Magaya Cargo System

By

Magaya Corporation

Date printed 16 May 2003 Using Magaya Cargo System This document is the intellectual property of the Magaya Corporation. The information in this document is subject to change without notice and should not be construed, as a commitment by the Magaya Corporation. Magaya Corporation assumes no responsibility for any errors that may appear in this document. Copyright 2003 Magaya Corporation All Rights Reserved. Printed in United States of America. 16 May 2003. Subject to change without notice.

Table of content
Introduction ..............................................................................................................1 Logical flow of operations in Magaya Cargo System .....................................................2 The network concept ...............................................................................................3 Forwarder - Agent Communication.........................................................................3 Forwarder - Client Communication.........................................................................3 Forwarder - Warehouse Provider Communication.....................................................3 Magaya Remote Access (Magaya OnTheGo) ............................................................3 Magaya Cargo System Components ..........................................................................4 Magaya Cargo Explorer ...............................................................................................6 Basic user interface concepts....................................................................................6 Tree view and detail view .....................................................................................6 Main Folders .......................................................................................................6 Edit operations ....................................................................................................7 Warehousing ..........................................................................................................8 Receiving data in the warehouse ...........................................................................8 Printing Labels ....................................................................................................8 Measurement Units ..............................................................................................9 Releasing cargo ...................................................................................................9 Pickup Orders .....................................................................................................9 Useful warehousing data ......................................................................................9 Editing transactions lists..................................................................................... 10 Shipping .............................................................................................................. 11 Creating a shipment........................................................................................... 12 Printing shipping labels ...................................................................................... 12 Generate documentation .................................................................................... 12 Sending the shipment ........................................................................................ 13 Using the shipment List for reports ...................................................................... 13 Useful shipping data .......................................................................................... 13 Messages and Communication ................................................................................ 14 Send by email ................................................................................................... 14 Magaya Network................................................................................................ 14 Registering your Magaya Network ID ................................................................... 14 Forwarder - Agent Communication....................................................................... 14 Forwarder-Warehouse Provider Communication..................................................... 15 Forwarder - Client Communication....................................................................... 15 What clients can see?......................................................................................... 16 Send and Sent To commands .............................................................................. 16 Out Box............................................................................................................ 16 In Box.............................................................................................................. 16 Sent ................................................................................................................ 16 Incoming Shipments ............................................................................................. 17 Cargo Reception ................................................................................................ 17 Cargo Delivery (Release) .................................................................................... 17 Accounting ........................................................................................................... 18 Setup the accounting ......................................................................................... 19 Tracking charges while moving the cargo ............................................................. 20 Invoicing and Billing without using the liquidation .................................................. 22 Reports ............................................................................................................ 22 Automatic Generation of Charges ........................................................................ 23 AES with Magaya Cargo System ............................................................................. 24 About AES ........................................................................................................ 24 Importing Data for the SED ................................................................................ 24

What you need to start sending SED to AES? ........................................................ 25 Sending data to AES .......................................................................................... 25 Entering the AES data in Magaya Cargo System .................................................... 25 The AES response.............................................................................................. 29 Magaya Communication Server .................................................................................. 30 Magaya Network ................................................................................................... 30 Installation........................................................................................................... 30 Configuration ....................................................................................................... 30 Monitoring tracking activity .................................................................................... 30 Getting online....................................................................................................... 30 Magaya Database Server........................................................................................... 31 Setting Database path ........................................................................................... 31 Start/Stop Database server.................................................................................... 31 Back up ............................................................................................................... 31 Restore................................................................................................................ 31 Logging ............................................................................................................... 31 Magaya Document Editor .......................................................................................... 32 Magaya Access Control ............................................................................................. 33 Restricting access to your company information........................................................ 33 Setting up who can see his/her cargo through the Internet ........................................ 33 How clients access the data? .................................................................................. 33 Installation utilities ................................................................................................... 34 Setup Clients........................................................................................................ 34 Setup Communication Server ................................................................................. 34 Setup Access Control............................................................................................. 34

Introduction
The Magaya Cargo System is a software application oriented to automate the cargo transportation industry processes. It is designed for companies such as Freight Forwarders, NVOCC, Warehouse Providers and Trucking companies. It has the following features: Cargo Operations Complete warehouse management, warehouse receipt, release and cargo status maintenance. Warehouse inventory maintenance. Keep commodity quantity by type or part number, useful for distribution. Pickup and delivery management. Shipment creation with the cargo entered in the warehouse or in the pickup orders. Creation of shipment documentation such as Air Way Bills, Bills of Lading, SED, Cargo Manifest, etc. Maintenance of shipment status using communication with cargo agents at destination. Creation of reports of any cargo operations by any desired field. Accounting Automatic generation of account receivable and account payable transactions from the information about the cargo movement (Liquidation). Complete accounting system that can manage o Account Receivable o Account Payable o Payments o Bank accounts, checks, deposits and bank reconciliation o Financial reports: Income Statement, Balance Sheet and Cash Flows o Collections report: Open invoices and bills, Aging reports and Clients Statements Complete Tariff System that allows rating by time, amount of pieces, weight, volume, type of service, origin, destination and type of transportation. Exports accounting transactions into different formats that can be imported in many accounting systems including QuickBooks and Peachtree. Communication Ability to send any document or report created in the system by email. Allow the shipper and consignee, (owners of the cargo), view through the Internet the status of their cargo as well as all the related documents to the cargo movement including invoices. The clients can also view images of their cargo as they can be attached to their warehouse receipt. Freight forwarder can communicate with their agents through the Internet and send to them all the shipment information from system to system. This includes all the houses and master Air waybills or bills of ladings, the cargo manifest and any other related document like commercial invoices, packing list, etc. The cargo reception process at destination using Magaya Cargo System updates the system at origin informing that the cargo arrived to the destination warehouse. The delivery process at destination using Magaya Cargo System updates system at origin informing that the cargo was delivered to the final consignee.

System Magaya Cargo System is able to work as a single user program or as a network program used in as many workstations as the client needs. The communication protocol used for LAN and WAN communication is TCP/IP so the user does not need a special network setup to start using Magaya Cargo System in network environment. Magaya Cargo System is completely written in C++ and makes intensive use of the most advanced object oriented techniques, the only way to manage the complexity of the cargo operations in a clean and accurate way.

Logical flow of operations in Magaya Cargo System

The transportation process includes several operations from the time the cargo is picked up at the client office till the time it is delivered to the final consignee. The main operations covered by Magaya Cargo System are: Pickup Orders: Order placed to pickup cargo from the client location and moves it to other place that can be the local warehouse for future shipping or any other place. Warehouse Receipts: Document that proves that the cargo was received at the warehouse. It defines the entry of the merchandise to the local warehouse this is the moment to measure the boxes and print the receiving labels. Shipments: The main operation in the cargo transportation business, consist in grouping cargo from one or several clients to ship it to a final destination that can be national or international. In the case of international shipments you may have many international trade documents related to it. Cargo Releases: The operation of releasing the cargo to the final consignee. Used at destination to deliver the cargo to the final client. Magaya cargo system relates the cargo operations to the accounting transactions. In the real world when you perform certain operations you incur expenses in which you may want to charge your clients for those expenses. You can use Magaya cargo system to express this relation between cargo and accounting as you can relate as many accounting transactions as you want to any cargo operation. Later the system uses all the transactions and pending charges to perform the liquidation at the end of the shipping process. The liquidation is the process in which you verify the profit of the shipment and the system gets all the pending charges to create account receivable and account payable transactions and post them to the accounting. The system uses the information about the cargo transactions to create cargo reports and the information about the accounting transaction to create the financial, sales and collection reports. There are more than 50 configurable cargo reports and more than 30 reports related to accounting. There are also reports that show your profit per cargo operation. The following diagram explains the relation among the cargo operations and the accounting transactions.

Magaya Cargo System Logical Structure

Operations Pickup Order Warehouse Receipt Cargo Release Cargo Reports
-Shipments by shipper -On hand cargo by shipper -Shipments by carrier -Cargo Volume Consignee -

Shipment Liquidation Accounting Invoices Receive Payments

Bills Make Payments

Financial Reports
-Profit & Lost -Balance Sheet -Cash Flows

Sales Reports
-Sales by Client -Sales by Item -Purchases by Carrier

Deposits

Bank Accounts

Checks

Collection Reports

The network concept

Transportation logistics involves more than moving the cargo from point A to point B. Constant communication of information and coordination between parties are key factors for the successful movement of goods from origin to destination. With this concept in mind Magaya Corporation designed a system (Magaya Network) that allows real-time communication between the entities involved in the transportation process. The Magaya Network purpose is creating a global network over the Internet for cargo agents. To allow the real-time communication needed for a successful shipping process. There are three types of communication services that the Magaya Network offers at this time:

Forwarder - Agent Communication

The freight forwarder can send all the shipment information to the destination agent using the Magaya Network and he will receive notification when the cargo has been received at its destination.

Forwarder - Client Communication

The clients, shippers and consignees, have the option to see their cargo status and all related documentation online in real-time.

Forwarder - Warehouse Provider Communication

The warehouse provider can send warehouse receipts to the freight forwarder with the cargo information he received in his warehouse. The forwarder can use this information to tell the warehouse provider when and which cargo will be shipped.

Magaya Remote Access (Magaya OnTheGo)

Allow executives to access their company database from any where in the world using the same interface they use in their office. So you they can perform remotely the same work they do in the office. 3

Magaya Cargo System Components

The software components that makeup the operations of the system are the following: Magaya Database Server is the component that allows the computers under the local network to work at the same time with the same data. It also manages the storage of all the data in Magaya Cargo System. Magaya Communication Server is the component responsible for assembling the Magaya Network. The Magaya Network groups all Magaya Communication Servers linked through the Magaya Corporation private servers. Magaya Cargo Explorer is a Windows Explorer look-alike application that allows you to manage all the cargo related information easily. Magaya Document Editor is the application responsible for editing the cargo documentation that you create in the shipments. Magaya Access Control is the program that allows you control who has access to see your companys data.

The following diagram shows the relation between the Magaya Cargo System Components for a system at origin and destination:

Magaya Cargo System Concept

Office at Origin DB Server Access Control Office at Destination DB Server Access Control

Cargo Explorer

C.S.

C.S.

Cargo Explorer

Magaya Network
Magaya OnTheGo Magaya LiveTrack
Both systems at origin and destination have the same software installed in their computers. The communication is done from system to system so the offices at origin and destination will see the data (shipment, document, warehouse receipts, etc) in the same format. All data transfer occurs between the communication servers of both systems. The LiveTrack Component connects directly to the communication server and queries for cargo information. As the communication server is connected to the database server, data is served to the client in real time. At the moment you enter a warehouse receipt in your system it is already available for your client to see using Magaya LiveTrack. Magaya OnTheGo uses the same user interface as Magaya Cargo Explorer but it has the ability to connect remotely to your database server and perform the same operations you would locally. Magaya Corporation has developed a protocol over TCP/IP to handle all data communication done in Magaya Network. The next chapters will explain in detail the role of each component in Magaya Cargo System.

Magaya Cargo Explorer

Magaya Cargo Explorer is the front end of the Magaya Cargo System. From here you can access almost all the information in your database. It is designed to be user friendly using a Windows Explorer look-alike interface.

Basic user interface concepts

Tree view and detail view
The Magaya Cargo Explorer has two main screens: a tree view on the left pane and on the right pane you see the detail of what you have selected on the left view. There are four types of items in the tree: folders, tables, documents, documents queues and shipments. The main transactions in Magaya Cargo System have two types of views, the document view and the list view. In the document view you can see the transactions one by one, in the list view you see all transactions.

Main Folders
Quotations Contain all the quotations that you have done. Warehousing - the place where you will begin to work with the Cargo Explorer by entering cargo items that have been received in your warehouse and will be transported to a consignee in another country. Maintenance - contains information pertaining to your carriers, forwarding agents, warehouse providers, customers, vendors and the system configuration. Messages - maintains all your messages in the process of being sent, messages sent and messages received. Accounting - contains your accounting information pertaining to accounts, customer invoicing and billing information. Outgoing Shipments - contains all your export shipments including documents contained in each shipment. Incoming Shipments - contains all your import shipments including documents contained in each shipment. Miscellaneous - Used to place additional information that you wish to store. By default comes with the Templates folder to place the commonly used documents that are used as template to create new ones.

Edit operations
You can edit the content of the Outgoing Shipments, Incoming Shipments and Miscellaneous folders using the edit commands (copy, cut, paste and delete) under the edit menu. These commands can be used to move shipment from one consolidation to another and to organize your work in folders by year, month, client or in any way you want. Cut mark the data from one place usually with the intention of inserting it in another place. Copy Makes a copy of the selected object to be pasted inside other folder. Paste Paste objects in the selected folder that were previously cut or copied. Delete Eliminates the select object. Rename - Changes the original name of an object. Find locates any type of transaction in the system.

Warehousing
In the Warehousing folder you have all the data that corresponds to the process of storing cargo in your warehouse. The warehousing process has two steps: receiving cargo and releasing cargo. Releasing cargo can be either as a Cargo Release or as a Shipment.

Receiving data in the warehouse

To enter cargo in the warehouse you need to create a warehouse receipt for the cargo you are receiving. To enter a warehouse receipt you have to select the Warehouse Receipts entry in the warehousing folder. By selecting this entry a warehouse receipt document will appear on the right pane and a navigator bar at the top of the screen. Now we will introduce a concept that is frequently used in the rest of the program: the Queue of Documents. This approach groups a list of document so you can move over a list of documents. You can see the current document on the right pane and move between the documents with a navigator bar that appears at the top of the screen. At this time you can go to the File menu and click on the Print option to print the current document. Lets continue with entering data in the warehouse receipts. On the navigator bar click on add to add a new warehouse receipt, a dialog box appears where you can enter the data of the warehouse receipt. The data you enter here is self explanatory and does not require much explanation. Lets go right to the commodity page, here you can enter the items that you are receiving in this warehouse receipt by clicking on the Add button, a dialog box appears where you may enter the data of each specific commodity. In the commodity dialog you enter the description, weight, volume, dimension, etc. Repeat the procedure for each item in the warehouse receipt. Click OK when you have finished with the warehouse receipt. You can attach images or any other document to the warehouse receipts by clicking on the Actions button, select Attachments and then click on Add to load images or documents from files.

Printing Labels
Once you are viewing the warehouse receipt document on the screen you can print the receiving labels for the current warehouse receipt. Just go to the File menu and select Print labels. There are to types of receiving labels that can be printed with the 4x3 and 4x6 inch labels. There are also two types of printers that can be used to print the labels the standard windows printers or Eltron thermals printers. The standard windows printers are the most common and the Eltron is much faster. Go to the Option menu select Configuration and then the Labels page to select the type of label printer you will use. The warehouse receipts can be also viewed in a table on the next entry of the Warehousing folder called Warehouse Receipts List. The tables in the Magaya Cargo System can be sorted, filtered, printed and exported. So you can build your own reports with the warehouse receipts in your database and print them out at any time. At the bottom of the table you find a row of buttons used to edit the table, these buttons have the same effect as the buttons on the navigator bar so you can enter warehouse receipts from this view also.

Measurement Units
Magaya Cargo System allows enter the dimension of the items in different measurement units. Go to the Maintenance folder select Configuration and then Measurement Units to select the appropriate measurement units.

Releasing cargo
There are to ways to release cargo from the warehouse via a Shipment or via a Cargo Release. The shipment is the most common usage from a freight forward point of view so we will cover it in detail later. Now we will explain the Cargo Release procedure. To create a Cargo Release: go to the Cargo Release entry in the Warehousing folder, this is a Queue of Documents like in the warehouse receipt so just use the navigator buttons to manage the list of cargo releases. Click on the add button to add a new cargo release and a dialog box appears in which you enter the Cargo Release information, employee that releases the cargo and the person that receives it. On the commodities page you select the cargo that is being released from your warehouse.

Pickup Orders
In the same way you create warehouse receipts you can create pickup orders for the cargo that you want to bring to the warehouse from another location. To enter a Pickup Order select the Pickup Orders entry under the warehousing folder and click on the Add button. The screen to enter the pickup order data will appear, fill out this screen in the same way we did with the warehouse receipts.

Useful warehousing data

There are other entries in the warehousing folder to enter data that is useful for warehouse maintenance. Package types - are used in the commodities dimension dialog to define how the cargo is packed. If you have entered the packages types with its dimensions in your database you do not have to enter the dimensions again once you select a package type for a commodity because the system will automatically populate them for you. Item Definition - is the way you classify some common type of commodities that your warehouse stores frequently so you can keep track of the availability of this type of item in your warehouse, useful for distribution. Commodity classification (Schedule B code) - are used to identify the cargo with US customs. The schedule B codes can be imported from a file, you do not have to enter them manually. Click on the Actions button and select Import Schedule B Codes. Locations - are the places in your warehouse where you store the cargo and are labeled with an Id to easily locate the cargo later. You can select from the locations entered in this table when you are entering the cargo items in the warehouse receipt.

Editing transactions lists

All transactions lists in Magaya Cargo System have the same interface so you can use the same commands on any list. There is a row of buttons at the bottom of each list with commands that can be executed on the items in the list. Add to insert a new transaction or record in the list. Edit - to modify the currently selected item in the list. Delete to remove the currently selected items from the list. Filters - allows filtering the items in the list to match certain condition. It shows a dialog in which you can select the filtering conditions. Unfilter to remove the selected filter and refresh the list to show all the items. It is only enabled when a filter is applied to the list. Actions shows a menu with special commands that can be used with the selected items in the list. You can sort the list by clicking on the column header you want to sort by, clicking again you will reverse the sorting order in the list. You can print any list by selecting the File/Print command in the main menu while the list is active. It is possible to adjust the width of the columns of the table by placing the mouse on the borders of the header of the table and drag until the desired dimension. You can select which column you want to see by using the Choose Column entry on the Actions button. You can see a preview of the table at any time by going to the Print Preview command in the menu File. You can also export the table using the Export option in the Actions menu.

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Shipping
The most important process to take cargo out of the warehouse is the shipping process. The shipments can be created in the Outgoing Shipments, Incoming Shipments and Miscellaneous folders. A shipment is nothing more than a folder with a special behavior. Like a folder a shipment can be created anywhere in the above named folders. You can create a shipment by right clicking on the folder under which you want to create the shipment and select Add Shipment. It can be Air, Ocean or Ground. Shipments are created in a tree hierarchy. The master shipment is the one at the top level and the houses are all the shipment under the master. The following is an example of a hierarchy that can be created to organize your shipments.

The shipments can be outgoing or incoming depending of the role in the shipping process if it is an export the shipment it is outgoing, if it is an import the shipment is incoming. The shipments you receive through the Magaya Network are incoming in almost all the cases. When you select a shipment the system shows on the right pane all the data related to the selected shipment. This data consist of the general information of the shipment, the entities related, routing information, applicable charges and cargo loaded in the shipment.

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Creating a shipment
Creating a consolidation is a complex task, but using the Magaya Cargo System it is a simple process in which you simply need to follow some steps using the shipment wizards. There are three types of shipments that you can create using the system, Air, Ocean and Ground. To start creating a consolidation you simply click on the icon on the main tool bar , or . that represents the type of shipment you want to create The steps to create a consolidation using the consolidation wizard are the following: 1- General information this includes Carrier, master waybill number, booking number, etc. 2- Entities: Shipper, consignee, notify party, intermediate consignee, forwarding agent and destination agent. 3- Routing information: Origin port, destination port, flight or vessel name, date and time of arrival and departure, and mode of transportation. 4- Select the documentation for the master shipment (Usually the Master waybill and the cargo manifest). 5- Select what you want to ship from the cargo in the warehouse or from pickup orders sent directly to the port. The system will use the selected cargo to create the houses for the consolidation. You should tell the system how to group the cargo to create the houses for this consolidation. You can create houses grouping by warehouse receipt, by shipper, by consignee or by groups of shipper and consignees. 6- Repacking the cargo. If you want all the cargo to be placed in a container this is the place to select the container. 7- Select the documents for the house shipments. (Usually a house waybill and a packing list). 8- Select the folder where you want to place the consolidation.

Printing shipping labels

Once you have the cargo loaded in the shipment you can print the shipping labels for the selected shipment. To print the shipping labels for a shipment just go to the File menu and select Print Labels. You can use an Eltron printer or a Windows standard printer as described above for the receiving labels.

Generate documentation
When you use the shipment wizard, you select the documents you want to add for the master shipment and for the house shipments. If you need to add additional documents to a shipment, after the wizard has completed, you can always do this by right clicking on the shipment and selecting Add Document. The document created inside a shipment will by filled automatically with the data from that shipment. The document can be edited or viewed by selecting it on the left pane and the document is displayed on the right pane. You can print the document with the File/Print menu command. Magaya Cargo System automatically saves the print configuration for each type of document. If you want to print all the documents of a shipment, just select it on the left pane and click on the File/Print command. Each document will be printed by the printer it was using unless you explicitly force print to another printer on print dialog. Each time you change the shipment properties or the pieces in the packing list, the document is reloaded with the new data unless you explicitly unlink the document from the shipment by right clicking on the document and selecting Linked to shipment on the menu. 12

Sending the shipment

When you have finished with the shipment documentation, it is ready to be sent to the destination agent. Just use the Send command on the Messages menu. Magaya Cargo System prompts you to set the sent shipment to the In Transit status. The status will be updated automatically via the Magaya Network. When the cargo physically arrives at the destination, the status will be set as Received. When the cargo is delivered to the consignee, the status will be set as Delivered. The status of the shipment will update the status of the cargo in your database. So the warehouse receipt status will be updated as At Destination and Delivered according with the status of the cargo it contains. If you are not online or not in contact with the destination agent for a shipment through the Magaya Network, you can still change the status of the cargo using the Shipment menu commands Set/Reset In Transit, Set/Reset Received, or Set/Reset Delivered.

Using the shipment List for reports

By selecting theShipment entry in the Warehousing folder you can view all shipments you have done with the system. You can use this list to prepare reports about the cargo you are moving and use the file/print command to print them. To prepare reports you can choose the columns of the table that you want to see using the Choose Columns entry on the Actions button.

Useful shipping data

In the Maintenance folder you find data that is used in the shipping process. Carriers - Companies the move the cargo from one point to another. Forwarding Agents - Companies that act as agents of the cargo transportation process. Warehouse providers - Companies that give warehousing service. Customers - Parties interested on the cargo movement, shipper and consignee. Vendors - Entities that sell products and services to your company. Ports - Points to where the cargo is moved. Countries - Where the ports are located.

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Messages and Communication

Send by email
The basic service that gives the Magaya Cargo System is sending any document by email. The email messages are delivered using the same email client installed on the end-user computer. o send email the only thing you have to do is configure the Magaya Cargo System to use the mail client installed locally. The documents are sent as an attachment in the emails in html format. When you are sending an email you can also attach any other file you want your client to see with the document you are sending.

Magaya Network
The Magaya Network is a virtual network over the Internet that groups the cargo agents that use the Magaya Cargo System software. The cargo agents inside the Magaya Network can transfer shipment data to the agent at destination and allows his clients to see in real time the status of his cargo through the web. Furthermore the cargo agents can communicate with their warehouse providers to receive the warehouse receipts of the cargo they have stored.

Registering your Magaya Network ID

The first step to establish communication in the Magaya Network is to register as a Magaya Network user. This can be done through the Internet at www.Magaya.com. Once you have your ID and password you are ready to log in to the Magaya Network using the Magaya Communication Server. The second step is to enter the Magaya Network IDs of the destination cargo agents you want to establish communication with. This can be done in the Magaya Cargo Explorer under the Maintenance folder Forwarding Agents table. Once you enter the ID for the cargo agents you can see them in the Messages folder in the Magaya Network Users table. Here you can see if they are online. Now you can start communication with other members of the Magaya Network.

Forwarder - Agent Communication

Once the forwarder has all the shipment documentation ready he can send it to the agent at destination. Just by right clicking on the shipment, choosing the Send To command and selecting the destination entity for the message. The forwarder agent at destination receives the shipment and it is saved in the selected folder, by default the Incoming Shipments folder. At this point the destination agent has all the data and documentation that corresponds to this shipment, he can print the documents at any moment and the most important thing is he can process the reception of the cargo once it arrives to his warehouse by selecting from the cargo in the incoming shipments. You do not have to enter the data twice; it is already in your system because your partner at origin sent it to you through the Magaya Network. The shipments that you receive via the Magaya Network appear in the In Transit folder under the Warehousing folder.

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When you receive the cargo you need to follow these steps in order to process the reception of the cargo: Find the currently received shipment in the In Transit folder. You can use the find command under the Edit menu and use the Way Bill number to find it. Right click on the found shipment and in the context menu select Reception. In the Reception Dialog select the pieces of the shipment that you are receiving at this moment and click on the Receive button. A warehouse receipt will be generated for the received cargo. If cargo is inside a container you may need to go to the created warehouse receipts to unpack the cargo. At this point you can use the cargo entered to send it in another shipment or to release it to the final client. The Magaya Cargo System keeps the status of the cargo by sending acknowledge messages to the sender of the shipment to inform him that the cargo was received and that it was delivered to the consignee. So you always know the status of the cargo.

Forwarder-Warehouse Provider Communication

The warehouse provider and freight forwarder can transfer warehousing data and the forwarder can send loading guides to inform the provider what cargo he needs to load. The warehouse provider sends back the packing list as his answer to the forwarder to tell him the exact way in which the cargo was packed. The whole process starts after the warehouse provider enters a warehouse receipt. At this point the warehouse receipt needs to be sent to the forwarder so he can include it later in a loading guide. To send a warehouse receipt with the document view mode open, right-click on the Warehouse Receipts entry under the Warehousing folder, a context menu will appear then select Send To and choose the destination for that warehouse receipt. The forwarder that uses the warehouse providers services receives the cargo information in the warehouse receipt that was sent by the provider. The forwarder can now create a shipment using the cargo in the warehouse receipt. He creates a shipment using the methods described above loading the cargo into the loading guide. Right click on the shipment you want to send the loading guide and on the context menu select Send Loading Guide the loading guide will be sent to the warehouse provider. The warehouse provider will receive loading guides as shipments and will be saved in a folder selected to save the loading guides, by default, the Outgoing Shipments folder. Once the loading guide is received, it can be loaded in the packing list following the procedures described above. Then you must send the shipment back as a packing list to the forwarder that requested to move that cargo. Just right click on the shipment and select Send Packing List and the packing list will be sent to the shipments owner. At this point the forwarder can use the received packing list to generate the documentation for this shipment and send it to the destination agent.

Forwarder - Client Communication

The other communication service available under the Magaya Network is the capability of the forwarder clients to see the status of their cargo through the Internet. By accessing the Magaya web site they can connect through the Magaya Network right to the Freight Forwarder server machine to query the status of the cargo. With the Magaya Cargo System comes a utility application that allows you to control which clients can see the cargo through the web and give then a login name and password to see their data. 15

What clients can see?

The clients are the shipper and consignee for the cargo. They can see only the cargo that belongs to them, the cargo data for which they were entered as shipper or consignee.

Send and Sent To commands

There are two principal commands to send data through the Magaya Network this are the Send and Send To commands. The Send To command is the generic one, you select the object to send and select also the destination for the message for the list of your Magaya Network contacts. The Send command is the automated one in which you select the data to send and the system remembers the entities that you commonly send this type of data to. There is a way to tell the Magaya Cargo System the entities that will receive certain type of data, under the Options menu select configuration and Outgoing Messages. Here you can select which entities will receive the warehouse receipt and the shipments.

Out Box
The messages you send are queued on the out box for the Magaya Communication server to deliver them.

In Box
In the In Box you have the list of all the received messages. Each message has an icon indicating if it was saved to the database and a check box indicating if the user already opened it to see its content. The place to save the messages in the database can be configured under the Options menu Configuration and Incoming Messages in this dialog you can also configure some system behavior on how to update your database with the new messages.

Sent
In the Sent list you have all the messages that were sent through the Magaya Network. This queue is useful because you can review the sent data at any time.

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Incoming Shipments
The incoming shipment folder is the default folder for the cargo that arrives to your system through a shipment sent via the Magaya Network. The shipments that came via Magaya Network are placed also in the In transit folder under the Warehousing folder. The purpose of this folder is to allow the employees at the warehouse to easily locate the shipments that arrive to make the reception process.

Cargo Reception
Once you receive a shipment you can make the reception when the cargo arrives physically to the warehouse. To make the reception: Find the currently received shipment in the In Transit folder. You can use the find command under the Edit menu and use the Way Bill number to find it. Right click on the found shipment and on the context menu select Reception. On the Reception Dialog select the pieces of the shipment that you are receiving at that moment and click on the Receive button. A warehouse receipt will be generated for the received cargo. If the cargo is inside a container you may need to go to the created warehouse receipt to unpack the cargo. At this point you can use the cargo received to send it in another shipment or to release it to the final client. The cargo agent that sent you the shipment will be notified that the cargo arrived to your warehouse. The notification is done via Magaya Network.

Cargo Delivery (Release)

The cargo delivery is nothing more than creating a Cargo Release with the cargo that arrived via the Magaya Network. Just follow the steps to make a cargo release and select the item from a warehouse generated by the cargo reception procedure. Or you can use the shipment release command by right clicking on the desired shipment. The cargo agent that sent the shipment to your company will be notified that the cargo has been delivered. The notification is done via Magaya Network. The above process is an import shipment, however for the steps above you must be using the Magaya Network and the cargo must be transmitted to you from another agent. What if you are not online or are not receiving a shipment from another agent but you still want create an import shipment? If you are not online you still can create Incoming Shipments you can use the Consolidation wizard for imports. This allows you to enter the documentation for that shipment as an import but you will not be able to have the cargo automatically in it. So the ideal option for imports is to be online and receive the shipment via Magaya Network, if you are working with an agent that does not have Magaya cargo system they can download it at www.magaya.com.

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Accounting
Magaya Cargo System was designed with a completed integrated accounting solutionfor cargo transportation companies. It gives you the tools to manage your accounting, it is easy to learn and use. You can have the reports that you are looking for in just seconds such as financial reports, sales reports and expense reports. Magaya Cargo System (MCS) has a complete accounting package integrated with the shipping process. In Magaya you can enter accounting information at any point of the shipping process. There are two valid ways of keeping track of the expense and income charges in MCS. One way is adding the charges while you are processing the cargo and at the release of the cargo run the liquidation and the system will automatically generate the bills and invoices. The other way is entering the invoices and bills at the moment you get them. The two ways can be combined to obtain the best results. In MCS there is an Accounting folder in which you have all the information posted to the accounting and at the same time you can enter accounting information directly in the accounting folder. The following figure explains the data flow with accounting in the Magaya Cargo System. Invoices Bills Financial Reports Receive Payments Make Payments Sales Reports Make Deposits Bank Account Expenses Reports

Write Checks

Reconcile

Later we will explain each of these processes.

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Setup the accounting

Chart of account The first step when you start using an accounting system is to setup the general ledger accounts. The general ledger accounts can be found on the Chart of Accounts entry under the Accounting folder. Using the Add, Edit and Delete buttons at the bottom you can modify your chart of accounts. To create a new account click on the Add button and enter the account type and the Name of the account.

Items and Services The items and services are the definitions of items that you buy from vendors or the items that you sell to your customers. The Items and Services can be found under the Accounting folder. Using the Add, Edit and Delete buttons at the bottom you can modify the definition of your items and services. In order to create a new item just click on the Add button, you need to enter the account related to this item. The selected account defines if the item is an expense or an income. The following figure shows how types of accounts are related with the Invoices, Bill and the detail in the invoices and bills.
The full amount of the invoice goes to the account receivable account. The full amount of the bill goes to the account payable account.

Account Receivable Income Accounts

The amount in the detail of the invoices goes to the income accounts refered by each charge

Invoice

Account Payable Expense Accounts

The amount in the detail of the bills goes to the expense accounts refered by each charge

Bill

Charges in the detail

Charges in the detail

The items or services that you resell must be related at the time you enter them because the system uses this relation to prorate the cost in the houses by the cost in the master when performing liquidation in the consolidation. For this purpose use the This is a resale item check box on the item dialog and select the related item.

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Tracking charges while moving the cargo

As we previously said with the Magaya Cargo System you can start entering the expenses or income charges at any point during the shipping process. And at the end of the process you simply run the liquidation process to generate the invoices and bills that go to the accounting. Lets explain now how we can do this. All the transactions in Magaya Cargo System (Pickup Orders, Warehouse Receipts, Cargo Releases and Shipments) have a Charges window where you can enter the expenses or income items related with the specific transaction. For example lets suppose that you are receiving the cargo at the warehouse and you have an inland freight charge to pay to the trucking company that brought the cargo to the warehouse. You can go to the charges window of the warehouse receipt and add there an expense for inland freight. Furthermore if you have to charge the client at this point for handling, you can add an income for handling in the same charges window. The charges that you added during the cargo handling in the Pickup Order or in the Warehouse Receipt will be pulled to the shipment were you are moving the cargo. In this way you will always remember what you are charging.

Shipments Following the previous procedure in the shipment is where you finish the service that you are giving to your client and proceed to create the invoices for them. Under the shipment there is also a charges window, there you will have the charges that you entered in the warehouse receipt that you are moving but you can also add some charges at this point like documentation charges, freight charges or freight expenses. When you are done with the charges in the complete shipment (straight or consolidation) you can proceed with the liquidation. The liquidation is the process in which you create the invoices for the clients, bills for the carrier, liquidate the amount that you are sharing with your agent and create the checks for the salespersons commissions. Magaya Cargo System does this process automatically and all the information goes to the accounting. The only thing you have to do is verify that all the charges are entered and shared amounts are what you really want to share and then click on the Generate button. The following diagram shows the data flow in the Magaya Cargo System until it arrives to the accounting.

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Pickup Order
Shipping

Receive

Warehouse Receipt
Shipping Release

Generation

Shipment
Liquidation

Cargo Release
Generation

Accounting
The liquidation for a shipment is accessible from the context menu Accounting/Liquidation, there you can see the detail of all the charges in the master shipment grouped by houses.

Generating accounting entries in the Pickup Orders and Cargo Releases. If the operation does not end with a shipment you have the chance to generate invoices and bills in a Pickup Order or a Cargo Release. This process is the same as the liquidation for the shipment. To generate invoices from a Pickup Order or a Cargo Release just go to the charges window and click on the Generate button.

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Invoicing and Billing without using the liquidation

Magaya Cargo System allows you to enter invoices and bills related to the cargo. You can relate invoices and bills to Pickup Orders, Warehouse Receipts, Cargo Releases and Shipment. The following diagram explains this.

Pickup Order

Invoices and Bills Invoices and Bills Invoices and Bills Invoices and Bills

Cargo Release

Shipment

In the Warehouse Receipts to enter invoices, go to the list right click on the desired Warehouse Receipt from the context menu select Transaction List, the system will show the list with the transactions related with the selected Warehouse Receipt use the Add, Edit, Delete to add or remove new transactions. The invoices and bills entered in this way are also accessible from the invoices and bills list in the Accounting Folder. The charges added in this way will appear in the charges list or the warehouse receipt in posted status. The same apply for the Pickup Orders and Cargo Releases.

Reports
Magaya Cargo System allows you to obtain reports from the accounting information in your database. There are three types of reports the financial reports, sales reports and expense reports. Financial Reports Income Statement: A summary of the revenues and expenses for a specific period of time, such as a month or a year, so you can verify whether your business is operating at a profit or a loss. This report shows subtotals for each income or expense account in your chart of accounts. At the end you can see the net income (or loss) for the current period. Initially the report covers the current month but you can change the date range as required. Balance Sheet: A list of the assets, liabilities, and owners equity as of a specific date, usually at the close of the last day of a month or a year. Initially the date is todays day but you can change it as required. Statement of Cash Flows: provides useful information to the company about the ability to generate cash from operations, maintain and expand its operating capacity, meet its financial obligations and pay dividends.

Accounting

Warehouse Receipt

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Sales Reports The sales report shows you how your companies sales are performing you can view this by item, by customer and by agent.

Expenses Reports The expenses report shows the expenses that you had in a certain period of time. You can view it by item, by vendor and by carrier.

Automatic Generation of Charges

Magaya Cargo System has an automatic charge generation feature for income and expense charges that you commonly use for Pickup Orders, Warehouse Receipts and Shipments. This generation process will save you time in your accounting while processing the cargo. In order to use this generation feature you must activate it thru the menu Options/Accounting and selecting the check box Generate charges automatically. Besides, you also need to select those Items and Services you want that Magaya Cargo System to generate for you automatically and you must also specify where you want them to be generated. To do this, you must select the entry Items and services under the Accounting folder, there you must select the item you want to have generated automatically, for example the Inland Charge you collect from your customers. In the Items and Services screen select the Automatic Creation tab, here you must check the Enable Automatic Creation for: option for this charge and the place where you want it to be created, for example in Warehouse Receipts. Now you have indicated to the system that it must generate an income Inland Charge in each new Warehouse Receipt, no matter which customer you have selected in the receipt. If you want to setup the generation of charges depending on the customer, you must go to the Customers entry under the Maintenance folder, once there you must select the customer. In the Customers screen select the Charges tab and here you can specify the charges you need for this customer and where you want the system to create them. The generation process runs only once for each Pickup Order, Warehouse Receipt or Shipment, but it needs some previous information to be completed before it can be executed depending on if it is a Pickup Order, a Warehouse Receipt or a Shipment. The following describes what is necessary for the generation process to run depending on the case: For a Pickup Order: The Pickup Order must be in Arriving status (must have pieces). The Pickup and Delivery information must be filled. For a Warehouse Receipt: The Warehouse Receipt must be in On Hand status (must have pieces). The Shipper and Consignee information must be filled. For a Shipment: The Shipment must be an Outgoing shipment. The Shipment must be in Loaded status. It means that the Packing List must contain some items. If it is a Master shipment the Carrier must be filled. If it is a House shipment the Shipper and Consignee must be filled. If it is a Straight shipment the Carrier, Shipper and Consignee must be filled. 23

AES with Magaya Cargo System

About AES
The Automated Export System (AES) is the electronic way to file the Shipper's Export Declaration (SED) and the ocean manifest information directly to U.S. Customs. The Automated Export System (AES) is a joint venture between the U.S. Customs Service, the Foreign Trade Division of the Bureau of the Census (Commerce), the Bureau of Export Administration (Commerce), the Office of Defense Trade Controls (State), other Federal agencies, and the export trade community. It is the central point through which export shipment data required by multiple agencies is filed electronically to Customs, using the efficiencies of Electronic Data Interchange (EDI). AES provides an alternative to filing paper Shipper's Export Declarations (SEDs). Export information is collected electronically and edited immediately, and errors are detected and corrected at the time of filing. AES is a nationwide system operational at all ports and for all methods of transportation. It was designed to assure compliance with and enforcement of laws relating to exporting, improve trade statistics, reduce duplicate reporting to multiple agencies, and improve customer service. AES has the goal of paperless reporting of export information by the year 2002. Now you can send your Export documentation using the Magaya Cargo System WEBLink connection to AES servers and post the data right from your system using the valuable features of Magaya Cargo System.

Importing Data for the SED

Magaya Cargo System has several features that will help you in filling out the SED. Some of these features are related to data that could be necessary to import from text files to your database. All this data is accompanied with search engines to find the appropriate codes. This data is fully used in the creation of the SED and include: The Schedule B codes (Commodities Classification): The Schedule B codes are located in the Commodities Classification item on the Warehousing Folder. To import the schedule B codes use the <Actions> button of the right pane or the option File/ Import/ Commodities Classification in the main menu. The Magaya Cargo System standard setup includes the text file data\commod.txt under the installation directory with the Schedule B codes. The Schedule D codes (US Ports): To import the Schedule D codes and description you should: Select the Ports item, on the left pane, under the Maintenance folder. Press the <Actions> button and select Schedule D Codes from the popup menu. The Schedule D Screen is shown. In this screen theres also an <Actions> button. Press it and select import on the popup menu. The Magaya Cargo System standard setup includes the text file data\SED\schd_D.txt under the installation directory with the Schedule D codes. The Schedule K codes (Foreign Ports): To import the Schedule K codes and description you should: Select the Ports item, on the left pane, under the Maintenance folder. Press the <Actions> button and select Schedule K Codes from the popup menu. The Schedule K screen is shown. In this screen theres also an <Actions> button. Press it and select import on the popup menu. The Magaya Cargo System standard setup includes the text file data\SED\schd_K.txt under the installation directory with the Schedule K codes.

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The Export Codes: Its not necessary to import the Export Codes in the Magaya Cargo System. They are already included in the database. If you want to edit the Export codes you can do it by selecting the Commodities Classification item on the left pane under the Warehousing folder. Press the <Actions> button and select Export Codes from the popup menu. The License Codes: Its not necessary to import the License Codes in the Magaya Cargo System. They are already included in the database. If you want to edit the License codes you can do it by selecting the Commodities Classification item on the left pane under the Warehousing folder. Press the <Action> button and select License Codes from the popup menu. The IATA and SCAC Codes for Carriers: The IATA and SCAC codes and description for carriers can be imported by: Selecting the Carriers item, on the Maintenance folder. Pressing the <Actions> button, and selecting IATA or SCAC from the popup menu. The required screen is shown. This screen also has an <Actions> button. Press it and select import. The Magaya Cargo System standard setup include the text files data\Carrier\IATA2.txt, data\Carrier\IATA3.txt and data\Carrier\SCAC.txt under the installation directory with the two digits IATA codes, three digits IATA codes and the SCAC codes, respectively.

What you need to start sending SED to AES?

In order to communicate with the AES server you need to have an authorized AESDirect Account. You can obtain this account by filling the application form at www.AESDirect.gov at no cost to you. It will take 1 to 2 days to get your account user name and password to start sending SED. The Customs Service also requires that you read a tutorial and take a quiz on how to use AESDirect web site before they authorize you file SED online. You also need an Internet connection to access the AES servers via Internet.

Sending data to AES

We assume that you are familiar with the shipment creation process in the Magaya Cargo System. Once you have the shipment ready, you can send it to AES by right clicking on the desired shipment in the left pane and select Send/Send SED to AES on the popup menu that appears. This can also be done by selecting Shipment/Send SED to AES from the main menu, or by clicking on the Send SED icon in the shipments toolbar, with the desired shipment selected. The Web SED dialog box will appear. It shows you all the data you are going to send. Magaya Cargo System runs a validation procedure in the data you are sending and shows you the fields that didnt pass the validation in red with the appropriate error message. At this point you can go back and correct the problem or press the Send SED button to continue with the connection to AES, you will be asked about missed fields later by AES. Any field filled under the AES pages will not be saved to your database. So, if you have any problems with the data you are sending, it is recommended that you correct it in the right Magaya Cargo System dialog in order to be saved to the database.

Entering the AES data in Magaya Cargo System

As part of the export process the data needed for AES is integrated with the rest of the system and it can be entered while you are filling the shipments. The data required by AES is divided in the following parts, as you can see in the Web SED dialog: 1. General Information. Shipment Reference Number: House Air Waybill or Bill of Lading Number. Enter it in the General page of the shipment Properties dialog. This field is always required. Booking Number: Booking Number in Ocean Shipments or Air Waybill number of the master in Air Shipments. Enter it in the General page of the shipment Properties dialog. This field is only required for Ocean Shipments. 25

State of Origin: This field is taken from the state field of the Port of Export (in Ocean Shipments) or the Airport of Departure (in Air Shipments). Enter it in the Routing page of the shipment Properties dialog. This field is always required. Foreign Trade Zone: FTZ. Enter it in the Routing page of the shipment Properties dialog. Port of Export: Port of Export in Ocean Shipments or Airport of Destination in Air Shipments. For this field it is also necessary to select the Schedule D Origin code. Enter them in the Routing page of the shipment Properties dialog. This field is always required. See also, Importing Data for the SED. Country of Destination: This field is taken from the country of the Port of Unloading in Ocean Shipment or Airport of Destination in Air Shipments. Enter it in the Routing page of the shipment Properties dialog. This field is always required. Port of Unlading: Port of Unloading in Ocean Shipments or Airport of Destination in Air Shipments. For this field is also necessary to select the Schedule K Destination code. Enter them in the Routing page of the shipment Properties dialog. This field is only required by AES for Ocean Shipment, but because the Country of Destination is taken from this field, we have to include it always. See also, Importing Data for the SED. Departure Date: This field is the Departure Date for Ocean Shipments. Enter it in the General page of the shipment Property dialog. For Air Shipments, this field is the Flight Date. It can be entered on the Routing page of the shipment Properties dialog. Mode of Transport: Enter it in the Routing page of the shipment Properties dialog. This field is always required. Carrier: Enter it in the General page for the Air Shipment or the Routing page for Ocean Shipment of the Properties dialog. This field is always required. Conveyance Name: Voyage Identification for Ocean Shipments or Flight Number for Air Shipments. Enter it in the Routing page of the shipment Properties dialog. This field is always required. Vessel Flag: Only for Ocean Shipments. Enter it in the Routing page of the shipment properties dialog. Related Companies: Enter it in the Entities page of the shipment Properties dialog. Waiver of Prior Notice: This field is referred to a feature that AES Direct has not implemented yet. Hazardous Cargo: The shipment has hazardous cargo if at least one of its items is a dangerous good. Routed Transaction Flag: Enter it in the shipment properties dialog, routing page.

2. U.S. Principal Party in Interest (USPPI) This is the shipper entered in the Entities page of the shipment Properties dialog. The data for this entity was entered in the Customer entry under the Maintenance folder. Name: Shipper name. Enter it in the customer list by editing an existing customer or by adding a new customer. This field is always required. ID Number: Identification number in the customer dialog, General page. Enter it in the customer list. This field is always required. ID Type: Identification type in the customer dialog, General page. Enter it in the customer list. This field is always required. Address, city, state and zip code: Address of the shipper. The address is first entered in the customer dialog box, in the address page. But when the entity is selected in the shipment, the address is copied. So, if you change the address inside the shipment, the address in the entity will remain the same. These fields are always required. 26

Contact Name: Enter it in the customer dialog in the customer list. This field is always required. Contact Phone: Enter it in the customer dialog in the customer list. This field is always required. 3. Ultimate Consignee This is the consignee entered in the Entities page of the shipment Properties dialog. The data for this entity was entered in the Customer entry under the Maintenance folder. Name: Consignee name. Enter it in the customer list by editing an existing customer or by adding a new consignee. This field is always required. Address, city, state and zip code: Address of the consignee. The address is first entered in the customer dialog box, in the address page. But when the entity is selected on the shipment, the address is copied. So, if you change the address inside the shipment, the address in the entity will remain the same. These fields are always required, except the postal code. Contact Name: Enter it in the customer dialog in the customer list. Contact Phone: Enter it in the customer dialog in the customer list. 4. Intermediate Consignee This is the intermediate consignee entered in the Entities page of the shipment Properties dialog. The data for this entity was entered in the Customer entry under the Maintenance folder. All the fields of the intermediate consignee are optional. Name: Consignee name. Enter it in the customer list by editing an existing customer or adding a new consignee. Address, city, state and zip code: Address of the intermediate consignee. The address is first entered in the customer dialog box, in the address page. But when the entity is selected in the shipment, the address is copied. So, if you change the address inside the shipment, the address in the entity will remain the same. Contact Name: Enter it in the customer dialog in the customer list. Contact Phone: Enter it in the customer dialog in the customer list. 5. Freight Forwarder This is the forwarding agent in the Entities page of the shipment Properties dialog. The data for this entity was entered in the Forwarding Agent entry under the Maintenance folder. It is not necessary to send this data when the filer is the Freight Forwarder. Name: Forwarder agent name. Enter it in the forwarding agent list by editing an existing agent or by adding a new forwarding agent. This field is always required. ID Number: Identification number in the Forwarding Agent dialog, general page. Enter it in the Forwarding Agent list. This field is always required. ID Type: Identification type on the Forwarding Agent dialog, general page. Enter it in the Forwarding Agent list. This field is always required. Address, city, state and zip code: Address on the Forwarding Agent. The address is first entered in the customer dialog box, in the address page. But when the entity is selected on the shipment, the address is copied. So, if you change the address inside the shipment, the address in the entity will remain the same. These fields are always required, except the postal code. Contact Name: Enter it in the Forwarding Agent dialog in the Forwarding Agent list. This field is always required. Contact Phone: Enter it in the Forwarding Agent dialog in the Forwarding Agent list. This field is always required.

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6. Items The items included on the SED are those in the packing list of the shipment that have the filed checked Include in SED. The item data is accessible either from the warehouse receipt or from the packing list of the shipment. In the item (commodity) dialog, SED page, you can enter the necessary data to add an item to the SED. This include: Export Code: Enter it in the commodity dialog, SED page. This field is always required. Value in Whole US Dollars: Enter it in the commodity dialog, SED page. This field is always required and cant be zero. First unit of measure: Comes from the Schedule B selected for the item. Enter it in the commodity dialog, SED page. This field is required unless using a limited export code. First Quantity (In first unit of measure): Enter it in the commodity dialog, SED page. This field is required unless using a limited export code, or first unit of measure is X (No unit required). Second unit of measure: Comes from the Schedule B selected for the item. Enter it in the commodity dialog, SED page. This field is mandatory if required by commodity, unless using a limited export code. Second Quantity (in second unit of measure): Enter it in the commodity dialog, SED page. This field is mandatory if required by commodity, unless using a limited export code. Gross Weight (in whole Kilograms): Enter it in the commodity dialog, general page. This field is always required and cant be zero. License Type: Enter it in the commodity dialog, SED page. This field is always required. License Number: Enter it in the commodity dialog, SED page. This field is mandatory is required by license type. Description: Comes from the schedule B selected for the item. Enter it in the commodity dialog, SED page. This field is always required. Commodity Code: Comes from the schedule B selected for the item. Enter it in the commodity dialog, SED page. This field is always required unless using a limited export code. ECCN: Enter it in the commodity dialog, SED page. This field is mandatory if required by the License Type. Origin: Type of origin of the cargo: Domestic or Foreign. Enter it in the commodity dialog, SED page. This field is always required. Vehicle Flag (Commodity Being Shipped is a Used Vehicle). Enter it in the commodity dialog, SED page. Once checked the Used Vehicle mark on this page, the <Vehicle> button is enabled to edit the rest of the vehicle fields. Vehicle ID Type: ID Type if the item is a vehicle. Enter it in the vehicle data dialog, under the <Vehicle> button on the SED page of the commodity dialog. Vehicle ID: ID if the item is a vehicle. Enter it in the vehicle data dialog, under the <Vehicle> button on the SED page of the commodity dialog. Vehicle Title: Title if the item is a vehicle. Enter it in the vehicle data dialog, under the <Vehicle> button on the SED page of the commodity dialog. Vehicle Title State: State of the item if it is a vehicle. Enter it in the vehicle data dialog, under the <Vehicle> button on the SED page of the commodity dialog. As you can see, all the fields can be filled while you are entering the data for the shipment. So, once the shipment is ready, the only thing you have to do is right click on it and select Send SED to AES.

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The AES response

After sending the information to AES you will receive a confirmation number (XTN) that is automatically saved on your database by the Magaya Cargo System. AES will respond using the email address entered under My Company Info, with the result of the SED filing using the XTN number to identify the transaction. The number can be seen under the Shipment/ AES Result option on the Magaya Cargo Explorer main menu.

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Magaya Communication Server

Magaya Network
The Magaya Communication Server is the component responsible for assembling the Magaya Network. The Magaya Network groups all the Magaya Communication Servers instances linked through the Magaya Corporation private servers.

Installation
To install the Communication Server follow the steps described at the end of this document in the installation utilities. After installation your system is set up to start the Magaya Communication Server each time you turn on the computer. at the bottom right of the When the Communication Server is running you can see the icon screen (on the task bar). You can access the menu options of the communication server by right clicking on this icon.

Configuration
Selecting Configure in the context menu you can access the Configuration dialog. Here you setup the addresses for the outgoing SMTP server to deliver your email messages. Check the boxes if you want to automatically connect to the Internet when the communication server starts and if you want to automatically login to the Magaya Network.

Monitoring tracking activity

Magaya Communication Server has a monitoring tool that allows you to see the communication activity. You can view the status of the out going and incoming messages and the active tracking connections. To activate the monitoring tool right click on the Magaya communication Server icon and select Monitor.

Getting online
When the Magaya Communication Server starts you will first see the login dialog for the Magaya Network here you enter you ID and password to login. You can re login at any time by choosing the Reload option on the context menu. When you are offline the icon of the Communication Server appears with a red X over it.

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Magaya Database Server

After installing the Magaya Cargo System you can see in the bottom right corner of the screen an icon that means that the Magaya Database Server is running. The installation program setups your system to start up the database server each time you turn on you computer. You know that Magaya Database Server is running if you can see the icon in the windows task bar.

The Magaya Database Server is the one that allows the computer under the local network to work at the same time with the same data and manage the storage of all the data in the Magaya Cargo System. It has an administration utility in which you can use some functions that will help you managing your database. You can access the administration dialog by right clicking on the database server icon and selecting Administrator in the context menu.

Setting Database path

Right click on the database server icon, Select Administrator and the Update button to choose the path for the database files. Ensure that the server is stopped before changing the path.

Start/Stop Database server

Click on the Start and Stop buttons to start and stop the database server.

Back up
The database server has an automatic backup utility that can be set up by clicking on the database server icon. When the Administrator dialog box is displayed, select Options. You can select the backup directory and the frequency of backing up your database. In addition you can make a backup at any time by simply clicking the Backup button. You can regularly backup your data files using the database Server Backup feature. There is no need to have everyone exit the system prior to performing a backup.

Restore
If a system has a crash you can recover from a previous backup by using the Restore option.

Logging
The database server has the ability of logging all the relevant operations of the database. You can select the file for the logging by clicking on the Logging button.

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Magaya Document Editor

The Magaya Document Editor is a program that comes with the Magaya Cargo System installation. This application is the responsible for editing and printing of the cargo documentation that you create in the shipments. You almost always will use it embedded inside the Magaya Cargo Explorer but you can use it as a stands alone application to create documents and save then to file. This program work with two types of files the ones that have the templates (*.sdf) for the documents that you will create and the others that have the data entered in the documents (*.dff). The documents templates can be located on the forms directory on the installation directory. The Documents Editor is also responsible for the viewing capabilities of the documents you can zoom and pan to move to a desired part of the document, you can move between pages.

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Magaya Access Control

The Magaya Access Control is the program that allows you to control who can access the data of your company. There are two types of access restrictions, one for the employees and other for the clients that can see the cargo through the Internet (Remote Users). The Access Control utility is intended to be used by the system administrator and can be protected by a password to avoid undesired access. On the tool bar you have two buttons to switch between the employees list and the remote users list. These lists have the same features as the ones in the Magaya Cargo Explorer. There are some buttons on the bottom used to edit the entries in the list.

Restricting access to your company information

You can control the employees in your company who can access the Magaya Cargo System. First you need to activate the employee login control on the Edit/Preferences menu. Next you can assign a password to each employee and decide if he/she can view the accounting information or not.

Setting up who can see his/her cargo through the Internet

You can setup which of your clients can see their cargo status through the Internet. In the Remote Users list click on Add, the add dialog box appears in which you can select the client to grant access to his data and to generate a user name and a password to connect to your Magaya Communication Server through the Internet.

How clients access the data?

Once you have granted access to a client, he/she can go to the Magaya Web Site (or your web site) and enter the Tracking information you have provided (user I.D. & password). This will connect the customer to your communication server which will then transmit all the relevant information. If your company has a web site you can place the Magaya Tracking tool in your own web site. The Communication Server processes the client query and sends only the information of the cargo for which he was entered as shipper or consignee. The client can see the warehousing information plus the status of the cargo in real time while he is performing the query.

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Installation utilities
The Magaya Cargo System comes with some application utilities to help you install the rest of the components of the system in the users computers.

Setup Clients
The main setup utility is the Setup Client which installs the Magaya Cargo Explorer in the client computers to access the Magaya Database Server through the local network. You must run this program in each workstation that you have planned to use the Magaya Cargo System. To setup the Magaya Cargo Explorer from each workstation find the server computer through the network and run the SetupClient.exe program that is in the installation directory of the Magaya Cargo System. You can find detailed information about the installation procedures in the Magaya Cargo System CD in a document called install.htm.

Setup Communication Server

The Magaya Communication Server can be setup with a utility application in the computer you have chosen to be your point of communication with the rest of the world through the Internet. To setup the Magaya Communication Server from the workstation find the server computer through the network and run the SetupCS.exe program that is in the installation directory of the Magaya Cargo System. A dialog box will appear, just click on the Install button to start the installation procedure.

Setup Access Control

The Magaya Access Control can also be setup with a utility application in the workstation you have chosen to be used by the system administrator. To setup the Magaya Access Control from the workstation find the server computer through the network and run the SetupAC.exe program that is in the installation directory of the Magaya Cargo System. A dialog box will appear, just click on the Install button to start the installation procedure.

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