Business objects POSTAL FILE PREPARATION TOOL V7.90C User Manual

BusinessObjects Postal File Preparation tool

User’s Guide

BusinessObjects Postal File Preparation tool 7.90c

November 2008

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BusinessObjects Postal File Preparation tool User’s Guide

Preface .............................................................................................................1

Chapter 1:

Installation and quick start .......................................................................... 3

Install Postal File Preparation ..........................................................................4

The Setup Wizard.............................................................................................5

Chapter 2:

Mail.dat .......................................................................................................... 9

Import Mail.dat files.......................................................................................10

Unattended Importing ....................................................................................12

Validate Mail.dats ..........................................................................................14

Edit Mail.dat fields.........................................................................................15

Correct errors..................................................................................................16

Export Mail.dat files.......................................................................................17

Archive Mail.dat files ....................................................................................18

Purge Mail.dats...............................................................................................19

Chapter 3:

PostalOne!® ................................................................................................. 21

PostalOne! wizard ..........................................................................................22

Permit numbers ..............................................................................................28

Chapter 4:

Planning........................................................................................................ 29

Truck Load Editing ........................................................................................30

Assign in-home dates .....................................................................................31

Edit piece attributes........................................................................................32

Chapter 5:

Reports ......................................................................................................... 33

Printing options ..............................................................................................34

Reports ...........................................................................................................35

Error reports ...................................................................................................39

Chapter 6:

Flags and tags .............................................................................................. 41

Label setup and examples ..............................................................................42

Label types .....................................................................................................44

Index ..............................................................................................................47

Contents

BusinessObjects Postal File Preparation tool User’s Guide

Preface

BusinessObjects Postal File Preparation tool is an afforable solution that supports the ability to claim full-service rates.

Postal File Preparation provides the following features:

 Comprehensive validation and editing features for all portions of the Mail.dat

 PostalOne! support.

 The ability to create multi-stop loads

 Print-on-demand reporting for different statistical reports and mail qualifying

documentation.

 Creation of flags and tags for trays and sacks.

We created this documentation in order to teach you about the functions and features available in Postal File Preparation. We also give you explanations of these features and step-by-step instructions. This document is not intented to teach you about your mail.

If you have questions about rules and regulations regarding mail classes, and so on, we suggest you read the Mailing Standards of the United States Postal Service, Domestic Mail Manual. You can view this manual online at http://

pe.usps.gov/text/dmm300/dmm300_landing.htm.

Online help Learn about the windows in the Postal File Preparation products, and get

explanations and helpful tips about the controls in each window. In addition, find steps for performing procedures in Postal File Preparation.

Viewing online help 1. Open Postal File Preparation.

2. Choose Help > Postal File Preparation Help.

Accessing window-level and What’s This? help

For window-level help, click the Help button in the desired window.

For What’s this help, do the following:

1. Click the question mark (?) icon in the upper right corner of the window. The cursor appears as an arrow with a question mark.

2. Click on the desired control.

Preface

Conventions This document follows these conventions:

Convention Description

Bold We use bold type for file names, paths, emphasis, and text that you

should type exactly as shown. For example, “Type

Italics We use italics for emphasis and text for which you should substitute

your own data or values. For example, “Type a name for your file, and the

.txt

extension (

testfile

Menu commands We indicate commands that you choose from menus in the following

format: Menu Name > Command Name. For example, “Choose File > New.”

.txt

).”

cd\dirs

.”

We use this symbol to alert you to important information and potential problems.

We use this symbol to point out special cases that you should know about.

We use this symbol to draw your attention to tips that may be useful to you.

BusinessObjects Postal File Preparation tool User’s Guide

Chapter 1: Installation and quick start

Read the installation and quick start information in this chapter to get started with Postal File Preparation.

Chapter 1: Installation and quick start

Install Postal File Preparation

This section includes installation instructions and system requirements.

Operating system requirements

System requirements To install and operate Postal File Preparation, we recommend that your system

Postal File Preparation is supported on these Windows operating systems:

 Windows XP Professional (32- and 64-bit)  Windows 2003 Server  Windows Vista Business (32- and 64-bit)

has the following amounts of memory and hard disk space:

 A minimum of 128 MB of memory (RAM)  A minimum of 60 MB available hard disk space

Install a single workstation

To install to a single workstation:

1. Download Postal File Preparation from the SMP site.

2. Double-click on the .exe file.

3. Follow the installation instructions on the screen.

4. When prompted, click No to install the client utility.

Install a server and client system

Postal File Preparation can be installed on a server system that includes multiple workstations. To do this, you must first install the software onto the server, then set up each workstation (client).

Server installation 1. Follow steps 1-3 from the Installation For a Single Workstation topic above.

2. Click Ye s when you are prompted to install the Client utility.

Client installation To set up each workstation:

1. Map a network drive to the server location where Postal File Preparation is installed. For example, if Postal File Preparation is installed to a shared Business Objects Applications folder on the server machine, each workstation must map a drive to that folder (\\server1\BusinessObjects_applications, for example).

Important: All client workstations must have the same network drive letter

mapped to the drive where Postal File Preparation is installed.

2. Choose Start > Run from the Window’s task bar.

3. Type c:\pw\postalfileprep\client\setup.exe for installing Postal File Preparation (use your own Postal File Preparation installation drive letter in place of c).

4. Click OK.

BusinessObjects Postal File Preparation tool User’s Guide

The Setup Wizard

The first time that you open Postal File Preparation, the Setup Wizard starts automatically. To edit or add new information after you’ve gone through the Setup window, choose System > Setup.

Before you start It may be handy for you to have the following information ready to enter before

you start Postal File Preparation for the first time:

 The IDEAlliance User License Code to enter into “Window 1: IDEAlliance

user license code” on page 5.

 Your file paths for support folders such as the import and export folders. You

enter these into “Window 2: File paths” on page 6.

 The mailers company name, ZIP Code, contact person, phone number, and e-

mail address (these are required). You enter this information into “Window 3:

Company information” on page 6.

 Mail.dat import option information to enter into “Also in this window, you

can choose to assign unique container IDs. Select the Validate for PostalOne! option if you participate in that program and are planning to export to PostalOne!. Also see “Mail.dat” on page 9.” on page 7.

 The Dun and Bradstreet DUNS number to enter into “Window 5: Flags and

Tags Print options” on page 7.

Window 1: IDEAlliance user license code

The User License Code identifies you as a provider of Mail.dats. When you export a Mail.dat from Postal File Preparation, you are acting as a Mail.dat provider, and you must have an IDEAlliance User License Code.

If you don’t have a user license code yet, enter any four-digit alphanumeric code.

When you receive your code, enter it in the Company Information window. You can get to that window by selecting System > Setup > Company information.

Chapter 1: Installation and quick start

Window 2: File paths Mail.dat uses a specific file naming convention that prevents different file types

from being in the same folder. Because of this, you must use a different folder in each of these paths.

By default, Postal File Preparation sets up these folders during installation.

Window 3: Company information

Company information is required. Postal File Preparation won’t let you out of the Setup Wizard until you’ve entered your company name, ZIP Code, a contact name, a phone number, and an e-mail address.

BusinessObjects Postal File Preparation tool User’s Guide

Window 4: Mail.dat import options

In the Mail.dat Optional Files section of the Setup window, select the optional Mail.dat files that you want to include during the import process.

Also in this window, you can choose to assign unique container IDs. Select the Validate for PostalOne! option if you participate in that program and are planning to export to PostalOne!. Also see “Mail.dat” on page 9.

Window 5: Flags and Tags Print options

This window allows you to select options that dictate what information Postal File Preparation prints on pallet flags and tray tags.

Also see “Flags and tags” on page 41.

Chapter 1: Installation and quick start

BusinessObjects Postal File Preparation tool User’s Guide

Chapter 2: Mail.dat

With Postal File Preparation, you can import and export Mail.dat files as well as view, edit, and prepare reports. In addition, you can archive Mail.dats that you won’t need for awhile, and purge those that you will never need again.

Chapter 2: Mail.dat

Import Mail.dat files

During the Setup Wizard, you set the default path for the Postal File Preparation import subdirectory (or you can set it later under System > Setup). This is the default directory that Postal File Preparation points to during the import process.

Before you open or process your Mail.dat, you must import it into Postal File Preparation. After you have imported a Mail.dat, you do not have to re-import it.

To import a Mail.dat:

1. Choose File > Import.

2. Select a Mail.dat and click Import.

3. Assign a customer and permit number to your job. To add or edit customer or

4. Click OK.

If you need to import from a different directory, click New Directory.

permit information, click Add/Edit Customer.

For more information about permit numbers, see “Adding permit numbers”

on page 28 and “Editing permit information” on page 28.

For more information about creating a new customer, see “Adding or editing

customer information” on page 11.

Postal File Preparation validates your Mail.dat and alerts you to any errors that exist. After import, you can open the Mail.dat by choosing File > Open Mail.dat.

A sample Mail.dat is available for you to import. You can find the files in the sample directory (for example, c:\pw\postalfileprep\sample).

Re-import Mail.dats After you import a Mail.dat, you can re-import it if you need to. For example, you

may want to do this if you’ve changed the Mail.dat but want to restore it to the original condition.

When you re-import a Mail.dat that has already been imported, the one that was imported first is deleted and replaced with the new one. Any changes that you made to the first Mail.dat are lost.

To re-import a Mail.dat:

1. Choose File > Import.

2. Select a Mail.dat and click Import.

3. A message will appear telling you that the Mail.dat already exisits. Click Yes to overwrite the current Mail.dat.

BusinessObjects Postal File Preparation tool User’s Guide

Retain permit information

When you select a customer in the Customer window that does not have a permit assigned to it, Postal File Preparation queries the Mailer Postage Account (MPA) record to see if it contains a permit assignment.

If an MPA record does contain permit information, a message will appear asking you if you want to overwrite the data. Click Ye s to overwrite the permit information or click No to keep it.

See “Adding permit numbers” on page 28 and “Editing permit information” on

page 28 for more information about permits.

Adding or editing customer information

To add or edit customer information, do the following:

1. In the Assign Customer Code and Permit Number window, choose File >

Add Customers/Permits.

2. In the Customer window, click Add or Edit.

3. Enter the new customer information.

To add permit information, see “Adding permit numbers” on page 28 and “Editing permit information” on page 28 for more information.

4. Click Save.

5. Click Exit.

Chapter 2: Mail.dat

Unattended Importing

Postal File Preparation gives you the ability to import and verify multiple Mail.dat files. Since the import and verification process can take a while, this feature allows you to select multiple jobs and walk away during the processing.

Importing multiple Mail.dats

To import multiple Mail.dat:

1. Choose File > Unattended Import.

If you need to import from a different directory, click New Directory.

2. Select one or more Mail.dat files that you want to import. To import all the Mail.dat files listed, click Select All.

3. Click Import. Postal File Preparation validates your Mail.dat and alerts you to any errors that exist.

Note that if an import fails on a Mail.dat file, Postal File Preparation will capture the errors, put them in a log file, and then move on to the next Mail.dat file set.

Once the import process is complete, you will need to go fix the errors and then re-import the Mail.dat file(s) that failed. See “Unattended import log” on page 13 for more information.

BusinessObjects Postal File Preparation tool User’s Guide

Unattended import log

We create a log when you import multiple Mail.dat files. This log displays all imported Mail.dat files, those that failed to import, and a status message for each Mail.dat.

At the end of the unattended import process, Postal File Preparation automatically displays a log of all the Mail.dats you tried to import and the status of each.

Opening an Unattended Import log

Deleting an Unattended Import log

Once you close the log file, you can reopen it by doing the following:

1. Choose File > Unattended Import Log.

2. In the Unattended Import Log window, enter a date range.

3. Click Summary List.

To delete an unattended import log, do the following:

1. Choose File > Unattended Import Log.

2. In the Unattended Import Log window, enter a date range.

3. Click Delete Entries.

Chapter 2: Mail.dat

Validate Mail.dats

Just as you would spell-check a document, Postal File Preparation automatically checks all Mail.dat files for errors. In some situations Postal File Preparation automatically validates, or prompts you to validate. You can validate your Mail.dat files at any time by choosing Edit > Validate.

There are three levels of validation:

Validation levels Description

Relational A Mail.dat consists of several records that are related through

keyed information. The Mail.dat contains errors when there is an incorrect relationship between records. You can fix some relational errors, but some require you to obtain a new Mail.dat from the provider.

Content Some of the fields in the Mail.dat are required. If the provider

did not supply the appropriate information, the corresponding field is marked with an error. In most cases, you can correct errors using the editing tool.

Qualification A Mail.dat must be a true representation of the physical mail-

ing. That is, the values entered in the Mail.dat must be correct for the type and class of mail. To verify this, Postal File Preparation compares summary reports and presort totals to other information in the Mail.dat. You can fix some qualification errors, but some require you to obtain a new Mail.dat from the provider.

Summary Error Report

When Postal File Preparation’s verification process detects errors in your Mail.dat the Mail.dat Validation Error window appears.

The Summary Error Report (Mail.dat Validation Error window) contains the name of the table, the number of errors in that table, and the number of records in the table that contain errors. You can go directly to the error by double-clicking the table name, or highlighting the error and clicking Go To.

BusinessObjects Postal File Preparation tool User’s Guide

Edit Mail.dat fields

Postal File Preparation provides tools for you to view and edit Mail.dat fields. There are some fields that you can only view and not change. But there are times when your Mail.dat contains errors that must be fixed before you can proceed with processing.

To edit a Mail.dat:

1. Open the Mail.dat you want to edit by choosing File > Open Mail.dat.

2. Choose Edit > Edit Mail.dat.

3. Select the record that you would like to edit and click OK. The Record Editor

appears for the chosen record.

4. Find the field that contains the error (indicated by the blue or red text-box

color).

5. Click Edit.

6. Correct the error and click Save.

7. Continue correcting errors until you are finished. Click Save.

8. Click Close.

Chapter 2: Mail.dat

Correct errors

When Postal File Preparation’s verification process detects errors in your Mail.dat, the Mail.dat Validation Error window appears. It contains the name of the record, the number of errors in that record, and the number of records in the Mail.dat that contain errors.

You can go directly to the error by double-clicking the name or just click Go To.

Color-coded errors There are two types of errors that Postal File Preparation detects. Each is

represented by a color:

 Red: Mail.dat errors

 Blue: PostalOne! errors

Field names appear in different colors in bold or regular weight font to indicate required and key fields. Also, the text area for erroneous fields appears in color.

Text attributes Purpose

Bold black text Required for Mail.dat.

Underlined black text Key fields are unique identifiers of the record.

Bold blue text Required for PostalOne!.

Blue text A PostalOne! field.

Blue text area A PostalOne! error. The error must be corrected before you

can export to PostalOne.

Red text area A Mail.dat error. The error must be corrected before you can

do any processing.

Re-validate After you finish modifying records in one or more tables of Mail.dat, Postal File

Preparation may suggest or require you to re-validate the Mail.dat. This is because modifying information in one record can impact other tables.

To re-validate, choose Edit > Validate.

You cannot export or perform other functions if errors exist in your Mail.dat.

BusinessObjects Postal File Preparation tool User’s Guide

Export Mail.dat files

You can export a Mail.dat so that it is available for further processing. When you export a Mail.dat, Postal File Preparation puts it in the Export folder.

If you didn’t set up an Export folder in System > Setup, you must do it before you export.

To export a Mail.dat, do the following:

1. Validate and correct all errors in the Mail.dat. Revalidate to make sure all

2. Choose File > Export > Export to Mail.dat.

3. Enter a unique Mail.dat ID Code and click OK.

4. A file export progress window appears. When the export is complete, the

See also “Import Mail.dat files” on page 10.

Note: If errors are present in the Mail.dat that are applicable to certain specifications, the applicable Export To options are not available.

errors are corrected.

progress window disappears.

Chapter 2: Mail.dat

Archive Mail.dat files

If you have Mail.dat files that you won’t need for a while, you can archive them. Archiving conserves space by compressing the Mail.dat files into a single Mail.dat and saving it to a designated directory.

You can also archive multiple Mail.dat files to save space on your hard drive.

To archive Mail.dat files:

1. Choose System > Archive.

2. Select the Mail.dat and click Archive.

3. Select the destination for the archived Mail.dat.

4. Postal File Preparation compresses and saves the Mail.dat in the directory or onto a device that you specify.

5. The Archive Status will indicate that the archive is complete. Click Done.

Restore Mail.dat files You must restore the Mail.dat before you can open the Mail.dat again.

When restoring an archived Mail.dat, be sure the archive path in System > Setup is set to the same path as when you originally archived the file.

BusinessObjects Postal File Preparation tool User’s Guide

Purge Mail.dats

When you are all finished with a Mail.dat, and you are sure that you don’t need to access it again, use Postal File Preparation’s Purge feature to clear out your archived or active Mail.dats. Find it under System > Purge.

Important: After files have been purged, you cannot restore them.

Purging the Archive folder

Purging active Mail.dats

1. Choose System > Purge > Archived Mail.dat.

2. Select the Mail.dat that you want to purge and click Delete.

3. Click Cancel when you are done.

4. Click Browse to select a Mail.dat that you archived to a different folder.

1. Choose System > Purge > Active Mail.dat. The Delete Mail.dat window

opens.

2. Select one or more Mail.dat files that you want to purge

3. Click Delete.

Chapter 2: Mail.dat

BusinessObjects Postal File Preparation tool User’s Guide

Chapter 3:

PostalOne!

Postal File Preparation prepares Mail.dat information according to PostalOne! standards. You can set shipping dates, assign permits, and correct errors using Postal File Preparation’s convenient PostalOne! Wizard.

PostalOne!

Activate PostalOne! validation

To register for PostalOne!, do the following:

1. Visit the PostalOne! registration page at: http://www.usps.com/postalone/

2. Click Learn More under the New Customers heading.

3. Follow the instructions on the PostalOne! web site.

When you are registered with PostalOne! and they confirm and activate your account you can send Mail.dat information electronically to the USPS by uploading the information to PostalOne!’s secure web page.

For instructions about uploading Mail.dats to PostalOne!, see the PostalOne! User’s Guide at

https://www.usps.com/postalone/guides.htm.

PostalOne! validation is automatically activated when you install Postal File Preparation.

To change this setting, complete the following steps:

1. Choose System > Setup and select the Import Options tab.

2. Select or deselect Validate for PostalOne!.

3. Click Save.

4. Click Exit Setup.

Chapter 3: PostalOne!®

PostalOne! wizard

Postal File Preparation has a wizard that quickly and easily guides you through all of the necessary steps for exporting PostalOne! files. Start the PostalOne! Wizard by choosing Tools > PostalOne.

You m ust e xpo r t t o PostalOne! using Postal File Preparation before you can upload your files to the PostalOne! web site.

Postal File Preparation saves your files to the directory that you specified in System > Setup. The default location is a folder named PostalOne! which is located in the program’s installation directory.

Here are the Wizard windows in Postal File Preparation that you need to complete before you can upload files to PostalOne!.

1. PostalOne! wizard window 1: Enter ship dates

2. PostalOne! wizard window 2: Assign customer and permit

3. PostalOne! wizard window 3: PostalOne! Populate Fields

4. PostalOne! wizard window 4: PostalOne! Validation Errors

5. PostalOne! wizard window 5: PostalOne! Create Files

PostalOne! wizard window 1: Enter ship dates

The USPS wants to know when you plan to enter the mail that is represented by a Mail.dat.

You need to enter one date per entry point, or if all of the mail is going out on the same day, use the handy Fill Down feature (see “Fill down feature” on page 24). The date you enter should not be an estimated date, but the actual date on which you plan to mail.

PostalOne! requires USPS Pick Up information to determine a start the clock measurement for service performance. It’s also used to identify whether a customer uses USPS transportation to delivery mail to a USPS plant.

BusinessObjects Postal File Preparation tool User’s Guide

To enter ship dates, do the following:

1. Enter the date on which you plan to ship the mailing for the first truck listed.

Use the MM/DD/YYYY date format.

2. If all of your trucks are going to ship on the same date, right-click on that date

and choose Fill Down.

3. Click Next.

PostalOne! wizard window 2: Assign customer and permit

Postage must be paid through a permit or another electronic method. Therefore, you need to select a customer that is responsible for paying the postage for this mailing.

Use a company and permit number that you have already set up, or create a new account right here in the wizard.

1. Select a customer from the drop-down menu.

To add a customer, see “Adding or editing customer information” on page 11. To add or edit permit information, see “Adding permit numbers” on page 28 and “Editing permit information” on page 28.

2. If the Mail.dat is for Periodicals, enter the permit’s ZIP+4.

3. Select a CAPS code from the drop-down menu.

4. Click Next.

Chapter 3: PostalOne!®

PostalOne! wizard window 3: PostalOne! Populate Fields

We have placed a few highly used PostalOne! Mail.dat fields in a central location so that you can perform a mass update on them.

Use this window so that you don’t have to go into each and every record to edit these fields. This helps you streamline your processing.

Tip: Use the fill down feature to apply the same value to multiple fields.

Fill down feature If all the information in a column is the same (for example, ship dates and/or

appointment dates), use the fill down feature to save time.

To use this feature, do the following:

1. Enter data into a field (for example, a date).

2. Press Tab and then go back to the field that contains the data you’d like to duplicate.

3. Right click in the field and select Fill Down.

BusinessObjects Postal File Preparation tool User’s Guide

PostalOne! wizard window 4: PostalOne! Validation Errors

After you complete the first three windows of the wizard, Postal File Preparation validates and reports any PostalOne! errors in the Mail.dat.

The error window is exactly like the validation error window that appears after a Mail.dat validation, but this one contains only PostalOne! errors.

You need to correct any existing errors before you can continue with the Wizard .

Validate and correct errors

If there are many errors, you may want to obtain a new Mail.dat from your provider.

If there are no PostalOne! errors in the Mail.dat, or if you’ve corrected them all, a PostalOne! Validation message appears indicating that there are no errors.

To correct PostalOne! errors in the Mail.dat, do the following:

1. Double-click the error or select the table and click Go To.

2. Click Edit. Correct the errors and then click Save and then Close.

3. Click Revalidate. When the Mail.dat passes validation, a message appears.

Click OK.

4. Click Next.

Chapter 3: PostalOne!®

PostalOne! wizard window 5: PostalOne! Create Files

Postal File Preparation gives you an option to export the entire original Mail.dat, or to export part of the Update or Cancel Mail.dat based on a range of shipping dates.

The following table describes each option in the window.

Option Description

Export entire Original Mail.dat

If you are going to ship the entire job on the same date, use this option. Note that you need to export the entire Mail.dat before you can upload to

PostalOne!

You also need to choose from one of the following options:



Blank - Not Closed

- Indicates that you’d like to generate a Qualification report, but not an estimated postage statement or UPD.



P- Preliminary statement

- Indicates you’d like to generate a preliminary or estimated postage statement with the Qualification report. The file is marked in the ESD stage on the

PostalOne!



R - Ready To pay

dashboard.

- Indicates that the container is com-

plete and ready for payment.

Export Update Mail.dat based on ship dates

If you are shipping your job on different dates, and have already exported and uploaded the initial Mail.dat to

One!

, you can use this option to send

based on ship dates. Postal File Preparation then sends an update to

consisting of the Container Quantity, the Container Summary, and the Header file.

PostalOne!

Postal-

updates

PostalOne!

BusinessObjects Postal File Preparation tool User’s Guide

Option Description

Export Cancel Mail.dat based on ship dates

This option allows you to cancel a

PostalOne!

job (entire or partial). Cancellation marks only specified containers (based on ship dates) for cancellation. Other remaining containers still appear on the postage payment.

When you select this option, Postal File Preparation populates the Container Status field in the Container Summary table (.csm) with a “C” for Cancel instead of an “R” for Ready to Pay.

Important:

It is your responsibility to verify that the dates you enter are valid! Postal File Preparation does not do this for you.

PostalOne!

does, however, verify that your dates are

valid and they reject Mail.dat files with invalid dates.

Export Delete Mail.dat The Delete Mail.dat option deletes a Mail.dat and removes

the entire job from the

PostalOne!

database.

Postal File Preparation also exports the Header file (.hdr) and the Segment file (.seg).

In the Header file, Postal File Preparation sets the Record Status field to “N” for None Transmitted and the record count to zero.

In the Segment file, Postal File Preparation sets the Record Status field to “D” for Delete and the Record count to the number of segment records.

Chapter 3: PostalOne!®

Permit numbers

In an effort to standardize the permit number format that users submit to PostalOne!, IDEAlliance has specific format rules.

Adding permit numbers

Permit numbers must contain an 8-digit numeric value (you can pad it with zeros). This number is assigned to you by the USPS.

To add a new permit, do the following:

1. Choose Edit > Edit Customer Info.

2. In the Customer window, click Add Permits.

3. In the Permit Information window, click Edit and add the permit number and the address of the permit holder.

Editing permit information

BusinessObjects Postal File Preparation tool User’s Guide

4. Click Save and exit the window.

Permit numbers must contain an 8-digit numeric value (can be padded with zeros) that is assigned to you by the USPS. If you have a permit number, you must also enter a ZIP+4 code.

To edit the permit holders information, do the following:

1. Choose Edit > Edit Customer Info.

2. In the Customer window, click Edit Permits.

3. In the Permit Information window, click Edit and update the information for the permit holder.

4. Click Save and exit the window.

Note that you can’t edit a permit number because it’s a number that the USPS provides, but you can delete and add a permit number.

Chapter 4: Planning

BusinessObjects Postal File Preparation tool can use information in your Mail.dat files to help you edit truck load assignments and piece weight and advertising percentages.

Chapter 4: Planning

Truck Load Editing

Through truck load editing you can:

 assign truck numbers to pallets, sacks, and trays

 enter dates for shipping, USPS appointments, and inductions

 remove containers

If your Mail.dat has a preplan, Postal File Preparation may automatcially assign truck numbers (see “Automatic truck number assignment” on page 30).

If your job doesn’t have a preplan, do the following:

1. Choose Edit > Truck Load Editing.

2. In the Select Options for Truck Load Editing window, select one or more segment IDs to include or click Select All. Click OK.

3 Enter dates for shipping, post office appointments,

and inductions. Use the fill down feature to apply the same value to multiple fields (“Fill down

feature” on page 24).

4. Select a row to view the containers for that entry point in the Containers On This Drop grid at the bottom of the window.

Automatic truck number assignment

Remove containers from a drop

5. Remove containers from a drop.

6. Click Print to view a Loading Manifest Detail report or click OK.

If your Mail.dat has a preplan, Postal File Preparation offers to automatically assign truck numbers to pallets.

In the Automatic Load Assignment window:

• Click Assign if you want automatic truck number assignment.

• Click Don’t Assign if you want to manually assign truck numbers.

If you want to remove containers from a drop, select the entry point in the top box portion of the Shipment Information Assignment window. The containers within the drop are displayed in the lower box.

Select the container(s) you want to remove from the drop and click Remove From Drop. Postal File Preparation creates a new drop with those containers.

The information that you enter in this window populates the container summary table.

BusinessObjects Postal File Preparation tool User’s Guide

Assign in-home dates

You can enter dates in Postal File Preparation for indicating to the USPS the date range for a particular piece to be delivered.

To assign in-home dates, do the following:

1. Choose Edit > Assign In-Home Dates.

2. In the row of the job or segment that you want to assign, Click in the In

3. Enter a date in MMDDYYYY format and press the Tab key.

4. Enter a second date in the In Home End column. This date can be up to three

5. Click OK.

Home Start column.

days later than the In Home Start date.

Tip: If all of the segments or jobs in the Mail.dat use the same date, use the fill-down feature to auto-fill the same date for all.

Chapter 4: Planning

Edit piece attributes

In many cases, Postal File Preparation estimates the piece attributes during the creation of a Mail.dat. You can then generate reports that accurately reflect your mailing.

Piece weight and advertising percentage are the most commonly modified piece attributes. That is why Postal File Preparation provides a convenient location to edit them. You can make minor adjustments to piece weights without having to presort your job again.

To edit information, so the following:

1. Choose Edit > Edit Piece Wt./Ad.

2. Put your cursor in the desired field and update the information.

3. Click OK.

Perc. A window appears showing you all the versions and their associated piece weight and advertising percentage.

Note that if you change information in this window, Postal File Preparation changes the weight in every file in the Mail.dat.

When you are finished editing the piece weight and advertising percentage, Postal File Preparation automatically re-validates the Mail.dat. An error report appears if there are errors.

BusinessObjects Postal File Preparation tool User’s Guide

Chapter 5: Reports

This section introduces you to Postal File Preparation reports.

From summary reports to audit trails, you should be able to find a report detailing exactly the information you need.

Chapter 5: Reports

Printing options

When printing reports you have three choices for where you want to print:

 Select Screen to view your reports or labels on the computer screen.

 Select Printer to print your reports or labels.

 Select File to save your reports or labels.

About the report examples

Because we have limited page space in this guide, and because many of the reports are very wide, we’ve had to omit or condense portions for formatting purposes. Therefore, you may notice that the report totals don’t add up (because sub-totals have been omitted for illustration) or that not all of the sortations are represented in the column headings (because we deleted them so the report would fit on the page).

To see examples of reports, open one of your Mail.dat files in Postal File Preparation and go to the Reports menu to view them on screen.

BusinessObjects Postal File Preparation tool User’s Guide

Reports

Postal File Preparation supports the following reports:

 “Job Summary” on page 35

 “Presort Summary” on page 36

 “Containerization Summary” on page 36

 “Destination Entry Zone Distribution (View Zone Distribution)” on page 37

 “Mail Content Audit by Container Type by Package” on page 37

 “Palletized Content List report” on page 38

 “Error reports” on page 39

For information on pallet flags and sack and tray tags, see “Flags and tags” on

page 41.

Job Summary Along with the total number of containers by container type, this report provides

the total number of copies and the total weight of the job by segment. In short, it summarizes the entire job.

Chapter 5: Reports

Presort Summary This report breaks down the total number of copies and pieces for each rate

category within a version.

Containerization Summary

This report shows the various presort levels contained within the job by container type. It includes the total number of copies, pieces, packages, units, and the total weight for each presort level.

BusinessObjects Postal File Preparation tool User’s Guide

Destination Entry Zone Distribution (View Zone Distribution)

This report shows the number of copies in a job that are claiming a destination entry discount or zone rate, and it reports the percentage of copies for each entry or zone.

Mail Content Audit by Container Type by Package

This report subtotals the number of copies for each package within a container. The totals are further broken down by version and presort levels.

Chapter 5: Reports

Palletized Content List report

This is a list of the segments in each pallet including the total number of copies, pounds, and containers on the pallet.

To access this report choose Reports > Palletized Content List.

BusinessObjects Postal File Preparation tool User’s Guide

Error reports

Postal File Preparation’s error reports include:

 Summary Error Report

 Mail.dat Error Detail (Detailed Error Report)

Summary Error Report

Mail.dat Error Detail (Detailed Error Report)

There are two ways to view the Summary Error Report. When Postal File Preparation’s verification process detects errors in your Mail.dat, the Mail.dat Validation Error window appears. Or, you can go directly to the report by choosing Reports > Error Reports > Summary Error Report.

The Summary Error Report has a Detailed Report button that opens the report. You have the option to view it on screen, print it, or save it to a file.

You can also access the Detailed Error Report by choosing Reports > Error Reports > Detailed Error Report.

The Detailed Error Report provides a listing of each Mail.dat error within a record and gives tips on how to correct the error.

Chapter 5: Reports

BusinessObjects Postal File Preparation tool User’s Guide

Chapter 6: Flags and tags

Generate and print your pallet flags, sack tags, and tray tags easily with Postal File Preparation.

Chapter 6: Flags and tags

Label setup and examples

Print based on a specific range

When printing flags and tags, select to print all of the labels, or a range. Postal File Preparation warns you if there are no flags or tags to print in the specified range.

To begin printing your various labels:

1. Choose Reports > Flags and Tags > label type.

2. Select a print range if applicable (All Containers, or Container Range).

3. Enter the number of columns your labels have (see “Two-up sack and tray

label printing” on page 42). Click OK.

4. Select the printing option (screen, printer, or file) and click OK.

Two-up sack and tray label printing

If you specify two or more columns in the Number of Label Columns in the Print Range window , you must select a printing direction in the Sack/Tray Label Print window.

East to west print direction

North to south print direction

To set printing directions for sack and tray tags that are two up or more:

1. Choose Reports > Flags and Tags > label type.

2. Select a print range if applicable (All Containers, or Container Range).

3. Enter 2 (or more) for the number of columns based on your labels. Click OK.

4. Select East/West if you want your printer to print each row of tags from left to right, row by row or select North/South if you want your printer to print each column from top to bottom, column by column.

BusinessObjects Postal File Preparation tool User’s Guide

Print origin and destination information

You can print both entry point and origin information on your sack tags and only entry point information on pallet flags when you select the appropriate options in System > Setup > Flags and Tags Print Options.

Chapter 6: Flags and tags

Label types

Sack and tray labels contain information that explains where a sack or tray is destined, its contents, and where it originated. Automation-rate mailings require a barcode. The USPS mandates the appearance and placement of most elements on these label types.

You can control what elements appear on your pallet flags by choosing System > Setup > Flags and Tags Print Options and selecting the options you want.

Select from these types of labels in Postal File Preparation:

 10-digit sack tag

 24-digit IM sack tag

 10-digit tray tags

 24-digit IM tray tag

 Pallet flags

10-digit sack tag Sack tags provide necessary mail processing and customer related information.

24-digit IM sack tag

The Intelligent Mail® barcode for tray tags is a 24 character CODE 128

barcode. The USPS is not yet accepting Intelligent Mail tray and sack labels that include only the 24-digit Intelligent Mail barcode.

The USPS has announced that they will begin accepting the pure 24-digit Intelligent Mail tray labels as of April 6, 2009. Until then, you can produce pure 24-digit Intelligent Mail tray labels with the BusinessObjects Postal File Preparation tool for your own testing purposes but not for mailing.

BusinessObjects Postal File Preparation tool User’s Guide

10-digit tray tags Tray tags provide necessary mail processing and customer related information.

24-digit IM tray tag

The Intelligent Mail® barcode for tray tags is a 24 character CODE 128

barcode. The USPS is not yet accepting Intelligent Mail tray and sack labels that include only the 24-digit Intelligent Mail barcode.

Pallet flags

A pallet flag (also referred to as the Intelligent Mail® Container label) displays a barcode only if you’re running an Intelligent Mail barcode job. For jobs that are not presorted as Intelligent Mail barcode compliant, Postal File Preparation does not print the barcode.

Chapter 6: Flags and tags

BusinessObjects Postal File Preparation tool User’s Guide

Index

activate PostalOne! validation, 21 add

customer information, 11 permit number, 28

Business objects POSTAL FILE PREPARATION TOOL V7.90C User Manual

Specifications and Main Features

Frequently Asked Questions

User Manual