For use with Window Book's Post Master™ and DAT-MAIL™

Window Book's Postage Accounting feature dramatically simplifies the management of postage funds in a lettershop environment.  It assists mailers in dealing with permit escrow accounts, receiving and managing postage funds from clients, dealing with postage purchases and reconciling the postage used during the course of a job.  At the end of a job, the postage under or overpayment can be rolled into another job, refunded to the client or transferred to the mailer's billing system for final disposition. The Postage Accounting module is a fifth generation product that is extremely easy to use.  Estimated postage invoices can be generated when the job information is entered and the mailer warned if postage funds have not been received prior to the scheduled mailing date, usually in time to collect these funds to maintain the mailing schedule.

Accounting

Good accounting programs do not allow deletions or changes. They use the age-old accounting principal of “writing in ink”. The problem with that strategy is that if you need to make corrections, you must make offsetting entries which can clutter up the reports and inquiries and this activity is usually printed at the end of the job and given to the client. It does not look good to see a jumble of adjusting entries. What Window Book's Postage Accounting does is that it allows changes, but not deletions of receipts and disbursements. If a transaction was made in error, it is voided and the user who did the void is logged into an audit file. Changes are allowed but also logged in the audit file. If a statement is deleted, the accounting entry is not deleted but voided. The Postage Accounting Module has the ability to manage postage funds for a variety of situations. Lettershops can post advanced postage payments from clients and determine if there are enough funds to cover a mailing before a postage statement is printed. The user can be warned or prevented from printing the postage statement if there are not enough funds.

Interaction between postage accounting & postage statements

In most mailing operations, people who do the statements are not the same as the people who manage the postage. To give the latter group control over the former group, we allow the two parts of the program to interact. If a customer or job is placed on credit hold in the Job Maintenance menu, the user creating statements will get a warning to contact the accounting department before mailing the job.

Postage Accounting can track job, client and permit balances.

In addition, Post Master and DAT-MAIL™ can track all postage disbursements and can even print postage checks in a number of different check formats. If desired, meter and stamp inventories and balances can also be maintained.  For those mailers who use meter and stamp postage, the Postage Accounting module can be used in conjunction with our Meter and Stamp Manager Module as well, for a COMPLETE Postage Accounting Management System.