1.1 Who is this appendix for?

This Appendix contains technical information relating to Swiss Post DataTransfer reports.

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 5 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 Bern
Switzerland

E-mail: testsupport.bmb@swisspost.ch

2.1 Reports

Various DataTransfer reports are available. When you register for DataTransfer, you can decide which reports you would like to receive. You can send an e-mail to DataTransfer Support or notify your Swiss Post customer advisor at any time if you would like to stop receiving reports or wish to receive additional ones.

The reports contain events for Parcels, Express and Solutions for consignments that are being sent, but not for those being forwarded or returned.

You can find a description of the reports for parcels, Express, Solutions, BMB and Letter ID in the DataTransfer Manual.

¹ ↑ Only available for PostPac Priority and Swiss-Express “Moon”

Transmission of reports

The reports are transmitted via SFTP, e-mail or sedex to the address specified during registration. The report entitled “Parcel post easy proof of mailing” can only be received via SFTP.

The reports can be delivered to up to three different e-mail addresses. The length of all the e-mail addresses together must not exceed 255 characters. You can provide e-mail addresses when you register, or send them as change requests to DataTransfer Support. All reports to which you have subscribed will be sent to these e-mail addresses. SFTP reports can only be sent to one account.

All reports sent by e-mail are transmitted in zip format

(PKZIP 2.0) only. The files have the extension “.zip”.

Format

You can transfer the data in XML format and receive each individual report in another format (e.g. CSV). Similarly, you can use different channels for sending and receiving data.

2.1.1 List of event codes (“EventNumber”)

An event is reported only once per consignment number in the reports with the sorting and delivery events. An updated list of all event codes can be found on our technical homepage: Technical DataTransfer support.

2.2 Naming conventions

2.2.1 DataTransfer reports in XML, CSV or XLS Naming conventions for “XML” or “CSV” formats

SenderID_Name_Update_Timestamp.Format

Naming convention for “XLS” formats

SenderID_Name_Update_Timestamp_Content.Format

Report names

Example for XML, all reports (without updates for Report 11)

• 112_Report7_20120127220812.xml

Example for XLS (Excel), all reports (without updates for Report 11)

• 112_Report12_20120127100459_content.xls
• 112_Report12_20120128095812_empty.xls

Examples for XML, CSV or XLS, Report 11, update 2

• XML: 112_Report11_Report11_02_20130606073110.xml
• CSV: 112_Report11_Report11_02_20130606073110.csv
• XLS: 112_Report11_Report11_02_20130606073110_content.xls

2.2.2 “Parcel post easy proof of processing”

Report Naming convention

SenderID_Fralic_Reportname_Timestamp.Format

Example

112_37123456_ProofOfProcessing-PPe_20050901144002.XML.gz

The files are available for download from the SFTP account for 9 days and are then deleted from the system automatically.

2.2.3 “Letters returns data” report (19 and 20)

Naming convention

SenderNo_ReportNo._Version_Language_Format_InvoiceReferenceNo.
_ProcessingDayReturns_Meter_TimeStampFileCreation.Format

Example

• 112_Report19_01_DE_2_52345678_20200225_000001_20200227020208.csv
• 112_Report20_01_DE_2_52345678_20200225_000001_20200227020208.csv
• 112_Report19_03_DE_1_50424402_20210529_000001_20210531020154.csv
• 112_Report19_03_DE_2_50424402_20210529_000001_20210531020154.csv

2.2.4 BMB report via DataTransfer Naming convention (Reports 1, 2, 15, 151, 16 and 161)

SenderID_Name_Timestamp.Format

Naming convention (Report 18)

SenderID_Name_Language_Fralic_Creation date of the archive PDFs_Number of delivered archive PDFs_receipt.format

Examples

100_Report18_EN_20130816_20130418144715_980301013600000010.pdf

Example with PDF/A

100_Report18_EN_010136_20130816_30_receipt.pdf

Example without PDF/A

100_Report18_EN_020237_20130816_0_receipt.pdf

Report names

Examples

100_PMReport1_20061128140559.xml

100_Report15_201307250559.xml

Example of Report 17 PDF

100_Report17_EN_20130816_20130418144715_980301013600000010.pdf

Examples of receipt PDF

Example with PDF/A

100_Report17_EN_010136_20130816_30_receipt.pdf

Example without PDF/A

100_Report17_EN_020237_20130816_0_receipt.pdf

2.2.5 “Archive data for court documents” report

Data file format

Report 17 (PDF format) includes all confirmations of receipt for the court documents that have been sent in the archive format PDF/A. You will still receive the report even if no data is available on the day of delivery. For each court document that is delivered, you will receive a confirmation of receipt in PDF/A format.

PDF/A filename structure

[SenderID]_[ReportName]_[Language]_[TimestampCreationPDF]
_[TimestampConsignment]_[ConsignmentID].pdf

• TimestampCreationPDF = YYYYMMDD
• TimestampCreation = YYYYMMDDhhmmss

Example of sender 982:

982_Report17_DE_20130816_20130418144715_980301013600000010.pdf

Receipt PDF filename structure

[SenderID]_[ReportName]_[Language]_[Fralic]_[TimestampCreationPDF]
_[MeterPDFA]_receipt.pdf

• Fralic = 6-digit franking licence
• TimestampCreationPDF = YYYYMMDD

Example of sender 982:

982_Report17_DE_010136_20130816_1_receipt.pdf

2.2.6 “Archive data for electronic return receipts (eAR)” report

Data format

Report 18 (PDF format) includes all confirmations of receipt for registered items with the eAR value-added service that have been sent in the archive format PDF/A. You will still receive the report even if no data is available on the day of delivery. You will receive one confirmation of receipt per registered item delivered in PDF/A format.

PDF/A file name structure

[SenderID]_[ReportName]_[Language]_[TimestampCreationPDF]_
[TimestampConsignment]_[ConsignmentID].pdf

• TimestampCreationPDF = YYYYMMDD
• TimestampConsignment = YYYYMMDDhhmmss

Example sender 982:

982_Report18_DE_20130816_20130418144715_980301013600000010.pdf

Receipt PDF file name structure

[SenderID]_[ReportName]_[Language]_[FraLic]_
[TimestampCreationPDF]_[MeterPDFA]_receipt.pdf

• Fralic = 8-digit franking licence
• TimestampCreationPDF = YYYYMMDD

Example sender 982:

982_Report18_DE_91010146_20130816_1_receipt.pdf

3.1 “Processing events for letters with barcode” (Report 1) and “Letters with barcode, all data for franking licence” (Report 15 and 151)

Report 1 contains all the processing events for consignments you have sent by submitting data via DataTransfer.

Report 15 contains all processing events for consignments for your franking licence, even if no data has been submitted (e.g. due to system failures, process errors, etc.). Report 151 is identical to Report 15, but is provided twice a day (morning and afternoon).

3.1.1 Data content 

You will receive an XML example for this report in electronic format at Technical DataTransfer support → Letters with barcode.

“Electronic confirmations of receipt for letters with barcode” (Report 2) and “Letters with barcode,
all data for franking licence” (Report 16 and 161)

Report 2 and Report 16 contain one link (EB_Confirmation) per consignment on the electronic confirmation of receipt. This link leads directly to the PDF for confirmation of receipt in consignment tracking (Track consignments). In order to be able to download the confirmation of receipt, it is necessary to have access rights to the “Track consignments” online service in the “My Post” customer portal. You can request this via the “My Post” customer portal or from your customer advisor. Customers who use SuisseID can also log in to the “My Post” customer portal directly using these certificates.

If you want to download these PDF documents for court documents automatically, you can use the “Track consignments” web service. For details, please visit the “Track consignments” web service.

In Bericht 2 sind alle Daten zu den BMB-Sendungen vorhanden, zu denen vorgängig eine Dateneinlieferung über DataTransfer stattgefunden hat.

In Bericht 16 sind alle Daten zu den BMB-Sendungen Ihrer Frankierlizenz vorhanden, auch wenn keine Dateneinlieferung stattgefunden hat. Der Bericht 161 ist identisch mit Bericht 16, wird aber zweimal täglich bereitgestellt (morgens und nachmittags).

3.2.1 Data content 

For an XML example of this report in electronic form, please go to Technical DataTransfer support → Letters with barcode.

3.3 Archive data for court documents (Report 17)

Around 90 days after the consignment has been posted, you will receive the confirmation of receipt for your court document in PDF/A format with a digital signature for your archiving.We will send you one PDF per court document delivered.

This means that the document will retain its authenticity even after the expiry of the postal archiving period of three years.

3.4 Archive data for electronic return receipts (eAR) (Report 18)

Around 90 days after the consignment has been posted, you will receive the archive data for your registered item with the eAR value-added service in PDF/A format with a digital signature for your archiving. We will send you one PDF per registered item delivered. This means that the document will retain its authenticity even after the expiry of the postal archiving period of three years.

3.5 “Parcels with no processing events” report (Report 3)

With Report 3, you will receive data on parcels without processing results.

3.5.1 Data content 

For an XML example of this report in electronic form, please go to Technical DataTransfer support → Parcels/Express/VinoLog.

3.6 “Parcels with no electronic advance notification” report (Report 7)

With Report 7, you will receive data on parcels with no electronic advance notification (suitable for checking DataTransfer quality).

3.6.1 Data content 

For an XML example of this report in electronic form, please go to Technical DataTransfer support → Parcels/Express/VinoLog.

3.7 “Return shipments” report (Report 8)

With Report 8, you will receive data on parcels which were returned, based on your franking licence.

3.7.1 Data content 

For an XML example of this report in electronic form, please go to Technical DataTransfer support → Parcels/Express/VinoLog.

3.7.2 Sample report in Excel format

3.8 “Processing status” report (Report 11)

With Report 11, you will receive data on the processing status of your parcels. This report can be obtained up to four times each day.

3.8.1 Data content

For an XML example of this report in electronic form, please go to Technical DataTransfer support → Parcels/Express/VinoLog.

3.9 “Irregularities” report (Report 12)

With Report 12, you will receive data about potentially irregular processing (only possible for PostPac Priority and Swiss-Express “Moon”). This report can be obtained up to four times each day.

3.9.1 Data content 

You can obtain an electronic copy of the XLS (Excel) example of this report at Technical DataTransfer support → Parcels/Express/VinoLog.

3.10 Letter returns data (Report 19, version 2)

You have stored a “... with data” returns instruction in the dynamic data matrix code (Letter ID), and you would like to receive the returns data daily.

With report 19 (version 2), the returns data are provided for download on the Swiss Post server on a daily basis. The report contains the processed returns from two days before, i.e.
current date minus two days. A data file (CSV or XML with returns data) and an image file (PDF) are created daily.

Additionally, the options can be selected “per reason for return” or “per return”.

3.10.1 Data content

You will receive a CSV example for this report in electronic form at Technical DataTransfer support → Create dispatch list.

3.10.2 Sample report in Excel format

3.11 Letter returns data (Report 19, version 3, with movers files)

with movers files)You have stored a “... with data” returns instruction in the dynamic data matrix code (Letter ID), and you would like to receive the returns data daily.

With Report 19 (version 3, with movers’ files), the returns data is provided for download on the Swiss Post server on a daily basis. The report contains the processed returns from two days before, i.e. current date minus two days. If a movers’ address is known for the consignment to be returned, this will be provided for a charge. A CSV file is generated every day.

Report 19.3 can be obtained in two formats. Format 1 (csv) and format 2 (csv + PDF).

3.11.1 Data content 

You will receive a CSV example for this report in electronic form at Technical DataTransfer support → Create dispatch list.

3.11.2 Sample report in Excel format

3.12 Letter returns data (Report 19, version 4, PDF per return)

You have stored a “... with data” returns instruction in the data matrix code (Letter ID), and you would like to receive the returns data daily.

With Report 19 (version 4), the returns data are provided for download on the Swiss Post server on a daily basis. The report contains the processed returns from two days before, i.e. current date minus two days. One data file (CSV or XML with returns data) and N image files (PDF) are created daily. In the data file, the file name of the related PDF image is listed in the last column for each record.

3.12.1 Data content

Ein CSV-Beispiel zu diesem Bericht erhalten Sie in elektronischer Form unter Technische Unterstützung DataTransfer → Aufgabeverzeichnis erstellen.

For a CSV example of this report in electronic form, please go to Technical DataTransfer support → Create dispatch list.

3.12.2 Sample report in Excel format

3.13 Letter ID consignments (Report 20)

The report is sent daily and contains the first sorting result of Letter ID consignments (with dynamic Letter ID).

The report is triggered by Swiss Post making available and preparing the first sorting events (generally by 9 a.m., otherwise by 10 a.m. at the latest, on weekdays).

Reporting on the following events is possible:

• Consignment in delivery, including expected delivery date
• Return item

3.13.1 Data content 

You will receive an Excel example for this report in electronic form at Technical DataTransfer support → Create dispatch list.

3.13.2 Sample report in Excel format

3.14 Notifications of move (Report 21)

This report is sent daily and contains the relevant notifications of move for your company. The report is triggered by customers that have moved wishing to tell selected companies on the Swiss Post homepage about their move.

This report is sent daily and, based on an agreement with the Address Competence Center, contains the notifications of move relevant for your company. If you are interested, please contact your customer advisor. The report is triggered by customers that have moved wishing to tell selected companies on the Swiss Post homepage about their move.

3.14.1 Data content

For an Excel example of this report in electronic form, please go to Technical DataTransfer support → Create dispatch list.

3.14.2 Sample report in CSV format

3.15 “Address quality and codes” report (Report 14)

With report 14, you will receive data on address quality with codes.

3.15.1 Data content

You will receive an Excel example for this report in electronic form at Technical DataTransfer support → Parcels/Express/VinoLog.

3.15.2 “Address quality and codes” sample report in Excel spreadsheet format

3.15.3 “Parcels” sample report in Excel spreadsheet format (with incorrect addresses)

3.15.4 Error messages

The following error messages are listed in the report:

3.16 “Parcel post easy proof of processing” report

With the “Parcel post easy proof of processing” (PpE) report, you will receive data about the PpE processing statement (the submission is possible only via a SFTP account).

3.16.1 Data content 

For an XML example of this report in electronic form, please go to Technical DataTransfer support → Parcels/Express/Vinolog.

3.17 Delivery note for letters with barcode

• DataTransfer manual “Overview and functional descriptions for DataTransfer”
• DataTransfer – Appendix 1 “Description of DataTransfer customer interface”
• DataTransfer – Appendix 2 “Description of the ‘Create a Dispatch List‘ customer interface:“
• 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)”

5.1 Changes

• <Identcode> field now alphanumerical and various smaller additions and amendments
• Reports 15 and 16 updated
• Report 19 updated
• Implementation on microsite