1

May 2012

In the next software release, users can create

email templates in HTML format or plain text.

Create templates for specific types of transac-

tions. Use “Dynamic Fields” that will get filled

in with the customer name or other information

that you choose. For example, send an email

message to several customers, and the tem-

plate’s Dynamic Field will automatically fill in for

each customer. Some new default templates

have been added for you to use.

Other email enhancements:

• Select multiple shipments from the Ship-

ment List, and send a batch of email mes-

sages 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 email or print

their statements in a batch.

• Set up an email signature for the company

or for each employee of the company. This

feature supports images, colors, HTML, etc.

• Configure your system to send email mes-

sages from the main company email ad-

dress or from the address of the employee

who is sending the email.

• All batch emails are sent in the background

without blocking out the user interface.

More new features for the next Magaya soft-

ware release (v 8.5) will be announced soon.

Click here to Continue

Email Templates and Enhancements

MagayaInsiderthe

Welcome to the Magaya Insider for May 2012.

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.

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 Total Marine Transportation 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.

Note from the Editor

In the Works

TopicsHow To Use Roles

Read More +

Total Marine Transportation

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.

Total Marine Transportation provides a variety of ser-vices to the maritime industry, including crew transport, ship-ment 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 +

2

MagayaInsiderthe

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.

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 cus-

tomers• 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

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.

4) Click the Add button in the list. A dialog box opens:

Click the dropdown menu to select a role to assign to this em-

ployee (or group). There are many default roles such as those

shown in this screenshot:

Click here to Continue

Click here to go to Page 1

Roles

2

How To

3

MagayaInsiderthe

How ToWhen you select a role, a definition of that role appears:

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.

Click here to Continue

Click here to go to Page 2

4

MagayaInsiderthe

New CustomersNew Customers in April Magaya Corporation welcomes the following 22 new customers who joined the Magaya Network Community

• 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

• 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

• Hal-Mari International Logistics

Inc., Houston

• Dove Shipping International,

Crosby

• Power Express Forwarder Inc.,

(City of Mandaue )

• Power Express Forwarder Inc.

(Cebu Province)

• STC (Select Transportation Corp.),

Jersey City

• CJR Inc., Escondido

• Smart International Trading, Los

Angeles

• Groupe Levasse, Levis

In the Caribbean, South America and Central America:

Be sure to join us on our LinkedIn

Group: The Magaya Network Community!

Click here to Continue

Click here to go to Page 4

In Florida:

In Texas:

In The Philippines:

In New Jersey:

In California:

In Canada:

We welcome our new members and look forward to work-ing with each company. See the profiles of the new cus-tomers in the Magaya Network Communication Center in your Magaya Explorer interface to find and connect with new partners in our unique network.

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.

CASE STUDY:

Total Marine Transportation Logistics

ChallengesNot 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 Total Marine Transportation 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.

Total Marine Transportation 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 ServicesTotal Marine Transportation 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

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 FasterThe 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.”

At a GlanceTotal Marine Transportation

http://tmttx.com

IndustryLogistics

SolutionMagaya Cargo System

Total Marine Transportation 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.

Total Marine Transportation

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 info@magaya.com magaya.com

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

Total Marine Transportation 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.

Total Marine Transportation