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December 2012
the
Insider’s Peek
Magaya Insider is Sponsored By
New Customers:
Case Study:
www.magayainsurance.com
Magaya Insurance Services provides concierge-style service for all your
insurance needs.
From the Editor
In the Works
Learn about the Query Rates feature and how it can help you give customers quick answers to their questions about the cost of freight services you offer for different desti-nations. This month’s how-to article explains queries for selling rates and carrier rates.
Cargoways Logistics offers a wide scope of integrated services to and from worldwide destinations. Whether port to port or door to door, providing the highest quality service is the first order of business. See this month’s case study for details.
Magaya Corporation is proud to announce a new export class to be offered in January 2013 at the New Professions Technical Institute (NPTI) in Miami, FL. This is the first of 3 classes planned that will teach students how to use Magaya software for importing, exporting and wholesale procedures.
For information, please contact the school:
New Professions Technical Institute
4000 W. Flagler St. Miami, FL 33134 (305) 461-2223 www.npti.edu
We are working on adding a new kitting feature to the software that will enable users to create kits by grouping products that you want to sell together for one price. Kits can be logical grouping of items such as tables and chairs to make a dining set that can be shipped together in one box or in separate boxes.
Create a kit as an Inventory Item Definition with a part number in your system and add all the items to the kit. You define how to display the kit details on Sales Orders and how to calculate the price.
Kitting Feature: Create and Sell Kits
Do you like our Newsletter? Click Here & Tell us about it.
Query Rates
November 2012
Cargoways Logistics
theHow Topage 2
Introduction
To give a customer a quote on freight, inventory, or other services you offer, find the best rate by searching with the Query Rates feature. It creates results from rates and other information entered in your Magaya system. (For information on entering rates, see the Magaya Software Customization Manual.)
This article shows you how to query your carrier rates to illustrate how it works. Making a query of selling rates is similar.
The Query Rates dialog box is conveniently available from a few different places in the software:
In the Quotations, click the Actions button.•
In the Accounting > Rates subfolder, go to the list you want such as the Carrier •Rates, Client Rates or Standard Rates and click the Actions button.
From inside any Rates dialog box, click the Query button.•
Tip: 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. When you close the query screen, the information you entered will remain available to reuse or change.
Query Carrier Rates
To query your carrier rates, open the query dialog box from the Carrier Rates folder and enter the search criteria you need:
1) Select a Freight Service Class such as Air Freight Service. This field is required. (Selecting a carrier is optional.)
2) Select the origin and destination information (Required)
How to Query Rates
theHow Topage 3
3) Select the method (mode) of transport (Required).
4) To add multiple charges in your query, click the button with the three dots that is next to the “Freight Service Class” field. A dialog box opens with options.
5) Enter as much information about the cargo as needed (Required).
Add Other Charges to a Query:
To add other rates or charges such as documentation, click the “Select” button for “Other Charges” and see all the options.
This list is pulled from the information in your Magaya Accounting folder. Checkmark items and click “OK” to return to the query.
6) Click “Find” to see results.
The results of the query search will display in the bottom of the screen, displaying rates that are entered into your Magaya system. This example shows a query done without selecting a carrier name, so the results found two carriers for this origin and destination
How to Query Rates Continued
theHow Topage 4
The best option will be checked.
Tip: To add columns to the results list, right-click on a result to access a pop-up menu. Select “Choose Columns”. In the dialog box, click the “Add Columns” button to access more choices such as the “Transit Time” to see how many days each option will take.
Based on the results, select the option that is best for your customer.
Create a Quotation for a customer from the result:
Click the “Create Quotation” button.
In the dialog box that opens, make any changes if needed.
Click OK to create the Quotation document. Print, save it as a PDF, or email it.
Query Selling Rates
In the Query Selling Rates dialog box, select the criteria for your search:
The Customer name is optional. If you have rates entered in your system for a customer, select their name here. If not, leave this field blank.
When you select the rate you want and click “Create Quotation”, the Quotation dialog box opens with all the rate query information filled in automatically.
How to Query Rates Continued
the
New CustomersMagayaInsider
• ACCO Terramar, Doral, FL, U.S.A.
• AES Shipping, Elizabeth, NJ, U.S.A.
• Ainad Express Services, Passaic, NJ, U.S.A.
• AmCar Freight Inc., Miami, FL, U.S.A.
• Astra International Services, Miramar, FL, U.S.A.
• BG Logistics Panama, Colon, Panama
• Corporate Messengers Worldwide Inc.,
Hollis, N Y, U.S.A.
• Dubai Express LLC Parlin, NJ, U.S.A.
• General Cargo International, Guatemala City,
Guatemala
• Genuine Express, Santo Domingo, Dominican
Republic
• Global Shipping Agentes Navieros Corp.,
Caracas, Venezuela
• H. Menginou, Miami, FL, U.S.A
• Hanjin Logistics SA, Santiago, Chile
• Hybrid International Forwarding, Atlanta,
GA, U.S.A.
• KK Freight International Brooklyn, NY, U.S.A.
• Labcabs Pty Ltd, Morningside, Australia
• LC Peru, Lima, Peru
• MJ Export Inc, Gardena, CA, U.S.A.
• New World Shipping, Philipsburg, Netherlands
Antilles
• RDD Freight Intl. Jamaica, NY, U.S.A.
• Skorpios, Doral, FL, U.S.A.
• Superior Cargo Solutions Inc., Miami FL, U.S.A.
• Total Viax, Caracas, Venezuela
• World Trade Distribution Inc., Houston, TX, U.S.A.
Magaya Corporation welcomes the following 24 new members who joined the Magaya Network in November 2012:(Roll your mouse over the names to see their location in the map)
Be sure to join us on our LinkedIn Group: The Magaya Network Community!
Click here to join now!
• ACCO Terramar, Doral
• AmCar Freight Inc., Miami
• Astra International Services,
Miramar
• H. Menginou, Miami
• Skorpios, Doral
• Superior Cargo Solutions,
Inc., Miami
In Florida
• Hybrid International Forwarding, Atlanta
In Georgia
• AES Shipping, Elizabeth, NJ• Ainad Express Services, Passaic, NJ• Corporate Messengers Worldwide Inc., Hollis, NY• Dubai Express LLC, Parlin, NJ• KK Freight International, Brooklyn, NY• RDD Freight INTL., Jamaica, NY
In New Jersey and NY
• MJ Export Inc., Gardena
In California
• World Trade Distribution Inc., Houston
In Texas
• BG Logistics Panama,
Colon, Panama
• General Cargo
International, Guatemala
City, Guatemala
• Genuine Express, Santo
Domingo, Dominican
Republic
• New World Shipping,
Philipsburg, St. Maarten,
The Netherlands Antilles
In Central America &the Caribbean
• Hanjin Logistics SA, Santiago, Chile
In Chile• Global Shipping Agentes Navieros Corp., Caracas, Venezuela
• Total Viax, Caracas, Venezuela
In Venezuela
• LC Peru, Lima, Peru
In Peru
• Labcabs Pty Ltd., Morningside, Queensland, Australia
In Australia
Quality Service from A to Z: The Cargoways Mission
Cargoways Logistics offers a wide scope of integrated services to and fromworldwide destinations. Whether port to port or door to door, providing thehighest quality service is the first order of business.
,,,,Cargoways is known for service, service, service. Everyone in the company is involved in delivering what we promise.
Gilles Dumont, President of Cargoways Logistics
CASE STUDY:
Cargoways Logistics Logistics Provider
ChallengesHow much easier would it be to see all the financial data about your
business in one report? Before using the Magaya Cargo System,
Cargoways Logistics was using three separate systems: an in-house
system for ocean freight, an off-the-shelf software for trucking, and a
third system for warehousing. The president of Cargoways Logistics,
Gilles Dumont, said since the company was growing, it became
imperative to find one system to consolidate all of our activities and
directly link them to our financials.
Mr. Dumont explained that Cargoways is not just involved in one link
of the logistics chain, “We offer integrated service from A to Z; FCL and
LCL ocean freight, customs brokerage, FTL and LTL trucking, air freight,
warehousing, and free trade zone services. We have the capacity to
charter full ships when need be.”
Headquartered in Houston, Texas, Cargoways was formed by the
merging of Dynamic Ocean Corporation in Texas and Hub Shipping &
Forwarding in Massachusetts. Mr. Dumont became part owner of the
company in 2006. His industry experience began on the St. Lawrence
River where he worked in stevedoring. He rose to be vice president
of sales and marketing before joining with a ship owner in Jakarta,
Indonesia, as director of operations South East Asia. Now, Mr. Dumont
is the president of Cargoways LLC and its various divisions.
“Cargoways is able to handle all types of cargo including heavy
cargo, due to assets which include forklifts with heavy lift capacity
up to 86,000 lbs,” Mr. Dumont explained. “We own almost half a
million square feet of warehousing space. Approximately 80% of our
business is exporting. Many of our container shipments amount to 50
containers or more and all details must be shown in the Bills of Lading.”
Magaya staff worked closely with Cargoways employees to customize
documents for their work processes across multiple offices in different
cities, countries, and currencies.
Cargoways offices are located in Hingham, Massachusetts; Norfolk,
Virginia; Mexico City, Mexico; Quebec and New Brunswick, Canada;
and Houston, Texas. Cargoways also has close partnerships at the ports
of Savannah, Georgia, Charleston, South Carolina, and New Orleans.
These offices all interact using the Magaya Cargo System, which
enables everyone to see the same transactions and discuss them
regardless of the employees’ location. The exports manager Melissa
Mayott located in the Massachusetts office said, “It’s like we are all
working in the same office.”
Open Line of Communication Ms. Mayott and her colleagues create quotes quickly for customers
using the Query Rates feature in the software. The query searches
carrier rates by freight service class, origin and destination, mode of
transport, commodity type, and an array of other criteria. The results
show which carriers offer the service requested by the customer and
which carriers offer the best rate for different types of commodities.
“All the results are consolidated in one list, which makes it easier to
get a quick answer when we are on the phone with the customer, and
provides an added dimension to our excellent customer service,” Ms.
Mayott said.
The search result pulls data entered from the carrier contracts and
carrier rates sections. When a carrier announces a General Rate
Increase (GRI) or changes a service, the staff at Cargoways updates the
rates in the system. “While keeping up with the carrier rates is still a big
job, we can make changes to multiple rates at once unlike the previous
system that required updating the rates individually,” Ms. Mayott said.
This helps Cargoways provide their customers with quick, up to date
information.
When a customer approves a quote, Ms. Mayott and her colleagues
notify the St. John office in New Brunswick, Canada where the
booking, shipment transactions, and documentation are executed
At a GlanceCargoways Logistics
http://www.cargowayslogistics.netIndustry
Logistics ProviderSolution
Magaya Cargo System, AES, AMS
Cargoways Logistics provides ocean freight, customs brokerage, trucking, chartering,
break bulk and bulk, direct discharge, warehousing and two free trade zones in Houston
and Suffolk.
Cargoways Logistics
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. 786. 845. 9150 [email protected] magaya.com
She also creates reports such as open invoices and customizes them
for each customer’s individual needs. “It’s easy to configure a report
and send it to a customer either in PDF, image, or spreadsheet format,
whatever the customer needs.” Ms. Campbell agreed with her co-
worker’s assessment of the reporting functions. “Making reports in the
software is my favorite part,” she said. “They call me the Report Queen
around here.”
Mr. Dumont also noted how the reports enable him to have a clear
overview of the business. When he first evaluated the system, one
of his requirements was an accounting system that could integrate
the companies into one financial statement. He also needed to make
individual reports for the governments of Canada and Mexico in their
respective currencies. Other reports that they create from the software
are profits per division, reports of productivity for salespeople, and
year over year profits.
Conclusion Mr. Dumont said his relationship with Magaya has expanded beyond
that of just service provided and customer. “It is a friendly relationship,”
he said. Along with his recommendation to other companies to try the
software, he urged Magaya to participate in the Houston Break Bulk
tradeshow in October 2012, which allowed others in the industry to
learn about the software.
“Software is just one part of the picture; the major assets of Cargoways
are our employees,” Mr. Dumont said. “We have great directors in each
division. Cargoways is known for service, service, service. Everyone
in the company is involved in delivering what we promise. We stay
on task and get done what we say we will. No surprises at the end,”
he said. “Magaya allows us to generate detailed and complex or very
simplified quotes which are due to Cargoways’ dynamic client base.”
Because of their commitment to quality and transparency, the bulk of
Cargoways’ business comes from referrals.
Mr. Dumont said that as a result of their philosophy, the company
has grown dramatically. Cargoways now has over 60 employees,
twice the number it did two years ago. “Everyone here takes personal
responsibility to get the project done. That contributes to our
reputation. When our customers are talking to others in the industry
that are having problems with their provider, our customers tell them
to call Cargoways. We are very proud of that.”
and completed based on quotes originating in the Massachusetts
office. The Saint John office can access the quote in the Magaya
system by looking up the transaction number. “It opens the line of
communication with our colleagues in other offices,” she said.
From Quote to Booking to ShipmentJosie Campbell, Logistics Documentation, and her colleagues in the
Saint John, New Brunswick office, create the shipment documents
from the Quotes and Bookings. If trucking is required, they arrange
the best option for the customer by choosing from the carrier’s
trucker, a third party, or Cargoways’ asset-based trucking or
brokerage group. She and her colleagues also process the Customs
clearance documents, book the containers, and maintain a line of
communication with customers and suppliers.
To give their customers itemized details in the Quotation document,
Magaya created columns that show two different rates such as trucking
in one column and a quote for the cargo stuffing and ocean freight in
the other. The services in each column are calculated to display each
total.
In addition to the customized Quotation, they have a customized Bill
of Lading. “We just told Magaya what we needed and they did it,” Ms.
Mayott said. “We feel heard, and changes can be made and tailored to
our needs,” Ms. Mayott said. “I would not want to go back to using the
old system.”
Searches and Reports Additional software features they use include the search and report
features that make it easy for co-workers to find answers to questions
as well as regulatory compliance.
“Searching the database is easy,” Ms. Campbell said. “There are many
fields to search by, not just by container number or commodity type,
but you can even search any notes typed in. Anything you can enter in
the system can be searched for and found. The history of a transaction
is also easy to track by using the ‘Back’ button. It makes it easy to
navigate around the system. It’s a huge timesaver.”
Another feature that speeds up finding information is the Shipment
List. “It’s very convenient to have all the information right in front of
me. It is far less cumbersome to find shipment details than in our old
system,” Ms. Mayott said.
Cargoways Logistics