Transport condition # 17, in Terms and Conditions: 1. Validity In the EDI Terms and Conditions, a Sender is defined as the person legally responsible for initiating a transport assignment with Tollpost Globe AS. This applies irrespective of whether or not there is a transport agreement in place between the Parties. In this context and hereafter in this document, the Parties shall be referred to as Tollpost Globe AS and the Sender. The EDI terms and conditions apply to the transmission of EDI messages to Tollpost Globe AS, also when no messages are transmitted. In other words, the EDI Terms and Conditions apply to anything that does not use standard waybills as defined in the Transport Terms and Conditions, paragraph 2. EDI Terms and Conditions also apply to the use of barcode labels and goods lists, as well as to the registration of shipments made via online booking. In the event of a contradiction between the Norwegian version of this document and translations in other languages, the wording of the Norwegian document shall take precedence. Where these Terms and Conditions conflict with earlier agreements (EDI agreements), the EDI Terms and Conditions shall take precedence. These Terms and Conditions also take precedence in respect of clauses not previously referred to in the agreements (EDI agreements). Where the Parties show a desire to uphold clauses referred to in previous agreements that are in conflict with the EDI Terms and Conditions, new agreements shall be entered into. In this context, “previous agreements” refers to agreements entered into prior to March 1, 2005 that deal with EDI messages sent to Tollpost Globe AS. The EDI Terms and Conditions must supplement the Transport Terms and Conditions in order to describe specific guidelines for electronic documents and barcode labeling. 2. Exchange
2.1. Parties These are the terms and conditions that apply to the transmission of EDI messages from the Sender to Tollpost Globe AS, and the use of barcode labels and goods lists. 2.2. Transmission and storage of data EDI messages may be transmitted by means of direct communication or by using an Internet Service Provider (ISP). Where technically possible, EDI transmissions shall be logged and stored for a minimum of 6 (six) months. The Sender is liable to pay the initial transmission costs, with use of the mailbox function in Tollpost Globe’s message center being provided free of charge. The Sender is responsible for ensuring that the message has actually been received in its entirety by Tollpost Globe. 2.3. Documents All types of message exchanged are subject to the terms and conditions set out in paragraph 3 of this document, which deal with procedural conditions and technical solutions. 2.4. Changes Where changes are to be made to technical solutions or procedural conditions that may have an impact on EDI transmissions, the other Party must be notified in reasonable time prior to the implementation of such changes. Similarly, measures must be implemented within a reasonable time.
2.5. Receipt An EDI message is regarded as being received once it has been delivered to Tollpost Globe’s computer, uploaded to Tollpost Globe’s systems, and been checked and approved. The Sender is responsible for ensuring that the message has actually been received in its entirety by Tollpost Globe AS, whilst for its part, Tollpost Globe AS is responsible for ensuring that the receiving equipment and checking system are fully operational. This includes procedures and services that enable to Sender to check that EDI messages have been received. 2.6. Identification Where Tollpost Globe AS is able to identify the parties specified in a message, that message is legally binding for both the Sender and Tollpost Globe AS. Similarly, a transport will be legally binding where Tollpost Globe AS is able to identify parties that are either specified in a relevant EDI message or on goods labeling. 2.7. Security The Parties shall secure their systems against unauthorized access that may lead to the other Party suffering losses. 2.8. Consequential losses The Parties are not responsible for financial consequential losses of any sort that may arise due to errors or acts of negligence committed by the other Party or their ISP. 2.9. Validity These Terms and Conditions are only valid where there is no transport or pricing agreement in place between the Parties. The Terms and Conditions are not subject to any time limitations. 2.10. General EDI messages exchanged between the Parties shall have the same legal status as equivalent hard copy documents, except for documents otherwise regulated by legislation or regulations. 3. Documents
3.1. Specifications Specifications may be issued to the Sender by submitting a request to Tollpost Globe’s EDI department. The documentation provides a link between the EDI message, labels and the goods list. The terms and conditions to which this link is subject are specified in paragraph 4 of this document. The content of a transport instruction EDI message shall primarily comprise the same information that appears on the waybill, although additional information as provided in the specifications will be required. The applicable specifications are as follows: 3.1.1. Implementation Guide IFTMIN S93A 3.1.2. Specification for Labels for Tollpost Globe AS 3.1.3. Specification for Goods Collection List for Tollpost Globe AS 3.1.4. General Information for EDI Customers. 3.2. Start-up and checks 3.2.1. Start-up is defined as the time when physical goods are delivered to Tollpost Globe AS for forwarding, or when an EDI message about such goods is transmitted to Tollpost Globe AS. Exceptions to this rule are defined test shipments.
3.2.2. No Sender shall start EDI transmission without an agreement to do so already being in place. Until such an agreement has been reached, shipment information shall be sent via standard waybill in accordance with paragraph 2 of the Transport Terms and Conditions. However, breaches of this paragraph do not limit the validity of this document. 3.2.3. Prior to start-up, EDI messages, labels and goods lists must be checked and approved by Tollpost Globe AS. 3.2.4. Senders who opt to use standard EDI systems provided by third party suppliers only require confirmation from Tollpost Globe AS that the system they have chosen is compliant with the requirements for general EDI systems. 3.2.5. Tollpost Globe AS approves EDI messages, labels and goods lists, as well as EDI systems that have been checked against the specifications set out in paragraph 3.1. 3.2.6. Approval only applies to those elements that have been checked. Where new services/products that have not yet been checked or approved are to be utilized, they must be examined in accordance with the guidelines referred to in paragraph 3.3. 3.2.7. After start-up and approval, a number of adjustments may be made. Each approval is made on the proviso that there may still be errors that must be corrected. 3.2.8. After start-up, the general terms and conditions set out in paragraph 4 shall apply. 3.3 Changes 3.3.1. A change is defined as a system, layout, syntactic or semantic change. This includes changes in the use of segments and data fields in EDI messages. 3.3.2. Unless otherwise specified, all changes to EDI messages, labels or goods lists must be approved by Tollpost Globe AS. 3.3.3. Where changes are to be made to EDI messages, labels or goods lists, Tollpost Globe’s EDI department shall be notified of such changes in reasonable time prior to the change(s) being implemented. 3.3.4. The Sender is responsible for the changes made to EDI messages, labels and goods lists, and for when the Sender uses a standard EDI system provided by a third party supplier. 3.3.5. Tollpost Globe’s EDI department shall be notified of any changes made to the Sender’s systems that may affect EDI messages or the transmission of such messages within a reasonable time prior the changes taking effect. Examples of such changes include transfer of ISP, system upgrades, reinstallation of software, hardware changes, amendments to procedures or other things that may impact the transmission process. 4. Use of EDI systems and practical conditions
4.1. Use of EDI messages Transport instruction EDI messages can replace the use of hard copy standard waybills such as those specified in paragraph 2 of the Transport Terms and Conditions. When using other EDI messages, this must be agreed in advance. Unless otherwise specified, the general transport instruction terms and conditions also apply to other types of EDI message that can be transmitted. 4.2. Link between goods, EDI message, labels and goods list
4.2.1. Each shipment sent through Tollpost Globe AS that falls under the EDI Terms and Conditions (cf. paragraph 1 of this document) shall have a transport instruction EDI message, barcode labels and goods list in accordance with the specifications (cf. paragraph 3.1 of this document). 4.2.2. There shall be consistency between the physically sent goods, the labels on the goods, the EDI message and the goods list. 4.2.3. The labels shall identify each individual item shown in the specifications in paragraph 3.1. As a minimum, the labels shall show the item ID and schedule in barcode form, along with the same information in text form. 4.2.4. The shipment number in barcode form is not required. If a shipment number in barcode form is to be omitted, please read “General information for EDI customers” referred to in paragraph 3.1, paying particular attention to the consequences of such an omission. 4.2.5. The EDI message shall contain information about the link between shipment ID and item ID. 4.2.6. The goods list serves as a hard copy back-up for the EDI message, and must therefore contain information consistent with the EDI message. However, the goods list cannot be considered to have equivalence with or in any other way be a replacement for transport documentation, including standard waybills or transport instructions in the form of an EDI message. 4.3. Practical conditions. 4.3.1. Transmission of EDI information for transport instructions shall be done as soon as possible after the information has been received by Tollpost Globe AS (cf. paragraph 2.6.) and before the goods arrive. In the case of groupage shipments, this information may be sent no earlier than the day the goods are received by Tollpost Globe AS and no later than when the goods are collected from the Sender. In the case of part load shipments, this information must be sent one working day prior to goods departure, unless otherwise agreed. In the case of import goods, this information must be sent one working day prior to goods arrival, unless otherwise agreed. 4.3.2. The Sender shall print a goods list in accordance with Tollpost Globe’s specification and forward this to Tollpost Globe AS. This can be done by sending the goods list with the collection driver. In the case of import goods, the goods list/unloading list shall be included with the goods and possibly faxed to the SIB department. 4.3.3. Ideally, the label shall be attached to the natural “this side up” side of the item so that the largest surface and center of gravity is pointing downwards. Alternatively, the label may be attached to the side of the item. The label must be glued so that the barcode is smooth and does not go across any joins, edges or other bumps/imperfections in the material to which it is attached. If this cannot be avoided, it is important to ensure that the barcode has no bends or folds across its width. 4.3.4. In order to limit the number of EDI messages that are not sent, Tollpost Globe AS is authorized to correct minor syntax errors in messages. 4.3.5. In the case of shipments of dangerous goods, the Sender shall issue the requisite transport documents containing the information required by the ADR regulations in force on each occasion. These regulations take precedence over the terms and conditions set out in this document. 4.3.6. In the case of giro shipments, the Sender shall print a giro form (giro + receipt sections) showing the relevant shipment number and send this straight to the goods recipient. Bank giro numbers and amounts shall be transmitted in the EDI message. If Tollpost Globe AS is to print the giro form, this and the procedures associated with production of the form shall be agreed in advance. 4.3.7. In order to ensure that barcode labels are of a satisfactory quality, the Sender is responsible for
maintaining their barcode printer in accordance with the manufacturer’s recommendations. Cleaning the print head is particularly important. The Sender is also obliged to perform a visual check of the labels, and to take action in the event of there being a marked deterioration in print quality on the labels or if Tollpost Globe AS reports problems with the barcode. 4.3.8. Tollpost Globe AS changes its schedule, base place table and DPD schedule database every quarter. MyPack pick-up points are updated on a rolling basis. The Sender is obliged to update its register to correspond with these updates within a reasonable time of a change being made. Further information about registers can be found in the specifications highlighted in paragraph 3.1. 4.3.9. The Sender is obliged to provide accurate information and training to its users and employees to ensure that the quality of EDI messages and transmissions is maintained. This particularly applies to substitute workers covering periods of illness and vacation. 5. Error management and consequences
5.1. Error management Transmittable EDI messages that contain incomplete or inaccurate information are subject to the same rules as hard copy standard waybills that contain corresponding error or discrepancies. The Parties shall correct all known errors and discrepancies as soon as they become apparent. 5.1.1. Errors/discrepancies in EDI 5.1.1.1. The goods must be re-labeled and a new EDI produced if necessary prior to dispatch. 5.1.1.2. Where the goods have already been dispatched, or it is impossible to produce a new EDI, Tollpost Globe’s SIB department shall be notified so that the appropriate action can be taken. 5.1.1.3. Where such goods have been dispatched, Tollpost Globe AS will do all it can to gather information about the goods and link it to the parties affected. 5.1.1.4. Where it is known in advance that the EDI message has not been transmitted, a standard waybill shall be used. The goods list is not a substitute for a standard waybill or EDI message.
5.1.2. Errors/discrepancies on labels 5.1.2.1. The goods must be re-labeled and a new EDI produced if necessary prior to dispatch. 5.1.2.2. Where the goods have already been dispatched, or it is impossible to produce new labels and EDIs, Tollpost Globe’s Customer Services shall be notified so that the appropriate action can be taken. 5.1.2.3. Where such goods have been dispatched, Tollpost Globe AS will do all it can to gather information about the goods and link it to the parties affected. 5.1.3. Errors/discrepancies on goods list 5.1.3.1. If necessary, a new goods list shall be produced (this can be also be done manually). If produced manually, it must be clear and easy to read, and contain all the information required in relation to the goods list. 5.1.3.2. Where the goods have already been dispatched, or it is impossible to produce a new goods list, Tollpost Globe’s SIB department shall be notified so that the appropriate action can be taken.
5.1.3.3. Where such goods have been dispatched, the Sender will be made aware that operations are being conducted without an emergency EDI message solution in place. In the event of there being repercussions, Tollpost Globe AS will do all it can to gather information about the goods and link it to the parties affected. 5.2. Consequences Notification of all non-conformances will be issued to the person responsible for the EDI transmission in the form of an e-mail. It is the responsibility of the customer to specify the correct e-mail address/email group of the person/people who is/are to receive such notifications. The notification will also contain information about any additional fees to be charged, along with details about how to avoid future charges/additional costs. 5.2.1. Discrepancies and errors in EDI messages have the same consequences as corresponding errors in standard waybills. 5.2.2. Fees and charges related to errors that arise are shown in Tollpost Globe’s price list. 5.2.3. The Sender will be charged for any additional costs incurred in relation to the manual correction of EDI information as per the price list. The Sender must maintain a dedicated e-mail address to receive notifications of EDI errors. (Active EDIStatus) 5.2.4. In exceptional circumstances, additional charges may be imposed on the Sender over and above those specified in the price list, although these shall be explained to the Sender in advance. 5.2.5. In exceptional circumstances, the Sender may be charged additional costs without prior explanation in instances where the Sender has been found to have shown gross negligence and this has had significant financial repercussions. 5.2.6. If the Sender does not include a shipment number in barcode form on its goods labels, Tollpost Globe AS will, in the event of a discrepancy, error or delayed EDI message, regard each item as an individual shipment. 5.2.7. If the Sender does include a shipment number in barcode form on its goods labels, Tollpost Globe AS will, in the event of a discrepancy, error or delayed EDI message, attempt to link the items with the shipment to which they belong. However, this is not always possible as it is dependent on which system traffic the goods are in and the specific conditions that may affect this. Therefore, it is critical that Tollpost Globe AS receives the EDI information in this context. 5.2.8. In the event of errors or discrepancies in EDI messages, goods lists or labels, or in the event of there being non-conformances in terms of the information contained in these items, Tollpost Globe AS reserves the right to refuse or return goods. 6. Contact
EDI department,
[email protected] Customer Center
[email protected]
Telephone: +47 (0)9300
