Archive of posts filed under the For the Exhibitor category.

Managing Spoilage and Shortage in eDoc

We all know that “stuff happens” during the mailing process, and when it does, you may need to pull some pieces from your mailings. There are lots of words to describe these pieces…pulls, deletes, mutes, rejects, spoils, shorts…sound familiar? Whatever you call them, these are pieces that get pulled from your mailings for a variety of reasons. Perhaps some of the mailpieces get damaged during processing, or you may run out of some of the mailpiece components before the job is finished. So the question becomes, “How do I make the adjustments to report these types of spoilages or shortages in my eDoc?” And that’s a very good question because in the eDoc world, you not only need to submit accurate postage statements, but the Mail.dat® files that represent the mailing job also need to be adjusted.

PostalOne!® accepted reporting methods
Within the Mail.dat file set, there are three (3) different files that may be used to report Spoilage/Shortage: the Piece Detail Record (PDR), the Piece Barcode Record (PBC) or the Postage Adjustment Record (PAR). A Guide to Intelligent Mail for Letters and Flats from the USPS provides information on four (4) methods for reporting spoilages or shortages using PostalOne! The acceptable methods vary depending on the type of mailings you are processing – and only Method 4 (below) is allowed for postage-affixed mail.  Here are the four current acceptable methods:

  1. Available for situations where the postage for wasted and shorted pieces is paid as part of the total postage detailed on the postage statement. This method is used if the mailer wishes to re-use the unique Intelligent Mail® Barcode (IMB®) from the spoiled or shorted pieces and the postage has already been paid. In this case, the PDR or PBC files must be edited to identify the spoiled or shorted pieces, however, the only way to obtain a refund for the spoiled pieces is to submit a hard copy PS-3533 (yes, hard copy!) along with documentation of the spoiled pieces. Important note: refunds are not granted for shorted pieces.
  1. Available for First-Class Mail® and Standard Mail® only: The postage is adjusted on the postage statement so postage is paid for only the pieces that actually get mailed. As in Method 1, the unique IMB from the spoiled or shorted pieces may be re-used, and the PDR or PBC files must be edited to identify the spoiled or shorted pieces. In this case, because postage has not yet been paid, the Mail.dat files may be edited and submitted to PostalOne! as an updated release, so the postage is not paid for the spoiled or shorted pieces.
  1. Available for First-Class Mail and Standard Mail only: The postage adjustment is reported as a dollar amount and piece count for the entire mailing. For this method, the PAR file is used. In this method, the unique IMB’s may not be re-used, and the spoilage is reported as a percentage or number of pieces rather than reporting each individual spoiled or shorted mailpiece. Since this method does not tie back to the individual mailpiece ID, it CANNOT be used for manifest mailings.
  1. The electronic documentation in either Mail.dat or Mail.XML™ states only the pieces mailed. This method is used when there is either no spoilage or shortage to report, these pieces have already been identified and removed from the Mail.dat files before they are submitted to PostalOne!, or the mailer plans to request a postage refund using PS-3533 and does not need to make any count adjustments in PostalOne! This method may be used for any class of mail. Currently this is the ONLY spoilage method available for postage affixed mailings, such as metered mail, stamped or precancelled stamp mailings.

Note: For Periodicals mailings, spoilage/shortage may be reported, but is ignored by PostalOne!

Reporting spoilage/shortage
If you are submitting your mailings electronically (eDoc), you can no longer just edit the postage statements for spoilage/shortage, rather you need to adjust the Mail.dat files themselves. The reason for this is that PostalOne!, not your mailing software, generates the electronic postage statements and qualification reports. PostalOne! generates these documents based on the information submitted within your Mail.dat files. The only way PostalOne! can generate accurate documents is for the Mail.dat files themselves to be accurate, which is why being able to edit these files is so critical.

So, how do you go about making these types of Mail.dat file edits? The easiest way to perform these edits is by using post-presort software, such as Window Book’s DAT-MAIL™ software. Using post-presort software, mailers are able to enter a percentage or number of spoiled pieces to update their files and documentation for Method 3 above. Mailers also have the opportunity to enter individual mailpiece ID numbers, or to import a file containing these ID numbers for the shorted/spoiled pieces so that the Mail.dat files can be accurately flagged with the appropriate spoiled/wasted indicators for the other methods. DAT-MAIL even allows users to scan the IMB’s from the spoiled pieces and import the scanned barcode file into the software to automate the process of making the necessary adjustments. Once these adjustments are made, the edited files can be submitted to PostalOne! and users may use DAT-MAIL to generate numerous reports to document the spoilage/shortage claimed.

Unless you rarely have any edits to make to your Mail.dat files, it is a good idea to submit your files first as an Original Release to PostalOne! This allows you to make any necessary edits or changes to the file prior to paying for postage. In the case of reporting spoilage/shortage, it is necessary to make the Mail.dat file edits and submit the edited files BEFORE the file has been submitted as Ready to Pay or been finalized by the USPS. Once the files have been submitted as Ready to Pay, the only way to alter them is to cancel the job on PostalOne! and start over. Once the USPS has finalized the statements the only way to make any changes is to request that PostalOne! cancel the job or reverse the postage payment and re-submit.

As always, we STRONGLY recommend that you practice submitting jobs with spoilage/shortage, including cancellation of jobs, using the TEM environment of PostalOne! prior to going into production. This practice allows you to become familiar with how this process works and iron out any bumps in your internal processes.

Postage Refund Requests
Mailers who are not able to make spoilage or shortage adjustments electronically must use hard copy form PS-3533 to request a postage refund from the USPS. These forms were revised a number of years ago to be uniquely barcoded, which is why these forms are no longer available online or through mailing software. Mailers may request these forms from their local post office and follow the instructions on the form for completion. Keep in mind that mailers may be required to provide specific documentation of the spoiled pieces in order to receive a postage refund. This documentation is outlined in the form instructions, or may also be included in any agreements mailers may have in place with the USPS, such as Optional Procedure agreements.

The PostalOne! Help Desk is available to provide assistance to mailers who need help in understanding the various methods of reporting spoilage/shortage or to help them trouble-shoot errors in submitted Mail.dat files.

Window Book has various spoilage/shortage methods available in our DAT-MAIL software. We also offer educational webinars on the spoilage reporting process, and even offer FREE Mail Optimization Analyses to help you get your mailing operation optimized to submit mailings, including those with spoilage or shortage, electronically.

Don’t miss out on our educational mailing webinars! Log on to our webinar registration site to sign up.

P.S. Window Book’s newest smart postal solution, PostalWeb™, completes the PostalOne! automation circle by providing easy downloading of finalized PostalOne! postage statements directly to your servers, and includes options for email notifications and even emailing of these finalized postage statements! (Coming soon: automatically download your confirmation pages!)

Keeping Up to Date

Did the recent Mail.dat version change, PostalOne! software update, or Priority Mail price change catch you by surprise? On September 7, 2014, the United States Postal Service® (USPS®) implemented a price adjustment for Priority Mail and also implemented new postage statements for Priority Mail and other classes of mail as well. This change required mailers to update their USPS MDR Client software from the Business Customer Gateway on August 24, 2014. Along with these changes, PostalOne! support for the old 13-1 Mail.dat version ended and the currently supported versions are the new 14-2 version and the prior version of 14-1. Window Book sends out numerous notifications of these changes in advance through these eTips, but there are other resources available as well to help insure these kinds of changes don’t catch you by surprise in the future.

Why the update?
The USPS periodically makes updates to the PostalOne! system to incorporate enhancements and bug fixes. Major updates are performed when there are significant changes to postal rates and/or regulations, such as when the USPS increases their prices in January each year. There are usually at least four PostalOne! software updates during the year: January, April, July, and October. There may also be interim updates to PostalOne! for immediate fixes or other system issues.

The August update was a major change to support new USPS products and services, postage statement changes, and other updates. The postage statement changes took effect on September 7, 2014.

At the same time, the Mail.dat® specification changed from 14-1 to 14-2. For purposes of submitting Mail.dat files to PostalOne!, the table below shows the various Mail.dat version numbers and the dates on which they are supported by PostalOne!

Keeping updated
The USPS sends out notifications of all PostalOne! outages and software updates using the DMM Advisory. You can subscribe to the DMM Advisory by sending an email to In addition, detailed information regarding the changes in the PostalOne! software are available on the USPS RIBBS web site. The DMM Advisory also provides notifications on pricing and postage statement changes, as well as Mail.dat and Mail.xml version changes. This information is also available on the RIBBS web site Release Schedule.

Handling Change
When these types of changes are announced, it is important for mailers to pay attention to the PostalOne! outage periods so that you can make adjustments in your mailing operations to accommodate the downtime. It is also extremely important for mailers to download and install the USPS Mail.dat Client software (also sometimes referred to as MD Client or MDR Client) as soon as it is available. This software can be downloaded from the Business Customer Gateway web site. Mailers also need to make any associated updates or configuration changes to software that interfaces with PostalOne! once their Mail.dat Client software is updated.

Likewise, mailers need to pay attention to Mail.dat and Mail.xml version changes and USPS data file updates (Labeling Lists, Zone Charts, Drop Ship files, etc.) and coordinate with their presort and post-presort software so that the correct versions are used.

More Changes This Fall 2014: Understanding How They Affect You

The August 24, 2014 PostalOne!® update, which coincided with the new Mail.dat® 14-2 release, included many changes and updates to Postal services and postage statements among other things. In addition, the United States Postal Service® (USPS®) will be issuing another PostalOne! software update on November 9, 2014. The November update does not have any postage statement or Mail.dat modifications, but there are changes that may have an impact on your operations. Make note of the recently enacted and upcoming changes.

Highlights from the recent August Update

Changes to Mailing Services

Postage Statement Changes
There are changes in postage statements for Periodicals, First-Class Mail®, and Standard Mail®. With the exception of the Priority Mail statements, which will be mandatory due to the price changes, mailers may continue to use the January 2014 postage statements. However, if you wish to use any of the new products and/or services, you must switch to the September 2014 statements.

New Mail.dat version 14.2
There is a new Mail.dat specification version associated with this update; the current version is 14-1; while the new Mail.dat version is 14-2. For purposes of submitting Mail.dat files to PostalOne!, the table below shows the various Mail.dat versions and the dates on which they are supported by PostalOne!

Between August 24 and September 7 mailers can submit new mailings using Mail.dat version 14-2 or 14-1. During this period, mailings can also be submitted using 13-1, but ONLY for mail with mailing dates processed before Sept. 7. Between Aug. 24 and Sept. 7, mailers can also submit 13-1 files to update previously submitted mailings.

Political and Election Mail
The new 14-2 Mail.dat version now has fields in the Content Characteristics Record (CCR files) to identify political and election mail. These identifiers should be used only if 100% of the mailing contains these types of mail. This will then allow the appropriate postage statement check box to be marked, and will also indicate to mailers and the USPS that special tags are to be applied to this mail. Use Tag 57 for Political Mail and Tag 191 for Election Mail.

Is 14-2 mandatory?
The use of Mail.dat 14-2 is not mandatory. Mailers can continue to submit 14-1 files to PostalOne! DAT-MAIL’s new August update supports submission of either file format. Mailers can import 14-1 and 14-2 files and submit 14-2 to PostalOne!, but can not import 14-2 and submit 14-1.

Effective August 1st a new PS-8125 form became available that supports Flat Sequencing System (FSS) entry points. In the new PS-8125 Form, under the Mailer Information section, DBMC has been removed and DNDC and DFSS have been added for “Entry Discounts Claimed” options. Note: the old 8125 form can still be used for 6 months until further notice.

Air Boxes:
Although not mandatory, mailers who use Air boxes are being strongly encouraged by the USPS to update to DAT-MAIL’s new August update so they can generate new PS-8125 forms. Air boxes are an alternate container from trays/sacks/pallets that Periodicals mailers use to get mail drop shipped in an expedited manner for time-sensitive materials.

Priority Mail:
Priority mailers using Mail.dat must update to DAT-MAIL’s new August update in order to be able to use new rates and generate Postage Statements, which are effective September 7, 2014.

New 8125
The August release of DAT-MAIL includes the new 8125 which should be used by mailers that do the following:

  • Drop ship to DFSS facilities
  • Use air boxes (Periodicals mail)
  • Use DAT-MAIL to mail Priority Mail eDoc

Full-Service eDoc Verification & Invoicing
PostalOne! reports for Intelligent Mail® Full-Service verification will have postage charges for non-compliance visible on the reports, but the USPS will NOT actually be assessing these charges. Not yet, anyway! But, mailers need to pay very close attention to these reports because it is only a matter of time before the USPS does implement these charges.


Changes to Shipping Services

Priority Mail® Price Changes
Great news for shippers who are eligible for Commercial Base and Commercial Plus rates. Effective September 7, 2014 those rates are decreasing! The new Postage Statements reflecting these price changes are available at

  • Commercial Base: 0.9% average decrease
  • Commercial Plus: 2.3% average decrease
  • Retail prices: 1.7% average increase

IMpb Compliance Threshold Increases
The USPS is already charging a non-compliance fee for Intelligent Mail Package Barcode (IMpb) mailings. This fee is $.20 per piece, and can add up in a real hurry if you mail any sort of volume at all. The compliance threshold to avoid those fees is increasing as well.

Single piece parcel shipments
Good news! Mailers will now be able to use their volumes from multiple classes of mail to meet the volume minimums for parcel shipments mailed using Manifesting with a Permit Imprint payment method. The minimum volume is 50 pieces or 50 pounds, which used to apply to each class of mail separately. Now, volumes from various classes of mail can be combined to meet this minimum.

IMpb requirement changes:
Mailers will now need to use Intelligent Mail Package Barcodes (IMpb) on more categories of mail. This requirement includes Standard Mail parcels, Parcel Select Lightweight, and the remaining portions of Priority Mail previously exempted from IMpb.


Changes to USPS Data

 Labeling List Update Frequency Changes to Monthly
Previously, these files were updated on a quarterly basis, but this is changing to a MONTHLY cycle starting in August. The USPS announced changes to the Labeling List data, effective September 1, 2014, with a mandatory use date of September 30, 2014.

Mailers need to be much more vigilant about using these updated files since they will no longer be able to presort their mailing list files months in advance. There will only be two months of Labeling List data permitted at any given time, which means presorts cannot be performed more than 60 days in advance of the estimated date of mailing.

This means that the estimated and actual ship dates in the Mail.dat files become MUCH more critical. These are the dates that will be used to validate that the correct Labeling List files have been used, so it’s essential for mailers to accurately populate those data fields.

HUB list: There is a new Labeling List going into effect called the HUB list. This is a list of postal facilities that just cross-dock or transfer mail, and do not do any actual mail processing. These facilities are intended to be used by mailers to improve mail delivery by drop shipping to these hubs, which will then cross-dock the mail to outbound transportation bound for the final destination facility.

Upcoming Changes

PostalOne!® November 9 Update
The second PostalOne! update, originally scheduled for October 26, 2014, is now November 9. The November 9 update does not have any postage statement changes, but there are other changes associated with postage statement mail owner CRID display, Nonprofit authorization numbers, Postage assessment of Seamless Acceptance errors, Move Update, new functionality for the Business Customer Gateway (BCG) and Mailer ID. Visit November 2014 changes for more details.

Mail Entry Road Map
The USPS has published its “Mail Entry Road Map” showing mailers what is in store for them with changes to acceptance, verification and payment between now and mid-2015.

September 2014 – eInduction pilot of a scan process for non-SV sites starts. If successful, this will be rolled out in early 2015 and allow all entry points to participate in eInduction without having to link pallet barcodes to FAST appointments.

October 2014 – Full-Service Verification Error Postage Assessments will be visible to mailers; however, they will not actually be billed until January 2015 (based on December 2014 data). Pay attention to these assessments and correct what is causing them before December!

October 2014 – Mailers will need be processing and submitting 75% of their eligible mail as Full-Service if they want to retain their DMUs.

November 2014PostalOne! Release 39 – many changes here. This is the first release that will use actual induction date as the basis of verifying the validity of the labeling list used to do the presort. There are also expected to be a number of changes that will impact all mailers doing eDoc. Watch for Window Book webinars and subsequent communications about the changes coming in PostalOne! Release 39.

Stay Informed
Learn more about Postal Changes for Fall 2014 from Free Educational Resources:

Webinar Recording:
USPS Changes for Fall 2014: Do you know what they are?

White Paper:
Changes are Coming in 2014: Do You Know What They Are?

The Direction (And Re-Direction) of Mail

If you drop ship mail to multiple entry points, you know how confusing all the postal facility acronyms can be. How do you know which facility should be the entry point for which portions of your mailing? Drop shipments require delivery appointments (with few exceptions) and it is often then that mailers find out that the USPS® is “re-directing” mail to a different postal facility. And all those Labeling Lists! Who can make sense of it all?

Postal Facilities
Let’s start by defining the primary types of postal facilities:

  • Network Distribution Center (NDC): The new name for what was a BMC, or Bulk Mail Center.Highly mechanized mail processing plants that are part of the USPS network distribution system.  These facilities distribute Standard Mail®, Periodicals Mail, and Package Services Mail in bulk volumes.
  • Airport Mail Center/Airport Mail Facility (AMC/AMF): A postal facility at an airport that receives, concentrates, transfers, dispatches, and distributes mail transported by air.
  • Auxilliary Service Facility (ASF): A mail processing facility that has its own service area and serves as a satellite processing hub for a particular Network Distribution Center (NDC)
  • Sectional Center Facility (SCF): A postal facility that serves as the processing and distribution center (P&DC) for post offices in a designated geographic area as defined by the first three digits of the ZIP Code® of those offices. Some SCFs serve more than one 3-digit ZIP Code range.
  • Area Distribution Center (ADC): A mail processing facility that receives and distributes mail destined for specific ZIP Codes. ADC’s and their associated ZIP Codes are in the DMM labeling list.
  • Destination Delivery Unit (DDU): A postal facility, usually identified by a 5-digit ZIP code, that receives, sorts, and delivers the mail destined to the individual recipients within that 5-digit ZIP area.

Drop Shipping Mail
The USPS provides regulations and incentive pricing for mailers to transport mail at their own cost to postal facilities closer to the ultimate recipients of the mail. Mailers are permitted to drop ship this mail to any of the postal facility types listed above. Mailers may elect to drop ship mail in order to take advantage of the drop ship discounts, or they may drop ship mail in order to better control the delivery window. In any case, mail preparers who are processing drop ship mail must generate a clearance document, PS-Form 8125, for each entry point and must also make delivery appointments with the destination postal facilities. These delivery appointments are most commonly made using the Facility Access and Shipment Tracking (FAST) system. The FAST system includes all the updated information regarding the various postal facilities, including information on any re-directions to alternate postal facilities.

The USPS often re-directs mail from its original intended destination facility to a different postal facility. These re-directions are done for a variety of reasons:

  • Seasonal mail volume fluctuations, requiring some types of mail to be processed at alternate facilities to even out the flow of mail.
  • Facility construction, remodeling, or equipment re-vamping, which requires some or all of the mail volume to be diverted to an alternate facility.
  • Acts of nature, such as hurricanes, floods, tornadoes, snow storms, etc., which may require mail volumes to be diverted to other facilities.
  • Production or workflow efficiencies, which may require certain types of mail to be temporarily sent to facilities with newer, more efficient equipment, or more flexible staffing.

Regardless of the reason, it is best if mailers can obtain this redirection information in a timely and efficient manner. This helps insure that the 8125 clearance documents are completed with the most up-to-date, accurate data, and that the logistics providers have the most accurate delivery address information for their drivers.

It is primarily due to these redirections that FAST is requesting mailers to properly identify the redirection facility on the 8125 forms whenever possible. To prevent confusion, the USPS asks that the intended drop ship entry facility information be placed in Box 15 of the 8125, which includes the facility type designator (e.g. NDC, SCF, etc.) and the ZIP code for the entry (e.g. SCF Houston 770). In Box 28 of the 8125, however, the entry facility name must be listed exactly as it appears in the drop ship destination database, which is available from FAST. In this database, most of the facility names do not include a facility type designator or a ZIP code. While that information is provided elsewhere in the database record for that facility, it is often not included in the facility name. In the case of the SCF Houston 770 facility given earlier, the facility name for this SCF as it appears in the FAST database is simply “Houston.” So, in Box 28 of an 8125 for a Houston SCF drop shipment, only the facility name Houston would appear, along with the delivery address, city, state and ZIP + 4 for the facility. As a result, the facility name appearing in Box 28 of the 8125 will rarely match exactly the facility information in Box 15, due to redirections, or simply due to the fact that the facility name as it is listed in the drop ship database is not exactly the same as the data required to be populated in Box 15.

Mail.dat and Mail.XML are trademarks of the International Digital Enterprise Alliance (IDEAlliance).  PostalOne!, RIBBS, Intelligent Mail, United States Postal Service and USPS and trademarks owned by the United States Postal Service.

USPS Resumes Facility Closures in 2015

The United States Postal Service® (USPS®) announced that Phase 2 of the planned network consolidation and corresponding adjustment of delivery service standards will be resumed beginning in January 2015. As we reported in earlier e-Tips, the USPS originally laid out their Network Rationalization plan in 2011 with a phased approach to closing and consolidating various postal facilities and making the necessary service standard adjustments to correspond with the new service network. Phase 2 of that plan was scheduled to be implemented on February 1, 2014, but the USPS postponed those plans. The USPS goal in closing a large number of processing facilities is to cut costs and optimize their processing network to more closely align with the decreased volumes of mail.

Network facility changes

The first phase of the network optimization plan began in July 2012 and involved 48 facilities. The USPS halted closures during the busy mailing season of September through December 2012, but resumed the first phase closure plans in January 2013. The USPS again halted the closures after July 2013 for the busy mailing season through the end of the year (consolidating a total of 141 facilities), and then planned to resume Phase 2 in early 2014. The Phase 2 plan will begin in January 2015 with consolidation of up to 82 facilities. The network consolidation so far has realized an annual cost savings to the USPS of $865 million and required no employee layoffs. This next phase is expected to realize an additional $750 million in annual savings.

The Plan

The USPS provides detailed information regarding the planned facility consolidations and closures on a special Our Future Network web page. Included on that page is a link to the Phase 2 FAQ’s. Their Mail Move Plan is available in Excel spreadsheet format, and will be updated on a weekly basis. The USPS also provides information on these planned consolidations on its main web site.

What it means for mailers

So, what does all this mean for mailers? As the consolidations and closures take place, mailers will need to make sure their mailing software solutions – both presort and post-presort – are updated with the most recent postal destination data updates. This includes Labeling Lists, destination drop ship data files (including re-directions), etc. Mailers will also need to pay close attention to the proposed changes in the USPS service standards and monitor mail delivery so that any necessary adjustments can be made to mailing schedules. Stay tuned for further updates as this initiative progresses.

Your Solution

Window Book’s software allows you to easily keep your USPS destination data files, including Labeling Lists and drop ship data, up to date automatically. Our Automatic Postal Data Updater is a complimentary feature in our software, which requires a one-time configuration in the Window Book Automation Scheduler. Contact our technical support team for more details on how to configure your Window Book software for these automatic updates.

Don’t miss out on our educational mailing webinars! Log on to our webinar registration site to sign up.

Window Book is here to help
Window Book’s industry-leading post-presort solution, DAT-MAIL™ can help you take advantage of these USPS incentive promotions. To schedule a free Mail Optimization Analysis, visit

USPS Destination Data Update Issues

Back in June of this year, the United States Postal Service® (USPS®) planned to implement an increase in the frequency of the updates to several critical destination data files; to monthly from the previous quarterly update schedule. Due to the postponement of the planned July 13, 2014 PostalOne! release to August 24, 2014, the USPS also decided to postpone implementing the monthly updates until September.

What you may NOT be aware of is that there have been some major issues over the last few weeks with the labeling list and drop ship data that USPS issued in June for July consumption. The USPS recently provided an update to July’s labeling list and drop ship data that corrected these issues, but unfortunately another problem was found with the expire dates in the data. The USPS is aware of this situation and its urgency to the mailing industry. We are hopeful that the USPS will make the necessary corrections to these data files and get them posted for the mailing industry as soon as possible. As soon as this data is fixed and an update is provided by the USPS, Window Book and other software vendors, will process it and make it available to software users. In the interim, you may receive automated notifications that the destination data files are getting ready to expire. Normally we would not encourage software users to ignore these alerts, but in this case there are no updated files to access until the USPS publishes the corrected data files.

Reason #212 to use our
Automatic Postal Data Updates System
As you may have heard from us in the past, Window Book has an automated method to update all of these data files into your software. Once you have this FREE add-on tool installed with your DAT-MAIL software, you no longer have to remember to check for these data file updates, nor do you have to perform manual downloads because it will automatically be taken care of for you. No matter how many times the USPS updates the data – we always validate it before making it available. You can just set it and forget it!

Don’t miss out on our educational mailing webinars! Log on to our webinar registration site to sign up.

Don’t miss Window Book’s NEW PRODUCT: eDM10X™
(the latest version is here NOW and it automatically updates
USPS MDR Client for you!!)

To schedule a free Mailing Optimization Analysis, visit

Priority Mail Price Changes

On July 1, 2014 the United States Postal Service® (USPS®) filed a request with the Postal Regulatory Commission (PRC) for price adjustments to Priority Mail®. The implementation date for the new prices is September 7, 2014. While this filing must be approved by the PRC before the new prices are implemented, it is anticipated that the PRC will approve this request.

Price Changes
The Priority Mail pricing structure will remain as it currently exists. The proposal calls for an increase in the Retail Priority Mail prices at an average of 1.7%. Commercial prices will actually see a decrease, with Commercial Base prices going down an average of 0.9% and Commercial Plus prices decreasing an average of 2.3%. This is great news for commercial shippers, just in time for the holiday shipping season.

New postage statements reflecting these new prices will be introduced for the September 7, 2014 implementation date, and will be made available in late August.

Details of the proposal, including the new rate charts, may be found on the PRC web site. The USPS has also posted the new postage statements online on Postal Explorer, as well as the rate charts in Excel format.

Handling Change
The Priority Mail pricing This is an extremely short notice of this price change, so software vendors are feverishly working to incorporate these new prices into their software products. On a related note, the USPS is also making format and verbiage changes to postage statements for many other classes of mail, also effective on September 7, 2014. There is also a Mail.dat® specification version change taking place at the same time, from the current version 14-1 to the new 14-2 version. Window Book anticipates having updated releases of our software reflecting these new prices, new postage statements, and supporting the new 14-2 Mail.dat version available in August.

These changes will also require a PostalOne!® software update, which is scheduled for August 24, 2014. USPS sends out notifications of all PostalOne! outages and software updates using the DMM Advisory. You can subscribe to the DMM Advisory by sending an email to Don’t miss out on our educational mailing webinars! Log on to our webinar registration site to sign up.

Don’t miss out on our educational mailing webinars! Log on to our webinar registration site to sign up. To schedule a free Mailing Optimization Analysis, visit

Window Book Releases New Product: eDM10X™

July 10, 2014, Cambridge, MA

Window Book, Inc. releases their latest breakthrough software, eDM10X, which improves the efficiency of mailing operations by automating mailer’s PostalOne!® activities.

eDM10X is a greatly enhanced version of eDMPlus software which is already used by hundreds of mailers.

“We are continually looking for better ways for mailers to automate systems and create more freedom and efficiencies in the process. We love the practical enhancements that have come from so many mailers. I am certain many mailers will benefit in many ways from eDM10X,” said Jeffery Peoples, Window Book’s CEO. “What is so exciting and unique about this new offering is that no matter what post-presort software you use, or even if you don’t use post-presort software at all, you can realize tremendous time and labor savings from using eDM10X,” added Peoples.

Save valuable time and increase efficiency by automating in-house procedures of monitoring PostalOne! Mail.dat® eDoc jobs.

About eDM10X
Most mailers manually upload Mail.dat files to PostalOne! using the interactive MDR Client system – and are then left to monitor their screen in order to track submission statuses. eDM10X will now provide the ability to automate all that tedious and inefficient uploading and monitoring. It also helps mailers quickly and easily fix PostalOne! validation errors. Advancing on the technology used to create Window Book’s widely popular “eDocs Manager” and “eDMPlus with QuickFix” software, eDM10X with our new, modern user interface works with the PostalOne! MDR Client system in “batch mode” to automatically push Mail.dat files up to PostalOne!, monitor the log files and status receipts, and organize all of this data by “Job” for the mailer. eDM10X also provides for PostalOne! event email and text notification to easily managed internal groups who are on a need to know basis.

“If you are using the PostalOne! system to upload your Mail.dat files, eDM10X will make the process easier and eliminate labor with using the USPS MDR Client software. You no longer have to spend so much time looking at job listings on the MDR Client to see if your submissions were successfully processed. It will automatically track and monitor the status of your Mail.dat file submissions and provide feedback to you in a clear, concise and automated manner. You are now free to move about as eDM10X e-mails or texts messages you on your mobile device with success, error or warning notifications. This allows you to focus on other more important tasks while eDM10X performs all of the monitoring and helps you to make any QuickFixes no matter if you are at your desk or not”, said Peoples.

eDM10X Feature Highlights
• Supports automated update and installation of USPS MDR Client updates
• Enhanced email and text message notification of PostalOne! events such as validation failures, job acceptance failure, USPS finalized or reversed statements and PostalOne! database insert failures
• QuickFix feature helps mailers fix PostalOne! validation errors.
• Provides instructions on what to do for different types of failures and exceptions
• Integrates with any post-presort solution including Window Book’s DAT-MAIL™ or can be used by any mailer whether or not they use any post-presort software.

Mailers who wish to see and learn more about eDM10x are encouraged to visit and request a PostalOne! Automation Analysis of their operations to learn specifically how they can benefit from using eDM10X in their workflow process.

About Window Book:
Window Book is currently celebrating its 26th year helping clients manage their operations more profitably. We help you to: Streamline mail processes to reduce operational costs! Implement Full-Service and Seamless Acceptance to minimize the risk of downstream quality issues and be in a better position to defend your preparation processes. Grow with Emerging Technologies. Automate Your PostalOne! Submissions. Move to the Cloud to Optimize Your Operations. Use Your Data to keep up with competition.

Intelligent Mail, PostalOne!, FAST, USPS, Express Mail, Priority Mail Open and Distribute and Delivery Confirmation are registered trademarks owned by the
United States Postal Service in the United States and/or other countries.

Mail.dat and Mail.XML are trademarks owned by the
International Digital Enterprise Alliance (IDEAlliance).

Contact information:
Window Book, Inc.
300 Franklin Street
Cambridge, MA 02139-3781
Ph: 800-524-0380
Fax: 617-395-5900

2014 NACUMS Conference Selects SCLogic Software to Track Seminar

For Immediate Release
2014 NACUMS Conference Selects SCLogic Software to Track Seminar

ANNAPOLIS, MD July 10, 2014 — SCLogic, a leading provider of campus logistics systems, today announced that it will be providing the conference tracking application for the 2014 National Association of College and University Mail Services (NACUMS) Conference in Tacoma, WA on July 20-23. This marks the fifth year in a row that SCLogic will provide this technology to NACUMS.

“For the past four NACUMS conferences, the SCLogic tracking system has been essential in tracking and reporting on our attendees and helping us track our NACUMS certificate programs. There was no doubt in my mind that we would most likely use it again” said Richard Boudrero, Utah State University, NACUMS President.

This conference tracking application is built on the SCLogic flagship package tracking software system, SCLIntra™, deployed at Fortune 500 companies, major universities and government agencies throughout the world. Although the SCLIntra solution was initially developed for mail and package tracking, it is utilized for a wide range of tracking applications from conference tracking to ballot box tracking. Literally any item with a unique bar code label can be efficiently tracked with SCLIntra software.

The National Association of College and University Mail Services (NACUMS) is a non-partisan, non-profit organization dedicated to serving the interests of college and university mailers. NACUMS was formed in August 1995, with the following goals:

Maintain communication channels so mailing professionals within the college and university community can share ideas, concerns, etc., with the US Postal Service, the Postal Rate Commission, USPS Board of Governors and other bodies.

Promote the development and use of ethical and effective mail management techniques.
Develop and improve training and educational opportunities.
Collect and distribute information of value to members.
Provide assistance to members new to the mailing industry.
Promote, develop and unite mailing professionals from institutions of higher education.
Facilitate cooperation, communication and professional relationships among the membership.
Provide a means through which members’ knowledge and experience can be united for the benefit of all members.

About SCLogic
Founded in 1996 by Michael B. Saldi, SCLogic is a leading provider of innovative campus logistics software systems that leverage the latest barcode scanning, printing, mobile computing and wireless technologies. The company has thousands of enterprise, government and university users around the world. SCLogic, a Motorola Partner Empower Platinum Elite Specialist and Zebra Advanced Partner, is headquartered in Annapolis, MD, with remote offices in New Jersey, Texas and Los Angeles. SCLogic has installations at over 150+ educational institutions, including deployments at Vanderbilt University and Michigan State University. For more information about SCLogic, please visit

Media Contact
Ashley DeWitt
Marketing Communications Manager & Webmaster
Phone: 888.700.7027

Back-to-Back PostalOne! Mandatory Software Updates

The United States Postal Service® (USPS®) will be issuing back-to-back software updates for the PostalOne!® production system this fall. The first update, which was postponed from the planned July 13, 2014 date, will now be implemented on August 24, 2014. The second update is for the regularly scheduled October update, and that implementation date is October 26, 2014. In both cases, the Test Environment for Mailers (TEM) update will take place the following day.

Why the update?
The USPS periodically makes updates in the PostalOne! system to incorporate enhancements and bug fixes to the software. Major changes are performed when there are significant changes to postal rates or regulations, such as when the USPS increases their prices in January each year. There are usually at least four PostalOne! software updates during the year: January, April, July, and October. There may also be interim updates to PostalOne! for immediate fixes or other system issues.

The August update is a major change to support new USPS products and services, postage statement changes, and other updates. The postage statement changes take effect on September 7, 2014.

There is a Mail.dat® specification version change associated with this update; the current version is 14-1; while the new Mail.dat version is 14-2.

Click to Enlarge

Summary of some of the changes for the August release:
• Periodicals Statement of Ownership: The Requester Publications Only (PS Form 3526) and Requester and General Category Periodicals Publications Only (PS Form 3526-X) will be combined into a single automated online form.
• Manifested Parcels for Domestic & International Mailings: Customers who currently ship single piece mailings and who use the manifest mailing system with the permit imprint payment method can now meet volume minimums of 50 pieces or 50 pounds by combining parcels volumes of various classes of mail.
• Shipping Services File conversion: Additional classes of mail will be converted from Mail.dat to the Shipping Services File format for Standard Mail, Parcel Select Light Weight, and the remaining portions of Priority Mail.
• HUB Facilities FAST Appointment Scheduling: The FAST system will be updated to allow customers to schedule appointments for drop ship to HUB facilities.
• Full-Service eDoc verification & Invoicing: Reports which provide metrics for Full-Service errors will be launched and known issues will also be fixed. Reporting metrics will be made available for mailer-review on August 24. Whereas actual charges for assessments of postage will be visible on the reporting, assessments of postage will not be activated.
• Seamless Acceptance will add reports and enhancements to correctly assess Seamless errors.
• eInduction will enhance numerous electronic processes to increase visibility.
The following items will be available September 7, 2014:
• Call Return Tag: This new service allows Merchandise Returns Labels to be generated and delivered by the Postal Service to a customer on behalf of a merchant.
• Premium Forwarding Services Commercial: This new service will allow commercial mailers to consolidate mail received from multiple Post Office boxes and street addresses, or both, into a single package for delivery to a single address. The Mailer can sign-up through the Business Customer Gateway (BCG).
• Political and Election Mail: New indicators for Mail.dat and Mail.XML™ can be used in the eDoc. This will help USPS better tabulate election mail volume by entry point to help with current and future planning.
• Intelligent Mail® for Package barcode (IMpb) Non-compliance: The Non-compliance threshold will increase slightly.
The October update does not have any postage statement changes associated with it, but here is a sample of some of the other changes:
• For postage statement Mail Owner display, the company name and address of the Mail Owner that is displayed on the postage statement will be based on the eDoc submitted when the Mail Owner is identified by a Mailer ID (MID), Customer Registration ID (CRID), or Permit.
• The nonprofit authorization numbers must be attached to the CRID, i.e. company location, instead of attached to a permit as is the case currently. The eDoc Submitter may identify each nonprofit organization by a MID, CRID or Permit when using Mail.dat files.
• Postage assessment of Seamless Acceptance error for certain error types will be automated.
• Move Update will no longer be measured in MERLIN, but assessed as a census verification for all eDoc Submitters over 75% Full-Service and residual Address Change Services (ACS) will be provided for pieces received from these eDoc Submitters at no charge.
• The Incentive Programs and Online Enrollment services area of the Business Customer Gateway (BCG) will have a new look and feel.
• New functionality will be added to the BCG and Mailer ID in order to facilitate accurate designation of a CRID when a customer attempts to add or modify a company name/business location.
Details of the changes for these updates may be found on the USPS RIBBS® web site for both the August 2014 changes and for the October 2014 changes.
Handling Changes
When these types of changes are announced, it is important for mailers to pay attention to the outage periods so that you can make adjustments in your mailing operations to accommodate the downtime. It is also extremely important for mailers to download and install the USPS Mail.dat Client software (also sometimes referred to as MD Client or MDR Client) as soon as it is available. This software can be downloaded from the Business Customer Gateway web site. Mailers also need to make any associated updates or configuration changes to software that interfaces with PostalOne! once their Mail.dat Client software is updated. For example, if you use DAT-MAIL’s eDocs Manager Plus, you will need to edit the configuration for this in the Window Book Automation Scheduler.

The USPS sends out notifications of all PostalOne! outages and software updates using the DMM Advisory. You can subscribe to the DMM Advisory by sending an email to In addition, detailed information regarding the changes in the PostalOne! software are available on the USPS RIBBS web site. Also available on the RIBBS site are the planned release schedules for these updates.

Window Book offers our Professional Services to users who may need assistance to download and install the Mail.dat Client software from the USPS, or to make any necessary updates or configuration edits to your Window Book software when these PostalOne! updates occur.

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