File Transfer Error Codes and Messages

When you transfer mailings, the system records error codes and descriptive messages. If you transferred the mailing using the manual process or the batch process, you can retrieve the error messages using the File Transfer page and selecting the Transfer Summary option.
Additionally, if you transferred the mailing using the batch process, error messages are stored in the folder/directory used as the installation folder/directory for batch file transfers.
The list of file error messages is in Appendix E. Error Messages.
Customer Support
The PostalOne! program has a staffed Customer Care Center (help desk) to assist customers who may have questions or need assistance with a problem or technical issue with the PostalOne! system. The PostalOne! Customer Care Center is available Monday through Friday from 8:00 a.m. to 5:00 p.m., CST, and can be contacted via e-mail or telephone. You can also call the telephone number below for after-hours assistance with some issues. Our after-hours staff will forward unresolved issues to the Customer Care Center at the beginning of the next workday.
Customer Care Center Telephone (800) 522-9085
Customer Care Center e-mail postalone@email.usps.gov
If you experience any difficulties when using the PostalOne! system, have questions, or need more information about the PostalOne! system, contact the Customer Care Center. Your calls will be answered by the Customer Care Center in a priority order, with preference given to fully enrolled customers having a signed PostalOne! user agreement on file.
If you have comments or suggestions regarding this guide, e-mail the Customer Care Center.
Appendix A. Mail.dat File Definitions
This appendix contains the names and definitions of each file used in Mail.dat. (Source: IDEAlliance Users’ Guide for Mail.dat, Version 08-2)
Table A-1. Mail.dat Files and Definitions
File
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Definition
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Header file (.HDR)
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The Header file is an introduction to the entire Mail.dat. It identifies who created the file, what version of the IDEALLIANCE standard was used (ensuring compatibility with other users), and when the file was created. Most importantly, it identifies the total file record count for each file type. If the quantity fields in the Header record say there are a differing number of records than received, it is the first indication that the file is incomplete and, therefore, invalid. The presort software used, history of who has touched this Mail.dat, and other information is also in the Header.
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Segment file (.SEG)
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The Segment file is used to identify all of those addresses that are considered as a group within a presort. It separates parts of a mailing that require different processing. The specification notes:
In general, the fewer the segments in a Mail.dat, the better. It is only appropriate to create a unique segment when it is needed to separate part of a mailing for different processing. Segmenting should not be used to differentiate among entry points unless they will need to be processed in some fundamentally different fashion. Similarly, segmentation should not be used to create reporting categories from information that is otherwise available in the Mail.dat.
The Segment file identifies the class and characteristics of the mail preparation for each Segment.
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Mailpiece Unit file (.MPU)
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The Mailpiece Unit file contains the physical description of the whole mailpiece in terms of physical attributes, such as dimensions and ad percentages. Often, there is a single MPU within a Segment. A Mailpiece Unit ID cannot cross Segment; however, co-mingled mail, selectively inserted letters, and selectively bound catalogs/periodicals can have multiple Mailpiece Units associated with one segment. Another example of where there might be multiple Mailpiece Units in one segment is if multiple editions are produced in separate processes, but staged onto the same pallets on the backend in order to be presented as part of one mailing.
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Mailer Postage Account (.MPA)
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The Mailer Postage Account file describes the mailer's permit and account information, including the payment method to be used and any special authorizations.
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Component file (.CPT)
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The Component ID file is used to define those parts of a Mailpiece Unit by the mail class for which they qualify. For example, a magazine is in the mail class of Periodicals. However, the publisher may decide to have a mailpiece that is ineligible for Periodicals rates to be attached to the front of the magazine. The ineligible mailpiece might be a Standard Mail™ piece. Each of these parts would be identified with a separate Component record that is linked to the appropriate MPU.
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MPU/Component Relationship file (.MCR)
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The MPU/Component Relationship file is a table relating the two variables. Like the MPU and Segments relationships, often there is a one-to-one relationship with an MPU and a Component. However, as described in the above file definition, there are exceptions. Periodicals with First-Class Mail attachments and Periodicals with Standard Mail enclosures are two examples.
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Container Summary file (.CSM)
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The Container Summary file identifies each container, its level, its destination, the point of entry and the contents in terms of rates, copies, pieces, and weight. Pallets, sacks, and trays are containers. There will be one Container Summary per container.
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International Container Label file (optional) (.ICL)
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The International Container Label file contains label information for each USPS international mail container. This file also has unique subsections applicable only to USPS international mail.
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Container Quantity file (.CQT)
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The Container Quantity file supplies quantitative details about the content of each container. It summarizes the contents of each container in terms of MPUs, zones, and rate categories. It also supplies copy and piece counts at this level of detail. Unlike the usually limited relationship of MPU/Segment, and Component/MPU, it is expected that there will be a great number of Container Quantity records linked to the same Container Summary.
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Package Quantity file (optional) (.PQT)
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The Package Quantity file presents a finer level of detail defining the quantity, rate, weight, and package destination for every package in a container. Although optional, this file is required for MLOCR mailings, or if the application is to produce a standard USPS Qualification report and/or provide input to the USPS PostalOne! system. For Periodicals mailings, this file is required for production of the PS Form 3541 postage statement, qualification report, and bundle report.
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Walk Sequence file (optional) (.WSR)
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The Walk Sequence file provides detail for carrier route packages in a Walk Sequence mailing: package ZIP Code, carrier route number, walk sequence type, total stops made, and total possible stops.
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Seed Name file (optional) (.SNR)
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The Seed Name file provides the precise container, package, entry, version, etc. that applies to the respective Seed Names within the mailing. For those mailers who use seed addresses such as subscriber reporters or mail monitors, this file can be supplied by the presort provider to support communications regarding the total tracking program.
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Package Label file (optional, Canadian only) (.PLR)
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The Package Label file, like the Container Label file, is information to be used to print Canadian package labels (facing slips).
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Ink Jet/Container Relationship file (optional) (.ICR)
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The Ink Jet/Container Relationship file defines the specific location of each container on the associated ink jet tapes or transmitted files.
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Piece Detail file (optional) (.PDR)
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The Piece Detail file is used by “manifest” mailing procedures and is processed only if the Seamless Indicator (position 261 of the .seg) is “Y”.
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Special Fees and Charges file (optional) (.SFR)
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The Special Fees and Charges file can represent various fixed and weight-variable special fees and charges for any or all of the respective piece details within the mailing. Examples are Insured, Delivery Confirmation, and Signature Service.
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Manifest Individual file (optional) (.MIR)
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The Manifest Individual file is used for “manifest” mailings, especially suitable for parcels.
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Manifest Summary file (optional) (.MSR)
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The Manifest Summary file is used for “manifest” mailings, where there is repetition of item characteristics, which lends itself to “summarized” presentation, rather than an individual PDR record for every piece.
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Postage Adjustment file (optional) (.PAR)
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The Postage Adjustment file defines any postage adjustments required to be made, as compared to the anticipated production specifics as supplied within the Mail.dat. An example would be a penalty for too many unreadable barcodes.
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Actual Tray File (optional) (.ATF)
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The Actual Tray File distinguishes between logical and physical containers. 07-1 files only. Deleted in 08-1 and 08-2.
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Actual Pallet File (optional) (.APF)
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The Actual Pallet File creates associations with pallets in the ATF record. Requires at least one ATF record. 07-1 files only. Deleted in 08-1 and 08-2.
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Information Access Key (optional) (.IAK)
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Identifies the mailing agents assigned to each business role for each unique MPU and CPT record set. New with 08-1.
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Appendix B. Mail.dat Field Validation
This appendix contains the field validations the PostalOne! system enforces for Mail.dat, separated by the record containing the field(s). Although very close, these are not identical validations to the Mail.dat version 08-2 specification; rather, this is how the PostalOne! system validates the fields.
The following conventions will apply for each data type in the respective fields as indicated, except as noted in specific record layouts.
Alphanumeric = Left-justify these fields, and fill the right with spaces. For example, KC123ID should be “KC123ID ”.
Numeric – Right-justify these fields, and fill the left with zeroes. For example, 123 should be “00123”.
Numeric Decimal – For some fields, a decimal place is automatically added to the field. Fill smaller numbers with zeroes if necessary to place the decimal in the correct location. For these fields, this guide uses the letter “v” to indicate where the decimal appears. For example, to fit in a field marked as 99v9999, the value 1.23 should be “012300”.
If a field does not require the use of conventional values and is not used in the mailing, then use a space-filled field.
NOTE: Fields marked with a single asterisk (*) are required by the PostalOne! system, in addition to the fields required by the Mail.dat specification. Fields marked with multiple asterisks indicate a special note at the end of the table.
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