When you select the 1st Class/Standard Mail option of the Statement Menu, the Postage Statement Table is displayed. From this table the user can add, edit, copy, print or delete 3600 and 3602 postage statements using buttons on the toolbar and in some cases, buttons at the bottom of the table. Each new Statement is added to the table and, from this data, a number of useful reports can be generated from Postage Reports.
TAB
SELECTION - By choosing a different Order Tab, you can view
your data in the order that best suits your needs. Pressing one
of the order tabs can change the order of the information displayed on
the Main Postage Statement Table. This will also change the locator
so that an item can be located. Tabs are CONTROL NO, PERMIT NO, CLIENT
NO, JOB NO, and RECEIPT NO. The default order can be set in the Statement
Defaults tab in the Program Setup screen found under the FILE menu.
CHANGE DATE Tab - The Change Date Tab allows you to Tag (Select) multiple
statements from the statement listing, and change the date on those tagged
statements all at once. Very handy if you need to change a whole
group of statements, eliminating repetitive steps.
DETAIL - Clicking on this button will give you an inside look at the pieces per rate for the highlighted statement without having to open it from the list.
The
Postage Statement Tab allows the user to enter the information required
to establish what rates can be mailed and to identify the Client, Job
and Permit used for the mailing. *TIP – Go to the File menu in Post Master
and pre-enter all of your clients and permit numbers to make statement
entry faster.
Type – (Normal is default) Post Master can combine mailings for
different Jobs and Lots and/or different Clients on a single Postage Statement
and print a break-out attachment. If you are preparing such a Statement, you
must indicate this before you go to the Calculations Tab. A Normal statement
has a single Job and Lot (version) and a single Client. A Multi-Client
statement can have different Clients, Jobs and Lots and a Multi-Job Statement
can have different Jobs and Lots for the same Client.
WARNING: The piece weights of all mail pieces must be the same
for a multi-job or multi-client Statement to work correctly unless you
also choose the appropriate Non-identical statement option.
Job - (Optional) Enter the Job code for the job being mailed.
If your Job number already exists in our database, type in the value and
press the tab key or use the lookup button to select the Job.
If you are entering a new Job, you will get a message alerting you that
the job doesn't’t exist and if you would like to create it, choose Yes.
If there is a Master Statement associated with the Job you entered, you
will get a list of Lots and Destinations (if drop shipped) which have
pre-entered or saved data. Select the one you wish to work from.
Lot - (Optional
unless you have made it a required field in Program Setup) If you are
tracking mailings by Lot (version), enter the Lot value here.
Description - (Optional) Enter a Description of the mailing or
Job to be printed on the postage statement. This is stored in the Job
file.
Form - (Required) Select the form you wish to prepare by clicking on
the down arrow to the right of this field.
Payment Method - If creating a form that requires permit postage
this will already be set to "Permit".
If creating a form that uses applied postage, you must choose Stamps or
Meter.
Package - (Optional) If this is a marriage mailing, select the
package here.
Piece Type - (Required)
Choose the piece type you are mailing.
If you are mailing at automation rates, be sure to select either ACL (Automated
Compatible Letter) or an ACF (Automated Compatible Flat) in order to view
those rates at the Calculation tab.
In First Class, selecting OSL (oversized letter) will force the system
to calculate oversize surcharges.
Non-Identical - When doing a mailing where all pieces weigh the
same, the Non-Identical field defaults to N (Normal).
If the single piece weight is ZERO, the user must select a non-identical
method. Here is a description
of each option:
Normal Mailing –
If this is a normal identical piece weight mailing, a piece weight is
required.
Average Weight -
In this method, postage is calculated normally for each rate category. After selecting AVERAGE
method, you will be prompted for a single piece weight that represents the average piece weight in a mailing. The
user is then prompted to enter the total weight of the mailing, if known. When the Statement is printed, the single
piece weight in the Postage Statement
will say "Non-Identical".
Totals Only -
This method provides a summary of a mailing that is documented in detail
on another printout. It
is
used primarily on 3600-P and 3602-P forms where the correct postage is already applied to the mail pieces. The
user will be able to enter the total
pieces, total pounds and total postage.
Mixed (1,2 & 3oz) -
this option can be used to prepare 3600-R
and 3600-P forms where 1, 2 and 3 ounce mail is
commingled.
Piece Weight - (Required
if identical) Enter the single piece weight in pounds or ounces depending
on the Weight Type option below.
If you make an entry in the weight field and then change the weight type,
the first value will automatically be converted to the new type. The default Weight Type for a
form is set in the Statement Defaults tab of Program Setup.
Enter ZERO if doing a non-identical mailing other than "Average".
Unit of Measure - Pounds or Ounces, preset in your Program Setup.
Can be overridden here.
Client - (Required) If the client is already in your Client file, you
can enter the value by just typing the Client’s name.
As you type, the field will fill in automatically until the Client’s name
is displayed. You can scroll
through the Client names by pressing the up arrow or down arrow key on
your keyboard. You can also
press the lookup button next to the Client field to lookup or add a Client. If you start typing the name
of a new client, the Client Data Entry Screen will pop up and you
can enter the new Client’s information.
Bill to Client - (Postage Accounting users only) If the Client
you wish to bill is not the same as the mailed-for Client (i.e.. an advertising
agency or corporate headquarters) select the Client for billing here.
Permit - (Required) Enter the Permit number for this mailing. If there is more than one Permit
with this Permit number, the first one based on Post Office of Mailing
will be chosen automatically.
Use the lookup button to select a different Permit or to add a new one.
Typing in a new Permit umber will pop up the Permit Data Entry Screen
where you can enter the new permit information. WARNING! Do not
change the text inside the Permit or the PO of Mailing.
Mailer - (Required) Select
from the Mailer Information Listing or insert a new Mailer.
CAPS ID - (Optional) Access or add to the CAPS Account Listing.
CAPS is the Centralized Postage Accounting System of the USPS.
Select
Entry Point - Use this button
if you are creating a statement for discounted drop ship mail. You
will be given access to the Destinations Listing. Assign the statement
to a destination by choosing one off the appropriate tab.
Zip Reference – (Optional) Can reference a mailer-assigned number that
prints on the statement near the job number field.
Fed Agency No - (Optional) This field will appear on statement forms
where it is possible to enter this information. Federal
Agency No. is a Cost code used only by Federal Agencies that are doing
bulk mailings. By
passing this info to the USPS, it allows them to literally create a cost
center report by agency for all mailing expenses.
Mailing Sequence Number - Depending on your System Setup,
you can have a unique Statement Control number automatically assigned
or you can enter up to 12 characters for the Mailing Sequence Number.
If hand-entered, this number does not have to be unique and both letters
and numerals can be entered. You can set the auto-numbering status
and method in Program Setup at the Statement Defaults tab.
Receipt - This field lets you enter the USPS receipt number
assigned to the Statement or to enter another piece of identifying information
used by the mailer. You can set the auto-numbering status and method in
Program Setup at the Statements Default tab.
Prepared By - Select from your Employee listing. The employee’s
full name and initials will print on the postage statement if those options
have been chosen in Program Setup at the General Info tab.
CSR - Select from your CSR list or insert one now.
Salesman - Select from Salesman list or insert one now.
Optional Procedure -
If mailing under Optional Procedure, check this box to include the postage
statement on the Optional Procedure report. This can be set as a
default in Program Setup at the Statement Defaults tab.
You will then have the ability to run the Optional Procedure report that
is listed in the Daily Reports off the Reports menu.
List On Check Request - If you wish this mailing to appear
on the check request report, check this box.
Totals - Totals will update as pieces are entered at the Calculations
Tab.
Commingled - This is a special option for First Class mailers
that are upgrading postage from one rate to another.
In this situation there could be mail metered or stamped many different
rates that must be "upgraded" to other rates.
Commingled Non-Identical Table - If
the Commingled Nonidentical Option is chosen, the Commingled Non-Identical
Table shows all of the "upgrades" that have been entered. Press INSERT to add a new "upgrade".
You will get the Commingled Maintenance Form which will let you choose
a weight (1, 2 or 3oz), select a postage rate, enter the rate at which
the postage was applied, and the number of pieces. The difference or "upgrade"
postage is immediately calculated and displayed.
When you are finished entering all of your upgrades, press the EXIT button
on the Commingled Table and you will immediately get the APPLIED FORM
where you must indicate how the postage due is being paid (Meter, Stamp,
etc.). NOTE: The Commingled
Non-identical feature does NOT handle combined mailings where permit and
metered mail are mixed together.
Calculations Tab
After
all required information has been entered into the first tab of the Statement
Screen, you should click on the CALCULATIONS tab. The top of the screen will show you all available
rates in the form of a "tree". The behavior of this tree is selected in
Program Setup.
Controlling the Rate Display -
Three buttons to the right control the
tree behavior:
Expand Filled - Sections with piece counts present are expanded to
show all rates. This is the normal setting for Standard (A) Statements.
Expand All - All sections are expanded to show all available rates. This is the normal setting for
First Class Statements.
Contract All - The tree is collapsed
to show only the available PARTS.
ENTERING PIECE COUNTS
Expand sections that you may need to display the rates being mailed. Point to the desired entry discount
and left click the mouse. Point to the [+] and left click again to show
rates -OR- press the EXPAND ALL button on the right of the screen.
Select Rate and Enter Piece Counts
The calculations are displayed on what looks like a scrolling spreadsheet.
Highlight the cell to the left of the desired rate and type in your piece
count. You can scroll down
to your next entry with your up or down arrow keys.
When all entries are complete you can press the TAB key or ENTER key to
see the final postage calculation before moving on.
POUND POSTAGE - If you are creating a 3602-R or N and have
a piece weight that requires pound postage, the pound postage will be
displayed on the top of each tree section where it applies.
When each pound postage calculation is first displayed, the highlight
bar will move to the top of the tree.
Note: If you are creating a 3602-P or 3602-NP, the postage rates reflect
a combination of the piece rates and the pound rate(s) and a pound postage
calculation line will not be displayed. YOU ONLY ENTER PIECE COUNTS
ON LINES WITH THE PIECE RATES.
THE POUND RATE LINES ARE FOR DISPLAY ONLY!
Entering Piece Counts When There Is Master Postage Statement For The Job,
Lot And Destination (If drop shipped)
After you use the lot lookup button and select a Master Postage Statement
to work from, the word "Master Mailing Statement" will appear
on the upper right side of the screen.
When you go to calculations, the remaining piece counts will appear in
a column "Balance" to the right of where you enter the piece
counts. Entering piece counts
will reduce the Balance of pieces that remain to be mailed.
If you wish to use the balances that are displayed, press the "Use
Balances" button under the "Pieces" button on the right
side.
OTHER INFORMATION ON CALCULATION Tab
CASS DATE INFORMATION – Enter your CASS date information in the appropriate fields…
ADDRESS MATCHING DATE AUTO
ADDRESS MATCHING DATE ECR
ECR SEQUENCING DATE
ADDITIONAL POSTAGE - There are times when a miscellaneous postage amount may need to be paid. For example, the payment of "additional" postage required by mailing applied postage would require a separate 3602 or 3600 to pay this amount due. Use the additional postage area to enter the amount and description of this postage.
Applied Postage Tab (3600-P, 3602-P and
3602-NP Only)
If affixing postage to a mailing, you must indicate at which rate the postage
was applied so the Balance Due can be calculated.
Due Paid By - The user must select
a method by which to pay the balance. The options available are PERMIT,
METER, STAMPS, TRUST and CHECK.
If the balance is paid by Permit, you may need to create a 3600-R, 3602-R
or 3602-N Statement for the Postage Due.
Paid by Permit - If the total due is paid by Permit or Trust,
select the permit or trust account number here.
Follow the same rules that apply when choosing a permit if more than one
permit with the same number exists.
APPLYING POSTAGE AT SINGLE
RATES
Applied Postage Method - Requires
one of the following three responses:
C- CORRECT - the postage affixed
equals the postage so no balance is due.
L- LOWEST - Post Master will
assume the postage was applied at the lowest postage rate used in the
mailing.
N - NEITHER - The applied
rate is not the lowest rate but another rate the mailer used. If the NEITHER
option is selected, the user is required to enter the rate at which postage
was applied.
If you manually create a single statement with applied postage that has a balance due paid for by permit, the statement for additional postage is AUTOMATICALLY generated. If you manually create a consolidated statement with applied postage, you will have to manually create the statement that pays for the postage due.
IMPORTANT NOTE: DIFFERENCE BETWEEN PAYING BALANCE DUE BY PERMIT VS. TRUST. A trust account is a permit account established by a mailer and is dedicated to paying the additional postage amounts for postage affixed statements. It is not used for other purposes. When you indicate that the additional postage is paid for by Trust, no additional postage statement is needed where if it was an ordinary permit, you would need the additional postage statement.
CREATING THE STATEMENT FOR ADDITIONAL POSTAGE TO PAY A BALANCE DUE:
1. If you are paying the balance due for a consolidated statement, print the statement and look at the total due amount. If it is for a single statement generated by Post Master, look for the balance due on just the one statement.
2. In the statement listing, press the Insert button to create a new statement and enter the normal Job and Client info but make sure to select the permit you want to use to pay the balance with. This is normally NOT the same permit which you used to do the original. The form type must be one that is for the same mail class as the original statement but pays for the postage by permit. If you created a 3602-P, then it should be a 3602-R. If your original statement with applied is non-profit, make sure to create a 3602-N to pay the additional Postage.
3.
In the Calculations tab, enter the amount of the postage due. You can
now print the statement.
APPLYING POSTAGE AT MULTIPLE RATES
Apply at Single or Multiple Rates -
In almost all cases, you will be applying postage at a single rate. Unless
you are applying postage at the correct rate, it is technically against
DMM regulations to apply at multiple rates. Some Post Master users have had this rule
waived and need to enter different applied rates and even different applied
piece counts. If this is required, click the “Multiple"
radio button as the Applied Method.
There are two different ways to do this if the rates you are mailing are
NOT the correct rates
1. Select the MULTIPLE option as the Applied Postage Method. You can now enter the TOTAL Postage Applied. If you wish to be more specific about where that postage came from, use the notes feature to describe. This is a good method of dealing with combined mailings.
2. Select the NEITHER option in the Applied Postage Method and then select the MULTIPLE option on the radio button group that will appear to the right of the Applied Postage Method. An "Applied Breakout" button will appear.
Pressing
this button will bring up a screen that shows all of the rates at which
you are mailing. You can
enter a different piece count for the number of pieces actually metered
or stamped at each rate.
The total number of pieces applied MUST match the total number
of pieces being mailed.
If you are mailing 1,000 pieces at 28.5 cents and 250 pieces at 24.9 cents,
you will have two lines listing these pieces.
If 1,100 were applied at 20 cents and 150 were applied at 10 cents, you
can enter 1,100 applied pieces at 20 cents for the first line mailed at
28.5 cents and 150 pieces applied at 10 cents for the second line which
is mailed at 24.9 cents.
When the OK button is pressed, the total applied postage will appear on
the APPLIED Postage Screen and you can finish the form normally. Postage for any single piece
rate STD (A) pieces is entered at the bottom of the screen.
Limitations - You cannot apply postage to any more or fewer
pieces than you mailed and you cannot apply postage at any more than one
rate for rate mailed. If
you have this situation occur, you can use "Additional Postage"
to document such irregularities.
Containers Tab
Containers - (Optional)
At the Containers Tab you may enter the container counts for each type
of container in the mailing.
Carrier - Select from or add
to the Carriers Listing
Trailer - Apply a Trailer reference to this statement.
Stop - Apply a Stop reference to this Statement.
Freight - Add a freight cost to this statement, which will appear on
certain drop ship reports.
Freight PO - Add a reference to the Freight Purchase Order
User Information Tab
Information
on this tab is optional. User defaults can be set in the Program
Setups to define some of these fields. Customer comments 3 &
4 print in the Mailing Information Section under the description of mail.
Notes - Enter up to six lines of notes that will print on
three lines of the Postage Statement under the postage calculations. Two lines in the entry box will
correspond to one printed line.
Delivery Date, In Home Range, Appointment No and Confirm ASN/EI: These fields and button will only appear if you have purchased the “optional” module for Confirm ASN or Entry Information or both. More information on their use can be found in the section titled USPS Program Made Easy.
8125 Info Tab
Create New or Consolidated 8125 - Check this box if you have more than one statement being created for the same Destination on the same day and under the same Permit number, the mail on all of the statements will automatically be consolidated into a single 8125 form.
Create New 8125 - This is the default setting. A new 8125 form will be created using only the information contained within this postage statement.
Add to Existing 8125 - Check this box if you would like to add this mail to an already existing 8125. A lookup button will appear for you to select the appropriate 8125.
Billable Freight - You have the option to add Billable Freight to the postage statement that will be used when various Drop Ship reports are run.
Accounting Tab (For use with Postage Accounting
Module)
This tab shows you that zero dollars have yet to be applied to the Bill-To Client. Once the postage statement is saved, the Total Postage amount will be entered automatically into this field. If you want to over-ride that amount, you can enter it here before saving the statement.
Now proceed to Saving or Saving/Printing your statement by clicking on the OK or Printer icon above the postage statement window.
