MailPreparer. User Guide. The easiest way to output presorted mail ready data and postal reports. 1 TO 1CREATE

Transcription

1 MailPreparer User Guide The easiest way to output presorted mail ready data and postal reports. 1 TO 1CREATE

2 Frequently Asked Questions MailPreparer's on-line job configuration wizard will have your lists fully processed to meet USPS requirements within minutes. What classes of mail does MailPreparer process? Standard and First Class. Does MailPreparer process non-profit mailings? Yes, MailPreparer processes Standard Mail non-profit mailings. The sortation is designed to provide you with the lowest available costs and greatest postal penetration. Does MailPreparer produce IDEAlliance Mail.dat? Yes, MailPreparer produces a complete set of Mail.dat files for your use in either a third party Mail.dat viewer or upload to the USPS via the Gateway. Does MailPreparer produce an Intelligent Mail Barcode (IMB)? Yes, MailPreparer allows the user to select either a Full Service IMB or a Basic IMB. The barcode uniqueness can be determined by the user or automatically controlled by MailPreparer. Does MailPreparer generate the required postal paperwork to submit my mailing to the USPS? Yes, MailPreparer produces all of the required paperwork for the USPS, including the postal statement qualification report, sack/tray tags, and pallet placards. If address hygiene is performed, a CASS 3553 and NCOA process information is also provided. How is mail tracking provided? MailPreparer leverages the use of MailPieceTracker and assigns a unique serial number to each piece in conjunction with TEC Mailing Solutions' Mailer ID to track each piece through the postal service. Detailed reporting for each job traced is provided by MailPieceTracker. How long does the process take? Depending on the number of services performed, MailPreparer takes approximately 5 minutes to clean and sort 10,000-20,000 records. Does MailPreparer allow me to manually edit name and address records? No. Though the address hygiene processes of CASS and NCOA may standardize and/or update your address information automatically, MailPreparer does not allow the user to manually edit any data. Does MailPreparer support variable piece weight and thickness? No, each piece must be a uniform weight and thickness. For this reason, MailPreparer may not be suitable for processing transaction documents where the number of pages may vary or where the number of inserts vary. Is there a recommended browser to use with MailPreparer Google Chrome delivers the best performance. 2 1 TO 1CREATE

3 Mail Prep Step-by-Step Guide Upload your File Before your list can be cleaned and/or presorted you will need to upload your file. MailPreparer performs all functions on centrally managed and updated cloud servers minimizing risk and cost while keeping your expenses to a minimum. Tell Us About Your Data MailPreparer makes file import and identification easy with a few simple clicks. 3 1 TO 1CREATE

4 Field Mapping elements The system needs to know which fields contain certain data elements. MailPreparer will consume 10 fields or 150 fields of data. Our simple mapping tool allows users to quickly identify those fields related to address data while keeping source data intact. Service Detail Define the specifics of how your processing and output should be delivered. returned with your desired MailPreparer can have your data fully cleansed and returned with your desired case format, mixed or all caps. Many of the choices are preselected for your convenience. Mailing Details/Piece Dimensions Define the mailing by giving it a meaningful name for the event and the date when the mailing will be presented to the post office. Each category of mail utilizes preselected parameters to prevent errors that could result in an inaccurate postal statement. Be aware the USPS has strict regulations that include size, aspect ratio and thickness. Be sure to have an accurate thickness, as this can impact tray boundaries. 4 1 TO 1CREATE

5 Tracking Details/Barcode Define the type of barcode you will be using MailPreparer makes full service IM Barcode management a breeze. MailPreparer automatically manages the uniqueness of your barcode for the required period of time. Don't risk losing your postal discounts with applications that force you to manage your barcode details. Simply enter your Mailer ID and MailPreparer does the rest. You will need to enter your Mailer ID (MID) or your customer's MID for either Basic or Full Service IMB. When using Full Service select Automatic Coding (including the container). Container Attributes These are automatically selected based off of the piece dimensions you have selected on the prior screen. Low volume customers not palletizing with quantities under 20,000 should uncheck the 2 boxes referring to "Create Native...". (See highlighted area at right.) Post Office/Location Locations where you will be delivering the mailing are stored for your convenience in a drop down menu. Dynamic drop shipping based off of your business rules are available for even greater savings. In most cases you will be delivering mail to your USPS business Mail Entry Unit (BMEU). This is the same office where you applied for your bulk mail permit. 5 1 TO 1CREATE

6 Define the Players All of the mailing agents/producers, permit holders and mail owners are available in drop down menus and stored used centrally to populate for maximum the postal efficiency. statements. These parameters are used to populate the postal statements. the mail owner. You can use your mail permit or your customer s permit to submit jobs to the You USPS. are the mail agent and your customer is the mail owner. You can use your mail permit or your customer's permit to submit jobs to the USPS. Job Confirmation Submit the the job job and in in minutes you'll you ll be able to retrieve your fully processed mail list and all all the the required required postal postal documentation. All All of the jobs you've run in the last 90 days are stored for retrieval any time you wish through the history tab on your MailPreparer home page. 6 1 TO 1CREATE

7 Job Dashboard MailPreparer creates a variety of reports. Some you'll always use, like the postal statement and presort output report, and others are there for a case by case need. In addition statement to paper and presort reports, output MailPreparer report and generates a file which is fully USPS edocs compliant. This allows you to submit all of your required paperwork electronically in minutes! Easy, timely and more affordable. edocs compliant. This allows you to United States Postal Service Postage Statement Standard Mail Job , ID (Do Not Round Stamp) Mailer Permit Holder's Name and Address and Address, if Any Scott Egahouse 525 Shady Wood Way Madison WI seganhouse@gmail.com Telephone Name and Address Telephone of Mailing Agent (If other than permit holder) Scott Egahouse 525 Shady Wood Way Madison WI Scott Egahouse Madison WI Mailing CAPS Cust. Ref. No. CRID Post Office MADISON of Mailing WI Type of Permit Imprint Postage Precanceled Stamps Metered Permit # 123 For Automation Pieces, Enter Date of Address Matching and Coding Move Update method: CRID CRID Processing Category Mailer's Mailing Date Federal Agency Cost Code Statement Seq. No. Letters Catalogs 12/16/ Flats Weight of a Single Piece Combined Mailing Total # of Pieces in Marketing Parcels Mixed Class Mailing 943 Parcels - Machinable Parcels - Irregular pounds Total Weight Single Class CMM For Mail Enclosed within Another Class Periodicals Mailpiece is a product sample. Bound Printed Matter Library Mail Media Mail Parcel Post % samples For Carrier Route Pieces, Enter Date For Carrier Route Pieces, Enter of Address Matching and Coding Date of Carrier Route Sequencing /01/0001 Ancillary Service Endorsement NCOALink ACS Alternative Method Multiple OneCode ACS A B C D F H L Parts Completed (Select all that apply) E G M S NSA Letter-size or flat mailpiece contains DVD/CD or other disk. 1 Subtotal Postage (Add Parts Totals) 2 Price at Which Postage Affixed (Check one). Complete if the mailing includes pieces bearing metered/pc Postage or precanceled stamps. Correct Lowest Neither pcs. x $ = Postage Affixed - 3 Incentive/Discount Flat Dollar Amount - HORTONVILLE WI STD LTR 5D BC Lse,0001,E-1,224cp,3lb,1pk MADISON HORTONVILLE WI STD LTR 5D BC Lse,0001,E-2,223cp,3lb,1pk MADISON TO 1CREATE

8 Simple Unlimited Use Subscriptions With No Expensive Add-On-Modules or Credits Needed Term Pricing Subscriptions MailPreparer Service Days Per Job Max Cost Trial 14 1,000 Free Basic 365 5,000 $1,195 Business ,000 $2,295 Professional 365 1,000,000 $3,595 Additional Users in Same Organization 365 5,000 $500 Pay-As-You-Go Pricing Per Job up to 40,000 Mailpieces Function Price Per Job Presort $25 Presort + CASS $50 Presort + CASS + NCOA 18 $75 Presort + CASS + NCOA 18 + De-dup $ TO 1CREATE

9 70 Valley Stream Parkway Malvern, PA Ricoh Americas Corporation. All rights reserved. All referenced product names are the trademarks of their respective companies. Ricoh 1to1 Create MailPreparer User Guide June 2014 v1.0