1.1 For whom is this documentation intended?

This Appendix contains the technical information for creating a dispatch list via Swiss Post’s DataTransfer.

1.2 What information will you receive about DataTransfer?

DataTransfer Manual: Overview and functional descriptions for DataTransfer

Brief description of DataTransfer services, letters with barcode (BMB) via DataTransfer, Letter ID, “Create a Dispatch List” via DataTransfer and Parcel Post easy via SFTP, an explanation of how DataTransfer works and an illustration of the registration and test procedure. This is aimed primarily at DataTransfer decision-makers.

DataTransfer – Appendix 1: Description of DataTransfer customer interface: Parcels, Express, Solutions, letters with barcode (BMB) and Letter ID

Description of the notification structure and data to be submitted for parcels, Express, Solutions, BMB, Letter ID plus technical specifications such as input file formats and naming conventions.

DataTransfer – Appendix 2: Description of customer interface “Create a Dispatch List”

Description of the data to be submitted for “Create a Dispatch List” and overview of “Create a Dispatch List” reports.

DataTransfer – Appendix 3: Description of DataTransfer reports

Description of the contents of reports for BMB, parcels and Swiss-Express, but excluding “Create a Dispatch List”.

DataTransfer – Appendix 4: Description of the “Address maintenance” customer interface

Description of the message structure and data content and the technical specifications for address maintenance, such as the posting and return formats as well as the naming conventions.

DataTransfer – Appendix 5: Description of the DataTransfer customer interface: EAD submission

Description of the technical information for electronic data delivery of EAD (Electronic Advance Data) for international letter mail containing goods.

1.3 Validity

The manual is updated online. Changes are set out in Section 7 in the release notes.

The old PDFs will cease to be valid with the publication of the new instructions. This page shows the current version.

1.4 Abbreviations and terms used

1.5 Support

Post CHLtd
Support DataTransfer
Wankdorfallee 4
3030 Berne
Switzerland

Tel.: 0848 789 789

E-mail: datatransfer@swisspost.ch

1.6 Test support

If you have any questions regarding consignment data simulation, please feel free to contact us. Please send your tests to the following address:

Post CH Ltd
Testsupport LS14
Wankdorfallee 4
3030 Berne
Switzerland

E-mail: testsupport.bmb@swisspost.ch

2.1 Data submission

Data can be submitted in the following ways:

• As an e-mail attachment
• Via a Swiss Post SFTP account
• Via the Swiss Federal Sedex platform (XML only)

2.1.1 E-mail

To submit data via e-mail, you will need an e-mail account with which you can send e-mails of up to 2 MB. The e-mail attachment must be sent in base64 or uuencoded format.

Procedure for submitting data by e-mail

Prepare the data in XML format and add the file to an e-mail as an attachment. The maximum file size for submitting data via e-mail is 2 MB per submission.

So that the attached files can be uniquely identified when you submit data via e-mail, you must also specify a keyword in the body of the e-mail. If this keyword is incorrect, the e-mail (plus attachment) will be deleted. The keyword to be specified in e-mails is:

• During testing: T-770809dfu01input
• During live operation: 770809dfu01input

Note: The e-mail must only contain the keyword and the file. Any additional wording, such as automatic signatures, is not permitted.

Send the e-mail to paketversand.dfu@postlogistics.ch

2.1.2 SFTP

To submit data via SFTP, you‘ll need a Swiss Post SFTP account. If you don‘t have a Swiss Post SFTP account yet, one will be opened once you have registered.

Instructions on importing data via SFTP can be found at Technical DataTransfer Support or obtained from DataTransfer Support. 

2.1.3 sedex

sedex subscribers of the eSchKG domain can exchange consignment data electronically using the Swiss Confederation’s sedex platform. The existing DataTransfer services have been extended via an adapter. Registrations with the Federal Statistical Office are carried out by DataTransfer Support.

Eine Anleitung zur Datenübermittlung über sedex finden Sie unter Technische Unterstützung DataTransfer → Briefe mit Barcode.

You can find instructions on how to transmit data via Sedex at Technical DataTransfer Support→ Letters with barcode.

2.2 File formats

Files are accepted in XML (UTF-8) and ZIP (PKZIP 2.0) format.

2.2.1 Special characters in XML format

XML files must conform to XML standards in order for DataTransfer to process them. When submitting files, this means that the attribute values in XML files must not contain any unencoded special characters, such as pointed brackets (<>) or speech marks (“).

In order to send these special characters, you need to encode them using special characters that HTML will recognize.

These take the following format: &[Name];

The example shows how to encode the commercial “and” sign (“&”): Name1=»Moser &amp; Cie.=»(Moser & Cie.)

Here is a list of special characters and the corresponding format in which they must be submitted:

Normal umlauts may not be encoded as HTML.

There‘s an easy way to check whether your XML conforms to standards and can be processed by DataTransfer – open the file in a browser, such as Internet Explorer or Mozilla Firefox. If the file does not conform to standards, an appropriate error message will be displayed.

3.1 “Create a Dispatch List” (delivery note) via DataTransfer

Swiss Post offers a solution for creating dispatch lists for both domestic and international addressed letter mail (postage paid items). You supply the billing data to us via DataTransfer and shortly afterwards, you get back the dispatch list in the form of a delivery note for the postal delivery.

3.1.1 Description of service

1. You generate the invoicing data using a Swiss Post product list in a third-party system, and create an XML file. You transmit this data to Swiss Post in XML format via DataTransfer.
2. Within minutes, you will receive back via DataTransfer the status file, the dispatch list in the form of a delivery note (see sample 5.1.2) and the wheeled container label.
3. You hand the hard copy of the delivery note to Swiss Post together with the mailings.
4. The delivery notes generated via DataTransfer will be saved in the “Letters dispatch list” online service. There, until the posting has taken place, it is possible to change or cancel the order. In addition, the customer-specific product list is available there for download (see Section 4.1).

3.1.2 Data transmission

Data can be transmitted in the following ways:

• As an e-mail attachment
• Via a Swiss Post SFTP account
• Via the Swiss Federal Sedex platform

Technical details are described in Section 4.1.

3.1.2.1 Throughput times

Depending on the channel used for delivering the data, the throughput time for creating the delivery note (dispatch list) may be longer or shorter. For system-related reasons data transmisson always takes a few minutes. E-mail throughput times are dependent on the SMTP gateway provider, and SFTP throughput times depend on the gateway provider‘s collection frequency.

3.2 Files for “Create a Dispatch List” via DataTransfer

Naming convention

SenderID_Service_FileType_Flag_DateCreated_TimeCreated_
InvoiceReferenceNumber_Order number_TransferStatus.Format

Example

100_VGK_DATA_P_20161128_140559_12345678_ABC123_U.xml

3.3 Documents for “Create a Dispatch List” via DataTransfer

Naming convention

SenderID_Service_FileType_Flag_DateCreated_TimeCreated_
InvoiceReferenceNumber_Order number.Format

Example

100_VGK_RWB_P_20040929_140559_12345678_ABC123.pdf

3.4 E-mail confirmations

The content of these e-mails is always in English.

3.4.1 Receipt confirmation

Sample receipt confirmation OK

Subject: DataTransfer: Dispatch list - File Receipt SenderID 982 FileID:40770300

Text: FileID:40770300 / FileError:0

Sample receipt confirmation not OK

Subject: DataTransfer: AVZ – File Error Message SenderID:982 FileID:Aufg2

Text: FileID:Aufg2 / FileError:24 / Error codes meaning: / 24 File is not schema conform 

Detailed information about error messages can be found at Technical DataTransfer support under “Create Dispatch List“ (master data).

4.1 Product list as the basis for transmission of the declaration data via DataTransfer

The standard product list is available under the following link Technical DataTransfer Support under “Create dispatch list” (master data).

It is also possible to declare contract products via DataTransfer. These contract products are not shown in the standard product list but rather in the “customer-specific product list” according to the franking licence. You can download this customer-specific product list in the “Letters dispatch list” online service, under “Settings” (Exports tab). You can obtain the corresponding login by registering successfully at www.swisspost.ch. 

• The product list (VGKTapis) shows all the current products, concessions and additional services offered by Swiss Post that can be listed in an electronic dispatch list.
• Most of the products (<TapisProd>) are determined uniquely by means of the “Gattung”, “Taxgruppe” and “SendGewicht” logical keys.
• The upstream and additional products (<TapisZL>) are uniquely identified through the logical key of “category”, “fee group” and “tariff band”. All valid upstream and additional services are listed for each product (<TapisProd>).
• The product list is used in the following manner:
• First of all as a database in your print optimization system, so that XML files can be generated for “Create a Dispatch List” DataTransfer.
• For each product or price modification (Swiss Post makes changes to its list products no more than once or twice a year).

4.1.2 Description of tag logic

InfoPost \ ErstellungsDate

• Value: Date
• Description: Creation date for product list

InfoPost \ Frankierlizenz

• Value: Numeric
• Description: Franking licence of sender

TapisProd \ Gattung

• Value: Numeric
• Description: Product category

TapisProd \ GattungBez

• Value: Text
• Description: Product description in text form in the relevant language (de, fr, it and en)

TapisProd \ Taxgruppe

• Value: Numeric
• Description: Fee group number of the product

TapisProd \ TaxgruppeBez

• Value: Text
• Description: Name of the current product‘s format in text form in the relevant language (de, fr, it and en)

TapisProd \ Tarifstufe

• Value: Numeric (Specified in kilogrammes)
• Description: Valid tariff band for the product/format. The content is defined on the basis of the tariff band code (see below).

TapisProd \ CodeTarifstufe

• Value: Numeric
• Description: Manner in which tariff band determined 0 = weight 2 = none

TapisProd \ Tarif

• Value: Numeric
• Description: Cost/amount for product/service

TapisProd \ Tarif_KG

• Value: Numeric
• Description: Cost/amount per kg (price per kilogram) for product/service

TapisProd \ GueltigAb

• Value: Date
• Description: “Valid from” date for product/service. The product/service is valid from this date.

TapisProd \ GueltigBis

• Value: Date
• Description: Date of validity date for product/service. From this date the product/service is valid. If the date is blank, then it is valid

TapisProd \ BriefFormatCH

• Value: Text
• Description: Letter format for domestic products

TapisProd \ Format

• Value: Numeric
• Description: Format. Used only with the Marketing Mail Professional product.

TapisProd \ Sortierung

• Value: Numeric
• Description: Format. Used only with the Marketing Mail Professional product.

TapisProd \ Land

• Value: Numeric
• Description: Format. Used only with the Marketing Mail Professional product.

TapisProd \ TapisZL

• Value: Various
• Description: Listing of possible additional services

4.3 Description of tag logic

4.3.1 Info Source

<Aufgabedatum/> (Date of dispatch)

The date of dispatch is the date of posting. If this is not known, the transmission date of the XML file can also be stated.

<Zustelldatum/>

The delivery date is a mandatory field if the products OnTime Mail and Expert Mail are declared in the dispatch list. The requested delivery date is expected in the format yyyy-mm-dd.

<Kostenstelle/> (Cost centre)

The <Kostenstelle/> element is of no significance for Swiss Post. The cost centre can be used on a customer-specific basis per order.

<KundenbelegEmail/>

After dispatch, the customer document (order confirmation, customer receipt, customer copy) is generated and sent to the e-mail address declared in the XML file. Several e-mail addresses (separated by semicolons ;) may be given.

<KundenbelegFile/>

After posting, the customer receipt (confirmation of posting,
customer receipt, customer duplicate) is generated and sent to the inbox of the sender ID. The <Werte> attribute can be used to select the file format (pdf and/or xml).

<Kundenref/>

This text is shown on the delivery note (dispatch list) and on the monthly invoice.

<BestellnummerRechnung/>

If ordering and invoicing via a third-party system such as ARIBA is requested, the “Invoice order number” can be specified here.

<RWBeschriftung/>

Generates according to product a label for the container/pallet.

<Sprache/>

The form is generated in the required language.

4.3.2 InfoPost

<AuftragsnummerLetterID/>

The AuftragsnummerLetterID (order number letter ID) is used if the consignments have a Letter ID (dynamic Datamatrix Code). The same number must not be used again within one year.

<SonderbewilligungNr/>

If special authorization has been received from Swiss Post for certain consignment posting, this GZD/special authorization number can be indicated here.

4.3.3 Sender

<RRN/>

Invoice reference number of the sender or bill-to-party.

<Frankierlizenz/>

The franking licence is needed:

• so that order in the “Letters dispatch list” online service may be recorded in the account of the service provider or of the sender. There the order cannot be changed or deleted.
• if contract products are declared

Important: The franking licence must belong to the specified RRN. If the franking licence is omitted, the RRN must be deposited with the consignor.

4.3.4 Consignor

<RRN/>

The RRN (invoice reference number) of the consignor (service provider) must be stated so that the order to be recorded in the “Letters dispatch list” online service in the service provider’s and the sender’s accounts.

The elements “Name”, “First name”, “Street”, “Address addition”, “Postcode” and “Town” will only be accepted if the consignor RRN or the consignor customer number is specified.

4.3.5 TapisProd

<SendGewicht/>

In the <SendGewicht/> (consignment weight) element the individual weight of a consignment in kilograms is entered. This weight determines the tariff band within the Gattung/Taxgruppe (Category/Tax Group) and so the tariff too. The system calculates the total weight using the formula SendGewicht x SendAnzahl.

<Kostenstelle/> (cost centre)

The <Kostenstelle/> element is of no significance for Swiss Post. The cost centre can be used on a customer-specific basis.

Country, sorting, format

If a product with an “Individual Small Goods Letter” contract is declared, these three elements are used:

<Land/>

This attribute is only required for “Individual Small Goods Letter” contract products. For these products, the tariff is calculated based on an individual price and on a price per kilo. Therefore the <Land> attribute must always be stated. The contents of the <Land> attribute are the two-letter ISO country code.
You can find the ISO country code list by following this link.

<Sortierung/>

The text sorting must be declared.

<Format/>

The “Format” value must be entered as per the value specified in the contractual agreement.

4.4 Sample XML format for product incl. additional service

The XML file shown below declares the following products:

5.1 Bulletins of verification “Create a Dispatch List”

(delivery note/dispatch list, wheeled container label and status report)

5.1.1 Data contents of dispatch lists (status files)

5.1.2 Sample delivery note (dispatch list)

5.1.3 Sample pallet/container labelling

• DataTransfer manual “Overview and functional descriptions for DataTransfer”
• DataTransfer – Appendix 1 “Description of DataTransfer customer interface”
• DataTransfer – Appendix 3 “Description of the DataTransfer reports”
• DataTransfer – Appendix 4 “Description of the ‘Address maintenance’ customer interface”
• DataTransfer – Appendix 5 “Description of the DataTransfer customer interface: ‘EAD submission (Electronic Advance Data) submission for international letter mail containing goods (PDF, 767.2 KB)”

7.1 Neuerungen

• E-mail confirmations added and “Description of tag logic” section expanded
• Modification in XML file: Field length for the <Kundenref/> element expanded (Sec. 4.2) and “Sample delivery note for Letter ID” added (Sec. 5.1.2)
• Links updated
• Modification in XML file: new field <Zustelldatum/>
• Implementation on microsite