Version 10.7 Update Guide About This Update The primary features in this update are: USPS to Cuba... 2 Confirmation receipt enhancements... 2 New Pro Pack options... 3 Other shipping-related enhancements... 4 Coupon redemption feature... 5 Mailbox Notice enhancements... 7 Accounts receivable enhancements... 7 POS Register enhancements... 9 Instructions Running the Update (if you haven t already) Your system must be on Version 10.5 or higher to run this update. PostalMate network users: Update each station one at a time, starting with the Master. You don t need to download the update that will happen automatically when it s available, and a notification like this (or something similar) will appear on your screen: PostalMate Update A PostalMate update has been downloaded and is ready to run. Click here for more information. 1. Close PostalMate on all workstations. When prompted, do a PostalMate backup. 2. Click on the notification message. An update screen will display. 3. Click on the Update now button. 4. Follow the steps in the install wizard until complete. Page 1
What s New in Version 10.7 This section contains a summary of the major changes and enhancements included in PostalMate Version 10.7. USPS to Cuba You can now ship to Cuba via USPS Priority Mail International and Priority Mail Express International, including goods with a customs value of up to $200. There are no rates to set, as existing zones are used. Confirmation receipt enhancements Confirmation receipts, if enabled (see page 3 for instructions), print at the same as shipping labels, and are normally kept by the store. They contain shipping and packing information, a disclaimer, and a signature line for the customer. New enhancements have been added. Decide whether or not to print, on the fly You can now you can opt out of printing a confirmation receipt for any given package: Uncheck this if you don t want a confirmation receipt to print (the checkbox is displayed only if you have confirmation receipts enabled) (Continued on page 3) Page 2
(Continued from page 2) Confirmation receipts for freight Previously confirmation receipts would print only for regular shipments. Now they will also print for freight transactions. Enabling confirmation receipts: 1. From the main menu, choose Tools > PostalMate Settings. 2. Select Shipping Settings on the left, then click on the Confirmation Receipt tab. 3. Under Copies change from None to 1 (or however many you wish to print), then click Save. New Pro Pack options There are three new settings for Pro Pack. The settings listed below are all accessed by going to Tools > PostalMate Settings, and selecting Pro Pack Settings on the left. To change a setting, select the corresponding tab mentioned below. Option to always add filler in empty space This setting is on the Other tab. You can now choose whether or not filler is automatically added when the selected fragility level calls for 0 inches of cushioning but there is empty space based on the dimensions of the item and the container. Previously filler was not added in this scenario. Check the Force filler for empty space box to enable the new method. Option to base box selection on cost of shipping This setting is also on the Other tab. It applies only to Advanced mode. There are now two options: Use least expensive packaging. With this option (which was previously the only behavior), the least expensive combination of materials and labor was the basis for default selection for whether or not to use a stock or a custom container/box, as long as the box met requirements. Use least expensive shipping is the new choice. When this is option is selected, the smallest possible container/box that meets requirements will be selected by default, in order to minimize the shipping cost due to possible dimensional weight pricing. This option is applicable only when using Advanced mode. At this time, it s a system setting and the selection cannot be changed on the fly. Option for allowing of box rotation by default This setting is on the General tab. It applies only to Advanced mode. If you check the Rotate item dimensions automatically box, then when doing a packing job the Can rotate to fit selection will be made by default. Pro Pack will then, when appropriate, automatically rotate the contents for container selection without you taking any action. Page 3
Other shipping-related enhancements Reset shipping day Once in a while you may accidentally perform the Carrier Pickup process for a carrier when that carrier hasn t yet picked up today, which will then make commitment times inaccurate on the Rate Comparison screen. Now you can reverse the effects of that action. Here s how: 1. From PostalMate s main menu, choose File > Carrier Activities > Reset Shipping Day to Today. 2. Select the carrier, then click OK. (Note: Only carriers for which you have already performed a carrier pickup today will be displayed.) This will correct commitments for the carrier on the Rate Comparison screen. Print tracking # for prior shipment on receipt printer If a customer comes in and requests a tracking number for a package that had recently been shipped from your store, you can now print that and other information about the shipment on your receipt printer. Here s how: 1. From PostalMate s main screen, choose Other Activities on the left, then click Find Package. 2. Look up the package and select it, then click the View button. 3. Click on the Tracking # button at the bottom. Copy tracking # from Package History screen The tracking number for any package can now be copied from PostalMate to the Windows clipboard, for use in other applications. This is also done from the Package History screen. As before, the tracking number is on the front tab in the Reference group box. The difference is that now you can use your cursor to select the tracking number, then use Ctrl + C to (or right click then choose Copy ) to copy it to the clipboard. Department mapping for freight insurance For freight transactions, you now have the option of assigning a different department for insurance than for the shipping. To do this: 1. From the main menu choose Tools > PostalMate Settings. 2. Select Shipping Settings on the left, then click on the Freight tab. 3. Select the desired department for freight insurance from the drop-down list, then click Save. FedEx branding change FedEx now uses the same purple-and-orange logo for both Ground and Express, so the old purple-and-green logo for Ground is obsolete. Also, the words Express and Ground no longer appear in the logo. Accordingly, the logo shown on the left now appears in PostalMate for all FedEx services. Page 4
Coupon redemption feature The POS Register has an intuitive new user interface for redeeming coupons, with new features. You can now: Apply a dollar amount across an entire sale. Redeem multiple coupons in one operation Adding the new Redeem Coupon button to your POS Register screen You ll need to add a new button to one of the cash register function tabs, then determine which departments, if any, are exempt from entire sale coupon discounts. 1. From the POS Register main menu, go to Tools > Options > Register Settings 2. On the Register Buttons tab, select Cash register functions. 3. Click the tab where you want the new button, then click on an available button (you may wish to delete the existing $ Coupon or % Coupon buttons, although they will still work). 4. Select Redeem coupon from the list and click OK twice. Exempting departments and setting receipt options 1. Go to Tools > Options > Discounts and Special Pricing. 2. On the By Department tab, for Type select Entire sale coupon offers from the drop-down list. 3. In the Exempt column, check the for any departments for which you don t want entire sale coupons to apply. 4. Click on the Settings tab, and select the desired receipt options. 5. When done, click OK. Redeeming a coupon After completing the setup instructions above, here s how to use the feature: 1. Begin a register transaction, and ring up one or more items. 2. Click on the new Redeem coupon button. A new panel will appear, as shown on the next page. 3. Either click on a specific item on the receipt, or select Entire sale in the panel. 4. Enter either a dollar or percentage amount in the corresponding box, then click Apply. At this point you may process additional coupons if you like. 5. When done, click Close, then complete the register transaction. (Continued on page 6) Page 5
(Continued from page 5) Enter coupon information in this new panel, then click Apply Note: When applying a dollar amount discount to an entire sale, the amount is deducted proportionately from each line item. The sale will be posted according to that principle regardless of how you have discounts set to display on receipts. Coupon activity report A new spreadsheet-style report allows you to see a listing of all coupon redemptions in your store within a specified date range. This includes redemptions that are processed using any of the coupon buttons on the POS Register, even using the existing $ Coupon and % Coupon buttons. To generate this report: 1. From the POS Register screen s main menu, choose Reports > Register Coupon Activity. 2. When prompted, specify the desired date range and click OK. The report will be in.csv format, and it can be named and saved if you like. Page 6
Mailbox Notice enhancements More information. If the mailbox has additional services, the notice now includes what the rates would be for those services if the boxholder were to choose a different term, as shown here: PostalMate Update Guide Mailbox notices now show complete rate information for all available terms New Layout for window envelopes. In addition, the address now has improved alignment for displaying in #10 window envelopes. Accounts receivable enhancements There are several new settings for accounts receivable. All of the settings listed below are all accessed by going to Tools > Options > Accounts Receivable Settings from the main POS Register screen. Late fees for invoice accounts Invoice-based accounts can now have late fees applied, in the same fashion as with regular credit accounts. To set dollar or percentage amounts, from the POS Register screen go to Tools > Options > Accounts Receivable Settings from and select the Invoices tab. To assess late fees, go to Tools > Invoice Mass Late Fees. For an individual customer, you can do it from the Accounts tab on the Edit Customer screen. Filter out invoices with zero and/or negative balances You can now control whether or not statements for invoice accounts with zero and/or negative balances will be printed/emailed. To access these settings, from the POS Register screen go to Tools > Options > Accounts Receivable Settings from and select the Invoices tab. Include tracking number on invoices and/or credit statements You can now optionally have the tracking numbers for shipments included on statements. for this option are on the Statements tab. To access this setting, from the POS Register screen go to Tools > Options > Accounts Receivable Settings from and select the Statements tab. (Continued on page 8) Page 7
(Continued from page 7) Adjust invoice account balances You can now apply and remove charges on invoice accounts to cover various scenarios. Here s how: 1. Go to Edit > Customer, then select the customer and click Edit. 2. Click on the Accounts tab and select the account from the drop-down list. 3. Depending on the situation, click one of the following buttons: Assess Late Fee Waive Late Fee Apply Credit (reduces balance) Reverse Payment (increases balance) Refund Credit (increases balance) Bad Debt (reduces balance) Invoice account statements: Option to change the ending date When creating statements for invoice accounts you can now change the ending date. To do this, after selecting the statement group on the Create New Statement screen, click the Change button and select a new end date. Credit account statements: Option to change the cutoff date When creating statements for credit (revolving) accounts you can now change the cutoff date. To do this, after selecting the statement group on the Create New Statement screen, click the Change button and select a new cutoff date. Report for credit/debit account adjustments You can now generate spreadsheet-style reports that list adjustments applied to credit or debit accounts within a specified date range. These adjustments include waived late fees, credits, credit refunds, reverse payments and bad debts. From the POS Register s main menu, choose Reports > Accounts Receivable > Adjustments, then either Credit Accounts or Debit Accounts. Specify the range when prompted. The report will be in.csv format. Memo field for applying credits When applying a credit to an invoice account, there is a new field on the screen that can be used to enter an explanation or other note when applying a credit to an invoice account. Statements auto-saved as PDF files When creating Mass statements for credit accounts, the statements will automatically be saved as PDF files on your computer, which gives you the ability to view/print a statement for a customer (or all customers) from a previous billing period. The PDFs are stored in the PostalMateAutoSaveAccountStatements folder inside your Documents folder. (Continued on page 9) Page 8
POS Register enhancements Report for register and mailbox deposit activities You can now generate a spreadsheet-style report that lists register and mailbox deposits, deposit refunds, and deposit forfeits within a specified date range. Deposit types include Forwarding, Key, Service and Register. From the POS Register s main menu, choose Reports > Register > Register Deposit History, and specify the range when prompted. The report will be in.csv format. Search register transaction history by key word Now you can look for transactions by specifying one or more key words. For example, you could enter Shipment and the search will be filtered to include only register transactions in which that word appeared on the receipt. Here s how: 1. From the POS Register s main menu, choose Tools > Register Transaction History. 2. If the transaction you re searching for was prior to today, then specify a different date range. 3. Under Receipt contains, type in any value. It can be anything included on a receipt, such as a product name, a tracking number, a carrier service, a customer name or even a dollar amount. 4. Click Search. The list of filtered results will display. Print product labels on 8-1/2 x 11 Avery stock You can now print product labels on Avery 5160 label stock (or compatible) with your report printer. These are 1 x 2-5/8 labels, which have 30 labels per 8-1/2 x 11 sheet. Printing the labels 1. Load your report printer with Avery 5160 stock. 2. From the POS Register s main menu, choose Edit > Product. 3. Find and select the desired product, then click Edit. (Continued on page 10) Page 9
(Continued from page 9) 4. Click the Labels button. 5. Select 8-1/2 x 11 report printer. If you want to start printing partway down a sheet of labels, enter the beginning line number. 6. Click Print. If you have Inventory Tracking enabled, labels can also be printed in the same fashion from both the Adjust Inventory and Receive Products screens. On the latter, there s now a Batch Labels button that allows you to print labels for all products on the screen for which you ve entered a quantity in the Labels column. As before, you can also print product labels on your thermal printer, however that requires special thermal label stock. Retail price displayed on Find Product screen When searching for a product, you can now see its retail price on the Find Product screen. It will appear where the Product ID normally appear (unless you re searching by Product ID, in which case the Product ID will appear instead of the retail price). Adjusting retail prices from Receive Products screen If you have Inventory Tracking enabled, you can now adjust the retail price of products from the Receive Products screen. The grid that displays products has two new columns, Last Retail, which displays the price currently in the system for each product, and Retail, which is where you can enter new prices for any product(s). Page 10