Business objects ZIPCOUNT 7.71C User Manual

ZIPCount

User’s Guide

ZIPCount Version 7.71c

January 2007

Contact information Contact us on the Web at http://www.firstlogic.com/customer

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.

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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.

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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

2

ZIPCount User’s Guide

Preface

The ZIPCount Utility is designed to analyze ZIP Code list information from a postal processing center perspective. ZIPCount is specifically designed to help analyze ZIP Code lists. It also organizes the ZIP Codes in a numeric database to maximize efficiency in ZIP Code entry points.

Match/Consolidate This utility counts ZIP Codes in a specified field and provides output in either

report or data-file formats (for importing into a spreadsheet or word processor). ZIPCount can generate multiple reports from one execution and can import multiple input files to mimic Presort or Match/Consolidate jobs.

ZIPCount is helpful in establishing break points to determine duplicate records. This is an advantage when you have multiple input files or lists that are suppressed, given priority, rented or special. For instance, if ZIPCount showed that ZIP Codes were skewed for a very large mailing with multiple input files, this would demonstrate that break points and emphasis should be changed, or additional break points should be added across additional parameters to optimize effectiveness.

Match/Consolidate input file example:

ZIPCount example:

The ZIPCount code report can be used as a fast tool to generate various Match/ Consolidate field counts, such a gender, pre-name or firm. The ZIPCount State and SCF reports may also be especially useful to Match/Consolidate users. In the Match/Consolidate input block, the starting record number and maximum number of records to input directly corresponds to the record number and count in the 5Digit and 3-Digit reports. We recommend that ZIPCount run after ACE or Zipsort because these utilities update the accuracy of the input files, a feature not included with ZIPCount.

BEGIN Input File =================================== Input File Name (path & file name)... = \data\infile.dat

Reference File (path & file name).... =

Ref File Invalid (CREATE/ERROR)...... =

Ref File Old (CREATE/UPDATE/USE)..... =

Ref File OK (CREATE/UPDATE/USE)...... =

Starting Record Number............... = 15134

Maximum Number of Records to Input... = 8529

Input Filter (to 1024 chars)......... =

Keys for Break Groups (ALL/AS_NEEDED) = ALL Protect Input File From Purge (Y/N).. = Y END

ZIP Count Rec# ZIP Count Rec#

----- ----- ----- ----- ----- ----00601 106 4200 01003 97 2290 00619 3515 36271 01004 1809 10846 00681 8529 15134 01007 288 27338

. . . . . .

Preface

5

Presort Presort users can incorporate ZIPCount to view breakdowns of the mailing to

select SCF and BMC entry points. It is important to understand that ZIPCount reports the number of records, not mail pieces. So, if you are using PW field Copies, then the Processing Center Listing may be needed. The Processing Center Listing may also be required for 2C jobs as well, since ZIPCount reports records only, and USPS zone skipping savings are based on pounds.

ZIPCount can produce additional savings by calculating quantities of mail pieces for specified areas. This demonstrates how many mail pieces are needed to profit from specialized bulk mail delivery (less the cost of extra transportation and labor).

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ZIPCount User’s Guide

Installation

The ZIPCount package is installed like other Business Objects programs, using Install, Psinstall. For instructions, refer to your System Administrator’s Guide.

The installation program places ZIPCount in your PW List Analysis directory:

DOS \pw\la UNIX /postware/la

The package occupies about 1/2 of a megabyte of disk space. You can run ZIPCount with a command line or job file. There are sample reports later in the document. Job file options begin on page 9 and command line options are on

page 16.

Sample job ZIPCount comes with a sample job already set up and ready to run.

 It only takes a few minutes.

 It will help you get acquainted with ZIPCount.

 It will give you a small, simple set of reports to examine.

 It will test whether your software is incalled 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.

The files are located in a samples folder. If you installed to the default Windows directory, they will be located in c:\pw\la\samples. If you installed to the default UNIX directory, they will be located in c:/postware/la/samples. The following table shows the filenames and descriptions.

Windows file name UNIX file name Description

quik_in.dat quik_in.dat Includes sample data information.

quik_in.fmt quik_in.fmt Sample format file.

quik_in.def quik_in.def Sample definition file.

quikwin.zct quikunx.zct Sample ZIPCount file.

Preface

7

Documentation

Access the latest documentation

You can access product documentation in several places:

 On your computer. Release notes, manuals, and other documents for each

product that you have installed are available in the Documentation folder. Choose Start > Programs > [product name or product family] > Documentation.

 On the Customer Portal. Go to www.firstlogic.com/customer, and then

click the Documentation link to access all the latest product documentation. You can view the PDFs online or save them to your computer for viewing or printing.

Conventions This document follows these conventions:

Convention Description

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

should type exactly as shown. For example, “Type

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

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

.txt

Menu commands

extension (

We indicate commands that you choose from menus in the following format: Menu Name > Command Name. For example, “Choose File >

testfile

.txt

New.”

).”

cd\dirs

.”

!

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

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

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

8

ZIPCount User’s Guide

Chapter 1: Job file parameters

To get to the job-file template, copy the master.zct file into another file such as test.zct to prevent overwrite problems when updating the utility. Edit this file for

your ZIPCount needs.

1. Type copy master.zct test.zct then press the Enter key.

2. Type edit text.zct then press the Enter key, or open the job in an editor such as Wordpad or Notepad.

3. Make changes to the job, then save and exit.

4. Type zipcount test.zct then press the Enter key.

Chapter 1: Job file parameters

9

General block

BEGIN General ZipCount 7.71c ==================================

File Protection (OVERWRITE/PROMPT)............. =

Mail Class (FIRST/PER/STD/PSVC)................ =

Processing Category (See Note)................. =

Rate Category (See Note)....................... =

PER Authorized as a Newspaper (Y/N)............ = n

Estimated Drop Date (MMDDYYYY)................. =

Work File Directory (Location)................. =

END

File Protection (OVERWRITE/PROMPT)

Prompt pauses execution, sends a warning message, and waits for your response during verification.

Overwrite destroys the existing output file and creates a new one. There aren’t any warnings displayed during verification.

Mail Class (FIRST/PER/STD/PSVC)

Select the class of mailing; First Class, Periodicals, Standard Mail, Package Services.

Processing Category

Type the processing category that describes the mail piece. The Processing Category parameter is used to verify mail-piece dimensions and other entries. If you’re not sure which category best describes the mail piece, ask your postmaster.

Processing Category Description

Automated letter Delivery-point barcoded; automation-compatible.

Letter No delivery-point barcode; not automation-compatible.

UFSM 1000 flat ZIP+4 or delivery-point barcoded; automation-compati-

ble.

AFSM 100 flat All flats (those with or without barcodes) meeting

301.3.3 criteria.

Flat No ZIP+4 or delivery-point barcode; not automation-

compatible.

Postcard First Class only

Double postcard First Class only

Machinable parcel N/A

Barcoded machinable parcel N/A

10

Irregular parcel N/A

CMM For mailing non-rectangular and irregular-shaped Stan-

dard Mail pieces (Regular and Nonprofit).

ZIPCount User’s Guide

Rate Category

Choose from the following rate categories:

Option Rate Class

Reg Profit All

Nonprof Nonprofit Periodicals and Standard Mail only

Class Classroom Periodicals only

Ag Science of agriculture Periodicals only

BPM Bound Printed Matter Package Services only

Media Media Mail Package Services only

Library Library Package Services only

Parpost Parcel Post Package Services only

PER Authorized as a Newspaper (Y/N)

Select Yes if your publication is issued weekly or more frequently. Also select Yes if your publication was authorized for newspaper treatment prior to March 1,

1984.

Estimated Drop Date (YYYYMMDD)

Enter the estimated date and time that you plan to drop the mailing at the USPS facility.

Work File Directory (Location)

This parameter defaults to the current directory, if left blank.

ZIPCount uses .~zt for work file extensions.

Chapter 1: Job file parameters

11

Auxiliary Files block

BEGIN Auxiliary Files =========================================

Mail Proc Ctr Dir (Location & mpc08.dir)....... =

Mail Direction (Location & facility dir)....... =

Mail Direction (Location & maildirect.dir)..... =

Default ASCII FMT File (Location & <file>.fmt). = END

Mail Proc Ctr Dir (Location & mpc08.dir)

Refer to your System Administrator’s Guide for further information on setting PW_PATH and PATH.

Type the name and location of the Mail Processing Center Directory, for example:

DOS: \pw\dirs\mpc07.dir UNIX: /postware/dirs/mpc07.dir

Mail Direction (Location & facility dir)

Type the location and file name of the Facility directory file, facility.dir.This directory contains information about USPS drop ship facilities, such as drop site keys, drop site names, and drop site delivery addresses.

Mail Direction (Location & maildirect.dir)

Type the location and file name of the Mail Direction directory file, maildirect.dir. This directory contains information about where and when mail pieces should be dropped in order to receive discounts on the bases of class and shape.

Default ASCII FMT File (Location & <file>.fmt)

If all your input files are in the same format, you do not need to create separate FMTs for each file. Create just one FMT file, and type its path and name on this line.

If you have input files that differ from the standard format, you may create an individual FMT for the exceptions. ZIPCount looks for an individual FMT within the same directory and with the same base name as the input file. If one is found, it overrides the default FMT. You can use $JOB at this parameter, which converts to the base job file name (without a path or extension).

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ZIPCount User’s Guide

Input File block

*To specify multiple input files, the input block may be repeated.

BEGIN Input File ==============================================

Input File Name (Location & file name)......... = \pw\ace\out.dbf

Input File Type (ASCII/DBASE3/RMS/RMS_FIXED)... = dbase3

Input Filter (to 512 chars).................... =

Field to Count................................. = zipcart

END

Input File Name (Location & file name)

Remember to include the full path name if the input file is not located in the current directory.

$JOB is accepted at this parameter, for example, $job.dbf, $job.dat or $job.txt

Input File Type (ASCII/DBASE3)

All ASCII files must have an accompanying FMT file.

All DBASE3 file field lengths and names are read from the header at the top of the file.

Input filter (to 512 chars)

Field to Count

Use this feature to exclude records and focus your ZIPCount reports. For example, if you want to drop-ship within a certain radius of your plant, you could use an input filter to eliminate distant ZIP Codes.

As in our other programs, ZIPCount processes only those records that result in TRUE when the filter expressing is evaluated.

This parameter defaults to ZIP.

ZIPCount does not read the DEF file. It simply relies on the FMT or header to find the field to count.

$JOB is accepted at this parameter, for example $job. For example, refer back to the code report on page 21. If you routinely want a report based on the exp_date field, you could create a job file called exp_date.zct and enter the $job at this parameter. ZIPCount then looks for the exp_date field. The Code Report reads the entire field defined.

Chapter 1: Job file parameters

13

Report block

*To generate multiple reports, the report block may be repeated.

BEGIN Report ==================================================

Location and File Name/Printer Device.......... = d:\jobs\count.txt

Existing File (APPEND/REPLACE)................. = replace

Page Header Line 1 (to 80 chars)............... = $date$time

Page Header Line 2 (to 80 chars)............... =

Page Header Line 3 (to 80 chars)............... =

Page Header Line 4 (to 80 chars)............... = $date $time

Page Length (40-100 lines)..................... = 88

Page Width (60-250 chars)...................... = 80

Format of Output (DATA FILE/REPORT)............ = data file

Type of Count (3DG/5DG/STATE/SCF/ADC/BMC/CODE). = code

Sort by (QUANTITY/VALUE/DEST ZIP).............. = quantity

Display Record Number Column (Y/N)............. = n

Minimum Quantity for Reporting................. =

END

* NOTE Sort By Options * QUANTITY - for use with all types of counts * VALUE - for use with all types of counts * DEST ZIP - for use with SCF and BMC counts

Location and File Name Printer Device

Print to an output file or to a printer port by specifying the file name or printer option.

$JOB is accepted at this parameter, for example, $job.rpt.

Existing File (APPEND/REPLACE)

Append attaches the current report to the existing file.

Replace overwrites the last report. This choice saves file space.

Page Header Line 1-4 (up to 80 chars)

This is only for report style.

$DATE and $TIME are only accepted in the Page Header Lines. Use these commands when generating multiple reports.

$JOB is accepted to include the job name in the report header, for example $job.

Four blank lines are included in the report, if you don’t type anything in these lines.

Page length (40-100 lines)

You must specify the length. If the format of the output is set to data file, the page length is ignored because the data file does not have headers, footers or form feeds.

Page Width (60-250 chars)

You must specify the width. The default data file width is 66 characters. Increase this number to 88 if you print in 8 lines per inch.

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ZIPCount User’s Guide

Format of Output (DATA FILE/REPORT)

The data file only prints one column per page, without any form feeds, headers or footers. This format is easy to import into a spreadsheet.

The report is printed with as many columns that will fit on the page, with form feeds, headers and footers. ZIPCount automatically calculates and prints the amount of columns that fit on the page according to the page width specified. You can specify four additional header lines.

Type of Count (3DG/5DG/STATE/SCF/ADC/BMC/CODE)

Choose the type of report you want to have.

Sort by (QUANTITY/VALUE/DEST ZIP)

Quantity sorts the report from maximum to minimum count. Use this when you want to initially browse through the report to see the ZIP Codes or facilities that have the largest number of records.

Alphanumeric sorts the report by type of count in ascending order (0-9, A-Z, a-z).

Display Record Number Column (Y/N)

Type Y when producing the 3DG or 5DG reports. The record number displayed is only useful if the database was first sorted with Zipsort. (This product is purchased separately.)

Minimum Quantity for Reporting

This defaults to 1. For example, if you have a standard mailing which needs at least 10,000 pieces to profit from periodical rate privileges, suppress those records to 9,999 and less by choosing 10,000 as a minimum.

Chapter 1: Job file parameters

15

Command line options

You can run ZIPCount quickly by adding options to your command line. For a list of options, type the zipcount and press the Enter key. The following list of options appear:

Command line vs. job file

DOS shown. UNIX screen is similar.

The job file is more flexible, but takes a little more setup time than using the command line. Here are some reasons to use the job file instead of the command line options:

 Creates multiple reports in one pass.

 Uses multiple input files of mixed file types (ASCII and DBASE3).

 Uses multiple input files with different field names.

 Prints page headers (command line displays four blank lines).

 Suppresses prompt suppressed for overwrite.

 Specifies work file location (default is current directory).

 Uses the default FMT file.

 Changes page size.

 Displays record number columns.

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ZIPCount User’s Guide

Messages during verification and processing

Verifier messages The ZIPCount job-file verifier is a part of the ZIPCount utility, job-file error

messages display discrete line numbers which associate the error messages to specific blocks. It also checks for mistakes and omissions, such as:

 The file “mpc.dir” was not found

 Input file is defined as fixed-length ASCII, but FMT file cannot be found.

 Entry at the File Protection parameter is not among the options available.

 The field “zip_code” was not found in the input file.

Correcting errors The verifier identifies more than one error and tells you where they are located.

To correct the errors, open the job file, or change the command line accordingly, then run ZIPCount again. Keep up this cycle until your job makes it all the way through the verification process without errors.

Processing messages ZIPCount reports progress by printing messages on your screen. The processing

messages refer to tasks that ZIPCount performs: verification, reading input records, sorting the work file and generating reports. ZIPCount reports progress percentages when reading the input records. When all the processing is finished, the last message is:

Job file

Command line for DOS

Processing completed.

You may want to put processing messages in a file for later reference. To do so, change your execution lines to look similar to these examples:

zipcount job1zct > messagefile.log

If the job does not verify, error messages are printed on the screen (not in the message file).

zipcount /r /t5dg/fzip_code/iinputfile.dat /o5dg.rpt > messagefile.log

This is called redirecting the standard output to a file.

Chapter 1: Job file parameters

17

18

ZIPCount User’s Guide

Chapter 2: Sample reports

This chapter provides you with reports generated with and without the MPC and Mail Direction directory.

Chapter 2: Sample reports

19

Sample reports without mpc.dir

5-Digit

ZIP Count ZIP Count ZIP Count ZIP Count

----- ----- ----- ----- ----- ----- ----- ---- 43040 54 10292 1 60004 1 90027 1 60010 28 32513 1 60005 1 97525 1 60014 28 54602 1 ---- Total 117

Records Filtered out on Input 0 Undetermined ZIP Codes 27 Records below the Minimum Qty (0) 0 Counted Records 117

------- Total Records 144

Records filtered on input lists the number of records excluded from processing because they did not pass the input filter.

Undetermined ZIP Codes have a non-numeric character in the first five characters. Blank fields are counted, but not displayed in the record.

Records below the Minimum Qty indicate the minimum quantity declared to process ZIPCount data.

Counted records lists the number of records included in processing because they passed the input filter.

3-Digit

ZIP Count ZIP Count ZIP Count ZIP Count

----- ----- ----- ----- ----- ----- ----- ---- 600 58 102 1 546 1 975 1 430 54 325 1 900 1 ---- Total 117

Records Filtered out on Input 0 Undetermined ZIP Codes 27 Records below the Minimum Qty (0) 0 Counted Records 117

------- Total Records 144

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ZIPCount User’s Guide

Code

Code Count Code Count Code Count

---------- ----- ---------- ----- ---------- ---- 43040 54 32513 1 60005 1 60010 28 54602 1 90027 1 60014 28 60004 1 97525 1 10292 1 ---- Total 117

Records Filtered out on Input 0 Blank Code Fields 27 Records below the Minimum Qty (0) 0 Counted Records 117

------- Total Records 144

Entire fields specified are extracted and sorted (not parts of a field).

The Blank Code Fields indicates the number of records checked without any information in the field specified. This count is different from the Undetermined ZIP Codes count because it only counts fields that are completely blank, whereas the Undetermined ZIP Codes field counts full field with non-numeric characters in the first five digits.

Code reports can be generated based on any filed. It compares all characters in the field when specifying the FMT field (ASCII) or within the database (DBASE3).

Chapter 2: Sample reports

21

Sample reports with mpc.dir and maildirect.dir - Presort

The SCF, ADC, and BMC reports look up information in the maildirect.dir file for each unique 3DG ZIP Code. The State report look up information in the mpc.dir file. Then a report is generated containing the center name and code, or State, and the number of ZIP Codes that belong to that center or state.

The ZIP Codes Not Associated with an SCF, ADC, BMC or State Report field displays the number of ZIP Codes that occur when the ZIP Codes read are associated with a military organization or are unused or inactive.

SCF

SCF Report

Mailing Class: STD Processing Category: FLAT Estimated Drop Date: 02022007

--------------------------------------------------------------------------------------------------------------------------

SCF Count SCF Count

-------------------------------- ----- -------------------------------- ---- TAMPA FL 33605-6001 38 MCALLEN TX 78501-9998 8 FORT MYERS FL 33913-9997 12 AUSTIN TX 78710-0002 42 LA CROSSE WI 54601-3346 336 EL PASO TX 79910-9998 24 MINNEAPOLIS MN 55413-1778 130 AURORA CO 80011-8153 24 VICTORIA TX 77901-9998 8 BELL CA 90201-9997 500 SAN ANTONIO TX 78284-9991 32 ANCHORAGE AK 99530-9998 10 CORPUS CHRISTI TX 78469-9998 16 ---- Total 1,180

Records Filtered out on Input 0 Undetermined ZIP Codes 0 ZIP Codes not associated with an SCF 0 Records below the Minimum Qty (0) 0 Counted Records 1,180

- --- --- Total Records 1,180

ADC

ADC Report

Mailing Class: PER Processing Category: FLAT Estimated Drop Date: 02022007

--------------------------------------------------------------------------------------------------------------------------

ADC Count ADC Count

-------------------------------- ----- -------------------------------- ---- TAMPA FL 33605-6001 50 AURORA CO 80011-8153 24 SAINT PAUL MN 55101-1438 466 BELL CA 90201-9997 500 SAN ANTONIO TX 78284-9991 106 ANCHORAGE AK 99530-9998 10 EL PASO TX 79910-9998 24 ---- Total 1,180

Records Filtered out on Input 0 Undetermined ZIP Codes 0 ZIP Codes not associated with a ADC 0 Records below the Minimum Qty (0) 0 Counted Records 1,180

- --- --- Total Records 1,180

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ZIPCount User’s Guide

BMC

BMC Report

Mailing Class: STD Processing Category: FLAT Estimated Drop Date: 02022007

--------------------------------------------------------------------------------------------------------------------------

BMC or ASF Count BMC or ASF Count

-------------------------------- ----- -------------------------------- ---- JACKSONVILLE FL 32099-0002 50 DENVER CO 80266-5400 24 SAINT PAUL MN 55121-2288 466 BELL CA 90201-9997 500 DALLAS TX 75398-9100 130 FEDERAL WAY WA 98003-6721 10

---- Total 1,180

Records Filtered out on Input 0 Undetermined ZIP Codes 0 ZIP Codes not associated with a BMC 0 Records below the Minimum Qty (0) 0 Counted Records 1,180

- --- --- Total Records 1,180

State

State Count State Count State Count State Count

----- ----- ----- ----- ----- ----- ----- ---- IL 58 CA 1 NY 1 WI 1 OH 54 FL 1 OR 1 ---- Total 117

Records Filtered out on Input 0 Undetermined ZIP Codes 27 ZIP Codes not associated with a State 0 Records below the Minimum Qty (0) 0 Counted Records 117

------- Total Records 144

ZIPCount includes the 50 usual states plus eight USPS “state” codes:

AA American Atlantic

AE American European

AP American Pacific

AS American Samoa

FM Federated Micronesia

GU Guam

PR Puerto Rico

VI Virgin Islands

Chapter 2: Sample reports

23

24

ZIPCount User’s Guide

Business objects ZIPCOUNT 7.71C User Manual

Specifications and Main Features

Frequently Asked Questions

User Manual

ZIPCount

User’s Guide

Contents

Preface

Match/Consolidate This utility counts ZIP Codes in a specified field and provides output in either

Presort Presort users can incorporate ZIPCount to view breakdowns of the mailing to

Installation

Sample job ZIPCount comes with a sample job already set up and ready to run.

Documentation

Access the latest documentation

General block

Auxiliary Files block

Input File block

Report block

Command line options

Command line vs. job file

Messages during verification and processing

Verifier messages The ZIPCount job-file verifier is a part of the ZIPCount utility, job-file error

Correcting errors The verifier identifies more than one error and tells you where they are located.

Processing messages ZIPCount reports progress by printing messages on your screen. The processing

Sample reports without mpc.dir

5-Digit

3-Digit

Code

Sample reports with mpc.dir and maildirect.dir - Presort

State