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July 2012

The latest version of Magaya software brings

many enhancements to improve daily work

processes. Here is a brief list of some of the

key improvements:

Creation of email templates to customize •your email messages

Magaya LiveTrack now works on many •browsers and has a new user-friendly

dashboard

Cargo operations improvements include a •redesigned Repacking Wizard that creates

multiple pallets at one time; change the

status of multiple shipments at one time,

specify a default receiving location for

Warehouse Receipts, and more features

New panels to show more details in lists•Database enhancements enable your da-•tabase to run faster and more efficiently

Now the software handles backordered •items in Sales Orders

More handheld models supporting •Magaya WMS Mobile

For help updating your software, please see

the steps in the Magaya Software Installation

Guide or the video tutorial “Updating your sys-

tem online” on the Magaya Training webpage:

www.magaya.com/products/training.aspx

Attend our upcoming webinar to see the new

features live!

Click here to Continue

New Software Release Version 8.5

MagayaInsiderthe

Welcome to the July 2012 edition of the Magaya Insider.

Lots of news this month! The new software release is here. See the “In the Works” section for

an overview. More details on magaya.com.

This month’s how-to article explains how to use the new email templates feature in the latest

software version 8.5. Format text, add links and images, and save the templates for easy use

throughout your organization when communicating with customers and employees.

Our case study showcases Alfridomsa, a company that makes the most of technology, from

security cameras that transmit live images over the Internet, to handheld scanners running the

Magaya Warehouse Management System so the cargo is quickly scanned when it comes in

and when it is shipped out. All the technology is to serve one goal – provide the best customer

service. See how Alfridomsa does it in this month’s case study.

Note from the Editor

In the Works

TopicsHow to Create Email Templates

Read More +

Alfridomsa

This how-to article explains

how to create a template for

an email message to tell your

customers about Track2Go,

the Magaya mobile app that

lets them see their transactions

on their smart phones or other

devices.

With multiple warehouses in

three different cities all managed

with paper and pen, Alfridomsa

faced the challenge of tracking

the receipt, storage, and release of

thousands of pounds of grocery

items, pharmaceutical products

and other cargo.

Read More +

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MagayaInsiderthe

How To

Create a Template

This how-to article explains how to create a template for an

email message to tell your customers about Track2Go, the

Magaya mobile app that lets them see their transactions on their

smart phones or other devices.

1) Go to Maintenance > Configuration > Email Templates:

A list opens, displaying default templates. You can add a new

template or edit an existing one.

2) Click “Add” to open a new email template dialog box.

3) Select the template Type as “Customers” for this example.

Give the template a name. This example is called “Track2Go”.

4) Type in a subject line, or click the “Subject Field” button to

select from a list of dynamic fields. A Dynamic Field retrieves

data from your Magaya system and displays it in the email

automatically. The software includes a list of dynamic fields to

choose from.

Dynamic Fields are available for the Subject line or body of

the email. If you want the system to automatically include your

customer’s name in the email message, for example, select the

dynamic field for the recipient’s name by clicking the “Body

Field” button:

Click here to Continue

Click here to go to Page 1

How to Create Email Templates

This how-to article tells you about a new email enhancement available in the latest Magaya software release, version 8.5, and how to use it to create templates and format them so they look the way you want them to. Add images, links, and more to send informa-tion to your customers, vendors, agents, employees in your company and others.

For example you can create a template so you and your employees can email customers to tell them their cargo arrived in the warehouse and show them photographs. Or create email templates to send marketing messages to your customers. Let’s see the options and create an example.

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How To

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MagayaInsiderthe

How ToThe system will replace this field with the person’s name auto-

matically when you send an email to them.

Type your message in the body of the email. Use the buttons on

the toolbar to make text bold or underlined, insert a numbered or

bulleted list, change font and more.

To add an image in the template such as a photo, click the

image icon in the toolbar.

To insert a link, highlight the text or image that you want to add

a link to. Click the “Link” button and enter the URL in the dialog

box.

5) Set other options in the email template as needed such as

checking the box if you want a delivery receipt for the email

message. Set the importance and sensitivity as needed.

For the Track2Go template, be sure to add a Dynamic Field for

the “Company ID” so your customers can get the app. They

will also need the transaction number. Track2Go is free for your

customers if you have the Magaya Transaction Tracking plug-

in activated for your Magaya account. (Contact your Logistics

Management Advisor with questions.)

6) Click OK to save the email template. It is now available to use.

Configure your Magaya system to use the Magaya email client:

• In Maintenance > Configuration > Outgoing Messages, select

“Send email using Magaya email client”.

• Click the “Configure” button. Enter your SMTP server and port

details and any authentication (if needed).

If your system uses any other email program, it will not send

email messages made from custom templates like this one.

Sending

1) To send the email message using this template, go to the Cus-

tomer list, highlight the customer name, click the arrow on the

side of the Email button and select “Send Batch Email”.

2) Select the template in the dialog box. All templates of the Type

“General” appear as well as those templates made specifically

for this list, i.e., the Customer List.

If you need to add any additional attachments such as photo-

graphs or documents, click the “plus” sign in the bottom section

of the dialog box.

Check or uncheck any boxes to set options according to your

needs.

The email will contain the signature of the employee sending the

message or of the company (depending on the Configuration

setting for Outgoing Messages). To enter an email signature for

an employee, go to the General tab of the Employee profile. The

company signature is set in the “My Company Info” dialog box.

Click the “Send” button when you are ready to send the mes-

sage.

Click here to Continue

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MagayaInsiderthe

New CustomersNew Customers in June 2012 Magaya Corporation welcomes the following 23 new customers who joined the Magaya Network Community

• Aviocargo Logistics S.A.S., Bogota,

Colombia

• CTC Agenciadora de Cargas e

Logistica LTDA., São Paulo, Brazil

• Interworld Freight (Argentina)

• Neoxpress Logistics C.A., Caracas,

Venezuela

• AAA International Shipping, LLC,

Oakland

• AM Cargo Svc, Inc., Doral

• Americas Interactiva, Orlando

• Baex Logistics, Miami

• BC Cargo Logistics, Doral

• Concept in Freight Inc (CIF Inc.),

Miami

• Diesel Shipping, Miami

• IBC Messenger, Doral

• Latam Cargo Solutions Corp.,

Miami

• Ocean Air Custom Service, Miami

• AA Shipping Inc., Houston

• DAKT Logistics LLC, Houston

• G-Force Logistics Group LLC,

Linden

• Falcon Towing, Gardena

In Latin America:

Click here to Continue

Click here to go to Page 5

In Florida:

In Texas:

In New Jersey:

In California:

• S.L. RAMA International,

Miami

• Shop Ship LLC, Miami

• VIA ASTK LLC, Miami

• Vian Power Equipment Inc.,

Sunrise

• Zip Logistics, Miami

Be sure to join us on our LinkedIn

Group: The Magaya Network Community!

We welcome our new members and look forward to working with each company. See the profiles of the new

customers in the Magaya Network Communication Center in your Magaya Explorer interface to find and

connect with new partners in our unique network.

Embracing Technology for Inventory Control

From farm to coast, Alfridomsa provides warehousing in the Dominican Republic

Switching from paper and pen to tablet and scanner has increased the inventory control Alfridomsa has of its multiple warehouses.

CASE STUDY:

Alfridomsa Warehousing and Distribution

,,,,Our philosophy is to give our customers more than they expect.

Jose Vicente Garcia-Escribano, Project Engineer, IBT Group

ChallengesWith multiple warehouses in three different cities all managed

with paper and pen, Alfridomsa faced the challenge of tracking the

receipt, storage, and release of thousands of pounds of grocery items,

pharmaceutical products and other cargo. As the volume of cargo

increased, they needed to implement a software program. Another

member of Alfridomsa’s parent company IBT Group named IBT Global

Logistics in Miami, FL, is also using Magaya software and showed them

how they are using it.

Alfridomsa evaluated the benefits of implementing a Warehouse

Management System (WMS) and started the project in one of their

locations, Caucedo, on the coast of the Dominican Republic. According

to Mr. Jose Vicente Garcia-Escribano, IBT Group’s engineer who led the

software implementation, the first step was to outline their processes

and what they wanted to accomplish.

“We were looking for inventory control,” Mr. Garcia-Escribano said.

“For example, we wanted to track when we received the cargo and the

location it was stored in because we have a very large facility.”

They also needed to ensure that the correct charges were calculated

for all the items and that they were included on the customer invoices

when cargo was released. Speaking of their requirements, Mr. Garcia-

Escribano noted the features of Magaya WMS that suited their business

needs, including the ability to integrate wireless handheld scanners

and automated billing. They implemented Magaya WMS on PCs and a

wireless tablet and WMS Mobile on wireless handheld scanners in the

Caucedo location and plan to install it in all their locations “to control

the three locations as one,” he said.

Alfridomsa Locations:Caucedo: Next to the main port and airport of the DR. 6 •warehouse buildings (5 dry, 1 refrigerated) 60,000 m2 (650,000

square feet)

Merca-Santo Domingo: next to the city. It is the main national •distribution center. 21,000 m3 (226,000 square feet)

Constanza: In the center of the country’s agricultural production. •21,000 m2 (226,000 square feet)

Planning Before ImplementingMr. Garcia-Escribano and others at Alfridomsa created a workflow to

prepare themselves to apply the software to their operations and make

changes to procedures if needed. They planned the installation and

how they would train everyone in the warehouse and office.

One of the factors that led them to choose Magaya software was the

ease of installation, he said. “The other programs we evaluated were

very expensive and would take a lot of time.”

Typical costs to factor into the business case for a WMS include

initial installation costs and time, staff training, additional hardware

purchases and custom code development. Industry standards

estimate upgrading a WMS will cost about 15-20 percent of the original

At a GlanceAlfridomsawww.alfridomsa.comwww.ibtgroup.com

IndustryWarehousing and Distribution

SolutionMagaya WMS & WMS Mobile

Alfridomsa offers the widest array of integrated services in storage, customs logistics,

and transportation within the Dominican Republic, according to Alfridomsa. Alfridomsa

has the largest offering of temperature-controlled space in the Caribbean region. They

operate a FZO in Caucedo, and also include among their facilities locations in Constanza

and Merca Santo Domingo.

Alfridomsa

Consolidation and Deconsolidation warehouse in the Caucedo FTZ is run with Magaya software

The innovative team at IBT and Alfridomsa implemented their Magaya system to run on tablets

Alfridomsa receives produce and other items from inland farms, and

also stores incoming goods such as pharmaceutical products and

plastics used in the manufacture of medical devices.

Their refrigerated warehouses were also used to store and distribute

emergency humanitarian aid such as medical supplies and foods after

the January 2010 earthquake that caused destruction in neighboring

Haiti, the other country that shares the island of Hispaniola with the

Dominican Republic.

Tracking all the produce in the software helps Alfridomsa ensure

the freshness of the perishable items. “For example, during the last

Christmas season, the warehouse was full of apples and oranges,”

he said. The company also constructed their own power line to the

warehouses from the utility. “It was expensive to build but a great

investment because now we have reliable power and can assure our

customers that their temperature-controlled cargo is guaranteed. And

the power is less expensive than the gas-powered generators. We have

passed along these savings to our customers.”

Another software feature that helps their operations is the ability to

create invoices for customers. “We put the charges on the warehouse

receipts and the cargo releases such as the number of days items have

been in the warehouse and whether it is refrigerated or dry storage,”

Mr. Garcia-Escribano said. “At the end of the month, it is very easy and

convenient to create recurrent invoices. It saves us a lot of time, and we

never forget a charge.”

They also make reports such as cargo In & Out reports to answer

customer inventory questions. A custom report was created that shows

how much cargo a customer had in the past. Other data they can give

their customers to keep them informed is what is still on hand and

which items are in transit.

“One of the functionalities I like the most is the ability to see the entire

history of each package delivered,” Mr. Garcia-Escribano said. “When

we create a Cargo Release, I can see when each item arrived, which

driver brought it, how many days it stayed in the warehouse, which

warehouse, and which chamber inside the warehouse. We have control

of all the information.”

All items are tracked in the warehouse with a label. It states the

customer, when it arrived, the Customs declaration information and

more.

They are using four wireless handheld scanners in the Caucedo

implementation. Magaya software updates are included at no extra

charge.

Mr. Garcia-Escribano learned the software and then trained the

warehouse staff. “The main thing is practice. I read the manuals and

practiced. It was so simple, we learned it ourselves,” he said. “The hard

part was designing how you want Magaya to work. It’s very important

to clearly know what your processes are. What are your requirements,

and how will Magaya solve it?” he explained. “We did a simulation

before we put it into production. It took a few months. The first day,

everyone in the warehouse was not happy because it is a big change,

especially in such a large warehouse. Nobody wants to change the way

of working.”

“When we had a question, we called Technical Support,” he said.

The software includes free technical support for 30 days. Additional

support packages and training can be purchased.

Applying the Software to their Company and Business Model

The first Alfridomsa location to use the software was in Caucedo, the

main office and largest facility of the company. Alfridomsa Caucedo is

next to the Las Americas International Airport and the seaport in

Caucedo. Alfridomsa Caucedo is a free trade zone (FTZ) and Customs

has its own offices inside Alfridomsa. Caucedo is only a few miles

east of Santo Domingo, the capital city which is quickly accessible

by Autopista Las Americas (Highway DR-3). Other major highways

connect Caucedo to the rest of the country, including Alfridomsa’s

other locations in Santo Domingo and inland in Constanza.

Since Caucedo is a FTZ, cargo is stored in Alfridomsa’s dry and cold

warehouse space without declaration until the goods are exported.

Alfridomsa developed completely custom-made labels which contain very specific and useful

information for their business

All rights reserved. Magaya, the Magaya logo and all products are all trademarked unless specifically specified as of a third party.© Copyright 2012, Magaya Corporation. 786. 845. 9150 info@magaya.com magaya.com

Alfridomsa

warehouse. They use a tablet and a scanner as they receive cargo and

move items in the warehouse and for releases.

There are over 20 employees in the warehouse and office, most of

whom were trained in the software. “Now everyone is happy with the

system. The warehouse manager Miguel Morales is like a kid walking

around with his new scanner and tablet. His job has become so easy and

simple, that now he and his team are able to process a lot more cargo.”

Even Mr. Garcia-Escribano said he had “fun implementing the system.”

Improving the Workflow with Customs

“When Customs officials came to our warehouse after we implemented

Magaya WMS, they were very impressed and felt comfortable that we

had total control of the cargo,” Mr. Garcia-Escribano said. “Customs

wants everything as simple as possible. They want the documents that

clearly present the cargo and they can understand everything at once.

There is no flexibility from the Customs officials. Everything must run

perfectly and smoothly.”

The Dominican Customs, the Dirección General de Aduanas (DGA),

has an office on the Alfridomsa premises. “With the Customs office in

our facility, we can take care of the whole process for our customers.

For example, when a farmer wants to export his produce from the

Dominican Republic to the United States, we store the produce in

Constanza. Then we transfer the cargo to our FTZ in Caucedo where we

carry out the exporting process. After that, IBT GL takes the lead and

ships it to destination. The whole process is run using Magaya software.”

Constanza is an agricultural area in the central mountain range that

sits at about 4,000 feet. Alfridomsa has a large refrigerated warehouse

facility there that serves the farmers in the area.

Next Steps

Alfridomsa has video cameras installed throughout their properties

and inside the warehouses. They are working on a new service

to give each customer a login and password to view their cargo,

including inside the refrigerated storage chamber. The customer

will see the temperature and humidity in real time and a history of

the temperatures, Mr. Garcia-Escribano explained.

They are in the process of creating the website that will combine

the live camera feeds and give customers access to see their cargo

details via Magaya LiveTrack, the interactive online tracking tool.

They have plans to implement the software in their other locations

in Constanza and Santo Domingo. This will enable them to track

the movement of cargo between warehouses. The system also has

the functionality to define a truck as a “location” in their Magaya

system. By adding a barcode sticker inside the truck, they can scan it

when the truck is loaded, and the data helps them track which truck

has which cargo while it is in transit.

Alfridomsa plans to expand its facilities to serve their supermarket

customers who supply the growing grocery business in the

Dominican Republic. IBT Group is building the largest distribution

center of the country, Merca Santo Domingo, for the government of

the DR. Alfridomsa will include a location in the facility and will offer

the strategic position to its clients. It will be open late summer 2012.

“We want to be a pioneer in the country,” Mr. Garcia-Escribano

said. “Our philosophy is to give our customers even more than they

expect, and with Magaya tools, we are in a position to offer it.”

Wireless handhelds scan barcodes of items and locations

A dry warehouse where IBT Group stores delicate medical equipment for its hospital

construction projects