Lodging mail

Lodging mail with your mail house or directly to NZ Post is the last step in the Bulk Mail process.

Lodging mail

Lodging mail with your mail house or directly to NZ Post is the last step in the Bulk Mail process.

You can lodge any Bulk Mail item after 8:00am and before 5:00pm Monday to Friday (excluding public holidays). Bulk Mail lodged after 5pm on a working day will be processed the next working day.

It’s free to approved NZ Post Account customers, simply select the product and the volume of mail you are sending, then submit your request. We’ll take care of the rest.

You’ll be asked to print a Statement of Posting and attach it to your mail.

Lodgement Manager can be used for all PermitPost mailings including:

  • VolumeMail, FlexiMail, Publication Mail, AdCard, Economy Post.
  • ParcelPost (excluding ParcelPost Fast, ParcelPost Tracked and ParcelPost PO Box Priority)
  • Selected international services

Benefits of using Lodgement Manager

  • Detailed reporting and tracking of your Bulk Mail
  • Your transaction reference will be attached to the manifest record - so reconciling your invoice is easy
  • You’ll get an estimate of postage costs before you lodge your mail
  • Allocate the total cost of a mailing to different cost centres within your organisation or to specific customers

Technical requirements

  • Enable JavaScript
  • Add Lodgement Manager and the Help Site links to your Trusted Sites
  • A high-speed broadband internet connection
  • Laser printer (to ensure the barcode is able to be scanned if International Air Satchel (IBP) consignment notes are being produced) otherwise an inkjet printer
  • If mixed lodgements are being created, eg IBP and other products, then the printer setting should be single sided to ensure the respective documents print separately

When you sign up for Lodgement Manager it will replace Mailroom Manager or your AR019N Statement of Posting.

Simply enter the product and quantity of mail you are sending into the Lodgement Manager tool, submit this and print out your Statement of Posting.

Before you get started in Lodgement Manager, please ensure your business meets the technical requirements below:

Technical Requirements

  • Users of Lodgement Manager Version 7.0 require the following technical specifications:
  • Internet access
  • Internet Explorer 6 or 7, or Firefox 2 browser
  • JavaScript enabled on your browser
  • Adobe Reader 7.0 or greater
  • Add the Lodgement Manager application and Help Site URLs to your trusted sites
  • High speed broadband internet connection
  • Laser printer (to ensure the barcode is able to be scanned if International Air Satchel (IBP) consignment notes are being produced) otherwise an inkjet printer.

Note: If you are lodging both domestic and international products on the same Statement of Posting then the printer setting should be single sided to ensure the respective documents print separately.


Pilot

NZ Post is running a controlled Pilot (to a limited Customer base) prior to deploying Lodgement Manager to all Customers.

Customers involved in the Pilot will use their Statement of Posting books (AR019N) as the Business Continuity option. Longer term these forms will be phased out and a replacement Business Continuity Statement of Posting (BC019N) will be made available.

Pilot Customers will have the opportunity to provide feedback on their experience with using Lodgement Manager. Once the Pilot is complete, the first tranche of Customers will be deployed. Included in this are Mailhouses and Mailroom Manager Customers.

The national rollout has four tranches. Please phone our National Contact Centre on 0800 501 501 if you have any questions about the rollout.


What do I do with my AR019N book?

Your AR019N book should not be used once you start using Lodgement Manager. NZ Post will be in touch with you and arrange the recall of your unused AR019N forms.

You will be given a book of Business Continuity forms for use if Lodgement Manager is unavailable.


Business continuity

What to do if you can't log on to Lodgement Manager.

For information on why Lodgement Manager is not available contact us on 0800 501 501.

Short term outage

If you still want your lodgement to be recorded in Lodgement Manager, and the expected time that you can't get access is short, then our recommendation is that you use the excel spreadsheet template to enter your data in and load when Lodgement Manager returns to normal function.

Note: this will require you to download the excel spreadsheet prior to the outage. We recommend that you hold a blank spreadsheet on your LAN or C:\ drive for use in a business continuity situation.

Long term outage

Where Lodgement Manager is expected to be unavailable for a long period, you will need to move to a manual lodgement method. Upon set up you will be issued with a Business Continuity Statement of Posting (BC019N) that is for use in this situation.

Note: manual forms (i.e. BC019N or AR019N) are not processed through Lodgement Manager Get Sending and therefore will not be present in any Lodgement Manager reporting. Follow the standard process to send completed forms with mail to the Business Mail Acceptance Point. For more Business Continuity forms contact us on 0800 501 701.

Lodgement requirements

Follow our Bulk Mail lodgement requirements to help your business qualify for the best pricing options.

If Bulk Mail isn’t submitted correctly, it can result in reclassification to an applicable Letter Domestic Product (LDP) mail rate across the total lodgement.

Lodgement of Bulk Mail requirements:

To make Bulk Mail lodgements, you will need to provide a Lodgement Data File to accompany each physical AdCard, Publication Mail, VolumeMail and FlexiMail lodgement via Lodgement Manager.

The Lodgement Data File requires the physical addresses of customers receiving mail within the lodgement. It’s important to note that if the Lodgement Data File is uploaded correctly, no identifiable customer data will be shared with NZ Post.

The Lodgement Data File can be either a Tab or Comma delimited file (CSV) with up to six columns of address with a postcode field and count. A layout example of the required Lodgement Data File layout can be found at Zonal Pricing Lodgement Data File Layout Example (PDF - 277KB).

Once the Lodgement Data File has been uploaded into Lodgement Manager, along with normal lodging information (e.g. product and volume), the price will be calculated for the total lodgement.

Each NZ Post Bulk Mail service has different rates depending on the service you require. Please be aware product codes and mail rates may change if our Volume Mail standards are not met.

Other Requirements:

  • Minimum volume thresholds must be met depending on the NZ Post Bulk Mail service used - see our Bulk Mail services
  • Bulk Mail must be trayed
  • FlexiMail and Publication Mail lodgements must be either trayed or presented as 'bundles'
  • Mail must be faced with the delivery address facing forwards, except for the last item which needs to be 'back-faced' so that the delivery address is still visible
  • Mail must be labelled correctly
  • The Address Accuracy Percentage rating must be declared on the Statement of Posting for the declaration to be valid
  • Ensure your Customer Agreement Code is populated on your Statement of Posting and/or Lodgement Manager. If a Code is not available, leave this field blank
  • Mail must be lodged in ascending postcode order (applies to VolumeMail, FlexiMail and Publication Mail only)
  • Mail must adhere to the thickness requirements depending on the NZ Post Volume Mail service used - see our Bulk Mail services
  • PermitPost indicia must be present and correctly positioned on the envelope
  • Address and envelope layout standards must be met
  • The recorded lodgement time must match the Product Code used
  • Bulk Mail must be flexible enough to go through the sorting machines. Please ensure each mail item and its contents can be bent around a 280mm diameter circular cylinder (i.e. approximately 180 degrees)
  • FlexiMail and Publication Mail have different rigidity requirements - please refer to the Envelope Layout Standards for more information.

Lodgement Manager registration form

To register for Lodgement Manager, please complete this form. Our National Contact Centre will be in touch when this has been processed.

Fill out my online form.