Don’t Forget. PostalOne Mandatory Software Update This Weekend

The United States Postal Service (USPS) is issuing a mandatory software update for the PostalOne! production system this weekend. This update will be implemented on Sunday, October 29, 2017. The PostalOne! Production (PROD) system will not be available during this update process, on Sunday morning October 29, 2017 from 12:00 AM to 10:00 AM CT. PostalOne! will then be updating the Test Environment for Mailers (TEM) on Monday, October 30, 2017 from 7:00 AM to 2:00 PM CT and TEM will be unavailable during that update period.

Read more: http://www.windowbook.com/Learning/Postal-Concierge-E-tips

Don’t Forget!: PostalOne!® Mandatory Software Update This Weekend

The United States Postal Service® (USPS®) is issuing a mandatory software update for the PostalOne! production system this weekend. This update, which was postponed from the planned November 9, 2014 date, will now be implemented on Sunday, November 30, 2014.

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

Details of the changes for this update may be found on the USPS RIBBS® web site for the November 2014 changes.

Handling Change

When these types of changes are announced, it is important for mailers to pay attention to the outage periods so that you can make adjustments in your mailing operations to accommodate the downtime. It is also extremely important for mailers to download and install the USPS Mail.dat Client software (also sometimes referred to as MD Client or MDR Client) as soon as it is available. This software can be downloaded from the Business Customer Gateway web site. Mailers also need to make any associated updates or configuration changes to software that interfaces with PostalOne! once their Mail.dat Client software is updated. For example, if you use DAT-MAIL’s eDocs Manager Plus or EDM10X, you will need to edit the configuration for this in the Window Book Automation Scheduler.

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

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

Keeping Up to Date

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

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

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

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

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

Handling Change
When these types of changes are announced, it is important for mailers to pay attention to the PostalOne! outage periods so that you can make adjustments in your mailing operations to accommodate the downtime. It is also extremely important for mailers to download and install the USPS Mail.dat Client software (also sometimes referred to as MD Client or MDR Client) as soon as it is available. This software can be downloaded from the Business Customer Gateway web site. Mailers also need to make any associated updates or configuration changes to software that interfaces with PostalOne! once their Mail.dat Client software is updated. For example, if you use DAT-MAIL’s eDocs Manager Plus or our newly improved EDM10X, you will need to edit the configuration for this in the Window Book Automation Scheduler.

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

Labeling List Changes

The United States Postal Service® (USPS®) announced changes to the Labeling List data, effective September 1, 2014, with a mandatory use date of September 30, 2014. The Labeling Lists affected are L001, L006, L007, L012 and L606. Please note that the format for the L006, L007 and L012 lists now have each ZIP Code™ listed individually in the first column. For label changes, the ZIP™ column will be followed by the change from/change to label names and an indicator as to whether or not that ZIP is being added to a new label or moved to another existing label. For adds and deletes, the new/old Column B label name will be listed for each ZIP.

The Labeling Lists are located on the Postal Explorer web site under the Additional Links tab.

Use of Labeling List Data
The Labeling List data is used to define the specific destination information to be printed on sack labels, tray labels, and pallet labels. This destination information is used to route the mail inside the sacks, trays and pallets to the correct postal facility for processing. The destination information is based primarily on 3-digit ZIP Code prefix, and varies based on the class of mail, processing category, and other criteria. Virtually all container labels are generated using computer software, which accesses this Labeling List data in a file format, operating much like a look-up table.

Why the changes?
There are many reasons why the USPS makes changes to the Labeling List data. Recently, many of the changes are being made as a result of their efforts to consolidate processing facilities to improve efficiencies and reduce costs. Changes also take place when the USPS makes alterations to the service areas for certain processing facilities, which can be the result of shifts in population, mail volumes, staffing and many other reasons. Keep in mind that approximately 12% of the US population moves each year and there are about 1,800 new delivery addresses added each day. So, there are lots of ZIP Code changes happening all the time!

Time for change
The USPS provides for a transition period when these changes are announced, to allow software vendors time to update their software and for mailers to use up existing labels. During this period, the USPS encourages mailers to use the new Labeling List data as soon as possible, but it is acceptable to use the old Labeling List data until the mandatory date. In the case of this most recent update, the mandatory date is September 30, 2014.

Handling Change
When these types of changes are announced, it is important for mailers to work with their software vendors and mail service providers to make sure that the changes are implemented on a timely basis. This is critical so that the correct destination information is populated into the Mail.dat® files, or any other files or printed documents that are used to process or submit postage statements (and other postal documentation) and to create sack, tray, and pallet labels. Keep in mind that the Labeling List changes involve not just the facility names, but the ZIP codes associated with those facilities. This affects the destination line on the tags and the mailpieces that are placed into the sacks, trays, and pallets. As such, these changes MUST be incorporated into the presort software first; if the data is incorrect during this process (and thus incorrect in the Mail.dat files), it cannot be corrected in Post-Presort software, such as DAT-MAIL™.

Automatic Postal Data Updates System
Window Book makes these updates easy for our clients by providing an automated method to update the Labeling List information into your Post-presort software. Once you have this FREE add-on tool installed with your DAT-MAIL software, you no longer have to remember to check for Labeling List updates, nor do you have to perform manual downloads because it will automatically be taken care of for you! You can just set it and forget it!

And if you think that’s cool – ask us about how we can automate the process of downloading and installing new MDR Client software from PostalOne!®

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