TECHNICAL DOCUMENTATION FOR VARUBREV

Transcription

1 Valid from 19 December 2014 version TECHNICAL DOCUMENTATION FOR VARUBREV PostNord Sverige AB Customer Service

2 Document version history Date Version Change 19/12/ Changed service name to Varubrev 17/11/ Corrected error, the service Sunday drop off is only valid for the service Varubrev First Class. 3/10/ Updated the parcel labels for the service Posten Varubrev Climate Friendly 1/9/ Added the new service Posten Varubrev Return 17/2/ Added the possibility to turn off the service Pre notification when SMS or notification is ordered (is valid from April 1, 2014). Added the additional service Söndagsinlämning. Removed the additional service Collection which is no longer valid for the service Posten Varubrev. 01/10/ Removed the prefix AE and AH. 01/03/ New shipment item prefix and product codes for the services Posten Varubrev First Class and Posten Varubrev Economy. It is now possible to send shipments to other countries than Sweden with the services Posten Varubrev First Class and Posten Varubrev Economy. 01/01/ The additional service Skrymme is now included in the price for the service Posten Varubrev. The additional service Skrymme is by this reason removed and no longer a valid additional service. When using the service SMS notification, the mobile phone number should always be entered in the format 07* and be 10 digits long. 26/03/ Clarification that only mobile phone number or address should be sent, not both. Update of already submitted EDI file is not possible. Information about which character encoding to be used. 01/03/ Corrected example of file name for feedback file. Added shipping label example for the Climate-friendly Posten Varubrev service and rules for positioning of shipping label. Information about testing and approval. Updated file format for feedback with new Reference field. 15/11/ Feedback file now also includes reference. 01/02/ Added two new additional services and clarification regarding notification via text message/ . Clarification that weight should be stated in EDI file in kg and not grams. 01/01/ Amended range of services and changes to terms and conditions for Posten Varubrev First Class 17/03/ Amendments due to changed handling of First Class Mail to Gotland and Norrland 03/02/ Changed service name to Posten Varubrev 28/01/ Additional example images. Font height on service name. 2

3 Customer no. not mandatory on shipment item. 01/09/ Added information on text message/ notification 01/07/ Added Feedback on dropped-off Varubrev section 11/12/ Change address for number series. New example image. 09/06/ Removal of EDI and PB on shipment item 25/08/ Removal of EDI Customer on shipment item 03/04/ Various minor changes 01/04/ Document created 3

4 Table of Content Introduction...5 Varubrev product codes, additional services and additional information...5 Shipping label...7 Information to be included on the shipment item/shipping label...7 Templates... 9 Shipment item identity code...10 Number series ordering...10 Number series usages...10 Number series re-use...10 Checks...10 Check digit according to weighted modulus 11 (for 8 digits) Example of how to calculate the check digit The shipment item identity code as a bar code Example of shipment item identity code as a bar code Positioning of shipping label Shipping label layouts Examples of shipping labels: Letter layout, 105 x 72 mm Examples of shipping labels: STE layout, 105 x 190 mm...16 Data communication to PostNord...22 File specification...22 Additional requirements for file specifications (PostNord Logistic s Reference Manual for XML/EDIFACT)...23 Data communication from PostNord...25 Ordering feedback...25 Feedback on Varubrev...25 Format for feedback...25 For customers with their own or purchased TA systems...25 For TA suppliers...25 Sending files...25 File name...25 File specification Testing and approval...27 For customers with their own or purchased TA systems...27 For TA suppliers

5 Varubrev Introduction This document describes the requirements placed by PostNord Sverige on shipping labels and EDI files, and the applications used to create these. The target groups are TA suppliers and companies wanting to create applications that generate shipping labels and EDI files for the Varubrev service. Please note that PostNord Logistik s file specification for EDI is also required for this file specification. For information about service terms and conditions such as liability, weight and volume limits, please refer to the price list, product brochure and special terms and conditions for the service, which can be downloaded at This specification has been drawn up in two languages, Swedish and English. Varubrev product codes, additional services and additional information Below is a brief description of the service Varubrev and the additional services which are supported. A more detailed description about services and additional services can be found at Additional services Service Prefix Product kod Domestic Sweden Climate-friendly AG 78 X X X X Domestic Sweden First Class UA 86 X X X X Domestic Sweden Economy UE 11 X X X X Domestic Sweden Return BM 87 X X X 35 X International First Class UA 86 X X* X International Economy UE 11 X X* X 35 Notification by letter service, SMS Notification by short message Notification by Pre notification by SMS/ No pre notification by SMS/ Bag at the door Customer specific charge Sunday drop off receipt 5

6 * For the service Varubrev International (First Class and Economy), only Pre notification by is supported, not Pre notification by SMS. Where the service code or additional service code above is a numerical code, eg 78, 60 etc, this figure shall be used in the EDI file. Where the valid combination of service and additional service is marked with the letter X, no additional service code should be used in the EDI file. For information how additional services are ordered in the EDI file see the section in this document with the title, Additional requirements for file specifications (PostNord Logistik s Reference Manual for XML/EDIFACT). The additional service Sunday drop off and Customer specific charge may be used only after approval by the PostNord Sverige. 6

7 Shipping label Information to be included on the shipment item/shipping label Declaration heading o A declaration heading is a heading on the parcel label that describes the information on the parcel label. o A declaration heading for domestic Sweden parcels should be written in Swedish o A declaration heading for international parcels should be written in English. Complete Swedish sender details, name and postal address. The sender should be the same as the invoice as per the customer number in the EDI file. In addition to the sender details, a clear and complete Swedish return address may be stated, preceded by the word Returadress ( Return address ). A full Swedish recipient address. Weight, in grams. The same customer number as in the EDI file, 8 digits. PostNord s logo. Details of the supplier, system and version number used to create the shipping label. If a customer-specific system is used, this information can be omitted. Service name o The words Varubrev, min. 4 mm high, should always be stated. o The cliché, Port Payé Sweden should be used. This does not apply for the service Varubrev Return. o For the service Varubrev First Class international, use either the cliché Prioritaire 1:a klass or the word Prioritaire, which should be written on the left side of the cliché Port Payé Sweden. o For the Varubrev Economy service, a letter B (13 mm in height) should also be included. o For the Climate-friendly Varubrev service, PostNord s templates o should also be used. For the Return Varubrev service, the service name should be Varubrev Retur and the cliché Mottagaren betalar portot should be used. Shipment item identity code. o See the section entitled Shipment item identity codes for details of the information contents and bar code layout. Additional services: where additional services are used, the following apply: o 60, Bag at the door should be stated 60-PÅSE PÅ DÖRREN on the shipment item in plain text. o 35, Customer-specific charge should not be stated on the shipment item in plain text. 7

8 o 16, Sunday drop off should not be stated on the shipment item in plain text. o 15, No pre notification by SMS/ , should not be stated on the shipment item in plain text. o receipt, should not be stated on the shipment item in plain text. When text message or notification is used, the wording e-avis ( e-notification ) may be written in inverted text on the shipping label. Validity date o When you are using the Return Varubrev service, the parcel label should state a validity period. The validity period is calculated as the date when the EDI arrived at PostNord + 60 days. The declaration heading should be Giltig tom: follwed by the validity date. For example: Giltig tom: See parcel label examples for information about placement and height size. Window envelope layout Customers who use packaging/envelopes with address windows can state the item identity code and recipient details in the address window; other information should be printed on the wrapping. 8

9 Templates Templates for the Climate-friendly Varubrev service should preferably be printed on the shipment item s packaging. If this is not printed on the shipment item s packaging, it should be placed on the shipping label see shipping label example. You can find all templates at in.jpg and.eps format 1. Template Climate-friendly. Mandatory for the Climate-friendly Varubrev service. 2. Template B. Mandatory for the Varubrev Economy Domestic Sweden service. Optional for the Varubrev Economy International service. 3. Template for PostNord s logo 4. Template Port Payé Sweden. Mandatory for all Varubrev services except Varubrev Return. 5. Template Prioritaire. Mandatory for the Varubrev First Class International service. Optional for the Varubrev First Class Domestic Sweden service. 6. Template Mottagaren betalar portot. Mandatory for the Varubrev Return service. 1) 2) 3) 4) 5) 6) 9

10 Shipment item identity code The shipment item identity code used by PostNord to identify the shipment item is designed according to Universal Post Union (UPU) standards. Each individual Varubrev shipment item should have a shipment item identity code in bar code and text format. The shipment item identity code is 13 characters long, as follows: A prefix (two letters). There is a different prefix for each Varubrev service. An eight-digit serial number. A check digit, based on the serial number. A two-letter suffix consisting of the sender country designation, which is always SE. The prefix for the shipment item ID code changes depending on which Varubrev service is used: Prefix Service AG Climate-friendly Varubrev UA Varubrev First Class UE Varubrev Economy BM Varubrev Return Examples of shipment item identity codes: AG SE UA SE UE SE BM SE Number series ordering Number series for shipment item identity codes can be ordered from Number series usages A number series is always linked to the relevant Varubrev service, and must not be used for another Varubrev service. For example, if you have been assigned a number series for the Varubrev First Class service, you cannot use this number series for the Climate-friendly Varubrev service or the Varubrev Economy service. Number series re-use When the number series starts to run out, a new series must be ordered. Re-using the number series that Posten allocates is not permitted. If a shipment item identity code is re-used, it will not be possible to deliver the shipment item. Checks The system should have a number of built-in checks when generating EDI files and shipping labels. 10

11 The full sender and recipient details including, customer number, shipment item ID code and service name are stated. Built-in block to prevent the allotted shipment item ID series being exceeded. Once the number series has been expended, it should not be possible to print out shipping labels and generate EDI files. That the stated customer number is 8 digits long. That the weight is stated. Check digit according to weighted modulus 11 (for 8 digits) The various digits in the item identity code are multiplied by a factor (see example). Add these products together. Divide this total by 11. Subtract the remainder from 11. If the result is between 1 and 9, this figure is used as a check digit. If the result is 10, the check digit is 0. If the result is 11, the check digit is 5. Example: Calculation of the check digit for shipment item identity code Example of how to calculate the check digit Calculation of check digit for number Numbers to check Weight factors x8 x6 x4 x2 x3 x5 x9 x7 Result = 200 o 200 divided by 11 gives a remainder of 2 o 11 minus 2 = 9 o The check digit is 9 11

12 The shipment item identity code as a bar code Type of bar code Code 128 Module width Height Width of entire bar code The module width is the width of the thinnest bar in the bar code. A minimum width of 0.3 mm, 0.37 mm is recommended. At least 14 mm. However, 25 mm is recommended. The width depends on the module width used. If the module width is 0.3 mm, the width will be approximately 55 mm with a quiet zone/margin. Quiet zone/margin Contents Information in plain text Position There should be a free area to the right and left of the bar code, with a minimum width of 10 times the width of the X module. Shipment item identity code. The shipment item identity code should be written in plain text under the bar code, height 3 mm. The bar code should be positioned at right angles to the long side/short side at the bottom of the shipping label. Example of shipment item identity code as a bar code A G S E Example with frame, not to scale, to highlight quiet zone/margin. N.B. The frame should NOT be printed out. A G S E 12

13 Positioning of shipping label Position the shipping label on the upper side of the shipment item, on a flat surface where it will adhere well. Ensure that there are no other shipping labels on the shipment item. If the shipping label must be folded, ensure that the bar code is not folded. Ensure that the shipping label and the bar code are not covered by string or cable ties. Nor should the shipping label be positioned over string or cable ties. The shipping label should not be placed in a plastic wallet. If the rules for positioning the shipping label and the technical specification are not followed, there is a risk that the delivery time for the shipment item will be delayed or that it will be returned to the sender. If you need to place your own bar codes on the shipping label or the shipment item, please notify your assigned customer solution specialist of this. All customer-specific adaptations must be approved before being brought into use. Shipping label layouts Three shipping label layouts are supported for the Varubrev service: Letter layout, 105 x 72 mm. STE layout, 105 x 190 mm. Window envelope layout 13

14 Examples of shipping labels: Letter layout, 105 x 72 mm Varubrev First Class with additional service: 60-PÅSE PÅ DÖRREN Varubrev Economy with text message notification Climate-friendly Varubrev with text message notification 14

15 Varubrev Economy International Varubrev First Class International Varubrev Return 15

16 Examples of shipping labels: STE layout, 105 x 190 mm Varubrev First Class with text message notification 16

17 17 Varubrev Economy with additional service: 60-BAG AT THE DOOR

18 18 Climate-friendly Varubrev

19 Varubrev 1:a-klass International 19

20 Varubrev Ekonomi International 20

21 21 Varubrev Return

22 Data communication to PostNord An EDI file should be submitted before every drop-off for the Varubrev service, and this should reach PostNord no later than one hour prior to the physical shipment items being dropped off. The earliest a file can be sent is 14 days before the shipment item is dropped off. All data communication to/from PostNord takes place via PostNord s Transaction and File Handling System (TFS). The sender of the EDI file must be registered as a TFS user in order for the customer to be able to submit an EDI file. PostNord s sales representatives and customer solution specialists will help to set you up as a user if you are not currently a Pacsoft Online user or a user of a corresponding system. File specification The Varubrev service uses the same file specifications as PostNord Logistic s services. The supported file formats are: XML EDIFACT Flat file (not recommended) A description of the file format can be obtained from your assigned PostNord customer solution specialist. 22

23 Additional requirements for file specifications (PostNord Logistic s Reference Manual for XML/EDIFACT) Character encoding to be used is ISO The customer number stated in the EDI file must be your 8-digit customer number. The weight stated in the EDI file must be stated in kilograms (kg). For example, a weight of 255 grams should be stated as SMS, and notification by letter If a mobile phone number or an address (for the recipient) is sent in the EDI file, a text message or an notification will be sent to the recipient once PostNord has registered that the shipment item has been dropped off. This is called Pre notification and lets the recipient know that a shipment item is on its way. In the event, that an item can not be delivered to the customer, the customer will be notified to collect the item at a service point. A letter will be sent to the customer if neither phone number or address have been provided. Only notification for the Dropped off event is supported for Varubrev International services. Pre notification for the service Varubrev Return is not supported. PostNord recommends that the recipient s mobile phone number or address is sent in the EDI file. You may only send either a mobile phone number or an address, not both. If a mobile phone number or address is sent in, the code (68 for text message notification and 67 for notification) for the additional service Notification should not be included in the EDI file. When using the service SMS notification, the mobile phone number should always be entered in the format 07* and be 10 digits long. This is an important distinction between this document and the EDI specification which also gives you the possibility to use the format +467, and 467. NOTE. If you want an SMS or notification to be performed but not a Pre notification then it is possible turn off the Pre notification by adding the additional service code 15 for the current shipment. Varubrev Return o receipt If you are using the service Varubrev Return and wish to receive an receipt, enter your address in the consignor section of the EDI message. No additional service code needs to be entered. o The consignor address that you are using on the Varubrev Return service (on the shipping label and in the EDI file) should be the 23

24 o same as the submitter of the shipment. The consignee address (on the shipping label and EDI file) should be recipient s address. The customer number should be listed in the consignor section of the of the EDI message (even though the consignor normally is not the payer of the parcel). It is of the utmost importance that you state the correct recipient in the EDI file. E.g.: o The postal location and postal code must match. o Street names and location names must not be abbreviated. It s mandatory that the receiving country code is present in the EDI file. Varubrev service shipment items can be submitted in the same EDI file as PostNord Logistic s services. However, it is recommended that Varubrev service shipment items are sent in a separate EDI file. If the goods sender s reference (CU) also referred to as the customer reference is used in the EDI file, this will be included in the feedback file in the Reference field. See the Data communication from PostNord section. A maximum of two EDI files should be sent per hour if you send multiple files on the same day. Update of already submitted EDI file is not possible. Functioncode 5 is not supported. 24

25 Data communication from PostNord Ordering feedback Feedback is ordered and produced by customer number. This means that one feedback file will be created per unique customer number. Feedback on Varubrev Only the status event Dropped-off (01) is reported back, which means that the shipment item has been received by PostNord. Format for feedback Feedback can be obtained in flat file format. For customers with their own or purchased TA systems Contact your PostNord Sverige sales representative. Your sales representative will assign you a customer solution specialist, who will ensure correct implementation. For TA suppliers Send an to: transportadministration.meab@posten.se State that you wish to implement support for Varubrev feedback. Sending files Files are sent in the morning, and relate to the previous day s drop-offs/sorting. File name PostNord names the file ex15 customer number.yyyymmddhhmm Example of file name: ex If you require a different file name, PostNord can rename the file as required. 25

26 File specification The file contains the following entry types: o A 000 entry, which is the start entry. This includes information about the file sender and when it was created. o 010 entries. One entry per shipment item. Each item contains information about the status of the shipment item. o A 999 entry indicates the end of the file. Entry Field Format Contents/explanation type 000 Entry type Char (3) 000 Sender Char (4) VAPO Delimiter Char (1) Space Application that Char (4) ex15 has created the file Delimiter Char (1) Space Date Char (12) When the file was created, in the format YYYYMMDDhhmm Delimiter Char (1) Space Serial number Char (10) File serial number 010 Entry type Char (3) 010 Drop-off Char (35) Shipment item ID number Event Char (2) 01 = Dropped off Date Char (8) Format: YYYYMMDD Time Char (4) Format: hhmm Location Char (6) Currently a space, prepared for sending sorting terminal s ID Reference Char (25) The reference that was stated in the customer s EDI file (Used for old format ) Delimiter Char (64) Space Delimiter Char (64) Space Weight Number Weight in grams (5) Reference Char (35) The reference that was stated in the customer s EDI file (Used for new customers) Delimiter Char (160) 999 Entry type Char (3) 999 (end of file) Location reserved for future expansion. Currently a space. 26

27 Testing and approval Before the system can start to be used or sold, the shipping labels and EDI files for the Varubrev services and additional services that the system supports must have been approved by PostNord Sverige. Before final approval, test shipment items for each service must have been sent in the physical flow and been approved. (Note: Does not apply to customers who use Pacsoft Online.) For customers with their own or purchased TA systems Contact your sales representative at PostNord Sverige, who will assign you a customer solution specialist to help you with testing, implementation and approval. For TA suppliers Send an to: transportadministration.meab@posten.se stating which Varubrev services and additional services you wish to support. You should also attach a test EDI file containing those services you wish to support and shipping labels for each service. 27