February 2013

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From the Editor

In the Works

This month’s how-to article provides an example of importing a list of customer names and all their contact information into your Magaya Explorer.

When military supplies are needed around the world, the government relies on certi-fied freight forwarders to ship the items. See how Forward Systems Group of Miami applies their specialized skill handling this freight and more using their Magaya Cargo System.

Magaya Corporation invites you, your employees and families to join us in a 5K run/walk event in Doral, FL, on April 27, 2013 to support the American Cancer Society and to have fun. There will be races for men, women and kids with awards for all cat-egories. Create a team at your office or family or join ours! Stay tuned for more details in the Magaya Network Community group on LinkedIn.com.

In the next release of Magaya software, users with administrative rights in their Magaya system will have an easy way to reset their password.

How it Works

During the update to the new version, the admin will see a new screen when they log in for the first time.

Select two security questions from the drop-down menus.

The answers to these questions will be saved.

After setting this, the admin will not see this screen again when they log in. They will see the usual login screen with a new link: “Forgot password?”

If an admin forgets their password, they click on the link. The security questions screen will open. When the questions are an-swered correctly, a screen will open to enable resetting a new password.

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Import Data into your Magaya Explorer

January 2013

Forward Systems

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How Topage 2

Many types of data can be imported into Magaya Explorer. This how-to article shows one example, how to import your customer list. This saves time and errors that manual entry can cause by typing in names, addresses, phone numbers, and more.

To import data into your Magaya system such as your customers or vendors, go to the list (or folder) in Magaya Explorer where you want to import the data, and follow these steps.

Click on the Actions button and select “Import”.1.

The following dialog box will open:

Options for importing data include XML or CSV. Let’s look at the CSV option first.

Import CSV:

The “Import CSV” option provides a way to choose the columns of data you need.

The columns names in the CSV spreadsheet need to match the columns you select in the Magaya system. Compare this example spreadsheet with the Magaya dialog box. The columns are the same: Name, Phone, Email, Fax, Contact First Name, etc.

Now set the columns in your Magaya system by clicking the “Import CSV” button. The “Select Columns” dialog box opens. Next, follow these steps:

Select the columns to match your spreadsheet columns. Uncheck any that do not •apply, and change their order as needed.

Import Data into your Magaya Explorer

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How Topage 3

Click the “Browse” button to select a folder on your computer (or network) to save •the file.

Click the “Import” button. •

Note: If a customer name already exists in the Magaya database, it will not be saved again. Any unsaved items will show in the dialog box.

Verify the information saved in the location specified.•

Import XML:

The “Import XML” option is often used to import data such as carriers. Let’s look at an example of the XML import dialog box and how to use it:

Click the Browse button to open a folder location on your computer (or network) to •save the file.

Click the checkboxes that apply to your needs.•

Click the “Import” button. The data is displayed in the dialog box. •

Click “Save” to save the data in your Magaya Explorer. •

Note: If a record (customer name) already exists in the Magaya database, it will not be saved again. It will display in a list of unsaved items. The system only saves new transac-tion files.

Click the “Close” button. •

Verify the transactions are saved in the Customer List in your database. •

If you want to import other types of data into your Magaya Explorer such as vendors, the steps are similar. For an example of importing warehouse data, see the Magaya Supply Chain Solution Operations Manual, Chapter 7, available in PDF from our website’s Training page. Please contact us with any questions.

Import Data into your Magaya Explorer Continued

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New CustomersMagayaInsider

• A Active Freezone Cargo, Compton, California

• Affinity Logística Internacional Ltda., Barueri,

Brazil

• Agunsa Logistics SAS, Bogotá, Colombia

• American Step Ahead, Inc., Hialeah, Florida

• Black Point International, Miami, Florida

• Business World USA LLC, Miami, Florida

• Cargo Envios Express, Castleberry, Florida

• Coastal Logistics N.V., Paramaribo, Surinam

• CSF Couriers Limited, Montrose, Trinidad and

Tobago

• CSF Couriers Limited USA, Pompano Beach,

Florida

• Francis Trading Agency, Ltd., St. John's,

Antigua and Barbuda

• Global Gate Mexico S de la RL de CV, Ramos

Arizpe, Mexico

• Global Logistic Partners, Inc., Miami, Florida

• GVA International Services, Inc., Miami, Florida

• ICAT Logistics, Inc., Elkridge, Maryland

• IGG Worldwide Shipping, Houston, Texas

• Jalex NV, Paramaribo, Surinam

• Latin Gate OTI, Miami, Florida

• LCM Enterprises N.V., Paramaribo, Surinam

• MEI - Marcello Silveira Vieira, Rio de Janeiro,

Brazil

• Premier Global Services, Miami, Florida

• Promise Lines, Inc., Laurel, Maryland

• Quasar Logistics, Inc., Hollis, New York

• Seven Winds Shipping, Miami, Florida

• Speed Line Co., ltd., Seoul, South Korea

• Tripoli Shipping Services, Houston, Texas

Magaya Corporation welcomes the following 26 new members who joined the Magaya Network in January 2013:(Roll your mouse over the names to see their location in the map)

Be sure to join us on our LinkedIn Group: The Magaya Network Community!

Click here to join now!

• American Step Ahead, Inc.,

Hialeah

• Black Point International, Miami

• Business World USA LLC,

Miami

• Cargo Envios Express, Castle-

berry

• CSF Couriers Limited USA,

Pompano Beach

• Global Logistic Partners, Inc.,

Miami

• GVA International Services, Inc.,

Miami

• Latin Gate OTI, Miami

• Premier Global Services, Miami

• Seven Winds Shipping, Miami

In Florida

• A Active Freezone Cargo, Compton

In California

• Agunsa Logistics SAS, Bogotá, Colombia

In Colombia

• Affinity Logística Interna-cional Ltda., Barueri, Brazil

• MEI - Marcello Silveira Vieira, Rio de Janeiro, Brazil

In Brazil

• Speed Line Co., ltd., Seoul, South Korea

In South Korea

• Global Gate Mexico S de la RL de CV, Ramos Arizpe, Mexico

In Mexico

• Coastal Logistics N.V., Paramaribo, Surinam

• Jalex NV, Paramaribo, Surinam

• LCM Enterprises N.V., Paramaribo, Surinam

In Surinam

• CSF Couriers Limited, Montrose, Trinidad and Tobago

• Francis Trading Agency, Ltd., St. John's, Antigua and Barbuda

In the Caribbean:

• Quasar Logistics, Inc., Hollis

In New York

• IGG Worldwide Shipping, Houston, Texas

• Tripoli Shipping Services, Houston, Texas

In Texas

• ICAT Logistics, Inc., Elkridge, Maryland

• Promise Lines, Inc., Laurel, Maryland

In Maryland

Moving ForwardForward Systems Group ships military supplies and other cargo from the U.S. to many countries worldwide. If parts need repairs, Forward Systems tracks the complete lifecycle from repair to return. They maintain all their shipment and cargo data in their software which makes it easy to create reports for Customs and others.

,,,,Any forwarder can ship freight from one place to another. It’s the information that you provide that is the valuable thing.

Maurice Forelle, President/CEO, Forward Systems Group

CASE STUDY:

Forward Systems Group Freight Forwarder/NVOCC

ChallengesWorking with governments requires adherence to regulations. Each

country has its own regulations, and each agency within a government

has its own rules that must be complied with in order to do business

with that agency. Shipping freight for the government presents its

own challenges and requirements. For example, in order to ship

military supplies for the U.S. government, a freight forwarder must

be part of the Foreign Military Sales (FMS) program and register as an

exporter with the U.S. Directorate of Defense Trade Controls (DDTC).

Manufacturers and brokers must also register and receive a license.

When a registered freight forwarder ships FMS materiel to another

country, that country’s embassy must designate that freight forwarder

for their FMS transactions. Every transaction must be tracked and

details about the items must be made available to the government

whenever they ask.

Compliance with these requests is done quickly and efficiently by the

staff and owners of Forward Systems Group by creating reports and

documents from their Magaya Cargo System.

President and CEO of Forward Systems Group Maurice Forelle and his

partner Ricardo Castano have years of experience handling FMS cargo

and non-military items. When they decided to pool their resources

and start Forward Systems Group, they each brought with them

staff members with the depth and breadth of experience needed to

provide the quality of service that Mr. Forelle and Mr. Castano were

looking for.

The right people make the difference in the success of a company, Mr.

Forelle said. “We choose our employees carefully, and our select our

vendors with the same care. That’s why I chose Magaya software.”

Mr. Forelle was familiar with Magaya software prior to opening his

business; he saw documents and received email tracking links from

other companies who were using Magaya software. His partner,

Ricardo Castano, was also familiar with it and recommended it.

The software is easy to learn, Mr. Forelle said, “and it can be customized

and tweaked.” That customization was a requirement for his company

to ensure they meet the regulations for their government customers. In

addition to customization features, they wanted integrated accounting

and strong operations procedures for their exports and imports.

The Power of Being OrganizedWhen trucks arrive at the warehouse and drop off cargo, every item

is scanned, labeled, and neatly stacked. Since each FMS customer is

licensed, Forward Systems Group organized their warehouse by these

license numbers, so they know who the cargo belongs to and exactly

where it is at all times.

They customized their Warehouse Receipt documents to capture

information required for the military shipments. The data in these fields

can be gathered from the system and presented in reports quickly. This

enables Forward Systems Group to comply with government requests

for reports, even during a surprise visit by an agency.

At a GlanceForward Systems Group

http://forwardsystemsgroup.com

IndustryFreight Forwarder/NVOCC

SolutionMagaya Cargo System, Bar Coding

Forward Systems Group is a freight forwarder based in Miami, FL, that ships cargo

worldwide, specializing in shipping military equipment from the U.S. to many countries.

They are a TSA approved IAC and are a member of the World Cargo Alliance (WCA).

Forward Systems Group

All rights reserved. Magaya, the Magaya logo and all products are all trademarked unless specifically specified as of a third party.© Copyright 2013, Magaya Corporation. 786. 845. 9150 info@magaya.com magaya.com

and his staff use the Transaction Tracking feature to email documents

and other information to customers and agents. The feature can be

automated to send messages or configured to prompt the user and ask

them if they want to send a message with a tracking link. Any time the

recipient clicks on the link, the system retrieves the latest information.

This ensures the customer or agent always sees the latest information.

Forward Systems Group keeps moving forward with technology

that can help them serve their customers better and improve their

operations. One of the improvements they are working toward is

changing from a server-based environment to using cloud technology.

Another area of growth includes expanding their work with the U.S.

government by becoming one of the few freight forwarders to meet

the requirements to connect to the Enhanced Freight Tracking System

(EFTS).

EFTS is a secure web-based shipment tracking program introduced in

2009. It provides end-to-end visibility of materiel purchased through

foreign military sales (FMS) and proof of shipment and proof of

delivery. The information identifies delays in shipments and assists in

adjudicating missing shipment claims, reducing the number of Supply

Discrepancy Reports submitted and processed.

“Any forwarder can ship freight from one place to another. It’s the

information that you provide that is the valuable thing,” Mr. Forelle

said. For example, Mr. Forelle received a request from a staff member at

a U.S. embassy in a South American country who had been working for

days to gather information of all the FMS shipments in 2012. Mr. Forelle

gathered all the data needed and created a report from his Magaya

system in 10 minutes. “That’s value.”

Mr. Forelle added the Magaya Bar Code Scanner plug-in to his software

for error-free bar code scanning of cargo as it comes in the warehouse

and is shipped out. Before implementing the scanner, they could only

process 40 to 50 items per day, but now “we can handle 100-150 items

per day easily with 2 people,” Mr. Forelle explained.

The majority of their shipments are air exports. They also process some

returns of parts that need repairs. Parts are imported back into the U.S.

and received at the Forward Systems warehouse. They are classified so

that Customs knows the items are only coming into the U.S. for repairs

and will be sent back out. Forward Systems tracks the entire lifecycle of

the repair and return.

The Value of InformationTo expand their business, Forward Systems Group recently received

their Federal Maritime Commission (FMC) license. Shipments for

their new customers include refrigerated foods and other items for

restaurants. For shipments like these, they electronically file the export

documentation through the Magaya AES plug-in.

Other documentation they create includes invoices, which Mr. Forelle

customized to include their company logo. He also added custom

fields to the Warehouse Receipt document by using the software’s

built in customization tool. The added fields not only display in the

document, but the data that fills the fields is available in reports.

Another way they make the software work for their needs is by setting

the measurement units. The system includes the option to set the units

system-wide, per transaction, or per commodity. The International

Manager, Nick Giakoumakis, explained that he uses the setting in

the Commodity dialog box which allows the user to select inches or

centimeters at the commodity level.

They have automated some charges so that they appear in certain

transactions. The charge amount is blank, Mr. Giakoumakis said, and

they add it as they work on the shipment. The automation ensures

all charges are included. The accounting charges are then transferred

directly into invoices and bills within the system, reducing paperwork.

This information not only helps Mr. Forelle keep a close eye on the

business, it also makes it easy to communicate with customers. He

Forward Systems Group