S8 & S9 User Guide on Postal despatches / Postal receptacles

Transcription

1 UPU UNIVERSAL POSTAL UNION S8 & S9 User Guide on Postal despatches / Postal receptacles UPU 2010 All rights reserved

2 Disclaimer This document contains the latest information available at the time of publication. The Universal Postal Union offers no warrants, express or implied, regarding the accuracy, sufficiency, merchantability or fitness for any purpose of the information contained herein. Any use made thereof is entirely at the risk and for the account of the user. Warning Intellectual Property The Universal Postal Union draws attention to the possibility that the implementation of this standard might involve the use of a claimed intellectual property right. Recipients of this document are invited to submit, with their comments, notification of any relevant rights of which they are aware and to provide supporting documentation. As of the date of approval of this standard, the Universal Postal Union had not received such notice of any intellectual property which might be required to implement this standard, other than what is indicated in this publication. Nevertheless, the Universal Postal Union disowns any responsibility concerning the existence of intellectual property rights of third parties, embodied fully or partly, in this Universal Postal Union Standard. UPU, All rights reserved. Copyright notice This document is copyright-protected by the UPU. While its reproduction for use by participants in the UPU standards development process is permitted without prior permission from the UPU, neither this document nor any extract from it may be reproduced, stored or transmitted in any form for any other purpose without prior written permission from the UPU. Requests for permission to reproduce this document for other purposes should be addressed to: Universal Postal Union International Bureau Standards Programme 3000 Berne 15 SWITZERLAND Tel: Fax: standards@upu.int Reproduction for sales purposes might be subject to royalty payments or a licensing agreement. UPU 2010 All rights reserved ii

3 Introduction This User Guide is intended to assist UPU members with application of UPU standards S8 5 & S9 7 as they can be used in their most basic and simplest manner. It does not include the optional or specialized components of standard S9 such as those that require bilateral agreements. Users may refer directly to UPU standard S9 for this. UPU standard S9 defines the 29-character identifier on postal receptacle labels and in EDI messages such as PREDES, PRECON, CARDIT, RESDES, RESCON, and RESDIT. UPU standard S8 defines the despatch identifier, which is included in the S9 Identifier. Note: S9 is referred to as Postal receptacles-identification of content in the current version of UPU standard S9 and as receptacle identifier in Letter Post regulations. It is referred to as RECEPTACLE.ID in the UPU Logical Data Model and in PREDES, PRECON, CARDIT, RESDES, RESCON, RESDIT messages. This document uses the term S9 Identifier. UPU regulations strongly encourage, and in some cases require, the use of the S9 Identifier on receptacle labels for letter post and parcel post. Publications of the EMS Cooperative also strongly encourage the use of the S9 Identifier on EMS receptacle labels. This document does not replace any UPU standards documents. It is an additional document intended to supplement UPU standards documents in order to assist standards-users. It consists of: a b c d i ii iii A brief description of the components of the S9 Identifier A table outlining the data elements and the relationship between the various entities. Explanatory notes and business rules: i Use of the S9 Identifier ii Despatch-series iii Despatch numbering iv Receptacle serial numbering v Initializing despatch numbers vi Mail sub-class code vii Highest numbered receptacle indicator and Registered/Insured indicator viii Reference to code lists Bar code technical requirements and examples of S9 Identifiers on receptacle labels: Barcode specifications Human-readable format Examples NOTE: If reading this document on a computer screen, it is suggested to print the table referenced in point b above (page 3 of this document) in order to easily refer to it as you read the document. a Components of the S9 Identifier As outlined in table format in the following section, the S9 Identifier has various components. A component of the S9 Identifier is the 20-character S8 Despatch-ID. This is defined in UPU standard S8. A component of the S8 Despatch-ID is the 15-character Despatch-Series. A component of the Despatch-Series is the 3-character Despatch-Type. The relationship between the entities of S9 Identifier, S8 Despatch-ID, Despatch-Series, and Despatch-Type is defined in part b, in the following section. It also includes the name, UPU reference, or content definition, and an example of each data element. The terms Despatch-Series and Despatch-Type are new and do not yet appear in other UPU documents. It is envisaged that, in future, these terms will be applied to UPU forms and be included in the regulations. UPU 2010 All rights reserved 1

4 b Relationship between the entities of S9 Identifier, S8 Despatch-ID, Despatch-Series, Despatch-Type Position Entity name and example Data element name UPU reference or content definition Length Format International mail processing 1 6 centre (IMPC) of origin code The origin and destination IMPCs must be in UPU 6 Alpha code list IMPC of destination code 6 Alpha 13 Mail category code The mail category code must be in UPU code list Alpha mail class code S9 Identifier DEFRAANLAMSAAUN S8 Despatch-ID DEFRAANLAMSAAUN40027 Despatch-Series DEFRAANLAMSAAUN Despatch- Type 29 char 20 char 15 char 3 char AUN Mail sub-class code (despatchlevel) Despatch-year Despatch-number 2 nd character of mail subclass Receptacle serial number Highest numbered receptacle indicator Registered/Insured indicator Receptacle weight The mail sub-class code must be in UPU code list 117 (The 1 st character of the mail sub-class is the mail class code - defined in code list 116.) Last digit of calendar year, e.g , 2004, 2014, For each despatch-series, the despatch-year is adjusted for the 1 st despatch of the calendar year and remains constant for each subsequent despatch throughout the year. Numeric ( ). For each despatch-series, the despatch number is initialized (typically to 0001) for the 1 st despatch of the calendar year and is incremented by one for each subsequent despatch throughout the year. Numeric ( ). This is the number of the receptacle within the despatch. 0 No. The receptacle is not the highest numbered receptacle in the despatch 1 Yes. The receptacle is the highest numbered receptacle in the despatch 9 No information is available in the bar code 0 No. Receptacle does not contain registered and/or insured items 1 Yes. Receptacle contains registered and/or insured items 9 No information is available in the bar code Gross weight in 1/10 kilos. The decimal is not included. (If this weight exceeds kg, then the value 9999 is included) Alpha (unless bilateral agreement as alphanumeric) 16 1 Numeric Numeric Numeric 24 1 Numeric 25 1 Numeric Numeric Example DEFRAA NLAMSA A UN UPU 2010 All rights reserved 2

5 c i Explanatory notes and business rules Use of the S9 Identifier The S9 Identifier is created by automated postal despatch systems. It is physically printed, in barcode and human readable format, on receptacle labels and is included in electronic messages. It is created by the origin OE (office of exchange) at the time of label creation, and is used by the transit post, carriers (such as airlines), and the destination OE. ii Despatch-series A despatch-series is the entity within which despatches are sequentially numbered. Creating a new despatchseries or cancelling an existing despatch-series requires operational and accounting adjustments on the part of both the administration of origin and the administration of destination. A new despatch series may be initiated by the origin or may be requested by the destination. When initiating a new despatch-series, the origin must inform/consult the destination. When cancelling an existing despatch-series, the origin must inform the destination as to the last despatch in the despatch-series. iii Despatch numbering When creating despatches within a despatch-series, the origin OE must sequentially number each despatch to create a despatch-number. The origin OE must not duplicate any previous despatch numbers within a despatchseries in the same calendar year as this causes significant operational and accounting problems. The origin OE should make every effort to not have any gaps in despatch-numbers within a despatch-series. If the origin OE does have a gap in a despatch number within a despatch-series, then the origin OE must advise the destination OE of the not-formed despatch-number by use of a Verification Note or by other means. iv Receptacle serial numbering When creating receptacles within a despatch, the origin OE must sequentially number each receptacle within the despatch with a serial-number three numeric characters ( ). The origin must not have duplicate receptacle serial-numbers within the same despatch. Although gaps in serial numbers within a despatch are permitted in order to accommodate deletion of a receptacle prior to the despatch being finalized, operational processes should be established to minimize the occurrence of such gaps. v Initializing despatch numbers For each despatch-series, the despatch-number is initialized (typically to 0001) for the 1st despatch of the calendar year. The origin may, however, start at a number other than 0001, if there is a business reason to do so. For example, in cases of multiple despatch-series for the same mail category and class but not sub-class: the origin OE may choose to start one despatch-series for despatch-type AUN at 0001 and another for despatch type AUL at 1001 so that the receptacle labels for the two despatch series are more distinguishable. Otherwise, it is possible to have two labels from different despatches look very similar, i.e. the only difference being character 15 of the S9 Identifier, and thus hardly noticeable to the destination. When initializing the despatch-number for a despatch-series at other than 0001, the origin must plan so as to ensure that there are enough despatch-numbers available in the calendar year so that the despatch-numbering will be a logical increasing sequence throughout the calendar year. To illustrate using the 1st character for this purpose provides for up to 999 despatches within a despatch-series throughout the calendar year. vi Mail sub-class code In UPU standards, mail sub-class codes can be at despatch-level, receptacle-level, and item-level. The S9 Identifier uses only the despatch-level mail sub-class code. Thus, each receptacle in a despatch has the same Despatch-ID. For example, a despatch of mail sub-class UN may include a receptacle of sub-class UM (indicating it to be an M- bag). In such a case, the characters UN would be in the S9 Identifier that is on the receptacle label (in character positions of the 29-character identifier) and in the S9 Identifier for all receptacles in messages such as PREDES. The mail sub-class code UM would be in the PREDES message in the receptacle-class, which is a different data element in the PREDES message. UPU 2010 All rights reserved 3

6 vii Highest numbered receptacle indicator and Registered/Insured indicator For either of these data elements, if value 9 is used to indicate no information, then the value 9 must be applied to all S9 Identifiers for all receptacles of the despatch. viii Reference to code lists The code lists required for S9 can be accessed at Under Activities, go to Standards. Under Standards, go to Code lists. Or, access the list of code lists directly at:. The mandatory code lists applicable to the S9 Identifier are: 108: International Mail Processing Centre (IMPC) Codes 115: Mail Category Codes 116: Mail Class Codes 117: Mail Sub-Class Codes d i Barcode technical requirements and examples of S9 Identifiers on receptacle labels Barcode specifications Symbology code 128 must be used for the barcoded representation of the S9 Identifier. This symbology has a feature that can be used to double the density when encoding numeric data. The S9 Identifier has 15 alpha characters followed by 14 numeric characters. The 14 numeric characters can thus be encoded at double density, occupying the same physical space as 7 characters. Applying this feature of symbology code 128 to S9 Identifiers enables higher quality bar codes to fit in the available space on the receptacle label. This feature of symbology code 128, called Start Code C, is recommended. The bar height must be at least 15% of the width of the entire symbol, with a minimum of 12.5 mm. The X-dimension must be between 0.20 mm and 0.33 mm, with 0.25 mm or higher being recommended. The quiet zone at both ends of the barcode must be, at minimum, equal to 10 times the X-dimension. Larger quiet zones (15 or 20 times the X-dimension) should be applied if label design permits. Barcoded S9 Identifiers on receptacle labels are subject to the rigours of transport including exposure to weather, multiple handlings, etc. Yet the destination must be able to scan the bar code. Thus, origin OEs should make every effort to make the S9 Identifier/receptacle label as robust as possible. Users may refer directly to UPU standards for more information concerning bar codes. ii Human readable format In human readable representations of the S9 Identifier, such as those on receptacle labels, it is recommended that one or two spaces be inserted after the 6th, 12th, 15th, 20th and 25th characters of the identifier. Thus the human-readable text corresponding to the example in section b would be as follows: DEFRAA NLAMSA AUN This does not mean that the spaces form part of the S9 Identifier. The S9 Identifier is still one string of 29 characters. Spaces must not be inserted in the bar coded representation, nor in S9 Identifiers in electronic messages. Individual characters on receptacle labels should be between 2 mm and 5 mm high, and have a maximum width of 4 mm. UPU 2010 All rights reserved 4

7 iii Examples These examples illustrate the S9 Identifier as applied to receptacle labels. They are not actual size. Origin IMPC code: CZPRGA Destination IMPC code: USJFKA Despatch type: AUN Mail category: A Mail sub-class: UN Year (1 character): 6 Despatch number: 0508 Receptacle serial number: 001 Highest numbered receptacle indicator: 0 Registered/Insured indicator: 0 Weight: 0121 (12.1 kilos) Despatch-series: CZPRGAUSJFKAAUN Despatch-ID: CZPRGAUSJFKAAUN60508 S9 Identifier: CZPRGAUSJFKAAUN Origin IMPC code: CZCHBA Destination IMPC code: FRSXBH Despatch type: CCN Mail category: C Mail sub-class: CN Year (1 character): 6 Despatch number: 0193 Receptacle serial number: 010 Highest numbered receptacle indicator: 1 Registered/Insured indicator: 1 Weight: 0007 (000.7 kilos) Despatch-series: CZCHBAFRSXBHCCN Despatch-ID: CZCHBAFRSXBHCCN60193 S9 Identifier: CZCHBAFRSXBHCCN Origin IMPC code: CZPRGA Destination IMPC code: HUBUDA Despatch type: ACN Mail category: A Mail sub-class: CN Year (1 character): 6 Despatch number: 0230 Receptacle serial number: 001 Highest numbered receptacle indicator: 1 Registered/Insured indicator: 0 Weight: 0041 (004.1 kilos) Despatch-series: CZPRGAHUBUDAACN Despatch-ID: CZPRGAHUBUDAACN60230 S9 Identifier: CZPRGAHUBUDAACN UPU 2010 All rights reserved 5

8 For information, the following examples are based on UPU Technical Standard S47: Postal receptacle labels Origin IMPC code: PTLISL Destination IMPC code: NZAKLA Despatch type: AEN Mail category: A Mail sub-class: EN Year (1 character): 7 Despatch number: 0005 Receptacle serial number: 001 Highest numbered receptacle indicator: 0 Registered/Insured indicator: 0 Weight: 0100 (010.1 kilos) Despatch-series: PTLISLNZAKLAAEN Despatch-ID: PTLISLNZAKLAAEN70005 S9 Identifier:PTLISLNZAKLAAEN Origin IMPC code: PTLISL Destination IMPC code: NZAKLA Despatch type: AEN Mail category: A Mail sub-class: EN Year (1 character): 7 Despatch number: 0005 Receptacle serial number: 002 Highest numbered receptacle indicator: 1 Registered/Insured indicator: 0 Weight: 0100 (010.1 kilos) Despatch-series: PTLISLNZAKLAAEN Despatch-ID: PTLISLNZAKLAAEN70005 S9 Identifier: PTLISLNZAKLAAEN UPU 2010 All rights reserved 6