The DHL Group is one of the most widely used service providers for domestic and international parcel delivery. Depending on the products you have booked with DHL as a business customer, you can use a variety of shipping methods, delivery services and parcel sizes available.
To ship your products with the shipping service provider DHL in Germany, to EU member states or non-EU countries, you connect your DHL Business Customer Portal account to Xentral. Then, you can print shipping labels for individual delivery notes or as batches within various logistics processes. In addition, you can integrate the shipping method DHL into your shipping process as follows:
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Manual creation of shipping labels for individual delivery notes
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Automatic creation of shipping labels within various logistics processes
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Reliable shipping of various parcel sizes from Warenpost (small package) to bulky goods (domestic and international)
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Transparent feedback of tracking numbers to your online stores and other sales platforms
The Xentral shipping method DHL offers you the following features:
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National and international shipping
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Feedback of the tracking number to your online shops and sales platforms
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Automatic printing of return shipping label together with the shipping label
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Traceability via tracking number
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Selection of the product type for shipments outside the European Union
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Shipping to countries outside the European Union via international parcel
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National and international shipping of bulky goods and Warenpost (small parcel)
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Customs deliveries to non-EU countries
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Using the services DHL Leitcodierung (parcel routing), cash on delivery (Nachnahme) and additional transport insurance
To use DHL as a shipping method in Xentral, you first create a new shipping method. Then, you activate it with your existing contract data from DHL. It only takes a few minutes and a few steps to be able to ship your first products with DHL!
Important
Note that you must create a separate shipping method in Xentral for each product you have booked with DHL. For example, if you only want to process regular domestic shipments and bulky goods, a separate shipping method with the appropriate settings in Xentral is required for each product.
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Use the Smart Search to search for Shipping methods,
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Click on + NEW in the upper right corner.
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Click on DHL.
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Enter the information as described below.
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User name |
User name of your account in the DHL Business Customer Portal |
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Password |
Passwort of your account in the DHL Business Customer Portal |
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Default billing number |
14-digit billing number for the product. How you find your billing number is described Viewing DHL contract details and product information. |
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Default product |
Enter the identifier of the product you have booked in the DHL Business Customer Portal here. The following options are available: The following options are available: Paket National Paket International Euro Paket Paket International Premium Kleinpaket (formerly Warenpost National) Warenpost International (small parcel) Warenpost International Premium (small parcel) Paket National Sperrgut Paket International Sperrgut Paket National Filialrouting - If the recipient of the package is not available, DHL does not return the package directly to the sender. Instead, DHL delivers the package to the nearest branch in which parcels can be picked up. The branch stores the package for up to seven days. This gives the recipient another chance to collect the package. |
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Click on Next.
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Now enter the following information:
Project filter (optional): Specify a project if you want to use a different printer for the shipping label per sales channel.
Printer: Select the printer that should be used for the shipping label.
Export printer: Select the printer that should be used for the customs documents for export shipments.
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Click on Next. The shipping method is now saved.
After carrying out the settings described above, you can now either carry out further expert settings or go directly to a delivery note to print a shipping label.
Are you shipping your products with DHL domestically and also internationally? In some cases, creating multiple shipping methods is not necessary. Instead, you can enter both products in a single shipping method. Take a look at our example to learn how to simplify the setup process in Xentral.
Important
To save multiple DHL products in a single shipping method in Xentral, you need to book the respective products with DHL in advance. Only then can you use those products for your shipments and you can access the required billing numbers in the DHL Business Customer Portal.
Your use case: You are shipping your products using both DHL Paket National and DHL Paket International. You have booked both products officially in the DHL Business Customer Portal and thus have two separate billing numbers at your disposal. Now, proceed as follows with this data:
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Go to the Shipping methods module and open an already existing shipping method of the type dhl.
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Go to the Basic settings section.
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There, carry out the following settings to represent the use case described above:
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For the Default product, select the option Paket National.
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In the Default billing number field, enter your billing number for the product DHL Paket National.
Tip
The billing numbers of your DHL products can be found in the DHL Business Customer Portal under Profile > Contract data > Tab: Contract data overview.
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In the International product field, select the option Paket International.
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In the International billing number field, enter your billing number for the product DHL Paket International.
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Optional: You can also use the DHL product Europaket for international shipping within Europe. In this case, you can select this product and the respective billing number as international products.
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Click on Save.
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Warning
It is not possible to use different DHL products in the same shipping method, since this will lead to errors. Always select the so-called Default product for domestic shipping and then select the equivalent product for international shipping. This means that it is not allowed to select Paket National and Kleinpaket simultaneously. Refer to the list below for examples of allowed combinations:
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Kleinpaket (formerly Warenpost National) and Warenpost International
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Paket National and Paket International
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Paket National and Europaket (only for international shipping within Europe)
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Paket National Sperrgut and Paket International Sperrgut (bulky goods)
If you have already set up DHL as a shipping method or the basic settings described above are not sufficient for your requirements, you can carry out additional settings for the shipping method in expert mode.
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Use the Smart Search to search for Shipping methods,
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Click on the pencil icon on the right of the shipping method you want to edit.
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In the Expert settings section, activate the Show additional settings option.
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Carry out the settings as described below. Then, click on Save.
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Designation |
Enter a name for the shipping method. This name will later be displayed during sales order processing in Xentral. The designation is only visible to you and your employees. Make sure that each designation exists only once in Xentral so that the shipping method can always be uniquely identified. |
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Type |
This is an internal field label that is required for mapping to your online stores and other sales platforms. ImportantDo not change the type! |
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Module |
Specify the appropriate Xentral module here. In this case, it is DHL. It is also possible to assign a different module to the shipping method. Note, however, that all existing settings will be lost and the module name will update in editable receipts if you make a change here. |
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Project |
Optionally, specify a project assignment. This is required if you want to limit the shipping method to a specific sales channel or project (for example, a specific branch office). If not, this field remains empty and therefore applies to all projects and user groups. |
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Active |
Activate this option after you have carried all the necessary settings for the shipping method. TipYou can deactivate shipping methods that are no longer in use later. Note, however, that deactivated shipping methods will only be displayed in documents that have already been created. In newly created documents and in user interfaces such as the order overview or in the customer data, a deactivated shipping method is no longer available for selection. You can also delete shipping methods. However, this will also delete the shipping history. Therefore, you should only delete incorrectly created shipping methods that you have not used productively. |
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No postage check |
Use this option to disable the postage check in the order for the order traffic light. If the postage check remains active, a red traffic light icon is generated for orders as soon as at least one postage item is not included in the sales order. This usually prevents the postage item from being forgotten during manual order creation. Consider whether you want to activate or deactivate this option based on your own workflows and how you work with Xentral. If you typically create a high number of sales orders manually in Xentral, it may be useful not to activate this option, so that the postage is always reliably included in the sales order, especially for high-priced products or international shipments. |
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Printer shipping label |
Select the printer you want to use by default for the shipping labels from the drop-down menu. Note that only printers that you have already set up in Xentral can be selected here. Depending on how and where the shipping process is handled in your company, you can choose exactly the printer you need here - whether directly at your desk or at the packing table in the warehouse. |
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Printer export |
Only relevant for international shipping: From the drop-down menu, select the printer to use by default for customs forms (CN23). |
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Shipping email to buyer |
Determine rules regarding the way shipping notifications should be sent to your customers by email as soon as the shipment is on its way. The following three options are available: Default behavior: The existing logistics settings from the project are used. You can carry out these settings in the Settings > Basic Settings > Projects > Open Project > Tab: Settings > Tab: Logistics / Shipping menu. In the Stage 1 (Picking/Order picking) and Stage 2 (Pack) sections, you can activate the check boxes named Email to inform your customers about the status of order processing. No shipping mail: No shipping information will be sent by email for this shipping method. Custom text template: For this shipping method, the selected text template will be sent via email. You need to create this template in advance in the Settings > Basic Settings > Receipts > Text templates menu. Then select the desired template from the Text template drop-down menu. This selection will not use the project’s logistics settings for this shipping method. |
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Text template |
This setting is only available if you have selected the Custom text template for the option Shipping mail to buyer. Select a specific text template to be sent for this shipping method. For example, this could be information tailored specifically to the shipping service provider or information for self pick-up, which may differ depending on the branch office. |
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Deliveries supported |
When setting up the shipping method DHL, this option is activated by default. Once you have carried out all the other necessary settings and set the shipping method to Active, you can select the shipping method in sales orders, delivery notes and in the dispatch center. This allows you to manually select the shipping method during all important steps of order processing in Xentral. |
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Returns supported |
ImportantThis option cannot be selected for the shipping method DHL. Do you only use the shipping method DHL and would like to offer returns via DHL as a shipping service provider? Then, you need to set up the separate shipping method DHL Retoure in Xentral. |
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Preferred return shipping method |
Select a preferred shipping method for returns. If you create a return for a sales order in Xentral with the shipping method DHL, the shipping method selected here is automatically preselected in the return order. This setting applies to cases where you manually create returns in Xentral and also generate the return shipping label yourself and send it to your customers. |
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Sender name / street / house number / City / ZIP code / Email |
Enter your company name in the Sender name field and enter your company's address details in the remaining fields. The information you provide here will appear as the sender address on your shipping labels. ImportantEnter the data requested here, including the email address, exactly as they are stored in your account in the DHL Business Customer Portal. |
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Sender country (2-digit) |
Enter the ISO country code for the country you are shipping from. For Germany, the correct ISO code is DE. |
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Activate cash on delivery |
Activate this option to activate the DHL service Cash on delivery for this shipping method. If a delivery is made using cash on delivery, the recipient makes payment by handing over the full invoice amount in cash to the delivery agent. DHL will forward the payment via bank transfer within 1 to 2 working days after successful handover of the shipment. ImportantNote that using the service Cash on delivery is only possible for the products DHL Paket and DHL Paket International. More information on the process and the fees are available directly at DHL. |
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Cash on delivery bank tenant / bank name / IBAN / BIC |
Enter the information of the account to which DHL should transfer payments made for cash on delivery shipments. NoteThe information entered in this field must be the exact same as the account information that you have saved in the DHL Business Customer Portal under Parcel & Goods > Settings > Cash on delivery. |
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Cash on delivery fee |
The cash on delivery fee raised by DHL is currently € 7.49 excluding VAT. Thus, enter the respective amount here. |
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Cash on delivery bank account reference |
Enter the bank account reference here. This is an identifying text that you have also saved for the cash on delivery account in the DHL Business Customer Portal. The bank account reference is important for correct assignment and processing of payments. |
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Standard height / standard width / standard length |
What are the typical parcel dimensions of your shipments? Enter the respective values in cm here. Xentral will then use them as default values for creating the parcel label and registering the shipment with DHL. WarningThe measurements you enter here must be within the respective tariffs and parcel sizes of the product booked with DHL. Make sure that this is the case before using the shipping method DHL in your day-to-day business. f the values are higher than those allowed in the tariff or product, you may experience problems with registering the shipment and creating the shipping label in Xentral. |
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Minimum weight |
The DHL interface expects a minimum weight for each shipment so that the shipping label can be created correctly. We recommend that you enter the value 0.1 (100 grams) here. This way, you can avoid an empty shipment weight being transferred to DHL, which usually leads to errors during shipping label creation. |
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Adjust weight in |
To create the shipping label, an accurate calculation of the total weight of the shipment including packaging material is required. Xentral automatically calculates the shipment weight in the background by adding up the total weight of the items included in the sales order. The present option adds a weight specified by you. This creates a total value for the shipping declaration, which is taken into account when creating the shipping label and automatically reported to DHL. Decide whether the additional weight of the packaging material should be expressed in kg or %. Use the following setting called Adjust weight to define the extra weight more precisely. |
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Adjust weight to |
This setting allows you to specify your details for the Adjust weight in setting. Enter the additional weight of the shipment in kilograms or percentages here, depending on the previous selection. Which calculation method and which specific values you choose depends on the packaging type of your products and the packaging materials you use. |
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Export product type |
Only relevant for EU shipping: Select the description of the goods shipped here. This description will be printed on the customs documents CN 22/23. The following product types are available here:
For more information on the required customs documents and their contents, please contact DHL directly. |
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Description if "Other" is selected |
This setting is relevant if you have selected the option Other for the setting Export product type. Here, you have the option to define your own product type and enter your own description for the shipped products. |
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Reference on label |
Use the variables that are displayed to determine whether you want to print additional information on the shipping label. You can also enter a free text. The following variables are available: {DELIVERY_NOTE}, {PROJECT},{ORDER}, , {YOUR_ORDER_ID}, {NAME3}, {INTERNET}. |
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Activate DHL routing |
Routing is a type of address verification carried out by DHL. We strongly recommend that you activate this option to minimize the potential for error in address data and reduce the risk of incorrect deliveries. More information on routing is available for you on the DHL website. WarningIn case of missing routing, DHL will require a surcharge for incorrect or inconclusively identifiable addresses. NoteDo you already know about address validation in Xentral? With this tool, you can identify early on in the order processing if there are errors in customer addresses and thus intervene proactively. You can find all important information in the article Address verification for logistics processes (address validation). |
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Save tracking number in sales order |
Activate this option to save the tracking number in Xentral directly to the corresponding sales order after the shipping label has been created. This means that the tracking number is permanently saved in your system and you do not have to rescan the shipping label after creation to record this data in Xentral. |
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Return shipping method for additional return label |
Select the shipping method DHL Retoure if you wish to create a return shipping label and send it to your customers at a later point in time. Select the option This shipping method if you want to print the return label together with the original shipping label, using the same format. This way, you can enclose the return shipping label to the shipment and thus facilitate the returns process for your customers. ImportantWhen selecting the option This shipping method, all you need to do is enter your DHL billing number for the product DHL Retoure. If you select the option DHL Retoure, the shipping method DHL Retoure must already be set up and active in Xentral. Otherwise, no return shipping label can be created. More information on DHL Retoure is available in the article Integrating DHL Retoure. |
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Return billing number |
This option is only relevant if you have selected the option This shipping method for the setting Return shipping method for additional return label. Enter the billing number for DHL Retoure here. You can find this number in the DHL Business Customer Portal under Profile > Contract data. TipMore detailed information on viewing your contract data in the DHL Business Customer Portal is available in the chapter Viewing DHL contract details and product information. |
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Print return label together with shipping label |
Activate this option to print the return shipping label together with the original shipping label so that you can add it to the shipment. |
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Fallback position item weight |
Only relevant for international shipping: In case items without weight information in the respective product master data in Xentral are included in the shipment, creating a shipping label will not be possible. You can avoid this type of error by entering a weight (in kilograms) here. This weight will then be used in case no weight information is saved in the product master data. TipMake sure to check your existing setting for Weight from JIT parts list under Basic settings > Tab: System. If the setting is activated, the system will generally only use the weight of the main product. In this case, a Weight (in kg) must be saved in the product master data of the main product. If the setting is deactivated, a Weight (in kg) must be saved in the product master data of each parts list component. ImportantWe generally recommend that you carefully maintain all product master data so that errors are avoided from the start. You enter the item weight in the field Weight (in kg) under Sell > Products > Open product > Tab: Details > Section Stock / dimensions. |
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Auto-fallback for HS code |
Only relevant for international shipping: In case items without customs tariff number in the respective product master data in Xentral are included in the shipment, creating a shipping label will not be possible. You can avoid this error by entering a customs tariff number here. This number will then be used in case no customs tariff number is saved in the product master data. ImportantWe generally recommend that you carefully maintain all product master data so that errors are avoided from the start. The customs tariff number is maintained under Sell > Products > Open product > Tab: Details > Section: Manufacturer. |
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Exclude JIT components on CN22 form |
Only relevant for international shipping: Activate this option to exclude the individual components of just-in-time bills of material from the CN22 form in case products of this nature are included in the shipment. If this option is activated, only the main or head product of the bill of materials is listed. ImportantWhen shipping just-in-time bills of material, always make sure that all required and relevant data for customs processing (customs tariff number, country of origin, weight) are correctly maintained in the product master data of this main product. Otherwise, errors will occur during creation of the shipping label. Make sure that all the information outlined above is complete, no matter if you activate or deactivate the present option. Customs tariffs number, country of origin and weight are maintained in the respective fields in the Sell > Products > Open product > Tab: Details > Section: Manufacturer menu. More information on just-in-time bills of materials is available in the article Bill of materials. |
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Activate extra insurance |
Activate this option to display a checkbox to (de)activate additional insurance (DHL naming: Transportversicherung) when creating a shipping label in the Shipping label tab of a delivery note. If desired, you can deactivate this extra insurance any time in case you do not require additional insurance by DHL. If you activate extra insurance in the Shipping label tab of the delivery note, the additional field Insurance amount will be displayed. There, you enter the desired insurance amount. This amount is limited to a maximum of €25,000 for domestic shipping. The insurance fees are billed via your monthly DHL invoice. You do not need to register for extra insurance in advance. |
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Advance directive |
Only relevant for international shipping: Select one of the options Return to sender or Treat as abandoned to decide what should happen in case a shipment cannot be delivered to the recipient. Treating a shipment as abandoned means that the parcel will be auctioned off or disposed of. |
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Complete immediately |
Activate this option to display the checkbox Complete immediately in the Shipping label tab of the delivery note. If you activate the checkbox in the Shipping label tab of the delivery note, the tracking number will be saved in the sales order in Xentral immediately after creating the shipping label. Then, you will be redirected to the dispatch center. This means you do not have to enter the tracking number for each sales order separately. If the checkbox is deactivated in the Shipping label tab of the delivery note, an additional step asking you to fill in the newly created tracking number(s) will be displayed. There, you register the tracking number via scan and confirm that this tracking number should be saved in the sales order. |
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Pre-generate shipping label |
Enable this option to generate DHL shipping labels in advance in the background as soon as a sales order with this shipping method is transferred to auto-shipping. This makes printing shipping labels in Xentral much faster, especially if you send a very large number of shipments every day. You should read more about this setting in the article Shipping Center (Packing Station Module): Picking, Packing, and Shipping before activating the option. ImportantThe pre-generation of shipping labels only takes place for national shipments. This setting does not work for international shipments. |
Important
Check the generated shipping labels and their prices regularly in the DHL Business Customer Portal. You can do this at the end of the day, for example, or discuss them with your DHL account manager when you start working with DHL. Pay particular attention to the following settings, as they affect the package rate:
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Billing numbers of your booked DHL products
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Routing
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Parcel dimensions (Standard height / standard width / standard length)
Once you have carried out all the settings as described above, you can test the shipping label printing in the dispatch center or in an individual delivery note. To do so, proceed as follows.
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Click on the pencil icon on the right to open a delivery note in the Settings > Stock > Delivery note menu.
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Open the Details tab.
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Scroll down until you reach the Delivery note section.
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Select the shipping method DHL from the Shipping method drop-down menu.
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Click on Save. You will then be redirected to the Shipping label tab of the delivery note. If necessary, adjust the address details and click on Print shipping label.
Warning
Make sure to always activate the Activate DHL routing check box in the Shipping label tab. Without routing, DHL will calculate a surcharge for incorrect or inconclusively identifiable addresses and errors may occur during delivery.
After your test print is complete, you can cancel the parcel label in the DHL Business Customer Portal. To do so, proceed as follows.
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Log into the DHL Business Customer Portal.
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Click on Parcel & goods in the upper left corner, then click on Shipment overview.
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Open the Printed shipments tab.
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Use the check box on the left to select the shipping label you want to cancel. Then, click on Cancel above the table.
In case of domestic shipping of your products with DHL, you can decide whether you want to add a return shipping label to the original shipment or if you prefer creating the return shipping label separately at a later point in time, after customers have informed you that they would like to make a return.
Both methods require different preparatory settings in Xentral which are described in the following.
Important
No matter if you wish to directly print the return shipping label and add it to the shipment, or if the label should be created at a later point in time: It is mandatory for you to book the product DHL Retoure at DHL so that the billing number required for the settings in Xentral is at your disposal.
Carry out the following settings to request the return shipping label together with the original shipping label. This way, you can add the return shipping label to the original shipment.
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Use the Smart Search to search for Shipping methods,
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Open an already existing shipping method with the type dhl by clicking on the pencil icon on the right.
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In the Expert settings section, activate the Show additional settings option.
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Carry out the following settings:
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In the drop-down menu Return shipping method for additional return label, select the option This shipping method.
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In the field Return billing number, enter the billing number for the product DHL Retoure.
Tip
The billing numbers of your DHL products can be found in the DHL Business Customer Portal under Profile > Contract data > Tab: Contract data overview.
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Activate the option Print return label together with shipping label.
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Click on Save.
If you now create the shipping label for a sales order with this shipping method in Xentral, you will receive a PDF file containing both the shipping label and the return shipping label. Proceed with printing the labels and enclose the return shipping label to the parcel.
Do you wish to enclose a return document in DIN A4 format to the shipment, or wait until customers express their wish to make a return until you create it separately and send it to your customers via email? Then, carry out the following settings.
Important
With this method, you do not only need a billing number for DHL Retoure, but the shipping method DHL Retoure needs to be created and activated in Xentral. More information on setting up the shipping method DHL Retoure is available in the article Integrating DHL Retoure.
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Use the Smart Search to search for Shipping methods,
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Open an already existing shipping method with the type dhl by clicking on the pencil icon on the right.
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In the Expert settings section, activate the Show additional settings option.
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Carry out the following settings:
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In the drop-down menu Return shipping method for additional return label, select the option DHL Retoure.
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Leave the field Return billing number empty, since a billing number for DHL Retoure is not required in this case.
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Activate the option Print return label together with shipping label.
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Click on Save.
If you continue a sales order with the shipping method DHL as a return later, you create a return shipping label using the shipping method DHL Retoure. You can then send this label to your customers via email.
Note
Note that you do not receive a true return shipping label with this method, but the full return document. This is a DIN A4 page that contains general return information on the one half and the return shipping label on the other. Your customers will have to cut off the part on the left and can then use the part to the right to attach it to the parcel before shipping it.
Would you like to give your customers the opportunity to receive their shipments at a Packstation, in a post office or in a parcel shop? In this case, you will need specific data to submit to DHL, which your customer will need to provide. This information will then be transferred from Xentral to DHL in the fields provided so that the shipment can be addressed correctly.
When a package is shipped to a Packstation, your customer must at least provide you with their postal number, as well as the number of the Packstation and the postal code of its location. When printing the shipping label, enter the information in the Shipping label tab of the delivery note as follows:
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In the Name field, specify the recipient's first and last name.
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In the Name 3 field, enter the recipient's Postnummer. The Postnummer is the recipient's six- to ten-digit customer number. Your customers can find it on their DHL customer card or in their DHL customer account.
Note
In case of an incorrect Postnummer, DHL may check the customer’s email address. However, this only works in case your customer has provided the email address and has not objected to the transfer of the email address to DHL.
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In the Street field, enter the text “Packstation”.
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Enter the number of the post office or parcel shop (always three digits) in the House number field.
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In the ZIP code/Place field, enter the ZIP code and the location of the Packstation.
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Name |
Max Mustermann |
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Name 2 |
(Optional) |
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Name 3 |
1234567890 |
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State |
(Optional) |
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Phone number |
+49 823 123000000 |
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Street |
Packstation |
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House number |
123 |
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123 |
56667 |
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Place |
Musterstadt |
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Weight |
2.0 |
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Width |
20 |
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Length |
30 |
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Height |
5 |
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Country |
DE |
If a parcel is shipped to a parcel shop or post office, your customer must at least provide you with the address details and number of the post office or parcel shop. When printing the shipping label, enter the information in the Shipping label tab of the delivery note as follows:
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In the Name field, specify the recipient's first and last name.
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In the Street field, enter the text “Postfiliale”.
Note
Even if it is a parcel shop, you need to enter “Postfiliale” here.
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Enter the number of the parcel shop or post office in the House number field.
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In the Name 3 field, enter the recipient's Postnummer. The Postnummer is the recipient's six- to ten-digit customer number. Your customers can find it on their DHL customer card or in their DHL customer account.
Note
In case of an incorrect Postnummer, DHL may check the customer’s email address. However, this only works in case your customer has provided the email address and has not objected to the transfer of the email address to DHL.
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Enter the number of the post office or parcel shop (always three digits) in the House number field.
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In the ZIP code/Place field, enter the ZIP code and the location of the parcel shop.
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Name |
Max Mustermann |
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Name 2 |
(Optional) |
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Name 3 |
1234567890 |
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State |
(Optional) |
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|
|
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Phone number |
+49 823 123000000 |
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Street |
Postfiliale |
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House number |
123 |
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123 |
56667 |
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Place |
Musterstadt |
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Weight |
2.0 |
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Width |
20 |
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Length |
30 |
|
Height |
5 |
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Country |
DE |
The DHL service Visual age check allows you to ship products that have an age rating of 16 years or higher safely and in compliance with guidelines for the protection of minors. During delivery, the shipment will only be handed over to the end customer if the required minimum age of 16 years has been reached. If necessary, the delivery agent will check the recipient’s passport. This service allows the delivery agent to leave the shipment with neighbors or other household members, provided that these persons have reached the minimum age.
Important
Do you want to use the DHL service Visual age check for your DHL shipments? Take a look at the DHL website to get all relevant details. Then, book the service in the DHL Business Customer Portal to activate it.
In Xentral, you do not carry out the required settings for the product Visual age check in the shipping method settings, but individually in the product master data for each product that this service should be applied to during delivery. To do so, proceed as follows.
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Go to Sell > Products.
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Open the desired product by clicking on the pencil icon to the right.
The Details tab of the product master data opens.
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Scroll down until you reach the Other settings section.
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In the drop-down menu Age rating, select the recipient’s minimum age (from age 16 or from age 18).
Warning
Note that the option Identity check must not be activated in this case, since this option represents the DHL service Ident-Check. Selecting the minimum age in the drop-down menu Age rating is enough to activate the visual age check.
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Click on Save.
As soon as you have carried out the settings described above for all required products, the following steps are carried out during further sales order processing in Xentral:
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A sales order containing one or more products for which the setting Age rating has been carried out as described above reaches you via your online store or is created manually in Xentral.
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The sales order is processed as usual via auto-shipping, logistics and packing process.
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When creating a shipping label in Xentral, you can see in the Shipping label tab of the delivery note that the check box Age verification required is activated. The necessity of the age check and the application of the DHL service for this shipment are automatically communicated to DHL during shipping label creation. There are not additional tasks for you.
With the DHL service Ident-Check, the delivery agent checks the recipient’s passport before handing over the parcel and documenting that the check has been carried out. The parcel is always handed over to the recipient and is never deposited with neighbors or other third parties. Especially if you are shipping items with an age rating of 18+, such as alcoholic products or media with a corresponding age rating, this service provides you with a maximum of security and transparency for shipping those products.
Important
Do you wish to use the Ident-Check service for your DHL shipments? Take a look at the DHL website to get all relevant details. Then, book the service in the DHL Business Customer Portal to activate it.
In Xentral, you do not carry out the required settings for the service Ident-Check in the shipping method settings, but individually in the product master data for each product that this service should be applied to during delivery. To do so, proceed as follows.
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Go to Sell > Products.
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Open the desired product by clicking on the pencil icon to the right.
The Details tab of the product master data opens.
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Scroll down until you reach the Other settings section.
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In the drop-down menu Age rating, select the option from age 18.
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Activate the option Identity check.
Warning
When activating the option Identity check, make sure that you have selected the option from age 18 in the drop-down menu Age rating. Otherwise, errors will occur during communication between Xentral and DHL, preventing the identity check from being carried out during delivery.
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Click on Save.
As soon as you have carried out the settings described above for all required products, the following steps are carried out during further sales order processing in Xentral:
-
A sales order containing one or more products for which the setting Age rating and Identity check has been carried out as described above reaches you via your online store or is created manually in Xentral.
-
The sales order is processed as usual via auto-shipping, logistics and packing process.
-
When creating a shipping label in Xentral, you can see in the Shipping label tab of the delivery note that the check box Identity check required and Age verification required are activated. The necessity of the identity check and the application of the DHL service for this shipment are automatically communicated to DHL during shipping label creation. There are not additional tasks for you.
The customs documents CN22 and CN23 are required for deliveries to destination countries outside the European Union. If you use the shipping method DHLdescribed here, these documents are automatically generated and printed when you create a shipping label for an export shipment in Xentral. In contrast to the shipping method DHL (Old), the items contained in the shipment are listed in detail and separately within the customs documents. The customs tariff number and weight are also indicated for each position of the delivery note.
The MRN (Master Reference Number) is an 18-digit code that is needed for customs registration. This code is only relevant for you if you ship your products internationally with DHL.
To make sure the shipment is correctly processed, the transfer of the Master Reference Number to DHL is required in the following cases:
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The country of destination of the shipment is located outside the European Union
and
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The shipment has a product value of more than €1.000
Important
Note that you have to obtain a Master Reference Number for each affected shipment in advance when carrying out the electronic pre-registrations of a customs delivery. This is typically done using specialized tools, such as ATLAS. As soon as you have obtained the Master Reference Number, you can enter it in Xentral and continue the shipping process.
Xentral allows you to enter the Master Reference Number at various points of the sales order and shipping process. The concrete steps are described in the following sections. When creating the shipping label, the Master Reference Number is automatically transferred to DHL, along with all other required data so that the shipment can be processed adequately.
Note
Do you have questions regarding shipments to non-EU countries or on export regulations in general? Refer to the guidelines provided by DHL. Also, you can discuss this topic with your DHL account manager, if needed.
The first opportunity to enter the Master Reference Number is in the sales order itself, as soon as it has been created in Xentral. To do this, proceed as follows.
When continuing a sales order with no attached Master Reference Number as a delivery note, you can still enter the Master Reference Number in the delivery note. To do this, proceed as follows.
If you have not entered the Master Reference Number in the sales order or in the delivery note, you have to do so when creating the shipping label. This is the last possible step of order processing in Xentral that still allows you to enter the number. To do so, proceed as follows.
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Process an order with the shipping method DHL until you have reached the Shipping label tab of the delivery note.
Tip
Do you want to read up on how printing shipping labels works for the shipping method DHL? Then take a look at this chapter.
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Enter the Master Reference Number in the field MRN (Master Reference Number) at the bottom of the Shipping label tab of the delivery note.
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Check the other address data before clicking on Print shipping label.
Important
Create an additional user account for your company for your main account in the DHL Business Customer Portal. This step is necessary because the login data of the main account must be renewed regularly and therefore need to be changed in the Xentral settings every time. With a newly created and thus separate account, this is not necessary.
You can use different characters, such as special characters in the user password.
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Log into the DHL Business Customer Portal with an administrator account.
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At the top right, click on your user name and then click on Manage users.
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Click on Create new user.
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Enter the name and other personal user information.
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Activate the most important rights for the user so that shipping labels can be printed from Xentral and your employees have the ability to create daily reports, returns and complaints in the business customer portal.
Note
The Ship parcel & goods, Contract Data Overview and Delivery monitor rights are mandatory for creating parcel labels in Xentral, while other rights are optional. All other rights are optional.
To set up the shipping method DHL in Xentral, you will need some of your DHL contract details. You can find both your customer number and your business data as well as the booked product numbers (billing numbers) in the Contract Data section of the DHL Business Customer Portal. Alternatively, you can view this data on your monthly statement from DHL.
Note the following information about your contract details:
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Your Customer number usually consists of 10 digits.
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Your Billing number identifies the products you have contractually booked with DHL. It usually consists of 14 digits and is composed of your customer number followed by a four-digit product identifier.
In the DHL Business Customer Portal, you can carry out additional settings for printing shipping labels and other shipping documents. To do so, click on Parcel and goods in the upper left corner, then on Settings > General settings. In the Configuring printer settings section, you will find a number of possible settings.
In this menu, make sure to select the correct formats in the Print format fields.
Warning
Do not set the option You have local printer settings available for configuration. Would you like to use them? to Yes. Always select a virtual document printer, such as PDF Adobe. If you save a local printer configuration in the DHL Business Customer Portal, you cannot create shipping labels in Xentral.
In this chapter, we have listed the error messages that can occur when entering the address for the shipping label in the Shipping label tab of a delivery note, when registering a shipment and when processing export shipments.
The following errors may occur when entering the address in the Shipping label tab of a delivery note or in the dispatch center in Xentral.
|
Error message |
Explanation and solution |
|---|---|
|
Address cannot be routed. |
This error states that it is not possible for DHL to apply the routing encoding for the address that you have entered. Check your entries in the Street/House number and ZIP code/Place fields. In most cases, those entries contain an error. In most cases, these entries contain an error. If routing is not possible despite correct information provided by your customer, the address may not be unique to DHL. In this case you can disable the routing for this shipment. WarningIf you disable routing, DHL may add a surcharge to deliver the shipment correctly. Also, you increase your risk of undeliverable shipments and returns. |
|
Please provide a Postnummer. The Postnummer used is not valid. |
The Postnummer entered for delivery to a Packstation/parcel shop is incorrect or does not exist. Check whether a Postnummer has been entered or the field is empty. Also, make sure that the Postnummer has been correctly entered in the field Name 3. |
|
Packstation numbers are between 101 and 999. Please contact the recipient to request a correct number. The location is not known for this ZIP code. |
If this error occurred, an incorrect address or number was entered for delivery to a Packstation. Check the Packstation number and make sure that this number matches the Packstation address data (street and zip code) provided. WarningShipments with incorrect Packstation information cannot be routed. If you disable routing, DHL may add a surcharge to deliver the shipment correctly. Also, you increase your risk of undeliverable shipments and returns. |
|
Branch numbers are between 401 and 999. Please contact the recipient to request a correct number. |
If this error occurred, an incorrect address or number was entered for delivery to a parcel shop. Check the parcel shop number and make sure that this number matches the parcel shop address data (street and zip code) provided. WarningShipments with incorrect parcel shop information cannot be routed. If you disable routing, DHL may add a surcharge to deliver the shipment correctly. Also, you increase your risk of undeliverable shipments and returns. |
|
Postnummer or email address must be set. |
If this error occurred, an incorrect address or number was entered for delivery to a Packstation. Check the Packstation number and make sure that this number matches the Packstation address data (street and zip code) provided. When shipping to a Packstation, the email address is optional information. |
|
Please enter a valid email address. Entering umlauts is invalid. If you entered a valid email address, the recipient has objected to receiving emails from DHL. |
This error occurs if you enter an invalid email address when creating the shipping label. Verify the correctness of the email address. It is also possible that the recipient of the shipment has objected to receiving emails from DHL. If the selected service does not require it, you can also remove the email address completely and continue to create the shipping label on a regular basis. For example, this is the case when shipping to a Packstation as long as a correct Postnummer has been provided. |
|
Address cannot be routed. The ZIP code for this country was entered incorrectly. Please use the format 99999. It is still possible to print a shipping label. The ZIP code could not be found. The value you entered is too long and has been shortened. |
The ZIP code for this country was entered incorrectly. Check if the ZIP code you entered is too long and has therefore been shortened. WarningShipments with incorrect ZIP code information cannot be routed. If you disable routing, DHL may add a surcharge to deliver the shipment correctly. Also, you increase your risk of undeliverable shipments and returns. |
|
The specified street cannot be found. The specified street cannot be found. The value you entered is too long and has been shortened. The location is not known for this ZIP code. Address cannot be routed. |
The street specified for the address is incorrect. Check the street for accuracy and format in connection with the house number and ZIP code. WarningShipments with incorrect information on street or place cannot be routed. If you disable routing, DHL may add a surcharge to deliver the shipment correctly. Also, you increase your risk of undeliverable shipments and returns. |
|
The wholesale recipient could not be found. Please check the spelling of the name. |
This error occurs when you ship items to a recipient with their own ZIP code. This is usually a large customer who sends or receives more than 2000 shipments per business day via DHL or Deutsche Post and is therefore assigned their own ZIP code. If this error occurs, carefully check the ZIP code, address and phone number you entered. |
|
Error 400: 0 of 1 shipment successfully created. Bad Request Error (shipper.addressHouse) must be between 1 and 10 characters long |
This error occurs in cases where the house number of the shipper address does not match the DHL requirements (between 1 and 10 characters). To fix this error, open the Shipping methods module in Xentral and then open the DHL shipping method for which this error occurs. Check and adjust the information in the field Sender house number. |
|
Error message |
Explanation and solution |
|---|---|
|
Please enter a weight. |
No weight was entered when creating the shipping label. However, this information is mandatory for registering the shipment and determining the correct parcel rate. In some cases, the cause of the error is that the weights are not correctly maintained in the product master data of the individual products. |
|
The weight is smaller than in the CN23 form. |
For shipments to countries outside the EU member states, the weight input when creating the shipping label must match the data on file for the CN23 form exactly. Check your information and correct it if necessary. |
|
Error message |
Explanation and solution |
|---|---|
|
The ZIP code must not contain any special characters. Please check your input. The value you entered is too long and has been shortened. Please note that the service advance order is mandatory for shipments with DHL Parcel International. |
This error occurs when a wrong ZIP code was entered. Check the country-specific particularities for ZIP codes and the required formats. |
|
Hard validation error occurred. The value/unit field must be in the format 0.00 and the value must be positive. Please note that discounts and payments via voucher are not customs-relevant. The value you entered is too long and has been shortened. |
This error occurs when creating a shipping label for customs-relevant international shipping. Make sure that all products contained in the shipment have a sales price saved in the product master data and make sure that this price is not €0.00. You can check your sales prices in the product master data under Sell > Products > Open product > Tab: Sales. |
|
Hard validation error occurred. The value/unit field must be in the format 0.00 and the value must be positive. Please note that discounts and payments via voucher are not customs-relevant. The value you entered is too long and has been shortened. The weight of the shipment corresponds to the total net weight of the item positions. Please enter the total weight of the shipment including packaging and filling materials here. |
This error occurs when creating a shipping label for customs-relevant international shipping. Make sure that all products contained in the shipment have a sales price saved in the product master data and make sure that this price is not €0.00. You can check your sales prices in the product master data under Sell > Products > Open product > Tab: Sales. In addition, make sure that a weight is saved for each product contained. Products with a weight of 0.00 are not allowed. ImportantNote the following tips on international shipping of bills of material:
|
|
The value/unit field must be in the format 0.00 and the value must be positive. Please note that discounts and payments via voucher are not customs-relevant. The weight of the shipment corresponds to the total net weight of the goods lines. Please enter the total weight of the shipment including packaging and filling materials here. Maximum allowable weight for Warenpost International: 1 kg. Shipments up to a maximum of 31.5 kg can be registered as DHL Paket International. |
This error occurs if you have entered a shipment weight that is too high for the service or tariff you have chosen and is therefore not allowed. First, make sure that you have not entered an incorrect weight indication. If the weight indication is correct but still too high, switch to a shipping method that supports this weight. In addition, check that you have entered the information in the Value/unit field in the correct format. You can find the desired format directly in the error message and adjust your entries accordingly. |
|
The weight is too high. The weight of the shipment corresponds to the total net weight of the item positions. Please enter the total weight of the shipment including packaging and filling materials here. The value/unit field must be in the format 0.00 and the value must be positive. Please note that discounts and payments via voucher are not customs-relevant. The value you entered is too long and has been shortened. Please note that the service advance order is mandatory for shipments with DHL Parcel International. |
This error occurs if you have entered a shipment weight that is too high for the service or tariff you have chosen and is therefore not allowed. First, make sure that you have not entered an incorrect weight indication. If the weight indication is correct but still too high, switch to a shipping method that supports this weight. |
|
Exception in extension function java.util.MissingResourceException: Couldn't find 3-letter country code for -1 |
Make sure that the correct ISO code of the country of origin is specified in the Country of origin (ISO Code) field in the product master data. The code usually consists of two digits. |
|
Error |
Explanation and solution |
|---|---|
|
The sender address is truncated or overlaps with other fields/barcodes on the label in the DHL Business Customer Portal, e.g. “Sample company c/o Care Company, Sample Street 123, 12345 Sample City”. |
To make sure that the complete address is printed on the shipping label, you should do the following: Use the Additional address field to enter the c/o addition, ensuring a clear separation between the main address and any additional information. Pay attention to character limitations that may vary depending on the shipping service provider and check the specific guidelines in the DHL Business Customer Portal. Format the address according to the DHL guidelines by correctly placing sender and recipient information and using the designated fields for additional information. These adjustments ensure that your shipments are fully and correctly addressed, preventing delays or delivery issues. Check the address in the shipping label preview to make sure that all relevant details are displayed completely and correctly. |