter button has two options This is a screenshot of the Standard Commodities Classification Filter Commodities Classification Filter Filter Type Match all conditions Match at least one condition Chapter Find Find What C Find only on record code C Match Case You can select a chapter from the dropdown or enter a term in the Find What field The results will display in the list and the dialog box will close The Advanced Filter has many options for filtering your list Advanced Filter Available Fields Selected Field or Filter Name Type D ition Text O Code Text rr O Description Text Condition ws O Quantity 1 Text Contains v O Guantty 2 Text 5 Used Bool Aad my maan All condtions AND e Clickon the field you want to use in your filter by selecting it from the list of Available Fields on the left For example Description e Set the condition you want to apply Tip Select Contains so you can enter a keyword or partial commodity classification If you select Equals you must enter the whole commodity classification If not the filter will not find it e Enter the description keyword in the field next to the condition drop down e Add any additional conditions as needed e Click OK to see the filtered list 147 COMMODITY CLASSIFICATIONS ACTIONS
204. ode if applicable to your services In the US sales taxes are not applied to freight services but they are applied in other countries e Select the checkbox to show the charges in the documents if you want the charges to appear in operations documents such as WRs visible to the customer Charges will always appear in accounting transaction docu ments such as invoices and bills Enter the quantity applicable for the service you are charging For example for handling services at 2 00 per pound enter the amount of pounds Enter the Unit you are using For the example above enter pounds Ib Enter the price for your service for example 2 00 per pound If you set up the price in Items and Services it will available from the dropdown 109 CHARGES WORKING WITH THE CHARGES TAB The amount will be calculated by multiplying quantity by price Click on the Notes tab to add notes optional if you need more informa tion on the invoice about the charge Click OK to save the information and close the Income Charges dialog box This will return you to the Charges tab of the Warehouse Receipt dialog box Add additional charges as needed Use the Edit button to make any changes Use the Units button to select units of dimensions and weight For Income Freight Charges and Expense Freight Charges Expense Freight Charge Air Freight Charge Notes Freight Service Class Description
205. older The Warehouse Receipt list will also be updated These options are for Imports See the Imports topic for details Set as Incoming or as Outgoing This option changes the direction of a shipment Incoming is a shipment that your company is receiving imports Outgoing is a shipment that your company is sending exports Add to a job This function is available in the Magaya Supply Chain Solu tion It allows a shipment to be connected to a job and the progress updated in the job screen Reception and Release options are for Imports See the Imports topic for details Reports Use this option to create a report for the selected shipment such as a report of the cargo by shipper consignee etc The Cargo Manifest report option is available here History You can view the history of all the transactions that are related to this shipment You can go to the document or the transaction the dialog box for any item listed in the History list The History option on the Actions button is displayed in bold indicating this is the default option for the Actions button This means that if you click on the Actions button instead of the arrow to select an option the History screen will appear Verify Charges This displays a verification screen of the charges in a ship ment in comparison to the rates you have entered into the system The shipment information is displayed Click the Create button to create a Charges Corre
206. omatically with the details of each specific shipment Select Documents for the House Shipments either from Standard Documents or from Templates you have previously defined Select from Standard Documents Templates Name Air Way Bill C Air Way Bill 12in C Air Way Bill 12in Acc C Application for Exportation Under Special Bond CE C Arrival Notice Invoice Air C Artival Notice Invoice Ocean C Bilhete de Dep sito C Bill C Bill of Lading C Bill of Lading Multicurrency C Bill of Lading With Totals C Cargo Manifest Edit FI Caran hd snifast hia LIS Cristarns Mi mi gt Delete NOTE If you desire to create template documents you can do that in the lt Miscellaneous T emplates gt folder Select a folder where you want to save the shipment in Magaya Explorer Add Ocean Shipment Consolidation Wizard Export Select the folder Shipments must be placed inside folders which can be created in the same way you work in real life You must select a folder to place this shipment A folder is a repository which can contain shipments documents and other folders R Outgoing Shipments EE New Folder x Delete 223 CHAPTER 14 CREATING SHIPMENTS CREATE A CONSOLIDATION 10 Verify the information about your shipment in the summary screen of the wizard To make any changes use the back buttons to go to the screen you need Add Ocean Shipment Consolida
207. on will open Tip You can also double click on the item in the results list to view it To go to the document or transaction click on the item in the results list and click the Go To button You can stop the search at any time by clicking on the Stop button to end the search The Quick Find option opens a search box that gives you the options to search by transaction type and number Select the type and enter the number When the transaction or document is found the search box closes and the document opens Quick Find Transaction Type Warehouse Receipt v Transaction Number 75 WORKING WITH DOCUMENT AND LIST VIEWS THE FIND BUTTON The Entity Finder option opens a list of all the entities in your system including customers carriers employees and more Entity Finder Text to Find B Era Name amp x Shipping Line x Shipping Line Q WMsUsert amp WMsUser g Warehousing Vendor g Warehouse Employee 1 g Venezuela Shoe Distributors g Trek Bicycles 2 TAM Cargo Entity IB Phone Customers Carriers Employees Employees Vendors Employees Customers Customers Carriers v gt F Actions 117 of 117 elements gf Close Enter any text you need to find such as a name partial or full of an entity When you click the Find button the results list displays the entities found You can rearrange the columns in the results list by clicking and
208. ooking When you create another transaction a dialog box opens listing the commodities in the Booking Clic on Mark All to include all commodi ties in the next transaction or select the commodities and click the Pieces button to select a few pieces Enter the number of pieces to include in the next transaction For example if you booked three containers and you pick up only one at this time Create a Pickup Order for that case and use the Pieces button to enter the one container Select Commodities Package Description TotalPieces PartialPieces Booking M Mak al a Q ae 3 DF Box Supplies 10 0 3 O Unmark al To exclude the transaction from tracking if the transaction is not complete and you do not want it viewed via Magaya LiveTrack or Trans action Tracking select the option Exclude from Tracking Select Template To choose a different template for the document select the option Select Template View History To view the history of the booking select the option History from the Actions button For example the following screen shows a Shipment that was created from a booking A dialog box opens listing all the transactions related to this booking If you need to open the dialog box for that transaction click the View button The Go To 195 CHAPTER 12 BOOKINGS How TO CREATE A QUICK BOOKING button takes you to the document Once there you can return to the booking by using the Back button
209. or Item Definitions 4 2 In Transit Use the Filter button to display only those shipments you want to see As with all lists in Magaya Explorer you can rearrange the columns and select which columns you want to see You can also import and export the data in and out of Magaya Explorer Use the Actions button offers the following options Shipments Reports gt Containers Reports Transactions Listing Go to Folder Exclude from Tracking Add to job Choose Columns Import Export History Statistics w Actions 253 USING THE SHIPMENT LIST SHIPMENT LIST Create Reports There are two report options available To create a Ship ment report or a Container report You can create reports in the Shipment List that will group all the shipments together to see how much cargo you are moving to one port or for one consignee etc In contrast the reports you create from a shipment itself will only show information about the cargo on that shipment Containers Reports will show the items created as containers either by using the Add Container button in Warehouse Receipts or the Repack button in the Cargo Toolbar for the Shipment View Transactions You can view the transaction listing for any ship ment Select the transaction and then use the Actions button to select Transaction Listing Shortcut Click on the View button or double click on the transaction The Shipment List is also availa
210. or air ocean and ground trips have fields specific to each trip type For details on entering information in this tab see the Shipments topic 6 On the Equipment tab click the Add button to select the type of containers or other equipment used to transport cargo This tab is the place for adding the containers that are available for this trip When you create a booking for this trip you can choose from the available containers The status of the containers will be displayed indicating if 200 How TO CREATE A TRIP SCHEDULE STEP BY STEP PROCEDURE they are available or have already been booked Adding containers in this tab is most commonly done for ocean trips Tr General Entities Routing Equipment Bookings Commodities gt Status a Pieces Type Description e7 Available 1 20 Ft Standard Container E Available 1 40 Ft HC Refrigerated gt Enter the number of pieces The Description is optional You can edit or delete an item by clicking on it On the Bookings tab you can see a list of all the bookings that are already included for this trip Totals at the bottom give you an idea of how much space you have already booked in this trip g General Entities Routing Equipments Bookings Commodities 5 Status Type Name Date Departure Date Weight Volume 0 00lb O 00fe 0 00 Ib 201 How TO CREATE A TRIP SCHEDULE STEP BY
211. ould be a specialized building for refrigerated goods or an air conditioned warehouse Goods are sent to a DC from a port Sometimes goods may need to be de consolidated from the shipping container before delivery to a DC Once the goods arrive at CHAPTER 2 INTRODUCTION TO LOGISTICS LOGISTICS SERVICE PROVIDER OPERATIONS the DC warehouse receipts are made and goods are palletized and put away in assigned zones e Logistics Service Providers are freight forwarders NVOCCs or third party logistics 3PL service providers A logistics service provider deals with carriers and others to make the transportation arrangements for the seller or a buyer Arrangements include procuring price quotes for shipments and making the reservations they create a Bill of Lading that lists the goods shipped the destination etc They handle all the docu mentation needed for international shipping and U S Customs They may also have a warehouse and or distribution center and offer these services Logistics Service Provider Operations The role of the logistics provider for example a freight forwarder or NVOCC is to handle all the delivery processes for their customers from point of origin to destination A logistics provider has a sales department accounting depart ment and staff who handle all the related operations or traffic department Try Creating a Quotation The logistics provider s sales department makes sales calls and takes ord
212. our warehouse The Pickup Order specifies the location of the pickup identifies the carrier who will pick up and deliver the cargo the location that the cargo will be delivered to applicable charges and the dimensions and description of the cargo When a customer calls you and asks you to pick up their cargo and bring it to your warehouse or to deliver it directly without going to your warehouse you will create a Pickup Order Pickup Orders are located under the Warehousing folder You can view the Pickup Orders as a list or in document form ee pg Warehousing Se Pickup Orders SS Pickup Order List A Warehouse Receipts A Warehouse Receipt List P Commodity List E9 Cargo Releases Cargo Release List Package Types Locations ga warehouse Inspector Item Definitions e Commodity Classifications Shipment List E l Work Load J In Transit 151 How TO CREATE A PICKUP ORDER STEP BY STEP PROCEDURE How to Create a Pickup Order Magaya software uses a dialog box to help you create a Pickup Order The dialog box contains many fields but not all fields are required Enter the information that applies to this pickup The dialog box has a series of tabs across the top To move from tab to tab click on the tab You can change the information in any field by either typing in the field or by using the dropdown menu for the field The dropdown field has a toolbar with buttons to Add Edit Delete Find Sort
213. ow to Create a Quick Booking wc tide dau eS ONS a ee eae 189 Step by Step Proc dure pals Ae how ok ee soe cee Gee ee da eee A a ees 189 Actions You Can Perform with a Booking 0 0 0 c eee eee eee 195 Chapter 13 Trip Schedules isis x6 os c5 Ssin say ws a eR EWR eee RR Oe RRR Oe 197 Mntrod ction esc 5ch Sh ok Aon eok Ge QU oe Hed Oe pee AG ee eee Heme ewes 197 How to Create a Trip Schedule cj icaciie cadet heddaw tenn dawti beaded 197 DIED DY Sep Proceuiie4 6 4t G eG st aie eee aa ata ee cis ety Vet eat a ates 197 Actions You Can Perform from the Trip List 0 0 0 0 000000 202 Chapter 14 Creating Shipments 0 ccc cece cece cece cece eee eeecees 205 Introduction to Shipments 2 2 0 0 20 eee eee eee eee eens 205 Create a Straight Shipment ery hbo cate tee y Gas hae dase tae Hea hbo 205 Created Consolidati n si s er ee EA it a en ts Ai ed 215 Working with Shipments 222 423 2444 aug nce dette ee eee ees ha Gs 225 Introduction to Working with Shipments 0 00 00 cece eee eee 226 Working with the Shipment Tabs 0 0 c cece eee eee 227 General Taboo 22 c5 cniene a E Peete E E SERS eI A ee tee 227 Routing Tab anei enrio Gh a eager boa Sa E ee a A Shag ees 231 hat Ces TaD yo net otateon anita Rad Sa Oa TMA a ee Ane ROR 235 Other Pansy fee th eo So ogc LN tan Mh iad 6 ROE are Og eA LN Sian 238 The Shipment lool Dats serefe tetas weer eave Se Hee ee Gas Se 239 Nhe Carso Loola s
214. ponents are installed steps for uninstalling and for updating the software System Requirements To install Magaya software each computer must have the following minimum hardware and software requirements e 30 Mb available on the hard drive e 64 Mb RAM memory 256 Mb recommended As your database grows you will need more space Magaya software can be installed on any PC with Microsoft Windows 2000 operating system or higher This includes e Windows 2000 e Windows XP e Windows Vista e Windows Server 2003 e Windows Server 2008 64 bit and Windows 7 operating systems For a network installation a minimum of 512 MB of memory is required for the server 1 GB is recommended The following port needs to be enabled Port 6110 TCP for the database server 29 SOFTWARE INSTALLATION STEPS INTRODUCTION TO INSTALLATION Software Installation Steps Introduction to Installation To install Magaya software first 1 Download the Installation Program then e 2 Install the Software from the Installation Program You can install the software on a single computer a PC or workstation for a single user or install it on a network a server computer for many users Step by Step Procedure for Installation TASK 1 Go to Magaya com downloads and fill in the fields on the web registra tion form ADDITIONAL INFORMATION The registration form is required so that you can receive a Magaya Corporation identificatio
215. port Straight Shipment Wizard Import Shipment 206 CHAPTER 14 CREATING SHIPMENTS CREATE A STRAIGHT SHIPMENT 2 Enter information in the first screen of the wizard as follows Note the Shipment Name is filled in automatically It can be changed by typing over it Add Air Shipment Straight Wizard Export General information Enter the general information for this shipment such as the Carrier and the Air Waybill number 4 Outgoing Status J Waiting for instructions Shipment Name Shipment24 Carrier LAN Cargo Air Waybill Number 045 1222 Booking Number BN715 Executed Place Miami Executed By Ilene Taylor v Executed Date 3 31 2009 v Declared Value for Carriage for Customs Description of Goods construction equipment By clicking the lt Settings gt button you can specify the measurement units Settings you will use in this shipment and how you would like the system to fill the documents Select the carrier from the dropdown menu this example uses LAN Cargo You can add the carrier in the dropdown if it is not listed Enter the Air Waybill Number or click the Set button to select from a preset list of numbers To set up numbering go to Maintenance gt Carriers Click on the carrier and go to the Airline tab Enter the Booking Number Select the place where the shipment is being executed in this e
216. providers involved and the links between each aa D gt av e egy eis Deliver sii Delivery ji y Manufacturer Warehouse Store Logistics Business Overview The term logistics encompasses the whole industry of moving and storing goods The term originated with the military and how they procured and moved supplies troops equipment food etc as the army moved from place to place Logistics integrates the transportation inventory warehousing material handling and packaging of goods NOTE Having a good logistics strategy in place ensures economical and efficient movement of the goods and activities of all the suppliers involved The logistics process begins with a seller of goods The seller may manufacture the goods and have their own warehouse distribution center and transporta tion If they do not have all these capabilities they will contract with other companies for these services so the seller can get their goods from the point of origin to buyers at the destination The other companies the seller can contract with include Carriers Carriers transport goods by cargo ship air trucks or railroad The choice of transportation type depends on factors such as if the goods need to be shipped domestically or exported internationally There are common carriers available for hire and private carriers Distribution Centers A Distribution Center D C is a warehouse for storing large quantities of goods A DC c
217. r credit memo if you owe for the agent That 248 WORKING WITH SHIPMENTS LIQUIDATION transaction will appear in the Accounting folder and the Transaction List not here in the Liquidation list because it is the result of the liquidation All other accounting transactions will be created when you click the Generate button To generate transactions click on the Generate button A dialog box will open listing the accounting transactions Verify them and click the OK button or cancel to make corrections Charges included in the generated transactions will change from open to posted after liquidation The Update button will update reset the profit sharing information from the Maintenance folder for agents to reflect the amounts preset in the system If you make changes in the Maintenance folder the system will recalculate based on the new information by clicking the Update button To create reports based on the liquidation click the Actions button and select the option to create a report by waybill number or by shipment name These are the reports you can send to your destination agent so the agent can see the results of the liquidation To configure how the transactions will be generated in the Liquidation click on the Configure button on the right side of the Liquidation screen A dialog box opens The system sets the defaults as shown in the dialog box Make changes as appropriate to your business Configure Liq
218. r to change the terms or refine the search by removing a condition and adding a different one 73 WORKING WITH DOCUMENT AND LIST VIEWS THE FIND BUTTON The Find Button To search for a document or transaction use the Find button The Find button has an arrow with these options Transactions Quick Find Entity Finder Find Vehicle Folder and Find Next Magaya Network Accounting Reports Options Help D R IS S X ICU Print Find Network Send Transactions Ctrl F bl p oe mma ad Ua Add Edit Delete Quick Find Ctrl Q Zoom Entity Finder ctrl E i Find Vehicle jo Company Folder At F3 Terrace Find next F3 ickup Numbe 2 Creatinn Nate M im When you click the Find button a search box appears The same search box appears when you click the arrow on the side of the Find button and select Transactions See the screenshot below Find Type All elements b From 12 14200 y To Find by Find GF Quick Find 67227200 v 4e Dock 2 Help O Transaction Number Text Text shoes Results Type Name Date Pickup Order Pickup Order Warehouse Receipt Shipment Shipment Shipment Shipment Warehouse Item Warehouse ltem 17 18 38 BoL7155 HBOL11 HBOL10 HBOLY New Balance runnin New Balance runnin 03 03 2009 03 03 2009 03 03 2009 03 03 2009 04 01 2009 04 01 2009 04 01 2009 03 03 2009 03 03 2009 9
219. rd Export Tasks Straight Shipment Wizard Export i uotations F b ni Consolidation Wizard Import a ka 4 Bookings Straight Shipment Wizard Import E 2 Warehousing Shipment J Maintenance Create Houses Wizard E gt Accounting Outgoing Shipments Taraminn Shinrmante The import wizard opens The first screen contains fields for general ship ment information such as the shipment name filled in automatically the carrier the place and date that the incoming shipment transaction is being entered in the Magaya Explorer and general information about the goods that are arriving The destination agent will need to create an incoming shipment if the origin agent did not use Magaya Explorer to transmit the shipment data electronically to the destination agent Magaya Corporation encourages importers to involve their agents at origin to prepare their shipments using Magaya Explorer and to send them electronically via the Magaya Network This will reduce data entry time by about 70 in comparison to creating the import shipment from scratch at destination 256 IMPORTS 1 CREATE AN IMPORT SHIPMENT 2 Enter the shipment information in the General screen of the import wizard Add Air Shipment Consolidation Wizard Import General information Enter the general information for this shipment such as the Carrier and the Air Waybill number 4b Incoming Status 1 Waiting for instruc
220. re 1 Goto the Warehousing folder and click on Warehouse Receipt or Ware house Receipt List in the folder list on the left side of the Magaya Explorer e Ifyou are in the List view click on the Add button in the bottom toolbar This will open a dialog box called Warehouse Receipt e Ifyou are in the document view click the Add button on the top toolbar This will open a dialog box called Warehouse Receipt 2 Enter information in the fields in the tabs as applicable General tab 82 How TO CREATE A WAREHOUSE RECEIPT STEP BY STEP PROCEDURE Select from the dropdown menus as needed Warehouse Receipt General Shipper Consignee Supplier Carrier Commodities Charges Events Attachments Note o Status 1 In Process Number 38 Date 3 3 2009 4 07 00 PH Employee llene Taylor Issued By MC Cargo Company Destination Agent Jamaican Destination Agent 1 Magaya software assigns a WR number to the WR that you are working on You can change this number if needed by typing over it Set up document numbering in the Maintenance gt Configuration folder Magaya software automatically fills in the date time and the name of the employee who is creating the WR and fills in the Issued by field with your company name e The Destination agent field is optional If you enter a name in this field the agent will be able to view the WR if Magaya LiveTrack is enabled for the agent Click on the next tab
221. receiving the goods ultimately if you know this now If you are delivering the goods to your warehouse then you are the consignee Select the delivery location Change the address if needed The zip code is used by the system to calculate freight charges if you have the charges set up For details see the topic Automatic Billing Click on the Place dropdown menu optional to select the city of the delivery Use the red X to delete a place Click on the next tab On the Supplier tab enter the information you need as follows Select the supplier this may be the same as the shipper Enter the invoice number and purchase order number These are optional but recommended because these are used as reference numbers by customers Pickup Order General Shipper Consignee Supplier Carriers Commodities Charges Name v Invoice Number Address Purchase Order Number On the Carrier tab enter the information you need as follows Select the inland carrier if you are not the carrier The inland carrier is usually an overland trucking company Select the main carrier if you are sending the cargo by sea after the pickup the main carrier will be the ocean carrier Enter the PRO number optional The PRO number is a progressive number a sequential number used by transportation companies to identify and track freight bills Enter the driver s name and license
222. reen is similar for Credit Memos Bills and Credits Credit Memo Use this option if you need to issue a credit or a refund to a customer Credit Use this option if you overpaid a vendor and they give you a credit The Actions button for the Transactions List has the option to link the transac tion to a bill or to an invoice or to a Cargo Release You can also unlink it If you created a bill or other accounting transaction separate from the Cargo Release you can link it this way You can also receive the payment or pay the bill from the Actions button You can perform other actions from the cargo release When cargo departs from your warehouse set it as In Transit by selecting the option Set Reset In Transit 172 WHAT ACTIONS CAN PERFORM WITH A CARGO RELEASE OTHER ACTIONS When cargo arrives at its final consignee set it as Delivered by selecting the option Set Reset Delivered e Note When you set cargo in transit a checkmark appears next to the option in the list If you uncheck it the status of the cargo will return to its previous status Loaded In Transit or Delivered Refresh the cargo list to see the current status The status of the cargo is also updated in the Commodities List To exclude the transaction from tracking if the transaction is not complete and you do not want it viewed via LiveTrack select the option Exclude from Tracking To choose a different template for the docume
223. rehouse Receipt to ship the same way you received the items Pickup For cargo that does not come to your warehouse Inventory To ship by part numbers used by distributors Scan For using handheld scanners to scan barcodes Click on the items you want to include in this shipment This example selects from the Warehouse Receipts If you are selecting only some of the items from a Warehouse Receipt click on the Pieces button and enter the number of items For this example there is a total of 35 women s Reebok court shoes available To send only 12 enter 12 in the pieces dialog box The total number of items available is the first field in 221 CHAPTER 14 CREATING SHIPMENTS CREATE A CONSOLIDATION the series before the item name 35 and 30 is the Pickup Order number The order of these fields can be changed by clicking on the Configure button The Houses are grouped by Warehouse Receipt by default the number of WR s equals the number of Houses that will be created To select another way to group the cargo select the radio button you want This step does not repack the cargo it organizes the documentation You can organize the documents based on who is paying and how much detail you want on their documents For example if the consignee is paying and they want one House then group by consignee If they want one House per shipper group by shipper You can add a House for cargo that does not have a warehouse re
224. result in 425 labels being printed one for each item in WR 43 To change the amount of label printed enter a new number in the Start and End fields Each label will print with the options checked in the 64 WORKING WITH DOCUMENT AND LIST VIEWS BUTTONS ON THE TOOLBARS Configuration menu The warehouse item description the company informa tion consignee name and a bar code This labels shows the WR number YOUR COMPANY NAYE OR LOGO HERE 8725 NW 18th Terrace Miami FL 33172 UNITED STATES CONSIGNEE ITEM ID YOUR CONSTGNEE HERE WAREHOUSE RECEIPT NUMBER 019 LOCATION PIECE TOTAL PIECES Tracking Nuaber SystemID Harehouse Receipt ItemID 3678 2075 2Z DESCRIPTION WEIGHT VCR S 5 00 b DIMENSIONS Part NUMBER nooeL SERIAL NUMBER Sx5x5in ia Bes 5 NOTES Magaya Cargo System www Magaya com 65 WORKING WITH DOCUMENT AND LIST VIEWS BUTTONS ON THE TOOLBARS This label shows the Air Waybill number NAGAYA DEMO 8725 NW 18TH TERRACE SUITE 209 MIAMI FL 33172 UNITED STATES TAMPA AIRLINES SA SEE ALSO TRANSPORT CONSIGNEE QVATR AGENT OVERSEAS MASTER AIR WAY BILL NUMBER 133 4338 7025 AL DESTINATION PIECE TOTAL PIECES SB 5 5 Tracking Nuaber SysteaID Harehouse Receipt ItemID ET 1Z Magaya Cargo System www Magaya com NOTES ONE BOX OPEN SEE PICTURE To email a document clic
225. rm operations procedures in the Magaya Cargo System Magaya Cargo System software program was designed for logistics providers freight forwarders N V O C C s consolidators forwarding agents couriers warehouse providers and others in the logistics industry How this Manual is Organized This operations manual is designed to be task oriented You can skip to any topic you need and get step by step procedures for all the operations tasks performed in the Magaya Explorer This manual is organized into the following sections and topics Section 1 explains the installation and initial configuration of Magaya software There are instructions for entering your company information into the accounting wizard and setting employee permissions These steps are intended for a systems administrator or other Information Tech nology IT person Learn how to navigate in the Magaya Explorer user interface with the buttons on the toolbars how to use the screens menus and folders so you can perform all the tasks related to operations ware housing and deliveries There is also an overview of the logistics industry Section 2 explains cargo related procedures It shows you how to set up your warehouse locations in Magaya Explorer to bring merchandise and cargo into the warehouse to create a Pickup Order and a Warehouse Receipt to process shipments from the warehouse to create a Cargo Release find commodities and cargo in Magaya Explorer to
226. s best to attach small low resolution images Otherwise the transaction will be slow when sending it Photographing cargo when it arrives at your warehouse creates a record of its condition Add an Attachment To Add an Attachment Click on the Add button to attach a photograph or other document Select a document and click the appropriate button to view it delete it or save it in another location such as on another computer in your network or in a different folder on your computer If you have attached a document and want to view it click the View button 115 ATTACHMENTS ADD ATTACHMENT FROM SCANNER The following is an example of photographs attached to a Warehouse Receipt and displayed in the Attachments tab Warehouse Receipt General Shipper Consignee Commodities Charges Events Attachments Note lt gt dd T Select Device P O 10 84 KB View Delete Save Add Attachment from Scanner Documents and images can be acquired directly from a scanner and attached to a transaction such as a Warehouse Receipt Cargo Release etc The attachment can also be saved to your computer or network so you have a copy of it The recommended file size is 150 kb or less Larger files are slow to email Before starting these steps make sure your scanner is plugged in and working properly 1 Goto the Attachment tab in the transaction you are working on such as a Warehouse
227. s in different ways such as by what items move the fastest out of the warehouse or grouping goods by value The method of counting goods based on the value of items is Pareto s rule of 80 20 where 20 of the inventory will likely represent 80 of the inventory s value Goods are assigned a code of A B or C depending on its value The inventory can also be counted by dividing the warehouse into geographic sections or zones and the inventory is counted by section A cycle count is done a few times per year while business is running unlike a physical inventory count that requires a business to shut down and count the stock Inventory is considered an asset by a company There are different types of assets such as the company land buildings furniture cash etc but inventory here means the goods for sale in the warehouse Counting the inventory provides the company with a value of the inventory which is put on the company s balance sheet and used for tax assessment A cycle count must be completed and reported to the company s accounting department in time for the company to file its taxes This timeframe is set by the accounting and or finance department and it may be 3 months 6 months or some other time frame Depending on what the company wants to know about its inventory will dictate when it is counted how often and by what method The accounting and finance objectives are often different from supply chain managemen
228. storing excess goods for long periods and increasing customer satisfaction by having inventory when customers need it To speed up the process of picking and loading goods are not required to stop in a staging area but may be taken from their locations and placed directly in the loading area where a Quality Control QC process will take place QC ensures the orders are correct Packing slips are printed and placed on the boxes 4 Load Goods The goods are loaded onto a delivery truck for transport out of the warehouse Variations A company such as a manufacturer may own a warehouse and the sales orders come from within their own company so goods can be shipped out to customers If a company rents warehouse space from another company the warehouse company provides the services for a fee such as receiving and storing goods picking and loading and delivery A freight forwarder may make arrangements for a customer s goods to be stored and delivered 26 CHAPTER 2 INTRODUCTION TO LOGISTICS INVENTORY COUNTING Inventory Counting Other warehouse processes include counting inventory Two methods of counting inventory are cycle counts and physical counts Cycle counting is the process of verifying inventory accuracy by counting a few items every day and comparing the count to computer inventory records then reconciling differences The cause of discrepancies is found and resolved Cycle counts can be done by grouping good
229. t O Customs Erry Date Dawe OD Date Date O Descnption of Commodties Text Destination Agert Text O Destination Ageri Addes Text O Destination Country O Destination Post O Division oO Driver s License Number O Diver s Name OEmpicyos O Enty Number D Exclude From Tracking O Expense USD OGO Number D Hee Overstock O Has Tramactions I Hes Undentock 177 CHAPTER 10 WORKING WITH COMMODITIES INFORMATION How TO FIND COMMODITIES IN MAGAYA EXPLORER Click on the field you want to use in your filter by selecting it from the list of Available Fields on the left Set the condition you want to apply For example if you are filtering by a billing client select Equals if you know the exact name or select Contains if you know part of the name Enter the name in the field next to the condition dropdown Add any additional conditions as needed Click OK to see the filtered list ADDITIONAL INFORMATION For more details on using the advanced filter see the topic Filters 178 SECTION 3 SHIPPING Section 3 Shipping 179 SECTION 3 SHIPPING 180 CHAPTER 11 QUOTATIONS INTRODUCTION Chapter 11 Quotations Introduction A Quotation is a price of freight charges for a customer who wants to ship goods The freight charges are based on the quantity to be shipped the distance weight volume and mode of transport whether the goods will be shipped via air sea or grou
230. t WR is issued The WR serves as proof that goods were delivered to the warehouse and are being stored according to the arrangements made by the customer 2 Put Away Goods Goods are grouped according to type placed in a staging area and put away This process usually involves two employees one who receives the goods and one who puts them away To save time 25 CHAPTER 2 INTRODUCTION TO LOGISTICS WAREHOUSE PROCESSES goods can be grouped and put away directly instead of going to a staging area The put away process is also called Move 3 Create and Fulfill a Shipping Order When the sales department creates a sales order a Pick Order is also sent to the warehouse for processing In the warehouse the pick and load orders are received on handheld devices that are connected to a central database Based on the order the goods are picked and often placed in a quality control area to verify quantities and prepare them for loading Information about the movement and location of the inventory in the warehouse is tracked with the handheld devices and updated in the central database allowing the sales and purchase departments to see how much inventory they have what was sold and what is needed This enables ship ment and delivery of the correct amount of inventory when it is needed This practice is called Just In Time JIT inventory strategy JIT main tains an efficient supply of goods by reducing the cost of
231. t docu mentation and all the information from this wizard will appear in it You can add as many documents as needed Use the Templates button to use documents that contain information that you use regularly and repeat Templates can be created by copying a document into the Template folder located in the Miscellaneous folder Examples include a letter of credit in a Bill of Lading with banking 210 CHAPTER 14 CREATING SHIPMENTS CREATE A STRAIGHT SHIPMENT information that you added and which will be the same for many ship ments Click on the Next button to go to the next screen in the wizard Select the cargo you need to ship by using the list of cargo and inven tory items If you do not see the items you are looking for check if a filter is in place which limits the cargo you see Add Air Shipment Straight Wizard Export Select the cargo to ship You can select cargo either from Warehouse Receipts or Pickup Orders By clicking on the white boxes you can make complete or partial selections Select from Warehou Pickup Inventory Scan O X 26 PVC Piping Co Cartegena Construction Co A Fill in reverse aO S 25 Jimmy Choo Shoes Venezuela Shoe Distrib a A fl 24 Caterpillar Equipment Cartegena Constructic A D 128 10 24 O Rings 20 00 33 00 12 00ir a 15 10 24 Air Filter 30 00 45 00 12 00in O 38 10 24 Diesel fuel conditioner 4 00x6 x Find Select Number of Pieces X
232. t objectives The financial view of inventory is assessing its value to the company s balance sheet while the supply chain management view of inventory is geared toward supply efficiency having enough inventory to ship when needed and managing deliv eries for timeliness For example the goal of the Just In Time method of inventory is to ensure the right amount of goods are in the warehouse when sales orders come in for those goods so they can be shipped when the customer wants them improving customer satisfaction While having a lot of inventory in a warehouse may make a company look like they have more assets the supply chain point of view perceives this to mean that goods sit for long periods do not rotate but take up valuable space in the ware house which is costly and reduce operating efficiency 27 CHAPTER 2 INTRODUCTION TO LOGISTICS SALES ORDERS AND PURCHASE ORDERS Sales Orders and Purchase Orders The processes of creating sales orders and purchase orders link commercial transactions with the logistics transportation processes The purchasing department in a company such as a wholesaler researches prod ucts to buy from suppliers and will issue a purchase order p o for the goods The p o has a number and serves as a contract defining any cancellation poli cies and protecting the seller if the buyer refuses to pay It lists the goods the quantities price and the shipping date and address The goods are
233. t serves as proof of receipt at the warehouse When the goods are shipped to the port the logistics provider issues a Delivery Order whether the delivery is handled in house or outsourced Warehouse processes are covered in section 6 of this training document TARA Aai 4 t 1 aye i Wate ms Documentation As part of its operations the logistics provider creates the following mandatory documents e A Bill of Lading Master and House versions e A Cargo Manifest CHAPTER 2 INTRODUCTION TO LOGISTICS DOCUMENTATION The Master Bill of Lading is a contract between a carrier and a logistics provider or customer that contains a list of all the goods shipped In the case of ocean transportation the logistics provider creates it and sends it to the carrier who verifies it assigns a Bill of Lading number to it and returns it to the logistics provider The House Bill of Lading is sent from the logistics provider to the customer and it lists the goods for that customer only Each Bill of Lading will list marks and numbers container and seal numbers number of packages a description of items shipped routing information and more On the Master Bill of Lading the consignee is the destination agent On the House Bill of Lading the consignee is the recipient for example a buyer If the carrier is an airline the Bill of Lading is called an airway bill If the carrier is ground transportation the Bill of Lad
234. te 3712 2009 Address nge Due Date 4 11 2009 Charges Status Description Piepad Quantity Price Amount USD 0 00 Tax USD 0 00 Total Amount USD 0 00 anomiows uoo Make any edits to the transaction if needed You can view the WR dialog box or go to the document The screen is similar for Credit Memos Bills and Credits e Credit Memo Use this option if you need to issue a credit or a refund to a customer e Bill Add a bill of what you need to pay e Credit Use this option if you overpaid a vendor and they give you a credit The Actions button for the Transactions List has the option to link the transac tion to a bill or to an invoice or to a WR You can also unlink it If you created a bill or other accounting transaction separate from the WR you can link it this way You can also receive the payment or pay the bill from the Actions button 126 WHAT ACTIONS CAN PERFORM WITH A WAREHOUSE RECEIPT OTHER ACTIONS Other Actions You can perform other actions from the Warehouse Receipt WR by using the Actions button To exclude the transaction from tracking if the transaction is not complete and you do not want it viewed via LiveTrack select the option Exclude from Tracking To choose a different template for the document select the option Select Template To view the history of the WR such as a Pickup Order for this cargo select the option History A dialog box opens listing all t
235. te range 4 Select to find by either transaction number or text 176 CHAPTER 10 WORKING WITH COMMODITIES INFORMATION How TO FIND COMMODITIES IN MAGAYA EXPLORER 5 Enter the number or text in the field below the Find By radio buttons ADDITIONAL INFORMATION If you enter text you can enter partial text For example if you are looking for Dell computers that you handled a month ago set the date range and enter the word Dell If you enter the word computers the list will display all the computers you handled not just Dell So if you handle cargo from more than one manufacturer enter that manufacturer name Using the Filter Button To view the commodities list by certain criteria use the Filter button The Filter button has two options e Standard Filter This filter has a small set of criteria to filter your list by such as by Purchase Order PO number Warehouse Receipt number WHR by part number port consignee and others e Advanced Filter This filter has many options for filtering your list To filter by date only use the Date Range options on the top of the list TASK 1 Click on the Filter button and select Advanced The Advanced Filter screen opens Advanced Filter Available Fields Name D Attachments O Baance USD OECTA O Bondad WH type OCF Number Camer T O Chargeable Weight b Float Fiter Change to OR Add AND Add OR oO Cormagnee Tew Al Allo AND Consignes Addess ex
236. the Help button for information about the dialog box you are working in Working with Document and List Views In Magaya Explorer you can view documents and lists of documents and transactions 59 WORKING WITH DOCUMENT AND LIST VIEWS WORKING WITH THE LisT VIEW To view a document click on a subfolder such as Pickup Orders under the Warehousing folder Then a Pickup Order document is displayed in the docu ment view of the Magaya Explorer see the figure below J Pk o 8725 NW 18m Terrace J ap ode ue Sute 209 ll I Z Warehouse Racegts Dorai Phoexta 33172 Reetan 37 Z Warehouse Recect UNITED STATES BD Commocey un 3 Received Daw Tiew Aug2i 007 0959 AM coe hieme ea Fee eee Reeves administrator OO O E D Crm heene us Q Patsy Mon DW tocstore To view a list click on a subfolder with the word List in the subfolder name such as the Pickup Orders List A list will be displayed in the list view pane of the Magaya Explorer Many of the same buttons and options are available when you view the docu ment or the list For example you can see the history of a specific Warehouse Receipt WR from the list or the document Working with the List View The List view provides you with many options You can sort the columns in the list to view the information in a variety of ways You can search for documents and transactions and run reports The List view is available when you are working with
237. the Miscellaneous folder Examples include a letter of credit in a Bill of Lading with banking 220 CHAPTER 14 CREATING SHIPMENTS CREATE A CONSOLIDATION 6 information that you added and which will be the same for many ship ments Click the Next button to go to the next screen in the wizard Select the cargo you need to ship Add Ocean Shipment Consolidation Wizard Export Select the cargo to ship You can select cargo either from Warehouse Receipts or Pickup Orders By clicking on the white boxes you can make complete or partial selections Warehouse Pickup Inventory Scan Fill in reverse order Pieces _ AA 30 Atlantic Surplus Miami Distributio E D 16 30 Adidas soccer shoes 16 Fiter O9 23 30 Reebok court shoes won aT O9 35 30 Nike Air Jordan mens 16 Select Number of Pieces x 23 30 Reebok court shoes womens Select the criteria to group the 17 00 10 00 8 00in cargo lyroup Houses By Warehouse Receipt C Use WHR numbers O Shope Consignee Pieces 14 of 23 Pieces ro a nd So Oe PPO 4 ill gt Shipper amp Consignee Additional house shipments Create 0 additional houses for which you do not have warehouse receipts You will have to enter the cargo information for each additional house later Select a button from the following to choose the method of loading cargo Warehouse To select from the Wa
238. the events added for the Master and Houses They will be visible in tracking For more details see the topic Events For details on the Attachments tab see the topic Attachments For details on the Notes tab see the topic Notes If you have added custom fields they will appear on a custom tab Set up custom fields in the Maintenance folder in the Configuration subfolder 238 WORKING WITH SHIPMENTS THE SHIPMENT TOOLBAR The Shipment Toolbar The Shipment Toolbar offers many functions Some of the buttons have an arrow on the side that you can click for more options The following explains each of the buttons and what they do GS hf Se FF BA S T Master Houses AddDoc Profit LiquidationTransac Send Customs Commod Actions Master This button navigates to the Master shipment when you are in the House shipment view It is grayed out when you are in the Master Houses When you need to add a House to a consolidation you have two options 1 Choose House Shipment to add a house to a consolidation that you will enter information into manually or 2 choose Create Houses Wizard to use the wizard to add a house Add a Document This button has two options 1 Select a document from Magaya Explorer such as an air waybill or 2 select Other Document which is a document from your computer such as an Excel spreadsheet or Word docu ment Profit Click to see the profit for a consolidation A list ope
239. the type Convert an existing transaction such as a Quotation or a Booking into a shipment The screens and tabs in the shipment dialog box are the same for import and export so we will use an export shipment as an example Afterwards we will discuss how imports differ The steps in the process of creating a shipment are the same for importing and exporting via air ocean and ground The following instructions will explain the first method how to use the wizards The wizards can be used for creating an import or an export shipment they have the same screens for import and export First we will start with the Straight shipment wizard and we will use an export air shipment as an example Then we will explain how to use the Consolidation wizard and create an export ocean shipment as the example Create a Straight Shipment Follow the instructions below to create an Air Export shipment using the Straight Shipment wizard The procedure for straight ocean and ground ship ments is the same as this example 205 CHAPTER 14 CREATING SHIPMENTS CREATE A STRAIGHT SHIPMENT TASK 1 Go to the toolbar across the top of Magaya Explorer and click on the arrow on the side of the Air button From the dropdown menu select Straight Shipment Wizard Air Export Fie Edit Sales Operations Maintenance Shipment Magaya Nel Consolidation Wizard Export Straight Shipment Wizard Export Consolidation Wizard Im
240. tination part of the screen select the port of destination from the dropdown menu Select the name of the final consignee from the dropdown menu Enter the dropoff address This is the final delivery address If you need to change the address for this transaction click on the Change button and enter the information 183 CHAPTER 11 QUOTATIONS How TO CREATE A QUOTATION 6 Click to the Commodities tab Enter information as follows Quotation ne General Routing Commodbes Charges Attachments Notes _ intemal Notes Status Package Description Pieces Length H Cas lt Totals Volume 0 00 ff 0 00 Vb 0 Pieces Weight 0 00 Kg 0 00 Ib Click on the Add button to add the cargo commodities A new dialog box appears Each commodity added will appear in the table in the 184 CHAPTER 11 QUOTATIONS How TO CREATE A QUOTATION Commodities tab The total weight and volume of the pieces of cargo is calculated and displayed on the bottom of the tab If you need to add a container click the Add Cont button For more details on adding commodities and using the Commodities tab see the topic Commodities 7 Click to the Charges tab Enter information as follows Quotation lt lt General Routing Commodities Charges Attachments Notes Intemal Notes Statue Description Prepaid Quantity Price Amount Tax Code Add D elete Expense Income Profit USD
241. tion Wizard Export Completing the Ocean Shipment Consolidation Wizard You have successfully completed this wizard You can verify the summary to see if everything is correct You specified the following shipment settings Booking Number Executed Date 4 1 2009 Executed By Administrator Departure Date 4 1 2003 Arnival Date 4 9 2003 Description of goods Shipper Magaya Ultimate Consagnee Saks Fifth Avenue Forwarding Agent Magaya Destination Agent Saks Filth Avenue Mode of Transportation Vessel Cartier Sea Star Line Departure Fron Miami Arrival Toc Colon Voyage Identification Total Pieces 74 Total Weight 175 09 Ka 386 00 Ib Tatal inlima 1 amp 7 m BR AR EP Click Finish to proceed 11 Click the Finish button when you are done RESULT All the information from the wizard is automatically transferred to create a shipment Magaya Explorer places each document in the Shipment folder lists the House Bills of Lading and other documents in the top pane and the ship 224 WORKING WITH SHIPMENTS CREATE A CONSOLIDATION ment screens and tabs the same as in the wizard and the cargo packing list are displayed below the Shipment Toolbar and the Cargo Toolbar Me tm Iaer Cousiw Mevtevercs Toret Veorrelert soo mir Ct SG Outgoing 5 ipments H S Shipment20 Shipment22 Bill of Lading Ocean Shipment folder E Packing List expanded showing amp amp HBOL10
242. tions Shipment Name Carrier Caribbean Airlines Air Waybill Number Booking Number Executed Place Miami Executed By llene Taylor v Executed Date 4 24 2009 v Declared Value for Carriage for Customs Description of Goods Fresh Cut flowers Potted Palm Trees By clicking the lt Settings gt button you can specify the measurement units Settings ettings you will use in this shipment and how you would like the system to fill the Stings documents The Executed Place is the location of the destination All the fields are the same as in the exporting wizard See the topic Creating Shipments 257 IMPORTS 1 CREATE AN IMPORT SHIPMENT 3 Enter the shipper and consignee information in the Entities tab Add Air Shipment Consolidation Wizard Import Select the entities Select the entities involyeddh the master shipment he entities for house Sad the targa shipments will be pulled when yo 5go Shipper Ultimate Consignee Name Caribbean Flower Company w Name MC Cargo Company Address 21 Sugar Cane Mill Rd Address 8725 NW 18 Terrace St John s ANTIGUA ANC Miami FL 33172 zl UNITED STATES Notify Party Intermediate Consignee Name Name Address Address Forwarding Agent Destination Agent Name Cari
243. tory If you have items defined already they will display in a list 129 CHAPTER 7 SET UP YOUR WAREHOUSE INTRODUCTION TO INVENTORY ITEM DEFINITIONS Inventory Item Definitions are located under the Warehousing folder 3 Warehousing B Pickup Orders E Pickup Order List A Warehouse Receipts A Warehouse Receipt List g Commodity List Cargo Releases Cargo Release List Package Types Locations Shipment List Work Load l In Transit 130 How TO CREATE AN INVENTORY ITEM DEFINITION STEP BY STEP PROCEDURE TO CREATE INVENTORY ITEM DEFINITIONS How to Create an Inventory Item Definition This task explains how to create an Inventory Item Definition for a regular inventory item in Magaya Explorer This is the dialog box Inventory Item Definitions General Accounting EEI Hazardous Notes Part Number Description Modet Client Manufacturer Amount Per Pallet Minimum Stock Alert employee if under mininum C Keep Inventory by Serial Numbers C Save Serial Numbers When Items Go Out Package v LxWxH 0 00 0 00 Volume 0 00 fe Weight 0 00 lb C Inactive Corel Step by Step Procedure to Create Inventory Item Definitions TASK 1 Go to the Warehousing folder 2 Click on Inventory Item Definitions 3 Click on the Add button and select Add Inventory Item A dialog box opens with tabs Start with the General tab and follow the steps below This tab contains fie
244. total weight e Select a location in your warehouse where this container is located 243 WORKING WITH SHIPMENTS LIQUIDATION e Add notes as needed and click the Next button to go to the next screen in the wizard Repacking Wizard EA Select items Step 2 of 2 Please select the items you want to place inside this container You can also enter an additional amount of pieces for this container Name Shipper M amp Mark all F ws 12 30 Adidas soccer shoes 16 00 11 Atlantic St O Unmark all Fj m 12 30 Reebok court shoes womens 1 Atlantic St F w 4 20 shoes 10 00 10 00 15 00in Shimano Ej w 5 18 38 Teva sandals 12 00 8 00x6 Atlantic St F w 6 25 Black boots 39 00 22 00 17 00in Jimmy Che O W 6 25 Brown boots 36 00 23 00 15 00in Jimmy Che i Additional pieces Create 0 additional pieces inside this package You can enter the cargo information Weight Volume etc for these pieces later e Select the items you want to include inside the container e Click the Finish button when you are done The cargo will be repacked Verify the repacking in the cargo list If you want to add more items to this container after you finish this screen you can select the container in the Cargo List and click the Repack button again Liquidation Liquidation is the process that creates all your Accounts Receivables Accounts Payables and transactions related t
245. tructions for defining groups 1 Go to the Maintenance folder and click on Employees 2 Click on the Actions button and select Access Groups 43 PERMISSIONS How TO SET PERMISSIONS 3 Click the Add button to add a new group Enter information as needed S General Name Description 4 Click on group and click the Edit button if you need to edit a group Enter information as needed 5 Click the OK button to save the information and exit the dialog box NOTE A maximum of 32 groups can be created Magaya software has nine groups set up by default You can edit these default groups based on your needs or create new groups By default Magaya software creates a group called Everyone in all folders You will need to edit this default by removing Everyone from the folders that need to be restricted Steps to remove Everyone from all the folders Go to the folder Click on File and select Permissions e Click on Everyone Click the box for Apply these permissions to children Click on the Remove button and OK Assign employees to groups 1 Click on the Maintenance folder and select Employees 2 Click on an employee s name 44 PERMISSIONS How TO SET PERMISSIONS 3 Click on the Edit button A dialog box opens General Address Biling Address Other Addresses User Permissions Attachments Notes Select the groups to which this employee
246. ts Delivery Attachme gt Mode of Transportation Vessel i Point of origin or FTZ number Port of loading Miami i Loading pier or terminal Pre Carriage by Anderson amp Sons Trucking Co v Place of receipt by Pre Carrier Fort Lauderdale v Exporting Carrier Sea Star Line v Vessel Name and Flag Viking v NETHERLAN w Voyage Identification Port of unloading Colon v D g Place of delivery by On Carrier Panama City v US Custom Codes for Origin and Destination Schedule D and K Origin BN Destination SI C Routed Transaction AES C Related Companies AES The fields in the Ocean Routing tab are the same as shown in the instructions for creating an Ocean Consolidation Fill in the fields with information for your shipment The Mode of Transportation is automatically filled in by the system 1 Place of Receipt by Pre Carrier This is the place where the cargo will be picked up by the inland carrier to take it to the loading port 2 Port of Loading This is the port where goods are going to be loaded onto the vessel 3 Port of Unloading This is where the cargo is going to be unloaded from the vessel 4 Place of Delivery by On Carrier This is the final destination of the goods where the inland carrier at the destination will take the goods Select US Customs codes for Origin Schedule D a
247. u and the button with the three dots gives you the option to add new modes of transport e Enter the PRO number tracking number the Driver s name and number optional e Enter the Departure and Arrival date and time information The To and From dropdown menus use the ports list for location names Select US Customs codes for Origin Schedule D and for Destination Schedule K Use the button with the three dots to browse through a list of codes that are in the Magaya database After a code is used once it is associated with that port the next time you use that port the code will be readily available in the dropdown list Check the Routed Transaction AES box to indicate that this shipment is coordinated from the destination AES is the Automated Export System for sending information to US Customs 234 WORKING WITH SHIPMENTS CHARGES TAB Charges Tab e Check the Related Companies AES box if the entity receiving the goods is related to the company at origin Freight charges and other charges are entered on the Charges tab If your ship ment was created from a previous transaction the charges entered in that trans action will be transferred to the Shipment You can also add or edit charges when you create a shipment The Charges tab shows the following Costs are in red income charges are in green the status of Open Posted or Paid is noted the description of the charge if it is a Pre paid
248. uidation Bank Account Bank Account Account Receivable Account Payable Accounts Payable Salesperson Commission Item Sales Commission Agent Profit Income Item Agent profit share Agent Profit Expense ltem Agent profit share Use a destination agent for collections Show detail in generated transaction Group Charges C Generate Agent s Commissions as Expenses Profit Calculation Order Calculate salesman commission before agent Calculate all commissions at the same time Invoices generated will go to the Accounts Receivable account selected here in this Configure screen Bills generated will be assigned to the Accounts Payable account that is set up in this screen 249 WORKING WITH SHIPMENTS VIEW TRANSACTIONS The Salesperson s commission will be generated and the item on the bill will show as Sales Commission The Agent Profit Income Item will be assigned as Agent profit share in the invoice and summarized in the invoice You can choose to expand the itemiza tion You can summarize here and send a detailed report The system checks by default the option to Use destination agent for collec tions The agent will collect the money at the destination for consolidated ship ments and the system will not generate invoices for charges that are collect it will summarize all these charges in an invoice for the agent If you do not have this
249. ve the scan in an image file format If you want to use the scanner just for scanning documents click on the checkbox Document Source The Document Source option acquires 118 ATTACHMENTS ADD ATTACHMENT FROM SCANNER 4 5 documents you scan such as Commercial Invoices that arrive with the cargo The document is saved as a PDF The source assigned will determine what dialog boxes you will see in the next steps If you have one scanner check both boxes for it Select Image capture devices lt Source Name Source Family Manufacturer Pa WI4 HP Scanjet 3970 Twain Data Source On WIA Hewlett Packard Source Info gt Name WIA4 HP Scanjet 3970 Manufacturer Hewlett Packard Family Twain Data Source On WIA Version 1 0 Protocol Other Info 26 June 2000 Interface WIA Interface by Windows Picture Source Document Source If you have multiple scanners set one scanner as the Picture Source and the other as the Document Source These settings can be changed at any time Click the OK button You will be returned to the Attachment tab Click on the Acquire button on the Attachment tab A dialog box opens The Acquire button is used to scan an image It will open a dialog box with instructions to scan a document The Select Device button is here if you want to change scanners The Acquire Doc button is used to
250. where the Magaya software is installed Locate the SetupClient exe file under the Magaya software directory on the server computer Double click on the SetupClient exe file A dialog box appears showing the steps for the workstation installation process Click Install When the setup is finished click Close A shortcut icon to the Magaya Explorer is created on your desktop Double click on the Magaya Explorer icon to access the Magaya soft ware AFTER COMPLETING THIS TASK Perform the steps above to install Magaya software for all the workstations that will run the Magaya software 31 SOFTWARE COMPONENTS INSTALLED LIST OF SOFTWARE COMPONENTS INSTALLED Software Components Installed List of Software Components Installed When you install Magaya software the following are installed Magaya Explorer This is a Windows Explorer look a like program that allows you to manage all the data with a familiar interface As part of the installation process Magaya software creates a desktop icon of the Magaya Explorer for you Magaya Document Editor This program allows you to enter data on forms Its most common use is inside the Magaya software but you can use it as an independent program to create and save to file your forms outside of the Magaya software NOTE When you use the Magaya Docu ment Editor directly to create forms the information is not stored in your database Magaya Communication Server This fe
251. xample the place is Miami The fields for Executed By and Executed Date are filled in by the system If you need to change them use the dropdown menu Enter the Declared Value for Carriage and for US Customs If you leave these fields blank NVD and NCV will appear on the Air Waybill form Enter a description of the goods if you know it optional This descrip 207 CHAPTER 14 CREATING SHIPMENTS CREATE A STRAIGHT SHIPMENT tion will appear in the Master air waybill the individual cargo will not be listed The button with the three dots next to the Description field is used to add clauses to the description Select a clause or add a new one Click the Next button to go to the next screen in the wizard Enter the information in the Entities tab as follows Add Air Shipment Straight Wizard Export Select the entities Select the entities involved in this shipment Shipper Name Caterpillar Equipment Address 123 SW 8th St Clewiston FL UNITED ST Notify Party Name Address Forwarding Agent Name MC Cargo Company Address 9725 NW 18 Terrace Miami FL 33172 _ UNITED STATES Ultimate Consignee Name Cattegena Construction Co Address 3 Calle Ocho a Cartegena COLOMBIA Intermediate Consignee Name Address Destination Agent Name Colombian Destination Agent v Ad
252. y Updating is only necessary if a discrepancy exists between the amount of pieces and the content of the inventory list The updating process may take a long time to complete To view arriving inventory click on the Actions button and select View Arriving Inventory This will list all items of this type that are on their way to your warehouse as part of a Pickup Order 134 WAREHOUSE ZONES AND LOCATIONS How DOES MAGAYA EXPLORER USE WAREHOUSE ZONE AND LOCATION INFORMATION Warehouse Zones and Locations Magaya Explorer gives you a way to enter the names of locations in your ware house into the Magaya Explorer and use them to assign the cargo to a certain location in the warehouse You can also create reports about your warehouse using the location information TIP When you first start using Magaya software it is recommended to set up your warehouse locations and warehouse zones This will make the locations available to use in Magaya Explorer and ease the creation of Warehouse Receipts Before entering zone and location information in Magaya Explorer sketch out your warehouse on paper Draw the loading area receiving area doors walk ways and areas for a forklift to drive around racks and rows and other details Label each part of the warehouse Every warehouse is different and each is suited to the type of business done A warehouse that needs more storage space and that conducts infrequent pick and load orders may use h
253. ya Explorer gives you the ability to create accounting transactions such as invoices based on the information entered in a Pickup Order For example when charges are entered in the Charges tab the charges remain Open are not posted to the Accounting system until you click the Generate button or they are liquidated Then they are Posted After the charges are generated or liquidated the system will collect all the charges and group them and create invoices for each customer The charges that will go to bills are also groups and bills are created for each vendor Then these are posted into the Accounting system You can also create accounting transactions from the Pickup Order by listing all the transactions for that release To do this click on the Actions button and select Transaction List The Transaction List opens Click on the Actions button for the list and select an option Link Bill Link Invoice Receive Payment or Pay Bill These transactions will be Posted immediately unlike the charges entered in the Charges tab When you are in the Transaction Listing you can create the following accounting transactions directly from a Pickup Order by using the Add button at the bottom of the list Invoice You can create an invoice for the Pickup Order You can also create accounting transactions when you are in the Pickup Order dialog box by using the Generate button on the Charges tab An example of the options for creating
254. yi ea ween Ww esa ee ey ee Saad cana eyed ee ee 102 Other Options on the Commodities Tab 0 0 0 cece ee eee 103 Chars e Sh cc ato Are She vache eas ide tee TS OED yah ete NN Lo pe ANA A 104 Working with the Charges Tabesci sca eeeaivied fetdet a sues deies see woes 107 VERS 6c hg ay hop edie ee ys ab aha te eka koa ew ev E OSE 112 Introduction to Events Tab 0 cc eee eee ee eens 112 Adan Evente eeo aoe tee ated veea ew hee eu hs od R N heey heeds 112 Attachments o d Sire a ete Sols UE ra a te NA Oe a te ade a 114 Introduction to Attachments sce ode eee i eehed aeneae 114 Add an Attachment osa 4 Gale Sad Oey BS de ee BE Oe ok Bee Bk 115 Add Attachment from Scanner 2 2 2 5 cece eee eee eee eee eens 116 Netes and Initemal Notes 22 vores eerie eee eee eeds eee eyes eee 122 NOUS 23 42 eee e A AOE eitetwe iene pe iaiedats Mie a ueyis 122 Add Clauses to Use in Notes i4 0044 5 6 ds oy Fee sae be nt bate ake 122 Initertial NOLeS yn aa cahe i ee A Ud tel al lek a ee for Ml BP Dien ok Ads rar 12 What Actions can I Perform with a Warehouse Receipt 04 125 Introduction to Actions with WRS 0 0 0 cece eee eee eens 125 Generate Accounting Transactions from a WR 0 2 eee ee eee 125 Other ACHONSc 45 2 Soe aes Ge EE a oe eek Sse et oe ees S 2 127 Chapter 7 Set up Your Warehouse cccccccccccccccccsccescsscsscns 129 Chapter Introduction et e eh NN St A Se ICES Ne T a 129 Introdu
255. ype over it To set up numbering go to the Maintenance folder and click on Configuration This is the same for air ocean and ground Enter the Air Waybill Number from the airline If the field is grayed out use the Set button The Set button is used to select the air waybill number from a list of pre set numbers given to your company by the airline Create a pre set list in the Maintenance gt Carrier folder Enter the Booking Number Select the place where the shipment is being executed in this example the place is Miami The field for Executed By is filled with the user s name the person logged into the system and Executed Date is filled in by the system with today s date To change them use the dropdown menus Enter the Declared Value Enter a general description of the goods if you know it 228 WORKING WITH SHIPMENTS GENERAL TAB Now let s look at the General tab for an Ocean Shipment General Entities Routing Charges Events Delivery Attachme O Outgoing Loaded Shipment Name Bill of Lading Number Booking Number Executed Place Executed By Executed Date Departure Date Time Arrival Date Time Declared Value Description of Goods Shipment25 AB445 BN7717 Miami v llene Taylor v 4 1 2009 i 4 7 2009 v 10 00 00 AM 4 9 2009 4 20 00 PM a Quantities

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