Despatch Manager Online - Royal Mail · PDF fileDespatch Manager Online . ... International Document ation Details ... (CN22/CN23 and the Commercial Invoice) through DMO. This will

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Despatch Manager Online

Guide to Import Shipments Set Up For use with Despatch Manager Online Batch Import mode

Version 2.01 June 2015


Contents Introduction and Overview ............................................................................................................. 3 Creating an Import Shipment File Format .................................................................................... 3

ISD Wizard Step 1 ....................................................................................................................... 5 ISD Wizard Step 2 ....................................................................................................................... 7 ISD Wizard Step 3 ..................................................................................................................... 20 ISD Wizard Step 4 ..................................................................................................................... 21

Service fields and suggested mappings ............................................................................. 22 International Service Codes ................................................................................................. 25

ISD Wizard Step 5 ..................................................................................................................... 28 How to import the CSV/TXT file .................................................................................................. 29 Notes on file editing when using the ISD function .................................................................... 30 Appendix 1: Glossary ..................................................................................................................... 33 Appendix 2: Default Country codes within DMO: ....................................................................... 35 Appendix 3: Field Formats ............................................................................................................ 41 Appendix 4: International Documentation .................................................................................. 43

Outline ......................................................................................................................................... 43 Introduction ................................................................................................................................ 43

a) Customs Declaration documentation ............................................................................. 43 b) Commercial Invoice documentation................................................................................ 43 c) Additional documentation ................................................................................................ 43

Administration ............................................................................................................................ 43 Options.................................................................................................................................... 43 Blank documents ................................................................................................................... 44

Eligibility for International Documentation ............................................................................. 45 European Union (EU) ............................................................................................................ 45 Non-EU .................................................................................................................................. 45

International Documentation Details ...................................................................................... 45 CN22 ....................................................................................................................................... 45 Number of Copies.................................................................................................................. 48 CN23 ....................................................................................................................................... 48 Commercial Invoice ............................................................................................................... 52

End of Day (EOD) ....................................................................................................................... 55 References .................................................................................................................................. 55

Appendix 5: Tariff Maintenance .................................................................................................... 57 Appendix 6: Saving your CSV as UTF-8 ..................................................................................... 58


Introduction and Overview The Import Shipping Data (ISD) Wizard is used to create or edit a User Defined Format (Template) for importing shipping files or for use with On Demand (except On Demand customers who present files in Royal Mail’s legacy shipping system file format) New functionality was introduced in February 2015 for both On Demand and Batch Import Shipping as follows:

a) Import Shipments Data capture and production of international characters and international documentation.

o Creation of customs declaration and commercial invoice documents o Localised Address label option e.g. international characters

b) Additional Enhancement for Special Delivery - Saturday Guaranteed

The section below explains how to create a User Defined Format (UDF), including how to use the new functions introduced in February 2015 into DMO.

Creating an Import Shipment File Format First, navigate to the ‘Import Shipments’ section of DMO:


To create a new User Defined Format (UDF), click on the ‘New’ button:

The screenshot above shows you ‘ISD User Defined Formats’ and ‘ISD2 User Defined Formats’. Below are explanations of the User Defined Formats, as well as instructions of how to create each one:

• ISD User Defined Formats – original layouts that you may have and any new ones you create without the post Feb 2015 international documentation functionality.

• ISD2 User Defined Formats – layouts which include the post Feb 2015 international documentation functionality. The new sub-sets of data cause these layouts to sit beneath ISD2 User Defined Formats.

To review a Format click on its name and then ‘Edit Layout’


ISD Wizard Step 1 Now that you have either selected ‘New’ or ‘Edit Layout’ you will be presented with the below screen.

1. The file layout format needs to be chosen: • Fixed Width Fields - The Fixed width field option requires each value to be given

a character length, which the import file will adhere to, the Fixed width field option is not usually chosen.

• Delimiter-Separated Values - Import files are commonly CSV (comma separated) in the format of an Excel Spreadsheet or TXT (Text). Both of these will use a “,” to separate each piece of data. The Delimiter-separated values format will be chosen for CSV/TXT files.

2. The “Default Country code” is usually left as the UK (this means you don’t have to

specify the country if it is within the UK)

3. The “Recipient code” box needs to be left un-ticked.

4. If you want to create shipment labels which include international characters, please tick ‘Localised address’ box. If you are using international characters in your CSV file


you will need to ensure you save your file as UTF-8. Please see appendix 6 for instructions on how to do this.

5. International documentation is accessible as an option through DMO. If you want DMO to produce these documents then please tick the ‘International Documentation’ box and any of the 3 boxes underneath if required (explanations for each are provided in the previous screenshot and in the Appendix 4 of this guide)

Click on the button


ISD Wizard Step 2 This screenshot shows how Step 2 of the wizard will look for the Delimiter-Separated option for an ISD User Defined Format, where Localised Addresses are being used but no International Documents have been selected in Step 1.

When you select the Seperator delimited format, the wizard will always default the separator to a comma (,) and the delimiter to a quote (“). You will generally find that these defaults are correct, as they are the most common practice. You are required to specify the order of the data columns by clicking on them in the correct order.



Below is an example of how the screen will look if the ISD2 options are used to create the international documents (CN22/CN23 and the Commercial Invoice) through DMO. This will create ‘Record Type 0 Fields’ and ‘Record Type 1 Fields’


In the above partially completed example, the below fields have been selected in the list of fields and have therefore moved to the ‘Representation of File Layout’ in the sequence below:

• Service Reference • Service • Recipient/Tracked Returns • Recipient/Tracked Returns Address Line 1 • Filler (xxxxx) - this option tells DMO to ignore the piece of information within this

position of the CSV/TXT file. Therefore, this ‘Filler’ option can be selected more than once, unlike the other fields which can only be selected once.

• Filler (xxxxx) - as above Note – The order of the fields MUST match the order they appear in the CSV file. See the below CSV file as an example:


If Type 1 Fields are being used as well, you will have 2 layers of information sitting beneath the ‘Representation of File Layout’: Type 0 and Type 1.


Below is an example CSV showing how the data will be expected to be presented for Type 0 (shipment data) and Type 1 data (International Documentation). The shipper will have to add a new column which will appear under column A. In here the number ‘0’ or the number ‘1’ will be entered to specify what type of information is included in that line. (Column A does not have to be mapped in the Import Shipments wizard). 0 – this will appear against any of the shipment data e.g. Service and recipient details 1 – this will appear against any of the international documentation details e.g. Line Item Unit Quantity, Line Item Description, Tariff Number, Tariff Description, Country of Origin, Line Item Weight and Line Item Declared Value. In the example above, the first shipper is sending one parcel including 3 items. As a result, there are 3 new lines under the shipping information. The second shipper is sending one parcel including 2 items, which means there are 2 new lines under the shipping information. Due to the fact that only one header can be ignored, it is not possible to have a header explaining what international documentation information is included in each cell. The shipper will have to make a note of this themselves, without relying on the headers.


The table below shows the Type 0 fields that are used by DMO and provides an overview of their meaning. The format column details the number of alpha characters (A) or numbers (N) required. If there are a maximum number of characters allowed for that field, the number is provided in brackets next to the format type in the Format Column. Fields in bold blue are mandatory. Where Tracked Returns service is selected, the Recipient name, Complimentary name, Address lines 1-3, Post town and Postcode are not required as the data is taken automatically from Royal Mail’s Account set up system.

Field Optional Format

Comment

Service Reference N A(10) SAP Agreement number Service N A(10) Service required i.e. Tracked 24, SD etc Department Reference Y AN(10) Use Departmental References created in

OBA Service Enhancement Y AAA Needed for optional service

enhancements e.g. Royal Mail Signed For or Local Collect (Tracked 24/48 or Special Delivery) or a Consequential Loss enhancement (for Special Delivery)

Service Enhancement 2 Y AAA Needed for users who wish to add Special Delivery Notification (SMS & Email) above existing enhancements of Consequential Loss. Needed for Tracked Service users who want to add Local Collect enhancement as well as Notification (SMS & Email)

Service Enhancement 3 Y AAA Needed for users who wish add Local Collect delivery enhancement to Special Delivery Notification (SMS & Email) as well as Consequential Loss enhancement.

Service Enhancement 4 Y AAA Needed for users who wish to add Saturday Guarantee to their Special Delivery items which as well as notifications, consequential loss and Local Collect.

Service Enhancement 5 Y AAA Not currently used Service Format Y AAA Letter, Large Letter, Parcel Service Class Y AAA 1st Class, 2nd Class Recipient/Tracked Returns

N A(35) Tracked Returns name if Tracked Returns Service, else Recipient name

Recipient/ Business Response Complementary Name

Y A(35) Additional name

Recipient/ Tracked Returns Address line 1 (2/3)

N A(35) Address i.e. house/flat number, street/ road NOTE: labels will only print first 35


characters Recipient/ Tracked Returns Post Code

N A(2-4)_A(3-4) Mandatory – valid UK post code.

Recipient/ Tracked Returns Post Town

N A(35) Post town

Recipient/ Tracked Returns Country Code

N AAA If left empty defaults to GB

Recipient Zone Code Y AAA Optional (not usually needed) Recipient Contact Name Y A(30) Name of recipient (not usually needed) Recipient Tel # Y N(11) Optional, unless SMS notification, must

start 07 and followed by 9 further digits. Only import numbers if you wish to issue notifications.

Recipient Email address Y A(50) Optional, unless email notification. Only import addresses if you wish to issue notifications.

Localised Address Recipient

Y AN (40) No validation

Localised Address Complementary Name


Localised Address Address Line 1,2,3


Localised Address Postcode


Localised Address Post Town


Localised Address Contact Name


Shipping Date N DDMMYYYY MMDDYYYY DDMMYY MMDDYY YYMMDD

Customer defined date separator can be used; ‘/’ ‘-‘ ‘.’

Reference N AN(30) Customers own reference (e.g. order number)

Items N N(2) Number of items Weight (Kgs) N NN.N

NN.NN NN.NNN NN NNNNN

Weight format is defined in ISD format definition (ISD Wizard, step 3) User can choose between grams and kilograms.

Safe Place Y A(24) Optional, Only for RM Tracked services Signature Y A Optional, Only for RM Tracked services Importer Address Flag Y A(1) Cannot be used if the ‘No’ Commercial

Invoice Flag is set to ‘Y’. Blank indicates the Sold To Address is not required. ‘Y’ indicates the additional address set is required,

Importer Recipient Conditional 40 Characters Required if the recipient is NOT the


Alphanumeric purchaser of the goods for the Commercial Invoice ISD Input Data field “Importer Business Name”

Importer Complementary Name

Optional 40 characters Alphanumeric

ISD Input Data field “Importer Complementary Name”

Importer Address Line 1 Conditional 40 characters Alphanumeric

ISD Input Data field “Importer Address Line 1”

Imported Address Line 2 Optional 40 characters Alphanumeric


Imported Address Line 3 Optional 40 characters Alphanumeric


Importer Post Town Optional 40 characters Alphanumeric

ISD Input Data field “Importer Post Town”

Importer Postcode Conditional – required only if the shipper uses the Postcode mapping functionality for international destinations

20 characters Alphanumeric

ISD Input Data field “Importer Postcode”

Importer Country Code Conditional 2 characters Alphanumeric Matched against the SAPI/ DMO Country table to provide the full Country Name

ISD Input Data field “Importer Country”

Importer Telephone No/Mobile Phone No

Conditional 32 characters Alphanumeric

ISD Input Data field “Importer Telephone No/ Mobile Phone No”

Importer Fax No/Email Conditional 32 characters Alphanumeric

ISD Input Data field “Importer Fax No/ Email Address”

Importer VAT No Optional 32 characters Alphanumeric

ISD Input Data field “Importer VAT No”

Category/Nature of Item Mandatory 3 Numeric - Refer to Figure 6 below for valid entries

ISD Input Data field “Category/ Nature of Goods”

Explanation Conditional – 30 characters ISD Input Data field “Explanation”


only required if the Category/ Nature of Goods is either “Mixed” or “Other”

alphanumeric

Postal Charges Optional 99999.99 Numeric or blank

ISD Input Data field “Postal Charges” Any value entered is combined into the Postal Charges/ Other Fees field on the CN23 and CI (not present on the CN22). Numeric or Warning Message

Other Fees Optional 99999.99 Numeric or blank

ISD Input Data field “Other Fees”. Any value entered is combined into the Postal Charges/ Other Fees field on the CN23 and CI (not present on the CN22). Numeric or Warning Message

Currency Mandatory 3 characters Alphanumeric or blank. If blank, default to “GBP” Any other value – checked against the currency entries in the SAPI/ DMO Country table, error if not matched

ISD Input Data field “Currency”. The default is “GBP”, Other options may be used that conform to the ISO currency values listed in the SAPI/ DMO Country table based on the published ISO 4217 Currency tables

Comments Optional 50 Characters/ Alphanumeric

Blank, otherwise alphanumeric Reject with Error Message if not

Licence Optional 35 Characters/ Alphanumeric


Certificate Optional 35 Characters/ Alphanumeric



Senders Signature Optional 35

Characters/ Alphanumeric


Disable International Documents

Optional 1 Character Alphanumeric

Values are blank, “N” or “Y” Default value is blank. Blank and “N” indicate that the International Documentation IS required for this shipment. “Y” indicates that International Documentation will be suppressed for this shipment. Warning Message if any other values are encountered and default to blank

Commercial Invoice Date Mandatory DD/MM/YYYY format

ISD Input Data field “Commercial Invoice Date” – if blank default to Shipping Date of shipment as processed by SAPI/ DMO

Purchased Order Ref Optional

30 characters Alphanumeric

Default to ISD Input “Purchase Order Ref”

Recipient VAT No Optional 32 characters Alphanumeric

ISD Input Data field “Recipient VAT No”

Invoice No Optional 20 characters Alphanumeric

ISD Input Data field “Invoice No”

No Commercial Invoice Flag


Values are blank, “N” or “Y” Default value is blank. Blank and “N” indicate that a Commercial Invoice will be produced for each shipment “Y” indicates that the Commercial Invoice will be suppressed.

Commercial Invoice Copies


Values are blank, or “1” - this indicates the number of copies of the Commercial Invoice required for each shipment. The default value is blank – which will create 3 copies.

Terms Mandatory 3 characters ISD Input Data field “Terms” based on


Alphanumeric the value selected from the following range – see Figure 7 table below:

CN23 Only Flag Optional 1 Character Alphanumeric

Values are blank, “N” or “Y” Default value is blank. Blank and “N” indicate that the CN22 or CN23 will be used depending on the Declared Value. (CN22 for Declared Values of £270.00 or less; CN23 for larger values as at Sept 2014). “Y” indicates that the CN23 Customs Declaration document will always be used. Warning Message if any other values are encountered and default to blank

Filler Optional - Used to ignore fields that are not required

The table below shows the Type 1 (international documentation) fields that are used by DMO and provides an overview of their meaning. The format column details the number of alpha characters (A) or numbers (N) required. If there are a maximum number of characters for that field, the number is provided in brackets next to the format type in the Format column. Fields in bold blue are mandatory

Field Optional Format

Comment

Line item Unit Quantity

Mandatory 3 Characters/ Numeric 999 Maximum 999

Content must be numeric integer Reject with Error Message if not

Line item Description Mandatory 30 Characters/

Alphanumeric Alphanumeric Reject with Error Message if not

Tariff Number Optional 11 Characters/ Alphanumeric

Blank otherwise alphanumeric Reject with Error Message if not


Tariff Description Optional 40 Characters/ Alphanumeric

Blank otherwise alphanumeric Reject with Error Message if not

Country of Origin Optional 2 Characters/ Alphanumeric

Must match 2 character ISO Code Reject with Error Message if not matched

Line item Weight Mandatory 4 Characters/ Numeric 99.99 including 2 decimal places

Content must be numeric – contains the net weight for all of the units in the line item Reject with Error Message if not

Line item Declared Value

Mandatory 9 characters/ Numeric 9999999.99 including 2 decimal places

Content must be numeric – contains the net declared value for all of the units in the line item Reject with Error Message if not

Line item Unit Quantity

Mandatory 3 Characters/ Numeric 999 Maximum 999

Content must be numeric integer Reject with Error Message if not


ISD Wizard Step 3 Step 3 of the wizard requires you to select the date (if you have selected to use ‘Shipping Date’) and the weight format. The date format must be consistent across all fields used in the import file. Note you can add a separator i.e. ‘/’ or ‘-‘or ‘.’ or leave blank. Weight can be in grams with no decimal point or kilograms with no fractions, or 1, 2 or 3 decimal points.

Once you are happy with your selections, press


1. Select an attribute from your import file

2. The enclosing box will be titled as per your selection.

ISD Wizard Step 4 Step 4 of the wizard asks you to map codes used in the import file to the codes used in DMO. e.g. If you decide to code Special Delivery by 9am (£500 compensation) as SD1, then you will need to ensure you put SD1 in the ‘Service’ column in your CSV/TXT file.

4. Select the relevant DMO attribute to map to.

3. Enter your import file field code.

6. Mapping now appears here.

NOTE: Users need to be aware DMO times out after 20 minutes of inactivity. Mapping templates does not count as activity so if a complex set of mapping is being undertaken the user needs to click on the Next button and save the template then click on the Back button to continue to edit the layout.

5. Click on the “Add” button


Please not that as part of the post Feb 2015 International Documentation functionality, there is now a requirement to code in the Currency codes that you intend to use. This will only be required if you choose to produce the International documents through DMO.

Service fields and suggested mappings

Service Input file

DMO Field Input file


DMO Field

SD1 Special Delivery Guaranteed by 1pm £500

STL1 Std Tariff letters 1st class PK2 Royal Mail 48 (Sort 8) (P) Flat Rate


STL2 Std Tariff Letter 2nd class PK3 Royal Mail 24 (Sort 8) (LL/P) Daily Rate


CRL1 Royal Mail 24 PK4 Royal Mail 48 (Sort 8) (LL/P) Daily Rate

SD4 Special Delivery Guaranteed by 9am £50

CRL2 Royal Mail 48 PK9 Royal Mail 24 (LL) Flat Rate


FS1 Royal Mail 24 (Sort 8) (LL) Flat Rate

PK0 Royal Mail 48 (LL) Flat Rate



FS2 Royal Mail 48 (Sort 8) (LL) Flat Rate

PF2 Royal Mail 48 (P) Flat Rate

TPN Royal Mail Tracked 24 PK1 Royal Mail 24 (Sort 8) (P) Flat Rate

PF1 Royal Mail 24 (P) Flat Rate

TPS Royal Mail Tracked 48 TSN Royal Mail Tracked Returns 24

TRL Royal Mail Tracked 28 (Letterboxable)

TSS Royal Mail Tracked Returns 48

TRB Royal Mail Tracked 48 (Letterboxable)

Service Class Service Format Input file


DMO Field

1 24 (First class)

F Inland Large Letter

2 48 (Second class)

L Inland Letter

D Special Delivery Guaranteed

P Inland Parcel

H HM Forces (BFPO)

N Inland format N/A

I International IP International Parcel

T Tracked IF International Large Letter

IN International N.A

IL International Letter

LL International Large Letter

PP International Printed Papers


Service Enhancement

Service Enhancement 2



Input file



DMO Field Input DMO Field File

1 Consequential loss £1000

EML Email notification




SMS SMS notification




SNE SMS & Email notification




LC Local Collect LC Local Collect LC Local Collect


SG Saturday Guarantee






REC Recorded

LC Local Collect

Note: The information provided in Service Enhancement 2 will only be used if Service Enhancement 1 has already been selected. Service Enhancement 3 should only be used for Special Delivery Guaranteed where at least 3 enhancements are required. (e.g. .Consequential Loss, SMS/Email Notifications and Local Collect)

Service Enhancement 4 should only be used for Special Delivery Guaranteed where all 4 enhancements are required (i.e. Consequential Loss, SMS/Email Notifications, Local Collect and Saturday Guarantee)

Note: Where Local Collect enhancement is used, users need to integrate their systems with Local Collect API web services to identify the relevant Post Office delivery address to populate in the import file.


International Service Codes

Input File DMO Field Format options DE1 Intl Bus Parcels Zero Sort High Vol Prty RDC Parcel DE3 Intl Bus Parcels Zero Sort Econ Hi Vol Prty RDC Parcel DE4 Intl Bus Parcels LowVol Prty Parcel DE6 Intl Bus Parcels Low Vol Econ Parcel DG1 Intl Bus Mail Large Letters Country Sort High Vol Prty RDC Large Letter DG3 Intl Bus Mail Large Letters Country Sort High Vol Econ

RDC Large Letter

DG4 Intl Bus Mail Large Letters Country Sort LowVol Prty Large Letter DG6 Intl Bus Mail Large Letters Country Sort Low Vol Econ Large Letter DW1 Intl Bus Parcels Bespoke Postal Parcel IE1 Intl Bus Parcels Zone Sort Priority Parcel IE3 Intl Bus Parcels Zone Sort Econ Parcel IG1 Intl Bus Mail Large Letters Zone Sort Priority Large Letter IG3 Intl Bus Mail Large Letters Zone Sort Econ Large Letter IG4 Intl Bus Mail Large Letters Zone Sort Priority Machine Large Letter IG6 Intl Bus Mail Large Letters Zone Sort Econ Machine Large Letter MB1 Intl Bus Parcels Print Direct Priority Parcel MB2 Intl Bus Parcels Print Direct Standard Parcel MB3 Intl Bus Parcels Print Direct Economy Parcel MP0 Intl Bus Parcels Signed Extra Comp Country Parcel MP1 Intl Bus Parcels Tracked Parcel MP4 Intl Bus Parcels Tracked extra comp Parcel MP5 Intl Bus Parcels Signed Parcel MP6 Intl Bus Parcels Signed extra comp Parcel MP7 Intl Bus Parcels Tracked Country Priced Parcel MP8 Intl Bus Parcels Tracked Extra Comp Country Parcel MTA Intl Bus Parcels Tracked & Signed Parcel MTB Intl Bus Parcels Tracked Signed Xtr Comp Parcel MTC Intl Bus Mail Tracked & Signed Letter & Large Letter MTD Intl Bus Mail Tracked & Signed Xtr Comp Letter & Large Letter MTE Intl Bus Parcels Tracked & Signed Ctry Parcel MTF Intl Bus Parcel Track&Sign Xtr Cmp Ctry Parcel MTG Intl Bus Mail Tracked & Signed Country Letter & Large Letter MTH Intl Bus Mail Track & Sign Xtr Comp Ctry Letter & Large Letter MTI Intl Bus Mail Tracked Letter & Large Letter MTJ Intl Bus Mail Tracked Extra Comp Letter & Large Letter MTK Intl Bus Mail Tracked Country Priced Letter & Large Letter MTL Intl Bus Mail Tracked Extra Comp Ctry Letter & Large Letter MTM Intl Bus Mail Signed Letter & Large Letter MTN Intl Bus Mail Signed Extra Comp Letter & Large Letter


MTO Intl Bus Mail Signed Country Priced Letter & Large Letter MTP Intl Bus Mail Signed Extra Comp Country Letter & Large Letter MTQ Intl Bus Parcels Zone Sort Plus Priority Parcel MTS Intl Bus Parcels Zone Sort Plus Economy Parcel OLA Intl Standard On Account Letter/ Large Letter &

Parcel OLS Intl Economy on Account Letter/ Large Letter &

Parcel OSA International Signed On Account Letter/ Large Letter &

Parcel OSB Intl Signed On Account Extra Comp Letter/ Large Letter &

Parcel OTA International Tracked On Account Letter/ Large Letter &

Parcel OTB Intl Tracked On Account Extra Comp Letter/ Large Letter &

Parcel OTC International Tracked & Signed On Acct Letter/ Large Letter &

Parcel OTD Intl Tracked & Signed On Acct Extra Comp Letter/ Large Letter &

Parcel OZ1 Intl Bus Mail Mixed Zone sort Priority Letter & Large Letter OZ3 Intl Bus Mail Mixed Zone sort econ Letter & Large Letter OZ4 Intl Bus Mail Mixed Zone sort Priority Machine Letter & Large Letter OZ6 Intl Bus Mail Mixed Zone sort Econ Machine Letter & Large Letter PS7 Intl Bus Mail Large Letters Max Sort Priority Letter & Large Letter PS8 Intl Bus Mail Large Letters Max Sort Economy Letter & Large Letter PS9 Intl Bus Parcels Max Sort Priority Parcel PSB Intl Bus Mail Large Letters Max Sort Standard Large Letter PSC Intl Bus Parcels Max Sort Standard Parcel PSO Intl Bus Parcels Max Sort Economy Parcel WE1 Intl Bus Parcels Zero Sort Priority Parcel WE3 Intl Bus Parcels Zero Sort Economy Parcel WG1 Intl Bus Mail Large Letters Zero Sort Priority Large Letter WG3 Intl Bus Mail Large Letters Zero Sort Econ Large Letter WG4 Intl Bus Mail Large Letters Zero Sort Priority Machine Large Letter WG6 Intl Bus Mail Large Letters Zero Sort Econ Machine Large Letter WW1 Intl Bus Mail Mixed Zero Sort Priority Letter & Large Letter WW3 Intl Bus Mail Mixed Zero Sort Economy Letter & Large Letter WW4 Intl Bus Mail Mixed Zero Sort Priority Machine Letter & Large Letter WW6 Intl Bus Mail Mixed Economy Machine Letter & Large Letter


Input File DMO Field for BFPO Services BF1 Parcel British Forces BF1 Large Letter British Forces BF1 Letter British Forces BF2 Parcel British Forces BF2 Large Letter British Forces BF2 Letter British Forces BF7 Forces SD 101g-500g BF7 Forces SD 501g-1000g BF7 Forces SD 1001g - 2000g BF7 Forces SD 0-100g BF8 Forces SD 101g-500g BF8 Forces SD 501g-1000g BF8 Forces SD 1001g - 2000g BF8 Forces SD 0-100g BF9 Forces SD 101g-500g BF9 Forces SD 501g-1000g BF9 Forces SD 1001g - 2000g BF9 Forces SD 0-100g


ISD Wizard Step 5 Step 5 shows you the mappings you completed and you are now prompted to save it. You can still go back and amend entries if you notice a problem. Please bear in mind this is an example and your mapping table will look different to this i.e. the order and mapping codes.

Note: the above screenshot illustrates how an ISD2 format will look. The section outlined in red will not be present if you don’t intend on supplying the international documents through DMO.


How to import the CSV/TXT file

Use the browse button to identify the location of your file to be uploaded.

Commonly the first line of a file is a header, if so, click to ignore it

The Import button loads your file ready to process; and reports on any errors

Processing options: Half Auto - Allows some modification prior to bulk or individual printing. Full Auto - Immediately process shipments and produces/prints labels Open List – Allows full modification and prints when user is ready

If there is more than one User Defined Format, ensure the correct file format is selected.

Tick this to avoid getting address errors relating to Postcode and Post Town

It is worth noting that a file can be cancelled using the ‘Cancel the current importation’ button and then click on the ‘Process’ button. This ensures the file does not save into the non- processed list within DMO.


Notes on file editing when using the ISD function It is possible that customers will need to subsequently edit their import files as some RM mandatory references will not be present in the files generated by their ordering system. Document or Spreadsheet software can be used to open and edit TXT or CSV files; however, there are certain caveats:

• Firstly, spreadsheets such as MS-Excel conveniently break down ISD files into their respective columns, useful if columns need to be added, deleted or amended. The downside of MS-Excel is that it drops leading zeros from mobile phone numbers. To add these back in, all the active cells used (including blanks) must be set as Text format then leading zeros are accepted. By selecting all cells you ensure that all the separators (,) are correctly placed during a save.

• Secondly, check to ensure that the file has the correct placement of separators (e.g.

commas or tabs) as occasionally they can be missing from the end of a row, especially if the last few fields are empty for that shipment. Again, selecting the relevant cells in the spreadsheet (i.e. all named columns and rows with entries) and setting the cell format to Text will ensure commas are in the right place when the file is finally saved as a .CSV.

• Opening a file in a Document software quickly shows if all the separators are in

place or if many have been added incorrectly after the last row as in the example below.

5,SD1,,DN,D,David,22 Tylers,AL5 5RT,Harpenden,,,,,5,1,100,, 5,SD2,,DN,D,David,4 Tylers,AL5 5RT,Harpenden,,,,,6,1,10000,, 5,SD2,,DN,D,David,17 Tylers,AL5 5RT,Harpenden,,,,,8,1,1000 5,SD2,,DN,D,David,1 Tylers,AL5 5RT,Harpenden,,,,,9,1,500 ,,,,,,,,,

• In this example with no header, the 3rd and 4th rows have two missing separators

which appear in the unwanted 5th row.

• Finally, you can use the Find and Replace facility in MS Word/Excel or equivalent, to replace any fields that are longer than DMO allows e.g. replace the text Special Delivery with SD1, as the ‘Service’ field can only take 10 characters.


To check the Import shipment data default settings, click on the main menu ‘Admin’ and ‘ISD settings’. From the ‘ISD Default Settings’ Tab, a user can select their default options for:

• Default File Format to use when importing shipments • Default File Import • Default Process for Imported Shipments.

Default File Format The User can select (by clicking on the relevant) on the Default File format screen a previously created User Defined Format as the Default File Format to use when importing shipments. Default File Import The User needs to check the Ignore File’s First Line option if there are headings in the input file. The User can check the ‘Use the Postcodes in the batch Import File to determine the Post Town’ to overwrite the Post Town and so improve the Post Town accuracy and subsequent UK speed of delivery.


The User can check the ‘Stop Import of data on first error’ if the User wants to only run the import until the first error occurs. This is most useful when first setting up a User Defined format. Default Process for Imported Shipments The User can set the default process for imported shipments by checking the default option required. For more details on these options see Page 29.

When a user clicks the button, the settings will be reflected in the Import Shipments function (Main Shipping Menu /Imported shipments).

Royal Mail, the cruciform, the colour red and all ® are registered trademarks and all ™ are trademarks of Royal Mail Group Ltd. Despatch Manager Online Guide to Import Shipments Set Up Feb 2015 © Royal Mail Group Ltd 2015. All rights reserved.


Appendix 1: Glossary Below are a list of definitions, some of the below will be covered in more detail throughout the document as well as in the appendix. Service – Is the name given to RM postal products. E.g. Royal Mail Special Delivery Guaranteed by 1pm, Royal Mail Tracked 24. Service Enhancements - are add on services on top of existing products, e.g. Royal Mail 24 with Signed-For. Service Format - To define if the item size is a letter, large letter, parcel etc. Service Reference - a feature of Account set up. Most services are likely to be linked to service reference 1 (suggested mapping code SR1) but this is not always the case. You can check the Service Reference that a Service is linked to by using the Manual Shipping screen. CN22 - Customs declaration for shipments under £270 for delivery outside EU CN23 - Customs declaration for all shipments OR those over £270 for delivery outside EU Commercial Invoice - A supporting document containing information that customs authorities may require in order to process shipments for non -EU shipments. Localised address - An international address that contains international/special characters. This will be printed on the label; the English address will also need to be supplied for customs. Alongside this, the country will have to be written in English for sortation purposes. Tariff codes - Tariff codes are recommended by customs authorities to define the goods contained in the shipment against an international set of tariff codes – this helps them minimise the delay in processing the goods arriving at each country’s point of entry. These are set by the shipper in the ‘Tariff Maintenance’ section under the ‘Admin’ tab. Tariff Description – Commodity codes require to classify goods for import or export (http://data.gov.uk/dataset/uk-tariff-codes-2009-2010) The HS tariff number (6 digit) must be based on the Harmonized Commodity Description and Coding System developed by the World Customs Organization) Department Reference - This enables a department (previously set up in OBA) to be specified against a shipment for billing purposes. Purchase Order Reference – Reference number created between the buyer and the seller of the goods being shipped.

http://data.gov.uk/dataset/uk-tariff-codes-2009-2010


Importers Address – Address of the importing party, this could be the recipient or the 3rd party organisation Category (e.g. Returns/Commercial Samples/Retail) – Type of shipment Export Licence – Licence to export certain goods. Use this link to find out if you need to provide a licence for your export https://www.gov.uk/getting-the-right-licences-for-international-trading#major-export-licences-permits-and-certificates

https://www.gov.uk/getting-the-right-licences-for-international-trading#major-export-licences-permits-and-certificates

https://www.gov.uk/getting-the-right-licences-for-international-trading#major-export-licences-permits-and-certificates


Appendix 2: Default Country codes within DMO: DMO Code Country

AF AFGHANISTAN AX ALAND ISLANDS AL ALBANIA DZ ALGERIA AD ANDORRA AO ANGOLA AI ANGUILLA AG ANTIGUA / BARBUDA AR ARGENTINA AM ARMENIA AW ARUBA AC ASCENSION ISLAND AU AUSTRALIA AT AUSTRIA AZ AZERBAIJAN BS BAHAMAS BH BAHRAIN BD BANGLADESH BB BARBADOS BY BELARUS BE BELGIUM BZ BELIZE BJ BENIN BM BERMUDA BT BHUTAN BO BOLIVIA BQ BONAIRE BA BOSNIA AND HERZEGOVINA BW BOTSWANA BR BRAZIL IO BRITISH INDIAN OCEAN TERRITORY VG BRITISH VIRGIN ISLANDS BN BRUNEI BG BULGARIA BF BURKINA FASO BI BURUNDI KH CAMBODIA CM CAMEROON CA CANADA


IC CANARY ISLANDS CV CAPE VERDE KY CAYMAN ISLANDS CF CENTRAL AFRICAN REPUBLIC EA CEUTA & MELILLA TD CHAD CL CHILE CN CHINA (PEOPLE'S REPUBLIC OF) CX CHRISTMAS ISLAND (AUSTRALIA, INDIAN OCEAN) CO COLOMBIA KM COMOROS ISLANDS CD CONGO (DEMOCRATIC REPUBLIC OF) CG CONGO (REPUBLIC OF) CK COOK ISLANDS CR COSTA RICA HR CROATIA CU CUBA CW CURACAO CY CYPRUS CZ CZECH REPUBLIC DK DENMARK DJ DJIBOUTI DM DOMINICA DO DOMINICAN REPUBLIC EC ECUADOR EG EGYPT SV EL SALVADOR GQ EQUATORIAL GUINEA ER ERITREA EE ESTONIA ET ETHIOPIA FK FALKLAND ISLANDS FO FAROE ISLANDS FJ FIJI FI FINLAND FR FRANCE GF FRENCH GUIANA PF FRENCH POLYNESIA TF FRENCH SOUTHERN & ANTARCTIC TERRITORIES GA GABON GM GAMBIA GE GEORGIA DE GERMANY GH GHANA GI GIBRALTAR


GR GREECE GL GREENLAND GD GRENADA GP GUADELOUPE GT GUATEMALA GN GUINEA GW GUINEA-BISSAU GY GUYANA HT HAITI HN HONDURAS HK HONG KONG HU HUNGARY IS ICELAND IN INDIA ID INDONESIA IR IRAN (ISLAMIC REPUBLIC OF) IQ IRAQ IE IRELAND (REPUBLIC OF) IL ISRAEL IT ITALY CI IVORY COAST (COTE D'IVOIRE) JM JAMAICA JP JAPAN JO JORDAN KZ KAZAKHSTAN KE KENYA KI KIRIBATI & CHRSTMS ISL PACIFIC XZ KOSOVO KW KUWAIT KG KYRGYZSTAN LA LAOS (PEOPLE'S DEMOCRATIC REPUBLIC OF) LV LATVIA LB LEBANON LS LESOTHO LR LIBERIA LY LIBYA LI LIECHTENSTEIN LT LITHUANIA LU LUXEMBOURG MO MACAO MK MACEDONIA MG MADAGASCAR YT MAHORE (ALSO KNOWN AS MAYOTTE)

MW MALAWI MY MALAYSIA


MV MALDIVES ML MALI MT MALTA MQ MARTINIQUE MR MAURITANIA MU MAURITIUS MX MEXICO MD MOLDOVA MN MONGOLIA ME MONTENEGRO MS MONTSERRAT MA MOROCCO MZ MOZAMBIQUE MM MYANMAR NA NAMIBIA NR NAURU ISLAND NP NEPAL NL NETHERLANDS NC NEW CALEDONIA NZ NEW ZEALAND NI NICARAGUA NE NIGER REPUBLIC NG NIGERIA NU NIUE ISLAND

KP NORTH KOREA (PEOPLE'S DEMOCRATIC REPUBLIC OF )

NO NORWAY OM OMAN PK PAKISTAN PW PALAU (KNOWN ALSO AS BELAU) PA PANAMA PG PAPUA NEW GUINEA PY PARAGUAY PE PERU PH PHILIPPINES PN PITCAIRN ISLAND PL POLAND PT PORTUGAL PR PUERTO RICO QA QATAR RE REUNION ISLAND RO ROMANIA RU RUSSIAN FEDERATION RW RWANDA SH SAINT HELENA


SM SAN MARINO ST SAO TOME & PRINCIPE SA SAUDI ARABIA SN SENEGAL RS SERBIA SC SEYCHELLES SL SIERRA LEONE SG SINGAPORE SK SLOVAK REPUBLIC SI SLOVENIA SB SOLOMON ISLANDS ZA SOUTH AFRICA (REPUBLIC OF) KR SOUTH KOREA (REPUBLIC OF) SS SOUTH SUDAN ES SPAIN LK SRI LANKA BP ST EUSTATIUS & SABA KN ST KITTS & NEVIS LC ST LUCIA VC ST VINCENT & THE GRENADINES SX ST. MAARTEN (DUTCH PART) SD SUDAN SR SURINAME SZ SWAZILAND SE SWEDEN CH SWITZERLAND SY SYRIA TW TAIWAN TJ TAJIKISTAN TZ TANZANIA TH THAILAND TL TIMOR-LESTE TG TOGO TK TOKELAU ISLANDS TO TONGA TT TRINIDAD & TOBAGO TA TRISTAN DA CUNHA TN TUNISIA TR TURKEY TM TURKMENISTAN TC TURKS & CAICOS ISLANDS TV TUVALU UG UGANDA UA UKRAINE AE UNITED ARAB EMIRATES


GB UNITED KINGDOM UY URUGUAY US USA UZ UZBEKISTAN VU VANUATU VA VATICAN CITY STATE VE VENEZUELA VN VIETNAM WF WALLIS & FUTUNA ISLANDS EH WESTERN SAHARA WS WESTERN SAMOA YE YEMEN, REPUBLIC OF ZM ZAMBIA ZW ZIMBABWE

Source: ZISO v2-16


Appendix 3: Field Formats

/[a-z]/ Specifies the lower case alphabet character set.

/[A-Z]/ Specifies the upper case alphabet character set.

/[0-9]/ Specifies the numeric character set.

/[,'\.\?] Specifies the punctuation character set. Here . and ? are special character. To use the special character as literal character, it has be preceded by a backslash.

/[A-Za-z]/ Specifies both lower & upper case alphabet character set.

/[A-Za-z0-9]/ Specifies both lower & upper case alphabet with numeric character set.

/[^a-z]/ Specifies the character set other than lower case alphabet. ^ symbol used inside square brackets are treated as negation symbol In this character set we tell the compiler to negate lower case alphabets.

/[^0-9]/ Specifies the character set other than numeric characters.

Other notations for field descriptions:

• To use text, enclose it in quotes, like in $0.00" Surplus";$-0.00" Shortage" • To add a space character, include an _ (underscore). • Use , as thousand separator • Use . as decimal separator • Use the typical date symbols to format dates. Symbols can be combined as below:

Months as 1–12 m Months as 01–12 mm Months as Jan–Dec mmm Months as January–December mmmm Months as the first letter of the month mmmmm Days as 1–31 d Days as 01–31 dd Days as Sun–Sat ddd Days as Sunday–Saturday dddd Years as 00–99 yy Years as 1900–9999 yyyy Hours as 0–23 H Hours as 00–23 hh Minutes as 0–59 m Minutes as 00–59 mm Seconds as 0–59 s


In the address fields, the full UK A-Z alphabet and the following list of characters is accepted:

# & . ( ) + , - / : ? @ [ ] { } ~ |

In the localised name and address fields international characters and accented characters are also accepted (e.g. Japanese, Cyrillic, Chinese, Arabic).

Seconds as 00–59 ss Hours as 4 AM h AM/PM Time as 4:36 PM h:mm AM/PM Time as 4:36:03 P h:mm:ss A/P Elapsed time in hours; for example, 25.02 [h]:mm Elapsed time in minutes; for example, 63:46 [mm]:ss Elapsed time in seconds [ss] Fractions of a second h:mm:ss.00


Appendix 4: International Documentation Outline International documentation is required to accompany shipments to destinations outside of the European Union and is required by the receiving customs authorities in the delivery country, The format and content of the documentation provides the necessary information about shipments and their contents. Despatch Manager Online can now provide the appropriate customs declaration and associated commercial invoice. Introduction International documentation is available for shippers using the Royal Mail DMO system. The international documentation comprises of: a) Customs Declaration documentation

• CN22 – for shipments under £270 in value for delivery outside the EU • CN23 – generally for shipments over £270 in value for delivery outside the EU. However

the customer has the option to use the CN23 for all shipments irrespective of item value.

b) Commercial Invoice documentation

A standard Commercial Invoice document is also available from DMO. This is usually required to provide supporting information to the Customs Declaration, which may be required in order to be processed. c) Additional documentation

Other documents such as licenses and certificates that may need to accompany shipments are NOT included in the documentation set available from Royal Mail. There are fields available in the CN23 to refer to these documents if relevant for that shipment.

Administration The international documentation option will be set for all Royal Mail customers to use. Therefore any shipment destined for outside the EU will require the data to be provided in order to produce a CN22/CN23 and Commercial Invoice.

Options


Inhibit International Documentation If the shipper wishes to provide their own documentation, it is possible to change the settings so that the input data for the CN22/CN23 and commercial invoice is not required. If the shipper normally requires the documents, but does not require them for specific shipments, there are options to stop the input data from being required. These options are found on the Main Menu Admin, Printer Settings screen. As well as this, if the documents are not required at all, the DMO helpdesk are able to disable this function for the shipper. This will ensure that the fields do not appear on the ‘Enter a Shipment’ screen.

Default Customs Declaration Document The system will determine the correct customs declaration (CN22/CN23) based on the declared value of the shipment and the tariff codes. The shipper can choose to opt out of the CN23 in all cases or default to CN23 by choosing the relevant option in the Main Menu Admin, Printer Set Up screen. The number of CN22/CN23 copies created is defaulted to 1, but this default can be changed on the Printer Set Up tab.

Inhibit Commercial Invoice Shippers may wish to produce the customs declaration document but use their own invoice. The option is there in the Printer Set Up tab for the shipper to remove the commercial invoice function. The number of copies created is defaulted to 1, but this default can be changed on the Printer Set Up tab. Blank documents

The shipper has access to blank copies of the documents via Admin My Profile. These can be printed from here rather than using the SAPI/DMO integrated option. Royal Mail provides blank copies of the customs declarations: www.royalmail.com/sites/default/files/cn22.pdf www.royalmail.com/sites/default/files/cn23.pdf

http://www.royalmail.com/sites/default/files/cn22.pdf

http://www.royalmail.com/sites/default/files/cn23.pdf


Eligibility for International Documentation European Union (EU)

Shipments to EU countries do not require customs declaration documentation. The definition of EU countries is as per the following website: http://europa.eu/about-eu/countries/index_en.htm Non-EU

Shipments to Non-EU destinations require international documentation (customs declaration and supporting invoice as a minimum, with other documentation depending on the goods and destination). International Documentation Details

CN22

• Required for non-EU destinations where the declared value of the item is equal to or less than £270

• It is also determined by the currency selected by the shipper. If it is anything other than GBP (£) which is the default value in SAPI/DMO, then the CN22 cannot be used and the system will use the CN23 instead.

• The following table outlines the data used for the CN22 (this information is sourced from HM Customs).

http://europa.eu/about-eu/countries/index_en.htm


Figure 1 – CN22 Shipment Level Detail


Figure 2 – CN22 Shipment Content Detail


Figure 3 – DMO CN22 Example Document

CN23

• This can be used for all shipments to non-EU destinations • It allows for much more detail to be captured about the shipment/content • It carries the sender and recipient details • It MUST be used if the currency is anything other than GBP (£) • The following table outlines the data used for the CN23 (this information is sourced from

HM Customs)

Number of Copies

The default number of CN22 document copies is 1. Go to the Admin, Printer Setting screen to change this default. Defaults The CN22 is designed to be printed on the same 6”x4” stationery as the shipping labels. The document will be printed as soon as the shipment has been processed unless the shipment is pended.


Figure 4 - CN23 Shipment Level Detail


Figure 5 - CN23 Shipment Content Detail


Figure 6 – DMO CN23 Example Document Number of Copies The default number of CN 23 document copies is 1. Go to the Admin, Printer Setting screen to change this default. Defaults The document is A4 sized and the printing requires an A4 printer to be set up (via the Admin Printer settings tab) as the default for this document. The documents will be printed as soon as the shipment has been processed unless the shipment is pended.


Commercial Invoice

• The Commercial Invoice document can be used for all shipments to non-EU destinations. • It includes additional details that are required for the customs declaration documents and

is considered a supporting document. • It carries the sender and recipient details • If there is an importer acting on behalf of the purchaser of the goods, it can also show

the address and contact details of the importer. • The following table outlines the data used for the Commercial Invoice (this information is

sourced from HM Customs)

Figure 7 - Commercial Invoice Shipment Data


Figure 8 - Commercial Invoice Content Data


Note: The Commercial Invoice is NOT required if the ‘Nature of Goods’ is specified as ‘Documents’.

Figure 9 – DMO Example Commercial Invoice Document


• The number of copies is 3, but the customer can reduce this to 1 OR remove the functionality completely (shown in the ‘Printer Settings’ section of DMO)

• The document is multi page to enable up to 20 units (max) per shipment • The document is A4 sized and will be printed as soon as the shipment has been

processed, unless the shipment is pended.

End of Day (EOD) • All completed shipments will be included on the EOD paperwork • The data will be released to Royal Mail during the EOD and cleansweep process • Prior to EOD processing, Customs CN22/CN23 and Commercial Invoice documentation

can be accessed and viewed in Current Shipments. • Reprints of the Customs documents already produced can be obtained up until the EOD

processing. References

• Nature of Goods – UPU Reference Table


HM Customs References Nature of Goods – Document UPU Code List 136


Appendix 5: Tariff Maintenance Tariff codes are recommended by customs authorities to define the goods contained in the shipment against an international set of tariff codes – this helps them minimise the delay in processing the goods arriving at each country’s point of entry. The international Tariff Codes are published by the UK government to assist companies exporting goods to the rest of the world outside of the European Union. DMO provides support to Royal Mail customers by providing a table that they can maintain themselves to keep the Tariff details for items that they regularly ship. There is also a link to the UK government website on the shipping page that may help Royal Mail customers researching the tariff codes they may require. If the user has pre-populated the Tariff Code table, the tariff detail can be selected from the drop down list available. The alternative is for the shipper to enter the specifics – with the option to link to the government web site – for each item within the shipment. Go to Admin, Tariff Maintenance to set up or edit the Tariff table for commonly used tariff codes. The contents of the table are entirely those of the customer and it is not validated by the system. The shipper will enter the details of the Tariffs in the section on the right hand side of the screen and save each entry when complete. The stored entries are displayed in the table on the left hand side of the screen. The shipper may edit and remove any entries that they no longer require, as needed. The tariff maintenance includes search functions that enable shippers to locate entries within their table of stored tariffs. When entering the details for a shipment that requires international documentation, each item within the contents of the shipment need the Tariff to be specified. If the shipper has populated the Tariff table, the shipper may select from the list available or enter the code and descriptions that apply if they are not available from the table. If the Tariff Code and descriptions are not known, there is a link from the Item Contents segment of the Shipping Screen to the UK government Tariff website to assist with the selection of the appropriate tariff details to apply.


Appendix 6: Saving your CSV as UTF-8 There are different types of encoding for text or csv files (which relate to how characters are displayed). Principally, these are either ANSI or UTF-8. UTF-8 is better at displaying foreign characters that you might need for an international address. Steps to change a CSV file to UTF-8 format to support foreign characters: Using MS Excel: 1. Open the csv file with MS Excel

2. Click menu > Save As (Other Formats)

3. Put your chosen name for the file and choose "Unicode Text (*.txt)" for "Save as type:" and Click Save

Using MS Notepad: 4. Open the unicode text file using Microsoft Notepad. Some characters can appear as a box, however, this is because Notepad cannot display some unicode characters, so you can ignore this at this point.

5. It must be the tab delimited file. Replace every tab with a comma (",")

- select tab character by dragging the character between two column headers and press ctrl+c

- Replace all tab characters with comma using Replace function (ctrl+H)

6. In notepad, Click Save As

7. Put a filename and change Encoding: to "UTF-8"

8. Change the file extension from "*.txt" to "*.csv" by adding .csv at the end of the file name.

9. Click Save.

The file icon should now be MS Excel. If it is not changed, check Windows Folder options. (Windows Start menu > Control Panel > Folder Options > View tab > uncheck "Hide extensions for known file types"). This will show the file extensions. Try changing the file extension again.

Using MS Excel: 10. Open this CSV file from Excel and verify if the data is okay.

*** Even if you find any problem in this step, you should NOT save the file from Excel. It will cause the encoding problem. Just check the data only in Excel. If you see a data problem at this stage, fix the data from the original spreadsheet and repeat the steps again. Or, you can change it from Notepad but should ensure that the file is saved as UTF-8 format.***