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Submitting Road Freight Tariffs: Guide for Carriers

This article guides you, as a logistics service provider, through the process of submitting offers for long-term rate requests (tenders) in the road freight sector.

1. General Information and Validity

In the upper section of the form, you first define the general conditions for your entire offer:

  • Validity: Check the date under "Prices valid until" and adjust it if necessary (e.g., to the end of the year).

  • Quote Number: It is mandatory to enter your internal reference number in the "Carrier Quote Number" field.

  • Notes (IMPORTANT): Use the "Other Carrier Notes" field for general comments regarding your tariff.

Pro-Tip: Since OYASO does not offer a separate field for every conceivable fee, individual items are often bundled. Use this notes field to explain what your flat rates consist of (e.g., "Other costs consist of: Tolls, 1A1 exchange fee & driver notification").

2. Entering Freight Prices (Manual or via Excel)

Scroll down to the "Freight" section. You have two options for entering your prices:

Option A: Manual Entry (For a few routes)

  • Select the currency (e.g., Euro) and the calculation basis (e.g., "per kg").

  • Enter the prices for the corresponding weight brackets.

  • Define a minimum price ("Min. freight") if required.

Option B: Excel Upload (Recommended for price lists)

  1. Switch to the "Excel Upload" tab.

  2. Important: Select the currency and the calculation basis first!

  3. Only then click on "Download now" (arrow icon) to get the template.

  4. Fill out the Excel spreadsheet.

  5. Upload the finished file via drag & drop.

Attention: The grey header rows and the origin/destination specifications must not be changed!

3. IMPORTANT: Handling Unserviced Routes

If you cannot or do not want to offer rates for specific routes from the request, you can simply leave these fields empty in the Excel spreadsheet—however, this alone is not enough!

  • The Rule: The system strictly expects a response for every requested route. An empty Excel cell initially blocks the button for submitting the offer.

  • The Solution: You must scroll to the respective route in the OYASO system and explicitly click the "Decline quote" (or "Can't submit a quote") button. Only through this active rejection in the software does OYASO know that the gap is intentional.

  • You can leave a short personal message while doing so (e.g., "Route is not serviced").

4. Defining Surcharges (e.g., Diesel Floater)

You can configure an automatic diesel floater that adjusts dynamically:

  • Index: Select the price index (e.g., Aral).

  • Base: Set the base price (e.g., 1.40 EUR) at which the surcharge is 0.00%.

  • Increase: Define the steps (Example: For every 0.05 EUR increase in the diesel price, the surcharge increases by 1%).

  • Preview: The system automatically calculates a surcharge table as a control for you and the customer.

5. Additional Costs and Completion

Finally, add further parameters if applicable:

  • Transit Time: Enter the "Max. transit time in hours".

  • Other Costs: Flat-rate surcharges (e.g., in percent) can be defined here.

  • Insurance: Enter costs for transport insurance if applicable.

  • Attachments: Upload your General Terms and Conditions (GTCs) or additional documents as a PDF at the bottom.

  • Submit Offer: Click the send button at the very bottom.

Pro-Tip: Is the submit button greyed out? Check if you have followed Step 3 and really either provided a price for all requested routes or explicitly rejected them.