The Postal download gives you a single archive of only the documents that need posting, ready to hand to your mail house. It sits beside the standard download on a batch page and contains just the PDFs for investors who have opted into post for that document type, plus a manifest.csv listing each PDF and the investor's current postal address.
Your mail house matches each PDF to an investor and address using the manifest, so it no longer has to read anything out of the file names.
Before you start
A document is only included when the investing entity has opted into post for the matching category. You set this on the investing entity under Post Preferences. See How to Manage Communication Preferences.
The Postal download uses the same access as the batch page. If you can open the batch and use its standard download, you can use the Postal download.
Where to find it
The Postal download is available beside the standard download on four batch pages.
Batch page | Where to find it |
Tax statement batch | In the navigation pane, select Statements, then open the batch |
Distribution | In the navigation pane, select Funds, open the fund, go to Batches, then open the distribution |
Redemption batch | In the navigation pane, select Funds, open the fund, go to Batches, then open the batch |
Issuance batch | In the navigation pane, select Funds, open the fund, go to Batches, then open the batch |
Note: On the statements page, the Postal download is offered only on tax statement batches (the Australian tax statement and the four New Zealand types: limited partnership, proportionate ownership, multi-rate PIE, and dividend). Other statement batches, such as holding, periodic, exit, and summary statements, have the standard download only.
How to download
Open the relevant batch.
Open the batch's Download menu.
Select the Postal download.
Caruso builds the archive in the background, the same way as the standard batch download. The job appears on the Operations page as Batch Documents - Mailhouse, so you can tell a Postal run from a standard one. When it finishes, download the zip from there.
What is in the archive
The zip contains:
One PDF for each included document, exactly as it appears in the standard download.
A single
manifest.csvat the top of the zip.
Every Postal zip is named with a postal- prefix and the batch number at the end, for example postal-statement-batch-4821.zip, so a Postal archive is easy to tell apart from a standard download by its name alone.
The manifest.csv has one row per PDF, with these columns in order.
Column | What it holds |
filename | The PDF's exact name inside the zip |
investing_entity_id | The investing entity's ID |
entity_name | The investing entity's name |
address_line_1, address_line_2 | The postal address street lines |
suburb, city, state, postcode | The rest of the postal address |
country_id | The address country |
The address is the investing entity's current postal address at the time you download. If there is no postal address, Caruso uses the registered address. If there is neither, the download stops and tells you which investors need an address.
Note: The filename in each manifest row matches the PDF in the zip exactly, so your mail house links the two on the file name. Hand your mail house the manifest.csv and point them at the filename column.
Who is included
Only investors who have opted into post for the matching category are included. Each batch type maps to one Post Preferences category.
Batch | Post Preferences category |
Tax statements | Holding & Tax Statements |
Distributions | Distributions |
Redemptions | Orders & Holding Movements |
Issuances | Orders & Holding Movements |
An investor who has not opted into post for that category is left out of the Postal download. The standard download is unchanged and still contains every document in the batch.
When nobody has opted in, and other edge cases
No opted-in recipients: the download stops with the message: "No recipients in this batch have opted in to post, so there is nothing to include in the Postal download."
A document that cannot be matched: if a document has no investing entity, or an opted-in investing entity has been removed, the download stops and tells you which documents or investors to check.
A failed lookup: if the preference lookup itself fails, the download fails and shows the reason.
Tips
Set Post Preferences on the investing entity before you download, so the right investors are included. See How to Manage Communication Preferences.
The Postal download never changes the standard download. Use the standard download when you need every document in the batch, and the Postal download when you only want the ones to post.
Related Articles
If you have any questions or need help at any stage, please contact our Caruso Support team either by email or live chat.