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Presort
User’s Guide
Presort 7.80c
April 2007
Page 2
Contact information Contact us on the Web at http://www.firstlogic.com/customer
If you find any problem with this documentation, please report it to Business Objects
in writing at
Copyright Copyright © 2007 Business Objects. All rights reserved.
Patents Business Objects owns the following U.S. patents, which may cover products that are
documentation@businessobjects.com
.
offered and sold by Business Objects: 5,555,403, 6,247,008 B1, 6,578,027 B2,
6,490,593 and 6,289,352.
Trademarks Business Objects, the Business Objects logo, Crystal Reports, and Crystal Enterprise
are trademarks or registered trademarks of Business Objects SA or its affiliated
companies in the United States and other countries. All other names mentioned herein
may be trademarks of their respective owners.
Third-party contributors Business Objects products in this release may contain redistributions of software
licensed from third-party contributors. Some of these individual components may
also be available under alternative licenses. A partial listing of third-party
contributors that have requested or permitted acknowledgments, as well as required
notices, can be found at: http://www.businessobjects.com/thirdparty
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Contents
Chapter 1:
Introduction ................................................................................................. 19
Welcome to Presort!.......................................................................................20
Presort automates the process..................................................................20
Members of the Presort family.......................................................................21
Postalsoft Presort Job...............................................................................21
Postalsoft Presort Views..........................................................................22
Presort for PrintForm...............................................................................23
RAPID Presort.........................................................................................23
Overview of Presort products and features ....................................................24
Chapter 2:
Presort for beginners .................................................................................. 25
Eight key tasks in any Presort job ..................................................................26
Complying with USPS rules....................................................................26
Information about your company and your mail .....................................26
Information about files ............................................................................26
A diagram of the Presort mailing process ......................................................27
Selecting your schemes and reports ...............................................................28
Views Wizard ..........................................................................................28
Template job files ....................................................................................28
Setting up your mailing list: Input File ..........................................................29
Input fields...............................................................................................29
Setting up your mail piece: Version Description ...........................................30
Physical dimensions.................................................................................30
Processing category .................................................................................31
Setting up your post office: Entry Point Description .....................................32
USPS facility ...........................................................................................32
Discounts .................................................................................................32
Setting up your postage and forms: Mailing Information..............................33
Postage.....................................................................................................33
Contacts ...................................................................................................33
Setting up your mailing labels: Output File ...................................................34
Types of output files ................................................................................34
Presort data available...............................................................................34
Two setup tasks........................................................................................35
Two methods ...........................................................................................35
Manual format and content setup examples ............................................36
Setting up Presort’s Auxiliary Files ...............................................................37
Update every two months ........................................................................38
Mail direction...........................................................................................38
How to verify that your job is ready ..............................................................40
What verification means ..........................................................................40
Verifier messages.....................................................................................40
Batch verifier ...........................................................................................41
Views verifier ..........................................................................................41
Contents
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Tips for running your Presort job .................................................................. 42
Step #1: Presort ....................................................................................... 42
Step #2: Output files................................................................................ 43
Step #3: Clean up .................................................................................... 43
Sample job...............................................................................................44
Explore Views .........................................................................................44
Chapter 3:
Presort schemes and sort levels ................................................................. 45
An example of a presort scheme.................................................................... 46
Overview of presort schemes.........................................................................48
Presort can help you select and arrange schemes .......................................... 50
Wizard .....................................................................................................50
Template..................................................................................................50
Priorities .................................................................................................. 50
Presort scheme options .................................................................................. 51
Unqualified action ...................................................................................51
Optional sort levels.................................................................................. 51
Package and container limits................................................................... 51
Tips on optional sort levels............................................................................ 52
Carrier-route trays and sacks................................................................... 52
5-digit scheme containers........................................................................ 52
Automation-compatible letters without barcodes ................................... 53
Presort schemes sift out some records ........................................................... 54
Step 1: Is the record eligible....................................................................55
Step 2: Does the record qualify under USPS rules?................................ 55
Step 3: Does the piece fit into a package and container?........................ 56
Mailing leftover pieces at the single-piece rate (or preventing it)................. 57
Single Piece scheme................................................................................57
Preventing single-piece-rate pieces.........................................................57
Preparing single-piece-rate pieces........................................................... 58
Standard Mail regular-rate pieces ...........................................................58
Postage optimization......................................................................................59
Applicable sortations............................................................................... 59
Special setup considerations.................................................................... 60
Example of postage savings .................................................................... 61
Presort Job Summary ..............................................................................62
When you don’t want the 5-digit rate...................................................... 62
Protecting pallets............................................................................................63
SCF protection: How it works.................................................................63
Two methods of SCF protection .............................................................64
BMC protection: How it works............................................................... 65
USPS promotes fewer containers ..................................................................66
How schemes affect reports and output files................................................. 67
Separate mailings and reports ................................................................. 67
Options for output files ...........................................................................67
Chapter 4:
Assembling pieces, packages, containers, and pallets.............................. 69
Packages ........................................................................................................70
Tips for setting size limits ....................................................................... 70
Periodicals and Standard Mail flats package size ................................... 71
Packages that exceed the maximum height............................................. 71
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Minimum STD flats 5DG/5DG scheme package size.............................72
If you save work files ..............................................................................73
Job Summary report.................................................................................73
Spanned (split) packages .........................................................................74
Stacking uneven pieces............................................................................74
Options for weekly and daily periodicals ................................................75
Co-Packaging: Automation and regular flats.................................................76
One package per destination....................................................................76
Co-sacking BPM flats ....................................................................................77
Letter trays......................................................................................................78
Tray preparation.......................................................................................78
Trays, full and otherwise .........................................................................79
Size limits ................................................................................................79
Overflow trays .........................................................................................80
You control overflow tray creation..........................................................80
Automatic overflow tray creation............................................................80
Flat trays.........................................................................................................81
First Class flats ........................................................................................81
Filling trays..............................................................................................81
Stacks.......................................................................................................81
Packages ..................................................................................................82
Flats in letter trays ..........................................................................................83
How it works............................................................................................83
What are the benefits? .............................................................................83
Rules and regulations...............................................................................83
Setting up flats in letter trays...................................................................84
Is your piece is a flat or a parcel?...................................................................85
Terminology ............................................................................................85
Flats dimensions ......................................................................................85
Testing the flexibility and droop of your flat-sized mail piece ...............85
Standard Mail parcels - not flat-machinable (NFM) ...............................87
Periodicals origin split....................................................................................89
Rules ........................................................................................................89
Examples..................................................................................................89
How do I use this package and sack? ......................................................90
Sacks...............................................................................................................91
Periodicals and Standard Mail.................................................................91
Size limits ................................................................................................91
Overview of palletization...............................................................................92
Should you palletize?...............................................................................92
Size limits ................................................................................................92
How Presort applies your limits ..............................................................93
Adjusting your limits ...............................................................................93
Packages and containers on pallets ................................................................94
Packages .................................................................................................95
Trays ........................................................................................................95
Sacks ........................................................................................................96
“Fletters” on pallets........................................................................................97
Scheme sequence .....................................................................................97
Combining rates on pallets ......................................................................98
Process Standard Mail fletters jobs as flats .............................................98
Flat sorting machines ...................................................................................100
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UFSM 1000 physical requirements....................................................... 101
Reaching beyond USPS regulations: Optional Procedures ......................... 103
Leveling ....................................................................................................... 105
Chapter 5:
Multiple versions, editions, or rate categories........................................ 107
How to set up multiple versions or editions ................................................ 108
Three methods .......................................................................................108
Custom assembly................................................................................... 109
Setup method #1: Separately describing each version.................................110
Overview ...............................................................................................110
Requires a complete description of each version.................................. 110
Requires a “version code” field.............................................................110
Linking each description to a field value .............................................. 111
Setup method #2: Automatic, physically identical versions........................112
Requires a “version code” field.............................................................112
Setup method #3: Auto versions based on each record’s dimension data 114
Overview ...............................................................................................114
Automatic version by dimension........................................................... 114
Automatic version by advertising percentage .......................................115
“Version ID” field is optional ...............................................................116
Repositionable Notes (RPNs) ...................................................................... 118
Rules and procedures ............................................................................118
Setting up your job ................................................................................ 118
Postage Statements................................................................................ 119
Bindery sets: Mingling selected versions ....................................................120
Using bindery sets and other features ................................................... 121
Non-selective binderies: How to prevent mingling .....................................122
Bindery sets ...........................................................................................122
Split output by version ..........................................................................122
Print pieces together by version ............................................................ 123
Ride-along enclosures..................................................................................124
Eligibility............................................................................................... 124
Ride-along enclosure dimensions can exceed host piece...................... 124
Auto dimension and ride-along enclosures..................................................125
Definition file setup...............................................................................125
Multi-version ride-along enclosures ............................................................ 126
Multi-version ride-along .......................................................................126
Mailing with and without ride-along enclosure ....................................126
Setting up a multi-version ride-along job.............................................. 126
Reporting............................................................................................... 127
How versions affect reports and output files ...............................................128
Separate mailings and reports ............................................................... 128
Output files............................................................................................ 128
Output fields.......................................................................................... 128
Multiple rate categories: Periodicals............................................................ 129
Parameters you might use .....................................................................129
Reports .................................................................................................. 129
Multiple rate categories: Standard ............................................................... 130
Mailing minimums ................................................................................130
Parameters and options you might use..................................................130
Reports .................................................................................................. 132
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Chapter 6:
Multiple entry points................................................................................. 133
Introduction to multiple entry points............................................................134
Every entry point is a facility.................................................................134
Every facility serves a territory..............................................................134
Choosing entry points............................................................................134
Entry point sequence is critical..............................................................134
Manual drop-ship planning ..........................................................................135
Processing Center Listing ......................................................................135
ZIPCount................................................................................................135
Shortcuts for setting up SCF, ADC, and BMC entry points ........................137
Our ZIP ranges are conservative............................................................139
The 24/50 rule for Standard Mail ..........................................................139
Determining if an entry point is worthwhile ................................................140
Specify the minimum amount................................................................140
Improve delivery time............................................................................141
Multiple mailings...................................................................................141
Essential points of job setup.........................................................................142
How Presort assigns mail pieces to entry points..........................................143
Two or three entries at the same place...................................................144
How to limit a mailing by ZIP...............................................................144
Last Entry Point............................................................................................145
How it works..........................................................................................145
All leftovers to last entry point ..............................................................145
Reporting ...............................................................................................145
Another way to define entry points..............................................................146
Setting up your DEF file(s)....................................................................146
Linking each entry point to a field value...............................................146
Eligibility for discounts................................................................................147
DSCF, DADC, and DBMC discounts..........................................................148
Co-located BMCs with an ASF .............................................................148
Co-located ADCs with an SCF..............................................................148
DSCF discount for mail dropped at BMC .............................................148
DDU discounts .............................................................................................149
Automatic DDU versus setting ZIP ranges ...........................................150
How to link schemes to entry points ............................................................151
How multiple entry points affect reports and output files............................153
Separate mailings and reports................................................................153
Options for output files..........................................................................153
Output fields ..........................................................................................153
Chapter 7:
Mixed-class co-mail ................................................................................... 155
Rules.............................................................................................................156
Mailing minimums.................................................................................156
Sortation and other rules........................................................................156
Setting up a co-mail job ...............................................................................157
Versions .................................................................................................157
New input field ......................................................................................158
Entry point types....................................................................................158
Firm packages........................................................................................158
Merging under DMM 705.13 ................................................................158
Example .................................................................................................158
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Schemes ....................................................................................................... 159
COMAIL PER & STD Packages on Pallets.......................................... 159
COMAIL PER OMX Sacks .................................................................. 159
COMAIL PER MADC Pallets .............................................................. 159
COMAIL STD ASF/BMC Pallets......................................................... 159
Co-mail reports ............................................................................................ 160
Mail.dat ................................................................................................. 160
Qualification Report.............................................................................. 160
Mail Sort Listing and Job Summary .....................................................160
Detailed Zone Listing............................................................................160
Chapter 8:
Segmenting ................................................................................................ 161
Introduction to Segmenting .........................................................................162
Limited mingling of versions ................................................................ 162
Pseudo entry points ............................................................................... 162
Prevent mingling of versions................................................................. 162
A “staggering” workload.......................................................................163
Several “jobs” per job ...........................................................................163
Alternatives to Segmenting.......................................................................... 164
Who should not segment.......................................................................164
How to set up Segmenting...........................................................................165
Automatic .............................................................................................. 165
Manual................................................................................................... 165
Setup method #1: Automatic segments ....................................................... 166
Using a “segment code” field................................................................ 166
Using a constant value for “segment code” field .................................. 166
Setup method #2: Separately describing each segment............................... 168
Requires a “segment code” field ...........................................................168
Linking each segment to a field value................................................... 168
How segments affect reports and output files.............................................. 170
Separate mailings and reports ............................................................... 170
Options for output files .........................................................................170
Output field ........................................................................................... 171
Chapter 9:
Firm packaging and multi-piece parcels ................................................ 173
Introduction.................................................................................................. 174
Periodicals firm packages...................................................................... 174
Package Services multi-piece parcels ................................................... 175
How Presort prepares firm packages and multi-piece parcels..................... 176
Forming firm packages by the matching method ........................................ 179
Many Records, One Package ................................................................179
Match search .........................................................................................179
Ride-along enclosures ...........................................................................180
Processing time .....................................................................................181
Forming firm packages by the copies method .............................................182
Copies field ........................................................................................... 182
Using both the copies and matching method ........................................ 182
Without firm packaging ........................................................................182
Speed up your bindery line when firming ................................................... 183
How it works .........................................................................................183
How does this save time and labor?...................................................... 183
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Mixed ADC level...................................................................................185
Maximum package thickness setting.....................................................186
Setting up Standard Mail multi-piece parcels ..............................................187
Split Output by scheme..........................................................................188
Output Selection ....................................................................................188
Input Posting..........................................................................................189
Single piece preparation for BPM multi-piece parcels ................................190
Set it up..................................................................................................190
Chapter 10:
Carrier-sequence mailing: LOT and walk sequence ............................. 193
line-of-travel sequencing..............................................................................194
LOT is not walk sequence .....................................................................194
How to prepare your mailing list...........................................................194
How Presort uses LOT fields.................................................................196
Introduction to walk-sequenced mailing......................................................197
Two categories.......................................................................................197
How to prepare your mailing list...........................................................197
CDS fields..............................................................................................198
How to set up a walk-sequenced mailing.....................................................199
Presort processing..................................................................................200
If your bindery stacks pieces “upside down” ...............................................202
DPBC required for ECR walk-sequence letters ...........................................203
Non automation-compatible mail ..........................................................203
Options in Presort ..................................................................................203
Use ECR Reg Flat Rates........................................................................203
Letter tray labels ....................................................................................204
Simplified address tray labels................................................................204
Standard Mail letter walk sequencing ..........................................................205
The advantage........................................................................................205
How it works..........................................................................................205
Setting up for STD Letter walk sequencing ..........................................205
Chapter 11:
Introduction to reports ............................................................................. 207
Presort creates reports for each mailing .......................................................208
Automatic ..............................................................................................208
How to choose reports..................................................................................210
First Class ..............................................................................................210
Periodicals Class....................................................................................210
Standard Mail.........................................................................................211
Package Services ...................................................................................211
Mixed-class co-mail...............................................................................211
How to set up your report files.....................................................................212
One file or many ....................................................................................212
File organization ....................................................................................212
File names based on the job...................................................................212
How to set up your report format.................................................................213
Printer control ........................................................................................213
Smooth lines ..........................................................................................213
Printable area .........................................................................................214
The format of Presort reports .......................................................................215
Banner pages ................................................................................................216
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On-Demand Reporting................................................................................. 217
Number ranges ...................................................................................... 217
Choosing which pieces to show on the reports .....................................218
Avoid overwriting report files............................................................... 219
Chapter 12:
Facsimile USPS forms to submit with mailings ..................................... 221
USPS Qualification Report.......................................................................... 222
5-digit scheme reporting........................................................................ 224
Overview of Postage Statements ................................................................. 225
Filling out your forms ...........................................................................225
Options for report scope........................................................................ 226
USPS Postage Statement Form 3600 for First Class mailings .................... 227
USPS Postage Statement Form 3541 for Periodicals mailings....................231
USPS Postage Statement Form 3602 for Standard mailings ....................... 234
USPS Postage Statement Form 3605 for Package Services ........................ 238
USPS Pallet Mixed-Zone Listing for Package Services.............................. 241
USPS Manifest Listing for First Class and Standard Mail .......................... 243
PVDS Consolidated Postage Statement Register for Standard Mail........... 244
USPS Drop Shipment Document Form 8125.............................................. 246
USPS Consolidated Postage Statement for CPP..........................................248
Sample of CPP Postage Statement........................................................ 248
USPS Register of Mailings for CPP ............................................................250
ZIP Code Listing in “USPS” format............................................................251
CONFIRM Advanced Shipping Notice.......................................................252
PS Form 8125........................................................................................252
Chapter 13:
Reports for your own mail management ................................................ 255
Job Summary ...............................................................................................256
Mail Sort Listing..........................................................................................260
Mail Sort Listing in Package format with co-packages ........................ 263
ZIP Code Listing.......................................................................................... 264
Processing Center Listing ............................................................................ 266
Summary Listing..........................................................................................268
Mail.dat ........................................................................................................ 269
Multiple files ......................................................................................... 269
One segment per Mail.dat ..................................................................... 270
Split output ............................................................................................270
Chapter 14:
Handling foreign records ......................................................................... 271
How to detect foreign pieces .......................................................................272
Input database fields..............................................................................272
ISO 3166 list..........................................................................................273
Handling foreign pieces in Periodicals Class .............................................. 274
Foreign pieces appear on Periodicals reports ..............................................275
Options for handling foreign records in output files....................................277
Separate foreign output file ...................................................................277
Additional sorting on foreign pieces .....................................................278
How records are sorted..........................................................................278
Further setup tasks for Periodicals only...................................................... 279
Entry point.............................................................................................279
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Weight of extra packaging.....................................................................279
Chapter 15:
Tips from our Help Desk .......................................................................... 281
Tips on mail-piece design and Version Description ....................................282
Packages and containers too big or small..............................................282
Automation compatibility......................................................................282
Fletters ...................................................................................................282
Tips on sequence of job-file sections ...........................................................283
More tips on job setup..................................................................................284
Definition (DEF) file .............................................................................284
Report setup...........................................................................................284
Entry-point ZIP ranges ..........................................................................284
Tip for nonprofit mailers .......................................................................284
Questions about seemingly bad output.........................................................285
From the USPS: Ten common mistakes and how to avoid them.................287
Chapter 16:
How to create and manipulate output files ............................................. 289
Introduction to output files...........................................................................290
Package ..................................................................................................290
Container................................................................................................290
Pallet ......................................................................................................290
Setting up an output file ...............................................................................291
Address files ..........................................................................................291
Package, container, and pallet files........................................................292
Templates to help you............................................................................292
Normal output ......................................................................................293
Four options...........................................................................................293
Introduction to Mailflow ..............................................................................294
With other output options ......................................................................294
Mailflow affects reports and output files...............................................295
Using Mailflow to change the sequence of mailings.............................295
Entry-point sequence .............................................................................295
Using Mailflow to change sequence within each mailing.....................296
Alternate mailstream hierarchy ....................................................................299
How to use Output Selection........................................................................302
Selecting by segment .............................................................................303
Selecting by entry point.........................................................................304
How to use Split Output ...............................................................................305
Split output example..............................................................................305
Naming your split output files ...............................................................306
Concatenating files ................................................................................306
Appendix A:
Zoneshow.....................................................................................................307
Installation .............................................................................................307
ZoneShow is beneficial to mailers ...............................................................308
Starting ZoneShow.......................................................................................309
Example of DOS file path.....................................................................309
ZoneShow output .........................................................................................310
How Presort uses zone information.......................................................310
Index ............................................................................................................311
Contents
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Preface
About Presort Our Presort programs help you prepare professional mailings. As you’ll see in
this guide, the Presort programs are full-featured and designed for your
convenience and efficiency.
Our Presort programs and the reports they produce are certified by the United
States Postal Service (USPS) under its Presort Accuracy Verification and
Evaluation (PAVE) program. This certification gives our users the highest
possible confidence that the mailings they present will be accepted.
Presort is one part of a whole line of programs for database and mailing-list
management and fulfillment. For information about bringing these programs into
your organization, please contact Business Objects
(http://www.firstlogic.com/customer
About this guide Our Presort programs are used by a wide range of mailers—from nationwide
publishers and service bureaus, to regional print-and-mail bureaus, to local,
family-owned lettershops, and more. Presort offers a variety of options to serve
this diverse group. Our chief purpose for this guide is to help you select the
options and features most useful for your special situation.
).
In this guide, we explain what Presort can do and how you can apply it in
common situations. We point out the features and options you need, but we don’t
delve much into the operational “how to” details. For specific instructions on how
to set up each Presort option and feature, see Presort View’s online help or the
Presort Job-File Reference.
Preface
13
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Related guides
Business Objects
documentation
The following documentation are included with your installation of Presort:
Presort Release Notes
Presort Job-File Reference
Presort User’s Guide (this document)
All documents are available in PDF (Portable Document Format). You need
Adobe® Acrobat® Reader® installed on your system to view this file.
Install Reader To install Adobe Acrobat Reader, open the AdbeRdr70_enu_full.exe located on
your Presort product CD.
Access the latest
documentation
You can access Business Objects documentation in several places:
On your computer. Release notes, manuals, and other documents for each
Business Objects product that you’ve installed are available in the
Documentation folder. Choose Start > Programs > Business Objects
Applications > Documentation.
On the Customer Portal. Go to www.firstlogic.com/customer, and then
click the Documentation link to access all the latest Business Objects
documentation. You can view the PDFs online, save them to your computer,
or order professionally printed documents that will be delivered to you. To
order printed documents, see the following instructions.
14
Presort User’s Guide
Page 15
Learn how to work
with your Presort
software
The Presort User’s Guide is only one of the guides you’ll need to install, learn,
and operate Presort.
To install your software, follow the instructions in our System
Administrator’s Guide.
If you have Presort Views, you should have a copy of the leaflet, Views Quick
Start. It takes just a few minutes and it will help you understand what to
expect from Views.
When you have learned what you need from this guide, turn to your Presort
Job-File Reference Manual or (in Views) online help. There you will find the
operational “how to” information that you need to run your program.
When you set up your input and output data, see our Quick Reference Guide
for Views and Job-File Products for a complete list with descriptions of all
available fields that you can use.
Many customers find that a Customer Education seminar, with a live
instructor and hands-on exercises, is the fastest way to become a productive
user. Customer Education seminars are held at our headquarters and at sites
around the country. For information, call the Customer Care number shown
on page 2 of this manual, or visit our Customer Portal at ht tp://
www.firstlogic.com/customer/ and click Education Courses.
Learn how to work
with your mailing lists
Information about
mailing
When Presort takes input data from your mailing lists, it requires from you some
setup and certain field names. In turn, Presort offers output fields that you will
surely want to use when you produce output files.
Almost everything you need to know about input files is explained in our
Database Prep manual. You should read that guide before trying to run
Presort or any other Postalsoft program.
Presort input and output fields are listed and explained in our Quick
Reference for Views and Job-File Products.
Within this guide, we assume that you already have some familiarity with USPS
rules and mailing-industry practices. If you are new to the industry, refer to these
sources:
The U.S. Postal Service offers many helpful publications. Ask your
postmaster or USPS account representative about these publications.
We recommend that all Presort users purchase a subscription to the Mailing
Standards of the United States Postal Service, Domestic Mail Manual (DMM
300), the official source of mailing rules. Or refer to the online version on the
USPS web site at http://pe.usps.gov
USPS rules are presented in a more appealing, approachable way in their
.
DMM Quick Service Guides.
You may also want to subscribe to the USPS Postal Bulletin and the Mailers
Companion (a free publication). You can also access these publications
online at http://www.usps.com/publications/
. These periodicals will keep you
aware of changing USPS regulations.
Preface
15
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Screen pictures
Throughout this guide, we show pictures of Presort setup windows. We ask you to
keep in mind two things about these pictures:
Views versus job file
Edited pictures
Views versus job file Some customers use Presort Views, our graphical, friendly tool for setting up
Presort job files. Other users work directly on the job file itself, using a text
editor. In this guide, we show pictures of Presort Views, not the job file. Views is
more photogenic and used more widely. The pictures below show the relationship
between a Views window and the corresponding job-file block.
Job files are organized into groups of parameters called blocks. Each Views setup
window corresponds to a block in the job file. (In some cases, a complicated
block may be broken down into two or more setup windows.)
16
Presort User’s Guide
BEGIN Execution ===============================================
Presort (Y/N)........................ = y
+ Name Optimizer (Y/N)............... = n
+ USPS Optional Procedures (Y/N)..... = n
+ Sequence Output by Mailflow (Y/N).. = n
Participate in USPS CONFIRM Prog(Y/N) = n
Create Presort Reports (Y/N)......... = y
+ On-Demand Reporting (Y/N).......... = n
Create Address Output File (Y/N)..... = n
Create Package Output File (Y/N)..... = n
Create Container Output File (Y/N)... = n
Create Pallet Output File (Y/N)...... = n
+ Post to Input File (Y/N)........... = n
Warn Before File Overwrite (Y/N)..... = y
Show Detailed Process Messages (Y/N). = y
Save Work Files (Y/N)................ = y
Work File Directory (path)........... =
END
Page 17
Edited pictures In this guide we often need to focus on a particular option or feature. We often
edit the screen pictures to keep them focused on the topic and to save space. For
example, take a look at the whole window on the previous page. When discussing
particular options, we cut away other controls and use the edited picture below.
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
cd\dirs
.”
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
.txt
).”
Menu commands We indicate commands that you choose from menus in the following
format: Menu Name > Command Name. For example, “Choose File
> New.”
!
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.
Preface
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Presort User’s Guide
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Chapter 1:
Introduction
This chapter introduces Presort and the members of our Presort product line.
Chapter 1: Introduction
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Welcome to Presort!
Presorting is the task of sorting mail and preparing it in containers so that it can
be transported through the postal system.It’s called presorting because you sort
the mail before you submit it to the USPS, instead of paying them to sort it.
A presort scheme is a set of U.S. Postal Service (USPS) rules for presorting.
There are several schemes for each class of mail and type of mail piece. Each
scheme is linked with a particular type of container (trays, sacks, or pallets) and a
range of postage rates.
When you run Presort, it will plan for you how packages and containers will be
formed, according to the USPS scheme rules. Every package and container has a
destination—either a local office or a larger, central facility—and a label or mark
that identifies that destination. When it reaches its destination, the package or
container is opened and processed—perhaps for further routing, eventually for
delivery.
Presort automates the process
Think of Postalsoft Presort as a system that helps you turn a database into a
prepared mailing with labels, reports, and USPS forms.
Based on a lot of information from you—for example, piece and container
dimensions—and following USPS rules, Presort figures out how many pieces
will fit into each package, tray, sack, or pallet. When this is done, Presort:
Produces output files (databases) containing the data needed to print address
and container labels in correct USPS sequence. You can use Presort output
files as input for Label Studio or other label-printing software.
Calculates postage and produces USPS
forms, including documentation for
mailing acceptance. If your job involves
more than one documented mailing,
Presort automatically prepares separate
forms for each mailing.
Produces reports to guide you in
assembling packages and containers.
Presort carries out many USPS rules automatically. And when it’s not fully
automatic, Presort still helps and guides you to comply with USPS rules.
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Members of the Presort family
This guide covers four different Presort programs. Your company may own only
one of these:
Postalsoft Presort Job
Postalsoft Presort Views
PrintForm Presort
RAPID Presort
We provide details of each program on the following pages. We’re covering them
all here in one guide because they have so much in common. This section
explains a little about each program. When we use the simple name “Presort,” it
means that the feature we’re discussing applies to all products in the Presort
family.
Postalsoft Presort Job Postalsoft Presort (Presort) is a program for processing database files. It takes
input records from up to 255 input databases. You can send Presort output to
another database or split it among several output databases. Postalsoft Presort
also produces statistical reports and postal forms.
Presort is batch job-oriented software. It does not directly support the task of job
setup. It is strictly for job processing.
To set up a job for Presort, you use a text editor or word-processing program. You
put your instructions and information into a text file called a job file. Here’s an
excerpt
BEGIN Execution ===============================================
Presort (Y/N)........................ = y
+ Name Optimizer (Y/N)............... = n
1C/STD Ltr Postage Optimization (Y/N) = n
+ USPS Optional Procedures (Y/N)..... = n
+ Sequence Output by Mailflow (Y/N).. = n
Participate in USPS CONFIRM Prog(Y/N) = n
Create Presort Reports (Y/N)......... = y
+ On-Demand Reporting (Y/N).......... = n
Create Address Output File (Y/N)..... = n
Create Package Output File (Y/N)..... = n
Create Container Output File (Y/N)... = n
Create Pallet Output File (Y/N)...... = n
+ Post to Input File (Y/N)........... = n
Warn Before File Overwrite (Y/N)..... = y
Show Detailed Process Messages (Y/N). = y
Save Work Files (Y/N)................ = y
Work File Directory (path)........... =
END
When your job file is ready, then you start Presort. On most computers you type a
command line; on Windows systems, you may type a command line or simply
double-click on the Presort program icon.
When Presort starts, it verifies the entries in your job file. If there is any error, the
program reports and stops. You edit your job file, fix the problem, and start
Presort again.
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When you finish verification, Presort begins processing your job. During
processing, Presort displays progress messages on your screen. (It is often
possible, and preferable, to direct these messages into a log file.)
Postalsoft
Presort Views
Presort Views (Views) is a program for processing database files. In a way, Views
is built on top of Presort, just as your house sits on its foundation. With Views you
have these additional features:
Views presents easy-to-use, graphical screens (see below) with menus,
wizards, toolbars, and online help. These guides and tools save time and
prevent setup errors, especially for new users. When it’s time to process your
job, you simply select a command from a menu.
Views can set up some parts of your job automatically. And it verifies your
job setup as you go, so it catches and corrects most errors more quickly.
Many users perform job setup and processing on the same computer. It is also
possible to use Views for job setup on one computer and then process on another,
perhaps more powerful, computer. Note that this remote procedure may require a
special license from Business Objects and may also require some third-party
software. Also, the remote procedure does not support running jobs within Views.
For more information, see Views Quick Start Guide.
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Presort for PrintForm PrintForm Presort is a program for processing print-image files. It is part of the
PrintForm Mailing System, an integrated set of programs that bring postal
automation and discounts to forms, statements, and other documents produced on
high-speed laser printing and inserting systems.
PrintForm Presort offers an appropriate subset of the features of Postalsoft
Presort, as you can see from the table on the next page.
RAPID Presort Rapid Application Integration Deployment (RAPID) Presort is a tool for
programmers. Programmers can use RAPID to build Presort features into their
own program.
RAPID Presort is a C++ and an ActiveX™ control interface. RAPID users have
tremendous flexibility, but they must provide their own support for database and
terminal input and output.
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Overview of Presort products and features
Feature Postalsoft Presort, Postalsoft Presort
Views, and RAPID Presort
Schemes and reports Offers a full line of presort schemes and reports
for First Class, Periodicals, Standard Mail, and
Package Services. Support for each class and for
palletization is sold as a separate module.
Line-of-travel (LOT) and
walk sequence
Does not
assign
LOT or walk sequence; however,
it does accept mailing lists that have been through
LOT or CDS processing. Presort verifies eligibility for high-density and/or saturation rates.
Destination entry at
multiple facilities
Supports destination entry, zone skipping, and
plant-verified drop shipment. Prepares all
required USPS forms. Supports up to 999 entry
points per job.
Multiline address parsing Extracts ZIP and ZIP+4 from a multi-line record
format, or from a combined city-state-ZIP-ZIP+4
field.
Multiple versions or
editions
Supports mixed-weight mail, multiple editions,
and other multi-version mail pieces. Prepares the
Manifest Listing. Supports up to 32,500 versions
per job.
PrintForm Presort
Supports First Class and Standard Mail letters
and flats, in trays and sacks.
Periodicals, Package Services, and palletization are not supported.
PrintForm ACE provides LOT assignment,
and PrintForm Presort supports LOT processing. Walk sequencing is not supported.
Supports destination entry and plant-verified
drop shipment. Prepares all required USPS
forms. Supports up to 999 entry points per
job.
PrintForm ACE passes ZIP and ZIP+4
directly into PrintForm Presort, so multiline
parsing is not required.
Supports mixed-weight mail with a system
specifically designed for intelligent inserters.
You enter dimensions of each sheet, envelope,
and insert, and PrintForm adds up the weight
of each piece.
Firm bundling Prepares Periodicals firm bundles and applies
proper rates. In Package Services, Presort supports a concept that works like a firm bundle, but
it is called a multi-piece parcel and it is documented differently.
Segmented or “batched”
mailings
Breaks a job into separate mailings for whatever
reason you like. Supports up to 9,999 segments
per job.
Mailflow Alters the usual mail-stream sequence to suit
truck dispatching or other needs, in one run. Performs a “back-end” resorting to resequence
whole mailings, or to change the sequence of
packages, containers, or pallets within mailings,
or to alter the traditional mailstream hierarchy.
PrintForm does not support Periodicals or
Package Services classes.
PrintForm supports segmenting, although it
works a little differently and means something
different from Segmenting in Presort. See the
PrintForm User’s Guide
for details.
PrintForm does not support Mailflow. However, PrintForm does support other options
and post-processing utilities for arranging the
mail stream conveniently.
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Chapter 2:
Presort for beginners
In any Presort job, there are eight key points you have to set up. Beyond these
eight basics, the rest is either optional or purely administrative.
This chapter explains those basics for new users, along with tips for running your
jobs.
To illustrate what we’re discussing, this chapter includes pictures from Presort
Views. Note that some of these pictures have been edited to focus on features for
simpler jobs. To prevent confusion, we’ve omitted some of the controls that
pertain to more complex mailings.
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Eight key tasks in any Presort job
In any Presort job, there are eight key tasks you have to perform to set up your
jobs.
Complying with USPS rules
Information about your company and your mail
Information about files
1. Select your schemes. A scheme is a set of USPS rules on mail preparation
(how to form packages and containers, how to calculate postage, and so on).
Some jobs involve only one scheme, others more. Presort can help you select
the schemes you need.
2. Select reports and forms. Which reports do you need? Presort can help you
choose the reports and forms that the USPS requires. You’ll probably want
one or two others for your own use.
3. Describe your mail piece. Presort needs information about the design, size,
and weight of your mail piece. With this information, Presort figures out how
many pieces will fit into a tray, sack, or pallet, and how to calculate your
postage.
4. Describe mailer and postage payment method. To fill out USPS forms,
Presort needs information about you (and, if applicable, your client) such as
name, address and phone. Presort also needs information about how you pay
postage (for example, your permit number, meter setting, and so on).
5. Specify the post office. At which post office will you enter (submit) your
mail? This information will appear on your reports and container labels. It
may also affect your postage.
6. Describe your input file(s). You have a database; a mailing list of customer
names and addresses. You have to tell Presort where that file is and how to
interpret it (be sure to read the Database Prep manual for details on input-file
setup).
26
7. Define your output files. Presort output files (databases) give you the data
you need to print labels or mail-merge documents in mail-stream sequence.
You may need address labels, tray and sack tags, and pallet placards. Presort
output files become input for Label Studio or other label-printing systems.
8. Specify location of auxiliary files. Presort depends on a small set of files
containing USPS data. We send you updated files every two months. All you
have to do is install these updates promptly and tell Presort where the files
are located on your computer.
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A diagram of the Presort mailing process
Presort takes the information about you, the mail piece, the database, and your
mailing plans, and provides output for reports and labels. You can use that output
to print labels, assemble the mail pieces, and enter the mail.
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Selecting your schemes and reports
To select presort schemes and reports yourself, you would have to know a lot
about USPS rules. Fortunately, that usually isn’t necessary. We offer you two
ways to simplify this task.
Views Wizard If you have Presort Views, use the Wizard! To start a new job, choose
File > New > Wizard.
The Wizard will ask you a few questions about your job and how you want to
prepare it. Based on your answers, the Wizard will set up your job with the right
combination of schemes and reports. It is very easy.
Template job files We also offer a few dozen template jobs. These are half-completed job files,
preset with schemes and reports. They’re located in your Presort Template
directory.
The templates are not quite as helpful as the Wizard. However, the templates are
useful for customers who can’t or don’t use the Views program.
To use a template, you just have to figure out which one is right for your job.
Follow our template-selection chart, which you’ll find in the Presort Job-File
Reference, or follow the Template Decision Tree in the online help (Views). Then
you’ll have the right presort schemes and reports selected, and they will be set up
with reasonable starting values. From there, you can fill out the rest of the job.
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Setting up your mailing list: Input File
Presort can accept up to 255 input files in one job. Most jobs involve only one
input file. Almost everything you need to know about input files is explained in
our Database Prep manual. You should read that guide before trying to run
Presort or any other Postalsoft program.
For flat files and some types of databases, you have to provide a separate file that
describes the physical format of your mailing list. Database Prep explains
guidelines for format files.
Input fields Presort recognizes a specific set of input fields. Some of the field names are listed
below. This list is meant to be just a glimpse of what’s available. For complete
details, refer to our Quick Reference for Views and Job-File Products. You will
not necessarily work with all of these fields. In fact, simpler jobs often involve
only a dozen or so of these fields.
Database Prep explains how to set up these fields. The Quick Reference
discusses each field, to help you choose the fields you need.
Example input fields
CART Entry_ID LOT_Order Version_ID
City Firm_ID Meter_Rate Walk_Seq
Copies Height Name_Line Width
Country Intl_Regn Priority Wt_Lbs
County Key_Code Seed_ID Wt_Oz
Delete Last_Line Segment_ID ZIP
Bus_Ind Line1–Line 6 Subscriber ZIP4
DPBC LOT Thickness ZIP10
In your Presort job Most of the work of
setting up your input
file is done outside of
Presort. Inside your
Presort Job-File or in
Views, you need to give
Presort the location and
filename of the input
file.
Use Override Default
Format File and
Override Default DEF
File to specify the format and definition file options that you want to use above all
other settings. For example, let’s say that you typically use a template when
creating your jobs, and you have the format and definition files already specified
in the Auxiliary Files block. You can set these override options to use a different
format or definition file without having to remove the default options in the
Auxiliary Files block (see “Setting up Presort’s Auxiliary Files” on page 37).
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Setting up your mail piece: Version Description
Physical dimensions
Important: Accurate size and weight information is critical. We urge you to
!
get some sample mail pieces and measure them carefully.
The procedure for measuring
samples depends on whether your
mail will be prepared loose in trays,
or in sacks of packages. You’ll find
detailed instructions for measuring
samples in the Presort Job-File
Reference or online help.
Important: If you overstate or understate the weight or size of your mail
!
piece, Presort will not be able to sort the mail into containers properly, and
your reports will be less accurate. It is also possible that you might pay more
postage than you should, or your whole mailing might be rejected at the post
office.
In any job, Presort needs information about your mail piece. This part of job setup
is called the Version Description.
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Processing category The USPS divides mail pieces into processing
categories according to their design and
dimensions.
In your Presort job setup, you indicate which
category you believe applies to your piece.
Presort compares your choice with your piece
dimensions to make sure you have legal
settings.
If you’re unsure which category applies to your
mail piece, check USPS publications or talk
with your postmaster or USPS account
representative.
Processing Categories
Automated Letter
Machinable Letter
Nonmachinable Letter
Per Nonautomation Letter
Automated Flat
Per Alternative Auto Flat
Flat
Postcard
Double Postcard
Irregular NFM
Machinable NFM
Machinable Parcel
Irregular Parcel
CMM
1C Parcel
If you need to change
the dimensions
Perhaps you must run your Presort job before the pieces have been printed. Ask
your client or company if you can get paper samples and make mock-up pieces.
Or you might derive size and weight data from a previous, similar job.
Here’s a typical problem: A big mailing is coming up and the pieces are being
printed now. You’ve got to be ready to assemble the mail as soon as the printing is
finished. So you estimate piece dimensions. You run the presort and print your
address and container labels and reports. Everything’s ready.
Then the mail pieces are delivered and they turn out to be slightly heavier or
longer, or contain more advertising than you were told. Don’t panic. You might be
able to recover without too much trouble. You may still be able to use your labels
and even some of your reports.
You can go into your Presort job, and adjust the Version Description as necessary.
Then reprint your USPS forms. Presort will detect that you changed the piece
dimensions since you ran the presort, and warn you about this. But it will then
produce USPS forms that reflect the actual weight and size (and in Periodicals,
advertising percentage) of your pieces.
Three points of caution about this technique:
!
The piece must remain in the same processing category.
The dimension changes should be slight. If your pieces are too much
thicker or thinner than you estimated, you may have some problems with
packages being too thin or thick, or trays being under- or over-filled. If
the pieces are heavier or lighter than you estimated, you might have
problems with under- or overweight sacks or pallets.
Business Objects cannot be responsible for any acceptance problems that
might result from a job in which the piece dimensions are adjusted after
presorting.
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Setting up your post office: Entry Point Description
To fill out USPS forms, Presort needs information about the USPS facility where
you plan to enter your mail and any discounts for which your mail may be
eligible. You should be able to get all the information you need from your
postmaster or USPS account representative.
USPS facility Presort needs information about the office where you will enter your mail.
You may need to identify two offices if you verify the mail locally (that’s the
origin office), but then you truck it to another office for entry. For example, you
might have your mail verified by the USPS in your city, and then truck it to
nearby towns for a “destination-entry” discount.
Discounts You may be able to claim a destination-entry discount on mail that will be
delivered within the service area of the entry office (see “Eligibility for
discounts” on page 147). The USPS doesn’t have to truck this mail to another
office, so some of the transportation savings may be passed on to you. Ask your
postmaster or USPS account rep about your eligibility.
The picture below shows the parameters that are most important for a simple,
local mailing. We’ve omitted other parameters that come into play when you
break up a mailing and enter it at two or more offices. Chapter 6 explains how to
set up jobs that involve multiple entry offices.
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Setting up your postage and forms: Mailing Information
To fill out USPS forms, Presort needs information about you and how you pay
postage. In the Mailing Information window of your job, provide Presort with this
information.
Postage To fill out your reports and USPS forms, Presort needs to know how you intend to
pay postage: stamps, meter, or permit. If you apply stamps, Presort needs the
denomination.
Contacts To save time filling out USPS forms, give Presort information about the company
that:
Owns the mail
Prepares and submits the mail
Often, these are the same company.
For information about other parameters available here, refer to the Presort Job-
File Reference or the online help.
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Setting up your mailing labels: Output File
Label and document printing are the most common purposes for Presort output
files. You can use them as input for our Label Studio program, or other label
software. Then your labels or documents will be printed in mail-stream sequence.
Types of output files Presort can make four types of output databases:
address
package
container
pallet
There’s an important difference between address files and the other three.
An address file usually contains one record for each mail piece. And
typically, it contains the same fields as your input mailing list—name,
address, and so on—plus Presort information appended to each record.
A package, container, or pallet file usually contains, as the name suggests,
one record per package, container, or pallet (respectively). All of the fields in
these files are generated by Presort, although the package file can contain
fields from the input file.
Presort data available While processing, Presort generates data about your mail pieces, packages, sacks
or trays, and pallets (as appropriate). These pieces of data are available for you to
place in the fields of output files.
The list below provides just a glimpse of what’s available. For complete details
on Presort output fields, refer to our Quick Reference.
Example output fields
Contents File_No Pkg_Level Record_No
Ctn_Barcd Issue_Date Pkg_Rate Scheme_No
Ctn_Level Mailing_ID Pkg_Thk Ver _Name
Ctn_Rate Manfst_Key Pkg_Wt Ver_No
Ctn_Type No_Pkgs Plt_Vol Ver_Wt
Ctn_Wt Opt_Endrs Plt_Wt Zebra
Ent_Pt_Nam Pallet Postage ZIP_Range
Ent_Pt_No Piece_Rate Rate_Endrs Zone
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Two setup tasks There are two separate, and equally important tasks when you set up an output
file: Defining the format and determining the content.
1. Defining the format. Most of the time, you will want to create a new
database for output. If so, you have to define the format of that new file. That
includes the file type, the sequence of fields, their names and lengths, and so
on.
If you would prefer to overwrite or append records to an existing database,
then you don’t need to define the format of a new file.
2. Determining the content. You determine what information will be placed,
or posted, in the fields of the output file.
Two methods For address files, you can define the format and determine the content manually
or by using the cloning feature.
With cloning, Presort automatically creates your address output file with the
same format and content as your input file (technically, you can clone the
format of any database). To the end of each record, you can append your
choice of additional fields generated by Presort, such as endorsements,
keylines, and so on.
To clone the format and content of the input file, provide the input file name
at the Create Output File window.
If your input file contains a lot of fields that you don’t want to carry over to
the output file, that’s fine. You can turn off the cloning feature and specify
each field individually. This is the manual method. It’s a little more setup
work, but you get exactly what you want for output.
Use the Create Output File and Post to Output File windows to perform these
tasks manually. See “Manual format and content setup examples” on page 36
for examples.
For package, container, or pallet files, the automatic cloning feature applies only
to setting the file’s format. You have to manually set up the data that will be
placed in each field.
If you prefer to set up the file format and data manually for package, container, or
pallet files, you can look for help setting up the output file blocks in any of the
template job files, particularly
lsadr.pst, lsplt.pst, lssck.pst, and lstry.pst in
Presort’s template subdirectory.
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Manual format and content setup examples
Use the Create Output File window to set up the format of a new output file. Enter
a file name and then define the characteristics of each field that you want Presort
to create in your output file.
The second phase of output-file setup is to insert data into each field. We call this
“posting” or “populating” the output fields. Use the Post to Output File window
to tell Presort what data you want to post to your output file fields.
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Setting up Presort’s Auxiliary Files
Presort depends on a small set of files containing USPS data. All you have to do
is tell Presort where the files are located on your computer.
About the files Here’s a quick glimpse at how Presort uses these files. We tell you this mostly for
background, and so that you have a sense of their importance.
File Applicable mailings Purpose
ZIP-City File (ZCF) directory
All mailings Checks ZIP Codes to keep bad
ZIPs out of the presorted mailing and to label 5-digit containers.
Mail Processing Center
(MPC) directory
All mailings Forms and labels containers
and pallets (contains information about the service areas of
SCFs, ADCs, BMCs, and other
facilities).
Zone directory Periodicals
Package Services
Bound Printed Matter
Calculates postage based on
distance between entry and
delivery offices.
and Parcel Post
Delivery Statistics File
(DSF) directory
Walk-sequenced
mailings
Verifies compliance with
requirements for Saturation and
High-Density rates.
Facility directory All mailings Contains information about
USPS drop site points, such as
drop site keys, drop site names,
and drop site physical
addresses.
Mail Direction directory All mailings Determines where and when
mail pieces are dropped so that
you can receive discounts.
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Update every two months
We send you updated auxiliary files every two months—February, April, June,
August, October, and December.
Important: Install these updates promptly—right away if possible. The
!
USPS changes the data in these files often. If you prepare a mailing based on
old files, your mailing might be rejected by the USPS.
Note: If you are interested in receiving the Delivery Statistics File (dsf.dir)
monthly, send an e-mail once to customer@firstlogic.com
and request that
the file be sent to you when it becomes available between regular bimonthly
shipments.
Mail direction When you claim destination discounts, Presort uses USPS FAST data to
determine valid Bulk Mail Centers (BMCs), Area Distribution Centers (ADCs),
and Sectional Center Facilities (SCFs) for your mailings based on the mailing
date and the mail piece’s shape and class. Some postal facilities accept only
certain mail classes and shapes, because of their sorting equipment.
USPS FAST data is updated regularly, when facilities change what mail they
accept and process. For instance, if a postal facility is closed because of a natural
disaster, the FAST data is updated to divert mail from that facility to another
facility.
The concept of postal facilities changing what they accept and diverting mail to
other facilities is known as mail redirection or mail direction.
The FAST data that Presort uses to determine valid facilities for your mailings is
part of the FAST drop-date scheduling program. Your participation in the FAST
drop-date scheduling program is optional and in no way affects your use of FAST
data within Presort. If you’re interested in this program, see the FAST web site for
more information.
Directory updates The facility.dir and maildirect.dir directories are included in your bi-monthly or
monthly directory shipments and are loaded appropriately during the directory
installation process. However, the USPS updates FAST data continually, and you
may want access to this updated data more frequently. Therefore, updated FAST
directories are posted on the customer portal on the second Thursday of each
month. If the second Thursday falls on a holiday, then the directories are available
the day before.
To download the directories:
1. Go to https://customer.firstlogic.com/downloads/
.
2. Enter your user name and password to log in.
3. Click Download Center.
4. Click Mail Direction File.
5. Select the mail direction file that you want to download (MailDirection.zip).
6. When prompted, save the .zip file to a temporary area (for example, c:\temp\
dirs).
7. When the file is downloaded, double-click the .zip file and unzip the files
into the location where the Postalsoft directories are currently installed (for
example, c:\postware\dirs or c:\pw\dirs).
The .zip file contains facility.dir, maildirect.dir, and a .upd script.
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Checking entry points
Caution: It is your responsibility to check and see if an entry point is new,
!
has been deleted, or has been split. The software issues warnings, but it does
not change this information for you. If you continue processing a job after
receiving a warning , you will not receive discounts for any ranges that are
no longer valid.
In addition, you now need to add a valid 10-digit Post Office Zip Code in
your Entry Point bocks. In the past, we only verified the first five digits. We
are now verifying all ten digits.
To see whether an entry point is valid, you can:
Run the Entry Point Description block creation utility (maildirshow.exe) and
compare the output between the old and new directories. See the “Shortcuts
for setting up SCF, ADC, and BMC entry points” on page 137 for more
information.
Go to https://fast.usps.com/fast/fastApp/facility/facilityProfile.action to
perform a search that tells you whether an entry point is valid.
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How to verify that your job is ready
Before you can run your Presort job, you must verify that it is ready.
What verification means
Presort’s job verifier has three purposes:
It verifies that your job meets Presort’s own rules. An example of an error in
this category is shown on the next page.
It verifies that your job is consistent within itself. An example of an error in
this category would be a First Class job that included a Standard Mail report.
It verifies that your job meets USPS regulations.
Successful verification does not mean that your job is guaranteed to run, nor that
your mailing is guaranteed to be accepted. There are two reasons for this
disclaimer:
If we were to make the verifier too cautious and overprotective, it would
prevent people from preparing legitimate, if unusual, mailings. Obviously,
we cannot foresee every possibility. So the verifier is designed to do what is
reasonable.
For sophisticated mailers, who often negotiate special terms and procedures
with the USPS, Presort offers some latitude to customize mailings. The
verifier is designed to allow for such exceptional mailings.
Verifier messages The Presort verifier gives these types of messages:
Message Why it happens
Fatal Error Presort finds a problem that is certain to cause a rejected mail-
ing, or certain to prevent the job from running at all, it gives
you a Fatal Error message.
Error Presort finds a serious problem—for example, one that is cer-
tain to cause a rejected mailing, or certain to prevent the job
from running at all.
Warning Presort finds a less serious problem. This means that there is a
possibility
that the job will produce unexpected results, or that
the mailing will cause an acceptance dispute.
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Batch verifier Some customers cannot use Presort Views, especially those who run on a
nongraphical system such as Unix. These customers use the nongraphical version
of Presort, called Presort Job.
When you start Presort Job, you do so by typing a command line at your
operating system’s prompt. Below is an example; you’ll find complete details in
the Presort Job-File Reference.
$ presort /user/pwjobs/my_job.pst > my_job.log &
Presort automatically starts verifying that the job is ready for processing. It will
stop on the first serious error. When you’ve corrected the error, you start the
verification process all over again.
Views verifier Presort Views offers a handy way to verify jobs. Views can find and present more
than one error at a time. And you can use the convenient Go To button to jump
directly to the trouble spot.
Chapter 2: Presort for beginners
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Tips for running your Presort job
While you’re getting to know Presort, we urge you to run your jobs in stages. This
will give you a chance to learn faster. It will also help you to find and correct any
errors faster.
Every Presort job includes a section called Execution. By carefully selecting each
of the options in this section, you can run one step at a time. We recommend a
three-step approach.
Step #1: Presort
On the first pass, set the job to run the presort process itself, and create reports.
42
Make sure that the Save Work Files option is selected. During the presort
process, Presort stores its results in work files. These files are unreadable and
of no direct use to you, but Presort needs them when it creates reports and
output files.
Presort User’s Guide
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Step #2: Output files Select the Job Summary report. It provides a concise, overall statement of job
results. If that report looks good, review all of your other reports to make sure that
your presort results are acceptable. If not, return to the job and consider how your
job setup affected results.
If report results look good, then on the second pass, generate your output files.
Step #3: Clean up When you are certain that you have finished this job, you may delete the work
files. This keeps your computer from becoming cluttered. Work files can be large,
and keeping them when you don’t need them can waste a lot of disk space.
To delete work files, deselect all of the Execution options, and process your job
one last time.
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Before you go on...
In the rest of this book, we presume that you have become familiar with the basic
points covered in this chapter. The rest of this book assumes that you’re feeling
comfortable with the basics, and are ready to learn more deeply about preparing
more efficient and advanced mailings.
Before you go on, we recommend that you take a little time to run Presort and get
acquainted with the basics. Use one of the sample jobs described below. Then the
rest of this book will be more useful and rewarding for you.
Sample job Presort comes with a sample job already set up and ready to run. (Actually there
is a sample job for each class of mail.) Run this job!
It takes only a few minutes.
It helps you get acquainted with Presort.
It gives you a small, simple set of reports to examine.
It tests whether your software was installed correctly.
If the sample job runs flawlessly, as it should, then you know your software was
installed correctly. If there’s a problem running the job, it indicates that the
installation was incorrect or unfinished.
For instructions, refer to the online help or our Presort Job-File Reference
manual.
Explore Views Many users have Presort Views, our friendly job-setup program. We urge you to
go exploring! You may see a lot of features that you don’t yet know how to use,
but a tour of Views will give you a general idea of what Presort has to offer. And
you can refer to the online help at any time.
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Chapter 3:
Presort schemes and sort levels
A presort scheme is a set of USPS rules for sorting mail. This chapter explains
how to choose schemes, how they affect your mail stream, and how to set some of
the options.
Chapter 4 also discusses presort schemes. It focuses more on your options for
package, container, and pallet formation.
Learn the basics first! In this chapter, we presume that you have run a Presort sample job and explored
Views or looked at our template jobs. By now, you should be familiar with the
basic points covered in chapter 2. The rest of this book assumes that you’re
feeling comfortable with the basics, and are ready to learn more deeply about
preparing more efficient and advanced mailings
Chapter 3: Presort schemes and sort levels
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An example of a presort scheme
A presort scheme is a set of USPS rules for sorting mail. For this example, we’ve
selected the popular Standard Mail scheme for automated letters. To keep this
example short and simple, we’ll overlook the exceptions and fine points for now.
Sort by ZIP First, Presort sorts all pieces by ZIP Code. Technically, of course, Presort does
not sort physical mail pieces, but it does sort postal codes that it reads from your
input file. When you print address labels, each database record turns into a mail
piece.
Form 5-digit trays When there are at least 150 pieces destined for the same 5-digit ZIP Code, the
USPS gives mailers the option to place these pieces in a “5-digit tray,” which
means that this tray is destined and labeled for a local post office.
At the 5-digit level, the USPS also gives mailers the option to form “scheme”
trays. A scheme tray combines mail for two or more ZIPs. See “5-digit scheme
containers” on page 52 for more details.
In this presort scheme, postage on each piece is based on the sort level of the tray.
Pieces in 5-digit trays, or 5-digit scheme trays, are mailed at the 5-digit rate,
which is the least expensive rate in this scheme.
Form 3-digit trays Presort takes the mail pieces that don’t “fit” into the first sort level and drops
them to the next level.
When there are at least 150 pieces destined for the same 3-digit ZIP Code, that is,
pieces whose ZIP Codes begin with the same three digits, Presort places these
pieces in a “3-digit tray.” This tray is labeled for a Sectional Center Facility
(SCF), which usually means a larger city post office that serves surrounding
towns.
In larger cities, the main post office often serves two or more 3-digit ZIPs. Presort
combines mail for those 3-digit ZIPs to form a “3-digit scheme” tray.
Pieces in 3-digit trays, or 3-digit scheme trays, are mailed at the 3-digit rate; a
little more expensive than the 5-digit rate, but better than the automated ADC
(AADC) or mixed automated ADC (MAADC) rate.
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Form AADC trays If there are at least 150 leftover pieces that are eligible for the same AADC
(Automated Area Distribution Center), Presort prepares an AADC tray. AADC
trays may contain mail for more than one 3-digit ZIP Code. The USPS publishes
a table that lists sets of 3-digit ZIP Codes and their corresponding AADCs
(L801).
Note: While it seems that an AADC tray and a 3-digit scheme tray are alike,
it is the tray makeup that makes them different. The 3-digit scheme trays
contain pieces mailed to multiple 3-digit ZIP Codes that the USPS processes
on the same sorting machines. AADC trays also contain mail for more than
one ZIP Code, however, these pieces are not processed on the same sorting
machine.
Pieces in AADC trays are mailed at the AADC rate.
.
Form Mixed-AADC
trays
All remaining pieces are grouped by AADC area and placed into mixed-AADC
trays. At the office where you enter your mail, USPS staff remove pieces from
these trays and combine them with pieces from other mailings destined for the
same AADCs.
Pieces in Mixed AADC trays are mailed at the MAADC rate.
About USPS facilities As you go through the presort process, you see this pattern: At the higher sort
levels, you are dealing with more destinations, each serving a relatively small
area. Later in the presort process, at the lower sort levels, you are dealing with a
smaller number of central USPS facilities, each of which serves a large area. The
table below doesn’t show every possible sort level, but it should be enough to
give you a sense of the pattern.
Sort mail to: How many in the
country (approx.)?
Each serves how
many delivery
points
(on average)?
Carrier routes 600,000 200
5-digit post offices 37,000 3400
SCFs or 3-digit post offices 460 275,000
AADCs 160 790,000
BMCs 21 6,020,000
Chapter 3: Presort schemes and sort levels
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Overview of presort schemes
A presort scheme is a set of USPS rules for sorting mail. Presort offers a
variety of schemes for each class and type of piece, as listed below. Each
scheme involves a particular way of sorting and assembling the mail, and a
plan for assigning postage rates. If you’re interested in a closer look at these
rules and rates, refer to the DMM Quick Service Guides.
Class Scheme
First Class
Periodicals
Standard Mail
Automation Letters
Regular Letters
Flats
Single Piece
Parcels
Automation Letters
Carrier Route Letters
Nonautomation Letters
Flats
Packages on Pallets
Sacks on Pallets
Automation Letters
Regular Letters
Flats
Irregular Parcels and NFMs
Irregular Parcels and NFMs Pallets
Irregular Parcels and NFMs Sacks on Pallets
Machinable Parcels and NFMs
Machinable Parcels and NFMs Pallets
Carrier Route Irr. Parcels Pkgs on Pallets
Carrier Route Irregular Parcels
Enhanced Carrier Route Letters
Letter Trays on Pallets
Flats Letter Trays on Pallets
Packages on Pallets
Sacks on Pallets
Customized MarketMail (CMM)
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Presort User’s Guide
Package
Services
BPM Carrier Route Irregular Parcels
BPM Flats
BPM Irregular Parcels
BPM/Media and Library, Machinable Parcels
BPM Packages on Pallets
BPM/Media and Library, Machinable Parcels Pallet
Media and Library
Media and Library, Single Piece
Media and Library, Packages on Pallets
Parcel Post
Parcel Post Pallet
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Class Scheme
Mixed-class
co-mail
PER & STD, Packages on Pallets
PER, OMX Flats
PER, MADC Pallets
STD, ASF/BMC Pallets
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Presort can help you select and arrange schemes
Presort jobs often involve two or more schemes. After processing one scheme,
Presort processes any leftover pieces in the next scheme. In a sense, presorting is
a sifting process.
For example, you might follow the Automation Letters scheme with Regular
Letters. Often, the Regular Letters scheme will “catch” two kinds of pieces:
If there are not enough pieces to meet the minimum piece requirement, the
Automation Letters scheme will not qualify and all pieces will drop to the
Regular Letters scheme.
If pieces have flawed addresses, that is, they are missing the postal
automation codes (ZIP+4 and DPBC), they aren’t eligible for the Automation
Letters scheme and fall to the Regular Letters scheme.
Presort can help you pick the right schemes and place them in the right order.
This is important for your postage and mail-room efficiency.
Wizard If you have Presort Views, use the Wizard! The Wizard asks you a few questions
about your job and how you want to prepare it. Based on your answers, the
Wizard sets up your job with the right combination of schemes and reports. It’s
very easy!
Template We also offer template jobs. These are half-completed job files, preset with
schemes and reports. They’re located in your Presort Template directory. The
templates are not quite as helpful as the Wizard, but they are useful if you don’t
use Views.
To use a template, you just have to figure out which one is right for you. Follow
our template-selection chart, which you’ll find in the on-line help or chapter 1 of
the Presort Job File Reference. Then you’ll have the right presort schemes
selected and set up with reasonable starting values. From there, you can fill out
the rest of the job.
Priorities Presort scheme options are explained on the next page. When you use our Presort
Wizard or template jobs, you get reasonable starting values for those options. We
assume these priorities:
1. Minimize postage by sorting all mail at the highest (or finest) possible sort
level.
2. Minimize the number of packages and containers to handle, and thereby
minimize the labor cost.
3. Minimize delivery time by sorting all mail at the highest (or finest) possible
sort level.
We put delivery last because investing more postage or labor doesn’t guarantee
faster delivery. You certainly are free to adjust the initial settings to suit your own
priorities.
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Presort scheme options
In almost every scheme, you’ll have optional, as well as required, settings. Most
of the options in our presort schemes fit into three basic groups: unqualified
action, optional levels, and size limits. These are the basic points you’re faced
with in any presort scheme.
Unqualified action What do you want Presort to do if there isn’t enough mail to meet the minimum
set by the USPS? For example, you must have 200 pieces (or 50 pounds) to start
any Standard Mail scheme; 500 in First Class. You can choose to:
Skip to the next scheme (the most common choice).
Call off the whole job.
Call off the presort process itself, but produce reports and output files.
Optional sort levels As we’ve said, every scheme requires sorting pieces to at least one level, usually
three or more. In many schemes, the USPS allows you to sort at some optional
levels in addition to the required levels.
In the required levels, you must make a package or container whenever you
have enough mail to do so.
Package and container limits
For the optional sort levels, you can choose to turn the level on or off. If you
turn it on, you can set a minimum amount of mail needed to form a container.
You might set this a little higher than the USPS minimum. That way, you’ll
form optional packages or containers only when you’re sure that there’s
enough mail to make it worthwhile.
Tip: In presort schemes, any option that starts with the word “Create” or
“Prepare” controls an optional sort level. In Views, the optional sort levels
are selected in the Optional Sortation Levels window.
You’ll find more information about optional sort levels at “Tips on optional sort
levels” on page 52.
In schemes that involve making packages, you can set a maximum package size.
Likewise, you can set minimum and maximum amounts of mail for forming
trays, sacks, and pallets (as appropriate).
In other pallet schemes, you can set a maximum tray, sack and pallet mail weight.
Package and container limits are discussed late in this guide.
Chapter 3: Presort schemes and sort levels
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Tips on optional sort levels
For all sort levels that the USPS considers optional, Presort lets
you control whether to turn that level on or off, or gives you an
option to set a minimum amount of mail, or both. In some
cases, turning on an optional sort level will reduce your
postage. It may also reduce delivery time by sorting more mail
more directly to its destination. However, optional sort levels
can result in more packages and containers to strap, label, and
handle, so they may increase your costs for material, labor, and transportation.
Carrier-route trays and sacks
Let’s look at some optional sort levels.
A carrier-route package contains mail for one route. Carrier packages may be
placed in trays or sacks or on pallets at two or three levels.
Container level Discussion
Direct CART
An entire container, all packages
for the same route.
5-digit CART
Packages for one or more routes,
delivered from the same post
office.
5-digit-scheme CART
Packages for two or more 5-digit
ZIPs served by the same facility.
3-digit CART
Packages for two or more routes,
delivered from two or more post
offices in the same 3-digit ZIP.
Forming direct CART containers are required for most mail classes (except CMM). If you
have enough mail to fill a direct-CART container, you must form it. For some mail classes,
you can set the minimum number of pieces required to form a direct CART container.
If you have enough mail, you must form the 5-digit CART container for most mail classes
(except CMM), so Presort does not offer an on/off control. However, you do have the
option to set a minimum amount of mail.
You can set the minimum at a fixed number of pieces.
Or you can set the minimum at a “full” tray, and leave it to Presort to determine how
many pieces are the minimum for a full tray.
Forming scheme sacks is required. You can set a minimum amount of mail per container.
In the trayed letter schemes, 3-digit CART trays are optional. You can turn them on or off,
but you cannot set a minimum amount of mail.
The 3-digit CART level does not apply to sacks.
5-digit scheme containers
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Presort User’s Guide
Preparing 5-digit-scheme containers is another optional
sort level. Some post offices serve as delivery offices for
two or more ZIP Codes. This is becoming more common
as the USPS increases automation and consolidates
delivery offices.
With such offices in mind, the USPS has created an
incentive for automated mailers. The USPS permits you to form some 5-digit
trays, sacks, and pallets that actually contain mail for more than one ZIP Code.
These are called 5-digit scheme containers, because the USPS publishes a
scheme, or list, of offices where combined containers are permitted. In Presort,
we fold this information into the Mail Processing Center (MPC) directory.
Page 53
The USPS has strict rules about using current scheme
information when preparing scheme trays. That’s why
we ship you an updated MPC directory every two
months. It’s important that you install these updates
promptly. The requirement for current scheme data also
means you might have a problem if you presort your
job 60 days or more before the date you enter the mail.
Scheme containers should help you save postage and reduce the number of
containers you handle. That’s because pieces from more than one ZIP Code can
be used to meet the minimum container volume.
Automationcompatible letters
without barcodes
Another optional sort level is machinable preparation. This option may apply to
you if you’re mailing a First Class or Standard letter that does not bear any
Postnet barcode, but is in all other respects automation-compatible. If your letters
fit these criteria, the USPS calls your letters “machinable.” The letters must:
Have a machine-printed address (non-script font)
Have an address in the MLOCR read zone
Have a barcode clear zone
This means that the USPS has a reasonably good chance of barcoding your letters
by running them through an MLOCR machine (multiline optical characterrecognition).
Chapter 3: Presort schemes and sort levels
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Presort schemes sift out some records
Sometimes, users are surprised to discover that not all of their input records
“make it” into the mailing. Presort sifts out records in a three step process as
shown below. We’ll explain that process in more detail on the next two pages.
The normal output mail stream consists of three portions: Presort produces
Presorted pieces, then Qualified, Nonpresort pieces, and finally Unqualified
pieces. Here we’ll explain what those categories mean and how Presort
determines them.
.
Step 1:
Is the record eligible?
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i
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b
i
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i
l
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Step 2:
Does it qualify under
USPS rules?
Step 3:
Does it fit into a package
and container?
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Step 1: Is the record eligible
The first step in sifting out records depends on choices you make when you set up
your job; it has nothing to do with USPS rules. As Presort reads a record from
your input file, it evaluates whether the record is eligible for processing. A record
is ineligible in the following situations:
The record is marked as deleted, either by database marking or the field
PW.Delete. (See the Database Prep manual for details about how Presort
handles deleted records.)
The record is sifted out by the Input Filter feature. (See the Database Prep
manual for details about filtering.)
A record may be sifted out if the job involves multiple versions (chapter 6),
and the record’s PW.Version_ID value cannot be matched to any of your
Version Descriptions, and your choice for undetermined records is to ignore
them. (This is explained fully at “Linking each description to a field value”
on page 111.)
A record may be sifted out if the job involves multiple segments (chapter 7)
and Presort cannot match the record’s PW.Segment_ID field with any of
your Segment Descriptions.
A record can be sifted out if the job involves multiple entry points (chapter 5)
and Presort cannot match the record’s PW.Entry_ID field or its ZIP Code
with the ZIP Code range for any entry point.
Step 2: Does the record qualify under USPS rules?
If the record is eligible, it goes on to the next step. If not, it is excluded from the
job entirely. You can choose to include or exclude ineligible records from output
files.
The USPS says that every piece in a presorted mailing must bear a valid ZIP
Code. So Presort checks the ZIP Code of every input record against the USPS ZIP
Code directory. If the record contains an acceptable ZIP, it goes into the presort.
If Presort finds no ZIP Code, or the ZIP is bad, the record is tagged as
unqualified, and falls to the end of the mail stream. However, an unqualified
record still is included in the job, and would normally appear in output files.
Likewise, Presort can detect foreign addresses. Foreign records are automatically
shifted into the unqualified portion of the mail stream. In Periodicals class, you
have several options for handling foreign records. See chapter 14 for more
information on foreign records.
Unqualified pieces for the U.S. may be mailed at the single-piece rate when its
available. See “Mailing leftover pieces at the single-piece rate (or preventing it)”
on page 57. The number of unqualified pieces is mentioned on the Job Summary
report. Other than that, unqualified pieces do not show up on reports, and they are
not included in postage calculations or USPS forms. You can control whether or
not they will be included in your output files or labels by using the Output
Selection feature. In Periodicals class only, you have the option of including
foreign pieces on your postage statements. See chapter 14 for details.
Chapter 3: Presort schemes and sort levels
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Two more points to note about unqualified pieces:
If your job involves Segmenting, note that your unqualified pieces will have
an undetermined segment. See chapter 7 for information about options for
handling undetermined-segment pieces.
If your job involves multiple entry points, the Unqualified pieces will have an
undetermined entry point. Usually, this means that they will be entered at the
default entry point (which usually means the local post office).
Step 3: Does the piece fit into a package and container?
A piece may be excluded from a presort scheme for either of two reasons:
Each presort scheme requires certain postal codes. If a piece is missing any of
these codes, it will be excluded from the scheme.
For example, any automated-letter scheme will reject a piece that is missing
ZIP+4 or DPBC. (Automated flats require only ZIP+4.) Carrier-route
schemes will exclude any piece with an empty or undefined CART field.
Carrier-sequence presorts (chapter 9) may reject any piece that is lacking
line-of-travel or walk-sequence fields.
Presorting is a sifting process. Because of the way packages and containers
are formed, some pieces may not be included in any package or container.
Usually, these pieces are gathered in a final container at the end of the mail
stream. This “catch-all” container (or containers) is entered at the local post
office at the single-piece rate. See “Mailing leftover pieces at the single-piece
rate (or preventing it)” on page 57 for more about this.
If any pieces should happen to be left over after the last scheme in the job, they
are tagged as qualified, nonpresort (or NPS) pieces.
Qualified, nonpresort pieces may be mailed at the single-piece rate. The number
of NPS pieces is mentioned on the Job Summary report and ZIP Code Listing.
Other than that, NPS pieces are not included in postage calculations or USPS
forms. You can control whether or not they will be included in your output files
or labels by using the Output Selection feature (see chapter 13).
56
If your job involves Segmenting, your NPS pieces will be assigned to a
segment the same way as presorted pieces.
If your job involves multiple entry points, note that NPS pieces will have an
undetermined entry point. Usually, this means that they will be entered at the
default entry point (which usually means the local post office).
Presort User’s Guide
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Mailing leftover pieces at the single-piece rate (or preventing it)
Single Piece scheme A Single-Piece presort scheme might sound like a contradiction. But it is useful in
Package Services BPM media and library mail, and First Class jobs of postcards,
letters, or flats. The scheme serves two purposes:
You might prevent any pieces from mailing at the single-piece rate.
If pieces do fall to the single-piece rate, you can include them in your mailing
documentation and prepare them in containers.
Preventing singlepiece-rate pieces
As you may recall, any pieces left over after the last presort scheme become the
qualified nonpresort (NPS) portion of the mail stream. If you mail these pieces,
you must pay postage at the single-piece rate.
You might be able to prevent pieces from falling to the
single-piece rate. Let’s go through an example.
Note: Postage rates for this example may not be the
Scheme sequence
1. Automation
2. Regular
3. Single piece
current rates.
Suppose that we are mailing 1,250 1-ounce letters. We have 800 pieces that
qualify for the automation mailing at the 3-digit level and 450 pieces left over.
We need at least 500 pieces for a First Class mailing, so our 450 leftover pieces
won’t qualify for the regular scheme. Therefore, those pieces become qualified
nonpresort, and mail at the single-piece rate.
So we have one 3-digit-scheme tray at the 3-digit automation rate (29.2¢ at this
writing), and the remaining pieces sorted to a mixed-ADC tray at the presorted
rate (35.2¢). We’re paying high postage on a lot of pieces!
To prevent this, we would like to
force 50 pieces to drop from the
automation to the regular scheme.
Mail piece Total savings
1-ounce letter $5.45
Then the regular scheme would
qualify. We’ll pay a little more
6-ounce flat $27.55
postage on 50 pieces, and a lot less
postage on 450 pieces. The table at
right shows some examples of our postage savings. We used similar assumptions
about a flat mailing.
Chapter 3: Presort schemes and sort levels
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To control how much mail is dropped from the automation scheme, use the Max
to Drop, ATM to REG parameter in the Single Piece scheme. Here are your
choices at that parameter:
Option Description
Off You can turn off the dropping feature entirely by setting the maximum
number of pieces to zero. You would do this if you never want to drop
any pieces, even if it would save postage. You will probably have some
single-piece-rate mail; read the information below about how Presort
will handle that mail.
Max At the opposite extreme, you can set the limit at its maximum—499
pieces. You would do this if you wanted to absolutely minimize the
chances of any pieces mailing at the single-piece rate. (Perhaps you have
a client who wishes to avoid the single-piece rate.)
Postage To minimize postage, you will need to set a reasonable limit, somewhere
between zero and the maximum. The right figure will depend on your
mailing list and piece design.
Preparing singlepiece-rate pieces
Standard Mail regularrate pieces
You might choose not to use the Max to Drop option. Or even if you do use it, it
is still possible that some mail will fall to qualified nonpresort. That’s when the
second purpose of the First Class Single-Piece scheme comes into effect.
Should any pieces fall into the qualified nonpresort category, the Single Piece
scheme enables you to prepare them along with the presorted mail.
Presort forms trays with periodic break marks.
Presort prepares documentation (including a Postage Statement) for the
Single Piece mailing, just as it does for presorted mail.
Pieces are produced in ZIP Code sequence (00000 to 99999).
The USPS does not provide for a Single Piece scheme in Standard Mail, but
instead, allows you to fold up to 199 regular-rate pieces into the final qualifying
scheme in your Standard Mail job. The regular-rate mail will appear in the
documentation for your carrier-route or automation mailing.
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Postage optimization
Postage Optimization is an optional feature that may help reduce postage for First
Class and Standard Mail automation letter mailers. It saves money by rearranging
packages and containers. It is a multi-step process that occurs automatically after
the initial presort is done. Here’s the basic process behind optimizing your
mailings:
First Presort takes pieces from the AADC (Automated Area Distribution
Then Presort finds any extra pieces from CART (carrier route), automated 5-
Dropping pieces to a lower sortation level may increase postage and delivery time
on the dropped pieces, but overall delivery time should be improved and your
postage is reduced.
When Presort goes through this process, it shifts pieces only when the result is a
net reduction in postage.
Center), and MAADC (mixed AADC) automated trays. It attempts to match
these pieces up with others (from optional level trays at finer sortations) to
make 3-digit automated trays.
digit, and automated CART trays to make 3-digit automated trays. Extra
pieces are those that won’t eliminate the tray if they are taken away.
Applicable sortations Postage Optimization is effective for the following schemes:
1C Automation Letters
STD, Automation Letters
STD, Enhanced Carrier Route Regular Letters
There is a dependency between the three Standard Mail schemes above. You
must have the STD, Automation Letters scheme with the STD, Enhanced Carrier
Route Regular Letters in your job setup for Postage Optimization to work
properly.
You can set up your job with just the STD, Automation Letters scheme (and not
the other two Standard Mail schemes), but you won’t see optimal performance
from Postage Optimization.
Chapter 3: Presort schemes and sort levels
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Special setup considerations
When you set up your mailing for Postage Optimization, you must pay special
attention to these areas:
The Retain Walk Sequence option is off.
You include an automated letter scheme in your job.
Tray minimum can’t be set to Full if you have more than one version.
Retain Walk Sequence is
off
Include an automated
letter scheme
Tray minimum can’t be
Full
Set the Retain Walk Sequence
option (in the scheme block) to
No. If you don’t, an error
appears. If Presort shifts pieces
from a walk-sequenced CART
mailing, it will no longer be in walk sequence. Therefore you cannot have the
option on when using Postage Optimization.
In addition, when Retain Walk Sequence is off, the USPS requires that the
Standard Mail ECR (enhanced carrier route) basic rate pieces be in LOT (line-oftravel) order (DMM 245.06.10.04.). Therefore, Presort keeps the CART pieces in
LOT order (LOT order information is assigned by our ACE product.).
You must include at least one automated letter scheme in your job because
Postage Optimization only works for First Class and Standard Mail automated
letters. If there isn’t an automated letter scheme in your job, the job will run, but
you won’t see any savings from Postage Optimization.
Because Presort is
taking the extra
pieces from the
CART, Automated
5-digit, and
automated CART
trays, you must set
the minimum
number of pieces
in the tray to a number. You cannot use the Full option. If you use the Full option,
Presort doesn’t know how many pieces are excess and how many need to be kept
in the tray.
60
Note: You can use the Full option if all versions have the same piece
thickness. See “Trays, full and otherwise” on page 79 for more information
on the Full option.
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Example of postage savings
Suppose you’re preparing a First Class automation-letter mailing. After the initial
presort is finished, Presort finds a 3-digit ZIP Code for which you have only 120
pieces, which is not quite enough to form a tray (you need 150 pieces).
Without Postage Optimization, those 120 pieces fall to the AADC level, where
they receive the AADC rate (30.1¢ each, total of $36.12).
With Postage Optimization, Presort tries to qualify that potential 3-digit
automated tray by shifting 30 extra pieces from 5-digit automated trays.
Postage for the 30 shifted pieces will rise from 27.8¢ to 29.2¢ (total of 42¢ extra
postage). But 120 pieces will be elevated from the AADC rate to the 3-digit
automated rate. Postage is reduced from 30.1¢ to 29.2¢ (total of $1.08 postage).
So the net savings on just one tray is 66¢ ($1.08 – 42¢ = 66¢)
Note: Postage rates for this example may not be the current rates.
5-digit (full trays)
A full tray of 150
pieces is now
formed, resulting
in a postage
reduction.
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Presort Job Summary You can view these Postage Optimization results in the Presort Job Summary.
shows that Postage Optimization option was on or off
shows a list of the optimized packages
shows when Postage Optimization was not applicable to the job
When you don’t want the 5-digit rate
When you don’t want the better 5-digit automated letter rate, you should disable
Postage Optimization.
For example, if you have a folded piece, you would have to tab all of the pieces in
order to make them machinable. In this case, it is more cost effective for you to
mail these pieces at the ECR basic rate instead of making your piece machinable
and mailing at the 5-digit automation rate.
With Postage Optimization enabled, pieces are pulled away from carrier route
mail to make more automated containers.
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Protecting pallets
In some Packages on Pallets schemes, you also can shift pieces from one pallet to
another for your benefit. This method is called Protecting Pallets. You can shift
packages onto these pallet levels:
Class Pallet level
Periodicals SCF
Standard Mail SCF and BMC
Protecting pallets means Presort tries to keep mail at that pallet level, even if it
means taking pieces from other pallets or sacks.
The motivation behind protecting pallets is different for SCF pallets than for
BMC pallets.
For SCF pallets, the goal is to keep mail from falling to the BMC or ADC
level so that more mail is entered closer to its destination.
For BMC pallets, the goal is to keep mail from falling to the mixed-BMC
level, so Presort palletizes more mail and forms fewer sacks, which means
less labor for you and the USPS.
SCF protection: How it works
Presort begins forming an SCF pallet by taking mail from BMC or ADC pallets
or sacks. Presort takes the mail that would have been on an SCF pallet originally
if only there had been enough pieces to form one.
Presort then shifts mail from finer sort levels (3-digit or, in some cases, 5-digit
pallets) until the minimum SCF pallet weight is met. Because of the weights of
moved pieces, the final SCF pallet weight may be larger than the minimum you
specified.
Note: Shifting pieces from the BMC or ADC pallet level may cause those
pallets to fall below the minimum pallet weight, resulting in more sacked
mail (results could vary, depending on your input data).
For example, if you set your minimum BMC pallet weight to 500 pounds,
and you turn on SCF pallet protection, Presort might shift so much mail from
the BMC pallet that its weight falls below 500 pounds. The mail destined to
the BMC would then be prepared in sacks. So, if your priority is to keep as
much mail on pallets as possible, then you may not want to activate SCF
Pallet Protection.
Because postage is based on the package level (not the pallet), postage is not
affected by shifting pieces among pallet levels.
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Two methods of SCF protection
There are two methods of protecting SCF pallets:
the Postalsoft method (PSOFT)
the USPS method
Or you can choose not to protect SCF pallets at all. Make your choice at the
Optional Sortation Levels window in your Presort job.
Although both methods strive to keep mail at the SCF pallet level, they each
allocate packages differently and they each follow different USPS guidelines.
Method When Presort
applies it
PSOFT After Presort forms 3DG
packages, but before it
forms 3DG pallets, it
reserves enough 3DG
packages to later form an
SCF pallet.
USPS After Presort forms 3DG
and 5DG packages and
pallets, it forms SCF pallets, borrowing pieces as
needed.
Order of pulled
packages
3DG pkgs from a single 3DG area.
3DG pkgs from multiple 3DG areas.
3- or 5-DG pkgs from a
single 3DG pallet
An entire 3DG pallet
5-DG pkgs from a 5DG pallet
Results Guidelines
More SCF pallets
Possibly more sacked
mail at BMC and ADC
levels
Presort can borrow pieces
from several 3-digit pallets as long as the
3-digit pallets do not dip
below the minimum pallet
weight.
More SCF pallets
Possibly fewer 3-digit
pallets
Possibly more sacked
mail at BMC and ADC
levels
Presort begins by trying to
borrow pieces from a
single 3-digit pallet. If no
3-digit pallet has enough
excess pieces to save the
SCF pallet, Presort can
eliminate an entire 3-digit
pallet in favor of the SCF
pallet.
Presort reallocates the
minimum number of
packages necessary to
save the SCF pallet, but
cannot eliminate a 5-digit
pallet to preserve an SCF
pallet.
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BMC protection: How it works
In BMC pallet protection, Presort begins forming a BMC pallet by taking mail
from sacks. Presort takes the mail that would have been on a BMC pallet
originally if only there had been enough pieces to form one. Presort then shifts
mail from a single ASF pallet until the minimum BMC pallet weight is met.
Presort will borrow pieces only from an ASF pallet that is bound for an ASF
!
facility whose ZIP range is defined in the same entry point description as the
BMC. That is, you can apply BMC pallet protection only for those entry
points in which a BMC is associated with an ASF.
The pieces that Presort shifts to the BMC pallet are not eligible for the
!
DBMC discount. You benefit from the labor savings of preparing a mailing
with more pallets and fewer sacks, but there is no postage incentive.
To activate this feature, select BMC Pallet Protection at the Optional Sortation
Levels window of Presort.
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USPS promotes fewer containers
BMC pallet protection is just one way that the USPS encourages mailers to
prepare fewer containers. There are other ways that you can (or must) prepare
your mailing so that more containers are full, and fewer total containers result
overall.
Having fewer containers that each contain more mail requires less labor for USPS
staff, and more room in USPS facilities and trucks. It also can translate into less
labor for you and, in some cases, better postage and delivery.
For example, in First Class, Periodicals, Standard Mail, and BPM (Bound Printed
Matter) flats jobs, the USPS requires that you combine auto and non-auto flats in
the same container, rather than in separate containers, resulting in fewer
containers that are more full.
Here are some other examples of ways that the USPS promotes fewer containers:
Class Sortation Strategy
First Flats The 5-digit sortation is optional. The USPS hopes that you will choose not to sort
to the 5-digit level so that you’ll prepare more full 3-digit trays and, thus, fewer
total trays in the mailing.
First Class
Standard
Periodicals Flats You can make Direct CART sacks only if you have at least 24 pieces. Since the 5-
Periodicals
Standard
Standard
Package Services
Carrier Route The USPS allows you to set the CART container minimum (there are no restric-
tions) in the hope that you will set the minimum fairly high so that no small
CART containers are prepared. Pieces fall to 5DG containers. You pay higher
postage, but lower labor costs.
digit CART sacks receive about the same delivery service, the USPS would rather
that you submit fewer 5-digit CART sacks that are more full than several small
Direct CART sacks.
Flats If there is no AFSM 100 machine in the area that can sort auto and non-auto
pieces, you may add CART packages to sacks or pallets that contain auto and
non-auto packages.
Pallets To reduce sacked mail, the USPS requires that you sort to the ASF level in pallet
mailings. The reason is that you’ll keep more mail on pallets and less dropping
into sacks at the mixed-BMC level.
If sorting to the ASF level results in small BMC pallets, then you can borrow
ASF-level pieces to add to the BMC pallet (BMC protection) so that pieces don’t
fall into sacks.
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How schemes affect reports and output files
Separate mailings and reports
Options for output files
Each presort scheme in your job results in a separate legal mailing, with separate
reports. For example, if you have two schemes, Presort would automatically
create one set of reports for each scheme, even though you set up each type of
report only once.
Normally when you create output files, Presort outputs all schemes in the order in
which they appeared in the job setup. You have four options for controlling this
output behavior (Explained further in chapter 13):
If you would like to output only a selected scheme (or schemes), use the
Output Selection feature (see “How to use Output Selection” on page 302).
The particular option to look for is Select Presort Schemes To Output.
To output each scheme to a separate output file, use the Split Output feature
(see “How to use Split Output” on page 305). The particular option to look
for is Create Files per Presort Scheme.
If you output all schemes together, in one file, you might want to control their
sequence. You could use the Mailflow feature (see “Using Mailflow to
change the sequence of mailings” on page 295). In the Mailflow window, the
particular option to look for is Alternate Presort Scheme Sequence.
If you want to change the mail-stream hierarchy from the normal order of
entry point, segment, and scheme, to make scheme more dominant, use
Alternate Mailstream Hierarchy (“Alternate mailstream hierarchy” on
page 299).
Output field You might like to include a field in your output file to identify the scheme.
Mailing crews and acceptance clerks might appreciate this. Just one field is
available: AP.Scheme_No. Here are the possible value of this field:
Values Description
1 to 99 Scheme number, according to the sequence of
file. The sequence of numbering is not affected by any use of the Mailflow
feature.
Presort Schemes
in the job
The Qualified Nonpresort and Unqualified concepts are explained at “Presort
schemes sift out some records” on page 54. The Foreign designation is supported
only in Periodicals jobs; see chapter 14 for details.
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Chapter 4:
Assembling pieces, packages, containers,
and pallets
The USPS sets many rules about the minimum and maximum amounts of mail
that you may place in packages, containers, and pallets. Presort gives you the
flexibility to adjust within and outside these limits. This chapter explains your
options.
In our template jobs, we set these options in ways that make sense for most
mailers. It’s up to you to decide whether any adjustments will make your mailroom or bindery operations more efficient.
Chapter 4: Assembling pieces, packages, containers, and pallets
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Packages
In most types of mailings, you will have to
band or strap your pieces into packages.
Schemes that don’t require packaging
include:
Machinable parcels
Automated or machinable letters
First Class Automation Flats in tubs
Irregular parcels (greater than 1/2 inch)
Tips for setting size limits
The table below shows USPS limits on package size.
Within these limits, Presort offers you as much flexibility as USPS rules permit.
The larger your maximum package size, the fewer packages you will have to
make. However, larger packages may be more difficult to handle and, therefore,
more time-consuming.
Mailers who band packages manually often find that a maximum thickness of
four inches makes a workable handful. If you use automatic binding or strapping
machines, consider their limitations.
Size limits Packages in trays
or sacks
Minimum Maximum Minimum Maximum
First Class 10 pieces Letters: 6 in.
Packages placed directly
on pallets
n/a n/a
Flats: 11-1/4
in. due to tray
height.
Periodicals 6 pieces Letters: 6 in. 6 pieces 24 in. thick
or 20 lbs.
whichever
comes first
Standard Mail
(excluding 5-digit
and 5-digit scheme
packages)
10 pieces Letters: 6 in. 10 pieces 24 in. thick
or 20 lbs.
whichever
comes first
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Package Services
Bound Printed Matter
10 pieces
or 10 pounds
whichever
comes first
20 pounds
Carrier-route:
40 pounds
10 pieces
or 10 pounds
whichever
comes first
20 pounds
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Note: For package limits for Package Services Bound Printed Matter
irregular parcels, see DMM 722.2.1.
Also note that the USPS requires that irregular parcel packages directly
placed onto pallets must be of uniform thickness and more than 15 inches
long or more than 12 inches high (see DMM 705.8.10.2). Presort will verify
your job to make sure the dimension of mail pieces complies with this
requirement. However, note that Presort is not be able to verify the uniform
thickness.
Periodicals and Standard Mail flats package size
Packages that exceed the maximum height
The table below lists the package thickness requirements for Standard and
Periodicals in sacks. The requirements are based on the type of paper coating and
type of binding, and are designed to reduce package breakage.
If you strap your packages, the USPS requires one strap around packages that are
up to 1-inch thick (residual packages only) and two straps around packages
greater than 1-inch thick.
Type of binding and/or
wrapping
Two straps; one along width and one
along length
Shrink-wrapped 3 in. 8 in.
Shrink-wrapped plus one or two
straps
Maximum package thickness
(Standard and Periodicals)
Coated paper Uncoated paper
6 in. 8 in.
(6 in. recommended)
(6 in. recommended)
6 in. 8 in.
(6 in. recommended)
The USPS accepts packages that exceed the maximum height, but only if they
exceed the height by less than the thickness of a single piece.
For example, suppose your mail piece is printed on coated paper and is 0.625 (5/
8) of an inch thick. If you form a package with five pieces, the total thickness is
3.125 inches, which is more than the 3 inch maximum. That’s acceptable because
the total thickness is less than the three inch maximum plus the thickness of a
single piece (3 + 0.625 = 3.625).
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Minimum STD flats 5DG/5DG scheme package size
The minimum package size for Standard Mail flats 5-digit and 5-digit scheme
packages is different than other Standard Mail flats packages.
For 5-digit and 5-digit scheme packages, the piece weight and thickness
determines the minimum number of pieces.
For all applicable Standard Mail flats jobs, Presort automatically sets the Min
5DG/Scheme Package parameter to 10 or 15 pieces, regardless of what you have
entered in Presort, based on the piece weight and thickness:
Piece weight and thickness Minimum pieces per package
<= 5 ounces
15 pieces
and
<= .75 inches thick
> 5 ounces
10 pieces
or
> .75 inches thick
Applicable schemes The setting that you have in the Min 5DG/Scheme Package parameter is ignored
in these schemes:
STD, Flats
STD, Flats Letter Trays on Pallets
STD, Sacks on Pallets
STD, Packages on Pallets
Multiple segment jobs When you have a job with multiple segments, Presort treats each segment as a
separate mailing. When your segments have more than one version, Presort sets
the minimum number of pieces per package based on the heaviest (or thickest)
piece in that segment.
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Example
Each segment below has two versions. Segment 1 and 3 both have
Ver si on 1 .
Segment Versions Minimum pieces
Segment 1 Version 1
6 ounces
1 inch
Segment 2 Version 3
3 ounces
.75 inch
Segment 3 Version 1
6 ounces
1 inch
Ver si o n 2
4 ounces
.5 inch
Ver si o n 4
2 ounces
.25 inch
Ver si o n 5
6.25 ounces
1.25 inches
10
15
10
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If you save work files Presort will warn you if you have:
saved your work files and
gone back into your job and changed the piece dimensions making the
minimum package setting incorrect in your saved work files
The warning indicates that the minimum package size listed in the reports
generated from the saved work files may violate USPS rules.
Job Summary report In the Job Summary, the minimum package size parameter indicates 10 or 15
pieces based on Presort’s automatic setting for the parameter in the job.
When there are multiple segments, the minimum package size parameter contains
a referral to the Segment blocks to see the minimum package setting:
The Min 5DG/Scheme Package parameter refers
to the segment block description when there are
multiple segments.
Segment Descriptions -------------------------------------------------------------------------------------
Defined Segments: 4
Default Segment: SEG_4
Number Segment Name Segment_ID Presorted Pieces Min 5DG/S Pkg Size
------ ------------------ ---------------------- ---------------- ----------------- 1 SEG_1 00001 2003 15
2 SEG_2 00002 1971 10
3 SEG_3 00003 1997 15
4 SEG_4 00004 92376 10
Presort Scheme Descriptions ------------------------------------------------------------------------------
Defined Presort Schemes: 2
Presort Scheme: (1) STD, Flats Letter Trays on Pallets
Unqualified Act CONT
Use Auto Qualification NO
No Sorting After
Prepare CART Rate NO
Prepare Automation Rate YES
Prepare Regular Rate YES
Create 5DG Scheme(L007) Packages YES
Create 3DG Pallets YES
Create Mixed BMC Pallets YES
Min 5DG/Scheme Package See Segment Descriptions
Min Carrier 5DG/Scheme Tray 10
Max Package Thickness 6.0000000 Inches
Tray Type 1&2FT TRAYS
Max Pieces in 2-Foot Tray: 2100
Max Pieces in 1-Foot Tray: 1025
Min Tray Volume 50.0000000 %
Max Tray Volume 100.0000000 %
Min Tray Feet 5DG Pallet 36
Min Tray Feet 3DG Pallet 36
Min Tray Feet SCF Pallet 36
Min Tray Feet ASF Pallet 36
Min Tray Feet BMC Pallet 36
The Min 5DG/S Pkg Size column indicates
10 or 15 pieces.
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Spanned (split) packages
If you are mailing thicker pieces, it is possible that a package meeting the USPS
minimum number of pieces will exceed the maximum package thickness. For
example, consider a package of department-store catalogs; 10 pieces might make
a package almost a foot thick. That’s acceptable on pallets, but not in sacks.
When Presort forms such an oversize package, it breaks it into two or perhaps
three smaller packages. These are called spanned packages.
Spanning is approved by the USPS. Spanned packages qualify for package rates
the same as a normal package, even though an individual package might contain
less than the minimum number of pieces.
Spanning is automatic; you cannot turn it off. Presort automatically creates
spanned packages when applicable, and when the following conditions are met:
Stacking uneven pieces
The total number of pieces in the package to that destination meets the
minimum package requirement.
The total number of physical packages created is not more than the number
that would have been created if we had not balanced the pieces in the
packages.
For more information about splitting (spanning) packages, refer the USPS
Customer Support Ruling, PS - 308 (M020.1.7), dated March 2002. Find it at
http://www.ribbs.usps.gov/.
Presort treats spanned packages the same as other packages, generating break
marks and listing them on reports.
If your pieces are unevenly proportioned (for example, a magazine that is saddle
stitched and thicker on the bound edge), you must counter stack the pieces to
form an even-sized package.
Split the package into no more than four groups of pieces, with each group
measuring at least 1 inch (that is, if your piece thickness is less than 1 inch, don’t
alternate one piece after another, but group them and then alternate the groups).
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Options for weekly and daily periodicals
1 inch
Each of these packages meets USPS requirements. Each group of pieces is at least
1-inch thick, and there are no more than four groups counterstacked in the pack-
1 inch
When you measure a package that is uneven in thickness, the USPS allows you to
measure at the thinnest point.
Periodicals packages of at least six pieces are eligible for presort discounts, so we
call them “reduced-rate” packages. However, in some sort levels, you have the
option to create packages as small as one or two pieces. Undersize packages are
mailed at the basic rate. To create them, look in the Periodicals flats schemes for
options that begin with the words Min Basic.
Note: Undersize packages usually increase postage and require more labor,
because there are more packages to band. However, they tend to push more
mail up to finer sort levels, so they may improve delivery time. For this
reason, we see the undersize-package options being used most often by
publishers of daily and weekly periodicals.
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Co-Packaging: Automation and regular flats
Co-packaging is an option to combine automated and regular (non-automated)
pieces into packages. In most cases, your postage is reduced using this
preparation. This preparation also saves the post office time and labor, and speeds
up delivery. Co-Packaging is an optional sortation level available in these
schemes:
First Class Flats
Periodicals Flats
Periodicals Sacks on Pallets
Periodicals Packages on Pallets
Standard Flats
Standard Sacks on Pallets
Standard Packages on Pallets
Package Services BPM flats
Package Services BPM Packages on Pallets
Note: Regular (non-automated) pieces that are co-packaged must have a 5digit barcode printed on them.
One package per
Co-packaging is limited to one package per destination.
destination
Example If you have 50 automated pieces and 30 regular (non-automated) pieces going to
the same destination, and you set your maximum pieces per package to 20, (and
you have selected the co-package option), Presort makes four packages with 20
pieces each. Here’s how the packages are made.
Notice in the example that the co-package is made before the regular (nonautomated) package is made. The co-package will always fall towards the middle
of the sortation unless there are not enough regular (non-automated) pieces to
make a package. Then it will be formed last.
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Co-sacking BPM flats
You are required to co-sack BPM flats that are eligible for AFSM 100 processing.
Co-sacks may contain:
Presorted rate pieces that claim the barcode discount (must have a ZIP+4 or a
Presorted rate pieces that don’t claim the barcode discount (must have a
Co-packages of BPM flats that meet the previous two presorted rate
Other rules include the following:
The pieces in the co-sacks must all be from the same mailing job.
Each rate level (carrier route, automated, and regular) that are included in
delivery point barcode).
readable 5-digit barcode).
characteristics.
your job must separately meet the minimum requirement of 300 pieces.
Note: Bound Printed Matter cannot be merged under DMM 705.1,
705.12.1.1, and 705.13.
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Letter trays
The USPS furnishes mailers with three types of trays
for letter mail:
one-foot ordinary (MM) trays
two-foot ordinary (MM) trays
two-foot extended (EMM) trays
Ordinary trays are designed to hold #10 envelopes. If
5
your mail piece is larger than 4
/8 inches tall or 10½ inches long, you are required
to use extended trays if they are available.
Trays slope at each end, so you cannot load a 24-inch stack of mail into a “twofoot” tray. Two-foot trays actually are 21.75 inches long as measured along the
bottom of the tray. One-foot trays actually are 10.25 inches long.
The USPS requires you to use a mixture of one-foot and two-foot trays in the
same mailing for pieces that meet MM tray-size limitations. If you don't have
enough of one size tray or the other, ask the USPS for authorization to prepare
letters in all one-foot or all two-foot trays. When you use a mixture of sizes, you
might find it helpful to print a Presort output field (AP.Ctn_Size) on your tray
labels, as a convenient signal for the mail-room crew.
Tray preparation
The USPS accepts presorted letters only in trays, not sacks. There are three ways
of preparing letter trays: loose, separator cards, and packages. The method you
must follow will depend on the presort scheme you chose.
On your Mail Sort Listing, Presort indicates which type of preparation is required
for each tray. You can also print a Presort output field (AP.Tray_Prep) on your
tray labels, as a convenient signal for the mail-room crew.
The USPS requires that you place a sleeve around the tray. Then you have to wrap
a strap around it from end to end.
Loose Separator
Cards
Packages
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Trays, full and otherwise
When it comes to filling a tray, there are three possibilities:
Tray Description
Full Most trays have to be full. “Full” means between 75 and 100
percent full.
Note that Presort will not make trays with less than the minimum
percentage tray volume set in the scheme. The minimum tray
volume percentage can be set as low as 50 percent.
Overflow Whenever you have at least one full tray going to a USPS facility,
you are allowed (in some schemes) to make an additional, partially
filled tray.
Underfilled When you enter mail at an SCF, you can make one partial tray of
mail destined within the area of that SCF.
If you have 150 very thin pieces, this could also result in an under-
filled tray.
You might find it helpful to print a Presort output field (AP.Ctn_Fill) on your tray
labels, as a signal to the mail-room crew and USPS acceptance staff. That same
tray-filling indicator is listed on two reports, the USPS Qualification Report and
the Mail Sort Listing.
Size limits
In tray schemes, you can set a minimum and maximum amount of mail as a
percentage of full. Look for the Minimum and Maximum Tray Volume options.
We preset these to 85 and 100 percent, respectively. These settings will serve
most mailers very well. Any change to these settings might result in refused
mailing.
There is one situation in which you might need to reduce these settings. When
you mail large (tall) letters, you’re supposed to use extended (
EMM) trays.
However, you might get permission to use regular trays if your postmaster can’t
supply enough EMM trays. In this event you’ll have to slant the pieces, or you
won’t be able to get the sleeves on. When you slant pieces steeply, trays don’t
hold as much mail, so you would have to reduce both the minimum and
maximum limits.
Because pieces are slanted to fit, you lose a few inches of usable tray length.
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Overflow trays You can prevent Presort from creating overflow trays in the schemes listed below.
Turning off overflow trays creates fewer trays, but those pieces that would have
gone into the overflow tray fall to the next sortation level and are charged higher
postage. Before you decide to turn off overflow trays, you must carefully
compare the cost of making more trays and the increase in postage.
Presort includes the option to create overflow trays in certain automation letter
schemes. In other schemes, there is no overflow option; Presort automatically
creates the overflow tray when applicable. As a general rule, overflow trays are
allowed if the next sortation level has a higher rate. Refer to the DMM for mail
types that cannot have overflow trays.
You control overflow tray creation
Automatic overflow tray creation
In some schemes, you can control whether Presort makes overflow trays or not.
There is an option to create overflow trays in these schemes.
1C, PER, and STD automation and regular letters
STD, Letter Trays on pallets
PER, Regular Letters
The option is named Create Overflow Auto/Mach Trays, Create Overflow Trays
(PER, Regular Letters), and STD Create Overflow Trays (STD, Regular Letters).
In Views, set the option to make overflow trays in the Optional Sortation window
of each scheme.
If you choose not to create overflow trays, but Presort determines that because of
piece thickness, it has to make overflow trays, Presort overrides your No setting
and creates the overflow tray anyway. A warning appears on the Job Summary
report.
**Note: Due to piece thickness, overflow trays may have been made
to maintain rate eligibility (150 pieces)
The following schemes don’t include the option to create overflow trays. The
overflow trays are created when applicable in these schemes. You can control the
creation of overflow trays for carrier route mail through your minimum tray
settings for 5-digit trays, or by choosing to create 3-digit trays.
Scheme Overflow tray creation
1C/STD, Regular Letters In First Class, overflow trays will automatically be made because of the requirement to
have 150 pieces for the 3-digit area in order to make 3-digit and 5-digit trays.
In Standard Mail Letters (processing category set to Automated Letter or Machinable Let-
ter), overflow trays at the AADC level are optional. If you set either of the following
parameters to Yes, Presort will create overflow trays.
In the 1C/STD, Regular Letters scheme block:
STD Create Overflow Trays (Y/N)...... = Y
In the Letter Trays on Pallets scheme block:
Create Overflow Auto/Mach Trays (Y/N). = Y
PER, CART Regular Letters, and
STD, Enhanced Carrier Route
Regular Letters
Overflow trays are controlled by your setting in the Min Carrier 5DG Tray option and by
selecting the option to Create 3DG Carrier Route Trays. (The minimum for 3-digit carrier
route trays is always one carrier route package which contains 10 or more pieces to two or
more 5-digit ZIP Codes).
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Flat trays
First Class flats Use flat trays for First Class flats and
CMM pieces; if you prepare Periodicals or
Standard Mail flats, place them in sacks,
not trays.
Flat trays are much taller than letter trays;
they are 11¼ inches high. Some people call
them flat tubs.
Filling trays The USPS requires that you package First Class flats if you use the following
preparation types (see the Presort Job-File Reference for details of each):
automation
regular
combined
However, the USPS doesn’t require packaging if you use Tray Automation
preparation; you must prepare those flats loose in trays.
Regardless of whether pieces are packaged or loose, the USPS wants you to use
the space in trays efficiently. The USPS considers a flat tray to be full when:
It contains at least one stack of pieces or packages lying flat.
The stack reaches at least to the bottom of the handholds (8 inches tall in a
flat tray).
Stacks You can control tray filling by setting four options in the First Class Flats
scheme:
Maximum Package Thickness
(except Tray Automation)
Number of Stacks in Tray
Minimum Tray Height
Maximum Tray Height
Don't confuse a stack with a package. A
stack is a column of pieces between 8
and 11¼ inches tall.
The size of most flats will allow you to
place two stacks in the tub, one at each end. You may place up to four stacks in a
tub (when mailing a digest-size piece, for example).
A stack cannot extend beyond the top of the tray. You'll need to place a lid on the
tray and secure it with two straps around the width (the shorter dimension).
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Packages A stack typically contains two or more packages. So if you package First Class
flats, you'll want to set your maximum package thickness so that you can fit
multiple packages in a stack. You could also stand a single package on end and
place it next to a stack.
If you set maximum package thickness at 6 inches, you’ll have some 12-inch
stacks, too tall for the tray. So we recommend that you set the maximum package
thickness to no greater than 5 or 5½ inches.
Obviously, tray filling is something you can plan more precisely if you can get
some sample mail pieces.
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Flats in letter trays
How it works If your STD flat pieces meet specific USPS criteria, you can place them in letter
trays instead of sacks. The flats must be packaged under most situations, and then
the trays must be palletized.
What are the benefits?
Your pieces are less likely to be damaged when they are placed in trays. Bundles
are also less likely to break open when they are in trays. For example, if your flats
include a sample of laundry detergent, there is a good chance that some may
break open when they are handled in sacks. However, placed in trays, the packets
of detergent are more protected and fewer pieces are broken.
Rules and regulations You can learn the rules about flats in letter trays by reading the applicable Postal
Bulletin issues: Postal Bulletin number 22089 dated 14 November 2002 and
number 22095 dated 6 February 2003. View online copies at the USPS web page:
http://www.usps.com/cpim/ftp/bulletin/pb.html.
Here is an overview:
Ninety percent requirement
Minimum piece requirement
Size and weight requirements
Preparation requirements
Ninety percent
requirement
To be eligible for this sortation option, at least 90 percent of your entire mailing
must be automated or enhanced carrier route (ECR) rate flats. The remaining 10
percent (or less) can be presorted rate flats.
Minimum piece
requirement
Size and weight
requirements
You cannot base the 10 percent on individual plant-verified drop shipment
(PVDS) destinations. You must consider the entire mailing.
Presort does not check for this requirement, but it does issue a warning when you
validate your job.
Your mailing must meet all minimum piece requirements (DMM 243) for
automation and ECR flats.
Automation flats have a minimum of 200 pieces (and remember, they must
consist of at least 90 percent of the job).
ECR flats have a minimum of 200 pieces.
Presorted flats have no minimum requirement (and must consist of 10 percent
or less of the job).
Automated, presorted, and ECR rate flats must meet the specific dimensions
stated in the DMM, sections 301 and 201.
In addition, the pieces must fit correctly in the trays. That means that the pieces
cannot stick out of the tray or be jammed in the tray. Find tray dimensions in the
DMM 345.03.04.
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If the dimensions of the flat piece permits, you can position the pieces in the trays
in double rows. To set this up, enter twice the length of the tray in the USPS
Optional Procedures block.
Preparation requirements All flats must be packaged, except for flats in full 5-digit trays and full individual
carrier route trays. Sacks are not allowed when you prepare flats in letter trays
except when there aren’t enough pieces to fill a tray or enough trays to complete a
pallet.
Roll up leftover pieces: If ECR pieces don’t meet the minimum pieces
requirement, the remaining pieces must mail at First Class rates.
Co-trays: Presorted and automation rate pieces must be co-trayed where
applicable. You cannot co-package this type of mailing.
Setting up flats in letter trays
To make setting up your flats letter trays on pallets jobs easier, we include a
template job named a_flltpl.pst. Most of the settings are already made for you.
Read about templates in Views online help or chapter 1 of the Presort Job-File
Reference.
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Is your piece a flat or a parcel?
You will process some of your flats as parcels or not flat-machinables (NFM).
Use this section to figure out how you should mail your pieces.
Terminology Please note the following definitions of postal terms as they apply to your
mailings. Specific requirements regarding the number of pieces and the
dimensions and weight and other characteristics (for example, flexibility) of the
mail piece vary by mail class and shape. See the DMM for specific requirements
for each mail class and shape.
Machinable flat Flat-sized mail that meets USPS requirements for processing on their equipment.
The term “machinable” also applies to parcels and the new NFMs. See “Standard
Mail parcels - not flat-machinable (NFM)” on page 87 for details.
Nonmachinable flat Flat-sized mail that does not meet USPS requirements for processing on their
equipment. It may be too flimsy or too rigid, for example. Nonmachinable rates
are higher; therefore, do not choose this category if your mail piece is
machinable.
The term “machinable” also applies to parcels and NFMs.
Not Flat-Machinable
(NFM)
NFM is a processing category for Standard Mail pieces of a certain size
(overlapping the flats and parcels dimensions) that are too rigid to be processed
on USPS flats-sorting equipment. Previously these pieces were handled by the
UFSM 1000 flats processing category.
Flats dimensions The length of a flat-sized mail piece is the longest
dimension. Width is the dimension perpendicular to the
length.
Testing the flexibility
and droop of your flatsized mail piece
For a piece to be considered a flat, it must meet the flexibility requirements as
stated in DMM 301.1.4.
a. All flats:
1. Place the piece with the length parallel to the edge of a flat surface and
extend the piece halfway off the surface.
2. Press down on the piece at a point 1 inch from the outer edge, in the center
of the piece’s length, exerting steady pressure.
3. The piece is not flexible if it cannot bend at least 1 inch vertically without
being damaged.
Width
Length (the longest
dimension)
4. The piece is flexible if it can bend at least 1 inch vertically without being
damaged and it does not contain a rigid insert. No further testing is necessary.
5. Test the piece according to 1.4b or 1.4c below if it can bend at least 1 inch
vertically without being damaged and it contains a rigid insert.
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b. Flats 10 inches or longer that pass the test in 1.4a and contain a rigid
insert:
1. Place the piece with the length perpendicular to the edge of a flat surface
and extend the piece 5 inches off the surface.
2. Press down on the piece at a point 1 inch from the outer edge, in the center
of the piece’s width, exerting steady pressure.
3. Turn the piece around and repeat steps 1 and 2. The piece is flexible if both
ends can bend at least 2 inches vertically without being damaged.
c. Flats less than 10 inches long that pass the test in 1.4a and contain a
rigid insert:
1. Place the piece with the length perpendicular to the edge of a flat surface
and extend the piece one-half of its length off the surface.
2. Press down on the piece at a point 1 inch from the outer edge, in the center
of the piece’s width, exerting steady pressure.
3. Turn the piece around and repeat steps 1 and 2. The piece is flexible if both
ends can bend at least 1 inch vertically without being damaged.
DMM 301.1.4
Automation flat Furthermore, for a flat to qualify as an automation flat, it must pass the USPS
deflection test (see DMM 301.3.2.4), which tests how much the piece droops
when held over the edge of a hard surface. The USPS rules state that a mail piece
is automation-compatible if it meets the other automation requirements and
passes the following deflection test:
a. For pieces 10 inches or longer:
1. Place the piece with the length perpendicular to the edge of a flat surface
and extend the piece 5 inches off the surface. Turn the piece around and
repeat the process.
2. The piece is automation-compatible if it does not droop more than 4 inches
vertically.
b. For pieces less than 10 inches long:
1. Place the piece with the length perpendicular to the edge of a flat surface
and extend the piece one-half of its length off the surface. Turn the piece
around and repeat the process.
2. The piece is automation-compatible if it does not droop more than 1 inch
less than the extended length. For example, a piece 8 inches long would
extend 4 inches off a flat surface. It must not droop more than 3 inches
vertically.
c. For pieces with bound or folded edges, perform the test in 3.2.4a or
3.2.4b above by placing the bound or final folded edge perpendicular to
the edge of the flat surface.
DMM 301.3.2.4
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Standard Mail parcels
- not flat-machinable
(NFM)
Not Flat-Machinable (NFM) pieces fall within the Standard Mail parcel category.
According to the USPS, “The NFM subcategory gives mailers the option to mail
qualifying pieces at the lower, NFM rates, rather than at the higher, parcel rates.”
NFMs are:
Pieces that are either too rigid for processing as an automation flat (see
“Testing the flexibility and droop of your flat-sized mail piece” on page 85
for more information).
Pieces that fall into what was previously known as the UFSM 1000 flat
category (before Presort 7.80c).
The physical standards for NFMs are described in DMM 401.2.2.2. The
following are valid dimensions for the NFM processing category:
The height should be between 4 and 12 inches.
The length/width should be between 4 and 15.75 inches.
The thickness should be between 0.009 and 1.25 inches. Pieces less than 5
inches in length must be over 0.25 inches thick.
Processing categories There are two NFM processing categories:
Irregular NFM - This category covers NFM pieces that are 6 ounces or less.
Machinable NFM - This category covers NFM pieces that are more than 6
ounces.
Using the MailDirShow
utility with NFMs
The MailDirShow utility treats NFMs as parcel pieces.
You need to determine if the shape of your mail piece falls under IRREG or
MACH. You determine this based on the weight and intended processing of your
mail piece.
NFMs weighing less then 6 ounces are considered irregular parcels (IRREG).
NFMs weighing more then 6 ounces are considered machinable parcels
(MACH).
Rate information Not Flat-Machinable pieces have their own rates for regular and nonprofit. These
rates are described in DMM 443.5.5 NFMs are also eligible for destination rates.
Note: An important thing to note is that there is a surcharge on some NFM
pieces (see DMM 443.4.4). You will not be subject to surcharge if you use
barcodes on your STD Parcel and NFM pieces.
Additionally, the surcharge does not apply to pieces sorted to 5-digit ZIP
Codes (5-digit/scheme sacks or pallets).
If you plan to place a barcode on your NFM pieces, set the Parcel or NFM is
Barcoded parameter, which is located in the Version Descriptions block, to
Yes. If you set this parameter to No (no barcode on the piece), Presort
applies the surcharge.
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Packaging Presort supports packaging at the 5-digit level (DMM 455.6.2) when you prepare
NFMs on pallets or in pallet boxes (DMM 705.8.0). No other NFM packaging is
permitted.
This allows you to create 5-digit packages using a five piece minimum. Creation
of 5-digit packages is necessary in order to claim the 5-digit rate when palletizing
NFM pieces.
The difference between the 5-digit rate and the 3-digit rate is 14 cents. Note that
Presort places the 5-digit packages with the loose parcels on pallets.
Note that pieces that are not packaged on pallets are considered one large
“virtual package,” even when Presort creates the optional 5-digit packages.
Use the Create 5DG NFM Packages parameter to tell Presort that you want to
prepare 5-digit packages.
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Periodicals origin split
The USPS use to process and transport Periodicals flats separate from other
classes of mail. In order to improve service for Periodicals without adding costs,
the USPS created an additional package and sack. See Postal Bulletin 22166 for
more information.
Presort uses a mixed package/sack level. The mixed sack level (MADC L201) is
in addition to the mixed sack (MADC L009).
The content of a sack at the mixed origin level (as well as the content of mixed
packages from mail left over after the 3-digit, 5-digit and ADC bundles have been
prepared), is determined from the table, L201. This table is based upon the 3-digit
ZIP Code of both the entry point and the destination. Mail left over after this level
is prepared in mixed packages and sacks according to the L009 table.
Rules The following list gives an overview of the USPS rules for the Periodicals origin
split processing. For more detailed information, see DMM 707.
After preparing all bundles at finer sort levels (for example, any carrier route
and automation pieces first and then any Presorted levels prior to mixed),
prepare origin mixed packages based on the L201 table (using entry point and
piece destinations) before making “normal” L009 MADC bundles.
Before making Mixed ADC sacks, make L201 Origin Mixed ADC sacks
(based on entry point and bundle destinations). These may contain L201
Origin Mixed ADC packages and bundles from finer sortation levels.
Note: Sacks may contain 5DG, 3DG, ADC or L201 bundles, or a
combination of the above.
Examples The following diagrams show where the L201 Mixed ADC level fits in.
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How do I use this package and sack?
In Job, use the parameter named Create MXD Origin(L201) Pkg/Sack in Presort
Scheme: PER, Flats to create Mixed Origin ADC (L201) packages and sacks. In
Views, select the option Mixed Origin ADC (L201) in the Optional Sortation
Levels window for the PER, Flats scheme.
See the Presort Job-File Reference of the Presort Online Help for more
information about this parameter.
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Sacks
Periodicals and Standard Mail
Sacks are used for:
Periodicals
Standard Mail flats and parcels
Package Services
The USPS furnishes mailers with sacks in three
sizes, as shown in the table below.
Size Capacity Maximum
weight
Cubic feet Cubic inches Pounds
#1 4.5 7776 70
#2 3.0 5184 70
#3 1.5 2592 70
Size limits The USPS sets the minimum amount of mail that you can place in a sack and
qualify for a presort discount. For example, generally, Standard Mail sacks must
contain at least 15 pounds or 125 pieces. Periodicals sacks can contain as little as
one package. Package Services BPM sacks generally contain 20 pieces or 20
pounds (the number of pieces varies for Package Services Library and Media
Mail).
When you set up your
presort schemes, you
can control sack
filling by setting a
maximum weight and
volume. (The volume
limit is a percentage
of the total capacity
listed above.) If you raise the limits too high, you might end up lugging some
heavy, full sacks. If you set them too low, Presort will form more sacks, and you
might waste some work by handling more sacks than necessary.
Presort will choose to use whichever limit best fits the mailing. To determine
which limit to apply, Presort divides the weight of one piece into the maximum
weight, and the volume of one piece into the maximum volume, and uses the limit
that results in the smaller number of pieces.
For example, if you are mailing large poster tubes, it might take only 15 pieces to
fill a sack by volume, but 100 pieces to fill a sack by weight. Presort would
choose to form sacks based on the volume limit. If you’re mailing printed matter,
weight is usually the limiting factor.
If you mingle multiple versions, Presort applies both the weight and volume
limits. This ensures that sacks will be properly filled no matter what mix of
versions they happen to contain.
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Overview of palletization
Should you palletize?
Palletizing means preparing packages,
letter trays, or sacks on shipping
pallets, which are destined and labeled
for USPS facilities. The USPS
supports palletizing in Periodicals,
Standard Mail, and Package Services,
but not First Class.
Palletizing is the only practicable way
to handle large mailings. However, they can be practical and attractive even for
medium-sized mailings. With some exceptions, pallets may weigh from 250 to
2200 pounds.
Palletizing makes it easier to transport mail within your plant, and into and out of
trucks. If you prepared these packages in a sack scheme, postage would be based
on sack level. Postage for the same mail prepared with a Packages on Pallets
scheme would be based on package level, resulting in potentially overall lower
postage
To palletize your mail, you will need Postalsoft Presort’s Palletization module.
The USPS does not require any special permit for palletizing. However, you must
be careful to follow all USPS rules regarding pallet preparation, materials, and
stacking. If the USPS decides that you prepare unsafe pallets, they could
withdraw your palletization privilege. You may need additional equipment to
shrink-wrap and move pallets.
Using pallets for
convenience, but not
palletizing
Size limits
Some lettershops deliver trays to the local post office on a pallet. But they use the
pallet only as a convenient means of transporting trays or sacks. Their mailing
documentation shows only their trays or sacks, while making no mention of the
pallet. The pallet is worked at the local office, and not forwarded to any other
USPS facility. This situation is common, but it does not require palletization
software, and is not what we mean by palletization.
The USPS limits pallets both by weight and height.
Dimension Limits
Weight With some exceptions, pallets should contain at least 250 pounds of
mail, unless you make special arrangements with the USPS. No
single pallet, nor stack of pallets, may weigh more than 2200
pounds. This figure includes the weight of the pallet itself, so if you
put 2200 pounds of mail on a pallet, it’s overweight.
Height Single pallets are limited to 77 inches tall, and stacked pallets to 84
inches. This is measured from the floor, so it does include the
height of the pallet itself, not just the mail.
Pallets of letter trays must contain at least 36 linear feet of trays.
Some Parcel Post rate categories qualify pallets based on the number of inches of
mail. For example, an inter-BMC pallet of machinable parcels that qualifies for a
BMC or Origin BMC presort must contain at least 52 inches of mail.
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Within these USPS limits, you can set your own pallet limits, through options in
the palletizing schemes (next page).
Limit Description
Minimum weight 250 to 500 pounds
You have the option either to:
set the same minimum at all sort levels, or
set different minimums at each sort level (see below).
Maximum weight 1000 to 2200 pounds
We recommend 2100 pounds because you must count the weight
of the pallet, wrapping, boxes, straps, top cap, and so on. The
same maximum weight is applied at all sort levels.
Note that for Standard mail pallet schemes you have the option to
set the max pallet weight for each pallet level.
Maximum volume 75 to 100 percent, based on the USPS maximum volume of 85½
cubic feet.
Our figure for maximum volume assumes a stack of mail 40
inches wide, 48 inches long (which are normal pallet dimensions), and 77 inches tall.
You may find that your stacks of mail do not cover the entire pallet area; for example, there may be a few inches of open space
around each edge. You might want to allow for this by reducing
the maximum pallet volume. Otherwise, Presort might form a
pallet taller than 77 inches.
How Presort applies your limits
Generally, Presort applies either the maximum weight or volume limit, not both.
To determine which limit to apply, Presort divides the weight of one piece into
the maximum weight, and the volume of one piece into the maximum volume.
Whichever method yields the smaller number of pieces, Presort uses as the limit.
When you mingle multiple versions or editions, Presort applies both the weight
and volume limits to each pallet. This ensures that pallets will be properly filled
no matter what mix of versions they happen to contain.
Adjusting your limits You can set different minimum weights at each sort level. You might do this to
reduce the number of small pallets, and thus, reduce handling.
For example, when preparing a Packages on Pallets scheme, you might set the
pallet weight for 5-digit and 3-digit pallets at 500 pounds, and set the pallet
weight for SCF pallets at 250 pounds (the minimum allowed by the USPS).
Fewer, fuller pallets would be formed using this strategy, because more mail
would fall to the SCF pallets. You'll benefit from less mail handling and no
increase in postage, because postage applies to the package level, not the pallet
level.
If you have USPS authorization, you may set the minimum pallet weight at less
than 250 pounds. Presort will warn you that your setting is below USPS
regulations, but you can ignore the warning and process the job anyway.
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Packages and containers on pallets
For convenience, the USPS allows mailers to place packages or containers of
mail directly on pallets in certain classes. Presort supports preparation of the
following packages or containers on pallets:
Class Packages Trays Sacks
Periodicals
Standard Mail
Package Services
D
D
DDD
D
Use one of the following schemes:
PER, Packages on Pallets
STD, Packages on Pallets
PSVC, Packages on Pallets
STD, Trays on Pallets
STD, Flats Letter Trays on Pallets
PER, Sacks on Pallets
STD, Sacks on Pallets
In each of these schemes, Presort combines ordinary container schemes to form
the palletized scheme. For example, in the Standard Mail, Trays on Pallets
scheme, Presort offers these four on/off controls, one of each of the four tray
schemes:
1. Enhanced Carrier Route (Automation)
2. Enhanced Carrier Route (Regular)
3. Automation
4. Regular
We recommend that you turn on all of the individual scheme controls within the
pallet scheme. Presort will combine the package or container schemes into one
palletized mailing. In your reports, forms, and output files, the pallets scheme will
behave as one scheme, not four.
You may combine these mailings on pallets without any special USPS
permission. We feel that most mailers should combine these mailings for
maximum efficiency.
In Standard Mail jobs, be sure to turn on an option called Auto Qualification.
Otherwise, with this option turned off, Presort would cancel the whole Letter
Trays on Pallets scheme if any of the four tray schemes failed to meet minimum
mail volume (50 pounds or 200 pieces).
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Packages Packages are formed within limits
as explained at “Packages” on
page 70. Pallets are formed within
your limits of weight and volume,
as explained at “Overview of
palletization” on page 92.
If you do not use the Packages on
Pallets scheme, the alternative is sacks. Postage on sacked packages is based on
the sack level. (Except when mailing automated flats and carrier-route sacks in
Periodicals and Standard Mail, and carrier-route sacks in Standard Mail. Then the
postage is based on the sort level of each package.)
Postage on palletized packages is based on the package sort level, so you may
save on postage if you choose to place packages directly on pallets rather than in
trays or sacks, and then on pallets. You could save on labor, too.
Trays Trays are formed as explained at “Letter
trays” on page 78. Each layer of trays is
called a tier. Each tier may contain up to
6 two-foot trays, or 12 one-foot trays, or
an equivalent mix.
You can set pallet limits both in terms of
weight and volume (as explained at “Size
limits” on page 92) and in terms of
numbers of linear feet. Presort will apply whichever limit is the more restrictive.
If you use linear feet as your criteria, you must form a pallet when there are at
least 72 linear feet (six tiers).
Usually, you cannot stack pallets of trays. The top tier may be partial, so you may
not have a flat surface on which to stack another pallet. Also, stacking tends to
crush letter trays, especially underfilled trays.
Presort does not specifically assign a tray to a particular tier. It is up to you to
stack trays in a safe, stable manner. USPS rules require that you stack the heaviest
(fullest) trays on the bottom and lightest trays on top. Presort can sort trays by
weight, but that isn’t the default sequence of output. The Mailflow feature offers
an option to sort trays by weight (see “Pallet, container, and package sequence”
on page 297).
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Sacks You can set pallet limits both in
terms of weight and volume (as
explained at “Overview of
palletization” on page 92). Presort
will apply whichever limit is the
more restrictive.
You may stack more than one tier of
sacks on a pallet; many mailers stack
them in a pyramid shape, as long as the pallet plus the height of the sacks does not
exceed 77 inches.
Band or shrinkwrap each pallet.
You may stack one pallet on top of another, but you must apply a top cap to the
pallet so that there is a flat, stable surface on which to place the next pallet.
Most sack mailers do not stack pallets. In fact, some mailers purposefully stack
sacks in a pyramid shape for two reasons:
To discourage the USPS from stacking pallets and crushing the mail pieces.
So the pallets cannot be stored efficiently. The hope is that the USPS will
process these pallets quickly in order to free up floor space for pallets that
can be stacked.
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“Fletters” on pallets
Between the USPS height and
width limits on regular letters, and
the limits on automated flats, there
is an area of overlap. Pieces in the
fletter category may be between 5and 6.125-inches tall, and up to
11.5 inches long. (The maximum
thickness is the same as letters:
0.25 inch.) They are often called digest-size pieces, because they are often about
the same page size as a Reader’s Digest or TV Guide. You won’t find a specific
term for these pieces in the USPS Domestic Mail Manual, but we call them
“fletters.”
Scheme sequence The tables below show a suggested scheme sequence for Standard and
Periodicals fletters jobs. The sequence you choose depends on what is more
important to you: palletization or postage savings.
Standard Mail
Sequence
in the job
If your priority is palletizing
(and saving labor)
If your priority is postage savings
1 Standard Mail Packages on Pallets (automation only) Standard Mail Enhanced Carrier Route Letters
(Regular, in trays)
2 Standard Mail Enhanced Carrier Route Regular Letters
Standard Mail Packages on Pallets (Automation)
(regular only)
3 Standard Mail Flats (automation only) Standard Mail Flats (Automation, in sacks)
4 First Class/Standard Mail Regular Letters Standard Mail Regular Letters
Periodicals
Sequence
in the job
If your priority is palletizing If you priority is postage savings
1 Periodicals Packages on Pallets Periodicals Carrier Route and Regular Letters (in
trays)
2 Periodicals Carrier Route and Regular Letters (in
Periodicals Packages on Pallets
trays)
3 Periodicals Flats (in sacks) Periodicals Flats (in sacks)
4 Periodicals Regular Letters (in trays) Periodicals Regular Letters (in trays)
As you can see, in some schemes, your fletters will be sorted and documented as
automated flats. In other schemes they are sorted and documented as regular
letters. In the Version Description window, set the processing category of your
piece to Automated Flat.
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Since January 2001, the non-automated 3/5-digit rate in Standard Mail is
lower for letters than for flats. For that reason, if lower postage is your
priority, we recommend that you run your job twice; once using the four
schemes as shown above and once using just the Standard Mail ECR Letters
(regular) scheme followed by Standard Mail Regular Letters scheme.
Compare the results from the two processes and use the one that offers the
lower postage.
Combining rates on pallets
The Packages on Pallets and Sacks on Pallets schemes can, if you want, place
three package rates on the same pallet: carrier-route, automation, and regular.
(The scheme contains on/off controls for each rate.) So it can be an extremely
efficient way to prepare your mail.
Process Standard Mail fletters jobs as flats
You can speed up your mail preparation time when you prepare fletters on pallets.
When you prepare fletters on pallets, you can speed up your processing time
because the USPS has recently eliminated the ten-percent rule. Now you can sort
all of the pieces in a Standard Mail fletters on pallets job as flats, and you can put
the non-palletized non-automated flats portion in sacks instead of in trays.
Refer to Postal Bulletin 22081 (7-25-02) for complete information about this
preparation.
Because the USPS removed the ten-percent rule and now allows you to process
non-automated pieces as flats in sacks, we can offer you two options for setting
up your Standard Mail automated flats on pallets jobs.
Set up your job as a fletters job (current fletters jobs are still valid).
Set up your job using all flats schemes.
Set up your job as fletters When you set up your job as a traditional fletters job, Presort prepares all non-
automated pieces as regular letters mailing at the regular letter rate. The regular
letter rate is cheaper than the flats and non-letter rates.
Set up your job using all
flats schemes
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If you set up your job as a traditional fletters job, use Presort’s template for
fletters named a_ftrplt.pst. Refer to the scheme sequence on the previous page
(Standard Mail If Your Priority is Palletization).
Make sure that you set your processing category in the Version Description block
to Automated Flat.
When you set up your job as all flats you can save time and labor costs. You can
bypass all of the special letter preparations that you have in a traditional fletters
scheme, and put all of your pieces on pallets (or in sacks). Postage is higher,
however, because all pieces mail at the non-letter flats rate.
Here is a sample scheme sequence for an all flats setup:
1. STD, Packages on Pallets (auto, cart, reg turned on)
2. STD, Flats (auto, cart, reg turned on)
To set up your fletters job using all flats schemes, make sure that you type Yes
(turn on) the following option in the two scheme blocks:
Prepare CART Rate Packages
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Prepare Automation Rate Packages
Prepare Regular Rate Packages
Note: If you don’t have carrier route addresses in your job, you don’t need to
choose the Carrier Route option.
When you set up your job correctly, you will see this message. Click Yes to
continue.
If you set up your job with just the STD, Flats scheme, you must also select the
Co-pkg Auto & Reg option. Refer to the Presort Job-File Reference or Views
online help for details on setting up co-packaging.
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Flat sorting machines
Many USPS facilities are equipped with flat sorting machines (FSMs). There are
two types of FSMs and they each have their own unique features.
Sorting machine Description
AFSM 100 The automated or AFSM 100 sorts packages of flats, not indi-
vidual flats.
UFSM 1000 The UFSM 1000 can handle pieces that are smaller, larger and
heavier, and those that meet less restrictive poly wrap requirements than the AFSM 100s. It is designed to process newspapers, tabloids, catalogs, certain parcels, and many kinds of
pourable that the AFSM 100 can’t process.
The type of FSM at the USPS facility where you enter your mail will affect the
way you set up your Presort job.
Example For example, in Periodicals and Standard Mail flats mailings that include both
carrier-route and non-carrier-route pieces, your mail preparation choices depend
on whether the processing facility is equipped with an AFSM 100.
AFSM 100 Presort setup
No You may choose to merge carrier-route, automation, and regular
packages of flats in the same container if the processing facility does
not have an AFSM 100.
Yes If the processing facility has an AFSM 100, you cannot merge pack-
ages.
The USPS wants to dump the contents of the sack or pallet directly
on the flat sorting machine to sort automation and regular-rate
pieces, and they want the CART pieces prepared in separate containers so that those pieces can be routed directly to the delivery office.
To merge carrier-route with non-carrier-route pieces, you can select the Merged
5-DG/Scheme Level option in the Optional Sortation Levels window. Presort will
check the ZIP Codes against the list of USPS facilities to determine which have
AFSM 100 machines; if no AFSM is available at a particular facility, Presort
merges the flat packages that you plan to submit there.
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