How to use Kaukoputki portal

Step 1 – Contact information

Information marked with an asterisk is mandatory.

Sender

• “Sender” information comes directly from the system. In the drop-down menu of the Name of company field, you can change the company/contract id. Only those companies are visible, to which you have access with your username. If you need to change the sender information, please contact Kaukoputki’s user support at sahkoisetpalvelut@kaukokiito.fi.
• Contact person is automatically the user whose username is used when logging in to the portal. That cannot be changed. The contact person’s information can be updated in the profile.
• In the Sender reference field, you may, for example, enter the reference provided in an invoice. The field is optional, max. 35 characters. The reference is found in a waybill (consignment note), a parcel label and an invoice (it is determined according to the freightpayer whether the reference in the invoice is that of a sender or a recipient).
• The contract id to be used can be chosen in the drop-down menu of the Contract id field if your company has several contracts. Only the product-specific contract id of the chosen company is available.
• The business ID and VAT registration are entered in the VAT-number field concerning transports to Åland. The business ID is to be entered in the form FI+code and VAT registration. The field may display an error message, but it does not prevent the making of an order.
• By the selection Use different pickup address, you can determine a collection address differing from the sender information.
• From the Freightpayer field, you choose the freightpayer for your shipment. The default is that the freightpayer is always the sender. If a recipient is selected as the freightpayer, the recipient’s contract id must be added to the recipient’s information (the field becomes visible after the selection has been made). Correspondingly, if a third party is selected to be the freightpayer, the freightpayer’s contract id must be added.

Recipient

• The company name of the recipient is entered in the Name of company field. You may select the address in the drop-down menu opening at the arrow in the Name of company field or start writing text in the field, in which case the portal searches applicable addresses from the address book. Addresses may also be searched directly from the addressbook by clicking the addressbook button on the right-hand side of the field. If the address is not found, the address is written down in the field and the “Save new address” icon is clicked.
• The contact person of the recipient can be entered in the Contact person field, max. 40 characters.
• The telephone number of the contact person is entered in the Phone field, max. 20 characters.
• Fill in the recipient’s email address in the Email field. You can send the shipment’s tracking code to the recipient by selecting “Send tracking code to recipient”. The link is sent to the customer when the shipment is picked up.
• The address of the recipient is entered in the Street address field, max. 40 characters.
• The Street address 2 field is an optional field, max 40 characters.
• The receiving company’s post code and city are entered in the Post code and city fields. When you fill in one field, the other field is automatically supplemented based on the selection.
• The receiving company’s country code is chosen in the Country code field.
• Addressee reference, max. 35 characters. The reference is found in a waybill (consignment note), a parcel label and an invoice (it is determined according to the freightpayer whether the reference in the invoice is that of a sender or a recipient).
• The Recipient’s contract id is only shown and filled in if the recipient is the freightpayer.
• VAT-number, the business ID of the receiving company.
• In the Address type field, you choose whether the question is of a company or a private address.
• By clicking Use different delivery address, you can determine a delivery address differing from the recipient information.

Placing an order as a recipient

You can place a transport order as a recipient. You must fill in your company’s information in the recipient field. Your company will then be both the sender and recipient.

You must fill in a deviating pickup address by selecting “Use different pickup address”.

Step 2 – Parcel information

Product-specific requirements must be taken into account when filling in the parcel information.

• In the Quantity field, you enter how many similar parcels are in the shipment.
  • In the Kaukokiito Parcel product, the total number of parcels in the order is max. 10.
  • In other orders, the total number of parcels in the order is max. 99.
• In the drop-down menu of the Parcel type field, you choose what kind of a parcel is in question. You can only choose parcels based on the product.
• In the Content field, max. 200 characters. The content is printed out on a waybill (consignment note).
• The Marks text field is printed out on a waybill (consignment note) and a parcel label, max. 30 characters.
• The Length is given in centimetres according to one parcel, max. 1,350 cm. The longest side of a Kaukokiito Parcel product is max. 240 cm.
• The Width is given in centimetres according to one parcel, max. 260 cm.
• The Height is given in centimetres according to one parcel, max. 300 cm.
• The Volume is calculated to the order automatically according to the measures entered. The maximum volume of a Kaukokiito Parcel product is 0.3 m².
• You can add Loading metres by ticking “Not stackable” (not available for a Kaukokiito Parcel product).
  • Kaukoputki calculates the loading metres automatically in the following cases: The “Not stackable” box has been ticked, Fin pallet weight is at least 462.5 kg, EUR pallet weight is at least 370 kg, TEHO pallet weight is at least 185 kg, TDG has been selected or the height is over 120 cm.
  • The “Not stackable” selection is automatic if the height of a parcel row exceeds 120 cm or if a parcel row contains TDG rows.
  • If “Not stackable” has been entered even in one parcel row, the information is printed out on the transport instructions.

• Weight
  • The weight of one individual parcel in the Kaukokiito Parcel product is max. 35 kg, the total weight of the shipment max. 100 kg.
  • Other orders do not have a parcel-specific weight limit, but the weight limit of the entire delivery is 52,000 kg.

More parcels/rows can be added for the order by clicking the icon Add parcel. 

The total measures of your shipment are provided under “Total” at the bottom of the page. Please note the maximum total weight of shipments: a parcel max. 100 kg, others max. 52,000 kg. Up-to-date product information is available on our website.

Step 3 – Other information

In step three, you choose the pick-up and delivery dates to your shipment as well as possible additional services. The transport instructions are also added at this stage.

• The default Pick-up date is the next possible pick-up date determined according to the timetable. Can be selected to be max. three months ahead.
• Delivery date – the first possible delivery date according to the timetable. Can be selected to be max. two weeks from the pick-up date.
• The Pick-up instructions text field is visible on a waybill (consignment note) and in Kaukokiito’s production, max. 60 characters.
• The Delivery instructions text field is visible on a waybill (consignment note) and in the production, max. 60 characters.
• The Transport instructions text field is visible on a waybill (consignment note) and in the production, max. 350 characters. N.B.! Only 60 characters are printed out on a parcel label!
• The fee-based additional services available for the product and in the post code area of the shipment are found in the drop-down menu of the Fee-based additional services. Information regarding a desired additional service must be entered in the transport instructions field. Call fee can be selected when the recipient’s phone number has been entered. The Kaukokiito Parcel product always includes the delivery indoors

Step 4 – Summary

All the information of your order is summarized on the “Summary” page:

• Sender, recipient, pick-up and delivery address
• Freightpayer
• Parcel information
• Additional services
• You can calculate the shipment’s price by clicking “Calculate price”.

The information on this page must be checked before sending the order, and you may edit the order if necessary. By clicking the “Send” button, you forward your order to Kaukokiito.

After sending the order, the last page of the order opens where you are thanked for your order and where links to printing a waybill (consignment note) and parcel labels in a PDF format are given. Only parcel labels are printed for the Kaukokiito Parcel products. Printouts can also be sent to e-mail via “Send documents” button.

The information on the order cannot be changed after the confirmation of the order. The order can only be cancelled and re-made in its entirety. The cancellation of the order is possible via the track and trace as long as the collection of the delivery has not been planned (the status of the order is “order received”). After that the “Cancel order” button disappears from view. See further information in section Track your shipment.

Track without logging in

You can track your shipment without logging in by using the basic search function and inputting your waybill number or parcel ID. You may search for any shipment, but only limited information is provided on the shipment for data protection reasons.

Without logging in, the search returns the following information:

• The post code and city of the collection and delivery addresses of the shipment.
• Pick-up and delivery dates
• Pickup and delivery dates are updated on the order as the transport progresses.
• Status of the shipment

Track when logged in

When shipments are tracked logged in, it must be taken into account that the search only finds those shipments where your company is either a sender, a recipient or a third party as the freightpayer. If you wish to search for such a delivery where the contract id of the company has not been used in any role, the search must be made without logging in. See section Track without logging in.

If you have logged in with a recipient ID, the tracking will show those shipments with your phone number in the recipient’s information.

Basic search

You can track your shipment by using the basic search function and inputting your waybill number or parcel ID. The search always returns the entire delivery, in other words, even if you made the search with a parcel identification, the search does not show the status of an individual parcel but always the status of the entire shipment. In the track and trace, you can see a list of shipments in a chronological order from the newest to the oldest.

Advanced search

In the advanced search, you may use, for example, the order date, the contact id of the customer or the location as search criteria.

In the advanced search, it is sufficient that you only fill in those field, according to which you wish to limit the search. However, the following restrictions should be taken into account:

• The Contract field is only available after the selection of the Customer field has been made.

• When using the Name field or any address field (street address, post code, city), the address type must first be selected so that the address is acknowledged in the search.

Use Tracking to check the shipment’s transport events and further details:

• Click Shipment details to check the shipment’s pickup and delivery address and freight payer.
• Movement actions show transport events in more detail.
• Parcel details include data of the shipment’s goods.
• Actions can be used to print the waybill and parcel label. The waybill and parcel label can be printed until the shipment has been delivered. After delivery, it’s possible to print a mobile acknowledgment. You can also cancel shipments in Actions.

Editing and cancelling a shipment 

You can edit the order using the Functions button under tracking. The order can be modified as long as long as its status is “Order received”. Once the status changes to “Shipment being picked up” you will no longer be able to edit the order yourself. However, our customer service can still modify the order, if necessary. You can contact our shipment inquiry at +358 (0)10 510 1300.
You can cancel the order using the Functions button under tracking. Cancellation is possible as long as the delivery has the status “Order received”. The “Cancel order” button is removed when the status of the order changes After that the order may be cancelled by contacting our shipment inquiries, tel. +358 10 510 1300.

You can edit the following information yourself:

• Recipient telephone number and delivery address
• Pickup and delivery instructions
• Parcel information
  • Dimension and weight information and loading metres
    • Edit the size and weight details of an order
    • You can add loading metres by selecting “No top-loading”. Kaukoputki will automatically calculate the loading metres according to the given dimensions.
  • Number of parcels and rows
    • You can add a parcel of the same size to your order by selecting Add parcel of same size. The number of parcel is updated in the parcel row and the total dimensions of the shipment are updated in the total row.
    • You can add a parcel of a different size to the order by selecting Add new parcel with different details. A new parcel row will appear in which you can add the information of the new parcel.
  • Parcel identifiers (parcel ID)
    • You can add a completely new parcel ID
      • Click on the Create parcel ID button and Kaukoputki will create a parcel identifier for the shipment. Alternatively, you can add your own parcel identifier to the field.
  • You can edit an existing parcel identifier
  • You can delete an existing parcel identifier.
    • You can remove the parcel identifier by pressing the Remove parcel button. Kaukoputki will update the number of parcel in the parcel row simultaneously

Using pricing service

With the help of the pricing service, you can calculate the estimated price for the transport. The price given by the service is based on the freight grounds and contract terms provided. The final price is determined according to the realised freight grounds and the performed transport. The pricing service is indicative, meaning the actual cost may differ from the price given by the pricing. It is always recommended to fill in all fields to make the price estimate as realistic price as possible.

The following fields are available in the pricing service:

• The product to be used in the pricing is selected from the drop-down menu of the Product field.
• The contract to be used in the pricing is selected from the drop-down menu of the Contract field.
• Sender post code and Sender city (the sender’s own information is the default information)
• Receiver post code and Receiver city
• The number of parcels is entered in the Number of parcels field
  • Max. 10 in the Kaukokiito Parcel service
  • Max. 99 in other orders
• Parcel type
  • Only parcel types that match the product type are shown
• Dimensions
  • length, width and height of one parcel
  • When the length of the shipment is over 2.5 m, the calculator automatically adds a field payment and a long product charge.
• Volume
  • Kaukoputki automatically calculates the volume based on the given dimensions.
  • Max. 0.3 m² in the Kaukokiito Parcel service
• Loading metres
  • can be added by selecting “No top-loading” (not available for the Kaukokiito Parcel product).
  • Kaukoputki will calculate the loading metres automatically in the following cases: The “No top-loading” box has been ticked, FIN pallet weight is at least 462.5 kg, EUR pallet weight is at least 370 kg, TEHO pallet weight is at least 185 kg, TDG has been selected or the height is over 120 cm.
  • The “No top-loading” selection is automatic if the height of a parcel row exceeds 120 cm or if a parcel row contains TDG rows.
  • If “Not stackable” has been entered even in one parcel row, the information is printed out on the transport instructions.
• Weight
  • Max. 100 kg in a Parcel product
  • On other products up to 52,000 kg
• Pick-up from a terminal is used for shipments that the recipient will pick up from the delivery terminal.
• Delivered to a terminal is selected when the sender delivers the shipment to the pick-up terminal.
• Additional services subject to a fee can be selected for the shipment in the Additional services drop-down menu.

Even though not all fields are mandatory in the calculator, it is recommended to fill in at least the weight, the loading metres and the volume. Finally, click the “Calculate price” button and the calculator will calculate the freight cost.