Mail Anywhere FAQ’s

Since the United States Postal Service® (USPS®) began offering the Mail Anywhere program, which allows customers to use the same postage payment permit regardless of what mailing location they use to enter the mail, many mailers have taken advantage of its benefits. The Mail Anywhere program is an added benefit offered to Full-Service customers, allowing them to use a single permit to present Full-Service or mixed Full-Service mailings at any Business Mail Acceptance site. Not only does this greatly simplify permit management, but it also saves permit application and renewal fees for customers who mail at numerous locations.

As with any new program, mailers may have a lot of questions regarding participation and mail preparation under this program. This week’s e-Tip deals with some of the more Frequently Asked Questions (FAQ’s).

Q: What are the eligibility requirements to participate in Mail Anywhere?

The eligibility requirements for Mail Anywhere are:
• The Mail Anywhere service is available to customers who mail at 90% or higher Full-Service levels for the customer’s given business location and meet the electronic Full-Service verification criteria during the month prior to their request to participate in Mail Anywhere.
• Mail Anywhere is available for Full-Service First-Class Mail® (Cards, Letters and Flats only); Standard Mail® (Letters and Flats only, including Nonprofit); Bound Printed Matter (Flats only); and Periodicals (Letters and Flats only).
• Permit types that are eligible include Permit Imprint; Pre-canceled Stamps and Metered. A variety of postage statement types are also supported in Mail Anywhere, including Single Permit; Combined Mail; Comail; Mixed-Class Comail, and Copal.
• Mailers may submit their electronic data via Mail.dat®, Mail.XML™, Postal Wizard (First-Class and Standard Mail only, Full-Service only); or IMsb (First-Class and Standard Mail Only).

Q: Do I have to make an application to the USPS to use Mail Anywhere?

A: Yes, participation in this program does require an application process. This process applies to the individual that is preparing the mail. For example, if a Mail Owner wishes to participate, but employs a Mail Service Provider (MSP) to prepare their mailings, the Mail Owner needs to request their MSP contact the PostalOne!® Help Desk to go through the authorization process.

The first step is to verify that the participants meet all of the eligibility requirements. The best way to do that is to access the Mailer Scorecard data to review both the Full-Service mail volumes for the previous month, as well as to verify that none of the error thresholds for the electronic verification have been exceeded during that time.

Once eligibility is verified, the application email should be sent to the PostalOne! Help Desk at postalone@usps.gov. Included in the email should be:
• Request for Mail Anywhere participation
• Preparer’s Customer Registration ID (CRID) for the location where the mail is prepared (if multiple preparation locations will be used, the CRID for each location must be provided)
• Preparer’s Contact Name, Company Name, Business Address, City, State and ZIP code
• Mail Owner’s permit numbers and BMEU’s City, State and ZIP code where the permit was opened
• Postal Facilities where you plan on dropping your mail
• Permit numbers that you wish to be consolidated

Q: Do I get a new permit number once approved for Mail Anywhere?

A: No, participation in this program does not require that mailers establish a new permit. Mailers may use already existing permits. Most participants in this program eventually consolidate the multiple permits at multiple locations that they currently have and are able to use just a few permits for all of their mailings. Keep in mind, mailers must still maintain the different permit types for the different postage payment methods, such as permit imprint, meter, stamp, or reply mail. For example, let’s say that Mailer A, headquartered in Chicago IL, has permit imprint permits in Chicago, Boston, Tampa, and Los Angeles. Under this program, Mailer A can consolidate all of these permit imprint permits into a single permit at their Chicago headquarters location, closing the other permits in Boston, Tampa and Los Angeles. Using Mail Anywhere, Mailer A is able to use that single permit to mail at all of those locations, and more.

Q: Do I need to change the way my mail or Mail.dat® files are prepared?

A: Participation in this program means that Mail Owners or Mail Service Providers may need to adjust some of the data that is submitted electronically to PostalOne! via the Mail.dat files.

The PostalOne! Help Desk can provide more detailed instructions on how to correctly populate the Mail.dat files for mailings that participate in Mail Anywhere. We strongly encourage people to test submitting these types of mailings using the Test Environment for Mailers (TEM) prior to submitting them for live production.

Two very critical pieces of information for these jobs are:

1) The Payment Account Number in the Mailer Postage Accounting (MPA) file, field MPA-1127. This number is different than the postage permit number, and is assigned by the USPS when the application for Mail Anywhere is submitted. Typically, there is a Payment Account Number assigned for each postage permit that is participating in the Mail Anywhere program.

Note: The Payment Account Number is different than the CAPS account number and the USPS Finance Number. USPS Finance Numbers are not supported in the Mail.dat file specification: these numbers are looked up by PostalOne! in the USPS database, based upon the permit numbers and payment account numbers provided in the Mail.dat file.

2) The Verification Post Office. Since the postage payment permit in this program may be located anywhere, the post office where the mail is verified and accepted may be different than the post office where the postage payment permit is held. The verification post office data is populated in the Segment (SEG) file of the Mail.dat file (fields SEG-1118 and SEG 1119).

If you encounter issues uploading Mail.dat files to PostalOne! for Mail Anywhere jobs, we suggest you open a help desk ticket with PostalOne! by sending an email to postalone@usps.gov. Include a description of the issue, and attach the Mail.dat file that you are working with, along with screen shots of the errors you are getting.

Mailers should not need to change anything with regard to the indicias (permit imprints) printed on their mailpieces or their metering information – unless some permits have been closed out or consolidated as part of this application process. Mailers should work with the PostalOne! Help Desk or their local District Business Mail Entry office for guidance on any changes in these areas.

Q: What happens if a Mail Owner switches to a different Mail Service Provider?
A: It is important to note that the application for participation in Mail Anywhere is done by the entity preparing the mail, which in most cases is the Mail Service Provider. The application includes a listing of the clients and permits that the MSP wants to get approved for Mail Anywhere. The approval is based at the MSP level, so if the Mail Owner switches to a new MSP, the new MSP will need to apply for Mail Anywhere approval if they have not already done so, including the new Mail Owner’s name and permit information. If the new MSP has already been approved for Mail Anywhere, they would need to notify PostalOne! of any new Mail Owner clients (and their permit information) in order for those Mail Owners to continue to participate in Mail Anywhere at the new MSP.

Resources
The USPS offers a Fact Sheet and a Customer Participation Guide for Mail Anywhere, both of which are available on the USPS RIBBS web site. Window Book’s DAT-MAIL software fully supports Mail Anywhere mailings. Window Book also offers a free educational webinar on Mail Anywhere.

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Window Book can help you implement Mail Anywhere in your mailing operation and automate your processes using our software and service solutions.
Window Book offers a free Mailing Optimization Analysis.

Call us at 1-800-524-0380 for more details or to sign up for your FREE Mailing Optimization Analysis!

Identifying Mail Owners in eDoc

One of the more challenging aspects of submitting mailing jobs electronically to PostalOne! is properly identifying the various entities involved in the mailing job – specifically, the Mail Owner, the Mail Preparer, and the eDoc Submitter.

For the most part, these entities may be identified using their Mailing Identification number (MID) or their Customer Registration Identification number (CRID). However, in the case of the Mail Owner identification, there are a number of places in the eDoc where this needs to be identified, and the USPS has recently modified the types of data that is used to validate this information. For Mail Service Providers (MSP’s), getting all of this straight can be a bit intimidating and it can be a real chore to collect or verify all of these critical pieces of information for their clients too.

Uses of Mail Owner information
The USPS uses the Mail Owner data in eDoc for three main purposes:
1. To identify the Mail Owner for Full-Service compliance (this is the “For” part of the “By/For” relationship identification).
2. To validate nonprofit price eligibility when nonprofit prices are claimed.
3. To display the Mail Owners on postage statements.

Means of Identification
By/For Relationship: Currently, the Mail Owner MID, CRID or Mail Owner permit data may be used to identify the Mail Owner for this purpose. The Mail Owner is required to be identified when the owner represents 5,000 or more pieces in a mailing.

Nonprofit Price validation: For each nonprofit mailing, all mail owners must be identified and must have a valid Nonprofit Authorization (NPA) number, regardless of the number of pieces per owner in the mailing. For mailings consisting of multiple mail owners, all of the mail owners must be identified in the eDoc; it is no longer permitted to provide the mail owner information using a hard copy spreadsheet presented to the mail clerk at the time of mailing. Another recent change involves the data used to validate nonprofit eligibility. Previously, the only data used for this validation was Permit data; either that of the Mail Owner if using their own postal permit to pay the postage, or what is called a “Ghost Permit” (Local Permit) if the Mail Owner used a MSP’s postage permit for payment. In either case, those permits are required to be linked to a valid NPA number in PostalOne! These ghost permits are established by request at the post office where the mailing is verified and paid for. These are non-paying postal permits, used for identification purposes only. Effective with the November 30, 2014 PostalOne! release, the USPS added the options of the Mail Owner MID or the Mail Owner CRID in addition to the Permit data for this nonprofit validation. As with the permit data, the Mail Owner MID and CRID data must be linked to a valid NPA Number in PostalOne! In cases where some of these validation fields are blank in the Mail.dat files, or when there is data populated in multiple validation fields in the Mail.dat files, the chart below shows the order of precedence that PostalOne! uses to determine which data is used for the validation. What this means is that it is very critical to pay attention to this order of precedence to make sure that your Mail.dat files are populated with the correct data in the correct fields, and that you do not have any conflicting or invalid data in these fields.

Display Owner on Postage Statements: On the first page of postage statements, there are three blocks for Mailer information. The first block is the Permit Holder, and the data displayed in this block is that of the owner of the permit used to pay for the mailing, identified using that permit number. The second block is the Mailing Agent or Mail Preparer. This is identified by the CRID or MID of the Mail Preparer in the Mailer Postage Accounting (MPA) file of the Mail.dat file. The third block is the name and address of the organization for which the mailing is prepared, i.e. Mail Owner. The USPS also changed the data used to populate this section effective with the November 30, 2014 PostalOne! release. This block is now populated using one of the following: the Mail Owner MID, Mail Owner CRID, or the data in the Local Permit field. If the Mail Owner uses their own permit to pay the postage, this data should be identical to the data in the first block. However, if the Mail Owner uses the postal permit of the Mail Preparer, a valid Mail Owner MID, CRID or Ghost Permit is needed to correctly display the Mail Owner in this block. That ghost permit number should be populated in the Local Permit field of the Mailer Postage Account file (MPA) in the Mail.dat file. Ghost permits should be identified as “V” for Virtual in the Permit Type field. The charts below show the order of precedence that PostalOne! uses to determine which validation field to populate these blocks on the postage statement. Again, it is very critical to understand the order of precedence so that you are populating your Mail.dat files with the correct, non-conflicting data.

Mail Service Provider Challenges
If you are a Mail Service Provider, you may need to obtain not only the CRID’s and MID’s of your clients, but also the Local Permit Numbers, which may actually be a ghost permit number if the mail owner is not paying postage through their own permit account.

This can become a bit of a challenge for mail preparers, who may have hundreds of clients using hundreds of postal permits to pay for their postage. Associating each of the clients and permits with the appropriate MID’s can be a daunting task to say the least.

Mail Service Providers often ask, which piece of information should I get from my clients, their MID or their CRID? Currently, either piece of data may be used in eDoc, but that may change in the future. For that reason, we encourage Mail Service Providers to obtain both pieces of data for all their clients so that they are prepared should the USPS change the identification requirements in the future.

Resources
So, how do you try to make sense of all of this? The best resources are the Business Customer Gateway and PostalOne! A Mail Service Provider (MSP) may also verify or gather the MID and CRID data for their clients using the Business Customer Gateway. There is a new Bulk Search utility available to MSP’s on the BCG for this purpose. MSP’s may use this utility to upload text files containing client Permit, MID, CRID, or NPA data to PostalOne!, which then returns an Excel file with the validated or corrected data. Up to 250 records per file may be uploaded, so this is a great way for MSP’s to validate or request the various client identification data for numerous clients at one time. Even if you think your client data is up to date, we strongly encourage MSP’s to take advantage of this free utility to validate your data. The USPS RIBBS web site also has some helpful information to clarify MIDs and CRIDs, as well as an excellent Guide to Mail Owners in eDoc.

Getting Help From the Experts
Window Book’s DAT-MAIL™ software allows you to easily manage MID and CRID information as well as see all the By/For relationships in the Mail.dat files using the Navigator View. This also allows you to quickly edit this information if necessary. Mail Service Providers can maintain the MID, CRID and Local Permit data in master client and permit files within DAT-MAIL.

DAT-MAIL even has great new BCG Gateway Export and Import features, which allow MSP’s to take advantage of the new BCG’s Bulk Search option with just a few mouse clicks. And, if you are a Bell and Howell BCC Mail Manager user, there is an interface available that allows you to import your client data from BCC Mail Manager into DAT-MAIL.

Window Book offers a FREE educational webinar on the topic of Identifying Mail Owners in PostalOne!, as well as many products and services to help you easily manage electronic documentation submissions. Call us at 1-800-524-0380 for more details or to sign up for your FREE Mailing Optimization Analysis!

Webinar: Identifying Mail Owners in PostalOne!

Date: Tuesday, November 25, 2014
Time: 2:00 PM – 3:00 PM EST

Mailers submitting mailing jobs electronically to PostalOne! need to identify the various entities involved in the mailing job – specifically, the Mail Owner, the Mail Preparer, and the eDoc Submitter. For the most part, these entities may be identified using their Mailing Identification number (MID) or their Customer Registration Identification number (CRID).

However, in the case of the Mail Owner identification, there are a number of places in the eDoc where this needs to be identified, and in some cases a Local Permit number is also needed for identification purposes. For mail service providers, getting all of this straight can be intimidating and it can be challenging to collect all of these critical pieces of information for their clients too.

Come join us for this informative webinar to learn all the nuts and bolts on how to submit correct Mail Owner identification in eDoc.

Register: https://www1.gotomeeting.com/register/220523401

By/For Errors in eDoc

Mailers submitting mailing jobs electronically to PostalOne!® need to identify the various entities involved in the mailing job – specifically, the Mail Owner, the Mail Preparer, and the eDoc Submitter. This information is sometimes referred to as the “By/For” relationship for mailings. In other words, the United States Postal Service® (USPS®) is asking that electronic documentation identify who is preparing the mail and who is submitting the eDoc (the “By” portion) and who is responsible for the content of the mailpiece and ultimately pays the postage for the mailings (the “For) portion.

For the most part, these entities may be identified in the eDoc using their Mailing Identification number (MID) or their Customer Registration Identification number (CRID). However, in the case of the Mail Owner identification, there are a number of places in the eDoc where this needs to be identified, and in some cases a Local Permit number is also needed for identification purposes. For mail service providers, getting all of this straight can be a challenge and it can be challenging to collect all of these critical pieces of information for their clients too.

Uses of Mail Owner information
The USPS uses the Mail Owner data in eDoc for three main purposes:
1. To identify the Mail Owner for Full-Service compliance (this is the “For” part of the “By/For” relationship identification).
2. To validate nonprofit price eligibility when nonprofit prices are claimed.
3. To display the Mail Owners on postage statements.

Means of Identification
By/For Relationship: Currently, the Mail Owner MID, CRID or Mail Owner permit data may be used to identify the Mail Owner for this purpose. The Mail Owner is required to be identified when the owner represents 5,000 or more pieces in a mailing.

Nonprofit Price validation: For each nonprofit mailing, all mail owners must be identified and must have a valid nonprofit authorization number, regardless of the number of pieces per owner in the mailing. For mailings consisting of multiple mail owners, at least one mail owner must be identified in the eDoc; the remaining mail owners may be identified in a hard copy spreadsheet presented to the mail clerk at the time of mailing. Currently, the Mail Owner Permit may be used to identify the Mail Owner if the mail owner is paying their own postage using their own permit. For Mail Owners using a Mail Service Provider permit to pay postage, what is called a “Ghost Permit” is required. These ghost permits are established by request at the post office where the mailing is verified and paid for. These are non-paying postal permits, used for identification purposes only. This will be changing in November of this year, when the Mail Owner MID or CRID may be used for identification rather than the ghost permit.

Display Owner on Postage Statements: On the first page of postage statements, there are three blocks for Mailer information. The first block is the Permit Holder, and the data displayed in this block is that of the owner of the permit used to pay for the mailing, identified using that permit number. The second block is the Mailing Agent or Mail Preparer. This is identified by the CRID or MID of the Mail Preparer in the eDoc. The third block is the name and address of the organization for which the mailing is prepared, i.e. Mail Owner. This block is populated using the data in the Local Permit. If the Mail Owner uses their own permit to pay the postage, this data should be identical to the data in the first block. However, if the Mail Owner uses the postal permit of the Mail Preparer, a Ghost Permit is needed to correctly display the Mail Owner in this block. That ghost permit number should be populated in the Local Permit field of the Mailer Postage Account file (MPA) in the Mail.dat file. Ghost permits should be identified as “V” for Virtual in the Permit Type field. This is also scheduled to change in November 2014, when it will be populated using the Mail Owner MID or CRID if the Local Permit is not available.

Mail Service Provider Challenges
If you are a Mail Service Provider, you need to obtain not only the CRID’s and MID’s of your clients, but also the Local Permit Numbers, which may actually be a ghost permit number if the mail owner is not paying postage through their own permit account.

This can become a bit of a challenge for mail preparers, who may have hundreds of clients using hundreds of postal permits to pay for their postage. Associating each of the clients and permits with the appropriate MID’s can be a daunting task to say the least.

Mail Service Providers often ask, which piece of information should I get from my clients, their MID or their CRID? Currently, either piece of data may be used in eDoc, but that may change in the future. For that reason, we encourage Mail Service Providers to obtain both pieces of data for all their clients so that they are prepared should the USPS change the identification requirements in the future.

Add to that the fact that PostalOne! has to be aware of all of this MID, CRID, and permit information and also have them all appropriately linked! If the appropriate linkage has not been made, this can result in errors when uploading files to PostalOne!. These types of errors can only be rectified by contacting the PostalOne! Help Desk to request that the appropriate MIDs, CRIDs and permits be linked. Another error that can occur is when the same MID/CRID information is populated in the eDoc for both the Mail Owner and the Mail Preparer. If your company is indeed both the owner of the mail and the preparer of the mail, PostalOne! needs to know that and verify that this is indeed the case. If you receive this type of error, again you need to contact the PostalOne! Help Desk for resolution.

If you receive validation errors when submitting files to PostalOne! that refer to permits, postage payment methods, MIDs or CRIDs, or if you are seeing excessive By/For errors on your Mailer Scorecard, you should use this check list:
1. Verify that the postage payment permit information you entered in your eDoc is correct for the client, the location, and the postage payment method.
2. Verify that the MID/CRID information you entered in your eDocs is correct for the Mail Owner, Mail Preparer, and the eDoc Submitter. The MID/CRID information for the Mail Owner should not be the same as for the Mail Preparer, unless your company actually does own the mail and also physically prepares the mail. If you are a Mail Service Provider, this means that you need to obtain the MID/CRID data for all of your clients, either directly from your clients or by submitting a request through the Business Customer Gateway.
3. Understand the difference between the Permit information and the Local Permit information in the Mailer Postage Account (MPA) file and verify that the correct permit information is being populated in each. The Permit information should be populated with the permit information that is being used to pay the postage for the mailing. The Local Permit information should be populated with the identical information as the Permit fields ONLY if the mail owner’s postal permit is being used to pay the postage. If the postage is paid from a Mail Service Provider’s permit, then the Local Permit information must be populated with Ghost Permit information as discussed above.
4. Verify with PostalOne! the MID/CRID information for your company and for the clients for which you prepare mail, and also verify that the postal permits have been properly linked.

Resources

So, how do you try to make sense of all of this? The best resources are the Business Customer Gateway and PostalOne! A Mail Service Provider (MSP) may also verify or gather the MID and CRID data for their clients using the Business Customer Gateway. These requests may be submitted in bulk by submitting an Excel spreadsheet with the client company name and location information. Likewise, MSP’s may actually apply for MID’s on behalf of their clients, again through the use of an Excel spreadsheet submission. In this case, MSP’s must also provide documentation that the mail owners have given their permission for the MSP to apply for the MIDs on their behalf. The USPS RIBBS web site also has some helpful information to clarify MIDs and CRIDs. The USPS recently published an excellent Guide to Mail Owners in eDoc.

Getting Help From the Experts

Window Book’s DAT-MAIL™ software allows you to easily manage MID and CRID information as well as see all the By/For relationships in the Mail.dat files using the Navigator View. This also allows you to quickly edit this information if necessary. Mail Service Providers can maintain the MID, CRID and Local Permit data in master client and permit files within DAT-MAIL. And, if you are a Bell and Howell BCC Mail Manager user, there is an interface available that allows you to import your client data from BCC Mail Manager into DAT-MAIL.

Window Book offers a FREE educational webinars on the topic of Identifying Mail Owners in eDoc and Common PostalOne! Errors, as well as our Mailing Optimization Analysis. Call us at 1-800-524-0380 for more details or to sign up for your FREE Mailing Optimization Analysis!

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

Correcting By/For Errors in eDoc

As more mailers are now starting to pay closer attention to their Mailer Scorecard on PostalOne!®, a common issue that shows up on their scorecards is By/For errors. So, you ask, what the heck is “By/For” and how do mailers get these errors to go away?

By/For
For Full-Service mailings, the United States Postal Service® (USPS®) requires that electronic documentation (eDoc) includes identification of the Mail Owner, the Mail Preparer, and the eDoc Submitter. This is often referred to as the “By/For” data: the Mail Preparer is the company who is preparing the mail (the “By” part) and the Mail Owner is the company responsible for the content of the mailpiece and receives the benefit of the mailing (the “For” part). Likewise, the eDoc Submitter is the company submitting the electronic documentation (“By”) for the Mail Owner (“For”). All of these entities are identified in the eDoc using their Mailer ID numbers (MIDs) or Customer Registration ID Numbers (CRIDs). For companies preparing and submitting their own mailings, all of these entities may be the same company. For companies that use Mail Service Providers, these three entities may be three different companies.

Where is the data?
The MID and CRID data used to identify the Mail Owner and Mail Preparer in the mailing is located in the Mailer Postage Account (MPA) file of the Mail.dat® file. The CRID data to identify the eDoc Submitter is located in the Header (HDR) file of the Mail.dat file. The eDoc Submitter data is also located in the Segment (SEG) file, but that is for mailing industry use; PostalOne! uses the data in the Header file.

Read more.

 

Quick Guide to Mail Owners in eDoc

The Postal Service is continuously launching new programs which require using eDoc, IMb’s and other services offered by the PostalOne! system in order to get postage discounts.  A critical piece of data in eDoc is the identification of the owner of the mail. For mail service providers, getting all of this straight can be a challenge and it can be a struggle to collect all of these critical pieces of information for their clients too.

Click here for a Quick Guide to Mail Owners in eDoc

Via USPS RIBBS

How to Identify Mail Owners in eDoc

Mailers submitting mailing jobs via eDoc to PostalOne! need to identify the various entities involved in the mailing job – specifically, the Mail Owner, the Mail Preparer, and the eDoc Submitter.  In the case of the Mail Owner identification, there are a number of places in the eDoc where this needs to be identified….Read more.