The Magaya InsiderMagaya’s Monthly NewsletterSeptember 2009

In This Issue...

In the WorksOnline Shipping Orders

How ToRecurrent Invoicing

Case StudyModall Shipping do Brasil

www.magaya.com

Note from Editor

In the Works

Are you still writing up a new invoice every month for the same customers? This month’s tech tip shows you how to create a recurrent invoice that updates the charge amounts based on the customer’s cargo on hand. Take advantage of the automated capabilities in Magaya Explorer and save time.

Online Shipping Orders For the next software release, we are working on a new feature that will give your customers the ability to place Online Shipping Orders that include all the instructions needed, eliminating instructions by email. The Online Shipping Orders will be received directly into your Magaya software.

How it Works

This new feature will be available in Magaya LiveTrack. Your customers can create shipping orders based on existing on-hand cargo. The online shipping order will be received in your system as a Shipment. It will be processed the same as if it were created by one of your company’s employ-ees. The shipping orders (shipments) can be grouped as Houses to create consolidations. This new feature will increase the accuracy of the shipments because the shipments are created by the customer saying exactly what they want to ship.

If the customer does not have cargo on hand, they can create the shipping order in Magaya LiveTrack via a Pickup Order and include as much instruction as they need. In your system, the Pickup Order will appear the same as if it was created by one of your employees. The customer has the option to print the labels to identify the boxes (if the boxes are at their location). Then you can instruct the driver to pick up the cargo from the location.

The beauty of this approach is that the boxes are already identi�ed at the customer’s site, eliminating the possibility of error when they are received at the warehouse. The Warehouse Receipt is created based on the Pickup Order. When the merchandise is in the warehouse, it can be reserved for a later shipment that the customer can create online when they are ready, or that merchandise can be sent out per the original shipping instructions in the Online Shipping Order to complete the process.

Our case study article this month features international freight forwarder Modall Shipping do Brasil. They discuss some of their favorite features in the Magaya Cargo System: They give their customers multiple options on a single Quotation by customizing the Quotations in Magaya Explorer. They also make shipment data and documents available to their customers in advance of the cargo’s arrival by using the Magaya LiveTrack application.

Logistics Software Solutions

Magaya’s Monthly NewsletterPage 2

www.magaya.com

How To

Create a Recurring Invoice

In Magaya Explorer you can set up recurring accounting transactions for invoices, bills, and checks. This tech tip will explain how to set up a recurring invoice.

When are recurring invoices used? A recurring invoice is often used to invoice regular customers such as suppliers who store goods in your warehouse. The recurrent invoice charges them every month (or week) for storage.

In Magaya Explorer there is a wizard that walks you through the setup so you can create a template that all future invoices for this customer will be built on. You do not have to create a new invoice by hand each time.

Steps

To create a recurring invoice in Magaya Explorer, follow these steps:

1. Go to the Invoice List. Click on the Actions button and select “Recurrent Invoices”.

Magaya’s Monthly NewsletterPage 3

www.magaya.com

How To

2. When that list opens, click the Add button in the list of recurrent invoices.

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 re�ect 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.

3. In the Recurrent Transaction Wizard, there are two screens. In the �rst screen, enter the following information:

Magaya’s Monthly NewsletterPage 4

www.magaya.com

How To

• 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 Receivable.

• The Transaction Date is set automatically to today’s date. Change it as needed. This is the date that you created this template.

4. Click the Add button in the wizard screen to add a charge. A dialog box opens.

Magaya’s Monthly NewsletterPage 5

www.magaya.com

How To

• Select the type of charge such as Storage Fee (this is an income item).

• Enter a description (optional).

• The quantity, units (such as pounds), and the price will be calculated 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.

• Click the OK button to return to the wizard screen.

5. Set the “Paid as” option to either Prepaid or Collect based on the terms of the agreement for this recurring invoice.

6. Click the Next button to go to the next screen in the wizard. The next screen enables you to set the frequency of the invoice. Enter the following information:

• 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.

Magaya’s Monthly NewsletterPage 6

www.magaya.com

How To

• Set the end date or check the “Never Ends” box if the service is continuous.

• Select the frequency of the invoice (for example, monthly).

• 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 you set up; in this example it is for storage.

• If you want to 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.

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.

7. Click the Finish button when done.

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. The wizard opens. Fill in the fields as explained above.

Result: The recurring invoice is added to the list. On the first of the month (or preset day), a new invoice will be created for that customer.

CASE STUDY:

Modall Shipping do BrasilInternational Freight Forwarder

International Freight Forwarder Modall Shipping do Brasil knows there is a lot of competition out there for customers. So how do they keep theirs happy and bring in new ones? Being customer-centric, hard working, and customizing their Magaya software to meet their business needs.

Customizing the Magaya Cargo System to Better Serve Customers

Doing More with Less

Logistics Software Solutions

Magaya helps us manage a large volume with a small team.‘‘

‘‘

Priscila Marques, Executive Director of Modall Shipping do Brasil

MODALL SHIPPING DO BR ASIL

CHALLENGE

SOLUTION

Going Paperless

When Ms. Priscila Marques, Executive Director of Modall Shipping do Brasil, visited a colleague in the freight forwarding business, she was amazed that they had only two people handling all their ocean, air, road, and warehousing for their bonded warehouse, custom clearance, and freight forwarding, without piles of paper on their desks.

“I was astonished and asked how it was possible,” Ms. Marques said. “They told me they use Magaya software, and I immediately got in touch with Magaya so we could begin to enjoy it too.”

Modall Shipping do Brasil selected the Magaya Cargo System and has been using many of its features in their daily freight forwarding such as:

• Customized fields and documents • Tracking • Quotations • Tasks

Ms. Marques discussed how the Magaya Cargo System helps Modall Shipping do Brasil in their daily business of importing from Asia and other locations. Although Modall was formed recently, the team has been together for years. Based in Sao Paulo, Modall is a�liated with Alspac Transportes Internationales & Agenciamento, Ltda., a freight forwarding company that was founded in 1992.

AT A GLANCEModall Shipping do Brasil

www.modallbrasil.com.br

INDUSTRY

International Freight Forwarder

SOLUTION

Magaya Cargo System

Modall Shipping do Brasil provides international freight forwarding services to companies across the world. Their main business is importing from Asia, Europe, and other regions. They opened in Sao Paulo in May 2009 and are a�liated with Alspac. They have sales people throughout Brazil.

Tracking and Customization Features

“In my opinion, the two things that are really great about the Magaya system are the tracking feature and the ability to customize documents.”

“It’s not just the tracking but the quality of the tracking that is so good,” Ms. Marques explained. “Our customers look inside the system and see

their shipments and documents. We can see who is using the tracking and we can keep in touch with them and answer any questions they may have. We give our customers a document called a Ce Mercante with a number that allows the customer to release the goods at the port. I provide it 15 days in advance of the cargo arrival. I attach the documents to the shipment transaction so the customer can see it through the Magaya LiveTrack. I don’t know of any other company that o�ers this to customers in advance. This feature makes all the di�erence to our customers.”

Modall also uses the feature in the Magaya software that enables the customization of documents. In the bookings, they enter and calculate the quantities of TEUs. Then Ms. Marques makes reports to see how many TEUs each salesman turns into shipments per week. They created a custom field to gather this data and to display it in the reports.

Other customizations they made are:

• They added custom broker details to shipment documents. • They created a charges report that shows US dollars and Brazilian currency in one document. • They also added demurrage to the container details inside the shipment. “I have not seen any system that can o�er this option,” Ms. Marques said. “We enter information about the delivery date of the empty container and the container status. I issue a report every morning of container demurrage.” • “We have also created a custom field to enter the customer’s birthday. Then the system notifies me and I send them a note to let them know how important they are to us. They really like it. Some of our customers are not just customers but friends.”

Data Driven Growth

“One of my favorite things about the Magaya system is the way it helps me with the sales team. When I’m traveling, I log in to Magaya OnTheGo and see into my Mayaga Cargo System database; all the quotations and bookings that were issued by the sales team are accessible for me. I can analyze the data and make better business decisions.”

MODALL SHIPPING DO BRASIL

IN CLOSING

786.845.9150 info@magaya.com www.magaya.com

All rights reserved. Magaya, the Magaya logo and all products are all trademarked unless speci�cally

speci�ed as of a third party.

© Copyright 2009, Magaya Corporation.

Download a Free Trial at

www. magaya.com

Logistics Software Solutions

“Managing the sales team with Magaya is very simple for me,” Ms. Marques explained. “Since the salesmen are working throughout Brazil, it would be very di�cult to support them if each one was using a di�erent system. With everyone using Magaya, it’s easy to log into one system and see their production. I can follow up with their development e�orts and o�er suggestions on better routes or ports. I can see when they sent quotations and how quickly they followed up on the quotation or not. The communication with the sales team is everything.”

When they get a new sales opportunity in the same region, for example, they �lter their list of quotations to �nd a previous quotation and update it instead of starting from scratch writing a new one, saving time and getting a quotation out to pursue the opportunity quickly. They have customized the software to create quotations that show prospective customers di�erent options by listing multiple ports on one quotation. The options help the customer select the best route for their needs.

Working to meet the customer’s need is something Ms. Marques, her business partner Ms. Sirlei Dino Fiochi and the team at Modall have been doing for years. Modall has 14 people, including 9 on the sales team. Their o�ce is located in Sao Paulo, but the sales team works in many locations throughout Brazil.

Brazil is the largest economy in Latin America. Modall uses the Sao Paulo international airport and Santos, the nearby seaport. Major highways connecting Sao Paulo with the port and other major cities such as Rio de Janeiro enable Modall to o�er many ground shipping options to their customers.

Modall anticipates growth this year and into 2010. Brazil has not been as a�ected by the global recession as other countries, and growth for the country is projected by many.

“A key to growth for us is not only gaining new customers but keeping existing customers happy so they do not leave for a competitor. Magaya helps us manage large volume with a small team. We can issue many documents with one click. Customers want information in real time, and we are able to provide it through Magaya.”

Another feature that helps her maintain a high level of customer service is the Tasks feature. Ms. Marques uses it to create reminders for herself, for special requests, and for following up with pending issues and sales development of new business. They add details about the customer or commodities and then they use those details in a customized document.

They have just started using the Magaya Community to look for representatives in cities that they do not currently have a rep in. They plan to expand their use of the community directory that is built into the Magaya software. “It helps a lot to send documents in the same system to another Magaya user.”

“We are big fans of Mayaga. It helps us o�er a total service, not just port-to-port, but door-to-door service.”