CUSTOMER DATA TRANSMISSION TO TRANS-O-FLEX

Transcription

1 CUSTOMER DATA TRANSMISSION TO TRANS-O-FLEX tof general interface trans-o-flex IT-Service GmbH

2 As of: Content General Notes... 1 Technical notes... 2 Reference number for trans-o-flex... 4 Recode elements / record types... 5 Field description Terms of delivery code Eurodis Appendix A: Eurodis processing Anlage B: pick up order Appendix C: operative instruction Appendix D: physician sample shipment Appendix E: special requirements Record type Appendix F: Recipient notification Appendix G: address for pick up order Appendix H: Description of international postal codes tof general interface trans-o-flex IT-Service GmbH

3 General Notes This interface is a general version of all trans-o-flex organizations. Individualized services are not available everywhere. In case of doubt, please ask your contact person on site. The transfer of customer data from the dispatcher to the forwarder serves the direct transmission of shipment requiremental data and is subdivided into: Information for each shipment (shipment data) Data for each shipment is transferred in multiple records of 128 columns each. Information for each parcel (parcel data) trans-o-flex expects barcode information to be specified on each shipping unit. Identification (through optical scanning) of goods is only possible using this type of specification. In order to reconcile the data read as actual information from the package, that same data must be also be transferred as target information. Record type 14 is provided for this purpose. supplemental information Record type 21 through 25 are provided to transfer supplemental information for a normal shipment, collection order and Eurodis shipment. (see explanations in attachments A through F) If the shipment includes goods/materials that are subject to the ADR ordinance, record type 40 through 43 must also be transferred with the appropriate information; also see Technical Notes. These record types come after record types 13 and 14 and must be assigned their specifications made upstream in the process. End of transfer information For purposes of general checks and checks for IT purposes, each transfer of data must be concluded with record type 99 (for each file). tof general interface trans-o-flex IT-Service GmbH 1

4 Technical notes Remote data transfer Various network and logging technologies are available for remote data transfer, these must coordinate with the trans-o-flex EDI team in advance. General information Record length 128 Byte. Only unpacked fields are used Fields can contain no data specification, but must filled in with default values. default values for alpha fields = blank numerical fields = zero Record types 11, 12, 13 and 99 are mandatory on national level in Germany. Transfer of record type 14 is mandatory as well in connection with the combination label and for international shipments outside of German. Record types as well as record type 40 through 43 for ADR are transferred as required. Data must be transferred with the file Name TOF.DFU. In Addition, a confirmation file (TOF.DFU.ENDE) is expected when transferring data electronically. Record types 11, 12, 13, 14, 40, 41, 42,43 and 99 contain a) Header information b) Variable information Except for the different specification of record type, all header data are identical for each shipment. Record type 14 repeats itself in the factor of the number of packages or pallets, or package and pallets for a mixed shipment and contains parcel information. Transfer of record types 40 through 41 is only mandatory if the shipment contains dangerous goods. Multiple transfer is possible. The number of the records of record type 40 depends upon the number of different materials per shipment. Record type 40 must be transferred after record types 11, 12, 13, 14 and 21-27, if applicable. It s not possible to consign regular dangerous goods and limited quantities (LQ) in one shipment. In that case, must send two shipments, one shipment with regular dangerous goods and one limited quantities (LQ) shipment. tof general interface trans-o-flex IT-Service GmbH 2

5 Record type 43 must be transferred n times per shipment, after n record types of e.g The types of packages (plus their number) in which the dangerous good, as defined by record type 40 and 41/42, are located must be specified in record type 43 in accordance with the ADR The end of the record must be indicated with CR/LF. The transfer can also be made entirely without separator characters. tof general interface trans-o-flex IT-Service GmbH 3

6 Reference number for trans-o-flex trans-o-flex provides 1 field in this interface for a reference number. Reference number is stored in record type 13. The maximum length of this field is 15 digits. Please coordinate the length of the reference number with trans-o-flex. In general: The field is alphanumeric. As with number, the entry for the reference number must be left-justified. For national shipments in Germany, the shipment reference number must remain unique for 90 days, and for one year for international shipments outside of Germany. The reference number must be written on the label in plain text. Ideally is also completely or partially coded in the barcode. Since there are fewer than 15 digits available in the barcode for this purpose, always coordinate with trans-o-flex the length of the reference number and how it is represented on the label. If you deviate from the standard described here (6- digit ref. no., 6-digit package no.). In addition, two 11-column fields are available in record type 13 for alternative reference numbers for track 6 trace purposes and for invoice and proof of delivery information. tof general interface trans-o-flex IT-Service GmbH 4

7 Recode elements / record types from to lng d ref description Record elements - header information Record type Customer number Date YYMMDD filled internally by trans-o-flex Eurodis-code filled internally by trans-o-flex Record elements - variable information Record type Header information (for record type 11) filled internally by trans-o-flex Recipient name Recipient name Recipient name filled internally by trans-o-flex Record type Header information (for record type 12) Recipient note Street and house number filled internally by trans-o-flex Country code Postal code Town filled internally by trans-o-flex tof general interface trans-o-flex IT-Service GmbH 5

8 from to lng d ref description Record type Header information (for record type 13) Number of complete pallets Homecare Physician sample shipment * Number of Packages Shipment weight Collection order Confidential Shipment type * Refrigerated goods * Weekend service * Terms of delivery (Eurodis only) Delivery-date YYMMDD Time (for special trip) COD amount Collection type Currency Inhouse delivery * Pallet breakdown * filled internally by trans-o-flex Ask for pickup info service * filled internally by trans-o-flex Reference number Alternate reference number Insurance value Currency Alternate reference number 2 tof general interface trans-o-flex IT-Service GmbH 6

9 from to lng d ref description Record type header information (for record type 14) Barcode-information Box type Box size Box ID Pallet or package code Partial barcode Shipping unit number (SSCC) Bulky goods code Weight of shipping unit tof general interface trans-o-flex IT-Service GmbH 7

10 record types for dangerous goods from to lng d ref description Record type Header information (for record type 40) Placard Additional placard Additional placard Additional placard filled internally by trans-o-flex Packing group ADR-amount UN number filled internally by trans-o-flex LQ (0 = normal ADR, 1 = LQ) Radionuclide Physical or chemical form Maximum activity Unit of measurement Package category Transport index Permit/authorization number code Permit/authorization number code ADR-amount unit of measurement filled internally by trans-o-flex Record type Record type Material designation description Record type Record type Supplemental information Record type Record type Number of package of type Description for package type Number of package of type Description for package type 2 tof general interface trans-o-flex IT-Service GmbH 8

11 A record type 40 and a record type 41 must be transferred for each material designation. Record type 42 can optionally be transferred once for each record type 40 and record type 41. Record type 43 follows after the dangerous goods specification and can be transferred multiple times within a shipment (number of packages of types 3, 4, 5, etc.). Materials that are subject to special provision 640 must be provided with the supplemental text Special provision 640 x (where x may be the letters A M). This specification must be carried out following the material description in record type 41/42. from to lng d ref description Record type Header information (for records type 99) File sequence digit (if more than one file transferred) Record number (incl. record type 99) Number of shipments filled internally by trans-o-flex tof general interface trans-o-flex IT-Service GmbH 9

12 Field description ref specification explanation HEADER / Record type 11 Record header for record types 11-14, 40, 99 Header information is placed in front of record types 11-14, 40 and 99 and is always identical except for record type numbers. 1. SA = Record type specification 2. Customer number Each trans-o-flex customer (client) is assigned one or more 9 digit customer numbers. The relevant number for this order must be transferred in this field. When. Specifying an 8 digit customer number through the sales department, please provide it with a final 0 (= zero). 3. Input date Input date = date goods were transferred to trans-o-flex and must be provided in the format YYMMDD (YearYear,MonthMonth, DayDay). 4. Eurodis code blank = national (default value) I = Import E = Export T = Transit D = Direct see attachment A 5. Recipient name 1 3 fields are available for specification of the shipment recipient. Entries made in these fields must be left justified. 6. Recipient name 2 fields must be left justified 7. Recipient name 3 Please note: the Collection point address is stored here for a collection order. Record type 12 tof general interface trans-o-flex IT-Service GmbH 10

13 ref specification explanation 8. Recipient instruction Any supplemental information or instructions that are required as additional information for the recipient can be entered left justified in this field. A window for the signature to be given upon delivery is faced in with information for the recipient ob the display. Please note: Do not use this field for operative instructions. Please use record type 25 for that purpose. 9. Street and house number Left justified entry of street and house number is required. Please note: the collection point street/house number is stored here for a collection order. 10. Country code "D", DE or "blank" for Germany. Shipments to countries outside of Germany according to international motor vehicle abbreviations or ISO codes. 11. Postal code An entry is required in all cases. If the postal code is smaller than 5 digits, it must be entered right justified. Please note: the collection point postal code is stored here for a collection order. For Eurodis shipments: If the destination country has a postal code that is not 5 digit in length, please coordinate this with trans-o-flex directly. Also see table on page Town In addition to entering postal code, specification of the town designation is required in all cases. The data must be left justified. Please note: the collection point town is stored here for all collection order. tof general interface trans-o-flex IT-Service GmbH 11

14 ref specification explanation Record type Number of complete pallets The number of complete pallets transferred as a contained unit for a recipient; entry is right justified. If no complete Pallets are defined, a specification must be made in the Number of Packages field (REF 16). 14. Homecare Declaration of the homecare service Blank = Default H = Homecare 15. Physician sample shipment Quantity and description of the sample must be transferred in record types 26 and 27. Blank = Default M = physician sample shipment 16. Number of packages Here the number of packages transferred in the shipment is defined. The number of packages that are on complete pallets do not have to be entered here if they already specified in REF 13. Exception: mixed shipment with complete pallets plus separate packages. Entry is right justified. No entry requires information in the Number of complete pallets field (REF 13). An exception are collection orders with an unknown number of packages. In case at least 001 must be entered here. 17. Shipment weight Specification of the total weight of a shipment; entry is right justified. Values for 2 decimal places must always be specified, i.e. a weight in whole kilograms requires 2 following zeros; e.g. 6 kg is defined in the format A decimal place must be extended to 2 places by using an additional zero; e.g. 6.5 kg is defined in the format A specification of the form kg ( ) result in an error. Since the interpretation of this definition leads to a weight of kg being assumed. Neither a point nor a comma should exist as a separator before the decimal places. tof general interface trans-o-flex IT-Service GmbH 12

15 ref specification explanation Record type Collection order This field is provided with the code A for a Collection order. Please note: for collection orders, the recipient address information in record types 11 and 12 must refer to the collection point. Default value = blank Also see attachment B 19. Confidential This field requires an entry. N = V = Normal (default) confidential service 20. Shipment type This field requires an entry. It is an N (letter N) fro the express service (=normal service). See the combination below for other shipment types: N = normal service (default-value) S = trans-o-flex plus 8:00 AM F = trans-o-flex plus 10:00 AM V = trans-o-flex plus 12:00 non A = evening service D = direct service X = special trip 21. Refrigerated goods N = normal (default-value) K = refrigerated shipment, that itself contains the refrigerated area due to its packaging. O = Thermomed refrigerated shipment refrigerated controlled during transport, temperature of the area is monitored, temperature range 2-8 degrees Celsius. L = Ambient refrigerated shipment refrigerated controlled during transport, temperature of the area is monitored, temperature range degrees Celsius. tof general interface trans-o-flex IT-Service GmbH 13

16 Record type 13 ref specification explanation 22. Weekend service Default value = blank Delivery on Saturday = S Weekend pick-up = W 23. Terms of delivery code Domestic = 0 Eurodis see table below 24. Delivery date Specification of a fixed delivery date, only if delivery is later than the next work day. Date format YYMMDD (YearYear, MonthMonth, DayDay) must be observed. Entry in this field controls a scheduled delivery specified by the shipper. 25. Time The time of the desired delivery must be specified here for special trips. Format = HHMM Default = COD amount Specification as EUR amount; or in the national currency of the destination country for Eurodis shipment. Entry up to a maximum of 9 digits including 2 decimal places without commas or points. Terms of delivery code Eurodis Code Meaning Incoterm Remarks/valid for: 1 free domicile cleared, incl. VAT DDP Non-EU countries, * 2 free domicile uncleared DAP (DDU) Non-EU countries, * 3 free domicile cleared, excl. VAT DDP, excl. VAT Non-EU countries, * 4 ex works EXW all countries ** 5 free domicile CPT EU countries '* exception for EU, if dispatch is from a bonded warehouse or free port ** EXW only possible for pick-ups, returns or with special agreement Record type 13 tof general interface trans-o-flex IT-Service GmbH 14

17 ref specification explanation 27. Collection type Entry for collection for COD shipments. Default value is 0 (zero), if REF 25 = 0 3 = COD with cash collection 5 = COD with crossed cheque 28. Currency Default = blank = EUR or national currency EUR = euro 29. Inhouse delivery N = default I = Inhouse delivery 30. Pallet breakdown N = default A = pallet breakdown 31. Ask for pickup info service The delivery driver either must or must never ask about pick-up goods. If no selection is set, the driver MAY ask about pick-up goods. Default = blank Must (pickup +) = Y No inquiry (pickup -) = N 32. Reference number Specification of a reference number that has a unique reference to the shipmen, usually a transport order number that refers to customer specific data like order, delivery note, invoice number or others. The entry is left justified. This number is used by trans-o-flex and other parties as a reference number for questions, and should be unique for a period of 90 days. 33. Alternate reference number 1 Here a value can be set that may be additionally required for a shipper invoice check. 34. Insurance value The goods value of the shipment must be entered here, if you bought transport insurance based upon the value with trans-oflex. 35. Currency Default = blank = EUR or national currency EUR = euro 36. Alternate reference number 2 Here another value can be set that may be additionally required for a shipper invoice check. tof general interface trans-o-flex IT-Service GmbH 15

18 REF specification Explanation Record type Barcode information Explanations are given in the Combination label or Business label documentation. The data content of the Barcode expression is specified (without separator Characters) with record type 14, starting from digit 27, for each package/parcel of a shipment. For example, a shipment with 3 packages has record type 14 three times following record types 11, 12, Box type If a box system is used, its type is specified in this field; currently the following values are valid: M = mondo box S = multi-pack box Default = blank Reusable Eurodis systems not possible 39. Box size Here the size number of the box is given blank = Default 1 = Small 2 = Medium 40. Box ID Contains the BOX number of the pool operator, entry is right justified. Default = blank 41. Code for shipping unit This field requires an entry. P C = Complete pallet = Package 42. Partial barcode Enter barcode information left justified 43. Shipping unit number (SSCC) Enter barcode information left justified 44. Bulky goods code Coordinate definition with sales department 0 = Default 1 = Bulky goods 45. Package weight The individual weight of the package must be transferred here. Entries must be made like REF 17. tof general interface trans-o-flex IT-Service GmbH 16

19 ref specification explanation Record type Placard Specification in ADR manual, section 3.2, appendix A, column 5. Transfer specifications for placards and additional placards without separator characters. 47. Additional placard 1 Specification in ADR manual, section 3.2, appendix A, column Additional placard 2 Specification in ADR manual, section 3.2, appendix A, column Additional placard 3 Specification in ADR manual, section 3.2, appendix A, column Packaging group Specification in ADR manual, section 3.2, attachment A, column 4 Entry of 1 3 is possible. Please use Arabic notation. 51. ADR-amount Specification of the ADR-gross weight in kg for materials specified with record type 40 (41) Entry is right justified Default value = 0 e.g kg = Liquids have to be places with the nominal volume of the container not with the net volume or the weight of the liquid. Please note: ADR weight is one digit longer than the shipment weight! 52. UN number UN number specification in accordance with the ADR manual, section 3.2, attachment A, column 1 (only the 4 numeric digit) 53. LQ / Limited quantity Code for dangerous goods in limited quantities per ADR section = regular dangerous goods 1 = dangerous goods in limited quantities Note, not !!! Mandatory field, the other mandatory entries for LQ is gross weight and UN number. Record type tof general interface trans-o-flex IT-Service GmbH 17

20 ref specification explanation 54. Radionuclide Specification of nuclide symbol per table of the ADR (incl. atomic number) Specification as on placard. Mandatory field for class 7 except for UN 2908 through UN Physical or chemical form Numeric specification in accordance with classification. Mandatory field except for UN 2908 through UN = default 1 = solid 2 = liquid 3 = gaseous 4 = in special form 5 = handled under special agreement 56. Maximum activity Specification of maximum activity. Entry as on placard. Numeric specification with leading zeroes, 2 decimal places. Mandatory field except for UN 2908 through UN Unit of measurement Activity unit of measurement, specification in Becquerel s (Bq) with the appropriate SI prefix (SI prefix for kilo = K) section ADR. Mandatory field except for UN 2908 through UN kbq MBq GBq TBq 58. Package category Specification of package category, numeric specification in accordance with classification. Mandatory field except for UN 2908 through UN = default 1 = I-White 2 = II-Yellow 3 = III-Yellow tof general interface trans-o-flex IT-Service GmbH 18

21 Record type ref specification explanation 59. Transport code Transport index (TI), specification as placard, numeric specification with leading zero, 1 decimal place. Mandatory field except for UN 2908 through UN 2911 Mandatory if II-Yellow and III-Yellow 60. Permit/authorization number code 1 The identification mark for each competent authority approval certificate (special from radioactive material, low dispersible radioactive material, special arrangement package design, or shipment) applicable to the consignment. Mandatory field for UN 2919 and UN Permit/authorization number code 2 The identification mark for each competent authority approval certificate for TYPE B and TYPE C packaging. Mandatory field for UN 2916 and UN ADR-amount, unit of measurement For dangerous goods the quantity indicated shall be total quantity of dangerous goods contained therein in kilograms or litres as appropriate. Mandatory field with ADR, not needed with LQ K = Kilogram L = Liter 63. Material designation description Specification from the ADR manual (SR 274) technical name about the trigger of danger, if needed the information "MARINE POLLUTANT" or "ENVIROMENTALLY HAZARDOUS" 64. Supplemental information Supplemental information may be entered here if the space in record type 41 is not enough. 65. Number of packages of type 1 Specification of number of type 1 package. Entry is right justified with leading zeroes. Default = 000 Record type tof general interface trans-o-flex IT-Service GmbH 19

22 ref specification explanation 66. Description of type 1 packages Specification of 1 st package type in accordance with ADR 67. Number of packages of type 2 Specification of number of type 2 package. Entry is right justified with leading zeroes. Default = Description of type 2 packages Specification of 2 nd package type in accordance with ADR, if different from type 1. Number of parcel type 3 and more Specification of number of type 3 packages. Record type 43 must be transferred multiple times for additional package types. ref specification explanation Record type File sequence digits The sequence numbers of the files transferred to trans-o-flex on the on the transfer date must be specified in this field, as far as applicable. Specification is right justified. 70. Record counter All 128 column sub-records must be summed up. The total of these sub-records must be transferred in the record counter. Record type 99 must be summed here as well. Specification is right justified. 71. Number of shipments The number off shipments whose data was transferred in this file must be specified here. Specification is right justified. tof general interface trans-o-flex IT-Service GmbH 20

23 Appendix A: Eurodis processing Use of recode types Record type 21 (no header information) from to lng d ref description Record type A1 Description of goods Filled internally by trans-o-flex A2 Value of the goods A3 Currency code, e.g. USD = US dollar A4 Customs code; customs tariff number Filled internally by trans-o-flex A5 Different shipper address Filled internally by trans-o-flex A6 Reference A7 Number Filled internally by trans-o-flex Record type 22 (no header information) Record type B08 Name B09 Name B10 Street B11 Country code B12 Postal code B13 Town Not filled tof general interface trans-o-flex IT-Service GmbH 21

24 ref specification explanation Record type A1. Description of goods Declaration, mandatory for SFTA; optional for shipments in EU. A2. Value of the goods Number of monetary units; mandatory for insurance. Entry is right justified, 2 decimal places. A3. Currency code e.g. USD = US Dollar. Mandatory for insurance A4. Customs code Only for EFTA. A5. Different shipper address blank or V record type 22 filled with shipper address. A6. Reference Optional additional designation for the shipment (identification/reference number). A7. Number Optional additional designation for the shipment (identification/reference number). tof general interface trans-o-flex IT-Service GmbH 22

25 Anlage B: pick up order record types and 29 With collection orders for which the collection should be made at a national address in Germany, but the delivery should be to an address of an EFTA country, it is mandatory that record type 21 be upstream in the process. This also applies if a different shipper address should be specified. Otherwise, record type 21 does not have to be used. from to lng d ref description Record type 21 (no header information) Record type B01 Description of goods Filled internally by trans-o-flex B02 Value of the goods B03 Currency code, e.g. USD = US dollar B04 Customs code; customs tariff number Filled internally by trans-o-flex B05 Different shipper address Filled internally by trans-o-flex B06 Reference B07 Number Filled internally by trans-o-flex Record type 22 (no header information) Structure of the different shipper address only in connection with Eurodis Record type B08 Name B09 Name B10 Street B11 Country code B12 Postal code B13 Town Reserve The address of the different shipper, if applicable, must be specified here for a national collection order in Germany with an international delivery outside of Germany. tof general interface trans-o-flex IT-Service GmbH 23

26 from to lng d ref description Record type 23 (no header information) Record type B14 Shipment type B15 Saturday service B16 Delivery date (YYMMDD) B17 Time (HHMM) for special trip B18 Quantity B19 Packaging type B20 Weight B21 Contents B18 Quantity B19 Packaging type B20 Weight B21 Contents B18 Quantity B19 Packaging type B20 Weight B21 Contents Filled internally by trans-o-flex Record type 24 (no header information) Structure of the detour address Record type B08 Name B09 Name B10 Street B11 Country code B12 Postal code B13 Town Filled internally by trans-o-flex tof general interface trans-o-flex IT-Service GmbH 24

27 from to lng d ref description Record type 29 (no header information) Structure of the address of the original shipper or shipper of origin Record type B08 Name B09 Name B10 Street B11 Country code B12 Postal code B13 Town Filled internally by trans-o-flex tof general interface trans-o-flex IT-Service GmbH 25

28 ref specification explanation Record type B01. Description of goods Declaration, mandatory for EFTA; optional for shipments in EU. B02. Value of goods Number of monetary units; mandatory for insurance. Entry is right justified, 2 decimal places. B03. Currency code e.g. USD = US Dollar. Mandatory for insurance B04. Customs code Only for EFTA. B05. Different shipper-address blank or V record Type 22 filled with shipper address. B06. Reference Optional additional designation for the shipment (identification/reference number) B07. Number Optional additional designation for the shipment (identification/reference number) B08 Recipient name 1 B09 Recipient name 2 2 fields are provided for specification of the recipient of the collection shipment. Entries in the field must be left justified. B10 Street + house number B11 Country code B12 Postal code Left justified of street and house number of the recipient of the collection shipment "D" or "blank" for Germany. Shipment to the countries outside of Germany according to international motor vehicle abbreviations or ISO codes. If the postal code is smaller than 5 digit, it must be entered right justified. For Eurodis shipments: If the destination country has a postal code that is not 5 digit in length, please coordinate this with trans-o-flex directly. B13 Town In addition to entering postal code, specification of the town designation is required in all cases. The data must be left justified. tof general interface trans-o-flex IT-Service GmbH 26

29 B14 Shipment type This field requires an entry. Is is an N (letter N) for the express service (= normal Service).See the combination below for shipment types: N = express service (default-value) S = trans-o-flex plus 8:00 AM F = trans-o-flex plus 10:00 AM V = trans-o-flex plus 12:00 noon A = evening service D = direct service X = special trip B15 Saturday service B16 Delivery date B17 Delivery time B18 Quantity 1 through Quantity 3 B19 Packaging type 1 through Packaging type 3 B20 Weight 1 through Weight 3 B21 Contents1 though Contents 3 Normally this field is filled with blank. S must be specified for delivery on Saturday. Specification of a fixed delivery data, only if the delivery is later than the next work day. Date format YYMMDD (YearYear MonthMonth DayDay) must be observed. Entry in this field controls a schedule delivery specified by the shipper. The time of the desired delivery must be specified here for special trips. Format = HHMM Default = 0000 The number of packages transferred in the collection order can be defined herein more detail for each packaging type and/or contents. The type of packaging can be defined here according to a key: 0 = no details (default) 1 = cardboard box 2 = pallet 3 = barrel 4 = grid box 5 = railway grid The total weight within a packaging type can be specified here kg, for example is represented as Default = 0 Information relating to products or contents can be put in here. tof general interface trans-o-flex IT-Service GmbH 27

30 Appendix C: operative instruction record type 25 If required, additional operative instructions associated with a normal shipment or a collection order can be reported in text form to the trans-o-flex dispatcher. This is possible both for normal delivery or collection of a shipment, as well as for redelivery. The operative instructions can contain, in example open business hours, information on options for unloading, etc. Record type 25 (no header information) Structure of the detour address from to lng d ref description Record type Operative instructions for normal shipment or collection order. In general: The information transferred in the operative instructions is not binding for trans-o-flex Operative instruction only for collection shipment (delivery to the selected recipient after the shipment is collected) Filled internally by trans-o-flex tof general interface trans-o-flex IT-Service GmbH 28

31 Appendix D: physician sample shipment record type 26 and 27 Record type 26 (no header information) Structure of the detour address from to lng d ref description Record type Free text 1, sample quantity and name Free text 2, continuation of free text Filled internally by trans-o-flex If the 50-character space in the Free text 1 field is not sufficient, the description can be continued from character 53 through 102. trans-o-flex will insert a line break from character 53 when printing out the order form. Record type 27 (no header information) Structure of the manufacturer address Record type B08 Name B09 Name B10 Street B11 Country code B12 Postal code B13 Town Filled internally by trans-o-flex If the name of the shipper is different from the name of the pharmaceutical manufacturer, record 27 can optionally be transferred. tof general interface trans-o-flex IT-Service GmbH 29

32 Appendix E: special requirements record type-28 Record type 28 controls the operative handling of special customer-specific solutions. If is transferred after record types 11, 12, 13, 14 and may be used only once per shipment. While record type 28 only needs to be transferred if the special requirement is Collection order with subsequent destruction of goods or Stop of a shipment, customers with partial deliveries principally insist upon this record. In order words, even if a shipment is complete immediately upon transfer, this record must be transferred. Control of special requirements is only possible for national shipments within Germany. This record type may only be used and activated after previous agreement and approval. Record type 28 from to lng d ref description Record type Header E01 Stop code E02 Partial delivery code E03 Destruction of collected goods Filled internally by trans-o-flex E04 Reference number E05 Recipient reference number Filled internally by trans-o-flex tof general interface trans-o-flex IT-Service GmbH 30

33 ref description explanation Record type 28 E01. Stop-identifier This code specifies if a shipment that was physically transferred needs to be brought into the close store and may be delivered only after written or verbal instruction from the customer. Default = N Stop E02. Partial delivery code If a customer order is transferred in different staggered partial shipments, and if the partial shipment should be delivered as one shipment only when the last partial shipment is transferred, the following codes must be used. = S Default Partial quantity Final quantity Complete quantities exist) = N = T = A (deliver now) = K (no partial E03. Destruction of collected goods This field ma be used only in connection with a collection order. If, in contrast to a normal collection order, the goods should be destroyed by trans-o-flex after they are collected, this field is filled as follows. N = default V = decentralized destruction after collection Z = centralized destruction E04 Reference number E05 Recipient reference number See REF.38 The reference number of the recipient can be placed here. tof general interface trans-o-flex IT-Service GmbH 31

34 Appendix F: Recipient notification record type 60 header information) Structure consignee advice F01 Record type F02 address F03 Telephone number for SMS Filled internally by trans-o-flex ref specification explanation F01 Record type 60 F02 address Left justified specification of address F03 Telephone number for SMS Example: tof general interface trans-o-flex IT-Service GmbH 32

35 Appendix G: address for pick up order record typ 63 No header information from to lng d ref description G01 Satzart G02 address trans-o-flex intern belegt ref description explanation G01 Record type 63 G02 address Left justified specification of address You can enter the address of the contact person for pick-up. tof general interface trans-o-flex IT-Service GmbH 33

36 Appendix H: Description of international postal codes for barcode and data record Postcode Format Example Data Record Barcode post city field* code field numeric, 5 digits ZZZZZ D numeric, 5 digits numeric, 5 digits, with blank ZZZ ZZ SE numeric, 5 digits, with blank numeric, 5 digits, with hyphen ZZ-ZZZ PL numeric, 5 digits, with hyphen numeric, 4 digits ZZZZZ A numeric, 4 digits numeric, 3 digits ZZZ IS numeric, 3 digits numeric, 6 digits ZZZZZZ RO numeric, 6 digits postcode > 5 digits, with hyphen alpha-numeric, alphabetic characters separate alpha-numeric ZZZZ- ZZZ ZZZZ AA AAZ ZAA P City postcode > 5 digits, with hyphen City NL-1234 AB GB- AB1 2CD AB_City alpha-numeric, alphabetic characters separate AB12CD_City alpha-numeric *will parts of the postal code placed in the filed town, the information must separate by blank. tof general interface trans-o-flex IT-Service GmbH 34