Www.uspspostalone.com
Performance Based Verification User Manual
Table of Contents
System Basics 1
Logging on and off 1
Editing Your Personal Profile 1
Resetting Your Password 1
Sending Feedback 2
How to Use Help 2
Selecting an Acceptance Site 5
Viewing the Message Center 6
Accounts 8
Searching for Accounts 8
Viewing Account Status 8
Viewing Balance and Fee Status 9
Account Management 10
Adding Accounts 10
Editing and Canceling Accounts 12
Managing Addresses 14
Delinking Permit Addresses 15
Managing Contacts 16
Managing Fee Sharing 17
Deleting Accounts 17
Periodicals 18
Assigning Periodicals Rate Codes 18
Approving and Denying Pending Periodicals Accounts 19
Entering an Exceptional Dispatch Authorization 20
Entering Statements of Ownership 20
Reassigning Statements of Ownership 22
Managing Periodicals Master Account Links 23
Viewing the Balance Log 23
Nonprofits 24
Processing Nonprofit Applications 24
Reviewing Nonprofit Applications 25
Processing Nonprofit Changes 26
Processing Nonprofit Refunds 27
Account Transactions 29
Processing Adjustments 29
Processing Certificates of Mailing 29
Processing Deposits 30
Processing Fee Payments 30
Processing FOIA Transactions 31
Processing Refunds 32
Processing Reversals 32
Processing Transfers 33
Managing CPP Payments 34
Return Services 37
Processing Business Reply Transactions 37
Processing Weight Averaged Mail 38
Processing Postage Due Transactions 38
Processing Return Services Transactions 39
Processing Parcel Return Transactions 41
Postage Statements 42
Using the Dashboard 42
Viewing the Reconciliation Report 45
Processing Postage Statements 45
Entering Hard Copy Postage Statements 47
Entering Hard Copy Combined Periodicals 50
Entering Hard Copy Combined Non-Periodicals 53
Finalizing a Postage Statement 55
Adjusting Postage Statements 57
Postage Statement Information 58
Viewing Postage Statements 58
Viewing the Register 59
Viewing Entry Point Details 60
Viewing MLOCR Reports 61
Printing Receipts 62
Containers and Packages 62
Viewing Qualification Reports 62
Viewing Version Summary Information 63
Searching for a Container 64
Viewing Bundle Details 64
Viewing the Version Summary Report 65
Periodicals 66
Viewing Periodicals by Issue 66
Viewing Periodicals by Date 67
Viewing Outside County Reports 67
Viewing Advertising Percentage and Weight Worksheets 68
eDropShip Information 69
Viewing Mail Acceptance Status 69
Viewing the Job Report 70
Viewing the Appointment Report 71
Viewing the Container Report 71
Verification 73
Using the Sample Selection Matrix 73
DMU Processes 73
Viewing Verification Results Storage Records 73
Viewing the Verification Schedule 74
Randomizing Lines Sampled 74
Entering VRSR Transactions 75
Standard Verifications 76
IMpb Compliance Verification 76
Bundle Verification 79
Manifest Mailing System Verification 81
Shortpaid Verification 83
Tap Test Verification 85
IMpb Compliance Verification 88
Reports 91
Viewing the Mailing Activity Report 91
Viewing the 3083 Report 91
Viewing the Balances Report 92
Viewing the Transaction Summary Report 93
Viewing the Records of Mailing Report 95
Viewing Transaction History Reports 95
Viewing Revenue Reports 96
Viewing the Transfer Summary Report 97
Viewing the Fee Renewal Report 98
Viewing the Monthly Cancellation Report 99
Acceptance and Verification Reports 101
Viewing the Bypass Mail Log 101
Viewing Mail Clearance Reports 101
Viewing Verification Reports 103
Viewing the Invalid Address Report 104
Letters and Labels 105
Generating PABIS Letters 105
Printing Mailing Labels 106
Generating Nonprofit Letters 107
Generating Statement of Ownership Letters 109
Nonprofits 110
Viewing Nonprofit Reports 110
Viewing the Nonprofit Authorization List 112
Viewing the Nonprofit Permits Report 114
Viewing Pending Nonprofit Transactions 115
Viewing Nonprofit Mailing Activity 115
Periodicals 116
Viewing Pending Periodicals Transactions 116
Viewing the Advertising Percentage Report 116
Viewing the Nonsubscriber Percentage Report 117
Viewing Statement of Ownership Compliance 118
Viewing Limited Circulation Compliance 118
Manifest Mailing System 120
Viewing Pending MMS Worksheets 120
Completing MMS Worksheets 120
Viewing Completed MMS Worksheets 121
Viewing the MMS Quarterly Report 122
BMEU Administration 123
Managing Locations 123
Managing Five-Day Delivery Locations 123
Managing MERLIN Verification 124
Index 125
System Basics
Logging on and off
This feature is available for the following group(s):
BMEU BRM BMEU Admin
To use the PostalOne! system, log on with your ACE Logon ID and Password.
To log on:
1. Open a Web browser and go to the PostalOne! logon page.
2. Enter your ACE Logon ID and Password, then click I AGREE.
To log off:
1. At the top or bottom of any PostalOne! system page, click Logout.
Editing Your Personal Profile
This feature is available for the following group(s):
BMEU BRM BMEU Admin
The PostalOne! personal profile displays name, username, corporate address, permissions, phone number, and corporate name. To change this or any other information about yourself, you must use eAccess.
To edit your personal profile:
1. At the top of most PostalOne! system pages, click Personal Profile.
2. Click Update your personal profile via eAccess.
3. Ensure ACE User is selected, then click Enter Application.
4. Enter your ACE Logon ID and Password.
5. Click Log On.
6. Click Update Your eAccess Profile.
7. Update your information.
8. Click Submit to save the changes or Cancel to return to the eAccess Home Page.
9. Click Log Off and then the Close button ([pic]) to return to the Personal Profile page.
To perform other functions, click the appropriate link on the left menu bar.
Resetting Your Password
This feature is available for the following group(s):
BMEU BRM BMEU Admin
If you forgot your password or it has expired, the password must be reset before you can log on again. If you are a USPS employee, you can reset it yourself using the procedure below. If you cannot use eAccess, you should contact the PostalOne! Help Desk (see Feedback), who can reset it for you.
NOTE: If you know your current password and simply want to change it, see Editing Your Personal Profile.
To reset your password:
1. While you are on the PostalOne! logon page, click ePasswordReset. The ePasswordReset page opens.
2. If necessary, click Yes on the Security Alert window to continue.
3. Click Enter Application.
4. Enter your Employee Identification Number (EID) and the last 4 digits of your social security number to validate your identity. If you do not know your EID, click Lookup your EID. You will need this number to change a forgotten password. The eAccess Login page appears. Ensure ACE User is selected, then click Enter Application. Enter your current ACE logon ID and password. Your EID number can be found in the About Me section under Profile.
5. Select the Application for which you want to reset your password, then click Continue.
6. Confirm your selection by clicking Reset My Password! or click Cancel to return to the previous step.
7. View your new password by clicking the Click here to see your password link.
8. Click Exit when you are finished.
9. Click Back until you return to the main logon page.
Sending Feedback
This feature is available for the following group(s):
BMEU BRM Mailing Requirements BMEU Admin
To suggest system changes, report system failures, or get help resetting a password, contact the PostalOne! Help Desk. To do this:
1. At the top or bottom of any PostalOne! system page, click Feedback.
2. Enter your name, telephone number, e-mail address, requestor status (the type of user), and the type of feedback being submitted.
3. Enter your feedback or question in the appropriate fields.
4. Click Submit.
For other ways to contact the Customer Care Center, go to .
How to Use Help
The PostalOne!® online manual is an indexed series of Web pages supported by your default browser. It is designed to allow you to find information in the shortest time possible. To open the Help, click a Help link on the PostalOne! menu or a Help button ([pic]or [pic]). You can click the Download Help link in this topic to save a copy of the online Help in Microsoft Word format. Remember to click Save in your browser window to save the file to your computer. Download Help
The PostalOne! system is organized into the following user groups: BMEU, BRM, Mailing Requirements, and BMEU Admin. Each topic states which group(s) it applies to. If you cannot access the feature described in a topic, you probably do not have access to an applicable group.
To change the size or shape of this window, drag the lower-right corner of the browser window. To close the online manual, click the Close button [pic]. This closes the online manual window, but leaves the PostalOne! window open so you can continue to work.
If you are unfamiliar with Web browsers, review the Help included with your browser. Microsoft Internet Explorer users can click Help at the top of a browser window, click Contents and Index, then click the link Getting Started with Internet Explorer to learn the basics.
When you open the online manual, you will see the navigation pane on the left and the topic view pane on the right (shown below).
[pic]
Navigation Pane
The navigation pane contains the tools you will use to find information. This pane contains:
• Contents - When you open the PostalOne! online manual, the Contents automatically appear in the navigation pane, and the introductory page appears in the topic view pane. Navigate through the manual by clicking topic names. When you click a topic, the associated information displays in the topic view pane.
• Index - The PostalOne! online manual includes an index to allow you to locate topics associated with specific words. When you click the Index link, the Index window appears. Browse through the list of keywords, then click the word for which you want to view the associated topic. Once you click the word that describes what you want to find out information about, the desired page displays in the topic view pane.
• Search - The online manual for PostalOne! also includes a Search feature to allow you to locate specific words not located in either the Index or Table of Contents. When you click the Search link, the Search window appears. Browse through the alphabet, then click the letter of the word for which you want to search. A list of all words associated with that letter will display as well as a number value detailing the amount of instances the word is used. Click the number to view the topic, or if there is only one available choice, click the word. The associated information displays in the topic view pane.
Topic View Pane
The topic view pane displays the text associated with the topic you choose in the navigation pane. Sometimes text will contain hyperlinks, which change to a different subject in the topic view pane. Hyperlinks look like this: This is a hyperlink. To print information from this or any pane, right-click over the Help text and click Print.
Selecting an Acceptance Site
This feature is available for the following group(s):
BMEU BRM
Every transaction has an acceptance site (also known as a Unit ID or Cost Center) where the work was performed. If you work with more than one acceptance site in the same session, you will find the Select an Acceptance Site feature useful. Specifically, you will use it in the following cases:
• When the system prompts you to select an acceptance site when you try to open any feature.
• If you want to work on an acceptance site other than the one originally selected.
To select a finance unit and acceptance site:
1. Click Select Acceptance Unit on the left menu bar. The Select Unit page opens. This step is necessary only if you previously selected a finance unit and acceptance site after logging on. If you have access to more than one finance unit, the Select Unit page automatically opens before you can access any other functionality.
2. In the Finance Unit list, click the appropriate finance number. Only finance units available to you display. After you select a unit, the Acceptance Site list changes to show all locations related to that finance unit.
3. Click the appropriate acceptance site. The Message Center opens, unless you had tried to access another feature and been redirected to the Select Unit page. In that case, that feature opens.
To perform other functions, click the appropriate link on the left menu bar.
Viewing the Message Center
This feature is available for the following group(s):
BMEU BRM
Important announcements appear in the BMEU Message Center immediately after logging on. Only five messages appear at a time for each board; the Business Mail Acceptance (BMA) Message board contains messages from Postal Service headquarters, and the PostalOne! Breaking News board contains messages specific to the PostalOne! system. The Message Center also includes links to references, unresolved reports, financial transaction issues, system alerts that require immediate attention, and related web sites.
To view the Message Center:
1. Click Message Center on the left menu bar. The Message Center opens.
2. If the End-of-Day Reconciliation Report has not been completed, click OK in the warning dialog box. For more information, see Viewing End of Day Reports.
3. To view more information on a message, click the message text in the Message Center section of the window. To open a reference document or to visit a linked website, click the name of the document or Web page. The message, document, or Web page displays in a second browser window.
4. To view all Business Mail Acceptance (BMA) messages that are available, on the Message Center pane, click More. Another window opens and displays the Message Board. If other messages are also available, a small arrow and the word More appear below the BMA messages. If no messages are available, the link does not appear.
5. To view any unresolved mail improvement reports, click View your unresolved reports in the System Alerts section. This is only available for users with access to the BMEU tool. For more information on resolving mail problems, see the eMIR (electronic Mail Improvement Reporting) online Help system.
6. To view any financial issues preventing close at finance numbers accessible to you, click Financial Exception Notification! in the System Alerts section. The Financial Exceptions Report displays, and lists all finance numbers and cost centers with financial issues, the date the PostalOne! system recognized the error, and an error message briefly describing the issue. This report displays only if there are issues.
7. For sites participating in the eDropShip program, to review pre-induction issues, click View Unresolved Pre-Induction Issues - Before An Appointment's Scheduled Induction Date or click View Unresolved Pre-Induction Issues - After An Appointment's Scheduled Induction Date. The eDropShip Issues page opens and displays all eDropShip conflicts for the past week. These links only appear if unresolved issues exist AND the logged-on user has access to eDropship features.
o To view the acceptance status of a particular appointment, Job ID, or Container ID, click Check Mail Acceptance Status. For more information, see Viewing Mail Acceptance Status.
o To view the Job Summary Report for a particular issue, click the Job ID.
1. To review nonprofit authorization actions that may require resolution, click View Detailed Message(s) in the Nonprofit Standard Mail Authorization Activity section. Another page opens and displays all authorization activities - denials, approvals, etc. Mark read messages as complete, and process any refunds. If another user has processed the refund already, a second refund cannot be issued. For more information, see Processing Nonprofit Refunds.
2. If a resolution is required for corrected addresses or invalid addresses, click the Action Required for Corrected Addresses or the Action Required for Invalid Addresses links. The Corrected Address Report or the Invalid Address Report opens. For more information, see Viewing the Corrected Address Report or Viewing the Invalid Address Report.
To perform other functions, click the appropriate link on the left menu bar.
Accounts
Searching for Accounts
To view current information for an account or to perform a transaction on an account, you must first search for the account. The steps below detail how to search for an account using the Customer Assistance feature, but you can adapt the steps to other situations as necessary.
To search for an account:
1. Open the Account Search page. To do this using Customer Assistance, click Customer Assistance on the left menu bar. Your finance number automatically appears on this page.
2. Enter as much search criteria as necessary. You can look for an account using one or more of the following criteria:
• To look for an account using the permit number or USPS Publications number (Periodicals), enter the number in the Permit/USPS Pub No box. Do not include any hyphens (-).
NOTE: If you are searching for a Business Reply (BR) or Merchandise Return (MR) account, you must add the account suffix at the end of the number, or change the search criteria. For example, to search for BR master account 1, you must enter 1000 in this box. To search for subaccount 1 for master account 1, you would enter 1001.
• To speed up your search or limit search results to one type of permit, click the Permit Type list, then choose the type of permit to look for.
• To search using a company name, enter the first few letters of the company name.
• To search companies claiming the same ZIP Code, enter the ZIP Code. This field only accepts up to five characters; the full ZIP Code + 4 is not supported.
• If you do not know the complete number or name of an account, change the search settings. Search settings include starts with, ends with, is, and contains. When searching for account numbers, change the Permit/USPS Pub No from is to another setting. For example, to find BR subaccounts linked to master account 12000, set the Permit Type to BR, change is to starts with for the Permit/USPS Pub No, then enter the number 120 in the Permit/USPS Pub No box. All BR accounts starting with 120 display, including 12000 (the master account), 12001, and 12002.
• To search for an account by status, click a choice in the Account Status list. If you cannot find an account you know exists, you may need to change the default account status. For Customer Assistance, searches only look for active accounts unless you change this setting. If you are unsure of the account status, click All in this box.
Not all options are available for all searches.
3. When done, click Search. If only one account is found, that account opens. If the account was not found and you know it exists in the system, change your search criteria and try again.
4. If multiple accounts are found, click the account name you want to view or work with the account.
To perform other functions, click the appropriate link at the top of the page.
Viewing Account Status
This feature is available for the following group(s):
BMEU
Use Customer Assistance for a more detailed overview of a company, rather than a single permit. Customer Assistance details all permits associated with a selected company, including balance, fees, and rate type. Comments are available for all accounts associated with the company. Periodicals accounts display Rate Codes, and Pending Periodicals accounts include the available, reserve, and total account balances. To review a single permit account to determine rate type, fee status, and balance, see Viewing Balance and Fee Status.
To view an account:
1. Click Customer Assistance on the left menu bar.
2. If necessary, select a finance unit and acceptance site.
3. On the Account Search (Customer Assistance) page, enter search criteria to find the account, then click Search. Available search criteria include Permit/USPS Publication Number, Permit Type, (Account) Name, Zip Code, and Account Status. The page displays a list of accounts. If only one account matches the search criteria, that page opens automatically and you can skip the next step. For more information, see Searching for Accounts.
4. Click the name of the account you wish to view. The Customer Assistance page displays basic account information and information about permits and fees paid.
5. To manage address or contact information for the displayed account, click the Click here to manage additional addresses, mailing agents and contacts link. For more information, see Managing Addresses and Managing Contacts.
6. To enter basic check information to act as a check log for checks accepted at a BMEU, click the Click here to enter Check Capture link. For more information, see Recording a Check.
7. To view one or more transactions for the selected account:
a. Click Transaction Search.
b. Search for the transaction. On the Transaction Search page, enter search criteria. You can search by entering the transaction number, or by clicking account number and type from the all permits linked to the organization, clicking the transaction type, and entering a date range. If you search using criteria other than transaction number, a date range for the transaction is required. Click Search. The page displays a list of transactions.
c. To reverse the transaction, click the transaction number. For more information, see Processing Reversals.
d. To view the receipt for a postage statement, click R in the Statement Details column.
e. To view line item details for a postage statement, click S in the Statement Details column.
f. To view verification worksheets for a mailing, click a verification code in the Verifications column. These links are only available if a verification worksheet has been completed. For example, click PS to view the Presort Verification Worksheet.
Transaction numbers may be followed by one or more special marks. An asterisk (*) indicates a reversed transaction. A pair of plus signs (++) indicate that the transaction is a Quality Mail Review (QMR) verification and cannot be reversed. The letter "P" indicates Point-of-Sale transaction, while the letter "D" indicates a deposit.
8. To view the Balance log for a Pending Periodicals account, click Reserved Balance Log. For more information, see Viewing the Balance Log.
9. To view a different account, click Search For Another Account on the Customer Assistance page.
To perform other functions, click the appropriate link at the top of the page.
Viewing Balance and Fee Status
This feature is available for the following group(s):
BMEU BRM
To review a single permit account to determine rate type, fee status, and balance, use the Balance and Fees feature. If fees are shared from another account, those fees are included on this page. Comments are available for the permit displayed, as well as any previous electronic Mail Improvement Reporting (eMIR) issues. Periodicals accounts display Rate Codes, and Pending Periodicals accounts include the available, reserve, and total account balances. To view a more detailed overview of a company, including all associated permits or transactions, see Viewing Account Status.
To view an account:
1. Click Balance and Fees on the left menu bar.
2. If necessary, select a finance unit and acceptance site.
3. On the Account Search (Balance and Fees) page, enter search criteria to find the account, then click Search. Available search criteria includes Permit/USPS Publication Number, Permit Type, (Account) Name, Zip Code, and Account Status. The page displays a list of accounts. If only one account matches the search criteria, that page opens automatically and you can skip the next step.
4. Click the Permit/USPS Pub No for the account you wish to view. The Balance and Fees page displays. Expiring fees appear in red. If one or more electronic Mail Improvement Reporting (eMIR) reports have been filed on the permit number, a window opens and offers the option to review the eMIR report. To close the eMIR Alert window without reviewing reports, click close window.
5. To manage address or contact information for the displayed account, click the Click here to manage additional addresses, mailing agents and contacts link. For more information, see Managing Addresses and Managing Contacts.
6. To enter basic check information to act as a check log for checks accepted at a BMEU, click the Click here to enter Check Capture link. For more information, see Recording a Check.
7. To view the Balance log for a Pending Periodicals account, click Reserved Balance Log. For more information, see Viewing the Balance Log.
8. To view a different account, click Search For Another Account.
To perform other functions, click the appropriate link on the left menu bar.
Account Management
Adding Accounts
This feature is available for the following group(s):
BMEU BRM
Always search for existing accounts before creating a new permit or Periodicals account.
To add an account:
1. Click Account Management on the left menu bar.
2. If necessary, select a finance unit and acceptance site.
3. Click New Permit/Periodical Account. The Permit Search - Add New Account page opens.
4. Enter search criteria to ensure the account does not already exist, then click Search. The page displays a list of accounts. If your search returned no accounts, search again.
5. Depending on the type of account you are adding, do one of the following:
• To add a new account linked to an existing account, click Add next to the business name.
• To activate a government Official Mail Accounting System (OMAS) permit, click Activate next to the business name.
• To add an entirely new account (other than an OMAS permit), click New Account.
6. Enter and click information as necessary.
• Always click Permit Type before entering any other information because some types of permits require additional information. For example, OMAS mail requires you to search for and click the agency codes.
• To add an ADDPOS account, in the Permit Type list, click PI - Permit Imprint, and finish entering the rest of the information for the account. Once the account has been added as a permit imprint account, edit the new account to assign it the ADDPOS account status. For more information, see Editing and Canceling Accounts.
• To enter an ABRM permit, enter a BR permit, then ensure the permit number falls within the designated ABRM permit number range (78000-000 and 78999-999).
• For a list of Periodicals rate codes, see Assigning Periodicals Rate Codes.
• To add contacts or additional addresses to the account, enter just the primary address and account now. Once the account has been added, edit the new account to work with additional contacts or addresses.
• Remember to select the Profit or Nonprofit status as necessary, and the appropriate check boxes for letters and authorizations on file, such as continuous mailers, Small Business Opportunity program participants, incentive mailers, Qualified Business Reply Mail (QBRM), Customer Commitment Agreements (CCA), or International Customized Mail (ICM) agreements. For Business Reply subaccounts, select the authorizations on file by clicking Y (Yes) if a particular piece of documentation is available, otherwise, click N (No). Consolidated Periodicals Payment (CPP) participation is not available during permit creation; users must edit the Periodicals permit to set this.
• Accounts require a location. The PostalOne! system automatically assigns the Cost Center based on the location. The locations available for permit assignment are limited to those within the finance number that are the right type. Business Reply locations will not appear when viewing a permit imprint account, and locations that do not process business reply will not appear when viewing a business reply account.
NOTE: You must search for and link a master account to an out-of-town BRM subaccount to ensure fees share automatically between accounts. If adding an out-of-town BRM subaccount, click Search, enter the BR master number and the finance number of the master account, then click Submit. The master account location should appear, and you can continue entering information.
7. To avoid automatic cancellation of a permit imprint account for nonuse, select the Check to override automatic cancellation for non use check box. The account can only be manually canceled when this check box has been selected. To remove immunity to automatic cancellation, clear the check box.
8. To avoid automatic cancellation of nonprofit privileges for a nonprofit organization, select the Check to override automatic cancellation check box. This check box only appears for nonprofit corporations. The account can only lose nonprofit status if a clerk manually changes the setting when this check box has been selected. To remove immunity to automatic cancellation, clear the check box.
9. Click Submit. If adding a Periodicals account, click Continue, complete the second page, then click Submit.
10. If necessary, validate the address, then click Continue.
11. Verify or select the address, then click Continue. In the dialog box, click Close, then click Continue again.
12. Once the account has been created:
• To pay fees on the new account, click Pay Fees. For more information, see Processing Fee Payments.
• To edit the new account, click Edit. If multiple addresses or contacts exist for the company, click Edit to manage that information.
• To manage fee sharing for the account and any linked accounts, click Review Fee Sharing. For more information, see Managing Fee Sharing.
• To add another new account, click Add New Account.
To perform other functions, click the appropriate link on the left menu bar.
Editing and Canceling Accounts
This feature is available for the following group(s):
BMEU BRM
The PostalOne! system, during the monthly close, automatically cancels Permit Imprint (PI), Precanceled Stamps (PC), Postage Due (PD), Metered (MT), and Ghost (GH) permits that have been inactive for two years and deletes canceled permits after one year. You can set an account to be immune to automatic cancellation and deletion. Once cancelled, permits cannot be used in postage statements as the permit holder or in a by/for role.
• A Periodicals account linked to a Periodicals master account can be deactivated only if the master account has other subaccounts. If no other subaccounts exist for the master account, the subaccount cannot be deactivated.
• Permit annual fee payments and Permit Imprint (PI) application fees count as activity in the monthly cancellation process for PI, Ghost (GH), Precancelled Stamp (PC), and Metered (MT) permits.
• PI permits must be used as the Permit Holder (permit used for payment) in a mailing at least once every two years to prevent cancellation; being listed under by/for does not count as activity for PI permits if another permit pays for the mailing.
• For nonprofit organizations, PS Form 6015 must be submitted in addition to changing the permit if the organization name, primary contact, or address information changes. This form can be submitted online. For more information, see Processing Nonprofit Changes.
• For simple address changes and other business changes, companies who have signed up for online access can make these changes themselves using Business Customer Gateway features. If at all possible, companies with online access should be encouraged to make these changes themselves to ensure their changes are available in all USPS systems without requiring the organization to contact multiple USPS offices. A note appears by the Valid Address check box if no valid online users exist for the corporation.
To edit or manually cancel permit accounts:
1. Click Account Management on the left menu bar.
2. If necessary, select a finance unit and acceptance site.
3. Click Edit Permit/Periodical Account.
4. On the Permit Search page, enter search criteria to find the permit to edit or delete, then click Search. The page displays a list matching your criteria. CAPS accounts are indicated by (CAPS) after the account name.
5. If you found the account you wish to edit or cancel, click Edit. If you did not find the account, to narrow or broaden the current search, click Modify Search Criteria.
6. On the Edit Permit Account page, make all necessary changes.
o To set an account as an Additional Postage account, in the Account Status list, click ADDPOS. This option is only available for PI accounts.
o Ensure a location is selected. Cost Center (also known as acceptance site or Unit ID) is determined automatically based on the location. To change Cost Center, update the location. If the new location belongs to a different Cost Center, a dialog box appears asking for confirmation of the change. Click OK to save the change, or Cancel to exit without changing the location. The PostalOne! system automatically transfers funds from the old Cost Center to the new Cost Center if necessary to ensure both Cost Centers balance. The locations available for permit assignment are limited to those within the finance number that are the right type. Business Reply locations will not appear when viewing a permit imprint account, and locations that do not process business reply will not appear when viewing a business reply account.
o If the account is an out-of-town BRM subaccount and does not already have a master account linked, click Search. Enter the finance number or ZIP Code of the master account, then click Submit. The master account location should appear, and you can continue entering information.
o To cancel the account, in the Permit Status list, click Cancel, then enter the reason and date of the cancellation. Only permits with a zero balance can be canceled.
o Remember to select the Profit or Nonprofit status as necessary, and the appropriate check boxes for authorizations on file, such as continuous mailers, CCA holders, CPP participants, QBRM, or ICM agreements.
o To avoid automatic cancellation of a permit imprint account for nonuse, select the Check to override automatic cancellation for non use check box. The account can only be manually canceled when this check box has been selected. To remove immunity to automatic cancellation, clear the check box.
o To avoid automatic cancellation of nonprofit privileges for a nonprofit organization, select the Check to override automatic cancellation check box. This check box only appears for nonprofit corporations. The account can only lose nonprofit status if a clerk manually changes the setting when this check box has been selected. To remove immunity to automatic cancellation, clear the check box.
o To manage address or contact information for the displayed account, click the Click here to manage additional addresses, mailing agents and contacts link. Changing an address changes that address for all accounts linked to that company. For more information, see Managing Addresses and Managing Contacts.
o To delink permits for separate addresses, click the Click here to delink permits for separate addresses link. For more information, see Delinking Permit Addresses.
o If the mailer participates in incentive programs, the check box is automatically selected. This check box can only be edited by users with access to Admin - Help Desk features.
o If no address changes were made, enter your ACE password in the override box.
1. Click Submit when done.
2. If necessary for nonprofit authorization, select whether the nonprofit authorization number belongs to the company edited or to the nonprofit authorization company on record. Select the appropriate boxes to keep or change organization names and addresses, then click Cancel Match (to return to the previous page and reenter the authorization number) or Approve Match (to continue). Click Yes in the dialog box. Generally, do not change the organization on record. Nonprofit authorization numbers are national, so the same number should not be used for two different organizations, even if those organizations submit mailings to different Post Offices.
3. If editing a Periodicals or Pending Periodicals account, make any changes. To change the effective date or denial date of a pending Periodicals account, click the Edit Effective Date, then enter the new date. This may affect the amount of money transferred. Ensure that any special permissions, such as those organizations participating in overnight drops (overnight mailers) or the Consolidate Periodicals Payment (CPP) program are selected. Click Continue to review the changes. Click Save Periodical.
4. Once your changes have been saved:
o To pay fees on the edited account, click Pay Fees. For more information, see Processing Fee Payments.
o To edit the account, click Edit.
o To add a different account, click Edit Another Account.
o To manage fee sharing for the account and any linked accounts, click Review Fee Sharing.
To perform other functions, click the appropriate link on the left menu bar.
Managing Addresses
This feature is available for the following group(s):
BMEU BRM
A company may have multiple addresses; all companies must have at least one address. By default, the first address entered is the correspondence address that receives all USPS communications. If a company has several permits, these addresses and contacts are used by all permits. Changing an address updates that address for all permits linked to the same company. To remove the link between a permit and the other permits owned by a company due to an address applicable only to that permit, see Delinking Permit Addresses.
NOTE: For simple address changes and other business changes, companies who have signed up for online access can make these changes themselves using Business Customer Gateway features. If at all possible, companies with online access should be encouraged to make these changes themselves to ensure their changes are available in all USPS systems without requiring the organization to contact multiple USPS offices. A note appears by the Valid Address check box if no valid online users exist for the corporation.
To manage addresses:
1. Click Customer Assistance on the left menu bar. Alternately, click Account Management on the left menu bar, then click Edit Permit/Periodical Account.
NOTE: The PostalOne! team recommends clicking Customer Assistance so you can view all permits that will be affected by address changes.
2. Search for and select the company.
3. On the Customer Assistance or Edit Permit Account page, click the Click here to manage additional addresses, mailing agents and contacts link. The Edit Permit Account - Addresses and Contacts page opens. The correspondence address displays by default. All other addresses list at the bottom of the page. Contacts are listed on the right side of the page, starting with the primary (main) contact.
4. To work with an address other than default, click the company name in the address list. If necessary, first limit the addresses displayed to the type of address you want to select.
5. To add a new address:
1. Click Add Additional Address. The Add Business Address dialog box opens.
2. Select the type of address. You can set the address as the Mailing Agent address (this replaces the correspondence address as the one that receives official USPS mail) or as a Physical address (an alternate location that will not receive mail).
3. Set whether or not the default contact is used with this account.
4. Enter a name for the address (such as "Finance Division" or another identifier), then enter the address.
5. To use an address entered previously for another permit, click Search. In the Search dialog box, enter the Company Name, DUNS Number, or ZIP Code of the company whose address you want to use. Click the small Use this address link under the address you want to use.
6. If necessary, click Bad Addr to indicate the address requires future correction.
7. Click Save.
8. Verify the new address, then click Close. Click Continue.
1. To edit the address displayed at the top of the page, click Edit Above Address. To edit any other address, first select the address, then click the Edit Above Address link. Make your changes, then click Save.
2. To delete the address displayed at the top of the page, click Edit Above Address. Click Delete. You can only delete mailing agent addresses.
3. To edit or delete a contact, or change the default contact, first select the address the contact is associated with, then click Edit Contact. To add a contact, select the associated address, then click Add New Contact. For more information, see Managing Contacts.
To perform another task, click the appropriate link on the left menu bar or click the Back to Edit Permit Account page link.
Delinking Permit Addresses
This feature is available for the following group(s):
BMEU BRM
A company may have multiple addresses; all companies must have at least one address. By default, the first address entered is the correspondence address that receives all USPS communications. If a company has several permits, these addresses and contacts are used by all permits. If a permit should not share addresses with other permits owned by the same company, you may need to delink the permit. You can only delink PI, PC, MT, OI, OM, and GH accounts. To update the addresses shared by permits for a company, see Managing Addresses.
NOTE: For simple address changes and other business changes, companies who have signed up for online access can make these changes themselves using Business Customer Gateway features. If at all possible, companies with online access should be encouraged to make these changes themselves to ensure their changes are available in all USPS systems without requiring the organization to contact multiple USPS offices. A note appears by the Valid Address check box if no valid online users exist for the corporation.
To manage addresses:
1. Click Account Management on the left menu bar, then click Delinking Permits for Separate Addresses. The Permit Account Search for Delinking page opens.
2. Enter the permit number and permit type. Alternately, search for a permit. To search for a permit:
1. Click Search. The Permit/Publication Search dialog box opens.
2. Enter a finance number, permit number, permit type, and/or company name of the desired permit.
3. Click Continue.
4. Select the company name, then click Continue. The Permit/Publication Search dialog box closes, and the selected permit number and type are completed for you on the Permit Account Search for Delinking page.
1. Click Continue.
2. If no permits are associated with the selected company, click Search again to repeat step 2.
3. Click the permit that should have a separate address, then click Delink. You can only delink one permit at a time. The Permit Delink Results page opens. The selected permit is now separate from all other permits that it formerly shared addresses with.
4. To change the address of the delinked permit, click Account Management on the left menu bar, then click Edit Permit/Periodical Account. For more information on editing accounts, see Editing and Canceling Accounts.
To perform another task, click the appropriate link on the left menu bar.
Managing Contacts
This feature is available for the following group(s):
BMEU BRM
A company may have multiple contacts; all companies must have at least one contact. By default, the first contact entered is the main contact that receives all USPS communications. If a company has several permits, these addresses and contacts are used by all permits.
NOTES:
• For simple contact changes and other business changes, companies who have signed up for online access can make these changes themselves using Business Customer Gateway features. If at all possible, companies with online access should be encouraged to make these changes themselves to ensure their changes are available in all USPS systems without requiring the organization to contact multiple USPS offices. A note appears by the Valid Address check box on the Edit Permit page if no valid online users exist for the corporation.
• This process updates the primary and secondary contacts for correspondence purposes. To update the primary contact for a business for another reason, see Managing Business Profiles.
To manage contacts:
1. Click Customer Assistance on the left menu bar. Alternately, click Account Management on the left menu bar, then click Edit Permit/Periodical Account.
NOTE: The PostalOne! team recommends clicking Customer Assistance so you can view all permits that will be affected by contact changes.
2. Search for and select the company.
3. On the Customer Assistance or Edit Permit Account page, click the Click here to manage additional addresses, mailing agents and contacts link. The Edit Permit Account - Addresses and Contacts page opens. The correspondence address displays by default. All other addresses list at the bottom of the page. Contacts are listed on the right side of the page, starting with the primary (main) contact.
4. To work with an address other than default, click the company name in the address list. If necessary, first limit the addresses displayed to the type of address you want to select. For more information on working with addresses, see Managing Addresses.
5. To add a new contact:
1. Click Add New Contact. The Add New Contact dialog box opens.
2. Select the type of contact. You can set the address as the main contact (this replaces the current main contact as the person who receives official USPS mail) or as an alternate contact (will not receive mail).
3. Enter the contact's name, phone number, and a valid e-mail address, if available. If the main contact does not have an e-mail address, USPS personnel will receive reminders to ask for an e-mail address when entering postage statements for the company. If desired, add any applicable notes. Notes are limited to 50 characters or less.
4. Click Save.
1. To edit or delete a contact, or change the default contact, first select the address the contact is associated with, then click Edit Contact. Make your changes, then click Save.
To perform another task, click the appropriate link on the left menu bar or click the Back to Edit Permit Account page link.
Managing Fee Sharing
This feature is available for the following group(s):
BMEU BRM
By default, the PostalOne! system does not share fees among accounts. Fee sharing is permitted for all Permit Imprint (PI), Metered (MT), Precanceled (PC), and Pending Periodicals (PP) permits linked to the same company or that appear similar enough to a company. This feature allows users to modify how fee sharing occurs. Users can choose to modify fee sharing when entering a fee payment.
Fees can be shared with accounts that belong to the same company. The easiest way to know what accounts belong to the same company is to look up the permit using the Customer Assistance feature. All permits that appear on the same page as the selected permit belong to the same company. Permits share a company when a user adds the permit to an existing permit during permit creation instead of clicking the New Account link. For more information on using Customer Assistance, see Viewing Account Status.
NOTE: Permits cannot share fees with another permit of the same type, i.e. Permit Imprint cannot share with another Permit Imprint.
To manage fee sharing:
1. Click Transactions on the left menu bar.
2. If necessary, select a finance unit and acceptance site.
3. Click Fee Payments.
4. Search for and click the Permit/USPS Pub No of one of the permits that should share fees. For more information about searching for permits, see Editing and Canceling Accounts.
5. Click the Click here to review permit fee sharing link.
6. Under the appropriate fee type, enter or click information as necessary, then click Continue. All existing linked permits display by default.
1. To share a fee with a listed permit, in the From Permit box, select a permit. Only permits with the applicable fee paid appear in the list.
2. To share a fee with a permit that is not listed on the page, in the To Permit box, click the permit type, and search for or enter the permit number. To search for a permit, click Search. Enter a permit number, permit type, and/or company name of the desired permit. Click Continue. Select the company name, then click Continue. The Permit/Publication Search dialog box closes, and the selected permit number and type are completed for you on the search page. In the From box, select the permit to share fees with the new permit.
3. To perform another search, click Another Search.
1. Click Submit.
To continue managing fee sharing for the select company, click Return to Fee Sharing. To accomplish any other task, click a link at the top of the page.
Deleting Accounts
This feature is available for the following group(s):
BMEU BRM
The PostalOne! system allows users to delete Ghost (GH), Metered (MT), and Precanceled Stamp (PC) accounts manually that have been inactive for longer than 35 days. All other account types cannot be deleted manually, only cancelled and removed during automatic inactivity deletions.
NOTE: Once an account has been deleted, the permit number is available for new permits.
To delete permit accounts manually:
1. Click Account Management on the left menu bar.
2. If necessary, select a finance unit and acceptance site.
3. Click Edit Permit/Periodical Account.
4. On the Permit Search page, enter search criteria to find the permit to delete, then click Search. The page displays a list matching your criteria. CAPS accounts are indicated by (CAPS) after the account name.
5. If you found the account you wish to delete, click Edit. If you did not find the account, to narrow or broaden the current search, click Modify Search Criteria.
6. On the Edit Permit Account page, in the Account Status list, click Cancel. In the Cancellation Reason list, click the deletion reason, then in the Cancellation Date box, enter the deletion date. Click Submit when done.
7. Click OK.
Periodicals
Assigning Periodicals Rate Codes
This feature is available for the following group(s):
BMEU BRM
All Periodicals accounts, with the exception of master accounts, must have a rate code assigned. Current rate codes are:
|Rate |Description |Mail Type |Out County AIC |In County |
|Code | | | |AIC |
|200 |General Publications |Regular |135 |224 |
|250 |Nonprofit |Special |135 |224 |
|300 |Classroom |Classroom |135 |224 |
|350 |Science of Agriculture |Sci of Agric |135 |224 |
|400 |Requester - Regular |Requester |135 |224 |
|410 |Requester - Nonprofit |Requester Special |135 |224 |
|420 |Requester - Classroom |Requester Classroom |135 |224 |
|430 |Requester - Science of Agriculture |Requester Sci of Agric |135 |224 |
|690 |Foreign Destinations: Other |Foreign |238 |- |
|695 |Foreign (pending) |Foreign |238 |- |
To change the rate code on an existing Periodicals account:
1. Click Account Management on the left menu bar.
2. If necessary, select a finance unit and acceptance site.
3. Click Edit Permit/Periodical Account.
4. On the Permit Search page, enter search criteria to find the permit to edit or delete, then click Search. The page displays a list matching the criteria.
5. Click Edit for the appropriate account. If the account is not found, to narrow or broaden the current search, click Modify Search Criteria, or to search for a different account, use the links at the bottom of the page. The Edit Permit Account page opens.
6. Make changes as needed, then click Submit. If no address changes were made, enter your ACE password. The Edit Periodical Account page opens.
7. In the Rate Code list, click the correct code. Click Continue. The Confirm Periodical Account page opens.
8. To finish, click Save Periodical. If it was added successfully, the Periodical Edited page opens. To cancel or edit any information, click Go Back.
9. To perform another task, click Back to Account Management, or to perform another function, click the appropriate link on the left menu bar.
Approving and Denying Pending Periodicals Accounts
This feature is available for the following group(s):
BMEU BRM
Clerks can add, pay fees for, reverse, and approve or deny pending Periodicals (PP) accounts. To pay fees, follow the steps detailed in the Processing Fee Payments section.
Pending Periodicals accounts have three balances: Available, Reserve, and Total. The Available balance is the amount of money the mailer can spend during the pending period. The Reserve balance is the PS Form 3602/3605 postage in excess of the postage deducted from the account for the PS Form 3541 mailing, and the amount of money the Postal Service will charge for mailings if Periodicals authorization is denied. The Total Balance is the sum of all deposits minus all charges at Periodicals rates (i.e. without Reserve monies withdrawn). Mailers can increase their Available and Total balances at any time by depositing funds.
When a clerk approves a pending Periodicals account, the PostalOne! system creates an approved Periodicals account (PE) from the pending account, then cancels the pending account. The Reserve amount is automatically transferred to the new approved Periodicals permit. A separate transfer moves any Available balance to the approved Periodicals account. Reports display all transactions that happened during the pending period under the new Periodicals permit number. Once approved, clerks attempting to perform transactions on the inactive pending account receive a message that an approved account exists, and the transactions cannot be done, even with an override. Accounts with negative balances cannot be approved.
If a pending Periodicals account is denied, the clerk must change the account status to reflect the denial, and enter the date. The entire amount in Reserve is deducted as revenue and the pending Periodicals permit is set to canceled.
To approve a pending Periodicals account:
1. Edit the account. For details, see Editing and Canceling Accounts.
2. Go to the second page by clicking Submit.
3. Select the Permit Approved check box, then enter the Approved USPS Pub Number and approval date in the Effective/Denial Date box. Click Continue.
4. To view the receipt, click Continue.
5. To print the Granted Receipt, click your browser Print button.
After it is approved and saved, you can print the Pending Periodicals Transactions Report. To do this, click Reports on the left menu bar, then click Pending Periodicals Transactions. For more information, see Viewing Pending Periodicals Transactions.
To deny the pending Periodicals account:
1. Edit the account. For details, see Editing and Canceling Accounts.
2. In the Account Status list, click Denied and enter the Cancellation Reason and Cancellation Date in the respective fields. You cannot deny an account if a negative balance would result. Click Submit.
3. Enter the date in the Effective/Denial date box. Click Continue.
4. To view the receipt, click Continue.
5. To print the Denied Receipt, click your browser Print button.
6. To process a refund, click Refund Balance to Customer, then complete the refund as necessary. For details, see Processing Refunds.
Entering an Exceptional Dispatch Authorization
This feature is available for the following group(s):
BMEU BRM
This feature allows you to authorize a publisher to deliver copies of a time-sensitive Periodicals publication, at their own expense and risk, by exceptional dispatch from the post office of original or additional entry to other post offices.
To authorize an exceptional dispatch:
1. Click Account Management on the left menu bar.
2. If necessary, select a finance unit and acceptance site.
3. Click Exceptional Dispatch. The Periodical Account Search page opens.
4. Enter the criteria for the publication. Click Search. The page displays the list of publications matching the criteria. Only Periodicals and Pending Periodicals with "active" status appear in search results.
5. Click the Publication number. The Exceptional Dispatch page displays fields for entering a new record and any existing exceptional dispatch points for the publication.
6. To authorize a new exceptional dispatch point:
a. Enter the information on the page, then click Confirm ZIP. It displays the city and state.
b. Click Add.
7. To view or edit an existing exceptional dispatch point, click the city name. The record displays in the page. To edit it, make changes as needed (or to cancel it, enter the cancel date and click a reason), then click Edit.
8. To print a letter for the postmaster or the customer, click Print in the appropriate column. The letter displays in a new window along with the Print dialog box. To print the letter, click Print.
To perform other functions, click the appropriate link on the left menu bar.
Entering Statements of Ownership
This feature is available for the following group(s):
BMEU BRM
The Statement of Ownership, Management, and Circulation (PS Form 3526) feature allows clerks to enter information regarding the extent and nature of a publication's circulation. Mailers can file this statement using the Business Customer Gateway, or a clerk can enter it for them.
NOTE: If an organization has not filed the Statement of Ownership, a reminder appears during postage statement entry once a week during September and October. After October 31, another warning appears stating the form is due, and clerks must perform an override to allow mailings for the permit.
To enter a Statement of Ownership:
1. Click Account Management on the left menu bar.
2. If necessary, click the appropriate finance unit and acceptance site. The page opens and displays a list of available features.
3. Click Statement of Ownership (Form 3526). The Statement of Ownership Search Qualified Publications page opens.
4. Enter information about the publication and click Search. The publication year is required. The Search Results page displays the list of publications matching the criteria. Only publishers who qualify are available. If only one account matches the search criteria, that page opens automatically and you can skip the next step.
NOTES:
o If processing PS Form 3526 for an original entry publication, and it is not listed on this page, ensure the account is not missing information. Click Home on the left menu bar, then click Edit Permit/Periodical Account. Search for the account. Click Submit on the first page, then ensure that the Official Classification list and the Originating Office ZIP Code are correct. Click Continue, then click Save Periodical on the next page. Next, start the Statement of Ownership process again, and the account should appear.
o If the publication has changed original entry office, reassign the statement of ownership to the new permit. For more information, see Reassigning Statements of Ownership.
1. Click the USPS Pub No. or the ISSN Number for the publication. PS Form 3526 opens.
2. Enter basic publication information and associated individuals (such as the publisher, editor, etc.). The number of issues published per year and Publisher are required.
o If Publisher, Editor, and Managing Editor are the same, select the Same as Publisher check box for the Editor and Managing Editor and the PostalOne! system will complete those fields with information from the Publisher fields.
o If Editor and Managing Editor are unnecessary, select the N/A check box.
o To verify address accuracy, select the AMS check box.
3. Add, edit, or delete owners and known bondholders, mortgagees, and other security holders. List all individuals or organization with more than a 1% interest in the ownership, bonds, mortgages, or securities.
o If no individual or organization holds any bonds, mortgages, or securities, select the None check box.
o If all owner information is on file at the origin entry office (where the permit was first requested), select the List of owners is in the publication file at the original entry office check box.
o To verify the accuracy of addresses, select the AMS check box.
o To add an individual or organization, click Add for the appropriate designation (owner, bondholder, etc.). In the dialog box, enter the full name and address of the individual or organization, then click Add. To cancel without saving the new entry, click Close.
o To update an individual or organization, click Edit for the appropriate designation (owner, bondholder, etc.). In the dialog box, update the full name and address of the individual or organization, then click OK. To cancel without saving the changes, click Cancel.
o To remove an individual or organization, select the appropriate name, then click Delete.
o To submit owner information from a file, select the Upload Owner Information check box, then click the Browse. Navigate to the file on your computer, then click the file. Click Open. Owner information cannot be an executable file; it should be either a text file (such as a .txt or .doc file) or a file with an image of the scanned information (such as a .gif or .pdf file).
4. For nonprofit organization, indicate if nonprofit authorization has changed in the past year. If not, click Has Not Changed During Preceding 12 months. If nonprofit authorization has changed, click Has Changed During Preceding 12 Months, then enter an explanation of the changes. This option only appears if the nonprofit authorization has been requested in the past for the permit.
5. Click Continue.
6. If necessary, on the address verification page, select the appropriate address. To accept the address as entered, click Accept This Address. Otherwise, select the appropriate address, then click Select Address at the bottom of the page. Repeat if necessary until all addresses have been verified. This is only necessary if the AMS check boxes were selected on the previous page.
7. Enter the issue date to use for circulation information, then click a Calculation Method option. To enter circulation information manually, click Manual. To have the system automatically complete circulation information based on mailings in the select year, click Automatic.
8. Enter circulation information and the name and title of the mailer approving (signing) the form, then select the certification check box. Signatory name, Issue Date and the certification check box are required.
9. To save as a draft, click Save as Draft. Otherwise, click Save as Final to submit the form. Drafts save all entered information, but the form is not listed as complete and does not appear as a completed form in USPS reports until a final version has been submitted.
10. Click OK in the message box to acknowledge that the Statement of Ownership, Management, and Circulation for the current year has been saved.
To perform another Statement of Ownership task, click the appropriate link on the left menu bar. To perform all other functions, click Home on the left menu bar, then click the appropriate link.
Reassigning Statements of Ownership
This feature is available for the following group(s):
BMEU BRM
When a publication changes original entry office, BMEU users must reassign the Statement of Ownership (PS Form 3526) to the new original entry office and permit.
NOTE: Before reassigning the Statement of Ownership, first ensure the new original entry office permit has been created.
To reassign PS Form 3526:
1. Click Account Management on the left menu bar.
2. If necessary, click the appropriate finance unit and acceptance site. Choose the finance number for the new entry office that requires the Statement of Ownership assigned to it.
3. Click Reassignment of Form 3526 to the Original Entry Office. The Statement of Ownership Reassign Original Entry Office page opens.
4. In the New Original Entry Office Information area, enter the permit number that should own the Statement of Ownership.
5. In the Original Entry Office Information area, enter the finance number in which the Statement of Ownership was originally filed, and the permit number to which it was attached.
6. Click Reassign.
To perform another Statement of Ownership task, click the appropriate link on the left menu bar. To perform all other functions, click Home on the left menu bar, then click the appropriate link.
Managing Periodicals Master Account Links
This feature is available for the following group(s):
BMEU BRM
You can add links to or remove links from approved Periodicals accounts (PE) for active Periodicals master accounts (PM) only.
To perform a task:
1. Click Account Management on the left menu bar.
2. If necessary, select a finance unit and acceptance site.
3. Click Master Account - Link/Delink.
4. On the Periodical Master Account Search page, enter search criteria to find the master account, then click Search. The page displays a list matching the criteria.
5. If necessary, click the master account number.
6. To link to an account, enter search criteria to find the subaccount, then click Search. Click Link next to the name of the account in the search results.
7. To remove a link to an account, select the account check box, then click Delink. Assign a balance if necessary by typing the number in the Allocate box, then click Delink.
To perform other functions, click the appropriate link on the left menu bar.
Viewing the Balance Log
This feature is available for the following group(s):
BMEU BMEU Reporting BRM Mailing Requirements
The Balance Log displays Pending Periodicals permit balances, and how those balances were affected by the change from the escrow concept of Pending Periodicals permits to the Available/Reserved/Total system now in use. This report never changes, but can be viewed for a single Pending Periodicals permit.
To view the Balance Log for a single Pending Periodicals account:
1. Click Customer Assistance or Balance and Fees on the left menu bar.
2. If necessary, select a finance unit and acceptance site.
3. On the Account Search page, enter search criteria to find the account, then click Search. The page displays a list of accounts. If only one account matches the search criteria, that page opens automatically and you can skip the next step.
4. Click the Permit/USPS Pub No of the account you wish to view.
5. Click Reserved Balance Log. The report opens in the same window. This report includes the date that the system changed, amount moved from the available balance to the reserved balance (if applicable), the total balance change, and available balance change.
To perform other functions, click the appropriate link on the left menu bar.
Nonprofits
Processing Nonprofit Applications
This feature is available for the following group(s):
BMEU
When a mailer submits a paper (hard copy) nonprofit application to a Post Office®, postal employees must enter the application into the PostalOne! system. The application is automatically forwarded to the Pricing and Classification Center (PCSC) once the local unit has approved it (electronically submitted applications) or entered it (hard copy applications). Supporting documentation is still required, and must either be in an acceptable format for inclusion in the application or presented separately in paper form at the Post Office that will process the nonprofit mailings. For information on which organizations are eligible to apply for nonprofit rates and questions about nonprofit status or supporting documentation, see the Business Mail 101 Nonprofit page. To enter nonprofit organization changes, submit PS Form 6015 (Nonprofit Database Change Request). For more information on sending changes, see Processing Nonprofit Changes.
NOTE:
• If a mailer has nonprofit authorization at one USPS location, the mailer has authorization at all locations. However, only USPS locations with access to the PostalOne! system can confirm that authorization by looking online. To alert a USPS site without PostalOne! access to nonprofit authorization, mailers must complete PS Form 3623 (Request for Confirmation of Authorization or Pending Application to Mail at Nonprofit Standard Mail Rates). Mailers with access to Owner features may submit PS Form 3623 online.
• Alternately, mailers may choose to submit the application using PostalOne! Owner features; in that case, the BMEU must review the application for completeness. Once the BMEU marks the application complete, the file is forwarded to the PCSC. If the BMEU that will process the nonprofit mailing does not have PostalOne! access, the application goes directly to the PCSC. For more information on approving electronically-submitted applications, see Reviewing Nonprofit Applications.
To submit an application for nonprofit status:
1. Click Nonprofit on the left menu bar.
2. If necessary, select a finance unit and acceptance site.
3. Click Add 3624.
4. On the Add General Information (Part 1) page, click the type of nonprofit organization and whether it is a place of worship, enter the complete name of the organization, enter address information, then enter or select the effective date. To select a date, click the calendar button ([pic]), then click the desired date. If the main address or alternate ("Alt") address should not be standardized (converted to standard USPS format to allow easier processing), clear the Standardize Address check box. Required fields are indicated by a red asterisk (*). Click Next.
5. In the Confirmation dialog box, click Yes to indicate that you verified no other application exists for the organization. Alternately, click No to exit the application process.
6. If necessary, select the mailer's address, then click Accept. This page only appears if multiple addresses match an entered address and address standardization is performed. To return to the previous page and enter the address again, click Reject.
7. On the Add General Information (Part 2) page, enter the applicant's name, title, and contact information. Enter or select the signature date of the application and select the Signed & Complete check box. To select the date, click the calendar ([pic]), then click the desired date. Click Next.
8. On the Add Eligibility page, select yes or no for all of the questions. If necessary, enter the Post Office locations. Click Next.
9. On the Add Attachments page, indicate which supporting documents have been supplied, then click Next:
a. For each document supplied, select the document type. The types include Nonprofit Evidence (nonprofit status document), Primary Purpose (organization description documentation), and Proof of Operation (standard operations details). The specific documents accepted are listed for each type.
b. If the mailer presented a paper (hard copy) form of the document, select the Paper check box.
c. If a supporting document will be provided in electronic format, click Browse. A browser dialog box opens. Navigate to the location of the file, then select the file. Click Open. The browser dialog box closes and the file name appears. Acceptable file formats include: Adobe Portable Document Format (.pdf), PaperPort Scanned Image (.max), Rich Text Format (.rtf), Microsoft Word (.doc), WordPerfect (.wpg), Microsoft Excel (.xls), ASCII Text (.txt), Joint Photographic Experts Group (.jpg), Graphics Interchange Format (.gif), and Bitmap (.bmp).
d. Click Add.
NOTE: You must click Add after each document or the document will not save.
e. To view a file in electronic form, click the file name. The file opens in another window. Close the window when done.
f. To delete a document from the list, click the Remove link next to the file.
Supporting documents must include at least one document as evidence of nonprofit status (waived for places of worship), a minimum of one document describing the organization goals, and at least two documents detailing standard operations. If not all documents have been presented, the application can be entered but not authorized until all documents are available.
10. On the Add Post Office Locations page, enter Post Offices as necessary, then click Next:
9.
o If necessary, enter the ZIP Code of the Post Office receiving the application, then click Select.
o Enter the ZIP Code of any additional Post Offices that will receive nonprofit mailings and an effective date, then click Select. Additional offices receive notification of nonprofit status. For offices with PostalOne! access (the P1! column displays a yes), this notification is automatic.
o To delete an additional office, click Remove.
9. On the Add Confirmation page, review your changes.
o To view an attached file, click the file name. The file opens in a separate window. Close the second window to exit the file.
o To abandon the application entirely, click Cancel.
o If information is not correct, click Back to return to the previous page and correct the information.
o If done, enter any comments, select Complete or Incomplete as appropriate, then click Save. To approve the application and forward it for PCSC consideration, select Complete. To save the application without submitting it, select Incomplete. Comments are required for Incomplete applications and optional for Complete ones.
10. To print a copy of the application, click your browser Print button to print the form for retention.
11. When done, click OK.
To return to a previous page or start a new task, click a link at the top of the page or on the left menu bar.
Reviewing Nonprofit Applications
This feature is available for the following group(s):
BMEU
Mailers can submit nonprofit applications through the PostalOne! system instead of presenting paper applications. Supporting documentation is still required, and must either be in an acceptable format for inclusion in the application or presented separately in paper form at the Post Office that will process the nonprofit mailings. Before the electronically-submitted application goes to the Pricing Classification Service Center (PCSC), the Post Office must first review the application and mark it as complete. Applications entered by postal employees are forwarded only after the application is marked complete.
For information on which organizations are eligible to apply for nonprofit rates and questions about nonprofit status or supporting documentation, see the Business Mail 101 Nonprofit page. To enter nonprofit organization changes, submit PS Form 6015 (Nonprofit Database Change Request). For more information on sending changes, see Processing Nonprofit Changes.
NOTE:
• If a mailer has nonprofit authorization at one USPS location, the mailer has authorization at all locations. However, only USPS locations with access to the PostalOne! system can automatically confirm that authorization. To alert a USPS site without PostalOne! access to nonprofit authorization, mailers must complete PS Form 3623 (Request for Confirmation of Authorization or Pending Application to Mail at Nonprofit Standard Mail Rates).
• If the Post Office that will process the nonprofit mailings lacks PostalOne! access, this entire process is skipped, and the application goes directly to the PCSC.
To review an application for nonprofit status:
1. Click Nonprofit on the left menu bar.
2. If necessary, select a finance unit and acceptance site.
3. Click List of Work. A list displays that includes all incomplete applications. Applications are incomplete when submitted by mailers or if a BMEU clerk saves as incomplete instead of complete.
4. To view an application in detail, click View. The View Status page opens.
o To view a particular part of the application, click a link at the top of the page. The options are the View Status page (application number and company name), View Gen'l Info (Part 1) (company full name and address), View Gen'l Info (Part 2) (contacts and contact information), View Eligibility (displays eligibility section), View Attachments (lists evidentiary documents supplied and format), and View PO Locations (lists Post Office of application and any additional Post Offices).
o To view all changes to the application, click History.
o On the View Attachments page, to view a particular attachment, click the attachment name. The attachment opens in another window. Close the new window when done viewing the attachment.
o To exit the application, click Cancel.
o To go to the application page prior to the current page, click Back.
o To go to the next page of the application, click Next.
1. To verify the application is complete, click Review. A summary of the application appears.
o To view an attached file, click the file name. The file opens in a separate window. Close the second window to exit the file.
o To close the application without saving changes, click Cancel.
o Enter any comments. This is required if the application is saved as Incomplete.
o Select Complete or Incomplete, then click Save. Even if the application is incomplete, clicking Save forwards the application to the PCSC.
o To withdraw the application from the authorization process, click Delete.
To return to a previous page or start a new task, click a link at the top of the page or on the left menu bar.
Processing Nonprofit Changes
This feature is available for the following group(s):
BMEU
Postal employees can enter changes to nonprofit organization information using PS Form 6015 (Nonprofit Database Change Request) in the PostalOne! system. This form updates the authorization information available nationally on the nonprofit and supports changes to:
• Organization name
• Primary or alternate addresses on file
• Telephone number
• (Primary) contact name, title, and/or email address
• Status (revocation of nonprofit status for cause or nonuse)
For information on online nonprofit applications, see Submitting Nonprofit Applications.
NOTE: Submitting this form does not update permits associated with the organization. Changes must be made separately to update permit information. For more information, see Editing and Canceling Accounts.
To submit changes to existing nonprofit information:
1. Click Nonprofit on the left menu bar.
2. If necessary, select a finance unit and acceptance site.
3. Click Add 6015.
4. On the Enter Authorization page, enter an existing authorization number, then select the check box(es) for the changes to be made to the nonprofit. Click Next. Changes can be organizational changes requested by the customer or nonprofit status revocation. If nonprofit status is revoked, no other change can be made at the same time. Nonprofit status can only be revoked for cause or for nonuse, not for both.
5. On the General Information page, select the check boxes for the type of change(s) to be made, then click Continue.
6. On the Specifics page, enter the new information, then click Continue. Required fields are indicated by a red asterisk (*). If your address should not be standardized (converted to standard USPS format to allow easier processing), select the Do not standardize my address check box.
7. On the Change Request Review page, review your changes.
o To review what standardization means, click standardized. A definition appears in a separate window. Click Close window when done.
o If the updated information is not correct, click Edit Updated Information or Back to return to the previous page and correct the information.
o If all information is correct, click Submit.
1. To print a copy of the change application, click Print. Another window opens and displays a Portable Document Format (.pdf) file version of the change request. Click your browser print button to print the form for retention in your files.
To return to a previous page, click a link at the top of the page.
Processing Nonprofit Refunds
This feature is available for the following group(s):
BMEU
Once nonprofit status has been authorized for a permit, any mailings performed during the authorization process should be charged nonprofit rather than commercial rates.
To process nonprofit refunds:
1. Click Message Center on the left menu bar.
2. If necessary, select a finance unit and acceptance site.
3. Click View Detailed Message(s). A list displays all recent nonprofit authorization activities for the listed finance number.
4. To indicate messages have been read, select the Complete check box for one or more activities. Click Mark Selected Messages Complete.
5. To cancel completion of selected messages, click Uncheck All.
6. To process a refund, click Process next to the authorization message. The Mailings Summary page opens.
7. To accept permit authorization and automatically process any refunds, click Continue. All postage statements charged to the account while nonprofit authorization was pending are reversed. The PostalOne! system automatically enters and charges the same postage statements with the new nonprofit rates.
8. To accept permit authorization, but not process any refunds due, click Accept Authorization without processing refund. While the permit appears as a nonprofit permit, any refunds must be manually processed later. For information on manually processing refunds, see Processing Refunds.
9. To exit without accepting the authorization or processing any refunds, click Cancel.
To return to a previous page or start a new task, click a link at the top of the page or on the left menu bar.
Account Transactions
Processing Adjustments
This feature is available for the following group(s):
BMEU BRM
Adjustments remove money from a trust account and deposit it into the selected AIC. To make minor changes to an electronically-submitted postage statement that has not yet been billed, see Adjusting Postage Statements.
To process an adjustment:
1. Click Transactions on the left menu bar.
2. If necessary, click the appropriate finance unit and acceptance site. The Transactions page displays a list of available transaction types.
3. Click Adjustments.
4. On the Account Search (Adjustments) page, enter search criteria, then click Search. The page displays a list matching your criteria.
5. Click the Permit/USPS Pub No of the account. If the account is not found, to narrow or broaden the current search, click Modify Search Criteria. To search for a different account, use the links at the bottom of the page.
6. If necessary, edit the permit to assign a location. If the permit does not have a location assigned, an error message appears and lists the permit without a valid location. Click the Click Here link to edit the account. Search for and edit the permit to assign a location, then begin entering the transaction again. For more information on editing accounts, see Editing and Canceling Accounts.
7. On the Adjustments page, click the location accepting the payment and enter all other information, then click Submit. The Confirmation page displays if the account has a sufficient balance for the transaction.
NOTE: You must know both the transaction number and date of the transaction to be adjusted. If the adjustment is for a CAPS account, the CAPS Customer Reference Number is required.
8. If the adjustment will result in a negative account balance, click OK or Cancel. Enter your password if necessary for an override, then click Submit again. The Confirmation page displays.
To perform other functions, click the Click Here to go back to the Dashboard link or a link at the top of the page, then click the appropriate link on the left menu bar.
Processing Certificates of Mailing
This feature is available for the following group(s):
BMEU
If necessary, postal employees can enter Certificates of Mailing to print and give to mailers. These certificates do not affect revenue reporting.
To process a Certificate of Mailing:
1. Click Transactions on the left menu bar.
2. If necessary, click the appropriate finance unit and acceptance site. The Transactions page displays a list of available transaction types.
3. Click Certificate of Mailing.
4. Enter all information as it appears on the paper copy of the certificate. Click Submit.
5. In the confirmation dialog box, click OK to accept the transaction, or Cancel to modify it further.
6. To print a copy of the transaction, click Printable Copy, then in the new window, click Print on your browser toolbar. Close the Printable Copy Browser window when done.
7. To record another certificate, on the Certificate of Bulk Mailing page, click New Transaction.
To perform other functions, click the appropriate link at the top of the page.
Processing Deposits
This feature is available for the following group(s):
BMEU BRM
Deposits can only add money to accounts; to correct an erroneous deposit, reverse the deposit and then enter a new deposit for the correct amount, or transfer funds.
NOTE: The Deposits link may not be available in the PostalOne! system for your location if your site has Point-of-Sale (POS) machines capable of recording deposits; such sites automatically transmit the deposit to the PostalOne! system from the POS machine.
To process a deposit:
1. Click Transactions on the left menu bar.
2. If necessary, click the appropriate finance unit and acceptance site. The Transactions page displays a list of available transaction types.
3. Click Deposits.
4. On the Account Search page, enter search criteria, then click Search. The page displays a list matching your criteria.
5. Click the Permit/USPS Pub No of the account. If the account is not found, to narrow or broaden the current search, click Modify Search Criteria, or to search for a different account, use the links at the bottom of the page.
6. If necessary, edit the permit to assign a location. If the permit does not have a location assigned, an error message appears and lists the permit without a valid location. Click the Click Here link to edit the account. Search for and edit the permit to assign a location, then begin entering the transaction again. For more information on editing accounts, see Editing and Canceling Accounts.
7. On the Deposit page, click the location, enter the amount of the deposit and the date of the deposit, add any comments, then click Submit.
8. To process another deposit to the same account, on the Confirmation page, click Another Deposit to the Same Account.
9. To process another deposit to a different account, on the Confirmation page, click Another Deposit.
To perform other functions, click the appropriate link at the top of the page.
Processing Fee Payments
This feature is available for the following group(s):
BMEU BRM
Fees must be paid for permit applications before other fees can be paid.
To process fee payments:
1. Click Transactions on the left menu bar.
2. If necessary, click the appropriate finance unit and acceptance site. The Transactions page displays a list of available transaction types.
3. Click Fee Payments. The Account Search (Fee Payments) page opens.
4. Enter search criteria, then click Search. The page displays a list matching your criteria.
5. Click the Permit/USPS Pub No of the account. If the account is not found, to narrow or broaden the current search, click Modify Search Criteria. To search for a different account, use the links at the bottom of the page.
6. If necessary, edit the permit to assign a location. If the permit does not have a location assigned, an error message appears and lists the permit without a valid location. Click the Click Here link to edit the account. Search for and edit the permit to assign a location, then begin entering the transaction again. For more information on editing accounts, see Editing and Canceling Accounts.
7. To share fees or view fee sharing information, click the Click here to review Fee Sharing link. For more information, see Managing Fee Sharing.
8. On the Fee Payment page, click the location accepting the payment in the Location drop-down menu, select all applicable fees to be paid, and enter the fee payment date (which cannot be in the future), then click Submit.
9. To record fees paid on another account, on the Confirmation page, click Another Fee Payment.
To perform other functions, click Transactions at the top of the page, then click the appropriate link on the left menu bar.
Processing FOIA Transactions
This feature is available for the following group(s):
BMEU BRM
Clerks can record Freedom of Information Act (FOIA) fee transactions in the PostalOne! system.
To record a FOIA fee:
1. Click Transactions on the left menu bar.
2. If necessary, click the appropriate finance unit and acceptance site. The Transactions page displays a list of available transaction types.
3. Click FOIA.
4. On the Account Search page, enter search criteria, then click Search. The page displays a list matching your criteria.
5. Click the Permit/USPS Pub No of the account. If the account is not found, to narrow or broaden the current search, click Modify Search Criteria. To search for a different account, use the links at the bottom of the page.
6. If necessary, edit the permit to assign a location. If the permit does not have a location assigned, an error message appears and lists the permit without a valid location. Click the Click Here link to edit the account. Search for and edit the permit to assign a location, then begin entering the transaction again. For more information on editing accounts, see Editing and Canceling Accounts.
7. On the FOIA page, click the location accepting the payment and enter all other information, then click Submit. If the transaction will result in a negative balance, click OK to continue.
NOTE: You must enter both transaction number and date. The PostalOne! system does not allow a date without a transaction number or vice versa.
8. To record another FOIA transaction, on the Confirmation page, click Another FOIA.
To perform other functions, click Transactions at the top of the page, then click the appropriate link on the left menu bar.
Processing Refunds
This feature is available for the following group(s):
BMEU BRM
Refunds can occur only from accounts with sufficient funds to cover the refund; no overrides are possible.
NOTE: To refund rate differences on a permit recently granted nonprofit authorization, see Processing Nonprofit Refunds.
To process refunds:
1. Click Transactions on the left menu bar.
2. If necessary, click the appropriate finance unit and acceptance site. The Transactions page displays a list of available transaction types.
3. Click Refunds.
4. Search for the permit account. When searching for a permit account, on the Account Search page, enter search criteria, then click Search. The page displays a list matching your criteria.
5. Click the Permit/USPS Pub No of the account. If the account is not found, to narrow or broaden the current search, click Modify Search Criteria. To search for a different account, use the links at the bottom of the page.
6. If necessary, edit the permit to assign a location. If the permit does not have a location assigned, an error message appears and lists the permit without a valid location. Click the Click Here link to edit the account. Search for and edit the permit to assign a location, then begin entering the transaction again. For more information on editing accounts, see Editing and Canceling Accounts.
7. Select the type of refund, then click Submit.
8. Enter the details of the refund, including the amount of the refund, then click Submit. Comments must 50 characters or less.
9. To process another refund, on the Confirmation page, click Another Refund.
To perform other functions, click the appropriate link at the top of the page.
Processing Reversals
This feature is available for the following group(s):
BMEU BRM
Transactions cannot be modified in the PostalOne! system. To correct an error, reverse the erroneous transaction and enter the correct transaction, or transfer funds between accounts.
NOTE: With the exception of combined postage statements, payments made as part of the Consolidated Periodicals Payment (CPP) program, automatically or scheduled by a mailer or postal employee, can only be reversed from the Consolidated Payment Request pages. For combined postage statements, perform a standard reversal once all statements in the mailing have "FIN" status. For more information, see Managing CPP Payments.
To reverse a transaction:
1. Click Transactions on the left menu bar.
2. If necessary, click the appropriate finance unit and acceptance site. The Transactions page displays a list of available transaction types.
3. Click Reversals.
4. Search for the transaction to reverse. When searching for a transaction, on the Transaction Search (Reversals) page, enter search criteria, then click Search. Click the transaction number. The page displays a list matching your criteria. You can search by entering the transaction number, or by entering account number, account type, transaction type, and a date range. If you search using criteria other than transaction number, a date range for the transaction is required.
NOTE: If you reverse a postage statement with a linked eMIR report, the link is automatically moved to the eMIR problem report.
5. If necessary, edit the permit to assign a location. If the permit does not have a location assigned, an error message appears and lists the permit without a valid location. Click the Click Here link to edit the account. Search for and edit the permit to assign a location, then begin entering the transaction again. For more information on editing accounts, see Editing and Canceling Accounts.
6. On the Reversal page, click the reason for the reversal, enter any comments and your password. If another employee is available to concur with the override, have them enter their ACE ID and password as well. If no one is available, another employee must concur with your reversal later.
7. Click Reverse this Transaction.
8. If a fee is being reversed, and a mailing has been finalized using that fee, click OK to verify the reversal should continue. To abandon the fee reversal, click Cancel.
9. To process another reversal, on the Confirmation page, click Another Reversal.
To perform other functions, click the appropriate link at the top of the page.
Processing Transfers
This feature is available for the following group(s):
BMEU BRM
Transfers move funds from one account to another; do not use a transfer to record a deposit.
To transfer funds from one account to another:
1. Click Transactions on the left menu bar.
2. If necessary, click the appropriate finance unit and acceptance site. The Transactions page displays a list of available transaction types.
3. Click Transfers. The Account Search (Transfers) page opens.
4. Enter the search criteria for the permit account from which funds will be removed, then click Search. The page displays accounts matching your criteria.
5. If necessary, edit the permit to assign a location. If the permit does not have a location assigned, an error message appears and lists the permit without a valid location. Click the Click Here link to edit the account. Search for and edit the permit to assign a location, then begin entering the transaction again. For more information on editing accounts, see Editing and Canceling Accounts.
6. Click the account's Permit/USPS Pub No. If the account is not found, narrow or broaden your search criteria using the links at the bottom of the page.
7. Enter all information. If you enter an amount that will result in a negative balance in the "Transferring From" account, the page displays a warning message.
8. To enter the permit account that will receive the funds, click the type of account, enter the permit number, then click Enter. The PostalOne! system fills in the receiving ("Transferring To") account information. You cannot enter the permit name directly, and a warning will appear if the recipient account has been cancelled.
9. When complete, click Submit. The Confirmation page displays the details of the transfer.
10. To process another transfer, click Another Transfer.
To perform other functions, click the appropriate link at the top of the page.
Managing CPP Payments
This feature is available for the following group(s):
BMEU BRM
Mailers participating in the Consolidated Periodicals Payment (CPP) program and submitting postage statements using Mail.dat files can schedule a payment date for Periodicals mailings, have a postal employee schedule a date, or have the PostalOne! system automatically deduct payment. Electronic payment is available for single edition, combined, or consolidated Periodicals mailings, including enclosures within a Periodicals mailing, provided the permit charged is a CPP permit and linked to a CAPS debit account.
Once a postal employee has set a postage statement to "FPP" (Finalized, Postage Pending), mailers or postal employees can choose to pay for the mailing any time prior to the automatic account debit allowed by the CPP program. Payment cannot be scheduled after the automatic payment date. Automatic debits occur:
• If the last mailing date plus 14 days is less than 45 days away, the PostalOne! system automatically deducts payment 14 days after the statement gains FPP status.
• If the last mailing date is more than 45 days away when the 14 day period is included, the PostalOne! system automatically deducts payment 45 days after the statement gains FPP status.
Once a postage statement has been paid (indicated by "FIN" status on the Dashboard), no further changes to the payment schedule can be made. For combined statements paid using CPP, perform a standard reversal only after all statements in the mailing have FIN status; for all other postage statements, use the payment reversal option in the steps below. For information on standard reversals, see Processing Reversals.
To manage CPP payments:
1. Click Transactions on the left menu bar.
2. Click CPP Request. The Permit Search Results Page opens and displays all available CPP Periodicals permits, including an ISSN number when available.
3. Click a permit. The Consolidated Payment Request - Home page opens.
4. To view a summary of all postage statements in the mailing with individual totals, click an Issue Date link. The Summary Receipt page opens. To view an individual postage statement receipt, click a PS link. For more information, see Viewing Postage Statements.
5. To view an individual postage statement receipt, expand the mailing Issue Date (click [pic]). Expand the location, then click a PS link. For more information, see Viewing Postage Statements.
6. To download a summary of a particular transaction (including all child postage statements, where applicable):
1. Click the Details icon ([pic]) next to the transaction. The Download Transactions Report dialog box appears.
2. If necessary, click Yes in the browser Security dialog box(es).
3. Click the format you want to download your transactions in, then click Download. The options are a Microsoft Excel spreadsheet (.xls) file, a Comma Separated Values (.csv) file, which is a text file with the values separated by commas, or an Adobe Portable Document Format (.pdf) file. Microsoft Excel can be used to open a .csv or .xls file.
4. If necessary, click Save in the File Download dialog box.
5. Navigate to the location you want to save the file in, and give it a name that will be easy to remember. Click Save. Although other options are available, you must click Save to keep a copy of the transaction summary on your computer. If necessary, click Close in the browser dialog box. Click Close Window in the Download Transactions Report dialog box when done.
1. To schedule a payment:
1. Click Add Payment.
2. Enter search criteria to find the mailing to pay for. Permit number is automatically entered Select Issue Date or Issue Number in the Search By box, and enter the Issue Date, Volume Number, and/or Issue Number. The default search is by Issue Date. Enter the date the payment should be made, then click ADD PAYMENT REQUEST. To exit without adding a new payment, click CANCEL.
3. On the Add Payment page, select the Add check box. Selecting the Add check box for a location or issue date adds all postage statements under that location or issue date. To view a postage statement, expand the Issue date, then expand the location. Click the PS link. To return to the Modify Payment page, click your browser Back button.
4. Click ADD PAYMENT REQUEST. To exit without adding the new payment, click ABANDON.
2. To edit a scheduled payment that has not yet been paid, click Modify Payment in the Details column. Make your changes, then click Submit. To exit without making changes, click Abandon. Available changes are:
7.
o To change the payment date, enter a new payment date.
o To view a postage statement, expand the Issue date, then expand the location. Click the PS link. To return to the Modify Payment page, click your browser Back button.
o To remove a postage statement from the scheduled payment date, select the Remove check box next to the statement. Selecting the Remove check box for a location or issue date adds all postage statements under that location or issue date. This option is only available for mailings that contain more than one postage statement.
o To add a payment to the scheduled payment date, select the Add check box. Selecting the Add check box for a location or issue date adds all postage statements under that location or issue date.
7. To reverse a payment:
8.
a. Expand the mailing Issue Date, then expand the location. Click Reverse Payment.
b. Select the Reverse check box for the statement(s) to reverse. Selecting the Reverse check box for a location or issue date adds all postage statements under that location or issue date.
c. Click the reason for the reversal and enter any comments and your password. Comments must be 50 characters or less.
d. Click SUBMIT. Alternately, to exit without reversing the payment, click ABANDON.
CPP Payments can only be reversed from this page.
9. To view previous payments, click Display Payment History. By default, the last year of payments displays. Results are limited to the permit previously selected.
9.
o If necessary, narrow down the results to view just the desired payments by entering search criteria, then clicking Search. Available criteria includes: Payment Date range (begin and end dates), Job ID, Issue Date, Issue Number, and Volume Number.
o If your search or the default returned more transactions than can display on one page, click First to return to the initial page of results, Previous to return to the page of results viewed prior to the current one, Next to view the page of results following the current one, or Last to view the final page of results. Alternately, enter a specific page of results, then click Go to view a specific page.
o To view all records on a single page, click Display All Records.
o To view a summary of all postage statements in the mailing with individual totals, click an Issue Date link. The Summary Receipt page opens.
o To view an individual postage statement, expand the mailing Issue Date (click [pic]). Expand the location, then click a PS link.
o To download transaction details, click the Details ([pic]) icon next to the transaction, and follow the instructions in step 6.
To return to a previous page, click a link on the left menu bar or a link at the top of the page.
Return Services
Processing Business Reply Transactions
This feature is available for the following group(s):
BMEU BRM
Prior to processing Business Reply Mail, accounts should have a balance sufficient to pay for the transaction and all account fees should be up-to-date. Business Reply Mail transactions cannot be performed on master accounts. The following steps apply to invoices including domestic Business Reply Mail, Bulk Parcel Return Services (BPRS), and International Business Reply Services (IBRS).
NOTE: If an override must be performed, the PostalOne! system prompts you for your password.
To process Business Reply Mail:
1. Click Transactions on the left menu bar.
2. If necessary, click the appropriate finance unit and acceptance site. The Transactions page displays a list of available transaction types.
3. Click Business Reply. The Permit Account Search page opens.
4. Enter search criteria, then click Search. The page displays a list matching your criteria.
5. Click the Permit/USPS Pub No number.
6. If necessary, click Continue to continue processing the transaction if the permit has a bad address or is missing an email address. Click the Edit link to edit the account if the account can be updated before the transaction is processed.
NOTE: If the permit is missing a location or assigned to a different cost center, you will be unable to process BRM transactions and an error message appears on this page. Click the Edit link to edit the account and assign a location. To correct the account later, click Continue. Cost Center is automatically assigned based on the location selected. For more information on editing accounts, see Editing and Canceling Accounts.
7. Click a type of invoice to process. These links are not available if the account fees have not been paid. IBRS and QBRM transactions also require the account have check boxes selected indicating required paperwork is on file. To enable IBRS or QBRM transactions, edit the account and select the appropriate check boxes.
8. If entering a domestic business reply invoice, click the type of mail, then click Continue. The available transactions vary based on the fees paid on the account. Click the type of business reply mail. If entering an international Business Reply Mail invoice, skip this step.
9. On the Postage page, enter the number of mail pieces and postage for each applicable weight. Click the weight, nonmachinable surcharge, location, and zone if applicable, then click Continue.
10. Review the transaction. If necessary, select the check box acknowledging the transaction is greater than $2,500.00. If an override is required, enter your password. Click Submit or Save as Pending (if the transactions results in or is on an account with a negative balance). For information on completing pending transactions, see Processing Pending Reply Mail.
11. To print a copy of the transaction, click Print, then in the new window, click Print.
12. To enter another invoice for the same account, on the Confirmation page, click New Transaction on the Same Account. Domestic invoices will start this process again at step 6 of this process. International invoices will start on step 7 of this process.
To perform other functions, click the appropriate link at the top of the page or on the left menu bar.
Processing Weight Averaged Mail
This feature is available for the following group(s):
BMEU BRM
Accounts should have a balance sufficient to pay for the transaction and all account fees should be up-to-date prior to processing weight averaged mail. This process refers to Weight Averaged BRM transactions; for information on Merchandise Return Weight Averaged transactions, see Processing Merchandise Return Transactions.
NOTE: If an override must be performed, the PostalOne! system will prompt you for your password.
To process weight averaged transactions:
1. Click Transactions on the left menu bar.
2. If necessary, click the appropriate finance unit and acceptance site. The Transactions page displays a list of available transaction types.
3. Click Business Reply. The Permit Account Search page opens.
4. Enter search criteria, then click Search. The page displays permit accounts meeting your criteria.
5. Click the Permit/USPS Publication Number. The Fees and Invoicing page opens.
6. If necessary, click Continue to continue processing the transaction if the permit has a bad address or is missing an email address. Click the Edit link to edit the account if the account can be updated before the transaction is processed.
NOTE: If the permit is missing a location or assigned to a different cost center, you will be unable to process BRM transactions and an error message appears on this page. Click the Edit link to edit the account and assign a location. To correct the account later, click Continue. Cost Center is automatically assigned based on the location selected. For more information on editing accounts, see Editing and Canceling Accounts.
7. At the bottom under Invoicing, click Weight Averaged. The Weight Averaged Data Input Screen opens.
8. Complete all applicable information, then click Continue.
9. Review the transaction. If necessary, select the check box acknowledging the transaction is greater than $2,500.00. If an override is required, enter your password. Click Submit or Save as Pending (if the transactions results in or is on an account with a negative balance). For information on completing pending transactions, see Processing Pending Reply Mail.
10. To print a copy of the transaction, click Print, then in the new window, click Print. Close the printable copy browser window when done.
11. To enter another invoice for the same account, on the Confirmation page, click New Transaction on the Same Account. The PostalOne! system will open the Weight Averaged Data Input Screen again, and users can continue from step 7 of this process.
To perform other functions, click the appropriate link at the top of the page.
Processing Postage Due Transactions
This feature is available for the following group(s):
BMEU BRM
Accounts should have a balance sufficient to pay for the transaction prior to processing postage due. If the account is a Business Reply (BR) account rather than a Postage Due (PD) account, enter a Business Reply Mail transaction instead and use the Postage Due lines instead of entering a Postage Due transaction. For more information, see Processing Business Reply Mail Transactions.
NOTE: If an override must be performed, the PostalOne! system prompts you for your password.
To process postage due transactions:
1. Click Transactions on the left menu bar.
2. If necessary, click the appropriate finance unit and acceptance site. The Transactions page displays a list of available transaction types.
3. Click Postage Due.
4. On the Permit Account Search page, enter search criteria, then click Search. Click the Permit/USPS Pub No. The page displays a list matching your criteria. Click the permit.
5. If necessary, click Continue to continue processing the transaction if the permit has a bad address or is missing an email address. Click the Edit link to edit the account if the account can be updated before the transaction is processed.
NOTE: If the permit is missing a location or assigned to a different cost center, you will be unable to process BRM transactions and an error message appears on this page. Click the Edit link to edit the account and assign a location. To correct the account later, click Continue. Cost Center is automatically assigned based on the location selected. For more information on editing accounts, see Editing and Canceling Accounts.
6. On the Postage Due page, complete all applicable information, then click Continue.
7. If an override is required, click OK in the dialog box, or to modify it further, click Cancel.
8. Review the transaction. If necessary, select the check box acknowledging the transaction is greater than $2,500.00. If an override is required, enter your password. Click Submit or Save as Pending (if the transactions results in or is on an account with a negative balance). For information on completing pending transactions, see Processing Pending Reply Mail.
9. To print a copy of the transaction, click Print, then in the new window, click Print.
10. To enter another postage due invoice for the same account, on the Confirmation page, click New Transaction on the Same Account. The PostalOne! system will open the Postage Due page again, and users can continue from step 5 of this process.
To perform other functions, click the appropriate link at the top of the page.
Processing Return Services Transactions
This feature is available for the following group(s):
BMEU BRM
Accounts should have a sufficient balance to pay for the transaction and all account fees up-to-date prior to processing return services transactions.
NOTE: If an override must be performed, the PostalOne! system prompts you for your password.
To process merchandise returns:
1. Click Transactions on the left menu bar.
2. If necessary, click the appropriate finance unit and acceptance site. The Transactions page displays a list of available transaction types.
3. Click Postage and Extra Services. The Permit Account Search page opens.
4. Enter search criteria, then click Search. The page displays a list matching your criteria.
5. Click the Permit/USPS Pub No. The Fees and Invoicing page opens.
NOTE: If the permit is missing a location, you will be unable to process merchandise return transactions until one has been assigned and an error message will appear on this page. Click the Edit link to edit the account and assign a location. To correct the account later, click Continue. Cost Center is automatically assigned based on the location selected. For more information on editing accounts, see Editing and Canceling Accounts.
6. If necessary, edit the account addresses. If one or more of the accounts used in the mailing have an address marked as a "bad address" or are missing an e-mail account, a page appears listing the accounts. If no address information is bad or missing, skip this step.
o To correct an address, click Edit. The PostalOne! system opens the Edit Permit Account page, and you can change any information using the links on this page. When done, click Submit. You will have to start over entering the postage statement.
o To continue without editing address information, click Continue.
1. Click the type of transaction:
o To enter transactions at the per piece rate, click Postage and Extra Services. The Return Services Postage and Extra Services Data Input page opens. By default, six lines are provided to enter the number of pieces at each mail class for each Extra Service combination.
o To enter an average for the total number of pieces and postage by mail class, click Postage Due Weight Averaging. The Return Services Postage Due Weight Averaging Data Input page opens. This is only available if the account is authorized for this type of transaction.
This link is not available if the account fees have not been paid.
2. Complete all applicable information, then click Continue.
o To enter additional lines for Postage and Extra Services transactions, click Add New Line.
o For weight-averaged transactions, the average must be entered for each applicable mail class in the mailing, rather than a lump sum for all mail classes. Only mail classes the mailer is authorized to use appear.
o If multiple extra service fees apply for a particular item, click the first service charged from the Select Extra Service Fee list, then click Add Extra Service. Repeat for the second service and so on until all extra services have been charged.
o To change an extra service fee, click the correct fee in the Select Extra Service Fee list, then in the confirmation dialog box, click OK to save the change. To cancel without saving changes, click Cancel.
3. If necessary, click OK to acknowledge an override will be required for the transaction.
4. Review the transaction. If necessary, select the check box acknowledging the transaction is greater than $2,500.00. If an override is required, enter your PostalOne! password and get another employee to enter their concurrence, if possible. Click Submit.
NOTE: If the transaction results in a negative balance, the mail should not be given to the account holder until payment is made. Payment can be indicated using the BRM Pending Transactions link on the Transactions page. For more information, see Concurring With Transactions.
5. To print a copy of the transaction, click Print, then in the new window, click Print.
6. To generate another invoice for the same account, on the Confirmation page, click New Transaction on the Same Account. The PostalOne! system will open the Merchandise Return Services Postage and Extra Services Data Input page again, and users can continue from step 3 of this process.
To perform other functions, click the appropriate link at the top of the page.
Processing Parcel Return Transactions
This feature is available for the following group(s):
BMEU BRM
Parcel Return Services invoices are only available for CAPS Permit accounts. All accounts should have a balance sufficient to pay for the transaction and all account fees should be up-to-date prior to processing invoices.
NOTE: If an override must be performed, the PostalOne! system will prompt you for your password.
To process parcel return transactions:
1. Click Transactions on the left menu bar.
2. If necessary, click the appropriate finance unit and acceptance site. The Transactions page displays a list of available transaction types.
3. Click Business Reply. The Permit Search page opens.
4. Enter search criteria, click Search, then click the account number you want to charge the transaction. The Fees and Invoicing page opens.
5. If necessary, click Continue to continue processing the transaction if the permit has a bad address or is missing an email address. Click the Edit link to edit the account if the account can be updated before the transaction is processed.
NOTE: If the permit is missing a location or assigned to a different cost center, you will be unable to process BRM transactions and an error message appears on this page. Click the Edit link to edit the account and assign a location. To correct the account later, click Continue. Cost Center is automatically assigned based on the location selected. For more information on editing accounts, see Editing and Canceling Accounts.
6. Click Parcel Return Services. This link is not available if the account fees have not been paid or for any account other than CAPS accounts.
7. Enter the type of mail, then click Continue. If necessary, select the postage types, then click Continue again.
8. Enter the invoice details, then click Continue. A CAPS Customer ID is required.
9. Review the transaction. If necessary, select the check box acknowledging the transaction is greater than $2,500.00. If an override is required, enter your password. Click Submit.
10. To print a copy of the transaction, click Print, then in the new window, click Print.
11. To enter another parcel return invoice for the same account, on the Confirmation page, click New Transaction on the Same Account. The PostalOne! system will open the Parcel Return Services Mail Type page again, and users can continue from step 6 of this process.
To perform other functions, click the appropriate link at the top of the page.
Postage Statements
Using the Dashboard
This feature is available for the following group(s):
BMEU
The Dashboard Management System allows users to search for or click a link to view postage statements submitted electronically to the PostalOne! system. Additionally, users can save their preferred settings for searches and results. The Dashboard Management System page is divided into several sections:
• The first section displays an overview of the workload for the finance number - all postage statements in the active acceptance site by status for a one year time period. The postage statement counts are divided by elapsed time until the mailer-submitted mailing date into all statements with processing due within eight hours, between eight and twenty-four hours ago, and statements with processing overdue by a day or more. Clicking the number of postage statements in a category launches the search results page with just the selected postage statements displayed.
• The second section displays alerts and any jobs that qualify as dormant or frozen. A job is considered dormant if it includes postage statements prior to finalization and has had no activity by the mailer or postal employees for seven or more days as set by acceptance unit management. A job is frozen during postage statement finalization, if the statements are older than 60 days, or if the statement has been checked in (JAT Arrival Time). While frozen, mailers cannot update or cancel the statement or associated worksheets. Additionally, this section provides a link to a list of all mailers who can no longer receive Address Change Service (ACS) information due to overdue ACS charges.
• The third section allows users to search for a specific mailing, and offers basic and advanced settings. No jobs display until a search is performed or a workload link is clicked. Users can perform an advanced search for all statements with verification due or deleted containers. The Search Results page displays all jobs that meet the criteria. Users can click the Job ID to view additional details on the job, or the Postage Statement ID number to view the postage statement.
• The fourth section displays a summary of jobs by status in the selected time frame. Click a link in this section returns the Search Results page with all jobs with the selected status.
• The fifth section displays a summary of jobs by mail class in the selected time frame. Clicking a link in this section returns the Search Results page with all jobs claiming the selected mail class. International postage statements are indicated by all lowercase letters, followed by the PS Form 3700 part, while domestic statements are all uppercase and include the mail class name.
• The last section of the page allows users to set their own custom options for the Dashboard Management System. Users may even use the My Settings section to name and save a frequently-used search.
By default, the second and third sections display at least a partial view, and all other sections require the user to click a show/hide link to display.
To use the Dashboard:
1. Click Dashboard on the left menu bar.
2. If necessary, click the appropriate finance unit and acceptance site. The Dashboard displays all jobs associated with the selected provider location.
3. Click show/hide in the top right corner of the Workload Overview section to display jobs with mailing dates overdue by 24 hours or more, between 8-24 hours ago, and within the last 8 hours. You can click on any of the headings in this section to display the complete list of statuses and change the criteria you want to view. For example, instead of INC (incomplete), select the arrow and choose NAP (not available for processing). All statuses are available. A link will only appear if there are jobs with that particular status. For more information, see Viewing Dashboard Search Results.
4. To view mailer Customer Registration IDs (CRIDs) where ACS information has been disabled due to overdue ACS charges, click Uncollected ACS Fees. A dialog box opens and displays all CRIDs that can no longer receive ACS information due to overdue charges. When done viewing the dialog box, click the Close button ([pic]) to exit.
5. To view jobs that have not been updated within the past week or two, click Dormant Jobs. The Search Results page opens with only those jobs considered dormant. If a dormant job must be cancelled, this link is the only way to access the cancellation feature. For more information, see Viewing Dashboard Search Results.
6. To view jobs that have been frozen and are unavailable for mailers to update or cancel, click UPD Mailings in FREEZE status. The UPD Mailings in FREEZE status page opens. For more information, see Managing Frozen Statements.
7. To view Verification Result Storage Records, click Launch VRSR View. The View for Verification Results Storage Records opens and displays all newly created VRSRs for the current date by default. Newly created VRSRs are those automatically scheduled by the PostalOne! system that have yet to be performed. This feature is only available to postal employees at DMU locations utilizing the Performance Based Verification (PBV) system.
8. To search for a specific mailing or mailing(s), enter search criteria, then click Search. To use advanced search criteria, click show/hide in the search area. The Search Results page opens. For more information, see Viewing Dashboard Search Results. You can search for a job using:
o Open Begin and End Date - The date range during which the job documentation was originally submitted to the USPS. Select a date range on the calendars during which postage statements were submitted. If permit/publication number and type are specified, this date range can be up to a year (365 days). If no permit/publication number and type are supplied, searches are limited to no more than 125 days.
o Statement Statuses - The status identifies where at least one postage statement in the displayed jobs is in the acceptance process. The Dashboard displays all mailings with at least one postage statement in the desired stage; if the mailing includes multiple postage statements, all postage statements display. The only way to view finalized statements is to set the status to FIN-Finalized. By default, all statuses requiring mailer or acceptance personnel action are selected, with the exception of estimated postage statements. To view jobs that include qualification reports with no postage statements, select ALL - Include all Job Statuses.
o Job Statuses - This determines whether completed jobs are included in search results. The options are All - Include All Jobs (default), Show Only Completed Jobs, and Hide Completed Jobs. Completed jobs only apply to jobs electronically submitted by mailers, and indicate jobs where all pieces have been sent and the postage statements have been finalized.
o Finance Number - This list contains all accessible finance units. By default, this is the current finance number.
o Postage Statement ID - This ID is the number assigned to the postage statement and visible on the PS # link or on the postage statement itself.
o Mailing Group - This ID is the number assigned by the PostalOne! system to the job. This entry must be the exact number assigned - partial numbers will not work.
o Permit Number and/or Permit Type - The Permit Number and/or Permit Type identify the permit number and type of the permit identifying the corporation who prepared the mailing (Preparer) or the permit used to pay for all mailings in a group (Permit Holder). Multiple groups may use the same permit number and/or type.
o CRID - The Customer Registration ID (CRID) identifies the specific mailer. Users can choose to search for the Permit Holder or the Preparer by CRID.
o Include Closed Jobs - Dashboard search results exclude Closed jobs by default. A job has been closed if a mailer has cancelled the job and/or the job has been deleted. Jobs entered from paper postage statements by postal employees are automatically closed when the clerk finishes processing the statement.
o Acceptance Unit - To view only those mailings processed at a particular bulk mail office in the selected finance number, click the unit name in the list.
o Mailer Location - This list contains all accessible mailer locations for the selected finance number.
o Mailer Job # - This identifies the Job ID assigned by the mailer to a mailing. One job ID may be used in multiple mailing groups. Job number is not case sensitive.
o Issue Begin and End Date (Advanced) - The date when the group was initially issued and the date when the group was finally closed by the mailer. If permit/publication number and type are specified, this date range can be up to a year (365 days). If no permit/publication number and type are supplied, searches are limited to no more than 125 days.
o Issue Number (Advanced) - The issue number for a Periodicals mailing. If issue number matches on postage statement in a combined or consolidated mailing, all postage statements for that mailing display.
o Volume Number (Advanced) - The volume number for a Periodicals mailing. If volume number matches on postage statement in a combined or consolidated mailing, all postage statements for that mailing display.
o Last Processed By (Advanced) - The last postal employee to save a change, including verification information, to the statement. Once a statement has been finalized, “Last Processing Clerk” cannot be updated further. Enter up to three characters, and the system will find any initials containing those characters. If the middle initial is unknown, users can enter just the first and last letters and use a percent sign (%) as a “wild card” placeholder for the middle letter. For example, to search for a statement processed by Jane Doe, enter “J“, “D”, or “J%D”.
o Mailer Provided Mailing Begin and End Date (Advanced) - The date when the job is actually processed. If permit/publication number and type are specified, this date range can be up to a year (365 days). If no permit/publication number and type are supplied, searches are limited to no more than 125 days.
o Full-Service Participation (Advanced) - Displays jobs based on whether those jobs included some, all, or no full-service pieces.
o Mail Classes (Advanced) - This list displays all supported mail classes available. To only display jobs for a specific mail class, click that mail class in the list.
o Verification Due (Advanced) - Select this box to display only jobs with verifications due.
o Deleted Containers (Advanced) - Select this box to include only jobs that include deleted containers.
1. To view all jobs with a particular status, click show/hide for the Status Chart, then click the number next to the desires status. The Search Results page displays. For more information, see Viewing Dashboard Search Results.
2. To view all jobs that include a particular mail class, click show/hide for the Mail Class Chart, then click a number next to the mail class. The Search Results page displays. For more information, see Viewing Dashboard Search Results.
3. To customize the Dashboard Management System and speed future searches, click show/hide in the Manage My Settings section if the options are not visible.
o To set the default time frame automatically populated in the Submit Date field, click an option in the My default time frame list. The options are: 1 day, 1 week, 2 weeks (default), 3 weeks, 4 weeks, 5 weeks, 6 weeks, or 365 days.
o To select the number of jobs that display per page of the search results, select a value in the Number of rows to display per page list. The options are: 10, 20 (default), 30, 50, or 100.
o To save the criteria currently selected for use at a later date, enter a label in the Save all of my current criteria selections as: box and then click Save Query.
o To delete a saved criteria set, select the criteria in the My existing queries list, then click Select Query. Click Delete Query.
o To set the time period for jobs to be considered "dormant, " click a timer period in the Inactivity alert time period list, then click Update.
4. To search jobs using a saved query, click show/hide in the Manage My Settings area if necessary to display options. Select a value from the My existing queries list, then click Select Query. Click Search.
To return to previous pages, click the appropriate link on the left menu bar.
Viewing the Reconciliation Report
This feature is available for the following group(s):
BMEU
The Reconciliation Report compares the number of pieces reported and paid on postage statements within a group to the number of pieces reported on a qualification report for the same group. The report also summarizes closed and/or withdrawn pieces. The postage statement information accounts for each individual consolidated statement, provides a total of the line items of each statement, and compares that to the total number of pieces by rate category and total of the qualification reports for the job. Reconciliation reports are only available for jobs containing at least one qualification report and postage statement.
To view the Reconciliation Report:
1. Click Dashboard on the left menu bar.
2. Search for the job containing the postage statement. For detailed steps on searching for jobs, see Using the Dashboard.
3. To view the report, select the Job ID to display the Job Details page.
4. Click the Reconciliation Report link. The report displays three sections: an overview of the mailing, the comparison of the qualification report with the postage statement information, and the reconciliation summary.
To return to the Job Detail page, click Dashboard at the top of the page.
Processing Postage Statements
This feature is available for the following group(s):
BMEU
All postage statements, whether electronically submitted by mailers or entered by BMEU clerks, must follow the same basic process:
1. Postage Statement Entry - This may be done by postal employees or mailers. For more information on postage statement entry as a postal employee, see Entering Hard Copy Postage Statements, Entering Hard Copy Non-Periodicals, or Entering Hard Copy Combined Mailings.
2. Postage Statement Verification (if required) - This must be done by postal employees. For information on entering Verification Result Storage Record transactions at a DMU, see Processing VRSR Transactions. All other verification results should be entered during postage statement finalization.
3. Postage Statement Finalization (billing) - This must be done by postal employees. For more information on entering verification results and finalizing postage statements, see Finalizing a Postage Statement.
The stage of a postage statement identifies how far along in this process a particular postage statement has progressed, and indicates the remaining processing due. Available postage statement stages are:
|Stage |Definition |Action |
|AVW |Address verification resulted in warnings. |Verify cost avoidance amounts and then finalize |
| | |the postage statement. |
|CAN |A mailer canceled the postage statement. Cancelled |None. View only. |
| |statements are considered "closed". | |
|CON |This statement is part of a consolidated postage |None. View only. Any actions must be performed |
| |statement and cannot be individually updated. |on the statement that contains the consolidated |
| | |statements. |
|ERR |A USPS clerk was unable to finalize a statement due to a |None. View only. |
| |system error. | |
|EST |The postage is an estimate based on preliminary postage |Mailers must update the file to complete postage|
| |data, not an actual postage statement. This is only |statement entry or cancel the mailing. |
| |available for postage statements submitted by mailers | |
| |using Mail.dat files. | |
|FAI |The postage statement failed verification. |Look up the statement on the Dashboard and enter|
| | |the disposition of the failed statement, such as|
| | |whether it was sent to rework, additional |
| | |postage collected, and so on. For more |
| | |information, see Using the Dashboard. |
|FIN |The postage statement has been finalized. Finalized paper|None. View only. |
| |postage statements are considered "closed"; finalized, | |
| |electronically-submitted statements are considered | |
| |"completed" | |
|FPP |The postage statement has been finalized and payment is |Schedule a payment or wait for autopayment. |
| |pending. CPP only. |Mailers can cancel. |
|INC |Postage statement entry is incomplete - initial entry was|Look up the statement on the Dashboard and |
| |interrupted. |complete it. |
|NAP |The statement is not available for processing by the |None. View only. |
| |system. This usually indicates a type of postage | |
| |statement not currently supported. | |
|PAS |The postage statement passed MERLIN verification, but was|Finalize the postage statement. |
| |not finalized at the machine. | |
|PAV |The postage statement is pending address verification. |Finalize the postage statement. If necessary to |
| | |finalize without waiting for verification, |
| | |select the check box to skip address |
| | |verification when entering verification results.|
|PEN |The postage statement is pending finalization. |Finalize the postage statement. |
|QMR |A postal employee has performed a Quality Mail Review. |None. View only. |
| |The QMR stage only appears on verification receipts | |
| |entered by postal employees and does not affect postage | |
| |statements submitted electronically. | |
|REV |A postal employee has reversed the postage statement |None. View only. |
| |transaction. | |
|REW |A verification issue has been identified and the mailing |None. Mailing must be re-entered as a new |
| |has been returned to the mailer for correction or rework.|postage statement once issues have been |
| | |corrected. |
|UPD |A file has been received and a postage statement is |If verification is required, look up the |
| |available for processing (USPS Processing is Due). |statement on the Dashboard, and initiate |
| | |verification. |
| | |If no verification is required, finalize the |
| | |postage statement. |
| | |Mailers can cancel. |
Entering Hard Copy Postage Statements
This feature is available for the following group(s):
BMEU
When a mailer presents a hard copy (paper) postage statement at a facility, clerks must enter the pertinent postage statement information in the PostalOne! system to ensure the appropriate accounts are checked and debited. You can process the following hard copy postage statements with the PostalOne! system:
• PS Form 3541
• PS Form 3600
• PS Form 3602
• PS Form 3605
• PS Form 3700 - International (Parts A, B, C, D, E, F, G, H, I, J, K, and Q)
For information on processing combined mailings, see Processing Hard Copy Combined Periodicals or Processing Hard Copy Combined Non-Periodicals.
NOTE: Only select the Consolidated check box for consolidated mailings. Periodicals postage statements do not display piece weights or advertising percentage for consolidated mailings.
To process a hard copy postage statement:
1. Click Transactions on the left menu bar.
2. If necessary, click the appropriate finance unit and acceptance site. The Transactions page displays a list of available transaction types.
3. Click the type of postage statement you want to process.
NOTE: To process a postage statement claiming rates prior to the most recent price change, click Pre-Price Change Domestic or Pre-Price Change International, then click the postage statement to process.
4. For mail claiming permits at another finance unit, select the Process statement for other permit location. Select the appropriate finance unit from the Other permit location list. You can only select finance numbers you can access in the PostalOne! system. All permits used must have the same finance number.
5. Enter or search for permit information. To look up information, click the Search next to the box you want to complete. In the dialog box, enter as much information as possible about the permit holder, mailing agent, or owner; select the information, then click Continue to use an account to process the statement. Repeat until all necessary fields have been completed. To verify the permit holder has sufficient funds and applicable fees paid for the transaction, click Check Fee/Balance. Another dialog box opens with the permit status. Click the Close ([pic]) button when done to exit the dialog box.
6. Once the statement is populated with Permit Holder/Publication, Mailing Agent, and/or Mail Owner information, complete or select all other Information fields, including total pieces. Select the check boxes to indicate a mailing that includes automation prices, windowed letters or flats, political mailing, pieces with different address format, statement reentered following a reversal, consolidated statements, or Permit Reply Mail. If necessary, click a postage payment system (such as an itemized manifest or an Alternative Mailing System (AMS) mailing). Enter the number of containers and click a verification type. Click Continue to proceed. If an account has unpaid fees, a warning will appear that fees are due. The statement is automatically checked in after this step.
NOTE: When processing a Periodicals postage statement, to record outside county bundle and container charges only, select the Parts D+E (bundles/containers) only check box.
7. If necessary, edit the permit to assign a location. If one or more of the permits used do not have a location assigned, an error message appears and lists the permit(s) without a valid location. Click the Click Here link to edit the account. Search for and edit the permit to assign a location, then begin entering the transaction again. For more information on editing accounts, see Editing and Canceling Accounts.
8. If necessary, edit the account addresses. If one or more of the accounts used in the mailing have an address marked as a "bad address" or are missing an e-mail account, a page appears listing the accounts. If no address information is bad or missing, skip this step.
o To correct an address, click Edit. The PostalOne! system opens the Edit Permit Account page, and you can change any information using the links on this page. When done, click Submit. You will have to start over entering the postage statement.
o To continue without editing address information, click Save and Continue.
1. To view an alias for a selected account, click the Click to View link next to the number of aliases on the Account Verification page. The Alias List window opens and displays all aliases. You cannot edit the aliases in this window. Click Close Window when done viewing aliases. This option is only available for PI, MT, and PC accounts.
2. If necessary, complete Weigh Verification information.
3. If necessary, review any electronic Mail Improvement Reporting (eMIR) problems recorded for the account. This link only displays if the permit holder has existing eMIR reports for mailings with the same mail class and processing category. To view the reports, click the Click here to view eMIR Reports link. You may need to log on the eMIR system before the report is available. For more information on resolving mail problems, see the eMIR (electronic Mail Improvement Reporting) online Help system.
4. Complete verification assessment and mailing characteristic information. If necessary, to determine which tray, sack, or bundle will be used for each sample, click the here link under Sample Selection Matrix. Another window opens with the matrix. To print the matrix, click the here link in the Matrix window. A printer dialog box opens. Click Print. For more information, see Using the Sample Selection Matrix. In the main window, click Save and Continue.
5. On the Postage Statement Entry page, follow the instructions and click Save and Continue until all information has been entered.
NOTE: Non-advertising weight is automatically calculated from the total weight and advertising pound weight for a Periodicals statement. This number does not appear until the Review page.
6. If MERLIN verification is used, click Dashboard, then search for the postage statement. Click the postage statement PS # link to open the statement and continue.
7. Enter verification results, then click Save and Continue.
o If formal verification is due, to determine which tray, sack, or bundle will be used for each sample, click the here link under Sample Selection Matrix. Another window opens with the matrix. To print the matrix, click the here link in the Matrix window. A printer dialog box opens. Click Print. For more information, see Using the Sample Selection Matrix.
o To use a worksheet for barcode quality, tap test, mailpiece count verification, manual presort verification, Manifest Mailing System sampling, shortpaid sampling, drop ship verification, or bundle verification, click the Create Worksheet icon ([pic]). Another window opens and displays the worksheet. Complete the fields on the worksheet. To save errors entered on a worksheet and return to the worksheet later, click Save and Continue. To print the form, click Print Form. Forms should be filed with the postage statement. When finished entering errors, click Save and Submit. If necessary, click OK. The worksheet closes, automatically completing verification information on the postage statement, including any additional postage pending. The PostalOne! system automatically calculates the error percentage. Once error information has been completed, enter the disposition of any additional postage amounts pending.
o To calculate the additional postage due for the individual mailers in a combined mailing, instead of assessing additional postage for all pieces, click Provide Client Details to use the Move Update Multiple Client Worksheet. Postal employees must enter the name of all organizations with Move Update errors, and the total number of pieces belonging to that mailer, then the PostalOne! system determines the amount of additional postage due. If more than three organizations have Move Update errors, additional postage is assessed for the entire mailing instead of just on those mailers’ pieces. The postage determined by the worksheet, marked as the “Adjusted Additional Postage” is used when the postage statement is billed.
NOTES:
• When available, you can click the Worksheet Help icon ([pic]) for information on completing a worksheet.
• If you exit without clicking Save and Continue, you can complete the postage statement later, but you must open and submit any completed worksheets again before the results will appear on the verification page.
16. Review the statement for accuracy.
o If the statement was qualifies as a "late" statement, click the reason the statement is late, and enter the Help Desk Ticket Number and any comments.
o If an override is required and you have the proper authorization, enter your password and explain why the override was performed in the Comment box. If another employee is available to concur with the override, have them enter their ACE ID and password as well. If no one is available, another employee must concur with your override later. If necessary, click Continue on the next page to affirm the override.
o If changes need to be made, click the link for the page with incorrect information at the bottom of the page or click Back, and make the required changes.
o Select a placard creation option. If necessary, enter the number of placards, when to print, or if the placard should be kept open, based on the type of mailing.
o If additional postage should be deducted from an account other than the permit holder account, enter or search for the permit. To search for the permit, click Search. In the dialog box, enter as much information as possible about the permit, select the information, then click Save and Continue.
o To cancel without saving the statement, click Cancel. Enter a reason for the cancellation, then click Submit.
o If all information is correct, click Submit.
16. If any adjustments from the original hard copy statement were made, click Yes in the dialog box. In the Adjustment dialog box, enter the date the mailer was notified of the change, the mailer contacted, the initials of the postal employee contacting them, the adjustment reason, and any comments. Click Submit.
17. If the customer requested a receipt, in the receipt dialog box, click Yes, and print the receipt. If the customer did not want a printed receipt, click No.
18. Once a postage statement has been successfully entered, you can print the domestic receipts or the statement page by clicking Print on the browser toolbar. International statement users can click Printer-Friendly Version to open a second window, and then click Print on the browser toolbar to print. To print a receipt later, see Viewing the Statement of Mailing.
Entering Hard Copy Combined Periodicals
This feature is available for the following group(s):
BMEU
When a mailer presents a hard copy (paper) postage statement at a facility, clerks must enter the pertinent postage statement information in the PostalOne! system to ensure the appropriate accounts are checked and debited. When a mailer presents a hard copy combined Periodicals postage statement, the steps are slightly different from processing one postage statement.
For information on processing any other postage statement or for details when entering an individual postage statement within a combined mailing, see Entering Hard Copy Postage Statements. For steps to enter a combined non-Periodicals mailing, see Entering Hard Copy Combined Non-Periodicals.
NOTE: Only select the Consolidated check box for consolidated mailings. Periodicals postage statements do not display piece weights or advertising percentages for consolidated mailings.
To process a hard copy postage statement:
1. Click Transactions on the left menu bar.
2. If necessary, click the appropriate finance unit and acceptance site. The Transactions page displays a list of available transaction types.
3. Click Periodicals - Combined (3541).
NOTE: To process a combined Periodicals postage statement claiming rates prior to the May 2008 price change, click Pre-Price Change Domestic, then click the postage statement to process.
4. For mail claiming permits at another finance unit, select the Process statement for other permit location. Select the appropriate finance unit from the Other permit location list. You can only select finance numbers you can access in the PostalOne! system. All permits used must have the same finance number.
5. Enter the Publication (permit holder) information for all postage statements in the combined mailing.
a. Enter or search for permit information. To look up information, click the magnifying glass ([pic]) next to (or beneath) the box you want to complete. In the dialog box, enter as much information as possible about the permit holder, select the information, then click Continue to use an account to process the statement.
b. To check the fee payment status and balance of a selected permit, click the scales ([pic]). Another window opens. When done viewing the balance and fee status, click the Close ([pic]) button.
c. Enter Edition, Issue Date, Advertising Percentage, and the copy weight.
d. If applicable, select the Add D+E and/or Con. Statement (consolidated) check boxes.
e. If additional lines are needed, click Add Another Line, then repeat the above steps. By default, the system displays 10 lines.
f. Repeat until all publications have been entered. You will have to enter each postage statement in the order the statements are listed on this page.
6. If the preparer's permit is known, enter or search for the Mailing Agent permit. To look up information, click the magnifying glass ([pic]) next to (or beneath) Mailing Agent and repeat the steps used to search for a permit holder permit. Click a Processing Category and enter Job ID. Click Save and Continue.
7. If necessary, edit the permit to assign a location. If one or more of the permits used do not have a location assigned, an error message appears and lists the permit(s) without a valid location. Click the Click Here link to edit the account. Search for and edit the permit to assign a location, then begin entering the transaction again. For more information on editing accounts, see Editing and Canceling Accounts.
8. On the Permit Entry page, enter the number of addressed pieces for an individual postage statement. If using a Pending Periodicals permit, enter the non-Periodicals statement type and the postage while pending. To record Outside County container and bundle charges only, select the Parts D+E (bundles/containers) only check box. Click Save and Continue. Statements display in the Combined Mailing Summary page.
9. If necessary, edit the account addresses. If one or more of the accounts used in the mailing have an address marked as a "bad address" or are missing an e-mail account, a page appears listing the accounts. If no address information is bad or missing, skip this step. Click Save and Continue.
10. On the Account Verification Information page, if necessary, review any aliases for the account.
11. Complete mailing characteristic information, then click Save and Continue.
12. On the Postage Statement Entry page, enter the line items for the individual postage statement and click Save and Continue. Once you have completed entering the statement, the Review page appears.
NOTE: The total non-advertising pounds in the mailing are automatically calculated based on the advertising pounds and total weight entered for the transaction. The non-advertising pound total does not appear until the review page.
13. Review the statement for accuracy.
12.
o If changes need to be made, click the link for the page with incorrect information at the bottom of the page and make the required changes.
o To cancel without saving the statement, click Cancel. Enter a reason for the cancellation, then click Submit.
o If all information is correct, click Submit.
12. Repeat steps 7 through 13 for each postage statement contained in the combined mailing.
13. Once all postage statements have been entered, enter container and mailing general information to determine verification requirements. Enter the number of containers of each type, click the Verification Type from the list, and select the check boxes to indicate if the mailing included window envelopes or bundles outside of sacks and trays. Click Save and Continue. The Account Verification page opens and displays the verifications due.
14. If necessary, select the check box to indicate a voluntary verification, and enter the initials of the person performing the verification. If formal verification is due, to determine which tray, sack, or bundle will be used for each sample, click the here link under Sample Selection Matrix. Another window opens with the matrix. To print the matrix, click the here link in the Matrix window. A printer dialog box opens. Click Print. For more information, see Using the Sample Selection Matrix. Click Save and Continue. The Mail Verification page opens.
15. Enter verification results, then click Save and Continue.
o If formal verification is due, to determine which tray, sack, or bundle will be used for each sample, click RSV Matrix. Another window opens with the matrix. Cross-reference the approximate number of trays, sacks, or bundles within each larger container, then cross-reference that with the sample number to determine the exact tray, sack, or bundle to sample. For more information, see Using the RSV Matrix.
o To use a worksheet for barcode quality, tap test, mailpiece count verification, Manifest Mailing System sampling, shortpaid sampling, or bundle verification, click the Create Worksheet icon ([pic]). Another window opens and displays the worksheet. Complete the fields on the worksheet. If necessary to correct a sample entered incorrectly, click Delete next to the sample. To save errors entered on a worksheet and return to the worksheet later, click Save and Continue. To print the form, click Print Form. Forms should be filed with the postage statement. When finished entering errors, click Save and Submit. The worksheet closes, automatically completing verification information on the postage statement, including any additional postage pending. The PostalOne! system automatically calculates the error percentage.
NOTES:
• When available, you can click the Worksheet Help icon ([pic]) for information on completing a worksheet.
• If you exit without clicking Save and Continue, you can complete the postage statement later, but you must open and submit any completed worksheets again before the results will appear on the verification page.
The review page opens once all verifications have been completed.
18. Once all postage statements have been entered, enter the mailing date, review any eMIR issues reported, and enter or select verification results if applicable. If an override is required and you have the proper authorization, enter your password and explain why the override was performed in the Comment box. If another employee is available to concur with the override, have them enter their ACE ID and password as well. If no one is available, another employee must concur with your override later. To review an individual statement, click the PS Number of the statement. Click Continue.
19. Review the summary of the postage statements. To review an individual statement, click the PS Number of the statement. If acceptable, click Submit.
20. To print receipts, click the PS Number, then click Print on the browser toolbar. To print a receipt later, see Viewing the Statement of Mailing.
To perform another task, click a link at the top of the page.
Entering Hard Copy Combined Non-Periodicals
This feature is available for the following group(s):
BMEU
When a mailer presents a hard copy (paper) postage statement at a facility, clerks must enter the pertinent postage statement information in the PostalOne! system to ensure the appropriate accounts are checked and debited. When a mailer presents a hard copy combined First-Class Mail or Standard Mail postage statement, the steps are slightly different from processing one postage statement or a combined Periodicals postage statement. This feature is only available to facilities participating in the Performance-Based Verification (PBV) program.
For information on processing any other postage statement or for details on entering an individual postage statement within a combined mailing, see Entering Hard Copy Postage Statements. For steps to enter a combined Periodicals mailing, see Entering Hard Copy Combined Periodicals.
To process a combined non-Periodicals postage statement:
1. Click Transactions on the left menu bar.
2. If necessary, click the appropriate finance unit and acceptance site. The Transactions page displays a list of available transaction types.
3. Click First Class - Combined (3600) or Standard Mail - Combined (3602).
4. For mail claiming permits at another finance unit, select the Process statement for other permit location. Select the appropriate finance unit from the Other permit location list. You can only select finance numbers you can access in the PostalOne! system. All permits used must have the same finance number.
5. Enter the permit holder information, owner, and Postage Due (permit to use for any postage due charges) information for all postage statements in the combined mailing. Repeat until all statements have been entered. You will have to enter each postage statement in the order the statements are listed on this page. Postage Due should only be entered for postage affixed statements.
a. Enter or search for permit information in the Permit Holder (permit paying for the postage), Owner, and (if applicable) Postage Due fields. To look up permits, click the magnifying glass ([pic]) next to (or beneath) the box to complete. In the dialog box, enter as much information as possible about the permit holder, then click Continue. Select the permit, then click Continue.
b. To check the fee payment status and balance of a selected permit, click the scales ([pic]). Another window opens. When done viewing the balance and fee status, click the Close ([pic]) button.
c. If a Postage Due permit was entered, click an option in the Select Type list. This is the only way to indicate affixed postage.
d. Enter the amount in the Affixed Amount box. If no postage is affixed, enter a zero.
e. For Centralized Account Processing System (CAPS) accounts, enter the CAPS account number in the Customer Reference ID field.
f. If additional lines are needed, click Add Another Line, then repeat the above steps. By default, the system displays 10 lines.
g. Repeat until permits have been entered. You will have to enter each postage statement in the order the statements are listed on this page.
6. If the preparer's permit is known, enter or search for the Mailing Agent permit. To look up information, click the magnifying glass ([pic]) next to (or beneath) the Mailing Agent and repeat the steps used to search for a permit holder, owner, and Postage Due permit.
7. Select a processing category. All statements within the combined statement must claim the same processing category. Click Continue.
8. On the Permit Entry page, enter the number of pieces for an individual postage statement. If available, enter the job number assigned by the mailer, the individual piece weight (identical-weight mailings only), and click the Move Update Method from the list. To record a political mailing, select the This is a Political Campaign Mailing check box. Click Save and Continue.
9. If necessary, edit the account addresses. If one or more of the accounts used in the mailing have an address marked as a "bad address" or are missing an e-mail account, a page appears listing the accounts. To edit, click Edit next to the account name. If no address information is bad or missing, skip this step. Click Save and Continue.
10. If necessary, review any aliases for the account. Complete mailing characteristic information, then click Save and Continue.
11. On the Postage Statement Entry page, enter mailing information like sequence number, and Federal Agency Cost Code, and the line items for the individual postage statement, then click Save and Continue. Once you have completed entering the statement, the Review page appears.
12. Review the statement for accuracy.
11.
o If changes need to be made, click the link for the page with incorrect information at the bottom of the page and make the required changes.
o To cancel without saving the statement, click Cancel. Enter a reason for the cancellation, then click Submit.
o If all information is correct, click Submit.
11. Repeat steps 7 through 13 for each postage statement contained in the combined mailing.
12. Once all postage statements have been entered, enter container and mailing general information to determine verification requirements. Enter the number of containers of each type, click the Verification Type from the list, and select the check boxes to indicate if the mailing included window envelopes or bundles outside of sacks and trays. Click Save and Continue. The Account Verification page opens and displays the verifications due.
13. If necessary, select the check box to indicate a voluntary verification, and enter the initials of the person performing the verification. If formal verification is due, to determine which tray, sack, or bundle will be used for each sample, click the here link under Sample Selection Matrix. Another window opens with the matrix. To print the matrix, click the here link in the Matrix window. A printer dialog box opens. Click Print. For more information, see Using the Sample Selection Matrix. Click Save and Continue. The Mail Verification page opens.
14. Enter verification results, then click Save and Continue.
o If formal verification is due, to determine which tray, sack, or bundle will be used for each sample, click the here link under Sample Selection Matrix. Another window opens with the matrix. To print the matrix, click the here link in the Matrix window. A printer dialog box opens. Click Print. For more information, see Using the Sample Selection Matrix.
o To use a worksheet for barcode quality, tap test, mailpiece count verification, drop ship, Manifest Mailing System sampling, shortpaid sampling, or bundle verification, click the Create Worksheet icon ([pic]). Another window opens and displays the worksheet. Complete the fields on the worksheet. If necessary to correct a sample entered incorrectly, click Delete next to the sample. To save errors entered on a worksheet and return to the worksheet later, click Save and Continue. To print the form, click Print Form. Forms should be filed with the postage statement. When finished entering errors, click Save and Submit. The worksheet closes, automatically completing verification information on the postage statement, including any additional postage pending. The PostalOne! system automatically calculates the error percentage.
NOTES:
• When available, you can click the Worksheet Help icon ([pic]) for information on completing a worksheet.
• If you exit without clicking Save and Continue, you can complete the postage statement later, but you must open and submit any completed worksheets again before the results will appear on the verification page.
17. Review the summary of the postage statements. To review an individual statement, click the PS Number of the statement. If acceptable, click Submit.
o If necessary, enter or search for the permit account to be charged any additional postage from verification failures. If no permit is entered, any additional postage is automatically charged to the mailing agent (preparer) permit. Enter the Customer Reference ID (CAPS account number) for the additional postage account if the permit is a CAPS account. Enter any comments.
o If an override is required and you have the proper authorization, enter your password and explain why the override was performed in the Comment box. If another employee is available to concur with the override, have them enter their ACE ID and password as well. If no one is available, another employee must concur with your override later.
17. Once a postage statement has been successfully entered, you can print the domestic receipts or the statement page by clicking Print on the browser toolbar. To print a receipt later, see Viewing the Statement of Mailing.
To perform another task, click a link at the top of the page.
Finalizing a Postage Statement
This feature is available for the following group(s):
BMEU
Acceptance personnel must confirm all postage statement information. This procedure explains finalizing (billing) postage statements. Once a statement is finalized, it cannot be changed without first reversing it.
NOTE: Postage statements are "frozen" during finalization; mailers cannot cancel or update the mailing while it is frozen. If it is necessary for a mailer to update the mailing, first release the postage statement. For more information, see Managing Frozen Statements.
To finalize a postage statement:
1. Click Dashboard on the left menu bar.
2. Search for the postage statement. For more information on searching for a postage statement, see Using the Dashboard.
3. On the Search Results page, click the postage statement to finalize. You can only finalize postage statements with the status "UPD."
4. If necessary, edit the permit to assign a location. If one or more of the permits used do not have a location assigned, an error message appears and lists the permit(s) without a valid location. Click the Click Here link to edit the account. Search for and edit the permit to assign a location, then begin finalizing the transaction again. For more information on editing accounts, see Editing and Canceling Accounts.
5. On the Postage Statement page, complete or edit the General Information, Container Information, and For USPS Use only sections. If necessary, change the Standard Statement Certification Date, which will appear on receipts as the actual date of mailing. To view the associated Register or Version Summary Report, click Register or Piece Weight Information. For more information, see Viewing the Register or Viewing the Version Summary Report. Click Save and Continue.
6. To return to the Mailings Summary Report, click Back to Summary Report on the left menu bar.
7. If necessary, edit the account addresses. If one or more of the accounts used in the mailing have an address marked as a "bad address" or are missing an e-mail account, a page appears listing the accounts. If no address information is bad or missing, skip this step.
o To correct an address, click Edit. The PostalOne! system opens the Edit Permit Account page, and you can change any information using the links on this page. When done, click Submit. You will have to start over entering the postage statement.
o To continue without editing address information, click Save and Continue.
1. On the Account Verification Information page, if necessary, select the check box to indicate a voluntary verification, and enter the initials of the person performing the verification. If formal verification is due, to determine which tray, sack, or bundle will be used for each sample, click the here link under Sample Selection Matrix. Another window opens with the matrix. To print the matrix, click the here link in the Matrix window. A printer dialog box opens. Click Print. For more information, see Using the Sample Selection Matrix. Click Save and Continue. The Mail Verification page opens.
2. Enter verification results, then click Save and Continue.
o If formal verification is due, to determine which tray, sack, or bundle will be used for each sample, click the here link under Sample Selection Matrix. Another window opens with the matrix. To print the matrix, click the here link in the Matrix window. A printer dialog box opens. Click Print. For more information, see Using the Sample Selection Matrix.
o Full Service Discount Removed amount is automatically generated once all verification information has been received.
o To use a worksheet for barcode quality, tap test, mailpiece count verification, drop ship, Manifest Mailing System sampling, shortpaid sampling, or bundle verification, click the Create Worksheet icon ([pic]). Another window opens and displays the worksheet. Complete the fields on the worksheet. If necessary to correct a sample entered incorrectly, click Delete next to the sample. To save errors entered on a worksheet and return to the worksheet later, click Save and Continue. To print the form, click Print Form. Forms should be filed with the postage statement. When finished entering errors, click Save and Submit. The worksheet closes, automatically completing verification information on the postage statement, including any additional postage pending. The PostalOne! system automatically calculates the error percentage.
NOTES:
o When available, you can click the Worksheet Help icon ([pic]) for information on completing a worksheet.
o If you exit without clicking Save and Continue, you can complete the postage statement later, but you must open and submit any completed worksheets again before the results will appear on the verification page.
3. Review the statement for accuracy, enter any necessary information, then click Submit.
o If a dialog box appears with a warning, review the warning to determine if the mailing should continue. Enter or select any additional information, then click OK in the confirmation message box to acknowledge the warning and continue; click Cancel to return to the postage statement and correct the issue. For example, if the transaction exceeds $100,000, select the check box acknowledging the amount of the transaction, then click OK.
o If the statement qualifies as a late statement, click the reason for the late statement entry. If an outage is the reason, enter the relevant Help Desk ticket number. If "Other" is chosen as the reason, a comment is required explaining the reason.
o If an override is required and you have the proper authorization, enter your password and explain why the override was performed in the Comment box. If another employee is available to concur with the override, have them enter their ACE ID and password as well. If no one is available, another employee must concur with your override later.
o If changes need to be made, click the link for the page with incorrect information at the bottom of the page or click Back, and make the required changes.
o If additional postage should be deducted from an account other than the permit holder account, enter or search for the permit. To search for the permit, click Search. In the dialog box, enter as much information as possible about the permit, select the information, then click Save and Continue.
o Select a placard creation option. If necessary, enter the number of placards, when to print, or if the placard should be kept open, based on the type of mailing.
The receipt page opens.
4. In the PostalOne! dialog box, click Yes to print the receipt immediately. If no receipt was requested, click No.
To return to previous pages, click the appropriate link at the top of the page.
Adjusting Postage Statements
This feature is available for the following group(s):
BMEU
Postal users can correct minor errors discovered while finalizing (billing) postage statements submitted electronically by mailers, including piece count and weight errors. If a postage statement has been edited, the receipt displays “***Adjusted Entry***” under the form number.
To adjust postage statements:
1. Click Dashboard on the left menu bar.
2. If necessary, click the appropriate acceptance site and unit.
3. Search for the postage statement. For more information on searching for a postage statement, see Using the Dashboard.
4. On the Search Results page, click the PS# link postage statement to finalize. You can only adjust postage statements with the stage UPD. For combined mailings, you can adjust either the combined statement as a whole, or a particular postage statement within the combined mailing. To adjust a postage statement within a combined mailing rather than the whole mailing, open the master statement, then click the PS Number for the statement to adjust.
5. Click Adjust.
6. On the Permit Entry page, enter any changes, then complete the Adjustment Information section, detailing how the mailer was notified of the changes. If necessary, click View Original Statement to see the unaltered statement. Click Save and Continue.
7. If necessary, edit the account addresses. If one or more of the accounts used in the mailing have an address marked as a "bad address" or are missing an e-mail account, a page appears listing the accounts. If no address information is bad or missing, skip this step.
o To correct an address, click Edit. The PostalOne! system opens the Edit Permit Account page, and you can change any information using the links on this page. When done, click Submit. You will have to start over entering the postage statement.
o To continue without editing address information, click Save and Continue.
1. On the Account Verification Information page, enter any changes and the results of any verification(s) performed. If necessary, click View Original Statement to see the unaltered statement. Click Save and Continue.
2. On the Postage Statement entry page, enter changes to line items. If necessary, click View Original Statement to see the unaltered statement. Click Save and Continue.
3. On the Accept Postage Statement Review page, review the postage statement, and click Submit. If necessary, click Back to return to the postage statement and make your changes. To cancel finalization, click Abandon.
Postage Statement Information
Viewing Postage Statements
This feature is available for the following group(s):
BMEU
The following steps apply to all postage statements. To view a postage statement receipt, see Viewing the Statement of Mailing.
NOTE: Advertising percentage and piece weight display as "N/A" on all consolidated Periodicals postage statements and on combined postage statements that include consolidated Periodicals statements.
To view postage statements:
1. Click Dashboard on the left menu bar.
2. Search for the job containing the postage statement. For detailed steps on searching for jobs, see Using the Dashboard.
NOTE: To view finalized statements, ensure Job Statuses is set to All - Include all jobs or Show Only Completed Jobs (for electronically-submitted statements) or that the Include Closed Jobs check box has been selected (for paper postage statements entered by postal employees).
3. To view a postage statement, click a postage statement link on the Search Results page:
o For most postage statements, click the PS # link. Most PS links include the class of mail. For consolidated Periodicals postage statements, only the master postage statement is available.
o To view Multiline Optical Character Reader (MLOCR) or combined non-Periodicals mailings, click the Master Statement link for the postage statement. To view an individual statement within the master statement, click the PS # link on the Master Statement page.
o To finalize (bill) a postage statement, click the PS # link for a statement in "UPD" (update) status. For more information, see Finalizing a Postage Statement.
1. If necessary, edit the permit to assign a location. If one or more of the permits used do not have a location assigned, an error message appears and lists the permit(s) without a valid location. Click the Click Here link to edit the account. Search for and edit the permit to assign a location, then view the postage statement. For more information on editing accounts, see Editing and Canceling Accounts.
2. To view the Postage Statement Register, click Register. For more information, see Viewing the Postage Statement Register.
3. To view the Version Summary Report for the postage statement, click Piece-Weight Information. The Version Summary Report is not available for all postage statements. For more information, see Viewing the Version Summary Report.
4. To view all containers associated with the postage statement, click Container List. This feature is only available for First-Class Mail postage statements. On the Container List page:
o To view entry point container details, click a container count number. The Entry Point Container Detail page opens. Click a container name on the Entry Point Container Detail Report to view the qualification report for that container. For more information on qualification reports, see Viewing Qualification Reports.
o To view entry point details for all containers at a particular facility, click an entry point. The Entry Point Detail page opens. For more information, see Viewing Entry Point Details.
5. To confirm postage and finalize a statement, complete the For USPS Only and verification sections, then click Continue. For more information, see Finalizing Postage Statements.
6. To view the Postage Statement Summary for a particular type of payment on a MLOCR mailing, click the appropriate Payment Type link in the Postage Summary area. Links appear for each type of payment used in the mailing. For more information on the Postage Statement Summary Report, see Viewing MLOCR Reports.
7. To edit or view a Periodicals worksheet, click Edition Weight Worksheet or Advertising Percentage Worksheet as appropriate. For more information, see Viewing Advertising Percentage and Weight Worksheets.
8. To adjust a postage statement, click Adjust. You can only adjust statements in the "UPD" (USPS Processing Due) stage. For more information, see Adjusting Postage Statements.
9. To manage the freeze status of a statement:
o To release a frozen postage statement, click Release.
o To freeze a postage statement, click Freeze. In most cases, UPD statements are automatically frozen when finalization begins.
For more information, see Managing Frozen Statements.
To return to previous pages, click the appropriate link at the top of the page.
Viewing the Register
This feature is available for the following group(s):
BMEU
The register provides mailing details for each entry point included in postage statements. Each register lists every entry point facility, the number and type of containers, mailing date, the number of pieces and/or copies accepted at the facility, the number of pounds, and the final postage for each facility. Not all postage statements include register information.
To view register information:
1. Click Dashboard on the left menu bar.
2. Search for the postage statement containing the register. For detailed steps on searching for groups, see Using the Dashboard.
3. On the Search Results page, open the associated postage statement. For more information, see Viewing Postage Statements.
4. On the Postage Statement page, click Register. The Register displays the mail by entry point. For master postage statements, a Master Register displays including all entry points in the mailing. To view the register for one postage statement within an MLOCR or combined non-Periodicals mailing, users should open the master postage statement, click the individual statement, then click the Register link on the individual statement.
5. To sort the register by a specific field, click the underlined column heading. For example, to view entry facilities in order by number of pieces, click Total Pieces.
6. To view entry point details, click a facility name in the Entry Facility Name column or a container count. Clicking the Container Count displays the Entry Point Details by container, while clicking a facility name displays the Entry Point Details by entry discount. For more information, see Viewing Entry Point Details. Facility name only displays if sufficient information is available. For mailings claiming Entry Point for Entry Discount Facility Type "C", only SCF name and the three-digit code displays.
7. If the register has more entry points than can display on just one page, click First Page (for the first page), Next Page (for the next page), Previous Page (for the previous page viewed), Last Page (for the final page available), or a number to view another page.
8. For consolidated Periodicals postage statements or Periodicals postage statements viewed by issue, additional reports are available from the register for the master postage statement that contains all other postage statements in the mailing:
o To view a Version Summary for a consolidated Periodicals postage statement or by issue, click View Version Summary. This report displays a version summary across all printer plants (or acceptance offices) for an entire issue, no matter where the mail was accepted. Otherwise, the version summary is identical to the one available for a standard postage statement. This report is available for both consolidated statements and Periodicals postage statements viewed by issue. For more information, see Viewing the Version Summary Report.
o To view the consolidated statement by mailing date, click View Listing by Mailing Date. This is only available for consolidated Periodicals postage statements. For more information, see Viewing Periodicals by Date.
o To view entry point details for the consolidated statement, click Entry Facility Detail. This is only available for consolidated Periodicals postage statements. For more information, see Viewing Entry Point Details.
To return to previous pages, click the appropriate link at the top of the page.
Viewing Entry Point Details
This feature is available for the following group(s):
BMEU
Viewing entry point details provides an overview of the pieces accepted at a facility for a postage statement and a summary of the associated mailing group.
To view entry point details:
1. Click Dashboard on the left menu bar.
2. Search for the associated postage statement. For more information, see Using the Dashboard.
3. On the Search Results page, open the postage statement.
4. On the Postage Statement page, click Register or Container List. The Register and Container List pages display the mail by entry point.
5. On the Register or Container List page:
o For most mailings, click a facility name in the Entry Facility Name column to open the Entry Point Details page.
o For consolidated Periodicals mailings, click Entry Facility Detail, or click View Listing by Mailing Date, then click Entry Facility by Mailing Date.
1. To sort entry point details by a specific field, click the column heading for that field. For example, to see containers in order by postage amount, click Postage. This feature is not available for consolidated statements.
2. To view a related report:
o To view the Qualification Report for a particular container, click the Container Name. For more information on Qualification Reports, see Viewing Qualification Reports. This option is available for mailings other than consolidated Periodicals mailings.
o To view child postage statements within a consolidated statement, click a Document Number link. This option is only available for consolidated Periodicals mailings.
To return to previous pages, click the appropriate link at the top of the page.
Viewing MLOCR Reports
For Multi-Line Optical Character Reader/Barcode Sorter (MLOCR/BCS) mailings, four reports are available that display permit and payment information. The reports are:
• The Summary ZIP Destination Report displays the postage payment methods by ZIP Code qualification, and indicates if the Standard Verifier was turned on during the entire run of the mailing. It also lists actual piece count and any difference between the actual and planned piece count.
• The Tray Difference Report details the difference in tray and piece amounts between the original submission and the update, as well as any additional postage amount.
• The Customer Mail Report lists all of the permits used in a mailing, and details the rates, pieces, and total postage for each permit.
• The Postage Summary Report separates line items by postage payment method, and lists the rates and number of line items that claimed each rate.
To view MLOCR reports:
1. Click Dashboard on the left menu bar.
2. If necessary, click the appropriate acceptance site and unit.
3. Search for the mailing on the Dashboard. For more information on searching the Dashboard, see Using the Dashboard.
4. Click a Job ID. The Job Detail page opens.
5. To view a report, click the report name.
o To view a Summary ZIP Destination Report using an alternate method, open the Qualification Report. Click a Container ZIP Code link to open the Summary ZIP Destination Report.
o To view a Postage Statement Summary Report limited to a particular payment method, click the associated Master Statement link, then click a payment method link on the page. For example, to see the postage paid using a Metered permit, click the Metered link. Select Metered, Precanceled, or Permit Imprint to view the respective report.
1. When viewing the Summary ZIP Destination Report, click a Tray ZIP Code link to open the qualification report containing the pieces claiming the rate.
2. When viewing a Postage Statement Summary Report from the Job Details page, click a Postage Summary button to expand the postage summary for the payment method on the button. One button appears for each payment method used in the mailing.
To return to previous pages, click the appropriate link at the top of the page.
Printing Receipts
This feature is available for the following group(s):
BMEU BRM
You can view and print receipts for both CAPS and non-CAPS accounts immediately after processing a postage statement or you can view and print it later.
NOTES:
• This process presents only one way to view and print receipts. Receipts can be printed from some reports and from the Dashboard as well.
• When printing a copalletized mailing (comail) from the Dashboard, click a Transaction ID to print the receipt with only the selected owner displayed. To print the statement with all mailers from the comail, click the Postage Statement ID instead.
To view and print receipts:
1. On the left menu bar, click Customer Assistance.
2. If necessary, select a finance unit and acceptance site.
3. Search for a permit in the job.
4. On the Search Results page, click the company name.
5. On the Customer Assistance page, click Transaction Search.
6. Search for the postage statement. For more information, see Viewing Account Status.
7. Click R. The receipt displays.
8. To print the receipt, click the browser Print button. The Print dialog box opens. Select the correct printer and other settings, then click OK.
To return to previous pages, click the appropriate link at the top of the page.
Containers and Packages
Viewing Qualification Reports
This feature is available for the following group(s):
BMEU
Qualification reports summarize the containers included in a group of postage statements submitted electronically by mailers. The report details each container, including total pieces and number of pieces for each rate claimed, and provides rate level, domestic zone, and foreign zone summaries. Qualification reports are only available for authorized ePostage sites.
NOTE: Qualification report are available using links from other pages opened using the Dashboard. These instructions only include the most direct route to open qualification reports.
To view a qualification report:
1. Click Dashboard on the left menu bar.
2. Search for the job containing the qualification report. For detailed steps on searching for jobs, see Using the Dashboard.
3. On the Search Results page, click the appropriate Job ID.
4. To view the report, click Qualification Report. If only one report is available, the qualification report opens. Alternately, if multiple qualification reports exist and a Container ID is known, enter the Container ID, then click Find a Qualification Report. If multiple qualification reports are available for the job, the Qualification Report List page opens.
NOTE: If the Container ID includes leading zeroes, those zeroes must be included when the Container ID is entered. For example, Container ID 001 must be entered as 001, not 01 or 1, or the container will not be found.
5. If necessary, on the Qualification Report List page, click the Qualification Report # link for the report to view. The qualification report opens. If only one qualification report is available for the job, skip this step.
6. To limit the containers displayed to one or more specific containers, click a choice in the Search by list, then enter your criteria in the Starts with box. Click Search. The qualification report displays again, restricted to those containers. To view all containers again, click Reset.
NOTE: Rate Level and Domestic Zone information does not change, even if you change the rest of the report to display only select containers; these sections always include all containers in the report.
7. To reorder the displayed containers, click a column heading. For example, to view containers in order by number of copies, click Total Copies.
8. If the qualification report has more containers than can display on just one page, click First Page, Last Page (previous page), or a number to view another page.
9. To view package details for a particular container, click Container Search. The Container Search page opens. For more information, see Searching for a Container.
10. To view version summary information for the containers in the qualification report, click Version Summary Information. For more information, see Viewing Version Summary Information.
To return to previous pages, click the appropriate link at the top of the page.
Viewing Version Summary Information
This feature is available for the following group(s):
BMEU
The Version Summary Information page displays summaries of the mailing group and qualification report, then details the Version ID, Version Name, Description, Total Pieces, Advertising Percentage, and Cumulative Total Pieces for statements associated with the selected qualification report. The bundle version of this page also includes a summary of the container and bundle.
NOTE: To view bundle-level version summary information, open the details page for a bundle, then click a Bundle ID. For more information, see Viewing Bundle Details.
To view version summary information:
1. Click Dashboard on the left menu bar.
2. Search for the job containing the version summary. For detailed steps on searching for jobs, see Using the Dashboard.
3. On the Search Results page, click the appropriate Job ID.
4. To view the Version Summary for a qualification report, open the associated qualification report. For more information on opening or searching for a qualification report, see Viewing Qualification Reports.
5. On the Qualification Report page, click Version Summary Information. The Version Summary Information page opens.
To return to previous pages, click the appropriate link at the top of the page.
Searching for a Container
This feature is available for the following group(s):
BMEU
Performing a container search allows you to view detailed information about specific containers and packages in a mailing submitted electronically by a mailer. Through the container search, you can see containers, containers within a pallet, bundles, pieces, and weights that are part of a specific mailing. Container searches are not available for all mailings. You can search for containers using the following criteria:
• Entry Point ZIP Code
• Destination ZIP Code
• (Container) Type
• (Sort) Level
• Container ID
To search for a container:
1. Click Dashboard on the left menu bar.
2. Search for the job that includes the container. For detailed steps on searching for jobs, see Using the Dashboard.
3. On the Search Results page, click the appropriate Job ID.
4. Click Qualification Report for the appropriate job.
5. Click Container Search.
6. Enter your search criteria, then click Search. The Type and Level columns contain lists of specific search criteria. The Level list automatically populates after Type is selected. After the search is complete, the Search Results page opens, listing all containers that meet the search criteria.
7. To view all containers within a pallet, click Pallet. The Container Search Results page displays with just the containers within the selected pallet listed.
8. To view a list of bundles associated with a specific container, click a Container ID to open the Bundle Details page. On the Bundle Details page, a table listing all bundles associated with that container appears. For more information, see Viewing Bundle Details.
To return to previous pages, click the appropriate link at the top of the page.
Viewing Bundle Details
This feature is available for the following group(s):
BMEU
The Bundle Details page describes in depth the bundles within a selected container, and also includes a summary of the mailing group and the container that contains the displayed bundles.
To view bundle details:
1. On the left menu bar, click Dashboard.
2. Search for the appropriate job. For more information, see Using the Dashboard.
3. On the Search Results page, click the appropriate Job ID.
4. Click the Qualification Report link for the postage statement that contains the bundle you want to view.
5. On the Qualification Report page, click Container Search.
6. Search for the container that contains the bundle. If the container is in a pallet, click Pallet in the search results first. Otherwise, click the Container ID. For more information, see Searching for Containers.
7. On the Search Results page, click a Container ID in the Container ID column to open the Bundle Details page. On the Bundle Details page, a table listing all bundles associated with the selected container appears.
8. To change the number of records displayed on each page, click a number in the Show records list.
9. To reorder the displayed bundles, click an underlined column heading. For example, to view packages in order by the ZIP Code of their destinations, click Dest ZIP Code.
10. To view the version summary information for a particular bundle, click a Bundle ID. The Bundle Level Version Summary Information page opens. For more information on Version Summary Information pages, see Viewing Version Summary Information.
11. To view Bundle Details for a specific sort level, click the Sort Level in the Sort Level column. The Bundle Details page displays again, limited to just the packages claiming the selected sort level. This link is not available for all containers.
12. If the report has more bundles than can display on just one page, click Next or Previous to view another page of bundles.
To return to previous page, click the appropriate link at the top of the page.
Viewing the Version Summary Report
This feature is available for the following group(s):
BMEU
The Version Summary Report page displays summaries of the mailing group and qualification report, then details the Version ID, Version Name, Description, and (Total) Pieces for a mailing, and allow users to dissect that information to view the number of pieces at each rate level. Reports for Periodicals count copies instead of pieces, and include advertising percentage.
For information on viewing a version summary by qualification report, see Viewing Version Summary Information.
To view the Version Summary Report:
1. Click Dashboard on the left menu bar.
2. If necessary, click the appropriate acceptance site and unit.
3. Search for the job containing the version summary. For detailed steps on searching for jobs, see Using the Dashboard.
4. On the Search Results page, click the appropriate Job ID.
5. Click Version Summary Report. Alternately:
o To view the Version Summary Report for a particular mailing, open the associated postage statement, then click Piece-Weight Information. Qualification report information may not be available on this view.
o To view the Version Summary Report for a consolidated Periodicals mailing, open the master postage statement for the mailing, then click Register. On the Register page, click View Version Summary. This report displays a version summary across all printer plants (or acceptance offices) for an entire issue, no matter where the mail was accepted. Otherwise, the version summary is identical to the one available for a standard postage statement.
o To view a Version Summary Report specific to a Periodicals issue, open the Periodicals postage statement by issue, then click Register. On the Register page, click View Version Summary. This report displays a version summary across all printer plants (or acceptance offices) for an entire issue, no matter where the mail was accepted. Otherwise, the version summary is identical to the one available for a standard postage statement. For more information, see Viewing Periodicals by Issue.
1. To view the Version Rate Level Breakdown page, click a number in the Pieces column to review all pieces claiming that rate. The Version Rate Level Breakdown page opens.
To return to previous pages, click the appropriate link at the top of the page.
Periodicals
Viewing Periodicals by Issue
This feature is available for the following group(s):
BMEU
Postage statement generation creates separate billable Periodicals postage statements for each individual issue date included in a mailing. To view a postage statement by issue, users can provide a USPS Publication number and search using Issue Date or Issue Number and Volume Number. Only single-issue or consolidated Periodicals postage statements that are ready for USPS processing or have already been billed (finalized) by USPS personnel are available for issue-level viewing. Pending Periodicals and combined Periodicals are not supported for issue-level viewing.
NOTE: Advertising percentage and piece weight display as "N/A" on all consolidated Periodicals postage statements and on combined postage statements that include consolidated Periodicals statements.
To view Periodicals by issue:
1. Click Reports on the left menu bar.
2. Under Periodicals, click Issue Level Postage Statement Report.
3. Enter a permit number in the corresponding field or click Search to open the Permit/Publication Search window. Here, you can search via various search criteria for the permit number you are trying to locate. Once you've entered your search criteria, click Continue. If only (1) item matched your search, click Continue and the Issue Level Postage Statement Report page will automatically populate with the permit number and type. If more than one record displayed, select the record you want to use and click Continue.
4. On the Search Criteria page, click Issue Date or Issue Number in the Search by list. Enter the Issue Date, or the Volume and Issue Number. If Volume Number is entered, Issue Number is required. Click View Issue Level Postage Statement. If no Periodicals meet your criteria, an error page appears. Click Back to try different criteria.
5. Select the issue to view. If only one Periodicals mailing meets your criteria, the postage statement opens automatically and you can skip this step.
6. To view the register for the issue, click Register. This register is available across all printer plants (or acceptance offices) for an entire issue, no matter where the mail was accepted. Otherwise, the register is identical to the one available for a standard postage statement. For more information, see Viewing the Register.
To return to previous pages, click the appropriate link at the top of the page.
Viewing Periodicals by Date
This feature is available for the following group(s):
BMEU
The Listing by Mailing Date report separates a consolidated Periodicals postage statement by date, then details the number of containers, copies, pieces, and percentage of the mailing handled by facility. This feature is only available for consolidated Periodicals mailings submitted using Mail.dat files.
To view the listing by mailing date:
1. Click Dashboard on the left menu bar.
2. Search for the job containing the postage statement. For detailed steps, see Using the Dashboard.
3. On the Search Results page, open the postage statement.
4. Click Register.
5. Click View Listing by Mailing Date.
6. To view entry point details, ordered by mailing date, click Entry Facility by Mailing Date. For more information, see Viewing Entry Point Details.
To return to previous pages, click the appropriate link at the top of the page.
Viewing Outside County Reports
This feature is available for the following group(s):
BMEU
For Periodicals postage statements submitted electronically using Mail.dat files, the Outside County reports are available whenever a qualification report includes chargeable containers.
To view outside county charges:
1. Click Dashboard on the left menu bar.
2. Search for the job containing the charges. For detailed steps on searching for jobs, see Using the Dashboard.
3. On the Search Results page, click the appropriate Job ID.
4. Click Outside County Container Report. The Outside County Container Report opens and displays a summary of the mailing group information, including ID and Job Number, as well as listing all containers to which the outside county charges apply. Additionally, up to fifty containers with chargeable pieces display, and summaries of related pallets, sacks/trays, and bundles.
5. To view bundles for a particular container, click the Container ID. The Outside County Bundle Report displays, and includes a summary of the mailing group and relevant container, a list of up to fifty bundles with chargeable pieces, and a summary of all bundles in the mailing.
6. To view the version information for pieces at each bundle level, click a bundle ID. The Bundle Level Version Summary page displays. The Bundle Level Version Summary Information page displays the basic information about the mailing, the specific container and bundle information, and then the rate level and number of pieces that comprise the version. When done, to view a different page, click a link at the top of the page.
7. On the Outside County Container or Outside County Bundle Reports:
o To change the number of individual containers displayed on each page, click a number in the Show records list.
o If the report has more containers than can display on just one page, click Next (for the next page or Prev (for the previous page viewed).
o To view piece distribution within the bundles and/or containers of the mailing, click All MPU Bundle and Container Apportionments (PDF) (Outside County Container Report) or All MPU Bundle Apportionments (PDF) (Outside County Bundle Report). Another window opens and displays an apportionment report. The report includes a summary of the mailing group and a summary of the piece distribution in each bundle. The MPU Bundle and Container Apportionment Report also displays sack and tray distribution details, such as entry level, number of sacks at each rate, and so on. The MPU Bundle Apportionment Report includes container details instead of sacks and trays, including number of pieces, entry point, and so on. All reports are in Portable Document Format (.pdf) format. To print the report, click the browser Print button ([pic]). Close the window when done by clicking the Close button ([pic]) on the window.
To return to previous pages, click the appropriate link at the top of the page. To perform other functions, click Dashboard, then click the appropriate link on the left menu bar.
Viewing Advertising Percentage and Weight Worksheets
This feature is available for the following group(s):
BMEU
The PostalOne! system offers two worksheets to assist in tracking Periodicals advertising percentages and edition weights. Any changes made to advertising percentage or edition weight by acceptance personnel or mail owners appear on these worksheets. The worksheets are:
• Edition Weight Worksheet. This worksheet separates the Periodicals in a mailing by Container Ship Date and weight, and details the source of weight information, weights listed, weights entered by acceptance personnel, advertising percentage per weight, and the number of copies claiming each weight. It also lists the descriptions of all MPU IDs in the mailing. Acceptance personnel are the only users who can update this worksheet.
• Advertising Percentage Worksheet. This worksheet separates the Periodicals in a mailing by Container Ship Date and MPU or component, and details the estimated advertising percentage, the status of the files detailing the percentage, the percentage entered by acceptance personnel, the percentage entered by the mail owner, and the number of copies claiming each percentage. It also lists the descriptions of all MPU IDs in the mailing. Acceptance personnel and mailer owners may both update advertising percentage.
NOTE: These worksheets are only available for Periodicals (PS Form 3541) postage statements submitted using Mail.dat files.
To view the weight and advertising percentage worksheets:
1. Click Dashboard on the left menu bar.
2. Search for the appropriate mailing. For detailed steps on searching, see Using the Dashboard.
3. Open the appropriate postage statement. For more information, see Viewing Postage Statements.
4. Click Edition Weight Worksheet or Advertising Percentage Worksheet.
5. On the Edition Weight Worksheet, to update weight information, enter the correct weight in the USPS Verified Weight box, then click Submit. The percentage difference automatically updates. To clear any changes prior to submitting, click Abandon and any changes will not be saved. Once updated using the worksheet, the edition weight can no longer be changed using Mail.dat files. Updates can only be made while the postage statement has the status "UPD" (USPS Processing Due); once finalized, no further changes can be made.
6. On the Advertising Percentage Worksheet, to update the advertising percentage, enter the correct percentage in the Final MPU Ad % box, then click Submit. The percentage difference automatically updates. To clear any changes to advertising percentage prior to submitting, click Abandon and any changes will not be saved. Once updated using the worksheet, the advertising percentage can no longer be changed using Mail.dat files. Updates can only be made while the postage statement has the status "UPD"; once finalized, no further changes can be made to advertising percentage.
7. To change the worksheet view, click MPU View or Component View. The mail piece unit (MPU) view displays the edition weights or advertising percentage based on MPUs. The component worksheets calculate edition weight or advertising percentage based on a component rather than an MPU. For mailings submitted using 09-1 Mail.dat files, only the component view is available; both views are available for mailings submitted with Mail.dat 08-1 or 08-2 files.
To return to previous pages, click the appropriate link at the top of the page. To perform other functions, click Dashboard, then click the appropriate link on the left menu bar.
eDropShip Information
Viewing Mail Acceptance Status
This feature is available for the following group(s):
BMEU
This report is only available if a job has sufficient information, and if the company associated with the job participates in the eDropShip program.
To check mail acceptance status:
1. On the left menu bar, click Message Center.
2. As appropriate, click View Unresolved Pre-Induction Issues - Before An Appointment's Scheduled Induction Date or click View Unresolved Pre-Induction Issues - After An Appointment's Scheduled Induction Date. The eDropShip Issues page opens and displays all eDropShip conflicts for the past week. If no issues exist, then these links are not available.
3. Click the Check Mail Acceptance Status link. The Mail Acceptance Status Search page opens.
4. Enter any criteria, then click Search. Unless otherwise noted, all criteria are required. The criteria available are:
o Search by. You can search based on Appointment ID, Job ID, or Container Barcode ID. The default is Appointment ID.
o Date Range. The default is the past two weeks.
o ID Number. Enter as much of the ID as possible to narrow down the results. The value entered in the ID Number field must be an ID of the type selected in the Search by list.
o Search With. Select how closely the search results should match the ID Number entered previously. The options are exact value (results only include IDs that match the ID Number value), starting value (results only include IDs that start with the ID Number entered), ending value (results only include IDs that end with the ID Number entered), or containing value (results include any IDs that have the ID Number as part of it, regardless of where those numbers are in the ID). The default is exact value.
o [Optional] Display per page. If multiple results are returned by your search, this field determines how many display per page. The options are 10 per page, 15 per page, or 20 per page. The default is 10 results per page.
1. Click a link to view a Mail Acceptance Status Report.
o For users who searched by Appointment ID, click an Appointment ID to view the Mail Acceptance Status by Appointment ID page.
o For users who searched by Job ID, to view Mail Acceptance Status by Appointment, click a Job ID.
o For users who searched by Container Barcode ID, to view Mail Acceptance Status by Appointment, click an Appointment ID. To view Mail Acceptance Status by Job, click a Job ID.
2. On the Mail Acceptance Status by Appointment page, click a Job ID to view the Mail Acceptance Status by Job page.
3. On the Mail Acceptance Status by Job page, click an Appointment ID to view the Mail Acceptance Status by Appointment page.
To perform other functions, click a link at the top of the page.
Viewing the Job Report
This feature is available for the following group(s):
BMEU
The eDropShip Job Summary Report includes a summary of the job, including preparer name and mail class, and lists all appointments scheduled within the job. The Job Summary Report is also available if a user clicks a Job ID on the Appointment Report. This report is only available if a job has sufficient information, and if the company associated with the job participates in the eDropShip program.
To view the job report:
1. On the left menu bar, click Dashboard.
2. Search for the job. For more information, see Using the Dashboard.
3. On the Search Results page, click the appropriate Job ID.
4. Click the Shipping Summary Report link for the postage statement that contains the package you want to view. The Job Report opens.
5. To view the Appointment Report again, click an appointment number. Only appointments within the selected job display. For more information, see Viewing the Appointment Report.
6. To view the eDropShip Container Detail Report, click an actual arrival date. Only containers within the selected job display. For more information, see Viewing the Container Report.
7. To view a postage statement, click the PS # link. If more than three postage statements are available, click the Multiple link to view all of the associated postage statements and then click the statement you wish to view. For more information, see Viewing Postage Statements.
To perform other functions, click a link at the top of the page.
Viewing the Appointment Report
This feature is available for the following group(s):
BMEU
This feature is only available for corporations that participate in the eDropShip program. The Appointment Report is available if a user clicks an appointment number on the Job Summary Report, and is limited to just those appointments within the selected job. The Appointment Report includes basic appointment information (such as Origin Plant location), a summary of the appointment results (including entry office and scheduled dates of arrival and departure), and mailer information about the job and containers.
To view the appointment report:
1. On the left menu bar, click Dashboard.
2. Search for the job. For more information, see Using the Dashboard.
3. On the Search Results page, click the appropriate Job ID.
4. Click the Shipping Summary Report link for the postage statement that contains the package you want to view. The Job Report opens.
5. Click an appointment number. The Appointment Report opens.
6. To view the Job Summary Report, click a Job ID on the Appointment Report. For more information, see Viewing the Job Report.
7. To view the eDropShip Container Report, click a total container count on the Appointment Report. For more information, see Viewing the Container Report.
To perform other functions, click a link at the top of the page.
Viewing the Container Report
This feature is available for the following group(s):
BMEU
The Container Detail Report includes a summary of the drop shipment appointment, including appointment number and shipment status, a summary of the job, including preparer name and scheduled arrival and departure dates, and lists all available container information. The eDropShip Container Detail Report is available if a user clicks a total container count on the Appointment Report or an actual arrival date on the Job Summary Report. This report is only available if a job has sufficient information, and if the company associated with the job participates in the eDropShip program.
To view the container report:
1. On the left menu bar, click Dashboard.
2. Search for the job. For more information, see Using the Dashboard.
3. On the Search Results page, click the appropriate Job ID.
4. Click the Shipping Summary Report link for the postage statement that contains the package you want to view. The Job Report opens.
5. Click an actual arrival date on the Job Report. The Container Report opens.
6. To view the Appointment Report, click the Drop Ship Appt. Number. For more information, see Viewing the Appointment Report.
7. To view the Job Summary Report, click the Job ID. For more information, see Viewing the Job Report.
8. To view a postage statement, click the PS # link. If more than three postage statements are available, click the Multiple link to view all of the associated postage statements and then click the statement to view. For more information, see Viewing Postage Statements.
To perform other functions, click a link at the top of the page.
Verification
Using the Sample Selection Matrix
This feature is available for the following group(s):
BMEU
The Sample Selection Matrix is intended to facilitate random sampling during formal mailing verification. The PostalOne! system randomly generates the matrix every time you click the matrix link, based on the information previously entered about the mailing.
To use the matrix:
1. Enter a postage statement or begin finalization of a postage statement.
2. On the Account Verification page or the Mail Verification page, click here under the Sample Selection Matrix. The Matrix appears in another window.
3. To print the matrix, click the here link in the Matrix window. Your default printer dialog box opens. Set any options, then click Print.
NOTE: This step may vary slightly as different printers may offer different dialog boxes.
4. To close the Matrix window, click the browser Close button ([pic]).
DMU Processes
Viewing Verification Results Storage Records
This feature is available for the following group(s):
BMEU
This feature is only available to Detached Mail Unit (DMU) locations participating in the PBV program.
To use the Verification Results Storage Records (VRSR) Dashboard:
1. Click Dashboard on the left menu bar.
2. If necessary, click the appropriate acceptance site and unit.
3. Click Launch VRSR View. The View for Verification Results Storage Records opens and displays all newly created VRSRs for the current date by default. Newly created VRSRs are those automatically scheduled by the PostalOne! system that have yet to be performed.
4. To view VRSRs with a different status, click the status in the list, then click Search. To view all VRSRs for the selected date range, click No Selection. The available statuses are: FAI (Failed Verification), FIN (Finalized Statement), INC (Incomplete), INI (Newly Created System VRSR), PAS (Passed Verification Without Autofinalize), AVW - DPV and/or Move Update Warnings, CAN -Canceled, ERR - Failed on Submission, FPP - Finalized Pending Payment, PAV - Pending DPV and Move Update Results, and PEN (Pending Verification Results).
5. To view a different date range, enter a new start date in the From box and a new end date in the To box. Alternately, click the calendar button ([pic]) to select the date. Choose the month and year to view, then click a date in the month. Click Search.
6. To edit or view a particular VRSR transaction, click the VRSR # link for the transaction. Alternately, to schedule a manual VRSR, click Add Voluntary VRSR. For more information, see Entering VRSR Transactions.
7. To view the verification schedule, click Determination of Daily Verifications. For more information, see Viewing the Verification Schedule.
8. To randomize the lines from which samples are taken, click Line Selection Sheet. For more information, see Randomizing Lines Sampled.
To perform other functions, click the appropriate link on the left menu bar.
Viewing the Verification Schedule
This feature is available for the following group(s):
BMEU
The PostalOne! system allows users to view the schedule for Verification Record Storage Record (VRSR) transactions, including the times verification should be performed and the number of samples to be checked in each sample set. This feature is only available to Detached Mail Unit (DMU) locations participating in the PBV program.
To view the VRSR schedule:
1. Click Dashboard on the left menu bar.
2. If necessary, click the appropriate acceptance site and unit.
3. Click Launch VRSR View.
4. Click Determination of Daily Verifications. The Determination of System Requested Daily Verifications (DV) page opens and displays the schedule for the current date by default. Sample size displays for both Letters (Sample Size LT) and all other mail types (Sample Size NL).
5. To view a different date range, enter a new start date in the From box and a new end date in the To box. Alternately, click the calendar button ([pic]) to select the date. Choose the month and year to view, then click a date in the month.
6. Click Generate DV. The schedule displays for the selected date range.
To perform other functions, click the appropriate link on the left menu bar.
Randomizing Lines Sampled
This feature is available for the following group(s):
BMEU
When performing a Verification Result Storage Record (VRSR) transaction, the lines from which samples are taken should be random to promote verification accuracy. This feature is only available to Detached Mail Unit (DMU) locations participating in the PBV program.
To randomize the lines sampled:
1. Click Dashboard on the left menu bar.
2. If necessary, click the appropriate acceptance site and unit.
3. Click Launch VRSR View.
4. Click Line Selection Sheet. The Production Line Selection Sheet opens.
5. Enter the names of the lines available for sampling in the mailing.
NOTE: By default, only ten (10) lines display. If additional lines are necessary, click Save and Rearrange, and five additional lines will become available. Every time Save and Rearrange is clicked, the system ensures at least five empty lines displays under the last completed line.
6. To randomize the lines, click Save and Rearrange. Take samples from the lines in the order displayed in the Random Rearrangement of Lines column.
7. To delete a single line from the list of available lines, click the check box next to the line, then click Save and Rearrange. The line no longer appears.
8. To delete all lines and start with an empty list, click Delete All Lines.
To perform other functions, click the appropriate link on the left menu bar.
Entering VRSR Transactions
This feature is available for the following group(s):
BMEU
This feature is only available to Detached Mail Unit (DMU) locations participating in the PBV program.
To enter a new VRSR transaction:
1. Click Dashboard on the left menu bar under the PBV heading.
2. If necessary, click the appropriate acceptance site and unit.
3. Click Launch VRSR View. The Dashboard for Verification Results Storage Records opens and displays all newly created VRSRs for the current date by default. Newly created VRSRs are those automatically scheduled by the PostalOne! system that have yet to be performed.
4. Search for and click the VRSR # link for the transaction. As only newly created transactions appear on the VRSR Dashboard by default, users must perform a search to view transactions requiring completion that were previously begun by a user.
o To enter a new VRSR, click Add Voluntary VRSR. Click the new VRSR #. Select a form to process the VRSR. The options include: Periodicals (3541), First Class (3600), Priority Mail (3600), Standard Mail (3602), Parcel Post (3605), Bound Printed Matter (3605), and Media and Library Mail (3605).
o To complete a VRSR, search for the VRSR transaction, then click the VRSR # link for the specific transaction. Users can only finalize VRSR transactions with the stage INC, PEN, FAI, or PAS. For more information on searching for a postage statement, see Using the Dashboard. Dependent on the stage of the transaction and how complete the transaction already is, you may be able to skip one or more of steps 5 through 13.
1. Enter or search for permit information. To look up information, click the Search next to the box you want to complete. In the dialog box, enter as much information as possible about the permit holder, mailing agent, or owner. In the search results, select the permit, then click Continue to use the account to process the statement. Repeat until all Permit Holder, Mailing Agent, and Mail Owner have been completed.
2. Enter the basic mailing characteristics (such as processing category), and enter the weight and piece count for the mailing. Click Save and Continue.
3. If necessary, edit the account addresses. If one or more of the accounts used in the mailing have an address marked as a "bad address" or are missing an e-mail account, a page appears listing the accounts. If no address information is bad or missing, skip this step.
o To correct an address, click Edit. The PostalOne! system opens the Edit Permit Account page, and you can change any information using the links on this page. When done, click Submit. You will have to start over entering the postage statement.
o To continue without editing address information, click Save and Continue.
4. If necessary, complete the Weigh Verification page. The page displays the weight and number of pieces submitted by the mailer; enter the actual number of pieces and weight of the mailing and select whether or not any weight difference exceeded the acceptable tolerance. Click Save and Continue.
5. If necessary, review any electronic Mail Improvement Reporting (eMIR) problems recorded for the account on the Account Verification Information page. This dialog box only displays if the permit holder has existing eMIR reports for mailings with the same mail class and processing category. To view the reports, click View Report(s) in the dialog box, or click Close window to continue without reviewing eMIR reports. Next:
o Expand the Problem Reports dialog box if necessary to view full information on the report.
o To view the full problem report, click a report ID. When done reviewing it, click Back to Reports List at the top of the page.
o To link a problem report to the current postage statement, select the check box for the report in the Link column, then click Save. Problem reports can only be linked to one postage statement. Linking a problem report stops that report from causing a dialog box to appear in future mailings by the company. You can always view this report by clicking the eMIR Issue(s) link later.
o To close the eMIR dialog box, click the Close button ([pic]).
If necessary, you can always click the link Click here to view eMIR Reports to view the problem reports and link any relevant reports while entering information on the Account Verification page.
6. Complete verification and mailing characteristic information, then click Save and Continue.
7. Under Verification Results Information, follow the instructions to enter line items and click Save and Continue until all information has been entered
8. Enter verification results, then click Save and Continue.
• If formal verification is due, to determine which tray, sack, or bundle will be used for each sample, click the here link under Sample Selection Matrix. Another window opens with the matrix. To print the matrix, click the here link in the Matrix window. A printer dialog box opens. Click Print. For more information, see Using the Sample Selection Matrix.
• To use a worksheet for barcode quality, tap test, mailpiece count verification, or bundle verification, click the Create Worksheet icon ([pic]). Another window opens and displays the worksheet. Complete the fields on the worksheet. To save errors entered on a worksheet and return to the worksheet later, click Save and Continue. To print the form to fill out later, click Print Form. When finished entering errors, click Save and Submit. The worksheet closes, automatically completing verification information on the postage statement, including any additional postage pending.
NOTE: When available, you can click the Worksheet Help icon ([pic]) for information on completing a worksheet.
13. Review the statement for accuracy.
o If an override is required and you have the proper authorization, enter your password and explain why the override was performed in the Comment box.
o If changes need to be made, click the link for the page with incorrect information at the bottom of the page and make the required changes.
o To cancel without saving the statement, click Abandon.
o If all information is correct, click Submit.
Once a postage statement has been successfully entered, a confirmation page appears.
13. To return to the VRSR View, click the Click here to go back to the Daily Verifications Page link.
Standard Verifications
IMpb Compliance Verification
This feature is available for the following group(s):
BMEU
Non-compliant piece counts are calculated for each of the six compliance thresholds (IMpb Barcode, Shipping Services File (SSF), ZIP11 Address, Manifest Quality, Address Quality, and Barcode Quality).
The Manifest Quality Verification checks that the rate ingredients are valid for the mail piece. The Address Quality verification checks that the address is present on the mail piece and validates the address against the ZIP11 (11-digit delivery point validated (DPV) ZIP Code. The Barcode Quality verification checks that the IMpb is present on the mail piece and classifies it as valid or not valid based on the criteria described below.
Barcode Quality Reviews are performed to verify the preprinted delivery point barcode for letter-size mail, ZIP11, or delivery point barcodes for flat-size mail is readable on USPS automation equipment. A manual Barcode Quality Review must be performed on automation rate mailings when a verification is scheduled by the PostalOne! system or when any barcode discrepancies are detected during a cursory review.
Go to: Barcode Review Worksheet Entry Disposition
Barcode Review
Perform a Manual Barcode Quality Review:
Barcode First Review
1. Randomly select three (3) trays/sacks/pallets from different parts of the mailing.
2. Select ten (10) samples at random from the first tray/sack/pallet.
3. Visually inspect the barcodes on the selected mailpieces. Do the following:
o Examine the Intelligent Mail barcode (IMb). Look at the barcode to ensure that it has 65 bars and it is constructed with four different height bars.
o Check barcode placement and clearances. Use the mailing standards in DMM 202.5.0 for letters and 302.5.0 for flats to determine if the preprinted barcode is in the proper location on the mailpieces. Use Automation Template (Notice 67), Automation Barcode Gauge (Item 04A) and/or Flats Automation Template (Notice 124).
o Verify dimensions and spacing. Examine the barcode to ensure it meets the standards for barcode dimensions and spacing (DMM 708.4.3). Use the Automation Barcode Gauge (Item 04A) and/or Flats Automation Template (Notice 124).
o Look for skew and baseline shift. Determine whether the barcode on the piece has excessive slanting or tilting of the individual bars and whether the individual bars of a barcode clearly shift up and down (vertically offset) excessively (DMM 708.4.5). Use Automation Barcode Gauge (Item 04A), Automation Template (Notice 67) and/or Flats Automation Template (Notice 124).
o Determine the print quality. Examine the barcode for excessive smearing. Individual bars must not touch or overlap.
1. No further review is needed if all pieces in the first sample meet the standards for barcode quality, or if one (1) piece fails. The mailing passes the verification for barcode quality. Proceed to conduct a Barcode Second Review if two (2) or more pieces fail.
Barcode Second Review
• Randomly select ten (10) pieces from the second tray/sack/pallet and visually inspect the barcodes following the procedures in the Barcode First Review. No further review is necessary if all the pieces in the sample meet the standards for barcode quality, or if only one (1) piece fails. The mailing passes the verification for barcode quality. Proceed to conduct a Barcode Third Review if two (2) or more pieces from the sample fail.
Barcode Third Review
• Randomly select thirty (30) pieces from the third tray/sack/pallet and visually inspect the barcodes following the procedures in the Barcode First Review. The mailing passes the verification for barcode quality if three (3) or fewer pieces from the 30-piece sample fail. The mailing falls below tolerance if four (4) or more pieces fail. Any additional postage is based on the percentage of error as determined for the final 30-piece sample.
• If one (1) or more errors were found during the verification, the results of the verification must be recorded in the Barcode Verification Worksheet available in the PostalOne! system for the mailing being accepted. If no errors were found, "100%" may be entered in the verification results field of the postage statement without completing the worksheet.
Worksheet Entry
To enter the worksheet in the PostalOne! system:
1. Open the Barcode Quality Verification Worksheet:
a. In the PostalOne! system, select the acceptance site and unit.
b. Click Dashboard and search for the postage statement associated with the mailing.
c. Open the postage statement.
d. On the verification page of the postage statement, under the Manual Verification Results section, click the Create Worksheet icon ([pic]) next to Manual Barcode Verification to access the Barcode Quality Verification Worksheet.
The header section on the worksheet contains the information already entered in the postage statement.
2. In the Error Identification section, enter the requested information for the first 10-piece sample, then click Add Error. Repeat for the second 10-piece sample and the 30-piece sample. Each sample displays in a row below the Add Error button. Some sections of the worksheet contain data based on the postage statement and cannot be edited. The worksheet will calculate any additional postage for the mailing. Adjustments are based on the 30-piece sample only.
NOTE: When available, you can click the Worksheet Help icon ([pic]) for information on completing a worksheet.
3. Print and save as necessary.
o To save errors entered on a worksheet and return to the worksheet later, click Save and Continue.
o To print the form to fill out later, click Print Form. The form may be filed with the postage statement.
o When finished entering errors, click Save and Submit. The worksheet closes, automatically completing verification information on the postage statement, including any additional postage pending.
Disposition
If the mailing passed verification, proceed with processing the postage statement.
If errors are detected and the mailing falls below tolerance:
• Make a photocopy of a mailpiece or mailpieces that identify the types of errors found.
• Provide the mailer with copies of the mailpiece(s), the adjustment worksheet from the PostalOne! system, and a notification explaining the test results. The mailer has the option of having the mail returned or paying additional postage.
• If the mailer elects to have the mail returned, finalize the postage statement by selecting Returned for rework on the verification results page.
• If the mailer agrees to pay additional postage, record the name of the person who authorized the adjustment on the postage statement and select Collected additional postage on the verification results page. The Barcode Verification Worksheet must be attached to the postage statement.
NOTE: If the mailer elects to pay additional postage, no changes to the preparation of the mailing are required.
For more information, see Finalizing a Postage Statement.
Bundle Verification
This feature is available for the following group(s):
BMEU
Standards for the preparation of bundles are contained in the Domestic Mail Manual (DMM) 345, 365, 375, 385, 705.8, and 707.19. Bundle preparation can be either a cursory review or an in-depth review.
• A cursory review is conducted on all mailings that are not scheduled for an in-depth verification.
• An in-depth verification is performed when scheduled by the PostalOne! system or when triggered by errors noted in a cursory review. An in-depth verification will include a bundle preparation verification. Bundles include Standard Mail, Periodicals Mail, Bound Printed Matter, Library and Media Mail flats.
The Presort Verification Record form (PS Form 2866) will no longer be used to record bundle verification results or calculate bundle verification additional postage.
Go to: Bundle Review Worksheet Entry Disposition
Bundle Review
To verify bundles:
1. Randomly select bundles from different parts of the mailing. The number of samples should follow the guidelines in the below table:
|Total Pieces in Mailing |Number of Bundles to Sample |
|200 – 50,000 |20 |
|50,001 – 250,000 |25 |
|More than 250,000 |30 |
2. When selecting samples:
o If the mailing contains less than the minimum number of bundles listed for a sample, review all bundles.
o If the mailing is in sacks, randomly select an adequate number of sacks to collect the required number of bundles. Sacks should be dumped out to evaluate bundle preparation.
o If the bundles are on pallets, select three pallets and randomly select bundles from the top, middle and bottom of each pallet.
o Bundles selected for MERLIN verification may be used. Bundle preparation issues must be resolved with the mailer before MERLIN processing occurs. MERLIN verification will be performed after the bundle verification.
o Bundles selected for a manual presort verification may be used for the bundle preparation verification.
1. Review the bundles for address visibility.
1.
1. In evaluating the bundle, place the bundle on a flat surface with adequate lighting and review the address from a normal reading distance.
2. Review each bundle for compliance with DMM standards for visibility and readability. The address information including the OEL and the barcode must be visible and readable by the naked eye. Common errors are:
▪ Strapping, banding or facing slips placed over address (clear, smooth strapping is acceptable)
▪ Crinkled or excess shrinkwrap or seam over address
NOTE: Procedures for the visibility of the address on the top piece of the bundle do not apply to bundles of letter-size mail, flat-size First-Class Mail, Customized Market Mail, bundles placed in 5-digit or 5-digit scheme sacks or pallets, carrier route bundles entered at a destination delivery unit, or flats prepared in letter trays under DMM Section 345.
1. Review each bundle for compliance with DMM standards for securing bundles. Common errors are:
2.
o Loose banding (string, straps, etc.)
o Poor use of rubber bands
o Poor shrinkwrap quality (torn, loose, not covering corners of open end)
o Pieces shifting excessively within bundle
Worksheet Entry
1. In the PostalOne! system, select the acceptance site and unit. Click Dashboard and search for the postage statement associated with the mailing.
2. If no errors are found in the mailing, 100% may be entered directly into the verification results section of the postage statement. Skip to step 8.
3. If any errors are found, enter them in the PostalOne! Bundle Verification Worksheet. To access the worksheet, click the Create Worksheet icon ([pic]) next to the Bundle Preparation Verification Results box on the postage statement. The header section on the worksheet contains the information already entered in the postage statement.
NOTE: When available, you can click the Worksheet Help icon ([pic]) for information on completing a worksheet.
4. In the Error Identification section, enter the requested information, then click Add Error. A bundle with one or more errors is considered one bundle error. For example, if a bundle is not secured properly and the address is not readable, then it is only counted as one bundle error. Repeat for each bundle sampled. Each sample displays in a row below the Add Error button. Some sections of the worksheet contain data based on the postage statement and cannot be edited.
5. Calculate the error percentage and any additional postage due manually. The system will not calculate either the error percentage or any additional postage.
6. Enter the error percentage and any additional postage at the bottom of the worksheet.
7. Save and print the form as necessary.
o To save errors entered on a worksheet and return to the worksheet later, click Save and Continue.
o To print the form to fill out later, click Print Form. File with the postage statement.
o When finished entering errors, click Save and Submit. The worksheet closes, and the verification results and any additional postage pending entered display on the postage statement.
4. Complete the postage statement.
Disposition
If 20% or less of the bundles sampled are found with errors, advise the mailer of any errors found and proceed with acceptance of the mailing.
If more than 20% of the bundles (e.g. 7 out of 30 bundles sampled) do not meet the bundle address visibility or bundle preparation standards, additional postage will be calculated using the Bundle Verification Adjustment Worksheets for Periodicals or Standard Mail. Mailings of presorted Bound Printed Matter, Library Mail or Media mail will be recalculated at the applicable the single piece Bound Printed Matter, Library or Media Mail rate. Advise the mailer of the option to retrieve the mailing for rework or pay the additional postage.
The Bundle Verification Adjustment Worksheet is available on the BMA Web page at . For more information on the PostalOne! system, see Finalizing a Postage Statement.
Manifest Mailing System Verification
This feature is available for the following group(s):
BMEU
Manifest Mailing System worksheets can only be created during postage statement entry or finalization for applicable mail classes.
Go to: Worksheet Entry Disposition
Worksheet Entry
To enter the worksheet in the PostalOne! system:
1. Open the Manifest Mailing System Sampling Verification Worksheet:
a. In the PostalOne! system, select the acceptance site and unit.
b. Click Dashboard and search for the postage statement associated with the mailing.
c. Open the postage statement.
d. On the verification page of the postage statement, under the Manual Verification Results section, click the Create Worksheet icon ([pic]) next to Manifest Mail Sampling Results to access the worksheet.
The header section on the worksheet contains the information already entered in the postage statement.
2. Click the name of the appropriate authorized mailer. Another page opens.
3. Enter basic information about the mailing, including class and number of pieces. Click Submit to continue or Reset to clear the form.
4. If necessary, click Yes in the Security dialog box.
5. On the MMS Sampling/Postage Adjustment Worksheet page, enter any additional sampling information.
4.
o If working with mixed classes, click a Mail Class in the list. The sampling page updates to display only options available for that class.
o To correct the actual weight of the mail, click w. Place the mail in the scale to ensure the correct weight is recorded. Clicking w resets the scale and enters the new value automatically in the Actual Weight box.
o To indicate special services for the sample, click the Extra Services button. The Extra Services dialog box appears. Select the check boxes for all extra services that apply to the sample, then click Update. To continue without adding extra services, click Cancel. Extra services appear as initials in parentheses in the comment line when viewing samples.
o To continue, click Save Sample. To clear the form, click Reset. To cancel the worksheets, click Cancel Transaction.
4. Repeat the previous step until all sampled mailpieces have been added.
5. To display the sampled mailpieces in a different order, click an option from the Sorting Order for Mailer Assigned ID Number choices, then click the Mailer Assigned ID Number column heading.
6. If necessary, to remove an entered mailpiece from the worksheet, select the Delete check box on the same line as the mailpiece, then click Update.
7. Save all samples and submit the verification data.
o To save and review the postage statement so far without completing the worksheet, click Save. Click Go Back to Postage Statement. You must reopen the MMS worksheet to continue.
o To complete the worksheet, reopen it and finish entry if necessary, then click Complete Sampling. If the sample was less than the required number of pieces, click OK in the dialog box to acknowledge the discrepancy. To cancel the transaction, click Cancel Transaction.
8. Review PS Form 8159 (Preliminary MMS Sampling/Postage Adjustment Worksheet Summary), and enter any necessary information. If necessary, sampling date can be corrected. Mailing disposition (withdrawn or accepted) is required, and comments should be entered.
o To erase all MMS sampling information and begin again at step 2, click Begin Transaction on the left menu bar.
o To print PS Form 8159, click Printable Version. In the new window, click Print. To exit without printing, click Close.
o To save the worksheet and return to the postage statement without finalizing the worksheet, click Save, then click Go Back to Postage Statement. If you choose this option, postage statement entry cannot be completed until this worksheet is finalized.
o To save and finalize the worksheet, click Save and Submit. If additional postage is due, a message appears at the bottom of the page. Click Go Back to Postage Statement. Verification data automatically appears on the postage statement.
9. If you chose to exit the postage statement without finalizing it, open it, and complete the worksheet. Once you finalize the MMS worksheet, enter the postage statement resolution.
To return to the main PostalOne! system, click Message Center on the left menu bar.
Disposition
If the mailing passed verification, proceed with processing the postage statement.
If errors are detected and the mailing falls below tolerance:
• Make a photocopy of a mailpiece or mailpieces that identify the types of errors found if possible.
• Provide the mailer with copies of the mailpiece(s), the adjustment worksheet from the PostalOne! system, and a notification explaining the test results. The mailer has the option of having the mail returned or paying additional postage.
• If the mailer elects to have the mail returned, finalize the postage statement by selecting Returned for rework on the verification results screen.
• If the mailer agrees to pay additional postage, record the name of the person who authorized the adjustment on the postage statement and select Collected additional postage on the verification results screen. The Barcode Verification Worksheet must be attached to the postage statement.
NOTE: If the mailer elects to pay additional postage, no changes to the preparation of the mailing are required.
For more information, see Finalizing a Postage Statement.
Shortpaid Verification
This feature is available for the following group(s):
BMEU
Shortpaid mail is mail on which additional postage is collectable on final delivery. Shortpaid sampling determines if the mail is shortpaid or not, and what, if any, additional postage is due.
Go to: Worksheet Entry Identical Pieces Nonidentical Pieces Disposition
Worksheet Entry
To open the worksheet in the PostalOne! system:
1. Open the Shortpaid Sampling Worksheet:
a. In the PostalOne! system, select the acceptance site and unit.
b. Click Dashboard and search for the postage statement associated with the mailing.
c. Open the postage statement.
d. On the verification page of the postage statement, under the Manual Verification Results section, click the Create Worksheet icon ([pic]) next to Shortpaid Sampling Results to access the Shortpaid Sampling Worksheet.
The header section on the worksheet contains the information already entered in the postage statement.
2. In the Error Identification section, verify that the type of mailing is correct and enter if the mailing has a single client/department or multiple. Some sections of the worksheet contain data based on the postage statement and cannot be edited. The worksheet will calculate error percentage and any additional postage for any mailings that fail verification.
NOTE: When available, you can click the Worksheet Help icon ([pic]) for information on completing a worksheet.
Identical Pieces
1. For the initial sample, randomly select 5 pieces which are possible candidates for shortpaid mail from no more than 5 trays/sacks.
2. Weigh each piece and check for correct postage.
3. If no shortpaid pieces are found, sampling is complete. Record “0” in column 3. If one or more shortpaid pieces are found, go to step 4.
4. Select and weigh 25 additional pieces. If only one shortpaid piece out of the 30 is found, the sampling is complete. Record “1” in column 3 and “0” in column 5.
5. Print and save as necessary.
o To save errors entered on a worksheet and return to the worksheet later, click Save and Continue.
o To print the form to fill out later, click Print Form. The form may be filed with the postage statement.
o When finished entering errors, click Save and Submit. The worksheet closes, and the postage statement displays the verification information, including any additional postage pending.
1. Complete the postage statement.
Nonidentical Pieces
1. For the initial sample, randomly select 30 pieces which are possible candidates for shortpaid mail. Select approximately equal numbers of pieces from no more than five trays/sacks.
2. Weigh each piece and check for correct postage.
3. If no or one shortpaid piece is found, sampling is complete. Record the number of pieces sampled (30) in column 2 next to Client #1 and record “0” or “1” in column 3. If 2 or more shortpaid pieces are found, continue with step 4.
4. By individual client/department, log the number of pieces in the initial sample size in column 2 and log the number of shortpaid pieces found in column 3. If none, enter “0.” Alternatively, log the entire sample size in column 2 as Client #1 and log the number of shortpaid pieces in column 3.
5. If the total number of pieces in the initial sample size (column 2) for any client/department with shortpaid pieces is not at least 11, attempt to locate additional pieces in the mailing for that client/department to reach 11. If necessary, look into additional trays/sacks.
• Example 1: Eight pieces for ABC Company are in the initial sample with 1 shortpaid. Attempt to locate three more pieces from ABC Co. If you cannot find 11 total pieces for a client/department, record the number you did locate (column 4) and the number shortpaid (column 5). If none, report “0” and check column 4a. Base shortpaid calculations on total pieces found (8). Go to the next client/department with shortpaid pieces.
• Example 2: Fourteen pieces for Quality Mailers are found in the initial sample with two pieces shortpaid. Base postage due calculations for Quality Mailers on the 14 pieces found in the initial sample.
6. Weigh additional pieces and log additional shortpaid pieces by client/department in column 5.
7. Print and save as necessary.
• To save errors entered on a worksheet and return to the worksheet later, click Save and Continue.
• To print the form to fill out later, click Print Form. The form may be filed with the postage statement.
• When finished entering errors, click Save and Submit. The worksheet closes, and the postage statement displays the verification information, including any additional postage pending.
8. Complete the postage statement.
Disposition
If the mailing passed verification, proceed with processing the postage statement.
If shortpaid pieces are found, notify the mailer of postage due for shortpaid pieces and give them a copy of the shortpaid worksheet.
• If the mailer elects to have the mail returned, finalize the postage statement by selecting Returned for rework on the verification results screen. A new sample must be taken upon reentry of the mailing.
• If the mailer agrees to pay additional postage, record the name of the person who authorized the adjustment on the postage statement and select Collected additional postage on the verification results screen. The Shortpaid Verification Worksheet must be attached to the postage statement.
NOTE: If the mailer elects to pay additional postage, no changes to the preparation of the mailing are required.
For more information, see Finalizing a Postage Statement.
Tap Test Verification
This feature is available for the following group(s):
BMEU
Insert “shift” within mailpieces prepared with window envelopes can adversely affect barcode readability. Therefore, verification must be performed on all letter-size AND flat-size pieces that have barcodes appearing through windows. Deployment of MERLIN does not negate this procedure. If the mailing fails the tap test, the mailing will not be allowed the automation rates and postage will be recalculated at nonautomation rates.
NOTE:
• If needed, use Notice 67, Automation Template, or Item 04A, Automation Barcode Gauge, to confirm the measurements noted in this process.
• Letter-size pieces with a delivery point barcode in the lower right corner are not subject to this procedure.
Go to: Tap Test Review Worksheet Entry Disposition (normal) Disposition (combined/VAR)
Tap Test Review
To perform tap test verification:
1. Randomly select ten (10) window envelopes from throughout the mailing. For mailings containing both window and regular envelopes, if ten window envelopes are not obtained from within the first fifty (50) pieces pulled, then the barcode window verification is not performed.
2. Check for vertical shift.
a. Tap each individual mailpiece twice on a flat horizontal surface on the envelope bottom edge (the edge parallel to the address as read).
b. Ensure that at least 1/25th of an inch of clear space appears between the top edges of the barcode and the top edge of the window of each piece without tapping/shaking the mailpiece upside down.
c. Ensure that a clear space of at least 1/25th of an inch appears between the bottom edges of the barcode and the bottom of the window
d. If an information line is above or below the barcode, ensure a minimum of 1/25th of an inch clearance exists between the barcode and the information line text.
3. Check for horizontal shift.
a. Tap each mailpiece separately on its left and right edges to jog the insert as far left and/or right as possible. Two taps are sufficient.
b. Check to ensure that at least a 1/8 inch clear space appears between the left and right edges of the barcodes and the window’s edge, as appropriate.
4. If no more than one (1) piece fails in the first sample, the mailing passes the Tap Test. If two (2) or more mailpieces in the first sample fail the tap test, repeat the test on 10 additional barcoded window envelopes.
5. If three (3) or more pieces fail at any time during the test (after the first 10 or a total of 20 pieces), the mailing fails the verification and is not eligible for automation rates.
6. If any errors are found in a sample, the results must be entered in the Tap Test Verification Worksheet in the PostalOne! system.
7. If no errors were found, 100% may be entered in the verification results field of the postage statement without completing the worksheet.
Worksheet Entry
1. If the mailing falls below tolerance, open the Tap Test Verification Worksheet:
a. In the PostalOne! system, select the acceptance site and unit.
b. Click Dashboard and search for the postage statement associated with the mailing.
c. Open the postage statement.
d. On the verification page of the postage statement, click the Create Worksheet icon ([pic]) next to Tap Test Results on the postage statement to access the Tap Test Verification Worksheet.
2. If no errors are found in the mailing, 100% may be entered directly into the verification results section of the postage statement. Skip to step 7.
3. If any errors are found, enter them in the PostalOne! Tap Test Verification Worksheet. To access the worksheet, click the Create Worksheet icon ([pic]) next to the Tap Test Results box on the postage statement. The header section on the worksheet contains the information already entered in the postage statement.
4. In the Error Identification section, enter the requested information for the first 10-piece sample, then click Add Error. The sample displays in a row below the Add Error button. Some sections of the worksheet contain data based on the postage statement and cannot be edited. If one or no pieces in the first sample fail, the mailing passes verification. If 3 or more pieces in the first sample fail, the mailing fails the verification. Skip to step 6.
5. If the first sample has 2 pieces that fail, enter the information for the second 10-piece sample, then click Add Error. Some sections of the worksheet contain data based on the postage statement and cannot be edited. If the combination of errors in both samples is 3 or more, the mailing fails the verification.
NOTE: When available, you can click the Worksheet Help icon ([pic]) for information on completing a worksheet.
6. Save and print the form as necessary. The worksheet will calculate any additional postage for mailings that fail verification.
o To save errors entered on a worksheet and return to the worksheet later, click Save and Continue.
o To print the form to fill out later, click Print Form. The form should be filed with the postage statement.
o When finished entering errors, click Save and Submit. The worksheet closes, and the postage statement displays the verification information, including any additional postage pending. The PostalOne! system automatically calculates the error percentage.
6. Complete the postage statement.
Disposition (except Combined/Value Added Refund mailings)
If no more than one piece fails, the mailing passes the barcode window verification. Proceed with postage statement processing.
If three or more errors are detected and the mailing falls below tolerance:
• Make a photocopy of a mailpiece or mailpieces that identify the types of errors found.
• Provide the mailer with copies of the mailpiece(s), the adjustment worksheet from the PostalOne! system, and a notification explaining the test results. The mailer has the option of having the mail returned or paying additional postage.
• If the mailer elects to have the mail returned, finalize the postage statement by selecting Returned for rework on the verification results screen.
• If the mailer agrees to pay additional postage, record the name of the person who authorized the adjustment on the postage statement and select Collected additional postage on the verification results screen. The Tap Test Worksheet must be attached to the postage statement.
NOTE: If the mailer elects to pay additional postage, no changes to the preparation of the mailing are required.
Combined/Value Added Refund Disposition
Follow the same procedures for conducting a tap test for non-identical weight mailings submitted under the terms of a Combined/Value Added Refund (VAR) postage payment system.
These types of mailing, however, are unique in that they contain multiple types of addressed/barcoded pieces. This means it is possible that only a single type of mailpiece in the mailing may be address block barcoded in a window envelope. If those pieces failed the tap test, they would be the only pieces in the mailing that would not meet automation standards relative to the tap test.
Follow these procedures should pieces in a Combined/VAR mailing fail a tap test:
1. Inform the mailer of the finding and that for the mail to be accepted, non-automation rates will apply to the entire mailing or they can take the mailing back, remove the non-compliant pieces, and resubmit the mailing for re-verification.
2. If the mailer chooses to pay the nonautomation rates, inform the mailer that they have the right to appeal the decision within 90 days if they can show by documentation and by confirmation of the acceptance employee at the time of the mailing, that the only pieces in the mailing that failed the tap test is one specific type of envelope from one specific client. (Multiple envelopes from one or more clients failing the tap test will be regarded as a complete failure of the mailer’s quality control process, and an appeal is not valid.)
3. The mailer will submit their appeal to the district manager of Business Mail Entry who will review for completeness and forward to the manager of Business Mailer Support, USPS Headquarters.
4. The manager of Business Mail Entry will review the appeal and determine if the appeal is valid. If the appeal is upheld, the mailer will be entitled to a refund for all the pieces paid at the nonautomation rate that were not the mailpiece type that failed the tap test.
For more information, see Finalizing a Postage Statement.
IMpb Compliance Verification
This feature is available for the following group(s):
BMEU
Non-compliant piece counts are calculated for each of the six compliance thresholds (IMpb Barcode, Shipping Services File (SSF), ZIP11 Address, Manifest Quality, Address Quality, and Barcode Quality).
The Manifest Quality Verification checks that the rate ingredients are valid for the mail piece. The Address Quality verification checks that the address is present on the mail piece and validates the address against the ZIP11 (11-digit delivery point validated (DPV) ZIP Code. The Barcode Quality verification checks that the IMpb is present on the mail piece and classifies it as valid or not valid based on the criteria described below.
Barcode Quality Reviews are performed to verify the preprinted delivery point barcode for letter-size mail, ZIP11, or delivery point barcodes for flat-size mail is readable on USPS automation equipment. A manual Barcode Quality Review must be performed on automation rate mailings when a verification is scheduled by the PostalOne! system or when any barcode discrepancies are detected during a cursory review.
Go to: Barcode Review Worksheet Entry Disposition
Barcode Review
Perform a Manual Barcode Quality Review:
Barcode First Review
1. Randomly select three (3) trays/sacks/pallets from different parts of the mailing.
2. Select ten (10) samples at random from the first tray/sack/pallet.
3. Visually inspect the barcodes on the selected mailpieces. Do the following:
o Examine the Intelligent Mail barcode (IMb). Look at the barcode to ensure that it has 65 bars and it is constructed with four different height bars.
o Check barcode placement and clearances. Use the mailing standards in DMM 202.5.0 for letters and 302.5.0 for flats to determine if the preprinted barcode is in the proper location on the mailpieces. Use Automation Template (Notice 67), Automation Barcode Gauge (Item 04A) and/or Flats Automation Template (Notice 124).
o Verify dimensions and spacing. Examine the barcode to ensure it meets the standards for barcode dimensions and spacing (DMM 708.4.3). Use the Automation Barcode Gauge (Item 04A) and/or Flats Automation Template (Notice 124).
o Look for skew and baseline shift. Determine whether the barcode on the piece has excessive slanting or tilting of the individual bars and whether the individual bars of a barcode clearly shift up and down (vertically offset) excessively (DMM 708.4.5). Use Automation Barcode Gauge (Item 04A), Automation Template (Notice 67) and/or Flats Automation Template (Notice 124).
o Determine the print quality. Examine the barcode for excessive smearing. Individual bars must not touch or overlap.
1. No further review is needed if all pieces in the first sample meet the standards for barcode quality, or if one (1) piece fails. The mailing passes the verification for barcode quality. Proceed to conduct a Barcode Second Review if two (2) or more pieces fail.
Barcode Second Review
• Randomly select ten (10) pieces from the second tray/sack/pallet and visually inspect the barcodes following the procedures in the Barcode First Review. No further review is necessary if all the pieces in the sample meet the standards for barcode quality, or if only one (1) piece fails. The mailing passes the verification for barcode quality. Proceed to conduct a Barcode Third Review if two (2) or more pieces from the sample fail.
Barcode Third Review
• Randomly select thirty (30) pieces from the third tray/sack/pallet and visually inspect the barcodes following the procedures in the Barcode First Review. The mailing passes the verification for barcode quality if three (3) or fewer pieces from the 30-piece sample fail. The mailing falls below tolerance if four (4) or more pieces fail. Any additional postage is based on the percentage of error as determined for the final 30-piece sample.
• If one (1) or more errors were found during the verification, the results of the verification must be recorded in the Barcode Verification Worksheet available in the PostalOne! system for the mailing being accepted. If no errors were found, "100%" may be entered in the verification results field of the postage statement without completing the worksheet.
Worksheet Entry
To enter the worksheet in the PostalOne! system:
1. Open the Barcode Quality Verification Worksheet:
a. In the PostalOne! system, select the acceptance site and unit.
b. Click Dashboard and search for the postage statement associated with the mailing.
c. Open the postage statement.
d. On the verification page of the postage statement, under the Manual Verification Results section, click the Create Worksheet icon ([pic]) next to Manual Barcode Verification to access the Barcode Quality Verification Worksheet.
The header section on the worksheet contains the information already entered in the postage statement.
2. In the Error Identification section, enter the requested information for the first 10-piece sample, then click Add Error. Repeat for the second 10-piece sample and the 30-piece sample. Each sample displays in a row below the Add Error button. Some sections of the worksheet contain data based on the postage statement and cannot be edited. The worksheet will calculate any additional postage for the mailing. Adjustments are based on the 30-piece sample only.
NOTE: When available, you can click the Worksheet Help icon ([pic]) for information on completing a worksheet.
3. Print and save as necessary.
o To save errors entered on a worksheet and return to the worksheet later, click Save and Continue.
o To print the form to fill out later, click Print Form. The form may be filed with the postage statement.
o When finished entering errors, click Save and Submit. The worksheet closes, automatically completing verification information on the postage statement, including any additional postage pending.
Disposition
If the mailing passed verification, proceed with processing the postage statement.
If errors are detected and the mailing falls below tolerance:
• Make a photocopy of a mailpiece or mailpieces that identify the types of errors found.
• Provide the mailer with copies of the mailpiece(s), the adjustment worksheet from the PostalOne! system, and a notification explaining the test results. The mailer has the option of having the mail returned or paying additional postage.
• If the mailer elects to have the mail returned, finalize the postage statement by selecting Returned for rework on the verification results page.
• If the mailer agrees to pay additional postage, record the name of the person who authorized the adjustment on the postage statement and select Collected additional postage on the verification results page. The Barcode Verification Worksheet must be attached to the postage statement.
NOTE: If the mailer elects to pay additional postage, no changes to the preparation of the mailing are required.
For more information, see Finalizing a Postage Statement.
Reports
Viewing the Mailing Activity Report
This feature is available for the following group(s):
BMEU BRM
The Mailing Activity Report details a summary of postage statements, including the dates involved, current stage, the last update, permits involved, statement type, piece counts, postage, and rate type. The default is all transactions performed that day.
To view the Mailing Activity Report:
1. Click Reports on the left menu bar.
2. Click Mailing Activity.
3. Enter the criteria for the report you want to view. Click Submit.
• Click the finance number to view. This field is required and defaults to the first finance number available.
• (Optional) To view activity for one or more specific mailing groups, enter a Mailing Group ID. This ID can be a partial ID; the report displays all mailing groups that begin with the Mailing Group ID entered.
• Enter the date range for the report. For example, to review all transactions for the month of January, 2010, enter a begin date of 01/01/2005, and an end date of 01/31/2005. A date range is required.
• Click the cost center to display in the report. By default, all cost centers for the selected finance number display on the report. If the user did not assign a Cost Center when entering a transaction, the account Cost Center is used.
• Click the postage statement statuses to include in the report. By default, all postage statements display regardless of status.
4. To view the postage summary associated with a particular job, click the postage statement type in the Statement Type column on the Mailing Activity page. For more information, see Viewing Postage Statements.
5. To change the order mailings appear, click the up or down arrow in the Permit/Pub No. column. This reorders the report numerically by permit or publication number.
6. If the search results returned more jobs than can display on just one page, click First (for the first page), Next (for the next page of results), Prev (for the previous page of results), Last (for the final page available), or enter a number and then click Go to view another page.
7. To download the report in Microsoft Excel (.xls) format, click Download, then click Save and navigate to the location on your computer to which you want to save the file. Click Save. In the Download Complete box, click Close.
8. To print the report, click the Printable View link. The report will open in a second window in .pdf (Portable Document Format) format. Click Open to display the report. Select the browser Print button to print the file, then click OK in your printer dialog box.
To return to previous pages, click a link at the top of the page.
Viewing the 3083 Report
This feature is available for the following group(s):
BMEU BMEU Reporting BRM Mailing Requirements
The 3083 report summarizes the opening and closing balances, and total credits and debits for a finance unit on a specific business day. It also displays credits and debits by Account Identification Codes (AICs).
To view the 3083 report in PostalOne! format:
1. Click Reports on the left menu bar.
2. If necessary, click the appropriate finance unit and acceptance site. The page displays a list of available reports.
3. Click 3083 Report.
4. Enter the criteria for the report you want to view. Click Submit.
1. Click the type of permit account to include in the report. The options are Periodicals (including Pending), BRM (BR, MR, and PD permits), and Permit (everything else). The default is Permit.
2. Enter the date range for the report. For example, to review all transactions for the month of January, 2005, enter a begin date of 01/01/2005, and an end date of 01/31/2005. A date range is required.
3. (Optional) To include transactions that occurred after the last close date, select the Open Transactions Only check box. By default, only closed transactions display. This clears any end date and will show open transactions.
4. (Optional) For BRM 3083 reports only, click a location or Cost Center if necessary. Locations are only available for dates prior to the implementation of Cost Centers in the PostalOne! system. By default, all locations or All Cost Centers display. If the user did not assign a location or Cost Center when entering a transaction, the account location and Cost Center is used.
1. To print the report, click the Printable View link. The report will open in a second window in .pdf (Portable Document Format) format. Click Open to display the report. Select the browser Print button to print the file, then click OK in your printer dialog box.
2. To download a copy of the report, click Download. Click Save and navigate to the location on your computer to which you want to save the file, then click Save. In the Download Complete box, click Close. Report downloads are automatically saved in Microsoft Excel (.xls) format.
To perform other functions, click the appropriate link on the left menu bar.
Viewing the Balances Report
This feature is available for the following group(s):
BMEU BMEU Reporting BRM Mailing Requirements
The Balances Report gives an overview of all accounts for the selected finance number. For Periodicals accounts, this report displays not only the total account balance, but also the "available balance" that the mailer can actually spend, the last mailing date, location, rate code, publication details, and fee status. Business Reply, Merchandise Return, and Postage Due accounts display the permit information, company name, location, Cost Center, last invoice date, current balance, fee status, and last fee payment date. For all other permit types, the Balances report includes permit information, profit status (profit or nonprofit), location, last mailing date, current balance (for non-CAPS accounts), and fee status. Nonprofit status is indicated by an "N" on the Balances Report, and Centralized Account Processing System (CAPS) accounts are marked with a "#" next to the permit number..
To view the Balances Report:
1. Click Reports on the left menu bar.
2. If necessary, click the appropriate finance unit and acceptance site. The page displays a list of available reports.
3. Click Balances Report.
4. Enter the criteria for the report you want to view. Click Submit.
• If you have access to more than one finance number, click the finance number you want to view.
• Click the type of permit account to include in the report. The options are Permit Imprint (includes ADDPOS accounts), BRM In-Town, BRM Out-of-Town, Business Reply and Postage Due, Merchandise Return, Precanceled, Metered, OMAS Metered, OMAS Business Reply and OMAS Postage Due, OMAS Imprint, OMAS Merchandise Return, and Periodical (including Pending). The default is Permit Imprint.
• Click the location or Cost Center to display. To show all permits for the finance number, click All Cost Centers. The default is All Cost Centers. To view a Cost Center, click Cost Center, then click the specific Cost Center to view. The default is All Cost Centers.
• To display transactions in a specific order on the report, click a choice in the Sort Order list. Available orders are by permit (or publication) number (the default), company (or publication) name, account status, or cost center. Periodicals can also be sorted by rate code.
• In the Balance Scope list, click a choice. You can view all balances (the default), only negative balances, or all nonzero balances.
• In the Profit Status list, click the type of company to view. The options are Both Profit and Non-Profit, Profit only, and Non-profit only.
• In the Account Status list, click the status. Available statuses are All, Active, ADDPOS, Cancelled, Denied, and Inactive. The default is to display only accounts with an active status.
• To include company addresses on the printable version of the report, select the Include addresses on report check box. By default, addresses do not display.
The Balances Report displays, with all negative balances and expired fees in bold red and marked by an asterisk (*).
5. To view company contact information, including the primary contact assigned, click a company name. A dialog box opens. When done viewing contact information, click the Close Button ([pic]) to close the dialog box.
6. To download the report, click Download (for an Excel spreadsheet version), then click Save and navigate to the location on your computer to which you want to save the file. Click Save. In the Download Complete box, click Close.
7. To print the report, click the Printable View link. The report will open in a second window in .pdf (Portable Document Format) format. Click Open to display the report. Select the browser Print button to print the file, then click OK in your printer dialog box.
To perform other functions, click the appropriate link on the left menu bar.
Viewing the Transaction Summary Report
This feature is available for the following group(s):
BMEU BMEU Reporting BRM Mailing Requirements
The Transaction Summary Report lists all transactions for a finance unit on a specific business day or days. Special symbols on the report include:
• An asterisk (*) indicates a Centralized Account Processing System (CAPS) account.
• A pound sign (#) indicates an Official Mail Accounting System (OMAS) permit.
• An at (@) sign displays when the mailing date is different from the transaction close date.
• The letters CM display when a mailing was a continuous mailing.
To view the Transaction Summary Report:
1. Click Reports on the left menu bar.
2. If necessary, click the appropriate finance unit and acceptance site. The page displays a list of available reports.
3. Click Transaction Summary Report.
4. Enter the criteria for the report you want to view. Click Submit.
• If you have access to more than one finance number, click the finance number you want to view.
• Click the type of permit account to include in the report. The options are Periodicals (including Pending), Business Reply (BRM and PD permits), Merchandise Return, and Permit (everything else). The default is Permit.
• Click the transaction types to include. Available types are CAPS Only, OMAS Only (not available for Business Reply or Merchandise Return permits), Mailings, Deposits, Adjustments, Reversals, Refunds, Transfers, Fee Payments, and All (including CAPS and OMAS). The default is All.
• Enter the date range for the report. For example, to review all transactions for the month of January, 2005, enter a begin date of 01/01/2005, and an end date of 01/31/2005. A date range is required. The start date can be no more than 90 days before the end date.
• (Optional) To include open transactions, select the Include open transactions check box. By default, only closed transactions display.
• (Optional) Click the location to display. To show all permits for the finance number, click All Locations. The default is All Locations. Locations are only available for Business Reply, Merchandise Return, and Postage Due accounts.
• (Optional) To display transactions in a specific order on the report, click a choice in the Sort Order list. Available orders are by permit/publication number, company/publication name, location (Business Reply, Merchandise Return, or Postage Due only), cost center (Business Reply, Merchandise Return, or Postage Due only), or clerk initials (who processed the transactions).
5. To view details of an individual transaction, click the transaction number on the report. Another window opens with details of the transaction, including the pieces claimed at each rate where applicable. Close the second window when done reviewing transaction details by clicking the Close ([pic]) button.
6. To print the report, click the Printable View link. The report will open in a second window in .pdf (Portable Document Format) format. Click Open to display the report. Select the browser Print button to print the file, then click OK in your printer dialog box.
7. To download a copy of the report, click Download. Click Save and navigate to the location on your computer to which you want to save the file, then click Save. In the Download Complete box, click Close. Report downloads are automatically saved in Microsoft Excel (.xls) format.
To perform other functions, click the appropriate link at the top of the page.
Viewing the Records of Mailing Report
This feature is available for the following group(s):
BMEU BMEU Reporting BRM Mailing Requirements
The Records of Mailing Report (PS Form 3609/3543) displays the activities of a specific permit, and is available for all permit types.
To view the Records of Mailing Report:
1. Click Reports on the left menu bar.
2. If necessary, click the appropriate finance unit and acceptance site. The page opens and displays a list of available reports.
3. Click Records of Mailing (3609/3543) Report.
4. Enter the criteria for the report. Click Submit.
a. If you have access to more than one finance number, click the finance number you want to view.
b. (Optional) Select whether the transaction or activity date is used. The default is Transaction Date. This is the close date that the transaction was entered in the PostalOne! system. Activity Date is the actual date of the mailing or transaction. For example, if a mailing was accepted on Monday, but not entered in the PostalOne! system until Tuesday, the activity date would be Monday, and the transaction date would be Tuesday.
c. Enter the date range for the report. For example, to review all transactions for the month of January, 2005, enter a begin date of 01/01/2005, and an end date of 01/31/2005. A date range is required.
d. (Optional) To include open transactions, select the Include open transactions check box. If this box is not selected, only transactions that occurred prior to the last close of business display in the report.
e. Enter a permit number. Permit number is required.
f. Click the type of permit account. This type must be the type of permit number entered on the previous line. The default permit type is a ghost (GH) permit.
5. To print the report, click the Printable View link. The report will open in a second window in .pdf (Portable Document Format) format. Click Open to display the report. Select the browser Print button to print the file, then click OK in your printer dialog box.
6. To download a copy of the report, click Download. Click Save and navigate to the location on your computer to which you want to save the file, then click Save. In the Download Complete box, click Close. Report downloads are automatically saved in Microsoft Excel (.xls) format.
To perform other functions, click a link at the top of the page.
Viewing Transaction History Reports
This feature is available for the following group(s):
BMEU BMEU Reporting BRM Mailing Requirements
This report displays a summary of transactions, including total revenue by transaction type, and provides links to summaries of each type of transaction performed in the PostalOne! system: deposits, mailings and fees, transfers, refunds, adjustments, and reversals. Four different transaction history reports are available. Some reports will only have limited transaction types listed because other transaction types cannot be performed within the PostalOne! system. Balances do not display on these reports; the sum of the transactions listed appears instead.
To view the Financial Transaction History Report:
1. Click Reports on the left menu bar.
2. If necessary, click the appropriate finance unit and acceptance site. The Reports page displays a list of available reports.
3. Click Transaction History Reports.
4. Enter any search criteria, then click Submit. You can search for information using the following criteria:
o Finance Number
o Report Type. The options are: Financial (permit and business reply accounts), CAPS, OMAS, and Verification (transactions). The default is financial.
o Permit Number
o Permit Type
o By/For - If a permit number was entered, display only those where the permit was the mailing preparer (By), mailing owner (For), or either. If a By/For options has been selected, Permit Number and Type are required.
o Date Range - Enter a date or click the Calendar icon ([pic]) to select the date on a calendar. Date ranges may be no more than 92 days long.
1. To view a summary for a type of transaction, click the transaction type (such as Mailings or Reversals).
2. On the summary page, to view additional details about the specific transaction, click a transaction number. Another page opens, based on the type of transaction you clicked. For example, it might be a mailing receipt or transaction detail page. To return to the Transaction History Summary Report, click the Summary link at the top of the page.
3. If the report summary returned more transactions than can display on just one page, click First (for the first page), Next (for the next page of results), Prev (for the previous page of results), Last (for the final page available), or enter a number and then click Go to view another page.
4. To change the order transactions appear, click the up or down arrow in a column.
5. To download a copy of the report, click Download. Click Save and navigate to the location on your computer to which you want to save the file, then click Save. In the Download Complete box, click Close. Report downloads are automatically saved in Microsoft Excel (.xls) format.
6. To print the report, click the Printable View link. The report will open in a second window in .pdf (Portable Document Format) format. Click Open to display the report. Select the browser Print button to print the file, then click OK in your printer dialog box.
To perform other functions, click a link at the top of the page.
Viewing Revenue Reports
This feature is available for the following group(s):
BMEU BMEU Reporting BRM Mailing Requirements
The following revenue reports are available from the Reports page:
• Major Mailer by Revenue
• Override Report
• Cost Center & Mailer Volume Report
• BRM Invoice Revenue Detail Report
• Incentive Volume History Report
Additional reports are available from the main Reports menu in the PostalOne! system. These other topics have Help topics specific to each report; see the appropriate online Help topics for more information on these reports.
To view revenue reports:
1. Click Reports on the left menu bar.
2. Click the name of the report you want to view.
3. Enter search criteria to restrict the report to just the information you want to view. Click Submit. All criteria are required unless otherwise indicated. The selected report appears.
4. To sort the report alphabetically or numerically in ascending or descending order, click the up and down arrows in the column headings of the report. This is only available for the Major Mailer by Revenue Report and the Incentive Volume History Report.
5. To view more information about a part of the report, click a link in a report. Another window opens with the information. Click Close or the Close ([pic]) button when done viewing the detailed report. The links available vary based on report. For example, if a column lists "Multiple" instead of a number or specific name, the account has multiple items that appear when you click Multiple.
o To view a detailed version of the report with only the transactions for a particular company represented, click the company name, Transaction ID, or total amount. This is only available for the Major Mailer by Revenue Report.
o To view company address information and fee expiration information, click the company name. This is only available for the Override Report, the Incentive Volume History Report, and the BRM Invoice Revenue Detail Report. Fee expiration only displays on the BRM Invoice Revenue Detail Report.
1. To download the report, click Download (for a Microsoft Excel .xls file), then click Save and navigate to the location on your computer to which you want to save the file. Click Save. In the Download Complete box, click Close.
2. To print the report, click the Printable View link. The report will open in a second window in .pdf (Portable Document Format) format. Click Open to display the report. Select the browser Print button to print the file, then click OK in your printer dialog box.
To view a different financial report or perform other functions, click a link at the top of the page.
Viewing the Transfer Summary Report
This feature is available for the following group(s):
BMEU BRM
The Transfer Summary report displays the details of recent file transfers for the selected finance unit, including transmission and file statistics (size, version, and so on). By default, it displays all transfers for the past twelve hours.
To view the Transfer Summary Report:
1. Click Reports on the left menu bar.
2. If necessary, click the appropriate finance unit and acceptance site. The Reports page displays a list of available reports.
3. Click Transfer Summary.
4. To open the Metrics Error Report and read error descriptions, click the result code in the Result column.
5. To sort the report alphabetically or numerically in ascending or descending order by a particular column, click the underlined column name. For example, to sort the report by the date the files were sent, click Transmission Date.
6. If necessary, enter any search criteria, then click Search. On the Metrics Search page, you can search using the following criteria:
o Job ID
o Mailing Facility ZIP (Code)
o (File) Status
o Transmission Date
1. To change the number of transmitted files displayed at one time, click the appropriate number to display in the Show Records at a time list.
2. If more transfers are returned by the search than can be displayed on one page, click Next to view the next page, or click Previous to return to a page viewed earlier.
To return to previous pages, click the appropriate link at the top of the page.
Viewing the Fee Renewal Report
This feature is available for the following group(s):
BMEU BRM BMEU Reporting
The PostalOne! system allows clerks to review all accounts whose fees will expire within a set time period. This report can be viewed or downloaded; letters are sent by the National Customer Support Center (NCSC). Mailers may also print a copy of the letter if they have access to the PostalOne! mailer features.
To view the fee renewal report:
1. Click Reports on the left menu bar.
2. If necessary, click the appropriate finance unit and acceptance site. The page opens and displays a list of available reports.
3. Click Fee Renewal Report. The Fee Renewal Report (Search) page opens.
4. Enter the criteria for the report. Click Submit. The Fee Renewal Report opens.
1. Click the finance number to view. This field is required and defaults to the current finance number.
2. Enter the date range fees will expire. For example, to view the report for all fees expiring in January, 2011, enter a begin date of 01/01/2011, and an end date of 01/31/2011. A date range is required. The start date can be no more than 90 days before the end date.
3. In the Permit Type list, click the type of fee expiring that the report should display. The options are Permit (PI, MT, and PC), BRM (In-Town), BRM (Out-of-Town), MR (In-Town), and MR (Out-of-Town). Permit type is required, and defaults to Permit (PI, MT, and PC). For Out-of-Town BRM accounts, fees due display with a zero due, as the fees must be paid at the master account.
4. (Optional) To view fee expiration information for a specific permit or for permits in a specific range of numbers, enter the permit numbers in the Permit Number From and Permit Number To boxes. If you enter a number in just the Permit Number From box, the report returns all permits with numbers equal to or higher than that number. If you enter a number in just the Permit Number To box, the report returns all permits with numbers equal to or less than that number. To view fees for a specific permit, enter the same number in both boxes.
5. (Optional) To display the permits with fees due in a specific order, click a choice in the Sort Order list. Accounts display in order by permit type, then permit number. For example, if three permits (PI 1, MT 1, and PI 2), all have fees expiring, the PostalOne! system will display them in the following order: PI 1, PI 2, MT 1.
6. (Optional) To view all accounts whose fees expire in the date range, even if the account has already paid the fee, click the list and choose display all fees that will expire in the time range, even if they have already been renewed. Otherwise, use the default option to only view accounts that still owe fees.
1. To view company contact information, including the primary contact assigned, click a company name. A dialog box opens. When done viewing contact information, click the Close Button ([pic]) to close the dialog box.
2. To download the report, click Download (for an Excel spreadsheet version), then click Save and navigate to the location on your computer to which you want to save the file. Click Save. In the Download Complete box, click Close.
3. To print the report, click the Printable View link. The report will open in a second window in .pdf (Portable Document Format) format. Click Open to display the report. Select the browser Print button to print the file, then click OK in your printer dialog box.
4. If the report summary returned more fees than can display on just one page, click First (for the first page), Next (for the next page of results), Previous (for the last page viewed), Last (for the final page available), or enter a number and then click Go to view another page.
To perform all other functions, click Reports at the top of the page to return to the Reports main menu.
Viewing the Monthly Cancellation Report
This feature is available for the following group(s):
BMEU BRM BMEU Reporting
The PostalOne! system allows clerks to view cancellation information for all accounts that have been inactive for two years or that were manually canceled in the specified time period. This report can be viewed or downloaded; letters are sent by the National Customer Support Center (NCSC). Permit type determines the number of accounts returned:
• A for-profit account appears in the report if an active permit imprint (PI) or Additional Postage (ADDPOS) account has not been listed as the permit holder on any mailings in the past two years, and was created more than two years ago.
• A nonprofit account appears in the report if an active PI, ghost (GH), Metered (MT), or Precancelled (PC) account has been authorized as a nonprofit account, but has not been listed as a permit holder, agent, or owner on any mailings in the past two years, and was created more than two years ago.
To view the cancellation report:
1. Click Reports on the left menu bar.
2. If necessary, click the appropriate finance unit and acceptance site. The page displays a list of available reports.
3. Click Monthly Cancellation Report.
4. Enter the criteria for the report. Click Submit. The Monthly Cancellation Report opens.
1. Click the finance number to view. This field is required and defaults to the current finance number.
2. Click the Report Type. This report displays either permits that were previously cancelled or permits that are pending cancellation or closure.
3. Click the month and year for which to display the report. For reports displaying Prior Cancellations, users can choose to enter a specific date ranger rather than a month. If a specific date range is entered, the duration can be no longer than 92 days.
4. In the Permit Type list, click the type of account to display. The options are Permit (PI), Meter (MT), Precanceled (PC), Ghost (GH), Business Reply Mail and Postage Due (BR&PD), Merchandise Return Service (MR), OMAS Business Reply Mail and OMAS Postage Due (OB&OD), and OMAS Merchandise Return (OR). Permit type is required, and defaults to Permit.
5. (Optional) To view the report for a specific permit or for permits in a specific range of numbers, enter the permit numbers in the Permit Number From and Permit Number To boxes. If you enter a number in just the Permit Number From box, the report returns all permits with numbers equal to or higher than that number. If you enter a number in just the Permit Number To box, the report returns all permits with numbers equal to or less than that number. To view the report for a specific permit, enter the same number in both boxes.
6. (Optional) To display the letters in a specific order on the selection page, click a choice in the Sort Order list. By default, the report displays in order by permit type, then permit number. For example, if three permits (PI 1, MT 1, and PI 2) require cancellation, the PostalOne! system will display them in the following order: PI 1, PI 2, MT 1.
1. To view the company address information, click a company name. Another window opens with the details of the organization. Click the Close button ([pic]) when done.
2. If a cancellation resulted in collection of a negative balance, click Canceled - negative balance collected. All applicable permits display, with the resulting transaction number for the debt collection. Click Close when done.
3. If a cancellation resulted in a negative balance being charged to the unit, click Canceled - negative balance expensed to unit. All applicable permits display, with the resulting transaction number for the charges. Click Close when done.
4. To download a copy of the report, click Download. Click Save and navigate to the location on your computer to which you want to save the file, then click Save. In the Download Complete box, click Close. Report downloads are automatically saved in Microsoft Excel (.xls) format.
5. To print the report, click the Printable View link. The report will open in a second window in .pdf (Portable Document Format) format. Click Open to display the report. Select the browser Print button to print the file, then click OK in your printer dialog box.
To perform all other functions, click Reports at the top of the page to return to the Reports main menu.
Acceptance and Verification Reports
Viewing the Bypass Mail Log
This feature is available for the following group(s):
BMEU BRM BMEU Reporting
Bypass mailings are those that enter the mailstream without going through the standard USPS acceptance procedures and may not have postage collected or verification procedures performed as a result. Whenever a postal employee enters or finalizes a statement that bypasses verification, the PostalOne! system automatically records it in the 8069 Bypass Mailing Log Report. The Bypass Log includes all of the information previously recorded manually on PS Form 8069.
To view the Bypass Log:
1. Click Reports on the left menu bar.
2. If necessary, click the appropriate finance unit and acceptance site. The page opens and displays a list of available reports.
3. Click 8069 Bypass Mailing Log. The 8069 Bypass Mailing Log Search page opens.
4. Enter any search criteria, then click Search. Search options include:
o If you have access to more than one finance number, click the finance number you want to view.
o In the Search by Date Type list, click the type of search to perform. Searches can be done by Activity Date (the actual mailing date entered by a user) or by Transaction Date (the automatically-generated date the transactions closed in the PostalOne! system).
o In the Begin and End Date boxes, enter the date range to search for the transaction or activity date.
o To include transactions occurring after the last close of the finance unit, select the Include open transactions check box.
o Select the type(s) of permit to include in the report from the Permit Type list. The options are All (default), PI (Permit Imprint), MT (Metered), PC (Precanceled), PE (Periodicals, PP (Pending Periodicals), OI (OMAS Imprint), or OM (OMAS Metered).
o (Optional) To search for bypasses on a particular permit, enter the exact permit number.
o (Optional) To search for bypasses for a particular postage statement form, click an option in the form type list. All domestic statements are available, either individually or as a group. By default, the report includes all postage statements.
1. To download the report, click Download (for an Excel spreadsheet version), then click Save and navigate to the location on your computer to which you want to save the file. Click Save. In the Download Complete box, click Close.
2. To print the report, click the Printable View link. The report will open in a second window in .pdf (Portable Document Format) format. Click Open to display the report. Select the browser Print button to print the file, then click OK in your printer dialog box.
To return to the main PostalOne! system, click a link at the top of the page.
Viewing Mail Clearance Reports
This feature is available for the following group(s):
BMEU BRM
The Mail Clearance reports detail total mail volume for all classes and Processing Categories and are available on a national level or for a specific area, district, finance number, or facility. Available mail clearance reports are:
• The Mail Clearance Report displays the number of pieces processed per hour.
• Mail Clearance Condition Report displays mail volume by area or facility as accepted before a BME Critical Clearance Time or after a BME Critical Clearance Time.
To view mail clearance reports:
1. Click Reports on the left menu bar.
2. Click Mail Clearance Report or Mail Clearance Condition Report.
3. Enter the criteria for the report. Click Continue. Available criteria are:
o Location. Reports can be on a national scale or on a smaller scale. Click the National option or the Or Select from Criteria Below option. The default is National.
o For reports limited to a particular area, district, or facility, in the Area list, select the appropriate option, then select a district if necessary. To select based on facility name, click the Facility option, then click the individual facility name from the list. To select based on finance number and cost center, click the Or Finance Number option, then click the Finance Number and Cost Center from the lists. If the report will be on a national scale, these options are not available.
o (Optional) Class of Mail. Domestic mail classes are listed individually; all international mail classes are included in the "International Mail" option. The default is all mail classes.
o (Optional) Processing Category. This is only available for the Mail Clearance Report. The default is all categories.
o (Optional) Rate Category. This is only available for the Mail Clearance Report. The default is all rates.
o Time period. Enter or select a date range, or click a specific time period.
o Date range. Enter or select the date range for the report. To select the date range, click the calendar icon ([pic]) next to the start or end date, then select the date on the small calendar that appears. A date range is required. The start date must be after 06/01/2007 and can be no greater than 90 days. The default is the last month.
o Time period. Click a time period in the list.
The report appears in graph format.
4. On the Mail Clearance Report, to view the report in table format, click View Data. To narrow down the View Data report to a specific clear time, click an hour.
5. On the Mail Clearance Report, to download a copy of the report:
1. Click Download.
2. If necessary, click Yes in the Security dialog box, then OK in the next dialog box.
3. Select the format for the download, then click Download.
4. Click Save (.csv or .xls files) and navigate to the location on your computer to which you want to save the file, then click Save.
5. When done, click Close Window in the Mail Clearance Data Grid Report.
The options are (Microsoft) Excel (.xls) format or comma-separated values (.csv text file) format.
4. To print the report, click the Printable View link. The report will open in a second window in .pdf (Portable Document Format) format. Click Open to display the report. Select the browser Print button to print the file, then click OK in your printer dialog box.
To perform other functions, click a link at the top of the page.
Viewing Verification Reports
This feature is available for the following group(s):
BMEU Admin
MicroStrategy verification reports provide metrics for verifications performed as part of postage statement processing, performance reports, and process adherence statistics. Reports are divided into Address Change Service (ACS), Business Mail Acceptance (BMA) Compliance Scorecard, Business Mail Entry (BME) Reports, CAPS Service Center, electronic Verification System (eVS) Reports, Mail Quality Reports, National Performance Reports, Operational Readiness Testing (ORT) Reports, and Start-the-Clock (STC) Reports. Users must have access to both BMEU Admin and BMEU features to view Verification Reports. For a list of the verification reports, see Available Verification Reports.
NOTE:
• These instructions only discuss one way of accessing reports, and viewing reports. Reports are also available using the History List or My Reports options. You can also choose to export, subscribe to, or print reports instead of just viewing them. For more information, click Help in the reporting window for the Reports online Help on these features.
• Dependent on your access rights, you may have access to additional reports and/or folders, or lack access to some listed reports. The reports listed in this Help system only include those reports relevant to the PostalOne! system.
To view verification reports:
1. Click Reports on the left menu bar.
2. If necessary, click the appropriate acceptance site and unit. The page opens and displays a list of available reports.
3. Click Verification Reports.
4. If necessary, in the Security Alert dialog box, click Yes. Another browser window opens and displays the verification reports logon page, while the original PostalOne! browser window remains on the Reports page.
5. Enter your ACE user name and password.
6. If necessary, read the notification message, then click Close Window.
7. Click Business Mail Acceptance.
8. Click Shared Reports on the Business Mail Acceptance page. The Shared Reports page opens.
9. Click the type of report as appropriate.
10. If you chose to view Mail Quality Reporting, click either Mail Data Quality or Mail Preparation Quality.
11. Click the name of the report to view. Select criteria and click options as available, then click Run Report. For more information, click Help for the Reports online Help on these features.
NOTE: Most reports appear as either a table or a graph and table combination. To change the report view to a different format, click the appropriate format icon on the toolbar. The available report views are a table ([pic]), a graph ([pic]), or a graph and table combination ([pic]).
12. On the Mail Preparation and Data Quality Dashboard:
o To narrow down the report to display a particular type of issue, click button with the name of the type of error to display or click the magnifying glass button ([pic]).
o To download a copy of the Mail Preparation and Data Quality Dashboard, at the bottom of the Dashboard, click the ** click to export to PDF link.
1. To return to the list of available reports, click Shared Reports at the top of the page.
To work with PostalOne! features, either close the Reports window or click a link in the PostalOne! window.
Viewing the Invalid Address Report
This feature is available for the following group(s):
BMEU BRM Mailing Requirements BMEU Reporting
The Invalid Address Report allows users to view all addresses that have been reported as invalid, and to enter a new address or accept the existing one.
NOTES:
• This report is also available from the BMEU Message Center. If opened from the Action Required for Invalid Addresses link on the Message Center, skip to step 4.
• You may need to disable V-GO Single Sign-On and AutoComplete to download or print this report. For instructions, see Enabling Report Downloads.
To view the Invalid Address Report:
1. Click Reports on the left menu bar.
2. If necessary, click the appropriate finance unit and acceptance site. The page displays a list of available reports.
3. Click Invalid Address Report.
4. Enter criteria for the report to view, then click Submit.
o Click a finance number for the report. By default, the finance number you are currently using is selected. You can only select finance numbers you can access.
o Select a permit type. The options are All Permit Types (default), Permit Imprint, Metered, Precanceled (stamp), Business Reply, Postage Due, Merchandise Return Services, OMAS Business Reply, OMAS Postage Due, and OMAS Merchandise Return.
1. To change the order in which the results display, click a yellow triangle next to the column name. For example, to view the report in ascending order (A-Z) by Company name, click the triangle where the triangle point is up; to view it in descending order (Z-A), click the triangle where the point is down.
2. To view company contact information, including the primary contact assigned, click a company name. A dialog box opens. When done viewing contact information, click the Close button ([pic]) to close the dialog box.
3. To download the report, click Download (for an Excel spreadsheet version), then click Save and navigate to the location on your computer to which you want to save the file. Click Save. In the Download Complete box, click Close.
4. To print the report, click the Printable View link. The report will open in a second window in .pdf (Portable Document Format) format. Click Open to display the report. Select the browser Print button to print the file, then click OK in your printer dialog box.
5. To indicate that an address should not be changed, click Keep Existing Address next to the address. In the dialog box, enter a reason why the address should not be changed, then click Submit. The reason can have up to 250 characters.
6. To update an address to the correct one, click Edit Address next to the address. Another window opens. All address lines are required, with the exception of Address Line 2. Update the address, then click Update Address. Click OK in the confirmation dialog box, then click Close Window. Click Continue. If necessary, click Yes in the security dialog box. Click OK.
7. If the report summary returned more transactions than can display on just one page, click First (for the first page), Next (for the next page of results), Previous (for the last page viewed), Last (for the final page available), or enter a number and then click Go to view another page.
To perform another task, click the appropriate link on the left menu bar.
Letters and Labels
Generating PABIS Letters
This feature is available for the following group(s):
BMEU BRM
The PostalOne! system allows you to send letters to notify an account of the code required to access their account using the Permit Account Balance Inquiry System (PABIS).
To generate PABIS letters:
1. Click Reports on the left menu bar.
2. If necessary, click the appropriate finance unit and acceptance site. The page displays a list of available reports.
3. Click PABIS Letters.
4. Enter the criteria for the letters you want to print. Click Submit.
1. In the Permit Type list, click the type of account to which the PABIS letters will be sent. The options are Permit (PI and ADDPOS), Periodicals (PE), BRM (In-Town)/Postage Due (PD), and BRM (Out-of-Town). Permit type is required, and defaults to Permit (PI and ADDPOS).
2. (Optional) Enter the date range for the letters to print. For example, to generate letters for all accounts created in January, 2005, enter a begin date of 01/01/2005, and an end date of 01/31/2005. The start date can be no more than 90 days before the end date.
3. (Optional) To print letters for a specific permit or for permits in a specific range of numbers, enter the permit numbers in the Permit Number From and Permit Number To boxes. If you enter a number in just the Permit Number From box, letter generation returns all permits with numbers equal to or higher than that number. If you enter a number in just the Permit Number To box, letter generation returns all permits with numbers equal to or less than that number. To print out a letter for a specific permit, enter the same number in both boxes. If you entered a date range, only permits in that date range will be returned.
4. (Optional) To print the letters in a specific order, click a choice in the Sort Order list. By default, letters print in order by permit type, then permit number. For example, if three permits (PI 1, MT 1, and PI 2), all require letters, the PostalOne! system will print them in the following order: PI 1, PI 2, MT 1.
5. In the Number of companies listed per page when selecting accounts list, click a choice. A page will display later in the letter generation process that allows you to view accounts requiring letters based on your criteria. This choice determines how many permits you see at one time on that page. If the number of letters you will send exceeds the limit of that page, additional pages display that include those permits. The default displays up to 50 permits per page.
1. On the Facility Information page, customize the information to be applicable to your location, then click Continue. Ensure the correct Post Office is listed, and enter the name and title of the person signing the letters.
1. To change the name, title, or phone number of the person sending the letter, edit the displayed information. The title cannot be more than 30 letters long.
2. If more than one address is available for the sender, click the correct address.
3. To add a new Post Office, click Add New Sender. Next, enter the address of the new Post Office. Click Continue to return to the Facility Information page.
4. To edit a Post Office currently listed, click Edit next to the name. Change the address to reflect the correct information, then click Continue to return to the Facility Information page.
5. To remove a Post Office listed as a possible sender, click Delete next to the name. In the dialog box, click OK.
6. If all boxes on the Facility Information page are blank, you must complete the address and manager information to continue. First, click Add New Sender before entering any information. Enter the address, then click Continue to return to the Facility Information page. Now that the new sender is listed, enter the manager information.
NOTE: Changing this information alters the information for all letters at your finance number.
1. On the Company Selection page, review the list of accounts. You can change the order in which accounts are displayed by clicking Permit Number, Company Information, PABIS district, or PABIS code. New accounts always belong to PABIS district 0.
2. Select a check box to send a letter to a company. By default, no letter is generated until you select a check box. To remove an account from the list of letters to send, clear the check box for that name.
3. Click Generate Letters for the first page of accounts. If necessary, click Yes in the Security Information dialog box. Another window opens with the letters in it. Click your browser Print button, then click OK in your printer dialog box. When your letters begin printing, close the second window, then click Return to Letter Selection. The Company Selection page reappears.
4. If your search returned more than one page of accounts, click Next, and repeat the previous step for that page. Continue until all letters have been printed.
To perform all other functions, click Reports at the top of the page to return to the Reports main menu.
Printing Mailing Labels
This feature is available for the following group(s):
BMEU BRM
This feature lets you select accounts and then print labels for them by generating a printable PDF file. Labels are standard 1.33” x 4” labels.
To use labels:
1. Click Reports on the left menu bar.
2. Click Mailing Labels.
3. Set the criteria for the labels to view, then click Submit. Available criteria are:
o Finance number. You can print labels for any finance number you can access, not just the one you are logged onto.
o Permit Number (Optional). Enter the permit or publication number. Do not enter the permit type in this field.
o Permit Type or (Permits eligible for) Mail Class. By default, this option returns all permit types. To limit returned permits to just one permit type, click the permit type in the list. To limit the permit to all permits eligible to mail a specific mail class, click Mail Class, then click the class in the list.
o Balance Scope. The options are All Balances (default), negative balances only, or all balances except zero balance accounts.
o ZIP Code (Optional). Enter the ZIP Code to limit it to a specific ZIP Code. The ZIP Code must be 5, 9, or 11 digits long. Do not include hyphens (-) for ZIP Codes + 4.
o Eligibility. By default, this returns both for-profit and nonprofit accounts.
o Include (Optional). Use an Include option only if labels will be printed. To view labels without printing, use a View Only option; you cannot choose both Include and View Only options. By default, cancelled, denied, and deleted accounts are not included in the labels list. Select a check box to include one or more type of account in the labels printed.
o View Only (Optional). Use a View Only option only if labels will not be printed. To print labels, use an Include option; you cannot choose both Include and View Only options. By default, accounts receiving a shared fee from another account, cancelled, denied, and deleted accounts are not included in the labels list.
o Print One Label Per Shared-Fee Account. Select this check box to print only one label for accounts that share fees with other accounts. The mailing address on the account on which the fee is paid is the only account that appears in the label list if this has been selected.
The Mailing Labels page displays all labels meeting your criteria, including contact name, company name, and address.
1. Select or clear check boxes as necessary to limit the labels printed to just the ones desired. To select all labels displayed, click All. To clear all the check boxes and manually select the ones to print, click None, then select the individual check boxes of the labels to print.
2. Click Generate Labels.
3. In the browser dialog box, click OK.
4. In the warning dialog box, click OK. Mailing labels cannot be printed unless v-GO Single Sign-On (SSO) and the Internet Explorer AutoComplete features have been disabled on your computer. For more information, see Enabling Report Downloads.
5. In the File Download box, click Open to open the PDF file. When the file opens, click the Print button to print. Alternately, click Save and store the file on your computer for printing later.
To return to a previous page, click a link at the top of the page.
Generating Nonprofit Letters
This feature is available for the following group(s):
BMEU BMEU Admin BRM Mailing Requirements
If a mailer has nonprofit authorization at one USPS location, the mailer has authorization at all locations. The same authorization number should be associated with all permits used in nonprofit mailings. Previously, authorization numbers applied to a single finance number, and mailers had to request authorization at all additional Post Offices and maintain lists of those numbers. The PostalOne! system allows postal employees to notify mailers of the change in authorization number management, and provides the authorization number to use and a list of all associated Post Offices that should start using that authorization number.
To send nonprofit letters:
1. On the left menu bar, click Nonprofit.
2. Click Reports.
3. Click Conversion Letters.
NOTE: Do not click your browser Back button after this point. Only use the links available on the page to prevent having to log on again.
4. Select the criteria for the letters to print and/or display, then click Print. To return to the Nonprofit Reports menu, click Cancel.
o (Optional) Enter the application or authorization number.
o (Optional) Enter the date the letters printed. If necessary, click the calendar icon ([pic]) to view a small calendar and click a date on the calendar.
o Click if the letters displayed should include Printed, Unprinted, or both Printed and Unprinted. Once a letter has been printed for a permit, the letter is considered "Printed". The default is Unprinted.
o Enter the Letter Head Date. If necessary, click the calendar icon ([pic]) to view a small calendar and click a date on the calendar.
If no permits meet your criteria, the search page remains open and a message appears that no records were found. If any permits meet your criteria, the Letters List page opens and displays the first ten letters that meet your criteria. If more than 500 letters meet your criteria, only the first 500 are available.
1. To just display a letter without printing it, click the View link for the permit. The letter appears as a PDF file in your browser window. If you use the browser to print the letter, it will print, but will not mark the letter as Printed, nor will it include mailing labels. Click Cancel to return to the Nonprofit Letters List.
2. To print and mark the letter as printed:
a. To print one or more specific letters, select the Print check box for all letters to print, then click Print Selected. To print all letters, click Print All. The letter appears as two PDF files in your browser window. The top PDF file holds all letters and authorization numbers for files. The second PDF file contains the mailing labels to be used when mailing out the letters.
b. If necessary, review the letters and/or labels.
c. In the letters window, click the Print button ([pic]). Set any printer options necessary, then click OK.
d. If necessary, change the paper in the printer to use the label paper. In the labels window, click the Print button ([pic]). Set any printer options necessary, then click OK.
The labels should fit Avery 5162 or compatible paper. For more information on printing, see your Microsoft Windows online Help system.
e. When done printing, click Cancel.
5. If the Letters List has more than one page, click First, Previous, Next or Last to go to another page, or click Show All to see all letters.
6. To return to the search page, click Cancel.
To start a new task, click a link on the left menu bar.
Generating Statement of Ownership Letters
This feature is available for the following group(s):
BMEU BRM
The PostalOne! system allows clerks to send Statement of Ownership request letters and follow-up letters to a specific publisher or all publishers that qualify. Only publishers who do not have a Statement of Ownership in the PostalOne! system and who qualify are available for letters. The PostalOne! system allows you to customize the last sentence of the letter and the name and address on the letter.
To enter a Statement of Ownership in the PostalOne! system, see Entering Statements of Ownership.
To create one or more Statement of Ownership letters:
1. Click Account Management on the left menu bar.
2. If necessary, click the appropriate finance unit and acceptance site. The page opens and displays a list of available features.
3. Click Statement of Ownership (Form 3526). The Statement of Ownership Search Publication page opens.
4. Click Statement of Ownership Letters on the left menu bar. The Statement of Ownership Select Request Letter page opens.
5. To customize the last paragraph, the name, or return address on all Statement of Ownership letters, click Change Post Office information on the left menu bar. The Statement of Ownership Post Office Information Maintenance page opens. Edit the information as necessary, then click Change. The Select Request Letter page opens.
NOTE: You must do this the first time letters are sent, but this step is optional for all subsequent letters. Changing this information alters the information for all Statement of Ownership letters at your finance number.
6. Select the type of letter and whether it will go to one publisher or multiple publishers, and verify the year is correct. Click Next. If you chose to send letters to a single publisher, the Statement of Ownership Search Qualified Publication page opens. If you chose to send letters to multiple publishers, the Letter Search Results page opens, and you can skip the next step.
7. If you chose to send a single letter, enter information about the publication and click Search. The Letter Search Results page displays the list of publications matching the criteria.
8. To print a single letter, click Print on the same line as the publication's name. To print letters to all publishers listed, click Print All. A sample letter and your printer's dialog box opens.
9. Review the sample letter to ensure it is correct. If necessary, set your printer options and click Print when ready to print. To cancel printing, click Cancel.
To perform another Statement of Ownership task, click the appropriate link on the left menu bar. To perform all other functions, click Home on the left menu bar, then click the appropriate link.
Nonprofits
Viewing Nonprofit Reports
This feature is available for the following group(s):
BMEU BMEU Admin BRM Mailing Requirements
The PostalOne! system offers a variety of reports to track nonprofit authorization. This topic discusses the following reports:
• Mailing Activity - Nonprofit Standard Mail Authorization
• Listing of Nonprofit Standard Mailers
• Revoked Authorizations
• Denied Records
• Deleted Records
• Productivity Statistics
• Application and Authorization Status
• Conversion Reports
For information on sending letters regarding the conversion to the single, national authorization number for nonprofits, see Generating Nonprofit Conversion Letters.
To view nonprofit reports:
1. Click Nonprofit on the left menu bar.
2. If necessary, click the appropriate finance number and location.
3. Click Reports.
4. Click the report to view.
o To view authorization activities, click Mailing Activity - Nonprofit Standard Mail Authorization. This report displays the organization, current authorization status, all recorded authorization activities, and the last mailing for every finance number claiming a permit. For information on nonprofit financial transactions, see Viewing Nonprofit Mailing Activity and Viewing Pending Nonprofit Transactions.
o To view a list of all organizations authorized for nonprofit status, click Listing of Nonprofit Standard Mailers. For more information, see Viewing the Nonprofit Authorization List. To view permits linked to nonprofit authorization numbers, see Viewing the Nonprofit Permits Report.
o To view all organizations whose authorization has been revoked, click Revoked Authorization. The Revoked Authorization Report lists the organization name, application or authorization number, and the reason for the revocation, as well as the Post Office (PO) city, state, and ZIP Code.
o To view all organizations whose applications have been denied, click Denied Records. The Denied Records Report lists the application number of the organization, organization name, city, state, creation date, denial date, and the user who denied the application.
o To view all organizations who have been deleted, click Deleted Records. The Deleted Records Report lists the application or authorization number of the organization, organization name, city, state, creation date, effective date, deletion date, and the user who deleted the organization.
o To view metrics for PS Forms 3623, 3624, or 6015, click Productivity Statistics. This report includes the initials of the specialist processing the application/authorization, district, application or authorization number, the date received at the PCSC (Pricing and Classification Service Center), date approved, whether or not it was a hard copy (paper), the total applications, total approved, average days to approved, and the total hard copies.
o To view an overview of the total numbers of nonprofit forms processed, click Application and Authorization Status. This report lists the FY (Fiscal Year) week, the number of forms filed, the number received at the PCSC, the number returned, number approved, number denied, average days to resolve the application status, and the percent of electronic forms filed.
o To view reports on the status of accounts undergoing conversion, click Conversion Reports. New accounts do not appear in this list as conversion is only necessary for older organizations that held one or more nonprofit authorization numbers prior to the single authorization number system. Available reports are the Authorizations with Matching Permits Report, the Active Authorizations with No Permits Report, and the Permits with Invalid Authorizations Report. The Authorizations with Matching Permits Report lists all authorizations for the current finance number with permits assigned, and the associated permits. The Authorizations with No Permits Report lists organizations with nonprofit authorization that has not been linked to a PostalOne! permit. The Permits with Invalid Authorizations Report displays permits with nonprofit status but no valid authorization number linked.
NOTE: Do not click your browser Back button after this point. Only use the links available on the page to prevent having to log on again.
1. Enter the criteria for the report. At least one criterion must be entered or selected for all reports except Conversion Reports.
o For the Productivity Report or the Application and Authorization Status Report, click the Report to view. The options are PS 3623 Activity Report, PS 3624 Activity Report, PS 6015 Activity Report (Productivity Report only), and Doc 2 Activity Report (Productivity Report only).
o If known, click the initials of the specialist who handled the application. This is only available for the Denied Records Report and the Productivity Statistics Report.
o For the Productivity Report, if the district is known, click the name in the District list.
o For the Productivity Report, click the status to view (open or closed).
o If known, enter the nonprofit authorization or application number of an organization in the Authorization Number box. This is only available for the Mailing Activity - Nonprofit Standard Mail Authorization Report, Deleted Records Report, and the Listing of Nonprofit Standard Mailers Report.
o To view a range of authorization numbers, enter the lowest number in the first Authorization Number Range box, and the highest number in the second Authorization Number box. This is only available for the Conversion Report.
o Enter or select any dates. To select the date, click the calendar icon ([pic]) to view a small calendar and click a date on the calendar. In Revoked Authorizations Report, the Begin Date box is the earliest revocation date, and the End Date box is the latest. In the Listing of Nonprofit Standard Mailers Report, the only date available is the effective date when nonprofit authorization became effective. In the Deleted Records Report, the dates are the Begin Deletion Date (earliest date deletion could have occurred) and the End Deletion Date (latest date deletion could have occurred.
o On the Application and Authorization Status Report, click the fiscal year and week numbers for the date range the report covers.
o In the Complete Name of Organization box, enter the full organization name. For example, to find Nice Charity, you must enter "Nice Charity" or the organization will not appear. This is only available for the Deleted Records Report and the Listing of Nonprofit Standard Mailers Report.
o To view all authorization organizations for a particular Post Office (PO), enter the city and/or state. This is only available for the Denied Records Report, Deleted Records Report and the Listing of Nonprofit Standard Mailers Report.
o To view a range of Post Office ZIP Codes, enter the lowest number in the first PO ZIP Code Range box, and the highest number in the range in the second box. This is only available for the Deleted Records Report and the Listing of Nonprofit Standard Mailers Report.
o To view authorizations for offices that lack access to the PostalOne! system, select the Not in PostalOne! check box. This is available for all reports except the Mailing Activity - Nonprofit Standard Mail Authorization Report.
2. If necessary, to display transactions in a specific order on the report, click a choice in the Sort Order #1 and Sort Order #2 list. The report will be organized by the choice selected for Sort Order #1, then within that by Sort Order #2. For example, if Sort Order #1 is Complete Name of Organization and Sort Order #2 is Appl/Auth Nbr, the report is separated by company, then if multiple companies have the same name, the authorization numbers are ordered by authorization number. Available orders are in order by Specialist Initials, Appl/Auth Nbr (Application or Authorization Number), Complete Name of Organization, PO City, PO State, PO ZIP Code or effective date. The default is Appl/Auth Nbr for Sort Order #1, and blank for Sort Order #2. This is only available for the Denied Records Report, Deleted Records Report and the Listing of Nonprofit Standard Mailers Report.
3. If necessary, click the report format:
o To view the report online, click Screen. If the report contains more than 10 results, click a link to view additional pages. To view all results on a single page, click Show All. To view a different page of results, click First (for the first page), Next (for the next page of results), Previous (for the last page viewed), or Last (for the final page available). To exit the report, click Cancel.
o To download the report as a text file, click Download. In the File Download box, click Save. In the Save As dialog box, navigate to the location the report should be saved to, then click Save. When the download is complete, click Close to exit the Download dialog box. The file is saved as a comma-separated text (.csv) file and the default name is RptMailer.csv.
o To view the report as a single page for printing, click Print Preview. Another browser window opens and displays just the report. To print the report, click the browser Print button ([pic]). Close the window when done by clicking the Close button ([pic]).
This is only available for the Denied Records Report, Deleted Records Report, Revoked Authorizations Report, and the Listing of Nonprofit Standard Mailers Report.
4. Click Submit. Depending on the criteria chosen, the report may take a moment to load.
5. If the report has more than one page, click First, Previous, Next or Last to go to another page, or click Show All to see the entire report on a single page. This is only available when viewing a report in a browser.
To return to previous pages, click Cancel, then click the appropriate link on the left menu bar.
Viewing the Nonprofit Authorization List
This feature is available for the following group(s):
BMEU BMEU Reporting BRM Mailing Requirements
The Listing of Nonprofit Standard Mailers Report lists all organizations with nonprofit authorization or pending nonprofit authorization, even if they have not been linked to permits within the PostalOne! system. The Listing displays Post Office state, city, and ZIP Code, as well as the organization's name, address, type, authorization number(s), and the effective date of nonprofit authorization. Primary authorization offices are indicated by an asterisk (*).
|Organization Type Code |Organization Description |
|1 |Religious |
|2 |Educational |
|3 |Scientific |
|4 |Philanthropic |
|5 |Agricultural |
|6 |Labor |
|7 |Veterans |
|8 |Fraternal |
|9 |Qualified Political Committee |
|10 |Voting Registration Official |
NOTE: To view a list of permits within the current finance number linked to nonprofit authorization numbers, see Viewing the Nonprofit Permits Report.
To view the Nonprofit Permits Report:
1. Click Nonprofit on the left menu bar.
2. If necessary, click the appropriate finance unit and acceptance site. The page opens and displays a list of available nonprofit tasks and information.
3. Click Reports.
4. Click Listing of Nonprofit Standard Mailers.
NOTE: Do not click your browser Back button after this point. Only use the links available on the page to prevent having to log on again.
5. Enter the criteria for the report. At least one criterion must be entered or selected.
• If known, enter the nonprofit authorization or application number of an organization in the Authorization Number box.
• In the Complete Name of Organization box, enter the full organization name. For example, to find Nice Charity, you must enter "Nice Charity" or the organization will not appear.
• If known, click the District in the list.
• In the Effective Date box, enter or select the date nonprofit authorization became active. To select the date, click the calendar icon ([pic]) to view a small calendar and click a date on the calendar.
• To view all authorization organizations for a particular Post Office (PO), enter the city and/or state.
• To view a range of Post Office ZIP Codes, enter the lowest number in the first PO ZIP Code Range box, and the highest number in the range in the second box.
• To view authorizations for offices that lack access to the PostalOne! system, select the Not in PostalOne! check box.
6. To display transactions in a specific order on the report, click a choice in the Sort Order #1 and Sort Order #2 list. The report will be organized by the choice selected for Sort Order #1, then within that by Sort Order #2. For example, if Sort Order #1 is Complete Name of Organization and Sort Order #2 is Appl/Auth Nbr, the report is separated by company, then if multiple companies have the same name, the authorization numbers are ordered by authorization number. Available orders are in order by Appl/Auth Nbr (Application or Authorization Number), Complete Name of Organization, PO City, PO State, PO ZIP Code or effective date. The default is Appl/Auth Nbr for Sort Order #1, and blank for Sort Order #2.
7. Click the report format, then click Submit:
• To view the report online, click Screen. If the report contains more than 10 results, click a link to view additional pages. To view all results on a single page, click Show All. To view a different page of results, click First (for the first page), Next (for the next page of results), Previous (for the last page viewed), or Last (for the final page available).
• To download the report as a text file, click Download. In the File Download box, click Save. In the Save As dialog box, navigate to the location the report should be saved to, then click Save. When the download is complete, click Close to exit the Download dialog box. The file is saved as a comma-separated text (.csv) file and the default name is RptMailer.csv.
• To view the report as a single page for printing, click Print Preview. Another browser window opens and displays just the report. To print the report, click your browser Print button ([pic]). Close the window when done by clicking the Close button ([pic]) on your browser.
To return to previous pages, click Cancel, then click the appropriate link on the left menu bar.
Viewing the Nonprofit Permits Report
This feature is available for the following group(s):
BMEU BMEU Reporting BRM Mailing Requirements
The Nonprofit Permits Report allows users to view all permits with nonprofit authorization for a particular authorization number or within a particular finance unit. The report includes permit numbers, permit types, record (permit) status, company name, authorization number, nonprofit authorization date, and the date of the last nonprofit mailing. The report is only for Permit types: PI, MT, PC, and GH. If you search for a particular permit, all PI, MT, PC and GH permits attached to the same company as the desired permit appear on the report. Permits set to be immune to automatic nonprofit cancellation are indicated by red, bold text and an asterisk (*). CAPS accounts have a pound sign (#) next to the permit type. To set an account to be immune to loss of nonprofit status for nonuse, see Editing and Canceling Accounts.
NOTE: To view organizations authorized for nonprofit status even if no PostalOne! permits have been linked, see Viewing the Nonprofit Authorization List.
To view the Nonprofit Permits Report:
1. Click Reports on the left menu bar.
2. If necessary, click the appropriate finance unit and acceptance site. The page opens and displays a list of available reports.
3. Click Non-Profit Permits.
4. Enter the criteria for the report. Click Submit.
a. In the Report Type list, click whether to view all permits with authorization at a particular finance unit (NonProfit Permits Within a Finance Number) or all permits nationally with a particular authorization number (All Permits Nationally for a NonProfit Authorization Number). The default is NonProfit Permits Within a Finance Number.
b. In the Finance Number list, click the finance unit you want to view. The default is the finance number you are currently using. You can only view nonprofit organizations for finance units you can access. This is only available for reports by finance number.
c. In the Record Status list, click All, Active, or Cancel. The default is to display all nonprofit accounts. This is only available for reports by finance number.
d. In the Authorization Number box, enter the exact authorization number. This is required and only available for reports by authorization number.
e. To display transactions in a specific order on the report, click a choice in the Sort Order list. The available orders for reports by finance number are to sort by authorization number, authorization date, record status, permit number (the default), date of the last nonprofit mailing, company name, or permit type. The available orders for reports by authorization number are to sort by permit number, permit type, record status, and the date of the last nonprofit mailing.
5. To view a brief summary of the company owning a permit, click a Company Name. Another window opens with the summary. Click the Close button ([pic]) to close the window.
6. To print the report, click the Printable View link. The report will open in a second window in .pdf (Portable Document Format) format. Click Open to display the report. Select the browser Print button to print the file, then click OK in your printer dialog box.
7. To download a copy of the report in Microsoft Excel format (.xls), click Download. Click Save and navigate to the location on your computer to which you want to save the file, then click Save. In the Download Complete box, click Close.
To return to previous pages, click the appropriate link at the top of the page.
Viewing Pending Nonprofit Transactions
This feature is available for the following group(s):
BMEU BMEU Reporting BRM Mailing Requirements
The Pending Nonprofit Transactions Report lists transactions for corporations that have applied for nonprofit authorization but have not yet received authorization within the selected finance number. This report lists all transactions during the pending time period, and allows users to compare the commercial rate totals (paid while pending) and the nonprofit totals (charged after authorization granted).
To view pending nonprofit activity:
1. Click Reports on the left menu bar.
2. If necessary, select a finance unit and acceptance site.
3. Click Pending Nonprofit Transactions.
4. Enter the criteria for the report. Click Submit. The page displays a list matching your criteria.
a. In the Finance Number list, click the finance unit you want to view. The default is the finance number you are currently using. You can only view nonprofit organizations for finance units you can access.
b. (Optional) Enter or select the proposed effective date for permits still pending nonprofit authorization. No entry is necessary if the permit has already been approved or denied nonprofit status.
c. Enter the permit number.
To return to previous pages, click the appropriate link at the top of the page.
Viewing Nonprofit Mailing Activity
This feature is available for the following group(s):
BMEU BMEU Admin BRM Mailing Requirements
The Nonprofit Mailing Activity Report displays the last transaction for every permit using the same nonprofit authorization number at every finance number. For example, if the nonprofit Worthy Cause has permits at three finance numbers, the report lists each finance number, each permit, and the last transaction at each of the three.
To view the Nonprofit Mailing Activity Report:
1. Click Reports on the left menu bar.
2. If necessary, click the appropriate finance number and location. The page opens and displays a list of available reports.
3. Click Nonprofit Mailing Activity.
4. Enter the nonprofit authorization number, then click Submit. The report displays and includes all permits at all finance numbers that list the authorization number.
5. On the report, to view the transactions for a different nonprofit, enter a different authorization number, then click Submit at the top of the page.
To return to previous pages, click the appropriate link at the top of the page.
Periodicals
Viewing Pending Periodicals Transactions
This feature is available for the following group(s):
BMEU BMEU Reporting BRM Mailing Requirements
The Pending Periodicals Transactions Report displays the activities of a specific pending Periodicals permit, and includes all financial activities up to the denial or approval date of the permit.
To view pending Periodicals transactions:
1. Click Reports on the left menu bar.
2. If necessary, click the appropriate finance unit and acceptance site. The page opens and displays a list of available reports.
3. Click Pending Periodicals Transactions.
4. Enter the criteria for the report. Click Submit.
a. Select a finance number. By default, the current finance number is listed.
b. Enter the proposed effective date of the permit for the report. This field is only required for Pending Periodicals accounts that have not yet been granted or denied Periodicals authorization. For permits that have already had Periodicals authorization approved or denied, the date of the approval or denial is used.
c. Enter a permit number. Permit number is required. Only pending Periodicals permit numbers are available.
5. To print the report, click your browser Print button, then click OK in your printer dialog box.
6. To download a copy of the report, click Download. Click Save and navigate to the location on your computer to which you want to save the file, then click Save. In the Download Complete box, click Close.
To perform other functions, click a link at the top of the page.
Viewing the Advertising Percentage Report
This feature is available for the following group(s):
BMEU Mailing Requirements
This report shows the advertising percentages for a selected date range, finance number, location and permit. The report shows the ISSN number, Periodicals permit information, issue date, advertising percentage, and the difference between the advertising percentage and 75%. CAPS accounts are indicated by an asterisk (*) next to the ISSN number. It also lists a summary of each publication for the selected date range, including the number of issues and the average advertising percentage, and a summary of the publications for a particular location. Publications are divided by location.
To view the Advertising Percentage and Frequency report:
1. Click Reports on the left menu bar.
2. If necessary, select a finance unit and acceptance site.
3. Click Advertising Percentage Report. The report parameters page opens.
4. Enter the criteria for the report, then click Submit. You can:
o Click a finance number for the report. By default, the finance number you are currently using is selected. You can only choose finance numbers you can access.
o Enter the issue date range of the report. For example, to view a report for January 2005, enter a begin date of 01/01/2005 and an end date of 01/31/2005.
o (Optional) Click a cost center. All Cost Centers (for the selected finance number) is the default.
o (Optional) Enter an ISSN number.
o (Optional) Enter a permit or publication number.
1. To change the order publications appear for a location, click an arrow in a column heading. The options are ISSN Number, Permit/Publication Number and Publication Name. The default displays publications in order by Publication Number.
2. To complete the annual review worksheet for a publication, click a publication number. The Annual Review Worksheet opens. For more information, see Entering Annual Review Worksheets.
To perform other functions, click a link at the top of the page.
Viewing the Nonsubscriber Percentage Report
This feature is available for the following group(s):
BMEU Mailing Requirements
This report shows the subscriber percentages for a selected date range, finance number, location and permit. The report shows the ISSN number, Periodicals permit information, publication name, number of subscribers and nonsubscribers (also expressed as a ratio) for both in-county and total volumes. CAPS reports are indicated by an asterisk (*) next to the ISSN number.
To view the Nonsubscriber Percentage Report:
1. Click Reports on the left menu bar.
2. If necessary, select a finance unit and acceptance site.
3. Click Nonsubscriber/Nonrequester Percentage Report. The report parameters page opens.
4. Enter the criteria for the report, then click Submit. You can:
o Click a finance number for the report. By default, the finance number you are currently using is selected. You can only click finance numbers you can access.
o Enter the date range of the report. For example, to view a report for January 2010, enter a begin date of 01/01/2010 and an end date of 01/31/2010.
o (Optional) Click a cost center. All Cost Centers (for the selected finance number) is the default.
o (Optional) Enter an ISSN number.
o (Optional) Enter a permit or publication number.
1. To change the order publications appear, click an arrow in a column heading. The options are ISSN Number, Permit/Publication Number and Publication Name. The default displays publications in order by Publication Number.
To perform other functions, click a link at the top of the page.
Viewing Statement of Ownership Compliance
This feature is available for the following group(s):
BMEU BRM Mailing Requirements
The Statement of Ownership Compliance Report lists all publishers who qualify, and details the results of the submitted statements when one has been entered in the PostalOne! system.
To enter a Statement of Ownership, see Entering Statements of Ownership.
To view the Statement of Ownership Compliance Report:
1. Click Reports on the left menu bar.
2. If necessary, click the appropriate finance unit and acceptance site. The page opens and displays a list of available reports.
3. Click Statement of Ownership Compliance Report. The Statement of Ownership Select Compliance page opens.
4. Enter the year to view, and whether to view the full report or only those with errors. Click Next. The report displays.
To perform all other functions, click Reports at the top of the page, then click the appropriate link on the left menu bar.
Viewing Limited Circulation Compliance
This feature is available for the following group(s):
BMEU BRM
The Limited Circulation Compliance Report lists all publishers who qualify, and details whether postage statements submitted by that publisher meet the limited circulation criteria. If a postage statement does not meet the criteria, that transaction number appears as a link with a red asterisk (*) next to it to indicate that postal employees viewing the report should reverse the postage statement and enter it again without the discount.
To view the Limited Circulation Compliance Report:
1. Click Reports on the left menu bar.
2. If necessary, click the appropriate finance unit and acceptance site. The page opens and displays a list of available reports.
3. Click Limited Circulation Compliance Report. The Limited Circulation - Compliance Report (Search) page opens.
4. Enter issue date range to search, then click Submit. Start date may be no earlier than 01/01/2000, and the entire date range can be no greater than 366 days. All publications within the date range display.
5. Click a permit number to view the report for that publication.
6. If a mailing fails the requirements for the limited circulation discount, reverse the mailing. Click the transaction number. The Reversals page opens. Complete the reversal. When done, click Transactions on the reversal confirmation page, then enter the postage statement again without the limited circulation discount. For more information, see Processing Reversals or Entering Hard Copy Postage Statements.
NOTE: If necessary, click the transaction number for each postage statement in the mailing, and use your browser Print button to print copies of the receipt to simplify reentry later.
To perform all other functions, click Reports at the top of the page, then click the appropriate link on the left menu bar.
Manifest Mailing System
Viewing Pending MMS Worksheets
This feature is available for the following group(s):
BMEU
If a user chooses to save and exit after entering a worksheet or disconnects from the PostalOne! system before completing a Manifest Mailing System (MMS) worksheet, the worksheet is saved as a pending worksheet. The Pending Transactions page includes the sample number, permit number, manifest sequence number, time of mailing, mail class, and type of manifest.
To view pending MMS worksheets:
1. Click Reports on the left menu bar.
2. If necessary, click the appropriate finance unit and acceptance site. The MMS Sampling page appears.
3. Click Pending Transactions. The MMS Pending Transactions Search page appears.
4. Enter the permit number in the Permit box. Click Search. The report displays pending worksheets for only the selected permit number. You must enter a permit number to search. Finance number cannot be changed.
5. If too many pending worksheets are available to display on a single page and the appropriate worksheet is not available on the current page, click a link at the bottom of the Pending Transactions list to view another page of results.
6. To process a worksheet, locate the transaction in the list, then click View.
7. To edit the worksheet without completing it, make any changes, then click Save and Exit. For more detailed instructions on adding samples, see Entering MMS Sampling Worksheets.
8. To delete an incomplete worksheet entirely, click Cancel Transaction. Canceling the worksheet deletes it from the PostalOne! system.
9. To complete a pending sample, make your changes, then click Complete Sampling. For more information, see Completing MMS Worksheets.
To return to the main PostalOne! system, click Message Center on the left menu bar.
Completing MMS Worksheets
This feature is available for the following group(s):
BMEU
If a user chooses to save and exit or disconnects from the PostalOne! system before completing a Manifest Mailing System (MMS) worksheet, the worksheet is saved as a pending worksheet. Users should complete Manifest Mailing System (MMS) worksheets during finalization or postage statement entry whenever possible.
NOTE: These instructions only cover completing worksheets where a user previously begin entering MMS sampling information and saved without completing the worksheet. If verification results were not begun, users must open the postage statement from the Dashboard Management System and enter MMS results as part of finalization and/or postage statement entry. For more information, see Manifest Mailing System Verification.
To complete a MMS worksheet:
1. Click Reports on the left menu bar.
2. If necessary, click the appropriate finance unit and acceptance site. The MMS Sampling page opens.
3. To complete a pending worksheet, click Pending Transactions. Search for the worksheet. Locate the worksheet in the list, then click View. Make any changes, then click Complete Sampling when done. For more information, see Viewing Pending MMS Worksheets.
4. If necessary, click OK or Cancel in the message box and follow any directions.
5. Save all samples and submit the verification data.
o To save and review the postage statement so far without completing the worksheet, click Save. Click Go Back to Postage Statement. You must reopen the MMS worksheet to continue.
o To complete the worksheet, reopen it and finish entry if necessary, then click Complete Sampling. If the sample was less than the required number of pieces, click OK in the dialog box to acknowledge the discrepancy. To cancel the transaction, click Cancel Transaction.
1. Review PS Form 8159 (Preliminary MMS Sampling/Postage Adjustment Worksheet Summary), and enter any necessary information. If necessary, sampling date can be corrected. Mailing disposition (withdrawn or accepted) is required, and comments should be entered.
o To erase all MMS sampling information and begin again at step 2, click Begin Transaction on the left menu bar.
o To print PS Form 8159, click Printable Version. In the new window, click Print. To exit without printing, click Close.
o To save the worksheet and return to the postage statement without finalizing the worksheet, click Save, then click Go Back to Postage Statement. If you choose this option, postage statement entry cannot be completed until this worksheet is finalized.
o To save and finalize the worksheet, click Save and Submit. If additional postage is due, a message appears at the bottom of the page. Click Go Back to Postage Statement.
2. To print the page, first click Printable Version on the PS Form 8159 page, then click Print in the new browser window. When done printing, click Close to exit the second browser window and return to the main PostalOne! window.
To return to the main PostalOne! system, click Message Center on the left menu bar.
Viewing Completed MMS Worksheets
This feature is available for the following group(s):
BMEU
The Completed Transactions page includes the date, finance number, mail class, permit number, manifest sequence number, postal statement sequence number, PAF, total manifest pieces, and total manifest postage for all completed worksheets within a selected time frame.
To view completed worksheets:
1. Click Reports on the left menu bar.
2. If necessary, click the appropriate finance unit and acceptance site.
3. Click Completed Transactions. The MMS Completed Transactions Search page displays.
4. Enter the date range (required) and permit number (optional) for the worksheet(s) you wish to view. Click the type of transaction to view (required). If necessary, click the calendar icon ([pic]) to view a small calendar and click a date on the calendar. Click Submit. To clear the form without searching, click Reset. The Completed Transactions page displays all completed transactions meeting the criteria.
5. To view a PS Form 8159 for a specific worksheet, click View on the same line as the worksheet. MMS Sampling/Postage Adjustment Worksheet Summary - PS Form 8159 opens.
6. To print the page, first click Printable Version on the PS Form 8159 page, then click Print in the new browser window. When done printing, click Close to exit the second browser window and return to the main PostalOne! window.
To return to the main PostalOne! system, click Message Center on the left menu bar.
Viewing the MMS Quarterly Report
This feature is available for the following group(s):
BMEU
The Manifest Mailing System (MMS) Quarterly Accuracy Worksheet displays the results of sampling for a particular permit or mailer for the selected quarter.
To view the quarterly accuracy report:
1. Click Reports on the left menu bar.
2. If necessary, click the appropriate finance unit and acceptance site. The Authorized Mailers page appears.
3. Click Quarterly Report in the Manifest Mailing System section. The MMS Quarterly Reports Search page displays.
4. Click quarter, year, and the authorized mailer to display in the report. Click Submit. To clear the report settings, click Reset. All fields are required. The Quarterly MMS Accuracy Worksheet page displays the results.
5. If desired, enter the number of MMS mailings accepted during the time period.
6. To print the report, first click Printable Version, then click Print in the new browser window. When done printing, click Close to exit the second browser window and return to the main PostalOne! window.
7. To save your changes, click Save Report.
To return to the MMS Quarterly Reports Search page, click Exit. To return to the main PostalOne! system, click Reports on the left menu bar.
BMEU Administration
Managing Locations
This feature is available for the following group(s):
BMEU Admin
Supervisors can add a new location to their finance numbers, or edit the name of an existing location as necessary. Location codes cannot be changed or deleted once entered. The Customer Care Center must assign access to this tool before this functionality is available.
NOTE: Changing verification status affects all locations at the selected finance number.
To manage locations:
1. Click Location Admin on the left menu bar.
2. If necessary, click the appropriate finance unit and acceptance site. The page opens and displays a list of all locations for the selected finance unit.
3. To add a location, click Add New Location, then:
a. Click BRM or Other in the list. Use Other to indicate a location handling anything other than Business Reply Mail.
b. In the Cost Center box, enter the Finance Number Control Master (FNCM) number. The same Cost Center may be assigned to multiple locations.
c. In the Location Code box, enter the location number. If the Location Code was previously used by a location that has been deleted, wait one day after deletion before adding the new location. The PostalOne! system will not allow entry of a deleted location code until one day after the deletion to ensure all Cost Centers balance.
d. In the Description box, enter a description of the location, such as "Main Street Office".
e. Click Add. On the confirmation page, click Return.
4. To edit an existing location, click the location code. Enter the new description for the location, then click Save. On the confirmation page, click Return. Only the location description can be edited. To cancel without saving changes, click Back instead of Save.
5. To delete an inactive location, click the location code. Click Delete, then click Return. To exit without deleting or editing the location, click Back instead of Delete. Locations can only be deleted if no permit is using the Cost Center location combination. The error message lists up to 50 permits that are preventing deletion if an attempt to delete an active location is made. To change the location linked to a permit, edit the permit and assign a different location. For more information on editing permits, see Editing and Canceling Accounts.
To perform other functions, click the appropriate link on the left menu bar.
Managing Five-Day Delivery Locations
This feature is available for the following group(s):
BMEU Admin
The Five Day Delivery feature allows management to designate which cost centers can accept mail on Saturday (Five-Day Delivery). Only cost centers that are eligible for Five-Day Delivery appear in the list.
To designate locations eligible for five-day delivery:
1. Click Five Day Delivery on the left menu bar.
2. To indicate a location eligible for five-day delivery (mail accepted on Saturday), select the check box for that finance unit, then click Submit.
3. To remove a location's eligibility to accept mail on Saturdays, clear the check box for that finance number, then click Submit.
To perform another task, click Back to Main Menu! on the left menu bar.
Managing MERLIN Verification
This feature is available for the following group(s):
BMEU Admin
Supervisors can set whether MERLIN or presort verification is used at all finance numbers they can access. All finance numbers must have either MERLIN or presort status marked. The Customer Care Center must assign access to this tool before this functionality is available.
NOTE: Changing verification status affects all locations at the selected finance number.
To manage MERLIN verification status:
1. Click MERLIN Admin on the left menu bar.
2. If necessary, click the appropriate finance unit and acceptance site. The page opens and displays the MERLIN Admin page for that finance unit.
3. To signal that MERLIN verification is possible at the selected finance unit, click MERLIN.
4. If MERLIN verification is not available, click Presort.
5. Click Update. On the confirmation page, click Return.
To perform other functions, click the appropriate link on the left menu bar.
Index
2
2867 119
3
3083 113
3526
entering 25
sending letters 133
viewing compliance 144
3541
deposits while pending 142
entering combined 62
entering combined statements 62
entering postage statements 59
payments 41
viewing entry point details 28, 75
worksheets 85
3543 116
3600
entering postage statements 59
finalizing one 69
3602
entering postage statements 59
finalizing one 69
viewing Postage Statement Register 74
3605
processing postage statements 59
viewing entry point details 75
3606 35
3609 116
3624 29
3700 59
6
6015 32
6116 102
8
8069 124
8159 147, 149
A
Accounts
3083 report 113
activating 12
adding 12
adding and removing links 28
balances report 114
delete 21
editing and canceling 14
editing your account 1
fee renewal report 121
nonprofit applications 29
nonprofit changes 32
nonprofit refunds 33
paying CPP 41
printing labels 131
reassigning PS Form 3526 27
search 9
status 10
transaction history 117
view Records of Mailing report 116
with nonprofit status 140
Accuracy Report 149
Activate Accounts 12
Add
accounts 12
addresses 17
combined Periodicals 62
contacts 19
CPP payment 41
links to accounts 28
locations 151
MERLIN sites 152
nonprofit application 29
paper postage statement 59
sampling information 100
Additional Postage Accounts 14
ADDPOS Accounts 14
Addresses
changing nonprofit 32
changing yours 1
delinking 18
invalid 128
managing company 17
Adjustments 35, 71
Advertising Percentage Report 143
Advertising Percentage Worksheet 85
Aged Statement Reports 126
AIC 22, 113
Alternate Contact 19
Announcements 7
Appointment Report 88
Approving Pending Periodicals 23
Audit
invalid addresses 128
mail clearance 125
overrides 119
verification 126
Available Balance
approval or denial results 23
viewing 10, 11
B
Balances
log 28
nonprofit pending authorization 141
nonprofit post-authorization 142
viewing at Periodicals system change 28
viewing balance and fee status 11
viewing detailed account status 10
viewing report 114
viewing revenue reports 119
viewing the 3083 report 113
Barcode verification 94, 108
Bill 69
BMA Messages 7
BME Reports 126
BPRS 45
Bulk Parcel Return Services 45
Bundles
details 80
outside county 84
verification 97
Business Reply Mail (BRM)
fee renewal 121
linking out-of-town accounts 14
processing merchandise return transactions 48
processing parcel return transactions 50
processing postage due transactions 47
processing transactions 45
processing weight-averaged mail 46
revenue report 119
view location issues 7
Bypass Mail Log 124
C
Cancel
account deletions 21
accounts 14
CPP payments 41
nonprofit authorization 32
preventing automatic 14
report 122
Cancellation 122
Certificates
Mailing (PS Form 3606) 35
receipts 77
Certification Questionnaire
Microstrategy compliance report 126
performance reports 126
Change Password 1
Circulation 145
Clearance, mail 125
Closing Balances 113
Codes, Periodicals 22
Complete
MMS worksheets 147
viewing MMS 149
Compliance
aged statements 126
barcode 94, 108
IMpb 94, 108
limited circulation 145
LMAP 126
Microstrategy reports 126
overrides report 119
Periodicals annual review 126
statement of ownership 144
Consolidated Periodicals Payment 41
Contact Customer Support 2
Contacts
for a permit 19
Containers
BMI report 89
bundle details 80
search 79
Conversion
nonprofit letters 132
nonprofit reports 135
Correspondence Address 17
Cost Centers
adding locations 151
changing permits assigned 14
Cost Center & Mailer Volume Report 119
five day delivery 152
selecting 6
CPP 41
Create
accounts 12
company addresses 17
contacts for a company 19
hard copy postage statements 59
locations 151
nonprofit application 29
Periodicals payments 41
Customer Assistance 10
Customer Care Center 2
Customer Mail Report 76
D
Dashboard
using 52
Delete
accounts 21
addresses 17
contacts 19
nonprofits deleted 135
Periodicals payments 41
prevent automatic deletions 14
Delink
addresses 18
subaccounts 14
Denial Date 14
Deny Pending Periodicals Accounts
changing denial date 14
denying 23
Deposits 36
Details
bundle 80
entry point 75
DMU
enter VRSRs 92
randomize samples 91
sample matrix 90
VRSR schedule 91
Domestic Business Reply Mail 45
Download
authorized nonprofits 138
mail clearance reports 125
master postage statements 52
nonprofit permit report 140
nonprofit reports 135
Periodicals balance log 28
record of mailing report 116
transaction history report 117
transaction summary report 115
E
Edit
accounts 14
addresses 17
contacts 19
exceptional dispatch 24
fee sharing 20
invalid addresses 128
locations 151
nonprofit changes 32
Periodicals payments 41
personal profile 1
postage statements 71
verification status 152
your account 1
Edition Weights 85
eDropShip
appointment report 88
container report 89
job report 87
Effective Date 14
E-mail Address, changing 1
Enter
combined non-Periodicals 65
combined Periodicals 62
exceptional dispatch authorization 24
MMS sampling results 100
postage statements 59
Statements of Ownership 25
VRSR transactions 92
Entry Points, viewing details 75
Exceptional Dispatch authorization 24
F
Facilities 6
Facility Access and Shipment Tracking (FAST)
appointments 88
containers 89
jobs 87
Feedback, submitting 2
Fees
managing shared 20
payments, processing 37
renewal report 121
viewing fee status 11
viewing permits within companies 10
Finalize
one statement 69
Finance Number
managing locations 151
selecting 6
Financial Transactions
adjustments 35
Business Reply Mail 45
Certificate of Mailing 35
deposits 36
fee payments 37
FOIA fees 38
history 117
mailing activity 112
managing Periodicals payments 41
merchandise returns 48
nonprofit 142
paper postage statements 59
parcel returns 50
postage due 47, 142
receipts 77
refunds 38
revenue reports 119
reversals 39
statement adjustments 71
transfers 40
weight averaged 46
while nonprofit pending 141
Find Accounts 9
Five Day Delivery 152
FOIA 38
Forgotten Password 1
Freedom of Information Act 38
Fund Transfers 40
G
Generate Letters
nonprofit conversion 132
PABIS 129
Statement of Ownership 133
Group Search 52
I
IBRS
setting accounts to allow 14
transactions 45
ICM Agreements 12, 14
Incentive Volume History Report 119
International Business Reply Services 45
International Mail 59
J
Jobs
BMI report 87
MLOCR 76
scheduling payment 41
searching 52
summary report 56
L
Labels
general 131
nonprofit conversion 132
Lean Mail Acceptance Process (LMAP) 126
Letters
labels 131
nonprofit conversion 132
PABIS 129
Statement of Ownership 133
Limited circulation 145
Link
editing and canceling accounts 14
out-of-town BRM accounts 14
Periodicals permits 28
permits to nonprofit numbers 14
removing address links 18
Lists
nonprofit work 31
Locations
five day delivery 152
managing 151
Log On/Off 1
Logs
balance 28
bypass 124
M
Mail Clearance 125
Mail Exception Bulletin Board 126
Mail Quality Reports 126
Mailers
receipts 77
Mailing Activity Report 112
Mailing Address
invalid addresses 128
labels 131
nonprofit 32
permit 14
personal 1
Mailing Agent 17
Mailing Labels 131
Mailpieces
clearance 125
shortpaid worksheet 102
Main Contact 19
Major Mailer by Revenue 119
Manage
addresses 17
contacts 19
fee sharing 20
five day delivery 152
locations 151
Periodicals payments 41
verification status 152
Manifest Mailing System
completing worksheets 147
viewing completed 149
viewing pending 147
worksheets 100
Manual 3
Mass Mailings 131
Master Accounts 28
Merchandise Return 48
MERLIN verification 11, 152
Message Center, viewing 7
Metrics Search 120
MMS
completing worksheets 147
quarterly report 149
viewing completed 149
viewing pending 147
worksheets 100
Monthly Cancellation Report 122
MPU 112
N
Nonprofit Accounts
authorization list 140
conversion letters 132
conversion reports 135
entering applications 29
entering change requests 32
links to permits 14
list of work 31
nonuse cancellation 14
permits 140
refunds 33
reviewing applications 31
transactions 142
transactions while pending 141
Nonsubscriber Percentage Report 144
Nonuse Report 122
O
OMAS 12
Organizations, nonprofit 140
Original
entry office 27
Out-of-town Subaccount 12
Outside County Reports 84
Overrides and Oversight
override performance reports 126
override report 119
P
PABIS Letters 129
Packages
details 80
outside county 84
package rates 78
Periodicals worksheet 85
Parcel Return Services
bulk 45
merchandise 48
parcel return (CAPS) 50
Password
changing 1
resetting 1
Payment Summary 76
Pending MMS Worksheets
completing 147
viewing 147
Pending Periodicals
approval/denial 23
transactions while pending 142
Periodicals
adding accounts 12
advertising percentages 143
approving pending 23
by date 83
by issue 82
combined statements 62
denying pending 23
editing accounts 14
entering Statements of Ownership 25
limited circulation discount 145
linking with master accounts 28
nonsubscriber percentages 144
outside county charges 84
payments 41
pending 23
postage statements 72
rate codes 22
reassigning PS Form 3526 27
Statement of Ownership letters 133
transactions while pending 142
viewing pending balances 28
worksheets 85
Permits
adding links from master accounts 28
adding new 12
canceling 14
changing Cost Center 14
depositing funds 36
editing 14
finding nonprofit authorizations 138
linking to nonprofit numbers 14
performing adjustments 35
performing reversals 39
processing fees 37
processing refunds 38
reassigning PS Form 3526 27
removing address links 18
sharing fees 37
transferring funds 40
viewing fees 11
viewing status 10
Personal profile, editing 1
Physical Address 17
Post Office, changing address 25
Postage
adjusting statements 71
and extra services 48
combined hard copy statements 65
combined Periodicals 62
hard copy statements 59
limited circulation discount 145
outside county 84
paying Periodicals 41
Postage Due transactions 47
register 74
viewing 72
Postage Statements
adjusting 71
entering combined nonPeriodicals 65
entering combined Periodicals 62
finalizing multiple 69
finalizing one 69
MLOCR information 76
Periodicals by date 83
Periodicals by issue 82
Periodicals payments 41
processing overview 56
processing paper statements 59
receipts 77
viewing 72
viewing register 74
Postage Summary Report 76
PostalOne! System
feedback 2
logging on/off 1
Prevent Cancellation 14
Primary Contact 19
Print
Help 3
mailing labels 131
nonprofit reports 135
PS Form 8159 149
receipts 77
revenue reports 119
Process
adjustments 35
billing overview 56
Business Reply Mail 45
Certificates of Mailing 35
combined nonPeriodicals 65
combined Periodicals 62
deposits 36
fee payments 37
FOIA 38
merchandise return 48
new nonprofits 29
nonprofit applications 31
nonprofit changes 32
nonprofit conversion letters 132
nonprofit refunds 33
paper postage statements 59
Periodicals payments 41
postage due 47
refunds 38
reversals 39
transfers 40
VRSRs 92
weight averaged mail 46
Profiles
personal 1
Q
QBRM 14, 45
Qualification Report
version information 79
viewing 78
R
Rate Codes 22
Receipts 59, 77
Reconciliation Report
mailing 56
Record of Deposits While Pending Report (PS Form 3503) 142
Records of Mailing Report 116
Refunds
general 38
nonprofit 33
Register 74
Renewal, fee 121
Reports
3083 113
appointment 88
authorized nonprofit organizations 138
balances 114
BRM location issues 7
cancellation 122
container 89
deleted nonprofit 135
financial transaction history 117
invalid addresses 128
job 87
limited circulation compliance 145
mail clearance 125
mailing activity 112
MLOCR 76
MMS quarterly 149
nonprofit authorization activity 135
nonprofit conversion 135
nonprofit permit list 140
nonprofit transactions 142
outside county 84
pending nonprofit transactions 141
qualification 78
reconciliation 56
Record of Deposits While Pending 142
Records of Mailing 116
revenue 119
revoked nonprofit 135
transaction summary 115
transfer summary 120
verification 126
version summary 81
Reserve Balance
denial or approval results 23
log 28
viewing 10, 11
Reset password 1
Reverse
CPP payments 41
transactions 39
Revoke 32
Revoked Nonprofit Report 135
RSV Matrix 90
S
Sampling
completing MMS worksheets 147
entering MMS 100
randomization matrix 90
viewing accuracy report 149
viewing completed worksheets 149
viewing pending worksheets 147
Schedule
CPP payments 41
mail clearance 125
VRSR 91
Search
account status 10
accounts 9
balance and fees 11
containers 79
groups 52
jobs 52
metrics 120
Select Finance Number 6
Share Fees 20
Shipping Summary
appointment report 88
container report 89
job report 87
Shortpaid Worksheet 102
Sign in/Sign out 1
Statement of Mailing 77
Statement of Ownership
entering 25
letters 133
reassigning 27
viewing compliance report 144
Statements
adjusting 71
creating manually 59
finalizing one 69
paying Periodicals 41
receipts 77
submitted electronically 52
viewing 72
viewing register 74
Stop Fee Sharing 20
Subaccounts 28
Submit
accounts 12
Exceptional Dispatch authorizations 24
feedback 2
MMS Worksheets 100
Periodicals payments 41
postage statements 59, 69
Statements of Ownership 25
Subscriber 144
Summary
3083 Report 113
file transfers 120
financial transaction history 117
pending Periodicals 142
Summary ZIP Destination Report 76
T
Tap tests 105
Topics 3
Track
bypass mail 124
financial transactions 117
mail clearance 125
mailing activity 112
nonprofit authorization status 138
nonprofit conversion letters 132
nonprofit conversion progress 135
Periodicals by issue 82
permit activity 10
transfers 120
Transaction Summary Report 115
Transactions
adjustments 35
BRM 45
Certificates of Mailing 35
deposits 36
fee payments 37
financial transaction history 117
FOIA fees 38
history 117
mailing activity 112
merchandise return 48
paper postage statements 59
parcel returns 50
Periodicals payments 41
postage due 47
receipts 77
refunds 38
revenue 119
reversals 39
statement adjustments 71
transaction summary 115
transfers 40
weight averaged mail 46
Transfers
file transfer summary 120
processing 40
Tray Difference Report 76
U
Unit ID 6
Use
Dashboard 52
Help 3
sample selection matrix 90
VRSR view 90
V
Verification
barcode 94, 108
bundles 97
completing MMS worksheets 147
entering MMS sampling information 100
entering with postage statements 59
IMpb compliance 94, 108
manage MERLIN status 152
MMS quarterly report 149
reports 126
schedule 91
seeing if due 11
shortpaid 102
tap test 105
viewing bypass log 124
viewing completed MMS worksheets 149
viewing pending MMS worksheets 147
Version
qualification version information 79
summary report 81
View
3083 report 113
account 10
appointment reports 88
balance and fees 11
balances report 114
bundle details 80
bypass log 124
completed MMS worksheets 149
container reports 89
entry point details 75
exceptional dispatch authorization 24
fee renewals 121
fee sharing 20
invalid addresses 128
job reports 87
limited circulation compliance 145
mail clearance 125
Mailing Activity Report 112
Message Center 7
MLOCR reports 76
MMS quarterly worksheet 149
nonprofit organizations 140
nonprofit reports 135
nonprofit transactions 141
nonprofit transactions while pending 142
outside county charges 84
pending MMS worksheets 147
pending Periodicals report 142
Periodicals by date 83
Periodicals by issue 82
Periodicals worksheets 85
postage statement register 74
postage statements 72
PS Form 8159 149
qualification reports 78
qualification version information 79
receipts 77
Reconciliation Report 56
Records of Mailing Report 116
revenue reports 119
Statement of Ownership compliance 144
transaction history reports 117
Transfer Summary Report 120
verification reports 126
version summary report 81
VRSR schedule 91
VRSR view 90
VRSR
randomizing 91
sample selection matrix 90
schedule 91
view 90
W
Weight Averaged Transactions 46
Weight Worksheet 85
Worksheets
barcode quality 94, 108
bundle verification 97
MMS 100
Periodicals 85
shortpaid 102
tap test 105
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