How to upload rates

If you have a global WebCargo account, you can add main leg rates for specific clients. This allows you to upload rates and to use them for quotations.

Using the global rate upload feature, you can upload rates for multiple countries with one Excel upload sheet. To find out how to upload rates on a global level as well as client-specific rates, continue reading this article.

Important: This is only available for Enterprise or multinational pack types. If you think you should have access to this, please contact your account manager. You’ll also need to ask them to activate the tool, and create the rate type to quote with. Once it has been activated, you’ll then need to activate it on a user level.

Expand the side menu and enter Users into the search bar, then select the Local users option.

To find the user you want to activate rate upload for, scroll down the list or enter their name and click Search.

Once you find the user, select a Role from the drop-down and click on the pencil icon to edit their profile.

Then click on the Privileges tab.

Scroll down to the bottom of the page and check the box for Upload rates. Then click Save. The option to upload corporate rates will now be enabled for this user.

Expand the side menu once again and type Roles into the search bar. Then select the Roles option.

Find the specific role you want to edit (the same one you selected from the drop-down after selecting a specific user in the Local users page) and click on the pencil symbol to edit.

Scroll down to the Global Tools section and select the Edit global charges box. Then click Save at the bottom of the page.

Once activated, you’ll need to find the template to download, which contains the extra column for your country ID. Expand the side menu and search for Templates, then select the Templates option shown below.

Important: to upload local charges on a country level, use the templates in the Rate upload tab.

Click on the tab Global rate upload tab to view global templates.

There are four templates within the Global rate upload tab.

Each one of these templates can be used to upload local charges and rates globally, their uses are indicated by their respective names. You will also find a template for Corporate rates, which are available for main leg journeys. All other rate templates are for local charges.

The four downloadable templates are:

Global PUD zones: Excel template to import pick-up and delivery charges by postcode zones globally.

Global PUD KM Distance: Excel template to import pick-up and delivery charges by KM distance globally.

Global local charges: Excel template to upload your local charges globally.

Corporate rate template: Excel template to import corporate main leg rates globally for corporate accounts. These can be added for specific clients if you have a negotiated rate.

Once you have found the template you want to download and edit, click on the Excel symbol on the right-hand side.

A download will start immediately. Once it has finished downloading, click on the file to open.

For any of these templates, there is a column called Country. Here you can add the country alpha code (e.g. Spain would be ES). When uploading your file, the system will detect the country and apply the charge or rate to the specific country. Fill in the details about your charges.

Once you have added all of your charges to the spreadsheet, check all fields are correct.

Tip: you can find a key for the fields within the tab Description (hide before uploading) located at the bottom of the spreadsheet. Here you can find an explanation of which fields are optional and which are mandatory. Make sure this is deleted or hidden before uploading your file.

After checking your local charge information, you’re ready to upload your rates. To do this, expand the side menu and click on Rate management.

Expand the Rate upload drop-down and select Rate upload.

Next, select the Excel file from your computer. Then, if you are overwriting an existing file, select Update from the dropdown and the file that you want to replace. You will be shown a list of the existing files already uploaded into the system.

Important: If you are choosing to overwrite an existing file, download the old file first. Once you have updated an existing file and uploaded the new one to replace it, the old file will be removed permanently.

If you don’t want to overwrite an existing file, you can select New file from the dropdown. This will add the new file on a separate line.

Once you have checked everything, click on the Upload button. If you have added a new file, this will appear on your list of files. If you have replaced an existing file, the original will be crossed out.

You can view any user activity for any files by clicking on the Logs option to the right of each file. Simply click on the three dots and select Logs.

This will open a pop-up showing you all the user activity for this particular file upload.

If you have any questions, click on the chat icon on the bottom right-hand side of the WebCargo platform to start a conversation with us.