Despatch Manager Online

Transcription

Despatch Manager Online
Guide to Import Shipments Set Up
For use with Despatch Manager Online Batch Import mode
Version 2.01
June 2015
Page 1 of 58 RMDMO Helpdesk 08456 047267
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:
To review a Format click on its name and
then ‘Edit Layout’
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.
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
Service Reference
Service
Department Reference
N
N
Y
A(10)
A(10)
AN(10)
Service Enhancement
Y
AAA
Service Enhancement 2
Y
AAA
Y
AAA
Y
AAA
Service Format
Service Class
Recipient/Tracked
Returns
Recipient/ Business
Response
Complementary Name
Recipient/ Tracked
Returns Address line 1
(2/3)
Y
Y
Y
N
AAA
AAA
AAA
A(35)
Y
A(35)
N
A(35)
Comment
SAP Agreement number
Service required i.e. Tracked 24, SD etc
Use Departmental References created in
OBA
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)
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)
Needed for users who wish add Local
Collect delivery enhancement to Special
Delivery Notification (SMS & Email) as
well as Consequential Loss
enhancement.
Needed for users who wish to add
Saturday Guarantee to their Special
Delivery items which as well as
notifications, consequential loss and
Local Collect.
Not currently used
Letter, Large Letter, Parcel
1st Class, 2nd Class
Tracked Returns name if Tracked
Returns Service, else Recipient name
Additional name
Address i.e. house/flat number, street/
road
NOTE: labels will only print first 35
N
A(2-4)_A(3-4)
characters
Mandatory – valid UK post code.
N
A(35)
Post town
N
AAA
If left empty defaults to GB
Y
Y
Y
AAA
A(30)
N(11)
Recipient Email address
Y
A(50)
Localised Address
Recipient
Localised Address
Complementary Name
Localised Address Address
Line 1,2,3
Localised Address
Postcode
Localised Address Post
Town
Localised Address Contact
Name
Shipping Date
Y
AN (40)
Optional (not usually needed)
Name of recipient (not usually needed)
Optional, unless SMS notification, must
start 07 and followed by 9 further
digits. Only import numbers if you wish
to issue notifications.
Optional, unless email notification. Only
import addresses if you wish to issue
notifications.
No validation
Y
AN (40)
No validation
Y
AN (40)
No validation
Y
AN (40)
No validation
Y
AN (40)
No validation
Y
AN (40)
No validation
N
Customer defined date separator can be
used; ‘/’ ‘-‘ ‘.’
Reference
N
DDMMYYYY
MMDDYYYY
DDMMYY
MMDDYY
YYMMDD
AN(30)
Items
Weight (Kgs)
N
N
Safe Place
Signature
Importer Address Flag
Y
Y
Y
N(2)
NN.N
NN.NN
NN.NNN
NN
NNNNN
A(24)
A
A(1)
Importer Recipient
Conditional
40 Characters
Recipient/ Tracked
Returns Post Code
Recipient/ Tracked
Returns Post Town
Recipient/ Tracked
Returns Country Code
Recipient Zone Code
Recipient Contact Name
Recipient Tel #
Customers own reference (e.g. order
number)
Number of items
Weight format is defined in ISD format
definition (ISD Wizard, step 3) User can
choose between grams and kilograms.
Optional, Only for RM Tracked services
Optional, Only for RM Tracked services
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,
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
Importer Address Line 1
Optional
Imported Address Line 2
Optional
Imported Address Line 3
Optional
Importer Post Town
Optional
Importer Postcode
Conditional
– required
only if the
shipper uses
the
Postcode
mapping
functionality
for
international
destinations
Conditional
Importer Country Code
Conditional
Importer Telephone
No/Mobile Phone No
Importer Fax No/Email
Conditional
Conditional
Importer VAT No
Optional
Category/Nature of Item
Mandatory
Explanation
Conditional –
40 characters
Alphanumeric
40 characters
Alphanumeric
40 characters
Alphanumeric
40 characters
Alphanumeric
40 characters
Alphanumeric
20 characters
Alphanumeric
Complementary Name”
ISD Input Data field “Importer Address
Line 1”
Line 2”
Line 3”
ISD Input Data field “Importer Post
Town”
Postcode”
2 characters
Alphanumeric
ISD Input Data field “Importer Country”
Matched
against the
SAPI/ DMO
Country table
to provide the
full Country
Name
32 characters
Alphanumeric
32 characters
Alphanumeric
Telephone No/ Mobile Phone No”
ISD Input Data field “Importer Fax No/
Email Address”
32 characters ISD Input Data field “Importer VAT No”
Alphanumeric
3 Numeric ISD Input Data field “Category/ Nature
Refer to
of Goods”
Figure 6
below for valid
entries
30 characters ISD Input Data field “Explanation”
Postal Charges
Other Fees
Currency
Comments
Licence
Certificate
only required
if the
Category/
Nature of
Goods is
either
“Mixed” or
“Other”
Optional
Optional
Mandatory
Optional
Optional
Optional
alphanumeric
99999.99
Numeric or
blank
99999.99
Numeric or
blank
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 “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
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
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
50
Characters/
Alphanumeric
Blank, otherwise alphanumeric
35
Characters/
Alphanumeric
35
Characters/
Alphanumeric
Reject with Error Message if not
Senders Signature
Disable International
Documents
Optional
Optional
35
Characters/
Alphanumeric
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
Purchased Order Ref
Optional
30 characters
Alphanumeric
Recipient VAT No
Optional
Invoice No
Optional
No Commercial Invoice
Flag
Optional
32 characters
Alphanumeric
20 characters
Alphanumeric
1 Character
Alphanumeric
ISD Input Data field “Commercial Invoice
Date” – if blank default to Shipping Date
of shipment as processed by SAPI/ DMO
Default to ISD Input “Purchase Order
Ref”
ISD Input Data field “Recipient VAT No”
ISD Input Data field “Invoice No”
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
Optional
1 Character
Alphanumeric
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
CN23 Only Flag
Optional
1 Character
Alphanumeric
the value selected from the following
range – see Figure 7 table below:
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
Line item Unit
Quantity
Optional
Mandatory
Format
3 Characters/ Numeric
999 Maximum 999
Comment
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
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
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
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.
1. Select an
attribute from
your import file
2. The enclosing
box will be titled as
per your selection.
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.
3. Enter your import
file field code.
4. Select the relevant
DMO attribute to map to.
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
DMO Field
file
SD1 Special Delivery
Guaranteed by 1pm
£500
Guaranteed by 1pm
£1000
Guaranteed by 1pm
£2500
Guaranteed by 9am
£50
Guaranteed by 9am
£1000
Input
file
STL1
DMO Field
Std Tariff letters 1st class
Input
file
PK2
STL2
Std Tariff Letter 2nd class
PK3
Royal Mail 24 (Sort 8)
(LL/P) Daily Rate
CRL1 Royal Mail 24
PK4
(LL/P) Daily Rate
CRL2 Royal Mail 48
PK9
Royal Mail 24 (LL) Flat
Rate
FS1
PK0
Royal Mail 48 (LL) Flat
Rate
(LL) Flat Rate
DMO Field
(P) Flat Rate
SD6
TPN
Special Delivery
Guaranteed by 9am
£2500
Royal Mail Tracked 24
TPS
TSN
TRL
(Letterboxable)
(Letterboxable)
TSS
TRB
FS2
(LL) Flat Rate
PF2
Royal Mail 48 (P) Flat
Rate
PK1
(P) Flat Rate
PF1
Royal Mail 24 (P) Flat
Rate
Royal Mail Tracked
Returns 24
Royal Mail Tracked
Returns 48
Service Class
Input DMO Field
file
1
24 (First
class)
2
48 (Second
class)
D
Special
Delivery
Guaranteed
H
HM Forces
(BFPO)
I
International
T
Tracked
Input
file
F
Service Format
DMO Field
Inland Large Letter
L
Inland Letter
P
Inland Parcel
N
Inland format N/A
IP
International Parcel
IF
IN
International Large
Letter
International N.A
IL
International Letter
LL
International Large
Letter
International Printed
Papers
PP
Service
Enhancement
Input DMO Field
file
1
Consequential
loss £1000
2
Consequential
loss £2500
3
Consequential
loss £5000
REC
Service
Enhancement 2
Input
DMO Field
file
EML
Email
notification
SMS
SMS
notification
SNE
SMS &
Email
notification
Consequential LC
Local Collect
loss £7500
Consequential SG
Saturday
loss £10000
Guarantee
Email
notification
SMS
notification
SMS & Email
notification
Recorded
Service
Enhancement 3
Input DMO Field
file
EML Email
notification
SMS SMS
notification
SNE SMS & Email
notification
Service
Enhancement 4
Input DMO Field
File
EML Email
notification
SMS SMS
notification
SNE SMS & Email
notification
4
LC
Local Collect
LC
Local Collect
SG
Saturday
Guarantee
SG
Saturday
Guarantee
LC
Local Collect
5
EML
SMS
SNE
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
DE1
DE3
DE4
DE6
DG1
DG3
DG4
DG6
DW1
IE1
IE3
IG1
IG3
IG4
IG6
MB1
MB2
MB3
MP0
MP1
MP4
MP5
MP6
MP7
MP8
MTA
MTB
MTC
MTD
MTE
MTF
MTG
MTH
MTI
MTJ
MTK
MTL
MTM
MTN
DMO Field
Intl Bus Parcels Zero Sort High Vol Prty RDC
Intl Bus Parcels Zero Sort Econ Hi Vol Prty RDC
Intl Bus Parcels LowVol Prty
Intl Bus Parcels Low Vol Econ
Intl Bus Mail Large Letters Country Sort High Vol Prty RDC
Intl Bus Mail Large Letters Country Sort High Vol Econ
RDC
Intl Bus Mail Large Letters Country Sort LowVol Prty
Intl Bus Mail Large Letters Country Sort Low Vol Econ
Intl Bus Parcels Bespoke Postal
Intl Bus Parcels Zone Sort Priority
Intl Bus Parcels Zone Sort Econ
Intl Bus Mail Large Letters Zone Sort Priority
Intl Bus Mail Large Letters Zone Sort Econ
Intl Bus Mail Large Letters Zone Sort Priority Machine
Intl Bus Mail Large Letters Zone Sort Econ Machine
Intl Bus Parcels Print Direct Priority
Intl Bus Parcels Print Direct Standard
Intl Bus Parcels Print Direct Economy
Intl Bus Parcels Signed Extra Comp Country
Intl Bus Parcels Tracked
Intl Bus Parcels Tracked extra comp
Intl Bus Parcels Signed
Intl Bus Parcels Signed extra comp
Intl Bus Parcels Tracked Country Priced
Intl Bus Parcels Tracked Extra Comp Country
Intl Bus Parcels Tracked & Signed
Intl Bus Parcels Tracked Signed Xtr Comp
Intl Bus Mail Tracked & Signed
Intl Bus Mail Tracked & Signed Xtr Comp
Intl Bus Parcels Tracked & Signed Ctry
Intl Bus Parcel Track&Sign Xtr Cmp Ctry
Intl Bus Mail Tracked & Signed Country
Intl Bus Mail Track & Sign Xtr Comp Ctry
Intl Bus Mail Tracked
Intl Bus Mail Tracked Extra Comp
Intl Bus Mail Tracked Country Priced
Intl Bus Mail Tracked Extra Comp Ctry
Intl Bus Mail Signed
Intl Bus Mail Signed Extra Comp
Format options
Parcel
Parcel
Parcel
Parcel
Large Letter
Large Letter
Large Letter
Large Letter
Parcel
Parcel
Parcel
Large Letter
Large Letter
Large Letter
Large Letter
Parcel
Parcel
Parcel
Parcel
Parcel
Parcel
Parcel
Parcel
Parcel
Parcel
Parcel
Parcel
Letter & Large Letter
Parcel
Parcel
MTO
MTP
MTQ
MTS
OLA
Intl Bus Mail Signed Country Priced
Intl Bus Mail Signed Extra Comp Country
Intl Bus Parcels Zone Sort Plus Priority
Intl Bus Parcels Zone Sort Plus Economy
Intl Standard On Account
OLS
Intl Economy on Account
OSA
International Signed On Account
OSB
Intl Signed On Account Extra Comp
OTA
International Tracked On Account
OTB
Intl Tracked On Account Extra Comp
OTC
International Tracked & Signed On Acct
OTD
Intl Tracked & Signed On Acct Extra Comp
OZ1
OZ3
OZ4
OZ6
PS7
PS8
PS9
PSB
PSC
PSO
WE1
WE3
WG1
WG3
WG4
WG6
WW1
WW3
WW4
WW6
Intl Bus Mail Mixed Zone sort Priority
Intl Bus Mail Mixed Zone sort econ
Intl Bus Mail Mixed Zone sort Priority Machine
Intl Bus Mail Mixed Zone sort Econ Machine
Intl Bus Mail Large Letters Max Sort Priority
Intl Bus Mail Large Letters Max Sort Economy
Intl Bus Parcels Max Sort Priority
Intl Bus Mail Large Letters Max Sort Standard
Intl Bus Parcels Max Sort Standard
Intl Bus Parcels Max Sort Economy
Intl Bus Parcels Zero Sort Priority
Intl Bus Parcels Zero Sort Economy
Intl Bus Mail Large Letters Zero Sort Priority
Intl Bus Mail Large Letters Zero Sort Econ
Intl Bus Mail Large Letters Zero Sort Priority Machine
Intl Bus Mail Large Letters Zero Sort Econ Machine
Intl Bus Mail Mixed Zero Sort Priority
Intl Bus Mail Mixed Zero Sort Economy
Intl Bus Mail Mixed Zero Sort Priority Machine
Intl Bus Mail Mixed Economy Machine
Parcel
Parcel
Letter/ Large Letter &
Parcel
Parcel
Parcel
Parcel
Parcel
Parcel
Parcel
Parcel
Parcel
Large Letter
Parcel
Parcel
Parcel
Parcel
Large Letter
Large Letter
Large Letter
Large Letter
Input File
BF1
BF1
BF1
BF2
BF2
BF2
BF7
BF7
BF7
BF7
BF8
BF8
BF8
BF8
BF9
BF9
BF9
BF9
DMO Field for BFPO Services
Parcel British Forces
Large Letter British Forces
Letter British Forces
Parcel British Forces
Large Letter British Forces
Letter British Forces
Forces SD 101g-500g
Forces SD 501g-1000g
Forces SD 1001g - 2000g
Forces SD 0-100g
Forces SD 101g-500g
Forces SD 0-100g
Forces SD 101g-500g
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
If there is more than one User Defined Format, ensure the correct file
format is selected.
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
Tick this to avoid getting address errors relating to Postcode and Post
Town
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
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.
Open List – Allows full
modification and prints when
user is ready
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.
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-forinternational-trading#major-export-licences-permits-and-certificates
Appendix 2: Default Country codes
within DMO:
DMO Code
AF
AX
AL
DZ
AD
AO
AI
AG
AR
AM
AW
AC
AU
AT
AZ
BS
BH
BD
BB
BY
BE
BZ
BJ
BM
BT
BO
BQ
BA
BW
BR
IO
VG
BN
BG
BF
BI
KH
CM
CA
Country
AFGHANISTAN
ALAND ISLANDS
ALBANIA
ALGERIA
ANDORRA
ANGOLA
ANGUILLA
ANTIGUA / BARBUDA
ARGENTINA
ARMENIA
ARUBA
ASCENSION ISLAND
AUSTRALIA
AUSTRIA
AZERBAIJAN
BAHAMAS
BAHRAIN
BANGLADESH
BARBADOS
BELARUS
BELGIUM
BELIZE
BENIN
BERMUDA
BHUTAN
BOLIVIA
BONAIRE
BOSNIA AND HERZEGOVINA
BOTSWANA
BRAZIL
BRITISH INDIAN OCEAN TERRITORY
BRITISH VIRGIN ISLANDS
BRUNEI
BULGARIA
BURKINA FASO
BURUNDI
CAMBODIA
CAMEROON
CANADA
IC
CV
KY
CF
EA
TD
CL
CN
CX
CO
KM
CD
CG
CK
CR
HR
CU
CW
CY
CZ
DK
DJ
DM
DO
EC
EG
SV
GQ
ER
EE
ET
FK
FO
FJ
FI
FR
GF
PF
TF
GA
GM
GE
DE
GH
GI
CANARY ISLANDS
CAPE VERDE
CAYMAN ISLANDS
CENTRAL AFRICAN REPUBLIC
CEUTA & MELILLA
CHAD
CHILE
CHINA (PEOPLE'S REPUBLIC OF)
CHRISTMAS ISLAND (AUSTRALIA, INDIAN OCEAN)
COLOMBIA
COMOROS ISLANDS
CONGO (DEMOCRATIC REPUBLIC OF)
CONGO (REPUBLIC OF)
COOK ISLANDS
COSTA RICA
CROATIA
CUBA
CURACAO
CYPRUS
CZECH REPUBLIC
DENMARK
DJIBOUTI
DOMINICA
DOMINICAN REPUBLIC
ECUADOR
EGYPT
EL SALVADOR
EQUATORIAL GUINEA
ERITREA
ESTONIA
ETHIOPIA
FALKLAND ISLANDS
FAROE ISLANDS
FIJI
FINLAND
FRANCE
FRENCH GUIANA
FRENCH POLYNESIA
FRENCH SOUTHERN & ANTARCTIC TERRITORIES
GABON
GAMBIA
GEORGIA
GERMANY
GHANA
GIBRALTAR
GR
GL
GD
GP
GT
GN
GW
GY
HT
HN
HK
HU
IS
IN
ID
IR
IQ
IE
IL
IT
CI
JM
JP
JO
KZ
KE
KI
XZ
KW
KG
LA
LV
LB
LS
LR
LY
LI
LT
LU
MO
MK
MG
YT
MW
MY
GREECE
GREENLAND
GRENADA
GUADELOUPE
GUATEMALA
GUINEA
GUINEA-BISSAU
GUYANA
HAITI
HONDURAS
HONG KONG
HUNGARY
ICELAND
INDIA
INDONESIA
IRAN (ISLAMIC REPUBLIC OF)
IRAQ
IRELAND (REPUBLIC OF)
ISRAEL
ITALY
IVORY COAST (COTE D'IVOIRE)
JAMAICA
JAPAN
JORDAN
KAZAKHSTAN
KENYA
KIRIBATI & CHRSTMS ISL PACIFIC
KOSOVO
KUWAIT
KYRGYZSTAN
LAOS (PEOPLE'S DEMOCRATIC REPUBLIC OF)
LATVIA
LEBANON
LESOTHO
LIBERIA
LIBYA
LIECHTENSTEIN
LITHUANIA
LUXEMBOURG
MACAO
MACEDONIA
MADAGASCAR
MAHORE (ALSO KNOWN AS MAYOTTE)
MALAWI
MALAYSIA
MV
ML
MT
MQ
MR
MU
MX
MD
MN
ME
MS
MA
MZ
MM
NA
NR
NP
NL
NC
NZ
NI
NE
NG
NU
KP
NO
OM
PK
PW
PA
PG
PY
PE
PH
PN
PL
PT
PR
QA
RE
RO
RU
RW
SH
MALDIVES
MALI
MALTA
MARTINIQUE
MAURITANIA
MAURITIUS
MEXICO
MOLDOVA
MONGOLIA
MONTENEGRO
MONTSERRAT
MOROCCO
MOZAMBIQUE
MYANMAR
NAMIBIA
NAURU ISLAND
NEPAL
NETHERLANDS
NEW CALEDONIA
NEW ZEALAND
NICARAGUA
NIGER REPUBLIC
NIGERIA
NIUE ISLAND
NORTH KOREA (PEOPLE'S DEMOCRATIC REPUBLIC
OF )
NORWAY
OMAN
PAKISTAN
PALAU (KNOWN ALSO AS BELAU)
PANAMA
PAPUA NEW GUINEA
PARAGUAY
PERU
PHILIPPINES
PITCAIRN ISLAND
POLAND
PORTUGAL
PUERTO RICO
QATAR
REUNION ISLAND
ROMANIA
RUSSIAN FEDERATION
RWANDA
SAINT HELENA
SM
ST
SA
SN
RS
SC
SL
SG
SK
SI
SB
ZA
KR
SS
ES
LK
BP
KN
LC
VC
SX
SD
SR
SZ
SE
CH
SY
TW
TJ
TZ
TH
TL
TG
TK
TO
TT
TA
TN
TR
TM
TC
TV
UG
UA
AE
SAN MARINO
SAO TOME & PRINCIPE
SAUDI ARABIA
SENEGAL
SERBIA
SEYCHELLES
SIERRA LEONE
SINGAPORE
SLOVAK REPUBLIC
SLOVENIA
SOLOMON ISLANDS
SOUTH AFRICA (REPUBLIC OF)
SOUTH KOREA (REPUBLIC OF)
SOUTH SUDAN
SPAIN
SRI LANKA
ST EUSTATIUS & SABA
ST KITTS & NEVIS
ST LUCIA
ST VINCENT & THE GRENADINES
ST. MAARTEN (DUTCH PART)
SUDAN
SURINAME
SWAZILAND
SWEDEN
SWITZERLAND
SYRIA
TAIWAN
TAJIKISTAN
TANZANIA
THAILAND
TIMOR-LESTE
TOGO
TOKELAU ISLANDS
TONGA
TRINIDAD & TOBAGO
TRISTAN DA CUNHA
TUNISIA
TURKEY
TURKMENISTAN
TURKS & CAICOS ISLANDS
TUVALU
UGANDA
UKRAINE
UNITED ARAB EMIRATES
GB
UY
US
UZ
VU
VA
VE
VN
WF
EH
WS
YE
ZM
ZW
UNITED KINGDOM
URUGUAY
USA
UZBEKISTAN
VANUATU
VATICAN CITY STATE
VENEZUELA
VIETNAM
WALLIS & FUTUNA ISLANDS
WESTERN SAHARA
WESTERN SAMOA
YEMEN, REPUBLIC OF
ZAMBIA
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
Months as January–December
mmm
mmmm
Months as the first letter of the month
mmmmm
Days as 1–31
Days as 01–31
d
dd
Days as Sun–Sat
ddd
Days as Sunday–Saturday
dddd
Years as 00–99
Years as 1900–9999
yy
yyyy
Hours as 0–23
H
Hours as 00–23
Minutes as 0–59
hh
m
Minutes as 00–59
mm
Seconds as 0–59
s
Seconds as 00–59
ss
Hours as 4 AM
h AM/PM
Time as 4:36 PM
Time as 4:36:03 P
h:mm AM/PM
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
Fractions of a second
[ss]
h:mm:ss.00
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).
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
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).
Figure 1 – CN22 Shipment Level Detail
Figure 2 – CN22 Shipment Content Detail
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 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)
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 prepopulated 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 UTF8 format.***

Despatch Manager Online

Transcription

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