how to do basic tasks quickly and easily with magaya cargo

HOW TO DO BASIC TASKS

QUICKLY AND EASILY

with

MAGAYA CARGO SYSTEM PRO Copyright © 2002 - 2004 Magaya Corporation. All rights reserved.

Revised 10/28//2003

INDEX

How to create a quotation .......................................................................... 1

How to create a pickup order...................................................................... 2

How to create a warehouse receipt ............................................................ 3

How to create a cargo release .................................................................... 4

How to create a straight shipment ............................................................. 5

How to create a straight air shipment using the wizard ............................. 7

How to create an air consolidation ............................................................. 9

How to create an air consolidation using the wizard ................................ 10

How to create an ocean consolidation ...................................................... 12

How to create an ocean consolidation using the wizard ........................... 13

How to create an straight ocean shipment using the wizard .................... 15

How to create a ground straight shipment using the wizard .................... 17

How to create a ground consolidation using the wizard ........................... 19

How to create an invoice .......................................................................... 21

How to create a bill .................................................................................. 22

How to receive a payment ........................................................................ 23

How to pay bills........................................................................................ 24

How to make a deposit ............................................................................. 25

How to do a shipment liquidation ............................................................. 26

How to create carrier rates....................................................................... 27

How to create standard rates ................................................................... 28

How to create customer rates................................................................... 29

How to send documents by email ............................................................. 30

Revised 10/28//2003 Page 1

How to create a quotation

1. Select the Quotations entry under the Quotation folder.

2. Click on the Add button (+) of the navigator bar at the bottom of the screen.

3. Enter the General data (Number, Date, Expiration Date, Issued by, Contact

Name, etc.) for the quotation.

4. Select the Routing page. Enter the Mode of Transportation, the Origin and

Destination Information on this page.

5. Select the Commodities page.

6. Click on the Add button to add the commodities. Enter the necessary data on

the General page. When entering the Pieces, you must specify the amount of

equal commodities for this quote. To enter different commodities, you must

accept this data (press OK) and click on the Add button again.

7. Select the Charges page.

8. Click on the Add button to add new charges. You can add Income and Expense

charges, and Standard and Freight charges. When you add a Freight charge

the system will use the cargo information you entered in the commodity page,

however you can enter the cargo information at this moment.

9. Click on the Notes page if you want to enter some notes for this quotation.

10. Press the OK button. The quotation data will appear on the document.

11. Select File/Print from the main menu to print the quotation.


How to create a pickup order

1. Select the Pickup Orders entry under the Warehousing folder.


3. Enter the General data (Number, Date, Issued by, etc.) for the pickup order.

4. Select the Pickup/Delivery page. Complete the Pickup and Delivery

information. If an entity does not appear in the list, you can add it on the fly by

clicking the Add button.

5. Select the Supplier page. Enter the necessary information on this page.

6. Select the Inland Carrier page. Enter the necessary information on this page.




equal commodities for this receipt. To enter different commodities, you must


9. Click on the Notes page if you want to enter some notes for this pickup order.

10. Press the OK button. The Pickup Order data will appear on the document.

11. Select File/Print from the main menu to print the pickup order.


How to create a warehouse receipt

1. Select the Warehouse Receipts entry under the Warehousing folder.


3. Enter the General data (Number, Date, Issued by, etc.) for the warehouse

receipt.

4. Select the Shipper/Consignee page. Select the Shipper and Consignee from

the lists. If an entity does not appear in the list, you can add it on the fly by

clicking the Add button.

5. Select the Supplier page. Enter the necessary information on this page.





equal commodities for this receipt. To enter different commodities, you must


9. Click on the Notes page if you want to enter some notes for this warehouse

receipt.

10. Press the OK button. The Warehouse Receipt data will appear on the

document.

11. Select File/Print from the main menu to print the warehouse receipt.

12. Select File/Print Labels from the main menu to print the receiving labels for

this warehouse receipt.


How to create a cargo release

1. Select the Cargo Release entry under the Warehousing folder.


3. Enter the General data (Number, Date, Issued by, Release to, etc.) for the

cargo release.



6. Click on the Add button to select the commodities you want to release from the

warehouse.

7. On the Select items dialog you can select full or partial warehouse receipts. To

select a commodity or warehouse receipt, click over the white box at the left of

the item(s) you want to select (the box turns gray). Press OK to accept the

selection.

8. Click on the Notes page if you want to enter some notes for this cargo release.

9. Press the Close button. The Cargo Release data will appear on the document.

10. Select File/Print from the main menu to print the cargo release.


How to create a straight shipment

1. Select the folder where you want to place this shipment. This folder should be

under the Outgoing Shipments folder like in this case:

2. If you need to create a new folder first, select the folder under you want to place

it, right click and select Add Folder from the context menu.

3. Once you have the desired folder selected. Do a right click over it and select Add

Shipment/Air Shipment. For an Ocean Shipment select Ocean Shipment.

4. To fill in the shipment’s properties, right click over the created shipment and

select Properties from the context menu.

5. Select the General page. Enter the necessary information (carrier, waybill

number, booking number, etc.) on this page.

6. Select the Entities page. Enter the entities involved in this consignment such as

Shipper, Consignee, Forwarding Agent, Destination Agent, etc.

7. Select the Routing page. Describe the routing for this shipment specifying the

mode of transportation, origin, destination, etc.

8. Press OK to accept this data.

9. To select the cargo that will be shipped in this shipment. Right click over the

shipment and select Commodities/Packing List from the context menu.

10. On the Packing List dialog click on the Load button to select the

commodities you want to take out from the warehouse.

11. On the Select items dialog you can select full or partial warehouse receipts.

To select a commodity or warehouse receipt, click over the white box at the left

of the item(s) you want to select (the box turns gray). Press OK to accept the

selection.

12. Click Close on the Packing List dialog.


13. To add documents, right click over the shipment and select Add Document

from the context menu.

14. On the Choose Document dialog select the Air Way Bill document and

Press OK.

15. To see the document, click on the plus sign at the left of the shipment and

select the Air Way Bill document.

16. The system has filled the document automatically for you. The only thing you

need to do is to complete its specific information.


How to create a straight air shipment using the wizard

1. Click on down arrow next to the Airplane icon located on the MSC menu to

display the wizard.

2. Select and click Straight Shipment Wizard. Note if you read each screen in

the wizard carefully, you do not need to follow the steps laid out in this

section.

3. In the General page, enter the necessary information (carrier, waybill number,

booking number, etc.) on this page. Click Next > to continue.

4. In the Entities page, enter the entities involved in this consignment such as

Shipper, Consignee, Forwarding Agent, Destination Agent, etc. Click Next > to

continue.

5. In the Routing page, describe the routing information for this shipment

specifying the mode of transportation, flight number, departure and origin

information, etc. Click Next > to continue.

6. Select the documents for this shipment by checking the appropriate box. Click

Next > to continue.

7. In the Select items dialog you can select full or partial warehouse receipts. To


the item(s) you want to select (the box turns gray). Click Next > to continue.

8. Check the appropriate box if you wish to repack the cargo. Click Next > to

continue.

9. Select the documents for the house shipments by checking the appropriate box.

Click Next > to continue.


10. Select where you want to place this shipment folder. Click Next > to

continue.

11. A summary of the air consolidation folder will be displayed. If you wish to

change an item, click <back to return to the step where you wish to change the

information, otherwise click Finish to close the Wizard.


How to create an air consolidation 1. Select the folder where you want to create the master shipment. (See the steps

to create a straight shipment first).

2. Do a right click over the folder and select Add Shipment/Air Shipment. This is

the master shipment.



4. Select the General page. Enter the necessary information (carrier, air waybill

number, booking number, etc.) on this page.




mode of transportation, origin, destination, etc.


8. To create the house shipments for this master shipment, right click over the

shipment and select Add Shipment/Create Houses from the context menu.

9. On the Select Items dialog select all the cargo you want to add to this

consolidation.

10. Specify the criteria for which you want to group the selected cargo in order to

create the houses shipments. Press OK to accept the selection.

11. Complete the Properties for each house shipment.

12. Add an Air Way Bill document to each house shipment.

13. Add the master Air Way Bill document to the master shipment.

14. Add the Cargo Manifest document to the master shipment.


How to create an air consolidation using the wizard

1. Click on down arrow next to the Airplane icon located on the MSC menu to

display the wizard.

2. Select and click Consolidation Wizard. Note if you read each screen in the

wizard carefully, you do not need to follow the steps laid out in this

section.



4. In the Entities page, enter the entities involved in this consignment at the

master level such as Shipper, Consignee, Forwarding Agent, Destination Agent,

etc. Click Next > to continue.


specifying the mode of transportation, flight number, departure and origin

information, etc. Click Next > to continue.

6. Select the documents for this master shipment by checking the appropriate box.





8. Check the appropriate box if you wish to repack the cargo for each house or a

master shipment.




continue.


How to create an ocean consolidation

1. Select the folder where you want to create the master shipment. (See the steps

to create a straight shipment first).

2. Do a right click over the folder and select Add Shipment/Ocean Shipment.

This is the master shipment.



4. Select the General page. Enter the necessary information (bill of lading number,

booking number, etc.) on this page.




mode of transportation, carrier, origin, destination, etc.


8. To create the house shipments for this master shipment, right click over the

shipment and select Add Shipment/Create Houses from the context menu.

9. On the Select Items dialog select all the cargo you want to add to this

consolidation.

10. Specify the criteria for which you want to group the selected cargo in order to

create the houses shipments. Press OK to accept the selection.

11. Complete the Properties for each house shipment.

12. Add a Bill of Lading document to each house shipment.

13. Add the master Bill of Lading document to the master shipment.

14. Add the Cargo Manifest document to the master shipment.


How to create an ocean consolidation using the wizard 1. Click on down arrow next to the Ocean vessel icon located on the MSC menu

to display the wizard.



section.





continue.


specifying the mode of transportation, point of origin or FZT number, port of

loading and pier information, carriage and carrier information, vessel, flag and

voyage information, the unloading and delivery information. Click Next > to

continue.







master shipment. Click Next > to continue.





continue.





How to create an straight ocean shipment using the wizard 1. Click on down arrow next to the Ocean vessel icon located on the MSC menu

to display the wizard.

2. Select and click Straight Shipment Wizard. Note if you read each screen in

the wizard carefully, you do not need to follow the steps laid out in this

section.





continue.





continue.







continue.





continue.





How to create a ground straight shipment using the wizard 1. Click on down arrow next to the Ground icon located on the MSC menu to

display the wizard.



section.





continue.





continue.







continue.





continue.





How to create a ground consolidation using the wizard 1. Click on down arrow next to the Ground vessel icon located on the MSC

menu to display the wizard.



section.

3. In the General page, enter the necessary information (carrier, bill of lading

number, booking number, declared value, etc.) on this page. Click Next > to

continue.



continue.


specifying the mode of transportation, carrier and vehicle number, Pro number,

tracking number, driver's name and license number, the departure and arrival

information. Click Next > to continue.







master shipment. Click Next > to continue.





continue.





How to create an invoice 1. Select the Invoices entry under the Accounting folder.


Select Add Invoice from the Context menu. The Invoice Dialog will appear.

3. Select the client you want to charge on the Apply to field or add a new one by

using the Add button (+).

4. Select the transaction date and the due date.

5. Click on the Add button to add a new charge. The charge dialog will appear.

6. On the charge dialog select the charge type; enter the description, quantity and

price. Then click OK.

7. Repeat steps 5 and 6 to add as many charges as you want.

8. Use the Edit and Remove buttons to modify or delete already entered charges.

9. Click on the Notes page if you want to enter some notes for this invoice.

10. Click OK to accept the invoice.

11. The invoice data will appear on the document. You can use the File/Print

main menu option to print it.


How to create a bill 1. Select the Bills entry under the Accounting folder.


Select Add Bill from the Context menu. The Bill Dialog will appear.

3. Select the vendor that is charging you on the Vendor field or add a new one by

using the Add button (+).

4. Select the transaction date and the due date.

5. Click on the Add button to add a new charge. The charge dialog will appear.

6. On the charge dialog select the charge type; enter the description, quantity and

price. Then click OK.

7. Repeat steps 5 and 6 to add as many charges as you want.

8. Use the Edit and Remove buttons to modify or delete already entered charges.

9. Click on the Notes page if you want to enter some notes for this bill.

10. Click OK to accept the bill.

11. The Bill data will appear on the document. You can use the File/Print main

menu option to print it.


How to receive a payment 1. Select the Payment List entry under the Accounting folder.

2. Click on the Add button at the bottom of the screen to add a new payment. The

Payment dialog will appear.

3. Select the client that is paying you from the customer field. The open

invoices for the selected client will appear on the list.

4. Enter the check number and the amount received.

5. Select from the list the invoices that the client is paying with this check. If it is

a partial payment, click over the Amt Paid column to enter the exact amount.

6. Click OK to accept the payment.


How to pay bills

1. Select the Checks entry under the Accounting folder.


Select Pay Bills from the Context menu. The Payment Dialog will appear.

3. Select the bank account to write the check.

4. Select the vendor to pay the bills in the Pay to the Order of field. The open

bills for the selected vendor will appear on the list.

5. Select from the list the bills that you are paying with this check. If it is a partial

payment, click over the Amt Paid column to enter the exact amount.

6. Click OK to accept the payment.

7. The check document will be filled. Use the File/Print main menu option to print

it.


How to make a deposit

1. Select the Deposit List entry under the Accounting folder.

2. Click on the Add button at the bottom of the screen to add a new deposit. The

Deposit dialog will appear.

3. Select the bank account to deposit to.

4. Select the payments that you want to deposit from the list.

5. Make sure that the amount on the deposit field is the same as the amount on

the total of your deposit slip.

6. Click OK to accept the deposit.


How to do a shipment liquidation 1. Select the shipment that you want to liquidate on the Outgoing Shipments

folder.

2. Right click on the shipment and select Accounting/Liquidation. The

Liquidation dialog will appear on the right panel. In this screen you will see the

charges group by house shipments.

3. Under the Agent Participation column enter the correct agent participation for

each charge.

4. Under the Salesperson Participation enter the correct salesperson

participation for each charge.

5. Once you are agree with the amount on the totals at the bottom of the screen.

Click on the Generate Button.

6. The Confirm Accounting Generation dialog will appear with the invoices and

bills generated. Verify that the amount generated for each of them is correct.

You can double click on them for more detail.

7. Click on OK to post all generated transactions to the accounting.

8. The liquidation will now appear as done.


How to create carrier rates 1. Select the Carrier Rates entry under the Accounting folder.

2. Click on the Add button at the bottom of the screen. The Carrier Rate dialog

will appear.

3. Select the Carrier to whom you are entering the rate.

4. Select the Service Class you are rating. For example it could be the cost of

freight, fuel, security, etc. You can add new classes under Items and Services.

5. Enter the Description if you would like something different from the Service

Class name.

6. Select the Port of Origin and Destination.

7. Select the Method of Transportation.

8. Select the concept by which the rate will be applied. It could be by Pieces,

Weight, Volume or Container.

9. Select the measurement of unit used to describe the rate in case you have

selected to apply the rate by Weight or Volume.

10. Enter the minimum charge if it is necessary.

11. Click on the Add button to describe the detail of the rate, which could be by

ranges of Pieces, Weight or Volume. You don’t have to worry about if it is a

minimum or not, the system will do that for you. If you selected Apply by

Container, here you must select the rate for the different containers you move

with this Carrier.

12. Press OK to accept the new rate.


How to create standard rates 1. Select the Standard Client Rates entry under the Accounting folder.

2. Click on the Add button at the bottom of the screen. The Standard Client Rate

dialog will appear.

3. Select the Service Class you are rating. For example it could be the charge for

freight, fuel, security, etc. you apply to your customers. You can add new classes

under Items and Services.


Class name.











Container, here you must select the rate for the different containers you handle.



How to create customer rates 1. Select the Customers entry under the Maintenance folder.

2. From the Customer List select the Customer to whom you would like to apply

the new rate.

3. Double click over the customer. The Customer dialog will appear. Select the

Rates page in this screen.

4. Click on the Add button. The Customer Rate dialog will appear.

5. Select the Service Class you are rating. For example it could be the charge for

freight, fuel, security, etc you apply to this customer. You can add new classes

under Items and Services.


Class name.











Container, here you must select the rate for the different containers you handle.



How to send documents by email 1. Select any document you want to send by email in the left panel. It could be a

Quotation, Warehouse Receipt, Air Way Bill, Bill of Lading, etc. For example, if

you want to send a Warehouse Receipt, you must select the Warehouse Receipts

entry under the Warehousing folder.

2. Right click over the entry in the left panel and from the context menu select

Send by Email. The Send Email dialog will appear.

3. The From address is your company email address and the system takes this

from your company info. You can fill this through File/My Company Info main

menu option.

4. The To address is the email destination address. If you have entered your

customers email addresses previously, here you can click over the To button and

select the customer to whom you will send this email.

5. Enter the Subject and the body for this message.

6. The system has already attached the document to this email.

7. Click the Send button to send the email.

8. If you want to verify if the email was sent, select the Sent entry under the

Messages folder.

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