Note from Editor

Update GRIs easily now with the new Contract Manager feature in the latest version of Magaya software. This month’s how-to tip walks you through how to enter contracts from carriers and how to quickly update rates in batches or individually.

Logistics companies have many aspects of the shipping process to manage, especially when handling oversized, project cargo. To help them get the job done, M2 Transport creates their consolidations with ease in their Magaya database and updates their customers on the progress of the shipments, keeping the customers informed and con�dent. Read how in this month’s case study.

In the Works

Enhancements to Reports

A new feature in the report views enables reports to be saved exactly as you are looking at them on the screen. These views are saved and can be selected at a later time from a dropdown list at the top of the report view. The feature is similar to the existing saved reports, but this enhancement is a lot more user friendly.

For example if you have to frequently check on-hand cargo for a certain client, you can save that view in the Warehouse Receipt List and view it easily every time you need it. Another feature that will be added to the report functionality is the ability to cross reference between transactions. The technology behind the scenes is equal to you creating an “SQL Join” sentence, but instead of using the query language, you are just clicking with the mouse and selecting which relationship you want to show in the report. This is a very powerful tool; here is how it works:

Imagine that you are creating a shipment report and want to show the Quotation that originated the shipment. As of today that column is not available for the shipment report. In the next release, you can add a new column to the shipment report that will pull the Quotation number from the Quotation associated with the shipment.

March 2010

Logistics Software Solutions

How ToManaging Contracts

Case StudyM2 Transport

In the WorksEnhancements to Reports

2. To enter the contract rates into your Magaya system, select the

amendment to highlight it.

3. Click on the plus sign in the Rates section of the screen. Choose

one of the options from the pop-up menu:

• Single Rate: Use this to apply a rate to one origin and

destination.

• Multiple Rates: Use this to apply a rate to multiple origins and

destinations. For example, if a carrier sends you the same rate

for a 20-foot container going to many different ports, use this

option. This example will use this option.

4. In the wizard, select how you want to enter the rates:

• Enter your own rates: With this option, enter the rates and the

origin and destination information from the contract, and the

system will create the rates for you for all the origins and

destinations that you add. This example will use this option.

The other option is to transform rates from corresponding existing

rates. This means the system will use rate information previously

entered for this carrier. To use a different carrier, select it from the

dropdown.

Managing ContractsMagaya software version 7.5 adds to the rates features by giving

you the option to add carrier and client contracts and to update

their rates in batches to keep up with GRIs.

This How-To Tip explains how to manage carrier contracts and

rates that the carriers give you.

Add a New Carrier Contract and Rates

When you get a new contract from a carrier, use this method to

enter the contract into your Magaya system. After you enter the

contract details, then enter the rate information for that carrier.

In the Accounting folder, open the Rates subfolder and select

“Carrier Contracts”.

The carrier contracts screen has three sections: Contracts,

Amendments, and Rates.

1. Start in the Contracts section. Click on the plus sign to add the

contract details in the dialog box that opens: Contract number,

effective date and expiration date, carrier and contact person’s

name.

When the new contract is added, the system will create a default

amendment called “Initial” and place it in the Amendments list.

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5. Click the Next button in the wizard to enter ports by clicking on

the Add button for the origins and destinations.

6. In the next screen, click on the Add button to open the Rates

dialog box. Select the Freight Service Class, method (mode of

transport), and how you want to apply this rate. Click Next.

• The system will generate rates for each port based on the

information you entered and display the results. If you want to

make an exception for one of the ports, edit it here. Otherwise

the rates you are creating now with the wizard will override the

ones listed in this screen.

7. When you click Next, the system will generate the rates and list

them. Edit or remove any as needed.

In the next screen, the system will �nd all the rates that are

currently in use. If the system �nds one or more that are already

entered for the same origins and destinations, then it will give you

the option to override that rate by expiring it and applying the new

rates generated in this wizard. You can remove any rate here that

you do not want the wizard to override.

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8. In the last screen in the wizard, click Save and Finish, or Save

and add another rate by clicking Restart.

Amend Rates Based on GRI

When you receive a General Rate Increase (GRI) from a carrier, you

can enter the updates in your Magaya system and apply the rate

increase to multiple ports and rates at one time, instead of one at

a time.

1. First add a new amendment (the GRI) by selecting the contract

to amend and clicking the plus sign button in the Amendments

section of the screen.

• In the dialog box that opens, enter the amendment number and

edit other �elds as needed. If the GRI is to take effect in the

future, enter that future date.

2. Select the new Amendment to highlight it so you can add rates

to it.

3. In the Rates section of the screen, click on the plus sign and

select “Multiple Rates”. Make sure you are in the correct

amendment before you start to amend the rates.

4. In the wizard, select “Transform from corresponding existing

rates”. This means the wizard will use data previously entered for

this carrier.

• This example illustrates how to enter a 10% rate increase for a

group of ports that have increased by the same amount. The

wizard screens for amending rates are similar to the wizard

screens to enter new rates.

5. In the Filter screen, you can specify exactly what you want to

transform.

• The system will search in your Magaya database for existing

rates based on the criteria you select here. If you only want to

apply the transformation to one Service Class such as Bunker

Surcharge or a Fuel Surcharge, then select that service from the

dropdown. If you leave an option blank, the system will apply

the transformation to all the criteria in that field.

6. In the next screen, the ports for that carrier will be displayed.

Remove or add any as needed for this transformation.

In the next screen, “Found rates”, the system will display the rates

for the criteria and ports you selected in the previous screens.

Here you can remove or edit any individual rate as needed.

7. In the next screen the system generates the rates, applying the

transformation to all the rates found. In this example, the 10%

increase was applied to all the found rates.

8. In the next screen, if the system finds any existing rates for the

origins and destinations, the system will expire these rates based

on the transformation you just entered when you created this

amendment (GRI). Remove any rates you do not want to

transform.

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9. Save and Finish. The wizard closes, and the new rates are

displayed in the list.

You can view all the rates for all carriers in one screen by going to

“Carrier Rates” in the Rates subfolder. To view an individual carrier

rate, go to “Carrier Contracts” or open the carrier profile in the

Maintenance folder.

The contracts feature in Magaya software can also be used to

create contracts and to calculate your selling rates to your clients

(your customers) individually.

Welcome New Magaya Customers!

Magaya Corporation is pleased to welcome 18 new

customers who have joined the Magaya Network and now

able to bene�t from the many features of Magaya software,

the choice of the logistics industry. In addition to the core

software features for operations and accounting procedures,

new and existing customers will be able to take advantage

of the newest enhancements such as the Contracts

Manager for easy updating of GRIs, Magaya ISF for the new

Customs 10+2 initiative, and Online Shipping Orders, Online

Pickup Orders, and Online Sales Orders.

New Magaya Customers in the United States:

AIDC, Corp., Miami, FL

Beluh International Services, Miami, FL

Global Ads Cargo, Miami, FL

Golden Cargo USA Incorporated, Miami, FL

GreenLine Trade, LLC, Bellevue, WA

Islands International consolidators, Inc., North Miami, FL

Le�ca Inc., Brooklyn, NY

MIC Freight Brokers, Doral, FL

Motos Mania Mx, Miami, FL

RLE International, Inc., Miami, FL

Samari Global Trade, Inc., Bronx, NY

Sea and Sky Shipping, Inc., Charlotte, NC

Sentry Logistics, Miami, FL

Shockwave Cargo, Elizabeth, NJ

TOPP Cargo & Logistics, Miami, FL

Walla Walla Logistics, Seattle, WA

Central and South America:

Mundial Cargo Logistics SA Panama, Panama City, Panama

Litoral Cargas, Capital Federal, Argentina

Page 4

CASE STUDY:

M2 TransportLogistics Provider

M2 Transport relies on its quality sta�, long-term carrier relationships, and Magaya software to transport their customers’ most precious cargo into remote or hostile areas.

Solving Complex Transportation Problems

Logistics Software Solutions

‘‘

‘‘

Scott, Beal, COO, M2 Transport

In the type of business we are in, there can’t be any service interruptions. We �x supply chain disconnects.

Reaching Remote Areas and War Zones

M2 Transpor t

CHALLENGES

SOLUTION

When supplies or parts are needed quickly in a remote area or even a war zone, a charter �ight is often the solution. Logistics company M2 Transport provides emergency �ights as well as scheduled freight shipments to places that are di�cult to get to such as Iraq and Afghanistan. Other examples of urgent shipments include delivering parts if there has been a production failure or a transportation equipment failure. Whether lives are at stake or just meeting a production deadline, M2 Transport has the experienced sta� and technology to successfully �x supply chain disconnects.

M2 Transport was started in 2001 by Steve McDonald and Jim Mueller who combined their experience in air chartering and brokering to form a new company and gave it their initials, M and M, forming “M2”. The company covers a wide range of territory in the US, with o�ces in Atlanta, GA; Dulles, VA; Louisville, KY; Houston, TX; and Cincinnati, OH. They do not own any warehouses or vessels, but partner with others who specialize in those areas, drawing on long-term relationships with carriers and other vendors to ensure quality for their customers.

The Chief Operating O�cer (COO) Scott Beal works out of the Louisville sales o�ce, not far from the Ohio and Mississippi rivers, major historical conduits of transport for centuries. Speaking of how M2 Transport started and how it has grown, Mr. Beal said, “We built on our origins in the air charter service and applied that level of service to scheduled freight. We �nd ourselves monitoring our customers’ most important shipments in the air and on the ground such as large, oversized cargo that requires permits. We know how to get cargo moved to hard-to-get-to areas such as Iraq, Afghanistan, and Africa. We also add value to the transportation chain by providing security if it’s needed. We can get freight into Afghanistan in two days for our customers. This is one of the ways we try to separate ourselves from the crowd.”

In addition to the experienced sta�, M2 Transport o�ers its customers the latest technology by using the Magaya Cargo System. When their former software program was no longer meeting their needs, they researched other programs and chose Magaya.

“The transition was fantastic,” Mr. Beal said of getting started with

AT A GLANCEM2 Transport

www.m2transport.com

INDUSTRY

Logistics Provider

SOLUTION

Magaya Cargo System

Logistics company. M2 Transport, provides services to freight forwarders, 3PLs, and trucking companies. They move oversized cargo for the oil industry, military goods and many other time-sensitive commodities. M2 Transport is certi�ed as an Indirect Air Carrier, holds its truck brokerage license, and is endorsed by CNS and IATA.

Magaya software. “Our sales person was very educated in the product. He really had answers for us and that gave us con�dence during the sales process. Since then, the support has been great. Any time we’ve had to call, we’ve gotten the attention we needed.”

Owner and CEO Steve McDonald agrees: “The best thing about Magaya from my vantage point is that I don’t hear about it every day. That lets me know that the system and support team are working for us in such a way that my people are able to do their jobs, without having to frequently raise issues up to senior management to get the help they need.”

The CEO, the operations managers, and IT manager evaluated the software. “It’s very adaptable and intuitive,” Mr. Beal said. “A major selling point for us was the high level of customization that is available. It’s not a one-size-�ts-all. We can expand it to meet needs as our business changes. So far we are using the standard features and have not needed extra customization except for customizing several documents and �elds. But we’re glad the �exibility is there to change things as we grow. It gives us the con�dence that we can modify our system requirements whenever it is necessary. You don’t know what tomorrow will bring.”

They have customized invoices and other operations documents such as Pickup Orders and Cargo Release by adding the company logo and custom �elds using the Magaya Document Designer, which is included with the software.

They book all their customer transactions in their Magaya software and track the movement of the cargo to the airplane and during ground transport. They create consolidations for air, ocean, and ground using the wizards to process the 250 to 300 shipments they handle per month. The majority of their service is international air shipments and domestic expedited shipments.

In addition to using the Magaya Cargo System in each of their o�ce locations, they incorporated Magaya LiveTrack into their website, giving their customers online access 24 hours a day from anywhere in the world.

M2 Transport is a relatively new Magaya user, having gotten started in June 2009. They started with the operations features and plan to migrate to the accounting functionality in Magaya software soon.

M2 Transport

RESULTS

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 2010, Magaya Corporation. Logistics Software Solutions

“I frequently run Pro�t & Loss statements by operations. I can see a quick overview of where we’re making money and where our most pro�table lines of business are. I can also look at transaction level information when I need a more detailed view to determine if we are upside down on a shipment. I can get my hands on that data pretty quickly. There is a lot less labor in pulling and scrubbing data.”

M2 Transport is just getting started with the Magaya Community. “I think it’s a good way to �nd credible resources you want to connect with, particularly international agents overseas.” In the Magaya Community, users can search in the directory for other Magaya users by geographic area or the services they provide.

“We’re learning something new every day. As we realize we need to do a task, we �nd the feature is already there in the software.”

The software helps them do their jobs and o�er the best service to their customers. The sta� was able to learn the Magaya software quickly, contributing to another element of quality M2 Transport o�ers.

“We service numerous industries – oil and gas, high tech, food distribution, construction, project cargo across all industries, and time-sensitive and/or high-value commodities. Our in-house sta� has the experience to accomplish these hard-to-do trips. We are used to dealing with di�cult situations. We can o�er not just the most expensive charter but other alternative routes because we have long-standing relationships with many carriers.”

M2 Transport is a small company of about 20 employees, staying lean and avoiding non-essential overhead. Mr. Beal worked at UPS Air Cargo when it was smaller and gained experience as it grew, working his way up to Director of UPS Air Cargo Operations and Marketing. The right software at the right price helps M2 Transport with their goal to stay lean and helps this small company achieve big things: “We are able to respond to customers quickly unlike a large corporation that may have a huge call center with employees who have a variety of

experience, ranging from some with many years to others who are new to their jobs. That can create an uneven level of service for customers calling in. When you call us, you will talk to people with experience.”

Talking about their strengths, Mr. Beal said, “We’re not trying to compete with the market segment that o�ers multiple �ights per day for shipments to and from New York and London, for example. We know how to get supplies to remote places where there is a lack of service such as Africa, Iraq, Afghanistan, or Russia where infrastructure issues need to be dealt with correctly.”

M2 Transport is expanding and is currently adding sales people and is looking at o�ering franchises. “We feel like we have our feet under us and want to drive more activity into our existing operational infrastructure. Being able to communicate with customers and book shipments in a timely fashion in the software are the elements that help us solve complex transportation problems.”