Getting started

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!!

Mandatory Fields

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.

Limitations

  • 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.

For example:

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

Book freight

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

The Upload Batches screen allows you to access each batch.


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 headingColumn LengthMandatoryDetails
Origin Company Name20 CHARMANDATORYName of origin company.Not required if you have set a default pick-up address and the shipment is from that location.
Origin Unit4 CHAROPTIONALOrigin address unit number
Origin Number8 NUMBERSOPTIONALOrigin address street number
Origin Street20 CHARMANDATORYOrigin address street name
Origin Address 220 CHAROPTIONALOrigin address sub-location
Origin SuburbAUSPOST DATABASEMANDATORYOrigin address suburb or city name
Origin StateAUSPOST DATABASEMANDATORYOrigin address state abbreviation
Origin Post CodeAUSPOST DATABASEMANDATORYOrigin address postal code
Origin Country Code
ISO 3166-1 alpha-2

MANDATORYOrigin address country code. See our list of country codes for valid values
Origin Contact Name20 CHARMANDATORYName of contact person at origin address
Origin Phone Number10 NUMBERSMANDATORYPhone number for contact person at origin
Origin EmailVALID EMAIL ADDRESSMANDATORYEmail address for contact person at origin
Pickup Instructions20 CHAROPTIONALAny special instructions relating to the pick-up
Tail Lift PickupY/N OR BLANKOPTIONALEnter Y if a tail lift is required for pick-up. If this field is left blank it will default to NO.
Origin Opening TimeHH:MM OR BLANKOPTIONALOpening time for origin point in HH:MM format. If left blank this will default to 09:00.
Origin Closing TimeHH:MM OR BLANKOPTIONALClosing time for origin point in HH:MM format. If left blank this will default to 17:00.
Depot Drop OffY/N OR BLANKOPTIONALSet to Y if you are intending to drop the shipment at the carrier's depot. If left blank will default to NO.
Origin ResidentialY/N or blankOPTIONALSet 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 Name20 CHARMANDATORYCompany name for recipient
Destination Unit20 CHAROPTIONALDestination address unit number
Destination Number20 CHARMANDATORYDestination address street number
Destination Street20 CHARMANDATORYDestination address street name
Destination Address 220 CHAROPTIONALDestination address sub-location
Destination SuburbAUSPOST DATABASEMANDATORYDestination address suburb or city name
Destination StateAUSPOST DATABASEMANDATORYDestination address state abbreviation
Destination Post CodeAUSPOST DATABASEMANDATORYDestination address postal code
Destination Country CodeISO 3166-1 alpha-2MANDATORYDestination address country code. See our list of country codes for valid values
Destination Contact Name20 CHARMANDATORYName of contact person at the destination
Destination Phone Number20 NUMBERSMANDATORYPhone number for contact person at destination
Destination EmailVALID EMAILOPTIONALEmail address for contact person at destination
Delivery Instructions20 CHAROPTIONALAny special instructions relating to the delivery
Tail Lift DeliveryY/N or blankOPTIONALEnter Y if a tail lift is required for delivery. If this field is left blank it will default to NO.
Destination Opening TimeHH:MM OR BLANKOPTIONALOpening time for destination point in HH:MM format. If left blank this will default to 09:00.
Destination Closing TimeHH:MM OR BLANKOPTIONALClosing time for destination point in HH:MM format. If left blank this will default to 17:00.
Depot DeliveryY/N or blankOPTIONALSet to Y if you are intending to drop the shipment at the carrier's depot. If left blank will default to NO.
Destination ResidentialY/N or blankOPTIONALSet 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 Reference20 CHAROPTIONALEnter 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 220 CHAROPTIONALEnter 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 320 CHAROPTIONALEnter 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 CentreCost Centres from the My Company Details screen sMANDATORY IF COST CENTRES IN USEIf 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 DateDD/MM/YYYY OR BLANKOPTIONALThe required pick-up date for the shipment. If you leave this blank it will default to the next working day in the origin location.
ATLY/N or blankOPTIONALEnter Y if the carrier is authorised to leave the shipment at the destination location without obtaining a signature from the recipient.
Insurance5 NUMBERS OR BLANKOPTIONALThe amount of insurance cover you require for this shipment. If left blank this will default to our standard insurance amount.
Description20 CHARMANDATORYThe description of the goods being shipped
Value5 NUMBERS OR BLANKMANDATORY IF INTERNATIONALThe customs value of the shipmentThese fields are mandatory for international shipments
Currency 3 character currency codeMANDATORY IF INTERNATIONALThe currency code (e.g. AUD, USD) that applied to the customs value
PackagingCARTON
BOX
PALLET
SATCHEL
OPTIONALThe type of packaging used for the item. If left blank will default to BOX.
Quantity5 NUMBERSMANDATORYThe number of identical items with the weight and dimensions in subsequent columns being shipped
Length5 NUMBERSMANDATORYThe length of each item
Width5 NUMBERSMANDATORYThe width of each item
Height5 NUMBERSMANDATORYThe height of each item
UnitCM OR MMANDATORYThe unit of measurement being used for the length, width and height. Valid values are CM, M.
Item Weight5 NUMBERSMANDATORYThe 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.