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1. Bank A t Accounts Recewable Accounts Rece H e Accounts Receiwable EUR Accounts Recel Pay to the Accounts Receivable WEB Accounts Recel order of ee e Sh Memo Select the Bank Account that you are using to pay the refund Select the company that you are creating a refund check for Enter a Memo if needed Check the box to show all non refunded credits In the Credits list click on the credit you are working with or enter in the amount for each credit Enter the refund amount in the Amount field Click the OK button A refund check will appear in the viewing pane 73 CUSTOMER STATEMENTS Customer Statements 74 To view print or email a statement for a customer right click on their name in the Customer list in the Maintenance folder Select the Statement option Customers Aad Customers Right click on Customer name Hame Fax am Marne Offshore Supply 1 Chevron Refinery 2 Port al MENEE Other Reports a Jax Distribution Reports 2 Prime Automa Statements 2 Morth Carolina Show Statement lt Prime Automotive w a Barcelo Cape Show Statements For All Customers b a samen Shoe a Jaxpork o ABC Sporting G MAGAY A TES o Banana Boat for pop up menu r Allow Tracking Print Statement lt Prime Automotive Frink Stakemenks For All Customers WebTrack User List Configure Tracking by Transaction Email Stakemenk lt P
2. Check List 55 Invoice Al Export w Outgoing Shipments 54 Invoice B History Incoming Shipments Be Miscellaneous a lt itt IE Add Edit Delete Filter Actions 255 RECURRENT ACCOUNTING CREATE A RECURRING INVOICE When the list of recurrent invoices opens click the Add button Recurrent Invoices Type Number Appled to Date Invoice 126 Caterpillar Equipment 1271172008 Invoice 125 JB wire Co 12710 2008 nvoce Bell Helmets 12 09 2008 Invoice Shimano 1270972008 Actions A dialog box opens the Recurrent Transaction Wizard This wizard will create a template for a new recurring invoice All future invoices for this customer will be built on this Every month when the system automatically generates the next recurring invoice for the customer this template will be used The date and charge amounts will be updated each month to reflect the new charges while the other elements of the template such as the customer s address will be the same You will not have to re enter the information If you need to change something such as the address in the future you can edit the recurrent invoice by using the Edit button 256 RECURRENT ACCOUNTING CREATE A RECURRING INVOICE The first screen in the Recurrent Transaction Wizard contains the following Recurrent Transaction Wizard Recurrent Transaction Details Enter the details of what you want bo be invoiced wit
3. For details in using the online payments option see Chapter 9 in the Magaya Software Communications Manual Void a transaction you have selected Save as Recurrent This will convert the selected invoice into a Recurrent Invoice that can be charged to the customer every month or time period you set Steps for creating recurrent invoices are explained in Chapter 11 of the Magaya Software Accounting Manual Copy an invoice To view a list of recurrent invoices use the Actions button and select Recurrent Invoices 49 IMPORT INVOICES Import Invoices 50 Open Transactions This options creates a list of all open transactions Change the date range to see the time period you choose or customize the list via the Actions button gt Choose Columns Other options in the Invoices List enable you to choose the columns or view the History of an invoice by selecting the invoice and the History option in the Actions button list All of the above actions are also available when you right click on a transaction in the list To view more details about an invoice select it and click the Detail button in the list view This gives you more information in one glance nagez Adjustment i 109 Attachments Charges Status Events Amount History 65 Posted HTML a a4 00 63 Posted Internal Notes a 84 00 63 paca Related Transactions of oo Details Panel Options T A Filte Actions To impor
4. l m changing the account and the currency for this transaction Please change my charge amount to the new currency using the exchange rate entered below CHFYUSD BRL USD Paias Exchange Rates 0 95 3 00 Exchange Aate Cancel Help Select the option you want I used a wrong account to create this invoice and now I am selecting the correct one This will change the currency denomination and exchange rate but not the charges amount Tm changing the account and currency for this transaction This changes the charge amount to the new currency by using the exchange rate you enter in this dialog box Selecting this option activates the exchange rate fields Click OK to save and close Type in a different number for the same currency You can also change the exchange rate of that currency by typing directly in the dialog box in the field Exchange Rate 231 MULTIPLE CURRENCIES How TO CREATE AN ACCOUNTING TRANSACTION IN A DIFFERENT CURRENCY The system asks if you want to change the rate only for this transaction or also update the Currency List i E AePcauntindg raentactan i l F Humber 176 App to Accourt Accounts Recerable CHF 7 ABC Spoimg Goods lnc Transaction Dae 919 204 G7 Biling Addrete Change Papert Teme Net 30 a Frrr P Due Date TASA Be UNITED STATES Division Change Account Status Oesenpton Prepad
5. Freight Charge Freight Service Qaz Ocean Freight Service Descriptor Apply to Santos Auto Plant i Hates Failas miana Currency Weight HF R wiss Franc CNY Chinese Yuan Ho of Pieces EUR Euro JPY J Y 5 unos BRL 20454 52 MaN Mexican Peso USD United States Dollar P 96 se E Sc hacan e Charge Total Amount When you liquidate an operations transaction that has charges in multiple currencies separate invoices will be generated for each currency The currency for ALL the charges in a shipment can be defined by using the Actions button The currency of the shipment is used as the currency of the Invoice or Credit Memo generated for the agent in the liquidation To learn more about liquidating shipments in Magaya please see Chapter 14 of the Magaya Cargo System User Manual How to Create an Accounting Transaction in a Different Currency There are different ways to select a different currency or to change the rate of one currency in a transaction 229 MULTIPLE CURRENCIES How TO CREATE AN ACCOUNTING TRANSACTION IN A DIFFERENT CURRENCY Select a Different Currency Account When you create an invoice you can set the currency by selecting the AR account That will define the currency for this invoice E Accounting Transaction rz Invent Evens Atlachmerts Noles Irtennal Motes Custom Humber 170 Apply to 3 Account Accounts Receivable BRL M
6. Debit Credit Opening Balance Income 100 00 0 00 Inventory Income 0 00 13 617 95 Documentation 0 00 ora Freight Income 0 00 0 00 Air Freight Income Ocean Freight Income Ground Freight Income Find the opening balance Services pe ee de EE Agent Liquidation Cost INCOME and Expense Inventory Cost Freight Cost Air Freight Cost i 14 135 04 0 00 Ocean Freight Cost 6 568 00 0 00 Ground Freight Cost 2 405 50 0 00 Insurance Cost 75 00 0 00 Sales Commission 191 79 0 00 Opening Balance Expense 0 00 50 00 Bank Service Charges 45 00 0 00 Bank Fee Income 0 00 30 00 This trial balance report displays all the data you entered in the Accounting Wizard 2 Create a Journal Entry in your Magaya system 19 ENTERING OPENING BALANCES ENTER INFORMATION IN THE ACCOUNTING WIZARD e Go to the Accounting folder gt Chart of Accounts Click the Actions button and select General Journal Entries Click the Add button to open a Journal Entry dialog box 3 Add the following items in the Journal Entry dialog box Click the Add button to activate a line in the detail table In the Account Name column select Opening Balance Income If there was a Debit in the Trail Balance then enter the amount in the Credit column This reverse is required for this step Journal Entry General Joumal Entry Attachments Internal Notes Date Jd 42071 wt Entry Mio Detail USC Account Name Debt Credit Description Opening Balanc
7. Configure Report dialog box Click the Columns tab and set the comparison terms you want to see Configure Report Header Info Columns Fonts Numbers Amount Change Percent Change 137 SALES REPORTS Open Invoices Shows invoices that are open not yet paid Open Invoices February 15 through June 16 2006 USD Type Date Number Mart References Chai Coat Ari Basal Gallary Pair Jun 1a Total Art Sms Gabory Bia Storage Linis brrerira Jun 22008 Juhana Total Bifa Simeza niia Calergilar Eguipmeani ateni Bantia Mardi z005 Apt etre Maw O1V2008 hayi iia Juba Total Caterpillar Egupreni JB Wire fac irag Apri 1a Total JB wire y Shows the invoice date and number how many days it is overdue the original amount and any amount paid and a transaction reference Aging A R View past due Accounts Receivable money your customers owe to your company in a summary or a detailed report In this summary the time period that the account is overdue is in columns across the top showing what is current then what is between 1 and 30 days overdue 31 to 60 days etc See the example below A R Aging Summary February 16 through June 16 2009 USD Harn Curent 1 30 21 gl Bl 30 Art Basel Gallery 271 15 0 00 0 00 0 00 Bis Storage Units BEE ra 75 0 00 Catenoilar Equipment fa ie 410 20 JB Wire Oo 0 00 0 00 0 00 Lima Sorting Goods Duo 0 00 0 00
8. For a PDF of this procedure see the Magaya com Training page Tech Tip for June 2012 321 AMEND RATES MOobDIFY RATES FOR YOUR CUSTOMERS Modify Rates for Your Customers To make a change to the rate you charge your customers follow these steps 1 Go to Client Rates gt click on the Actions button gt select Modify Rates A wizard opens In the first screen of the wizard do the following 1 Select the client customer that you want to change the rate for 2 Choose the type of modification a To change the expiration date or b to modify the rates If you are modifying the rates for the customer select how you to modify them what type and the value Modify Rates Wizard General information Specify the type of modification you would like to apply to the rakes p Client Atlantic Surplus ki Choose the type of modification to be applied a Expire rates on this date bi Ge Modify rates Modification Type Increase apercentage 2 Filter the rates in the next screen by service class method of transport and other criteria that apply Click the Next button 3 Select the ports from the list and go to the next screen to see the rates the system found 4 Inthe last screen click the Save button to save and finish the wizard If you want to make other changes with similar criteria click on the Restart button 322 CLIENT CONTRACTS MOobDIFY RATES FOR YOUR CUSTOMERS Note This wizard works the sam
9. Prices in USD More than A ate Tariff details 1 00 1 00000 LTT O 5000 Remove Click in the table cells to enter information Click the OK button to save Note These table cells can be used for entering tariffs by weight pieces volume time and value Pieces When setting the tariff by Pieces the weight unit dropdown is not available because it is not needed Apply by Volume This gives you the option to set the units by Cubic meters Cubic inches Cubic centimeters or by Liter E eee Cubic meter Fiese in hel Cubic inchlir Cubic Centime Time This gives you the option to charge by time Hours Minutes Min 30 00 Man Cubic foot te seer 273 TARIFFS How TO SET UP TARIFFS 274 Seconds Days Weeks or Months The Time is calculated based on the time the cargo arrived based on the Warehouse Receipt time and the time the cargo left the warehouse via Cargo Release or Shipment Prices in USD Min 30 00 Max Rate per More thar F ate Houre hours we Seconds sec Minutes mir Hours hours RENAE TEES he MM onths months T ariff details Value The value is used to charge based on the value of the merchandise and it can be used to calculate the amount of the insurance on the cargo When selecting Value the unit dropdown is not available Calculated This gives you the option to calculate the tariff based o
10. tes Statement of Cash Flows 120 PROFIT amp Loss REPORT Profit amp Loss Report Proft amp Loss report show your income also called revenue or sales costs expenses and profitability for a time period The reports can be created in summary format or a detailed view Profit and Loss reports also called Income Statements show how well the company is performing 121 PROFIT amp LOSS REPORT This is an example of a summary view of the Profit and Loss statement Proft ana toss Po Dates From 1712030 To 12 31 2013 2 HWC Cargo Company Date report created Wednesday Profit and Loss Jan 08 2014 January 1 through December 31 2013 USD Income Agent Liquidation Income Documentation Freight Income Air Freight Income Ocean Freight Income Ground Freight Income Total Freight Income services Total Income Cost Of Goods Sold Agent Liquidation Cost Freight Cost Air Freight Cost Ocean Freight Cost Ground Freight Cost Total Freight Cost Total Cost Of Goods Sold Gross Profit Expense Professional Fees Expenses Supplies Expense Other Expenses Advertising Expense Total Expense Net Income Total dh 9300 00 60 00 0 00 600 00 dd i A 135 00 1268 72 gogo 45 12167 17 75 00 0 00 480 00 4133 00 224 717 6850 17 6925 17 9242 00 4665 75 To create a report set the date range and click the Refresh button e The creation date of t
11. 217 JOURNAL ENTRIES STEPS CREATE A JOURNAL ENTRY 218 fields because when you click on them they become active and you can enter information The first column in the line is Account Name This is the account that you will apply the line to The field becomes a dropdown menu Select the account from the dropdown General Journal Entry D ate 6 10 2009 w Memo Detail USD Account Name Debit Credit Description l 2000 00 0 00 000 2000 00 The second column is Debit where you add the amount you will deduct The third column is Credit where you add the amount that you will add The Description column is used to add a description optional This is a text field The Entity is a customer vendor etc that is related to this journal entry Click on the field to activate the dropdown menu This information will appear when you list the transactions for this entity or customer Currency is set when you set up your Magaya system changes can be made in the Maintenance gt Configuration Each line can be in a different currency if you select an account that is in a different currency but the amount shown in the Debit and Credit columns are shown in home currency Journal Entry General Journal Entry Date 7 Be009 w Entry Mo Memo Opening Balance tor Southern WH Property Division De
12. Applicable Modes of Transportation a Select from the list below the modes of transportation that wou want this Click to apply all modes or Apply this charge to all the modes of transportation available Description Method Vessel Ocean J Vessel Containerized Ocean Barge Ocean or select the modes Cancel Help Click OK in the Appliable applicable Modes of Transportation dialog box to return to the Items and Services dialog box Using the Modes of Transportation button is optional but for this example we used it because we want only the Vessel Containerized mode To allow the charges to appear in the operations documentation that is viewable to customers leave the checkbox blank for Do not Show in Documents If you do not want the charges to appear in the operations documents check the box If the price for this charge depends on other charges click this checkbox For example if you include an insurance charge in a transaction that charge depends on the freight and value of the cargo which will be calcu lated first The Priority setting only applies to how the charge will be displayed in documents LiveTrack and Transaction Tracking See more details on these functions in the chapter Items amp Services Click the OK button when done 251 AUTOMATED CREATION OF CHARGES Result When you are done the Items and Services list will show which transac tions have c
13. Bill Create a Copy Dabe Pr FOAL Select Template Bil fo HWE Cargo Compary History of2S NW 18 Terrace ttiam FL 33172 UNITED STATES Description of Charges Ocean Freight Service Cosi cost of mE yna Gi A tt cortmner 100 PIT Ll EJO 0 ACTIONS FOR BILLS When you access the Actions button from the list view you see these options plus the following _ Cargo Reports d Bills l Bill Crown SAPPI Purchases Reports S Bill List z0 Bill Crown Shippin 5 aseni 14 Bill Cervelo Bicycle Export to QuickBooks 4 18 Credit SeaStarLin pynort ta PeachTree Payment List 17 Bill TAM Cargo j amp Deposits 16 Bil Anderson amp Sor 20t nil Deposit List 15 Bill Air France Print Batch Checks 14 Bill Les Camions Wi Eee Check List 12 Bill LAN Cargo ay Ellie l 11 Credit ATLAS AIR IN Void Transaction outgoing Semen dg Credit ATLAS AIRLIN Save as Recurrent ee I 9 Bill ATLAS ARLIN Recurrent Bills LI Miscellaneous z Bill Landlord for offi aen Transactions 7 Bill Ed s Crane Sere P E Bill Custom Broker Ch Col nas 5 Bill Bils Storage U B P Bill Magaya Marie E E 13 Bill Crown Shippir Export PS Pll er I mi z History r Ff VP w wR gt Add Edit Delete Filter Actions The Actions list is also available when you select a bill and right click on it The following is a list of all the Actions Create Cargo Reports Select a bill click on t
14. Magaya software Accounting Manual la eelaie Payments Banking miaclaelsinelisi sansaits and more Magaya Software Accounting Manual Table of Contents 1 How to Use this Manual ccc cc cc cc ec wc wc cc cece cree cece cece eee enes 7 TOC UIC HOU serer rerea eee be e dee nee be Od eh haa emcees ee Re eS 7 How this Manualis Organized 4 224 00464046 e004 das bad S840 seo ae oS 7 Where 16 Find Help crs tserta mera e nr aere ROEM eared 8 2 Magaya Accounting System Overview c cece cece ccc cece secre eeeens 11 TMPOGUCIION Saue hrs Gs ade ok eB ep een os as eee BE aS ES ee EEA 11 Accounting FOIdErOVEIVICW sire weincawe riasso eee se dae ew eae ee ereye eee 12 Configure your Accounting System 0 0c ccc ccc eee eens 14 J ACCOUNTING Wizard iii 66 4 Sale dee een eee Sat eae Daan E oa ae wes 15 Accounting Wizard Overview hes soi eased aces a daees ag as aa os ES a 15 Enter Information in the Accounting Wizard 0 0 0c ccc eee 16 Entering Opening Balances 5id 0cccs74 4 Tustna aea ns Ska hl we e E eas e Hees 19 A hartoi Accounts e566 oe eee Swe EWG oO OE oe Oh eee ead 23 Chart of Accounts Introduction sa ce lt 855 Gaetan aera a tuece ew ad ee 23 Add tothe Chart or ACCOUIMS 2 054 403 0300 Gn dune e a e re A enews 24 Actions in the Chart of Accounts 0 0 0 00 eee eee ee ee eee eens 26 Conner DelaulL ACCOUDIS 6 is occur ae ean ete aE Zi Inyentory ACCOUNIS sesse 5 hie Sieh whee e SOA
15. Receive Payment Invoice List Dates To 1116720 Number Tape eaction Late 151 Invoict il 8 2013 150 Invoice ABL Sporting Goods Inc 1171572013 145 Invoice Jamaica Distribution Center IFEST E 146 lnvoice Jamaica Distribution Center U3 04 2013 Invoice 146 Invoice Upen Cari argo Reports 145 Invoice Open Jami Sales Reports 144 Invoice Open Mian 143 Invoice Paid Trop Export to QuickBooks 142 Credit Hemo Open Bare Export to PeachTreek 141 Invoice Upen Trop Go to document 140 Invoice Open Carit Print Batch 139 lnvoice Upen Jami Eo 138 Invoice Upen _ Bisc eee ae 137 lnvoice Paid Braz 136 lnvoice Upen Jami l 135 ee Open Jame Send To Online Payment System 134 Invoice Open Dest Exclude from Tracking ENTER PAYMENTS A dialog box opens Ej Accounting Transachon a Customer Payment Attachments intemal Notes A F Account Accounts Recenvable Check Humber Customer ABC Sperling Goods Inc Date Wief2014 Dapo foc Amt Aeceaved USD 20000 Pap valh few Memo F Show open raices Diiin a Invoines Accounts Currency USD Paid Type Dus Date Humbe Drg Ari Amt Dus Amt Fad References E ves recica 12a 156 200 00 0 00 0000 Sales Order 45 O No Invoice 02S 147 50 00 50 00 O00 Master Refernce Sh oO No Famen 100 00 T0000 0g O N Invore osaa 154 200 00 200 00 O00 Sales Order 41 O Na Inverce 029204 155 200 00 200 00 O00 Sale
16. Accounting Transaction Customer Payment Adjustments Attachments Internal Notes Internal Type Account Name Amount Payment amp diustLine Undeposited Funds EUR 55 00 Payment amp diustLine Exchange Gains and Losses USD 4 04 When you change the rate in the dialog box the system will ask you if you want to save the change so it will be reflected for all transactions using that currency that you create after this one Magaya Explorer YD You have changed the exchange rate For Euro Would you like to save this rater MULTIPLE CURRENCIES How TO SET UP MULTICURRENCIES IN YOUR MAGAYA SYSTEM If you add an adjustment to an accounting transaction on the Accounts tab of a transaction dialog box it will appear on the Adjustments tab of that transac tion such as the invoice dialog box This one shows the bank fee for a NSF Invoice Adjustments Events Attachments Notes Internal Notes Internal Type Account Mame Amount USO Date Bank Fee Income 20 00 077012011 InyoiceLine Multiple Currencies The Magaya system includes a list of common currencies that you can edit and add new currencies not included by default How to Set up Multicurrencies in your Magaya System This section explains how to set up your Magaya system to work with multiple currencies how to activate existing currencies from the Currency List or add new ones to it how to enter a transaction
17. Any automated charges you create will be added to online shipping orders as applicable when your customers create Pickup Orders Cargo Releases or Ship ments in Magaya LiveTrack Note If you want charges to be automated in online sales orders enable the charges you want from the Items amp Service list and then activate this option in the Configuration gt Online Sales Orders gt Generate charges automatically for online sales orders Then customers will see the charges online 252 AUTOMATE CHARGES PER CUSTOMER Automate Charges per Customer You can also automate or override charges per customer on the Charges tab of the Customer profile dialog box For example you can add an income item that applies to this customer 1 2 3 4 Income for this service for this customer Customers Address Billing Address Charges Pmt Term Other SQddresses Charge Price Currency Custom Charge Custom Charge Automatic Creation Charge Price Vendor Open the Customer profile dialog box go to the Charges tab and click Add Select the charge You can select income or expense charges Enter a fixed price or set a tariff For help setting a tariff see the section Customize a Tariff Optional depending on the type of accounting transaction you are creating Select the vendor to apply the cost to if this is an expense for you This option is useful whe
18. Attachments Intemal Notes AJA Accoun tetra cathe tee E Check Number 123 Customer Biscayne Bike Shap Date 7725 2011 i F Deposit te Bank Account Amt Received USD 2200 00 bel eric Division wall Accounts Currency USD Paid Tye OueDate Number Ong Amt Am Due Amt Paid felerences Name A Yes Invoice O8 24 A11 116 2200100 O00 220000 SalesOrde Biscayne Bik 1 Select invoices To recerve a partal payment please chick over the Amt Fad column Exchange Rate USD Existing Credits USD 0 00 Suggested Discounts USD 000 Amount Due Amount Pad Appked Discounts USD 0 00 Totals USD 000 USD 2175 00 Note Click the checkbox to show open invoices 2 Click the Accounts tab next to the Invoices tab 243 ACCOUNTS RECEIVABLE SPECIAL PROCEDURES PETTY CASH DEPOSITS 3 Click the Add button and add the information on the line Account Name Bank Service Charges Amount this is the wire transfer fee that the bank charged you this example shows 25 00 and a descrip tion this is optional but this example shows Wire Transfer Fee Accounting ransaction Customer Payment Adjustments Attachments Internal Nates AJR Account P PEA E Check Number 123 Customer Biscayne Bike Shop Date 7 25 2011 Deposit to Rank Account dunt Recerved USO 2175 00 2 Click Accounts
19. C Posted Bank Service Fees Yes 1 00 29 00 20 00 a It Remove lt gt Paid as Amount USD 25 00 Tax USD OOD Total Amount USD 25 00 Remaining Credi USD 25 00 Exchange Rate e The fields in this dialog box are the same as in the Invoice dialog box See the Invoices section for details Reminder All amounts will be treated a negative a subtraction for the selected accounts and items When a credit memo has been paid to the customer either in a check or credit ona balance the status will be updated in the Invoices List You can also see the status on the toolbar similar to the Invoices When you enter this transaction it will show a negative deduction in Accounts Receivable 56 ENTER PAYMENTS Enter Payments A Payment is a check or credit card payment that you receive from a customer This process creates a record of the payment in your Magaya system To create a Payment 1 Goto Accounting gt Payments 2 Click the Add button and select Customer Payment Pie Eb Saha Upra Macca fhe Peepree Redeak Wo g Keuc Opica Help m ga i a Send Customer Payment Vendor Refund B Chat of Account i Revd aaa Hit Cargo Compans I Seared Chant Eie l ATIS WA iih Sa Payment Recelpt fea Carriar Rts Mismi FL 33172 J d Dals TE1iA0CE Armd ed ee ee Zaila vun mound cus eri burl Falk 57 ENTER PAYMENTS 58 Or right click from the List view and select
20. STATEMENT OF CASH FLOWS 134 The summary of net income from operating activities for the time period is listed first This shows actual cash that has come in and what you have spent It does not show what you have invoiced customers only what is received or spent The Investing section shows cash used spent for investing in assets and the proceeds from the sale of other businesses equipment making or collecting loans or long term assets Any changes to these accounts gains or losses will show here This example shows zero investing because this cargo company is not buying or selling any businesses etc The Financing section shows cash you paid or that you received from issuing and or borrowing of funds or other outside financing activities For example if your company has stock and you sell it the cash brought in by that sale would show on this part of the report Also paying back a bank loan shows as a use of cash flow This example shows zero because this cargo company is not issuing stock etc The Cash section shows the net cash increase for the period and the cash at the beginning and end of the period SALES REPORTS Sales Reports Sales Reports show sales by item customer and agent Other report options under this menu are to create a report of open invoices and of aging accounts Accounting Psa Options Help Financial Reports d Sales Reports Sales by Item Detail Purchases Reports H Sales by Item
21. Select the start date Today s date is filled in automatically Change it as needed This is the date that the system will begin generating these invoices You may create the invoice template to begin invoicing the customer starting next week for example Next week s date will be used in the invoice You can also set up retroactive recurrent invoices by using a past date Set the end date or check Never Ends if the service is continuous Generate Select the frequency that you want to generate the invoice If you select Monthly also select the day of the month 1 31 If you select the 31st the system will default to the 30th for months that do not have 31 days If you select Weekly the invoice will be generated on Fridays e You can charge the customer in advance by clicking on the checkbox If not uncheck the box it is unchecked by default When charging monthly in advance the customer is paying for that whole month in advance The checkbox for On Hand cargo in the warehouse is used for fees The box is unchecked by default Checking the box activates the fields below it Use this option to calculate the fee on the invoice based on the amount of cargo on hand for the client The price will be calculated based on the tariff 259 RECURRENT ACCOUNTING CREATE A RECURRING INVOICE 260 you set up in this example it is for storage See the section on Tariffs and Rates for details If you want t
22. dently Configure liquidation options Qubgaing Incoming 3 Check the box for the agent shipment participation and enter the percent of Agent shipment participation 50 00 Salesman shipment participation 0 00 7 Note This is the same configuration dialog box available in the Liquida tion screen of a shipment Result The system will process the configuration automatically when a shipment is created Changes can be made per line of the shipment liqui dation screen if needed Set Per Agent Entering data in your Magaya system for agent participation is similar to setting salesperson s commissions 1 Goto Maintenance gt Forwarding Agents 2 Open the Agent s profile In the dialog box go to the Participation tab Click the Add button and select the type of participation you want Charge or Shipment Forwarding Agent Billing Address Other Addresses Participation AE Appl to Charge Type Value Invento Shipments Charge Bunker Surcharge Flat Value 10 00 No Shipment Percentage of Frofit 10 00 No OME Charge participation shipment participation Add Edit Delete UE Cancel Help 335 SALESPERSON S COMMISSIONS REPORTS In the Charge Participation dialog box select the Charge Type and Value The Type can be a percent a flat value or amount per volume weight or pieces Participation Charge Ocean Freight Service Type Percentage of Profit
23. 105 00 For more details on this costing method see the topic Average Cost in the Magaya Software Accounting Manual 132 STATEMENT OF CASH FLOWS Statement of Cash Flows This report shows a summary of how much cash is coming in actual received and going out of your business amount paid out over a period of time The following shows a sample of a cash flow report HWC Cargo Company Statement of Cash Flows June 1 16 2009 USD Ls Total dh OPERATING ACTIVITIES Net Income 1431 53 Adjustments to reconcile Net Income to net c Accounts Receivable 1274 27 Accounts Payable Sales Tax Payable Sales Tax Credit Inventory Asset ha Operating Activities Employee Federal incom per g er Federal Income Tax Pay Federal Unemployment 1 Income Tax Payable Medicare Tax Payable Notes Payable Notes Receivable Petty Cash Salaries Payable State Unemployment Tax Payable Vacation Pay Payable Current Asset Depreciation Expense Accounts Receivable VEB Accounts Payable VEB Accounts Receivable EUR Accounts Payable EUR Miami Dade Sales Tax Small Business Administration Net cash provided by Operating Activities INVESTING ACTIVITIES ae ay Equipment Investing Net cash provided by Investing Activities FINANCING ACTIVITIES Opening Balance Equity Capital Stock Net cash provided by Financing Activities Met cash increase for period Cash at beginning of period aiga 15424 06 Cash at end of period 20854 13 133
24. Account List tal F Apply only to approved invoices Appl Payment Date O Apply immediately O Apply on G days after creation date O oo days before due date m tenet Hee Check the box to enable online payments with PaySimple Select the account such as a Visa or Master Card that you entered in the Customer profile If you want to apply this payment method to invoices that the customer approved check this box Note Customer approval and dispute permis sions can be set up in the Web Track User list in Customers gt Actions Decide the date to apply the payment Apply it immediately set the number of days after the date that the recurrent invoice is created or set the number of days before the due date Click the Finish button to save Result The recurring invoice template is added to the list of Recurrent Invoices On the first of the month or preset day a new invoice will be created for that customer The invoice appears in the Invoices List If you are using the PayCargo service you can send the invoice to that service so the customer can 261 RECURRENT ACCOUNTING CREATE A RECURRING BILL pay it online or you can give the customer Magaya LiveTrack permissions to pay the invoice themselves online Note You can also save an existing invoice as recurring by clicking on the Actions button when you are in the document view of the invoice Ale Edt Soke Geet Manteno Sheorent Biava Meth dio
25. If you want to modify a rate for only one client use the Actions button in Client Rates Query Rates See the section Query Rates Choose Columns Use this to rearrange columns and add or delete columns in the rates list Import or Export data in XML or CSV formats in and out of your Magaya database CUSTOM RATES CREATE CUSTOMIZED RATES Create Customized Rates You can customize a rate for a client by using a wizard or by opening the Rates dialog box in the Customer s profile The rate can be based on the standard one created for all customers and then changed for a specific customer This custom rate will override any standard rate you set up in your Magaya system for that customer The wizard is available from two places in Magaya Explorer Right click on the customer name in the Customer List and select Rates from the pop up menu In the list that opens click on the Add button to use the wizard You can also access the wizard by selecting Client Rates under the Rates subfolder in Accounting H warehousing H 9 Maintenance ER 3 Standard Client Rates iz Client Rates S7 Carrier Rates A Client Contracts Lal Carrier Contracts Route Segments A Routes Accounting For details on using the wizard see the section Modify Rates for Your Customers The following example shows you how to customize a rate by using the Rates dialog box in the Customer s profile 1 Goto the Maintenance
26. Miscellaneous Accounting will be closed on or before Enter a password Restrict access to closed accounting p Restrict access to previous fiscal years Password oeeeee Confirmation seas 112 9 ACCOUNTING REPORTS INTRODUCTION TO ACCOUNTING REPORTS 9 Accounting Reports Introduction to Accounting Reports Magaya Explorer offers accounting reports including Financial Reports Standard financial reports such as Profit and Loss reports and Balance Sheets Sales Reports These reports provide information about sales by item or by customer about open invoices and aging Accounts Receivable Purchases These reports provide information about purchased items carriers and vendors about unpaid bills and aging Accounts Payable Multicurrency Reports View any gain or loss by doing business in multiple currencies Overview of Accounting Reports You can access reports in different ways in Magaya Explorer Many financial reports are available from the Reports option on the top menu Shipment Magaya Network Accounting Mesa Options Help Financial Reports ll Sales Reports Purchases Reports Name Profit Reports H H F Chart of Accounts Items and Services i Rates Saved Reports Invoices Invoice List Queue of Documents o Bills Table Other Reports Multicurrency Reports 40 Each report type has a submenu with additional options 113 OVERVIEW OF
27. Notes intemal Notes Number 23 Apply to Account Accounts Receivable 7 Transaction Date 4 21 2014 E Biling Address f Payment Terms Net 30 a Dae 5 21 2014 E ii Paid as Prepaid ba Amount USD 100 00 Exchange Rate 1 00 USD Tax USD 16 00 Total Amourt USD 95 33 Amount Due USD 95 33 The Adjustments tab of the invoice shows the details Adjustments tab of Invoice Example Mexico Intemal Type Account Name Amount USD Amount Applied to TaxLinelnvoice Sales Tax Payable 16 00 USO 0 00 Tax Collect RetentionLinelnvoice Sales Tax Credit 10 00 USD 0 00 Tax Collect Tax Collect USD 0 00 Retention Linelnvoice Sales Tax Credit Note There is a Spanish language template to display the retentions The template is available in the Spanish version of Magaya software and in the English version To get the Spanish template in the English version you must select the option during the installation of the software or during the update to Magaya software version 9 7 206 TAX EXAMPLE CANADA TAX EXAMPLE See the results in the Sales tax report Accounting Options Help a Financial Reports 2 gt Sales R rt p Ba Ea 4 ic Print aces Send Email Task R Purchases Reports P Profit Reports F ma i uF ue Other Reports k Transaction Detail for all accounts Add Edi 3 Multicurrency Reports F Trial Balance General Ledger Daily Journal saved Reports
28. Value 20 00 In the Shipment Participation dialog box add the value The Type is percent of the shipment profit Select the modes of transport for this percent shipment Participation Type Percentage of Protit Value 10 00 Ar Ocean around Import E sport OK Cance The system calculates the shipment participation for a charge partic ipation if one is set 3 Click OK on each dialog box to save To see how the agent s participation is generated in shipments see the section Liquidation in Chapter 14 of the Magaya Cargo System Operations Manual Reports Reports can be created in your Magaya system to view all commissions 336 SALESPERSON S COMMISSIONS REPORTS In the Salesperson s List or Agent s go to Actions gt Reports Other Reports Reports sales Detail lt Sam Houston gt statements d sales by Agent Detail Allow Tracking sales by Agent Summary Remove Tracking Open Invoices sar Houston gt send invitation Ernail Aging Detail 5am Houston gt WebTrack User List Transaction Detail lt 3am Houston gt sonigus Daring y Lan Profit by Agent Detail Transactions lt Sam Houston Transactions Listing Profit by Agent Detail Charges lt Sam Houston gt Qpen Transactions Rates Contracts Qn Hand Cargo to bill Magaya Express Link Denied Party screening d Choose Columns Import Export Ej ar TY X VY w Add Edit Delete Filter iim
29. imei _Invoices Currency USD Account Name Amount Desonphon Minus 25 00 Amount Paid is updated To receive a partial payment please click over the c m Paid column Exchange Rate U8 Amount Dus Amount Paid Existing Credits USD 000 Totals USD 0 00 USD 2175 00 MAGATA TIP The total amount received must equal the amount paid 2200 00 minus the fee of 25 00 2175 00 Click OK to save Petty Cash Deposits Use the Petty Cash account in your Magaya system to keep track of petty cash This can be done when making deposits from customers who pays you cash by 244 ACCOUNTS RECEIVABLE SPECIAL PROCEDURES PETTY CASH DEPOSITS depositing some of the cash in the Bank Account and assigning a small amount to the Petty Cash account 1 Goto Deposits and select Deposit Payment In the dialog box select the payments that you want to deposit Deposit Deposit Adjustments Attachments intemal Notes Bank Account Bank Accourl bel eric CT Show all undeposit funds Cuneney USD Deposited 7 lity Ji i e g Iau nt Waa D mison E Yes q Jamaica Distibubon C 01 31 2011 6 450 81 567 Undeposit Depos Exchange Aate Totals USD O 00 USD 60s 245 ACCOUNTS RECEIVABLE SPECIAL PROCEDURES PETTY CASH DEPOSITS 2 Click the Accounts t
30. open an item or a service and click on the Tariff button A dialog box opens Tariff Apply by Pound Use Gross Weight instead of Chargeable eight Prices in USD Min 0 00 Mas 0 00 More thar F ate T ariff details 1 00 0 00000 add Remove The tariff will be calculated in the currency that is selected in the Items and Services screen The screenshot above shows Prices in USD Select the option you want in the Apply by field Apply By Pound Ib Ww Prices mn US RIC CeS VAY Brit din volume vane A Value More than Calculated Tariff details 0 50000 0 35000 Add Remove Weight This gives you the option to select the weight units pounds kilo grams ton ounce or Troy ounce Min Max In the Tariff dialog box you have the option of entering a minimum and maximum price Enter the amount in the fields Min and Max as needed Rate per unit Set the unit as needed For example 50 cents for every 2 272 TARIFFS How TO SET UP TARIFFS pounds Ib When charging by weight the Tariff screen lets you charge a rate that varies based on the weight range Example For shipments that weigh more than 1 pound but less than 50 pounds the rate might be 1 00 per pound For a shipment weighing 51 to 100 pounds the rate might be 0 75 per pound Click on the Add button This activates the cells in the table Tariff Apply by Pave Pound Ib hi
31. 0 00 USD 1976 00 C ok C cme Hee e Select the A P Account for this bill If you are working in multicurrency and select an A P account with another currency this payment will be 85 BILL PAYMENTS 86 made in that currency and that A P Account will be updated with this payment transaction Enter the check number For information on setting up the numbering of checks see the topic Accounting Configuration Menu Select the Bank Account to use for this check If you have a credit card set up in the Chart of Accounts you can select it here also The balance for the bank account selected is displayed on the bottom of the dialog box The date is filled in automatically Select who to pay the check to Pay to the Order of If there are any existing credits or discounts to apply the amount will be displayed at the bottom of the screen If the vendor offered you a discount and you entered it on the Bill it will display here Add a memo as needed Check the box to show all open bills in the Bills List If there are multiple bill select the one you want to pay Enter the amount paid in the Amount field Click the OK button when done The check will display in the viewing pane To print a check click the Print button For more details see the section Actions for Checks PAY MULTIPLE VENDORS Pay Multiple Vendors From the Checks List you can pay multiple vendors Select the optio
32. 00 210 00 Ocean Freight Income 0 00 J3 2 Air Freight Income 0 00 4100 00 Documentation 0 00 110 00 General Ledger This report displays all general ledger accounts balance and transaction detail by account during the selected time frame Check Detail Lists the checks written the type of transaction the check number customer or vendor name amount and each line included in the check Use this to see a detailed view of your expenses Check Detail January 1 through June 17 2009 USD Type dk Date Account Bill Fayment Mangs2009 Anderson amp 30 delivery tee Bank amp ccount Wanrlar200s 22 Anderson amp Son Masters Bol Accounts Paya jsyos 7 Anderson amp Son Master TTT Accounts Paya Apr21 2093 1 Mag aya Bank Account Api 2009 j Waga ia r 123 Acc wts Para Invoice Detail Lists the invoices for the time period selected the type of trans action the invoice number and other information The report looks similar to the Check Detail report Bill Detail Lists the bills for the time period selected the type of transaction the bill number and other information The report looks similar to the Check Detail report Payment Detail See the list of payments and invoices paid including taxes retentions and more 150 MULTICURRENCY REPORTS Daily Journal This report shows all transactions in a selected date range Daily Journal June 1 17 2009 USD Trans ah Typa di Date Humber jp Accoun
33. 10 1 2013 t Biling Address Change Pe E 2710 Net 30 J Houston T UNITED STATES Due Date 10 31 2013 w Charges Accounts Account Name Amount Description Eritity Current Asset 12 000 00 Delven van HY Cargo Co Exchange Rate ho USD Total Amount USD 12000 00 Amount Due USD 12000 00 Make payments just as you would for any other payments such as for a loan or to pay a credit card by using the Check to Expense Depreciation is recorded using Journal Entries A Bill Credit is a credit from a vendor The credit may be the result of an over payment you made to the vendor or if they overbilled you If they send you a refund check you will create a Vendor Refund in the Payments List The following steps explain how to process a Bill Credit in Magaya Explorer 83 BILL CREDITS In Bills document or list view click on the Add button and select Bill Credit 4 Bill Ed s Crane Service 12052008 6 Bill Custom Broker A 12 05 2008 a Bill Bill s Storage Units 12705 2008 u a Canada 12 04 2008 hipping 1270172008 LLLI a Es a F r F af Ww Filter Actions A dialog box opens There are the following tabs Credit Notes and Internal Notes The date and transaction number are filled in automatically Accounting Transaction Credit Events Attachments Notes Intemal Notes Number 29 Crown Shipping Billing Address Ft Lauderdale FL UNITED STATES Account Account
34. 267 Periodic Invoices set up 169 Permissions roles for employees 14 Print checks 98 Priority of charges 35 Profit and Loss report 121 Purchase fixed asset 83 Purchase Reports 140 Purchase reports 81 Q Query Rates 289 QuickBooks 48 set up 167 R Rates compare purchasing and selling rates 295 create a custom rate 297 discount from carrier 312 enter your own rates 307 expire 310 filter 316 modify 322 multiple 306 RORO 285 309 set by range 285 transform from existing 314 Rates query 289 Rates standard 292 Realized Gains and Losses 151 Reconcile bank account 106 Reconcile bank view multiple currencies 109 Recurrent accounting transactions 254 Recurrent bill 262 Recurrent check 263 Recurrent invoice 254 Refund Check 71 Replace Account 26 Replace Item 36 Reports aging AR 138 bill detail 150 by agent 137 by sales 137 check detail 150 compare Balance Sheet 131 compare Profit amp Loss 124 customize 117 invoice detail 150 missing checks 151 multicurrency 151 open invoices 138 sales tax liability 151 save 115 tabs 115 transaction detail 149 trial balance 150 unpaid bills 142 Resale item automated 31 Resources help 8 Roll On Roll Off RORO 285 309 S Sales Order average cost items 173 Sales Reports 135 Sales reports 47 Sales tax 97 178 Salesperson commissions 327 Selling rate Standard 288 Shipment profit amp loss 128 Specific Identification of inventory 175 Standard client rates 292 create re
35. A Configuration yE Accounting 7 H E Outgoing Shipments E mie Dey td x a gt oe ene sides mi Edit Delete Filter fd Miscellaneous k To edit an existing Carrier rate double click on it or select it and click on the Edit button In the dialog box that opens click the Rates tab To edit a rate click on the Edit button To add a new rate click on the Add button Carriers General Address Biling Address Other Addresses Ailing Rates b ange Pmt Teme Alt Description Change Drign Destination Method Modes of Transp Ap This opens the same dialog box explained above You can also edit the rates for an existing carrier by right clicking on the carrier name in the Carrier List and select Rates from the pop up menu In the screen that opens click on the Add button Use the wizard to enter the information 287 CARRIER RATES ACTIONS IN THE CARRIER RATES LIST Actions in the Carrier Rates List Click on the Actions button in the Carrier Rates list to access the following options Other Reports j Reports d Create Standard Rate Create Customer Rate Modify Rates Choose Columns Import Export D 7 x Y z af w i Add Edit Delete Filter Actions Reports Use this to create a report of all carrier rates Other Reports Use this to create reports by carrier charge origin etc Reports can be sent to carriers by clicking on the Email b
36. ACCOUNTING REPORTS 114 You can also access reports that were saved You can also find many reports by using the Actions button in any Accounting list such as the Invoices List Payments List Bill List Deposit and Check Lists to see reports specific to each of these types of accounting transactions The Actions button in the Chart of Accounts shown below and in Items and Services also gives you access to many financial reports Other Reports Reports Profit and Loss Profit and Loss Detail Transaction Listing Reconcile Profit and Loss by Operations l Profit and Loss by Operations Detail General Journal Entries Divisions Balance Sheet Tax Table Balance Sheet Detail Choose Columns Statement of Cash Flows Import Export Transaction Detail Bank Account Transaction Detail For all accounts Trial Balance Missing Checks Daily Journal Reconciliations Chart of Accounts Actions button Sales Tax Liability Rep arts Sales Tax Liability Detail Mulkicurrency You can customize the reports in many ways such as changing the columns and the currency by using the Actions button or filter the report with the Filter button Columns include Last Payment Amount and Last Payment Date columns that are useful for AR AP summarized reports The date range can be changed using the date fields at the top of the list Click the Refresh button to see changes Reports can be created to sh
37. Actions button in the Bills list For informa tion on how to create reports of unpaid bills and aging AP see Chapter 9 section Purchase Reports Create Bills To create a bill go to Bills the document or list view in the Accounting folder in Magaya Explorer Bills are often created for telephone expenses marketing etc 77 CREATE BILLS Click on the Add button and select Add Bill First Previous Add Edit Delete Find Filter Crown Shipping MN Ft Lauderdale FL UNITED STATES Bill Date Howat Bill to HAWC cargo Company oida MW 10 Terrace Miami FL 33172 UNITED STATES A dialog box opens It has three tabs Bill Notes Internal Notes E Accounting Transaction Bil Events Attachments Notes Intemal Notes Number 1195 p endor Account accounts Payable Custom Broker 4 Transaction Date 44 27 2014 yt Billing Address Payment Terms 5 15 Net 60 yt MiamiFL Due Date 1 20 2014 w Charges Accounts Status Description Quantity Price Amount Tas Rate J Open Customs Broker 1 00 246 00 225 00 0 00 Paid as Total Amount USD 225 00 Exchange Aate ho Amount Due USO 225 00 On the Bill tab the transaction number fills in automatically but you may override this and enter the actual bill number from the vendor e Select the Account to the Accounts Payable account you need for this bill If you are working in multiple currencies there will
38. Check Detail Tax Report Invoice Detail Bill Detail Purchases Tax Purchases Tax Detail Tax Example Canada This topic shows examples of handling taxes for Canada in your Magaya system There are three types of taxes for Canadian businesses Goods amp Services Tax GST Provincial Sales Tax PST Harmonized Sales Tax HST This is used in provinces that combine the GST and the PST into a single Value Added Sales Tax In the Magaya system this tax is handled the same as any other sales tax There are two possible scenarios when applying a GST PST structure while invoicing e Simple tax calculation Compound tax calculation 207 TAX EXAMPLE CANADA SIMPLE TAX EXAMPLE Let s see how to handle each scenario in your Magaya system Note All sales taxes are created in the Chart of Accounts gt Actions button gt Tax Table Simple Tax Example For an invoice total 1000 GST of 5 50 PST of 7 70 208 TAX EXAMPLE CANADA SIMPLE TAX EXAMPLE Steps 1 Create a Provincial Sales Tax PST of 7 Dependencies Main Information Code PST ls Active Description Provincial Sales Tas Tas Authority Canada Revenue Agency Rate Amount Range Masimum USD Accounts Asset Sales Tax Credit Liability Sales Tax Payable 209 TAX EXAMPLE CANADA COMPOUND TAX EXAMPLE 2 Create a Goods amp Services Tax GST of 5 Dependencies Main Information Code GST Descriptor G
39. Configuration menu that applies to all customers Never apply Use this to turn this feature off Weekly This customer will be invoiced every week All the operations charges during the week will be added to an invoice each Friday Monthly When you select this option additional fields appear so you can set up to five separate dates to generate invoices This customer will be invoiced on the dates you select When you are done click the OK button to save TARIFFS AND RATES INTRODUCTION PERIODIC BILLING FOR VENDORS Periodic Billing for Vendors The system provides the option to group all the bills generated for a vendor ina period week month To enable this option go to the Payment Terms Pmt Terms tab of the Vendor profile For example set up the monthly billing period for a vendor such as an insurance broker so that every time a new insurance certificate is created the system adds the cost charge of the insurance to this monthly bill This guarantees that the bill created matches the monthly insurance invoice generated by the broker for the same month If this is not done you will have as many bills as insurance declarations submitted during the month to match one invoice Tariffs and Rates Introduction Introduction to Tariffs and Rates Tariffs and Rates can be set up in Magaya Explorer to calculate prices for trans actions The difference between Tariffs and Rates is e Tariffs are prices you set for se
40. DEPOSITS Click on a line in the Details table and a line will highlighted a Click on the table cell Account Name This activates a dropdown menu Select the account related to this line in the deposit for this example Small Business Administration loan b Enter the amount of the deposit by clicking in the cell under Amount c Type in a description by clicking in the Description cell d If there is an entity or customer related to this line in the deposit enter it by clicking on the Entity cell to activate the dropdown menu If not the Entity field can be left blank You can add as many lines as needed by clicking the Add button again and following the above steps The total amount will increase with each detail you add Click the OK button A Deposit ticket is created Hte F xX 3 FY F Last Add Edit Delete Find Filter Actions zoom HC Cargo Company of 25 AW 18 Terrace Miami FL 33172 UNITED STATES Deposit Ticket Account Number Memo business loan from bank ep 7 Total Amount USD USO 10000 00 a Cargo Setem vwe mad ava com 105 BANK RECONCILIATION Bank Reconciliation To perform a bank reconciliation go to Chart of Accounts select the bank account to reconcile click on the Actions button and select Reconcile Other Reports Inventory Asset Other Curr Reports Inventory Income Income Inventory Cost Lost Ofa Transacti
41. Ea Accounts Show all undeposit funds Deposited Entity Date mount Numbe O No Shimano 06 01 2009 60 00 O No JB Wire Co 0670172009 608 80 Undepost Deposit Exchange Fate Totals USD 668 80 USD 0 00 Select the bank account that the deposit will go to The date will be filled in with today s date Add a memo note as needed The checkbox to show all undeposited funds will be checked by default if the deposit you are making is new not existing If the list is too long uncheck the box to see only the deposits related to the transaction you are working on 69 DEPOSITING PAYMENTS e Inthe list of Payments click in the checkbox of the transactions you want to deposit The text will change from No to Yes Deposit Deposit Attachments Internal Notes Bank Account Bank Account a Date B 9 2009 Memo Payments Accounts Show all undeposit funds Deposited Entity Date E Yes Shimano 06 01 2009 mires JB WireCo 06701 2009 608 80 gt Undeposit Deposit Exchange Rate T atals uso odo USD 668 80 Click the OK button when done A deposit ticket is ready PXS Bly R A dd Edit Delete Find Filter Unfilter Actions zoom T MWC Cargo Company ar25 MY 185 Terrace hiami FL 3H 72 UNITED STATES Deposit Ticket o Account Name Bank Account sr oe Total Amount USD 70 ACTIONS FOR DEPOSITS The payment is now consid
42. Help E Financial Reports 5 Za Print sales Ebates t Send Email Task Purchases Reports Frofit Reports Other Reports Mlulticurrency Reports N Realized Gains and Losses Unrealized Gains and Losses argo To view payments by currency by click the Actions button in the Payments List and selecting Reports Then choose By currency saved Reports See the section Multicurrency Reports on in the Accounting Reports in Chapter 9 of the Magaya Software Accounting Manual for more details 235 RELATIONSHIP BETWEEN ACCOUNTING amp OPERATIONS MULTICURRENCY REPORTS Relationship Between Accounting amp Operations 236 Magaya Explorer links operations transactions with accounting functions in the following ways 1 Charges can be entered as you add operations transactions to your Magaya system The system uses the Items and Services that you defined in the Items and Services list under the Accounting folder to fill in the charge dropdown in the charge screen Warehouse Receipt General Commodities Charges Events Atbachmi Status S Open Florida State Taxes FLUSTATAXES Handling Fee Apply to finland Freight ILFGT INC ae Insurance Fee INS INC adas Pallet Lumber PALLUMBER Currency Palletizing Fee PALL ANC Show in documents B uantity Unit Price Amount USO eee err ets Description R
43. Inthe line click the column Account Name and select the expense account for discounts Note In Magaya software 9 3 and higher the system includes a default Discount Account In the Amount column click the space and enter a minus sign and the number for example to offer a 1 000 00 discount enter 1000 00 in the column The Description and Entity columns are optional 240 ACCOUNTS RECEIVABLE SPECIAL PROCEDURES HANDLING BOUNCED CHECKS The total will be updated automatically Click the Close or OK button to save Note You can set payment terms for a customer for a customer in their profile For details see the section Set Customer Payment Terms in Chapter 6 of the Magaya Software Accounting Manual Handling Bounced Checks Handling bounced checks in your Magaya system requires two transactions One records the bank fee and another creates a new invoice Scenario You have already received the payment but the check bounced due to non sufficient funds NSF 1 Create a Check to Expense When you receive the bounced check from the bank make a Check to Expense to record the bank fee Make the check payable to the bank for the NSF fee amount 20 00 Accounting Transaction Check Attachments Internal Notes Pay to the order of Bank of America Date 7 26 2011 4 blemo For NSF Amount USD 20 00 Division Detail USC Account Hame Amount Description Entity Bank Service
44. NUMBERS CONFIGURATION To set default accounts for the following transactions click the Accounts button In the dialog box make selections Default Accounts Default A R account For invoices Accounts Receivable Default AP account For bills Accounts Payable Default bank account For writing checks Bank of America Default bank account For deposits Bank of America Customers discounts account Customers Discounts vendors discounts account vendors Discounts cancel Help Save your settings Accounting Document Numbers Configuration Check the boxes in this section to set consecutive numbering for Invoices Credit Memos Bills Credits Checks and Journal Entries Accounting Main Document Numbers Cost Taxes Integrations Credit Limit Miscellaneous Use consecutive numbers For Invoice Credit Memo Set Use different numbers For different accounts F Bill Credit set 7 check set MW Journal Entry Set 163 ACCOUNTING CONFIGURATION Cost CONFIGURATION You can add prefixes and suffixes to the numbers Click the Set button In the dialog box that opens enter the information you want to display for the specific accounting document Document Humber Numbers Format Cancel Cancel Prefix Guffie Help Start number at 158 The created numbers have the following Format Frets Humber S uttix Do not allow duplicated numbers Save your set
45. Payment Attachmertz intemal Notes Accourls Receivable Check Number Customer Jamaica Distribution Center Date 11 18 2013 ee se oe 196 00 This invoice of 200 is discounted by 2 4 if paid within 10 days Invoices Accounts Cureney USD Pad Type Due Duate Number Ong Amt Ami Dus Amt Ped Suggested Discount Orcount Yes Ince M1772014 151 To apply this discount click Apply Discounts z To recerve a partial payment please chck over the cAmt Pad Exchange Rate USD Esing Credis USD 000 Suggesied Discounts USD 4 00 Ammourtt Dus Amour Fuad Applied Discounts USD 0 00 Tole USD 2556873 USD 196 00 When you click the Apply Discount button the screen is updated and the button is grayed out A discount can only be applied one 60 ENTER PAYMENTS time per invoice The invoice must have a remaining balance of zero to qualify for the discount Suggested Discount Discount 4 00 400 0 00 0 00 Due Date oie ma Amt Amt Amt Faid 0171772014 151 200 00 0 00 200 00 0270972011 108 1 504 95 1 504 95 0 00 ii Existing Credits USD 0 00 Suggested Discounts USO 4 00 Applied Discounts USD 4 00 Discount is applied Option Manually type a discount amount in the Discount column The Accounts tab displays the discount The account that the discount is applied to can be changed on that tab if needed To apply a discount manually for a customer that
46. Report f Income l shared profit from agent Air freight Income Ground Freight Incom Brokerage Fee Container Loading Courier Income Customs duty Federal Income tax refunds Fees Documentation Handling Fees Air Handling Fees Ocean Import Charges Inland Income Insurance Charges Income Ocean Freight Income Drayage Income Refund amp Credits Total Refund amp Credits Services Trucking Income Warehousing Income Warehousing Income in amp out Warehousing Income Loading Warehousing Income Pallet Warehousing Income Repac Total Warehousing Income Customs Validation Advance Payment Of Goods 4 Courtesy Discount Total Income 12985 09 1507 36 17304 28 0 00 1590 00 709 33 0 00 0 00 705 00 1190 00 0 00 185 00 345 00 969 08 9379 50 99019 21 1785 00 0 00 0 00 21 00 2920 80 4200 27 4038 89 0 00 0 00 585 00 8912 16 0 00 0 00 0 00 1157086 31 1890 27 015 33 11581 90 0 00 2690 00 445 00 0 00 0 00 200 00 1497 50 35 00 260 00 0 00 bf 24 62 2419 62 90852 18 2203 00 0 00 0 00 491 40 3028 00 42f2 57 2237 99 429 00 0 00 2565 63 9501 59 0 00 0 00 0 00 90927 07 Jun 10 4p May 10 4p Change 4 T86 S4 94 00 49 41 000 41 51 29 40 000 0 00 135 00 17 22 100 00 20 09 100 00 17 21 122 33 8 19 21 88 0 00 0 00 69 41 16 75 U36 00 47 100 00 0 00 77 20 6 20 0 00 0
47. Reports menu Accounting Options Help Financial Reports d l 5 F gt J fh Print Bol erite 2 Otte t Send Email Task Purchases Reports a i Frofit Reports Other Reports F n s d Mlulticurrency Reports N Realized Gains and Losses Unrealized Gains and Losses argo saved Reports There are two types of Multicurrency Reports available Realized Gains and Losses This report shows transactions that have a gain or loss that became realized actual because a payment was received 151 MULTICURRENCY REPORTS 152 for an invoice that had a currency rate change or because you paid a bill that had a currency rate change For example you invoice a customer for 250 Euros when the Euro was 1 75 They pay the 250 Euros due but the value of the Euro has decreased to 1 60 on the date you make the deposit The report will show a realized gain for that account If the Euro did not change the report will not show anything The columns in the Realized Report show The Type of transaction such as Payment or Bill Payment The date of the transaction The transaction number The Entity associated with that transaction such as the company that you paid the check to The Original Amount column shows the amount that the transac tion was originally set in The Realized Amount column shows that actual paid amount The Exchange Rate column shows you the rate of the currency The Gain Loss col
48. Tas Authority SAI Ecuador Rate r Amount Range E Minimum Masimum Accounts Asset Sales Tax Credit Liability Sales Tas Payable b On the Dependencies tab for this tax check the box This tax dependent on other taxes 193 VAT EXAMPLE ECUADOR TAX EXAMPLE Click Add to add the VAT Ecuador item you created in Step 1 8 Tax Withholding Dependencies This tas dependent on othe Name Code Type Layout Rate Authority Name VAT Ecuador YAT EC Tax Simple 12 00 SAI Ecuador Cok Cei C ie Click OK to save and close 194 VAT EXAMPLE ECUADOR TAX EXAMPLE 3 Create another withholding Tax called Ecuador Income Tax and enter 2 for the rate Click OK to save and close General Dependencies Main Information Code lnc bax E C le Active Description Ecuador Income Tax Tax Authority SRI Ecuador Rate a Amount Range E Minimum E Maximum Accounts Asset Sales Tax Credit Liability Sales Tax Payable ae tet ee ae 195 VAT EXAMPLE ECUADOR TAX EXAMPLE 4 a Create a Tax Group called Ecuador Tax Group B Tax Group Dependencies Main Information Code Tax Group EC Is Active Description Ecuador Tas Group Tas Authority Rate Amount Range Minimum Masimum Accounts Asset Sales Tax Credit Liability Sales Tax Payable Mt 196 VAT EXAMPLE ECUADOR TAX EXAMPLE b On the Dependencies tab add all the taxes crea
49. a journal entry select it and click the Detail button Adjustments The Adjustments tab reflects transactions that keep your accounts in balance 219 ADJUSTMENTS 220 The information on the Adjustments tab is Read Only It also shows the cost of inventory asset and then when you sell it the sale will show in the Adjustments tab as a deduction from the assets and it is converted to the cost of goods sold For example when you purchase an item for your inventory you create a PO From that PO you create a Bill When a customer purchases that item you create a SO and an Invoice for the customer The cost and income will show on the Adjustments tab of the invoice Accounting Transaction Invoice Adjustments Events Attachments Notes Internal Notes Intermal Type Account Name Amount US0 Date Applied to lnventomdssetAduetment nvarce Inventor Asset 450 00 OF 2672011 Barcelo Car lnventormdssetAduetmentinvaice Inventor Cost 450 00 OF 26 2011 Barcelo Car Another use of the Adjustments tab is to show adjusted gains and losses for currency exchanges If you are using multiple currencies you will see the differ ence between the rate on the day your created the invoice and the rate on the day the customer paid the invoice When you receive the payment and update the exchange rate in the Payment dialog box the Adjustment tab will show the difference in rates
50. add the rate information they give you in your Magaya system This rate will be used as the Cost in freight charges To set up the carrier rates follow these steps Go to the Accounting folder expand the Rates subfolder and click on Carrier Rates 282 CARRIER RATES SET UP CARRIER RATES Click on the Add button and select the type of rate you want to enter A single rate or multiple ones E yE Accounting lt y Chart of Accounts Items and Services H Rates Standard Client Rates Ge Client Rates Tal Client Contracts Ta Carrier Contracts Invoices Invoice List ae Bills 5 Bill List EF Payments EF Payment List 4 Deposits oy Deposit List S Checks ML m l Iinl Multiple Rates Single Rate 7 Filter This example will illustrate how to add a single rate Multiple rates is explained in the section Add Rates to a Carrier Contract The single rate will apply to one carrier for one transport mode and only for one origin destination In Magaya software there are many options for creating rates Create Rates by Welght Plece Container Volume Origin and destination Made of transport Commodity type 283 CARRIER RATES SET UP CARRIER RATES A dialog box opens The following example shows an ocean rate General Contract N otes Carrier Freight Service Class Ocean Freight
51. are no transactions to generate at this time When you log into the Magaya system you will receive a notice if there are any transactions to be generated if you have accounting permissions You can click Yes to generate them or No to generate them at another time Update On Hand Cargo to bill A note pops up to notify you that the update is in progress This will link a new recurrent transaction with ware house receipts previously received for the customer This is normally done automatically but this manual option is available Choose Columns As with any list you can choose the columns and their arrangement 266 PERIODIC INVOICES STEPS Periodic Invoices A Periodic Invoice will gather all the charges for a customer and place them on one invoice during a week or month Steps 1 First to enable this function for your Magaya system go to the Maintenance folder gt Configuration menu and select the Accounting section e Inthe Accounting configuration options select the time frequency of the periodic invoices Use the dropdown menu to choose Weekly Fridays or Monthly select up to five dates during the month E L LES J if O Accounting E Carriers 7 Di curea mp Ae gt Forwarding Agents rah Bil Credit Set D Warehouse Providers Customers Set Chak Set i Verdors 5 galaia rE m gasps A QuckBooks a Contact D Empoyees L Ports C Include A
52. bs Configure liquidation options Outgoing Outgoing mal Incoming Incoming Configure default accounts Accounts Currency Options Select your home currency Note This option is active only if there are no existing accounting transactions It is recommended that home currency be set up in the Startup Wizard To update a currency rate click the button on open the currency list For information on working with multiple currencies see the section Multicurrencies In that topic also find details on how to apply an exchange reate per the transaction date Automatically select account in entity s preferred currency in accounting trans actions Check this option if you want your system to allow you to define a preferred currency for an entity such as a customer or vendor By setting this all charges and transactions created for that entity will use the entity s currency The user will be able to change the currency per charge if needed This applies to charges created manually or automated charges 160 ACCOUNTING CONFIGURATION MAIN ACCOUNTING CONFIGURATION TAB This will apply to the field Apply to in Invoices to the Vendor field for Bills to the Customer field for Payments and to the Pay to the order of field for Checks E Accounting Transaction voice Apply to Humber Accounk Accounts Receivable oods ric Transaction Date 1 22 2015 EL Billing Address Change He
53. checks re issue invoice 44 C Cargo reports 47 billing 81 Carrier Contracts add a new 303 306 add multiple rates 306 Carrier rates 282 create reports 288 Cash 133 Charges automate 247 Charges dependent 251 Charges prioroty 251 Charges show or hide in documents 251 Chart of Accounts 23 Add to 24 Check numbering 86 Check create recurrent 263 Checks 93 check to expense 94 check to pay sales tax 97 pre printed 98 print batch 101 reports 100 save as recurrent 102 select template 98 void 98 Clear or unclear transaction 110 Client Contracts 302 324 Closing date 158 Commissions inventory 332 Commissions salesperson 327 Commodity Type in Rates dialog box 299 Company Profit Report by Customers 146 Compare purchasing reports 142 Compare sales reports 137 Contract Tab 286 Contracts 300 amendment 304 carriers 303 clients 324 Contracts Manager 301 Cost of Goods Sold 135 in the P amp L report 122 Costing Inventory configuration 165 Costing methods how to change 175 Costs prorating 146 Credit card receive customer payment 57 Credit Card set up in Chart of Accounts 25 Credit Card to pay expenses 96 Credit limit 168 Credit Memo 55 CSV file 50 Currency add a 224 configure to set per transaction date 222 Currency Statement per Customer and per Curren cy 153 Custom rate 297 Customer Payment 57 Customer Statements and Reports 136 D Daily Journal 151 Default accounts 27 Dependent charges 32
54. cost of the items you sell Bank Use this account for checking and savings transactions money market accounts and petty cash Undeposited Funds Money you hold to deposit later Fixed Assets For equipment or furniture that will not be converted to cash within one year Other Assets Use this account designation for any asset that cannot be classified as Fixed or Current Other Current Assets For notes receivable that are due within one year inventory value etc Long Term Liability Accounts that are due over a long period of time such as a mortgage over one year Other Current Liability Due within one year Examples are sales tax e Equity The net worth of the company e Credit Card Create one Credit Card account per card to track business expenses paid for with the credit card You will also need to add the credit card company as a Vendor in the Maintenance folder Enter the account name and number Select a parent account as needed This allows for grouping accounts in reports such as all freight accounts grouped together or all documenta tion etc Options Add any notes as needed The Inactive box is available if you do not want to use this account in the future 25 ACTIONS IN THE CHART OF ACCOUNTS Actions in the Chart of Accounts 26 The Actions button in the Chart of Accounts screen gives you many options Other Reports Equipment Fired Assets Ronie Employ
55. create a resale item as an average cost method item o Purchase items and create bills 170 AVERAGE COST CONFIGURE AVERAGE COST SYSTEM WIDE Sell items and invoice them See the purchases and sales on the Balance Sheet Configure Average Cost System wide Go to Maintenance gt Configuration gt Accounting Click the Cost tab The first item is used to select the costing method This example shows average Accounting Main Document Numbers Cost Integrations Credit Limit Miscellaneous Default Costing Method Average Cost This company uses Landed Cost When a charge is not applied by weight volume or pieces Prorate charges by cost 9 Prorate charges by pieces By selecting this configuration option this costing method will apply system wide If you want to set the costing method per item see the section Average Cost per Item Configure Average Cost per Item This section explains how to define the costing method of an item at the Inven tory Item Definition level not system wide 171 AVERAGE COST CONFIGURE AVERAGE COST PER ITEM The costing method of regular inventory items and resale inventory items can be defined For a regular inventory item select the costing method on the Accounting tab of the Inventory Item Definition dialog box Inventory Iter Definitions Unitary Value 0 00 Purchase ltem Sales ltem Inventory Type FIFO First In First Out
56. ees 198 Tax Example Mexi O csc ocak s oss OS SoS ee SESS STS RA SS 202 Tax Examples Canada 2 g604 lt ceeieet 24 iwi eel he dad 2 ae eee heed 207 Simple Pak EX aM le aces atest e cones 4 cane phe ee a aaa eh a 208 Compound Tax Example 0 0 0 0 eee eens 210 Approyve Dispute Invoices 20124 aie eg eee tak wie St ae tee ae ee 215 Approve DIspule INVOICES sarpi 3 SR ER e a TAPAS SRE RSS SERRE ES 215 Journal ENUIGS ssi cde 5 055 35 4 whe e a E se eae wade saad ales 216 Introduction t Journal Entries ereit ciiniiadeh eta eae en Saeed 216 Steps Create a Journal Entry 22 tci5 v2 04 tits aed oe Vee ee oe Be ed 217 Adjustments vs ctutacen et irienn etd See ois OE ON 219 Multiple Currencles tsiectcccrta heehee ee aid ethene eee 221 How to Set up Multicurrencies in your Magaya System 221 HOw tO ACh yale CUITeNCles wrier Rr E see donee aes 224 How to Add a New Currency to the Currency List 0005 226 How to Manage Bxchance Rates 53 4405 saad de ee toh bat Saad s 22 How to Create an Operations Transaction in a Different Currency 229 How to Create an Accounting Transaction in a Different Currency 229 INITIO MIECHIC YIRCDOELS siere iena Papin HR ceo bd eae eG de ewe ed 234 Relationship Between Accounting amp Operations c cee ee eeeee 236 Accounts Receivable Special Procedures ccc ccc cece ccecccees 239 Processing Discounts Manually 0 0 ccc eens 24
57. for all your customers clients rates from your carriers and customized rates applied to individual customers Carrier Rates These are your purchasing rates for freight services how much you pay the carrier e Standard Client Rates These are your standard rates for all customers You can make these available on Magaya LiveTrack for your customers to view 280 RATES RATES OVERVIEW Client Rates This groups all the rates for all your customers clients in one place You can customize multiple and single rates for customers using a wizard that is available in the Client Rates folder Entering Rates Carrier Rates You set rates for your customers Client Rates Customers pay you 281 CARRIER RATES SET UP CARRIER RATES The Rates folder also contains contracts See the sections on contracts for details The next section will focus on setting up carrier rates k Page One Magaya Network 2 Tasks ia Quotations Le Jobs i Bookings Ei Warehousing H Maintenance EEN EE M E E 22 Standard Client Rates F Client Rates So Carrier Rates Client Contracts Jaa Carrier Contracts aa Route Segments n Routes Accounting W E Outgoing Shipments E g Incoming Shipments if Miscellaneous Carrier Rates Set Up Carrier Rates Carrier Rates are your purchasing rates for freight services how much you pay the carrier For each carrier that you use
58. for currencies This will enable you to select a currency by setting the date of a transaction to match a past currency rate from a past corresponding date If you only want your system to have one rate per currency do not check this box Multicurrency When you check the box Use Multicurrency the system will activate the use of more than one currency in your accounting system Be aware this option cannot be reversed if there are existing accounting transactions in different currencies in the system The transactions would need to be deleted before the system will allow you to reverse this option You must click the Save button in this Configuration screen before you activate individual currencies Reverse Exchange Rate If you work with currencies that convert to very small amounts you may want to work with the reverse rate Check the box for this 222 MULTIPLE CURRENCIES How TO SET UP MULTICURRENCIES IN YOUR MAGAYA SYSTEM option and your Magaya system will calculate the rate for you Leave unchecked for the direct exchange rate Automatically select account in entity s preferred currency in accounting transactions Check this option if you want your system to allow you to define a preferred currency for an entity such as a customer or vendor By setting this all charges and transactions created for that entity will use the entity s currency The user will be able to change the currency per charge if needed This applies t
59. menu select Allow Tracking A dialog box opens Click the Tracking tab in the Web Track User dialog box Click the option Approve Dispute Invoices to make a checkmark appear in the box Web Track User General Tracking Restrictions Specihy the tracking permissions for this user Feature Query Rates Send Online Booking Requests Send Online Sales Orders Send Online Shipping Orders Click OK to save the setting for this customer To approve or dispute an invoice in your Magaya system go to the Invoices List Click the Actions button alternate right click on an invoice in the list and select Approve Dispute Transaction 215 JOURNAL ENTRIES INTRODUCTION TO JOURNAL ENTRIES Enter the reason in the dialog box Approve Dispute Transaction E A00rove O Dispute Comments Add note here The comment appears in the Events tab for the transaction Online Approve Dispute Option You can give your customers permissions to approve or dispute invoices online Please see Chapter 9 in the Magaya Software Communications Manual for details on giving your customers the option to pay invoices online Journal Entries Introduction to Journal Entries Journal Entries are used to track nonroutine transactions such as depreciation or sale of an asset When you create Journal Entries in Magaya Explorer they are saved in a list that you can sort and filter 216 Steps Create a Jo
60. need for the query in the dialog box that opens See details on how to use this screen in the section Query Rates Choose Columns Rearrange add or remove columns from the list view Import or Export data in XML or CSV formats in or out of your Magaya database Use the Query Rates button to open the query screen when you need to look up rates for carriers or to query selling rates The button can be found on the 289 QUERY RATES QUERY RATES Rates dialog box for Standard Client Rates and Client Rates The query dialog box is also available from the Actions button in Quotations and in the Rates folder for Carrier Rates Standard Rates and Client Rates Query Carrier Rates ie Cusp Dabe BIBS Freight Service Class g ans hethodt Ongre Deshna Curency USD Urited States Dollar Other Charges Cargo lnfamator Pieces 1 l Containerized eighe FPoundilb Commodity Type Yolme Cubic tooti Paces in USD Oescniptior Fale Armour Eritib Wl asimi Results List Right click to choose columns Total Amour USD 0 00 To query carrier rates go to the Carrier Rates folder To query selling rates go to the Client Rates folder or the Standard Rates folder The fields in the Selling Rates query dialog box are the same as in the Query Carrier Rates dialog box When the Query Rates dialog box is opened from the Actions button it can remain open while you move to other screens in your Magaya system
61. next screen the process is complete when the green bar is full Update Tax Updating Taxes Saving affected taxes please wait for the process to complete Progress z Back Cancel Click Finish to save The previous tax is now deactivated A tax can only be updated once The new tax is active and ready to use VAT Example Ecuador Introduction Value Added Taxes VAT are often used in Latin American countries The VAT is also called VA Impuestos por Valor Another common practice is withholding tax called Retention The following example illustrates how to create the tax items in Magaya to calculate these taxes so they are saved in your Magaya system when you need to pay them 190 VAT EXAMPLE ECUADOR TAX EXAMPLE Tax Example First configure your Magaya system to enable withholding by checking the box in the Configuration gt Accounting menu on the Taxes tab Accounting Main Document Numbers Lost l Tares Integrations Credit Limit Miscellaneous Tax Settings MW Keep tax For purchases as credit Fil i Enable cascading taxes Enable tax withholding Round taxes up by default Overview of the example of withholding tax in Educador For an invoice total ling 100 the IVA is 12 There is a withholding of income of 2 and a with holding of VAT at 70 Prepare to create these tax functions in your Magaya system This tax is payable to the Ecuador department of revenue ca
62. screenshot Transaction Filter Filter Type fe Type none Match all conditions Account Match at least one condition Number es Daie Division From To Sumer 10 172013 10 3172013 Only Cleared Credit Debit lt Credit lt 7 7 Debit lt e Comparative Profit amp Loss Reports To see profit and loss information from more than one period of time follow these steps 1 Goto Reports gt Financial Reports and select Profit amp Loss by summary only 2 Click the Configure button 124 COMPARATIVE PROFIT amp LOSS REPORTS 3 Inthe dialog box that opens click the Columns tab Select from the following Type of Columns By Month Quarter Fiscal Quarter Year Fiscal Year Select one of these to view the time periods to view columns The other dropdown Type of Analysis is optional You can also include an analysis of the time periods Type of Analysis Previous Period Previous Year Year to Date The anal ysis option can show a percent change or the amount of change Configure Report Header Info Columns Fonts i N umbers Type of columns Month ve Type of analysis Amount Change Percent Change 125 PROFIT amp LOSS BY OPERATIONS Click OK to view the report This example shows a comparative Profit amp Loss report by month with the percent change as compared to the previous month Comparative Profit amp Loss
63. selected an Income Account then this field will be Income Item Preferred Vendor This may be grayed out o Assets Account For purchasing inventory and reselling it This will be activated when you select the Type as Inventory o Inventory Item Select from the items in the dropdown or add a new item This will be activated when you select the Type as Inven tory This pulls from information from the Inventory Item Defini tions that are located in the Warehousing folder 31 DEPENDENT CHARGES e Landed Costs This tab only appears if your system is configured to be active This cost includes transportation costs of an item For details please see the topic Landed Cost Management 8 Click the OK button when done The item or service now appears in the list Automatic Creation Ifyou want to make an item service appear automatically on a transaction click the Automatic Creation tab Check the box to enable the automation and select the transactions If you don t want the charge to appear in the documents check the box items and Services Definition Automatic creation Landed Cost Notes M Enable Automatic creation far Warehouse Receipts WA Pickup Orders FK Quotation QT Cargo Releases CA Sales Orders SO Export Shipments Import Shipments Air Master Shipments AME F Air Master Shipments Atl Ar House Shipments AHE LAr
64. selected bank account For information on setting up the numbering of checks see the topic Accounting Configuration Menu Select who to pay Pay to the order of WRITING CHECKS The date is filled in automatically It can be changed if needed Click the Add button and a line in the Detail table will be created and highlighted a Click on the first cell in the table under the column Account Name When you click on the Account Name a dropdown menu will appear Select the account for this line b Click on the Amount cell in the table and type in the amount for this detail c Click on the Description cell of the table and enter a description d Click on the Entity field if this line relates to a customer and select the customer from the dropdown Otherwise the Entity field is optional You can add as many details to the check as needed by clicking the Add button again and following the same process The total amount will increase with each detail you add Click the OK button when done The check will display in the viewing pane 95 WRITING CHECKS If you pay expenses with a credit card enter the information as shown Accounting Transaction Check Attachments Internal Motes Bank Account Wisa credit card s Number Fap to the order of Office Depot Date 117 2172013 4 Memo Office supplies Amount USC Division Detail USD Account Name Amount Description Entity Add Advertisin
65. this for items that you keep in your inventory and sell If you select Inventory then the Assets Account and Inven tory Item dropdowns will be available For the Tax Code field select a sales tax to apply to the item or service To set up the sales tax go to Chart of Accounts Actions button Tax Table Enter a description of the item The Code field will fill in automatically based on the description Select an account the item or service will refer to in the general ledger select the account you want when you run your income statement to see this item reflected in depending on how detailed you want your income statement to be The item or service will be income expense or cost of goods sold depending on what account it is related to For example a storage fee is assigned to a Cost of Services account Ground Freight Income is assigned to a Ground Freight Income account Enter a price If you want to have the price calculated use the Tariff button For details on using the Tariff dialog box see Chapter 11 in the Magaya Software Accounting Manual If you check the box to indicate this is a resale item the fields below the checkbox will become available The checkbox Create related resale item automatically is used if you want your Magaya system to automatically create a resale item when either a manual expense or income charge is created Income Item or Expense Item If you
66. to the cost of the item itself 175 LANDED Cost MANAGEMENT CONFIGURE YOUR MAGAYA SYSTEM FOR LANDED COSTS Configure Your Magaya System for Landed Costs Go to Maintenance gt Configuration gt Accounting Click the Cost tab Accounting Main Document Numbers Cost Tares Integrations Credit Lirit Miscellaneous Default Costing Method Average Cast This company uses Landed Cost When a charge is not applied by weight volume or pieces Prorate charges by cost Prorate charges by pieces Click the checkbox to activate the Landed Cost options When you check this option also decide how to prorate the charges by cost or by pieces The Landed Cost setting automatically prorates the costs and creates the asset adjustments for additional charges found in Purchase Orders PO when the bill is created from the PO If you bill a third party instead of the main vendor the landed costs are also updated If items are added or removed the system updates the landed costs Save the configuration Landed Costs in Items amp Services To use landed costs you must tell the system which item in the Items amp Services list will calculate landed costs Go to the Items amp Services list Select the service charge such as Inland Freight Cost and double click to open it 176 LANDED COST MANAGEMENT LANDED COSTS IN ITEMS amp SERVICES On the tab Landed Cost check the box t
67. will show invoices for the operation transactions whether they fall into this period or not e The operations are on the left and the transaction numbers are listed under each type of operation The income expense and profit columns show the amounts for each transaction and the totals To filter the report by operation type click the Configure button and select the types of operations you want to see such as Pickup Orders etc The detailed report by operations shows all the accounting transactions that are related to each operation transaction Type d Date dit Number ap Name la Income qp Expense Shipments Shipment lt Ocean Shipment 6 gt Master 123 456 Booking 8977 Bill Decoay200B 1 Tropical Landscaping 0 00 4000 00 imvoice DecO42006 1 Categena Constru 3000 00 0 00 Invoice DecO4r2008 2 Caterpillar Equipment 4000 00 0 00 Iroc DecvO4r2008 3 Tropical Landscaping 6000 00 0 00 Credit Memo Dect42008 4 Cartegena Constr 000 a00 00 Total Shipment lt Ocean Shipment 6 gt Master 129 456 Booking 8977 15000 00 7000 00 The Income Expenses and Profit are also shown in columns with totals at the bottom 127 SHIPMENT P amp L REPORT o The customer name or vendor number and associated account such as Accounts Receivable or Accounts Payable are displayed The miscellaneous income and expenses are displayed This will show any accounting transaction that is not associated with an operations trans
68. your Magaya system you can enter the rates for this contract 305 CARRIER CONTRACTS ADD RATES TO A CARRIER CONTRACT Add Rates to a Carrier Contract After you add a contract into your Magaya system select it to add rates to it Comrect Gales Thi yem bo dete ir From 17 j2 a la 37 aag qu x Contracts P F K F F amendments tor Contract 501122 a gt My Gr Humber Entiy Eflectwe D Humbe EBectwe Cortract Emplopes bloe SUPT 2 SUD HAMBURG Olan SUD 23 OSA SLIT att FudmmneHi ator IWITLAL apr eeii SUB Admine Contracts Amendments Rates tor Amendment lt SUD11 23s Cee Shatus Tanki Changa enipiion Curent SUD HAMEUAG OOL FF Ocean Freight Serice Coct Electonics Rates 1 Inthe Rates section click on arrow on the Plus sign and select from the pop up menu Rates for Amendment lt INITIAL gt DE 7 a F Multiple Rates Single Rate Status Carrier Charge on Date Origin Use the Multiple Rates option to create carrier rates in batches for many ports of origin and destination Use the Single Rate option to open the rates dialog box to enter one rate for one origin destination This is explained in the section Set Up Carrier Rates The following example explains how to enter multiple rates 306 CARRIER CONTRACTS ADD RATES TO A CARRIER CONTRACT The wizard that opens contains the following fields Add Multiple Rates Wi
69. 0 Handling Bounced Checks 2 2 0 0 0 teenies 241 Processing Wire ranster Fees 0 64 2i cd biagh thar Sagh cheered ghetadeaee 242 Petty Casi DEDOS 6 ius i citieg waters anda 2 alas A i eh ee ee ok cee ae a eee 244 hy Automated ACCOuUNUNG siicsccsebiciced ticiet oleae hee ee ee ee 247 Introduction to Automated Accounting 0 0 0 eee eens 247 Automated Creation of Charges 21044640 eawedwetenesr divelawerveadaeweds 247 Automate Charges per Customer 4 60 keh sds sake dws Rk aes eee aw 24 253 Creatas Charges ToM ONES excsy autre deen a i eaten E eden nae aden cea 254 Recurrent ACCOUMOING 6 i 2004040 54 0ctaGsbd eamaedtien dele eisai d 254 Introduction to Recurrent Accounting 0 0 0 0 cece 254 Create a Recurring Invoice 0 0 0c eee eens 254 Create a Recurring Bill 506e2ue ose rule PRE RS ae RE RSS Re SEAR APRESS 262 Create a Recurrimg Chete gtaicty bu Mans Meare Lek Steet ar i a peat Se 263 Actions for Recurrent Transactions 0 0 0 0 0 ccc cece eens 266 Periodic INVOICES 2scwrcc satura e to cee Cowes oo ai eee Stet ee ees 267 SDS enh cares a ec eee dosh are aaa ap a age te rd ae ee eel wo ae Med oe ees 267 Periodic Billing for Vendors a 24 ata cs 2d te eee bees ae dese ee eas 269 Tariffs and Rates Introduction ccc cece cece cece eee cece eens 269 Introduction to Tariffs and Rates 2 0 0 cc eens 269 TAS 2ecovoakeotoris wieteeee A teehee eet diese eeaueeeyeues 270 Maritise HMODUCTIONY 25 00
70. 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 Currency USD References Master 12 5647363 F Master 44 77 Referal Master 44 77 Refera Warehouse Receipt WIH Sales Order 7 Purchase Order 7 Purchase Onder 13 Master Booking Bf Warehouse Receipt 11 Master 34 25416161 House HEOLS Booking C Ha Eil gizi jawa 0 00 House HBOL4 Booking z F W Bank account Wea cred card om ae er Amount paid 9 863 35 Current balance 436 00 In the next screen if there are any bill credits select the credits to apply Pay multiple vendor wizard Select the credits to apply Select all the credits to apply bo the previously selected bile You can select partial credits by clicking and entering a new value in the Amount column Available credit with the selected vendors Currency USO Paid Type Que Date Number Orig Amt Amt Cue Amt Paid References Name Ef Yes Credit if 55 00 0 00 55 00 DELTA AIR LINES Bank account Bank Account Amount due 65 732 54 Current balance 42 701 10 Amount paid 4 429 69 88 PAY MULTIPLE VENDORS In the next screen the system shows you the checks it will create for you Pay multiple vendor wizard Checks List of checks to create The following checks will be generated Ben Lipton DELTA AIR LINES INC 4 These check numbers are
71. 00 0 00 Ai 20 The report can also be saved To view saved reports go to the Reports menu and select Saved Reports In the dialog box that opens double click on the report name to open it Profit amp Loss by Operations This is a unique report only available in Magaya software It lets you see the profitability of your business from a different angle When you use the accounting features in Magaya with operations each operations transaction will have several accounting transactions such as bills and invoices related to it 126 PROFIT amp LOSS BY OPERATIONS This report will list each operations transaction for the time period with the associated income expense and profit coming from the related accounting transactions Here is an example of a Profit and Loss report by operations AWE Cargo Company Profit and Loss by Operations December 18 2008 through June 16 2009 USD Expense 4p perations Pickup Orders 27 3825 00 Total Pickup Orders 3029 00 its 0 00 22 00 114 75 9 00 214 75 shipments Shipm ent20 Master BoL 7155 Booking 364 34 3 Master 66345 Booking BN343 600 00 Total Shipments ggd 34 Total Operations _ _ 5004 09 Miscellaneous Other Incomes 0 00 Other Expenses 7266 00 7266 00 e The date range of the report is displayed on the top This is the date of the operations not of the accounting transactions For example the report
72. 00 0 00 75 00 otal AIP Aging Detail December 19 2008 through June 17 2009 USD la Date Name a Aging q gt Amt Due Current Bill Juno 2009 Croan Shipping Jul 1 2008 800 00 Credit Jumis F2 British Aireays 75 00 otal Curment 1 30 Bill Apne 12009 B PYE Piging Co Miaa 172009 Bill Apr 12009 Magaya Maw 12009 Bill Apr2v2009 30 ISLAND EXPRE Mari 12009 Bill haus ZY Croan Shipping Mayra 1200S F x FB PJ j D a gi 143 PROFIT REPORTS OVERVIEW Profit Reports Overview 144 Profit Report are available by Customer by Salesperson or by Agent ava Network Accounting M s Print ickup Orders ickup Order List warehouse Receipts warehouse Receipt List Tornimodity List argo Releases argo Release List argo Movements cargo Movement List tackage Types ocations Varehouse Inspector nventory Organizer Options Help Financial Reports Sales Reports j Purchases Reports Profit Reports Other Reports d Multicurrency Reports P Saved Reports Queue of Documents Table Table Queue of Documents Table Queue of Documents Table Table Table te Profit by Customer Profit by Customer Detail Transactions k Profit by Customer Detail Charges Profit by Salesperson Profit by Salesperson Detail Transactions Profit by Salesperson Detail Charges Profit by Agent Profit by Agent Detail Transactions Profit by Agent Detail Charges E Till Ws TL
73. 3 mous eea aah Cae eae ORE eae oe na mewe beeen 270 TOW OSG at G es cana Creve cance pee ene mae een ee eee pi Howto Customize a Tarni oeox as Hou een od ded ee Cake ai e T heise es 278 RATOS hss ob eee eae eee Giunta nes eee ET 280 Rates OV CIVICW roa are tak og te Oe ese oe a cae eran ae PO aS 280 CAIC IR ALCS oeiee soen iede te wite erie we ioe Ses eras rei E laren lal eae ieee 282 Det UO Caer RIES 2 ya te teat 2 ies diet chante Er gi coumrave tah aan apace EATA 282 Actions in the Carrier Rates List 0 0 eens 288 Oury RIS ochre rer aE ose ee hee Gna ote are ceed 289 WUCIY RACs a oeeena ere T AE LS ee ART See eae ae 289 Standard Chent Rates 2 5 i 0 400 ot ett edd Bee cae eet eee Meee cadets 292 Steps to Set Up Standard Client Rates 0 0 00 ee 292 Actions in the Standard Client Rates List 0 0 00 cee eee 295 Caston RAGS asariari ka Seco ae taste asta San exes yee es 296 Create Customized Rates 2 cece teen nas 297 Carrer COMPAS geiccecain wea e cue ce oi os ie ct oie eke ot ee 300 IManacine COMMACtS evry Gate thee ae La eater eRe ee aa A 300 Add a New Carner Contract 60 4 4 6cuc whe named bd aeSwh ena eae een amp s 303 Ada Rates toa Carer Contract 5 0 8 ag Poa a ge akna graced ae Pe ee GG aac 306 Amend Rates 34 52 004 6 5 5 52 ceuee 0643 6 aOR EE aso rie ea tee rw ee 312 Amend Rates based on GRI 0 ene 313 Modity a Standard Rates 2304 ae be 2s at ae Ge deo hoe a o a duende bak 320 Modify Rates fo
74. 4 Actions Detail Additional reports are available from the Reports menu on the top of your Magaya Explorer Select Profit Reports to see profit by salesperson or agent The Sales Reports menu option also includes other accounting reports that show commissions such as the Sales Reports by Item report Also see the Chart of Accounts to make a report from the Actions button to see accounts by Type Code the commissions are grouped under Expenses 337 SALESPERSON S COMMISSIONS REPORTS 338 Index A Accounting and Operations relationship 236 Accounting configuration 157 Accounting reports 113 Accounting roles and permissions 156 Accounting Wizard 15 Accounts Payable 77 Accounts Receivable 39 Adjustments 219 Administrator role 157 Advanced payment 62 Aging AR report 48 Amendment 304 AP 77 API integrations 167 AR 39 Assets 131 purchase a fixed asset 83 Assets inventory 131 Automate charges 32 Automate charges per customer 253 Automated accounting 247 Automatic creation tab 250 Average Cost 170 Average Cost configure per item 171 Average Cost configure system wide 171 Average Cost items in a Sales Order 173 B Balance Sheet 128 Average Costing method of inventory 132 Bank reconciliation 106 111 Bank reconciliation undo password 158 Banking 93 Bill Credit 83 Bill Payments 85 Bill create periodic 269 Bill create recurrent 262 Bills 77 periodic 82 recurrent 82 Bounced checks 241 Bounced
75. A 126 Shipment PL REpot serge yt hee get aan 8 oad b Ree se eae ea ees 128 Balance SNS CU oe tec ae dela ede tain ere aire nok A wee a ax enc a eRe boas 128 Statement OF Cash PIOWS a i lt 40ieg eee ae CoE See ANETE eee eee Beats 133 DALES INC DONG atid gb Oe Maen ceed wee a ata ee a See wage cae Oar a Ge a a 135 Purchase REPOS 5 4 i606 eer Bane bee hs te oe a eed eo oe 140 PRO REpOrs Overview 0h a6 dons eaun oS Gusts nes oo dens 9 EE EET 144 Customer Pront REDONS scesa adaha e a E Gad ae SN amp Ws GE se a 146 DalespersOm PIONER pO 4 yews ie ote tee eho ee eee be ee ee eee eee 147 AGcnt PION RCDOLL lt 4 2 hacen Gace eet bees decvannaddatad sake RRES 148 OME RODOS 4 amc eat woes oe She RRMA RER See EaasaehGedeee cur asee 149 INTGITICUPEENCY REPONS 6 008 gear tae eed a Beek eae ee aaa Soe ae Res 151 10 Advanced Accounting Features cc ccc cc wee ccc cece reece eee eens 155 Setting Accounting ROIS suset odaie be kw tee a GR Rae G aes 156 Accounting Configuration sssssssosssesscssoooososeseeeeooos 156 Main Accounting Configuration Tab 0 0 ees 158 Accounting Document Numbers Configuration 0 0 00 163 COStC OC URATIOM secesii an eni Bide e ecard cued ede ecu eats Salih ae 164 Tax COMM Cura OU siii Green ee death a Gena tahun aa a borne i 166 Accounting Integration Configuration 0 0 0c cece ees 167 Cr dit Limi COMmeuranOn 2 4 i0tdcdastee ce a Gece eee ee Rha Ga Gd 167 Miscellaneous Accounting C
76. AM Panama Hasar printer rate J T1 Miami Dade Tax Price 0 00 my MRP e bis a resale item Dollar Account Other Incomes Create related resale item automatically How to Use Sales Taxes in Invoices and Bills 180 SALES TAXES CREATE A WITHHOLDING TAX RETENTION When you select the tax in an invoice or bill the tax amount will be calculated based on the tax percentage of the tax item and will be added to the total The amount of the charges will be listed and the tax amount will be shown sepa rately Then a total that includes the charges and the tax will display This is the freight charges screen from an invoice Income Freight Charge Ground Freight Charge Notes Freight Service Clase Ground Freight Service T Description FLS Florida State Tar j Currency i WA Colombian Tas Tie Mena Ta kee Show in documents No of Gross Grass Chargeable Rate Charge Total Amount Pieces weight Ib Volume FF Werght lb Create a Withholding Tax Retention Withholding taxes are common in certain countries When it is configured and used in invoices the withholding tax amount is subtracted from the invoice total because the buyer withholds it from the seller and then pays it to the government tax authority 181 SALES TAXES CREATE A WITHHOLDING TAX RETENTION First configure your Magaya system to enable withholding by checking the box in the Configuration gt Ac
77. Air Freight Income 7 348 13 Ground Freight Income 10 00 Total Freight Income T 250 13 Services 969 56 Total Income 14 207 94 116 CUSTOMIZE REPORTS Customize Reports You can enhance and customize the format of reports Change the font color size etc of the different elements in the report such as company name title subtitle columns headers rows etc Steps 1 Click the Configure button on the bottom toolbar in the Document view w Actions Close A dialog box opens with three tabs Header Info Fonts and Numbers The Header Info tab displays your company name the report title and sub title you can change any of these as needed 2 Click the Fonts tab Select the element you want to customize such as the Header Company Name Make changes to the font and click OK Contiqure Report Header Info Frot by Operations Fonts Numbers Configure font for Font Properties Name Fone Avil a Header Company Name on Arial Report Title Gize 18 4 Coo B Header Report Subtitle Po Header Report Date v Bold Italic Body Column Hames l Body Row Labels Preview Body Report Values Body Report Totals AaBbCc Cancel Help Other custom options on the Numbers tab e Display whole numbers or numbers divided by 1000 Output numbers using the thousand separators for example 1 000 000 00 117 C
78. Arou 30 00 Ta 0 00 Total 30 00 The invoice form can be changed by clicking the Actions button and choosing Select Template In the dialog box you can choose different templates and link them to this 45 ACTIONS FOR INVOICES transaction or set the template as the default Select Template Templates Hame Invoice File Invoice for Couriers Invoice Penodic Invoice Penodic Multicurency Invoice Standard Invoice Standard Multicurrency Invoice Standard 19020 Invoice Standard 19020 Invoice Statement Invoice with Tas Invoice with Tas Multicurrency Filename Accounting ile sdf AccountingF orlourel perodicinwoice sdf perodicinvoiceM EC sd Accountingl ng sdf Accountingo righ C sr Invoice kitty sdf Accountingl ng 190 lnvoice Statement sdf Accountingyith axl Accounting ith ast Template Preview Link selected template to current transaction _ Set selected template as default If you click the New or Copy buttons the Magaya Document Designer opens This program is used for customizing templates See the Magaya Software Customization Manual for details You print this invoice from the document view or print multiple invoices the list view If an invoice is related to a shipment you can include that information in the list of invoices Go to the Invoice List gt Actions gt Choose Columns gt Master Ship ment Name If you want to see the currency rate i
79. CU FAV ADIC cakes sete see yat steer yadeueeeueestee seat sees se 77 Introduction to Accounts Payable 0 0 0 nes v7 CEIC Bis 24454 ntdsay Kaaba haa BOGS Hed Saree Soa tee CESSES R ees 71 ACHUOMS OD E chee ate a a EE ce ene Fae ee a eee 80 PSA CRC Sg 25 stasis oe sea aha enera aa aes a edhe aa E 83 BUEYES e eea T E A E ec ae ae EEEO ERA 85 Pay Muliple Vendors 06 hits cape ado BE Gs WAM amp Bela Sieh aw BOD Gs WE amp Ha a w Ee 87 Von ORRO MNO oarra ea a aus ee A A ee ae A a 90 Se Bankni ern free mea E ae eee ee S 93 Introduction to Banking in Magaya Explorer 0 0 cece eee eee 93 WY TAC HE CIS oh bea ao retectncay 4a E one areal 4a RIN E Ray Wien D ENE 93 PCTIONS TORC DOCKS hemeccacash a decus ieoa ser aaah aro Ged aah oS nee nen oes aa eee 98 Makma Depos aratan e gases acer e ees ae ater Seca cere aes AE SO 103 Bank RECOnCiNauion y 00 eke Bek Seb ee ee ke i Bee ee ees 106 9 ACCOUNUIHE REPOT eoni os Serer sare EE E se ee oer 113 Introduction to Accounting Reports 0 0 ccc eee eens 113 Overview of Accounting Reports 0 0 ccc eee eens 113 COSOM Ze REPONS 2 f4t hacen rca au Gass Ga a Oe E oie 117 Financial GpOls resen tarraa Taa e te meats s aa arms enea aa aa crete e 120 Profit amp LOSS REPO 5 93 49 a6 Gh kha G Ba EARS RAYS EE SER ORES 121 Comparative Prontce LOSS RepOtts 5 34 a cwwie ek Reseed bi acme ek Payee hace 124 Profit amp Loss by Operations sire sit oon acd aa bo He a ed 4 EO we
80. Change the current one or change a past one To change the exchange rate of a currency for today s date double click the currency A dialog box opens Currency Name Japanese Yen Code JPY Symbol Exchange Rate 108 94 JPr USD Last Update 9 18 4014 GairLoss Account Exchange Gains and Losses wy 2 This currency is active Cancel Help e Enter the updated exchange rate in the Exchange Rate field Today s date is displayed by default The date field is not active in this dialog box e Click OK to save the changes The system updates the current rate and saves the history of the previous rate in the Detail panel To change a currency rate for a past date 227 MULTIPLE CURRENCIES How TO MANAGE EXCHANGE RATES Right click the currency and select Enter previous exchange rate Contiguration Currency List Hame Code Rate Revere Rate Account Name M United States Dollar USD 1 00 1 00 Exchange Gains and Losses Mw Swiss Franc M Mexican Peso i Gai dL Enter Previous Exchange Rate r re b ange Gains and Losses M Japanese r en Export ange Gains and Losses Mm Euro ange Gains and Losses M Chinese uan Choose Columns ange Gains and Losses M Brazilian Real mnie T ange Gains and Losses O Wenezuelan Bolivar WEB 1 920 00 0 00 Exchange Gans and Losses O Thai Baht THE 39 51 O03 Exchange Gains and Losses O Tawan Dollar TWD 33 16 003 Exchange Gains and Losses O
81. Changes 20 00 For NSF Delete 2 Now create another Invoice Click the Accounts tab of the Invoice dialog box as shown here Charges Account Name Amount Description Entity Bank Account 1 500 00 Freight charges Invorce 1755 Bank Service Fee 25 00 For NSF 241 ACCOUNTS RECEIVABLE SPECIAL PROCEDURES PROCESSING WIRE TRANSFER FEES Include the amount that you will charge your customer to cover the fee that the bank charged you 25 00 and the amount that the customer paid in the check that bounced 1 500 00 that needs to be subtracted from the bank The Bank Service Fee is the income account in the Chart of Accounts for bank service charges such as this bounced check fee of 20 00 This example shows a fee of 5 00 added for processing Processing Wire Transfer Fees 242 When you receive a payment via wire transfer the customer sends the full amount but the bank charges you a fee for the wire transfer There are two options to process this 1 The payment that you receive will show the fee or 2 process the payment in full and create a Check to Expense for the wire transfer fee ACCOUNTS RECEIVABLE SPECIAL PROCEDURES PROCESSING WIRE TRANSFER FEES The choice depends on how your bank charges you The following example shows how to process option 1 1 Inthe Payment dialog box click the invoices that you want to apply the payment to Accounting Iransaction Custome Payment Adiustments
82. Costing Method Average Cost Commissions For a resale item select the costing method on the dialog box p Resalable Inventory Item Wizard Inventory bem Definition Part Number Model Description Package Keep inwenbory by serial numbers L xW gH 0 00 0 00 0 00 in Save serial numbers when items go out ohare 0 00 Fs Has variable weight teeight 0 00 b Associsted hems and Services Purchase Price a USD 7 Sales Price i USD x Pianu acturer cient Geneeated tems and Services ote Deseripticns AYE Girt Cost tam Inventory Cost 7 Sales item inventors Iroomz Inventory aocount Inventory Asset Inventory Type FIFO First Dn First Cut A Costing Method overage Cost z 172 AVERAGE COST ADDITIONAL CONFIGURATION Additional Configuration Extra Info If you want your Magaya system to create bills before items are received set this option in Configuration gt Purchasing Purchasing Allow to create bills For purchase orders without commodities F Allow to create bills for purchase orders only after all inventory is received Ensure the box is unchecked to allow the system to create bills for POs only after all inventory is received In contrast if this box is checked then you will not be able to make bills until after receiving the items Choose Columns Go to the Inventory Item Definitions List and choose the following columns to see the Total Purch
83. Currency Due Days Discount Pe x 30 Loo 60 1 00 o 10 Met 30 30 2 00 2o 10 Net 60 60 2 00 oo 15 Met 60 7 00 0 0 00 10 120 Apply exchange rate as per transa Use Multicurrency _ Use Reversed Exchange Rate F Automatically select account in Due on receipt Met 10 Met 120 Met 15 15 Met 180 180 El eS First month in vour fiscal year Configure liquidation options Configure default accounts To set payment terms per customer set them in the Customer s profile For details see Chapter 6 in the Magaya Software Accounting Manual Note The system will carry over your settings any time you update your Magaya system to the newest version of Magaya software 159 ACCOUNTING CONFIGURATION MAIN ACCOUNTING CONFIGURATION TAB Additional configurations on the Main tab Accounting Main Document Numbers Cost Taxes Integrations Credit Limit Miscellaneous F Accounting will be closed on or before Lisi feoos Restrict access to closed accounting period Restrict access to previous Fiscal years Password Confirmation Default payment terms For Met 180 Home Currency USD United States Dollar USO Apply exchange rate as per transaction s date Use Multicurrency Currency List Use Reversed Exchange Rate Automatically select account in entity s preferred currency in accounting transacctions First month in your Fiscal year January
84. Deposit 68 103 void 71 Deposit payment 61 68 103 Deposit ticket 70 Discount 240 Discount applied to payment 60 Divisions 27 Due date set 159 E Equity 131 Exchange Rate reverse 161 222 set up or change 227 F FIFO 175 Fiscal printer 52 Fiscal Year set or change 161 G General Ledger 26 General Rate Increase 313 Generate recurrent transactions 266 Getting Started 14 GRI 313 Gross Profit 123 H Help resources 8 Home currency 222 I Import invoices 50 Income Statement 121 Initial amendment 304 Inventory 31 Inventory overview of accounts 28 Invoice approve or dispute 49 215 exclude from tracking online 48 numbering 41 open invoices 48 status 41 Invoice create periodic 267 Invoice create recurrent 255 Invoices 40 Itemize charges 260 Items and Services 29 add new 30 resale item 31 J Journal Entries 216 L Landed cost configuration 165 176 Landed Cost in Items amp Services 32 Landed costs in a PO 82 Liabilities 131 M Multicurrencies working with 221 Multicurrency 151 Multiple rates 306 N Non sufficient funds NSF 241 Numbering of accounting transactions 163 O Online payments 49 Open transactions 13 50 Opening balances 18 Overpayment 62 P Participation agent commissions 335 Participation salesperson commissions 329 Pay bills 85 Pay sales tax 96 Payment 57 deposit 68 partial 61 Payment Terms 63 Payment terms system wide setting 159 Peachtree 48 Periodic invoice
85. ELATIONSHIP BETWEEN ACCOUNTING amp OPERATIONS MULTICURRENCY REPORTS 2 The charges entered in an operations transaction such as a Cargo Release CR are used to create Invoices and Bills during the Liquidation process To liquidate the charges in a CR click on the Generate button Cargo Release General Inland Carer Commodities Charges Events POD Attachments Motes intemal Notes Status Desciption Prepad Quanbiy Price Amount Tasi Open Ground Freight Semice Ta 425 00 2 00 850 00 8 Open Ground Freight Semice Cost Yes 475 00 1 10 467 50 5 Open Storage Fee Yes 1567 O20 37534 19 Open Storage Fee es 15767 462 720036 Edt Click the Generate button to liquidate lt av Totals Units USD 467 50 USD 56426 70 USD 57959 201 Liquidation of CRs WRs shipments and other transactions is explained in the Magaya Cargo System Operations Manual 3 Each operations transaction can have a list of accounting transactions Invoices and Bills related to it For each operations transaction you can click on the Actions button and select the Transaction Listing gt X 8 723 RBR 60 Q Find Pelet Metwork Send EMail Task Refresh rf gt FJ Edit Delete Find Filter Ocean Shipme Verify Packing man 34 tiracle Mile Coral Gables FL UN Exclude From Tracking Add to job Set Reset In Transit seb Reset Delivered Select Template History P003 L ene
86. Enter a memo if needed Enter the refund amount in the Amount cell or select from the credits in the list In the Credits list you can click on the line for Amount Paid and enter the amount Click the OK button The refund will be displayed in the viewing pane 91 VENDOR REFUNDS 92 8 BANKING INTRODUCTION TO BANKING IN MAGAYA EXPLORER 8 Banking Introduction to Banking in Magaya Explorer Magaya Explorer offers accounting features to handle your banking needs such as Writing checks to pay expenses and sales tax e Making deposits Bank reconciliation Writing Checks There are different types of checks that you can create From the Add button in the document view or list view you can choose the following id H h HiP Re gt E First Previous Add Edit Delete Find Filter Pay multiple vendors Pay Bills Check Check to Expense Refund Check Pay Sales Taxes HC Carga Compan of 25 MYW To Terrace Miami FL 33172 Patt TO THE Pe onoeRor british Airways SPU ES ASA AE ea eet Mind Te The rest of this topic will explain the following check writing tasks Checks to Expense This is to pay expenses such as office supplies or other expenses that you do not receive a bill from the vendor 93 WRITING CHECKS 94 Pay Sales Tax This is to write a check to a tax agency department or authority to pay sales tax you collected on invoices
87. Fake Set the Statement Date The Statement Date is the date that the bank statement was issued When you set the date only transactions before that date appear If you have used this reconciliation screen before the opening balance for this month will be the same as the end balance from the previous month If this is the first time you are performing a reconciliation in Magaya Explorer the opening balance will be zero To add an opening balance create a Journal Entry and then clear it in the Transaction Listing so it appears in the reconcili ation in the Chart of Accounts list click the Actions button and select Transaction Listing Right click on the transaction and select Clear Unclear Transaction from the pop up menu Then return to the reconciliation screen Account Bank Account USO Opening Balance w Done Statement Date r26 2012 Statement Ending Balance g Leave Enter the Statement Ending Balance Use the balance that is listed on your statement Place a checkmark in each transaction in the list as you match it with the bank statement The status in the Cleared column will change from No to Yes Deposits and Uther Credits Cleared Date Humber Type Amount USC MM res O3 04 201 3 Deposit 175 00 O No O3 04 201 3 Deposit FOO 00 107 BANK RECONCILIATION 108 To place a checkmark in all the transactions click on the Mark All button To uncheck all the transactions cli
88. House Shipments AHI Ocean Master Shipments OME Ocean Master Shipments OMI Full details about automating charges are explained with examples in the chapter Automated Accounting Dependent Charges 32 If an item service depends on other charges check the box to enable that depen dency This function enables you to set the order that the system will calculate the charges in a transaction For example use this option if you have a service for freight and you want the insurance charge to depend on the freight charge Then the system will calculate the freight charge first and then calculate the insurance based on the freight charge Another example of a dependent charge could be a Documentation fee that you want to calculate based on a percent of the shipment profit In this case the shipment profit is calculated first and then the documentation is calculated as a percent of that total Enable On the Automatic creation tab check the box to enable the function DEPENDENT CHARGES Select a dependency level from the dropdown menu Items and Services Automatic creation Landed Cost Enable Automatic creation for Warehouse Receipts MWA Pickup Orders FE Quotation LIT Cargo Releases CH Sales Orders 50 Esport Shipments Import Shipments Ar Master Shipments AME Ar Master Shipments Atl Air House Shipments AHE Ar House Shipments AHI Ocean Master Shipmerntg to
89. Jun 22 2010 09 43 40 NowhlF 2008 15 47 16 Mowi zizo 15 47 16 Mowi ziz008 15 42 16 Jan z8 2010 09 46 38 PROFIT REPORTS OVERVIEW You can create and customize any report Click the Configure button in the bottom toolbar to open the following dialog box Configure Report Header Info Profit by Entity Forts Humbers Included Transactions Included Costs Pickup Orders Agent profit share Warehouse Receipts Cargo Releases Shipments N Sales Orders Profit Entity name Sales Person commissiona Show only the entities who bring o0 of the profit Include invoices and bills _ Include only liquidated operations o On the Header Info tab edit the report title subtitle or dates as needed e On the Profit by Entity tab select which transactions to include They are all on by default The Charges from the checked transactions are gathered together for the report Other options Select which costs to include agent profit share sales persons commissions or exclude If the agent is part of your company but in another division you can exclude their costs and see the profit Uncheck the boxes to see the profit before these costs are taken out of the profit The report can sort by profit or by entity name If your database in larger you can set up the report to show only the entities that bring in 80 of the profit the most active companies that bring in the larger percent of your profits To
90. L2 soed ooo 1505 15 06 Total Due USD 15 06 Total Faid USD 15 06 Bank Account Balance USD 19073 83 Discount 0 00 Check Amount USD 15 06 e Select the Bank Account that you will use to pay this tax The current balance for that bank account is displayed The date and check number are filled in automatically Select the tax agency that you are paying the sales tax to Pay to the order of Add a memo as needed 97 ACTIONS FOR CHECKS Actions for Checks 98 Check the box to show balances due for that tax authority if the box is not checked already Any taxes due for the selected agency will show in the table a The first column shows if the tax is paid or unpaid When you click on it to pay it the field changes to Paid and a checkmark appears in the box b The Name column shows the name of the tax agency c The Code is the tax code d The Balance is the balance outstanding for that tax agency e The Credit column shows a credit if one exists You will have a credit if you have paid sales taxes when you make purchases That credit will show here e Amount due is the total due f Enter Amount Paid The discount field below the totals is for a percent of the total taxes due This amount is determined by the tax authority Click the OK button when done The check will display in the viewing pane To view the actions available
91. Lassile Sieger Daak EEn E 0 0 0 00 Ma gaya 0 x 0 00 0 00 PVG Piping Co o oo O00 0 00 Shimer 00H 0 00 0 00 Total 271 15 rao 470 20 The Detailed report of Aging A R shows invoices and other transactions that are overdue as of today The report is organized in time periods of 30 days to show how long the accounts are overdue 138 SALES REPORTS The detail report is organized in time period similar to the summary report The most current is listed first then any accounts between 1 and 30 days old to the oldest It shows the status of aging accounts as of today AR Aging Detail Dates Custom From 2 62008 To bned Som HWC Cargo Company A R Aging Detail February 16 through June 16 2009 USD Type TY d Memo q Due Date q Aging Amt Cue i Current Payment Jui 1 2005 Ait Basel Gallery 271 15 Inmaice Juwia2o09 ga Bill s Storage Lirits ui 200 T4 76 Total Current 196 40 1 230 Invoice Jum 12008 Caterpillar Equipmi Jub 12005 Total 1 30 21 60 Invoice Apri 12009 PYC Piping Go Marz 1 2009 116 66 Invoice Apr2iZ008 Afr Lowisvle Slugger Mayr 12009 10 00 Invoice Apri 12005 Lima Sporting Goo Mayta 1 2009 162 50 Invoice Apri 172009 Lima Utility Co Mayra 12009 3300 00 Invoice Maya 120 Caterpillar Equipm Mayra 12009 J 410 20 Total 31 60 3898 56 61 30 Imoice ApMOV2008 45 Caterpillar Equipm Miani 12009 J 410 20 The Aging reports by date show late receivables or payables by a specifi
92. MPLE COLOMBIA WA ls Active Sales tax Colombia IVA Colombian Government 45 Sales Tax Credit Sales Tas Payable TAX EXAMPLE 2 Then create the retention withholding tax example 15 the 15 depends on the sales tax so it is added on the Dependencies tab of the first tax dialog box Taxa Tax Group Tax Withholding Po 7 XIF F Edit Delete Filter Unfilter 3 Regional taxes can also be created 199 TAX EXAMPLE COLOMBIA TAX EXAMPLE 4 Create a group for each tax region By creating a group for each region you add only those taxes that apply to that region Chart of Accounts Tax Table List amp Mame Regional Tax Group Colambia Taxes for Bogota J 4 Tax Group Florida Sales Taxes Sales tax Colombia MA Sales tax Mexico Local sales tax This tax dependent on other taxes Local sales tax Name Code Rate Pees lou buzis Sales tax Colombia IVA VAC 16 00 Taxes for Medellin Sales tax withholding Colombia RetelVA 15 00 Miami Dade Sales Tax Rete Fuente Colombia Rete Fuente 400 Mian Dade Sales Tar Ret ISR Mexico Fetencion de 1 Sales tas withholding Mexico ReteFuente Colombia RetelL Bogota Colombiana Sales tax withholding Colombia When you create an invoice for an item that has a tax or tax group applied to it the invoice shows the amount of tax withheld retained Number 22 Apply to Account Ac
93. MS Click the Accounts button to configure the default accounts A dialog box opens Accounting Main Document Numbers Lost Taxes Integrations Credit Limit Miscellaneous F Accounting will be closed on or before 11117 2008 Restrict access to closed accounting period Restrict access bo previous fiscal years Password Confirmation Default payment terms For Met 180 r Home Currency USD United States Dollar USD Z Apply exchange rate as per transaction s date Use Multicurrency Currency List Use Reversed Exchange Rate First month in your Fiscal year January Configure liquidation options Qubgaing Incoming Configure default accounts Accounts Select the accounts to use for A R A P checks deposits and discounts for customers and vendors Default a R account for invoices accounts Receivable Default 4 P account For bills Accounts Payable Default bank account For writing checks Bank of America Default bank account For deposits Bank of America Customers discounts account Customers Discounts Vendors discounts account Vendors Discounts 7 Cera Gre If you had an account defined for discounts you can still use it 67 DEPOSITING PAYMENTS Set up Payment Terms per Customer 1 To assign a payment term to a customer open their profile and click the Pmt Terms tab 2 Select the payment term from the dropdown menu Customers G
94. OF ACCOUNTS INTRODUCTION 4 Chart of Accounts Chart of Accounts Introduction The Chart of Accounts is a list of accounts in your general ledger It helps you keep track of your income and expenses by categorizing them by type Then you can generate reports to see the different types of income you are bringing in and what types of expenses you have The Magaya system has many accounts in the Chart of Accounts folder by default You can add accounts that are specific to your business You can have one account such as Documentation for many different items such as the different types of documentation that you charge for including EEI formerly SED air waybills bill of lading etc or you can create one account for each The following screenshot shows a close up of the Chart of Accounts high lighting the Air Freight Cost Air Freight Income and their account type File Edit Sales Operations Maintenance Shipment Magaya Network Accounting Rep OO z 0 p Back Air Ocean Ground Print F Name ak Type ra Magaya Network H Tasks Accounts Payable Accounts Payable 4 a Quotations Accounts Receiwable Accounts Fecernable H Le Jobs Advertising Expense Expense HA Bookings Agent Liquidation Lost Cost OF Goods Sold 4qgent Liguidation Income Income H E Warehousing F S Maintenance Ai Freight Cost Cost OF Goods Sold lt Air Freight Income lncome E Accounting Automobile Expense Expens
95. Price The Quotation dialog box will open with all the rate query information filled in automatically Make any changes or add information in the dialog box to create the document Email or print the document Standard Client Rates Standard Client Rates are the rates you charge all your customers Steps to Set Up Standard Client Rates To set up Standard Client Rates 1 Go to the Rates folder and click Standard Client Rates 292 STANDARD CLIENT RATES STEPS TO SET UP STANDARD CLIENT RATES 2 Click the Add button and select Single or Multiple Rates from the pop up menu File Edit Sales Operations Maintenance Shipment Magaya Network Accounting Re O z Back Gir Ocean Ground Print Page One E3 E e Network nates tO E 2 Tasks Status Charge Description l Quotations W Current Ocean Freight Service Ocean Freight e A e W Curent Air Freight Service F 2 Warehauena W Curent Air Freight Service Maintenance Es Standard Client Rates z Client Rates 29 Carrier Rates bi al Client Contracks la Carrier Contracts l Route Segments ef q Routes Accounting a Gukgaing Shipments H g Incoming Shipments Miscellaneous ry amp YY Add Edit Delete Filter This example shows you how to enter a single rate For details on Multiple Rates see the section Client Contracts When you use the Single Rate option the system will create one rate
96. Qusnhty Pros Amount Tax Code 9Open PalletingFee Yes 10 50 00 50 00 Edt Remove Amount CHF 50 00 Exchange Rate 1 95 Y cHrvyspyvithedng cHFooo Tax CHF OOD Total Amount CHF 50 00 CHF 50 00 then the system asks pal J C Heb transaction Click Yes to also update the Currency List with this new rate Click Mo to save the change for this transaction only In the dialog box click the option you want e To change the rate for this transaction only click No e To change the rate both here and in the Currency List click Yes This will update the Currency List automatically and you will not have to go to that list to update it 232 MULTIPLE CURRENCIES How TO CREATE AN ACCOUNTING TRANSACTION IN A DIFFERENT CURRENCY Change the rate by changing the date If your Magaya system is configured to apply a currency based on the date of a transaction you can select the date in the transaction and the system will automatically use the currency from that date ce cee emai a a a a aA i E l gir i al J 1 i ng ra aoe fe la an Invoice Attachments Internal Motes Apply to As you change the date here 1 T eae Transaction Date 3 29 2014 Elre Billing Address Miami FL UNITED 4 March 2014 Sun Mon Tue Wed Thu Fri 43 4 23 2 fF 8 3 4 5 10 11 12 17 18 i 4 25 26 1 2 Luantity Price Amount Ta Posted Ground Freight es 25 00 10 00 250 00 the system displays
97. R EAC we ww eS 28 5 Items and SEFrVICES 65 6 5 655655 6 So ab eee irane OSs See EOE eR OS OSs cede es 29 Introduction to Items and Services 0 0 ee ee ee ee ee eens 29 Add Items and Services 624344 weak esd Ba i ee ed see St ee 30 Dependent CHA CSS securise arm ea iane 4 wtb Ree bore a aa a a woke hoes 32 Pronto C Naros eau eave bch OS Ske ee Be a we oe a Bae es 35 Actions Performed with Items and Services 0 0 0 cece eee eee 36 6 Accounts Receivable 664 665 6 5 65 6 65 55 oS cee OS Ss be 6 BESO E SR Seeks 39 Introduction to Accounts Receivable 0 0 0 0 0 cee ec ee ee ee eens 39 Create INVOICES earan eek as os ah ee aa Se NS Se eee OES SH 40 Actions for INVOICES cc c cu 0 0 ee eww dw awa ye eee ad wee a aed kd eds 46 Mapori INVOICES x watch sed Hach oe REA RO ee eS ee HERE REA ERE 50 Print Invoices to a Fiscal Printer 3400 6s 03 8 fa ese ie a oe SOR Ae ees 52 CENEO ice a Sc hat Bs Be saath Ge oc aha Bh ts Gre ane eee Sa a Bete ABS 2 55 Enter FP AVC ho aeteera eh ot ae Staats os ee een ee rea es 57 ACTIONS Or PAY MeN 5 36 aaa Ea RG eho ese GOS aaa a Rw KO a Bohne 63 Customer Payment ers sasis airaa deb he a tee eaks toe ea aed 63 Depositing Payments 0 0 0 eee eee ee ee eens 68 Acti ns for Deposits 2 z4 4 1 4 40 5 S54 6 845754 na dee Gan LES Sn ees 71 Renad C CO xtc tea pd ee eee sd eh ee ee ene Bah ee ok 71 Customer Ste MeS e Ci Beds he Od Ghee gh eal ch Saat e Sa ed a te al cee 74 TAC
98. Service Cost w Origin Destination Freeport Grand B Method Vessel Contamenzed yt Transit Time o days Apply by Container Miri blax Container Rate 20 Ft Standard Container 800 000 40 Ft Standard Container 1200 000 Prices in USD On the General tab select the carrier or add it if it is not in the list Select the freight class service This pulls from the Items and Services of type Freight and Other Freight e Enter a description optional Use this for Commodities that you want to classify by type such as electronics To enter a new commodity click on the plus sign in the dropdown menu enter the information and click OK Commodity Types can also be entered in Maintenance gt Configuration gt Commodity Types The Commodity Type can also be specified when you are entering Inventory Item Definitions Select the Commodity field on the General tab Select the origin and destination cities for this rate from the ports list Select the method mode of transportation such as Vessel Container ized Transit Time Enter the number of days of the voyage This information can be added to the Query Rates screen 284 CARRIER RATES SET UP CARRIER RATES Select how to apply the rate This example uses Container When you make this selection the screen will change depending on what you select Minimum and Maximum prices Set this option as needed Rate pe
99. Summary Profit Reports d l ether Resorts Sales by Customer Detail Sales by Customer Summar Multicurrency Reports P r a Sales by Agent Detail Saved Reports Sales by Agenk Summary All Sales Detail All Sales Summary Open Invoices Open Invoices By Date AIR Aging Detail AIR Aging Summary AIR Aging Detail Bw Date AIR Aging Summary By Date By Item Shows the totals of sales by item and shows the Cost of Goods Sold COGS for items you resell View a summary or a detailed report The detailed report shows the invoices or other transactions associated with each item The following is part of a summary highlighting the columns ar Praighi bibim dar Freight Term a Cogan Freight ingome ene Freight Service Total Geaan Freight Income 135 SALES REPORTS The report of sales by item can be configured to display just the inventory items or just the non inventory items or both Click the Configure button and select the options from the Profit by Item tab Configure Report Header Info Include Items Inventory Items Non lnventory lberns By Customer Shows the sales amount per customer and the percentage that each customer represents of the total sales You can view a summary or a detailed report i Amount qp gt of Total 4p Art Basel Gallery 75 00 1 0 Art Supplies 600 00 62 Bill s Storage Units 74 93 1 0 Caterpillar Equipment 1230 60 16 8 JB Wire Co 1128 80 15 4 Lima Spo
100. Swedish Krona SEK r60 0 13 Exchange Gains and Losses Enter the information in the dialog box Exchange rate for EUR Currency Euro Date 37197 2014 El 0 78 as of September 17 2014 ETE Change a Currency Rate for a Specific Transaction You can also manage exchange rates while you are working in a transaction This is the most efficient method of managing the exchange rates because the system will update the Currency List for you based on the modifications you make in a transaction For example if you are working on a shipment and modify the exchange rate the system will ask if you want this modification to be saved in the Currency List and to update the rate for all transactions If you only want to use this currency for this transaction click No If you want to save the change click Yes This will update the Currency List and you will not have to go to that list to update it It will update automatically Note Currencies cannot be changed for transactions that have already been liquidated and the accounting transactions were generated 228 MULTIPLE CURRENCIES How TO CREATE AN OPERATIONS TRANSACTION IN A DIFFERENT CURRENCY How to Create an Operations Transaction in a Different Currency When you are working in an operations transactions such as Pickup Orders Warehouse Receipts Shipment etc an individual charge can be set to any currency activated in your Magaya system Income Freight Charge Oceani
101. Taylor 237 RELATIONSHIP BETWEEN ACCOUNTING amp OPERATIONS MULTICURRENCY REPORTS 4 Each accounting transaction Invoices and Bills has a list of operations transactions related to it For most of the Invoices and Bills there is only one related transaction The exception is for Periodic Invoices which will often have more than one related transaction Then you will see a History button In this screenshot this Invoice is related a Shipment To view the details of the Shipment click on the Shipment button To go to the Shipment click on the arrow button Accounting Transaction Invoice Evente Attachments Motes Internal Notes Custom Number DEL Apply to Account Accounts Recervable Houston Warehousing Co Transaction Date 11 18 2013 Billing i Address Change Payment Tens 24 10 Net 60 i 56 Highway 25 Dus Date 1 17 2014 Sugaland T UNITED STATES Division Charges Accounts Status Description Prepaid Quantity Price mot Ta Cod Add Posted Air Waybilfee Yes 000 2 00 0 00 This Shipment button opens the shipment dialog box for the shipment related to this Invoice i This arrow button takes you to the shipment related to this Invoice You can also view the History of an accounting transaction when you are in the list view such as the Invoices List or Bills List Select the transaction and click on the Actions button You can also go to the docume
102. The following types of checks are explained in the topics indicated Pay multiple vendors Use this option to write checks to multiple vendors See the Accounts Payable chapter for details To Pay Bills Check This is to pay outstanding bills See the topic in Accounts Payable Bill Payments Refund Check This is to refund money to a customer See the topic in Accounts Receivable Refund Check Check to Expense Use this option to create a check for an expense such as office supplies for your business Exchange Aate Accounting Transaction Eg Check Attachments Internal Notes Pay to th S erar Ulfice Depot v Date 11 21 2013 en Anos USD 300 Detail USD Account Name Amount Description Add Supplies Expense 34 00 copier paper Supplies Expense 17 00 Post it Notes Supplies Expense 12 00 Binder folders Total USD 63 00 USD 9705 83 foo USD Current Balance Select the bank account you will use for this check If you are working in multiple currencies there will be at least one account available in the dropdown for each currency To write a check in one of those currencies select it from the dropdown list For information on setting up your Magaya system to work with multiple currencies see the topic Multicur rencies The current balance for the selected bank account is displayed on the bottom of the screen The check number is filled in automatically based on the last check used for the
103. USTOMIZE REPORTS e Display negative values in red or in parenthesis Amt Due Original Amount 10 700 32 10 700 32 10 700 32 1 500 00 Select Profit by Operation To filter the report by operation type select it from this tab Configure Report Header Info Profi ions Fonts Numbers Include Transactions Pickup Orders Warehouse Receipts Cargo Releases Shipments 118 CUSTOMIZE REPORTS Steps to Customize Numbers 1 Click the Numbers tab in configuration dialog box Configure Report Header Info Profit by Operations Fonts Numbers Show negative numbers With a leading minus sign In parenthesis F Highlighted in red 500 00 All Numbers E Show numbers divided by 1000 C Do not show cents F Do not show if zero 2 Check the options you want to use and click OK to save the changes Select Additional Columns in Fixed Reports Additional columns can be selected in all fixed reports pre created in the system such as adding the Shipment Name or Port of Origin column to an Open Invoices report Steps 1 Click the Actions button and select Choose Columns 2 Inthe dialog box that opens select the column you want or click the Add Column button to open a new dialog box with more choices Change Column Names on Reports You can change the column names in any report including those tha
104. When you close the screen the information you entered will remain available to reuse or change Add multiple types of freight service class by clicking the button with the three dots that is next to the Freight Service Class dropdown In the dialog box check the types to include in the query Origin Currency USO United States Dollar dl The date field canbe used to query future rates If you want to query other rates or charges such as documentation you can add them to the query by using the Select button for Other Charges and see all 290 QUERY RATES QUERY RATES the rates The query of other charges pulls from the information in your Accounting folder in your Magaya system Method Destination Other Charges Products and Services list Code Description EQURENTAL Equipment rental cost CUSBROACO Customs Broker Cost PALL COST Account Na A Equipment Custom Brak Palletizing Cost Cost of Servi CTG COST CRT COST RPK COST _ HAN COST STO COST WAT EXP Cartage Cost Crating Cost Repacking Cost Handling Cost Storage Lost Water Expense Cost of Servi Cost of Servi Cost of Serv Cost of Servi Lost of Servi Utilities Expe ELEC EXP TEL EXP EG RENT WH RENT Warehouse Rent OFC RENT Office Rent Rent Espens lt Lill gt 22 of 3 elements Electricity Expense Utilities Expe Telephone Expense Telephone E Equipment Re
105. You will not have to recreate the rates from scratch It works with the existing data you have previously entered When this option is selected another field appears for you to enter the details Select the type of modification by percentage or flat rate increase or decrease and enter the value the number such as 10 for 10 Select source entity Use a similar rate that you created for a different customer e Copy from carrier rates Select the carrier that you want to use that has similar rates so you can copy those rates here and make changes 325 CLIENT CONTRACTS CLIENT CONTRACTS ADD CONTRACTS AND RATES e Copy from standard client rates This will use the Standard Client Rates you set up earlier Then you can make changes to the standard rates 2 Click Next to select the ports You will see the filter screen if you are transforming from existing rates e Click the Add button to open the Ports list Click on the port names and click the OK button Do this for the origin and destination Click Next to go to the next screen in the wizard 3 Click the Add button to enter the common rates for the ports you selected in the previous screen 4 Click Next to go to the next screen This screen will show you the rates that were generated by the system You can edit a rate here if needed Click Next 5 Ifthere are any rates similar to the ones created the system will set the expiration dates for them based on the effective
106. a gt k Sales Report Bi A gt Print iii iil Send Email Task R m Purchases Reports e Profit Reports cA l Transaction Detail for all accounts Add Ed Multicurrency Reports Trial Balance Eee General Ledger Daily Journal Check Detail Tax Re port Invoice Detail Bill Detail Purchases Tax Purchases Tax Detail 201 TAX EXAMPLE MEXICO TAX EXAMPLE The Sales Tax Liability report shows the retention amounts as negative numbers Chart ol Accounts Tax Tabie Lint Saims Tax Linbiity Soles Tax Liability gt Dates Custom z From a ad Te dhidhi e Sales Tax Repor for Colombia Magaya Development r birg Sales Tax Liability ges Api 1 21 2014 Tax Authority Tax Code Tax Rate Sales Thi Sale Tax This Sale Tax Previ Current Sa T Tak Codec tor NAS Sabet bax Colombia 16 000 100 00 16 00 0 00 16 00 ReleFuente ReleFuenle Col oribea 00 100 00 00 0 0 4 00 Relea Sales tax withholding Colombia 15 000 100 00 P 240 oo 240 TRS thor Tao Cond leche nain 0 60 0 08 aag Retenbons shown as negative h 10 0 0 60 agi 9 60 The Purchase Report will also show retention as negative numbers When you pay your taxes the Payment screen shows what is due ensure the box is checked to view balances due Select the transactions to pay Sales Tax Paymert Atachmerts intemal Notes Bank Account Bank Account F Humber 2 ganr a Dae 4 21 2014 Gr Memo if Show Due m
107. a percent commission system wide to apply to all salespeople for liquida tions of shipments go to Maintenance gt Configuration gt Accounting and click Configure Liquidation Options button for Outgoing or Incoming Set the percent in the dialog box Add a New Salesperson To add a new salesperson to your system follow these steps 1 Goto Maintenance gt Salespersons 2 Click the Add button In the dialog box that opens you can enter details on any tab On the General tab enter their email phone number which division they work 327 SALESPERSON S COMMISSIONS FREIGHT COMMISSION for if applicable their address billing address if different and other personal information as needed The Identification number can be a DUNS EIN SSN Social Security Number a Foreign or Other type of number Salespersons General Address Billing Address Other Addresses Contacts Participation Pmt Name Benlipton B Entity ID OoOo Website Account Humber Contact First Hame Contact Last Hame Identification Humber Division Magaya Network ID Freight Commission Individual sales people can have their commissions calculated in Magaya Explorer for any freight they sell Set the commission amount in their profile and the amount will be automatically added to transactions such as shipments 328 SALESPERSON S COMMISSIONS FREIGHT COMMISSION To add a freight commission pa
108. a serace pou sell you associate i eath an income account Hee 17 ENTER INFORMATION IN THE ACCOUNTING WIZARD 18 For more details on Items and Services see the chapter topic Items and Services On the next screen enter opening balances for forwarding agents In the Magaya system forwarding agents are considered customers Add or edit opening balances by clicking on the Add or Edit buttons for Customers this includes forwarding agents When you enter the opening balance for a customer the system will automatically create an invoice for the customer for that amount that will go to AR and the line item will be assigned to the Items and Services for beginning balance income The screenshot shows forwarding agents the Customers screen functions the same way Vendors this includes carriers sales persons and warehouse providers The system will automatically create a bill and send it to AP and the line in the bill will use the beginning balance expense The wizard screens for each of these functions the same way Accounting Wizard Opening Balances for Forwarding Agents In this secon you wall erler those horvanding agents who ove pou money on your dail date and the amount Par Forsanding Agenti Name al Panama Deslinslion Agent Destination Agent 2 Jamaican Destnaton Agent 1 Miami Distibubon Certe Prague Ageri Cartegena Constuchon Co Sake Filth Ayer Lima Destination Agent Colombian De
109. ab next to the Payments tab Deposit Deposit Attachments Internal Notes Show all undeposit funds Currency USD Amount Description Entity Add 50 00 Undeposit Exchange Aate USD Totals USD 0 00 3 Click the Add button and add the information Select the Petty Cash account and enter the amount 50 00 If you do not enter a minus sign the amount of the petty cash will not be deducted from the Deposit total This example shows the total deposited in the bank account is 6400 81 because we subtracted the 50 00 that you keep in petty cash 246 11 AUTOMATED ACCOUNTING INTRODUCTION TO AUTOMATED ACCOUNTING 11 Automated Accounting Introduction to Automated Accounting Magaya Explorer provides options to automate the creation of accounting transactions This process is divided into two steps 1 First create the transac tion and 2 tell the system how to calculate the prices 1 Automated creation of accounting transactions is done with the following features e Automatic creation of charges in operations and when working with routes e Recurring accounting transactions e Periodic invoices 2 Calculate the prices or fees for the created transactions with the following features Tariffs e Rates for carriers and clients i e your customers e Manage contracts Automated Creation of Charges Magaya Explorer enables you to add charges and make them appear automati c
110. ac tion Shipment P amp L Report In the Shipment List select a shipment and click the Detail button Select Profit amp Loss from the dropdown menu Balance Sheet The Balance Sheet shows total assets liabilities and equity It provides a snap shot of your business capital how much it owns and how much it owes as of a certain date This report answers questions such as e How much debt does the company have e How much money needs to be collected from customers This report is cumulative it will show the figures from the first day of your busi ness until the end date of the report If you sell inventory the costing method you choose for your Magaya system will affect the balance sheet For details see the section Average Cost in the Magaya Software Accounting Manual 128 BALANCE SHEET To generate a balance sheet select it from the Reports menu Options Help Financial Reports sales Reports Purchases Reports Profit Reports Other Reports Multicurrency Reports saved Reports Profit and Loss Profit and Loss Detail Profit and Loss by Operations Profit and Loss by Operations Detail Balance Sheet Balance Sheet Detail statement of Cash Flows 129 BALANCE SHEET The following is an example of a summary Balance Sheet report Freight Shipping Company Balance Sheet Now 21 201 As of December 31 2013 USD Liabilities Total Current Liabilities 23 355 00 Lo
111. ailable in Chapter 11 Automated Accounting Also see the sections on Permissions and Roles in Chapter 4 of the Magaya Cargo System User Manual This will help you set access for employees to accounting functions in the software We also recommend reading the section Relationship between Accounting and Operations in Chapter 10 of the Magaya Software Accounting Manual Magaya Corporation also offers training in the software in general and specifi cally for accounting staff and managers customizations of documents importing your company s previous accounting data and more Contact your Magaya Logistics Advisor for options and prices 14 3 ACCOUNTING WIZARD ACCOUNTING WIZARD OVERVIEW 3 Accounting Wizard Accounting Wizard Overview The Accounting Wizard is designed to help you enter your company s accounting information into the Magaya system This is an easy way to enter the beginning balances for accounts customers and vendors as of the date you start using the Magaya system Setting up this information is usually done when Magaya software is first installed If this wizard was not used then it can be used now or at any time It is recommended that you use this accounting wizard and the Startup Wizard It is especially important if you will be working in more than one currency that you select the home currency to match the currency of your country in the Startup Wizard home currency will affect tax transactions Th
112. aking a deposit of funds such as a loan that you receive in contrast to making deposits of customers payments for invoices Deposits can be created in the Deposits List or document view in Magaya Explorer There are two types of deposits e Deposit a Payment Use this option when you are depositing money from the Undeposited Funds account See the topic in Accounts Receivable Depositing Payments e Deposit Use this option when you are making a deposit into your bank account such as for a loan you have received 103 MAKING DEPOSITS To make a deposit click on the Add button and select Deposit H H eee e 3 F Qq lt Add First Previous Edt Delete Find Filter Actions Doon Deposit Payment L Ss a A725 Ni 18 Terrace Wiari FL 33172 UNITED STATES Deposit Ticket Account Name Bank Account A dialog box opens Deposit Deposit Adjustments Attachments Internal Notes Bank Account Bank of America vw Date 11 21 2013 Memo Small Business Loan Detail USD 4ccoaunt Name Amount Description Entity Small Business Admin 10 000 00 Small business loan Exchange Fate 1 00 Totals ii USD 10000 00 ETTE oe e Select the bank account for this deposit Add a memo as needed Click the Add button to add the deposit The line in the Detail table is created and highlighted 104 MAKING
113. alella Equipment 5 Catena Coreirucion Co s Cente 5 Sea r pD ciin aliua Le Daimh id Dominan Frak a a Lun gaisho FIL Place Wcieht 7 2880 ib 3 Checks Ghack Let E piging hirens E U reoni pari o Fera Sinaga Faw aimag be for On Hand cargo from Caterpillar TA amp O35 410 240 Viarahouee Hiona 24 Calemilar Equipmeni Cateqana Conerucien Co Paces 258 Weigh 1177 001s Volume GAS A Sen 00S Mayors The Invoice dialog box opens On the first tab enter details of the transac tion Enter details in the Events Attachments Notes tab and Internal Notes tabs as needed Events and any attached documents or photographs 40 CREATE INVOICES will be visible to customers in the interactive online tracking tool Magaya LiveTrack Note When working in the Document view you can quickly see the status of the invoice by looking at the symbol in the document toolbar next to the navigation arrows j ST Po 7 Add Edit Po 7 Add Edit The List view also has a Status column which indicates ifan invoice is open or paid Other columns can be added via the Actions button 2 Enter information in the Invoice dialog box E Accounting Transaction Irveece Events Attachment Notes IrdemalNoles Custom Mumbar MEM Appl la Account Accounts Receivable ABC Sporting Goods Inc Transaction Date 11 15 2013 Biling Addes Payment Teme Net 30 ema Street UNITED STATES Dus Dae 12 15 2013 Div
114. alled cascading taxes First configure your Magaya system to enable cascading taxes If not then the Dependencies tab will not be activated in the Tax dialog box It will only be available in the Tax Group dialog box Steps 1 Open an existing tax or create a new one 185 SALES TAXES TAX DEPENDENCIES 2 On the Dependencies tab check the box This tax dependent on other taxes eneral Dependencies Lode Type Layout Rate Authority Name 1 Check this box 2 Glick Add Name Layout 0 Miami Dade T ax Simple l iici Fanama Hasar printer r Simple Colombian Tas Simple Select All Florida State Tax Simple l E anne Clear All WEA Filter Unfilter 7 of 7 elements 186 SALES TAXES CHANGE A TAX RATE 4 Click OK to save the tax in the Dependencies list Add any other taxes as needed and click OK when done Now this tax is ready to use Change a Tax Rate The Magaya system has a wizard to enable you to update or change a tax Ifa tax is used in a group and you update the tax the update will apply to all groups where that tax is included and any item or service that use that tax The updated tax will only be applied to newly created transactions It will not change existing invoices or other transactions already using the tax Note If a tax has been used in a transaction the tax cannot be deleted from the system It will be saved in the system fo
115. ally in operations transactions If you set up charges and tell the system to add them to transactions automatically then the charges will appear each time that type of transaction or document is created The charges are also carried over from one transaction to another when you convert one into another For example charges added to a Pickup Order or Warehouse Receipt are carried over into a Shipment when the transaction is converted The created charges will also be used later in the liquidation to create accounting transactions 247 AUTOMATED CREATION OF CHARGES 248 Existing charges in your Magaya system can be automated or you can create new ones and automate them Set Up Go to Maintenance gt Configuration gt Automatic Charge Generation Verify the checkbox is checked to allow automatic generation of charges The setting is on by default and set to use the current date Modify the date setting as needed Configuration Automatic Charge Generation Enable automatic charge generation Automatic Charge Use the current date and time For charge generation 0 Use the transaction departure date For charge generation Add the time offset of the route segment to the generation date Fiscal Printer To set up automation on existing charges follow these steps 1 Goto the Accounting folder in Magaya Explorer gt Items and Services 2 Select an item that you want to automate for example t
116. and Services E Invoices E Invoice List e Bills Soe Bill List EF Payments EF Payment List Deposits Deposit List Checks Check List The following is a brief overview of the features in the Accounting folder each of these topics is covered in detail throughout the Magaya Software Accounting Manual 12 Chart of Accounts This is the general ledger accounts definition where you enter the accounts definitions It helps you keep track of your income and expenses by categorizing them by type You can add accounts that are specific to your business You can have one account such as Documenta tion for many different items such as the different types of documenta tion that you charge for including EEI air waybills bill of lading etc or you can create an account for each one Items and Services This shows codes for the services you provide such as ocean freight and the account name that service is associated with You will use these items when creating and working with Accounts Receivable AR and Accounts Payable AP transactions Invoices and Invoice List These are your Accounts Receivable AR transactions The following are types of AR transactions Add Invoice this is for regular invoices Add Credit Memo this is for a refund You send it to a customer if you overbilled them It is also used for agents you owe money to the credit memo is automatically generated during Liquidation Bills an
117. ase Cost and Average Purchase Cost E Column settings FUG Total Purchase Cost USD Decimal J Average Purchase Cost USD Decimal 2 Inactive fes Ho Cost Decimal 2 Keep by serial Yes No The totals in these columns will changes as items are purchased and sold Extra Info The system can switch between costing methods and display the average instantly when the method is changed See the section Changing Costing Methods before making changes to ensure you fully understand how this will affect your system and the accounting Sell Items and Create Invoices In this section we look at how to use the items created with the average cost method by placing the items in a Sales Order SO and creating an invoice Note When you purchased the items the system records the purchase price of the items regardless of the costing method used average or specific method 1 Create the SO and add the items to the Commodity tab 173 AVERAGE COST SELL ITEMS AND CREATE INVOICES 2 Create the invoice from the Actions button See the Adjustments tab of the invoice to see how the average amount is removed from the asset account and transferred to the account for the cost of goods sold This invoice Adjustment tab example shows the average is 105 for items purchased at 100 and 110 The two lines show the asset account and the cost account Average cost adjustments shown on the invoice a Accounting Transa
118. ate an A R A P and bank account for the activated currency Changing a currency rate to apply to a previous date If you have configured your Magaya system to save the history of currencies then you can enter a rate and assign it to a previous date Right click the currency and select Enter previous exchange rate configuration Hame Code Rate Revere Rate Account Name M United States Dollar USD 1 00 1 00 Exchange Gains and Losses ange Laing and Losses Wi Swiss Franc A ea Pee Enter Previous Exchange Rate N M Japanese r en Export ange Gains and Losses ange Gains and Losses M Euro M Chinese uan Choose Columns ange Gans and Losses M Brazilian Real amie T ange Gains and Losses O VWenezuelan Bolivar WEB 1 920 00 0 00 Exchange Gans and Losses O Thai Baht THE 39 51 O03 Exchange Gains and Losses O Tawan Dollar TWD 33 16 0 03 Exchange Gains and Losses O Swedish Krona SEK r60 0 13 Exchange Gains and Losses ange Gains and Losses A dialog box opens Change the date by clicking the numbers themselves or the calendar icon Change the currency rate Click OK to save the new rate Exchange rate for EUR Currency Euro Date 37197 2014 El 0 78 as of September 17 2014 Cancel 225 MULTIPLE CURRENCIES How TO ADD A NEW CURRENCY TO THE CURRENCY LIST The system saves the old rate in the Detail panel of the Currency List Configuration Currency List Jame Lode Rate Decimi Panel
119. aybill Nc lescription Prepaid Quantity Price Amount Ti icean Freight Service Yes 100 00 15 00 icean saat Service Cost Yes Ot 10 00 ates Fee Yes 150 00 150 00 The Documentation is calculated as a percent of the Ocean Freight profit only which is 500 10 is 50 But if you set the dependency lower such as 4 then the system will calculate the percent of profit after other charges that may be on the shipment such as a Repacking fee if they have been set at a higher dependency such as a 1 2 or 3 shipment44 E f E amp 8 amp Master Houses Add Doc Profit Liquidati Transac JE General Entities Routing Charc Waybill Notes Guantity Price Amount Ta Ocean Freight Service Yes 100 00 15 00 1 500 00 Ocean Freight Service Cost Yes 100 00 10 00 1 000 10 EE ee eee Repacking Fee Yes 150 00 150 00 This Documentation 1s calculated after the Repacking fee and the ocean charges resulting in 65 Description Prepaid PRIORITY OF CHARGES As with many features in the software we recommend creating a sample trans action to ensure this functions the way you want it to You can always return to the Items amp Services dialog box to make changes Priority of Charges The Priority feature determines how the charge for an item service will appear in a document in LiveTrack and in Transaction Tracking email messages This is useful for transactions with many charges you can tell th
120. ayed on the Adjustments tab of the invoice Your Magaya system can be configured to the costing method of Specific Iden tification in the Configuration gt Accounting menu to apply the setting system wide To apply the costing method per item go to the Inventory Item Definition dialog box and select the method on the Accounting tab or in the wizard for a resale item If your system is set to FIFO the system will fill an order by taking the first item and record the price for that specific item Changing Costing Methods Changing the costing method affects the invoicing the accounts for Inventory Assets for Cost of Goods Sold and the balance sheet This is an advanced accounting function We recommend that you ensure you understand how this will change your accounting system before changing from Average Cost to Specific Identification and visa versa If an Average Cost item is invoiced there may be a balance left in the asset account when changing that item to Specific Identification To correct the balance create a Journal Entry to transfer the balance left in the asset account to the item s cost of goods sold account For details on creating journal entries see the section Journal Entries in Chapter 10 Advanced Accounting Features in the Magaya Software Accounting Manual Landed Cost Management Landed Costs are all the costs of items such as transportation costs duties and taxes in addition
121. be at least one 78 CREATE BILLS account available in the dropdown for each currency To make the bill in one of those currencies select it from the dropdown list For information on setting up your Magaya system to work with multiple currencies see the topic Multicurrencies Select the vendor The address will fill in automatically If you need to change the address for this transaction click the Change button and enter the new information If you have set payment terms for this vendor or your system the terms will display here and set the due date Extra Info Payment terms are set in the Vendor s profile or Configuration gt Payment Terms The Transaction Date fills in automatically with today s date Enter the date of the bill if needed The Due Date is filled in automatically based on the terms for this vendor Change the due date if needed Click on the Add button to add charges to the bill A dialog box opens Charge Information Charge Notes Description 20 ft container Luaritity Upit Price Amount too _ enna us ena The Type selected will pull information from the Items and Services list which will show only Items and Services that refer to expense or COGS accounts for this dropdown menu The description is optional Additional information can be added in the Notes tab Any notes you add will appear in the invoice for the customer to see Enter the quantity and pri
122. be created by account number name currency etc Reports can be configured with different fonts and more To view a payment select it and choose the Go to Document option To see undeposited funds click on this option A list opens of funds that have not been taken to the bank yet You can also choose the columns you want in your list export or import data and view the history of a transaction These actions are also available when you right click on a transaction in the list View more details about a Payment by selecting it and clicking the Detail button Customer Payment Terms The system includes a set of default payment terms and a way to define your own payment terms The terms can be used in transactions such as Quotations POs Invoices etc This feature is available in Magaya software version 9 3 and higher Payment terms can be set system wide or per customer You can use them to offer discounts to customers who pay early Then the discount will be applied automatically and show in Invoices 63 CUSTOMER PAYMENT TERMS 64 If you had an account in your Chart of Accounts set up to handle discounts you can still use it If not the system now includes one called Customers Discounts Below are the options for setting up payment terms Define your own payment terms optional Go to Maintenance gt Configuration gt Payment Terms e Edit Sales Operations Maintenance Shipment Ma
123. c date without including payments posted after the end date of the report These reports can be configured to use the transaction date or due date to calculate the aging of each transaction If a customer has reached their credit limit as set in their profile you can put their cargo On Hold in the Commidity List or in the WR List by right clicking 139 PURCHASE REPORTS Purchase Reports Purchases Reports show purchases by item carrier and vendor and other reports show unpaid bills and aging A P Accounting Reports Options Help Financial Reports i Sales Reports j Purchases Reports Purchases by Item Detail Profit Reports j Purchases by Item Summary Other Reports j l Purchases by Carrier Detail Multicurrency Reports amp l Purchases by Carrier Summary Saved Reports i Purchases by Vendor Detail Purchases by Vendor Summary All Purchases Detail All Purchases Summary Unpaid Bills Unpaid Bills By Date AIP Aging Detail AJP Aging Summary AIP Aging Detail By Dates AIP Aging Summary By Date 140 PURCHASE REPORTS The Purchase Report by Item shows what you have purchased the amount and what percent that amount represents of your total purchases June 1 17 2009 USD 4p Amount 4p of Purchases 4 Air Freight Cost Air Freight Service Cost 2425 00 Total Air Freight Cost 2425 00 Ocean Freight Cost Ocean Freight Service Cost Total Ocean Freight Cost Purchases by Item Detai
124. ccount Definitions when expecting to QuickBooks Fom Fil IF chent is ower the credi bri Select to invoice iii periodically First month im your fre War nyote ciones penodicaly Cl Keep tae tes for purchases ai Save your settings 2 To set up Periodic Invoices for specific customers Go to the Maintenance folder and click on Customers Hj Maintenance Carriers Pe Forwarding Agents Warehouse Providers Customers e Select the customer that you want to create a periodic invoice for double click on the name to open the Customer dialog box 267 PERIODIC INVOICES STEPS 268 Go to the Payment Terms Pmt Terms tab Customers eral Address Billing Address Uther Addresses Rates Charges Pmt Te atachmen i F Payment Terms Transactions are due after days The common type of payment is The Credit Limit is Parent Entity Invoice penodically Use default Never apply T54 Compliance This entity ig a known shipper Known shipper expiration date l f 172012 a Manage Online Payment 4ccounts Note The only items on this tab that will be discussed here are the ones related to periodic invoicing The TSA known shipper is covered in the Magaya Cargo System Operations Manual You can select how often you want to invoice by clicking the dropdown menu Invoice periodically Use default This will use the default you preset in the Maintenance gt
125. ce The amount is calculated automatically gt CC Units is optional examples are pounds Ibs each etc Click the OK button The information is saved in the Bill transaction You can add as many charges as needed to the Bill 79 ACTIONS FOR BILLS Actions for Bills 80 On the Bill screen enter any Notes or Internal Notes as needed by clicking on the tabs Click the OK button when done The bill will be updated in the Bills List and the document Configuration Note If you sell inventory and want to be able to create bills before inventory items are received set this option in Configuration gt Purchasing Purchasing Allow to create bills for purchase orders without commodities Ensure the box is unchecked to allow the system to create bills for POs only after all inventory is received In contrast if this box is checked then you will not be able to make bills until after receiving the items When you are viewing a bill you can click on the Actions button to pay the bill void it save it as a recurring bill select a template or view the history Each of these will be explained in this section First let s look at the Actions button menu from the document view a H WH a S G Ff wf 4 g First Previous Next Last Add Edt Delete Find Fer Actions Foon SS ae Pay Bill Crown Shipping Add to job Ft Lauderdale FL Void Transaction UNITED STATES Save as Recurrent
126. ck on the Unmark All button W Mark all O Unmark all Help As you check the transactions the total number of Cleared Transactions will be updated on the bottom of the screen Cleared Transactions 2 Deposits and Other Credits 675 00 0 Checks and Other Debits 0 00 Transactions not Cleared 10 Deposite and Other Credits 26733 35 15 Checks and Other Debits P6552 Add Use the Add button to add a transaction that is listed in the statement but not in this screen Edit Use the Edit button to change a transaction Click on the transaction to select it Click the Edit button A dialog box opens that will look different depending on the transaction selected Modify it and click OK Print Click to print the Deposits or the Checks These can be printed separately Delete If a transaction is not in your statement select the transaction to delete and click the Delete button The Uncleared Balance must be zero to complete the reconciliation If you click the Done button when the Uncleared Balance is not zero the system will give you a notice and not complete the reconciliation You can leave and return to the reconciliation screen at any time and your work will be saved When you click the Leave button the reconciliation screen closes When you are done with the reconciliation and you click the Done button the system will ask if you want to print the statement You can print it now or print the bank reconc
127. couning Reports dimen Help Oo Oza ae Tour fd Chaar Od Rami i 4 7 cena i Dc Pma t Lat t iS lA Y Jobe K Fairey Receive Payment Fy Saeed A i Marcerscce Send To Online Payment System ie wair j Exclude from Tracking EF Chart of Bours E kara aed Serie Shereiard Clart fates Void Transaction PEEL Save s Recurrent h a B T Ea ket Bayes gt Payment List Select Template i amd l an S Gepost ux east L _ SE Checks STATES History The wizard opens Fill in the fields as explained above You can also save an existing invoice as recurring when you are in the Invoices List Right click on the invoice and select Save as Recurrent from the pop up menu You can enable the online payment service from PaySimple by going to the Pmt Terms Payment Terms tab of the customer s profile For details on setting up this service please see the Magaya Software Communications Manual Create a Recurring Bill 262 To create a recurring bill 1 Go to the Bill List in the Accounting folder RECURRENT ACCOUNTING CREATE A RECURRING CHECK 2 Click the Actions button and select Recurrent Bills 2 Bill 20 Bill 19 Bill 18 Credit 1 Bill 16 Bill 15 Bill 14 Bill 12 Bill 11 Credit 10 Credit 4 Bill g Bill i Bill B Bill z Bill Bill 13 Bill kS 7 Add Edit Crown Shipping Crown Shipping Cervelo Bicycles Sea Star Line TAM Cargo Anderson amp Sans Trucking Co A
128. counting menu on the Taxes tab Accounting Main Document Numbers Lost l Tares Integrations Credit Limit Miscellaneous Tax Settings Keep tax For purchases as credit Enable cascading taxes Enable tax withholding Round taxes up by default Go to the Chart of Accounts Click the Actions button and select Tax Table List A list opens Click the Add button and select Tax Withholding Wistar Tax Group Tax Withholding S 182 Group Taxes SALES TAXES GROUP TAXES Create the withholding tax by filling in the fields Start with the Description field or the code 5 Tax Withholding General Dependencies Main Information Code A MAM le Active Descriptions Tax withholding Mexico Tax Authority Servicio de Administtacion Tributaria 54T Rate 66 6 Amount Range Minimu Maimun Accounts C Asset Sales Tax Credit T Liability Sales Tas Payable Cancel Help Select the tax authority or create it via the dropdown menu Enter the rate percent Do not enter the symbol in the field enter numbers The minimum maximum fields are optional When you need to apply more than one tax to an item in a transaction it s a good idea to group those taxes into one group Then you can add the group tax to the transaction and the system will calculate the total of all the taxes in the group This will enable you to pay separate tax au
129. counts Receivable Demo Buyer Transaction Date 4 71 2014 Pia Billing Address i Ta a 14536 SW fh Street Payment Tamar Het 20 hi Miami FL 33174 Due Date 5 71 2014 Mhi UNITED STATES Charges Accounts Status Description Prepaid Quantity Price Amount Tax Code Open Documentation Yes 1 00 100 00 100 00 BC TAX Tax withheld retained r p i Paid as Prepaid USD 100 00 Exchange Rate 1 00 USD Tax USD 16 00 USD 108 63 USD 108 63 200 TAX EXAMPLE COLOMBIA TAX EXAMPLE The Adjustments tab of the Invoices shows the details 1 Accounting Transaction Adjustments tab of the Invaice Intemal Type Account Name Amount USD Amount Applied to TaxLinelnvoice Sales Tax Payable 16 00 USD 0 00 Tax Collecte RetentionLinelnvoice Sales Tax Credit 0 97 USD000 Tax Collecte RetentionLinelnvoice Sales Tax Credit 4 USD 0 00 Tax Collecte RetentionLinelnvoice Sales Tax Credit 2 40 USD 0 00 Tax Collecte Note There is a Spanish language template to display the retentions The template is available in the Spanish version of Magaya software and in the English version To get the Spanish template in the English version you must select the option during the installation of the software or during the update to Magaya software version 9 7 Note Retention is also applied when Bills are created See the results in the Sales tax report Accounting Options Help r Financial Reports a ae
130. ct the Freight Service Class This example shows Priority Freight Service Cost The Description Commodity is optional Select a Method of transportation for this rate e Select how you want to apply this rate for example by weight in pounds Click on the dropdowns for other options Transit Time Enter the number of days of the voyage This infor mation can be added to the Query Rates screen Enter a Minimum and Maximum amount optional e Select a rate by unit or range Rates per range are useful for Roll On Roll Off RORO rates To set a RORO rate apply the rate by volume cubic feet and click Rate per Range Then enter the ranges such as 1 to 30 cubic feet then 31 to 50 cubic feet etc 309 CARRIER CONTRACTS ADD RATES TO A CARRIER CONTRACT 310 5 6 7 e Click on the Add button to enter rates amount per weights Click the OK button to save the rate information Click Next The system will generate rates for each port based on the infor mation you entered and display the results Add Multiple Rates Wizard Generation of rates These are the rates that were generated based on your previous input You can remove or edit any of them Generated Rates Status T Current T Current T Current T Current T Current T Current T Current T Current T Current T Current T Current T Current T Current T Current T Current e Charge Priority Freight Priority Freig
131. ction Adjustments Everts Attachments Notes Itemal Notes Internal Type Account Name Amount f Amount Applied to lnventomassebadustmentInvace Invento Asset 105 00 USD 105 00 ABC Sporting lnventomAssetAdustmentnvarce Inventor Cost 105 00 USD 105 00 ABC Sporting The Inventory Item Definitions List and the Balance Sheet reflect the new totals To see the Balance Sheet click Reports from the menu at the top of your Magaya Explorer screen Options Help Financial Reports Profit and Loss sales Reports Profit and Loss Detail reee Repent i Frofit and Loss by Operations TENERE PHR Profit and Loss by Operations Detail Other Reports Multicurrency Reports Pelamre ateei Balance Sheet Detail saved Reports statement of Cash Flows The amounts are shown in the Balance Sheet s Inventory Assets section including the bill for each vendor and the invoice for the customer Balance Sheet average cost example Type Account Amount Inventory Asset Bill Accounts Payable 100 00 Bill Accounts Payable 110 00 Invoice Accounts Recelvable 105 00 174 LANDED Cost MANAGEMENT SPECIFIC IDENTIFICATION Specific Identification An alternative costing method is Specific Identification which is used to keep track of the exact cost of each item of inventory that is purchased and sold for each specific item The exact cost is subtracted from your inventory assets account for the item sold This will be displ
132. d Canada Revenue Agency as 7 o USO Sales Tax Credit Sales Tax Payable i a 213 TAX EXAMPLE CANADA COMPOUND TAX EXAMPLE 3 Create a compound Goods amp Services Tax GST CMPD of 5 a Tax Genera i Man Information Code GST CMPO Descriptions Goods amp Services compound tax Tax Authority Canada Revenue Agency Rate z Amount Range Minimum Masimum Accounts E Assek Sales Tax Credit Liability Sales Tax Payable Cancel Help 4 Create a Tax Group named Canada Compound Tax Group that includes the PST CMPD the PST Base and the GST CMPD How the Magaya system calculates the compound tax Using the PST Base tax that we created the system will apply the 7 tax to the base of the invoice 1000 x 7 70 Using the GST tax that we created the system will apply the 5 tax to the base of the invoice 1000 x 5 50 Using the PST CPMD tax we created the system will apply the 7 to the 5 GST tax 5 x 7 0035 This gets multiplied to the 1000 The result is 3 50 In Summary Invoice Base 1000 PST Base 70 GST 50 214 APPROVE DISPUTE INVOICES APPROVE DISPUTE INVOICES PST CMPD 3 50 Total 1123 50 Approve Dispute Invoices Approve Dispute Invoices To approve or dispute invoices first configure this option for the customer Go to Maintenance gt Customers and right click on the customer s name in the list From the pop up
133. d Bill List These are your Accounts Payable AP transactions The following are types of AP transactions Add Bill for items that do not have bills such as the rent salaries etc you do not have to make a bill for these it is optional ACCOUNTING FOLDER OVERVIEW Add Bill Credit if you overpaid a vendor or they overbilled you then you make a record of the credit they give you If you owe them a balance you might deduct it from that balance When you write the check the Magaya software will subtract the credit If they send you a refund check you can create a Payment which will be a Vendor Refund Payments and Payment List When you receive payments from customers the payments will be listed here You can create a customer payment or a vendor refund here by selecting it from the dropdown arrow of the Add button Types of payments you can make Customer Payment Used to record what a customer pays Vendor Refund Used when a vendor sends you money a refund maybe they overcharged you Deposits and Deposit List This records your deposits to the bank Types of deposits are Deposit Payment to deposit a payment you received from a customer Deposit to deposit monies from any other source such as a loan Checks and Check List This records the checks to make payments to your vendors The following are the types of checks you can create Pay Bills check to pay regular bills Check to Expe
134. d click Next 12 The system will show you the rates that will be expired and replaced with the new ones you just added The old rate will expire right before the new one takes effect Review the date and time information and click Next AMEND RATES AMEND RATES BASED ON GRI 13 Click Save Add Multiple Rates Wizard Completing the wizard You have successfully completed this wizard Read the instructions on this screen before proceeding Please make sure that the information you have entered is correct Click on Save when you are ready For the system to commit the changes to the database Save When you click the Save button the system tells you the processing is completed If you want to add additional rates that use some information that is 319 AMEND RATES MODIFY A STANDARD RATE similar to the rates you just entered then click the Restart button Add Multiple Rates Wizard Completing the wizard You have successfully completed this wizard Read the instructions on this screen before proceeding Please make sure that the information you have entered is correct Click on Save when vou are ready For the system to commit the changes to the database The process has Finished successfully Please if you will be processing similar information and want to keep your input click on Restart If you click on the Restart button the wizard will return to the first screen and show all your information on each sc
135. d selecting the Tax Withholding option Taxa Tax Group Tax Withholding SS Filter Enter a description a code and the rate Two thirds of the tax is withheld 66 67 Select the tax authority Main Information Code A TVA M ls Active Description Tax withholding Mexico Tax Authority Servicio de Administracion Tributaria 54T Rate 66 6 Amount Range E Minimum E Masimnum Accounts Asset Sales Tas Credit Liability Sales Tax Payable 204 TAX EXAMPLE MEXICO TAX EXAMPLE On the Dependencies tab add the sales tax Dependency for Withholding tax Mexico This tax dependent on other taxes Name Code Rate Sales tax Mexico WA M 16 00 Create the tax group and add the taxes needed By creating a group for each region you can add only those taxes that apply to that region Then add the applicable taxes to the groups E Tax Group Tax Group Mexico This tax dependent on other taxes Name Code Rate Sales tax Mexico IVA M 16 00 Sales tax withholding Mexica R VA M 66 6 Ret ISR Mexico Retencion de impuesto sobre la renta R 4ASR 10 00 K 205 TAX EXAMPLE MEXICO TAX EXAMPLE When you create an invoice for an item that has a tax or tax group applied to it the invoice shows the amount of tax withheld retained Note Retention is also applied when Bills are created Invoice Events Attachments
136. date Click Next 6 Click the Save button if you are done Add Multiple Rates Wizard Completing the wizard You have successfully completed this wizard Read the instructions on this screen before proceeding Please make sure that the information you have entered is correct Click on Save when you are ready For the system to commit the changes to the database Save The rate information is saved The following note will appear The process has finished successfully Click the Finish button if you are done 7 Click on the Restart button if you want to add more rates and use some of the same information The wizard will return to the first screen and show all your information on each screen so you can make changes 326 SALESPERSON S COMMISSIONS Salesperson s Commissions In your Magaya system you can add salesperson s profiles and include commis sion participation rates for each salesperson when they sell or freight or inven tory The system enables you to enter profiles for sales people who are employees or outside contractors vendors If a salesperson is an outside vendor enter their details in the Salesperson profile e If a salesperson is an employee enter their details in the Employee profile and a Salesperson profile The Employee profile includes the User login and password fields Commissions can be set individually for each salesperson or system wide to apply to all sales people To set
137. dencies Enable tax withholding Used to withhold or retain taxes automatically from the income Round taxes up by default Used to round up the tax amount 166 ACCOUNTING CONFIGURATION ACCOUNTING INTEGRATION CONFIGURATION Accounting Integration Configuration You can exchange accounting data between your Magaya system and Quick books First configure your system and prepare your data Also see the section Import Invoices in the Magaya Software Accounting Manual To include Account Definitions when exporting to QuickBooks click this option in the Configuration menu Accounting Main Document Numbers Cost Taxes Integrations Credit Linit Miscellaneous OuickBookst Include Account Definitions when exporting to GuickBooks Include Customers and vendors when exporting to QuickBooks Inventory Charge Definitions as Inventory Item when exporting to QuickBookst This will include the Account Definition from the Chart of Accounts in the output saved from Magaya Explorer and to be used in QuickBooks It is impor tant to make sure your accounts have the same names in both Magaya and in QuickBooks to avoid duplicates To include customers and vendors when exporting from Magaya to Quick Books check the box This will create the name in QuickBooks Again verify that the entity names are the same in both Magaya and QuickBooks This options is disabled if you have multicurrencies turned on in your Magaya sy
138. ders and Sales Orders is included in the Magaya Supply Chain Solution Operations Manual To customize and automate your accounting processes please see Chapter 11 of the Magaya Software Accounting Manual 28 5 ITEMS AND SERVICES INTRODUCTION TO ITEMS AND SERVICES 5 Items and Services Introduction to Items and Services The Items and Services list in Magaya Explorer shows all the items and services your business buys and sells such as documentation services freight services crating fees and more Items and Services are used for sales reports such as how much ocean freight you sold or purchased etc Accounting ven amp Chart of Accounts l a8 Items and Services a Invoices m E Invoice List Sa Bills ad e Bill List i Payments Magaya software comes with a predefined list of items and services that will cover the needs of a standard logistics provider You can modify it or add more to it based on your specific needs Items and services are used in Accounts Payable and Accounts Receivable When you use an item or service in an invoice the line in the invoice will affect the account that this item applies to by adding or subtracting from it whether it is an invoice or a credit The account will show in the Profit and Loss report 29 ADD ITEMS AND SERVICES Add Items and Services To add an item or a service to your Magaya system follow these steps 1 Click on the Add button in the I
139. does not have payment terms set see the section Accounts Receivable Special Procedures in Chapter 10 Additional fields on the Payment dialog box Select the bank account to deposit the payment The checkbox next to the Deposit to field is not checked by default If you leave it unchecked the money will be sent to the Undeposited Funds account in your Magaya system to hold until you go to the bank with all the deposits Then you will create a Deposit Payment transac tion in the Deposits subfolder If the customer gave you a credit card number to pay with select it here To add a credit card go to the Customer profile Pmt Tab Enter the check number from the check that the customer sent you The date will be filled in with today s date It can be changed as needed Enter the amount of the payment If there are outstanding invoices the payment amount will be deducted from the total You can also click on the Invoices in the list to apply the payment Enter a memo note as needed Click on the invoice to be paid A checkmark appears in the checkbox and the Amount Due changes to Amount Paid To enter a partial payment click in the Amount Paid table cell of the invoice and type in the amount paid Filter the list if needed 61 ENTER PAYMENTS 62 Click the OK button when done All the information is saved and a Payment document is created automatically The Payments L
140. e amp Chart of Accounts Bank Account Bank Account fag Items and Services Bank Service Charges Expense Standard Client Ral Capital Stack E quity So Carrier Rates Cash Other Current Assets mudes Cost of Goods Sold Cost Of Goods Sold E moce Lee Cost of Services Cost OF Goods Sold Custom Broker cost Cost OF Goods Sold e Bills Customs Broker income Income 23 ADD TO THE CHART OF ACCOUNTS Add to the Chart of Accounts Step by Step Procedure 1 Goto the Accounting folder and click Chart of Accounts El E Accounting Items and Services Standard Client Rates Carrier Rates Invoices Invoice List Bills o Bill List EF Payments EF Payment List Deposits Deposit List Checks EZ Check List 2 Click the Add button A dialog box opens Account Definition Definition Notes Type Mame Account Humber Parent Account Inactive Use the first dropdown menu to select a type of account The Type Accounts Receivable displays by default Choices are e Accounts Receivable AR This is the money that is owed to you considered an asset e Accounts Payable AP This is money that you owe considered a liability o Income Defines where money comes from 24 3 4 5 ADD TO THE CHART OF ACCOUNTS o Expense Used to define what you are spending money on e Cost of Good Sold Use this to determine the
141. e Add button pop up menu in the Rates section select Multiple Rates In the wizard select Copy from entities rates for this carrier If you want to use another carrier select it from the dropdown Select source entity AMEND RATES AMEND RATES BASED ON GRI In the additional fields that appear enter the details of the transformed rates such as percent and value of 10 Add Multiple Rates Wizard General information Enter the required information to create the new rates Carrer SUD H4AMBURGICOLUMBUS LINE How would you like to create rates Enter your own rates Copy From similar entities rates we Modify copied rates we Modification Type Increase a percentage 315 AMEND RATES AMEND RATES BASED ON GRI 8 Click Next The Filter screen will appear Here you can specify exactly which rates you want to transform Filter the rates to find the rates that you want to apply the change to by specifying the following Add Multiple Rates Wizard Filter rates Specify what conditions must be met in order to process only the desired rates IF a Field is left blank it means all rates will match Statys Current Service Class Ocean Freight Service Cost Commodity Type Method Mode of Transportation Vessel Containerized Applied By Package Package Type 20 Fk Standard Container When you set these criteria the system will search in your Magaya data base for any rates that match thes
142. e Employee is the person who is adding the contract into the system This will be filled in by the system The Division is optional To include a copy of the contract as an Attachment here scan it and attach by clicking on the Attachments tab and clicking on the Add button Details on attaching via a scanner are explained in the Magaya Cargo System Operations Manual Add any notes as needed on the Notes tab Click OK The contract is added in the list When a new contract is added into the system the system will create a default amendment called Initial and place it in the Amendments list To view the original amendment double click on Initial in the Amendments list to open the dialog box Contract Dates From 1 17 2010 Ww To 1 3 Contracts a 2 MSF oS Amendments for Contract lt SUD Number Entity Effective Date Expiration j Number Effective Date Contra SUD11 22 SUD HA 01 26 2010 0172872011 UNITIAL 01262010 SUD11 Double click to view Rates for Amendment lt INITIAL gt Status Carrier Charge CARRIER CONTRACTS ADD A NEW CARRIER CONTRACT The Number field is Initial This Initial amendment is the original contract with the same effective date as the original contract and all the details Contract Amendment General Attachments Notes Humber INITIAL Effective Date 1 26 2010 wt Employee Administrator Now that the carrier contract information is entered in
143. e Income 0 00 Upening Balance Expense l AO 00 Air Freight Income 150 00 Air Freight Cost 0 00 Reverse Opening Balance Equity 0 00 Total Debits USD 200 00 Total Credits USO 200 00 Click the Add button again and in the Account Name column select the Opening Balance Expense If there was a Debit amount for this expense in your Trial Balance enter the amount in the Credit column This reverse is required for this step 4 Enter your other account names in the Journal Entry dialog box For example enter the debit and credit for the air freight income and cost Continue to enter all your accounts If you had an account in your previous system but it is not showing in the Magaya list of default accounts you can create it Click the Plus sign in the dropdown menu of the Account Name column and add the account 20 5 6 ENTERING OPENING BALANCES ENTER INFORMATION IN THE ACCOUNTING WIZARD To make the debit and credit totals equal add the account Opening Balance Equity and enter the difference between the credit and debit amounts If the debit is short enter the difference in the Debit column If the credit amount is short enter the difference in the Credit column Click OK in the Journal Entry dialog box to save Now your the Debits and Credits are equal and the opening balances are complete 21 ENTERING OPENING BALANCES ENTER INFORMATION IN THE ACCOUNTING WIZARD 22 4 CHART OF ACCOUNTS CHART
144. e Magaya Software Accounting Manual Chapter 11 Also find steps for periodic billing there too Recurrent Bills This will display a list of recurrent bills Open Transactions This opens a list of open transactions Set the date range as needed in the list Choose columns in the list Import or Export data into or out of Magaya database History This opens a list of any transactions related to the one selected To pay more than one vendor see the section Pay Multiple Vendors Note Users of the Magaya Supply Chain Solution can create bills from Purchase Orders for more than one vendor See Chapter 9 on Purchase Orders in the Magaya Supply Chain Solution Operations Manual If a PO is created with landed costs the charges will be prorated When the bill is created from the PO the landed costs will be added to the asset account Learn more about landed costs in the topic Landed Costs included in the Magaya Software Accounting Manual To view more details about a bill select it and click the Detail button Purchase a Fixed Asset Bill Credits BILL CREDITS When you purchase a fixed asset you can create a bill for it For example when purchasing a vehicle for your company enter a bill which goes to Assets for your company Accounting Transaction Bill Events Attachments Notes Internal Notes Number 193 vendor Account Accounts Payable Sugarland Trucking Co tyt Transaction Date
145. e Magaya Supply Chain Solution go to the Inventory Organizer in the Warehousing folder 333 SALESPERSON S COMMISSIONS AGENT PARTICIPATION Open or create a category and select the type and set the value for the commis sion in the dialog box Inventory Organizer Categories W inventory Item Definitions B 5 All Categories a Landscaping Mame Parent Number of Subcategories Sports Equipment Sporting Go a Sporting Goods Athletic Shoes Sporting Go O a Athlet H a Construct G2 Patio Fur Select a Category Parent Category Sporting Goods Category Name Sports Equipment Description Click Commissions button Commissions _ Internal Use When a customer purchases an item online the commission amount is added to the transaction When a salesperson sells inventory the commission can be generated from the Sales Order by clicking on the Actions button after creating the Invoice The system creates a Bill payable to the salesperson Agent Participation The Magaya system enables you to set agent and sales participation system wide or per agent and per salesperson 334 SALESPERSON S COMMISSIONS AGENT PARTICIPATION Set Globally To set a percent system wide to apply to all agents 1 Go Maintenance gt Configuration gt Accounting 2 Click the button for Outgoing or Incoming for Configure liquidation options You can set the percent for each type of shipment indepen
146. e Ocean Master Shipments OMI ce Shipments OHI iprments La hl set the dependency niente Gill Do not sho ates of Transportation Priority sorting order 1 ts highesk4els no priority The price for this change depends on other charges in the transaction Dependency level i a The following shows an example of a dependent charge using the percent of agent profit sharing tariff The dependency can be used for any item service In this example we set the tariff at 10 of the profit via the Tariff button on the Definition tab of the Items amp Services dialog box Define tariff of Documentation as Items and Services 10 of profit Landed Cost Apply by Calculated Prices in USD Min 0 00 Mas 0 00 App 10 ofthe 33 DEPENDENT CHARGES 34 Save the percent and go to the Automatic Creation tab of the Items amp Services dialog box Check the box to enable dependencies Then set the dependency by using the dropdown menu The Items amp Services List has columns available to show the dependency level number and if the charge has dependencies Yes or No Let s look at how the system processes different dependency levels For example setting the dependency at 1 will tell the system to calculate the charge at the same level as the ocean freight charges shipment44 E z amp P Master Houses Add Doc Profit Liquidat Transac Charges W
147. e Startup Wizard is explained in the Magaya Cargo System Operations Manual The Accounting Wizard helps you set up your e Chart of Accounts also called the general ledger e Items and Services Opening balances of your customers and vendors Each screen in the wizard contains instructions to help you work through the wizard You can go forward and back in the screens to change information When you finish the wizard all the information is saved in your Magaya system Additional setup of accounting related options can be done in the Maintenance gt Configuration menu See Chapter 10 of the Magaya Software Accounting Manual 15 ENTER INFORMATION IN THE ACCOUNTING WIZARD Enter Information in the Accounting Wizard Go to the File menu and select Accounting Wizard Edit Sales Operations Maintenance My Company Info Startup Wizard Accounting Wizard Download Document h The Welcome screen opens Accounting Wizard Welcome to the Accounting Wizard The following steps will guide You through Choosing the Company Fiscal ear Setting up the Chart of Accounts Setting up the thems and Services Entering the opening balances for customers vendors etc Click on the Next button to start Click the Next button to start the wizard Select the month that you want to assign as the beginning of your fiscal year Thi
148. e click on a Customer name and the dialog box for their profile opens Double click on any number in the list to see the details they will open in a new tab preserving your first report and the list so you can see them all When analyzing the profitability of Sales Orders the other cost charges on related Purchase Orders are considered Prorating of Costs The Magaya system prorates the costs for the Houses and shows them in the profit report Expense column Even though the Shipment Profit screen does not show the costs the system prorates them for the report The Expense in the report is all the costs such as the freight documentation etc that are pro rated across the entire shipment The Profit screen is available from the Profit button on the Shipment Toolbar NOTE To see a Customer Statement of just one customer go to the Customer List right click their name and select Statement SALESPERSON PROFIT REPORT Salesperson Profit Report This report allows you to know the margins that each salesperson is contrib uting to the overall profit of the company This screenshot shows the detailed view of the transactions for the salespeople The other tabs here are the sales person list and the summary profit report for the sales people Pront by Salesperson Detaled Transaction X Daia EYEE From 0A w Te AAD i 2 x EL LOGISTICS Profit by Salesperson Detailed Transaction January 1 2010 through May 5 2011 USD Tra
149. e criteria and already exist If you leave a field blank in this screen the system will apply the transformation to the criteria in that field 316 AMEND RATES AMEND RATES BASED ON GRI 9 Make changes such as removing ports that you do not want to apply the new rate to and click the Next button Add Multiple Rates Wizard Select ports Select the origin and destination ports that will be used to Filter the desired rates Ports of Origin Ports of Destination Mame Method Mame Miami Tokyo Pittsburg Colon Port Everglades Grand Turk Tampa Ocean Air Lim Maracaibo Ocean Air Method Ocean Air Ocean Mai Ocean Air Ocean Air 317 AMEND RATES AMEND RATES BASED ON GRI 318 10 Inthe next screen Found rates the system will display the rates for the ports you selected Click the Next button Add Multiple Rates Wizard Found rates These are the rates that match the previously specified search criteria Found rates Status Charge Description Origin Destination W current Ocean Freight Serv Electronics Tampa Lim 11 The system generates the new rates applying the 10 increase to them all for you It will split rates if you have two container sizes 20 and 40 foot in the existing rate For example if you get an increase for a 20 foot container but not for a 40 foot container the system will split the rates and show them all to you in this screen Review the information an
150. e for Carrier Rates and for Client Rates When you customize the Standard Client Rates the first screen in the wizard does not have a client to select because the modification you make will apply to all clients Modify Rates Wizard General information Specify the type of modification you would like to apply to the rates Choose the modification to be applied To modify all Expire rates on this date standard Client Rates ee Modify rates Modification Type Increase a percentage w value 1o Hy Client Contracts Magaya software includes a wizard to help manage contracts you offer your customers 323 CLIENT CONTRACTS CLIENT CONTRACTS ADD CONTRACTS AND RATES Client Contracts Add Contracts and Rates Use the wizard screens to manage contracts you create for your clients The wizard works the same way as the wizard for adding carrier contracts and carrier rates F z PLS ed Harawi Bg Tasks Cemit Dates Thar ya ba hate zF Fme ii i Te anwa S g K 2 ti a E qian Contract P F MP oS amendeonts tor Contract 3 i MY a 7 Bookings Purba Eni Emin D Harbe Elen D Contact Erployen Hoir e lihaa H71 E ures seb Farne enh PMT ate Memba THN lera Tay T Ae E auni Sy Chart of anis i There and tera ll ks To weiwd Client pese 5 i Clert Asia Ti Curier ates Retar io Amendweni ITAL r FF BY or i eee Giyas Cuskpanes Chai Dertiption Ca D raria imn E ur sskia F arm Preap F 5 e
151. e system which charges to display at the top of the list of charges Priority 1 or sort it any other place in the list Select a number from the dropdown to set the priority of this charge items and Services x Automatic creation Landed Cost F Enable Automatic creation for Warehouse Receipts MA Pickup Orders FK Liuotation LIT Cargo Releases CR Sales Orders 50 Esport Shipments Import Shipments Air Master Shipments AME Ai Master Shipments AMI Air House Shipments AHE Ai House Shipments AHI Ocean Master Shipments OME Ocean Master Shipments OMI Ocean House Shipments OHE Ocean House Shipments OHI Ground Master Shipments GME Ground Master Shipments GMI Ground House Shipments GHE Ground House Shipments GHI Do not show in documents Modes of Transportation Prionty sorting order 7 is highest is no priority The price for this charge depends on other charges in the transaction Dependency level Click OK to save 35 ACTIONS PERFORMED WITH ITEMS AND SERVICES Actions Performed with Items and Services 36 To make reports based on the Items and Services use the Actions button and select Reports from the pop up menu The following sales and purchase reports are available rcharge Cost Air Freight Cost Other Freight rcharge Air Freight Income Other Freight Teight Cost Ground Freight Cost Other Teight Ground Frei
152. ea Pad Name Code Balance Credit Amt Due Amt Paid O No Sales tax Colombia WAAC 16 00 0 00 16 00 0 00 O No Retefuente Colombia Ret 0 00 400 4 00 0 00 O No Salesiar withholding Ret 0 00 2 40 2 40 0 00 O Me ITBMS TH 0 70 0 00 0 70 0 00 To Pay Sales Tax to Tax Collector Rank A i Balance USD 0 00 Total Due USD 10 30 Total Paid USD 0 00 Discount 0 00 Check Amour USD 0 00 Tax Example Mexico This topic shows an example of handling taxes and withholding taxes in Magaya software for Mexico Note All sales taxes are created in the Chart of Accounts gt Actions button gt Tax Table 202 TAX EXAMPLE MEXICO TAX EXAMPLE First configure your Magaya system to enable withholding by checking the box in the Configuration gt Accounting menu on the Taxes tab Accounting eee rr Main Document Numbers Lost Tares Integrations Credit Limit Miscellaneous Tax Settings Keep tax For purchases as credit Enable cascading taxes Enable tax withholding Round taxes up by default 1 Create the sales tax E Tax Main Information Code Description Tax Authority Rate Amount Range Maximum Accounts E Liability Example Sales Tax for Mexico VAM Sales tax Mexico Tax Collector et 16 ES Sales Tax Credit Sales Tax Payable Is Active USD USD 203 TAX EXAMPLE MEXICO TAX EXAMPLE 2 Create the withholding tax by clicking the Add button an
153. ee Federal Income Tas Payable Other Current Liabilitie F Cash Other Curent Assets Capital Stock Equity Advertising Expense Expense Other Expenses Expense Other Incomes Income Replace Account Technology Expense Expense Utilities Expense Expense General Journal Entries Telephone Expense Expense Divisions Supplies Expense Expense Tax Table Rent Expense Expense Professional Fees Expenses Expense Choose Columns Printing and Reproduction Expense Import Postage and Delivery Expense licenzes and Permits F nenze Export Ty so aa 1 i F 1 r c oA af CAP vi xf WwW 9 Add Filter Actions Detail The following actions can be performed by clicking on the Actions button Other Reports This option generates reports by name type account number currency parent account or by type code Reports This option offers the same list of reports as the Reports menu option on the top Magaya Explorer toolbar such as Profit amp Loss Balance Sheet taxes General Ledger menu and more Transaction Listing This enables you to see a list of transactions when you click on an asset or liability in the list This option is grayed out if you select income or expense Reconcile Use this option to reconcile the Bank Account A screen opens showing deposits and credits checks and debits balance totals and more You have the option to add edit or delete transactions e Replace Account Use this to rep
154. eight or pieces Enter the value such as 5 for five percent of the profit An example of a shipment is a percent of a type of shipment such as an ocean export Percents can be set individually per type of shipment shipment Participation Type Percentage of Profit Value 10 00 Ar Ocean Ground Import F F F Export F F Click OK in each dialog box to save When a salesperson sells freight the commission is generated in the shipment transaction in the Liquidation screen View Columns for Participation 330 SALESPERSON S COMMISSIONS FREIGHT COMMISSION Click the Actions button to see the list of columns you can add to the Liqui dation screen Select the columns for the salesman name participation and profit lipmentBe Liquidation for Shipment Shipment66 USD Af abil Humber Customer Description Lost PP Lost Col Ing PP IBUL 511 Column Settings Gross Frotit Decimal Agent Hame Text Agent Participation Text Agent Profit Decimal O You Profit ood Fee Tipe Text Balance Decimal o Salesman Mame Text Visible Salesman Participation Text word Wrap yf i 5 E A Protit Decimal Width F Shipment Name Test The commission can also be changed in the Liquidation screen by double clicking on the line When you click the Generate button in the Liquidation screen a dialog box opens listing all the accounting transactions for the shipment
155. eneral Address Billing Address Other Addresses Contacts Rates Charges Prot Terms Payment Terns i Customer can save 2 Terms 24 10 Net 6 by paying early l within 10 days o e Otherwise full amount due Incoterms abt meneb USD Invoice penodically Use Default w T54 Compliance This entity is a known shipper known shipper expiration date 3 Click OK to save the setup These terms will be applied to this customer s invoices automatically and the due date will be set based on the terms It can be changed at any time Depositing Payments Deposits of payments that you get from customers can be created in the Deposits List or document view There are two types of deposits e Deposit Payment Use this option when you are depositing money from the Undeposited Funds account Deposit Use this when you are making the type of deposit such as if you receive a loan from a bank See the topic Banking for details To deposit a payment 68 DEPOSITING PAYMENTS Click on the Add button and select Deposit Payment MH 4 eee 3 7 ws ay lt First Previous MN Add Edt Delete Find Filter Actions Doon A725 N18 Terrace Wiari FL 331727 UNITED STATES Deposit Ticket A dialog box opens Deposit Deposit Attachments Internal Motes Bank Account lank Account Date 6 anng Memo
156. ents in the document or list view and click on the Add button M U Dw xX e BL amp First Freios dd Edit Delete Find Filter Actions Customer Payment Vendor Refund HVVC Cargo Company oro MV 15 Terrace Miami FL 33172 UNITED STATES Check Mum E AT D Medeci Art Gallery Items Paid 52 Pickup 27 Original 4m ount 3025 00 VENDOR REFUNDS A dialog box opens It is similar to the Payments screen Accounting Transaction Refund Deposit Attachments Internal Notes A P Account Accounts Payable ww Check Number 123 Bank Account Bank Account v Date 10 01 2010 iv From Vendor ATLAS AIR INC wt Amount USD 100 00 Mema C Show all non refunded Credits Credits USD Paid Type Ong Amt Amt Due Amt Faid Drissan F 1000 ooo 10000 O lt Current Balance Amt to Refund Amt Refunded Exchange Rate Totals USD 0 00 USD 100 00 e Select the A P Account for this vendor refund If you are working in multicurrency and select an A P account with another currency this payment will be made in that currency and that A P account will be updated with this refund transaction Enter their check number Select the Bank Account to deposit for this refund check Select the vendor name The date is filled in automatically with today s date Check the box to show all nonrefunded credits
157. ep by step procedures for all the accounting tasks performed in Magaya software You can also click on any word in the Index to go to that topic This manual is organized into the following topics An overview of the accounting system and accounting wizard it is recom mended you begin with the Accounting Wizard to set up your company s accounting information such as fiscal year home currency and more e How to use the Chart of Accounts How to use the Items and Services Accounts Receivable including working with invoices credit memos receiving payments and how to create a report of open invoices and aging AR Accounts Payable including creating and paying bills bill credits and vendor refunds and how to create a report of unpaid bills and aging AP WHERE TO FIND HELP How to perform banking tasks such as how to write checks in Magaya soft ware how to make deposit tickets and to reconcile the bank account Reports include financial reports such as Profit and Loss Balance Sheet and Cash Flows other reports you can make include sales and purchase reports trial balance transaction details and more Additional topics include working with the Tax Table setting up your company divisions and document numbering in Magaya software creating Journal Entries working with multicurrencies and more Customize Accounting Features for your Company You can set up your Magaya system to customize and automate acco
158. eports show transaction details trial balance details of checks invoices and bills daily journal sales tax and more Accounting ptions Help Financial Reports m i iint ERE Email Ri Furchases Reports Frofit Reports d From 17 1 Other Reports i Transaction Detail for all accounts Multicurrency Reports Trial Balance General Ledger saved Reports Daily Journal Check Detail Invoice Detail Bill Detail Jan 14 7014 34 l F t Detail MarD42013 145 ian Juega 149 les Te Libii sales Tax Liability Detail May 16 2014 Purchases Tax Purchases Tax Detail Transaction Detail To see transactions details for a specific account in the Chart of Accounts select the account and use the Actions button To see trans action details for all accounts in the Chart of Accounts use the Reports menu from the top toolbar 149 OTHER REPORTS Trial Balance A list of the accounts showing the balance for each The total for the Debit column should equal the total in the Credit column This report is used by accountants to match credits and debits Trial Balance As of June 17 2009 USD db Debit dh Credit d Equipment 1625 00 0 00 Current Asset 2000 00 0 00 Petty Cash 129 00 0 00 cash 0 00 10000 00 Depreciation Expense 0 00 2000 00 Undeposited Funds 1500 00 0 00 Bank Account 19667 83 0 00 Accounts Payable 0 00 4 i434 20 Accounts Receivable 90326 06 0 00 Agent Liquidation Income 0 00 2300 00 Ground Freight Income 0
159. ered deposited according to your Magaya accounting system If you are receiving payments from customers online deposit those payments just as any other deposit Actions for Deposits Refund Check The Actions button for Deposits can be accessed from the document view or list view for the following options Reports By account name memo etc Go to Document The Deposit appears in the viewing pane e Void Deposit This will void the transaction but not delete it so there is a record of the void in the Transactions log e Print Batch This will print the transactions you have filtered Choose Columns A dialog box opens with options to include or exclude columns and rearrange them o Export A dialog box opens where you can select the location folder to export data e History A dialog box opens showing any transactions related to the trans action you have selected View more details about a Deposit by selecting it and clicking the Detail button There are two different types of refunds you can create in Magaya Explorer The Refund Check function is located in Checks list and document view Use this when a customer overpaid you and you will write them a check for the amount In order to issue a Refund Check a credit must exist for that customer either as a Credit Memo or as an advanced payment or an overpayment A Vendor Refund is available in Payments Use this when you receive a refund from a
160. erms Pmt Terms tab Miscellaneous Accounting Configurations This screen include various settings Accounting Main Document Numbers Cost Taxes Integrations Credit Limit Miscellaneous Other settings Invoice customers periodically Do not apply Allow bo add expense items on invoices Exclude new invoices From tracking Automatically generate recurrent transactions Override division of generated accounting transaction with the division of the source operation Periodic Invoices To invoice periodically means that all charges generated for a customer will be accumulated in a single invoice as the end of the period week or month For any customer that you set this option for the system will add 168 ACCOUNTING CONFIGURATION ADDITIONAL FINANCIAL RELATED CONFIGURATIONS charges to one invoice To invoice customers periodically click one of the options Do not apply Weekly Fridays e Monthly this option enables you to set up to five dates in a month to invoice customers Other settings Allow to add expense items on invoices lt 1 Exclude new invoices From tracking an Automatically generate recurrent transactions 4 5 Override division of generated accounting transaction with the division of the source operat g 7 E The option you set here becomes the default in the system To change a setting for a specific customer go to that customer s profile and make the change on the Pmt Terms
161. folder 2 Click on Customers 297 CUSTOM RATES CREATE CUSTOMIZED RATES 3 Inthe Customer profile dialog box click on the Rates tab Fie Edt Sales Operations Maintenance Shipment Magaya Network Accounting Reports Options Help 604 838 864 868 Back Forward Ar Ground Docu H P Magaya Network mi Tasks H al Quotations Gd Jobs Bookings Gereral Address Billing Address f 4 amp 9 Warehousing i Descipion Change Ongn Destination Customers Vendors Salespersons Contacts R Employees Ports gt Countries S Configuration H Accourting So E TS RESIS a Cutgoing Shipments pi l Incoming Shipments i Miscellaneous a Biscayne Bike Shop a Boston Scienbfic 305 597 4000 298 CUSTOM RATES CREATE CUSTOMIZED RATES Click on the Add button in the Rates tab A dialog box opens General Freight Service Class NPR Si elie pope s Origin Miami Destination Maracaibo we Method Vessel Ww Transit Time days Apply bY Container Prices in USD Min 50 00 Rate per Unit 1 00 Query Carrier Rates On the General tab select the carrier Select the freight class service This pulls from the Items and Services of type Freight and Other Freight Enter a description optional Use this for Commodities that you want to classify by type such as electronics To enter a new commodity click on the plus sign in the dropdown menu en
162. for a service such as priority freight or a fuel surcharge that will apply for all customers who send freight to the origin and destination you assign in the Rate dialog box Let s look at the Rate dialog box 293 STANDARD CLIENT RATES STEPS TO SET UP STANDARD CLIENT RATES A dialog box opens with three tabs 294 General Contract Notes Freight Service Class Air Freight Service w Description Commodity Electronics Origin Miami Destination Bogota Method vir Transit Time jo days Apply be Weight s Pound lb Use Gross Weight instead of Chargeable eight Prices in USD Min 53 00 blax Rate per Unit More than Rate 1 00 0 90700 100 00 0 69960 1 700 00 0 58300 Quern Carrier Rates On the General tab select the Freight Service Class from the dropdown menu such as Air Freight Service Enter a description optional Use this for Commodities that you want to classify by type such as electronics To enter a new commodity click on the plus sign in the dropdown menu enter the information and click OK Commodity Types can also be entered in Maintenance gt Configuration gt Commodity Types The Commodity Type can also be specified when you are entering Inventory Item Definitions Select the Commodity field on the General tab Select the origin and destination cities for this rate Select the method mode of transportation such as Air Transit Time Enter
163. g Expense 49 95 Business Cards Equipment 189 00 Lager printer Delete Exchange Rate 1 00 usD Total USD 238 95 Current Balance USD 523 50 Note In order to pay with a credit card you must have a credit card account set up in the Chart of Accounts Select the credit card from the Bank Account dropdown Use this method when you do not have a bill for example you went to Office Depot bought office supplies and paid for them with a credit card When you return to work you update your Magaya Explorer with the transaction When the credit card statement arrives in the mail and you need to pay it use this same method Check to Expense Select the bank account you want to use to pay it and select the credit card company as the Pay to the order of When you add the item in the dialog box the Account Name will be the credit card Accounting Transaction Bank Account Pay to the order of This transaction creates a record of what you paid and what account it went to 96 WRITING CHECKS Pay Sales Tax Use this to write a check to the tax agency such as state or county to pay taxes you have collected in invoices for goods sold Accounting Transaction Sales Tax Payment Attachments Bank Account Bank Account Number Pay to th peas F Florida Department of Revenue Date 6 17 2013 Merc state sales tax Show Due Balances Code Balance Credit Amt Due Amt Paid
164. g TIIZ 0F Bank Account 7712 03 Demo sit Jum DS 2008 Inde posted Furies B6B Bf 350 43 Payment Jumaga 456 Madec Art Gallery Jazo UD 12720553 Check duwa i3 Office Depot Supplies Expense 63 00 12142 03 Depast Jura 22009 Small Business Adri 10000 00 37142053 Bill Payment Jutaan 16 British Alrwary s Accounts Payable 2500 00 1964285 T _ 25 00 19647 2S otal Bank Account MARY 534 00 19073 83 Total Checking Saving MANY ie _ ob i1364 Fa 19066 TT Accounts Receivable Accounts Receivable i1354 Fa 19046 7T Irvnice Juwa i Caterpillar Eguip rveoice Junta 50 JB Wire Go SSR7E 17 invoice Juvtieoos 49 Shimada SGTE IE Payment Jum 12008 Shimano Sean 410 20 Weel The columns of the report show the transaction type date and number the customer or vendor name the accounts the balance and more If an invoice or other accounting transaction has more than one account included in it the word MANY will display in the Account column Each account will show a beginning balance that accumulates the activity before the period After that you will see the transactions for the period and then the ending balance as of the end date of the period If you sell inventory and choose the Average Cost method of costing the items the average will appear in the Balance Sheet Balance Sheet average cost example Type i Account Amount Inventory Asset Bill Accounts Payable 100 00 Bill Accounts Payable 110 00 Invoice Accounts Recelvable
165. gayaNetwork Accounting cy i a a s a O O 2 82 0 D P Back Air Ocean Ground Print Page One Configuration H a Magaya Network fl Tasks m P ayment Terms i Quotations ee y ie ee mar Description Due Das H Bookings nd Due on receipt O H E warehousing y 2 10MNe60 60 B Maintenance MEEI 1 10 Net 60 B0 Carriers 2 10 Net30 30 Forwarding Agents SSI TeT0Net 30 30 s waren Providers we He Hee be Task Types Met 90 g0 a Vendors Net ED ED a Salespersons Het 45 A5 Contacts Met 30 a0 Employees g Net 15 15 Ports ML Met 10 10 wd Countries Transformati oF Cee E os pe Rates Ai q Accounting ee 7 E Oukgoing Shipments ii i g Incoming Shipments Tempa 4 Miscellaneous CUSTOMER PAYMENT TERMS Note Only users with permissions can access this configuration 1 2 3 4 To create your own payment term click the Add button A dialog box opens Payment Terms Payment Terms Description 15 Net 60 Wet due days Discount percentage 5 Discount if paid within days 3 The Description field is optional If you do not fill it in the system will based on the other fields The Net Due days field is the number of days when the transaction is due Enter the Discount percentage optional and the number of days when the discount will be given In this example the customer will receive a 5 discount if they pay within 15 days Or the tota
166. ght Income Other reight Service Cost Aart Freight Cost Freight freight Service Other Reports Freioht Freight Service L Reports Freight Service Sales by Item Detail Freight Service Ca Freight Service ht Service Cost ht Service J Balance Income J Balance Espens Inventory Item Definitions Sales by Item Summary Non Inventory Item Definitions Purchases Detail lt Faucet Chrome Cost gt Replace Item Purchases by Item Detail Purchases by Them Summary Choose Columns omimission Import Other toht share E l Other toht share eee Other pul pi i i F a i a CA aif ee Va ma Add Filter eee The reports will be generated using the transactions for the items and services Other Actions available from the Actions button include the option to choose the columns you want in the list and to import or export the data in or out of the Magaya system Replace Item You can find and replace any existing item of the same type and the system will update all the transactions that have that item in it When you open the dialog box from the Actions menu select the items to find and replace Find and Replace The system will replace the Found item with the desired item in all transactions Find what Replace with a ACTIONS PERFORMED WITH ITEMS AND SERVICES The Find and Replace feature is useful if an item has been duplicated or not used correctly Afte
167. ght click in the Commodities screen of the PO to choose the columns if needed to view them When a PO with charges for landed costs is billed the Bill for the other charges will also contain an asset adjustment 165 ACCOUNTING CONFIGURATION TAX CONFIGURATION This will also affect your Balance Sheet and Trial Balance in your Magaya system For details on landed costs please see the section Landed Cost Management in the Magaya Software Accounting Manual Tax Configuration Configure how your Magaya system will handle taxes such as those that apply when you sell freight a service or inventory items and those that you pay to a tax authority Accounting Main Document Numbers Lost l Tares Integrations Credit Limit Miscellaneous Tax Settings Keep tax for purchases as credit Enable cascading taxes Enable tax withholding Round taxes up by default Keep tax for purchases as credit To keep the sales tax for purchases you make and hold it as sales tax credit check this box This will apply when you are paying your sales tax For example You create a check to pay sales tax The check is payable to the tax authority or agency such as the state or county The total that you will pay will reflect the deduction of sales taxes you already paid when you made purchases that required sales tax Enable cascading taxes Used to create taxes that depend on other taxes For details see the section Tax Depen
168. h this recunent transachon When you relate this barisaction to the cargo m the warehouse you should use a Tari to calculate the tight pices Humber 1457 Apply to Republic Shipping Biling Account Accounts Receivable Charges Accounts Salus Description rep Pice Paidas Prepaid v USD000 Tak USD000 T ial Amount USO 000 Arnount Due USD 0 00 Enter the transaction number in the Number field This is the number of this template not the number of the invoice The invoice number will be generated at the moment that the invoice is automatically generated Click on the Apply to dropdown menu to select the customer that will receive the recurrent invoice The address displays automatically To change it for this transaction click the Change button The date is filled in automatically Select the Account this transaction will refer to such as Accounts Receiv able The Transaction Date is set automatically to today s date Change it as needed This is the date that you created this template 257 RECURRENT ACCOUNTING CREATE A RECURRING INVOICE Click the Add button in the wizard screen to add a charge A dialog box opens Charge Information Charge N otes Type Storage Fee w Quantity Unit Price Amount E A E a Select the type of charge such as Storage Fee this is an income item b Enter a description optional c The quantity units s
169. harges that will be automatically created Description Account Name Automatic Creation Bill of Lading Vocumen Documentation Bunker Surcharge Ocean Freight Ine Bunker Surcharge Cost Ocean Freight Cost Caricom fee Documentation Cartage Cost Cost of Services CTG INC Cartage Fee Services CERVELOSS Cervelo 53 Cost Inventory Cost CERVELOSS Cervelo 53 income Inventory Income CAT LOST Crating Cost Cost of Services CAT INC Crating Fee Services CUSBROAFEE Custom Broker Fee Custome Broker in In this example when an Ocean House Export OHE shipment is created and vessel containerized is selected as the mode of transportation a charge for Cartage Service will be added to that house shipment Charges created auto matically will always be added after you selected the client to bill for that trans action The price of the created charge will be calculated based on the tariff or rate set for that charge See the section on Tariff and Rates for details Note In addition to adding the Automatic Creation functionality to an existing Item or Service you can also add a new Item or Service and automate charges for it For example you may want to automate an Express Shipment Surcharge for high priority shipments Then each time you create a high priority ship ment the surcharge will be added Use the Add button in the Items and Services list to add a new item and automate the charge following the same steps above
170. he Pmt Terms tab Payment Terms Follow the steps below to add a new tax item SALES TAXES STEPS TO ADD A SALES TAX ITEM Steps to Add a Sales Tax Item 1 Go to the Chart of Accounts 2 Click on the Actions button and select Tax Table List A list opens Note The list will be blank if you have not added any items Chart of 4ccounts Tax Table List Marne Code Type Layout Rate Authority Hame Miami Dade Tas T1 Tas Simple e00 Miami Dade County Panama Hasar printer rate 1 PAM Tax Simple 5 00 Panamanian Gowermment Colombian Tas A Tas Simple 15 00 Colombian Govermmernt Colombian Tas ye Tas Simple 16 00 Colombian Gowermment Florida State Tax FL Tas Simple 6 00 Florida State Dept of Reve 3 Click the Add button and select Tax to add a tax or select Tax Group to add a tax group A dialog box opens E Tax ependencies Main Information Lode ls Achye Description Miami Dade Tas Tax Authority Miami Dade County Rate Fi Amount Range biinimum hl asin Accounts Sales Tax Credit Liability Sales Tas Payable Enter a code for the tax item It can be any combination of letters and or numbers 179 SALES TAXES STEPS TO ADD A SALES TAX ITEM Enter a description of the tax item for example Miami Dade County Sales Tax Select the tax authority from the dropdown This is where the taxes will be collected If you need to add it click on the plus sign The ta
171. he Actions button and click on the Cargo Reports option Select the type of cargo report you need The Cargo Reports relate the operations and accounting information in the Magaya system enabling you to see reports such as how much you have billed for certain ports or destination agents Create Purchase Reports Use this option to create reports of all unpaid bills or unpaid bills as of a certain date Other options are create an aging accounts payable in detail or a summary report and a Bill Detail report The report opens in the viewing pane You can adjust the columns in the reports save a report filter the information or export the report data Export the data in the bill list to QuickBooks or PeachTree accounting software programs to export the bills you have filtered and to save them on your computer or other directory in a file format that can be imported in those applications To view a bill select the document to highlight it and select Go to Docu ment Print a batch of bills you filtered Pay a bill A dialog box opens For information on filling in the fields see the section Create Bills 81 ACTIONS FOR BILLS 82 Void a transaction Select the bill and click on this option to void a trans action Save as Recurrent This is useful to create a recurring bill based on the bill you are viewing if it is a bill you need to pay each month A wizard walks you through the steps See details in th
172. he Cartage Fee In this example we will add a charge to each containerized ocean export ship ment for taking the container to the port Double click on Cartage Fee or select it and click the Edit button AUTOMATED CREATION OF CHARGES 3 The Items and Services dialog box for the Cartage Fee opens GS Magaya Neterork H Tasks hems and Services i Quotations Dosndoion ue Agno Hamo lane i 1a ki Burke Surcharge Cos Desan Freight Cost Othe Freight La Purchasing Caricom lee Docuneeiation Diha g i Sales Coin Sania pif Bookings Cannons EE War ih r pi Ma 73 Gammon eric i bi Rate Fadoiaic citokin Landed Cost Motes Accounting OOCwEP COS Type Othar w Tie Conde m Chart of eccournts CTSHIAT IHNE Disip Cyg Fee i w tems and Services CTSHIRT COS ate erbiy E Drworces COMMISSION thew E voice List INS FOR COs Sarees ther E Bills COURIER COS Price G00 ESE tens F Bill List CUURIER INC HF itis aein thee Payments CAT DOST a ee eee iha LAT 4HL 4 the E Payment List Cartage Cost P amp Deposit List ri T DISCOUNT m E DOC EF Check list BD_LE7SHNC p Outgoing Shipments pD LE75000S E AJ Incoming Shipments ELEC EWP Ga Miscellaneous EQ AENT EQUREN TAL i EQURENFEE Equipment retal hee Equipmert Fertalin Other 249 AUTOMATED CREATION OF CHARGES Click the Automatic Creation tab and follow these steps Item
173. he report displays on the top of the report The creation date will be today s date The Income section shows income from freight and other sources s The Cost section shows Cost of Goods Sold such as freight costs Note Freight costs can be included in Landed Costs See the section Landed Cost Management for details 122 PROFIT amp LOSS REPORT The Gross Profit shows total income minus total cost The Expense section shows expenses such as rent salary utilities discounts and other fees you paid for services such as an accountant The Net Income total is listed on the bottom and shows the company s profit after all expenses have been paid It is the Gross Profit minus the total expense Double click on a number in the report to view its details The detailed Profit and Loss Report shows more information such as the item ized cost income and expense di Date 4p Number Income Agent Liquidation Income INnVOIce Apr 1 4015 Total Agent Liquidation Income Documentation Invoice Feb 2o 4013 Invoice Mar02 2013 Invoice Apri 1 2013 Total Documentation Freight Income Air Freight Income Invoice Mara 120135 You can see any transaction in this report by double clicking on it 123 COMPARATIVE PROFIT amp LOSS REPORTS To filter the report click the Filter button and select the option Standard or Advanced The Standard filter for report transactions has the options shown in the
174. heck Miarn History Choose Columns Undo a Bank Reconciliation A bank reconciliation can be rolled back if needed All the cleared transactions will be changed back to the status of Unclear all at once instead of one at a time From the Chart of Accounts list right click on the bank account and select View Reconciliations from the 110 BANK RECONCILIATION menu Right click the desired reconciliation and select Undo Reconciliation from the pop up menu Chart of Accounts Reconciliations for Bank Account BRL Dates Last month to date ha From 57 172011 To E Date Cleared Depos Cleared Check 0673072011 View Reconciliation Report Undo Reconciliation Choose Columns Note You can configure your system to require a password to undo a reconcil iation It will first ask if you are sure you want to proceed Magaya Explorer Undoing the selected reconciliation will unclear the balance of the P transactions inthe reconciliation and will affect the ending balance of the account Are vou sure you want to continue Then it will ask for the password Verity credentials Please enter your password in order to venty your credentials a Username 4dministrator Password 111 BANK RECONCILIATION The password is the one set in the Configuration gt Accounting menu Accounting Main Document Mumbers Lost Tares Integrations Credit Lirit
175. how what you purchased or paid to a vendor such as the telephone company or vendors who provided services to you The summary and detail reports look similar to the reports by carrier The report of All Purchases shows the purchases you have made from all vendors carriers etc The Unpaid Bills report shows the name of the vendor the date transaction number a reference the due date and number of days old and the amount due Unpaid Bills February 17 through June 17 2009 USD Tipe sdk Date Gir Canada Bill Marig i2009 29 Master 663 Apragw2009 46 46000 Total Ar Canada 46000 British Airways Credit Junio 75 00 otal rish Alinways faU e Bills and credits are included in the Unpaid Bills report Comparative Reports Purchasing summary reports can be configured to compare time periods such as month by month or one quarter compared to 142 PURCHASE REPORTS another Click the Configure button on the bottom of the report view and select the Columns tab to set the elements Aging A P Reports provide information on overdue accounts Note If a trans action was paid and you run a report before the date of payment the transaction will not show as aging To see what was open use the Open Invoices report AIP Aging Summary December 19 2008 through June 17 2009 USD dh Current 4p Air Canada oo British Airways 79 00 0 00 0 00 0 00 Crown Shipping 00 00 00 00 00 00 870 00 Les Camions Vite 0 00 0
176. ht Priority Freight Priority Freight Priority Freight Priority Freight Priority Freight Priority Freight Priority Freight Priority Freight Priority Freight Priority Freight Priority Freight Priority Freight Priority Freight Description Origin Miami Miami Miami Pittsburg Pittsburg Pittsburg Port Eve Port Eve Port Eve Tampa Tampa Tampa Maracaibo Maracaibo Maracaibo 15 of 15 elements If you want to make an exception for one of the ports shown select it and click Edit To exclude that port from this rate select the line and click Remove Click Next The system will show you the rates that will be expired and replaced with the new ones you just added If you do not have similar rates this screen will be blank To exclude a rate from expiring select it and click Remove Otherwise the system will expire any listed in this screen as of the day before the effective date for the new rate Click Next to go to the last screen in the wizard Here you can save and finish or save and add another rate CARRIER CONTRACTS ADD RATES TO A CARRIER CONTRACT e Click Save The system tells you the processing is completed Add Multiple Rates Wizard Completing the wizard You have successfully completed this wizard Read the instructions on this screen before proceeding Please make sure that the information you have entered is correct Click on Save when you are ready For the system to commi
177. iami Distribution Cener Tiaisaction Dale f Name Type Payment Tems Accounts Recahable Accounts Receivable Accounts Recenable BRL Due Date f Accounts Receivable CHF Accounts Recenable CHY Recounts Receivable ELR Select the AR for the Accounts Recehable PY curren cy i Accounts Recenrable MXN i Accounts Recevable THD Aorunts Receivable Small Busness Administration Accounts Receivable P7 ee AML SUSO Weithholding 230 MULTIPLE CURRENCIES How TO CREATE AN ACCOUNTING TRANSACTION IN A DIFFERENT CURRENCY When you select a different currency account for the transaction such as from the Euro to the Brazilian Real the system asks you how you want the changes applied a Accounting Transaction f you select a different currency Invoice Events Attachments Nof account here this dialog box opens Number 176 Apply to Account Accounts Receivable BAL r ABC Sporting Gi Transaction Date Change Invoice Account Payment Terms ou are attempting to change the currency of this transaction Due Date no From Accounts Receivable CHF in CHF Division To Accounts Receivable BRL in BAL Charges Please select one of the following options used a wrong account to create this invoice and now am selecting the corect one Please just change the currency denomination and exchange rate Do not change my charges amount
178. iff Prices in USD Type the formula here ceillT ceil 0 04 To validate the formula click the Validate button and enter numbers to test it The option to calculate by Script shows a screen with a button for variables weight volume etc a button to edit code and a validation button Click the Edit Code button to open a screen to type in JavaScript code This screen is used to type the body of the JavaScript function to calculate the price The function brackets are already included in the header and the closing bracket is included at the bottom of the screen The return statement is required to pass the calculated price back to the Magaya system This code example shows the storage charge that rounds up to the next number Script Code Function 4 4 return math ceiliWi math ceil T 0 02 In the script code screen you can call functions by name if you have functions already created in the Maintenance gt Configuration gt JavaScript Code library 276 TARIFFS How TO SET UP TARIFFS This is covered in detail in the Configuration Menu chapter of the Magaya Software Customizatin Manual Validate the code to check for errors Save it Tariff by Percent To calculate by percent select the Percent option Apply by Calculated Formula Prices in USD Formula Script Type the formula here Percent k Enter a minimum and maximu
179. iliation from the Reports option from the Actions button in the Chart of Accounts at a later time Magaya Explorer Your account is balanced All marked transactions have been cleared in che account registry Do you want bo print a summary reconciliation report Mote You can always orint any reconciliation report From Chart of 4ccounts Reports Reconciliations vs mw BANK RECONCILIATION To view transaction amounts in the home currency and the applied exchange rate if working with multiple currencies right click on a transaction in the Deposits and Other credits section of the Reconciliation screen Select Choose Columns Chart of Sccounts Reconciliation for Bank Account CHF Account Bank Account CHF CHF Statement Date Vier 20l2 Deposits and Other Credits Amount CHF Amount USD Right click gt Choose Columns select multiple currencies to view Cleared Date Humber Type Export Choose Columns In the dialog box check the options Amount USD and Exchange Rate E Column Settings Cleared Date Date Number Text Default Type Text Amount USD Decimal Eritity Tert Memo Test Wisible Field Type res Mo Amount USD Decimal Word Wrap Exchange Fate Decimal wart Align Left This adds the columns to your Reconciliation screen 109 BANK RECONCILIATION If there is an error to fix after reconcili
180. in a different currency and how to work with Multicurrencies Reports 221 MULTIPLE CURRENCIES How TO SET UP MULTICURRENCIES IN YOUR MAGAYA SYSTEM You can set up multicurrencies two ways in Magaya Explorer 1 in the Startup Wizard or 2 in the Maintenance gt Configuration gt Accounting screen Configuration E Accounting Document Main Document Numbers Lost Taxes Integrations Credit Humbera 5 F Accounting will be closed on or before 11 17 2008 Accounting Restrict access to closed accounting period Restrict access bo previous fiscal years Password Confirmation Automatic Default payment terms For Net 180 Charge Home Currency USD United States Dollar 3 _ iM Apply exchange rate as per transactian s date Fiscal Printer Use Multicurrency Currency List Use Reversed Exchange Rate iy F Automatically select account in entity s preferred currency in acco Denied Party SSS eeew_e Screening First month in your Fiscal year January O F Configure liquidation options Outgoing Incoming Home Currency IMPORTANT This option is active only if there are no existing accounting transactions It is recommended that home currency be set up in the Startup Wizard steps for using the wizard are explained in the Magaya Cargo System Operations Manual Apply exchange rate as per transaction s date Check this option to enable the system to save a history of past rates
181. in the software for checks click the arrow on the side of the Actions button The options from the document view are To void a transaction Save as a recurring transaction only for Checks to Expense you can also copy an expense check Select a template Use this to choose the template that matches your pre printed checks Be sure to check the box to link the template to the current transaction You can also set the template as the default for all checks optional Printing on Pre Printed Checks Before printing select the template as noted above and then click the Options button on the menu above the check document Select Print fields only This will print the data in the ACTIONS FOR CHECKS check fields such as the date and amount It will not print the lines which are already on your pre printed checks id iH rr Pi dh 7 F 4 i T Le i E Fr Frenos di Ek Ceke frd Fie SpErE BW Carga Company eras MW 18 Terrace Miani FL 33172 Pay TO THE wero losurance Vendor lt F Inslirante Vendor 124 Terral Road Jeeks ore FL UNITED STATES If you do not have pre printed checks to use in your printer you will need a font for the account number and routing number this is not provided by Magaya Corporation but we do provide customizations to the 99 ACTIONS FOR CHECKS 100 template of the check and other documents Contact Magaya for details and prices The default si
182. include invoices and bills in the report check the box If not the report will gather profits from operations transactions only No invoices created manually will be included To include only liquidated operations check the box s On the Fonts tab select font type and properties On the Numbers tab select options to display numbers 145 CUSTOMER PROFIT REPORTS Customer Profit Reports 146 The Customer Profit Report allows you to know the margins that each customer is contributing to the overall profit of the company The report displayed here sorts the customers also called Clients according to profit amount The customer who contributes the higher profits appears at the top of the list HWC Cargo Company Profit by Client January 1 through April 30 2011 USD tomer Expense Income Profit Profit Cummulative Jamaica Distribution Center 13 307 30 15 563 34 2 176 04 47 54 41 545 Miami Distribution Center 3 127 01 5 122 32 1 995 31 30 09 P9645 Art Basel Gallery 0 00 675 00 675 00 12 59 92 525 Tropical Landecaping af 1 25 1 003 95 B32 Be 12 08 104 605 Ed s Crane Service 102 00 160 00 55 00 1 11 105 719 Caribbean Airlines 0 00 25 00 25 00 0 46 106 19 Mexican Furniture Ca 0 00 0 00 0 00 0 00 106 195 Atlantic Surplus 230 50 214 50 16 00 0 31 105 885 Bogota Bike Shop 3085 00 0 00 308 00 5 00 100 005 al 17 526 06 22 164 09 5 238 03 You can customize the sort order with the Configuration button Doubl
183. including the Bill for the salesperson s commission E Confirm Accounting Generation The following transactions were generated please verify them and click on OF to add the trar click on Cancel to abort the operation and fis the problem Type Number Applied to Date Account Name Bill 105 OLD DOMINION FREI P apable Invoice 132 Steelworks Fabricatorg Bill for salesperson fiecelvable Invoice 133 JE Wire Co a aA eceiable Eill 106 Safmarine Shipping Lo 11 As counts Payable Bill 107 Ben Lipton qea 2011 Accounts Payable The bill and other transactions are saved in the Magaya accounting folder To see how the commissions are generated in shipments see the section Liqui dation in Chapter 14 of the Magaya Cargo System Operations Manual 331 SALESPERSON S COMMISSIONS INVENTORY COMMISSIONS Inventory Commissions In the Magaya Commerce System and Magaya Supply Chain Solution salesper sons commissions for inventory sales can be set per item per category or system wide General Inventory Commissions To configure a general commission that applies to all inventory sales and to all salespersons system wide follow these steps 1 Goto Maintenance gt Configuration gt Sales 2 Click the Commissions button ontiguration suk A lt r Sales Outgoing Allow to create sales orders with backordered items Messages When the orders are Fulfilled give priority to inve
184. ine in the Prices table Select a container this example shows a 20 foot and a 40 foot stan dard container in the Prices table and enter the rate for each in the fields You can add as many as you need If you have a contract with a carrier click on the Contract tab General Contract Notes Effective Date 1 26 2010 Expiration D ate 1726 2011 Contract Number PE COLON1 orenen Mees e Enter the date the contract expires When the contract expires the rate will no longer be used e Enter the contract number If you want to add any notes click on the Notes tab and enter them Click the OK button when done Result The rate now displays in the Carrier Rates list and is available to use for costs in shipments 286 CARRIER RATES SET UP CARRIER RATES Note You can also set up carrier rates in the Maintenance folder by selecting the carrier if they are in the list already To create a new carrier profile click on the Add button and select the type of carrier Le Wl DPJ Wyo i a Warehousing Maintenance _ t5 Air Canada 24 Air France aE Almacenar AE Anderson amp Sons Trucking Co Ti ATLAS AIR INC Forwarding 4gents e Warehouse Providers 9 customers 5 Atlas Air Inc vendors i British Airways Salespersons amp Caribbean Airlines amp Employees DE ir Carrier 4 Ports Ocean Carrier t B Land Carrier su
185. ing shipments separately This setting is global and will apply system wide There are settings to select the accounts and Items amp Services you want to use when liquidating shipments Additional settings include how you want to calculate the profit for sales people and for agents Check the box and enter the percent These settings will apply to all shipments created Configure Liquidation Outgoing Shipments General Configuration Bank Account Bank Account Account Receivable Accounts Receivable Account Payable Accounts Payable Salesperson Commission ltem Sales Commizsion Agent Profit Income ltem Agent profit share Agent Profit Expense tem Agent profit share Shipment Configuration Profit Calculation Order Calculate salesman commission before agent Calculate all commissions at the same time Use a destination agent for collections J Show detail in generated transactions Group Charges Generate Agent s Commissions as Expenses Generate one transaction per entity per consolidation Split tased and norn taxed transactions Agent shipment participation TANIE Salesman shipment participation 0 00 Date for transactions Today Cancel All these settings are explained in the Shipments and Liquidations topics in the Magaya Cargo System Operations Manual It also explains how to make changes for an individual shipment Configure Default Accounts 162 ACCOUNTING CONFIGURATION ACCOUNTING DOCUMENT
186. inventory asset account in addition to the inventory items View the details in the Inventory Item Definitions List choose the columns for average landed cost total landed cost and average additional cost This will also affect your Balance Sheet and Trial Balance in your Magaya system 177 SALES TAXES INTRODUCTION TO SALES TAXES Sales Taxes Introduction to Sales Taxes 178 Sales taxes can be found in the Tax Table in the Magaya Explorer Chart of Accounts under the Actions button We recommend that you evaluate the configuration options in your Magaya system to handle taxes specifically for your business before you begin adding taxes to the Tax Table The Magaya Configuration menu contains the following options Configuration Z Accounting l Main Document Numbers Cost Taxes Inte rations Accounting Main Automatic W Enable cascading taxes Charge Tax Settings J Keep tax for purchases as credit Wi Enable tax withholding Round taxes up by default Fiscal Printer For details on these configuration options please see the Accounting Config uration section of Chapter 10 in the Magaya Software Accounting Manual After you add a Tax Item it can be added to an Item or Service This will auto matically include the tax when the item is used in an Invoice or Bill If you work with an entity that is tax exempt check the Tax Exempt option in their profile on t
187. invoice select Print gt Print with Fiscal Printer Magaya Network Accounting Reports Options Help ae Print Ctrl P Frink with Fiscal Printer Frink Batch da W rsk Previous Save to POF 52 PRINT INVOICES TO A FISCAL PRINTER The system verifies to determine if the invoice was already If the invoice was already printed then an error message will display The system will ask you to confirm that you want to print because after it is printed the invoice cannot be deleted unless an admin configures the system to allow it The charge must use the defined tax rates See the Configuration menu gt Fiscal Printer Tax Rates The charges in the invoice must have tax rates that match the tax rates of your fiscal printer A record of the printing is now displayed in a new tab on the Invoice dialog box E Accounting Transaction ee Invoice Fiscal Data Events Attachments Notes Intemal Notes Fiscal Printer Register Number TFHS210001245 Fiscal Transaction Number 00000081 Print time Wednesday November 06 2013 Painted by Administrator Total printed amount 100 00 Also view what has been printed by choosing the columns Fiscal Transaction Number and Print Time for the Invoices List Invoice List Dates From 2 1 2014 Humber Fiscal Transaction Number Print time Type 53 PRINT INVOICES TO A FISCAL PRINTER 54 Close
188. ir France Les Camions Wite LAN Carga ATLAS AIR INC ATLAS AIR INC ATLAS AIR INC Landlord for office Ed s Crane Service Custom Broker 4 Bill s Storage Units Magaya Crown Shipping x F Delete Filter Carga Reports j Purchases Reports d Export to GuickBooksi Export to PeachTreer Print Batch Open Transactions be Choose Columns Import Export re Actions The list of recurrent bills opens If you have not created any recurring bills yet the list will be blank In the Recurrent Bills list click the Add button A dialog box opens the Recur rent Transaction Wizard This is the same wizard used to make a recurring invoice See the section on recurring invoices for details You can also create a Recurring Bill from an existing bill Go to the document view of the bill and click on the Actions button The same Recurrent Transac tion Wizard opens Follow the steps above Create a Recurring Check Recurring checks can be created to pay for expenses that you have on a regular basis such as paying rent or insurance every month To create a recurring check 263 RECURRENT ACCOUNTING CREATE A RECURRING CHECK 1 Go to the Checks List click on the Actions button Select Recurrent Checks Fj Carrier Rates J Invoices 4 Si Invoice List J 2 1 F Payment List Deposits Qh Depost List 1 Checks Check List HA Oubgaing Shipments E A Inco
189. isi Siau Detcnphon Prepaid J Pad Air Freight Service Yes gt Amount USD 1000 00 Tax USD 000 Total Ammouri USO 1000 00 Amoi Due USD 0 00 MIRATA MF The Invoice number fills in automatically For information on setting up the numbering of invoices see the topic Accounting Configuration Menu 41 CREATE INVOICES 42 Select the customer that you are invoicing from the Apply to drop down menu The customer s address and Payment Terms if set are filled in from their profile Select Accounts Receivable for the Account field If you are working in multiple currencies there will be at least one account available in the dropdown for each currency To make the invoice in one of those currencies select it from the dropdown list For infor mation on setting up your Magaya system to work with multiple currencies see the topic Multicurrencies The Transaction Date is set to today s date NOTE If you don t want an employee to change dates deny access in Roles Go to the Employee list right click their name and select Roles When you select the payment terms the Due Date field will update automatically If you have pre defined payments terms for your system or for this customer the Payment Terms field will fill in auto matically CREATE INVOICES Add Charges Click the Add button in the Invoice dialog box to add charges to this invoice A new dialog box opens Charge Informatio
190. ist will be updated and display the new transaction Overpayment You can enter an amount that is larger than what is listed in the Invoices screen A notice will appear as shown in this example Magaya Explorer You have not applied all available payments to unpaid invoices For this customer Do vou want to accept this payment anyway and generate a credit For the amount of USO 271 15 For this customer This example shows an overpayment of 271 15 Click Yes if you want to accept the payment or click No if you need to make a change The difference will remain as a credit for that customer The next time you accept a payment from this customer the credit will appear in the list The amount can be applied to future invoices or you can create a refund check Advanced Payment Enter the amount in the Amount field and click OR The amount will show as a Payment and will be available as a credit toward future invoices Wire Transfer Fees See the section Accounts Receivable Special Proce dures in Chapter 10 ACTIONS FOR PAYMENTS Actions for Payments The Actions button in Payments list view or document view enables you to create reports and more Reports j Go bo document Undeposited Funds Prink Batch Choose Columns Import Export lt History T T a al 1 i ar a i Xli S 27 e Add Filter Actions Detail Reports can
191. ith access to Magaya LiveTrack can view the rates online Carrier Contracts Managing Contracts 300 When you get a contract from a carrier or you want to create a contract with a customer you can enter the rates for those contracts in your Magaya system and update them in groups CARRIER CONTRACTS MANAGING CONTRACTS Then the rates are available to use in shipments and other transactions saving time since they do not need to be entered each time The contracts feature is an easy way to create rates and group them in your Magaya system You can find the contracts in the Accounting folder Eg Warehousing HJ Maintenance 4 2 Rates faz Standard Client Rates FF Client Rates TE carrier Rates J Client Contracts Ta Carrier Contracts 1 Route Segments eae e Routes E3 ie Accounting The Carrier Contracts is the place in the Magaya system that handles your purchasing rates your cost to purchase carrier services This is where you enter the rates that the carrier gives you 301 CARRIER CONTRACTS MANAGING CONTRACTS The Client Contracts are used to handle the client rates which are used to calculate the selling prices Managing Contracts Carrier Contracts Client Contracts Manages Purchasing Rates Manages Selling Rates To Calculate To Calculate Purchasing Prices Selling Prices 302 CARRIER CONTRACTS ADD A NEw CARRIER CONTRACT Add a New Carrier Contract When
192. l June 1 17 2009 USD dip Date it Number 4p Name dy Memo 4p Oty 4p Cost Price Air Freight Service Cost Bill Junoa2009 31 British Airways for Medici 1 00 2500 a Credit Jun A200 F2 Bnish Airneays i Total Ar Freight Serace Cast e Inthe summary by purchase item report the air freight cost represents 75 2 of the total purchases In the detailed report the accounting transactions related to the purchases are shown 141 PURCHASE REPORTS Reports by Carrier detail and summary show the carriers the amount you have purchased from them and the percent that amount represents Purchases by Carrier Summary January 1 through June 17 2009 USD dh Amount 4p of Total 4 Air Canada 430 00 6 0 Anderson amp Sons Trucking Co 1852 17 200 British Airways 2475 00 30 5 Crown Shipping 4570 00 61 2 Total T957 17 100 0 Purchases by Carrier Detail nen 72009 January 1 through June 17 2009 USD Type T Date qh Humber p Premg qp Faid gf Recount ap Amount qp Balance gp Air Comada Bil Mavai2009 25 Oper Actum Paya 480 00 480 00 Total Aur Canada 430 00 430 00 Anderson amp Sons Trucking Ca Bil Manua20us 272 Paid Accounts Paya 12 17 182 17 Total Anderson amp Sons Trucking Co Wa 17 132 17 e In the summary report the largest percent of purchases was from Crown Shipping 61 2 for this time period e In the detailed report the accounting transactions related to the purchases are shown The Purchases by Vendor reports s
193. l is due in 60 days Now this payment term will be available to use Discounts are also shown on the Profit amp Loss report System wide Payment Terms Setup If you want to create system wide payment terms for all customers enter it in the Accounting Configuration menu 65 CUSTOMER PAYMENT TERMS 66 This payment term will be applied to every new customer that is created It will also be the default payment term for every new invoice created unless you already have set up a customer s payment term 1 Goto Maintenance gt Configuration gt Accounting On the Main tab select the dropdown menu for Default payment terms for Accounting Document Numbers Lost Taxes Integrations Credit Limit Miscellaneous F Accounting will be closed on or before Lif i2008 Restrict access to closed accounting period Restrict access to previous Fiscal years Password Confirmation Default payment terms For Home Currency Description Due Days Discount Pe Disco Io 10 Met 30 1 00 Use Multicurrency b 5 1 10 Wet 60 BU 1 00 10 E Use Reversed Exchange Rate oo 10 Met 30 cin 200 id ve 10 Met 60 BU 2 00 10 First month in your Fiscal year ove 15 Met 60 60 S00 15 Configure liquidation options Due on receipt T 0 00 O Met 10 10 0 00 Configure default accounts Net 120 i20 oon a re Rel se This setting will apply to all customers 2 3 Default Accounts CUSTOMER PAYMENT TER
194. lace an account of the same type The account will be replaced in any transactions where it has been used This CONFIGURE DEFAULT ACCOUNTS is useful if an account has been duplicated or used incorrectly After the account is replaced you can disable or delete the old one Find and Replace The system will replace the Found item with the desired item in all transactions Find what Replace with General Journal Entries This shows you a list of general journal entries To learn how to add a new journal entry see Chapter 10 in the Magaya Software Accounting Manual the topic Journal Entries Divisions This shows a list of divisions if your company has divisions For details on how to set up divisions see the Divisions topic in the Magaya Software Customization Manual Tax Table This shows a list of sales taxes for merchandise you sell not services For details on how to add sales tax to your Magaya system see the topic Sales Taxes Choose Columns Use this to select the columns you want to see s Import and Export Use these options to send data from the Magaya database or bring data into the Magaya database in XML or CSV formats To view more details for an account click the Detail button to open the Details panel Configure Default Accounts Default accounts can be defined for AR AP and banking Then the system uses these accounts when new transactions are created If a defau
195. lled Servicio de Rentas Internas SRI You can create the entity now if you don t have it in your Magaya system yet by using the menu in the dropdown box of the tax dialog box You will also need to enter a Code for each tax below This example shows Ecuador to illustrate the process Change the tax names for your real tax Note All sales taxes are created in the Chart of Accounts gt Actions button gt Tax Table 191 VAT EXAMPLE ECUADOR TAX EXAMPLE To perform this example calculation in Magaya create these three types of taxes and one group 1 Create a tax by entering VAT Ecuador in the Description field Select the Tax Authority the Ecuador department of revenue called Servicio de Rentas Internas SRI Click OK to save and close E Tax Dependencies Main Information Code YAT EC Is Active Descriptions VAT Ecuador Tax Authority SAI Ecuador Fate 12 Amount Range Minimum Masimum Accounts Asset Sales Tax Credit Liability Sales Tax Payable 2 a Create a tax withholding item by clicking the Add button and selecting Tax Withholding Taxa Tax Group LL Tax Withholding Ss Filter Y w Name it VAT Withholding EC and enter 70 for the rate 192 VAT EXAMPLE ECUADOR TAX EXAMPLE Enter a description and code i Tax Withholding General Dependencies Main Information Code VAT EC withhold Is Active Description VAT Withholding EC
196. lt is not set up the system uses the account present in the last equivalent transaction To set up default accounts go to Maintenance gt Configuration gt Accounting Find the option Configure default accounts Configure default accounts 27 INVENTORY ACCOUNTS Click the Accounts button A dialog box opens Default Accounts Default A R account For invoices Default A F account For bills Default bank account For writing checks Default bank account For deposits Customers discounts account vendors discounts account Select the default accounts from the dropdown menus These are system wide settings To set your preferences for specific customers go to the Maintenenace gt Customers list For more details on the Configuration menu please see Chapter 10 of the Magaya Software Accounting Manual Inventory Accounts If you buy and sell inventory you can manage the accounting in Magaya The software includes accounts for inventory sales income and cost of goods sold You can also choose the costing method for inventory either by average cost or by exact price per item which you specify The accounting is shown in the Adjustments tab of invoices and in the Balance Sheet Landed costs for freight can also be managed in the system For details see the sections in the Magaya Software Accounting Manual for Landed Costs Average Cost and Accounting Configuration How to create and manage Purchase Or
197. ltered and to save them on your computer or other directory in a file format that can be opened in those applications Import invoices into your Magaya system First format the data into CSV in a spreadsheet or plain text file See an example in the section Import Invoices Go to a Document when you click on an invoice Print a batch of invoices that you have in a filtered list In the printing wizard screen there are options to select printers and templates Exclude the invoice from tracking online ACTIONS FOR INVOICES Approve Dispute an invoice this option is available from the Actions button in the Invoices List or if you right click on an invoice in the list To approve or dispute invoices the customer profile must have this Web Track access configured by right clicking their profile see Chapter 10 Advanced Accounting Features for details Click the button to either approve or dispute Enter the reason in the dialog box Approve Dispute Transaction E pprove O Dispute Comments Add note here The comment appears in the Events tab for the transaction Accounting Transaction AE Invoice Everts Attachments Notes Internal Motes Date Name Details June 2 572011 14 46 36 Transaction Approved by Customer This invoice has been Receive payment for an invoice that you have clicked on A dialog box opens See the section Payments
198. lue the number such as 10 for 10 Modify copied rates Modification Type Value ports Increase a percentage wt Click the Next button in the wizard to go to the next screen Select the ports by clicking on the Add button to open the Ports list Click on the port names and click the OK button Do this for origin and destination Add Multiple Rates Wizard Select ports Select the origin and destination ports that will be used to generate all the possible combinations of rates Ports of Origin Code Mame Port List Code CO MAR O ces C TPA C PIT _ PEG C OAL OI MSP CI Mhk C MIA C MiA O LGE C LGA O Lax Hame bl aracabe Canat Tampa Pittsburgh Fait Everglades Pittsburg Orlanda innsapoieSt Paul Apt liam Lakes Piarista flar Long Baach La Guerdis Apt Mew york Line Angeles Ports of Destination Code Name Method x Mates al Ok Deaan Ai Mal Ait Mail cancel ji i Dosen Aosd Aur Mi Ait Sui Ocean Ai Mai hall gt 50 af 5 elements CARRIER CONTRACTS ADD RATES TO A CARRIER CONTRACT 4 Click Next to go to the Common Rates screen In this screen click on the Add button to open the Rates dialog box General Contract Notes Freight Service Class Priority Freight Service Cost Method Transit Time 0 days ae Prices in USD Flin Mlan Rate per 1 00 More than Rate 1 00 1 00000 Remove 0 rogi e Sele
199. m optional enter the percent amount such as 5 and how to apply it to the cost income or profit This percent option can calculate a percent for a commission If it is used in House Shipment it will only calculate the commission for that House not the cost of Master prorated Apply by Calculated s Prices in USD Mlin blax Cost Income Profit Click OK to save and close this screen and the previous one Note The percent option was introduced in Magaya software version 9 8 It was designed to make it easeir to set the percent of a tariff If your system has existing tariffs that calculate a percent with a formula or script your system will continue to use those Result Now the tariff is ready for use in transactions 277 TARIFFS How TO CUSTOMIZE A TARIFF How to Customize a Tariff You can customize a tariff for a specific client customer 1 Goto the Maintenance folder gt Customers 2 Select the customer and open their profile Then click on the Charges tab Fie Edt Sales Operations Maintenance Shipment MagayaNetwork Accounting Reports Options Help 4 s Back Fonveard Ar Ocean Ground f Magaya Network nme a Tasks Customers H Quotations a de Jobs H Bookings l Price Automatic Creation Warehousing Salespersons Contacts R Employees 4 Ports w Countries A Configuration rf Accounting E ls biling customer E Outgoing Shipments H Incomi
200. ming Shipments W Miscellaneous 5 Add Landlord for office Ast Base Galen Ed s Crane Service Custom Broke Bill s Storage Limits 7 X 12 057 2008 SOD 00 Bank Ac 12 06 2008 100 00 Bank Ac 12 05 r 1246 Other Reports 12 05 Reports t 0 to document Void Check Print Batch Save as Recurrent Recurrent Checks Choose Columns Export History Y sf Filter Actions A new list opens If you have existing recurrent checks in the system they will be displayed in the list If you do not have any the list will be blank 264 RECURRENT ACCOUNTING CREATE A RECURRING CHECK 2 Click the Add button to add a new recurring check A Recurrent Transaction Wizard dialog box opens Recurrent Transaction Wizard Recurrent Transaction Details Enter the details of what you want to pay with this recurent transaction Select the right vendor and account Bank Account Seat ia Number 27 a M Detail USD Account Name Amount Description Eritity Insurance Cost 6r 00 Exchange Aate m Total USD 67 00 Current Balance USD 19803 00 e Select the bank account you want to use to pay this recurring check Select who to pay this check to for the Pay to the order of dropdown Optional Enter a memo note if needed Select a Division if applicable e Click the Add button A line in the Detail table will be highlighted Click in each field to enter information or
201. n Charge Notes Type EERE Quantity Unit Price Amount The Type you apply pulls information from the Items and Services list The Type dropdown list for invoices will show you only Items and Services that refer to Income accounts Add a description optional Additional information can be added in the Notes tab Remember Any notes you add will appear in the invoice for the customer to see The Tax Code pulls from the Sales Tax Table Enter the Quantity and Price The Amount will be calculated auto matically The Unit can be a word such as pounds lbs or each The Unit field is optional Click the OK button The charge fills in on the line in the Invoice dialog box You can add as many charges to the invoice as needed by using the Add button The totals are calculated If you need to delete multiple charges select them by holding the Shift key on your keyboard and clicking the Remove button If you need to edit a charge select the line item for the charge and click the Edit button To remove delete a charge select the line item for the charge and click the Remove button 43 CREATE INVOICES To add an Account line to an invoice click the Accounts tab Charges Account Mame Amount Accounts tab This can be useful if you need to re issue an invoice because a customer had non sufficient funds NSF and their check bounced Another example is if you want t
202. n a script or a formula Tariff Apply by Calculated s Prices in USD a co E Type the formula here oe 0 Operators Validate The Formula option gives you buttons for Variables Operators and Validate The following example shows how to calculate a storage charge of 0 02 per day per pound First click the Variables button to set the variables for Time T to Days and set Weight W to Pounds TARIFFS How TO SET UP TARIFFS The Variables screen shows a list of variables names and codes These are the variables you will use in the script or formula and the measurement units that they will come in Variables Hame Variable Measurement Unit Pieces F Chargeable weight glogrami kag Volume wi Lee Gross Weight Kilogramik g te ty Value Time T Hours hours Volume Weight L Volume Kilo v Kg Enter the formula in the blank field using the Variables and Operators Tariff Appl by Calculated s Formula Prices in USD Type the formula here Tw 04 Variables l Operators Validate Cancel Click the Operators button to insert operator symbols to multiply divide etc Click the OK button when you are done You will be returned to the Tariff dialog box 275 TARIFFS How TO SET UP TARIFFS To create a formula that rounds the days and pounds up to the next integer whole number use the ceiling function Tar
203. n from the Add button A wizard opens Pay multiple vendor wizard Setup Information Provide the required information to create checks For multiple vendors Account Payable Accounts Payable Bank Account Bank Account Current balance 42 701 10 Exchange Rate Checks Dake a 5 2013 a Make check payable to the parent accounts Generate check number automatically Back Cance Help Select the bank account you want to use to pay the vendors The options are checked by default to make the checks payable to the parent accounts and to generate check numbers automatically Go to the next screen 87 PAY MULTIPLE VENDORS Select the bills to pay A checkmark appears for each bill as you select it Pay multiple vendor wizard Select bills to pay Select all the bills you want bo pay You can make partial payments by clicking and entering a new value in the Amount column Show ony bills due on or before i Baii L ee Paid fT Yes E ves 4 Bi O No O No O No OO Ne O No O Mo O No O fio Type Due Date F Number ail Bil Bil Bil El Bil Bil Bil Bil Bil ail OS fo4 a011 06 04 2011 4 01 O4f22 2011 oe fosj2011 oefosy2011 o2fosj2011 i in 10 17 2003 O7 29 2009 Jean Orig Amt rare A 2 290 000 160 00 3 000 00 165 00 55 0 2 000 00 0 00 0 00 4 346 69 3 00 767 50 2220 0 160 00 2 000 00 165 00 56 00 2 000 00 55 00 9 783 35 25 00
204. n the Invoices List add a column for the exchange rate from the Choose Columns option on the Actions menu Actions for Invoices 46 The Actions button for Invoices provides many features You can access Actions while you are in the Invoice document view or in the Invoices List view Hover over the Actions button and click the arrow on the side of the button ACTIONS FOR INVOICES The following Actions are available from the Document view a mi oF Filker To Find r Hu 18 Terrace Miami FL3 00m m E Actions Receive Payment 5 F Options r Send To Online Payment System Exclude From Tracking Void Transaction Save as Recurrent Create a Copy Select Template Document Shipper Consignee Entry Date Origin Destination Carrier Pieces J Yeight History Dec i2005 Old Dominion Freight r20 2960 00 Ib Invoice The Actions button in the Invoices List view contains these options plus more 36 Invoice Ed s Crane Service 40 Invoice Shimano 4 Invoice JB Wire Co 42 Invoice Caterpillar Equipment 35 Invoice Biscayne Bike Shop 30 Invoice Shimano ae Invoice JB Wire Co a4 Invoice Caterpillar Equipment nv oce Shimano 3 Invoice JB Wire Co Ja Invoice Caterpillar Equipment Fis Invoice Bogota Bike Shop 25 Invoice Art Basel Gallery ex Invoice Art Bagel Gallery 23 Invoice Chent0 ae Invoice Powerbar 14 Invoice Bell Helmets 1 Invoice A
205. n to set the closing date of your accounting Select a date using the calendar dropdown As a result users will not be able to enter or modify any transaction done before this date Update this date as needed after each period If you want to restrict access to the closed accounting period or to previous fiscal years check the appropriate box You can also require a password to access editing of accounting transactions from previous years before the date set in the calendar dropdown above This password will also be required to undo a bank reconciliation Accounting Mar Document Mumbers Lost Tares Integrations Credit Limit Miscellaneous 4 Accounting will be closed on or before 11 17 2008 El Restrict access to closed accounting period Restrict access to previous fiscal years Password Confirmation Select Default Payment Terms ACCOUNTING CONFIGURATION MAIN ACCOUNTING CONFIGURATION TAB Use this option to set payment terms system wide for all customers The system will use this in invoices and calculate the due date automatically Accounting Main Document Numbers Lost Taxes Integrations Credit Lirit Miscellaneous E Accounting will be closed on or befo oet system wide Payment Terms for all customers Restrict access to closed accou Restrict access to previous fisca Passivord Default payment terms For Nek 180 Description 1o 10 Met 30 1 o 10 Net 60 Home
206. n you perform work for a customer and incur expenses that you need to pay to a vendor If you do not want the charge to appear in documents check the box If the calculation of this charge depends on other charges in the transaction check the box If you want to make this charge automatically appear in certain transactions click the tab Automatic Creation and select the transaction Click OK to save the charge and again to save it for the customer profile 253 RECURRENT ACCOUNTING CREATING CHARGES FROM ROUTES Creating Charges from Routes In Magaya software version 9 0 and higher there is a feature that enables you to create routes and add charges for them The routes management feature creates segments and routes for multimodal shipments e You can add cost charges for routes and those charges will appear auto matically on the Master of a shipment that you create using the route When you add sales charges to a route that charge will appear on the House section of a shipment transaction If a shipment does not have a route selected your Magaya system will create charges will use the automatic creation of charges setting Recurrent Accounting Introduction to Recurrent Accounting In Magaya Explorer you can set up recurring accounting transactions for Invoices n Bills Checks For example you can create a recurring invoice for your regular customers such as suppliers who store goods in you
207. ne 5 Sule Comin lee Lpa irer onmis Prati 13 325 Get 116 P40 78 Ou 1 200 oo 6 27 S00 507s 00 TEL 1 000 00 2 0G TINH aL 0 00 2 E 2 108 28 71 16 000 2 S06 de 2185 28 Fira 0 0 384 oF 3 292 48 11 16 1 000 oo mei E 11628 11 46 1 000 00 2206 E 1155 28 11416 1 000 00 2 206 00 1 194 a Ould 1S H 235085 zy 48 oo 1 Se 2 es 4h i tt 1 Se 2 a Nia n S oun 3 536 55 4 Pay BS 211 2T 1 1644 1216572 CaS l0 238 27 BE om a eB aa eat te a 0 00 TALE 120 00 Dg 2478 00 3 04 ioe 56 On 1235 95 1 634 76 6 TT Outed ian 1 235 00 21 Ag 1 Aii i z H 1135 11 16 1 000 00 2206 4 1 155 28 ELP Phi AD AT OST 31 4 EFL TOT 31 1H es 147 AGENT PROFIT REPORT Agent Profit Report The Agent Profit Report allows shows the margins that each forwarding agent is contributing to the overall profit of the company We can see a summary the details of the transactions or the charges Forwarding Agents Profit by Agent Proft by Agent Detailed Charge Dates Last year to date From 17 1 2010 To 5 6 2011 Go HWC Cargo Company Proft by Agent Detailed Charge January 1 2010 through May 6 2011 USD Charge Agent profit Other Expenses Income Profit Sam Houston Shipment 12 5647 333 Air Waybill fee o 25 00 25 00 Air Freight Service Double click on a charge 676 20 9 576 20 Agent profit share to view It 0 00 65 00 Total 901 20 9 836 20 fhinniant HALE I 148 OTHER REPORTS Other Reports Other R
208. ng you can go to the Transaction Listing for the bank account in the Chart of Accounts and clear or unclear the trans action there Accounting Automobile Expense ynence Chart of Accounts du BF Bank Account items and Services Bank Account ae Bank Account BRL Bank Account E Standard Client Rates Bank Account CHF Damli mma nl a Carrier Rates Bank Account EUR Other Reports B invoices Bank Account MAN Reports b E Invoice List Bank Account VEB Se Bills Bank Service Charges Sie Bill List m stock Reconcile EP Payments Cost of Goods Sold C Payment List Cost of Services anaa Journal Entries amp Deposits Current 4284 Divisions Deposit List Custom Broker cost Tax Table Sal Checks Customs Broker mcome Check List Depreciation Expense Choose Columns Outgoing Shipments Documentation Import In dis akad Employee Federal Income Tas Payable E t ncoming Shipments AnA pore dil Miscellaneous ry VY Y Add Edt Delete Filter Select Transaction Listing from the Actions button in the Chart of Accounts for the bank account The list opens In the list you can right click on a trans action and choose to clear it Chart of Accounts Transactions for Bank Account Type Humber Applied to D ate Chase Credit Card 08 04 2009 Bil Payment 23 2003 i Payment Clear Unclear Transaction Sons eposit Bill Payment NEPA K 2009 2009 Bill Faymerit Deposit 0095 Check 009 C
209. ng Shipments a Miscellaneous Boston Scientific 305 537 4000 278 TARIFFS How TO CUSTOMIZE A TARIFF 3 Click on the Add button Customers General Address Biling Address Other Addresses Contacts Rates Charges Pmt Terms 4 Pi Chage Face Automehe Creshon Currency ls billing customer Cam Cea Edt Dsk In the dialog box that opens set up the custom tariff Custom Charge Price USD Set Taitt Vendor Do not show in documents _ The price for this change depends on other charges in the transaction e Select the Charge that you want to customize from the dropdown Enter a price or click the Tariff button If you select a freight charge the Price field will change to a note Freight Charges Use Rates Custom Charge Custom Charge Automatic Creation Price Freight Changes use Rates Vendor 279 RATES RATES OVERVIEW e Ifyou want to automate this charge click Automatic Creation tab Select the transactions to automate Click OK when done That tariff will now apply to that customer for the transactions you specified Rates Rates Overview Rates are used to calculate prices for services related to the movement of cargo They are calculated based on the measurement information plus the mode of transportation and the origin and destination information for the cargo The different types of rates are standard rates
210. ng Temm Dent 3 204 00 Total Long Term Liabditiies 3204 00 Total Liabilities 20 504 00 130 BALANCE SHEET The Assets section summarizes current and fixed assets such as Accounts Receivable bank accounts cash etc If you own inventory items they will show here as assets The Liabilities section summarizes current liabilities such as Accounts Payable loans credit cards etc o The Equity section shows the equity for the company total assets minus total liabilities The Retained Earnings line is from the Net Income of the previous years it is money reinvested into the company In Magaya soft ware the closing of the year is done automatically The Net Income line is from the beginning of the current fiscal year up to the report end date In the Balance Sheet summary view you can compare time periods to analyze difference between months or between fiscal periods Click the Configure button and go to the Columns tab to set the report period HWC Cargo Compan Compare e months Balance Sheet a As of June 30 2011 USD t Change Configure Report Header Info Columns Fonts Numbers Type of columns ET Type of analysis Amount Change Percent Change 131 BALANCE SHEET A detailed Balance Sheet shows the transactions for the selected period for each account Type ar Date gp Number gq Name p Account ge Amount 4 Balance 4 ASSETS 161290 76 Current Assets s9665 16 Checking Savin
211. not Final they can wary when posting the creation operation Bank account Bank Account Amount due 65 732 54 Er DAREA 42 701 10 amount paid 4 429 69 Selected credit amount 55 00 New balance 38 326 41 In the last screen of the wizard click the Create Checks button to let the system create the checks The screen shows the progress of the system as it creates the checks Pay multiple vendor wizard Processing checks Verify bils and credits and save the checks to the database In order bo meate your checks the system wall verify iF all the bils and credits you selected in the previous screens are stil valid IF at least one bil of a given vendor is not valid or a credit has already been used the check For that vendor will not be ennitted Pease dick on the button Create Checks bo start the process of creation Create Checks 89 VENDOR REFUNDS If any bills are not valid a check will not be created by the wizard This may happen if someone else in your company is paying that bill at the same time that you are running this wizard Click Finish when done The checks paid will appear in your Checks List You can print the checks as usual Vendor Refunds 90 A Vendor Refund is available in the Payments subfolder Use this when you receive a refund from a vendor To be able to receive a refund check from a vendor you need to have a bill credit for that vendor in the system Go to Paym
212. notes click on the Notes tab and enter them Click the OK button when done Result The rate now displays in the list and is available to use in shipments Actions in the Standard Client Rates List Click on the Actions button to access the following options Other Reports Reports Modify Rates Query Rates Choose Columns Import Export lt Lil wer TF ar al 1 oa T DP i ond Pr af n Add Filter Actions Reports Create a report of all Standard Client Rates 295 CUSTOM RATES ACTIONS IN THE STANDARD CLIENT RATES LIST Custom Rates 296 Other Reports Create reports by description charge destination etc Reports can be sent to customers by clicking on the Email button in the top toolbar across the top of Magaya Explorer To create a Customer Rate click on a rate in the list and select the option Create Customer Rate from the Actions button This sets a rate that applies to one customer A dialog box opens Create Customer Rate Freight Class Air Freight Service Markup Type Select the markup type percent or flat enter the markup value and select the customer that this rate applies to Click the OK button The Rate dialog box opens Verify the rate and click OK This will apply the markup to that one customer Modify Rates Use this to change rates See details in the section Modify Rates for Your Customers The rate modification will apply to all clients
213. nse to pay for items that you do not have bills for such as rent salary etc Refund Check a check that you create to give your customer a refund Pay Sales Tax a check to pay sales taxes that you collect from Accounts Receivable AR These topics are explained throughout the Magaya Accounting Manual To find any topic quickly in the PDF go to the Index and click on the index word For details on using rates and how to automate some accounting tasks see the chapter Automated Accounting in the Magaya Software Accounting Manual Navigating For any list you can right click on an entity or transaction to access a pop up menu of options The same menu is available from the Actions button in each list You can also see open transactions for any customer vendor etc by right clicking on the entity name in the Maintenance folder 13 CONFIGURE YOUR ACCOUNTING SYSTEM Configure your Accounting System When you first begin using Magaya software we recommend that you enter accounting data to customize the system to your company s needs Start with the Accounting Wizard which is explained in Chapter 3 Also see Chapter 10 to learn the accounting Configuration menu This will help you set up your document numbering system and how to make system wide settings related to currency and more Settings per customer are made in the Customer s profile dialog box in the Maintenance folder Additional customization information is av
214. nt Equipment F Rent Expens Select the origin and destination information and method mode of transport These fields are required Enter as much information about the cargo as needed Cargo Information Pieces Containerized Weight Poundb v Volume Cubic foot Click Find to generate a list of rates that match the criteria you enter Commodity Type Prices in USD Description Fate Amount Entity M Ocean Freight Service Cost 125 00000 125 00 SUD HAMBUARGJCOLUMBUS LINE O Ocean Freight Service Cost 145 00000 145 00 Crown Shipping 291 STANDARD CLIENT RATES STEPS TO SET UP STANDARD CLIENT RATES The best rate will be checkmarked in the results list You can add columns to the list by right clicking on a result In the Choose Columns dialog box click the Add Columns button to access more choices such as the Transit Time under Rates Create a Quotation from the Query To create a Quotation from the selling rate dialog box click the Create Quota tion button When creating a Quote from the Carriers Query rate screen you can specify if you want to include the expense charge in the quote s Charges You also have the option to choose to summarize the income charges in an All in One charge This will add whatever fee you select in the dropdown Modify Rate for Quotation Customer Markup Type Percert Markup Value 20 Include expense charges in quotation Allin Ore
215. nt from the Actions button 238 ACCOUNTS RECEIVABLE SPECIAL PROCEDURES MULTICURRENCY REPORTS Accounts Receivable Special Procedures This topic explains how to perform the following accounting procedures using features in Magaya software version 9 3 released in January 2014 1 2 3 4 Process a discount for a customer Handle bounced checks Process wire transfer fees Make petty cash deposits Former workarounds for previous versions of the software are not needed in version 8 0 239 ACCOUNTS RECEIVABLE SPECIAL PROCEDURES PROCESSING DISCOUNTS MANUALLY Processing Discounts Manually How to add a discount manually to an invoice 1 Begin by creating the invoice as you normally would by filling in the fields and adding the charges 2 Inthe Invoice dialog box click the Accounts tab next to the Charges tab Accounting Transaction ee Cirwoice adustnent Events Attachments Notes Internal Notes Number 115 Apply to Jamaica Distribution Cent Account Accounts Receivable amaca LIeMEUNON SENE Transaction Date 57 5 2011 Billing Address Change Due Date 67 4 2011 Kingston JAMAICA Division Account Name Amount Description Discount 1 000 00 Discount Remove Select the account Paid ag Amount 5D 14662 36 Tax USD O 00 Exchange Rate 1 00 USD Total Amount USD 14662 36 MAGAYATIE Tose 3 Click the Add button Select a discount expense account 4
216. ntory within the same locati Fulfill orders using inventory in the specific division Enter general commissions for inventory sales Commissions Sales Commission x Online Bookings ee a Percentage of Profit Online Paymerits Online Sales Orders In the dialog box select the Type and Value of the inventory commission This will be applied to all inventory items sold by any sales person For example to add a commission of 5 of the profit enter 5 Do not type in 0 05 for 5 Type 5 Do not type the percent symbol in the field 3 Click OK and Save 332 SALESPERSON S COMMISSIONS INVENTORY COMMISSIONS Inventory Commission per Item To add a commission to an item go to the Inventory Items Definitions list open or create an item On the Accounting tab click the Commissions button and select the type and set the value for the commission in the dialog box Inventory tem Definitions Inventory Item Definitions Part Number USO a mapas Ed TEWA F 7B General Accounting EEI Hazardous Images Categori SG 100 AT S20 1725 00 ETEN Unitary Value USD ATEO PT add Purchase ltem Rattan chair round Cost w RT333 AT100 jaa iat Inventory Type gz L OCIOWER OC OF C Inventory Commission per Category To add a commission to a whole category of items that are sold online in the Online Sales Orders of Magaya LiveTrack for users of th
217. o charges created manually or automated charges This will apply to the field Apply to in Invoices to the Vendor field for Bills to the Customer field for Payments and to the Pay to the order of field for Checks E Accounting Transaction Apply to E Invoice Events Attachments Notes Intemal Mge Custom Nurnber cs f Apply to M E i Foods Inc Account Accounts Recervable SCS ere Transaction Date 172272015 E Biling Address Change arenen Waste age In Shipment liquidations the accounting transactions for the agent will be in their preferred currency if you set it Commissions for salespersons can also be defined with a preferred currency First turn on the option in the Configuration menu Then open the profile for the entity and click on the Payment Terms tab General Biling Address Other Addresses Charges 4 Payment Terns Terms Met 30 The common type of payment ig Prepaid Incoterms Prefered Currency USD United States Dollar Tecan BRL Brazilian Real AS CHF Swiss Franc Parent Entity CNY Chinese Yuan Invoice penodically JPY Japanese Yen 223 MULTIPLE CURRENCIES How TO ACTIVATE CURRENCIES How to Activate Currencies To activate specific currencies that are included by default in your Magaya system go to Maintenance folder gt Configuration gt Accounting Click the Currency List button The Currency List opens Configuration Currency Lis
218. o give a customer some free days before charging for services such as storage to encourage quick movement of cargo add the number of days in the days field Amount of days before Other options are Generate a separate charge per line item The number of charge lines in the resulting invoice will be the same as the number of cargo lines in the related warehouse receipt This is useful to itemize oversized cargo Calculate charges based on the smallest packing unit If unchecked the price will be calculated by pallet If the cargo is repacked in pallets the price will be calculated based on the items inside the pallet You can also disable the recurring transaction by clicking in the Disable box Click the Next button The next screen gives you the option to set up automated payment of the recur rent invoice This feature uses the PaySimple service provider This service must be activated in your Maintenance gt Configuration menu and activated for RECURRENT ACCOUNTING CREATE A RECURRING INVOICE this customer before doing this step For details on setting up this service please see the Magaya Software Communications Manual Recurrent Transaction Wizard Online Payment Configuration Configure automatic payment processing for this recurrent invoice The chent will be charged via credit card or ACH automatically using the Online Payment System Enable Online Payments with PaySimple At this moment for USO only
219. o include this non inventory charge in Landed Cost Note This tab only appears when configured to activate it In Items amp Services ILFGT I NC Inland Freight Ground Freight Income Other ILFlaT COST Inland Freight Cost Ground Freight Cost Other INS CU tems and Services mE ther Automatic creation Landed Cost Include this nor inventory charge in Landed Cost What will happen When a PO is created with this Inland Freight charge the charge will be distributed prorated across the items in the list See the PO dialog box to view how the costs are prorated Tip Right click in the Commod ities screen of the PO to choose the columns if needed to view them The column Other Costs means costs non inventory costs General Commodities Charges Events Attachments Notes Intemal Notes Currency USD Exchange Rate 1 00 USD Part Number Quantity Price Amount Other Costs Landed Cost Pa 10 00 10 00000 100 0 2500 P3 10 00 10 00000 100 00 5 00 Total Amount USD 0 Canc Hel Remember Only costs that are defined as Landed will be included as Landed Be sure the services or items in your Items amp Services list are marked as Landed When a PO with charges for landed costs is billed the Bill for the other charges will also contain an asset adjustment The charges for landed costs will be added to the inventory asset account When selling the landed cost charges will be deducted from the
220. o multiple ports at one time instead of one at a time Make sure you select the correct amendment that you want to make changes to 1 Inthe Amendments screen click the plus sign A dialog box opens 2 Enter the Amendment Number and Effective Date v From 17 172010 To 2 4 2010 F x d FY ar Amendments for Contract lt SUD1122 gt PPS fective D Number Effective O Contract E mpolee Note 26 2010 5SUD1123 0172872010 5SUD 1122 aetrninistrator Administrator Contract Amendment Eg General Attachments Notes Effective Date af dood wt wm MPS Description Employee llene Taylor we 3 Click OK The dialog box closes and the new amendment appears in the Amendments list It will show the contract number and the amendment number 4 Select the new Amendment to highlight it 313 AMEND RATES AMEND RATES BASED ON GRI 5 6 7 314 Go to the Rates section of the screen and click on the plus sign Be sure you are in the correct amendment before you start to add new rates This example illustrates how to enter a 10 rate increase for a group of ports that have increased by the same amount Amendments for Contract lt SUD1122 gt wm F MY Number Effective Date Contract Employee INITIAL 01728 2010 SUD 122 Administrator SUDT1243 017 2672010 Rates for Amendment lt SUD1123 gt 7 29 WY Status amp Carer Charge Description gt Click Add From th
221. o offer a customer a discount For details see the section Accounts Receivable Special Procedures in Chapter 10 e If this invoice is related to a transaction such as a shipment or a WR a button for that transaction will appear on the invoice dialog box View the transaction by clicking the button E Accounting Transaction Inwosce Events Altachments Hotes Internal Hotes Custom Number 151 Account Accourts Receivable Trantechon Date 118A 3 Famen Teme Wet 30 Due Date 12ABA01S Divison Changes Accounts Staus Description S Posted Air Waybil fee Related transaction MAGAYA TIF Price Amount Tax Code Tax 25 00 25 00 gt uso 25 00 Tax USD O00 LISD 25 00 USD 23 00 Total Anvourt Aroour Due Emen A periodic invoice will display a History button that will show all related transactions 44 CREATE INVOICES 3 Click OK when you are finished entering all the information for this invoice The data is transferred into an invoice form and it is saved in your Magaya database Invoice Dale Due Data Murnter Juro12009 Julio 2009 49 Documami umbar 20 HL Shipper Shinan shimano Qonskgree Bogota Bibe Skog Entry Dele Hp DAE Orkin Destin CLT IEG Carrier Fleet Truck Lira Pisces IWY 20 s e000 h Description of Charges Storage Fee 0 00 30 00 Warehouse Receipl 70 Shimano Bogota Boke Shop Pieces 11 Weight 22 00lb Volume 3 590 Maw W2o08 Jurgiu USO
222. of Day To close a fiscal session and print a report of all the operations that took place during this day go to Accounting on the top menu and select Close of Day from the dropdown menu Magaya Network Reports Options Help Chart of Accounts ba ad Items and Services Standard Client Rakes Network Carrier Rates la ail ag H Client Contracts a 2 rst Previous fexk Last Carrier Contracts Filter Invoices Invoice List Bills Bill List Payments Payment list Deposits Deposit list Checks Check list Close of Day h To cancel an invoice printed to the fiscal printer enable the option in the Configuration menu Then create a credit memo A credit memo can be created for an invoice in a partial amount If more than one credit memo is created for this then the total amount cannot exceed the amount of that invoice To create this credit memo go to the Invoice List right click and select Create Credit Memo This option will only display if the invoice was printed via the fiscal printer This credit memo can be printed or edited to cancel only certain charges in it To see all the transactions related to a credit memo click the Detail button on the List You cannot delete an invoice that was fiscally printed and included in a shipment To search for a fiscally printed invoice use the Quick Find option and select Invoice as the transaction type and enter the fiscal transaction number Credi
223. on Listing Opening Balance Income Income Upening Balance Expense Expense EE o Sales Tax Credit Other Curr Exchange Gains and Losses Expense Replace Account Sales Tax Preparation Income Income Sales Tax Payable Other Curr General Journal Entries Sales Commission Expense Divisions Agent Liquidation Cost Cost Fld Tax Table Agent Liquidation Income Income Opening Balance Equity i Choose Columns Undeposited Funds i Import Bank Account Bank Acc Accounts Payable Accounts 4ccounts Recenvable Accounts Recervable XO i m P Fy VY Y a Add Edit Delete Filter Actions Detail The reconciliation screen opens In this screen you can reconcile the account activity to match the statement from the bank 106 BANK RECONCILIATION If you click the Leave button your work will be saved and you can return to the screen at any time The Done button is to be used after completing the reconciliation Abami Bark Acon USD Openeg Dasme O00 Shaternent Cet O Teren Erdrag Balance hepsi amd Dihs Creis mwai USD Eni Deposits and 5000 1a Oo Gece kari iori Brik credits Tagi Al Las AIH INL r STO BF Sinaga Uris 200 Curmi Erk i Edt Ciara Siivi LO aut Bans Galery reui lor cesarean UO Laren io cece MOO ATLAS AFC U Lice Sheen meh Ciba Tibia D Dapisi ai lihai Orea ea i Check ara Other Dieta eta Tieres mod Cleared 4 Depi and Diha Credir i2455 13 Cheetos yd Leer Deia ja Fa I
224. onfigurations 000 cece eens 168 Additional Financial related Configurations 0 0 eee eee 169 Average COSC 615545 bie ieee teh Ge oe he Sees eee es 170 Configure Average Cost System wide 0 0 cece ee eee 171 Configure Average Cost per Neml scivekn nected nunnu nnn 171 Additional Configuration 4 fis Geers Sebadoh s take dws So had ra take awed 173 pel Items and Create INVOICES 2 4 05 5 cea ea aaa eae EET ERTENED 173 Specie TASC ANON iaaa tested a ei amp BG Be We WING E WING ant Ae E 175 Changing Costing ViethOdS esc ii wien sea eh NRA ee ous ee ee eee 175 Landed Cost Management s i5 ire wi eee Nae ae hawws Nia ees 175 Configure Your Magaya System for Landed Costs 00005 176 Landed Costs im Items X Services sed acre geek bee ne eee 4 aes 176 AICS LANG hiss oats ee oes ae ge ead ase Re eae ae ek el Sie ee Ae eae ee 178 TAM OGUCHON to Sales Taxes wig 2 aed 25 decoy ncn oS tears Cae arene aa acer 178 Steps to Add a Sales Tax Item 2 0 eens 179 Create a Withholding Tax Retention 0 0 0 0 cc eee 181 EE e E EE E E E E EE EE 183 Tax Dependencies oraris errei a ee TE RE A a A 185 Change a Tax Raie bran mate ya diesen ro ta ara ue E EEE 187 VAT Example Ec ador 104 6 0 6d 368560 At ORRG RASA eee Ss 190 TAN OCU COM oo o 480 425 E aie a arenas Bee aS ee Oa 190 LSE INE 24 cacao tins cal hadas ChE Silo eae CARO ea tier te 19 Tax Example Colombia s 2651i id co dow breed hee eee eae ee eaee
225. oods amp Services Tax Tax Authority Canada Revenue Agency Rate Amount A ange Minimum Masimum Accounts Asset Sales Tax Credit Listy Sales Tac Paye te 3 Create a Tax Group named Canada Simple Tax Group that includes the PST and the GST General This tax dependent on other taxes Name Code Rate Authority Name Goods amp Services Tax GST B00 Canada Revenue Agency Provincial Sales Tax FST T00 Canada Revenue Agency Compound Tax Example For an invoice total 1000 210 TAX EXAMPLE CANADA COMPOUND TAX EXAMPLE The PST of 7 70 The GST is calculated based on the PST and the original invoice amount which is 1070 for this example Therefore the GST 53 50 211 TAX EXAMPLE CANADA COMPOUND TAX EXAMPLE Steps 1 Create a compound Provincial Sales Tax PST of 7 named PST CMPD Dependencies Main Information Lode PST CMPD ls Active Description Provincial Sales Tax Compound Tax Authority Canada Revenue Agency Amount Range Minimum o USC bl asinum o USD Accounts Assek Sales T ax Credit Liability Sales Tax Payable 212 TAX EXAMPLE CANADA COMPOUND TAX EXAMPLE 2 Create a second Provincial Sales Tax PST of 7 named PST Base Dependencies Main Information Code Description Tas Authority Fate Amount Range Ml inirnuirri Ml asimum Accounts Asset Liability PST CMPD ls Active Provincial Sales Tax Compoun
226. ow the employee who created certain accounting transactions such as invoices and bills After you customize a report you can save it When you open a saved report it will display with all the customized features saved OVERVIEW OF ACCOUNTING REPORTS To save a report click on the Save button when you are viewing the report Actions Save Report Company gaa BET eee ta Title Profit and Loss by Operations Subtitle October 1 31 2013 USC The Save As option allows you to keep the original format of a report and to save a copy of it by another name Then you can make changes to the second report without having to start all over to build it To view saved reports go to the Reports option on the top of Magaya Explorer and select Saved Reports A dialog box opens showing the list of any saved reports In a report you can double click on a transaction to view its details Other Incomes Innie Mowi s2013 150 ABC Sporting Soo Accounts 7 000 00 Mey 52013 ABC Sporting Soo Accounts 100 00 dogi Av a03 151 Jamaica Distributio Accounts 200 00 Bill Payne Mowiatiz2013 2 British Airways Bank of 4 25 00 Total Other Incomes 1 125 00 To go to a document right click on the transaction and select Go to To return to the report click on the Back button Note Only a user with Adminis trative rights or the creator of a report can delete a saved report Tab
227. ports 295 Statement per customer 74 T Tariff 270 create new 272 Tax apply to an item or service 31 configure 166 dependent cascading 180 exempt entity 178 group 183 hold as a credit 166 Tax configuration 178 Tax in Items and Services 180 Tax item add a 179 Tax table 178 Tax withholding 190 Taxes Canada 207 deactivated 190 edit 187 Training in accounting software tasks 14 Transaction Listing 110 U Undeposited funds show all 69 Undo 111 Unpaid bills report 81 Unrealized Gains and Losses 152 Updating Magaya software settings saved 159 y Value Added Tax VAT 190 VAT example Latin America 191 Vendor refund 90 Vendor periodic bill 269 Vendors pay multiple 87 Void a bill 82 W Wire transfer fee 242
228. r Set the rate per unit or per range Rates per Unit such as pounds will multiply the rate by the unit If the unit is 1 pound and the price is 1 per pound for weights between 1 and 50 pounds to ship 35 pounds will be calculated as 1 x 35 to equal 35 If the price is 0 80 per pound for shipments weighing between 51 and 100 pounds the price for a 70 pound shipment will be calculated as 0 80 x 70 56 The price for 90 pounds will be calculated as 0 80 x 90 72 If you set the unit to equal 100 pounds and the price of 10 per each unit then shipping 400 pounds will be calculated as 4 units of 100 which will cost 40 Prices in USD Min Mlan More than Rate Add 1 00 1 00000 51 00 0 80000 101 00 0 P0000 Select Rate per Range Enter the ranges such as 1 to 20 cubic feet then 21 to 50 cubic feet etc For example a range is set for 10 for any measure ment between 1 to 20 cubic feet your shipment is 15 cubic feet the price is calculated at 10 If a shipment is 11 cubic feet the price is still 10 because it is in the range of 1 through 20 Prices in USD Min a Rate per More than Rate Add 1 00 10 00000 71 00 3 00000 Rates per range are useful for Roll On Roll Off RORO rates To set a RORO rate apply the rate by volume cubic feet and select Rate per Range and enter your numbers 285 CARRIER RATES SET UP CARRIER RATES Click the Add button to add a rate This will activate a l
229. r etc Reports See the details of checks The report opens in a list that you can customize the date range you want to view Go to the document the check ACTIONS FOR CHECKS Void a check To void a selected check This retains a record of the void Print a batch of checks First filter the Checks List Then click the arrow on the side of the Print button and select Print Batch Shipment Magaya Network Accounting Reports Options Ground F Find Check List Ctrl P Dates Last sis mon E gt Number Eritity Save to PDF 162 Accountant 163 Insurance Yerdor G Office Depot J Accountant 2 British Airways Follow the prompts in the batch printing wizard It will print the filtered list of checks using the template assigned to each check The printer that the checks will be sent to is shown in the screen To change the printer click the Configure button next to the Printer field Option The screen also includes an option to print additional templates To use this option select the template from the list You can select a 101 ACTIONS FOR CHECKS 102 printer for each template by clicking the Configure button next to the list of other document templates Batch Printing Wizard Document Selection Please select all the documents that you would like to print You can also change mms the printer settings For one or more documents at a time hi Configure Print each transaction
230. r Your Customers 0 0 0 ees 322 Client Contacts eaneasa naaa cel aa aaae aaa yas 323 Client Contracts Add Contracts and Rates onana aaaea 324 Index Salesperson S COMMISSIONS 0 cece ccc cece eee cece eee e eee eeees 327 Adda New Salesperson 1 h2c45 neg covet tetetad bach aeat hese taeees c 327 Preront CONDISSION reia a wate bad ele Bla B whee wh eee ee dG Wd Meas wea E 328 TAVentOty COMMISSIONS i s Balada a ate ema gee acuta ate eee ee ERTAS 332 Asen PARI CIDA ON sspe ea paiia EAE a rade w Si ait e a Eiaa E hat 334 RODOS nepre weds ae phd ee Reed Rewer oh ASR ew ohne aeere kh aews 336 1 How TO USE THIS MANUAL INTRODUCTION 1 How to Use this Manual Introduction Welcome to the Magaya Software Accounting Manual This manual is designed to teach you how to perform accounting procedures in Magaya software and answer common accounting questions such as How do I create an invoice and How do I add an account to the Chart of Accounts Magaya software is designed for logistics providers freight forwarders N V O C C s consolidators forwarding agents couriers warehouse providers and others in the logistics and supply chain industries Magaya software contains a complete accounting system that integrates the accounting features with the operations features in the software How this Manual is Organized This manual is designed to be task oriented You can skip to any topic you need and get st
231. r older invoices etc Tax Table List Chart of Accounts Name Code Type Layout Rate Authority Mame Miami Dade Tas T T ax Simple C00 Miami Oade Cour Panama Hasar printer rate 1 PAM Tax Simple B00 Panamanian Gove Colombian Tas A T ax Simple 15 00 Colombian Goverr Colombian Tas Way T ax Simple 16 00 Colombian Gowerr FL2 6 00 Florida State Dep Update Tax f Export Florida State Tas Tas Simple Choose Columns 187 SALES TAXES CHANGE A TAX RATE A dialog box opens Begin on the first screen and follow the prompts Update Tax Tax Information Update tax fields with new information Main Information Lode MD TAK Description Maryland state tay Tas Authority Marland State Department of Revenue Rate aia za Amount A ange Minimum 0 USE Maxinun song USD Accounts Asset Sales Tas Credit Liability Sales Tax Payable 188 SALES TAXES CHANGE A TAX RATE Next add any dependent taxes if applicable Tax Dependencies Update tax dependencies with new information This tas dependent on other tases Code Type Layout Rate Authority Mame F Next Affected T axes Groups The following tases will also reguire an update Please note that affected tems and Services will also be updated Name Code Type Layout Rate Authority Name Warland state tas MOTTA Tax Simple 400 Maryland State Department 189 VAT EXAMPLE ECUADOR INTRODUCTION In the
232. r the item is replace you can choose to disable or delete the old item Extra Information The Items and Services list can be filtered by using the Standard or Advanced Filter For details on filters see Chapter 5 in the Magaya Cargo System Opera tions Manual For more details on working with inventory and resale items see the section Add Resale Items in Chapter 7 of the Magaya Supply Chain Solution Opera tions Manual 37 ACTIONS PERFORMED WITH ITEMS AND SERVICES 38 6 ACCOUNTS RECEIVABLE INTRODUCTION TO ACCOUNTS RECEIVABLE 6 Accounts Receivable Introduction to Accounts Receivable Accounts Receivable AR is money owed to you in outstanding invoices The sections of this topic will explain how to create the following transactions in Magaya software Invoices Credit Memos Payments Deposits Refunds All of these transactions are created by using a dialog box that transfers all the data into the document forms The data is also saved in your Magaya system so you can create reports and more Magaya Explorer offers AR reports to show which customers are overdue aging reports open unpaid invoices and sales reports 39 CREATE INVOICES Create Invoices To create invoices in Magaya Explorer follow these steps 1 In the Invoice document or list click on the Add button Select Add Invoice from the pop up menu T hay 1 2008 Mapazia Doc um ai Huri 2d Catan ilar Equipmen P Paren C
233. r warehouse The recurrent invoice charges them every month for storage A wizard walks you through the setup so you do not have to create the invoice each month or other time period you set Set Up Go to Maintenance gt Configuration gt Accounting and check the option Auto matically generate recurrent transactions Create a Recurring Invoice 254 To create a recurring invoice template in Magaya Explorer follow these steps 1 Go to the Invoice List RECURRENT ACCOUNTING CREATE A RECURRING INVOICE 2 Click the Actions button and select Recurrent Invoices O 6 z s 82 8 DB Q Back Air Ocean Ground Print Find es H aes te Dates All Cargo Reports i Quotations Num Type ales Reports HE Jobs fe Invoice Export to QuickBookst mf Bookings c3 Invoice J Export to PeachTreet H E Warehousing feos Invoice A eo od emeni Maintenance 0 Invoice 5 7 Invoice jq Print Batch Chart of Accounts Bs proce 3 Receive Payment Items and Services E9 Invoice C Send To Online Payment System Hf Rates E6 Invoice W Exclude from Tracking Invoices 65 Invoice ES Invoice List Ga Invoice H 4oprove Dispute Transaction Bills E3 Invoice L Void Transaction Soe Bill List pS noice x Save as Recurrent EF Payments Recurrent Invoices BO Invoice EF Payment List 59 Invoice T Open Transactions gt Deposits 58 Invoice P Deposit List Be Tince T Choose Columns Checks AB Invoice Al Import
234. race wA Ir tia Lint Caner Eprewabda F pel Prigia Feigli Seta w Ta mh urari E orasakda F arm Proaty Faeght Garaa Ceti Ge iLi First add the contract for the client The contract for the client is added Now you can add rates for that client 324 CLIENT CONTRACTS CLIENT CONTRACTS ADD CONTRACTS AND RATES Select the amendment and click on the Add button in the Rates for Amend ment part of the Client Contracts screen A wizard opens This example shows you how to enter your own Multiple Rates Add Multiple Rates Wizard General information Enter the required information bo create the new rates Client Esmeralda Farms Effective Date Expiration Date How would you like to create rates P Enter vour own rates Copy From similar entities rates Select source entity O Copy From carrier rates Select source carrier O Copy From standard client rates 1 Enter the information in the first screen of the wizard for this client e Enter your own rates With this option you enter the rates from the contract the origin and destination and the system will create the rates for you for all the origins and destinations For example if a carrier sends you the same rate for a 20 foot container for a group of ports use this option This example will show this option e Copy from similar entities rates Use this option to make amend ments for example by origin and destination or by percentage
235. rated storage The price depends on the measurement pieces weight and volume value of the cargo and the time it is in storage Let s see how to set up tariffs in Items and Services under the Accounting folder TARIFFS TARIFFS INTRODUCTION The Tariff button is available on each Items and Services dialog box Magaya Network Code Description Account Name Tasks APKANC FRepacking Fee Services B Quotations HAn COST Handing Cost Cost of Services Jobs HAAN Handing Fes Services A Bookings STO COST Storage Cost Cost of Seraces STO INC Storage Fee Service Ei Ware Mai WAT Exp E hec Hng ELEC E T aE SS bach ob ise count FE Denion Aomebc creation Notes Items and Services be i m pe Be Tye fir ww lan lode T Invoices E Invoice List a Falls Code STOANC E Eill List 4 Abami Genappe F Payments EF Payment List re Lnn 4 D icpai Simage Fee amp Deposits 4 OU ae deas amp Deposit List A O Cente related itale dern utian Checks D Exporta liem Signage Cost Sel Check List 0 Outgoing Shipments Incoming Shipments 0 Miscellaneous Cumency USD Unted Staes Dols feesctinee Ai Freight Semice Si Freight niecne DFENEYL INC Opening Balance bncome Opening Balance lr eo VY Ww Ow Actions 271 TARIFFS How TO SET UP TARIFFS How to Set Up Tariffs Follow the steps below to set up tariffs in your Magaya Explorer 1 Inthe Items amp Services folder
236. reate journal entries Adjustments Multicurrencies How to work with multiple currencies The relationship between operations and accounting procedures Accounts Receivable special procedures bounced checks etc 155 ACCOUNTING CONFIGURATION SETTING ACCOUNTING ROLES Setting Accounting Roles Roles can grant or deny permissions to employees The system contains many roles including ones related to accounting tasks Employees Permissions far AP Clerk Role Marne Role Description Adjust Accounting for Inventor Allow employee to make adjustments to the accou system Role Type of role to assign to this employee group Mame Process Liquidation Query Cost Rates Query Selling Rates Read Only Shipments Reset Lead Times Run Financial Reports Run Screening Process Set Salespersons commissions Show Transaction Charges View all Employees Tasks wl ee Pele Set roles by right clicking an employee name gt Roles In the list click the Add button Select roles from the dialog box Accounting Configuration Introduction 156 ACCOUNTING CONFIGURATION SETTING ACCOUNTING ROLES Many accounting features are set up or changed in the Maintenance folder under Configuration gt Accounting Accounting Man Document Numbers Lost Tares Integrations Credit Lirit Miscellaneous Accounting will be closed on or before 11 17 2008 Restrict access to closed accounting period Restrict acces
237. reen so you can make changes 14 Click Finish The wizard closes and the new rates are displayed in the list Modify a Standard Rate 320 When carriers raise their rates you update the GRI and then apply the increase to your customers If you do not want all your customers to have the same increase you can give a customer a discount For this example let s say you already entered the GRI and applied it to all the customers via the Standard Client Rates To give a customer a discount follow these steps 1 Go to Client Contracts 2 Add a new amendment for the customer 3 4 AMEND RATES MODIFY A STANDARD RATE Use the Multiple Rates wizard click the option to Transform from existing standard client rates Enter the amount of the change for example by weight and by percent For this example let s modify the ocean freight for our customer Jamaica Distribution Center and only raise it by 20 instead of 30 a For the field Transformation Type select Decrease a percentage b For the field Value enter 10 c Specify the conditions such as Ocean Freight Service Cost and Vessel Containerized etc according to the GRI Complete the wizard by specifying ports reviewing the rates generated by the wizard and save the changes The discounted rate for that customer is saved When a shipment is created for this customer the system pulls the rate from this discounted rate
238. rime Automotive Email Statements For All Customers Transactions Listing Open Transactions Rates a Venezula Poo nl Houston warg a Mexican Furm Medeci Art Ga 9 Esmeralda Fa l Tropical Land Contracts Query Rates Choose Columns Import Export Select multiple customers at once to print or email a batch CUSTOMER STATEMENTS Select the statement template The document displays any shipping transactions and accounting transactions during the period of the statement as dial Show Clent Statement Statement Date 6716 2014 s Date From 1716 2013 Je To 6 16 2014 J Statement Template Client Statement Client Statement Hai IN Chent Btatement Multicasrency Show J Cancel J Hes Due Date 7 References Previous Balance 09 13 2013 Invoice 1 11 28 2013 Invoice 5 House HBOL4 Reference HBOL4 Q3 2 7 2014 Invoice 11 Sales Order 1 03 27 2014 Invoice 12 Sales Order 2 05 21 2014 Invoice 2 75 CUSTOMER STATEMENTS 76 7 ACCOUNTS PAYABLE INTRODUCTION TO ACCOUNTS PAYABLE 7 Accounts Payable Introduction to Accounts Payable Accounts Payable AP are bills from your vendors that you need to pay The sections of this topic explain how to create the following transactions in Magaya Explorer Bills Bill Credits Bill Payments e Vendor Refunds To see a list of unpaid bills use the
239. rt Basel Gallery 16 Credit Memo Crown Shipping 15 Credit Flema Crown Shipping lt w F 2 F Add Edit Delete Filter Carga Reports Sales Reports Export to QuickBookst Export to PeachTree Go to document Print Batch Receive Payment Send To Online Payment System Exclude From Tracking 4pprovelDispute Transaction oid Transaction Save as Recurrent Recurrent Invoices Open Transactions Choose Columns Import Export History ae a E Detail Actions The Cargo Reports relate the operations and accounting information in the Magaya system enabling you to see reports such as how much you have billed for certain ports or destination agents Sales Reports that can be created are 47 ACTIONS FOR INVOICES 48 Open Invoices View a report of open invoices When the report opens you can modify the report by choosing what columns to view change the date range filter the list save or export it Open Invoices by Date To view invoices that were open as of that date regardless whether the invoice was paid after that date A R Aging Reports Select a report that shows details itemized or a summary to view what is overdue Invoice Details A list of all invoices including the detailed itemized lines for each invoice Other Actions button options Export the list to QuickBooks or PeachTree Sage accounting software programs to export the invoices you have fi
240. rticipation for a salesperson open their profile in Maintenance gt Salespersons Click on the Participation tab and perform the following steps 1 Click the Add button and select Freight Participation Salespersons Contacts Participation Pmt Terms Personal Info Attachments Notes Internal Customer Inventory Quantity Florida Natural Orange Groves Heo Freight Participation Inventory Participation Note The freight and inventory options are available in the Magaya Supply Chain Solution and Magaya Commerce System 2 Inthe Participation per Customer screen select a customer to associate with the commission This means each transaction that includes this customer will generate a commission for this salesperson based on the amount set here Participation per Customer General Chane n g Value Inventory 1 Select the Customer 2 Glick Add Tea Cee 329 SALESPERSON S COMMISSIONS FREIGHT COMMISSION 3 Click the Add button Select either a charge or a shipment An example of a Charge is Priority Freight Service Participation Charge Priority Freight Service a TYPE Percentage of Profit ka Cex He To choose how you want to calculate the commission click the Type dropdown and choose the type of commission This example shows percentage of profit but you can also select a flat rate or set the amount to calculate by volume w
241. rting Goods 162 90 2 2 Louisville Slugger Dealer 10 00 0 1 Medeci Art Gallery 3825 00 62 3 PVC Piping Co 116 88 1 6 Shimane 90 00 1 2 Total 7313 71 100 0 Tipe rt Batal Gollery liai SUP Oe re Fi Ye ADS Pec e Total Art Basel Galery Balls Storage Wnts lire MmT he i acoourts Macai lrretete hurd i aap 4 Arbours Pecei Total mra Storage Units 136 SALES REPORTS NOTE Customer Statements can be made from the Customer List Right click the customer s name and select Statements from the pop up menu By Agent This report is similar to the customer report but this show the agents This report is very useful for a logistics provider that works with several agents The reports can be viewed as a summary or as a detailed report All Sales View all the sales in a summary or a detailed report This report looks similar to the customer report Compare Sales The sales reports can be configured to show a comparison of a customer by month or other options Here is an example Seales by Qustoner SUMY Keates Gusto 3 From 1 1723010 T TVA gw HWC Cargo Company sales by Customer Summary bie October 1 through December 31 2070 USD Mow 10 Der 14 Change Pet 10 Mov io Change Total 4af Total Tropical Landscaping 1 ag Da 130 00 a37 180 25 i Bgg JTE a ie Total LELE 130 a Th Ai hie bid THA Pii Click the Configure button on the bottom toolbar of the report to open the
242. rvices that you offer The price depends on the measurement value and storage time of the cargo e Rates are calculated based on the measurement information plus the mode of transportation and the origin and destination information for the cargo How to use Tariffs and Rates Tariffs are most often used for charges that are static such as storage insurance etc Rates are for freight charges 269 TARIFFS TARIFFS INTRODUCTION Tariffs How the system will process the tariffs and rates 1 First the system will look in the Customer profile for the rate that is based on origin destination mode of transport and cargo measurements If there isn t a customer rate then 2 The system will look for a tariff which is on the Charges tab of the Customer profile based on cargo measurements time and value If the system does not find one then 3 The system will check the Standard Client Rates based on origin destina tion mode of transport and cargo measurements If the system does not find one then 4 The system will check for a tariff in Items and Services based on cargo measurements time and value Customized Standard f Ta Origin Measu thon 1E Destination Time of Cargo Value Method of Cargo rt Transport aments Measurements specific Client Apply to all Clients Tariffs Introduction 270 Tariffs are prices you set for services you offer such as refrige
243. ry that credits that account for the balance and debits the beginning balance equity account More details about the Chart of Accounts can be found in the chapter topic Chart of Accounts On the Items and Services screen add or edit the Items and Services as needed The software provides a default list of items and services To add a new item or service click the Add button Existing items can be changed by using the Edit button This is the wizard screen for the Items and Services Accounting Wizard Setup Items and Services The llame and Seraces are uted lo rack the senaces pou chaga for Ar lem val appear a a line on an lrrveoice cf other sales fon Code Desorption Accourt Name Type AGTANC Agent peoht share Agent Liquidation Incone Othe AGT COST Ageri peoht share Agent Liquidation Cost Othe SALE COST Sales Commision Sales Comreatsion Others OPENBALESP Opening Balance Eperme Opening Balance Expense Other OPENBALING Opening Balance income Opening Balance Income Diha AAFGT AINC Ar Freaght Senace Pur Preghi Income Freight AURFGT COST Aa Freight Senice Cost Aur Frenght Coct Freight OCEFGT4NC Ocean Freaght Serice Ocean Freight Income Freight OCEFGT O0ST OceanFiraght Semice Cont Ocean Freight Cost Fresght GRNFGTINC Ground Freaht Senace Ground Fresght Income Freight gt Here you can Add Edt co Delete bams as pou desre There m a drect relbionshp between Ibers and Accounts for example when you create an bem for
244. s You can switch between views of reports and lists Similar to tabbed browsing available on Internet Explorer and some other web browsers the tabs in your Magaya Explorer enable you to switch between views 115 OVERVIEW OF ACCOUNTING REPORTS For example when you are viewing a list such as the Invoices List and you want to also view a report now you can view both in tabs Previously you had to close a report to return to the list view Now you can switch between both Maintenance Shipment Magaya Network Accounting Reports Options Help 2 Bw Ocean Ground Number Type Applied to Transaction D 110 Invoice Tropical Landscaping 0405 2071 110 nvoce Miami Distibution Center Dara 201 105 lnvoice Tropical Landscaping O05 7207 1 105 Invoice Jamaica Distribution Center 02 09 2071 107 Invoice Tropical Landscaping 02052071 106 nvoce Jamaica Distribution Center 01 11 2011 When you are viewing a report you can double click on a line item in a report to drill down for more details For example run an Income statement P amp L report and double click on a line item The item will open in a tab D Fo r x E T an Ground Print Find Network Chart of Accounts Proft and Loss Profit and Loss Air Freight Income Dates Fom 7 1 2013 To Mam 2 HWC Cargo Company Profit and Loss July 1 through November 21 2013 USD Total Income Inventory Income i 5 024 95 Documentation 55 00 Freight Income i
245. s Exchange Rate History 4 United States Dollar USO 100 2 A Swiss Franc CHF 095 2 Euro 4 Mexican Peso Mesh ec 2 A Japanese en IPY 107 71 4 Exchange Fate Effective Date La A Euro EUR 0 78 3 0 92 09 19 2014 AL 4 Chinese Yuan CNY neo Z 0 75 037 1772014 Ac 4 Brazilian Real BAL 300 2 J Venezuelan Bolivar WEE 1 920 00 2 J Thai Baht THE 33 51 2 J Tawan Dollar TWD 33 16 Z How to Add a New Currency to the Currency List In the Currency List click the Add button to open a new dialog box Configuration Currency List Hame Code Rae Reverse Rate Account Name M United States Dollar USD 1 00 1 00 Exchange Gains MY Swiss HIE M Mesic Currency ing Mf Japan TE Mi Euro Name AINE M Chine Code AUIS Mf Brazili ing O Venez Symbol ITE ae Exchange Rate 7 00 is O Swedi Last Update 9 19 2014 In LJ Srila CO e O South Gan Loss Account Exchange Gains and Losses ing O South AINE O Singar z jins O Norwe This currency is active HITS O New 2 AIFS O Malay Cancel AINE O Indian JE Tans 226 Enter the currency name and code The symbol is optional Enter the current exchange rate and today s date Click on the checkbox This currency is active MULTIPLE CURRENCIES How TO MANAGE EXCHANGE RATES Click the OK button The currency is now available in your system How to Manage Exchange Rates Depending on how you configure your Magaya system there are two ways to manage exchange rates
246. s Didar 42 O Ne Invoice Iasad 156 200 00 200 00 O00 Sales Onder 43 O No Irwvoce 12am 157 200 00 200 00 O00 Sales Onder 44 la iT To recare a partial payment please click ove the c m Paid colum F Exchange Aale 1 0 Uso Exishrg Comite USO 10000 Suggested Dencounts USO 0000 Amot Dus Araoun Paid Apphed Cescounts uso C000 Totals Uso 750 00 USD 200 00 MAGAYA TIP OK Cace Hele Enter the information you need in the payment transaction dialog box o The A R Account of Accounts Receivable is selected by default You can select a different A R account For example if you are working in multicurrency and select an A R account with another currency this payment will be made in that currency and that A R account will be updated with this payment transaction 59 ENTER PAYMENTS e Select the customer who is making the payment When you select the customer you will see any outstanding invoices or credit memos for them The checkbox to show open invoices is checked by default If payment terms were set for this customer on their profile or set system wide in the Configuration menu then any applicable discount will display The Suggested Discount is the amount calculated by the system The Discount is the actual discount applied Click the Apply Discounts button to accept the suggested discount and apply it Based on the payment terms for this customer W Accounting Transaction Customer
247. s Payable Transaction Date 2 10 2011 Charges Accounts paee te ee aes Price Breed Add Exchange Rate uso Total Amount USD 0 00 Remaining Credit USD 0 00 This screen is the same as the Bill screen See the steps in the section Create Bills to fill the fields of the Bill Credit Please note that the bill credit will be subtracted from Accounts Payable and will show as a negative in the AP 84 BILL PAYMENTS Bill Payments To pay bills go to the Checks list or document view and click on the Add button Select Pay Bills Check Checks A E OEE a i First Previous Wexk Last P x s Edit Delete Find Filter T Pay multiple vendors Pay Bills Check Check to Expense HWC Carga saes Tars 8725 NW 18 Terre Use this option to create a check for a bill such as telephone bills or freight bills etc Accounting I ransaction Check Attachments Internal Notes AJP Account Accounts Payable w Nurnber Bank Account p ank af America ye Date 11 21 2013 Pay to the Memo Show all open bills Bills Accounts Pad Tye DueDate Number Ole Amt Amt Dus Ank Pad Suggested Discount Discount Ef Yes Bl 07 24 7203 30 2000 00 0 00 2000 00 aoo 2500 Exchange Aate Curent Balance of 247 23 Existing Credits USO 0 00 Suggested Discounts USD 0 00 Amount Due Amount Paid Apphed Discounts USD 25 00 Totals USD
248. s and Services ES Definition Automatic creation Landed Cost Notes M Enable Automatic creation for Warehouse Receipts WRA C Pickup Orders PK Quotation CT Cargo Releases CA Sales Orders 50 Export Shipments Import Shipments Fl Air Master Shipments AME Air Master Shipments Awil x E Air House Shipments AHE Air House Shipments AHI i Ocean Master Shipments OME Ocean Master Shipments OMI Ocean House Shipments OHE Ocean House Shipments OHI Ground Master Shipments GME nd Master Shipments G hll E Ground House Shipments GHE nd House Shipments GHI Do not show in documents Modes of Transportation 0 Priority sorting order 1 ts highest 0 ts no priority T The price for this charge depends on other charges in the transaction Dependency level tae natal Activate the checkboxes by clicking on the box next to Enable Automatic creation for and a checkmark will appear in the box 1 Check Ocean House Shipment OHE under the Export Shipments list 2 Click on the Modes of Transportation button 3 s In the screen that opens uncheck the box to Apply this charge to all the modes of transportation available 1 Then uncheck the other boxes 250 AUTOMATED CREATION OF CHARGES Vessel and Barge so only the Vessel Containerized option is checked 2
249. s bo previous fiscal years Password Confirmation Default payment terms For Wet 180 Home Currency USD United States Dollar USD Apply exchange rate as per transaction s date Use Multicurrency Currency List Use Reversed Exchange Rate Automatically select account in entity s preferred currency in accounting transacctions First month in your fiscal year January Configure liquidation options Outgoing Incoming Configure default accounts Accounts These settings are configured by an administrator or manager with admin rights in the Magaya system Here is a brief overview of the accounting related options that can be config ured from this menu Setting document numbers such as consecutive numbers in accounting documents such as invoices and bills Configure how to export or import data between QuickBooks and your Magaya system How your system manages Credit Limits for customers Other settings To generate charges automatically date to close accounting transaction due dates set currencies set fiscal year set peri odic invoicing setting sales tax and default payment accounts 157 ACCOUNTING CONFIGURATION MAIN ACCOUNTING CONFIGURATION TAB Main Accounting Configuration Tab 158 The following settings are configured on the main tab of this menu Close Accounting Date Click the checkbox Accounting will be closed on or before to activate the date optio
250. s is required to calculate earnings for the year The system will use this month to automatically close the year On the Chart of Accounts screen add or edit accounts as needed The software provides a default list of accounts It is recommended that this information be entered in the wizard so you can use the accounting features in the Magaya soft ware Also enter opening balances for accounts that you need such as petty cash and bank For more details on entering opening balances see the section Enter Opening Balances 16 ENTER INFORMATION IN THE ACCOUNTING WIZARD This is the wizard screen for the Chart of Accounts Accounting Wizard Setup the Chart of Accounts The Chart of Avooouris is the most impoctant dep when defining pour accounting The stem hat ceated a default Chart of Accounts which can oul the needs of many businespes Chast of Accounts EELS Accounts Hecer abha Accounts Piapable Bank Accourt Unde pescited Funds Opening Balance E quis Agent Liquidation Inoome i Agent Liquidation Cos Cost Of Goods Sold Sales Commits Expense Sales Tan Paysite iter loumert Liaieitees Sales Tax Preparation Income ritira gt Here you can Add Edit om Delete accounts as you demre You can also enter the opening balances for Bank accounts and other balance sheet accounts If you do not have all this infoematon now pou can enter later The opening balance is used by the system to create a journal ent
251. shmation Agent Bogota Ageri 1 French Qechnahon Ager a Here pou can Add Edi or Delte forvanding agents a pou denme You wal enter thew namer and the amounts they gwe ROU laber pou Can enter mone mbomeaton hor each forwarding ageri tack Nea Click the Finish button when you are done Your information will be saved After completing all the screens in the Accounting Wizard you can modify and add to the information entered at any time by opening the Accounting folder or by returning to the Accounting Wizard ENTERING OPENING BALANCES ENTER INFORMATION IN THE ACCOUNTING WIZARD Entering Opening Balances To enter opening balances in your Magaya software follow these steps This procedure is recommended after using the Accounting Wizard to set up your accounting details Before beginning the steps below have a trial balance report that lists all your profit and loss accounts from your previous system so you can enter the data from it into your Magaya system You may already have a report that you used to enter details in the Accounting Wizard you can use the same report for this procedure 1 Create a Trial Balance Report in your Magaya system Go to the Accounting folder gt Chart of Accounts Click the Actions button and select Reports gt Trial Balance s Find the opening balance income and expense Chart of Accounts Trial Balance ee Dates From a7 1201 Te 9 Trial Balance As of September 15 2011 USD
252. stem If you have the entity name in QuickBooks already you will not need to check this box Check the box if you want to include Inventory Charge Definitions as Inventory Items when exporting to QuickBooks Extra Info Magaya software can also integrate with other programs such as for managing purchase orders If you need this functionality please discuss the Magaya API with your Logistics Management Advisor Credit Limit Configuration 167 ACCOUNTING CONFIGURATION MISCELLANEOUS ACCOUNTING CONFIGURATIONS To select the actions you want to take with customers who exceed the credit limit use the options listed in this section of the Configuration menu You can select just one two or all the options Accounting Main Document Numbers Lost Taxes Integrations Credit Limit Miscellaneous IF client is over khe credit limit Do nok receive more carga Do not accept more bookings fonline also Do not release the cargo After you set a credit limit the system will alert a user when a customer has reached their credit limit For example if you check the option Do not release the cargo the system will not let you release any cargo If you select Do not accept more bookings online also then the system will not let any bookings be made for that customer A notice will appear to tell the user the credit limit has been reached The amount of the credit limit can be set in the Customer profile on the Payment T
253. t Name Code Rate Reverse Rate Account Mame M United States Dollar USD 1 00 1 00 Exchange Gains and Losses M Swiss Franc LHF 0 95 1 05 Eschange Gains and Losses M Mexican Peso Me 13 09 U 08 Exchange Gains and Losses M Japanese Yen JPY 107 2 0 01 Eschange Gains and Losses Mi Euro EUR 0 78 1 26 Exchange Gains and Losses M Chinese uan LAY a zo 0 12 Eschange Gains and Losses M Brazilian Real BAL 3 00 0 33 Exchange Gains and Losses O Venezuelan Bolivar YEB 1 320 00 0 00 Eschange Gains and Losses O Thai Baht THE 39 57 0 03 Exchange Gains and Losses O Tawan Dollar TWD 33 16 0 03 Exchange Gains and Losses O Swedish Krona SEK T 60 0 13 Eschange Gains and Losses O SriLanka Rupee LEA 97 68 0 01 Eschange Gains and Losses O South Korean Won EAA 1 155 00 0 00 Eschange Gains and Losses O South African Aand ZAA 6 58 0 15 Exchange Gains and Losses O Singapore Dollar SGD 1 65 0 59 Eschange Gains and Losses Double click a currency to open it Currency Name Swiss Franc Code CHF Symbol Exchange Rate 0 95 CHF USD Last Update 9 18 2014 Gain Loss Account Exchange Gains and Losses I fa 7 This currency i active Cancel Help Check the box This currency is active to activate the currency so it can be used 224 MULTIPLE CURRENCIES How TO ACTIVATE CURRENCIES Click OK to save and close the dialog box A checkmark will appear in the Currency List indicating that currency is active The system will automatically cre
254. t 30 340 Peachtree Street Payment Terme Atlanta GA 30306 In Shipment liquidations the accounting transactions for the agent will be in their preferred currency if you set it Commissions for salespersons can also be defined with a preferred currency First turn on the option in the Configuration menu Then open the profile for the entity and click on the Payment Terms tab A General Biling 4ddress Uther 4ddresses Charges 4 Payment Terns Terme Net 30 The common type of payment is Prepaid Incoterms Prefered Currency usp United States Dollar The Credit Limit ts BRL Brazilian Real CHF Swiss Franc Parent Entity CNY Chinese Yuan Invoice penodically JPY Japanese Yen Reverse Exchange Rate If you work with currencies that convert to very small amounts you may want to work with the reverse rate Check the box for this option and your Magaya system will calculate the rate for you Leave unchecked for the direct exchange rate Fiscal Year This sets the starting month for the fiscal year If you used the Accounting Wizard to set up your Magaya software the date displays here The system will use this month as the beginning of the new fiscal year to automatically calculate the retained earnings of the previous year 161 ACCOUNTING CONFIGURATION MAIN ACCOUNTING CONFIGURATION TAB Configure Liquidation Options These liquidation options can be set for outgoing and incom
255. t Hama jy Hama dy Hame jp Cebit gp Credit mE dint TAIL 11 AECT S PEE taberpallar Fou n i LLLI marg Jan Aa 41 SEES storaqe eet Caterpillar equ OL AA rice diniin 50 ACCOJITS RECE Oiwire 2a 04 AE 0 00 MEE rif AA SR ALBS SHUALBS JAE Oa Tl fad aa MOCE dani TAI SEeVICES SECS JB Yre Co UW ALL Mice d n 12003 ALCOIMS RECE ahiranic 0 OC 0 00 Sil Jum e03 F ALCOUNS Faya Cade Shipaing 30L EJ0 00 Bil Junta i ris Ocesn Fre grt coe oo resar Crosley Shipging 900 OC Dzi eS ii J Br o Pera ed es ed TEE l 1 i a J re t duo 004 Ge ices SeMCes Shirwaril oar 10 00 f 4 5 i Sales Tax Liability Summary or detailed report This shows the tax authority name the tax rate the amount of sales that period the amount of the sales tax collected during that period and the previous period and the sales tax liability When you use the Actions button in the Chart of Accounts you can select a report for Missing Checks This report is available when you select a bank account Multicurrency Reports The Multicurrency Reports show any gain or loss from business done in different currencies You must have multiple currencies turned on in your Magaya system and trans actions conducted in those currencies in order to have any information appear in one of these reports If the exchange rate does not change or you do not update it in Magaya Explorer no changes will be reflected in the reports Access the reports from the
256. t Memos CREDIT MEMOS Credit Memos are issued if you overbilled a customer or if you need to give a discount after creating an invoice Note Discounts can also be created another way see Chapter 10 section Accounts Receivable Special Procedures Follow the steps below to create a Credit Memo 1 Go to Invoices document or list view and click the Add button Select Add Credit Memo d EHIME ATATEN Add Credit Mema mwote Daia DeD Nba Maytam EEE a Darum emi Humbi 2d Capilar Equi pmen Cartagena Gonsiucion Co Deni OB Later lar Equipment Anno r eas 1 re dh 123 S Sh St Camii dii Deen inion Freight Pikti WWI 70 2090 00 ib storage tee for On Hand cargo from Caterpillar Warehouse Recegei 24 Caterpillar Equipment Cataqana Conerucien Co Pieces 258 Weigh 1177 001s Velen GES A Spr S009 Way 120s 55 CREDIT MEMOS A dialog box opens with the following tabs the first tab is used for all the credit memo transaction details the others are for Events Attachments Notes and Internal Notes Accounting ransaction Credit Memo Events Attachments Notes Internal Notes Number 52 j ia Air Jamaica Account Accounts Receivable w Billing i Change Transaction Date 37 42013 ka Address Kingston JaMalla Charges Accounts Status Description Prepad Quantity Price Aumourit Add
257. t are created by the system Steps 1 Open the Choose Columns dialog box 2 Click onthe column name Then type the new name and click OK to save You can also set the default columns to a report that the user modified to bring the report to its original status Click on the Actions button and select Set Default Columns 119 FINANCIAL REPORTS Before this new version the system would overwrite the first report This new feature is especially useful when you want to create another report that is similar to the first one now you do not have to start from scratch to build it You can add Credit and Debit columns to any Detailed report by selecting the Actions gt Choose Columns Column Settings Date Number i Rename Name Wed Ma Click to add Debit Field Twpe Mal Ut and Credit Ose columns l hl Arnis Word Wrap Balance E l width C Cebit i Credit Align Lett C Number C Hemo 8 Add Columns Financial Reports Financial Reports are Profit and Loss Balance Sheet and Statement of Cash Flow The following explains each report ava Network Accounting Panes Options Help Lt _ Sales Reports Profit and Loss Detail H Purchases Reports d Profit Reports d F H Profit and Loss by Operations Profit and Loss by Operations Detail Other Reports Ai WoCOUNES Services Multicurrency Reports Balance Sheet Balance Sheet Detail Client Rates Saved Reports
258. t invoices into your Magaya system first format the data into a Comma Separated Value CSV file This can be done in a spreadsheet or a plain text file Certain data is mandatory and other fields are optional Create these fields as columns in the CSV file Mandatory fields e Entity name the customer or vendor name IMPORT INVOICES Transaction number such as the invoice number Date of the transaction in contrast the due date is optional AR AP Account which account the transaction is assigned to such as Accounts Receivable if you need to learn more about accounts please see Chapter 4 in the Magaya Software Accounting Manual Charge count Quantity For example this invoice includes a Documentation charge and a Packaging charge then it has two charges in this invoice Charge Name for example Documentation or Packaging Unit price the price for one of the charge Amount the total of the charges for this line The Amount must equal the Quantity multiplied by the Unit price For example if you have one Docu mentation fee which costs 50 then the Amount must be 1 x 50 which is 50 in this example Optional fields The following data for these columns is optional Due Date Notes Charge Description Steps to Import Invoices into your Magaya system 1 2 3 4 Go to the Invoices list Click Actions gt Import A dialog box opens Extra Info The columns in this dialog box are the same as the col
259. t that was assigned to the Asset account Average Cost When items are sold according to the Average Cost method creating an Invoice for the items will cause the system to remove an average amount from the Assets account and transfer it to the Cost of Goods Sold Account This averages out the costs of the items bought at different prices perhaps at different times or from different suppliers For details on costing methods please see the section Average Cost in the Magaya Software Accounting Manual Landed Cost The Landed Cost setting generates asset adjustments for the additional charges found in Purchase Orders PO when the PO s are billed When you check this option also decide how to prorate the charges by cost or by pieces Save Next go to the Items amp Services list Select the service charge such as Inland Freight Cost and double click to open it On the tab Landed Cost check the box to include this non inventory charge ILFGT INC Inland Freight Ground Freight Income Other ILFiaT COST Inland Freight Cost Ground Freight Cost Other INS CO tems and Services ther Definition Automatic creation Landed Cost Notes Include this nor inventory charge in Landed Cost What will happen When a PO is created with this Inland Freight charge the charge will be distributed across the items in the list See the PO dialog box to view how the costs are prorated Tip Ri
260. t the changes to the database Save 311 AMEND RATES ADD RATES TO A CARRIER CONTRACT e Or click Restart If you want to add additional rates that use some information that is similar to the rates you just entered click the Restart button Add Multiple Rates Wizard Completing the wizard You have successfully completed this wizard Read the instructions on this screen before proceeding Please make sure that the information you have entered is correct Click on Save when vou are ready For the system to commit the changes to the database The process has Finished successfully Please if you will be processing similar information and wank to keep your input click on Restart By clicking Restart the wizard will return to the screen with the origin and destination ports 8 Click Finish The wizard closes and the new rates are displayed in the list Extra Info The same expiration rate can be used when copying a rate This is useful when creating sales rates from the cost rates If a carrier offers a discount you can use a negative number Amend Rates Learn how to make changes to rates in your Magaya system when you get a rate increase from a carrier Also learn how to change a rate per customer 312 AMEND RATES AMEND RATES BASED ON GRI Amend Rates based on GRI When you receive a General Rate Increase GRI from a carrier you can enter the updates in your Magaya system and apply the rate increase t
261. tab The Periodic Invoices option can also be set up in the Payment Terms Pmt Terms tab of any Customer profile In that screen you can determine per customer how to apply the periodic invoice customizing how the period invoices are handled for an individual customer Expense Items on Invoices The option to Allow to add expense items on invoices will include expenses in a customer s invoice This is not recom mended according to many accounting best practices This option is off by default Other Settings To exclude new invoices from being viewed online check the box To enable the system to automatically generate recurrent transactions check the box Override the division of generated accounting transactions with the division of the source operation Additional Financial related Configurations Magaya software includes additional configuration options related to other financial aspects of running your business The configuration of these options is explained in the Magaya Software Customization Manual Here are some of 169 AVERAGE COST ADDITIONAL FINANCIAL RELATED CONFIGURATIONS the features available depending on which Magaya software your company is using and if you sell inventory e Automatic Charge Generation to include charges automatically in trans actions see also Chapter 11 of the Magaya Software Accounting Manual e Fiscal Printer for use in Panama o Sales for sales orders and in
262. tail USD Account Hame Debit Credit Description Entity Currency Southern WH Property 0 00 25000 00 Opening Balanc USO Opening Balance Equit 2 5000 00 000 Opening Balan USD ADJUSTMENTS e Exchange Rate is used to enter the exchange rate if you create this journal entry in another currency This is the exchange rate between the currency you have selected and the home currency that your Magaya system is set up with e The sum of all the Debits must be equal to the sum of all the Credits to keep the entry in balance The system will not let you add an Entry that is not in balance 5 Click the OK button The entry will be added to the list and posted to the appropriate accounts General Journal Numbes Date Memo Debs USD Credit USD 001 0572872009 Depreciation of truck 2000 00 2000 00 Actions for Journal Entries In the General Journal Entries list click the Actions button to make a copy of a journal entry create reports print an entry or a batch choose columns or import or export data Other options for journal entries Reverse a journal entry useful when changing credits by debits and vice versa Display total of debits and credits in the screen of the journal entry Set up consecutive numbers for journal entries in the Maintenance gt Configuration gt Accounting menu e Select the template when printing a journal entry To view more details about
263. ted in Steps 1 3 5 Tax Group Authority Hame VAT Ecuador VAT ELC SAI Ecuador Ecuador Income Tax Inc tax EC SAI Ecuador VAT WithholdingEC VWAT EC M SRI Ecuador I Click OK to save and close How it Works The Magaya system calculates the taxes for the example invoice of 100 by applying all the taxes in the Tax Group as follows e The VAT Ecuador tax is calcuated as 100 x 12 12 e The VAT Withholding EC is calcuated as 12 x 70 8 40 The Ecuador Income Tax withholding is calcuated as 100 x 2 2 Result The compounded tax is calculated 197 TAX EXAMPLE COLOMBIA TAX EXAMPLE Tax Example Colombia 198 This topic shows an example of handling taxes and withholding taxes in Magaya software for Colombia Note All sales taxes are created in the Chart of Accounts gt Actions button gt Tax Table First configure your Magaya system to enable withholding by checking the box in the Configuration gt Accounting menu on the Taxes tab Accounting Main Document Humbera Lost l Taxes Integrations Credit Lirit Miscellaneous Tax Settings V Keep tax for purchases as credit Enable cascading taxes J Enable tax withholding Round taxes up by default 1 Create a list of taxes and create the Sales Tax example 16 Man Information Code Description Tax Authority Rate Amount Fange Minimum Maximum Accounts Asset Liability TAX EXA
264. tems and Services subfolder A dialog box opens Tterns and Services Definition Automatic creation Landed Cost Type Inventory 7 Tax Code Description Code Account Invento Cost Price 0 00 Tani Wi Itis a resale item Create related resale item automatically Income ltem Prefered Vendor Assels Account rventory Asset Inventory Iter Currency USD United StatesDolar Inactive Cancel Help 2 Select the type of item or service When you select a Type it will not be an income or expense until you also select the Account type Types of items and services available from the dropdown are Other Use this for items or services that cannot be classified as Freight or as one of the other types listed Freight Use this for freight items or services such as Ocean Freight or Air Freight e Valuation When you use this type to create an item this value value of the cargo will appear on air waybills 30 3 4 5 6 7 ADD ITEMS AND SERVICES o Tax This is used for taxes such as duty taxes and the amount will appear in air waybills Note If more than one tax needs to be applied to this item then create a group for those taxes first and then select it from the Tax Code dropdown in this screen Other Freight Use for items or services that relate to freight but are not actual freight such as Fuel Surcharge cost and income Inventory Use
265. ter the information and click OK Commodity Types can also be entered in Maintenance gt Configuration gt Commodity Types The Commodity Type can also be specified when you are entering Inven tory Item Definitions Select the Commodity field on the General tab Select the origin and destination cities for this rate from the ports list Select the method mode of transportation such as Vessel Containerized 299 CARRIER CONTRACTS MANAGING CONTRACTS 5 6 7 Transit Time Enter the number of days of the voyage This infor mation can be added to the Query Rates screen Select how you will apply the rate The screen will change depending on what you select Click the Add button to add a rate This will activate a line in the Prices table Enter information for each in the fields such as weight and rate For example you can charge by weight to calculate the prices If cargo weighs more 50 pounds type on 50 and the rate Add the next one as 100 pounds and the rate You can add as many as you need This rate shows a container the type of container and its rate See the section on Tariffs for more details on using this table Click on the Contracts tab if you have a contract number and expiration General Contract Notes Click on the Notes tab to enter any notes as needed Click the OK button to save settings when you are done Result This customized rate is now ready to be used Your customers w
266. th in your license Copyright 2015 by Magaya Corporation All rights reserved WHERE TO FIND HELP 10 2 MAGAYA ACCOUNTING SYSTEM OVERVIEW INTRODUCTION 2 Magaya Accounting System Overview Introduction All Magaya products include a complete accounting system that is integrated with the operations features in the software For example when you add charges to a Warehouse Receipt or Shipment the Magaya system transfers all the infor mation so you can create bills invoices and other accounting transactions easily The following diagram illustrates the accounting processes and the financial reports included in the Magaya system Accounting Workflow Diagram The accounting system also includes financial reports such as the balance sheet and the profit and loss report that you can create in Magaya Explorer There is an Accounting Wizard you can use when you first install the Magaya software This will help you set the beginning balance of all the accounts as of the date you start using the Magaya system See Chapter 3 Accounting Wizard in this manual for details 11 ACCOUNTING FOLDER OVERVIEW Accounting Folder Overview In the Magaya Explorer Accounting folder there is a list of functions to enable you to perform common accounting transactions such as create invoices bills payments deposits and checks and to enter rates Accounting amp Chart of Accounts 48 Items
267. the currency for that date here rri Paid as Amount Exchange Rate 2 26 BRLAUSD withholding BRLO OQ Tax Pickup Order g Total Amount E 233 MULTIPLE CURRENCIES MULTICURRENCY REPORTS Multicurrency Reports Multicurrencies can be viewed in different reports in your Magaya system When you are viewing a financial report such as a P amp L report you can change the currency of that report by using the Actions button Chart of Accounts Promt and Lass Dates Custom ki From amp 1 2014 To geama F a W HWC Cargo Company Profit and Loss September 1 26 2014 USD Total Income Documentation 110 06 Freight Income Ground Freight Income fii Total Freight Income Brazilian Real BRL 7 Chinese Yuan AY Change Report Currency 5 Euro EURI Choose Columns Japanese Yen PY 5 Export Mexican Peso MAT set Default Columns Swiss Franc CHF Total Freight Cost United States Dollar USD F Insurance Lost by 00 Total Cost Of Goods Sold 209 50 E a Vad bbw F r pea Filter 5 Actions Close The currency will change and the totals will be updated automatically in the new currency 234 MULTIPLE CURRENCIES MULTICURRENCY REPORTS To see a report of gains and losses due to working in multicurrencies go to the top toolbar in Magaya Explorer and selecting the Reports menu The reports available show realized and unrealized gains and losses Accounting Options
268. the number of days of the voyage This information can be added to the Query Rates screen Select how you will apply the rate by the piece by weight volume container or by a calculated rate When you make this selection the drop STANDARD CLIENT RATES ACTIONS IN THE STANDARD CLIENT RATES LIST down menu next to it will change depending on what you select You can set the units for weight such as pounds and for volume such as cubic feet For more details see the section on Tariffs Use Gross Weight instead of Volumetric Weight in air and ground rates Previous versions of Magaya software before v8 5 required a formula for this Enter a minimum and or a maximum rate as needed Click the Add button to add a rate This will activate the next line in the rate table Click on the table cell under More than and Rate to edit the table cells The example shows the first table cell with a rate of 2 50 for one pound or more The next table cell shows 2 00 for weight over 100 pounds e To query a rate click on the Query Carrier Rates button This will query previously created Carrier Rates This is useful when you are creating your standard client rate you can look up your purchasing rates for compar ison See the section Query Rates for details Ifyou have a contract with the client click on the Contract tab in the Rate dialog box and enter the dates and contract number If you want to add any
269. thorities for each tax within the group Single taxes can be used in many different groups When you update one of the taxes in a group then the update will be applied everywhere that tax is used You can also apply the group to a specific item or service in your list of Items Services 183 SALES TAXES GROUP TAXES To group taxes together click the Add button in the Tax Table List and select Tax Group Tax Tax Group i 7 Edit Delete lt 3 a Actions xf Filter Unfilter Enter a code name and a description for the tax group The other fields on the General tab are not needed for the group Main Information Code G roup i ls Active Descriptors Taxes for Colombia Tax Authority Rate Amount A ange blinin lasimum Accounts Assek Sales Tas Credit Liability Sales Tax Payable 0K Caneel Hee Pa 184 SALES TAXES TAX DEPENDENCIES On the Dependencies tab add the taxes to the list B Tax Group General Dependencies This tax dependent on other tases Name Code Layout Rate Authority Name Colombian Tas MA Simple 16 00 Colombian Government City bax LTO Simple 20 00 Colombian Government These individual taxes will be added together to create the total for this group Click OK to save Tax Dependencies The Magaya system enables you to define taxes as dependent on other taxes The single taxes will be multiplied together This is also c
270. tings Note To set document numbers for operations and sales documents such as Warehouse Receipts Sales Orders and Bookings please see the Configuration setting for Document Numbers Cost Configuration This tab contains settings for inventory costing methods and landed costs Accounting Main Document Nurnibers Cost Tares Integrations Credit Limit Miscellaneous Default Costing Method Average Cost This company uses Landed Cost When a charge is not applied by weight volume or pieces Prorate charges by cost Prorate charges by pieces This setting affects the invoicing the accounts for Inventory Assets for Cost of Goods Sold and the balance sheet This is an advanced accounting function We recommend that you ensure you understand how this will change your accounting system before making any changes here Default Costing Method 164 ACCOUNTING CONFIGURATION CosT CONFIGURATION Select the default inventory costing method your company uses by specific identification or by average cost for new items added to your system This setting is global for your whole Magaya system Individual costing methods can be set on each inventory item definition if you want to set only at the item level not apply one method system wide e Specific Identification When items are sold according to the Specific Identification cost method creating an Invoice for the items will cause the system to remove the exact amoun
271. uch as pounds and the price will be calcu lated by the system automatically each time the invoice is generated A price can be added if you want to have a set charge not based on the cargo on hand d Click the OK button to return to the wizard screen Set the Paid as option to either Prepaid or Collect based on the terms of the agreement for this recurring invoice Paid as Prepaid Exchange h Click the Next button to go to the next screen in the wizard 258 RECURRENT ACCOUNTING CREATE A RECURRING INVOICE The next screen in the wizard enables you to set the frequency of the invoice Recurrent Transaction Wizard Recurrent Transaction Settings Here ou can set the start and end dates of the recurrent transaction as well as how olten vou would like it to be generated ou could also apply this transachon to the cago in the Warehouse for changes such at Storage Fee Ineurance Fee etc start Date 613 2011 End Date Never Ends Generate Monthly v dap 1 v Charge in Advance Apply to On Hand cargo in the Warehouse IF you select this option charges will be calculated based on the tarts applied to the Un Hand Warehouse receipts Amount of days before start billing each warehouse receipt 10 days Generate a separated charge per line item Calculate charges based on the smallest packing unit Ex boxes inside pallets Disable recurring transaction
272. umn shows the amount gained or loss in your home currency Unrealized Gains and Losses This report shows the balances for your accounts in different currencies When you pay a bill or receive a payment for one of these currencies the balance of that bank account AR or AP will reflect the result of the transaction The columns in the Unrealized Report show the following for the AP AR and bank account for each currency The account name for each currency The current balance shows the amount in AP AR and the bank account The Balance column shows the amount in your home currency The Adjusted Balance shows the previous original balance before a change The Exchange Rate column shows you the rate of the currency The Gain Loss column shows the amount gained or loss in your home currency MULTICURRENCY REPORTS Multi currency statements per customer Right click customer name in the Customer List The statement displays each currency on a page 153 MULTICURRENCY REPORTS 154 10 ADVANCED ACCOUNTING FEATURES 10 Advanced Accounting Features Introduction The following sections will explain advanced accounting features available in Magaya Explorer The features are Configuration Set up of some accounting options Costing Methods Average cost and specific identification Sales Taxes How to define sales taxes in the tax table and how to use them Approving Disputing invoices Journal Entries How to c
273. umns in your Invoices list To change them close this dialog box and make the changes to the columns in the list first via the Actions button gt Choose Columns Then open this dialog box again Click the Import CSV button in the dialog box Browse to the file location on your computer or network and click OK to import it Verify the data in the Invoices List 51 PRINT INVOICES TO A FISCAL PRINTER Here is an example of two invoices and one credit memo imported Invoices to import into Magaya Number Type Status Applied to Transaction Date Due Date Amount LU 50 lnvoice Upen Consignee O2 26 2014 Us 28 201 4 1 572 00 F Credit Memo Open Consignee 2 26 2014 30 00 Fi Invoice Open Consignee 2 28 2014 0425204 3 000 00 Options To make changes to an invoice before it s imported select it in the list to highlight it and click Edit Click Save and close the dialog box The invoices are now saved to your Invoices List where you can work with them If you experience any errors during importing verify the columns in the CSV or text file Print Invoices to a Fiscal Printer Fiscal printers are often used in countries in Latin America and other regions to collect tax revenue data Your Magaya system can be configured to print invoices to a fiscal printer by selecting the printer model etc in the Configura tion menu To print an invoice to the fiscal printer go to the document view of the
274. unting procedures For example Rates Enter custom rates that apply to specific customers as well as general rates that apply to all your customers You can also enter rates from your carriers so they are ready to use when creating shipments o Recurring Invoices Automate the creation of invoices for specific customers to save time each month and ensure all charges are included e Enter commissions for salespeople and profit sharing rates for agents To learn more about other customization features please see the Magaya Soft ware Customization Manual available on the Magaya com Learning Center web page Our website also lists professional services available from our company Where to Find Help If you have questions or need help you can contact Magaya Corporation Phone 786 845 9150 Email support magaya com Resources Magaya software user manuals video tutorials and how to tips are available to view or download from the Magaya website www magaya com Also see the Magaya Software YouTube Channel on www youtube com magayasoftware Additional tips can be found in the Magaya Explorer dialog boxes and screens To turn off the tips go to the Maintenance folder gt Configuration gt General We recommend you leave them on Also inside your Magaya Explorer interface is PageOne a welcome screen with links to resources WHERE TO FIND HELP Use of the Magaya software and its documentation are governed by the terms set for
275. urnal Entry JOURNAL ENTRIES STEPS CREATE A JOURNAL ENTRY 1 Go to the Chart of Accounts and click the Actions button Other Reports E quipment Fired Assets Reports 1625 0 Employee Federal Income Tas Payable Other Current Liabilitie OU Lash Other Current Assets TO000 0 Capital Stock Equity 0 0 Advertiging Expense Expense OU Other Expenses Expense 0 0 Other Incomes Income Replace Account 0 0 aaa Enpense eee General Journal Entries Telephone Expense Expense Divisions U0 Supplies Expense Expense Tax Table U0 Rent Expense Expense 0 0 Professional Fees Expenses Expense Choose Columns 0 0 Printing and Reproduction Expense Import U0 Postage and Delivery Expense Export 0 0 l inenses and Permits F meri eee ne tony Te a ail Ce Add 7 Filter w Actions 2 Select General Journal Entries A list opens 3 Click on the Add button A dialog box opens Journal Entry General Journal E rtr Attachments Interal Notes D ate rf 62013 w Detail USD Account Hame Debt Credit Description Entity Curent Asset 2000 00 0 00 uso Depreciation Expen 0 00 2000 00 USD gt Cunench Add The date field displays today s date Change the date if needed Enter an Entry number 4 In the dialog box follow these steps e Click on the Add button to add a new line to the journal entry A line in the table will be highlighted The line has columns these are also called
276. use the dropdowns as they become active The total will be calculated e Click the Next button The next page of the wizard enables you to set the frequency of the recurring check The fields on this screen are the same as for creating a recurring invoice You can also create a recurring check from the document view such as right after you write a Check to Expense type of check The other types of checks 265 RECURRENT ACCOUNTING ACTIONS FOR RECURRENT TRANSACTIONS cannot be made into recurring checks Click on the Actions button Select Save as Recurrent The same wizard dialog box will open NHN WH FF BB OG w A gt First Previous ddd Edt Delete Find Filter Aekiores Zoo Ore Void Transaction i Save as Recurrent AWe Cargo Company 14 BP2o NV 18 Terrace Select T lat Miaml FL 33172 aa iain x72009 ae History ornoeERor Aritish Airways 7700 0 TWO thousand THe NUNGTE 22222ceseess erence eceesserssesserseeseessereesseeseesserseeeess 00 ogi ars Actions for Recurrent Transactions In the Recurrent Invoices list and the Recurrent Bills list click on the Actions button to access the following options Generate Recurrent Transactions Update On Hand Cargo to bill Choose Columns rE Actions e Generate Recurrent Transactions If there are transactions due to be generated they will be generated when you click the button Otherwise a note will state that there
277. utton in the top toolbar across the top of Magaya Explorer Create Standard Rate Use this to create a selling rate based on the rates your Carrier gives you Select a rate in the list and click on this option A dialog box opens Select a markup type percent or flat and enter an optional markup value how much you will add to the price For discounts enter a minus sign and the number Click the OK button The Rate dialog box opens Verify the rate and click OK Create Standard Rate Resell Freight Class Air Freight Service Markup Type Markup Value ol 288 Query Rates Query Rates QUERY RATES QUERY RATES Create a Customer Rate Use this to create an individual rate to apply to one specific customer Click on a rate in the list and select this option A dialog box opens Select the markup type percent or flat enter the markup value optional and select the customer this rate applies to Click the OK button The Rate dialog box opens showing you the amount the system just calculated Verify the rate and click OK For discounts enter a minus sign and the number in the Markup Value field Create Customer Rate Freight Class Air Freight Service Markup Type f Modify Rates Use this to change rates See details in the section Modify Rates for Your Customers Query Rates Use this to perform a query on carrier rates Enter the infor mation you
278. vendor For details on vendor refunds see the topic Accounts Payable Follow the steps below to create a Refund Check 71 REFUND CHECK In Checks click on the Add button and select Refund Check id bb Di yr x o First Previous Next Last Add Edit Delete Find Pay Bills Check Check to Expense HV Cargo Compan eae 5725 MW 16 Terrace Pay Sales Taxes Miami FL 33172 Fa TO THE ORDER OF TIRE UNORE U A Crown Shipping Ft Lauderdale FL UNITED STATES wemo refund A dialog box opens Accounting Transaction Refund Check Attachments Internal Notes AA Account tetem gem ete ee at Humber 4 Bank Account Bank Accoun Date 127 5 2008 Fay to the aie of ott Basel Gallery Amount USD 100 00 Memo refund for overpayment O C Show all non refunded Credits Credits USD Fan Type Number Amt Due Amt Paid Divisi es Payment 678 0 00 100 00 gt Cunent Balance 7012 03 Amt to Refund Amt Refunded Exchange Fiabe USD Totals USD 0 00 USO 100 00 Select the A R Account This will pull from the Chart of Accounts If you are working in multicurrency select the account for the proper currency 72 REFUND CHECK for this check This screenshot shows the dropdown list with the Euro EUR and Venezuelan Bolivar VEB included in the list Accounting Transaction Refund Check 4 F Account Accounts Receiwable wt
279. ventory commissions e Purchasing for billing purchase orders Online Payments to enable your customers to pay online Payment Terms to define payment terms for customers and vendors e XML Transformations used for converting invoices etc from another system e JavaScript create your own code for custom transactions such as calcu lating rates Tip Set up some System Alerts to notify you when certain events occur such as when an online payment is received from a customer Explore the Configura tion options to determine which ones suit your operations so you get the most from your Magaya software See the user manuals and other training materials for steps Average Cost The cost of an inventory item can be defined as specific or as average Magaya software enables configuring your system for either costing method It can be set system wide or per item The Average Cost method calculates the average cost for inventory items in contrast to a specific identification method The Magaya system calculates the average of all the inventory items you have purchased Every time you sell an item the system will add the amount to your Cost of Goods Sold account and deduct from the Inventory Account for that item This topic explains average cost a method that is helpful when assessing the profit of selling your inventory Sections in this topic include How to configure average cost system wide and per item e How to
280. with it assigned template Printer dev 04 HP LaserJet P2015 Series PCL 6 Select other document templates WOU may Want bo print For each transaction Template Printer Select All Check VWidevOdtHP Laserjet P2015 Series PCL 6 C check voucher VidevO4 HP LaserJet P2015 Series PCL 6 Clear Al C Check voucher 19020 WidevO4 HP LaserJet P2015 Series PCL 6 Option to select other templates for the checks Additional menu choices from the Actions button for the Checks List Save as Recurrent To convert to the selected check into a recurrent check to be paid every month or other time period you set Recurrent Checks Displays a list of recurring checks Choose columns for the Checks List Export data from Magaya Explorer History View related transactions Ed Carrier Rates 5 Landlord for office Invoices z Art Basel Galler Invoice List E Eds Crane Semice Sie Bills F Custom Broke 4 E Bill List 1 Bill s Storage Limits E Payments EF Payment List Deposits Deposit List Checks aE Outgoing Shipments 44 Incoming Shipments 4 Miscellaneous aT ee Tarin Taria 1205 127057 MAKING DEPOSITS Other Reports Reports A A A A A 60 bo document Void Check Print Batch Save as Recurrent Recurrent Checks Choose Columns Import Export History To view more details about a check select it and click the Detail button Making Deposits A Deposit refers to m
281. x authority is considered a Vendor so the vendor dialog box opens Enter the percent for the tax such as 15 Enter the number only not the percent symbol Set a minimum and or maximum as needed Use this to pay taxes only within the range you define here For example if a certain tax is collected only on the first 5 000 then check the box for the Maximum field and enter 5000 Use the default Asset and Liability accounts or change them as needed Remember The Asset account is used for Bills and the Liability account is for Invoices except for withholding retention tax transactions which is the reverse On the Dependencies tab add any taxes that depend on this tax This means the amount of the tax depends on the other taxes included here The rate is applied on top of the sum of the rate of the dependency See the section Tax Dependencies for more Click the OK button when you are done The tax is added to the Tax Table and ready to use How to Include Taxes in Items amp Services To automatically include the tax in an item or service go to the Items and Services folder select the item or service and select the tax from the Tax Code dropdown Items and Services EZ Dollar Dollar Definition Automatic creation Landed Lost Notes Dollar Type Other Tas Code Description Pallet Lumber Florida State Tax Code E EAEE WA Colombian Tax P
282. you get a new contract from a carrier for the first time use this method to enter the contract into your Magaya system After you enter the contract details then enter the rate information for that carrier 1 Goto the Accounting folder 2 Expand the Rates subfolder and select Carrier Contracts The screen has three sections Contracts Amendments and Rates Comiract Dales This yew bo date ir Prom i imio 1E Comiracts ot Ei x F oa Amendmenis for Contract lt SUd1122 gt Number Entity Effective D Number EtectveD Contract SUD Z2 SJE HAMEL eee HETTE MA SUID Tet INIT La DAA SUD Contracts Entes for Amendment lt SU011 a gt Shelia Late W Curent SUD HAMS LAG ADOL 3 Startin the Contracts section click on the Plus sign In the dialog box that opens enter the following Contract General Attachments Motes Humber SUD11 22 Effective Date 1 26 2010 Expiration Date 172872011 Carrier SUD HAMBURG YCOLUMBUS LINE Contact Henrik Rass Employee Administrator Divizion The contract number The date the contract will become effective 303 CARRIER CONTRACTS ADD A NEw CARRIER CONTRACT 304 4 e The date the contract will expire the default is one year from today e Select the carrier Select the contact the person who is your contact person Click on the dropdown to access the Contacts list and make your selection This field is optional o Th
283. zard General information Enter the required information to create the new rates Carrier MAERSK LINES INC Effective Date How would you like to create rates CO Enter your own rates Copy From similar entities rates Select source entity The carrier name and Effective Date are filled in the first screen of the wizard based on the contract you are working on These fields are Read Only To edit them go to the Contract itself You can add an expi ration date Select how you want to create rates e Enter your own rates With this option you enter the rates and the origin and destination from the contract and the system will create the rates for you for all the origins and destinations you enter For example if a carrier sends you one rate for a 20 foot container for a group of ports use this option Copy from similar entities rates Use this option to make amend ments for example by origin and destination or by percentage This option is shown in the section Amend Rates based on GRI The advantage of this option is you will not have to recreate the rates 307 CARRIER CONTRACTS ADD RATES TO A CARRIER CONTRACT 308 3 from scratch it works with the existing data you have previously entered for this carrier When this option is selected another field appears for you to enter the details Select the type of modification by percentage or flat rate increase or decrease and enter the va
284. ze for printing is letter size paper One check will print per page with two stubs below the check on that page Print Multiple Checks To print a batch of checks select them from the Checks List and right click to select the option Batch Print from the pop up menu Check List Humber Entity Transaction C 4 Office Depot 01 13 2014 164 Accountant Other Reports p O14 m oy Le w LL HE 162 Accountant Repas f2013 163 Insurance Vendor 2013 6 Office Depot 2013 4 Accountant 2013 2 British Airways Topics Po 2013 162 Magaya Freight Forma 2013 163 ISLAND ESPRESS Recurrent Checks 2013 160 Accountant 2013 161 Insurance Vendor Choose Columns 201a 158 Accountant 2013 I E 154 Insurance Vendor at 2013 156 Accountant eee 2013 157 Insurance vendor 2013 154 Accountant ev 201 A wizard opens It enables printing of the checks selected from the list and has the option to select different templates for checks View the history related to this transaction 4 ti H M ay at a 2 at ET f n E i First Previous ddd Edt Delete Find Filter tians Zoom Ore Void Transaction ee oy A Save as Recurrent AWC Cargo Company 14 B725 NW 18 Terrace Select T lat Miami FL 33172 E aamiaia x20009 PAT TOTHE History onoeRor British Alnaays 270000 Two thousand THE UNGER s2cneeenere eens eee ernereeseereeeesseereereseessereeeness 0100 poiars The options from the list view include Other Reports Create reports by account numbe

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