bpack world maxi - bpost International

operational guide 

bpack world maxi

2 

Bpack World Maxi _ operational guide 

Index 

Introduction 3 

Data input and labels 4 

Data input 4 

Preparation and presentation of your parcels 5 

Packaging 5 

Barcodes 5 

Positioning of the parcel label 5 

Three options for parcel delivery 6 

Loose delivery 6 

Bag delivery 6 

Pallet delivery 6 

Advice about your parcels 7 

Sorting 7 

Content identification 7 

Grouping parcels to the same addressee 7 

Two solutions at your choice 8 

Deposit 8 

Pick-up 8 

Customs: documents and charges 9 

Shipment formalities 9 

Export 10 

What documents should you use and when? 10 

Document CN22 11 

Document CN23 12 

Pro forma invoice and SAD export document 13 

Import 14 

On which shipment does tax have to be paid? 14 

Global overview 15 

Returns 16 

How to return your parcels 16 

Undelivered parcels 16 

Reverse Logistic Solutions 16 

Online parcel tracking 17 

How to use the e-Shipper application 17 

Practical information 18 

Making complaints 18 

What the addressee should do 18 

What the sender should do 18 

Ordering material 19 

Contacts 20 

Deposit centre 20 

Sales Contact 20 

Customer Care 20

3 


Introduction 

Bpack World Maxi: the complete solution for your valuable parcels up to 30 kg 

Congratulations! You have chosen to entrust your valuable parcels up to 30 kg to bpost international. You will benefit 

from all the advantages of Bpack World Maxi. 

This guide provides a step-by-step explanation of how to prepare your mail items correctly. bpost international does the 

rest and assures on time as well as reliable handling and delivery. 

bpack world mini 

bpack world maxi 

easy return 

easy return+ 

0 - 2 kg 0 - 30 kg Signature Track & Trace Insurance 

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4 


Data input and labels 

Data input 

Various data input solutions are offered, based on the number of parcels sent per day. 

e-Shipper Manual 

Around 20 parcels/day. 

Parcels are input one by one in the 

online e-Shipper application. 

The deposit document and labels 

must be printed on a standard 

printer. Each label must be 

manually affixed to the corresponding 

parcel. 

Simple and fast. 

No IT investment required. 

Uploading a CSV file to 

e-Shipper e-Shipper PRO 

Online application Online application Online application Server connection 

Up to 70 parcels/day or more in 

the case of identical parcels. 

Data is exported to a Microsoft 

Excel file in CSV format. The CSV 

file must then be uploaded to the 

online e-Shipper application. All 

the parcels are input in a single 

operation. 

The deposit document and labels 

must be printed on a standard 

printer. All the labels are printed 

at the same time based on a PDF 

file. Each label must be manually 

affixed to the corresponding 

parcel. 

Your computer system must be 

able to export data to Microsoft 

Excel for uploading to the online 

e-Shipper application. 

Between 20 and 150 parcels/day. 

Your customer file is uploaded to 

our e-Shipper PRO application. 

This customer file also contains the 

reference of each end customer. 

Inputting the reference of each 

end customer in the application is 

all that is needed to automatically 

print all the data relating to this 

customer on the label (printing of 

labels one by one as the parcels are 

handled). 

You no longer need to input the 

sender and addressee details 

manually. 

Your IT department must prepare a 

customer file in a format that can 

be uploaded to e-Shipper. 

Machine-to-Machine 

Solution 

Over 70 parcels/day. 

Communication between your 

server and the bpost international 

server. 

Labelling is done automatically on 

your production chain. You are responsible 

for printing a barcode to 

bpost international’s specifications. 

There is no deposit document for 

the ‘Machine-to-Machine’ solution. 

IT configuration required at the 

start of the working relationship. 

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e-Shipper label 

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Drop document M2M label 

To access the online e-Shipper application 

or the bpost international FTP server, you 

need a contract number and/or a password. 

You will receive this from your Account 

Manager. 

The ‘e-Shipper’ manual and the ‘Machine-to- 

Machine‘ manual are available on request.

5 


Preparation and presentation of your parcels 

Packaging 

Choose your packaging depending on the shape, weight, volume and nature of the contents. Check that it is sufficiently 

resistant and especially that the objects are not free to move about. 

You are responsible for the quality of the packaging. If the parcel contents are fragile, consider getting the packaging 

approved by your Account Manager before sending. 

If your parcel is well packaged, you reduce the risk of damage or delays during transport * . 

Barcodes: precautions for labelling 

The barcodes must always be perfectly readable as they contain all the essential information regarding the parcel. 

Positioning of the parcel label 

To ensure that it can be easily read and scanned, your label must be affixed without any creases or obstructions (e.g. tape). 

Ensure that the barcode label is visible on the upper side of the outside of the parcel. 

The label must be affixed on a flat surface. Do not affix it where the parcel is sealed or over an edge. If the words “Top” 

and “Bottom” are printed on the packaging, affix the label on the top of the parcel. 

* If it is proven that the sender did not package the contents properly, no compensation will be payable if the contents are spoiled or damaged. 

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6 



Three options for parcel delivery 

Loose delivery 

We accept the delivery of up to 50 loose parcels per day. 

This is based on the number of parcels counted by bpost 

international. Attach your deposit document* to the parcel. 

Your parcels cannot be accepted by the European Mail 

Centre (EMC, our sorting centre) without this document. 

Bag delivery 

bpost international can provide you with yellow bags 

for the transport of small parcels. Affix the self-adhesive 

Bpack World Maxi label to the yellow bag. 

Attach your deposit document to the bag. Your parcels 

cannot be accepted by the EMC without this document. 

Pallet delivery 

If you wish to deposit your parcels on one or more pallets, 

please stack the parcels carefully to ensure they are stable 

and the label is facing outwards. This facilitates parcel 

handling. The pallets must be wrapped in film (sealed). 

The number of parcels dropped at the EMC as counted by 

bpost international is final. Affix the self-adhesive Bpack 

World Maxi label to each pallet. 

* Only for deposits via the online e-Shipper application. 

q Mixed countries 

q Country : ................................................ 

Customer Name 

Contract Number 

Pallet(s)/ Bag(s) N° of 


destination 

EMC Brucargo 


q Country : ................................................ 

Customer Name 




destination 

EMC Brucargo 

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Advice about your parcels 

Check that the content of your parcel is permitted! 

Contact the relevant consular services (embassies, chamber of commerce and industry) of the destination country to 

find out the import conditions for specific equipment. 

Sorting 

You must always sort your parcels by country: 

• destination: Belgium 

• destination: Rest of the world. 

Content identification 

The self-adhesive Bpack World Maxi label must be affixed 

to each container (bag or pallet) to enable quick 

identification of your parcels. 

1 Country of final destination 

2 Customer name 

3 Contract number 

4 Number of pallets 

Grouping parcels to the same addressee 

Customer Name 


Belgium 


1 

q Country : ................................................ 


2 

3 

4 


destination 

EMC Brucargo 

Rest of 

the world 

Multiple parcels bound for the same addressee can be grouped in a single parcel, provided the total combined weight is 

no more than 30 kg. 

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8 



Two solutions at your choice 

Whether you want to make your consignments yourself or have them collected, bpost international can offer 

you several solutions. 

Contact your Account Manager to find the solution that suits you best! 

Consignment 

Your shipments can be consigned at the European Mail Centre (EMC) in Brucargo-Zaventem in Belgium. 

Collection 

Do you want to make life easier and take advantage of a collection service? If so, then this service is for you. 

• You arrange with us the frequency of collections: daily, weekly or on several set days each week. 

• You set the place and time that you wish your Bpack World Mini products to be collected. 

• We provide you with a clear contract, fixed monthly billing and a specific contact for all your operational or commercial 

questions. 

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9 


Customs: documents and charges 

Shipment formalities 

Compliance with customs formalities is mandatory for all shipments coming from or going to countries outside the 

European Union. 

It is imperative that all customs documents are inserted in a plastic pouch, which should be stuck on the parcel. 

Documents should be prepared in a language that can be understood in the destination country for shipments to 

non-English-speaking countries (e.g. France). 

bpost international advises you of the steps to follow and the documents to be completed. You will also find on our 

website a detailed explanation of customs formalities to be complied with both for export and import. 

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Export 

The customer is responsible for preparing the appropriate customs clearance and export documents. Customers are also 

responsible for paying prevailing customs duties, taxes and charges. bpost international reserves the right to invoice the 

customer for all additional charges connected with customs clearance. 

What documents should you use and when? 

Mail items for EU member states can be imported and exported freely. No customs formalities need to be completed. 

(With the exception of special excise duties on alcohol, perfume, tobacco products, etc.). 

Customs formalities must be completed for mail items bound for third countries (non-EU member states). The table 

below shows which document needs to be filled out based on the intrinsic value of the mail item. 

The documents are: CN22, CN23 and SAD (single administrative document). 

CN 22 

CN 23 + invoices 

DAU + invoices 

eu Switzerland/Norway Rest of the world 

No 

No 

No 

Yes (≤ 300 €) 

Yes (≤ 800 €) 

Yes (> 800 €) 

Yes (≤ 300 €) 

Yes (≤ 800 €) 

Yes (> 800 €) 

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Businesses that wish to recover VAT on 

exports should always fill out an export 

declaration (SAD), regardless of the value of 

the mail item.

11 



Export 

Document CN22 (available at all post offices) 

This self-adhesive label must be used for shipments outside 

the EU when the intrinsic value of the shipment is 

lower than 300 €. 

1 Write the value of the goods before tax and specify 

the currency. 

2 Describe the nature of the goods. 

3 Provide a precise and complete description of the 

products. 

4 State the tariff code of the goods (optional for private 

individuals). 

5 Date and signature 

2 

3 

1 

1 

4 

4 

5 

5 

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Export 

Document CN23 (available at all post offices) 

This is a self-copy document (A5 format) in 4 copies, 

which must be used for shipments with an intrinsic value 

between 300 € and 800 €. One copy must bear the date 

stamp. This copy is given to the sender. The other 3 copies 

along with 4 copies of the invoice (or pro forma) are 

inserted in a self-adhesive plastic pouch attached to the 

shipment. 

At least the following must be stated on the declaration: 

1 sender’s full details 

2 recipient’s full details 

3 detailed description of the contents of the shipment 

4 net weight (in kg) 

5 intrinsic value of the shipment 

6 tariff code of the goods 

7 country of origin of the goods, even if not Belgium 

8 nature of the shipment. Check the relevant box or 

enter description under “other”. 

De Nom 

Van Naam 

Société 

Firma 

Rue 

Straat 

Code postal 

Postcode 

Pays 

Land 

À Nom 

Aan Naam 

Société 

Firma 

Rue 

Straat 

Code postal 

Postcode 

Pays 

Land 

Description détaillée du contenu 1 

Beschrijving van de inhoud 1 

Catégorie de l’envoi 10 

Soort zending 10 

Cadeau 

Geschenk 

Document 

Document 

Ville 

Stad 

Ville 

Stad 

Déclaration en douane 

Douaneverklaringpost 

Explication 

Uitleg 

Autre 

Andere 

Éventuellement 

référence 

de l’expéditeur 

Eventueel referentie 

van de afzender 

Observations 11 (marchandise soumise à la quarantaine/à des contrôles sanitaires, phytosanitaires ou à d’autres restrictions) 

Opmerkingen 11 (goederen onderworpen aan quarantaine/ sanitaire controles, phytosanitaire of andere beperkingen) 

Licence 12 

Licentie 12 

N° de la/des licence(s) 

Nr. van de licentie(s) 

1 

2 

Echantillon commercial 

Handelsmonster 

Retour de marchandise 

Terugzending van goederen 

www.bpostinternational.eu 

Certificat 13 

Certificaat 13 

N° du/des certificat(s) 

Nr. van het(de) certificaat(en) 

quantité 2 

aantal 2 

Factures 14 

Factuur 14 

N° de la facture 

Nr. van de factuur 

Poids net (en kg) 3 

Netto gewicht (in kg) 3 

Référence de l’importateur (si elle existe) no de TVA, facultatif 

Referentie van de invoerder (indien dit bestaat) BTW Nr., facultatief 

N° de téléphone/fax/e-mail de l’importateur (si connu) 

Nr. telefoon/fax/e-mail van de invoerder (indien gekend) 

Valeur 5 

Waarde 5 

Poids brut total 4 

Totaal bruto gewicht 4 

Valeur totale 6 

Totale waarde 6 

Peut être ouvert d’office 

Mag ambtshalve worden geopend 

No de l’envoi / colis (code à barres, s’il existe) 

Nr. van de zending (barcode als hij bestaat) 

Pour les envois commerciaux seulement 

Enkel voor de commerciële zendingen 

N° tarifaire du SH 7 

Tariefnr. volgens SH 7 

Pays d’origine des marchandises 8 

Land van oorsprong van de goederen 8 

3 4 5 6 7 

8 

Frais de port / frais 9 

Portokosten/ kosten 9 

Bureau d’origine / date de dépôt 

Kantoor van oorsprong / datum van afgifte 

CN23 

Je certifie que les renseignements donnés dans la présente déclaration en douane sont exacts et que cet envoi ne contient aucun objet dangereux interdit 

par la réglementation postale. Hiermede bevestig ik dat alle gegevens van deze douaneverklaring juist zijn en dat deze zending geen enkel gevaarlijk 

voorwerp bevat welke verboden is door de postreglementering. 

Date et signature de l’expéditeur : 

Datum en handtekening van de afzender : 

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Export 

Pro forma invoice SAD export document 

This is the official export declaration. It is compulsory for 

all shipment with a value above 800 € that are bound for a 

third country (non-EU). 

It is completed electronically (PLDA) by an approved 

customs agency. Or any exporter approved by the Finance 

Ministry (giving access to the PLDA). 

bpost international cannot complete this document. 

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14 



Import 

For which shipment does tax have to be paid? 

• Shipment from non-EU member states with a value above 22 €, as well as alcohol products, perfume and eau de 

toilette, tobacco and tobacco products (Art. 18 Royal Decree #7 VAT Code). 

• Non-commercial shipment sent by one private individual to another from non-EU member states with a value 

above 45 €, as well as alcohol products, perfume and eau de toilette, tobacco and tobacco products (Art. 44 Royal 

Decree #7 VAT Code). 

• International shipment (over 22 € or 45 € duty allowance) bound for territories of one of the following EU member 

states are subject to customs formalities: 

Territory 

Faro Isles – Greenland 

Helgoland – Büsingen 

Ceuta – Melilla – Canary Islands 

France’s overseas departments and territories 

Mont Athos 

Livigno – Campione d’Italia, Italian waters of Lake Lugano from the shore to the political 

border of the zone between Ponte Tresa and Porto Ceresio 

Åland Islands 

Jersey and Guernsey 

EU member state 

Denmark 

Germany 

Spain 

France 

Greece 

Italy 

Finland 

United Kingdom 

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Non-European 

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All shipments from a non-EU member state 

must be declared. This declaration is the 

guide for whether any import tax needs to 

be collected. 

IMPORT SHIPMENT DECLARATION 

from/to 

EU member state 

Individuals: NO 

Businesses: NO 

Individuals: YES 

Businesses: YES

15 



Global overview 

The table below summarises the various situations and the documents to be filled in. 

Step 

1 

2 

3 

Action 

Check the destination of the item. 

Check whether Customs: documents and charges must be attached to the parcel: 

Destination of parcel 

a European Union member state 

a third country (non-EU) 

documents without commercial value 

goods or documents with commercial value 

no customs formalities 

customs formalities requested 

For parcels to a third country (non-EU), check whether Customs: documents and charges are present: 

Content of parcel 

Action 

Annex 

• a fully filled out and signed CN22 label 

• a fully filled out and signed CN22 label, if the 

commercial value is no more than 300 € 

• a fully filled out CN23 document and copies of 

invoices (or pro forma invoices) if the value is 

between 300 € and 800 € 

• an export SAD* and copies of invoices (or pro forma 

invoices) if the value exceeds 800 € 

* For parcels coming from countries other than Belgium. This document must be completed electronically, referencing “BE 210000” as the EU exit point and must be attached to 

the shipment. 

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An export SAD is always necessary for 

companies that wish to recover the VAT on 

exports.

16 


Returns 

How to return your parcels 

Undelivered parcels 

Parcels that are not delivered to the addressee for various reasons (not taken delivery of or collected, change of address) 

will be returned to a PO box reserved for you at the EMC. 

You will be provided with a list of these returns so you can update your database. 

The mailing conditions for returns are stipulated in the contract, which you have to sign. 

Two options for returned parcels 

1. bpost international arranges for the transport of returned parcels at least once per week using partners. This service is 

payable by you. 

2. If you do not wish to receive returned parcels, they can be destroyed by bpost international. You must indicate this 

on the note accompanying each parcel to avoid these parcels being returned from abroad. The costs of destroying the 

parcels are calculated on a case by case basis. 

bpost international may ask you to provide additional information about some parcels if, for example, the address details 

prove to be incorrect or incomplete, or the addressee refuses to take delivery of the parcel, etc. 

Reverse Logistic Solutions 

bpost international offers a fast short-term solution for the return of products that the customer decides not to buy or 

that need to be repaired. The customer can easily return the parcels using the return label from any post office or postal 

service point in a given European country. You are invoiced for this service, which is free for the customer. 

Choose ‘Easy Return’ or ‘Easy Return+’ to manage your returns. Ask your Account Manager for more information. 

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17 


Online parcel tracking 

How to use the e-Shipper application 

You can follow your barcoded parcels online at all times 

using our tracking system. You will be sent a password 

when you open your customer account, providing you 

with access to the ‘Track & Trace’ tool at 

www.bpostinternational.com through the 

online e-Shipper application. 

You can search for a parcel based on: 

1 the international reference number 

2 the customer reference number 

3 the M2M barcode 

4 the drop date 

5 Your customer can also go directly to 

www.bpostinternational.com without a 

password to view the status of a parcel 

by entering the special reference number 

they were given. 

5 

(1) 1 

(2) 2 

(3) 3 

(4) 4 

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18 


Practical information 

Making complaints 

The addressee must notify the sender in the event of loss or damage. The sender must notify bpost international of the 

problem. 

What the addressee should do 

If the addressee observes damage to the goods, he or she must immediately tell the delivery person. 

If the addressee observes damage to the parcel after the delivery person has left, he or she can send a letter detailing the 

problem to the sender within seven days for international shipments. 

What the sender should do 

You must submit your claim to bpost international Customer Care through your contact person in Sales (see contacts on 

page 20). A claim number designated by the bpost international Customer Care department serves to identify the claim, 

along with the parcel number. 

Customer Care will send you a confirmation stating that your claim has been registered and ask for the documents needed 

to handle it: 

• invoice in the name of bpost international. 

• copy of the invoice stating the original value or production date of the damaged goods, the object of the loss or a copy 

of the invoice to the addressee stating the value or production date of the goods, less the sender’s profit margin. 

• addressee’s claim letter if the content is damaged. 

• any photo of the damaged content is a plus. 

A claim can be made for parcels stated on the daily information request form. Claims must be made on a monthly basis, 

using the template provided, and sent to myparcel.international@bpost.be with the words ‘Monthly Claim recap’ in the 

subject line. 

bpost international will acknowledge the admissibility of the claim within five days and ask for the necessary documents 

(including the invoice stating the price and any photos), which must be received within seven days. 

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Claims will be deemed inadmissible: 

· If they are made more than 30 calendar 

days after the parcel was announced in the 

bpost international system. 

· If information was not requested 

beforehand via the information request 

form. 

· If the packaging was not appropriate. 

· If the contents are not permitted. 

· If bpost obtained a signature.

19 



Ordering material 

You can order bags, self-adhesive Bpack World Maxi labels, CN22, CN23 customs forms and transparent pouches. 

Always state your contract number when you contact us via: 

• online: www.bpostinternational.com 

• fax: +32 2 276 21 38 

• email: sales.international@bpost.be 

• online e-Shipper application. 

De Nom 

Van Naam 

Société 

Firma 

Rue 

Straat 

Code postal 

Postcode 

Pays 

Land 

À Nom 

Aan Naam 

Société 

Firma 

Rue 

Straat 

Code postal 

Postcode 

Pays 

Land 

Description détaillée du contenu 1 

Beschrijving van de inhoud 1 

Catégorie de l’envoi 10 

Soort zending 10 

Cadeau 

Geschenk 

Document 

Document 

Ville 

Stad 

Ville 

Stad 

Déclaration en douane 

Douaneverklaringpost 

Explication 

Uitleg 

Autre 

Andere 

Éventuellement 

référence 

de l’expéditeur 

Eventueel referentie 

van de afzender 

Observations 11 (marchandise soumise à la quarantaine/à des contrôles sanitaires, phytosanitaires ou à d’autres restrictions) 

Opmerkingen 11 (goederen onderworpen aan quarantaine/ sanitaire controles, phytosanitaire of andere beperkingen) 

Licence 12 

Licentie 12 

N° de la/des licence(s) 

Nr. van de licentie(s) 

Echantillon commercial 

Handelsmonster 

Retour de marchandise 

Terugzending van goederen 

www.bpostinternational.eu 

13 Certificat 

Certificaat 13 

N° du/des certificat(s) 

Nr. van het(de) certificaat(en) 

quantité 2 

aantal 2 

14 Factures 

Factuur 14 

N° de la facture 

Nr. van de factuur 

Poids net (en kg) 3 

Netto gewicht (in kg) 3 

Peut être ouvert d’office 

Mag ambtshalve worden geopend 

No de l’envoi / colis (code à barres, s’il existe) 

Nr. van de zending (barcode als hij bestaat) 

Référence de l’importateur (si elle existe) no de TVA, facultatif 

Referentie van de invoerder (indien dit bestaat) BTW Nr., facultatief 

N° de téléphone/fax/e-mail de l’importateur (si connu) 

Nr. telefoon/fax/e-mail van de invoerder (indien gekend) 

5 Valeur 

Waarde 5 

Pour les envois commerciaux seulement 

Enkel voor de commerciële zendingen 

Poids brut total 4 

Totaal bruto gewicht 4 

6 

Valeur totale 

Totale waarde 6 

N° tarifaire du SH 7 

Tariefnr. volgens SH 7 

8 

Pays d’origine des marchandises 

Land van oorsprong van de goederen 8 

Frais de port / frais 

Bureau d’origine / date de dépôt 

Kantoor van oorsprong / datum van afgifte 

9 

Portokosten/ kosten 9 

CN23 

Je certifie que les renseignements donnés dans la présente déclaration en douane sont exacts et que cet envoi ne contient aucun objet dangereux interdit 

par la réglementation postale. Hiermede bevestig ik dat alle gegevens van deze douaneverklaring juist zijn en dat deze zending geen enkel gevaarlijk 

voorwerp bevat welke verboden is door de postreglementering. 

Date et signature de l’expéditeur : 

Datum en handtekening van de afzender : 

CN23 customs document 

CN22 customs document 


q Country : ................................................ 

Customer Name 




destination 

EMC Brucargo 

Bpack World Maxi 

self-adhesive label 

Bpack World Maxi yellow bag 

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20 



Contacts 

Deposit centre 

E.M.C. (European Mail Centre) 

Brucargo Building 829c 

1931 Zaventem-Brucargo 

Belgium 

Opening times: 

Monday-Friday 

7 am – 9 pm 

+32 (0)2 276 26 00 

myparcel.international@bpost.be 

Sales Contact 

+32 (0)2 276 22 74 

sales.international@bpost.be 

Customer Care 

+32 (0)2 276 22 74 

myparcel.international@bpost.be 

R.P.: Peter Somers, Muntcentrum, 1000 Brussels. RPR Brussels. Belgium. 

Operational guide/MaxiPack/UK/2012 

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bpost international 

European Mail Centre 

Building 829 C 

1931 Zaventem- Brucargo 

+ 32 2 276 25 00 

N 50°54,262’ E 04°26,973’ 

Entrance 

bpost international 

visitors

bpack world maxi - bpost International

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