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5 Electronic File Format

For the File

Things needed to get started

1. DUNS Number. DUNS Number of mailer transmitting the electronic file.

2. Entry Facility ZIP Code. ZIP Code of Postal Service facility where mail is tendered.

3. Customer Reference Number (If applicable).

4. Client DUNS Number (If applicable). DUNS Number of separate mailer/client in order to receive their own extract file.

5. Unique Developer ID Code and Shipping/Manifesting Software's Product Version Number (From the test kit sent to you by the Postal Service).

Things to know about file format

1. No embedded spaces.

2. The file is an ASCII text, fixed field length.

3. A line feed and carriage return is needed at the end of every record except the last record of the electronic file.

Table 5-1

Header Record (130 bytes)

Format (Size): A = ASCII text (alpha-numeric), N = Numeric. Number in parenthesis = field size
Shaded Areas: Record positions that are shaded are not required for Confirmation Services and default to spaces.
Required Code: ALL indicates required for any file types; DC = Delivery Confirmation; SC = Signature Confirmation; EM = Express Mail; IEM = International Express Mail; BI = Bulk Insurance)
Require Code Record Positions Field Name Format (Size) Description Example Content Rules and Limitations
ALL 001-002 Electronic File Header Record ID A(2) A two-character field that identifies an Electronic File Header Record. H1 `H1' is required.
ALL 003 Electronic File Type A(1) `1' Postage Payment File
`2' Tracking File
`3' Postage & Tracking File
`4' Bulk Insurance`
5' Electronic Verification 		2 `2' Used for Confirmation Services.
`3' Used for Express Mail Manifesting.
ALL 004-025 Electronic File Number A(22) Unique number assigned to identify the electronic file.
UCC/EAN 128 Symbology:
2 digits - Identifier "91"
2 digits - Service Type Code
9 digits - DUNS Number
8 digits - Fixed-length sequential number
1 digit - MOD 10 check digit
ALL OTHER SYMBOLOGIES:
2 digits - Service Type Code
9 digits - DUNS Number
8 digits - Fixed-length sequential number
1 digit - MOD 10 check digit
9150123456789000000019






50123456789000000017 		Note: This number should be inserted on PS Form 3152 or PS Form 8125.
UCC/EAN 128 Symbology:
Service Type Code must be `50.'
Electronic File Number must be unique for 12 months from date of first use.
All Other Symbologies:
Service Type Code must be `50.'
Electronic File Number must be unique for 12 months from date of first use.
ALL 026-033 Date of Mailing N(8) Date mail is tendered to the Postal Service. 20021124 YYYYMMDD
ALL 034-039 Time of Mailing N(6) Estimated time mail is tendered to Postal Service. 131500 HHMMSS
24-hour time format.
ALL 040-044 Entry Facility N(5) 5-digit ZIP Code of Postal Service facility where the mail is tendered. 22201 Unique ZIP Code for each Postal Service facility.
EM, IEM, BI 045-054 Payment Account Number N(10) Postal Service account number which this mailing will be paid from:
• Permit Number
• Express Mail Corporate Account Number
• Federal Agency Number 		0012345678 • Leading zeroes required.
• If using stamps, then fill with zeroes.
• This field required if using Permit imprint, EMCA, or Federal Agency Number.
EM, IEM, BI 055-056 Method of Payment N(2) Payment system used for mailing:
`01' Permit System
`02' Express Mail Corporate Account
`03' Federal Agency
`04' Other 		01 • Must be Postal Service-approved payment method for mail being tendered.
• Only one method of payment per electronic file.
BI 057-061 Post Office of Account ZIP Code N(5) 5-digit ZIP Code of Post Office issuing permit number, meter license, or precanceled stamp. 00000 Default is zeroes.
Not applicable for Express Mail service.
See rules -> 062-073 DSAS Confirmation Number A(12) Confirmation number received when making a scheduled appointment for mail drop at a Postal Service facility. blank Default is spaces.
For drop shipments.
EM, IEM 074 Pickup Requested Indicator A(1) `Y' = Pickup
SPACE = No pickup 		Y Indicator if mail is picked up by the Postal Service.
ALL 075-077 Postal Service Electronic File Version Number N(3) Postal Service Electronic File Version Number. 013 Current version 1.3.
ALL 078-080 Unique Developer ID Code A(3) A unique code provided by Postal Service to identify the developer of the shipping manifesting system. 123 Code provided by National Customer Support Center.
ALL 081-088 Shipping / Manifesting Software's Product Version Number A(8) Shipping/Manifesting Software's Product Version Number. 5.02.3A _ Left justified, trailing spaces. Unique number the software developer designates.
ALL 089-097 File Record Count N(9) Total number of all records in electronic file to include Header Records and all Detail Records. 000001517 Leading zeros required.
ALL 098-130 Filler A(33) Filler for future use. blank Must be spaces.

Table 5-2

Detail Record 1 (200 bytes)

Format (Size): A = ASCII text (alpha-numeric), N = Numeric. Number in parenthesis = field size
Shaded Areas: Record positions that are shaded are not required for Confirmation Services and default to spaces.
Required Code: ALL indicates required for any file types; DC = Delivery Confirmation; SC = Signature Confirmation; EM = Express Mail; IEM = International Express Mail; BI = Bulk Insurance)
Require Code Record Positions Field Name Format (Size) Description Example Content Rules and Limitations
ALL 001-002 Electronic File Detail Record ID A(2) A two-character field which identifies the Electronic File Detail Record 1. D1 `D1' is required.
ALL 003-004 Class of Mail A(2) A two-character code for Class of Mail. Refer to Class of Mail table. PM Postal Service-defined values.
See the Tables section.
ALL 005-026 Package Identification Code (PIC) A(22) Unique number assigned to identify a package.
UCC/EAN Code 128 Symbology:
2 digits "91" AI
2 digits Service Type Code
9 digits DUNS Number
8 digits Variable-length sequential number from
2 to 8 digits.
1 digit MOD 10 check digit
ALL OTHER SYMBOLOGIES:
2 digits Service Type Code
9 digits DUNS Number
8 digits Fixed-length sequential
1 digit MOD 10 check digit
9101123456789000000013






01123456789000000011 		Note: Express Mail PICs are alpha-numeric.
UCC/EAN Code 128 Symbology:
PIC must be unique for 12 months from date of first use.
All Other Symbologies:
PIC must be unique for 12 months from date of first use.
ALL 027-031 Destination ZIP Code N(5) Destination 5-digit ZIP Code for domestic. 22201 Must be 5 digits.
All zeroes for international.
ALL 032-035 Destination ZIP+4 A(4) Destination +4 add on of domestic ZIP Code. 2804 Default is spaces if not available.
IEM 036-037 Country Code A(2) Two-character standardized ISO international country code. Required for international pieces. blank Mandatory for international. Default is spaces for domestic.
ALL 038-044 Postage N(7) Postage (excluding special service fees and surcharges) less any work share discount. For Standard Mail and Bound Printed Matter compute both the piece rate and pound rate and add together to obtain the package rate. For Standard Mail report the residual shape surcharge in record positions 1761-162. $5.69
Entered as:
0005690 		Default is zeroes.
Leading zeroes required. In unit of dollars and rounded to the nearest cent.
EM, IEM, BI 045 Unit of Measure Code N(1) Unit of measurement for mail piece:
`1' lbs.
`2' oz.
`3' kilos 		1 Default is zero.
Field must contain a Postal Service-defined valid code.
EM, IEM, BI 046-054 Weight N(9) Mail piece weight. In unit of measure and significant to four decimal positions. (Exclude weight of nonincidental enclosure here. See record position 181-189) 14.3 lbs.
Entered as:
000143250 		Default is zeroes.
Leading zeroes required.
See rules -> 055 Processing Category N(1) `0' Cards
`1' Letters
`2' Flats
`3' Machinable Parcels
`4' Irregular Parcels
`5' Outside/Nonmachinable 		blank Default is spaces for nonapplicable products.
See rules -> 056 Destination Rate Indicator A(1) `B' Destination BMC
`D' Destination Delivery Unit
`E' Inter-BMC Parcel Post
`I' International Service Office
`S' Destination SCF
`T' Intra-BMC Parcel Post
`N' None 		N Mandatory for Drop Ship mailers.
Default is `N' for nonapplicable services.
EM, IEM 057-058 Rate Indicator A(2) Refer to Rate Indicator Table.
For Parcel Post with destination rates, use "Single Piece" for the Rate Indicator. 		blank Default is spaces.
See rules -> 059-060 Zone A(2) Individual mail piece zone.
Valid Zones are:
`LC' - Local Zone
`01' through `08'
For Priority Mail pieces weighing 1 lb., no zone is required (use zero filler). For Priority Mail pieces > 1lb., zone data is required. 		00 • Default is zeroes for nonapplicable products.
• Mandatory for products with rates based on zones.
• Leading zeroes required if numeric.
EM 061 PO Box Indicator A(1) `Y' Express Mail Manifesting addressed to a PO box. N Default value is `N'.
Mandatory for Express Mail Manifesting.
SC, EM 062 Waiver of Signature A(1) `Y' Mailer requests Waiver of Signature of delivery for Express Mail or Signature Confirmation.
`N' Mailer does not request Waiver of Signature. 		N Default value is `N'.
Mandatory for Express Mail Manifesting and Signature Confirmation service.
EM 063 No Weekend/ Holiday Delivery N(1) 1 Normal (default), regular delivery for
Express Mail Manifesting.
2 NO WEEKEND delivery.
3 NO HOLIDAY delivery.
4 NO WEEKEND or HOLIDAY delivery. 		1 Default value is `1'.
Mandatory for Express Mail Manifesting.
BI 064-070 Value of Article N(7) Wholesale cost or article.
$200.00
Entered as:
0020000 		Default is zeroes.
Mandatory if insurance is being included as a Special Service. Required if insured.
BI
See rules -> 		071-075 COD Amount Due Sender N(5) Dollar amount due on delivery. $206.00
Entered as:
20600 		Default is zeroes.
Required if package is COD.
BI
See rules -> 		076-079 Handling Charge N(4) Handling charge for Registered Mail valued at more than $25,000.00. $20.50
Entered as:
2050 		Default is zeroes.
See rules -> 080-081 Special Service Code 1st Service N(2) Special Service Code.
See Special Service Code table. 		01 Default is spaces.
Field contains one Special Service Code.
Used when one Special Service is used.
See rules -> 082-086 Fee for Special Service 1st Fee N(5) Fee for 1st Special Service Code. $.25
Entered as:
00025 		Default is zeroes.
Used when one Special Service is used.
See rules -> 087-088 Special Service Code 2nd Service N(2) See Special Service Code table. 04 Default is spaces.
Field contains one Special Service Code. Used when two Special Services are used. Example: Integrated bar code with Delivery Confirmation/Insurance.
See rules -> 089-093 Fee for Special Service 2nd Fee N(5) Fee for 2nd Special Service Code. $1.40
Entered as:
00140 		Default is zeroes.
Used when two Special Services are used.
See rules -> 094-095 Special Service Code 3rd Service N(2) See Special Service Code table. 05 Default is spaces.
Field contains one Special Service Code.
Used when three Special Services are used.
See rules -> 096-100 Fee for Special Service 3rd Fee N(5) Fee for 3rd Special Service Code. $.85
Entered as:
00085 		Default is zeroes.
Used when three Special Services are used.
See rules -> 101-102 Special Service Code 4th Service N(2) See Special Service Code table. 06 Default is spaces.
Field contains one Special Service Code.
Used when four Special Services are used.
See rules -> 103-107 Fee for Special Service 4th Fee N(5) Fee for 4th Special Service Code. $1.25
Entered as:
00125 		Default is zeroes.
Used when four Special Services are used.
See rules -> 108-109 Special Service Code 5th Service N(2) See Special Service Code table. 10 Default is spaces.
Field contains one Special Service Code.
Used when five Special Services are used.
See rules -> 110-114 Fee for Special Service 5th Fee N(5) Fee for 5th Special Service Code. $2.75
Entered as:
00275 		Default is zeroes.
Used when five Special Services are used.
See rules -> 115-116 Special Service Code 6th Service N(2) See Special Service Code table. 11 Default is spaces.
Field contains one Special Service Code.
Used when six Special Services are used.
See rules -> 117-121 Fee for Special Service 6th Service N(5) Fee for 6th Special Service Code. $5.40
Entered as:
00540 		Default is zeroes.
Used when six Special Services are used.
ALL 122-130 Client DUNS Number N(9) This field is used for shippers that mail for other customers. DUNS Number for the company for which you are mailing. 000000000 Default is zeroes.
ALL 131-160 Customer Reference Number A(30) Used for customer internal identification purposes. ZZ123456X Default is spaces.
If used with EM, an Express Mail charge back number must be in this field.
See rules -> 161-162 Surcharge Type A(2) Surcharge Type Code.
See Surcharge Type Code table. 		01 Leading zeroes required.
Default is spaces.
See rules -> 163-169 Surcharge Amount N(7) In unit of dollars and rounded to the nearest cent. $1.65
Entered as:
0000165 		Leading zeroes required.
Default is zeroes for nonapplicable products. Numeric values (0-9) only.
See rules -> 170-171 Non-Incidental Enclosure Rate Indicator A(2) See Rate Indicator table for valid codes for this field. blank Used if applicable.
Default is spaces if not applicable.
See rules -> 172-173 Non-Incidental Enclosure Class A(2) Refer to Class of Mail codes shown above in Class of Mail field, positions 003-004. blank Used if applicable.
Default is spaces if not applicable.
See rules -> 174-180 Non-Incidental Enclosure Postage N(7) Postage amount for the nonincidental enclosure. In unit of dollars and rounded to the nearest cent. $.33
Entered as:
0000330 		Default is zeroes.
See rules -> 181-189 Non-Incidental Enclosure Weight N(9) Individual weight of the nonincidental enclosure. In unit of lbs. and significant to four decimal positions. 0.2500
Entered as:
000002500 		Default is zeroes.
EM, IEM
See rules -> 		190-198 Customer Design Agreement Number N(9) Customer design agreement number for Express Mail service. 000000000 Used if Express Mail Manifesting is customer design.
Default value is zeroes.
ALL 199-200 Filler A(2) Filler area for future expansion. blank Must be spaces.

Table 5-3

Detail Record 2 (352 bytes) - Is Not Currently Required

Format (Size): A = ASCII text (alpha-numeric), N = Numeric. Number in parenthesis = field size
Shaded Areas: Record positions that are shaded are not required for Confirmation Services and default to spaces.
Required Code: ALL indicates required for any file types; DC = Delivery Confirmation; SC = Signature Confirmation; EM = Express Mail; IEM = International Express Mail; BI = Bulk Insurance)
Require Code Record Positions Field Name Format (Size) Description Example Content Rules and Limitations
ALL 001-002 Electronic File Detail Record ID A(2) A two-character field which identifies the Electronic File Detail Record 2. D2 `D2' is required.
ALL 003-024 Package Identification Code (PIC) A(22) Unique number assigned to identify a package.
UCC/EAN Code 128 Symbology:
2 digits "91" AI
2 digits Service Type Code
9 digits DUNS Number
8 digits Variable-length sequential number from 2 to 8 digits.
1 digit MOD 10 check digit
ALL OTHER SYMBOLOGIES:
2 digits Service Type Code
9 digits DUNS Number
8 digits Fixed-length sequential
1 digit MOD 10 check digit
9101123456789000000013






01123456789000000011 		Note: Express Mail PICs are alpha-numeric.
UCC/EAN 128 Code Symbology:
PIC must be unique for 12 months from date of first use.
All Other Symbologies:
PIC must be unique for 12 months from date of first use.
ALL
See rules -> 		025-072 Name of Addressee A(48) Name of addressee. JOHN DOE Default is spaces.
Required for accountable mail and international mail.
See rules -> 073-120 Miscellaneous Address Information A(48) Miscellaneous address information in the destination address. BUILDING A Default is spaces.
See rules -> 121-168 Additional Address Information A(48) Secondary unit designator in the destination address. SUITE 400 Default is spaces.
This field is not to be used for the city or state.
ALL
See rules -> 		169-216 Delivery Address A(48) Delivery address in the destination address. Contains secondary unit designator, such as APT or SUITE, for accountable mail. 123 MAIN ST Default is spaces.
Required for accountable mail and international mail.
ALL
See rules -> 		217-244 City Name A(28) City name of the destination address. Reston Used for international mail.
ALL 245-246 State A(2) Two-character state code of the destination address. VA Default is spaces for international mail.
IEM
See rules -> 		247-257 Postal Code A(11) Foreign country postal codes or POSTNET representation. A0A9A0 Used for international mail to countries that use postal codes.
Left justified.
Default is spaces.
IEM
See rules -> 		258-285 International Province Name A(28) International province name of the destination address. Ontario Used for international mail to countries with province names.
Default is spaces.
IEM
See rules -> 		286-295 Customs Category Article 1 A(10) Code of article in package using USITC Harmonized Tariff Schedule. 1702.20.22
entered as:
17022022_ _ 		For international mail.
If used, first four characters are mandatory.
Left justified trailing spaces.
Default is spaces.
IEM
See rules -> 		296-297 Customs Count Article 1 N(2) Total number of articles in package of this customs category. 20 For international mail.
IEM
See rules -> 		298-305 Customs Value Article 1 N(8) Total value of articles in package of this customs category. In units of dollars and rounded to nearest cent. $100.00
Entered as:
00010000 		For international mail.
IEM
See rules -> 		306-315 Customs Category Article 2 A(10) Code of article in package using USITC Harmonized Tariff Schedule. 1702.20.22
entered as:
17022022 		For international mail.
If used, first four characters are mandatory.
Default is spaces.
IEM
See rules -> 		316-317 Customs Count Article 2 N(2) Total number of articles in package of this customs category. 10 For international mail.
Default is zeros.
IEM
See rules -> 		318-325 Customs Value Article 2 N(8) Total value of articles in package of this customs category. In units of dollars and rounded to nearest cent. $50.00
Entered as:
00005000 		For international mail.
Default is zeros.
IEM
See rules -> 		326-335 Customs Category Article 3 A(10) Code of article in package using USITC Harmonized Tariff Schedule. 1702.20.22
entered as:
17022022 		Left justified.
Default is spaces.
For international mail.
If used, first four characters are mandatory.
IEM
See rules -> 		336-337 Customs Count Article 3 N(2) Total number of articles in package of this customs category. 15 For international mail.
Default is zeros.
IEM
See rules -> 		338-345 Customs Value Article 3 N(8) Total value of articles in package of this customs category. In units of dollars and rounded to nearest cent. $300.99
Entered as:
00030099 		For international mail.
Default is zeros.
ALL 346-352 Filler A(7) Filler for future use. blank Must be spaces.