Note from the Editor. Welcome to the Magaya Insider for May Templates and Enhancements

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1 the MagayaInsider May 2012 Note from the Editor Welcome to the Magaya Insider for May This month s how-to explains the Roles feature in the software and how you can use it to give access to individual employees for different functions in the software such as accounting, shipping, warehousing, and other procedures. Topics How To Use Roles Not many people are willing to head out into the dark of night, rain and high waves to pick up a captain and his crew from an offshore vessel, but that s exactly what the people at do. They re available 24 hours a day to serve the maritime community in the Gulf of Mexico with crew transport, security personnel, spare parts for vessels, and more. Read about them in this month s case study. With the Roles feature, you determine what you want employees to access in your Magaya system and what you want to restrict. There are a lot of options that are easy to set up. Read More + provides a variety of services to the maritime industry, including crew transport, shipment and Customs clearance of spare parts for ships, TWIC certified security personnel, warehousing, and more. Based in Houston, Texas, since 1992, they serve vessels in the Gulf of Mexico with a 24-hour dispatch. Read More + In the Works Templates and Enhancements In the next software release, users can create templates in HTML format or plain text. Create templates for specific types of transactions. Use Dynamic Fields that will get filled in with the customer name or other information that you choose. For example, send an message to several customers, and the template s Dynamic Field will automatically fill in for each customer. Some new default templates have been added for you to use. Other enhancements: Select multiple shipments from the Shipment List, and send a batch of messages that include the transactions in HTML format. Select several transactions and send the Transaction Tracking links in a batch to all the entities involved. Select multiple customers and or print their statements in a batch. Set up an signature for the company or for each employee of the company. This feature supports images, colors, HTML, etc. Configure your system to send messages from the main company address or from the address of the employee who is sending the . All batch s are sent in the background without blocking out the user interface. More new features for the next Magaya software release (v 8.5) will be announced soon. 1

2 themagayainsider Roles Click here to go to Page 1 How To With the Roles feature, you determine what you want employees to access in your Magaya system and what you want to restrict. There are a lot of options that are easy to set up. 4) Click the Add button in the list. A dialog box opens: Roles Overview With the Roles feature, the system administrator can grant or restrict access for an employee (or a group) to different actions in the system. A role can be an action such as giving an employee: Access to the company financial reports The ability for an employee to assign tracking for your customers The ability to process liquidations Access to the accounting configuration or other options in the Maintenance > Configuration menu The roles work with the Permissions in the following way: A role that is denied supersedes any other permission an employee might have. For example, if an employee has permission to do one task but the Role you assign restricts the task, then the employee does not have access to that task. Only a person with administrative rights can set roles. Add a Role to an Employee Click the dropdown menu to select a role to assign to this employee (or group). There are many default roles such as those shown in this screenshot: To add a role to an employee s profile in your Magaya system: 1) Go to Maintenance > Employees 2) Select the Employee s name to highlight it. 3) Click the Actions button and select Roles. (Alternative: Right-click on the employee s name and select Roles from the pop-up menu.) A list opens. 2

3 Click here to go to Page 2 themagayainsider When you select a role, a definition of that role appears: How To 5) Click Allow or Deny, and click OK to save. The newly assigned role appears in the list for that employee. More About Roles The Actions button has other roles options such as: System Roles: Select this option to view the list of roles that are available in the system. To find a role, click on the Filter button and select the Standard Filter. View All Roles: Select this option to see all the roles that an employee has. You must click on an employee s name; otherwise the option is grayed out. 3

4 Click here to go to Page 4 themagayainsider New Customers New Customers in April Magaya Corporation welcomes the following 22 new customers who joined the Magaya Network Community In Florida: In New Jersey: AWI Worldwide Logistics, Medley I.S. Supply Inc., Weston International Best Trading, Doral Kaizen Logistics, Miami LL Cargo LLC, Miami Omega Cargo Inc., Miami Seair Freight Inc., Doral STC (Select Transportation Corp.), Jersey City In the Caribbean, South America and Central America: Allied Logistics Corp., Guaynabo, Puerto Rico Full Cargo, Inc., Panama City, Panama Importadora North West, Guatemala City, Guatemala Transebastian, San Salvador, Salvador Red Line Brasil Logistica LTDA, Itajaí, Brazil/Santa Catarina Rivera Fiallos Cargo, San Pedro Sula, Honduras New Level Logistics, The Bahamas In Texas: In California: Hal-Mari International Logistics Inc., Houston Dove Shipping International, Crosby CJR Inc., Escondido Smart International Trading, Los Angeles In The Philippines: Power Express Forwarder Inc., (City of Mandaue ) Power Express Forwarder Inc. (Cebu Province) In Canada: Groupe Levasse, Levis We welcome our new members and look forward to working with each company. See the profiles of the new customers in the Magaya Network Communication Center in your Magaya Explorer interface to find and connect with new partners in our unique network. Be sure to join us on our LinkedIn Group: The Magaya Network Community! 4

5 CASE STUDY: Logistics Sending Spare Parts to Offshore Vessels From Security to Spares, Total Marine Transport Handles it All Total Marine Transport of Texas provides a variety of services to the maritime community in the Gulf of Mexico. They ship spare parts, store items in their warehouse, transport crews to and from ships anchored offshore, and more.

6 At a Glance Industry Logistics Solution Magaya Cargo System provides a variety of services to the maritime industry, including crew transport, shipment and Customs clearance of spare parts for ships, TWIC certified security personnel, warehousing, and more. Based in Houston, Texas, since 1992, they serve vessels in the Gulf of Mexico with a 24-hour dispatch. Challenges Not many people are willing to head out into the dark of night, rain and high waves to pick up a captain and his crew from an offshore vessel, but that s exactly what the people at do. They re available 24 hours a day to serve the maritime community in the Gulf of Mexico with crew transport, security personnel, and more. provides many services from their locations in Houston, Beaumont, and Nederland, Texas. Since opening in 1992, they have expanded to offer crew transport, brokerage, delivery of spare parts to ships, warehousing, and security personnel. The Spares Department began using the Magaya Cargo System to create shipment transactions and keep track of the shipment data. Since installing the software, they have seen an improvement in the time it takes to create shipping transactions and they have better visibility into all the details. A Variety of Services the TWIC cards which contain the worker s biometric (fingerprint) information. The MTSA is the Maritime Transportation Security Act, a security regulation which was passed by Congress in 2002 to address U.S. port and waterway security. Total Marine Security (TMS) also provides security guards to facilities and vessels. According to Jennifer Messina of TMS, customers ask for guards for a variety of reasons. Some guards are armed, and others are unarmed. The guards can provide gangway watch, which consists of a guard who checks the passports of everyone boarding or disembarking from a ship. They also guard docks, or escort a stowaway off a ship to a Customs agent. Creating Shipment Transactions Faster The staff in the Spares Department handles the import and export of spare parts for the ships in port and offshore. Betty Rodriguez and others in the department manage the imports of parts and the shipment to their destination. Previous to using the Magaya Cargo System, they were creating all the documents by hand with a word processing program and spreadsheets. We were handling all the imports and exports manually, Ms. Rodriguez said. We needed to track everything better. Now we can see when a shipment went out and give that information to a customer quickly. Previously it took a long time to look for information. It s much easier to find air waybill numbers, entry numbers and information for Customs. consists of different departments that provide various services in addition to crew transport and shipment of spares. Their security department, Total Marine Security, provides personnel who are TWIC certified to escort others into secure areas. TWIC is the Transportation Worker Identification Credential. It is an identification credential for all personnel who require unescorted access to secure areas of MTSA-regulated facilities and vessels and for all mariners who hold Coast Guard-issued credentials. The TSA issues

7 The Spares Department handles approximately 100 to 150 imports per month, and about 40 to 50 exports per month. The items shipped include life preservers and life rafts, engines, equipment and other spare parts for repair and maintenance of ships. Most of the spares are imported from Europe by air. When the items arrive in the U.S., some go to Total Marine s warehouse, and others go directly to the ships that require the parts. Total Marine receives a pre-alert notification of the items being imported, and then they create a 7512 Customs in-bond Transaction Entry document. Handling the Customs clearance is just one of the many services that Total Marine provides for its customers. They deliver spares locally and process exports via ocean mainly to Europe, Mexico and Japan, by creating the shipment transactions in the software. One of the advantages of using the shipment wizards is the way the program automatically transfers the data from the wizard into the shipping documents such as the Air Waybill or Bill of Lading, a Commercial Invoice, a Delivery Order (for ocean exports), and a Packing List. It s easier to prepare documentation because we don t have to type everything separately. It reduces the time it takes to prepare a shipment. The documents look better and are easier to read, Ms. Rodriguez. Future Plans has additional plans for expansion that include a new warehouse to expand beyond their existing 6,000 square feet of warehouse space. They also plan to start offering online tracking to their customers via the Magaya LiveTrack web-based tool. Their customers can then log in from anywhere in the world to see their shipment data such as when it is arriving, the vessel name, and more. All rights reserved. Magaya, the Magaya logo and all products are all trademarked unless specifically specified as of a third party. Copyright 2012, Magaya Corporation info@magaya.com magaya.com