The most efficient way to manage USPS Certified Mail, Priority Mail and Priority Mail Express. User Guide

Transcription

1 The most efficient way to manage USPS Certified Mail, Priority Mail and Priority Mail Express User Guide Telephone: SimpleCertifiedMail.com. Certified Mail, Priority Mail and Priority Mail Express are registered trademarks of the United States Postal Service

2 Table of Contents Overview...3 Login...3 Main Navigation...3 Create Label...4 Restricted Delivery...4 Batch Jobs...5 Reprint Label...7 Address Validation...7 Preview Label...7 Print Label...8 Proof of Acceptance...9 View Delivery Information...10 Explanation of Message under Mailed...11 Explanation of Messages under Status...11 Refund Request...12 Order Envelopes and Labels...13 Frequently Asked Questions...13

3 Overview This Manual shows you how to use the SimpleCertifiedMail.com service to produce and manage your USPS Certified Mail, Priority Mail and Priority Mail Express. Login 1. There are two ways to reach the login page. Visit and click Client Login at the top right corner of the home page. Or, go direct to the login screen by entering 2. At the Login screen, enter your User Name, Password, and Client Name. (None are case sensitive.) 3. Click Authenticate. Main Navigation From the Main Screen you can use the navigation bar to Create a Label; Print a form for Proof of Acceptance; View, Download and Print Reports; Manage your Account; and Order Envelopes and Labels. Note: Some tabs shown on this screen, or under specific tabs, may not be available unless you have Administrative permission. 3

4 Create Label Create Label is where you enter information for your mailing label, including the Originator and Recipient Addresses and specifics regarding the item being mailed. You have three choices under the Create Label header: Single Label, Batch Jobs and Reprint Label. We ll cover them in order. Single Label is the selection you will make most often. Please complete all three steps, filling in the appropriate information. Then click on Create Label or Preview Label. Ignore the Add to Queue and Print Batch options unless you plan to use our Desktop Batch feature described on the next page under the heading Batch Jobs. 1. Originator ( return ) address is automatically inserted but can be edited as needed. Click Address Book to manage addresses, or to import.csv or Lotus Notes files. 2. Enter the Recipient address here. Click Address Book to recall an address, or to save a new one. You can also import CSV and Lotus Notes formats. 3. Select the Mailing Service, type of Container and whether you are printing on plain paper or a label. Options are detailed in the box below The Name, Company, Address 1 and Address 2 are limited to 46 Alpha Numeric Characters. Symbols such as dashes (-) and Ampersands (&) should be avoided. Mailpiece Information Tips: Reference: Appears in Delivery Information and Production reports to help identify the material being mailed. Maximum is 46 alpha numeric characters. Item ID: Appears under the Return Address to assist the sender to insert the correct papers in the envelope. Also helps to identify the matter inside a returned item. Date Advance: Used to advance the date of Postage on the label up to seven calendar days. Useful when preparing labels in advance for large mailings, using a common date. Cost Code: Optional field used for internal cost accounting, client numbers, or other reference. Maximum field length is 46 alpha numeric characters. Appears in both the Delivery Information and Production reports. Mailing Service: Choose the Certified Mail, Priority Mail or First Class service that suits the item you plan to mail. Certified with RR(E) is our most popular service. Note that if you are sending a Certified Mail item via Priority Mail, you still select Certified here. Restricted Delivery: Limits delivery of your Certified Mail with Return Receipt item to the specific addressee or someone with written authority to sign for them. Container: The list of containers in which you can send your mail is determined by the Mailing Service. For example, the only option for Express Mail is a flat rate envelope, but there are many options for USPS Certified Mail. 4

5 Label Type: Here you choose to print your mailing label on plain paper (for a window envelope) or an adhesive label (for everything else). The label contains everything the Post Office needs the originator and recipient addresses, postage, and proper bar codes. Select plain paper when mailing with a window envelope. Select a Certified Sheet Label (SL-200) when sending USPS Certified Mail in your own flat envelope or box, or via Priority Mail. This label includes a preprinted green USPS Certified Mail banner. When you select Certified with PS-3811 Green Card you must print on a SL-250 Sheet Label. Select a Standard Sheet Label when sending Priority or Express Mail. Use standard 5 ½ x 8 ½ shipping labels such as Avery #5126 or #8126. Number of Pages or Weight: Depending on your Mailing Service and Container choice, you may be asked for the Number of Pages or Weight. Count the page containing the label when determining the total number of pages. Verify your entry with the check box. Items sent via flat rate Priority Mail or Express Mail do not require page count or weight. Send Notification of Delivery: Select this option if you want to receive an when the mail piece is delivered. Note that this notification comes from the USPS. They sometimes classify items that are returned to the sender as Delivered. As a result, Notification should be used only as an advisory. Best to refer to the View Delivery Information Screen to determine the correct disposition of the item. Batch Jobs refers to the Desktop Batch Process that allows you to create labels and save them to be printed at a later time. Here is how it works: 1. Create the label as normal, using Steps 1, 2 and If you decide to Preview Label, after viewing the label on the Preview screen, be sure to use the Edit this Label command from the Preview screen to return to this mail screen. 3. Don t click the blue Create Label tile on the screen. Instead, click the blue Add to Queue tile. 4. The Print Batch tile indicates the number of labels to be printed in the next batch. When you decide to Print all the batched labels, follow these instructions: 1. Click on the Print Batch tile. 2. The screen will change to the Batch Jobs screen. 3. Then select Print Batch. 4. Enter a name in the Job Name field. For example, April Or a specific job name. Whatever works best for your process. 5

6 5. Then select Save to move to the next screen. 6. The word Validating under the Status column indicates the addresses are being checked for accuracy in the USPS Delivery Point Validation service. 7. Select the Refresh tile to update the status. The word Validated under the Status column indicates all addresses have passed the validation and are ready to be printed. 8. Select Process under the Actions Column. Then select Refresh to update the status. 9. Click on the.zip file. (In this example, it s titled April zip) 10. Save the zip file to your desktop. You may find that it s automatically saved inside a folder of the same name. (In this example April ) 11. Open the folder. Then double click on the zip file. This will create new files. 12. Next double click on the..._print.pdf file. (In this example, it s April _print.pdf. The PDF that opens shows you all of the labels in your batch file. 13. Print the pdf file. This completes the Desktop Batch. More information on Batch Processing can be found in the Batch Processing Addendum, located in the Support section of our web site, 6

7 Reprint Label under the Create Labels drop down allows you to reprint a finished label for up to two minutes after it was created, just in case it did not print correctly the first time. Here is an example of what you will see when you make this selection. Address Validation Next you will see the Address Validation screen. Address Validation ensures that the Recipient Address is a deliverable address, before you print a label and incur postage charges. In most cases, it simply adds the last 4 digits to the 5-digit ZIP Code to ensure more accurate mail delivery. In others, it may change part of the address to an abbreviation (for example, changing Avenue to AVE ). And sometimes, it offers options if it cannot find a direct match for the Recipient Address you entered. Note: Most laws regarding the use of USPS Certified Mail require the item to be sent to the last known address of record. If the address cannot be corrected using the address validation link, the Bypass Address Validation box should be checked on the Create Label screen. This will allow the label to be printed with the address information that was entered. Preview Label Preview Label shows the complete label on the screen before it prints and debits your account for postage. Click Edit this Label if you need to make changes. The first time you use this service, click Print this Preview. Then check the printed sample to make sure it folds properly into a window envelope or is positioned correctly on sheet labels. If not, adjust the margins in Page Setup in your browser. 7

8 If everything looks good, click Create Label and you will see a screen asking you to confirm. Click OK. Note: If you receive an error message, return to the Create Label page, and check for errors or omissions. You can also click on the link to the USPS Address Validation Website that appears on the right side of the screen, within the Create Label Tips. Print Label Now you are ready to print your Priority Mail, Priority Mail Express or First Class Mail label, on plain paper or an adhesive label, complete with address and postage. Click Print this Label Note: If the label does not print, first check the printer to make sure it has paper. You can then reprint the label without incurring an additional charge by using the Reprint Label feature described in the Create Label section on the page 5. If that doesn t work, it s likely the address you entered was not validated and you should click New Label and begin again. If this results in a second charge for postage, you can request a refund for the first. See page 12 for details on requesting refunds. 8

9 USPS CERTIFIED MAIL First Round Capital 50 Mason Street Greenwich, CT USPS CERTIFIED MAIL Now simply insert the USPS Certified Mail label, along with your other papers, into one of the window envelopes you received from us, making sure the label shows through the window on the front of the envelope as you see here. Or attach the printed sheet label to an envelope or package. Seal the item and mail. Proof of Acceptance In most cases, the USPS provides an Accepted at USPS Origin Sort Facility notice that is the equivalent of the red date-stamped PS 3800 USPS Certified Mail Receipt when it comes to proving that the USPS took delivery of the item. This information is displayed in the Delivery Information section of the service, and is available in a printable PDF format by clicking on the date. 9

10 View Delivery Information To monitor the Status of your mailed items, select the appropriate box and click search at the lower right of the screen. Next you will see the detailed Delivery Information Report screen. Note that on screen help is available by clicking on the Click here for Assistance link toward the top of the screen. When entering Date Shipped between you will want to enter a range (for example, 01/04/11 and 01/05/11) as this completes the day. The colored circles at the left of the screen provide a quick status of each item. Red indicates that delivery was unsuccessful and the item is being returned to you. Green indicates that the USPS Certified Mail item has been delivered. Yellow indicates the item is still in transit. Click on Details under the colored circle to view or print a copy of the latest delivery information. Simple Certified Mail is a Software as a Service (SaaS) provider. The delivery of Certified Mail and the reporting of the status is provided by the USPS. Delivery information is updated every six hours, and is the last status provided by the USPS. 10

11 Explanation of Message under Mailed Accepted at the USPS Origin Sort Facility: The item has been scanned at the outbound USPS facility. This is evidence that the USPS has possession of the item. Click on the Accepted link to open a PDF file of the Proof of Acceptance into the mail stream from the USPS Explanation of Messages under Status Address Unknown: The address on the label is not a deliverable address. The item will be returned to the Originator Address. Delivered: The item has been delivered and signed for by someone at the address. Shipping Label Created: The USPS has received the information regarding this item from SimpleCertifiedMail.com, but the item has not been yet been scanned in a USPS center. If the item has not been scanned the ninth day after the Date Created or Date Mailing, an automatic refund will be processed. Forward Expired: This indicates that the Recipient Address belongs to a person or firm that had previously requested that their mail be forwarded, but that mail forwarding request has expired. If the Recipient did not file a Change of Address with the USPS, the item will be returned to you (as the Originator). Notice Left: The USPS left a notice during the first attempt to deliver. The USPS will try again, but at the end of 14 days the item will be returned to the Originator. Refused: The person at the delivery address refused to sign for the USPS Certified Mail item. It will be returned to the Originator. Returned: The item was returned and signed by someone at the Originator s address. Unclaimed: This is an interim status you sometimes see when a USPS Certified Mail item was not delivered and is on its way back to the Originator. Once returned, the status changes to Returned. Arrival at Unit: The item has arrived at the local Delivery Unit and is ready for delivery. Note: It is also possible that you will see other messages from the USPS. Also, the USPS considers all items that receive a signature as being Delivered, even if the signature comes from the Originator after an item has been returned. In order to minimize confusion regarding deliveries, the SimpleCertifiedMail.com service compares the Originator and Recipient zip codes and then posts the message Returned if it sees that the signature is coming from the Originator address, not the Recipient address. The only time this can potentially produce inaccurate information is when the Originator and Recipient zip codes are the same. 11

12 Explanation of Messages under Options Request Refund: If a label was printed but not mailed, a refund may be issued to you in one of two ways. First, you can request a refund within 7 days of the date the label was printed. As shown in the screen below, you simply click on Request Refund in the Options column. The item will remain on the View Delivery screen but the last status will change to REFUND. The item will also appear on the Production Report with Refund highlighted in the Cost of Service column. The Cost of Service is refunded, less a twenty-five-cent transaction fee. Second, in case you forget to request a refund, the service automatically requests refunds for pieces not mailed within 8 days. As in the first case, the Cost of Service is credited to your account, less a twenty-five-cent transaction fee. If the piece is actually mailed at some point later on, the refund is reversed. View Signature: If the View Signature link is blue, the item was successfully delivered by the USPS and the Return Receipt (Electronic) is available for viewing and printing. If the View Signature link is red, the item was designated as undeliverable and will be returned to the Originator. Selected: The Selected column is used when you want to print more than one signature at a time. Simply check the box to the right of the View Signature link. Then click Print Selected Signatures and all the Proof of Deliveries - also known as Return Receipt (Electronic) - will be printed. By clicking on the Selected column header, all View Signatures will be checked and printed at one time when clicking on Print Selected Signatures. 12

13 Order Envelopes/Labels Use this screen to re-order envelopes and labels for your organization s needs. Most of our customers keep a 1-2 month supply in their offices. Please check the mailing address for accuracy, and correct as required. You should expect deliveries to take 3 to 5 business days. Frequently Asked Questions Here is a list of frequently asked questions. You can also find up to date FAQs in the About section at And a series of video tutorials are also available on the web site. Question: A blank page printed. What went wrong? Answer: A blank page is most often caused by the Recipient Address failing to pass delivery validation, the step that compares the address you entered to the USPS master address database. Check the entire address to ensure that there are no symbols in the address and that none of the address fields are more than 50 characters long. 13

14 Question: If a blank label prints, how do I know if I was charged for the blank label? Answer: If the item appears in the View Delivery screen, it means you were charged for the blank label. Click the Request Refund option in the Options column and a refund will be processed. Question: The mailing label doesn t print correctly on the plain paper label or the sheet label. It doesn t fold correctly into the window envelope or it runs off the edge of the sheet label. Answer: The margins in the Page Setup section of your web browser are probably set for more than.25 inches, so the mailing labels is printing too low on the plain paper or sheet label. Adjusting the margins to no more than.25 on the Top, Bottom, Left and Right should fix the problem. The best way to tell us to adjust the margins, then print from the Print Preview screen, so as to not incur any postage expenses. Question: Should I sign for a Certified Mail item that is being returned? Answer: Yes, the USPS procedure requires a signature for each Certified Mail item that is returned to the sender. A PS3811 (peach colored card) is to be signed by with a true signature or a stamped with a rubber stamp containing a signature for all Certified Mail, whether a Refund Request was requested or not. If USPS in not requiring a signature when they return Certified Mail items, call the USPS office delivering your mail or contact support@simplecertifiedmail.com. Telephone: support@simplecertifiedmail.com 14