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Magaya WMS Operations Manual Table of Contents

Chapter 1: How to Use This Manual . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7 Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7 How This Manual is Organized . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7 Where to Find Help . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8 Chapter 2: Introduction to Logistics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9 Supply Chain Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9 Logistics Business Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10 Logistics Service Provider Operations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11 Creating a Quotation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11 Pickup Orders, Warehouse Receipts, and Delivery Orders . . . . . . . . . . . . . . . . . . . 11 Documentation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12 Destination Processes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13 Invoicing/Liquidation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14 Air Waybills . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15 Sample Air Waybill . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19 Bill of Lading . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20 Definitions of BL Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20 Warehouse Processes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23 Inventory Counting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25 Sales Orders and Purchase Orders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26 Chapter 3: Magaya Software Installation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29 Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29 System Requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29 Install Magaya Software . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30 Steps to Install on a Single Computer (or Server) . . . . . . . . . . . . . . . . . . . . . . . 30 Steps for Client-Server Installation on a Network . . . . . . . . . . . . . . . . . . . . . . . 32 Terminal Services Installation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33 Software Components Installed . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33 Update Magaya Software . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34 Uninstall Magaya Software . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36 Contact Magaya Help . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37 Next Steps . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38 Chapter 4: WMS Mobile Setup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39 Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39 Wireless Infrastructure Setup and Hardware Requirements . . . . . . . . . . . . . . . . . . 39 Configure WMS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43 Initial Inventory Setup on Magaya WMS Mobile . . . . . . . . . . . . . . . . . . . . . . . . . . 49

Chapter 5: Initial Software Configuration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53 Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53 Why Use the Wizards? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53 How to Make Changes to Information You Enter . . . . . . . . . . . . . . . . . . . . . . . . . . 54 How to Use the My Company Info Dialog Box . . . . . . . . . . . . . . . . . . . . . . . . . . . 55 Administrator Tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57 How to Use the Startup Wizard . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57 How to Use the Accounting Wizard . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59 Permissions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61 Add a New Employee . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64 How to Set Permissions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64 Set Up Passwords for Employees . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70 Scenario: Limiting Permissions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71 Roles Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73 Add a Role to an Employee . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73 Chapter 6: Magaya Explorer Interface . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 79 Introduction to the Magaya Explorer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 79 What Can You Do in the Magaya Explorer? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80 Menus and Toolbars . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81 Top Toolbar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81 Main Menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81 Folders and Subfolders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83 How to Add Folders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 84 Magaya Network Folder . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 84 Tasks Folder . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86 Quotations Folder . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 87 Warehousing Folder . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 87 Maintenance Folder . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 88 Rates Folder . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 95 Accounting Folder . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 95 Working with Document and List Views . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 96 Working with the List View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 97 Related Columns . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 100 Toolbars in Document and List Views . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 105 Buttons on the Toolbars . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 106 Batch Email . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 110 The Filter Button . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 112 Advanced Filter . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 114 The Find Button . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 117 The Actions Button . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 120 The Detail Button . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 122 Magaya WMS Mobile User Interface . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 123 Overview of the Magaya WMS Mobile Interface . . . . . . . . . . . . . . . . . . . . . . . . . . 124 Functions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 127 Scanner Signal . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 128

Chapter 7: Set Up Your Warehouse . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 131 Import Existing Inventory Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 131 Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 131 Import Part Numbers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 132 Import Locations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 134 Import Existing Inventory . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 138 Upgrading from the Magaya Cargo System . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 140 Create an Inventory Item Definition . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 143 Step-by-Step Procedure . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 144 Inventory Item Definitions List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 147 Add Resale Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 150 Steps . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 150 Handling of Expiration Dates for Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 152 View Resale Items in Lists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 155 Convert an Existing Inventory Item into a Resale Item . . . . . . . . . . . . . . . . . . . 157 Other Actions with Inventory Item Definitions . . . . . . . . . . . . . . . . . . . . . . . . . 158 Warehouse Zones and Locations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 159 How does Magaya Explorer use Warehouse Zone and Location Information? 160 How to Create Warehouse Zones . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 160 How to Create Warehouse Locations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 162 How to Customize Package Types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 164 Commodity Classifications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 166 Actions with Commodity Classifications List . . . . . . . . . . . . . . . . . . . . . . . . . . 167 Chapter 8: Identify Items in the Warehouse . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 173 Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 173 ID by Part Number . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 173 ID by Serial Number . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 174 ID by Magaya Receiving Label . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 174 ID by Pallet ID Label . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 175 ID by Magaya Shipping Label . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 176 Chapter 9: Pickup Orders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 177 Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 177 Steps to Create a Pickup Order . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 178 What Actions can I Perform with a Pickup Order? . . . . . . . . . . . . . . . . . . . . . . . . . 185 Print Labels . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 186 Generate Accounting Transactions from Pickup Orders . . . . . . . . . . . . . . . . . . . . . 189 Chapter 10: Receiving Cargo . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 193 Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 193 How to Create a Warehouse Receipt . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 194 Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 194 Step-by-Step Procedure . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 195 General Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 196

Shipper/Consignee Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 197 Supplier Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 198 Carrier Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 199 Commodities . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 199 Introduction to Commodities Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 199 Add Commodities . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 200 Add a Container . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 209 Scan Bar Codes to Enter Commodities . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 211 Repacking Cargo . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 213 Charges . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 214 Working with the Charges Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 217 Events . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 222 Add an Event . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 223 Define New Event . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 224 Attachments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 226 Add an Attachment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 227 Add Attachment from Scanner . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 228 Notes and Internal Notes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 234 Notes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 234 Add Clauses to Use in Notes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 234 Internal Notes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 236 What Actions can I Perform with a Warehouse Receipt? . . . . . . . . . . . . . . . . . . . . 237 Generate Accounting Transactions from a WR . . . . . . . . . . . . . . . . . . . . . . . . . 237 Other Actions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 239 Print Labels . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 240 Details Panel . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 242 Receive Cargo with Magaya WMS Mobile . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 244 Informed Receiving . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 245 Uninformed Receiving (Manual Receiving) . . . . . . . . . . . . . . . . . . . . . . . . . . . . 257 Chapter 11: Manage & Move Warehouse Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 265 Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 265 How to Manage & Move Warehouse Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 265 Introduction to the Warehouse Inspector . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 265 Moving Items Within the Warehouse . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 267 Create a Move Task: Informed Moves . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 268 Perform Move Task on the Magaya WMS Mobile Device . . . . . . . . . . . . . . . . . . . 273 Perform Manual Move Task on the Magaya WMS Mobile Device . . . . . . . . . . . . 278 Additional Warehouse Inspector Functions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 280 Find Locations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 281 Find Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 281 Filter Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 282 Configure Columns . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 283 Delete Pallet . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 283 Transfer Items Between Warehouses . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 283 Reports: Managing Items with Inventory Reports . . . . . . . . . . . . . . . . . . . . . . . . . 290

In and Out Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 293 Create Commodity Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 298 Other Types of Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 299 How to Find Commodities in Magaya Explorer . . . . . . . . . . . . . . . . . . . . . . . . . . . 299 Use the Find Button . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 300 Use the Filter Button . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 301 Chapter 12: Counting Inventory . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 303 Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 303 Create a Count Session and Count Tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 304 Perform Count on Magaya WMS Mobile Device . . . . . . . . . . . . . . . . . . . . . . . . . . 308 Process Counts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 314 Accept a Count Session . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 316 Recounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 318 Discard a Counted Item . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 319 History of Counts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 320 Other Counts Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 322 Chapter 13: Releasing Cargo . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 325 Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 325 Create a Cargo Release . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 325 Step-by-Step Procedure . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 326 Edit a Cargo Release . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 330 What Actions can I Perform with a Cargo Release? . . . . . . . . . . . . . . . . . . . . . . . . 332 Generate Accounting Transactions from a Cargo Release . . . . . . . . . . . . . . . . . 332 Other Actions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 334 Verify a Packing List in a Cargo Release . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 338 Release Cargo with WMS Mobile Devices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 339 Create a Pick Task . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 339 Perform the Pick Task on the WMS Mobile Device . . . . . . . . . . . . . . . . . . . . . 343 Create a Load Task . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 348 Perform the Load Task on the WMS Mobile Device . . . . . . . . . . . . . . . . . . . . . 349 Chapter 14: Quotations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 353 Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 353 Create a Cargo Quotation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 353 Actions for Quotations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 357 Query Rates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 360 Index

CHAPTER 1: HOW TO USE THIS MANUAL INTRODUCTION

Chapter 1: How to Use This Manual

Introduction
Welcome to the Magaya WMS Operations Manual. This manual is designed to explain all the warehousing processes, including how to receive cargo in the warehouse using Magaya WMS software on the PC and the Magaya WMS Mobile application on handheld devices, create Warehouse Receipts and Cargo Releases, how to perform inventory counts, and how to identify items in the warehouse and manage their movement. Magaya software is designed for logistics providers, freight forwarders, N.V.O.C.C.s, warehouse providers, consolidators, forwarding agents, couriers, and others in the logistics industry. Magaya software contains a complete accounting system that integrates the accounting features with the operations features in the software.

How This Manual is Organized

This manual is designed to be task oriented. You can skip to any topic you need and get step-by-step procedures for all the tasks performed in Magaya software. You can also click on any word in the Index to go to that topic. This manual is organized into the following topics: Introduction to Logistics and Warehousing Installation of the software Initial Software Configuration WMS Mobile Set Up, including hardware requirements, how to set up the wireless infrastructure, how to configure the handheld devices, perform initial inventory set up, and more An overview of the Magaya Explorer interface and the WMS Mobile interface Setting up warehouse zones and locations and import existing inventory data Identifying items in the warehouse with labels Pickup Orders

CHAPTER 1: HOW TO USE THIS MANUAL WHERE TO FIND HELP

Receiving Cargo and creating Warehouse Receipts on the PC and with handheld devices Managing and moving warehouse items, including using the Warehouse Inspector on the PC to create tasks for handheld users to move items in the warehouse, how to create inventory and commodity reports Counts, including performing inventory count sessions Releasing Cargo, including creating Pick and Load tasks for the Magaya WMS Mobile users Quotations

Where to Find Help

If you have questions or need help, please contact Magaya Corporation: Phone: (786) 845-9150 Email: [email protected] Tips and suggestions are available in Magaya software on dialog boxes and other locations in the software program. Click on the Magaya Tip button to access resources such as how-to articles and videos. The Magaya Cargo System Operations Manual, the Magaya Supply Chain Solution Operations Manual, and the Magaya WMS Operations Manual are available to view or download from the Magaya website: www.magaya.com on the Training page. Also find quick tech tips and videos on the Training page and videos on YouTube.com. Use of Magaya software and its documentation are governed by the terms set forth in your license. Copyright 2013 by Magaya Corporation. All rights reserved.

CHAPTER 2: INTRODUCTION TO LOGISTICS SUPPLY CHAIN OVERVIEW

Chapter 2: Introduction to Logistics

Supply Chain Overview
A supply chain is a network of providers of merchandise, from the raw materials suppliers to the final consumer. The supply chain consists of several entities such as logistics service providers, manufacturers, transporters, storage facilities, wholesalers and retail stores. Let's look at the whole supply chain and see the place of logistics in the chain (item 4 below). The components of the supply chain can be divided into the following parts: 1) Plan: Establish a plan for the whole supply chain. Planning and managing the supply chain requires managing the business rules, supply chain performance, data collection, inventory, capital assets, transportation, planning configuration, regulatory requirements and compliance, and supply chain risk. Source: This part of the process focuses on managing the source of supplies. The sources include stock (inventory), goods to be made to order (per specs), and goods to be engineered to order. Identify and select sources of supplies. The Source part of the supply chain must manage inventory, capital assets, incoming product, supplier network, import/export requirements, supplier agreements, and supply chain source risk. Make = Manufacture: This part of the supply chain focuses on the manufacturing of the goods from the supplies (make to stock, make to order, and engineer to order). The manufacturer must schedule production activities, issue product, produce and test, package, stage product, and release product to be delivered. Deliver = Logistics: Logistics ensures economical and efficient movement of the goods and activities of all the suppliers involved in transporting, warehousing and distributing goods. A logistics analysis provides visibility into your supply chain. It will evaluate issues such as if there are enough warehouses in the right locations for cost-efficient shipment and receipt of goods, what information systems and technology is best to use, when to provide services in-house and when to outsource, etc. The role of a logistics service provider is to handle customer inquiries about carriers, schedule pick-ups, create quotations, and manage warehouse processes (if needed) and all the information, transportation, and the finished product inventories.

2)

3)

4)

CHAPTER 2: INTRODUCTION TO LOGISTICS LOGISTICS BUSINESS OVERVIEW

5)

Returns: This part of the process manages the return of defective supplies to the source, return of excess product, etc. This part of the supply chain is also called reverse logistics. Part of the above text was drawn from supply-chain.org.

NOTE:

A failure in any part of the supply chain will affect the entire process of getting goods from origin to destination.

Logistics Business Overview

The term logistics encompasses the whole industry of moving and storing goods.The term originated with the military and how they procured and moved supplies, troops, equipment, food, etc. as the army moved from place to place. Logistics integrates the transportation, inventory, warehousing, material handling, and packaging of goods. Having a good logistics strategy in place ensure economical and efficient movement of the goods and activities of all the suppliers involved. The logistics process begins with a seller of goods. The seller may manufacture the goods and have their own warehouse, distribution center, and transportation. If they do not have all these capabilities, they will contract with other companies for these services so the seller can get their goods from the point of origin to buyers at the destination. The other companies the seller can contract with include: Carriers: Carriers transport goods by cargo ship, air, trucks or railroad. The choice of transportation type depends on factors such as if the goods need to be shipped domestically or exported internationally. There are common carriers (available for hire) and private carriers.

Distribution Centers: A Distribution Center (D.C.) is a warehouse for storing large quantities of goods. A DC could be a specialized building for refrigerated goods or an air conditioned warehouse. Goods are sent to a DC from a port. Sometimes goods may need to be deconsolidated from the shipping container before delivery to a DC. Once the goods arrive at the DC, warehouse receipts are made and goods are palletized and put away in assigned zones.

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CHAPTER 2: INTRODUCTION TO LOGISTICS LOGISTICS SERVICE PROVIDER OPERATIONS

Logistics Service Providers are freight forwarders, NVOCCs, or third-party logistics (3PL) service providers. A logistics service provider deals with carriers and others to make the transportation arrangements for the seller (or a buyer). Arrangements include procuring price quotes for shipments and making the reservations; they create a Bill of Lading that lists the goods shipped, the destination, etc. They handle all the documentation needed for international shipping and U.S. Customs. They may also have a warehouse and/or distribution center and offer these services.

Logistics Service Provider Operations

The role of the logistics provider (for example a freight forwarder or NVOCC) is to handle all the delivery processes for their customers, from point of origin to destination. A logistics provider has a sales department, accounting department, and staff who handle all the related operations or traffic department.

Creating a Quotation
The logistics providers sales department makes sales calls and takes orders from customers. They provide customers with a quotation of the price of the freight charges based on the quantity to be shipped, the distance, weight, volume, whether the goods will be shipped via air or sea, if there are any storage charges, etc. They book the shipment by checking schedules, looking at what they already have booked, what they have going out on carriers and if there is enough room left in a container to enable them to consolidate the customers shipment with other customers shipments in the same container, heading to the same destination. The logistics provider may also provide insurance for the goods.

Pickup Orders, Warehouse Receipts, and Delivery Orders

When the customer agrees on the quotation price, the traffic department creates a pickup order. The logistics provider will pick up the customers goods and bring them either to the port for immediate delivery or to the logistics providers warehouse for later delivery. The logistics provider may have their own in-house trucking department for pickup, or they may outsource the trucking. The customer may bring the goods to the warehouse themselves. If there are multiple customers shipping goods to the same destination, the logistics

11

CHAPTER 2: INTRODUCTION TO LOGISTICS DOCUMENTATION

provider will consolidate the goods into one container or air shipment to reduce shipping costs. The logistics provider creates a warehouse receipt for the customer that serves as proof of receipt at the warehouse. When the goods are shipped to the port, the logistics provider issues a Delivery Order, whether the delivery is handled in house or outsourced. Warehouse processes are covered in the section Warehouse Processes of this document.

Documentation
As part of its operations, the logistics provider creates the following mandatory documents: A Bill of Lading (Master and House versions) A Cargo Manifest

The Master Bill of Lading is a contract between a carrier and a logistics provider (or customer) that contains a list of all the goods shipped. In the case of ocean transportation, the logistics provider creates it and sends it to the carrier who verifies it, assigns a Bill of Lading number to it, and returns it to the logistics provider. The House Bill of Lading is sent from the logistics provider to the customer, and it lists the goods for that customer only. Each Bill of Lading will list marks and numbers (container and seal numbers), number of packages, a description of items shipped, routing information and more.

12

CHAPTER 2: INTRODUCTION TO LOGISTICS DESTINATION PROCESSES

On the Master Bill of Lading, the consignee is the destination agent. On the House Bill of Lading, the consignee is the recipient, for example a buyer. If the carrier is an airline, the Bill of Lading is called an air waybill. If the carrier is ground transportation, the Bill of Lading is called a Straight Bill of Lading. A cargo manifest lists all the goods and is used for all transportation types. On the cargo manifest, the customer is referred to as the house. The house number is listed, as is the shipper, consignee, description of the goods, the number of pieces, weight and volume. Other documents that the logistics provider creates are optional. These include: A commercial invoice, a bill for the goods, which itemizes all the merchandise by product name, part number and value A packing list, which itemizes the merchandise by weight and volume but not price A Dangerous Goods document, for hazardous materials cargo An EEI (Electronic Export Information), formerly the Shipper Export Declaration (SED), is required for items valued over $2,500 exported out of the U.S. and U.S. territories (if a logistics provider creates the EEI and submits it to Customs for the customer, the logistics provider may include a charge for this documentation on the invoice) Other documents vary depending on destination such as the European Union (EU), the Caribbean Community (CARICOM), the North American Free Trade Agreement (NAFTA), etc.

A copy of the Master Bill of Lading and the Cargo Manifest may be sent on the ship, and another copy is sent electronically to the customer and destination. If originals are required, then originals are sent via courier. In Magaya software, the data that fills the fields of these documents is entered in dialog boxes that you use to create the shipping transactions. For example, when you create a shipping transaction with the shipment wizard, the information is saved and displayed in these documents such as air waybills. You do not need to type these forms manually. All the data is also saved for use in reports, etc.

Destination Processes
At the destination, the logistics provider arranges the following: Customs clearance (or outsources this to a customs broker)

13

CHAPTER 2: INTRODUCTION TO LOGISTICS INVOICING/LIQUIDATION

Warehouse arrangements Transport from the port to the warehouse (unless the customer or buyer picks up the goods from the port) Local delivery (unless the customer prefers to handle this): Local delivery requires a cargo release document (also called a delivery order) which the logistics provider creates. The services the logistics provider provides could be to the customers door or to the port.

Invoicing/Liquidation
The logistics providers accounting department handles the invoicing, also called liquidation. During liquidation, the logistics provider calculates profit sharing with the destination agent. The accounting department also creates invoices for the customer. The customers invoice shows the freight charges calculated during the quotation by the sales department, any documentation charges or storage charges. These charges may be itemized or not itemized (all-inclusive). If freight charges are prepaid by a single customer to the logistics provider, the logistics provider creates a credit memo that will show what the logistics provider will pay the agent. If it is not prepaid but collect, the logistics provider creates the invoice which will show what the agent will pay the logistics provider. If the logistics provider consolidated shipments from many customers, the charges will be calculated together. The profit sharing with the destination agent is determined depending on the total collect and total prepaid. When the goods are delivered to the buyer at the destination, the logistics providers involvement ends.

14

CHAPTER 2: INTRODUCTION TO LOGISTICS AIR WAYBILLS

This flowchart illustrates the logistics provider operations:

Air Waybills
An Air Waybill is a contract of the freight charges from the company that will handle air transportation to the customer. There are two types of air waybills: Master Air Waybill: This is a contract from an airline to a freight forwarder. House Air Waybill: This is a contract from a company that handles the transportation (for example a freight forwarder) to a customer (for example a seller).

The air waybill number is located on the top right-hand corner, the top left-hand corner, and on the bottom right corner of the form.

15

CHAPTER 2: INTRODUCTION TO LOGISTICS AIR WAYBILLS

Table 1: Fields in an Air Waybill

Master Air Waybill Master Air Waybill number: The air waybill number consists of the issuing carriers three-digit IATA airline code number and a serial number of eight digits (separated by a hyphen), including a check digit placed at the end. The check digit is determined by using the unweighted Modulus 7 system: The number is created automatically by adding 11 to each number until the last digit totals 6. Then start over. Example: 777-12345675 (the number 5 at the end is the check digit) The next number will be 777-12345686. It is acceptable to insert a space between the fourth and fifth digits of the serial number. Shipper name and address: Enter the freight forwarders name and contact information. (Shippers account number field is optional.) Consignee name and address: Enter the destination agent information. (Consignees account number field is optional.) Accounting Information: Enter the invoice numbers, purchase orders (p.o.), payment by cash, check or the credit card number. Issuing Carriers agent name and city: Enter the freight forwarders name and contact information. House Air Waybill House Air Waybill number: is not created according to a standard.

Shipper name and address: Enter the customers information, for example a seller.

Consignee name and address: Enter the recipients information, for example a buyer.

Accounting Information: Enter the invoice numbers, purchase orders (p.o.), and Master Air Waybill number (MAWB). Issuing Carriers agent name and city: Enter the freight forwarders name and contact information.

Magaya software fills in these fields with information from the wizards. You can also enter text in the document. The following fields are the same for master and house forms: Agents IATA Code: Enter the IATA code. (This is a seven-digit number in non-CASS areas, and in CASS areas it is a seven-digit code followed by a three-digit CASS address code and a check digit as determined by Modulus 7.) Note: CASS is Cargo Accounts Settlement Systems, an electronic data processing method. Account number: This field is optional. Airport of departure (address of first carrier) and requested routing: This field displays the airport name or three-letter IATA code.

16

CHAPTER 2: INTRODUCTION TO LOGISTICS AIR WAYBILLS

To: Enter where the first carrier is going (enter the IATA airport code or city that is the first transfer point) By First carrier: Enter the name of the first carrier or IATA two-character code. The other fields To and By are to second or third destinations by second or third carriers. Use as applicable.
NOTE:

Reference number: This field is an option. Optional shipping information: optional Airport of destination: Enter the final destination airport name or city Flight Date: Enter the date of the flight Currency: Indicate if the currency is US dollars, etc. Use the ISO three-letter currency code applicable for the country of departure. CHGS Code: Enter applicable charges code. This field is optional. WT/VAL and Other: For Weight and Valuation. Mark an X in the box for PPD (prepaid) or COLL (collect). Declared value for carriage: Enter declared value, or enter NVD for No Value Declared. Declared value for customs: Enter a declared customs value, or enter NCV for No Customs Value, or leave the field blank. Amount of insurance: optional Handling Information: Only enter information carriers need. Cargo-IMP (Interchange Message Procedures) codes and abbreviations may be used. If dangerous goods are being shipped, they must be labeled and a Shippers Declaration is required. The name of the person to be notified may be entered in this field. Enter names of accompanying documents such as Shippers Certification of Live Animals. SCI is for Special Customs Information such as European Union (EU) destination country code.
NOTE:

Enter the freight charges in the following fields of the air waybill: No. of pieces RCP: Enter the number of pieces shipped and applicable rating. RCP is Rate Combination Point and is used for combined rates. Each rated group must be on a separate line (such as dangerous goods). Gross weight: Enter the gross weight and mark K for kilograms and L for pounds (lbs.). Enter the tare weight of the unit load device if applicable on a separate line with the rate class of X. Rate class: Enter the appropriate rate class code.

17

CHAPTER 2: INTRODUCTION TO LOGISTICS AIR WAYBILLS

Commodity item number: Enter the appropriate rate class code. This field is optional.

Chargeable weight: This weight is determined by comparing the gross weight and the volume weight (the space the items take up in the plane). The larger weight is the chargeable weight. To calculate the volume weight, multiply the length by the width by height (all in inches) and divide by a dimensional factor. The volume weight equation is: Length Width Height Dimensional Factor = volume weight Where the dimensional factor 166 is used for international freight Or, Where the dimensional factor 194 is used for domestic freight Or, Any other number defined by the carrier. Rate Class: Enter the rate class for chargeable weight on separate lines. Rate/Charge: Use the appropriate codes to itemize the rate per charge, for example M or Min for minimum charge. Total: Enter the total charge or discount for each line entry. If a discount, indicate a total discount with a minus sign. Nature and quantity of goods: (inc. dimensions or volume): Enter a general description of the items and greatest length, width, and height and number of pieces. Indicate if any dangerous goods, live animals, consolidations, etc.

18

CHAPTER 2: INTRODUCTION TO LOGISTICS SAMPLE AIR WAYBILL

Sample Air Waybill

The following is a sample of an air waybill:

19

CHAPTER 2: INTRODUCTION TO LOGISTICS BILL OF LADING

Bill of Lading
A Bill of Lading (BoL or B/L) is a contract used by ocean carriers and freight forwarders that lists the transportation related charges. The BoL acknowledges that the goods have been received on board. The BoL serves as a bill and a contract. There are two types: The Master Bill of Lading is a contract from an ocean carrier to a freight forwarder. It contains a list of all the goods shipped. The freight forwarder creates the Bill of Lading (BL) and sends it to the carrier who verifies it, assigns a Bill of Lading number to it, and returns it to the freight forwarder. On the Master Bill of Lading, the consignee is the destination agent. The House Bill of Lading is a contract from the freight forwarder sent to the customer, and it lists the goods for that customer only. On the House Bill of Lading, the consignee is the entity receiving the goods, for example a buyer.

Each type of BL lists marks and numbers (such as container and seal numbers), number of packages, a description of items shipped, routing information and more.

Definitions of BL Fields
The following explains the fields on the Bill of Lading and what information is required in each field:
Table 2: Fields in a Bill of Lading
Master Bill of Lading On the top of the form, type the issuing companys name (the carrier) Exporter: This is the freight forwarder name, address, and phone number. House Bill of Lading On the top of the form, type the NVOCC or freight forwarder name or number Exporter: This is the customers name, address, and phone number (for example, the seller) Consigned to: This is the recipients name, address, and phone number (example, the buyer)

Consigned to: This is the destination agent (or custom broker, trucker, etc.) name, address, and phone number.

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CHAPTER 2: INTRODUCTION TO LOGISTICS DEFINITIONS OF BL FIELDS

Master Bill of Lading Notify Party/Intermediate Consignee: This is the destination agents name, address, and phone number (or custom broker, trucker, etc. who needs to be notified to pick up goods). Issuing Carriers agent name and city: Enter the freight forwarders name and contact information. Document Number: This is the booking number. (The carrier assigns the booking number.) The Bill of Lading (B/L) Number: This number is entered by the carrier when they verify the BoL that the freight forwarder sends. After verification, the carrier returns the BoL to the freight forwarder. (Also fill in this number on the bottom of the form in the field labeled B/L Number.) Export References: Enter the p.o. numbers or invoice numbers. Forwarding Agent: Enter the freight forwarders name.

House Bill of Lading Notify Party/Intermediate Consignee: This is the destination agents name, address, and phone number (or custom broker, trucker, etc. who needs to be notified to pick up goods). Issuing Carriers agent name and city: Enter the freight forwarders name and contact information. Document Number: This is the booking number. (The carrier assigns the booking number.) The Bill of Lading (B/L) Number: The freight forwarder generates this number.

Export References: Enter the MBoL number, invoice numbers, p.o. numbers. Forwarding Agent: Enter the freight forwarders name.

The following fields are the same for the House and Master Bill of Lading: Point (State) of Origin or FTZ Number: This is the state or Free Trade Zone where the goods originated. Domestic Routing/Export Instructions: This field is optional. It can be the destination agent. Loading Pier/Terminal: Enter the pier and terminal number (or name) where the goods are loaded at the port. Type of Move: Enter the mode of transport such as Vessel Containerized (Vessel Only): Mark either Yes or No. Pre-Carriage by: Enter the name of the pre-carrier (who will move the goods from the point of origin to the port of loading) Place of Receipt by Pre-Carrier: The city where the pre-carrier received the goods

21

CHAPTER 2: INTRODUCTION TO LOGISTICS DEFINITIONS OF BL FIELDS

Exporting Carrier: The vessels name and voyage number, or carrier name Port of Loading/Export: Enter the name of the port where the goods will be shipped out. Foreign Port of Unloading (Vessel and Air Only): Fill in the name of the port where the goods will be unloaded. Place of Delivery by On-Carrier: Fill in the name of the destination of the goods

Enter the description of the goods in the following fields: Marks and Numbers: This is the container number, seal number and Warehouse Receipt number, or any numbers or labels that identify the boxes Number of Packages: Enter the quantity of packages. Description of Commodities: Enter a general description of the goods (this is not an itemized list unless required, for example, shipping heavy equipment or vehicles which requires each VIN or item serial number listed individually) Gross Weight: Weight of goods in kilos and/or pounds Measurement: Enter the volume in cubic feet or cubic meters

Freight Charges, Weights, and/Measurements: This field is on the bottom of the form. This field is provided for listing the charges from the carrier to the freight forwarder. List the charges in the appropriate column: Prepaid or Collect. Calculate and fill in the total. Sign and date the document. Copies are distributed to the appropriate parties.

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CHAPTER 2: INTRODUCTION TO LOGISTICS WAREHOUSE PROCESSES

The following is a sample Bill of Lading form:

Warehouse Processes
Processing goods in and out of a warehouse or Distribution Center (DC) consists of four major steps: 1) Receive Goods: When goods arrive at the warehouse, the receiving process begins. A Warehouse Receipt (WR) is issued. The WR serves as proof that goods were delivered to the warehouse and are being stored according to the arrangements made by the customer. Put Away Goods: Goods are grouped according to type, placed in a staging area, and put away. This process usually involves two employees one who receives the goods and one who puts them away. To save time,

2)

23

CHAPTER 2: INTRODUCTION TO LOGISTICS WAREHOUSE PROCESSES

goods can be grouped and put away directly instead of going to a staging area. The put away process is also called Move. 3) Create and Fulfill a Shipping Order: When the sales department creates a sales order, a Pick Order is also sent to the warehouse for processing. In the warehouse, the pick and load orders are received on handheld devices that are connected to a central database. Based on the order, the goods are picked and often placed in a quality control area to verify quantities and prepare them for loading. Information about the movement and location of the inventory in the warehouse is tracked with the handheld devices and updated in the central database, allowing the sales and purchase departments to see how much inventory they have, what was sold, and what is needed. This enables shipment and delivery of the correct amount of inventory when it is needed. This practice is called Just In Time (JIT) inventory strategy. JIT maintains an efficient supply of goods by reducing the cost of storing excess goods for long periods and increasing customer satisfaction by having inventory when customers need it. To speed up the process of picking and loading, goods are not required to stop in a staging area but may be taken from their locations and placed directly in the loading area where a Quality Control (QC) process will take place. QC ensures the orders are correct. Packing slips are printed and placed on the boxes. 4) Load Goods: The goods are loaded onto a delivery truck for transport out of the warehouse. Handheld units can be used to verify packing lists.

Warehouse floor plans vary according to the type of warehousing business and factors such as the frequency that items are picked and loaded, the need for specialty storage space such as refrigerated or a cold storage area, etc.

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CHAPTER 2: INTRODUCTION TO LOGISTICS INVENTORY COUNTING

Within a warehouse, zones and locations are defined so items can be stored and found again easily and to facilitate inventory counting. More details can be found in the topic Warehouse Zones and Locations. Variations: A company such as a manufacturer may own a warehouse, and the sales orders come from within their own company so goods can be shipped out to customers. If a company rents warehouse space from another company, the warehouse company provides the services for a fee such as receiving and storing goods, picking and loading, and delivery. A freight forwarder may make arrangements for a customers goods to be stored and delivered. Invoicing customers is done based on charges such as inland freight charges that calculate distance, weight and other factors, length of time items are in storage, the type of storage such as refrigerated or bonded, commodity type, and other criteria. Invoices can be automated to recur on a regular basis.

Inventory Counting
Other warehouse processes include counting inventory. Two methods of counting inventory are cycle counts and physical counts. Cycle counting is the process of verifying inventory accuracy by counting a few items every day and comparing the count to computer inventory records then reconciling differences. The cause of discrepancies is found and resolved. Cycle counts can be done by grouping goods in different ways such as by what items move the fastest out of the warehouse or grouping goods by value. The method of counting goods based on the value of items is Paretos rule of 80/20 where 20% of the inventory will likely represent 80% of the inventorys value. Goods are assigned a code of A, B, or C, depending on its value. The inventory can also be counted by dividing the warehouse into geographic sections or zones, and the inventory is counted by section.

25

CHAPTER 2: INTRODUCTION TO LOGISTICS SALES ORDERS AND PURCHASE ORDERS

A cycle count is done a few times per year while your business is running, unlike a physical inventory count that requires a business to shut down and count the stock. Inventory is considered an asset by a company. There are different types of assets such as the company land, buildings, furniture, cash, etc., but inventory here means the goods for sale in the warehouse. Counting the inventory provides the company with a value of the inventory, which is put on the companys balance sheet and used for tax assessment. A cycle count must be completed and reported to the companys accounting department in time for the company to file its taxes. This timeframe is set by the accounting and/or finance department, and it may be 3 months, 6 months or some other timeframe. Depending on what the company wants to know about its inventory will dictate when it is counted, how often and by what method. The accounting and finance objectives are often different from supply chain management objectives. The financial view of inventory is assessing its value to the companys balance sheet, while the supply chain management view of inventory is geared toward supply efficiency, having enough inventory to ship when needed, and managing deliveries for timeliness. For example the goal of the Just In Time method of inventory is to ensure the right amount of goods are in the warehouse when sales orders come in for those goods so they can be shipped when the customer wants them, improving customer satisfaction. While having a lot of inventory in a warehouse may make a company look like they have more assets, the supply chain point of view perceives this to mean that goods sit for long periods and do not rotate but take up valuable space in the warehouse which is costly and reduces operating-efficiency.

Sales Orders and Purchase Orders

The processes of creating sales orders and purchase orders link commercial transactions with the logistics/transportation processes. The purchasing department in a company such as a wholesaler researches products to buy from suppliers and will issue a purchase order (p.o.) for the goods. The p.o. has a number and serves as a contract, defining any cancellation policies and protecting the seller if the buyer refuses to pay. It lists the goods, the quantities, price, and the shipping date and address. The goods are brought to the wholesalers warehouse where all the warehousing processes take place (warehouse receipt issued, put away orders, etc.). All the appropriate accounting processes are also done such as paying for the purchase. The goods in the warehouse are considered an asset by the accounting department.
26

CHAPTER 2: INTRODUCTION TO LOGISTICS SALES ORDERS AND PURCHASE ORDERS

The supplier creates a sales order when they get a request for goods. The supplier sends the sales order to the company making the purchase (the wholesaler in this example). The sales order has a number associated with it. The accounting processes include subtracting the goods from the assets when they are sent out, recording the Cost of Goods Sold (COGS this is the cost of the purchase price), and recording sales as income. When the wholesaler gets a request for goods from a buyer, the buyer creates their own p.o. and sends it to the wholesaler. The wholesaler creates a sales order and sends it to the buyer. This sales order triggers a shipping order in the wholesalers warehouse. In the warehouse, pick and load orders are created and fulfilled, and the goods are shipped.

27

CHAPTER 2: INTRODUCTION TO LOGISTICS SALES ORDERS AND PURCHASE ORDERS

28

CHAPTER 3: MAGAYA SOFTWARE INSTALLATION INTRODUCTION

Chapter 3: Magaya Software Installation

Introduction
This topic explains the system requirements for installing Magaya software, the steps to install the software on a single computer and on a network, a list of what components are installed, steps for uninstalling and for updating the software.

System Requirements
To install Magaya software, each computer must have the following minimum hardware and software requirements: 30 MB available on the hard drive 512 MB RAM memory (1 GB recommended)

As your database grows, you will need more space. Magaya software can be installed on any PC with Microsoft Windows 2000 operating system or higher. This includes: Windows 2000 Windows XP Windows Vista Windows Server 2003 Windows Server 2008 64-bit and Windows 7 operating systems

For a network installation, a minimum of 1 GB of memory is required for the server. 2 GB is recommended. The following port needs to be enabled: Port 6110 TCP for the database server.

29

INSTALL MAGAYA SOFTWARE STEPS TO INSTALL ON A SINGLE COMPUTER (OR SERVER)

Install Magaya Software

Steps to Install on a Single Computer (or Server)
To install Magaya software, first: 1) 2) Download the Installation Program, Install the software from the Installation Program.

The software can be installed for a single user or installed to be used on a network that connects many users. These steps for installing any Magaya software on a single computer (or a server) are the same whether the installation is done on a PC, a laptop, or a server in a corporate headquarters or at a web hosting location. 1) Go to the Downloads section of Magaya.com, and fill in the fields on the web registration form. Enter the email address to receive the downloading instructions. You must use the same email address for the download and the installation processes. The registration form is required so that you can receive a Magaya Corporation identification number (a Network ID) that you will use for external communication using the Magaya Network. You will receive an email message with instructions and a link to download the Installation Program. The dialog box you see will depend on your operating system. Follow the steps in it to run the program.

30

INSTALL MAGAYA SOFTWARE STEPS TO INSTALL ON A SINGLE COMPUTER (OR SERVER)

2)

Double-click on the InstMCS.exe file to run it. The Installation Wizard screen appears:

a) b) c) d)

Follow the instructions in the wizard. Click the Close (or Finish) button when the setup is completed. Restart the computer if necessary. Double-click on the Magaya Explorer shortcut icon to start the software.

This icon should appear on your desktop. If not, go to your Start menu to find it in the programs list. You can now log in with the Administrator user name and password. Then follow the configuration steps explained in the chapter Initial Software Configuration to enter your company information and create employee user names and passwords and other set up tasks. Also see the Magaya Software Customization Manual on www.magaya.com for more ways to personalize your software.

31

INSTALL MAGAYA SOFTWARE STEPS FOR CLIENT-SERVER INSTALLATION ON A NETWORK

Steps for Client-Server Installation on a Network

Network installation means to connect other computers (or clients) to the main computer (server) where you run the Magaya software. If you have not installed the Magaya software on a main computer (a PC, server, etc.), then install it first. See the steps in the section "Steps to Install on a Single Computer (or Server)". For better performance, it is recommended that the IP address of the server computer is set as static. The network can be a local network or a corporate network via VPN. These steps are for the client side of the client-server installation. Follow these steps for each computer (or workstation) that will run the Magaya software: 1) 2) 3) Install the software. See the steps in the section Steps to Install on a Single Computer (or Server). Open Windows Explorer on the workstation. Locate the server computer. The workstation must have access to the server computer over the network. If not, you must share the Magaya installation folder at the server computer in Read Only mode. Access the shared directory where the Magaya software is installed. Locate the SetupClient.exe file under the Magaya software directory on the server computer. Double-click on the SetupClient.exe file. A dialog box appears showing the steps for the workstation installation process. Click Install. When the setup is finished, click Close. A shortcut icon to the Magaya Explorer is created on your desktop. Double-click on the Magaya Explorer icon to access the Magaya software.

4) 5) 6) 7) 8) 9)

Perform the steps above to install the Magaya software for all the workstations that will run the Magaya software.

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SOFTWARE COMPONENTS INSTALLED TERMINAL SERVICES INSTALLATION

Terminal Services Installation

The Terminal Services set up consists of clients (computers) connected to the server, and the application runs on the server. 1) 2) Install the software. See the steps in the section Steps to Install on a Single Computer (or Server). Copy the shortcut icon for the installation you just did and put the copy onto the desktop of each user. The software is ready for the user.

Software Components Installed

When you install Magaya software, the following are installed: Magaya Explorer: This is a Windows Explorer-look-a-like program that allows you to manage all the data with a familiar interface. As part of the installation process, Magaya software creates a desktop icon of the Magaya Explorer for you:

Magaya Document Editor: This program allows you to enter data on forms. Its most common use is inside the Magaya software, but you can use it as an independent program to create and save to file your forms outside of the Magaya software. NOTE: When you use the Magaya Document Editor directly to create forms, the information is not stored in your database. Magaya Communication Server Agent: This runs as a service (CS.exe) and allows you to log into the Magaya Network system, share data among other companies using Magaya software, send documents via email, and let your clients track their transactions in real time. To interact with the server, you use the Magaya Communication Server Agent. A Magaya Communication Server Agetn icon is displayed on your taskbar. To manage the Magaya Communication Server Agent, right-click on the icon:

33

UPDATE MAGAYA SOFTWARE

Magaya Database Server Agent: The Magaya Database Server agent should always be running to allow you access to the data across the network and/or locally. This runs as a service. It is called MagayaDb.exe (for 32-bit operating systems). Also installed is MagayaDb64.exe for 64-bit systems. For information on managing the performance of the database, see Chapter 8 in the Magaya Software Customization Manual. Access the administration dialog box of the Magaya Database Agent by right-clicking the icon on the task bar:

Magaya Document Designer: The Magaya Document Designer enables you to customize many documents in Magaya Explorer. It gives you tools to create custom fields, insert images, code JavaScript, and more.

These software components are on your computer under All Programs > Magaya Software.

Update Magaya Software

To update your Magaya software, follow these steps:
CAUTION:

Follow these steps in this order.

1) 2)

Ensure all users are logged off the Magaya system. Backup your data. (via the Magaya Database Server Agent. For details on backing up data, see the Magaya Software Customization Manual.)

34

UPDATE MAGAYA SOFTWARE

3)

Stop the Magaya Communication Server Agent by right-clicking on the icon in the taskbar and selecting Stop Communication Server. Then right-click again and select Exit.

4)

Right-click on the Magaya Database Server Agent icon and select Stop Database Server. Then right-click again and select Exit.

5)

Go to the Magaya software installation folder and double-click on the OnlineUpdate.exe file to run the file. This is the icon:

6)

Click Start in the Online Update window to start the update.

35

UNINSTALL MAGAYA SOFTWARE UPDATE MAGAYA SOFTWARE

7)

When the update is complete, the Magaya Database and Magaya Communication services will start. The update will be active on all the computers in your company that run Magaya software. When the user logs in again, the new version will run.

If you receive a message stating that you need to restart your server, follow these steps: 1) 2) 3) 4) Click OK on the message notifying you that the Communication Server cannot connect to the Database. (It will run in the next step.) Click on the Magaya Cargo Explorer icon on your desktop. Type Yes in the field that asks if the backup was done. Now the Communication Server will be able to connect to your database. Click on Start and go to All Programs > Magaya Software > Magaya Communication Server to manually start the Communication Server. The server computer has now been updated to the latest version.

If you are running an older version of the software, the system may alert you if you need the installation of the XML. Click the OK button and the system will automatically perform the installation. After that process, computer is ready to use the latest version. If you have any questions or encounter any problems doing the update, please contact Technical Support by phone at (786) 845-9150 or online at Magaya.com Note: There is a video on the Magaya.com Training page that shows you how to perform an online update.

Uninstall Magaya Software

To uninstall Magaya software (and the Magaya software client), follow these steps: 1) 2) Go to the Control Panel. Double-click Add/Remove Programs.

36

CONTACT MAGAYA HELP UPDATE MAGAYA SOFTWARE

3)

Select Magaya Software - Client and click Remove. If any programs are open, the system will tell you. Note: Be sure to remove the Magaya Software Client first according to these steps.

4) 5)

Select Magaya Software and click Remove. Click Close when finished.

Contact Magaya Help

If you have any questions or require assistance, please contact Magaya at: Phone: (786) 845-9150 Email: [email protected] Tips and suggestions are available in Magaya software on dialog boxes and other locations in the software program. Click on the Magaya Tip button to access resources such as how-to articles and videos. It is recommended to leave this on, but if you want to turn it off go to: the Maintenance folder > Configuration > General. This user manual and others are available from the Magaya website: www.magaya.com Training page. Video tutorials are on www.magaya.com and on YouTube.com

37

CONTACT MAGAYA HELP NEXT STEPS

Next Steps
To get started using the software, you can begin creating transactions or enter some of your company data to customize the software and documents to your needs. See this manual for more on initial configuration and navigating the user interface. We alos recommend the Magaya Software Customization Manual which provides information about customizing the software to your needs, especially useful for systems administrators and managers.

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CHAPTER 4: WMS MOBILE SETUP INTRODUCTION

Chapter 4: WMS Mobile Setup

Introduction
This chapter explains how to set up the wireless infrastructure for the WMS Mobile application that runs on handheld devices, how to configure the handheld devices per user, perform an initial inventory set up, and view messages. If you are moving from the Magaya Cargo System to the Magaya WMS or Magaya Supply Chain Solution, you will need to perform certain steps to set a location for each item in your warehouse. Steps are also explained for those new to the software.

Wireless Infrastructure Setup and Hardware Requirements

The main requirement for using Magaya WMS Mobile is to have a wireless infrastructure in the facility where it is going to be used. The handheld devices need to be wirelessly connected to the server computer running the Magaya Database Server and Magaya Communication Server. To expand an existing network to wireless, you need to install one or more wireless access points. The access points are wired to your network and are equipped with antennas that broadcast and receive communication signals which are routed back to your wired network. The number of access points required in your facility depends on the area you want to cover with the wireless network. The reach of an access point is usually

39

WIRELESS INFRASTRUCTURE SETUP AND HARDWARE REQUIREMENTS

around 300 feet. For example, to cover a 200 x 500 foot warehouse, you may need two access points to fully cover the whole facility.

The number of access points needed may also depend on the amount of equipment you have in your warehouse. For example, very high racks can cause interference so you may need more access points to cover the same area. The illustration shows two access points with a range of 300 feet each; the signal range overlaps in the center and reaches to the back wall of the warehouse to ensure all racks and areas are covered. There are companies that can perform a site survey before installing the access points to guarantee 100% wireless coverage of the entire facility. Recommended Hardware: The recommended hardware to use the Magaya WMS Mobile application includes wireless handheld devices, access points, and antennas. The following Symbol handheld devices from Motorola work with the Magaya WMS Mobile application: MC9590 MC5574 MC9190 MC65

40

WIRELESS INFRASTRUCTURE SETUP AND HARDWARE REQUIREMENTS

MC 3190 (shown in the image below)

Honeywell/Dolphin 6100 and 6500 Pidion handhelds

Handhelds with a VGA resolution of 640 x 480 are supported. All screens are automatically resized for the different manufacturers of handhelds. The recommended operating system is Microsoft Windows CE 5.0 or higher and Windows Mobile. A wireless network infrastructure will include access points and antennas such as: Cisco AIR-ANT2506 antenna Cisco Aironet 1240 AG Wireless Access Point (shown below)

Hardware Costs: The average retail price of the hardware required to run a wireless network in your warehouse is:
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WIRELESS INFRASTRUCTURE SETUP AND HARDWARE REQUIREMENTS

Handheld devices: $1000 - $2300. You may have to add the cost of the cradle, extra batteries and other accessories, $100 more per device. Cisco Wireless Access Point Cisco Aironet 1240AG: $600-$700 Cisco Antennas Cisco AIR-ANT 2506: $100

For example, for a 100,000 square-foot warehouse, you may need two access points with two antennas per access point. The cost will be approximately (2 x $700) + (4 x $100) = $1800. If you need two employees using handhelds, you may select the MC3090; in this case you need to add 2 x $1300, total $2800. Your hardware cost should be $4600. Remember this does not include hardware installation cost, which depends on the installed infrastructure of your facility and the number of access points you need to install. This pricing data is current as of the publication date of this documentation. Consult with your vendor for exact pricing.

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CONFIGURE WMS

Configure WMS
To configure options for the Magaya WMS Mobile plug-in application, go to Maintenance > Configuration > WMS. This screenshot shows the available options:

Lets look at each option in detail.

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CONFIGURE WMS

Pallet IDs: Click this button to configure the Pallet IDs numbering format. In the dialog box that opens, enter a Prefix and/or a Suffix (optional) and the number to begin numbering the Pallet IDs:

To print the Pallet IDs, go to File > Print Pallet IDs. Enter the amount (quantity) you want to print in the dialog box:

44

CONFIGURE WMS

WMS Mobile Units: Click this button to open the measurement units dialog box.

These measurement units will be used in all transactions performed by the handheld devices.

45

CONFIGURE WMS

Warehouse Equipment: This is for descriptions of the types of equipment used by warehouse personnel such as forklifts, etc. Use this to match the equipment to an employee (if you set up this function in the WMS Mobile Users dialog box which is accessible from the Configuration screen.) In the Warehouse Equipment List dialog box, click on the Add button to add a piece of equipment. A new dialog box opens:

In the Warehouse Equipment dialog box, enter the description, make, model, and serial number of the equipment. Also check (or uncheck) the tasks that can be performed with this equipment. Click OK when done to return to the configuration screen.

46

CONFIGURE WMS

WMS Mobile Users: Click this button to view a list of the employees who will use the Magaya WMS Mobile application. Note: To add an employee to this list, go to the Maintenance > Employees section of Magaya Explorer. In the Employee profile, go to the User tab and check Allow WMS Mobile Access. When you double-click an employees name in the WMS Mobile Users list, a dialog box opens with the following settings:

If you check the box Ask for user identification (location, equipment), the system will ask the employee what location they will work in and what equipment they will be using. This is an optional checkbox. When a task is created for this user, the system will know their location so the user will not be required to enter it each time. If you check this box, the permissions for this user will be affected by the equipment assigned to that employee. Select English or Spanish as the language for the WMS program.

47

CONFIGURE WMS

To change permissions for a WMS Mobile User, uncheck the box for the types of tasks you want to disable for this user. The system default turns on all the tasks. Permissions will be overridden if you check the box to Ask for user identification (location, equipment). For example, if a piece of equipment is not used in Receiving tasks, then the user who has that equipment assigned to them will not be able to do Receiving tasks on their handheld even if it is checked here. If you do not check that box, the Permissions here will not be affected by equipment assignments. To set up the Printer configuration for labels or for Packing Slips, the set up must be done from your companys server computer or the PC running the Magaya Communication Server.

Counts Numbers: Click this button to open a dialog box to enter the number you want to begin inventory count sessions with. You can also add a Prefix or a Suffix as needed. (For more on counts, see the Magaya WMS Manual, Chapter 12.)

The WMS configuration screen also offers other options: Set the default package type for new pallets by clicking on the dropdown to make a selection.

Check the other checkboxes as applicable to your business:

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INITIAL INVENTORY SETUP ON MAGAYA WMS MOBILE

Keep inventory by serial number: When cargo arrives, you will scan the serial number for each item so you know the location of each serial number. If an item is moved, the serial number must be scanned during a Move. When an item is shipped out, the serial number must be scanned. Save serial number when items go out: This will enable you to know which shipments and customers received which serial numbers. The handhelds will ask for the serial number when you are shipping items out. Enable initial inventory for WMS Mobile users (only for Magaya Cargo System users moving to Magaya WMS): This will be done when first transitioning from the Magaya Cargo System to Magaya WMS. You will scan each item and its location so it is in your WMS. When done, you can delete this checkbox to remove this task from the handhelds. Inventory will be closed on or before this date (a checkmark in this box activates the date field). If you set this date, this will affect inventory as of the date set here. Transactions such as Warehouse Receipts, Cargo Releases, or others affecting your inventory before this date cannot be modified by users. Only the administrator can make modifications. Create pallets outside Warehouse Receipts (WR) in WMS Mobile Manual Receive: This gives the handheld user flexibility to create pallets that are not assigned to a WR when manually receiving items. This pallet will show in the Warehouse Inspector view but not in the WR.

Click the Save or Reset button.

Initial Inventory Setup on Magaya WMS Mobile

To set up the inventory in the warehouse, you must assign a location to every item by scanning the barcodes for items and their locations. This process is only done once. To enable the Initial Inventory function on the Magaya WMS Mobile handheld devices, go to the Maintenance folder of Magaya Explorer as explained above.

49

INITIAL INVENTORY SETUP ON MAGAYA WMS MOBILE

Follow these steps on the handheld device to assign locations to items: 1) Click on the Initial Inventory icon on the main menu of the Magaya WMS Mobile:

2)

Scan or enter pieces.

3) 4)

Enter quantities. Scan or enter current location.

Perform these steps to scan all the items needed.

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INITIAL INVENTORY SETUP ON MAGAYA WMS MOBILE

Since this initial setup can take a long time, the recommended process is to begin entering the most important items first or the items that will remain in the warehouse for the longest time, and then enter the remaining items progressively. When the process is completed, go to the Maintenance > Configuration > WMS and click on the checkbox Enable Initial Inventory for WMS Mobile Users to uncheck this option. Then the icon for Initial Inventory will disappear from the WMS Mobile screen. If you are upgrading from the Magaya Cargo System, please see the section Upgrading from the Magaya Cargo System.

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INITIAL INVENTORY SETUP ON MAGAYA WMS MOBILE

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CHAPTER 5: INITIAL SOFTWARE CONFIGURATION INTRODUCTION

Chapter 5: Initial Software Configuration

Introduction
In this section you will learn how to set up your Magaya software after you install it. You will learn how to use the Startup Wizard to set up your company information and the Accounting Wizard to set up your accounting information, how to make changes to information, how to set employee permissions and access to the different functions in the software. Magaya software uses wizards to help you set up information about your company, your customers, and other details. The information is saved and made available for performing tasks such as creating Warehouse Receipts, invoices, shipping documents and other transactions. Also see Chapter 5 of this manual for a description of the Maintenance folder and entering your company information there.

Why Use the Wizards?

Using the wizards helps you save time because the information is automatically placed in documents such as Warehouse Receipts, shipment documents, bills, and Cargo Releases. You do not need to retype your address, your customers address, etc. each time.

53

HOW TO MAKE CHANGES TO INFORMATION YOU ENTER

Options: You can begin working with the Magaya software without using the Startup Wizard or the Accounting Wizard. You can enter information as you work, and the software will save it.

How to Make Changes to Information You Enter

When you enter information in the Startup Wizard such as carriers and ports you use frequently, the details are saved in the Maintenance folder. You can edit the information by opening the Startup Wizard or Accounting Wizard at any time. You can also make changes by clicking on the Maintenance folder or the Accounting folder. You can also make changes on the fly as you work. To make changes to information in the Maintenance folder or Accounting folder: 1) 2) Expand the folder by clicking on the plus sign. Select a subfolder for the transaction you want to modify (examples: Carriers or Invoice List). A list of the transactions appears in the viewing pane. Select the transaction you want to modify (such as a carrier name or the invoice). Tip: You can double-click on the transaction to open it. Click on the Edit button on the toolbar. A dialog box opens. Edit the information you need to change by typing in the fields. Click on the tabs in the dialog box to see the fields on each tab.

3) 4) 5)

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HOW TO USE THE MY COMPANY INFO DIALOG BOX HOW TO MAKE CHANGES TO INFORMATION YOU ENTER

6)

Click the OK button to save the changes and exit the dialog box.

To make changes to information as you work in a dialog box: 1) Click on the dropdown arrow in the field you want to change.

2)

Select the option on the toolbar that displays in the dropdown menu: Add (green plus sign), Edit (notepad with pen), and Delete (red x), Browse (binoculars), Sort Columns (grid), and Refresh (blue arrows). The buttons look the same as on the other toolbars in Magaya Explorer.
NOTE:

3) 4) 5)

Make changes. Click the OK button to save the information and exit the dialog box. Continue with your initial transaction or task.

Many of the fields in the dialog boxes are optional. For example when you create a Warehouse Receipt, you may not know who the ultimate consignee is, so you can leave the Consignee field blank. The software will tell you if a field is required.
NOTE:

How to Use the My Company Info Dialog Box

You can use the My Company Info dialog box to enter information about your company information such as address and contact information. (Option: The same information can be set up in the Startup Wizard except for multiple addresses.) 1) 2) 3) Go to File and select My Company Info. Enter information in the fields on the tabs such as phone number, website, and address(es). Most of the fields are optional. Click the OK button to save the information and exit the dialog box when done entering information on all the tabs that apply.

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HOW TO USE THE MY COMPANY INFO DIALOG BOX HOW TO MAKE CHANGES TO INFORMATION YOU ENTER

The My Company Info dialog box offers you a place to add your company address and other addresses if you have additional offices in other locations. The following image shows the fields in the first tab of the My Company Info dialog box, the General tab.

On the General tab: The Identification Number can be any of the choices available in the dropdown such as DUNS, Employee Identification Number (EIN) etc. The Magaya Network ID is automatically filled in.

On the Agent tab, enter codes such as your IATA, FMC, SCAC, and TSA numbers. These codes will be filled into Customs documents and others in the system if they are required. You can return to the My Company Info dialog box at any time to add or change information as needed. Note: The details about your company such as the address will also be filled into the Magaya Network Community company profile. You can change or add information to publish the profile on the Magaya Network. For more details, see the Magaya Software Communications Manual.

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HOW TO USE THE STARTUP WIZARD ADMINISTRATOR TASKS

Administrator Tasks
Administrator rights are automatically given to the person who installs the software. This administrator (admin) can make changes to the system and create other users and assign admin rights to as many other users as needed. The administrator (admin) can make changes to the system such as: Set up employee permissions and roles (see the Permissions topic in Chapter 4) Make certain changes in the Maintenance > Configuration folder to customize your Magaya software to the specific needs of your company Create Company Divisions such as Ocean, Air, or Exports, etc. Publish a template that is created in the Magaya Document Designer so all employees can use it

To learn more about these customization options, please see the Magaya Software Customization Manual. If a button or function is grayed out, that may mean admin rights are needed for that function. Magaya Corporation offers training for administrator tasks and other topics. Please see www.magaya.com. For database administrator information, please see the Magaya Software Customization Manual. Admin functions for the Magaya Communication Server and setting email options are explained in the Magaya Software Communications Manual

How to Use the Startup Wizard

The Startup Wizard appears automatically after you download the Magaya software. It enables you to enter the information about your company such as your address and phone numbers, to select carriers and ports you use frequently, set the currency, and other information. By entering this information in the Startup Wizard, you save time later because this information will be saved in the Magaya software and is automatically placed in documents such as Warehouse Receipts, shipment documents, and Cargo Releases. You can go forward and back in the screens while you are working in the wizard.

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HOW TO USE THE STARTUP WIZARD ADMINISTRATOR TASKS

Note that you can begin using Magaya software without inputting information in the Startup Wizard. The only required information is the registration information, which assigns your Magaya Network ID.

TASK

1. 2.

Click the Next button on the wizard and follow the instructions. Enter your company type, address and other information.
ADDITIONAL INFORMATION: It will be helpful to gather all the information before you start the wizard. You will need your address, phone number, Customs codes, etc.

3.

Enter your companys registration codes.

ADDITIONAL INFORMATION: Code definitions: IATA code (International Air Transport Association): a 3-digit alpha-numeric code used to identify airline carriers. FMC code (Federal Maritime Commission): The FMC regulates ocean commerce and shipping laws for ocean-borne transportation in the foreign commerce of the U.S. SCAC (Standard Carrier Alpha Code) or US Customs code: The SCAC code is a 4-digit alphabetic code used to identify ocean and/or land carriers. TSA number: Transportation Security Administration number

4.

Select the currency that you use (the local, home currency). If your company uses more than one currency, it is necessary to click in the box Yes, my company works with more than one currency. This will allow you to set up those currencies in the Configuration section of the

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HOW TO USE THE ACCOUNTING WIZARD ADMINISTRATOR TASKS

Magaya software. (Tip: Setting your local, home currency will make it easier to calculate your taxes in your home country.) 5. The system will import the Schedule B, D, and K codes.
ADDITIONAL INFORMATION: Code information: Schedule B codes identify various products (the codes are also known as Commodity Classification or 10-digit HTS codes).
NOTE:

You can also add Commodity Classifications in the Commodity Classification subfolder under the warehousing folder for commodities you work with frequently.

Schedule D codes identify ports in the U.S. Schedule K codes identify ports in other countries.

6.

Select the carriers and ports you use by clicking on the Add button to add your selections from the main list to your list. If you want to remove a carrier or port, click the Remove button. The lists of carriers and ports can be modified at any time by going to the Maintenance > Configuration folder. There is an existing list of ports you can select from, or you can manually add your own ports to the list. Click the Finish button when you are done. Your information will be saved.

7.

AFTER COMPLETING THIS TASK: Making Changes: You can edit the information by opening the Startup Wizard at any time by clicking on File and selecting Startup Wizard. You can also edit information as you work in dialog boxes by clicking the dropdown menu next to the field you want to change. Select the button you need on the toolbar that appears.

How to Use the Accounting Wizard

The Accounting Wizard will help you set up your Chart of Accounts (also called a general ledger) and Items and Services. You can also enter the opening balances of your customers and vendors. Each screen in the wizard explains the steps as you work through the wizard. You can go forward and back in the screens while you are working in the wizard.

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HOW TO USE THE ACCOUNTING WIZARD ADMINISTRATOR TASKS

Follow the steps below to use the Accounting Wizard.

TASK

1. 2. 3. 4.

Go to the File menu and select Accounting Wizard. Click the Next button to start the wizard. Select the month that you want to assign as the beginning of your fiscal year. This is required to calculate earnings for the year. Add or edit the Chart of Accounts as needed. (The software provides a default list of accounts. If you need to add an account, click the Add button and enter the information. To edit an existing account, click on the account and click the Edit button. It is recommended that this information be entered in the wizard so you can use the accounting features in the Magaya software.) Also enter opening balances for accounts that you need such as petty cash, capital stock, or sales tax credit. Add or edit the Items and Services as needed. (The software provides a default list of items and services. Click the Add button to add a new item or service. Click on an existing item and click the Edit button to make changes.) Add or edit opening balances by clicking on the Add or Edit buttons for your forwarding agents, customers, carriers, salespersons, warehouse providers, and vendors as needed. Click the Next button for each

5.

6.

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PERMISSIONS PERMISSIONS INTRODUCTION

screen. (For more details, see the Magaya Software Accounting Manual, on www.magaya.com.) 7. Click the Finish button when you are done. Your information will be saved.

AFTER COMPLETING THIS TASK: When you have completed all the screens in the Accounting Wizard, you can modify and add to the accounting details at any time by opening the Accounting folder or by returning to the Accounting Wizard (via File > Accounting Wizard).

Permissions
Permissions Introduction
Administrators can assign permissions to employees in your company based on the employee's job or role. For example, you may want to give the Accounts Receivable (AR) clerk access to certain billing functions, allow a warehouse employee access to other functions, or limit access to certain functions such as accounting for certain employees who do not handle accounting in their job role. Overview of Permissions Available: In the Permissions dialog box is a table of cells that enables you to restrict access according to the following: Create: Allows a user to create but not modify (or edit) a transaction Read: a user can read only (or view) but not make changes to files Edit: a user can edit files Delete: a user can delete files Export: Allow a user to export files out of the Magaya system, including the ability to email data from the system (this does not refer to export type shipments) Or any combination of access. For example, if you want a user to be able to create and edit, check Yes for both.

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PERMISSIONS PERMISSIONS INTRODUCTION

Click the Yes or No cell to allow or deny permission for members of that group:

In the Permissions dialog box, check the box Apply these permission to children if you want to make the permissions status apply to the folder and subfolders (children) under it. For example, apply permissions to the Accounting folder and all the subfolders under it.

Leave the option unchecked if you want to set the permissions individually for each subfolder.

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PERMISSIONS PERMISSIONS INTRODUCTION

Examples: As a result of allowing a user to create but not edit, that user will see limited functions on the toolbar for that transaction document or list.

If a user can create but not edit Invoices, the OK button will be grayed out (not active) when they open an invoice dialog box. They can view (read only) but not make changes. To enable a user to create shipment documents but not edit them, go to the shipment folder > File > Permissions and click Yes for Create and No for Edit for that users group. (A user must be assigned to a group first; see the section How to Set Permissions.) A user can also be given permission to liquidate a shipment but not modify the transactions created in the liquidation by clicking Yes for Create and No for Edit for shipments.

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PERMISSIONS ADD A NEW EMPLOYEE

Add a New Employee

Add a new employee as needed. If employee names are already entered in your Magaya system, go to the section How to Set Permissions. 1) Go to Maintenance > Employees.

2) 3) 4)

Click the Add button. Enter the employees name, address and other information as applicable by clicking on the appropriate tabs. Click the OK button to save the information and exit the dialog box. The employees name now appears in the list.

How to Set Permissions

Overview: To set permissions for employees/users: 1) Define the groups in your company. 2) Assign employees to the groups. 3) Assign permissions to groups per folder. Only administrators can set permissions. If the menu option File > Permissions is grayed out, then you do not have administrator rights on that computer. 1) Define Groups:

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PERMISSIONS HOW TO SET PERMISSIONS

Magaya software comes with some default groups. You can add more or edit a default group as needed for your company. 1) 2) Go to Maintenance > Employees. Click Actions and select Access Groups.

The Group List opens.

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PERMISSIONS HOW TO SET PERMISSIONS

3)

Click the Add button in the Group List to add a new group. Enter a group name and description information.

The description and name can be edited later if needed. 4) Click the OK button to save the information and exit the dialog box.

A maximum of 32 groups can be created. By default Magaya software creates a group called Everyone in all folders. To restrict access to certain folders, you will need to edit this default by removing Everyone from the folders that need to be restricted. Steps to remove Everyone from all the folders: Go to the folder. Click File > Permissions. Click on Everyone. Click the box for Apply these permissions to children. Click on the Remove button and OK.

Note: Magaya software comes with the default groups of Importers and Exporters. We recommend that you do not delete or modify these default groups. 2) Assign Employees to Groups: 1) 2) Go to Maintenance > Employees. Double-click an employees name to open their profile dialog box.

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PERMISSIONS HOW TO SET PERMISSIONS

3)

Click the Permissions tab.

4)

Click the Add button. A new dialog box opens called Select Group. Click on a group to highlight it and to make an employee a member of that group. Add as many groups as is applicable for the employee. Add one group at a time.

5)

Click the OK button. Now the employee belongs to that group.

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PERMISSIONS HOW TO SET PERMISSIONS

3) Assign Group Permissions per Folder: 1) Select the folder (or subfolder) to assign permissions, for example: Warehousing.

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PERMISSIONS HOW TO SET PERMISSIONS

2)

Go to File > Permissions.

3)

In the dialog box, click the Add button to add a group.

4) 5)

Click the cells in the table to set Yes or No permission to Create, Read, Edit, Delete and Export. Click the checkbox Apply these permissions to children if you want to apply the permissions to all the subfolders under the folder you have selected.

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PERMISSIONS SET UP PASSWORDS FOR EMPLOYEES

6)

Click the OK button to save the information and exit the dialog box.

Examples of System Functions Related to Permissions: If an employee belongs to the Importers or Exporters group, they will be able to use the Shipment Wizards on the main toolbar. If an employee belongs to the Accountant group, AR or AP group, they will be able to liquidate cargo operations such as Cargo Releases and Shipments.

Set Up Passwords for Employees

You can also require a password for an employee. The password and other options are on the User tab in the Employee dialog box. Passwords can be any letter and/or number combination. Passwords must be a minimum of six characters. To set an employee password: 1) 2) Go to the Maintenance folder and select Employees. Double-click an employees name (or select the name and click the Edit button). A dialog box opens:

3)

Click on the User tab: Enter a password and retype it in the Confirm field.

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PERMISSIONS SCENARIO: LIMITING PERMISSIONS

Select the division of the company for that the employee, if your company has divisions. (Divisions can be added from the Employee list. Click the Actions button, and add the divisions in that list. Divisions can also be set up in the Maintenance > Configuration menu. For steps, see the Magaya Software Customization Manual) Click the applicable checkboxes to enable access to the following: - Allow Magaya Network access gives the employee access to the Magaya Communication Center and its features such as the chat. - Allow Magaya Software API access establishes this user and password access to the Application Programming Interface (API) if your company uses the API feature to import or export data. - Allow Magaya WMS Mobile access gives the employee use of the Magaya WMS Mobile handheld scanner devices.

4)

Click the OK button to save the information and exit the dialog box.

Give the user name and password to the employee. For details on other user login authentication options, see the Magaya Software Customization Manual. An employees access can be disabled on this screen also.

Scenario: Limiting Permissions

This section provides an example of setting up permissions for different employees based on what functions you as an administrator want an employee to access. This is especially useful for limiting access to accounting functions in the software. For example, you can give different permissions to an Operations Manager and an Operations Employee. 1. Create the Employee: For this scenario we added the employees Operations Manager and Operations Staff. (Your employees will be entered by their names). 2. Create the Group: We also added a group called Limited Accounting. Follow the steps in the section "How to Set Permissions" for details on how to add a group to your system. Access to this group can be further customized per employee and per folder such as the Accounting folder. 3. Assign the Employees to Groups:

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PERMISSIONS SCENARIO: LIMITING PERMISSIONS

In this example, the manager has access to both the AR and AP groups so this manager can liquidate shipments:

The employee Operations Staff is assigned to the groups of Importers, Exporters, Accounts Receivable, and Everyone. This gives this employee the ability to add charges to transactions and create shipments, but they do not have access to liquidation:

An employee who belongs to the Importers or Exporters group will be able to use the Shipment Wizards on the main toolbar to create Shipments. 4. Assign Folder Permissions: Select the Accounting folder, click File > Permissions. Remove the groups Everyone, Exporters, and Accounts Receivable and click the box Apply these permissions to children. Add the Limited Accounting group, but do not check the box Apply these permissions to children.

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PERMISSIONS ROLES OVERVIEW

To limit permissions further for the Operations Staff (optional), select the subfolder that you want to enable the employee to see such as Invoices (the document view only to limit access to reports) and the Bills (document view). Do this by selecting the subfolder (Invoices) and clicking File > Permissions and adding the Limited Accounting group. Do the same with Bills. For the Operations Manager, go to Accounting > File > Permissions. Add Importers and Exporters group. Add the group Limited Accounting. Do not check the box to apply this setting to children. Go to Invoices, add Limited Accounting. Go to Bills and add Limited Accounting. To verify the set up, log in as the Operations Manager and go to the Accounting folder. There should be only two items: Invoices and Bills. Then go to a Shipment and verify that the Liquidation button is active on the Shipment Toolbar. Also verify the access for the Operations Employee.

Roles Overview
With the Roles feature, the system administrator can grant or restrict access for an employee (or a group) to different actions in the system. A role can be an action such as giving an employee: Access to the company financial reports The ability for an employee to create tracking users The ability to process liquidations Access to the accounting configuration or other options in the Maintenance > Configuration menu

A role that is granted or denied supersedes any other permission an employee might have.

Add a Role to an Employee

To add a role to an employees profile in your Magaya system: 1) 2) Go to Maintenance > Employees Select the Employees name to highlight it.

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PERMISSIONS ADD A ROLE TO AN EMPLOYEE

3)

Click the Actions button and select Roles. (Alternative: Right-click on the employees name and select Roles from the pop-up menu.)

A list opens.

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PERMISSIONS ADD A ROLE TO AN EMPLOYEE

4)

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

Click the dropdown menu to select a role to assign to this employee (or group). There are many default roles such as those shown in this screenshot:

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PERMISSIONS ADD A ROLE TO AN EMPLOYEE

When you select a role, a definition of that role appears:

5)

Click Allow or Deny, and click OK to save. The newly assigned role appears in the list.

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PERMISSIONS ADD A ROLE TO AN EMPLOYEE

View Roles for Employees: In the Employee List, click the Details button on the toolbar next to the Actions button. A new panel opens. Select Roles from the dropdown menu to see the roles for each employee.

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PERMISSIONS ADD A ROLE TO AN EMPLOYEE

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CHAPTER 6: MAGAYA EXPLORER INTERFACE INTRODUCTION TO THE MAGAYA EXPLORER

Chapter 6: Magaya Explorer Interface

Introduction to the Magaya Explorer

When you open your Magaya software, you will see the main screen that you will work in. The screen can also be called a window or an Explorer and looks similar to other windows on your computer that you use already such as My Documents. It is called the Magaya Explorer. It allows you to explore (or navigate in) all your operations and accounting tasks.

When you first open the software, a welcome page called Page One displays in the main screen. It contains links to training, news about new features and more. It displays after the system has been idle also. You can access it at anytime from the Page One menu on the left.

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WHAT CAN YOU DO IN THE MAGAYA EXPLORER?

To widen the preview window, click and drag the line between the two panes. Alternatively, click on the Folders icon on the top toolbar. This hides the folders list. To view the folders list again, click on the Folders icon button again. The status bar on the bottom of the Magaya Explorer displays: A brief description of the selected menu command Magaya Network ID Employee name (or role) Magaya connection icon: Green means you are connected to the Magaya Network. Red means you are not connected.

If you are using Microsoft Vista instead of Windows XP, there will be slight differences in the appearance of Magaya software such as colors when compared to the screenshots included here. The functionality of Magaya software remains the same as described here.

What Can You Do in the Magaya Explorer?

The Magaya Explorer user interface contains functions for tasks you do every day such as: Receive cargo in the warehouse, create warehouse receipts, and cargo releases Give customers price quotes for the services you provide such as picking up cargo, storing it in a warehouse, and shipping cargo Perform accounting tasks such as create invoices and bills, perform banking tasks, and create financial reports Communicate with other companies in the Magaya Network

The Magaya Explorer offers an easy way to get all your tasks done. Because there are so many capabilities, this topic will focus on the basics first. As you learn about the menus and toolbars, click around to see the software in action. Start exploring the Magaya Explorer!

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MENUS AND TOOLBARS TOP TOOLBAR

Menus and Toolbars

Top Toolbar
The Magaya Explorer window contains toolbars, menus, folders, and different panes. The toolbar across the top contains the following buttons:

Back and Forward buttons to navigate from one document to another Pickup: This button creates a Pickup Order. Receive: This button creates Warehouse Receipts. Release: This button creates Cargo Releases. Find button: Gives you the option to search by transaction number with the Quick Find feature, or to search by any text in a document. See the topic "Find Button" Network: To log in and out of the Magaya Network Send: To send messages within the Magaya Network Email: To send documents via email. See the topic "Batch Email" for details on batch emailing. Task: To create to-do lists for employees Other buttons: Print, Delete, Refresh, and the Folders button (used to hide the list of folders on the left side of Magaya Explorer and widen the document view)

NOTE: If a button is grayed out, you may not have access to that function due to permissions restrictions.

Main Menu
Above the buttons on the toolbar are other commands. This is the Main Menu toolbar.

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MENUS AND TOOLBARS MAIN MENU

The commands on the Main Menu toolbar have dropdown menus with options. The following list provides a brief overview of the options (all of these functions are explained throughout the manual): File: Use this to access the wizards for Startup, for Accounting, and the My Company Info wizard. Also use File to download or create a new document, to print, to set employee permissions (for administrators), to create new folders or shipments, and to view your Magaya software licenses and services. You can save a copy of the document you are viewing, export it to XML, or save it as a PDF. Edit: To copy, paste, and edit undo, delete, rename, and find. You can also view the properties of any folder or subfolder you select. Sales: For Quotations Operations: Lists the same operations that are under the Warehousing folder such as Pickup Orders, Warehouse Receipts, and Cargo Releases. (If you have the Magaya Supply Chain Solution, you will also see Tasks, Jobs, Purchase Orders, and the Warehouse Inspector.) Maintenance: Lists the same options that are under the Maintenance folder such as lists of your carriers and customers. Magaya Network: This provides access to the Magaya Community (you can also access the Magaya Community by using the Magaya Network folder on the left side of the Magaya Explorer.) You can also access your Inbox and Outbox, the Communications Center (also available by pressing the F4 key), and the Send function. Accounting: This displays the same list of subfolders that are also under the Accounting folder on the left side of the Magaya Explorer. Reports: Access financial reports, sales and purchase reports, multicurrency, saved reports and more. You can customize reports with fonts and more by clicking the Configure button in any report. For information on accounting and financial related reports, see the Magaya Software Accounting Manual. Options: Use this to display or hide the toolbar, status bar, folders or shipments. You can also Refresh your system view here (or press the F5 key), view your transactions log, and access the Configuration options. Help: Use this to access a list of how-tos for frequently performed tasks and to access the Magaya website for video tutorials, FAQs, and a web form to tell a friend about Magaya software. To access information about your Magaya software, select About Magaya Explorer. This will display your license agreement and version number of Magaya software you have.

Tabs:

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FOLDERS AND SUBFOLDERS INTRODUCTION

The Magaya Explorer interface opens reports and other lists as tabs.

Folders and Subfolders

Introduction
The folders and subfolders in Magaya Explorer contain many of the functions and documents for the tasks you do every day. To view folders and subfolders: Click the plus (+) sign next to the folder name to expand and view the list of subfolders under the folder heading. (Alternatively, when you click on a folder, the list of subfolders is displayed in the detail pane.) The folder list may also be called a tree view. Here we will use the terms folder and subfolder.
NOTE:

To hide the folders list, click the Folders button on the top toolbar. Click it again to view the folder list.

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FOLDERS AND SUBFOLDERS HOW TO ADD FOLDERS

How to Add Folders

Magaya software includes a default set of folders for operations and accounting tasks. You can add folders to Magaya Explorer by following these steps: 1) 2) 3) 4) 5) Go to the location where you want to make a new folder. Click on File. Select New. Select Folder. Enter the folder name.

Some of the folders do not have the Copy function available. If the option is grayed out, that means it is not available for that folder. For many folders, you can right-click on the folder to access a pop-up menu of functions. The functions vary depending on the folder you are working with. Some will only have a Properties option. Others such as shipment folders have many options.

Magaya Explorer Folders Overview

The following defines the default folders and the subfolders available in the Magaya software and provides a brief overview of the functions available in each.

Magaya Network Folder

The Magaya Network folder contains two subfolders: Community Messages

The Community folder allows you to search for other companies that are using the Magaya software. There are three functions in the Community folder:

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FOLDERS AND SUBFOLDERS MAGAYA NETWORK FOLDER

The first screen in the Community folder is your Company Profile. Here you can edit or add information about your company. You can add a description of your company that others in the Magaya Community can read to learn about you. You can enter keywords that will help people find you when they are searching. Keywords can include terms such as freight forwarder, NVOCC, warehouse, etc. Icons on the top corner of the screen allow you to save the profile, reset your changes back to the original, fill in the form automatically based on the information already entered when the Magaya software was installed, and to upload your company profile to the Magaya Network. The second feature in the Community folder is Search. You can search by company name, country, state or province, city, and/or by keywords. You can use as many or few fields as you want when you search. The third feature in the Community folder is Invitations. You can send an invitation, see the invitations you have received and accept an invitation or reject (deny) one.

On the right side of the Community screen is a window showing you the Communication Center and one for Traffic. (For more on this feature, see the Magaya Software Communications Manual.) The Messages folder can be expanded to show:

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FOLDERS AND SUBFOLDERS TASKS FOLDER

Outbox: Shows messages pending to go out Inbox: To view messages received Sent: To view sent messages Ocean Carriers Messages: This displays all the messages sent or received directly from ocean carriers using the Magaya Ocean Carriers Interface with INTTRA plug-in.

Tasks Folder
Tasks can be created for many reasons such as when cargo arrives at your warehouse and it needs to be unloaded, checked, and put away. Other types of tasks can be created for other employees, not just warehousing. The Tasks folder contains two subfolders: Pending Tasks: View tasks that are not completed. History Tasks: View all tasks.

Click theAdd button in the list or click the Task button when in a transaction such as a Pickup Order and fill in the information to send a Task to an employee.
NOTE:

The toolbar on the bottom is the same for Pending and History Tasks.

Reports:

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FOLDERS AND SUBFOLDERS QUOTATIONS FOLDER

Reports about the tasks can be made via the Actions button such as a report to see how long it took an employee to perform a task.

Quotations Folder
Quotations are cost estimates for your customers of the services you provide. The Quotations folder contains: Quotations: This subfolder displays the quotation document. Quotations List: This subfolder displays the list of quotations and their status.

The toolbar on the bottom contains buttons that allow you to add a new quotation, edit an existing quotation, delete a quotation, filter and unfilter the quotation list, and other Actions. (There is a similar toolbar in all the list views.)

Warehousing Folder
The Warehousing folder contains information related to:

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FOLDERS AND SUBFOLDERS MAINTENANCE FOLDER

Pickup Orders Warehouse Receipts Commodities (lists and classification) Cargo Releases Cargo Movements (document and list view) Package Types Locations in the warehouse Warehouse Inspector (for moving and counting items) Inventory Item Definitions

Maintenance Folder
The Maintenance folder contains subfolders of entities such as your customers, vendors, employees, ports, and more, and the Configuration subfolder with options to set up your Magaya system according to your needs. Each subfolder

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FOLDERS AND SUBFOLDERS MAINTENANCE FOLDER

has various actions and reports available that you can access by using the Actions button or by right-clicking on the entity name. The subfolders are:

When you add information into the dialog boxes of this folder, many of the tabs are similar from one entity to another. For example, on the General tab, there is a lookup button next to the entity name field. Click this to see if the entity was already entered in the database, so you can avoid duplicate entries. Note: The term entity refers to customers, vendors, carriers, and others entered into your Magaya system. The Entity ID field is usually an internal number that you might you if you need to give a customer or entity a unique number to help identify it. This is especially useful for couriers who may have customers with the same name. The Account number is often used by air carriers and it functions like a customer number. The Contact name fields (first name and last name) are used to enter the primary contact person for a company or other entity. Additional contacts can be added in the Contacts tab or in the Contact subfolder. Carriers: Add land (ground) carriers, ocean, and air carriers and their addresses, contacts, rates, customized charges, payment terms, TSA compliance for known shippers, FMC, SCAC number, and more. If an air carrier is passenger-only, check the box on the Airline tab in the Carrier profile dialog box. Only cargo from a Known Shipper can be loaded onto a passenger-only flight or a passenger-only carrier. The

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FOLDERS AND SUBFOLDERS MAINTENANCE FOLDER

Known Shipper checkbox is on the Pmt Terms tab. You can assign flight numbers in the Airline tab:

In your Carriers list, to view which shippers are Known Shippers, select the column header from the Actions > Choose Columns option:

If your company is an air carrier, verify that the Configuration > Company Type is selected as Air Carrier. This will enable to Air Waybill field to appear on the Warehouse Receipt dialog box. In the Carrier profile: Enter the Air Waybill numbers that your carrier gave you by clicking the Add button. Enter the information in the dialog

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FOLDERS AND SUBFOLDERS MAINTENANCE FOLDER

box as needed. For details on using this dialog box, please see the Configuration chapter in the Magaya Software Customization Manual.

If you need to ensure AWB numbers are used sequentially to comply with IATA requirements, see the Configuration chapter in the Magaya Software Customization Manual. Forwarding Agents: Add forwarding agent information such as address, payment terms, participation, assign tracking access, IATA code, FMC, SCAC, TSA number, and more. You can also add their Magaya Network ID if they use Magaya software also. Then you can chat with them using the Magaya Communication Center. If the agent is a known shipper, check the box on the Pmt. Terms tab (payment terms tab). Warehouse Providers: Add contact information for a company that provides you with warehousing services. Customers: Add contact information, payment terms, rates, assign tracking access, TSA compliance, and more. View and print client statements by right-clicking the customer name from the list. Customize inventory prices for a customer on the Charges tab or automate any charge for that customer. For more customer features, see the Maintenance > Configuration entry for customer setup, which allows your customers to register directly from Magaya LiveTrack. See the Magaya Software Customization Manual. Unique account numbers can also be set up per customer. Vendors: Add vendor contact information and TSA compliance. Examples of vendors would be an accountant, insurance broker, utilities you pay, and other service providers. Periodic billing for vendors can be set up on the Pmt. Terms tab. To customize charges for vendors, go to the

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FOLDERS AND SUBFOLDERS MAINTENANCE FOLDER

Charges tab (this is the same dialog box for customers): Click the Add button and enter information in the Custom Charge dialog box.

For more details on custom charges, see the Magaya Software Accounting Manual. Salespersons: Add name, address, participation, and more. To set up salespersons commissions, see the Magaya Software Customization Manual. To create a report of salespersons commissions, click on the Actions button and select the report from the menu. Contacts: Use this folder to add more than one contact person for a Customer, Vendor, or other entity in your Magaya system. You can also add a different contact person for different departments of a single company. The contact can be assigned as a Magaya LiveTrack user by selecting their name and clicking on the Actions button; choose Allow Tracking. (Note: You can also right-click on their name to access a pop-up menu.) Enter their password and permissions or restrictions. You can also assign more than one Magaya LiveTrack user per company. Contacts can also be added from any entity screen. For more about using the online tracking feature, see the Magaya Software Communications Manual.

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FOLDERS AND SUBFOLDERS MAINTENANCE FOLDER

Employees: Add employee name and contact information, citizenship information, assign remote access rights, Magaya system permissions, roles, and passwords. To add an email signature for an employee, enter their email address and click the button next to the Email field. In the dialog box, add text and format it as you want.

You can set the employees email signature as the default for email messages they write, or set up a company signature as the default for all email messages sent from your Magaya system: See the option in Maintenance > Configuration > Outgoing Messages. For more details, see the Magaya Software Communications Manual. Ports: Select frequently used ports so they are easy to find in your dropdown lists in your shipments and other transaction; add additional ports;

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work with Schedule K and Schedule D code lists; define zones by zip code. Ports can be selected from this list or be manually added.

In Maintenance > Ports, double-click a Port to open the dialog box and verify it has the modes of transport you need. When creating transactions that use ports, only select ports with the modes you need; otherwise you will not be able to use that port in that transaction. If you dont see a port, add it manually by clicking the Add button.

The latest Schedule K and D ports are updated regularly, but you can go update the list manually by opening the list from the Actions button. Then inside that list, click Actions > Import CSV. Navigate to the Magaya software folder, select Data > SED and select the text file for D or K. Countries: Add country names, states, and codes. Configuration: Access options to customize your Magaya system such as setting up document numbers, transaction tracking, messaging formats, add custom fields, tasks, divisions, events and more. The options in the Configuration menu are explained in the Magaya Software Customization Manual.

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FOLDERS AND SUBFOLDERS RATES FOLDER

Notes: For any carrier, freight forwarder, or other entity, you can add an Entity ID in addition to their name. This can be useful if two companies or contacts have the same name. Any entity can be made inactive by checking the Inactive box in their profile; this does not delete them but saves their profile if you want to use it later.

Rates Folder
The Rates folder is used to enter your rates for carriers and customers. Routes for multimodal shipments are also saved here.

The Rates are explained in the Magaya Software Customization Manual.

Accounting Folder
The Accounting folder contains the following:

Chart of Accounts: This is like a general ledger, listing all accounts and what type they are categorized as (for example Services is categorized as Income, and Utilities Expense is categorized as Expense). You can add accounts that are specific to your business.

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WORKING WITH DOCUMENT AND LIST VIEWS ACCOUNTING FOLDER

Items and Services: This shows codes for the services you provide such as crating fees and what account name that service is associated with. You can add items and services that are specific to your business, and automate charges. See the Magaya Softwar Customization Manual for details. Invoices (and Invoice List) Bills (and Bill List) Payments (and Payment List) Deposits (and Deposit List) Checks (and Check List)

Accounting functions are covered in the Magaya Software Accounting Manual.

Working with Document and List Views

In Magaya Explorer, you can view documents and lists of documents (and transactions). To view a document, click on a subfolder (such as Warehouse Receipts under the Warehousing folder). Then a Warehouse Receipt document is displayed in the document view of the Magaya Explorer (see the figure below).

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WORKING WITH DOCUMENT AND LIST VIEWS WORKING WITH THE LIST VIEW

To view a list, click on a subfolder with the word List in the subfolder name (such as the Pickup Orders List). A list will be displayed in the list view pane of the Magaya Explorer. Many of the same buttons and options are available when you view the document or the list. For example, you can see the history of a specific Warehouse Receipt (WR) from the list or the document.

Working with the List View

The List view provides you with many options. You can sort the columns in the list to view the information in a variety of ways. You can search for documents and transactions and run reports. The List view is available when you are working with: All the list subfolders under the Warehousing folder such as Warehouse Receipts, Pickup Orders, and Cargo Releases list All the subfolders under the Maintenance folder such as Carriers, Vendors, and more Many subfolders under the Accounting folder such as lists of Invoices, Payments, Bills, Deposits, Checks and more

Most lists have a Date range field at the top of the list. Use the Date range to view the transactions you want to see from a certain time period such as last week or last month.

After changing the date in the date fields, click the Refresh button (the blue arrows wrapping in a circle) to load the transactions for the date range. Use the red Stop button to stop the search at any time. To save a view of any list, click on the star button and select Save this View. In the dialog box, the system provides a default list name, but you can change

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WORKING WITH DOCUMENT AND LIST VIEWS WORKING WITH THE LIST VIEW

the name. To exclude the date range from the saved list view, uncheck the box for Save time frame.

When you save list views, you can manage them by selecting Manage Views from the star pop-up menu. A dialog box will open showing the saved views for that list. To make a saved list view available to other Magaya users in your network, select it and click the Publish button. You can also edit or delete (remove) a saved view. Changes can be made to a saved view. A counter on the bottom of any list in Magaya Explorer tells you how many items are displayed out of a total number of items. To view all the transactions such as Warehouse Receipts (WR) in the Warehouse Receipt List, select the All option in the Dates field on the top of the list. Note: Make sure you do not have a filter in place. Click on the Unfilter button to clear a filter. Then the Unfilter button will be grayed out. To move the columns to change the order from left to right, click on a column header and drag it to the place where you want it to appear. To customize the columns in the list to view only the columns you want to see, click on the Actions button. You can also widen or narrow the columns by clicking on the line that separates the columns and drag the line to the left or right.

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WORKING WITH DOCUMENT AND LIST VIEWS WORKING WITH THE LIST VIEW

Additional customizations of columns is available from the Actions button > Choose Columns. For example, you can change the date format by selecting the date and choosing the option in the dropdown menu:

To sort the items in the list, click on the column heading. For example, if you click on the Status column heading, the items (such as WRs) will be grouped together by status of Pending, Delivered, In Transit, In Process, At Destination, or On Hand (in the warehouse). The Number column groups by letters and numbers when you click on the Number column header. For example, all WRs that begin with the number 2 are grouped as shown here:

Right-click on an item in a list to access a pop-up menu for that item. This menu has many of the same options as the Actions button.

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WORKING WITH DOCUMENT AND LIST VIEWS RELATED COLUMNS

The icons for commodities in lists indicate the status of the commodity: Yellow is In Process (or Ordered) Aqua is On Hand Purple is Loaded Light Green is In Transit (Dark Green is Arriving) Red is Received (for example, a shipment is Received when it arrives at the port) Blue is Delivered

Related Columns
Magaya software gives you the option to add more columns to your list views to customize them so you can see the information you need. You can choose from any columns related to the transaction you are working on. For example, if you are in the Warehouse Receipt List, you can choose columns from any related transaction, related entity, or other information. When you add the column to your WR List, that column is automatically available to create reports also. The following example explains how to add more columns to your Commodity List. When you are looking at your Commodity List, you may want to see more information about your commodities. Perhaps you want to know the name of

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WORKING WITH DOCUMENT AND LIST VIEWS RELATED COLUMNS

the vessel that shipped the commodities. The following steps apply to this example and to other lists: 1) Go to the Commodity List, click the Actions button and select Choose Columns.

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WORKING WITH DOCUMENT AND LIST VIEWS RELATED COLUMNS

2)

In the dialog box that opens, click the Add Columns button:

Note: The option Script Columns is explained in the Magaya Software Customization Manual.

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WORKING WITH DOCUMENT AND LIST VIEWS RELATED COLUMNS

3)

A new dialog box opens with additional columns to choose from. These elements are all the transactions and data related to the Commodity List. Click on the dropdown menu of Related Elements and select an element.

4)

Scroll to the column that you want from that Related Element and select it.

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WORKING WITH DOCUMENT AND LIST VIEWS RELATED COLUMNS

5)

Click the Add button to move the selected column from the list of Available Columns to create your list of Selected Columns.

6)

Click OK. The column is now available in your list of commodities.

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WORKING WITH DOCUMENT AND LIST VIEWS TOOLBARS IN DOCUMENT AND LIST VIEWS

7)

Move the column so it appears where you would like it. Click OK. The Commodity List now displays the new column and the vessel which is pulled from the outgoing shipment transactions.

8)

The new column is also available to create reports. Click the Actions button and select the new column name. The report document can be saved, sent over the Magaya Network, or emailed (go to Actions > Reports).

Toolbars in Document and List Views

In the Document view, this toolbar is on the top of the document:

To navigate through documents, click the buttons First, Previous, Next, Last. Other buttons are Add, Edit, Delete, Find, Filter, Unfilter, Actions, Zoom, Page, and Options. The icon on the far left indicates the status of the transaction (such as cargo is loaded, delivered, etc.).

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WORKING WITH DOCUMENT AND LIST VIEWS BUTTONS ON THE TOOLBARS

When you are viewing a list, a new toolbar appears at the bottom of the screen:

The buttons on that toolbar also appear on the document view on the top of the document. The buttons are: Add, Edit, Delete, Filter, Unfilter, Actions, and Detail (depending on your permissions).

Buttons on the Toolbars

Many buttons have an arrow on the side of the button. Click the arrow to access options. (The choice in bold is the default that displays if you click the button instead of the arrow.) When you click a button, a dialog box will open. After you have entered information in the dialog box, click the OK button. The dialog box will close. The information you entered will be saved in the database (and in the form you are working on such as an invoice or Pickup Order). Add Button: Use the Add button to add a new transaction of the selected type to the database. When the Add button has an arrow, then options are available. When you click the Add button, a dialog box opens. Enter the information in the dialog box to fill in a form such as Pickup Order or Warehouse Receipt. The Add button offers options that are specific to the list you are viewing. For example, in the Accounting folder, the Add button for Payments offers the option to add a Customer Payment or a Vendor Refund. The Add button for Cargo Releases will open a wizard with screens that walk you through entering the information to create a cargo release. Edit Button: This opens the same dialog box used when adding new information so you can edit or change information. (Exception: The Cargo Release Edit button will open a dialog box, not the wizard you used to enter information.) Delete Button: Enables you to delete or cancel the selected transaction in your list. For example, if you delete a transaction such as a Cargo Release, the items in that Cargo Release will be returned to your system and be available. To view any deleted transaction, go to Options > View Transactions Log. For more on the Transactions Log, see the Magaya Software Customization Manual.

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WORKING WITH DOCUMENT AND LIST VIEWS BUTTONS ON THE TOOLBARS

Other Buttons and Their Functions: To print a document, click on the Print button on the toolbar across the top of the Magaya Explorer. (You can also use the File menu and select Print.) To print receiving labels from a Warehouse Receipt, go to File (or click on the arrow on the side of the Print button) and select Print Labels. A dialog box opens. Select the label size and quantity. You can also print a range of labels or all of them.

In this example, this will result in 425 labels being printed, one for each item in WR 43. To change the amount of label printed, enter a new number in the Start and End fields. Each label will print with the options checked in the Configuration menu: The warehouse item description, the company information, consignee name, and a bar code.

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WORKING WITH DOCUMENT AND LIST VIEWS BUTTONS ON THE TOOLBARS

Labels can be customized as needed. This labels shows the WR number:

This label is for a Cargo Release:

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WORKING WITH DOCUMENT AND LIST VIEWS BUTTONS ON THE TOOLBARS

To email a document, click on the Email button on the toolbar across the top of the Magaya Explorer interface. See the topic "Batch Email" The Options button enables you to print only the fields of a form or document and the option to calculate the totals in the fields of a form automatically.

Select any options needed. The defaults set are: Show the paper on the drawing, and Calculate fields automatically. Note: The Options dialog box will show the name of the document you are working on such as a Warehouse Receipt or Cargo Release.

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WORKING WITH DOCUMENT AND LIST VIEWS BATCH EMAIL

Batch Email
You can send batch emails from Magaya Explorer to a group of customers from any list. For example, you can: Create a filtered list of invoices and email them in a batch Send a monthly recurrent invoice for storage Send a marketing message to all your customers at once

You can send batch emails from any transaction list. You have the option to select a few entities (such as customers or vendors) or send to the whole list. The emails will be sent to the entities involved in those transactions, including their contacts. 1) Go to the list you want to send batch emailing, hold the Shift key and select multiple transactions or entities.

2)

Click on the arrow on the Email button and select Send Batch Email:

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WORKING WITH DOCUMENT AND LIST VIEWS BATCH EMAIL

3)

In the dialog box that opens, your company email address is automatically filled in.

The CC and BCC fields can be used to include other people in this batch emailing in addition to the people in the transactions you selected from the list. There is an option at the bottom of the screen that is checked by default to send one email per recipient. The format can be configured to be PDF, HTML, or Magaya Document format. You can also add attachments. 4) Enter the subject line, message text, and any attachments.

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WORKING WITH DOCUMENT AND LIST VIEWS THE FILTER BUTTON

5) 6)

Checkmark or uncheck any options as needed such as Request Delivery Receipt. Click the Send button when you are ready to send the batch of email messages.

Learn more about email templates in the Magaya Software Communications Manual.

The Filter Button

The Filter button allows you to select how you want to view the information in a list. For example, you may want to see only transactions for the past week or transactions for a certain customer or destination. The Filter button has two options: Standard and Advanced. The Filter button offers options that are specific to the list you are viewing. For example, the Filter button available for Checks has fields that are specific to that accounting function while the Invoices filter has different fields. In the Invoices filter, you can filter by AP or AR, invoice number or dates, US dollar (or other currency) amounts that are greater or lesser than amounts you enter, and others. For Checks you can filter by account name, check number, or other criteria.

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WORKING WITH DOCUMENT AND LIST VIEWS THE FILTER BUTTON

Below are filters for Accounting functions:

The Filter is useful especially when your lists are long. Without a filter applied, the list will show all the transactions for that folder, dating back to the first one your company did. To see only the most recent or relevant transactions, use the filter button and select your criteria. When you use the Filter button, the software saves that filter unless you clear it. The next time you view this list, the filter will still be applied. If you do not see some of the information you are looking for, verify if a filter is active by clicking on the Filter button. To unfilter, click the Unfilter button. Also the counter on the
NOTE:

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WORKING WITH DOCUMENT AND LIST VIEWS ADVANCED FILTER

bottom of the list tells you how many items are displayed out of a total number of items. The Filter button is not the same as the Find button. It will not search the way the Find button will.

Advanced Filter
The Advanced Filter screen has a list of Available Fields on the left, Conditions on the top and results of the Condition(s) you apply on the bottom.

The list of Available Fields changes based on the transaction you are filtering. For example, the available fields in the Pickup Orders advanced filter include Delivery Date, Pickup Address, Drivers Name, and more. Many of the same fields are available in all the advanced filters such as carrier, date, etc. The Available Fields are listed in alphabetical order. The Available Fields also have a Type associated with them: Text, Date, Yes/No, Integer, and Decimal. These Types are defined as follows: The Text type of field allows text to be entered. Available Fields that accept text include Carrier and Shipper. The text field is not case sensitive. The Date field has a calendar for choosing the date and conditions such as On for on this date or On or Before for on or before this date. There are many options for using the date field. The Yes/No field type is used for questions that can be answered as Yes or No. It uses logical (or Boolean) operators that help refine a search. It is used to answer Yes/No questions such as Has a shipment been liquidated? or Is it excluded from tracking? If you use Equals, then select Yes or No.

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WORKING WITH DOCUMENT AND LIST VIEWS ADVANCED FILTER

The Integer field allows a number to be entered. If you select the available field of Pieces, you can enter a number (an integer) for the number of pieces. Enter a whole number, not a fraction. Integer is often used for overstock pieces or pieces on hand. The Decimal type allows a number with as many decimal point places as needed. The Decimal field type can be used for weights, values, currency, and more.

When you select an available field, it is displayed in the Conditions section of the screen. For example, if you select Arrival Date, the Conditions are the date range that you can change with a dropdown menu and the conditions of the date. The following screenshot shows the Carrier and the text field that is available:

If you select the condition Equals, enter the full carrier name. If you only have part of a name, select Contains. For example, if you enter Dom in the text field, the filter will only show carriers that contain those letters. (The terms Contains Data and Does Not Contain Data are to find blank fields or ones with data.) Then click the Add button. The filter condition you just set up will be added to the filter list.

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WORKING WITH DOCUMENT AND LIST VIEWS ADVANCED FILTER

You can add more conditions to refine the filter further. The additional condition will appear below the resulting conditions:

Conditions can be nested under the first condition to narrow your list results even more. Example of a Filter: To find a cargo release from March 6, 2009 or earlier that was released to Enrique. 1) 2) 3) 4) 5) 6) 7) 8) 9) Select the Available Field. In this example, select Released to. In Conditions, select Contains. (This will allow you to enter a first name or just a last name. If you select Equals you must enter the exact name.) In the field next to Equals enter in the persons name you are searching for: Enrique. (The text field is not case sensitive.) Click the Add button. Select another Available Field: Date. In Conditions, select On or Before. Enter todays date (the default). Click the Add button. Click OK.

The result list will display in Magaya Explorer. If the result is found, you will see the transaction you are looking for, but if not, refine your search by clicking the Unfilter button and then return to the Advanced Filter to change the terms, or refine the search by removing a condition and adding a different one. After filtering a list, it can be saved by clicking the Star button at the top of a list.

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The Find Button

To search for a document or transaction, use the Find button. The Find button has an arrow with these options: Transactions, Quick Find, Entity Finder, Find Vehicle, Folder, and Find Next.

When you click the Find button, a search box appears. (The same search box appears when you click the arrow on the side of the Find button and select Transactions. See the screenshot below.)

You can move the search box to the side of your Magaya Explorer and affix it there by clicking on the Dock button (with the green arrow pointing left). To

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un-dock it, click on the Dock button (it now has a red arrow pointing right instead of a green arrow pointing left). Select what you want to find by clicking on the Find Type dropdown. You can search all elements or choose what transactions to search in such as warehouse receipts or invoices. To combine search elements, choose Selected Elements from the dropdown. Check the boxes for the elements you want to search. (You can also use the button with the three dots next to the dropdown.) Set the date range by using the From and To dropdowns. You can search by Transaction Number or by Text. To search by text, type the text into the Text field and click Find. The advantage of using the Text search method is that you can find any text that appears anywhere in a transaction. You can even search by a partial phrase. For example, if you do not know the whole name of a carrier or vendor, you can search by using part of their name. The results list will display any transaction or document that contains the text you entered. The total number of found items will be displayed on the bottom of the find screen. To view an item in the results list, click on it, and click the View button. The dialog box for that transaction will open. (Tip: You can also double-click on the item in the results list to view it.) To go to the document or transaction, click on the item in the results list and click the Go To button. You can stop the search at any time by clicking on the Stop button to end the search. The Quick Find option opens a search box that gives you the options to search by transaction type and number. Select the type and enter the number. When the transaction or document is found, the search box closes and the document opens.

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The Entity Finder option opens a list of all the entities in your system, including customers, carriers, employees, and more.

Enter any text you need to find such as a name (partial or full) of an entity. When you click the Find button, the results list displays the entities found. You can rearrange the columns in the results list by clicking and dragging them into place. Click on the Actions button to select which columns you want included in your results list. To make changes to an entity, use the Edit button. (Tip: You can also double-click on the item in the results list to open it.) A counter on the bottom of the list tells you how many items are displayed out of a total number of items. The Find Vehicle option opens a dialog box so you can search by Vehicle Identification Number (VIN). The system will find VINs when you enter the last six digits of the VIN.

Any VIN in your Magaya system can be made available to find online in LiveTrack for your customers.

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WORKING WITH DOCUMENT AND LIST VIEWS THE ACTIONS BUTTON

The Find Folder option opens a search box with a General tab and an Advanced tab. You can search for an air waybill number on the Advanced tab.

The Actions Button

The Actions button is available in the Magaya Explorer when you view lists or documents. The Actions button provides many functions. Depending on the list or document you are viewing, you will have different actions available. Common functions available from the Actions button: To run (or create) reports on a list such as the Warehouse Receipts List, click on the Actions button and go to Reports. Select the report type from the menu. Options include creating a report by shipper, by consignee, by supplier, etc. The report can be saved, emailed, or exported. Tip: In the report, double-click on an item to display the dialog box for that item. Reports can be filtered and also

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calculate totals. Reports open in tabs. You can switch between two or more reports to view them. To copy a document such as a Warehouse Receipt (WR), click on the Actions button and select Create a Copy. A dialog box will open with all the fields filled in based on the WR that you were viewing. Change any fields as needed. Click the OK button to save and see the new WR. To exclude a document from tracking, click on the arrow on the side of the Actions button and select Exclude from Tracking. This adds a checkmark next to the menu choice Exclude from Tracking. This is used if a transaction is not complete and you do not want it to be viewed via Magaya LiveTrack. To change the WR so it is included in tracking, click on the Actions button arrow again and select Exclude from Tracking. The checkmark will be removed. To view the history for the WR, click the Actions button (not the arrow on the side of the button). A dialog box opens. If there is any history, it will appear in the list. Select an item and click the View button to open the dialog box for that item, or click the Go To button go to the document.

The Actions button offers many options depending on the transaction you are working on. Examples: When viewing a check, the option to void the transaction is available from the Actions button. When viewing an invoice, you can receive payment. In a Cargo Release, you can set it in transit or as delivered.

Magaya Explorer comes with different templates for forms such as WR or Pickup Order documents. To select a template, click on the arrow on the Actions button and choose Select Template.

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WORKING WITH DOCUMENT AND LIST VIEWS THE DETAIL BUTTON

Other functions found on Actions buttons include import or export of data and the option to choose the columns in a list. Other functions are: Batch printing, statistics, and more. Click on the menu options to explore the possibilities. For details on these functions, see the Index.

The Detail Button

The Detail button opens a new panel in any list to show more details about the transactions, entities, or employees. Depending on which list you are viewing, the details available will change.

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Select different panels of details by clicking the dropdown Panels menu on the top of the list. For example, the Shipment List offers panel details such as Charges, Events, and more.

You can view the line item, print or email it from this list.

Magaya WMS Mobile User Interface

The Magaya WMS Mobile application runs on handheld devices. It is designed to work with the Magaya WMS software and with the Magaya Supply Chain Solution. The handhelds can be used for every step of the process of receiving cargo, moving items in a warehouse, sending items out and more. The keypad, stylus, and appearance of the application on the display screen may vary depending on the model you purchase. Consult your manufacturers documentation for any questions about the hardware. The screenshots in Magaya documentation illustrate the application on a Motorola handset. For details on setting up the wireless infrastructure and performing initial inventory setup, see the chapter WMS Mobile Setup in the Magaya WMS Operations Manual.

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Overview of the Magaya WMS Mobile Interface

Turn on the handheld device, and access the Magaya WMS application. The first screen is the login screen:

Select the user from the User name field, and enter the password for that user. Click the OK button to log in. Steps for giving employees access to the Magaya WMS Mobile application is in the section Configure WMS in Chapter 4: WMS Mobile Setup of the Magaya WMS Operations Manual. If a user is logged into another mobile device, the system asks if they want to end the other session. Click the checkbox Yes, login and terminate the other session. This will save any work done on that device.

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After logging in, the next screen is the main menu where all the Magaya WMS Mobile application functions are accessed:

This screenshot shows the Magaya WMS Mobile application running on the Microsoft Windows CE operating system (OS). The Microsoft Windows icon on the task bar can be clicked on to access other programs that may be installed on your handheld. For questions about the OS, see Microsoft or your handset manufacturer documentation. The Magaya Network ID number and name of the mobile user are displayed in the taskbar. Other icons show the battery life remaining, access to the virtual keypad that can be used with the stylus, and cascading screen display.

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If the Network ID is red, click the icon in the top bar to return to the main screen and tap/click the Diagnostic button. The system runs a self-test.

The Diagnostic screen displays the status of the OS, battery, etc.

If the application is idle for a long period of time, it will log off automatically. If a user has a session open on one handheld and tries to log into another one, the system asks if the user wants to discard the other session. This prevents loss of data from the other session. If the handheld IP address changes dynamically, the current session is kept alive to prevent loss of data for the current task.

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Functions
The following list is a brief overview of the functions available in the Magaya WMS Mobile application. All of the following tasks are explained in detail in the related chapters in the Magaya WMS Operations Manual. Initial Inventory: This function is enabled to perform the initial inventory setup when you first use Magaya WMS. This function is only performed once. See Chapter 4, WMS Mobile Set Up. Receive: Use this function to receive cargo and create Warehouse Receipts for incoming items. This process begins with a task that is sent to the handheld device with all the information about the incoming items. This is also called Informed Receiving. Move: This is used to move items within the warehouse or to process a transfer of items from one warehouse to another one (when both warehouses are owned by the same company). This process begins with a task that is sent to the handheld device. Manual Move: Use this to move items within the warehouse. This process is started and completed on the handheld devices. Pick: Use this to move items from their current location to a Quality Control area so they can be shipped out. Load: This is used to move items from their current location or from the Quality Control area out the door. Count: Use this to perform physical inventory counts and cycle counts. Messages: Click the Messages icon to view any pending messages. View: Click the View icon on the main screen to see details of any item, pallet, or location. In the screen that opens, scan the item, pallet, or location barcode. Then the details of the item will display. You can also print the WR label or a Packing Slip for a selected item. Manual Receive: Use this to receive cargo without a task identifying the incoming items. This process is also called Blind Receiving or Uninformed.

When tasks are pending, the quantity of tasks will be displayed under the function name. The list of items will display the item description by default. To view the items by part number or tracking number, tap on the column heading and select the option.

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MAGAYA WMS MOBILE USER INTERFACE SCANNER SIGNAL

Tap on (or select) the Description column header to access a sub-menu where you can select how you want to view the details.

Scanner Signal
The scanner signal symbol appears in the top corner of the screen, indicating the scanner function is available from that screen:

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If the barcode scan signal has a red x on it, run the Diagnostic tool.

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CHAPTER 7: SET UP YOUR WAREHOUSE

Chapter 7: Set Up Your Warehouse

This chapter explains how to: Import Existing Inventory Data Define Inventory Items Set up Warehouse Zones and Locations Define Package Types Work with Commodity Classification Codes Create Reports of Inventory and Commodities

Import Existing Inventory Data

Introduction
To start using Magaya WMS (or the Magaya Supply Chain Solution), existing inventory needs to be entered into the application. This process can be divided into three steps: Import Part Numbers Import Locations Import Existing Inventory

When importing data, the format of the data file must match the format in the new system. For example, if you have three columns of data in the spreadsheet such as part number, location, and quantity, then you will need to select the three corresponding columns in the Magaya software Import Data dialog box.

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Import Part Numbers

If you have been working with another system, part numbers can be exported from the old system and imported into your Magaya system. To import part numbers, follow these steps: 1) 2) Go to the Inventory Item Definitions list in the Warehousing folder and click the Actions button. Select Import. A dialog box opens:

The system can import CSV or XML data. This example will show how to import CSV.

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3)

Click the Import CSV button. The following dialog box opens:

Select the columns to import. The list of columns shows the column name, type, and if it can be imported or not. 4) Click Browse to open the file on your computer (or network) that contains the data you want to import. Recommended fields of data to import are the part number, manufacturer, description, length, height, width, weight, and price. For example:
Part Number 001

Descrip. Battery 6024 Battery 6070 Battery 6026

Length 8

Width 6

Height 8

Weight 26

Manuf. Duralast

Price 66.00

002

26

Duralast

67.00

003

26

Everlast

69.00

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You can import other fields such as Customer, Model, or custom fields, depending on your needs. Other options in the dialog box are: Include Header: If you click the Include Header checkbox, then the system will import the data starting on the line below the column header in your spreadsheet. Delimiter: Choose double or single quotes based on what you have in your original file. The data is between the quotes. You may also choose not to have a delimiter. Separator: If you want to separate data by comma, semicolon, or tab, make the selection from the dropdown Separator. If you are importing a CSV file, choose Comma. Field Type: This defines the type of field you have selected in the list such as Text, Decimal, etc. If the field is checkmarked in the list, the box for Process this column will be highlighted.

Verify the data after importing it.

Import Locations
Locations can be exported from another system or a spreadsheet and imported in Magaya software. It is recommended that you define your warehouse zones in your Magaya database before you import the locations. For details, see the topic "Warehouse Zones and Locations" in this chapter.

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1)

Go to the Locations list in the Warehousing folder and click the Actions button:

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2)

Select Import. A dialog box opens:

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3)

Click the Import CSV button. A dialog box opens:

4) 5)

Click Browse to open the file on your computer (or network) that contains the data you want to import. Verify all data before importing it. Select the columns to match the data you are importing and click the Import button. Recommended columns are the location code, description, type, and zone. You can import other fields as needed, for example:
Description Zone A, Row 1 Zone A, Row 2 Type Storage Storage Zone A A

Code A1 A2

The items will have a status of Pending. Verify all the data after importing.

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Import Existing Inventory

Inventory will be imported as Warehouse Receipts (WR). The following table illustrates the minimum data that must be imported:
Part Number 001 002 003 Location Code A1B1 A1B2 A1B3 Pieces 25 30 15

1)

Go to the Warehouse Receipts list, click the Actions button, and select Import:

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2)

In the dialog box, click the Import CSV button:

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3)

In the dialog box that opens, select the columns to import:

4) 5) 6)

Click Browse to open the file on your computer (or network) that contains the data you want to import. Verify all data before importing it. Select the columns to match your data. Group the WRs by Part Number or Location so the system does not generate just one WR. If you import a long list of thousands of items, the system will create one WR that will be difficult to modify because of the large data size.

Upgrading from the Magaya Cargo System

If you are upgrading from the Magaya Cargo System and need to migrate data from that system to the Magaya WMS, Magaya Supply Chain Solution, or the Magaya Commerce System, this section will explain how to set up your inventory in the new system.

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If you installing Magaya WMS or Magaya Supply Chain Solution, then follow the steps in the section Import Existing Inventory. Before you begin to migrate data, you may need to delete some locations from your Magaya Cargo System if you will not use those locations in the new software program. All items that are in a location you delete will then be available to move to new locations. Follow these steps in your Magaya Explorer to delete locations: 1) 2) Go to Warehousing > Locations. Select a location (or multiple locations) and click the Delete button. If items are in any of the locations, a notice will appear:

Click Yes to continue, or click No to return to the Locations list. If you click Yes, the location will be deleted from the Magaya system, and the item(s) will not be listed in the Warehouse Inspector. The item can be found in the Commodity List, but it will not have a location assigned to it. The status of these items will be Pending. If you need to create new locations and zones in your Magaya Explorer, see the section "Warehouse Zones and Locations" in this chapter. To import locations, see the section "Import Locations".

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Initial Inventory Set Up: Follow these steps to enable the Initial Inventory function for the Magaya WMS Mobile handheld users: 1) Go to Maintenance > Configuration > WMS and click on the checkbox Enable Initial Inventory for WMS Mobile Users.

Note: If the Magaya WMS application is running on the handheld device when you set this configuration, you may need to exit the application and restart it. When the process is completed, return to this Maintenance > Configuration > WMS screen and uncheck this option Enable Initial Inventory for WMS Mobile Users. The icon will no longer display on the Magaya WMS Mobile main menu. For information on assigning locations to items, see Chapter 4: WMS Mobile Setup in the Magaya WMS Operations Manual.

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CREATE AN INVENTORY ITEM DEFINITION UPGRADING FROM THE MAGAYA CARGO SYSTEM

Create an Inventory Item Definition

This task explains how to create an Inventory Item Definition for a regular inventory item in Magaya Explorer. This screenshot shows the dialog box:

An Inventory Item Definition is just what it sounds like the definition of an item in inventory such as those items that wholesalers stock for resale or items that you receive regularly for a customer. When an Inventory Item Definition is created in Magaya Explorer, the definition of that item will be available in the Magaya system to be used for transactions such as Warehouse Receipts and Pickup Orders. The advantage of creating an inventory item definition is to simplify receipt of items that are sent to your warehouse regularly. When the items are received
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and you create a Warehouse Receipt (WR) in Magaya Explorer, you can select the Part Number on the Identification tab inside the Commodity dialog box, and the item information will be filled in automatically. This is also available on the Commodity tab when creating a Pickup Order. If you have the Magaya Bar Code plug-in activated, you can scan the barcode of the item you defined and all the information about that item will appear in the WR. You will not have to retype the dimensions, etc. each time you receive that item. When you select the part number in a WR, the item is automatically added to the On Hand inventory. When an item is released in a Cargo Release or a shipment, it is removed from inventory.

Step-by-Step Procedure
To create an Inventory Item Definition, follow these steps: 1) 2) 3) Go to the Warehousing folder > Inventory Item Definitions Click the Add button and select Add Inventory Item. A dialog box opens. Start with the General tab: Enter the part number. The part number may be assigned by the manufacturer or the customer, or tt can also be your internal number that you use to keep your inventory. Dashes in the number are not recommended. This field is mandatory. Note: The part number cannot be edited after the inventory item definition is created. Click on the SKU button if you are tracking inventory by the Stock Keeping Unit (SKU), pronounced either skew or by its acronym letters SKU. A SKU identifies an identical item from different manufacturers. A new dialog box opens. Enter the SKU number and click the Add button. Click the OK button to save SKUs and return to the General tab of the Inventory Item Definitions dialog box. Enter a description of the item. Enter the Model number or name that was assigned by the manufacturer. Select the Client from the dropdown menu. (Use this if you have a regular customer who buys this product. Note: If you assign a client, the inventory item is linked to the client. The inventory information

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CREATE AN INVENTORY ITEM DEFINITION STEP-BY-STEP PROCEDURE

for this item will be available for the client to see via using Magaya LiveTrack. Select the manufacturer name from the dropdown menu. Enter the amount per pallet, if the items are shipped in a pallet in the same amount each time. This will also be used to estimate how many items can build a pallet. Check the box to Keep Inventory by Serial Number if you are keeping track of your inventory by serial number. (The serial number is unique per item. For example, the computers in an office may all be from Dell, and they may be the same model, but each one has a different serial number. If your computer needs a repair and will be sent back to the manufacturer for the repair, the serial number will ensure that the correct computer is sent for repairs. Check the box to Save Serial Numbers When Items Go Out if you want to track the serial number only after the items are dispatched (i.e., for Customs clearance at destination countries). The package type and dimensions are optional. Commodity Type: The system has Freight All Kinds as a default commodity type. You can add others and then use them in Rates and other places such as reports.

4)

On the Accounting tab, you can add the value, set cost and income accounts for inventory items, and minimum stock information. Use the Purchase Item and Sale Item dropdowns to assign cost and income accounts to the item.

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The minimum stock information can be set so that your system sends an alert when the inventory for this item reaches the number you define here as the Minimum Stock. You can alert an employee or leave it blank.

To send the customer (client) an email notice of low inventory, check the box Alert Client by email. Ensure there is an email address in the customer profile. If you selected a Preferred Vendor, you can also choose to create a PO with that vendor when inventory is low. The PO will appear in the Purchase Order list (for users of the Magaya Supply Chain Solution). When you are finished entering information for the Inventory Item Definition, the item is now saved in your Magaya system and ready to be used in WRs and other transactions. When you edit an Inventory Item Definition, the Part Number is grayed out and cannot be changed. If the Part Number is not correct, delete the item and create a new Inventory Item Definition for the item.

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CREATE AN INVENTORY ITEM DEFINITION INVENTORY ITEM DEFINITIONS LIST

Inventory Item Definitions List

The Inventory Items Definitions list can be used to displayed a variety of information about your inventory in a way that is helpful to your specific operation. You can save a view so you dont have to create it every time you want to see certain details. First, filter the list to view only the items you want to see. Save that view by clicking the star on the top of the list and select Save this view.

Name the view to save it.

This view of the list can be accessed at any time by clicking the dropdown menu which shows all the views saved.

Actions Button:

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Create reports by clicking the Actions button and select the option such as the Reports > In and Out Summary. In and Out cargo reports are covered in detail in the Magaya Supply Chain Solution Operations Manual.

Detail button: Click the Detail button to open a new panel. In that panel, you can select to display more details such as attachments, SKUs, and more. Click the Detail button again to close the panel. Set Columns: Click the Actions button to access the Choose Columns dialog box where you can set the column wide, order, and which columns to see.

Detail Button:

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To see more details about your inventory quickly, click the Detail button to open a panel.

Select the detailed panel you want to view. When you click on any inventory item definition, the details appear in the panel. Note: The Items & Services list provides an option to view just the inventory item charges or to view the charges that are not related to inventory. Choose Columns: To group the resale items together, select the column: 1) 2) 3) 4) 5) Actions > Choose Columns. In the dialog box, click the Add Columns button to open the Related Columns box. In the dropdown, select the Related Element Sale Item. Select Is a resale. This is a yes/no type of column. Click OK to save and close each dialog box and return to the list.

Click the column heading to sort the list and group all the resale items together.

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ADD RESALE ITEMS STEPS

Add Resale Items

Resale items are inventory items in your Magaya system that are available for sale. These are items you purchased, entered in your Magaya system, and now are available to resell. To make items available for the Online Sales Order feature in Magaya LiveTrack, the items must be resale items. Regular inventory items will not appear online in the online store you can create with the Inventory Organizer in the Magaya Supply Chain Solution.

Steps
1) 2) Go to the Warehousing folder >select Inventory Item Definitions. Click the Add button and select Add Resalable Inventory Item from the pop-up menu:

A wizard opens with fields to enter the details of the item.

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ADD RESALE ITEMS STEPS

3)

Enter the following information in the fields of the Resalable Inventory Item Wizard:

In the Inventory Item Definition section, enter the part number, model name (or number), an item description, the package type, and dimensions. If you keep inventory by serial number and/or want to save the serial numbers when items are released, check the boxes.

In the Associated Items and Services section, enter the Purchase Price and select the currency. The purchase price is the price you paid for the item. The system automatically creates an Expense Item (Cost) in the Accounting folders Items & Services list. It is also

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automatically assigned to the inventory assets. (The currency dropdown is available if your system is set up to use multiple currencies.) Enter the Sales Price and select the currency. The sales price is the price that your customers will pay for the item. The system creates an Income Item in the Items & Services list. Select the Manufacturer (optional). Select the Client (optional) if you want this item to be assigned to only one client (customer). In the Generated Items and Services section, most of the fields are filled in. Changes can be made to the Inventory Account and Inventory Type. FIFO is First In, First Out. LIFO is Last In, First Out

4)

Click the Finish button. The resale item is saved in your list.

Note: This resale wizard does not have a field to attach photographs of inventory items. Go to the Inventory Item Definition dialog box if you want to include photos of the items.

Handling of Expiration Dates for Items

In Magaya software version 9.1 and higher, the Inventory Item Definition can help you manage the expiration dates of perishable items. Set the expiration type when you define a new item (see the section Add Resale Items). The system will then load items based on this setting. If you want to add this information to an existing item, open the Inventory Item Definition, go to the Accounting tab, and set the Inventory Type. NOTE: If an item is On Hand, then set the expiration date for that item before changing the Inventory Type. Receive a Perishable Item:

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When you receive an item, set the expiration date in the Commodity dialog box on the Identification tab.

NOTE: If an item is defined to have FEFO or LEFO, it must have a date entered on the Commodity dialog box for all On Hand inventory.

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When receiving items using the Magaya WMS Mobile scanners, scan the item and enter the expiration date on the Identification tab. (Complete steps for receiving items using Magaya WMS Mobile are in Chapter 13.)

Multiple items can be scanned, and each can have a separate expiration date. each will be on a separate line. (Lines can be merged if the dates are changed to match.) Moving Items that have Expiration Dates: If an item has an expiration date and you try to move it into the same location as another item with the same expiration date, the system will prompt you to select a date.

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ADD RESALE ITEMS VIEW RESALE ITEMS IN LISTS

View Resale Items in Lists

To view the resale items in your inventory list separate from non-inventory items, try these two options to see which you like best: First, add a column to the list to display which items are resale: 1) 2) Click the Actions button and select Choose Columns. Select Sellable and save it. Then click on the column header to group all resale items together.

Another way to view the Inventory Item Definitions list is to filter it and save it: 1) 2) Click Filter > Advanced Filter. Click Sellable in the list of available fields. Next to the condition Equals select Yes and click Add.

3) 4)

Click OK to save the filter. The list now displays only resale items. Save this view by clicking the star in the top toolbar.

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Tip: Another helpful column to view is Arriving Pieces. It shows the quantity of items that are on order and expected to arrive. There is another way to view inventory items in the Accounting folder: Go to the Items & Services List: Click the Actions button and select Inventory Item Definitions from the menu:

This is useful for companies that have many inventory items. Additional Information: For more details on creating an online store with the Inventory Organizer, see the Magaya Software Communications Manual. For details on Items & Services, see the Magaya Software Accounting Manual.

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ADD RESALE ITEMS CONVERT AN EXISTING INVENTORY ITEM INTO A RESALE ITEM

Convert an Existing Inventory Item into a Resale Item

An existing inventory item can be changed to a resale item: 1) Open the Inventory Item Definition dialog box and go to the Accounting tab:

2)

Fill in the value for a unit (unitary value = your purchase price); this is optional in this screen. The price from the Purchase Item field will be used in POs, and the price from the Sales Item field will appear in Sales Orders. Click on the Purchase Item field and the Sales Item field to create these. If the Purchase Item and/or Sales Item are not available in the dropdown menu, click the plus sign in the dropdown menu combo box to create the items. For more details on creating Items and Services, see the Magaya Software Accounting Manual. Fill in the other fields as needed.

3)

Click OK to save.

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OTHER ACTIONS WITH INVENTORY ITEM DEFINITIONS CONVERT AN EXISTING INVENTORY ITEM INTO A RESALE ITEM

Other Actions with Inventory Item Definitions

In addition to creating Inventory Item Definitions using the Add button, you can perform other tasks in the Inventory Item Definitions list by clicking the Actions button.

To create a report of In and Out information, select Reports and choose a summary or a detailed report. To view the inventory for an item, select the item and select View Inventory. A list will open showing all the items of this type that are on hand. To close the list, click the red X in the top corner of the list. To view arriving inventory, click on the Actions button and select View Arriving Inventory. This will list all items of this type that are on their way to your warehouse as part of a Pickup Order. To update the quantity of pieces, select Update Quantity of Pieces. The system keeps the quantities automatically. Updating is only necessary if a discrepancy exists between the amount of pieces and the content of the inventory list. The updating process may take a long time to complete. You can also import and export data to and from your Magaya system. See the section on importing inventory data in this chapter. You can also choose the columns you want to see and add related columns to customize your list view. You can add custom fields to an Inventory Item Definition. The custom fields will be available when you receive those items and enter them into a WR.

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WAREHOUSE ZONES AND LOCATIONS

Warehouse Zones and Locations

Magaya Explorer provides you with a way to enter the names of locations in your warehouse into the Magaya Explorer and use them to assign the cargo to a certain location in the warehouse. You can also create reports about your warehouse using the location information.
TIP:

When you first start using Magaya software, it is recommended to set up your warehouse locations and warehouse zones. This will make the locations available to use in Magaya Explorer and ease the creation of Warehouse Receipts. Before entering zone and location information in Magaya Explorer, sketch out your warehouse on paper. Draw the loading area, receiving area, doors, walkways and areas for a forklift to drive around, racks and rows, and other details. Label each part of the warehouse. See an example of a floorplan in Chapter 2 of the Magaya WMS Operations Manual. Every warehouse is different, and each is suited to the type of business done. A warehouse that needs more storage space and that conducts infrequent pick and load orders may use higher racks. A warehouse that handles many pick and load orders will need those inventory items in an easy-access location to make the pick and loads faster. Your locations may be named according to the products you sell, the customers you sell to, or the area in a warehouse such as a separate fenced-off area that is locked or an outdoor yard. Many use names such as Row 1, Row 2, Row 3, etc. Enter the information into the Magaya Explorer according to your needs. After creating the locations and zones, use the Warehouse Inspector in Magaya Explorer to move items in the warehouse. See the chapter Manage and Move Warehouse Items in the Magaya WMS Operation Manual or the Magaya Supply Chain Operations Manual for details. To import locations from another software system, see the section Import Locations for steps.

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HOW TO CREATE WAREHOUSE ZONES HOW DOES MAGAYA EXPLORER USE WAREHOUSE ZONE AND LOCATION INFORMATION?

How does Magaya Explorer use Warehouse Zone and Location Information?
Whatever type of labels are used in your warehouse to identify zones and locations: Barcode labels on shelves and racks to track cargo locations by handheld scanners connected to Magaya WMS, or Signs to mark rows and racks,

You can enter this information into Magaya Explorer, and it will help you know where everything is in your warehouse.

When you enter a warehouse zone and location in Magaya Explorer, those zones and locations are now available to use when you receive cargo and put it away in your warehouse. For example, when you create a Warehouse Receipt, you can select the location from the Commodities screen inside the cargo item located on the Commodities tab. The Location field has a dropdown menu; all the locations entered are available from this dropdown. You can also use the location information to create a report by warehouse location (by using the Actions button in the Commodity List under the Warehousing folder).

How to Create Warehouse Zones

Warehouse Zones are the larger areas in the warehouse that contain smaller locations. For example, a zone may be a row with many locations for each level and section of the row. A zone may also have more than one row. If you have a yard, the yard may be one zone with two or more locations inside it.
TIP:

Add zones first. Then add locations so you can assign a location to a zone.

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HOW TO CREATE WAREHOUSE ZONES HOW DOES MAGAYA EXPLORER USE WAREHOUSE ZONE AND LOCATION INFORMATION?

TASK

1. 2. 3.

Go to the Warehousing folder and click on Locations. Click on the Actions button and select Warehouse Zones. A new list opens. Click the Add button. A dialog box appears.

a b c d e

Enter the name of the zone. Enter a description of the zone. Select the parent zone (if applicable). Select a division (optional). Click OK to save the information and close the dialog box.

STEP RESULT: The warehouse zone you created displays in the zone list. To close the list, click on the Close button or the red x in the top corner of the list.

AFTER COMPLETING THIS TASK: You can sort through the list of zones by using the Filter button. The Filter button has two options: Standard and Advanced. The Standard Filter will allow you to display a list of locations in your warehouse by conditions such as which locations are in use or empty. You can filter by status, type, zone, and customer. The Advanced Filter allows you to filter your list by more criteria. Click on the field you want to use in your filter by selecting it from the list of Available Fields on the left. Set the condition you want to apply. For example, to filter the list so you can see what locations in your warehouse are empty, select Empty. Click the Add button. Add any addtional criteria. Click OK to see the filtered list.

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HOW TO CREATE WAREHOUSE LOCATIONS HOW DOES MAGAYA EXPLORER USE WAREHOUSE ZONE AND LOCATION INFORMATION?

For more details on using the advanced filter, see the topic Advanced Filter.

How to Create Warehouse Locations

Warehouse Locations are the places in your warehouse for storing commodities and inventory. These often include a Receiving area, a Staging area, locations on racks in different rows, an outdoor storage area, a Quality Control area, and others. Tips: When selecting bar code labels for racks, ensure the barcode stickers are durable, can handle temperature changes, and can be read from the distance that the barcode reader laser can reach, especially for high racks.
TASK

1.

Go to the Warehousing folder and click on Locations.

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2.

Click the Add button. A dialog box appears.

a b

Enter a code such as an abbreviation for the location. Enter a description. (For example, the warehouse location of the first row in the warehouse and the first section of the row might be Row 1 Section 1. The code can be: R1S1. The Staging Area could have a code of STAGE. The naming of the location codes and descriptions are determined by you.) Select the type of location from the dropdown: Storage, Receiving, Shipping, Quality Control, Mobile, or Other. ADDITIONAL INFORMATION: The location types Shipping and Quality Control are the only location types used in Pick and Load tasks for the Magaya WMS Mobile application.

Select the zone from the dropdown. Magaya software comes with one Default zone. (Note: If you have not added any zones yet, the dropdown will not have any options to select. It is recommended that zones be

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HOW TO CUSTOMIZE PACKAGE TYPES HOW DOES MAGAYA EXPLORER USE WAREHOUSE ZONE AND LOCATION INFORMATION?

added before locations into Magaya Explorer. See the section on Warehouse Zones for information on adding zones into Magaya Explorer.) e Select a customer from the dropdown if you want to assign a specific location in the warehouse to a customer. That means only the inventory for that customer will be stored in that location. The length, width, and height are optional.

3.

Click the OK button to save the information you entered. The warehouse location will appear in the list.

AFTER COMPLETING THIS TASK: You can sort through the list of locations by using the Filter button. The Filter button has two options: Standard and Advanced. Option: Set a Receiving Location as the default. If you receive cargo in the same area, set that as the default receiving location to make Warehouse Receipts faster to process. The default location will be the location assigned to all cargo automatically.

How to Customize Package Types

Magaya software comes with a list of default package types. If you need to customize package types, use the Package Types list. For example, if you build your own pallets, enter the dimensions into Magaya Explorer so they are automatically filled in when you add a pallet to a shipment. The Package Types list is located under the Warehousing folder.

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HOW TO CUSTOMIZE PACKAGE TYPES HOW DOES MAGAYA EXPLORER USE WAREHOUSE ZONE AND LOCATION INFORMATION?

TASK

1.

Click on the Add button. A dialog box opens with two tabs: Description and Dimensions. The fields change based on the type of package you select from the dropdown menu.

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COMMODITY CLASSIFICATIONS COMMODITY CLASSIFICATIONS INTRODUCTION

2.

Enter information in the Description tab. On this tab, certain fields appear depending on the type of package you select from the Type dropdown menu.
If you select Container, the fields for the container code and equipment type become available. If you choose another package type such as Crate, the container fields are not available. For a container, you can also specify air, ocean, or ground. Use the button on the side of the dropdown menu to select a code or type.

3. 4.

Enter the package dimensions on the Dimensions tab. Click OK when you are finished.

RESULT: Now the package type is available for use in your Magaya Explorer. You can also add or edit a package type while you are adding commodities to a Pickup Order, Warehouse Receipt, or Shipment.

Commodity Classifications
Commodity Classifications Introduction
Commodity Classifications are codes used to categorize commodities. These classifications are also called Schedule B codes or export codes. They are 10-digit numbers based on the 6-digit international Harmonized Tariff System (HTS) and defined by US Customs. The codes help you determine a countrys applicable tariff and tax rates for a commodity. There are approximately 9,000 codes. The codes are grouped together into chapters. Commodities in the code list include types of foods, furniture, textiles, plastics, metals, glass, chemicals, vehicles, footwear, and many more.

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If a Schedule B code has a description of nesoi, this means the item is Not Elsewhere Specified or Included. (This is Chapter 98 Special Classification Provisions.) The commodity number should not be used until a check has been made to determine whether there is a classification elsewhere into which the item will fit more specifically. Other classifications under the same general heading should be examined. These codes are required in shipments exported from the US. The code must be on the EEI (formerly SED). All the codes are available on the EEI tab in Magaya Explorer when you enter commodities or add a container into a Warehouse Receipt or Pickup Order:

Actions with Commodity Classifications List

The Commodity Classifications list is located under the Warehousing folder:

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COMMODITY CLASSIFICATIONS ACTIONS WITH COMMODITY CLASSIFICATIONS LIST

To filter the list of Commodity Classifications, click the Filter button and select either the Standard or Advanced filter option. This is a screenshot of the Standard Commodities Classification Filter:

You can select a chapter from the dropdown or enter a term in the Find What field. The results will display in the list and the dialog box will close.

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The Advanced Filter has many options for filtering your list:

Click on the field you want to use in your filter by selecting it from the list of Available Fields on the left. For example, Description. Set the condition you want to apply. Tip: Select Contains so you can enter a keyword or partial commodity classification. If you select Equals you must enter the whole commodity classification. If not, the filter will not find it. Enter the description (keyword) in the field next to the condition dropdown. Add any additional conditions as needed. Click OK to see the filtered list.

The filter applied in the Commodity Classifications list will remain active until you clear it, as it will for any list. The counter at the bottom of the screen tells you how many items are displayed out of a total possible. The filtered list will also display when you view cargo on the EEI tab inside the Commodities tab

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of a Warehouse Receipt or Pickup Order. You can change the filter by clicking on the Browse button to open the list.

Filtering Tips: Since some descriptions are long, double-click on the code in the filtered list to view it. If you use a commodity regularly, check the box It is commonly used. Then the code will display in the Browse list inside the Commodities tab, on the EEI tab.

To Add a Commodity Classification: If you need to add a Commodity Classification to the list: Go to the Warehousing folder and click on Commodity Classifications. Click on the Add button. Enter the code and description.

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Click OK. The classification is added.

To import the latest Schedule B codes from US Customs into Magaya: Go to the Commodity Classifications subfolder under the Warehousing folder. Click the Actions button and select Import Schedule B Codes. A dialog box opens. Import the new codes (these codes are available on the US Census website: www.census.gov and from the US Customs website: www.cbp.gov).

Countries outside the U.S. can import their codes instead of using US Schedule B codes by using the Data Import function. Other Actions available with the Actions button:

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To view the Export Codes only, select Export Codes. To view License Type Codes, select License Type Codes.

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CHAPTER 8: IDENTIFY ITEMS IN THE WAREHOUSE INTRODUCTION

Chapter 8: Identify Items in the Warehouse

Introduction
Items in the warehouse can be identified in different ways: by their part number, serial number, Magaya receiving label with a Magaya tracking number, the pallet ID label, or by the Magaya shipping label. This topic will explain how to identify items in each of these ways.

ID by Part Number
The part number is usually the manufacturers identification number that is on the box when the items arrive at your warehouse. It is not necessary to print labels for these boxes because they have a part number label on them already. When the items arrive, scan the part number and store the item in a location. Scan the location to record it in your Magaya database. This method is often used when it is necessary to keep items by part number in order to know how many of a certain part number are in stock. To create part numbers, go to the Warehousing folder in Magaya Explorer and click on Inventory Item Definitions. For details, see Inventory Item Definitions in Chapter 7 of the Magaya WMS Operations Manual.

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CHAPTER 8: IDENTIFY ITEMS IN THE WAREHOUSE ID BY SERIAL NUMBER

ID by Serial Number
The serial number is assigned by the manufacturer. The serial number identifies each individual item of a type that comes into the warehouse. For example, you may receive 50 items such as laptop computers. The 50 laptops are all the same part number, but each laptop has its own serial number to identify it. When you receive the item, scan the part number and then scan each serial number barcode. This is useful if a manufacturer recalls items. Then you can find the exact set of serial numbers affected by the recall and send those items back to the manufacturer. This will also keep track of which customers buy which serial numbers. You can configure your Magaya system to keep a record of the serial numbers (Go to Maintenance > Configuration > WMS). This is also useful when exporting items to certain countries that require serial numbers be reported on documentation. When you receive or release items by serial numbers, you will see a dialog box that will populate with the serial numbers as you scan them. The numbers can also be entered manually.

ID by Magaya Receiving Label

Items can be identified by printing a Magaya receiving label with a Magaya identification number on it. This number contains your Magaya Network ID number, the Warehouse Receipt (WR) number, and the line item in the WR for that item (whether it is the first item listed, the second, etc.). Print this label from theWR document view by clicking on the arrow on the side of the Print button and selecting Print Labels.

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CHAPTER 8: IDENTIFY ITEMS IN THE WAREHOUSE ID BY PALLET ID LABEL

The image below is a WR label. The Magaya identification number appears under the bar code, which consists of the system ID (3678), the WR number (2075), and the line number for this item (2)in hexadecimal format.

Using Magaya labels is useful for regular cargo items that do not have a part number. If a customer prints the labels themselves using the Magaya Online Shipping Orders feature at their location before items are sent to your warehouse, the labels will have a Pickup Order number instead of a WR number.

ID by Pallet ID Label
By placing a pallet ID label on a pallet of items, the items inside the pallet are identified. You can print pallet IDs in advance and use them as needed when creating pallets in the warehouse for storage, moving, or shipping items out.

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CHAPTER 8: IDENTIFY ITEMS IN THE WAREHOUSE ID BY MAGAYA SHIPPING LABEL

Palletizing items by using the Pallet ID increases warehouse productivity because you only have to scan one bar code (the pallet ID label) to move the items inside the warehouse. To print pallet IDs, go to File > Print Pallet IDs:

ID by Magaya Shipping Label

The Magaya shipping label contains the Magaya tracking number, Cargo Release number, air waybill or Bill of Lading number (for shipments using the Magaya Supply Chain Solution or Magaya Cargo System). This identifies not only the item but which shipment the item belongs to. This label will usually also have the shipper and consignee on it. This label can be scanned to verify the items to be shipped to guarantee accuracy using the Verify Packing List option in the software if needed. To print a Magaya shipping label, go to the document view of the Cargo Release or shipment and click on the arrow on the side of the Print button and select Print Labels. These labels are used to identify pallets after repacking items. When you include the pallet in a shipment, you can still use the pallet ID to locate the pallet. When you print a shipping label and place it on the pallet, you can scan the barcode on the shipping label (or the pallet ID label) to identify it. The system saves both numbers.

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CHAPTER 9: PICKUP ORDERS INTRODUCTION

Chapter 9: Pickup Orders

Introduction
A Pickup Order is a document that outlines the terms for the delivery of goods from one location such as a supplier to another location such as your warehouse. The Pickup Order specifies the location of the pickup, identifies the carrier who will pick up and deliver the cargo, the location that the cargo will be delivered to, applicable charges, and the dimensions and description of the cargo. When a customer calls you and asks you to pick up their cargo and bring it to your warehouse or to deliver it directly (without going to your warehouse), you will create a Pickup Order in your Magaya Explorer. Pickup Orders are located under the Warehousing folder. You can view the Pickup Orders as a list or in document form.

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STEPS TO CREATE A PICKUP ORDER

The Pickup Order dialog box contains the following tabs:

Steps to Create a Pickup Order

TASK

1. 2.

Go to the Warehousing folder on the left side of Magaya Explorer and click on Pickup Orders (or the Pickup Orders List). Click the Add button from the toolbar. A Pickup Order dialog box will appear.

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STEPS TO CREATE A PICKUP ORDER

3.

On the General tab, enter the information you need as follows:

The system will assign a Pickup Order number. (For more on setting up document numbers, see the chapter Customization Options in the Magaya Software Customization Manual.)

The employee name is filled in automatically (based on who is logged in). Issued By is filled in automatically (this is the company who is issuing the pickup order; if you are the freight forwarder, logistics provider, or

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STEPS TO CREATE A PICKUP ORDER

NVOCC, then your company name will display here. You can change this if you are receiving cargo on an agents behalf.) Enter the date for the pickup and delivery of the items. Select the destination agent from the dropdown menu. If you add the destination agent's name here, they will be to view the transaction with Magaya LiveTrack and Transaction Tracking. Click on the next tab. Select the shippers name. (The shipper is the person who wants the cargo moved such as the manufacturer, supplier, or buyer.)

4.

On the Shipper tab, enter the information you need as follows:

The shippers address will be filled in automatically. To change the address for this pickup order, click on the Change button. If the shippers location is the pickup location, click the Copy button and the address will fill in automatically in the Pickup Location field. Select the location of the pick up. (If the shipper and pickup address is the same, click on the Copy button in the center. The address will be filled in automatically.) Click on the Place dropdown to select the city of the pick up (optional). Use the red X to delete a place. The Place field is used if you have rates defined in your system by zip code and you want the ground freight to be generated automatically using that rate. This list pulls from the Ports List. If the place (port) you need is not visible, add it using the dropdown for that field by clicking on the plus sign in the dropdown toolbar. Select from the Ports List or manually add a port. To define a zip code zone, also use the Ports list > Actions > Zone Definitions. You will also need to

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STEPS TO CREATE A PICKUP ORDER

create the rate and automate the charge on that Item and Service dialog box. Click on the next tab. Select the consignees name (who is receiving the goods ultimately if you know this now. If you are delivering the goods to your warehouse, then you are the consignee.).

5.

On the Consignee tab, enter the information you need as follows:

Select the delivery location. Change the address if needed. The zip code is used by the system to calculate freight charges if you have the charges set up. Click on the Place dropdown to select the city of the pick up (optional). Use the red X to delete a place. This list pulls from the Ports List. If the place (port) you need is not visible, add it using the dropdown for that field by clicking on the plus sign in the dropdown toolbar. Select from

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the Ports List or manually add a port. Make sure the port has the mode of transport you need. Click on the next tab. Select the supplier (this may be the same as the shipper). Enter the invoice number and purchase order number. These are optional but recommended because these are used as reference numbers by customers.

6.

On the Supplier tab, enter the information you need as follows:

7.

On the Carrier tab, enter the information you need as follows:

Select the inland carrier if you are not the carrier. (The inland carrier is usually an overland trucking company.) Select the main carrier (if the cargo is sent by sea after the pickup, the main carrier will be the ocean carrier). Enter the PRO number (optional). The PRO number is a progressive number, a sequential number used by transportation companies to identify and track freight bills. Enter the drivers name and license number (optional). Enter the tracking number of the carrier if they have one. Enter the return address.

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Enter the booking number.

8.

On the Commodities tab, enter the information you need as follows:

Enter the details of the commodities (cargo) by using the Add button. A new dialog box appears. Each commodity added will appear in the table in the Commodities tab.

If you need to add a container, click the Add Cont button. For more details on adding commodities and using the Commodities tab, see the topic "Commodities".

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Click on the next tab. The charges entered in the Charges tab are integrated into the accounting system in the Magaya Explorer and will appear on invoices, bills, etc. To Add a charge, click the Add button and select a charge type. Enter information in the new dialog box. Since the mode of transportation is Ground, the Income Freight Charge and the Expense Freight Charge will be Ground. For local deliveries, Inland Freight is often used. For details on adding charges and using the Charges tab, see the topic "Charges".

9.

On the Charges tab, enter the information you need as follows:

10.

On the Events tab, enter the information you need as follows:

The Events tab is used to list any events related to the Pickup Order. The fields on this tab are optional. For more information on the Events tab, see the topic "Events". The Attachments tab is used to add any photographs or documents to the Pickup Order. This tab is optional. For details on adding attachments, see the topic "Attachments". Click on the POD Information checkbox to enable the fields if you want to require a POD: Delivery date and time, who received the delivery, and

11.

On the Attachments tab, enter the information you need as follows:

12.

On the POD tab, enter the information you need as follows:

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WHAT ACTIONS CAN I PERFORM WITH A PICKUP ORDER?

any comments. (POD is Proof of Delivery. It is used when the consignee is not your warehouse.)

Click on the next tab. The Notes tab is used for adding notes or clauses to your Pickup Order. These notes will be visible to the customer. This tab is optional. For details on adding Notes, see the topic "Notes". The Internal Notes tab is used to add notes for internal use within your company. These not will not appear on the Pickup Order and will not be visible to the customer or carrier. This tab is optional. For details on adding Internal Notes, see the topic section "Notes".

13.

On the Notes tab, enter the information you need as follows:

14.

On the Internal Notes tab, enter the information you need as follows:

15.

Click on the OK button on the Pickup Order dialog box when you are finished entering information.
STEP RESULT: The Pickup Order form will be filled in automatically. Verify the information. To make changes, click on the Edit button.

What Actions can I Perform with a Pickup Order?

After completing the Pick up Order, you have many options in Magaya software. You can print the pickup order or a label, email the pickup order, make a copy, or other options.

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WHAT ACTIONS CAN I PERFORM WITH A PICKUP ORDER? PRINT LABELS

Find: This gives you the option to search by transaction number with the Quick Find feature, or to search by any text in a document. See the section "Find Button" for more. Send: To send messages within the Magaya Network. Email: For sending documents or tracking link via email.

Print Labels
Print the document or labels: By using this option, the labels can be printed now and will not need to be reprinted when a Pickup Order is converted into a Warehouse Receipt. Click the arrow on the Print button and select Print Labels:

The Print Labels dialog box opens:

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WHAT ACTIONS CAN I PERFORM WITH A PICKUP ORDER? PRINT LABELS

Select the label size and printer setup. Change the amount of labels to print if needed.

You can perform the following actions from the Pickup Order document view by using the Actions button:

View Transaction Listing: Click on the Actions button and select Transaction Listing. You can filter the list so it only displays the transactions you want to see. For more on what you can do with the transactions list such as generate accounting transactions, see section "Generate Accounting Transactions from Pickup Orders". Attachments: To view the attachments such as photographs or documents attached to the pickup order, click on the Actions button and select Attachments. If an attachment was added to an individual commodity, view it by clicking on Edit to open the dialog box. Then click on the Commodities tab and open the commodity (cargo item) by selecting it and clicking on the Edit button. (It can also be viewed from the Commodities list in the Warehousing folder.) Create a Copy: Click to copy the pickup order with all the same information. This is useful if you pickup the same type of cargo from the same location or supplier. Create Warehouse Receipt: If the cargo has been picked up and brought to the warehouse, you can create a Warehouse Receipt (WR) from the Pickup Order. All the information from the Pickup Order will be transferred automatically to the WR. You can edit information such as package dimensions or weight.

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When you create the WR from the Pickup Order, a dialog box of the commodities opens. You can select all the cargo or pieces:

In the dialog box, you can choose the columns by right-clicking on a commodity. For more information on creating WRs, see the topic "Create a Warehouse Receipt". To set a cargo as In Transit, select the option: Set/Reset In Transit. To set a cargo as Delivered, select the option: Set/Reset Delivered. Note: When you set cargo in transit, a checkmark appears next to the option in the list. If you uncheck it, the status of the cargo will return to its previous status: Loaded, In Transit, or Delivered. Refresh the cargo list to see the current status. The status of the cargo is also updated in the Commodities List.

To Exclude from Tracking: To exclude the transaction from tracking (if the transaction is not complete and you do not want it viewed via LiveTrack), select the option: Exclude from Tracking. Select Template: To choose a different template for the document, select the option: Select Template. View History: To view the history of the cargo release (such as a Warehouse Receipt or Invoice for this cargo), select the option: History. A dialog box opens, listing all the transactions related to this cargo.

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WHAT ACTIONS CAN I PERFORM WITH A PICKUP ORDER? GENERATE ACCOUNTING TRANSACTIONS FROM PICKUP ORDERS

You can view a transaction by selecting it in the History dialog box. The View button opens the dialog box for the transaction. The Go To button takes you to the document. To return to the Cargo Release, use the Back button. Additional options are available from the Pickup Order List view also. You can also right-click on a Pickup Order in the list to access a pop-up menu of options. For details on working with the list view, see the topic "Working with Document and List Views". For a video showing you how to create a Pickup Order and convert it into a Warehouse Receipt, see the Training page on Magaya.com.

Generate Accounting Transactions from Pickup Orders

Magaya Explorer gives you the ability to create accounting transactions such as invoices based on the information entered in a Pickup Order. For example when charges are entered in the Charges tab, the charges remain Open (are not posted to the Accounting system) until you click the Generate button or they are liquidated. Then they are Posted.

After the charges are generated or liquidated, the system will collect all the charges and group them and create invoices for each customer. The charges that will go to bills are also grouped, and bills are created for each vendor. Then these are posted into the Accounting system.

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WHAT ACTIONS CAN I PERFORM WITH A PICKUP ORDER? GENERATE ACCOUNTING TRANSACTIONS FROM PICKUP ORDERS

Note: Accounting charges cannot be generated if a Pickup Order has items used in a Warehouse Receipt or loaded into a shipment. You can also create accounting transactions from the Pickup Order by listing all the transactions for that release. To do this, follow these steps: 1. Click on the Actions button and select Transaction List. The Transaction List opens.

2. In the Transactions List, click on the Actions button and select an option: Link Bill, Link Invoice, Receive Payment, or Pay Bill. Enter the information needed in the dialog box. See more details below. (These transactions will be Posted immediately unlike the charges entered in the Charges tab.) When you are in the Transaction Listing, you can create the following accounting transactions directly from a Pickup Order by using the Add button at the bottom of the list: Invoice: You can create an invoice for the Pickup Order. (You can also create accounting transactions when you are in the Pickup Order dialog box by using the Generate button on the Charges tab.) An example of the options for creating accounting transactions is the ability to add inland freight charges to a Pickup Order by using the Transaction Listing Add button instead of the Charges tab in the Pickup Order. Make any edits to the transaction if needed. You can view the Pickup Order dialog box or go to the document. (The screen is similar for Credit Memos, Bills, and Credits.) Credit Memo: Use this option if you need to issue a credit or a refund to a customer. Bill: Add a bill of what you need to pay.

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WHAT ACTIONS CAN I PERFORM WITH A PICKUP ORDER? GENERATE ACCOUNTING TRANSACTIONS FROM PICKUP ORDERS

Credit: Use this option if you overpaid a vendor and they give you a credit.

The Actions button for the Transactions List has the option to link the transaction to a bill or to an invoice or to a Pickup Order. You can also unlink it. If you created a bill or other accounting transaction separate from the Pickup Order, you can link it this way. You can also receive the payment or pay the bill from the Actions button. Additional Options: You can send the invoices to an online payment system, and the customer can pay it online in Magaya LiveTrack via credit card or bank check. Customers can also place Pickup Orders online and print their own box labels with all the item details linked to the bar code. For details, see the Magaya Software Communications Manual.

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WHAT ACTIONS CAN I PERFORM WITH A PICKUP ORDER? GENERATE ACCOUNTING TRANSACTIONS FROM PICKUP ORDERS

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CHAPTER 10: RECEIVING CARGO INTRODUCTION

Chapter 10: Receiving Cargo

Introduction
When cargo arrives at the warehouse, creating a Warehouse Receipt (WR) will add all the information about the items into your Magaya database. Cargo is also called commodities or inventory items. The WR includes the date and time that the items arrived, when it was unloaded, checked in, and the location that is was assigned in the warehouse. It also includes information such as who shipped the cargo, who the carrier and supplier are, the dimensions, and charges. The WR informs the customer that you are now in possesion of the cargo, and it provides proof that the commodities listed on the WR are in the warehouse stated on the WR. Entering the cargo into the Magaya Explorer also updates your inventory records. This chapter explains the receiving process. Cargo can be received in two ways: By creating a WR on the PC and creating a "Receive" task and sending it to the WMS Mobile application on the handheld devices (called "Informed Receiving") Begin the Receiving process on the WMS Mobile handheld and perform an Uninformed Receiving task called a Manual Receive to create a WR for incoming items (this process of Uninformed Receiving is also called Blind Receiving).

Also explained in this chapter is how to work with the tabs on the WR dialog box as you receive cargo and add charges, photographs, notes, etc. This chapter is organized with the following topics: Create a Warehouse Receipt (WR) Commodities: Add commodities, working with the Commodities tab and dialog box Charges: Add charges to the WR Events: Add events to the WR Attachments: Attach documents, files, and photographs Notes: Add notes for in-house viewing or notes for customers to see Actions: Generate accounting transactions and print labels from the WR Magaya WMS Mobile: Using the handhelds to receive cargo

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HOW TO CREATE A WAREHOUSE RECEIPT INTRODUCTION

How to Create a Warehouse Receipt

Introduction
In Magaya software, a dialog box helps you create a Warehouse Receipt (WR) document. The dialog box has a series of tabs across the top that you click on to enter information:

This example explains how to fill in the fields by starting at the General tab, but you can enter information in any order. Not all the fields are required. The system will notify you of required fields. You can change the information in any field by either typing in the field or by using the dropdown menu for the field. When you are finished, click the OK button. The dialog box will close and the information you have input will be saved and appear in the Warehouse Receipt document form. If you need to make changes to the form, click on the Edit button. The items received will have a status of On Hand. Note: A WR can also be used if items are returned.

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HOW TO CREATE A WAREHOUSE RECEIPT STEP-BY-STEP PROCEDURE

Video Tutorial: For a video tutorial illustrating how to receive cargo in the warehouse using your Magaya software, see the Training page on www.magaya.com for the tutorial, Creating Warehouse Receipts.

Step-by-Step Procedure
1) Go to the Warehousing folder and click Warehouse Receipts (or Warehouse Recepits List). 2) If you are in the List view, click the Add button in the bottom toolbar. The Warehouse Receipt dialog box opens. If you are in the document view, click the Add button on the top toolbar. The Warehouse Receipt dialog box opens.

Enter information needed on the tabs as shown in the following sections. The information entered in the dialog box converts into a Warehouse Receipt document automatically. You do not need to type up a document.

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HOW TO CREATE A WAREHOUSE RECEIPT GENERAL TAB

General Tab
The General tab contains information such as who created this WR and when. Select from the dropdown menus as needed.

Magaya software assigns a WR number to the WR that you are working on. (You can change this number if needed by typing over it. Document numbering is set up in the Maintenance > Configuration folder.) Magaya software automatically fills in the date, time, and the name of the employee who is creating the WR, and fills in the Issued by field with your company name. You can also receive cargo on behalf of other agents by selecting their name for the Issued By field. The Issued by field can display your warehouse or a warehouse provider that you are using for this transaction. The Destination agent field is optional. (If you enter a name in this field, the agent will be able to view the WR if Magaya LiveTrack is enabled for the agent.)

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HOW TO CREATE A WAREHOUSE RECEIPT SHIPPER/CONSIGNEE TAB

Shipper/Consignee Tab
Select the shipper from the dropdown menu.

The shipper is often the manufacturer or wholesaler, i.e., the one who sent you the cargo. (If the shippers name is not in the list, add it by clicking on the plus sign +.) The shippers address will be filled in automatically based on the details in their profile. Select the client to bill (This is the one who is paying for your services. This can be the shipper, consignee, or a third party.) Select the Consignee. The consignee is the ultimate recipient of the commodities at the destination. (Optional.) Select the Mode of Transportation. (If you do not select a mode of transportation, you will not be able to enter freight charges on the Charges tab of the WR. However, you will be able to enter freight charges later when this cargo is included in a shipment.) The Origin and Destination information fields are optional. (If you know where the cargo is going, the Destination field can be used later to filter the cargo or create consolidations.) The only ports displayed here are the ones with the mode of transport selected in the previous field. The origins and destinations displayed in these lists are from the Ports List. If a port you need is not visible in the list, click on the plus sign in the dropdown toolbar and select the port from the list or manually add the port.

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HOW TO CREATE A WAREHOUSE RECEIPT SUPPLIER TAB

Supplier Tab
Select the supplier (this may be the same as the shipper or the company that provided the cargo to the shipper). You can modify the address for the supplier for this transaction if needed by clicking on the Change button.

Enter the invoice number and/or purchase order if available. (These numbers can be useful later to find this transaction because this transaction number is the reference number of your customer.) Click on the next tab.

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Carrier Tab
Select the inland carrier (usually an over-land trucking company).

Enter information in the other fields as needed. They are optional. The PRO Number is an inland carriers bill of lading number, also called a progressive number. The drivers name may be useful if any cargo is damaged or missing. Click to the next tab.

Commodities
Introduction to Commodities Tab
This topic will explain how to enter commodities (also called cargo, items, or inventory) into the Commodities tab for Warehouse Receipts, Pickup Orders, Cargo Releases, and Quotations. This topic will also cover how to add a container, how to make changes to commodities added, and how to unpack them. The Commodities tab looks different for different transactions, but the functions are the same. For example the Cargo Release and Quotations Commodities tab have the buttons on the bottom instead of on the right side.

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For this explanation, we will use the Warehouse Receipt (WR) as an example. Below is a screenshot of the WR Commodities tab:

Use this tab to add commodities to the WR. You can add items by clicking the Add button or the Scan button. Extra: If a customer has not paid, you can place commodities on hold. Right-click on the item in the list to select the menu option.

Add Commodities
To receive items, click the Add button to add a commodity:

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If you have the Magaya VIN Decoder plug-in, the Add button will display an option to add a vehicle. Then scan the vehicles bar code. (If you dont have this plug-in, you wont see this pop-up.) It is recommended that you start entering data on the first tab, the General tab, and enter all the information that you need. Extra Info: To copy an item after you enter it, right-click on the item in the WRs Commodity tab and select Add Copies from the pop-up menu.

General Tab: On the General tab of the Commodity dialog box, enter the commodity description. Extra Info: If you are receiving your own inventory items (instead of a customers freight) select the part number. This will populate many of the fields with the item details and speed up the receipt. The Part Numbers are those that were defined as an Inventory Item Definition. Location: Assign the item to a location in the warehouse or yard. Extra Info: If your company always receives cargo in the same location, you can set the receiving location as a default so it does not have to be selected every time. See the Locations list and right-click a receiving type of location. Select the package type, and enter the number of pieces and dimensions. The volume is calculated automatically. You can set up the system to display volume or volume weight.

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Units can be set up as pounds (lb) or as metric units: Go to the Maintenance folder and select Configuration.

The WR number displays on the top of the tab as WH. This example also shows the document prefix of WH with the WR number 85.

Example for the Pieces field: If you have 1 box with 8 items inside, enter 1 in the Pieces field. If you need more information about the commodities, then enter 8 in the Quantity field. If you know the weight of each piece, enter it in the Weight - Piece field (below the dimensions). Dimensions are per piece. For example, if you have 2 pallets that are 44L x 44W x 44H each, enter 44 x 44 x 44 in the Dimensions fields. Quantity field: This field is also used if you are declaring insurance or if you need a Commercial Invoice and need to have the value per item. For example, if you have 1 box with 8 items inside, and each item has a value of $50, enter 50 in the Unitary value field. By Totals: Check this box if you do not know the weight of each box; then enter the total for all the boxes in the Total field. (When you check the box, the weight field will be grayed out, so you can enter the total weight.)

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If you assign a location to the item, then the status of the item will be On Hand after you click OK and save the data entered in the dialog box. Identification Tab: On the Identification tab, enter information in the fields as needed.

If the item was included in a Magaya Purchase Order, the PO number will display here. Any other PO number can be added here if needed. The buttons Shipping in and Came in are only activated later if this item is included in a shipment or other transaction.

If an expiration date is entered in the dialog box, it will appear on the document (default template). EEI Tab: On the EEI tab, select the Schedule B code. The EEI is required for export shipments valued over $2,500 (if any one item has a value of $2,500 or more, or if the total value is over $2,500.).

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Schedule B codes are commodity classifications used by US Customs to control exported goods. (To learn more about Schedule B codes, see the Commodity Classifications section.)

Check the box to include the information in the EEI: This data will be automatically transferred to a shipment when you create a shipment or a cargo release. This data will also be transferred to the EEI form that is sent toUS Customs AES.

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Click on the Browse button to search for and select a Schedule B Code. A dialog box opens showing the Schedule B codes:

This list contains thousands of entries. To limit the list, click on the Commonly Used checkbox. This will display only the codes you use regularly. You can also filter the list to display other entries. When you have selected the code you need, click the OK button. This will return you to the Commodity dialog boxs EEI tab. The code and description will be filled in automatically. Fill in the other fields on the EEI tab: Enter the Measurement information for Quantity 1 and 2 as needed. (This is determined by the Schedule B code entered. When two units of quantity are specified in the Unit of Quantity field for a Schedule B classification, both primary (1st) and secondary (2nd) quantities are required to be reported in the AES.) The first Quantity is required unless using a limited export code. The second Quantity is required if the commodity requires it, unless using a limited export code. Not all Schedule B codes require this field; and X by the field indicates it is not required.) Enter the value (the total monetary value). Use whole numbers. Do not enter zero. This field is required. Enter the ECCN, the Export Control Classification Number, issued by the Bureau of Industry and Security (www.bis.doc.gov). Enter if the license type requires it. Enter the license type for the commodity. Click on the button to search. (A frequently used code is C33 for No License Required.) Also enter the

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license number if required. If the license type is a code for military shipments, the Military button will be activated.

Select the Origin from the dropdown menu (Domestic, Foreign, or Military). Required. Enter the Export code. Click on the button to search. (Frequently used codes are OS for General Export and HH for Household Goods.)

If you are shipping a vehicle, click the checkbox for Is Vehicle. Click on the Vehicle button and enter the information about the vehicle. Click OK to save it and return to the EEI tab. If you have the VIN Decoder plug-in, you can save time entering data by using the Vehicle choice on the pop-up menu when you first add a commodity to the WR (or other transaction). This option will not appear if you do not have the plug-in.

If you want the vehicle information included in the EEI, check the box Include in EEI.
NOTE:

Correct filing of EEI is required to avoid violations and fines.

When you send your shipment and EEI information, you will receive an Internal Transaction Number (ITN) which is proof of filing. Hazardous Materials Tab:

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On the Hazardous tab, check the Hazardous Material checkbox and enter information in the fields as needed.

The information required on shipping papers to ship hazardous materials is listed in the U.S. Department of Transportation's (DOT) Hazardous Materials Table (HMT), section 172.101. The basic description of the hazardous materials must include the identification number of the material, the proper shipping name of the material, the hazard class or division, and the packing group. Additional information may be required, depending on the materials you are shipping. The US DOT's Hazardous Materials website is http://phmsa.dot.gov/hazmat. The flashpoint is the minimum temperature at which the flammable vapors or a substance will ignite when in contact with a spark or flame. An emergency response telephone number is required. To enter information in the fields, click on the box Hazardous Material to activate the fields. Tthe following define the fields in the Hazardous tab: Identification Number: A code representing the identification number assigned to the hazardous material. The most commonly used are the UN codes considered appropriate for international shipments as well as domestic shipments.

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Material Class: A code representing the hazardous class or division designated for the material in the International Maritime Dangerous Goods (IMDG) code. Class Qualifier: A code that describes the hazardous material class. Click on the button with the three dots to select the code from the list that opens. Material Description: The proper shipping name of the material designated as hazardous. Emergency Contact: The name and/or phone number of the person or department to contact in case of an emergency. Material Page: The page number in the IMDG code in which the hazardous material identification appears. Flashpoint Temp: The lowest temperature at which the vapor of a hazardous combustible liquid will ignite in the air. Degrees Centigrade/Celsius. Special Instructions: The material name, special instructions, and/or the phone number, if applicable. Description of Class: Free form description of hazardous material classification, division, or label requirements. Hazardous Level: Select the danger level of the hazardous material.

Attachments Tab: On the Attachments tab, click the Add button to add a document or photograph. Use the other buttons as needed. Any attachment added here can be viewed from any other transaction that includes this item. For more information, see the topic Attachments. When you are finished entering information in the Commodity dialog box, click the OK button. All the information will be saved. You will be returned to the WR dialog box. If you need to add more commodities, repeat the steps listed above.

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Add a Container
If you need to add a container, click on the Add Cont button. A dialog box opens to enter the container information.

On Container dialog box, start on the first tab, Container. Select the Container Type from the dropdown menu. Enter a description of the container (optional). Enter the container number. Enter the Seal number. If there are two seal numbers, enter both. Enter the dimensions of the container if needed. Check the box if you want to add the weight of the contained pieces to the total weight. Select a warehouse location from the dropdown menu to define the place where the cargo will be picked up. The Notes field is optional.

The Identification tab contains fields for the invoice number and PO number: Enter the invoice number, the PO number and the Job (if applicable).

The fields for EEI, Hazardous Materials, AMS, and Attachments tabs in the Container dialog box are the same as for the Commodities dialog box. Please see the Commodities section for information on entering data in these tabs. Note: When you use the Add Container button, that container will appear in the Container Reports (available from the Shipment List Actions button). If you use the Add button to add a commodity and then selected the container type from the Package Type list, it will not appear in the Container Report.

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The Refrigerated tab contains fields for the ventilation and temperature set up.

Enter the ventilation and temperature information. Select Celsius or Fahrenheit from the dropdown. Check the box if the container has a generator.

After you have entered the information needed, click the OK button. This returns you to the WR dialog box.

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Scan Bar Codes to Enter Commodities

In addition to using the Add button to add commodities, you can also use the Scan button to add commodities.

To use the Scan button, your system must have the Magaya Bar Code Scanner plug-in activated. Contact Magaya to activate it. Scan the bar code on the items with the handheld barcode scanner.

The scanner will populate all the fields that describe the item such as its dimensions based on the information entered into the Magaya system when the Inventory Item Definition was created. The item will be added to the list in the WR. Tip: If you are receiving more than one package of the same commodity, you can right-click on the commodity in the WR dialog box and click Add Copy. Then you can edit any details inside the Commodity dialog box for that package such as if the weight is different from the first package.

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Other functions you can perform with the bar code scanner are releasing cargo (see Chapter 9 of the Magaya Cargo System Operations Manual or Chapter 13 of the Magaya WMS Operations Manual) and verifying packing lists in shipments (see Chapter 14 of the Magaya Cargo System Operations Manual). To place items inside a pallet, select an item and click the Repack button. Steps for using the Repacking Wizard are explained in the section Repacking Cargo. Other buttons on the WR dialog box include Edit, Delete, Detail, or Unpack. To use one of these functions, select the commodity and click the button you need. Use the Detail button to view the items inside an existing pallet or to add more items to it. (If you select an item that is not a pallet and click the Detail button, the system will tell you The number of pieces must be 1 to edit the detail of an item.) When you build a pallet and place items in it, the icon in the WR commodity list will change to a pallet icon to indicate items are inside a pallet:

In additon to the pallet icon, Magaya Explorer has other icons to indicate status of cargo:

Yellow is In Process (or Ordered) Aqua is On Hand (in the warehouse) Purple is Loaded (in a shipment) Light Green is In Transit (Dark Green is Arriving) Blue is Delivered

To take items out of a pallet, click the Unpack button in the Commodities screen. The individual items will be listed on the commodity list. The icon will change to indicate the commodities are not inside a pallet.

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You can adjust the columns as needed by clicking and dragging the column to widen it or narrow it. The total weight, volume, and number of pieces displays on the bottom of the screen.

Repacking Cargo
Use the Repack button to repack items as needed. A wizard opens with fields to enter the information about the container. You can select the type of container, including boxes and pallets:

If you want to make more than one package, check the box Create multiple packages. For example, if you receive 1000 pieces but they come in boxes of 50, check this box to create 20 boxes in one step.

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The next screen in the Repack wizard enables you to select the items to repack. These are the items from the WR:

You can use the Repack option more than once in a WR. For example, if you receive 10 items, you can repack 5 items in one pallet and the other 5 items into another pallet. The items must be from the same location. Click the Finish button when you are done.

Charges
Magaya software enables you to add, edit, and process charges for transactions such as Pickup Orders, Warehouse Receipts, Cargo Releases, Bookings, Quotations, and Shipments. Charges entered on a Charges tab will be used for accounting functions such as generating bills and invoices. Information from Items and Services is used to calculate the charges and liquidations of shipments.

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The Charges tabs in different transactions may look a little different from each other. Some of the buttons may be in different places, but they have the same features in each of the transactions. For example, take a look at the Charges tab in a Warehouse Receipt (WR):

The Add, Edit, and Delete buttons are on the right side. The Generate button will generate the charges and create applicable accounting transactions such as invoices and bills. After they are generated, the charges will have a status of Posted.

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Total expenses, income, and profit are displayed on the bottom of the tab.

The Units button enables you to change the measurement units. Check the Units button to open a new dialog box: In the Units dialog box, you can change the measurement units such as length to change it from the default of Inches to other choices: Meter, Foot, MM, CM, or DM. Each of the Units can also be changed to calculate to a different decimal place than the default 0.00. Use the dropdown menus to make changes. Click the OK button when done to save. The changes will apply to this transaction only. To change the measurement units for all of Magaya Explorer, go to Maintenance folder > Configuration > Measurement Units.

For the following example we will use the Charges tab from a Warehouse Receipt to illustrate the functions.

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Working with the Charges Tab

When you click on the Add button to add charges, a menu pops up:

When you select a charge type, a dialog box opens.

The Income Freight Charge and Expense Freight Charge dialog boxes are the same (except for the title).

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If the Freight charges option is grayed out, you cannot select it. To make it available, return to the Shipper/Consignee tab and select a Mode of Transportation.
NOTE:

The freight charge tab will indicate the mode of transportation in the title (Air, Ocean, or Ground) depending on the mode selected. Note: Select Income Charge for Inland Freight, instead of using Income Freight Charge if you are adding a charge for local trucking. A Tax Code field will appear if you have set up sales tax in the Chart of Accounts. (It is not displayed on this screenshot.) To enable the option Allow automatic update for a charge, check the box. If you make a change to a commodity such as the weight, the charge for the new weight will be calculated and updated automatically. Uncheck the box if you do not want this automated. If you check the box to show charges in documents, the charges will show in operations transactions and documents such as WRs and Pickup Orders (and will be visible to customers). The charges will always appear in bills and invoices even if you do not check this box. Sample Scenarios for Adding Charges: If you are a freight forwarder and you are creating a Warehouse Receipt, you add a freight expense charge and apply it to the trucking company because they are charging you and you need to pay them. Add an income freight charge when you are billing the customer so they can pay you if you pick up the cargo for them.

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An income charge or expense charge is applied to the customer for services you offer such as crating or documentation. Adding Charges: The charges entered in a WR are integrated into the Accounting system in Magaya Explorer and will appear on invoices, bills, etc., as applicable when the accounting transactions are generated. Use the Generate button in the WR or the Liquidation feature in a shipment to generate charges. (For more details, see the section on Liquidation in the Shipments chapter in the Operations manual.) For Income Charges and Expense Charges:

Select the charge from the dropdown menu. (Notice the income charges are fees and income. The expense charges are cost and expense.) Add a description (optional). Select who the charge is applied to such as a customer or carrier. (If the customer needed is not shown in the dropdown list, use the button next to the dropdown to show all entities.) Select if the charge is Prepaid or Collect. (Prepaid means the charge is paid or invoiced at origin. Collect means the charge is paid at destination. It is collected by the destination agent if you have one at the destination.) Select a sales tax code if applicable to your services. (In the US, sales taxes are not applied to freight services, but they are applied in other countries.) Select the checkbox to show the charges in the documents if you want the charges to appear in operations documents such as WRs, visible to the

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customer. (Charges will always appear in accounting transaction documents such as invoices and bills). Enter the quantity applicable for the service you are charging. (For example, for handling services at $2.00 per pound, enter the amount of pounds.) Enter the Unit you are using. For the example above, enter pounds (lb). Enter the price for your service (for example $2.00 per pound). If you set up the price in Items and Services, it will available from the dropdown. The amount will be calculated by multiplying quantity by price. Click on the Notes tab to add notes (optional) if you need more information on the invoice about the charge. Click OK to save the information and close the Income Charges dialog box. This will return you to the Charges tab of the Warehouse Receipt dialog box.

Add additional charges as needed. Use the Edit button to make any changes. Use the Units button to select units of dimensions and weight. For Income Freight Charges and Expense Freight Charges:

Select the freight service class. (This will pull the type of freight from the Items and Services list in the Accounting folder.) Enter a description (optional). Select who to apply the freight charge to such as the carrier for expense charges or apply to customer for income charges. (If the customer needed

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is not shown in the dropdown list, use the button next to the dropdown to show all entities.) If you want to customize the rates, click the Rates button. A dialog box will open for that carrier or customer. Enter data and click OK to save the rate and return to this screen. When you change how you apply the charge (by weight, pieces, etc.), the totals across the bottom change. The unshaded fields (yellow) will be multiplied automatically to calculate the total. You only need to fill in the unshaded fields. Select if the charge is Prepaid or Collect. (Prepaid means the charge is paid or invoiced at origin. Collect means the charge is paid at destination. It is collected by the destination agent if you have one at the destination.) Allow Automatic Update: Check this option to allow changes made to the charge to be calculated automatically. Select the checkbox to show the charges in the documents if you want the charges to appear in operations documents such as WRs, visible to the customer. (Charges will always appear in accounting transaction documents such as invoices and bills). Select from the dropdown menu to apply the charge by Pieces, Weight, Volume, or Container. The totals for the number of pieces, Gross weight, Gross Volume, Rate Charge, and Total Amount are displayed in the fields across the bottom. Click OK to save the information and close the Expense Freight Charges dialog box. This will return you to the Charges tab of the Warehouse Receipt dialog box.

Tip: For every expense you add, also add an income. Other options on the Charges tab: You can edit or delete a charge by selecting it and clicking on the button you need.

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To view options, right-click on a charge and a pop-up menu appears:

The pop-up menu has many options such as moving a charge up or down in the list. This will affect how the charges display in documents and in LiveTrack. Priority of some charges can be set in the Items & Services list; see the Magaya Software Accounting Manual. Units: If you want to change the measurement units for this transaction, click on the Units button. This will only change the units for the transaction you are working on such as a WR. The total expense, income, and profit display on the bottom of the screen. The Generate button is for generating any bills or invoices associated with the charges entered. You can adjust the columns as needed by clicking and dragging the column to widen it or narrow it.

Events
Introduction to Events Tab
The Events tab is used to list any events related to the transaction such as a Warehouse Receipt or Pickup Order. Magaya software comes with a default list

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of event definitions you can choose from. You can also create your own event definitions. Events entered in the dialog box will appear in the email message sent with Magaya Transaction Tracking and Magaya LiveTrack communications, visible to the customer, based on the configuration setup. You can also view Events for a transaction by going to the transaction list and clicking on the Detail button. A new panel opens. In the panel, select Events from the menu.

Add an Event
To add an event to a transaction, click on the Add button. A dialog box opens. It contains a list of pre-defined events.

Set the date and time for the event. Select the event type from the dropdown menu. Details are optional. Select a location if needed. The location is the geographical place where the event will take place.

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The box is checked to include the event in tracking. When the customer or agent views the transaction in LiveTrack, the Events are visible in the section called Tracking Details.

Click OK to save.

Define New Event

Magaya software enables you to define events. In addition to using the default events included in the software, you can create your own to suit your business needs. To define events: 1) 2) Go to Maintenance folder > Configuration. Click on the Event Definitions icon on the menu.

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The following screenshot shows the Event Definitions screen:

Click the Add button. A dialog box opens:

Enter a name for the event. Enter details on the event (optional).

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Select a location to connect with that event (optional). Select from the dropdown to choose the type of automatic creation for this event. There are many options: For example, you can make an event appear in a WR or Cargo Release when it is created, emailed, or liquidated. Selecting Manual will not automatically create an event: You will have to select the Event each time for each transaction you are creating that you want the Event to appear in. The checkbox Include in Tracking is checked by default. This means this event will be visible to the customer (or agent) in the online tracking, LiveTrack. Click OK to save.

Attachments
Introduction to Attachments
Attachments such as photographs and scanned documents can be added to transactions in Magaya Explorer by browsing for them on the computer or directly via a scanner. IMPORTANT: Optimize your database in the Configuration menu option > Maintenance & Performance. This will help your system handle large files better. It is recommended that you perform the Recycling options in this Configuration menu. Check the box to extract heavyweight data to the Blobs folder, which is where the photographs are stored. These are stored outside your

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database; they are not automatically backed up when you perform a backup. For details and steps, see Chapter 8 in the Magaya Software Customization Manual.

Photographing cargo when it arrives at your warehouse and attaching the photograph to the WR creates a record of its condition for you and the customer.

Tip: Smaller file size is better for photographs; they will be easier to email and view on LiveTrack.

Add an Attachment
To Add an Attachment: Click on the Add button to attach a photograph or other document one at a time, or hold the Shift key to select multiple items to attach. Select a document and click the appropriate button to view it, delete it, or save it in another location such as on another computer in your network

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or in a different folder on your computer. If you have attached a document and want to view it, click the View button. Click and drag items from your computer into the Attachments screen.

The following is an example of a photograph and a PDF attached to a Warehouse Receipt and displayed in the Attachments tab:

Add Attachment from Scanner

Documents and images can be acquired directly from a scanner and attached to a transaction such as a Warehouse Receipt, Cargo Release, etc. The attachment can also be saved to your computer or network so you have a copy of it. The recommended file size is 150 kb or less. Larger files are slow to email. Before starting these steps, make sure your scanner is plugged in and working properly. 1) Go to the Attachment tab in the transaction you are working on such as a Warehouse Receipt or Cargo Release. If you have not used the scanner

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feature in Magaya Explorer previously, the buttons for acquiring from the scanner will be grayed out and need to be activated. To activate the Acquire buttons, click on the Select Devices button:

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A dialog box will open:

2)

Click on the scanner you want to use. (Note: You must have the scanner connected to your computer.) The information about that scanner will populate the fields in the dialog box. Click on the checkboxes: Picture Source and Document Source. The Picture Source option acquires images from a camera, web cam, or scanner. For example, you may have a web cam set up in your warehouse to photograph the cargo as it arrives. It will save the scan in an image file format. If you want to use the scanner just for scanning documents, click on the checkbox Document Source. The Document Source option acquires

3)

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documents you scan such as Commercial Invoices that arrive with the cargo. The document is saved as a PDF. The source assigned will determine what dialog boxes you will see in the next steps. If you have one scanner, check both boxes for it:

If you have multiple scanners, set one scanner as the Picture Source and the other as the Document Source. These settings can be changed at any time. 4) 5) Click the OK button. You will be returned to the Attachment tab. Click on the Acquire button on the Attachment tab. A dialog box opens. The Acquire button is used to scan an image. It will open a dialog box with instructions to scan a document. (The Select Device button is here if you want to change scanners.) The Acquire Doc. button is used to scan a document. It will be saved as a PDF. A preview of the document will appear in the panes after scanning. To scan more than one page, click the Acquire button for each page. All the

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pages will appear on the left, one after another, and a preview of the selected page will appear on the right:

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6)

Click the OK button when you are done scanning. The scanned image or document will appear in the Attachments tab.

If you want to make an attachment visible only internally in your company, not for customers to see via Magaya LiveTrack or Transaction Tracking, click on the Internal checkbox. If the file size is large, the system will give you a message to notify you that large attachments may cause a slow delivery of the attachment.

You can still send the file, regardless of the size. To set your Magaya system to automatically reduce image size, go to the Maintenance folder > Configuration > Maintenance & Performance. Click in the checkbox Optimize images for the Web. The Attachments tab includes options to delete, save, or view an attached document or photo. The Save button opens a folder on your computer or network so you can save the image; this is useful when uploading images directly from a camera.

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Notes and Internal Notes

Magaya Explorer gives you the option to add notes to your transactions. There are two types of notes: Notes that are included on the documents and visible to customers, and Internal Notes that are not visible to customers.

Notes
Notes can be added to transactions such as Warehouse Receipts or Pickup Orders by using the Notes tab in the transaction:

Enter the note by typing the notes field. Click on the button to select a clause that has been set up in your Magaya system.

Add Clauses to Use in Notes

You can save clauses in Magaya Explorer for notes that you add frequently to transactions. For example, you may have a clause such as Consolidiate per the cargo manifest that you add to every shipment. Save this clause or any others in your Clauses List and it will be available for use every time you need it. Clauses can be added while you are working on a WR or by going to the Maintenance folder and opening the Configuration option.

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Click on the button to select a clause that has been set up in your Magaya system.

Click the Add button in the Clause List dialog box. A new dialog box opens to add the clause information.

Enter the name of the clause. Select a category for the clause such as Bill or Cargo Release. (To add to this dropdown list of choices, use the button with the three dots next to the dropdown.) Enter the text of the clause as it will appear on the transaction.

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Click OK to return to the Clause List. (Now the clause is available to use.)

When you select a clause, it appears in the Notes list on the Notes tab. To delete a note from a transaction, select it and press the Delete key on your keyboard (or press the Backspace button). To delete a clause from the Clause List, open the Clause List by clicking on the button with the three dots. Select the clause and click the Delete button.

Internal Notes
Internal notes are internal within your company. They will not appear in the transactions and will not be visible to the customer.

To add Internal Notes: Click on the New button to add an internal note. Enter the note by typing in the field. Click Save when you are done. The note appears in the list.

To make changes to an internal note, select it and click on the Edit button. To delete an internal note, select it and click on the Delete button.

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WHAT ACTIONS CAN I PERFORM WITH A WAREHOUSE RECEIPT? INTRODUCTION

What Actions can I Perform with a Warehouse Receipt?

Introduction
The information you enter in the Warehouse Receipt (WR) can be transferred automatically into other documentation by using the Actions button. The following section will explain how to generate accounting transactions and other actions that can be performed from a WR.

Generate Accounting Transactions from a WR

Magaya Explorer gives you the ability to create accounting transactions such as invoices based on the information entered in other transactions such as a WR. Magaya Explorer links the transactions and transfers the information from one transaction to another. For example when charges are entered in the Charges tab, the charges remain Open (are not posted to the Accounting system) until you click the Generate button or they are liquidated. Then they are Posted. After the charges are generated or liquidated, the system will collect all the charges and group them and create invoices for each customer. The charges that will go to bills are also grouped and bills are created for each vendor. Then these are posted into the Accounting system. You can also create accounting transactions from the WR by listing all the transactions for that release. To do this, follow these steps: 1) 2) Click on the Actions button and select Transaction List. In the Transactions List, click on the Actions button and select the option: Link Bill, Link Invoice, Receive Payment, or Pay Bill. (See more details below.) These transactions will be Posted immediately unlike the charges entered in the Charges tab.

When you are in the Transaction Listing, you can create the following accounting transactions directly from a WR by using the Add button at the bottom of the list:

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Invoice: You can create an invoice for the WR. (You can also create accounting transactions when you are in the WR dialog box by using the Generate button on the Charges tab.) This is the invoice screen:

Make any edits to the transaction if needed. You can view the WR dialog box or go to the document. (The screen is similar for Credit Memos, Bills, and Credits. For details, please see the Magaya Software Accounting Manual.) Credit Memo: Use this option if you need to issue a credit or a refund to a customer. Bill: Add a bill of what you need to pay. Credit: Use this option if you overpaid a vendor and they give you a credit.

The Actions button for the Transactions List has the option to link the transaction to a bill, an invoice, or a WR. You can also unlink it. If you created a bill (or other accounting transaction) separate from the WR, you can link it this way. First, in the WR document view, click Actions > Transaction Listing. Next, in the Transaction List, click Actions and select the option you want. You can also receive the payment or pay the bill from the Actions button.

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Other Actions
You can perform other actions from the document view (or list view) of a Warehouse Receipt (WR) by using the Actions button:

To see a list of all the transactions related to the WR, select the option Transaction Listing. To view or add attachments, you can use the Actions menu or the Attachments screen in the dialog box. To create a copy of the WR, select the Create a Copy option. To exclude the transaction from tracking (if the transaction is not complete and you do not want it viewed via LiveTrack), select the option: Exclude from Tracking. Place items or WR on hold if a customer requests it, or if the customer owes money. To send the WR to another Magaya user in the Magaya Network, click the Send To option. This opens the same dialog box as clicking the Send button. To choose a different template for the document, select the option: Select Template. The template Warehouse Receipt Detailed shows more information about each commodity. The template Courier Waybill is for couriers who use the WR as a courier waybill. Be sure to link the template to the current transaction by clicking the option.

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To view the history of the WR (such as a Pickup Order for this cargo), select the option: History. A dialog box opens, listing all the transactions related to this cargo:

You can view a transaction by selecting it in the History dialog box. The View button opens the dialog box for the transaction. The Go To button takes you to the document. To return to the Cargo Release, use the Back button. Magaya software provides you with the option to create a WR from a Pickup Order. If you picked up the cargo and you have a Pickup Order that you created in Magaya software, you can transfer the information from the Pickup Order automatically into a WR. To do this, go to the Pickup Order document and click the arrow on the side of the Actions button. The list view of the WR also has an Actions button with additional options: Reports, Go to Document, Print Batch, Choose Columns, Import, Export, and Statistics. You can add columns to the list view and save that view. For details on working with the WR List, see the topic "Working with Document and List Views".

Print Labels
To print labels, click on the arrow on the Print button and select Print Labels.

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The Print Labels dialog box opens:

Select the label size and printer setup. Change the amount of labels to print if needed.

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Details Panel
In the WR List, click the Detail button to open a new panel.

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In this panel, select items from the dropdown list to view.

The Detail button is available in all lists. Options in the menu include: Events: View Events added HTML: Displays the WR the same as in LiveTrack Charges: Right-click on a charge to view it Transaction Listing: Shows generated charges such as invoices and bills

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If you do not want the tracking number to print on labels for items that have part numbers, set this option in Maintenance > Configuration > Labels

Check the option Do not create tracking numbers for items with part numbers. This prevents the tracking number from appearing on the label for companies that want to identify items by part number when working with the Magaya WMS Mobile but need to print labels with other information about the items.

Receive Cargo with Magaya WMS Mobile

Introduction: This section explains how to receive cargo using the Magaya WMS Mobile application on handheld devices. There are two options: 1) Begin the Receiving process for incoming items by creating the Warehouse Receipt (WR) on the PC and then send the task to the Magaya WMS Mobile handheld devices to be completed. This process is called "Informed Receiving". The WMS Mobile user completes the process by scanning the incoming items into the Magaya system and assigning each item a location in the warehouse. All information is updated on the PC. or, 2) Begin the Receiving process on the handheld devices to create a WR for incoming items. This process is called "Uninformed" (or Blind) Receiving.

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The Magaya WMS Mobile user scans the incoming items and assigns them to locations in the warehouse. All information is updated on the PC.

It is important to perform these steps correctly on the handhelds to ensure accuracy in reports or other related transactions. The following sections will explain both these options in detail.

Informed Receiving
Informed Receiving is the process of receiving cargo that you know you are expecting to arrive at the warehouse. You have the shipper information, the client (customer name), the item descriptions, dimensions, and other details. To receive cargo using the Informed Receiving process, begin by following these steps on the PC: 1) Create the WR on the PC. See the section on creating warehouse receipts for details. Do not assign a location to the items when you enter them in the Commodity dialog box of the WR. The WR will have a status of Pending until the receiving task is completed on the handhelds.

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2)

From the Warehouse Receipt, create a Receiving Task and send it to the Magaya WMS Mobile application running on the handheld devices by following these steps: Click on the arrow on the side of the Task button and select Create Task from the dropdown menu:

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3)

In the Task dialog box, enter the details of the task such as the user who will perform the task, the date it is due, the Task Type - Receive (WMS), and other details as needed. Option: You can enter a location here to tell the handheld user where to place the items when they receive them, or leave the Location field blank.

Click the OK button when done. The Task appears in the Pending Tasks list on the PC and is sent to the Magaya WMS Mobile handheld for the assigned user.

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You can print labels at this time if needed. This is useful if boxes do not have part numbers: 1) 2) Click on the arrow on the Print button and select Print Labels. In the dialog box, select the label size and enter the quantity of labels to print:

Complete the Steps Using Magaya WMS Mobile Devices: Next perform these steps in the Magaya WMS Mobile application on handheld device to complete the receipt of the cargo:

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1)

The handheld user clicks the Receive task icon on the handhelds main menu:

The Receive icon shows the number 3 below it, indicating that there are three Receive tasks pending.

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2)

When you click the Receive icon, the Tasks appear. View them in the Task List or the view the details of each one in the Detail tab.

You can also scroll through the tasks by clicking the arrows on the bottom of the screen to scroll through the available tasks to find the task to perform. The Detail screen shows the task type, who created it, the date, the Warehouse Receipt number, the client (or customer), and the quantity of items. The Est. Pallets field will only show a number when the Inventory Item Definition for this item contains the amount of items required to make a pallet. The system will estimate how many pallets you will need to create

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based on the quantity of items received. This example shows that a location was specified when the task was created. Click the Select button to perform this task. The next screen that opens shows the location if the location was specified in the Task. (If the location is not specified, scan/enter it.) The next screen shows the items that need to be received. Select an item and click the Quantity button:

Note on Locations: If a location was assigned, you can change the location if needed by clicking on the Location/pallet button to enter a new location. For example if a location is full and you need to assign these items to another location, the change can be made here and it will be saved in the system. As you scan items to receive them, the items will be assigned to that location in the system and saved when you change the location (or pallet) or click Finish. Each item that is saved will no longer be displayed on the screen because it is saved. You can end this step before you receive all the items if necessary. Then later or the next day, you can continue where you left off.

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3)

Scan the items or manually enter the quantity:

Tip: Manually entering the quantity instead of scanning is useful when there is a large quantity of items and you want to save the time it would take to scan each one. You must scan the first item, then you can enter the quantity in the next screen.

Click OK.

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4)

Receive the remaining items in the list. If the quantity received was less than the quantity stated on the task, enter the quantity received. The task will appear again on the handheld screen with the number of outstanding items remaining to be received. You can print labels or click Finish when you are done or to temporarily end the task. You can return to it later. All the items you scanned up to this point are saved as Received in the system.

Other Options in the WR list screen:

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To receive perishable items with Magaya WMS Mobile:

Select the item to edit it and open the Identification tab. Select the expiration date. Palletize Items:

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From this screen you can also palletize items or create a new pallet if needed. 1) 2) Click on the Location/Pallet button from the items list. Scan (or enter) the barcode for the pallet. (The barcode is on a pallet ID label. Affix the label to the pallet if the pallet does not have a label.) This will identify the pallet:

If you scan (or enter) the same pallet ID, the system will ask you if you want to use the same pallet. Click Yes to add more items to an existing pallet. Click No to enter a different pallet ID or a new pallet.

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3)

The next screen shows the pallet in this location and the items list below it:

4)

Select the first item in the list. When you scan this item, it will go inside the pallet in RECA. When you change that pallet, the system will save what you have scanned, and the items will not display on the screen. You can click Finish if needed and return to the remaining items at a later time. You can create another pallet as needed. Click OK to return to the item list. Labels can be printed at this time by clicking the Labels button.

5)

Click Finish to complete the task or to temporarily end the task and return to it later. All the items you scanned are saved in the database.

Print Labels: To print labels, click on the Labels button. In the next screen, enter the number of labels to print.

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You can print all the labels for all the items or select a range of labels:

In this example, all the items have part numbers. The part numbers will appear on the labels, so you may not need to print labels here. Affix the labels to the boxes (or items). Note: You can print labels for any individual item during the receiving process. When all the pending Receive tasks are completed (or if you end a task temporarily), the handheld will display the main menu again. The status of the received items will be On Hand after scanning them. If a Receive task is incomplete, it will remain on the main menu so you can return to it at a later time and complete it.

Uninformed Receiving (Manual Receiving)

Uninformed Receiving (the Manual Receive task) is done when the handheld user does not have information about what cargo is coming into the warehouse. This process is also called Blind Receiving. It is performed on the handheld

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devices running the Magaya WMS Mobile application. To receive cargo using the Uniformed Receiving process, follow these steps: 1) Click on the Manual Receive icon on the main menu of the handheld:

2)

In the next screen, scan the location where you will receive the cargo:

For example, this cargo will go in Receiving area 01(REC01). Scan or enter the location codes exactly as they are defined in your Magaya system. The

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system is not case sensitive (upper case or lower case letters are not required).

Click OK. 3) In the next screen, enter the entities to receive the items: the Shipper, the Consignee, the Tracking Number, and the Bonded Type (if applicable, such as Domestic, C.F.S., or G.O.) and the Entry Number.

To access the list of entities in your Magaya database, enter the first few letters of the shipper (or consignee) name. This will activate the Get button. Click on the Get button to retrieve the list of names that start with those letters. Select the correct entity from the list.

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4)

On the next screen you can begin to scan barcodes on items to receive them:

Scan the item or part numbers. If you cannot scan an item, click the New button to type in the part number. As you receive items, the items will be added to the list on the screen and saved to the database. If you are receiving a large order of palletized items of the same type, use the New button. It is the easiest way to enter several pallets of the same type of item. For example, to receive 40 pallets of the same type of Dell PCs, and each pallet has 6 PCs, you can optimize the receiving process by using the New button and entering the information in the next screen.

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5)

Enter or scan the part number (if applicable), and the system will fill in the description and dimensions for that item. If you are receiving items that do not have a part number, then enter the description. The system will search for the part number in your Inventory Item Definitions List, and fill in the screen when the PN is found. Enter the Quantity.

If you will receive identical items, enter the quantity to save time. Click OK. The quantities are updated:

To continue receiving more items, scan the next item (or click New). If

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you are done receiving items, click Finish. If the cargo is palletized, click the Location/Pallet button. See the section below for details. Continue to receive all the items for this Uninformed Receiving task by following the steps above. As you receive items, the items will be added to the list on the screen and saved to the database. 6) Click the Finish button. If you have not printed labels for all the items, the system will ask you if you want to finish the task without printing labels.

Note: With the Online Pickup Orders feature, customers can place pickup orders on Magaya LiveTrack and print labels for their boxes at their location. When you receive those boxes, you can scan those labels and the system will connect the information in the Pickup Order to the WR. To receive perishable items with Magaya WMS Mobile:

Select the item to edit it and open the Identification tab. Select the expiration date. To Palletize Items:

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If you receive a pallet with different part numbers inside, or you are building a pallet of different part numbers, perform this process on the handheld device: 1) Click on the Location/Pallet button:

2)

In the screen that opens, enter the pallet ID where the items will go by scanning (or entering) the pallet ID label:

Note: For more on creating and printing pallet IDs, see Chapter 17 in the

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Magaya Supply Chain Manual, section Create a Move Task. 3) Scan the barcodes of the items. The screen will display the pallet ID number you scanned.

Complete the process of this Uninformed Receive until all items are received and assigned a location. This will update your Magaya system with a Warehouse Receipt (WR) that has the items and locations. After the WR is created using the handheld, the next step in the process is to verify the cargo information on the PC by opening that WR and adding charges or other details needed. Then the receiving process is completed. To move items from different Warehouse Receipts to a pallet, set the Configuration option explained in Chapter 16s configuration section. If you receive items with the same part number but different Purchase Orders, Lot numbers or invoice number, the system will make separate line items for each PO (or lot # or invoice).

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CHAPTER 11: MANAGE & MOVE WAREHOUSE ITEMS INTRODUCTION

Chapter 11: Manage & Move Warehouse Items

Introduction
This chapter explains how to identify and manage items in the warehouse. Magaya Explorer has a feature to help management of items called the Warehouse Inspector. It is located in the Warehousing folder:

This chapter explains how to perform Informed Moves and Uninformed Manual Moves of cargo, and how to find locations and items in your Magaya Explorer using the Warehouse Inspector feature.

How to Manage & Move Warehouse Items

Introduction to the Warehouse Inspector
This chapter discusses managing and moving items in the warehouse using the Warehouse Inspector in Magaya software. The Warehouse Inspector enables you to create tasks to move cargo and send the tasks to an employee who is using the Magaya WMS Mobile application running on wireless handheld devices. The mobile users move the items, and the system keeps track of the location of every item.

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In addition to controlling the movement and storage of items in your system, the Warehouse Inspector enables you to search for items, to perform inventory counts, and more. Use this tool to efficiently manage storage capacity to reduce empty space and implement a Just-In-Time inventory management. The information about the inventory items can also be viewed online in Magaya LiveTrack. The Warehouse Inspector screen displays the zones and locations in your warehouse. Expand a zone to see locations. Expand a location to see items inside that location.

Click on a location name to display the items in the list on the right-hand side of the screen. To rearrange the columns on the right, click and drag the column headers. The details of any item can be viewed by double-clicking on an item to open the Commodity dialog box.

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When you click on a Location, a new options appears on the screen: Its a way to view items in a location alongside the locations list in detail or in summary.

Click on the Detail tab on the bottom of the screen to see whats inside a location side by side with the locations list in your Magaya Explorer. Click the Summary tab to see part numbers, tracking numbers and quantities. The Warehouse Inspector toolbar contains buttons for functions to move items, find, filter, set columns (Configure), delete pallets, and perform counts. The dropdown menu Locations enables views of all locations, empty locations, non-empty and non-counted locations. Check the box to show empty zones. The following sections explain the functions available from the buttons on the Warehouse Inspector toolbar.

Moving Items Within the Warehouse

To move items within the warehouse, the software has two options: 1) Use the Cargo Movement Wizard in the Warehouse Inspector and send the Move task to the Magaya WMS Mobile application on the wireless handheld devices, or 2) Start a Manual Move task on the handheld device.

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The advantage of using the wizard is all the information about the items is in your Magaya system, making it easy to create an error-free process. There are two types of movements available when working with the Magaya WMS Mobile application on the wireless handheld devices: Informed Moves, called a Move task Uninformed Moves, called a Manual Move task

Additional Information: The Magaya Supply Chain Solution also has the option to move items between warehouses and still keep the items status as On Hand. See the section Transfer Cargo Between Warehouses in this chapter.

Create a Move Task: Informed Moves

If you have the Magaya WMS Mobile application on wireless handheld devices, you can create a Move Task (also called an Informed Move) on the PC in Magaya Explorer, and send the Move Task to the handheld devices for users to

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perform. This will move items from their existing location to a new location you specify. First start on the PC to create the Move task: 1) Click on the Move button in the Warehouse Inspector toolbar. The Cargo Movement Wizard opens:

To view items, expand the locations or use the Find Items button. See the section Find Items for more details. You can view locations that are empty, non-empty, or non-counted. Select the items you want to move. You can move individual items or multiple items at one time. To move only some of the pieces, select the item and click on the Pieces button. Enter the quantity to move. Click the Next button.

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2)

On the next screen, select the destination location or pallet:

Select the new location that you want to place the item in.

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To move the items to a pallet, create a pallet by clicking on the Create Pallet button. A dialog box opens:

Enter a Pallet ID number or click the Get Next ID if you have set up Pallet ID numbers in the Configuration menu. You can also print labels from this dialog box. After you enter or create a pallet ID, the Print Label button is active:

This will print a label to identify this pallet. Give the label to the employee who will perform the move so the correct pallet is identified. After creating the pallet, you can then move it in the next screen. 3) Assign the movement to a user (if you have the Magaya WMS Mobile handhelds). If you click the button to Commit changes right away, this will update your Magaya database right away and the status of the task will

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be completed. It is best to click this only after the items have been moved.

The Movement number is assigned based on the numbering set up in Maintenance > Configuration > Document Numbers. To transfer cargo from one warehouse to another, select Transfer from the Movement Type field. Use Local for local deliveries. For more information on Transfers, see the section Transfer Items Between Warehouses. Click the Finish button when done.

When items are moved, the information about the location of the items in the warehouse is available in your Magaya database and can be viewed online in the online tracking program, Magaya LiveTrack. You can also see items in the Commodity List and in the Cargo Movements List in the Warehousing folder. In those lists, you can choose additional columns from the Actions button, including current location and previous location of items. If you have more than one warehouse, the information about that warehouse can be entered in your database so you can transfer items between warehouses.

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Perform Move Task on the Magaya WMS Mobile Device

Follow these steps to complete the Move task on the handheld device. This process is also called an Informed Move.

1)

Click on the Move icon on the screen.

This example shows 3 Move tasks pending.

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2)

Select the Move task you will perform. The first of the three Move tasks appears in this example. To see another task, click the arrow buttons on the bottom of the screen. The screen tells you the existing location, the quantity of items there, and the new location where the items will be placed.

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3)

Scan (or select) the location of the item that will be moved. This example shows two locations B1LC for the bamboo stakes and B1LA for the pruning shears. These are the existing locations of the items:

Notice the barcode symbol in the top right corner; when this is displayed on a screen, the scanning function is enabled for that screen. Then click the Select button. 4) In the next screen, click the location and click the Select button.

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5)

Scan the items to move (or click on the item). To see details about the item, click the View button. Alternatively, click the Quantity button and enter the number of items to move.

The Code column may show a code such as P for Pallet or L for Location. To view item details, click the View button. The screen shows tabs with item information, dimensions, identification, and custom fields (if any).

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6)

When you click the Quantity button, another screen opens where you can manually enter the number of items to move:

Click OK to return to the list of items. 7) When all the items are checked off, click the Move button. This will open a screen to scan (or enter) the destination where the items are moving.

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8)

Click OK when done. You can print labels if needed.

The Move task is completed.

Perform Manual Move Task on the Magaya WMS Mobile Device

This process is started and completed on the handheld devices using the Magaya WMS Mobile application (not the PC).

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A Manual Move is also called an Uninformed Move. The Manual Move task is performed on the handheld device by following these steps: 1) On the handheld device, click on the Manual Move icon.

2)

Scan (or enter) the location of the items (or the pallet if the items are on a pallet) to move:

3)

Scan the item (or items) to move from the location you entered in Step 2. The screen will fill up with the item information.

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4)

At the destination location, scan the destination location. You can also place the items in a pallet and scan the pallet ID for this step. The Manual Move is completed.

When moving expiration date controlled items from one location to another, you may be prompted to pick the specific expiration date you are working with. This will happen when more than one expiration date is kept in the same location. Pick the desired expiration date being picked and click OK. The system will tell you how many items are in that location with that expiration date. Reports on Tasks: On the PC, reports can be created in the Tasks lists by clicking the Actions button and selecting the report option.

Options include reports by status of the tasks, by elapsed time, and more. The elapsed time report shows when a task was started and completed and the amount of time it took to complete it.

Additional Warehouse Inspector Functions

The following explains the additional buttons on the Warehouse Inspector toolbar to help manage items in the warehouse. The functions on the buttons include finding items or locations, filtering, configuring column settings, and performing inventory counts.

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Find Locations
To find locations in your database, click on the Find Location button:

Enter the location code and click Find. The location will be highlighted.

Find Items
To find items in your database, click on the Find Items button:

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Enter a part number or an item name. The system can find full or partial item names. The zone(s) that contains the item will be displayed. To view all locations again, click on the Unfilter button. To find only on record code and name, check the box. To match the case (upper case and/or lower cap letters), click the box Match Case.

Filter Items
The Filter button contains two options: Standard and Advanced. By clicking on the arrow on the side of the Filter button, you can select the type of filter you want. The Standard filter opens the Commodities Filter dialog box with options such as filtering by Warehouse Receipt number, Status, Part Number and more. The Advanced Filter contains more options than the Standard Filter and the ability to create your own filter. To clear a filter, click the Unfilter button. For details on how to use the Filters, see the topic The Filter Button in Chapter 6, The Magaya Explorer.

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Configure Columns
The view of the Item details is set by using the Configure button:

This screenshot shows an example of the column settings. For the first item in Zone B, Location B1LA, there are 35 pieces, the Warehouse Receipt number is 16, the item description is Baseball gloves, the dimensions and the package type are last. To change these column settings, checkmark the columns you want to display and uncheck the ones to exclude. Change the order using the Up and Down arrows.

Delete Pallet
To delete a pallet, select the pallet and click on the Delete Pallet button. The pallet must be empty.

Transfer Items Between Warehouses

If you have more than one warehouse, you can create a Move Task and send it to the Magaya WMS Mobile handheld devices to load the cargo into a truck,

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transfer it to another warehouse, and place it in a new location there. With the Warehouse Transfer feature, you can keep track of the items at all times by defining the trucks as your mobile locations in your Magaya database This feature works using existing concepts in Magaya WMS such as warehouse zones and locations. Set Up: First, you need to define each warehouse facility in your organization as a warehouse zone and define the warehouse locations within each zone. Second, each truck must be entered as a mobile location in your system. For details on how to set up the zones and locations, please see Chapter 7 in this manual. This screenshot of the Warehouse Inspector shows warehouse zones and locations, both mobile locations (trucks) and rack locations inside the warehouse:

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Steps to Transfer Cargo: 1) Go to the Cargo Movement List in the Warehousing folder to create a Move Task. (A Move can also be created in the Warehouse Inspector by clicking the Move button.) Click the Add button. The Cargo Movement Wizard opens.

2)

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3)

Follow these steps in the wizard: In the first screen of the wizard, select the cargo items to transfer to another warehouse. You can move individual pieces or multiple items. This example shows items selected from the Miami Warehouse, Zone A:

In the next screen, select the destination location. This example shows the

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destination is the Receiving area in the Houston Warehouse:

In the last screen of the Cargo Movement wizard: Assign the Move task to a WMS Mobile user. (You can also click Commit changes right away. This will assign a status of Completed to the Move in your database and show the items in the destination location.) Select the Movement Type: Transfer. The system will create the Warehouse Transfer document automatically. This document can be used as a Straight Bill of Lading for the driver.

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Select the Mobile Location (the truck in this example is HCT1, HiCube Truck 1).

Click Finish. Next a Task will be created. Before we discuss the task, lets look at the whole transfer process. The Warehouse Transfer is executed in three steps: 1) Move the cargo from the location in the warehouse to be loaded to the truck via the Magaya WMS Mobile handheld devices. This is a Move Task. The system automatically opens the Task dialog box when you click the Finish button in the Cargo Movement wizard. Move the items in the truck to the other facility (the destination warehouse). The Warehouse Transfer document can be printed and used as a Straight Bill of Lading. (The document is in the Warehousing folder > Cargo Movements. It can be customized as needed.) The cargo is unloaded from the truck at the receiving location in the destination warehouse via a Move Task performed on the handheld devices. This Move task can be created when the Warehouse Transfer transaction has a status of In Transit.

2)

3)

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As explained above in step 1, the Task dialog box opens when you finish the last screen in the Cargo Movement wizard. You can assign the Task to a mobile user and fill in other fields as needed:

The system automatically updates the status of the Warehouse Transfer transaction throughout the process. The status of the items remains On Hand and the items are available to be used in Cargo Releases or shipments. The following defines each status of the Warehouse Transfer transaction: Pending: The task was just created, and items have not been loaded in the truck (mobile location). Loading: Some items are loaded in the truck, and some items are still in their original location. In Transit: All the items are loaded in the truck. Unloading: Some items are in the truck, and some items are in the destination location. Completed: All the items are in the destination location.

Create a New Move Task to Receive the Items at the Destination Warehouse: When the transferred items arrive at the destination warehouse, create another Move Task from the Warehouse Transfer document view (in the Cargo Move-

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ment subfolder) for the WMS Mobile user to perform at the destination warehouse so the items can be removed from the truck and placed in their new location at the destination warehouse. This Move can only be created if the Warehouse Transfer transaction has a status of In Transit. In the Warehouse Transfer document view, click the Actions button, and select Create Unloading Move Task. Assign the task to a WMS Mobile user, and the system will add all the items from the Warehouse Transfer into the Task for you. The WMS Mobile user performs the Move task, removing the items from the truck and putting them in their new location. This completes the transfer and updates your database with a status of Completed. You can create reports about the Cargo Movement tasks by clicking on the Actions button in the list view. Run reports by status, Cargo Movement number, division, or destination.

Reports: Managing Items with Inventory Reports

Reports about your inventory can be created in your Magaya software. In the Inventory Item Definitions list, you can see the amount of pieces on hand, what is arriving, and what is sold. You can also create In and Out reports from the Inventory Item Definitions list. Other inventory reports can be created in Magaya software such as commodity reports, which tell you what you have in the warehouse. In contrast, inventory reports show you what is arriving. For information on creating Commodity Reports, see the section How to Create Commodities Reports in this manual.

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To view the information about what pieces are arriving, follow these steps to make these columns visible in the Inventory Item Definitions list: 1) 2) Go to the Inventory Item Definitions list. Click the Actions button and select Choose Columns. In the dialog box that opens, place a checkmark in the columns you need:

The columns selected in this image will display the following information: Pieces: The quantity on hand Arriving Pieces: The quantity of items in Pickup Orders or Purchase Orders that are coming to the warehouse Requested Pieces: The quantity of on-hand items that are included in Sales Orders Requested Arriving Pieces: Of the arriving pieces, this is the quantity that is sold and included in Sales Orders

To calculate the total quantity of inventory you have available to sell, start with the number of pieces and add arriving pieces, subtract Requested Pieces and subtract Requested Arriving Pieces.

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In this example, there are a total of 55 Pieces on hand, 458 Arriving Pieces, 4 Requested Pieces, and 1 Requested Arriving Piece. The total pieces available to sell are 508:

55 + 458 - 4 - 1 = 508 To view the inventory for any individual item, select the item from the list and right-click on it (or go to Actions > View Inventory). This shows what is on hand for this part number. To view details of inventory that is arriving, select the item and right-click on it (or go to Actions > View Arriving Items). This shows what is arriving for this part number. This option is only active for items with quantities greater than zero. This will display the status of the item, a description, package type, dimensions and other information. Reports can also be made from this view also. The totals are dynamic; they reflect changes in quantities as the items are received or released.

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The total quantity of pieces in Inventory Item Definitions list should match the quantity of on-hand pieces.

In and Out Reports

The In and Out reports provide a snapshot of how much cargo is on hand or was delivered for the time period you select. These reports can be used to forecast quantities that you need to buy to fulfill demand during certain time periods. If you are providing distribution for a customer, you can email the report to them from your Magaya system. For each part number in the In and Out report, you will see the inventory you have at the beginning of the time period selected, the quantity that arrived in a Warehouse Receipt (WR) during that time, the quantity released for that time period, and inventory remaining at the end of that time period. This report shows item quantities as of the date you select in the date range. You can create reports for a past time period also.

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To create an In and Out report, follow these steps: 1) 2) Go to the Inventory Item Definitions list Click on the Actions button, select Reports, and In and Out reports (detailed or summary):

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The Summary view of the In and Out report shows one line per part number, initial inventory (Start), items in, items out, and ending inventory quantity:

Detailed report view (filtered by item definition):

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This view enables the Filter option to filter the report by item definitions:

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Detailed report (filtered by Inventory Item) gives you the option to filter by commodities:

You can select columns in these reports to show other information such as location in the warehouse. Hide part numbers that do not have activity in the timeframe of the report by clicking the Configure button > General tab.

Other reports can be generated in the Other Reports option in the Actions list such as reports by manufacturer, for example, so you can see how many items you have from the same manufacturer. All the information used to define an inventory item is available for a report.

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Create Commodity Reports

If you need a report on the commodities your company has handled, use the Commodity List under the Warehousing folder. It shows the status of commodities such as what is on hand, in transit, or delivered for any date range you set. The Commodity List is dynamic, showing real-time updates of quantities. The columns in this list also appear in the Commodity tab of a WR, Pickup Order, or Cargo Release. To change columns in the list, go to the Actions button and select Choose Columns. Steps: 1) Go to the Warehousing folder and click on the Commodity List.

2)

Click on the Actions button and select Reports. You can choose from many report options such as reports by shipper, by warehouse location, by part number, and others. To email the report, click the Email button on the top menu. To save the report in your Magaya Explorer, click the Actions button and select Save Report. To save the report to your computer (or another computer in your network), click the Actions button and select Export.

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Other Types of Reports

The following are different types of reports you can create from the Commodity List: See where items are and their previous location. See part numbers. View all items for a specific export code or Schedule B commodity classification. See the Customs entry date for items so you can answer Customs questions quickly.

Answer questions about your business such as: Which commodities were included in which shipments? Which commodities do you ship to which destination ports most often? Which division of your company is handling the most cargo and what types?

How to Find Commodities in Magaya Explorer

If you need to find commodities in your Magaya system, use the Find or Filter button in the Commodity List. To view details about a commodity, click the Detail button. Save a view by clicking the star button at the top of the list.

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You can also add columns to your Commodity List to make it easy to find information at a glance. Go to the Actions button and select Choose Columns. For example, to see if any items are on hold, select this column from the list.

Use the Find Button

TASK

1.

Click the Find button (on the top toolbar). A search dialog box opens.

2. 3. 4.

In the dropdown menu for Find Type select Cargo Item. Set the date range. Select to find by either transaction number or text.

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5.

Enter the number or text in the field below the "Find By" radio buttons.
ADDITIONAL INFORMATION: If you enter text, you can enter partial text. For example if you are looking for Dell computers that you handled a month ago, set the date range and enter the word: Dell. If you enter the word: computers, the list will display all the computers you handled, not just Dell. So if you handle cargo from more than one manufacturer, enter that manufacturer name.

Use the Filter Button

To view the commodities list by certain criteria, use the Filter button. The Filter button has two options: Standard Filter: This filter has a small set of criteria to filter your list by such as by Purchase Order (PO) number, Warehouse Receipt number (WR), by part number, port, consignee, and others. Advanced Filter: This filter has many options for filtering your list.

To filter by date only, use the Date Range options on the top of the list.
TASK

1.

Click on the Filter button and select Advanced. This screen opens:

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2. 3.

Click on the field you want to use in your filter by selecting it from the list of Available Fields on the left. Set the condition you want to apply. For example, if you are filtering by a Billing client, select Equals if you know the exact name, or select Contains if you know part of the name. Enter it in the field next to the condition dropdown. Add any additional conditions as needed. Click OK to see the filtered list.
ADDITIONAL INFORMATION: For more details on using the advanced filter, see the topic "The Find Button".

4.

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Chapter 12: Counting Inventory

Introduction
Counting all the items in inventory confirms the current state of inventory, and it allows a company and its accounting department to make inventory adjustments to the physical inventory. Inventory must be counted in a Count Session to verify amounts. A count session can represent a Cycle Count or a Physical Count. Many accountants require a company to do two or three complete cycle counts per year to avoid the typical annual physical inventory. A complete physical inventory must include all locations, even if the system shows them as empty. A cycle count normally includes all locations within a zone, a row, or aisle. It is very important that all locations are counted to complete the cycle. In Magaya software, you can create a Count task using the Warehouse Inspector in your Magaya Explorer, and send the count task to the handheld devices running the Magaya WMS Mobile application for users to perform the counts. The following section explains these steps.

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Create a Count Session and Count Tasks

1) Go to the Warehousing folder in Magaya Explorer and click on the Warehouse Inspector:

2)

Click on the arrow on the side of the Counts button and select Create Count Task from the menu:

If an active Count Session exists, the Count Task you create will be assigned to that session. Only one session can be open at a time. To create a Count Task, go to Step 7 below. If an active Count Session does not exist, a dialog box opens for you to create one.

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3)

In the Count Session dialog box, enter the following information.

4)

Enter a session number (or use the default). (Count session numbering is set up in Maintenance > Configuration > WMS.) The date is set to the current date. The owner is the employee who is creating the session. Enter a description of the session (optional). Select the count type - Cycle Count or Physical Count: Cycle counting is the process of verifying inventory accuracy by counting a few items every day and comparing the count to computer inventory records to reconcile differences. The cause of discrepancies is found and resolved. A cycle count normally includes all locations within a zone, a row, or aisle. It is very important that all locations are counted to complete the cycle. Physical counting is the process of counting all stock. This process usually requires stopping business for a day or more. A complete physical inventory must include all locations, even if the system shows them as empty. When a Physical Count is created, the system will prevent users from entering or changing transactions that modify the inventory until the Physical Count session is closed. BE AWARE of this condition before choosing Physical Count.

5) 6)

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Click OK. The Create Count Task dialog box opens:

7)

Select the type of count, Informed or Blind: An Informed count is a task that is created on a PC in your network with all the information about the items to be counted. If you are using the WMS Mobile handheld devices, then the devices will show all the items and their quantity in the location. The user will be able to see the system inventory on the screen. A Blind count requires the user of the WMS Mobile handheld device to enter or scan both the item and the quantity. The user will not see the system inventory.

8)

Count Selected Part Number: Choose this option if you want to count by part number. Select the part number from the dropdown.

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9)

Count Selected Locations or Zones: Choose this option to count all the items in a zone or in a location. Select the zones or locations from the screen by clicking in the square next to the zone or location name. You have the option to filter by empty or non-empty locations. You can also see the locations that have not been counted in the current session; this is useful if you are doing a cycle count of your entire warehouse, and every time that you create a count task, count the non-counted locations.

10) Click OK, and a Task dialog box opens:

Assign the task to an employee (WMS Mobile user), or leave it blank so any user can perform the task. Select a due date and time for the task (the reminder is optional). The Task Type is set to Count (WMS) by default. Enter a subject for the count task. Notes are optional. Click OK to create the Task.

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The created Task is sent to the mobile handheld devices. It also appears in the Pending Task list in Magaya Explorer:

This task belongs to the Count Session created.

Perform Count on Magaya WMS Mobile Device

To perform a Count task on the Magaya WMS Mobile device, follow these steps. 1) Click on the Count icon on the menu:

This example shows three count tasks are pending.

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2)

The next screen shows the first count task. To view the list of all Tasks, click on the tab Task List (or click the arrow buttons on the bottom of the screen to move from task to task). To select a task to perform, click the Select button.

This example shows an Informed count task by Part Number in location A1RB. The text count potting soil bags is a note that was added in the Notes field when the task was created.

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3)

In the next screen, scan the location to begin counting the items in the location:

This count task only has one location (a Storage type of location). The system can process multiple locations. You can scan the location or select it on the screen and press the Select button. The checkbox Ignore Serials No. can be checked to tell the system to ignore the serial numbers when performing the count. This means you can scan part numbers, not the serial numbers. (If your company does not keep items by serial numbers, you do not need to check the box because it does not apply to your system.) When the box is left unchecked (the default) and you keep items by serial number, the user must scan each serial number individually.

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4)

The next screen shows the items in that location. Because this is an Informed Count, the items are displayed on the screen:

The icon for the first item is a blue square with a red minus sign on it. This means the item is not in a pallet, and that the quantity is less than the quantity in the Magaya database. If the physical count is more than the amount in the database, there will be a plus sign on the blue square. If the physical count is the same as the amount in the database, there will

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be a checkmark on the item icon.

As you scan each item to count it, the quantity amount is updated on the screen. For a pallet with a green icon, scan the pallet label only. If a pallet icon is yellow, this means the items inside the pallet are labeled and also need to be scanned. To count items inside a pallet: Click the Pallet button, scan the pallet barcode, the system will take you inside the pallet. Scan items in the pallet. When you are done counting items for that pallet, click on the Pallet button again. You can scan another pallet, or leave the field blank to start counting items that are not in a pallet. The Org column shows the Original quantity, and the Act column shows the Actual quantity. You can perform the following actions from this screen: Code: Click to enter the code manually if the scanner does not scan the number. Reset: Click this button to reset the count if you are interrupted while counting. View: Select an item to view its details. Qty (Quantity): If you cannot scan an item, you can click the Qty button to manually enter the quantity.

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S.N.: Serial Numbers. If there is a serial number for the item, you can also scan the serial number for a part number. Pallet: Click this button to count the items inside a pallet. Accept Count: Click when you are done counting. If the quantity counted differs from the quantity in the database, enter a reason for the difference.

A reason for each difference must be entered to finish the count. Perform a Blind Count: A Blind Count does not show item information in the WMS Mobile screen. As you scan each item in the location, the item information displays on the screen.

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The icon for the scanned item has a question mark, and the Org column has a dash, indicating no quantity information is displayed because it is a blind count.

Count the quantities for the items to complete the count task. Click Accept Count. After you accept a count, the WMS Mobile application reports all the original values and any differences and allows you to note the reasons for differences. A reason for each difference must be entered to finish the count.

Process Counts
When the WMS Mobile users finish counting the items or locations, the count results are submitted to the Magaya WMS system and displayed instantly in the Warehouse Inspector screen in Magaya Explorer. Begin processing the count to make any necessary adjustments.

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To process counts, go to the Warehouse Inspector and click on the arrow on the side of the Counts button. Select Process Counts from the dropdown menu. The following screen opens:

In this screen, you can view the count results for each location. When you select a location, the system will show you the item codes and quantities that were counted in that location and if items were lost or found (negative or positive difference). You can also see the reason the WMS Mobile user entered when that item was counted. The system also displays the items existing in that location at the moment before doing any adjustment. Lets look at the screen in more detail. The list of counts to be processed is displayed at the top of the screen:

Buttons available for this section of the screen are Accept Count, Recount, Delete Count, or Close Session. These buttons are explained below. If items are pending to be accepted, then the count session cannot be closed. The icon for the count is red if there is a discrepancy in the completed count.

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The results of the count for each specific location are shown in the middle of the screen. When you select a location, the system will show the items codes and quantities that were counted in that location, indicating if items were lost or found (negative or positive difference). You can also see the reason for the loss that was entered by the WMS Mobile handheld user when that item was counted. The system also displays the items existing in that location at the moment before doing any adjustment.

To view lost or found items, click on the View Lost or View Found button on the side of the screen. A result can be discarded. The items in a selected location can be viewed in the bottom part of the screen:

Accept a Count Session

After you have verified the count results, you can start accepting them. You do not have to do the adjustments manually; Magaya WMS will do that automatically for you. The recommended process for accepting counts is to first accept the counts that include lost items (negative differences) and then those with found items (positive differences). Select the count task and click the Accept button; the count task is removed from the list. Lost and Found: When you accept a count result by clicking the Accept button, the system will make the item disappear from the list and verify it by doing the following for you: If it is lost, it will find the appropriate items in the location and will move them to a temporary lost repository. To view this repository, click on the View Lost or View Found button.

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Before moving them to the lost repository, it will search for those items to see if they were found already somewhere else; in this case they should exist in the found repository. If they exist in the found repository, that means the items were already found at another location and we do not need to report them as lost. To view these items, click on the View Lost or View Found button. A dialog box opens, listing the items. (This list can also be opened by clicking on the arrow on the side of the Counts button on the Warehouse Inspector toolbar.)

If the item is found in a location, the system will search in the lost repository to see if it was lost from another location; if it is in the lost repository, then it will move it to this location that is being processed where it was found. If the item did not exist in the lost repository, the system will create a new item to reflect the found item and will place it in the found repository, expecting to see if this item is reported as a lost one later on the count process and adjust it appropriately. This new item that is created will be placed also inside a temporary Warehouse Receipt that is created per count session. The Warehouse Receipt number is the same as the count session number. The purpose is to avoid having to create these items; that is why we recommend first accepting the items that were lost and then those that were found.

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When you have finished accepting the count results, there should be no items in lost and found repositories; in this case it means that items were moved from location to location but not actually lost. If you have finished a whole count cycle, including all the warehouse locations and at the end you have items in the lost repository, it means that these items where really lost or broken, etc. If there are items in the found repository, it means that there was a mistake when a receiving operation was done and the quantity entered was less than the real received quantity for that item. When you have finished a complete count cycle, you may close the count session (click the Close Session button): If there are items in the Lost repository, the system will indicate that these items will be deleted from their transactions as they do not exist in the warehouse and the repository will be empty. If there were items in the Found repository, the system will empty the repository but the items will remain in the Warehouse Receipt that was created for that session because they really exist in the warehouse. You can add information to the WR such as shipper and consignee as needed. You can also create a Move task to move those items to a location in the warehouse.

The Restore button allows you to restore items in the Lost Repository before closing a session. This is helpful when the count was done as part of system testing. Closing a Count Session: After you have closed the count session, the next time you want to create a count task, you will have to create a new session because the existing one was closed. One important thing to notice is that while you were accepting the counts, the system logged all the adjustments for the session; you can later verify what was adjusted for what item and if it was a deficit or a surplus. If an item definition contains expiration dates, the system will not close a count session if it has new or found inventory that is missing the expiration date.

Recounts
Recounts: There are other options that may be useful while accepting the counts; for example, if you verify a count result for a location and you are not sure about the results, you may want to recount that location (by clicking the Recount button); A a new count task opens for that specific location, and you may decide to assign it to a different mobile handheld user to verify the results.

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Delete a Count: You can delete the previous count as well (click the Delete Count button).

Discard a Counted Item

If the count results of a location contain an error because a quantity was counted incorrectly, then you may decide to discard the count for that item in the location (by selecting the item and clicking the Discard button). Then process the count after discarding the one item because the remaining results were okay. Real-Time Status of Counts: At any time you may see how a count task is progressing, what locations have been counted, what remains to be counted, what count results were processed or accepted, what is pending to be accepted, which users have counted which locations, etc. You also have records of what has been done in each count session.

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History of Counts
Count Per Location History: This option from the Counts button menu shows the history of sessions for each location that had a count done.

To view the tasks in a session, double-click on the session (or select it and click the View button). A new dialog box opens, displaying the Cargo Count List:

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To view the details of a cargo count, double-click it (or select it and click the Details button). To view the count results for a location, double-click on the location in the Cargo Count Details dialog box to open the Count Results for Location dialog box:

Adjustments History: Shows adjustments. Select from the Count button:

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The Counts Adjustment List dialog box is similar to the dialog box for the Cargo Counts List. Double-click on the count in that dialog box to open this list:

To view details of an item in this list, double-click it, and the Commodity dialog box opens.

Count Tasks History: The Count Session dialog box opens. If you click on a count session, the Cargo Count List dialog box for that session opens. To remove pending locations from a Count that is in process, go to the Actions button in the Count Task History list and select Remove Pending Locations. This allows a user to close a Count Session without having to count all the remaining locations.

Other Counts Options

The following options are also available from the Counts button:

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Count Sessions List: This shows a list of all count sessions:

New sessions can be added here, but not if another session is open. The open session must be completed first. To view Count Tasks, go to the Tasks folder.

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Count Reasons: This shows the default list of reasons for problems with counts. To add reasons, click the Add button. Enter the reason name and description in the dialog box.

View Found Items: This option opens a list of any Found items (also called the found repository). From the Actions button in this list, you can create reports, choose columns, import or export data, see the history or make a copy. You can also see the Pallet ID, print a packing slip, or print all packing slips. View Lost Items: This option opens a list of any Lost items (the lost repository). From the Actions button in this list, you can create reports, choose columns, import or export data, see the history or make a copy. You can also see the Pallet ID, print a packing slip, or print all packing slips.

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CHAPTER 13: RELEASING CARGO INTRODUCTION

Chapter 13: Releasing Cargo

Introduction
This chapter explains the process of releasing cargo, from creating a Cargo Release on the PC to fulfilling Pick and Load tasks using the Magaya WMS Mobile application on handheld wireless devices. A Cargo Release is the document created for in and out deliveries and any time you send cargo out of your warehouse for local delivery. If you ship via truck across an international border, use the Ground Shipment wizard, which provides more options such as Customs documents. The Cargo Release wizard in Magaya Explorer walks you through the process of creating a Cargo Release step by step. Sections in this chapter include: Create a Cargo Release Generate accounting transactions from a Cargo Release Verify the Packing List Use the Magaya WMS Mobile application on wireless handheld devices to Pick and Load items to release them from the warehouse

Create a Cargo Release

The following steps explain how to create a Cargo Release. Magaya software uses a wizard to help you create a cargo release. You can move back to a previous screen in the wizard as needed.

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Step-by-Step Procedure
TASK

1. 2.

Click on the Cargo Releases (or Cargo Releases List) subfolder under the Warehousing folder. Click on the Add button on the toolbar. A wizard opens. The information you enter in the wizard automatically converts into the Cargo Release (CR) document. You do not need to type a document each time.

3.

Review the information in the General Information screen and make any needed changes. The following fields are filled in automatically: the

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release number, time, date, employee, and issued by (your company is the default). The Released to field is for the ultimate consignee.

ADDITIONAL INFORMATION: The Client to Bill can be the same as the Released to entity, or another entity. The Client to Bill will be used when the charges are generated.

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4.

Click on the Next button. In the Carrier screen:

a b Click on the dropdown list to select the carrier who is taking the cargo out of the warehouse. Enter the PRO Number (optional). The PRO Number is a "Progressive number", a sequential number, used by transportation companies to identify and track freight bills. Enter information in the other fields as needed (they are optional).

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5.

Click on the Next button. The wizard opens the Commodities screen, displaying items in the warehouse.
Select cargo items by clicking on one of the buttons on the top of the cargo list:

Click the Warehouse option if you want to ship out cargo as you received it (by Warehouse Receipt). Click the Inventory option if you are shipping by part numbers. Click Locations to load cargo from locations in the warehouse (WMS only). Click the Scan option if using a scanner to scan the bar codes on the packages. (Note: The bar codes are the ones created when you received the cargo and printed labels. The scanner enters the bar code numbers into the Cargo Release. To use this option, your system must have the Magaya Bar Code plug-in activated.) You can also scan by external tracking number when loading the CR. If you want to create a partial shipment of the cargo, select the item in the list and click on the Pieces button. Enter the number of pieces. Part of the box next to the item will be shaded, indicating that part of the

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inventory was released not all of it. To include all the cargo in a release, click on the box next to the item. The full box will be shaded. To search for inventory, click the Find button and select to search by number or text. You can also click the Filter button to view only the items you choose. To view a WR, select it and click the View button. The WR dialog box opens. To choose the columns displayed in the screen, click on the Configure button and select an option. Check the Fill in Reverse Order button to see the inventory list with the most recently received items at the top of the list.

6.

Click on the Finish button. The inventory records in your Magaya database are updated according to the items you just released. You can print or email the release as needed. You can also print labels.
ADDITIONAL INFORMATION: If a commodity has an expiration date entered, the daet will appear in the Cargo Release document (default template).

Edit a Cargo Release

To make changes to a Cargo Release, follow the steps below. The information entered in the Cargo Release wizard will be displayed in the dialog box.
TASK

1.

Click on the Edit button. A dialog box opens. The General tab and the Inland Carrier tab in the dialog box are the same as in the wizard. The Commodities tab will list the cargo you entered. Edit information in these tabs if needed. To add charges to the Cargo Release, use the Charges tab. You can also generate accounting transactions from the Charges tab. For details, see the topic "Charges". To add events, use the Events tab. For details, see the topic "Events".

2.

3.

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4.

To require a Proof of Delivery, click the POD tab. Use POD for deliveries that you do not bring to your warehouse. This tab is optional.

Click on the checkbox to enable the fields if you want to require a POD. Set the delivery date and time, select the name of the recipient, and add any comments as needed.

5. 6.

To attach a photograph of the cargo or attach a copy of a document, use the Attachments tab. For details, see the topic "Attachments". To add notes, use the Notes tab. These notes are included on documents. (The Internal Notes tab is for notes within your company.) For details, see the topic "Notes".

RESULT: When you have finished making changes to the Cargo Release, click the Close button in the dialog box. The information is saved and filled into the Cargo Release form. Verify the information in the form. You can print the Cargo Release, email it, or other options that are available from the Actions button. For details on these options, see the topic "Actions with Cargo Releases". To see how to work with the Cargo Release List and document, see the topic "Working with Document and List Views"

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To learn more about entering charges and generating accounting charges, see the topic "Charges".

What Actions can I Perform with a Cargo Release?

This topic will explain how to generate accounting transactions and other actions that can be performed from a Cargo Release.

Generate Accounting Transactions from a Cargo Release

Magaya Explorer gives you the ability to create accounting transactions such as invoices based on the information entered in operations transactions such as Cargo Releases. Magaya Explorer links the transactions and transfers the information from one transaction to another. For example when charges are entered in the Charges tab, the charges remain Open (are not posted to the Accounting system) until you click the Generate button or they are liquidated. Then they are Posted.

After the charges are generated or liquidated, the system will collect all the charges and group them and create invoices for each customer. The charges that

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will go to bills are also grouped and bills are created for each vendor. Then these are posted into the Accounting system. You can also create accounting transactions from the Cargo Release by listing all the transactions for that release. To do this, follow these steps: 1) 2) Click the Actions button and select Transaction List. The Transaction List opens. Click the Actions button in that list and select an option: Link Bill, Link Invoice, Receive Payment, or Pay Bill. These transactions will be Posted immediately unlike the charges entered in the Charges tab.

When you are in the Transaction Listing, you can create the following accounting transactions directly from a Cargo Release by using the Add button at the bottom of the list: Invoice: You can create an invoice for the cargo release. (You can also create accounting transactions when you are in the Cargo Release dialog box by using the Generate button on the Charges tab.) An example of the options for creating accounting transactions is the ability to add inland freight charges to a Cargo Release by using the Transaction Listing Add button instead of the Charges tab in the Cargo Release. This is the invoice screen:

Make any edits to the transaction if needed. You can view the cargo release dialog box or go to the document. (The screen is similar for Credit Memos, Bills, and Credits.)

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Credit Memo: Use this option if you need to issue a credit or a refund to a customer. Bill: Add a bill of what you need to pay. Credit: Use this option if you overpaid a vendor and they give you a credit.

The Actions button for the Transactions List has the option to link the transaction to a bill or to an invoice or to a Cargo Release. You can also unlink it. If you created a bill or other accounting transaction separate from the Cargo Release, you can link it this way. You can also receive the payment or pay the bill from the Actions button.

Other Actions
You can perform other actions from the Cargo Release Actions button. Click the button on the side of the Actions button to access the pop-up menu:

Set Status: When cargo departs from your warehouse, set the CR as In Transit by selecting the option: Set/Reset In Transit. When cargo arrives at its final consignee, set the CR as Delivered by selecting the option: Set/Reset Delivered. Note: When you set cargo in transit, a checkmark appears next to the option in the menu. If you uncheck it, the status of the cargo will return to its previous status. Refresh the CR List to see the current status. The status of the cargo is also updated in the Commodities List.

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To automate an Event so it appears in the Events tab and online for your customers to see, create an Event Definition in Maintenance > configuration > Event Definitions.

To exclude the transaction from tracking (if the transaction is not complete and you do not want it viewed via Magaya LiveTrack), select the option: Exclude from Tracking.

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To choose a different template for the document, select the option: Select Template. Some of the different templates include:

The default Cargo Release template Cargo Release Distribution (Summarized by Location): Displays items grouped by part number for each different location Cargo Release Distribution (Summarized): Displays items by grouped by part number Cargo Release Sorted by Item Index: Displays items sorted by the order in which the user put them

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To view the history of the cargo release (such as a Warehouse Receipt or Invoice for this cargo), select the option: History. A dialog box opens, listing all the transactions related to this cargo:

You can view a transaction by selecting it in the History dialog box. The View button opens the dialog box for the transaction. The Go To button takes you to the document. To return to the cargo release, use the Back button. To cancel a CR (or other transaction), delete it. All the items in that CR will return to your database. The record of the cancellation/deletion is kept in the Transactions Log (on the top menu, go to Options).

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WHAT ACTIONS CAN I PERFORM WITH A CARGO RELEASE? VERIFY A PACKING LIST IN A CARGO RELEASE

Verify a Packing List in a Cargo Release

To verify items in a packing list in a Cargo Release, follow these steps:

Click on the Actions button and select Verify Packing List. A screen opens:

The items to be verified appear in the top half of the Packing List screen. Scan the items. As items are scanned, they appear in the bottom half of the screen. To enter a bar code manually, click on the Enter Code button and type in the bar code number.To create a report or restart the count, click on the Actions button and select the option needed.

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RELEASE CARGO WITH WMS MOBILE DEVICES CREATE A PICK TASK

Release Cargo with WMS Mobile Devices

Introduction: This section will explain how to use the WMS Mobile handheld devices to release cargo from the warehouse. When you use the Magaya WMS Mobile handheld devices to release cargo, you create Pick tasks and Load tasks: A Pick task is used to move items from their current locations to a Quality Control area (QC) or to an outgoing shipping/staging area. With the Pick task, cargo can be palletized before it is released. A Load task is used to move items from QC to the shipping door. You can also use a Load task to send items out of the warehouse without stopping at QC. This task is useful when cargo does not need to be repacked or palletized but is going out of the warehouse as is. This task does not have the option to palletize cargo.

Create a Pick Task

To pick the cargo items that you want to release, follow these steps. 1) 2) Start on the PC by creating a Cargo Release. See the section Create a Cargo Release in this chapter for details. Create a Pick task from the Cargo Release by clicking on the arrow on the side of the Task button and select Create Task:

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3)

In the Task dialog box, enter the details of the task:

Assign the task to the WMS Mobile user who will perform the Pick task. (Note: If you have not set up WMS Mobile users, go to the employees profile and check the permission box on the User tab.) Select the task type: Pick (WMS). Enter a location (required). This is the destination location, where you will move the items to, not where the items reside before Picking. There are only two types of locations available from this menu: Shipping and Quality Control. When you create Locations in your Magaya system, ensure you create these types. Set the due date. The reminder is optional. Enter a subject and notes as needed.

Click OK. The task is sent to the WMS Mobile handheld device and will appear in the Pending Tasks list. The items included in the Cargo Release are the items that will appear in the WMS Mobile task to be picked. Create a Partial Pick Task:

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RELEASE CARGO WITH WMS MOBILE DEVICES CREATE A PICK TASK

If a Pick Task will contain many items, the task can be done by more than one person. Select the items to include in one Pick task. Create as many Picks as needed.

In the task screen that opens, assign the task as usual. In the second screen, enter the quantity of pieces for this partial task.

The tasks are sent to the WMS Mobile device the same as any other task. The History of the transaction shows the partial pick tasks.

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Create Task for Houses: The option "Create Task for Houses" is available on master shipments only. It enables the user to create Delivery tasks in batches for houses.

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Perform the Pick Task on the WMS Mobile Device

1) Click on the Pick icon on the main screen of the WMS Mobile handheld device:

2)

Select the Pick task you will perform. If there is more than one task, scroll through the tasks by clicking on the arrow buttons on the bottom of the screen. Click the Select button:

Note: Pick tasks must have a destination location assigned to them when

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created. If not the task must be corrected on the PC. This screen shows the Pick task details. All these details are gathered from the Cargo Release automatically and displayed on the handheld screen. 3) Scan the location to begin picking the items. This Pick task contains items from different locations. Select the first location to begin picking items from it.

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4)

In the next screen, the items to pick are listed. Scan the items (or click on the item on the screen if you cannot scan and manually enter the quantity.)

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5)

To move the items you scanned to the destination, click the Move button. In the next screen, you have the option to move the items to a pallet. If you want to do this, scan the pallet. If not, leave the field blank and click the OK button.

This screen is useful when picking many items and placing them on a pallet. The forklift takes the pallet to the QC area and returns to the rack with an empty pallet to continue the Pick task. Scan each pallet ID, and click Move each time the pallet is full. This can be done multiple times during a Pick task until all the items are picked.

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6)

Scan (or enter) the destination location:

7)

Print labels if needed. From the Cargo Release, you can print shipping labels (also from File > Print Labels). The label will identify the pallet (and items), the customer, and shipment information.

As items are picked, they disappear from the list on the handheld screen. You can finish the task at any time, even if there are still items to be picked. The system will save the portion of the task finished so it can be completed later. You can also continue picking items by returning to the item list and continue picking the items as explained in Step 4 above.

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RELEASE CARGO WITH WMS MOBILE DEVICES CREATE A LOAD TASK

Create a Load Task

To load the cargo directly without picking items and repacking or palletizing them, follow these steps. You can also use this process to move cargo from QC to the shipping door. 1) 2) Start on the PC by creating a Cargo Release. See the section Create a Cargo Release for details. Create a Load task from the Cargo Release by clicking on the arrow on the side of the Task button and select Create Task:

3)

Fill in the information for Load task in the Task dialog box. The screen is the same as explained in the Pick Task, Step 3, except for selecting the type of task: select Load (WMS).

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RELEASE CARGO WITH WMS MOBILE DEVICES PERFORM THE LOAD TASK ON THE WMS MOBILE DEVICE

Perform the Load Task on the WMS Mobile Device

Load tasks are for cargo that does not need repacking but is going directly out of the warehouse; a Pick task is not issued in this case. This will speed up the shipping process. 1) Click on the Load icon on the main screen of the WMS Mobile handheld device:

2)

Select the Load task to complete. If there is more than one task, clcik the Task tab to see them or scroll

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through the tasks by clicking on the arrows on the bottom of the screen.

3)

Scan the location to begin loading the items.

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4)

Scan the items to load them. You can also click on the item and the Quantity button and manually enter the quantity instead of scanning each item.

Items scanned (loaded) will have a checkmark on the item icon. For items scanned, you can click the Move button to move the items. You can also scan all the items first and then click the Move button to move them all at once. When you click the Move button, scan or enter the location where the items are going. See Pick Task Step 6 above for details. 5) Click the Finish button when done. The system will save the task. If you click Finish when items still remain to be loaded, the system will ask you if you want to finish. If you click Yes, the system will clear the Load task from the main menu. To temporarily close an incomplete task and return to complete it later, click the Cancel button. All scanned items are saved.

Set Cargo Status to In Transit: After the Load task is finished, the status of the items is Loaded. To set the items (and the transaction) as In Transit when the items depart the warehouse, go to the PC, open the originating Cargo Release and click on the arrow on the side of the Action button. Select Set/Reset In Transit from the menu.

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CHAPTER 14: QUOTATIONS INTRODUCTION

Chapter 14: Quotations

Introduction
A Quotation is the price of freight given to a customer who wants to ship goods. The freight charges are based on the quantity to be shipped, the distance, weight, volume, and mode of transport. The Quotations list and documents can be found in the Quotations folder in Magaya Explorer:

Create a Cargo Quotation

The Cargo Quote transaction includes the commodities, the routing details, and the freight charges.

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Steps
1) 2) Click the Add button. A dialog box opens. Enter details of this cargo quote. General Tab:

The status of the quotation will remain Empty until after adding cargo and clicking the OK button. Fill in as many tabs as you need. The Quote Number is filled in automatically. To set up numbering, go to Maintenance > Configuration > Document Numbering. Select the customers name in the Contact Name field. If an address exists in the Customers profile, it will display here automatically. Enter the description of the goods. (This is optional but recommended.) The button (with the three dots) next to the description field can be used to add a preset clause to the quotation.

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3)

Routing Tab:

Select the mode of transportation from the dropdown menu. If you do not select a mode, you will not be able to add freight charges. In the Origin part of the screen, select the port of origin from the dropdown menu. For the Origin Name field, click the dropdown menu to select the name of the entity where the cargo will be picked up. (This may or may not be the customer.) The address fills in automatically. Change it as needed. In the Destination part of the screen, select the port of destination from the dropdown menu. In the Destination Name field, select the name of the final consignee from the dropdown menu.

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4)

Commodities Tab:

Click the Add button on the Commodities tab to add cargo into the Commodity dialog box. The status of the items is In Quote when you create the Quotation. As items are added, the total weight and volume is updated on the tab.

To add a container, click the Add Cont. button. Enter details in the dialog box. Additional details on adding commodities is available in the topic Add Commodities in Chapter 10 of the Magaya Supply Chain Solution Operations Manual.

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5)

Charges Tab:

Add charges for freight, documentation, etc. as needed. Options: Click the Attachments tab to add photographs or documents to the Quotation as needed. For details on adding attachments, see the topic "Attachments". Click the Notes and/or Internal Notes tabs to add notes, clauses, etc. The internal notes are not visible to customers. More details are available in the topics on Notes and Internal Notes. Details View: When viewing the list of Quotations, you can see details of any quote by clicking the Detail button. In the panel that opens, select a detail option from the dropdown list.

Actions for Quotations

After you create a Quotation and the customer accepts it, you can transfer the information in the Quotation automatically to create the following transactions by clicking on the arrow on the side of the Actions button and selecting the transaction choice from the menu:

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Warehouse Receipt Pickup Order Invoice

This Actions menu is available from the document view, the list view, or by selecting a Quotation in the list view and right-clicking on it. Additional options are available from the list view such as Reports. Other actions that can be performed with a Quotation are: To view the history of the Quotation, select the option: History. A dialog box opens, listing all the transactions related to this quotation. If you create a Booking or other transaction from this quotation, that history will appear in the History list. Reports: You can create reports about the quotations by selecting the option in the Actions button when you are in the Quotations List view (not the document view). Query Rates: This option enables you to run a query of all the selling rates in your system to see the best price. See the section "Query Rates" for details. Show Related Object: This will take you to the next transaction created from this Quotation. For example, if you create a Warehouse Receipt (WR) from this Quotation, click this option from the Actions button and it will take you to that WR. Set This Quotation as Lost: Use this option if the customer does not accept an Open Quotation. If a quotation is set as Lost, a checkmark appears next to this option in the Actions button options. The status of the quotation is set to Lost and the icon becomes red. To recover a lost quotation, click on the option in the Actions button option. The checkmark will be removed and the status updated. Import or export data from the Quotation list: You can import information into Magaya Explorer or export data out in XML, PDF, or CSV formats. A dialog box opens with options. To choose a different template for the document, select the option: Select Template (this option is only available from the document view). For example, the template Quotation with Taxes is used to display the taxes for each charge. You can also print, print a batch, copy, or email a Quotation. Filter the Quotation List: The Filter button allows you to select how you want to view the information in a list. For example, you may want to see only transactions for the past week or transactions for a certain customer

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or destination. The Filter button has two options: Standard and Advanced. For details on using the Advanced Filter, see the topic "Filters".

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Query Rates
To access the Query Rates function, click the Actions button in the Quotation document view or list view. The Query Selling Rates dialog box opens:

1) 2)

Enter a Customer name (optional). Select a Freight Service Class such as Ocean Freight Service Cost.

To include multiple charges in your query, click the button with the three dots that is next to the Freight Service Class field. A dialog box opens with

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options. Check as many as apply, and click OK.

3) 4)

Enter the Origin and Destination in the Query dialog box. Click Find (or enter more details such as weight and commodity type).

Results: The results of the query search will display in the bottom of the screen, displaying rates that are entered into your Magaya system:

The best option will be checked. These rates are pulled from the rates entered in the Accounting folder > Rates. To create a Quotation from this rate: 1) 2) Select the Customer (if the field is blank). Click Create Quotation. The information about that customer and rate will be automatically included in the Quotation dialog box. Make any changes needed, and click OK when done.

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ACTIONS FOR QUOTATIONS QUERY RATES

Note: The next time you open the Query Rates dialog box, your last query is saved so you do not have to re-enter data to search again for that information. The Query Rates dialog box can be moved aside so you can work in the screen and click in different functions in your Magaya Explorer, without losing the Query screen.

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Index
Numerics 3PL 11 A Accounting 95 Accounting from cargo release 332 Accounting from WR 237 Accounting Pickup Order 189 Accounting Wizard 60, 82 Actions button 120 Administrator assign permissions 61 Administrator login 31 Administrator rights 57 Air carrier 89 Air Waybill add new numbers 90 Air waybill 15 Antenna hardware 41 Arriving pieces 291 Attachments 226 scan 228 B Bar code release items 329 scan item 211 Batch email 110 Bill of Lading 20 BL 20 Blind Count create a 306 perform a 313 Blind Receiving 257 Buttons on toolbars 106 C Cancel a transaction 337 Cargo item - find 300 Cargo movement wizard 285 Cargo Release create a bill from 334 create an invoice from 333 edit 330 how to create 326

set cargo as Delivered 334 set cargo In Transit 334 Carrier 10 Carriers add 89 Chargeable weight 18 Charges add freight charges 220 add to a transaction 217 Charges tab 214 Chart of Accounts 95 Clause, add to Notes tab 234 Client statements 91 COGS 27 Columns adjust 98 customize 100 JavaScript 102 Columns (configure in Warehouse Inspector) 283 Commercial invoice, value of commodities 202 Commissions, salesperson 92 Commodities 199 status icon 100 Commodity classifications 166 Commodity dimensions field 202 Communication Center 85 Communication Server 33 Community 84 Company profile 85 Configuration subfolder 94 Contact Magaya 37 Contacts add 92 online access 92 primary 89 Container, add 209 Cost of Goods Sold 27 Count reasons for count differences 313 remove pending locations 322 reset 312 Count inventory 303 Count Task create 304 Perform on Magaya WMS Mobile handheld device 308

Country codes and names 94 Counts accept count 316 adjustments 321 by Part Number 306 by Serial Numbers 310 cargo count list 320 close a session 318 discard 319 history 320 lost and found 316 process counts 314 reasons for count differences 324 recounts 318 results by location 316 session list 322 set up session numbering 48 temporary warehouse receipt 317 Courier waybill 239 Customer account number 91 Customize package type 164 Cycle count 25, 305 D Database Server 34 Database server 80 Delete locations 140 Desktop icon of Magaya Explorer 33 Detail button Inventory Items 148 Details panel WR 242 Distribution Center 10 Divisions 71 Document Editor 33 Document numbering 196 Download Magaya software 30 E ECCN 205 Edit button 82 EEI 13, 167, 203 Email send batch emails 110 Email signature 93 Employee

add 93 create a task for 86 email signature 93 permissions and remote access 93 Entity ID 89, 95 Events add an event 223 define an event 224 Events tab 222 Events, automate 335 Everyone permission group 66 Expiration date, WR 203 Expiration dates of items 152 Expiration dates, count session 318 Explorer 79 Export code 206 F FIFO 152 Filter 112, 282 Filter Advanced 114 Find 186 Find button 117 Find commodities 300 Find items 281 Find locations 281 FMC 58 G Getting Started 38 Getting Started with the software 53 Grayed out button 81 H Handheld device hardware 40 Hard drive size recommended 29 Hazardous materials 207 Help 37, 82 Hide folders 83 History Tasks 86 Hold commodities 200, 239 I IATA air waybill codes 91 IATA code 16 Icons

status of cargo 212 Import locations 134 Import part numbers 132 Import warehouse receipts 138 In and Out reports 293 Informed count 306 Informed Move Magaya WMS Mobile procedure 273 Informed Move task 268 Informed Receiving 245 Initial inventory best practice 51 Initial Inventory set up 142 Initial inventory set up 49 Inland freight 218 Install software on a network 32 on a single computer 30 on terminal services 33 Interface 79 Internal Notes 236 Inventory assets, set date 49 Inventory counting 303 Inventory data, import from other system 132 Inventory Item Definitions 143 create 144 Inventory reports 290 Inventory, cannot modify 305 Invitations 85 IP address, static 32 Items and Services 96 ITN (Internal Transaction Number) 206 J Just in Time 26 K Known shipper 89 L Labels 173 print 186 LIFO 152 Liquidation 14 List view, how to save 97 Lists, sort items 99 Load Task 348

Login authentication 71 Logistics 10 M Magaya Bar Code Plug-in 144 Magaya Communication Server 33, 57 Magaya Database Server 34 Magaya Document Editor 33 Magaya Explorer 33 Magaya identification number 174 Magaya Network 84 Magaya WMS Mobile interface 123 log in 124 main menu 125 scanner signal 128 view messages 127 Magaya WMS Mobile pallet icons 312 Magaya WMS Mobile users list 47 Magaya WMS Mobile wireless hardware 40 Magaya WMS Mobile wireless set up 39 Manual Move 279 Manual Receive Task 257 Memory requirement 29 Messages 85 Military shipment 206 Minimum stock inventory notice 146 Mobile locations 284 Move items with same expiration date 280 Move Task Uninformed Move (Manual Move) 278 Move Tasks 267 Informed Move 268 Multimodal shipments 95 My Company Info Wizard 82 N nesoi 167 Network ID 80 Notes 234 add a clause 234 add notes to transaction 234 internal notes 236 O Online store 150

Online update 34 Options button 109 P Page One 79 Pallet Configure for manual receipt 49 Create a pallet ID 271 create for manual receiving task 263 create when receiving cargo 255 Print a pallet ID 271 Pallet ID configuration 44 Pallet ID printing 44 Pallet label ID 175 Paretos rule 25 Part Number different PO 264 in a Warehouse Receipt 201 scan bar code 211 Part number, of Inventory Item Definition 144 Part numbers on labels 173 Passenger-only flights or carriers 89 Passwords for employees 70 Pending Tasks 86 Perishable items, receving 254, 262 Permissions 61 Photographs as Attachments 227 file size 226 scan 228 Physical count 305 Pick Task 339 Pick Task, partial 341 Pickup Order 177 create a bill from 190 create a Warehouse Receipt from 187 create an invoice from 190 customers can place online 191 exclude from tracking 188 generate accounting transactions 189 how to create 178 location of 177 make a copy of 187 PRO number in 182 view attachments to 187 Pieces field 202

Pieces versus Quantity 202 Plus sign 83 POD 331 Port to enable for database 29 Ports add 93 verify mode of transport 94 Preview 80 Print button 107 Print labels 186, 256 Print labels from WR 240 PRO number 199 in a Cargo Release 328 Proof of delivery 331 Purchase Order 26 Q Query rates 360 Quick Find 118 Quotation 11 cargo 353 create other transactions from a 357 view history of 358 Quotations 87, 353 R Rates add 89 Receive cargo with Magaya WMS Mobile handheld devices 244 Receiving location default 164 Receiving Task 246 Refrigerated 210 Related columns 100 Release cargo using Magaya WMS Mobile handheld devices 339 Repack cargo 213 create multiple packages 213 Replenish inventory notice 145 Reports In and Out 293 Inventory 290 Reports menu button 82 Requested arriving pieces 291 Requested pieces 291

Resale items 150 Returned items 194 Roles, how to assign 73 S Sales Order 27 SCAC 58 Scan attachments 228 Scan cargo for receipt 211 Scan cargo for release 329 Schedule B code 203 Schedule B codes 166 Schedule D work with list 93 Schedule D and K update port lists 94 Schedule K work with list 93 Search 299 SED 13 Serial number on Inventory Item Definition 145 Serial numbers count inventory by 310 keep inventory by 49 release inventory by 49 Serial numbers on labels 174 Server installation 32 Shipper Export Declaration 13 Shipping labels 176 SKU 144 Software components 33 Startup Wizard 82 Straight Bill of Lading 288 Supply chain 9 System requirements 29 Systems administrator 57 T Task, count inventory 307 Task, perform count 308 Taskbar icon 33 Tasks 86 Load 348 Pick 339 Taxes

display in Quotation 358 Third-party logistics provider 11 Toolbar 81 Toolbar buttons 105 Tracking Details 224 Transaction List 237 Transaction Log 106 Tree view 83 Trucks as mobile locations 284 TSA 91 U Uninformed Receiving 257 Uninstall software 36 Unpack icon 212 Update Magaya software 34 V Vehicle shipping a 206 Vendor add 91 View documents 96 VIN find number 119 Vista (Microsoft) 80 VPN 32 W Warehouse equipment list 46 Warehouse Inspector 265 Warehouse Location Set Default 201 Warehouse locations 159 Warehouse locations, how to add 162 Warehouse Receipt add commodities 200 create 194 Warehouse Receipt number 196 Warehouse transfers 283 status 289 Warehouse zones 159 Warehouse zones, how to create 160 Welcome screen 79 Windows (XP, Vista, 7) 29 Windows XP 80

Wireless requirements 39 WMS configuration 43 WMS measurement units 45 WMS Mobile diagnostics 126 dynamic IP address change 126 handhelds supported 40 save task 251 scanner signal 275 see also Magaya WMS Mobile 123 user permissions set up 47