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May 2012
In the next software release, users can create
email templates in HTML format or plain text.
Create templates for specific types of transac-
tions. Use “Dynamic Fields” that will get filled
in with the customer name or other information
that you choose. For example, send an email
message to several customers, and the tem-
plate’s Dynamic Field will automatically fill in for
each customer. Some new default templates
have been added for you to use.
Other email enhancements:
• Select multiple shipments from the Ship-
ment List, and send a batch of email mes-
sages that include the transactions in HTML
format.
• Select several transactions and send the
Transaction Tracking links in a batch to all
the entities involved.
• Select multiple customers and email or print
their statements in a batch.
• Set up an email signature for the company
or for each employee of the company. This
feature supports images, colors, HTML, etc.
• Configure your system to send email mes-
sages from the main company email ad-
dress or from the address of the employee
who is sending the email.
• All batch emails are sent in the background
without blocking out the user interface.
More new features for the next Magaya soft-
ware release (v 8.5) will be announced soon.
Click here to Continue
Email Templates and Enhancements
MagayaInsiderthe
Welcome to the Magaya Insider for May 2012.
This month’s how-to explains the “Roles” feature in the software and how you can use
it to give access to individual employees for different functions in the software such as
accounting, shipping, warehousing, and other procedures.
Not many people are willing to head out into the dark of night, rain and high waves
to pick up a captain and his crew from an offshore vessel, but that’s exactly what the
people at Total Marine Transportation do. They’re available 24 hours a day to serve the
maritime community in the Gulf of Mexico with crew transport, security personnel, spare
parts for vessels, and more. Read about them in this month’s case study.
Note from the Editor
In the Works
TopicsHow To Use Roles
Read More +
Total Marine Transportation
With the Roles feature, you determine what you want employees to access in your Magaya system and what you want to restrict. There are a lot of options that are easy to set up.
Total Marine Transportation provides a variety of ser-vices to the maritime industry, including crew transport, ship-ment and Customs clearance of spare parts for ships, TWIC certified security personnel, warehousing, and more. Based in Houston, Texas, since 1992, they serve vessels in the Gulf of Mexico with a 24-hour dispatch.
Read More +
2
MagayaInsiderthe
How To
With the Roles feature, you determine what you want employees to access in your Magaya system and what you want to restrict. There are a lot of options that are easy to set up.
Roles Overview
With the Roles feature, the system administrator can grant or restrict access for an employee (or a group) to different actions in the system. A role can be an action such as giving an employee:
• Access to the company financial reports• The ability for an employee to assign tracking for your cus-
tomers• The ability to process liquidations• Access to the accounting configuration or other options in
the Maintenance > Configuration menu
The roles work with the Permissions in the following way: A role that is denied supersedes any other permission an employee might have. For example, if an employee has permission to do one task but the Role you assign restricts the task, then the employee does not have access to that task.
Only a person with administrative rights can set roles.
Add a Role to an Employee
To add a role to an employee’s profile in your Magaya system:
1) Go to Maintenance > Employees
2) Select the Employee’s name to highlight it.
3) Click the Actions button and select “Roles”. (Alternative:
Right-click on the employee’s name and select “Roles” from
the pop-up menu.)
A list opens.
4) Click the Add button in the list. A dialog box opens:
Click the dropdown menu to select a role to assign to this em-
ployee (or group). There are many default roles such as those
shown in this screenshot:
Click here to Continue
Click here to go to Page 1
Roles
2
How To
3
MagayaInsiderthe
How ToWhen you select a role, a definition of that role appears:
5) Click “Allow” or “Deny”, and click “OK” to save.
The newly assigned role appears in the list for that employee.
More About Roles
The Actions button has other roles options such as:
• System Roles: Select this option to view the list of roles that are available in the system. To find a role, click on the Filter
button and select the Standard Filter.
• View All Roles: Select this option to see all the roles that an employee has. You must click on an employee’s name;
otherwise the option is grayed out.
Click here to Continue
Click here to go to Page 2
4
MagayaInsiderthe
New CustomersNew Customers in April Magaya Corporation welcomes the following 22 new customers who joined the Magaya Network Community
• Allied Logistics Corp., Guaynabo,
Puerto Rico
• Full Cargo, Inc., Panama City, Panama
• Importadora North West, Guatemala
City, Guatemala
• Transebastian, San Salvador, Salvador
• Red Line Brasil Logistica LTDA, Itajaí,
Brazil/Santa Catarina
• Rivera Fiallos Cargo, San Pedro Sula,
Honduras
• New Level Logistics, The Bahamas
• AWI Worldwide Logistics, Medley
• I.S. Supply Inc., Weston
• International Best Trading, Doral
• Kaizen Logistics, Miami
• LL Cargo LLC, Miami
• Omega Cargo Inc., Miami
• Seair Freight Inc., Doral
• Hal-Mari International Logistics
Inc., Houston
• Dove Shipping International,
Crosby
• Power Express Forwarder Inc.,
(City of Mandaue )
• Power Express Forwarder Inc.
(Cebu Province)
• STC (Select Transportation Corp.),
Jersey City
• CJR Inc., Escondido
• Smart International Trading, Los
Angeles
• Groupe Levasse, Levis
In the Caribbean, South America and Central America:
Be sure to join us on our LinkedIn
Group: The Magaya Network Community!
Click here to Continue
Click here to go to Page 4
In Florida:
In Texas:
In The Philippines:
In New Jersey:
In California:
In Canada:
We welcome our new members and look forward to work-ing with each company. See the profiles of the new cus-tomers in the Magaya Network Communication Center in your Magaya Explorer interface to find and connect with new partners in our unique network.
Sending Spare Parts to Offshore Vessels
From Security to Spares, Total Marine Transport Handles it All
Total Marine Transport of Texas provides a variety of services to the maritime community in the Gulf of Mexico. They ship spare parts, store items in their warehouse, transport crews to and from ships anchored offshore, and more.
CASE STUDY:
Total Marine Transportation Logistics
ChallengesNot many people are willing to head out into the dark of night, rain and
high waves to pick up a captain and his crew from an offshore vessel,
but that’s exactly what the people at Total Marine Transportation do.
They’re available 24 hours a day to serve the maritime community in
the Gulf of Mexico with crew transport, security personnel, and more.
Total Marine Transportation provides many services from their
locations in Houston, Beaumont, and Nederland, Texas. Since opening
in 1992, they have expanded to offer crew transport, brokerage,
delivery of spare parts to ships, warehousing, and security personnel.
The Spares Department began using the Magaya Cargo System to
create shipment transactions and keep track of the shipment data.
Since installing the software, they have seen an improvement in the
time it takes to create shipping transactions and they have better
visibility into all the details.
A Variety of ServicesTotal Marine Transportation consists of different departments that
provide various services in addition to crew transport and shipment
of spares. Their security department, Total Marine Security, provides
personnel who are TWIC certified to escort others into secure areas.
TWIC is the Transportation Worker Identification Credential. It is an
identification credential for all personnel who require unescorted
access to secure areas of MTSA-regulated facilities and vessels and for
all mariners who hold Coast Guard-issued credentials. The TSA issues
the TWIC cards which contain the worker’s biometric (fingerprint)
information. The MTSA is the Maritime Transportation Security Act, a
security regulation which was passed by Congress in 2002 to address
U.S. port and waterway security.
Total Marine Security (TMS) also provides security guards to facilities
and vessels. According to Jennifer Messina of TMS, customers ask
for guards for a variety of reasons. Some guards are armed, and
others are unarmed. The guards can provide gangway watch, which
consists of a guard who checks the passports of everyone boarding or
disembarking from a ship. They also guard docks, or escort a stowaway
off a ship to a Customs agent.
Creating Shipment Transactions FasterThe staff in the Spares Department handles the import and export
of spare parts for the ships in port and offshore. Betty Rodriguez
and others in the department manage the imports of parts and the
shipment to their destination. Previous to using the Magaya Cargo
System, they were creating all the documents by hand with a word
processing program and spreadsheets.
“We were handling all the imports and exports manually,” Ms.
Rodriguez said. “We needed to track everything better. Now we
can see when a shipment went out and give that information to a
customer quickly. Previously it took a long time to look for information.
It’s much easier to find air waybill numbers, entry numbers and
information for Customs.”
At a GlanceTotal Marine Transportation
http://tmttx.com
IndustryLogistics
SolutionMagaya Cargo System
Total Marine Transportation provides a variety of services to the maritime industry,
including crew transport, shipment and Customs clearance of spare parts for ships, TWIC
certified security personnel, warehousing, and more. Based in Houston, Texas, since
1992, they serve vessels in the Gulf of Mexico with a 24-hour dispatch.
Total Marine Transportation
All rights reserved. Magaya, the Magaya logo and all products are all trademarked unless specifically specified as of a third party.© Copyright 2012, Magaya Corporation. 786. 845. 9150 [email protected] magaya.com
The Spares Department handles approximately 100 to 150 imports
per month, and about 40 to 50 exports per month. The items shipped
include life preservers and life rafts, engines, equipment and other
spare parts for repair and maintenance of ships. Most of the spares are
imported from Europe by air. When the items arrive in the U.S., some
go to Total Marine’s warehouse, and others go directly to the ships that
require the parts. Total Marine receives a pre-alert notification of the
items being imported, and then they create a 7512 Customs in-bond
Transaction Entry document. Handling the Customs clearance is just
one of the many services that Total Marine provides for its customers.
They deliver spares locally and process exports via ocean mainly to
Europe, Mexico and Japan, by creating the shipment transactions in
the software. One of the advantages of using the shipment wizards is
the way the program automatically transfers the data from the wizard
into the shipping documents such as the Air Waybill or Bill of Lading, a
Commercial Invoice, a Delivery Order (for ocean exports), and a Packing
List.
“It’s easier to prepare documentation because we don’t have to
type everything separately. It reduces the time it takes to prepare a
shipment. The documents look better and are easier to read,” Ms.
Rodriguez.
Future Plans
Total Marine Transportation has additional plans for expansion that
include a new warehouse to expand beyond their existing 6,000
square feet of warehouse space. They also plan to start offering online
tracking to their customers via the Magaya LiveTrack web-based tool.
Their customers can then log in from anywhere in the world to see
their shipment data such as when it is arriving, the vessel name, and
more.
Total Marine Transportation