Management of expiration dates for perishable items. A new option to create containers by adding items from different locations

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1 Do you like our Newsletter? Click Here & Tell us about it. Magaya Insider is Sponsored By Magaya Insurance Services provides concierge-style service for all your insurance needs. Contents How to: Kits the From the Editor While the summer is hot here in Miami, Florida, we are hiding in the air conditioning improving Magaya software for you. Version 9.1 is now available for you to use new features such as: Management of expiration dates for perishable items A new option to create containers by adding items from different locations Create partial Pick Tasks with Magaya WMS Mobile and send shipping instructions before the items are picked Place items or a Warehouse Receipt On Hold Learn about the new features online : Featured this Month Webinar: Magaya Ver. 9.0 New Features Creating Pickup Orders August 2013 Magaya Software YouTube Channel Click here to Subscribe to our channel and keep up to date with our latest training videos In this month s newsletter we bring you step-by-step instructions for creating kits of different inventory items and how to add them to a Sales Order or a Commerce Quote. Don t miss the case study on Air Sea International Forwarding, Inc. See how the owner Ray Tobia built his business and learn the services he offers. New Customers: July 2013 Case Study: Air Sea International Forwarding, Inc. Thank you for reading. Faster EEI Filing A new feature will make filing EEI faster when an export shipment has many items that need to be declared to Customs. How it Will Work The system will have a wizard screen that will group the Schedule B Codes together. You will only need to enter the Electronic Export Information (EEI) one time per group. All items will display in a list that includes a column for the value of the items. If the value is over $2,500, then the EEI must be filed. The list will make it easy to see which items need EEI information. When EEI details are saved for one item, the system updates the other items by calculating the value and prorating it across all the items in that group. In the Works Users of the VIN Decoder can speed up the process of shipping vehicles with a new feature that will save default EEI information for any vehicle. Then the user enters only a few remaining details per vehicle, improving the process. This will be helpful for our customers who ship many cars and vehicles. A testing option has also been added to the Magaya system for you to test sending EEI to AES. continue

2 the MagayaInsider page 2 How To Kits Introduction: What are kits? Kits are logical groupings of items such as tables and chairs to make a dining set that can be shipped together in one box or in separate boxes. A kit can be added as a regular part number on Sales Orders and Commerce Quotations. How to Configure it: To create a kit in your Magaya system, follow these steps: 1) Go to Inventory Item Definitions, click Add and select Add Kit Item. 2) Enter general information on the first screen in the dialog box such as the part number, description and model name or number. If this item is for one customer, select them from the dropdown menu. To sell this kit to all your customers, leave this field blank. 3) Enter the sales price for the kit (if you sell it): Use this field to set a price different from the totals of the individual items such as a discount. If you leave this field blank, the system will calculate the kit price based on the price of each item in the kit. 4) Click Next. In the next screen, click Add to add items to the kit and the quantity of each item. When selecting an item, the system pulls from your list of existing Inventory Item Definitions. Add new ones in the dropdown menu if needed. previous continue

3 the MagayaInsider page 3 How To Kits Continued Checkboxes: Add kit items ungrouped on Sales Orders: By checking this, the individual items will be added to a Sales Order, not the kit. This can speed up the selection of individual items on SO. When this is checked, the second checkbox is grayed out. Display kit items in documents: By checking this, the kit s items will display by default in the Sales Order document and be visible to the end customer when tracking orders online. View Kits in the Inventory Item Definitions List: To view kits or items inside (the Bill of Materials), click the Details button and select the panel option from the dropdown menu. Notes: After an item is included in a kit, the item cannot be deleted from the system. Kits are non-stock items, therefore inventory is not kept for the kit itself, and kits are not added on cargo operations such as Pickup Orders, Warehouse Receipts, Cargo Releases, Shipments, etc. Only the individual items can be added to these operations transactions, so the items can be picked and packed in the warehouse in any order. Add a Kit to a Commerce Quote To add kits to a Commerce Quotation, create the quote as you normally would. On the Commodities tab, enter the kits by clicking the Add button. Note that the kit icon is different from a regular item (the icon is in the Status column). Also note the kit price. Options: To view items inside a kit, select the kit and click the Kit button. To ungroup items from the kit, click Ungroup. The prices of individual items will be displayed. Note: A kit item cannot be ungrouped after it is invoiced or after the kit charge is created on a Cargo Release or Shipment. After the quote is completed, it can be converted as usual to many other transactions such as an Invoice, Purchase Order, Sales Order, Pickup Order, Warehouse Receipt and Shipment. When an invoice is created, the kit price is displayed, not the individual item prices. When a Sales Order is created from a Commerce Quote, the SO shows the kit. The system searches for the items in the available inventory and in arriving items. It creates backordered items if no items are on hand or arriving (and if the Configuration is set to enable this step). If the items cannot be resolved, the SO will not be created. previous continue

4 the MagayaInsider page 4 How To Kits Continued Add a Kit to a Sales Order Create a Sales Order (SO) as usual, and add the kits to the Commodity tab. If the invoice for a SO has not been created and the kit items in the SO are loaded onto a Cargo Release or Shipment, then a charge is added to the operation for the entire kit. This happens even if the kit is shipped partially because the price is per kit, not per individual item. This charge can be removed from the operation and to prevent it from being included in the consolidation of the operation until the full order is shipped. When the remaining items are added to a future shipment, then the kit charge will be added again to ensure the client is invoiced. Commissions on Kits: Sales person s commissions on kits are calculated based on the cost of the kit, and the kit price will be used for the profit calculation. If there is at least one backordered item in the kit, the status of the kit will be Backordered. The system updates the kit status as items are being loaded or processed in different transactions. If items are ordered online, the system functions the same way. Create an Invoice from a Sales Order: To create an invoice from a Sales Order document, click Actions and select create Invoice. The kit price is displayed, not the individual item prices. Create a Shipment or Cargo Release from a Sales Order: When you create a shipment or a Cargo Release from a Sales Order that has a kit in it, the items that constitute the kit can be picked and packed as needed. If some items are backordered, the on hand items can be shipped first. previous continue

5 the MagayaInsider New Customers Magaya Corporation welcomes the following 25 new members who joined the Magaya Network in July 2013: (Roll your mouse over the names to see their location in the map) A&E Freight Logistics Aeroservice Group CVESG Danners Inc. Delfin Group Brasil Express Logistics Services, LLC Focus Logística Internacional Force Container Line, LLC Freight Forwarders Worldwide Logistics ICBL IFS Neutral Maritime Interport Logistics Costarica Jet-Speed Logistics Keltic Transportation Linc-Interport S.A. Novo Customs & Logistics Overseas Costa Rica P & L Towing Patagon Logística Ltda PCS Central America Costa Rica S.A. Point Global Logistics LTDA Quisqueyana Express Traders Worldwide Transportes Maritimos Lamol, Inc. Windward Agencies Ltd./Freight Handlers Be sure to join us on our LinkedIn Group: The Magaya Network Community! Click here to join now! In Florida In Central America & the Caribbean: In Canada In New Jersey In Nevada Aeroservice Group, Pembroke Pines In Mexico In Louisiana Express Logistics Services, Miami In Texas IFS Neutral Maritime, Miami A&E Freight Logistics, San Jose, Freight Forwarders Costa Jet-Speed Rica Logistics, Miami Worldwide Danners Logistics, Inc., Houston Kenner P Interport & L Towing, Logistics Costarica, San In Brazil Miami Keltic Jose, Transportation, In Singapore Costa Rica Moncton, Traders Overseas New Worldwide, Costa Brunswick Miami Force Container Rica, Line, San Jose, CVESG Costa Cranford, Rica NJ Novo Customs PCS Central & America Costa Rica, Logistics, Transportes S.A., Reno San Maritimos Jose, Costa Rica Lamol, Inc. ICBL, Tabasco, Belize Mexico City, Belize Linc-Interport, Panama City, Panama Quisqueyana Express, Santo Domingo, Dominican Republic Windward Agencies Ltd./Freight Handlers, St. Michael, Barbados Delfin Group Brasil, São Paulo, Brazil Focus Logística Internacional, São Paulo, Brazil Patagon Logística Ltda, São Paulo, Brazil Point Global Logistics LTDA, Rio de Janeiro

6 CASE STUDY: Air Sea International Forwarding Inc. Freight Forwarder, NVOCC Hands-On Service and Attention to Detail, Air Sea International Forwarding, Inc. provides a full range of freight forwarding services, including oversized/project cargo, military shipments, dangerous goods, medical equipment, vehicles, refrigerated cargo and freight of all kinds., I don t wear a shirt and tie and stay inside. I go out in the warehouse regularly, checking the cargo because this is my name, my reputation. Every piece of cargo that comes in here has my fingerprints on it. Ray Tobia, owner, Air Sea International Forwarding

7 Air Sea International Forwarding Inc. At a Glance Air Sea International Forwarding Inc. Industry Freight forwarder, NVOCC Solution Magaya Cargo System, Magaya AES Air Sea International Forwarding, Inc. provides a full range of freight forwarding services, including oversized/project cargo, military shipments, dangerous goods, medical equipment, vehicles, refrigerated cargo and freight of all kinds. They are IATA certified and ISO certified for international shipping. Introduction When one of Ray Tobia s regular customers called to ask him to travel to Mexico from his New Jersey office to give them advice about shipping a generator, Mr. Tobia flew down there, climbed around the huge piece of equipment to measure it, brushed off the dirt and gave his opinion to his customer, even though the customer was not using Mr. Tobia s company for this shipment. Even though I wasn t shipping that piece of freight, that was still my customer calling for my advice, Mr. Tobia said. There s a freight forwarder on every corner, but there s one thing that differentiates us from our competitors and that s the service we provide each and every day. Getting Started Mr. Tobia started his freight forwarding company, Air Sea International Forwarding, Inc., in 1997 because he wanted to apply the knowledge he gained shipping freight since he was a teenager, working summers and after school, loading and unloading trucks. He also worked in the office when it wasn t busy. I was manually typing air waybills. I not only learned all about the documents, I also learned that I really liked freight forwarding, he said. When he started Air Sea International, he found support from many of the people he d done business with over the years. Many agents I d worked with were supportive of me going out on my own, he said. I started the company from my house for a few months, and then it just grew and grew. some of their customers buy at auctions. For vehicle shipments, they determine the best form of transport such as securing a car inside a container or reserving space on a RO/RO vessel if needed. Each cargo item that arrives is recorded in a Warehouse Receipt. Mr. Tobia described the process of using logistics software from Magaya for this part of his operations: We use the standard document that came with the software, which has all the fields we need such as who sent the cargo; the consignee, which we usually know; pieces; weight and dimensions. A copy is attached to each piece of cargo. Mr. Tobia is very involved with all the cargo, ensuring his customers that he knows what is coming in and how it is being handled. I ll jump in there and help unload cargo; I m not shy, he said. I don t wear a shirt and tie and stay inside. I go out in the warehouse regularly, checking the cargo because this is my name, my reputation. Every piece of cargo that comes in here has my fingerprints on it. Air Sea International moves all types of freight, including lab supplies, refrigerated items, general merchandise, heavy machinery, oversized cargo and more. While most cargo moves in and out quickly, if cold items need to stay a while, Mr. Tobia will lease a refrigerated container and use it as storage. Most cargo is shipped out quickly. Air Sea International s business is about half air and ocean, and 70% of the shipments are exports. While they ship a large volume of cargo to Central and South America, especially Guyana and Brazil, they provide shipping services worldwide by working with their network I consider my company as a small company, Mr. Tobia said. But my network and reputation help me get cargo moved even in difficult circumstances. Moving Cargo in and Out of the Warehouse Air Sea International s warehouse in Linden is 75,000 square feet; for overflow, they have an additional 30,000 square feet next door. Between the 12 bays and one rollup door, they manage receiving and shipping all kinds of freight, including vehicles such as cars that

8 Air Sea International Forwarding Inc. of agents and others. To help expand his reach and ensure quality for his customers, he founded a freight forwarding network, the World Shipping Services Association (WSSA). After the cargo is received at his warehouse, Mr. Tobia creates a report and s a copy of the Warehouse Receipt to the customer by using an button that is built into the toolbar. I live by that button, he said, laughing. In addition to their main office in Linden, NJ, Air Sea International has offices in Miami, FL and Commerce, CA. These other offices are connected to the main office, which enables Mr. Tobia to send shipment information to them instantly. For example, when a flight is departing from the Miami International Airport, they send the Air Waybill to the Miami location to print it. For arriving flights, they send Delivery Orders. Then they contract with local trucking companies for pickups. The Pickup Orders are also created in the software, saving time. Saving Time and Money document such as a Bill of Lading to a customer, no matter where I am. The customer doesn t have to wait for me to get back into the office and then help them, he said. Documents are easy to search for, whether I m using my phone or desktop. I don t have to hunt around. Another service he offers his customers is cargo insurance. Mr. Tobia switched to the cargo insurance offered by Magaya Insurance Services for simple reasons, he said: Cheap rates and it s very easy to use. I don t have to re-enter everything. It s not only a cost savings but a time savings. Certificates can be filed from the shipment screen, which transfers all the cargo and customer details instantly. Today, Air Sea International handles more freight with the same staff, saving time and money. Starting as a kid loading boxes in a warehouse, Mr. Tobia has expanded his business into an international network of partners, agents and customers by learning the industry and applying best practices to operations procedures and technology options. As well as keeping tabs on the cargo for his customers, Mr. Tobia also keeps his eye on the company data to ensure his operation is running at its best. To file his export documentation, he uses the Magaya AES function. It sends the shipment data directly to US Customs straight from his system. With the old software I was using, it cost me money per AES transaction. I save money with the built-in feature in Magaya and time because we don t have to re-type anything. Another consideration that helped him make the decision to switch to Magaya is how the software handles data. I ll admit the first thing that got my attention was the affordable price, but after that, I was glad to learn that all the data I enter into the Magaya system is my data. The other company charged me for copies of my own records. In addition, Magaya software is also very easy to use, Mr. Tobia said. It s easy to make changes to any document. This makes it easy for me to train people who do not have freight forwarding experience. It takes half the time to create a Bill of Lading or an Air Waybill compared to what we were doing before. Ease of use also translates into better customer service. When I m out of the office and receive a call from a customer who needs a document, I can access Magaya on my iphone. I log in and a All rights reserved. Magaya, the Magaya logo and all products are all trademarked unless specifically specified as of a third party. Copyright 2013, Magaya Corporation info@magaya.com magaya.com