Seamless Acceptance

The United States Postal Service® (USPS®) recently re-opened the Seamless Acceptance program to new participants. Seamless Acceptance is designed to streamline the verification, acceptance, payment and induction of mail. This program has benefits for both mailers and the USPS. To participate in this program, mailers must have 90% or more of their mail volume submitted as Full-Service® mail. The mailpieces must be uniquely barcoded and submitted electronically (eDoc). If the mailer is preparing Detached Mail Unit (DMU) verified origin entry or destination entry drop shipments, participation in eInduction is also required. Prior to participating in Seamless Acceptance, mailers must participate in an intermediate step called Seamless Parallel. This is essentially a testing period, during which time the mailer works with the USPS to insure the volume and mail preparation and submission requirements are being met.

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

Preparing For Postage Assessments

By now you are likely well aware that starting in November 2016 the United States Postal Service® (USPS®) plans to implement assessments (based on October 2016 data) for non-compliance with the requirements for a number of USPS initiatives such as Intelligent Mail® Full-Service, eInduction, Seamless Acceptance and more. November is not all that far away, so it is a good idea for you to become familiar with what these assessments involve, how they will work, and what you can do to try to minimize any potential assessments.

What mailings are evaluated?

There are four areas of USPS validation that will be impacted by the implementation of these postage assessments:
Intelligent Mail Full-Service

– Move Update
– eInduction
– Seamless Acceptance

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

Top Ten Reasons to Use eDoc

The value and benefits of using eDoc with the USPS have been both documented and proven now for quite a while. Amazingly enough, however, there are still a lot of mailers who only use it for their Full-Service mailings. Even worse, there are just as many – or more – who don’t use it at all!

It is very clear that the USPS intends to eliminate hard copy postage statements and other documentation. In recent postal and industry meetings, the USPS already indicated that this will become a reality in the not-too-distant future. If you are delaying implementation of eDoc, or implemented it only for Full-Service mailings, you need to gear up and make the transition. Read more: http://www.windowbook.com/Learning/Postal-Concierge-E-tips

Guide to Postage Assessments

If you’ve been paying attention to previous e-Tips, our newsletters and webinars, you are likely well aware that the United States Postal Service® (USPS®) plans to implement assessments for non-compliance with the requirements for a number of USPS initiatives such as Intelligent Mail® Full-Service, eInduction, Seamless Acceptance and more. Luckily, the USPS has postponed implementation of these assessments until later this year, but many mailers still have questions on just exactly how this assessment process is going to work. Well, you are in luck, because the USPS has just issued a new Guide to Postage Assessment on the RIBBS web site.

What mailings will be impacted?

There are four areas of USPS validation that will be impacted by the implementation of these postage assessments:
• Intelligent Mail Full-Service
• Move Update
• eInduction
• Seamless Acceptance

Any mailings that are evaluated by the USPS in these areas have the potential to be subject to additional postage assessments if mailings exceed the designated error thresholds. These thresholds vary for the individual validations performed by PostalOne!®, the results of which are available to mailers on the Mailer Scorecard. The evaluation results data are collected on a calendar-month basis, and it is the error threshold data for each calendar month that is subject to assessments. For example, the full-service program uses the submitted eDoc to verify the Mailer ID (MID) in a piece’s barcode. A MID error is logged for each piece in the mailing that fails this verification. When the number of MID errors exceeds the established threshold, the eDoc submitter will be assessed on those errors over the threshold for the calendar month. If the percentage of error is below the established threshold or if the additional postage due is less than $50, then no additional postage is assessed. If the percentage of error is above the established threshold, the additional postage due (the assessment) is calculated using the number of mailing pieces represented by the error percentage over the threshold for the calendar month. For example, if the error threshold is 2% and your error percentage is 3%, the assessment would apply to 1% of the mailpieces submitted during the calendar month of the evaluation. The amount of the assessment is based on the type of error, e.g., for Full-Service errors, it is loss of the Full-Service discounts. Using the same example as above, there would be a loss of the Full-Service discounts on 1% of the mailpieces for the calendar month.

Assessment Process
When there are errors above the established thresholds for a calendar month, the USPS will issue an Invoice Report via email notification for the assessment. This invoice report will be sent to the Verification Assessment Evaluator (VAE) designated for the PostalOne! account. That VAE is then responsible to review the invoice report and either make arrangements for payment of the assessment, or request a review by the USPS if the assessment is in dispute. The payment or the request for review must be made within 10 days of receipt of the email notification.

Preparing for Assessment
Mailers should be monitoring their Mailer Scorecard data NOW so that any problem areas can be addressed prior to the implementation date of the assessments. Also, mailers should be working on developing their procedures for handling the invoice reports, assessment payment and USPS review requests so that when this is all implemented, mailers will be able to handle these in a timely manner.

Resources

Window Book has many utilities available to assist mailers with Mailer Scorecard errors, such as our DAT-MAIL™ software, which allows users to make edits to the Mail.dat files to either prevent or correct errors. Also, our automated PostalOne! transmission utility, EDM10X™, which not only automates the transmissions, but its QuickFix capability allows for quick, easy correction of errors. And, we offer tailored consulting services, including on-site services, to help mailers better understand their Mailer Scorecard data and how to improve their scores.

Window Book’s newest smart postal solution, PostalWeb™, completes the PostalOne! automation circle by providing easy downloading of finalized PostalOne! postage statements directly to your servers, and includes options for email notifications and even emailing of these finalized postage statements! And now available: automatically download your barcoded confirmation pages!

Webinar: Seamless Acceptance

You’ve heard about the new USPS® program called Seamless Acceptance, but what exactly is it?

Why has the USPS implemented this program, and more importantly, what is in it for me as a mailer?

Seamless Acceptance is designed to help streamline and automate acceptance, verification, payment and induction of business mailings performed during postal processing of the mail.
Join Window Book for an educational webinar and get an overview of Seamless Acceptance, the requirements for participation, and the benefits of using the system.

Title:Seamless Acceptance 101
Date:Tuesday, December 23, 2014
Time:2:00 PM – 3:00 PM EST

https://attendee.gotowebinar.com/register/2451403318457243138

Complimentary Webinar: USPS Changes for Fall 2014

More changes are coming for the rest of 2014. Do you know what they are?

Even though the USPS® has deferred the requirement for Full-Service, the USPS is making this a requirement for participation and eligibility in many programs. There are postage statement changes coming up, back-to-back mandatory PostalOne! updates, Mail.dat and Mail.XML specification changes, changes in Mail Owner postage statement display data, changes in nonprofit authorization number linkage, potential Seamless Acceptance postage penalties…are you prepared for all of this change?

Join Window Book for a timely, informative webinar on the many postal changes coming up this fall that you may NOT be aware of. Don’t miss this one!

Title: USPS Changes for Fall 2014
Date: Wednesday, August 13, 2014
Time: 1:00 PM – 2:00 PM EDT

Reserve your seat now for this complimentary webinar:
https://www1.gotomeeting.com/register/531086304

Avoid Getting an Invoice for Full-Service Errors: Keep Track of Your Mailer Scorecard

Do you ever wonder how your mailings measure up to all the latest United States Postal Service® (USPS®) requirements?

How can you be sure if you are meeting all the requirements or barely meeting the thresholds set by the USPS?

Did you know that the USPS will implement financial penalties as early as July 2014 for Full-Service mailings not meeting the requirements?

Now the USPS has a new reporting system called the “Mailer Scorecard.” That’s right. You get scored on how well or badly you are performing when processing mailings using USPS programs. The Mailer Scorecard is a report that tracks your mailing performance trends across months and years for various USPS programs.

The Scorecard provides a complete summary of performance for Full-Service Electronic, eInduction, Seamless Acceptance, Mail Anywhere™ and SingleSource ACS™. You can easily view the metrics in numbers and percentages on a dashboard by logging in through the USPS Business Customer Gateway: https://gateway.usps.com/eAdmin/view/signin.   Once logged in, select Mailing Reports and then Mailer Scorecard.

Use it to your advantage

Each month your mailings will be aggregated to create your scores, and the areas which need attention will be highlighted in Green, Red, and Yellow….

Read more: http://www.windowbook.com/Learning/Mailing-and-Shipping-Articles-of-Interest

Back-to-Back PostalOne!® Mandatory Software Updates

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

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

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

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

Submit Date Postage Statement Mailing Date Postage Statement Version 13-1 14-1 14-2
Before 8/24/14 Up to and including 9/6/14 January 2014 Supported Supported Not Supported
8/24/14 and after Up to and including 9/6/14 January 2014 Supported Supported Not Supported
8/24/14 and after 9/7/14 and after January 2014 or September 2014 Updates Only Supported Supported

Summary of some of the changes for the August release:

  • Periodicals Statement of Ownership: The Requester Publications Only (PS Form 3526) and Requester and General Category Periodicals Publications Only (PS Form 3526-X) will be combined into a single automated online form.
  • Manifested Parcels for Domestic & International Mailings: Customers who currently ship single piece mailings and who use the manifest mailing system with the permit imprint payment method can now meet volume minimums of 50 pieces or 50 pounds by combining parcels volumes of various classes of mail.
  • Shipping Services File conversion: Additional classes of mail will be converted from Mail.dat to the Shipping Services File format for Standard Mail, Parcel Select Light Weight, and the remaining portions of Priority Mail.
  • HUB Facilities FAST Appointment Scheduling: The FAST system will be updated to allow customers to schedule appointments for drop ship to HUB facilities.
  • Full-Service eDoc verification & Invoicing: Reports which provide metrics for Full-Service errors will be launched and known issues will also be fixed. Reporting metrics will be made available for mailer-review on August 24. Whereas actual charges for assessments of postage will be visible on the reporting, assessments of postage will not be activated.
  • Seamless Acceptance will add reports and enhancements to correctly assess Seamless errors.
  • eInduction will enhance numerous electronic processes to increase visibility.

The following items will be available September 7, 2014:

  • Call Return Tag: This new service allows Merchandise Returns Labels to be generated and delivered by the Postal Service to a customer on behalf of a merchant.
  • Premium Forwarding Services Commercial: This new service will allow commercial mailers to consolidate mail received from multiple Post Office boxes and street addresses, or both, into a single package for delivery to a single address. The Mailer can sign-up through the Business Customer Gateway (BCG).
  • Political and Election Mail: New indicators for Mail.dat and Mail.XML™ can be used in the eDoc. This will help USPS better tabulate election mail volume by entry point to help with current and future planning.
  • Intelligent Mail® for Package barcode (IMpb) Non-compliance: The Non-compliance threshold will increase slightly.

The October update does not have any postage statement changes associated with it, but here is a sample of some of the other changes:

  • For postage statement Mail Owner display, the company name and address of the Mail Owner that is displayed on the postage statement will be based on the eDoc submitted when the Mail Owner is identified by a Mailer ID (MID), Customer Registration ID (CRID), or Permit.
  • The nonprofit authorization numbers must be attached to the CRID, i.e. company location, instead of attached to a permit as is the case currently. The eDoc Submitter may identify each nonprofit organization by a MID, CRID or Permit when using Mail.dat files.
  • Postage assessment of Seamless Acceptance error for certain error types will be automated.
  • Move Update will no longer be measured in MERLIN, but assessed as a census verification for all eDoc Submitters over 75% Full-Service and residual Address Change Services (ACS) will be provided for pieces received from these eDoc Submitters at no charge.
  • The Incentive Programs and Online Enrollment services area of the Business Customer Gateway (BCG) will have a new look and feel.
  • New functionality will be added to the BCG and Mailer ID in order to facilitate accurate designation of a CRID when a customer attempts to add or modify a company name/business location.

Details of the changes for these updates may be found on the USPS RIBBS® web site for both the August 2014 changes and for the October 2014 changes.

Handling 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, 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.

Free Educational Webinar: Common PostalOne!® Errors: Understanding and Correcting

The United States Postal Service® is continuously launching new programs which require using the PostalOne! system such as Full-Service, USPS® promotions and incentives, eInduction, and Seamless Acceptance just to name a few.

If you submit mailings to PostalOne! you know how stressful and time consuming it can be to monitor all the jobs you have uploaded to PostalOne!, not to mention if your submissions incur failures! If you have the right tools, you can quickly fix validation errors and easily resubmit files to retain postage discounts, and maintain operational consistency.

Come join us for an informative webinar (including a live demo!) on some of the frequently encountered validation errors mailers experience on PostalOne!, and how you can easily make corrections using DAT-MAIL™. Make sure to bring questions you may have when processing eDoc!

 

Tue, Jul 1, 2014 2:00 PM – 3:00 PM EDT

Reserve your seat at:

https://www1.gotomeeting.com/register/128525560

New White Paper: “Changes Are Coming in 2014: Do You Know What They Are?”

Are you wondering what you should expect from the USPS® in the months ahead?

 

This white paper will provide insight and information that will most likely surprise you.
In our ongoing efforts to educate mailers and the Postal industry in general, Window Book has just published a new and very important white paper titled “Changes Are Coming in 2014: Do You Know What They Are?

 

Download your free White Paper: www.WindowBook.com/2014-Changes.