Booking with a secondary freight payer

If a Secondary Freight Payer has given you access to their account, you can create bookings on their behalf. You won’t be able to schedule the booking to a service, but the Freight Payer will be alerted and will schedule your booking from their portal account.
This is a faster and easier way of coordinating with companies who have their own dedicated rail capacity, eliminating the need for manual emails back and forth.
Our first partner we are offering this service for is Centreport! Read the Manage your Centreport Bookings article for more info.

To create a booking, click on the Create Booking button at the top right of the dashboard.

When you click this button, the portal will take you through a step by step process to make your booking. The process is split into 3 pages, but you’ll skip the scheduling selection on page 2:

Page 1 - Freight Details

The Freight Details page has 3 sections. As you complete each section, the next section will appear below it.

Customer Details

In the Customer Details section you’ll select the 4 parties that need to know about the booking:

The Booking Party: Who’s making the booking. This will be your account.
The Freight Payer: Who’s paying for the booking. Make sure you choose the secondary Freight Payer. Note: If the secondary Freight Payer isn’t listed, contact them to add you to their account. KiwiRail can only accept their instruction to add you.
The Sending Customer: Who’s sending the freight. Choose a previous sender from the list, or search for one:
The Receiving Customer: Who the freight’s going to. The list works the same as the sender.

If you’re making a Centreport booking going to or from the port, make sure you’ve chosen the port as the sender or receiver. The services will only show up if you’re going to the Centreport’s siding sender code.

There are two types of rail locations: CT (Container Terminal) or Siding (Private Siding).

A CT Site is one of KiwiRail’s 16 CT site’s across the country where we load and discharge containerised freight. You can deliver and pickup your freight at our CT sites, or we can arrange a truck on your behalf.

A Siding is a privately owned and operated third party site. The siding owner load and unload freight from our wagons and let us know when the train is ready to go. Centreport Wellington is an example of a siding.

If your site isn’t listed in the Sending Customer or Receiving Customer lists, you can type in the address and we’ll get it to the nearest CT site.

Shipping Details

In the Shipping Details section you’ll tell us the details we need know about the booking:

Freight Available Date - Arrive By Date: Let us know when your freight will be available at the origin, and when you need it at the destination. We’ll only show you services that meet these dates.
Customer Reference, Purchase Order/Notes, and Release Number are all optional fields you can enter to keep track on your booking. These references will show up on your invoice.
Import/Export: Select if the booking is for an import container or an export container. More information is required for these bookings, read the linked guides to learn more.

Equipment Details

In the Equipment Details section you’ll tell us about the equipment you want us to move:

There’s a lot of options here, so we’ll go through them top to bottom:

Category: Either Container or Wagon. The wagon option will only show if you’re moving between 2 sidings.
Commodity: Choose the freight commodity you’re moving. If you want a new commodity added to this list just let us know.
Commodity Type: Either Reefer or Dry. Reefer bookings require more information.
Equipment Type: Choose the type of Containers or Wagons you want to move. If you’re wanting a new equipment type added to your account just let us know.
KiwiRail Supplied: Tick this box if you want to hire our equipment.
Quantity: How many of these containers or wagons you want to move.
Net Weight: The weight of the freight in the equipment.
Details: These are optional details you can add about the equipment like the equipment ID, different net weights per equipment, and any order specific order numbers you want to add.
DG: Click the DG button to add Dangerous Goods information to your booking. Dangerous Goods information is the UN Class and UN Number.
Reefer: If you chose the Reefer Commodity Type you will need to give us the reefer details as well. We need to know the set temp of your container, and whether you need a generator or not.

If you want to add more equipment types to your booking (For example you want to move 20' containers and 40' containers in the same booking) you can click the Add Equipment button.

Once you’re happy with the equipment details, click Review & Book to go to the final page.

Remember: If you’re creating a Secondary Freight Payer booking, you can’t schedule the equipment. The owner for the Freight payer will schedule it to their services on your behalf. Once they’ve done that you will see the update in your dashboard.

Page 3 - Review & Book

On the Review and Book page you will have a chance to double check all of the details before creating the booking.

If you want to make any changes you can click any of the “Click to Edit XXX” links to go back to that page, or you can click on the arrow at the top of the page to jump back to section 1:

Once you’re happy with all of the details click Complete Booking.

Note that your booking isn’t complete unless you get a “Thank you! You have successfully created this booking” message like below:

Once you’ve completed your booking you can make another booking, copy the booking you’ve just made, or return to the dashboard.

Some final notes about Secondary Freight Payer bookings:

Once you create the booking you will not be able to edit it. Any changes can only be made by the Freight Payer.
Make sure you enter all the details the Freight Payer needs to know about the booking so they can look after it properly.
If you’re have any issues with your booking, the Freight Payer should be your first point of contact. Any issues with the portal, contact KiwiRail.

We cannot grant access to someone else’s account without their written permission. If you think you should have access to a Secondary Freight Payer please contact them directly.