If you’re submitting electronic files to PostalOne!® for just the Full-Service mailings you process, chances are you’re working a lot harder than you really need to be. Oh, you say, “but sending files to PostalOne! is a lot more work than submitting hard copies.” On the surface, that may appear to be the case, especially if you do not do electronic submissions very often. The fact is, though, if you have two different process flows, one for Full-Service mailings and one for everything else, you ARE working harder than necessary. And, who wants to work harder than they need to? Any workflow is easier if all the jobs are processed in the same manner, and submitting jobs to PostalOne! is no exception.. Read more: http://www.windowbook.com/Learning/Postal-Concierge-E-tips
If you submit Mail.dat® files to PostalOne!®, you already know how frustrating it can be when you get error messages, indicating that there is a problem with the data in your Mail.dat files. Identifying just what those errors are, and then pinpointing where in the Mail.dat file those errors are located, and knowing how to fix the errors can be complicated. This week, we share some of the more common errors we see when assisting clients.
Postage payment and By/For
Common errors that we see in many Mail.dat files are missing or incorrect postage payment and By/For information. The postage payment information is contained in the Mailer Postage Accounting (MPA) file of the Mail.dat file set. Read more: http://www.windowbook.com/Learning/Postal-Concierge-E-tips
Window Book Releases New Mail.dat Process Automation Tool:
Advanced Workflow Automation Manager (AWAM
Window Book, Inc. is pleased to announce the release of their latest breakthrough in Mail.dat® processing automation, Advanced Workflow Automation Manager (AWAM™). This new software works with Window Book’s DAT-MAIL software to help mailers save time and improve productivity with high performance, automated Mail.dat importing and processing.
AWAM is server-based for maximum speed and reliability and lets you process up to 20 Mail.dat files at once. It supports an unlimited number of import hot folders, each linked to a different workflow process for multiple clients or job types. Mailers also have the option to have AWAM look for new Mail.dat files in job subfolders on a network and automatically import them as soon as they are created.
Besides importing Mail.dat files, a large number of different operations with these files can be done automatically including applying mass updates, changing mailing and shipping dates, correcting bad container data, performing palletization and entry point optimization sets, exporting data to PostalOne!® or other applications, running reports, and much much more.
“From working with the mailing industry for almost 30 years, we know that not all jobs are handled the same way. You need different workflows for different job types such as. First-Class and Standard Mail. Now AWAM offers more flexibility when importing jobs, processing them and then saving them in multiple profiles so you can easily locate them again later,” said Jeffery Peoples, Window Book’s CEO.
“We have been told by many mailers that they spend way too much time locating and moving Mail.dat files around on workstations. AWAM is a new robust and flexible system that will help automate mailer’s daily tasks and save time getting the job done,” added Peoples.
Mailers who wish to see and learn more about AWAM are encouraged to call 800-524-0380 or email PostalSpecialist@windowbook.com to learn how they can benefit from using AWAM in their workflow process.
About Window Book
Window Book is currently celebrating its 27th 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.
June 18, 2015, Cambridge, MA
Window Book, Inc. is pleased to announce the release of their latest breakthrough technology, PostalWeb, which improves the efficiency of mailing operations by automating the transfer of PostalOne!® documents and data back to the mailer.
Mailers can now use PostalWeb to automate retrieval of unpaid and finalized postage statements from PostalOne!. In addition, mailers can also automatically receive Barcoded Confirmation Pages, which can be scanned by USPS acceptance personnel, and important postage statement data in an XML format. This data can be used by both mailers and mail owners to automate entry of postage data into internal systems. In addition to automated document and data distribution, PostalWeb has an innovative eDoc dashboard which is mobile friendly and provides a unique view of e-doc submissions that has been designed for mailers.
PostalWeb, when used in conjunction with Window Book’s eDM10X™ software for automatically uploading Mail.dat® files into PostalOne!, provides an end-to-end fully automated PostalOne! solution.
“Window Book is all for increasing productivity by automating systems. Our first test site reports saving over 14 man-hours per week just by not having to go to PostalOne! to retrieve the finalized statements they need. According to their accounting department this adds up to over $700 in savings per week! That’s a savings of over $36,000 per year just using the first version of PostalWeb!,” said Jeffery Peoples, Window Book’s CEO.
“The really amazing thing about PostalWeb is that it automates the retrieval of our finalized postage statements from PostalOne! saving our CSR’s a ton of time” said Robert Dorre, Mailing & Logistics Support for World Marketing, Inc.
“We are continually looking for better ways for mailers to automate systems and create more freedom and effeciencies in the process. I am certain many mailers will realize tremendous time and labor savings from using PostalWeb and increase their profitability in the process” added Peoples.
Mailers who wish to see and learn more about PostalWeb are encouraged to call 800-524-0380 or email PostalSpecialist@windowbook.com to learn how they can benefit from using PostalWeb in their workflow process.
About Window Book:
Window Book is currently celebrating its 27th year helping clients manage their operations more profitably. We help you to: Streamline mail processes to reduce operational costs and increase productivity! 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.
Window Book, Inc.
300 Franklin Street
Cambridge, MA 02139-3781
We frequently receive questions on this topic because mailers are often confused about when (or if), trays and sacks need to be placed onto pallets or other containers such as APC’s or Gaylords for Full-Service mail. Luckily, the United States Postal Service® (USPS®) has recently updated a fact sheet intended to offer guidance to mailers on Full-Service palletization.
Is palletization required for Full-Service?
The short answer is NO. Mailings of loose sacks and trays may be submitted at Full-Service prices as long as all the requirements for Full-Service participation are met. However, if these loose handling units are placed on or into any type of container, that container does need to have pallet placards affixed to the outside of the container, and that placard must be printed with a unique Intelligent Mail® Container barcode. The updated fact sheet from the USPS provides more detail regarding when these loose handling units MUST be placed on or in a container and placarded. These requirements vary by class and processing category of mail.
Pallet preparation and placarding is required for First-Class mail in these scenarios:
- There is 72 feet of tray mail or 24 flat tubs of mail or more
- The mail within the container is prepared according to a labeling list destination and there is at least 48 feet of letter trays or 16 flat tubs or more
- The mailer has an active Customer Supplier Agreement (CSA) in place
- The pallet is flagged in your eDoc as participating in the eInduction program
Pallet preparation and placarding is NOT required – although it is preferred – in these scenarios:
- There is less than 72 feet of trays or 24 flat tubs of mail
- The mail within the container is NOT prepared according to a labeling list destination and there is at least 48 feet of letter trays or 16 flat tubs or more
- The pallet is NOT flagged in your eDoc as participating in the eInduction program
Periodicals, Standard Mail® and Bound Printed Matter
Pallet preparation and placarding is required in these scenarios:
- The mail is equal to or greater than 500 pounds of bundles/sacks or 72 feet of tray mail or 24 flat tubs of mail
- The pallet is flagged in your eDoc as participating in the eInduction program
- The pallet is prepared according to a labeling list destination and is:
- Under 500 pounds of flats entered directly at a DDU
- Between 100 and 249 pounds of bundles/sacks or 12 feet of trays entered at a destination NDC, ASF, ADC or SCF
- Between 250 and 499 pounds of bundles/sacks or 36 feet of trays
- Flagged in eDoc as participating in the eInduction program
Pallet preparation and placarding is NOT required – although it is preferred – in these scenarios:
- The mail is less than 500 pounds of bundles/sacks or 72 feet of trays or 24 flat tubs AND mail within the pallet is not prepared according to a labeling list destination
- The pallet is NOT flagged in your eDoc as participating in the eInduction program
The updated fact sheet from the USPS is available on the RIBBS web site. Window Book has many utilities available to assist mailers with palletization, including barcoded placards, such as our DAT-MAIL™ software.
Window Book’s newest smart postal solution, PostalWeb™ helps you increase your mailing and PostalOne! productivity. Automate workflow processes for production floor personnel, IT staff, Customer Service Representatives (CSR), distribution manager and accounting department. Systematize the downloading and distribution of critical postal data including; barcoded PostalOne! Confirmation Pages, Unpaid (UPD) and Finalized Postage Statements, financial data from these documents accurately into XML format for integrating into your enterprise reporting systems.
Alright, alright, alright. So you’ve ramped up all your processes and systems for participation in Intelligent Mail Full-Service®, or at least for participation in eDoc. You’ve successfully submitted Mail.dat® files to PostalOne!® and have worked through the various validation errors or file rejections that you received when you first started this process. So, you’re golden, right??? Well, not so fast….even if your files are successfully transmitted to PostalOne!, that does not necessarily mean there are not still errors in your files. That’s right…errors can still exist, even if you don’t receive any error messages from PostalOne! How the heck are you supposed to find out what these errors are? That is where the Mailer Scorecard comes in.
Just like a report card back from your school days, the Mailer Scorecard tells you how you are doing as a mailer. The Mailer Scorecard, available on the USPS® Business Customer Gateway, provides a wealth of information and reports on your electronically submitted mailings. The Mailer Scorecard includes a Mailer Information tab, which includes all the data regarding your mail volumes, breaking it down by class of mail, processing category and so forth. In addition, there are tabs for Full-Service validation, eInduction validation, and Seamless Acceptance validation.
On each of those tabs is detailed information on the items that PostalOne! is validating, including the validation results on your mailings. The information on the Mailer Scorecard is tallied on a calendar month basis. The data is even color coded to help you hone in on any problem areas. For example, anything in green text means that your validation results have improved by 5% or more over the previous calendar month. Text in red indicates that your validation results have declined by 5% or more over the previous calendar month. And any items highlighted in yellow are areas where your mailings have exceeded the allowed error threshold.
For now, all of this data is informational only, intended to help mailers pinpoint areas where their mailings have quality issues so that mailers can take corrective action. However, some time later this year, likely in July, the USPS plans to start implementing postage assessments for mail that exceeds the allowed error thresholds. Bottom line, mailers need to be paying attention to their Mailer Scorecard results NOW so that any necessary process improvements may be made BEFORE those assessments kick in.
Common Mailer Scorecard Errors
One of the most common Mailer Scorecard errors for Full-Service validation is with the By/For information, which is the identification of the various entities involved in the mailing. The “For” part of this equation is the Mail Owner, or the entity responsible for the content of the mailpiece and who ultimately benefits from the mailing. The “By” part of the equation is the Mail Preparer (the entity physically preparing the mailing) and the eDoc Submitter (the entity submitting the Mail.dat files to PostalOne!).
All of these entities must be correctly identified in the Mail.dat files submitted to PostalOne! Typically, this identification is done using the Customer Registration ID (CRID) or Mailer Identification (MID). There is a variety of fields in the Mail.dat file where this data may be populated, so it is very critical that mailers understand where these fields are located, how to get them correctly populated, and to make sure there are no conflicts with this data. This, of course, assumes that you even have the correct CRID and MID data to begin with. Luckily, the USPS offers search capability on the Business Customer Gateway, so that mailers may validate the CRID/MID information. This search capability is provided for both individual searches and bulk searches, where files containing CRID or MID information for multiple clients may be submitted at one time for validation.
Correcting Mailer Scorecard Errors
Once you have analyzed the data available on your Mailer Scorecard, it is important to use this data to review your mailing process to determine where in your process these errors are occurring and make any necessary changes. The Mailer Scorecard includes a “drill down” function that allows users to drill down to the specific mailing jobs with errors and then to the specific errors. The Mailer Scorecard will provide error codes and a recommended solution. The error codes can also be looked up in the PostalOne! technical guides.
Some of the error messages, however, might be a little cryptic, so you may need to submit a ticket to the PostalOne! Help desk to ask for help in deciphering the error message and, more importantly, how to correct the error. Your presort and post-presort software vendors can also be helpful in this area.
The PostalOne! Help Desk is available to provide assistance to mailers who need help in understanding the Mailer Scorecard data and the various error messages. They can also help you trouble-shoot errors in submitted Mail.dat files. There is a guide available for making a request for more detailed Mailer Scorecard error data.
Window Book has many utilities available to assist mailers with improving their Mailer Scorecard results. Our DAT-MAIL™ software provides easy access to make edits and corrections in Mail.dat files, particularly with regard to the often troublesome By/For data. DAT-MAIL also includes a BCG Export and Import utility, both of which may be used to easily take advantage of the bulk search capability on the BCG for your clients MID, CRID, permit and Nonprofit Authorization data. We also offer educational webinars on the Mailer Scorecard, and even offer FREE Mail Optimization Analyses to help you get your mailing operation optimized to submit mailings electronically. We even provide on-site or remote consulting services to help you review your Mailer Scorecard results and help you pinpoint areas in your process where the corrections may be made.
Don’t miss out on our educational mailing webinars! Log on to our webinar registration site to sign up.
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!)
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:
- 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.
- 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.
- 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.
- 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!
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!)
The United States Postal Service® (USPS®) recently published a guide to help mailers plan for some of the upcoming changes and deadlines with regards to various USPS programs. Called the Mail Entry Road Map, this guide breaks down these various USPS programs and provides details on the USPS plans and important deadlines for each.
DMU closings after October 31, 2014
If your mailing facility has an active Detached Mail Unit (DMU), you should have received a letter from the USPS telling you that DMU’s at facilities with less than 75% Full-Service mail will be scheduled to be closed this fall. That October 31, 2014 deadline is rapidly approaching. If your mailing operation depends on the DMU for efficient verification and acceptance of your mail, you need to make sure that at least 75% of the mail you process is Full-Service. If not, you stand a good chance of losing your DMU. If you have an active DMU and have not received this letter from the USPS, you should check with your DISTRICT Business Mail Entry Office to see if your facility is one of those potentially impacted by this deadline.
What happens if your DMU gets closed? Unfortunately, you will no longer have the ability for USPS acceptance clerks to be on-site at your facility for verification and acceptance of your mail. Rather, you will be required to make arrangements to physically take the mail from your facility to your local Business Mail Entry Unit (BMEU) to have it verified and accepted there. Keep in mind that these facilities may have restricted hours and may not be able to efficiently handle your volume of mail. This could cause delays in getting your mail accepted, which may in turn impact Service Level Agreements (SLA’s) that you have in place with your clients.
Full-Service Non-compliance Assessments
In January 2015 the USPS plans to implement financial assessments for Full-Service mailings that do not meet the minimum compliance thresholds. These assessments will be charged based on your DECEMBER 2014 mailings, so you need to be working NOW to make sure your Full-Service mailings are meeting the compliance thresholds. Errors over the threshold will cause the removal of the Full-Service discount for the pieces in error above the threshold.
The USPS is right now (October 2014) beginning to issue “For Review Only” invoice reports, which are generated based on an evaluation all of the mailings submitted in the previous calendar month. These are not payable invoices, but rather they are “simulated” invoices, representing what you would be paying in postage penalties if these assessments were already in place. Keep in mind that the assessable errors will be those in excess of any threshold; errors within the allowed threshold will not be assessed. Mailers can also see their potential additional postage due on their Mailer Scorecard. Mailers should be closely reviewing these simulated reports in October, November and December 2014 to identify any errors and make corrections BEFORE the actual assessments are implemented in January 2015.
Move Update Validation
The USPS has for a number of years required that mailers utilize Postal approved methods to periodically update mailing addresses in their mailings. Traditionally, adherence to this requirement was in the form of Move Update Validation as a sample-based process, measured on mailpieces verified through the MERLIN process. The USPS is changing this validation process to one that utilizes Mail Processing Equipment scans and electronic documentation (eDoc) to measure Move Update quality on all Basic-Service and Full-Service mailpieces claiming automation rates. The USPS started showing these new validation process results to mailers back in August 2014 on the Electronic Verification tab of their Mailer Scorecard. In November, the USPS will start generating “simulated” invoice reports to calculate potential postage assessments for all mailers who submit more than 75% of their eligible mail volume as Full-Service.
Starting in April 2015, assessments will be implemented for Move Update errors over the permitted threshold. Mailers should be analyzing their simulated invoice reports generated for January, February, and March 2015 and take care of any errors above the threshold BEFORE the actual assessments kick in.
The USPS plans to enhance the Non-profit authorization process for eDoc mailings in November 2014. Currently, mailers submitting eDoc must populate the eDoc with either a postage paying permit or Mail Owner permit that is linked to a Non-profit authorization in order for the mailing to be eligible for Non-profit prices. For mailings including multiple Mail Owners, the eDoc includes only one linked permit, and the balance of the Non-profit Mail Owner data is provided on a separate hard-copy list. Starting in November 2014, PostalOne! will support the identification of Non-profit Mail Owners using the Mail Owner MID or CRID. PostalOne! will temporarily continue to check all of the allowable fields (Mail Owner MID, Mail Owner CRID, Mail Owner permit, or postage paying permit) for the necessary Non-profit Authorization link. However, this will end in April 2015 when only the Mail Owner MID or CRID will be allowed for this purpose. It is recommended that Mail Service Providers (MSP’s) confirm the non-profit status for each of their clients prior to November 2014. The PostalOne! Help Desk can assist with this process. MSP’s should submit a completed MSP Customer Validation spreadsheet to the PostalOne! Help Desk, which will then look up each of the identification numbers provided and return the applicable CRID, permits and non-profit status for each mail owner.
The USPS is also measuring various criteria of mailings participating in the eInduction and Seamless Acceptance programs. For these two programs, the USPS is currently limiting postage assessments for errors to those mailings that exceed what they call the “Egregious Threshold.” However, at some point later in 2015, the USPS will be implementing similar postage assessment processes as those described above for errors exceeding the minimum thresholds.
Bottom line, mailers need to pay much stricter attention to their Mailer Scorecard so that any anomalies can be taken care of with PostalOne! and so that the errors exceeding thresholds can be corrected BEFORE the assessment implementation dates.
Window Book can assist you to increase your percentage of Full-Service mailings and to help improve your Full-Service compliance scores on your Mailer Scorecard. Our Full-Service On-Ramp Service (FSORS) has been successfully used by hundreds of mailers to implement Full-Service in their mailing operations. This same service may be used to help you increase the percentage of your Full-Service mailings or to help you resolve non-compliance issues that negatively impact your Mailer Scorecard results.
Window Book also provides a wealth of FREE educational resources to help you make sense of all the requirements. Webinars, white papers, and these weekly eTips help keep you educated and up-to-date.
Mailers submitting mailing jobs electronically to PostalOne!® need to identify the various entities involved in the mailing job – specifically, the Mail Owner, the Mail Preparer, and the eDoc Submitter. This information is sometimes referred to as the “By/For” relationship for mailings. In other words, the United States Postal Service® (USPS®) is asking that electronic documentation identify who is preparing the mail and who is submitting the eDoc (the “By” portion) and who is responsible for the content of the mailpiece and ultimately pays the postage for the mailings (the “For) portion.
For the most part, these entities may be identified in the eDoc using their Mailing Identification number (MID) or their Customer Registration Identification number (CRID). However, in the case of the Mail Owner identification, there are a number of places in the eDoc where this needs to be identified, and in some cases a Local Permit number is also needed for identification purposes. For mail service providers, getting all of this straight can be a challenge and it can be challenging to collect all of these critical pieces of information for their clients too.
Uses of Mail Owner information
The USPS uses the Mail Owner data in eDoc for three main purposes:
- To identify the Mail Owner for Full-Service compliance (this is the “For” part of the “By/For” relationship identification).
- To validate nonprofit price eligibility when nonprofit prices are claimed.
- To display the Mail Owners on postage statements.
Means of Identification
By/For Relationship: Currently, the Mail Owner MID, CRID or Mail Owner permit data may be used to identify the Mail Owner for this purpose. The Mail Owner is required to be identified when the owner represents 5,000 or more pieces in a mailing.
Nonprofit Price validation: For each nonprofit mailing, all mail owners must be identified and must have a valid nonprofit authorization number, regardless of the number of pieces per owner in the mailing. For mailings consisting of multiple mail owners, at least one mail owner must be identified in the eDoc; the remaining mail owners may be identified in a hard copy spreadsheet presented to the mail clerk at the time of mailing. Currently, the Mail Owner Permit may be used to identify the Mail Owner if the mail owner is paying their own postage using their own permit. For Mail Owners using a Mail Service Provider permit to pay postage, what is called a “Ghost Permit” is required. These ghost permits are established by request at the post office where the mailing is verified and paid for. These are non-paying postal permits, used for identification purposes only. This will be changing in November of this year, when the Mail Owner MID or CRID may be used for identification rather than the ghost permit.
Display Owner on Postage Statements: On the first page of postage statements, there are three blocks for Mailer information. The first block is the Permit Holder, and the data displayed in this block is that of the owner of the permit used to pay for the mailing, identified using that permit number. The second block is the Mailing Agent or Mail Preparer. This is identified by the CRID or MID of the Mail Preparer in the eDoc. The third block is the name and address of the organization for which the mailing is prepared, i.e. Mail Owner. This block is populated using the data in the Local Permit. If the Mail Owner uses their own permit to pay the postage, this data should be identical to the data in the first block. However, if the Mail Owner uses the postal permit of the Mail Preparer, a Ghost Permit is needed to correctly display the Mail Owner in this block. That ghost permit number should be populated in the Local Permit field of the Mailer Postage Account file (MPA) in the Mail.dat file. Ghost permits should be identified as “V” for Virtual in the Permit Type field. This is also scheduled to change in November 2014, when it will be populated using the Mail Owner MID or CRID if the Local Permit is not available.
Mail Service Provider Challenges
If you are a Mail Service Provider, you need to obtain not only the CRID’s and MID’s of your clients, but also the Local Permit Numbers, which may actually be a ghost permit number if the mail owner is not paying postage through their own permit account.
This can become a bit of a challenge for mail preparers, who may have hundreds of clients using hundreds of postal permits to pay for their postage. Associating each of the clients and permits with the appropriate MID’s can be a daunting task to say the least.
Mail Service Providers often ask, which piece of information should I get from my clients, their MID or their CRID? Currently, either piece of data may be used in eDoc, but that may change in the future. For that reason, we encourage Mail Service Providers to obtain both pieces of data for all their clients so that they are prepared should the USPS change the identification requirements in the future.
Add to that the fact that PostalOne! has to be aware of all of this MID, CRID, and permit information and also have them all appropriately linked! If the appropriate linkage has not been made, this can result in errors when uploading files to PostalOne!. These types of errors can only be rectified by contacting the PostalOne! Help Desk to request that the appropriate MIDs, CRIDs and permits be linked. Another error that can occur is when the same MID/CRID information is populated in the eDoc for both the Mail Owner and the Mail Preparer. If your company is indeed both the owner of the mail and the preparer of the mail, PostalOne! needs to know that and verify that this is indeed the case. If you receive this type of error, again you need to contact the PostalOne! Help Desk for resolution.
If you receive validation errors when submitting files to PostalOne! that refer to permits, postage payment methods, MIDs or CRIDs, or if you are seeing excessive By/For errors on your Mailer Scorecard, you should use this check list:
- Verify that the postage payment permit information you entered in your eDoc is correct for the client, the location, and the postage payment method.
- Verify that the MID/CRID information you entered in your eDocs is correct for the Mail Owner, Mail Preparer, and the eDoc Submitter. The MID/CRID information for the Mail Owner should not be the same as for the Mail Preparer, unless your company actually does own the mail and also physically prepares the mail. If you are a Mail Service Provider, this means that you need to obtain the MID/CRID data for all of your clients, either directly from your clients or by submitting a request through the Business Customer Gateway.
- Understand the difference between the Permit information and the Local Permit information in the Mailer Postage Account (MPA) file and verify that the correct permit information is being populated in each. The Permit information should be populated with the permit information that is being used to pay the postage for the mailing. The Local Permit information should be populated with the identical information as the Permit fields ONLY if the mail owner’s postal permit is being used to pay the postage. If the postage is paid from a Mail Service Provider’s permit, then the Local Permit information must be populated with Ghost Permit information as discussed above.
- Verify with PostalOne! the MID/CRID information for your company and for the clients for which you prepare mail, and also verify that the postal permits have been properly linked.
So, how do you try to make sense of all of this? The best resources are the Business Customer Gateway and PostalOne! A Mail Service Provider (MSP) may also verify or gather the MID and CRID data for their clients using the Business Customer Gateway. These requests may be submitted in bulk by submitting an Excel spreadsheet with the client company name and location information. Likewise, MSP’s may actually apply for MID’s on behalf of their clients, again through the use of an Excel spreadsheet submission. In this case, MSP’s must also provide documentation that the mail owners have given their permission for the MSP to apply for the MIDs on their behalf. The USPS RIBBS web site also has some helpful information to clarify MIDs and CRIDs. The USPS recently published an excellent Guide to Mail Owners in eDoc.
Yet another USPS® incentive promotion is rapidly approaching – Mail Drives Mobile Commerce Promotion. This promotion starts running on November 1, 2014 through the end of the year (December 31, 2014), but the registration for this promotion started on September 15, 2014.
Mail Drives Mobile Commerce Promotion
The goal of this promotion is to promote use of mobile technology in direct mail to create a convenient method for consumers to do their shopping. This promotion is offered to Standard Mail™ (including non-profit) Letters and Flats mailings that use mobile barcode technology on the mailpieces which, when scanned by a mobile device, leads to a mobile optimized web site.
The incentive is a 2% up front postage discount, which is calculated in PostalOne!® and applied to the postage statement at the time of mailing. Mailers may also be eligible for an additional one percent rebate on the postage of their qualifying mailings if a portion of their orders are fulfilled via Priority Mail® between November 3, 2104 and January 15, 2015. Mailers who wish to participate in the Priority Mail rebate must complete a separate claim form that is due no later than February 15, 2015.
The registration period for this promotion started September 15, 2014 and runs through December 31, 2014. As a reminder, the promotion period runs from November 1, 2014 through December 31, 2014.
Eligible mail pieces must include a mobile barcode or other equivalent print/mobile technology that when scanned by a mobile device, leads to a mobile optimized web site. The destination web pages must reside on a web site platform that contains or is deeply integrated with a checkout functionality that allows the customer to complete the purchase of the product referenced in the mailpiece through a complete mobile optimized experience.
- Mailpieces must contain an Intelligent Mail® Full-Service barcode.
- Directional copy must be included near the mobile barcode on the mailpiece providing guidance to the consumer to scan the barcode or image and information about the landing page.
- For purposes of this promotion, a product is defined as a tangible and physical item that needs to be distributed or manufactured and can be shipped via a mailing or shipping product offered by the USPS (delivery by the USPS is not required).
- Mailings must be submitted via eDoc using Mail.dat®, Mail.XML™ or the Postal Wizard. The eDoc must identify the mail owner and mail preparer in the By/For fields using the CRID, MID, or Permit number.
- All pieces covered by a postage statement claiming the discount must meet all eligibility requirements.
- Mail must be tendered for acceptance during the promotion period of November 1, 2014 through December 31, 2014.
- Postage payment for the eligible mailings must be paid using Permit Imprint or Pre-canceled Stamp permit. Some Meter Permit mailings may qualify.