If you already capture your orders in another system you can now load these directly into FreightExchange instead of entering them manually one by one. Alternatively you can enter shipments into our template and then upload this to FreightExchange.
The first step is to download our shipment template. This template contains all the fields that are required to create a shipment in FreightExchange. Not all columns are required and some can use default values.
If you're extracting shipment data from your own system then it must be formatted to match the columns in our template before uploading.
We highly recommend you test this process with ONE single shipment first. We do not have a "bulk delete" process if you get it wrong!!
For every shipment you must enter the following information into the template:
- All origin and destination address details
- All origin and destination contact names, phone numbers and email
- The number of items,
- The weight in KG for each item
- The dimensions of each item
- The unit, in CM or M for the dimensions
- The description of the goods being shipped
- A valid cost centre if this is a required field
- The pickup date must be in the future. If you don't know when you'll be booking the freight leave this field blank.
- It is not possible to upload shipments containing dangerous goods.
- Only shipments travelling within Australia, or from Australia can be uploaded. Shipments travelling from other countries to Australia cannot be uploaded.
- Never delete or change the first row in the template.
- The upload file cannot contain any commas (,) OR ampersands (&) characters
- Works best on the Chrome browser. Is not support
Completing the template
Start by entering your shipment data in row 2. We have attempted to make the column headings as descriptive as possible and there is also a more detailed explanation of each field lower down this page.
Items with different dimensions on a single shipment.
If you a are shipping the following items to the same place:
- 1 box, 50 x 40 x 30cm and
- 1 box 30 x 20 x 15cm
When you enter this shipment into the template you must leave the columns to the left of "Packaging" (column AT) blank and enter each set of dimensions and weight into columns AT-AZ. When the file is uploaded a single shipment will be created with multiple items. Here's an example of what the template should look like in this case.
The origin address for each shipment can either be entered into the template, or if these fields are left blank, the upload process will use your default pick-up address which you can set in FreightExchange. Please also refer to the table lower down this page for details of which fields are mandatory.
Getting Quotes & Making Bulk Bookings
Once you've entered all your shipments into the template you can upload it to FreightExchange. As the file is uploaded it is validated and the results of this process will be displayed, showing you the number of shipments that have failed the validation tests.
Shipments that have validation issues are shown with a red icon at the far right of the row and you can click on this icon to see the problems with that shipment. You can continue to process all validated shipments if you wish, or correct the problems and upload the file again.
With your shipments uploaded you can process them in two different ways.
Get Quotes, then book the freight
The first is to obtain a quote for each shipment as you would if manually entering shipments. To start this process click the 'Get Quotes' button. As each shipment is quoted you will see the lowest price displayed along with a list of all available carriers and services. You are free to choose alternative carriers and services for each shipment prior to making bookings.
Once you are happy with the selected carriers and services click the 'Book Shipments' button to confirm each shipment. At this time we will also send these shipments to the carriers and generate shipping documents (labels). Once all shipments have been booked you will be given the option to download a single PDF file containing all shipping labels for the batch of shipments
The second way to process your shipments is to skip the quoting process and book them immediately.
In this case we will book each shipment on the lowest priced carrier and service combination. This option is useful if you are using your own carrier accounts on FreightExchange and are sending items of similar weight and dimensions. To use this processing method simply click the "Book Shipments" button as soon as your shipments have been validated. Once all bookings have been made you will have the option to download a single PDF containing all shipping documents for the batch of shipments.
Getting Quotes & Making Bulk Bookings
On this screen you can see the progress of each batch and, if they have been generated, download the shipping labels using the orange icon at the far right of each row. To return to a batch to continue processing simple click the batch number.
Detailed Field Descriptions
The table below gives full details of each field in the shipment template including whether it is mandatory to complete them.
Never use commas (,) or ampersand (&) in any upload field.
|Column heading||Column Length||Mandatory||Details|
|Origin Company Name||20 CHAR||MANDATORY||Name of origin company.||Not required if you have set a default pick-up address and the shipment is from that location.|
|Origin Unit||4 CHAR||OPTIONAL||Origin address unit number|
|Origin Number||8 NUMBERS||OPTIONAL||Origin address street number|
|Origin Street||20 CHAR||MANDATORY||Origin address street name|
|Origin Address 2||20 CHAR||OPTIONAL||Origin address sub-location|
|Origin Suburb||AUSPOST DATABASE||MANDATORY||Origin address suburb or city name|
|Origin State||AUSPOST DATABASE||MANDATORY||Origin address state abbreviation|
|Origin Post Code||AUSPOST DATABASE||MANDATORY||Origin address postal code|
|Origin Country Code|
ISO 3166-1 alpha-2
|MANDATORY||Origin address country code. See our list of country codes for valid values|
|Origin Contact Name||20 CHAR||MANDATORY||Name of contact person at origin address|
|Origin Phone Number||10 NUMBERS||MANDATORY||Phone number for contact person at origin|
|Origin Email||VALID EMAIL ADDRESS||MANDATORY||Email address for contact person at origin|
|Pickup Instructions||20 CHAR||OPTIONAL||Any special instructions relating to the pick-up|
|Tail Lift Pickup||Y/N OR BLANK||OPTIONAL||Enter Y if a tail lift is required for pick-up. If this field is left blank it will default to NO.|
|Origin Opening Time||HH:MM OR BLANK||OPTIONAL||Opening time for origin point in HH:MM format. If left blank this will default to 09:00.|
|Origin Closing Time||HH:MM OR BLANK||OPTIONAL||Closing time for origin point in HH:MM format. If left blank this will default to 17:00.|
|Depot Drop Off||Y/N OR BLANK||OPTIONAL||Set to Y if you are intending to drop the shipment at the carrier's depot. If left blank will default to NO.|
|Origin Residential||Y/N or blank||OPTIONAL||Set to Y if the origin address is residential (i.e. a house or apartment). Will default to NO (a commercial address) if left blank|
|Destination Company Name||20 CHAR||MANDATORY||Company name for recipient|
|Destination Unit||20 CHAR||OPTIONAL||Destination address unit number|
|Destination Number||20 CHAR||MANDATORY||Destination address street number|
|Destination Street||20 CHAR||MANDATORY||Destination address street name|
|Destination Address 2||20 CHAR||OPTIONAL||Destination address sub-location|
|Destination Suburb||AUSPOST DATABASE||MANDATORY||Destination address suburb or city name|
|Destination State||AUSPOST DATABASE||MANDATORY||Destination address state abbreviation|
|Destination Post Code||AUSPOST DATABASE||MANDATORY||Destination address postal code|
|Destination Country Code||ISO 3166-1 alpha-2||MANDATORY||Destination address country code. See our list of country codes for valid values|
|Destination Contact Name||20 CHAR||MANDATORY||Name of contact person at the destination|
|Destination Phone Number||20 NUMBERS||MANDATORY||Phone number for contact person at destination|
|Destination Email||VALID EMAIL||OPTIONAL||Email address for contact person at destination|
|Delivery Instructions||20 CHAR||OPTIONAL||Any special instructions relating to the delivery|
|Tail Lift Delivery||Y/N or blank||OPTIONAL||Enter Y if a tail lift is required for delivery. If this field is left blank it will default to NO.|
|Destination Opening Time||HH:MM OR BLANK||OPTIONAL||Opening time for destination point in HH:MM format. If left blank this will default to 09:00.|
|Destination Closing Time||HH:MM OR BLANK||OPTIONAL||Closing time for destination point in HH:MM format. If left blank this will default to 17:00.|
|Depot Delivery||Y/N or blank||OPTIONAL||Set to Y if you are intending to drop the shipment at the carrier's depot. If left blank will default to NO.|
|Destination Residential||Y/N or blank||OPTIONAL||Set to Y if the destination address is residential (i.e. a house or apartment). Will default to NO (a commercial address) if left blank|
|Your Reference||20 CHAR||OPTIONAL||Enter your reference for this shipment, which will be displayed on your FreightExchange invoice. There is no restriction on what you can enter in this field up to a maximum of 100 characters.|
|Your Reference 2||20 CHAR||OPTIONAL||Enter your second reference for this shipment, which will be displayed on your FreightExchange invoice. There is no restriction on what you can enter in this field up to a maximum of 100 characters.|
|Your Reference 3||20 CHAR||OPTIONAL||Enter your third reference for this shipment, which will be displayed on your FreightExchange invoice. There is no restriction on what you can enter in this field up to a maximum of 100 characters.|
|Cost Centre||Cost Centres from the My Company Details screen s||MANDATORY IF COST CENTRES IN USE||If your company uses cost centres in FreightExchange you must enter a valid cost centre in this field. Otherwise, leave this field blank.||If your company uses cost centres in FreightExchange you must enter a valid cost centre in this field.|
|Pickup Date||DD/MM/YYYY OR BLANK||OPTIONAL||The required pick-up date for the shipment. If you leave this blank it will default to the next working day in the origin location.|
|ATL||Y/N or blank||OPTIONAL||Enter Y if the carrier is authorised to leave the shipment at the destination location without obtaining a signature from the recipient.|
|Insurance||5 NUMBERS OR BLANK||OPTIONAL||The amount of insurance cover you require for this shipment. If left blank this will default to our standard insurance amount.|
|Description||20 CHAR||MANDATORY||The description of the goods being shipped|
|Value||5 NUMBERS OR BLANK||MANDATORY IF INTERNATIONAL||The customs value of the shipment||These fields are mandatory for international shipments|
|Currency||3 character currency code||MANDATORY IF INTERNATIONAL||The currency code (e.g. AUD, USD) that applied to the customs value|
|OPTIONAL||The type of packaging used for the item. If left blank will default to BOX.|
|Quantity||5 NUMBERS||MANDATORY||The number of identical items with the weight and dimensions in subsequent columns being shipped|
|Length||5 NUMBERS||MANDATORY||The length of each item|
|Width||5 NUMBERS||MANDATORY||The width of each item|
|Height||5 NUMBERS||MANDATORY||The height of each item|
|Unit||CM OR M||MANDATORY||The unit of measurement being used for the length, width and height. Valid values are CM, M.|
|Item Weight||5 NUMBERS||MANDATORY||The weight of each item in KG|
Printing labels in bulk
To print labels in bulk from the batch detail screen click the View Shipment Labels button.
To print labels in bulk from the Upload Batches screen, click the the orange Labels icons for the batch you wish to print.