PostalOne!®
System
Presented by: Janet Cook, Mgr BME
Agenda
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What is Business Mail?
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What is the PostalOne! System?
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What Does PostalOne! Do?
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What Are the Benefits?

How Can You Send Information?
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Facility Appointment & Shipment Tracking (FAST)
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Electronic Mail Improvement Reporting (eMIR)
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How Can You Get PostalOne! Access?
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Full Service and E-DOC approval
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Questions & Resources
2
What is Business Mail?
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Business mail includes all the ways mail is used
to accomplish the goals of your business or
organization
Bills, invoices, catalogs, coupons, solicitations,
newsletters, magazines, merchandise and
advertisements in any quantity are just some of the
items businesses & organizations mail every day
3
Mailing Services
Choosing a Method for Mailing
Retail
Services
Discount
Services
Online
Services
X
X
X
X
X
X
Who are you trying to reach?
Establish an address list
What are you mailing?
Design your mailpiece
(size, shape, weight, and content)
How will you plan & complete your mailing?
X
Meet minimum volume requirements
Choose a mailing service
X
X
X
Choose a postage payment method
X
X
X
Construct your mailpiece
X
X
Sort your mail
X
Pay an annual mailing fee
X
Fill out a postage statement
X
Deposit your mail
X
X
4
Discount Mailing Services

Discount Mail
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A proven, cost-effective business tool

Offers a lower price on postage for the work you perform

Can accommodate a variety of business needs

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Gives your business or organization a professional image
with customers
Can promote your business or organization name through
use of permit imprint, postage meter, or PC Postage
technology
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Discount Mailing Services

Discount Mail

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Work you do, such as preparing, sorting, and entering your
mailing, can lower your postage costs
Requires annual mailing fee of $190 at each facility where
you enter mail
Optional aspects of a discount mailing (use of permit
imprints, business reply mail, or mailing endorsements)
may require additional fees
Requires additional documentation be submitted with
mailing to identify work share
6
What Is the PostalOne! System?

USPS Information Management System

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Supports business processes of the Business Mail Entry
Unit (BMEU) [verifying, accepting & paying postage] for
your bulk business mail
Designed to transform the business mailing experience
to an Internet (Web-based) process by offering a suite
of electronic features & services

Centralized payment processing

Electronic document processing

Online account & mailing information
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What Does PostalOne! Do?
Presents Mailing Documents
Customers
Electronic
Mailing
Information
Automates Postage
Payment Processing
PostalOne!®
Facilitates Drop
Shipment Scheduling
Provides Account
Access & Mailing
Information
8
What Is Available?

Available Features


Electronic mailing documentation, automated postage
statement processing & online account access
Online account management & automated drop shipment
processing
9
What Are the Benefits?
Eliminates Hardcopy Paperwork
Benefits
Customers
Improved Service with
Automated Processes
Offers Centralized
Payment Options
Mailing
Information
PostalOne!®
Integrates
Business Functions
Online Process Management:
• Mailing Activity
• Payments
• Plan & Schedule
• Mailing Quality Feedback
10
What Exactly Is Centralized Payment?


Electronic postage payment system that provides
a centralized, convenient, and cost-effective way
to fund their account

ACH credit/Fed wire (trust account)

ACH debit
Electronic alternative to presenting checks and cash
for postage and fees at multiple post offices
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Electronic Submission – FULL SERVICE
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A mailer must submit the postage statement and all supporting
documentation (except a manifest) electronically via Mail.dat®,
Mail.XML® or Postal Wizard.
No Full-Service mail can be accepted without electronic
documentation. Hard copy postage statements are unacceptable
for Full-Service mail. If a mailer states that their eDoc would not
upload, refer the mailer to the PostalOne! Help Desk at
PostalOne@usps.gov or 800-522-9085.
No eDoc – No Full-Service!
The purpose of Full-Service Acceptance and Verification is to
verify that Full-Service mailings meet Intelligent Mail® barcode,
preparation, and data requirements to qualify for Full-Service
discounts.
All current verification processes as driven by PostalOne!
Performance Based Verification or PBV are applicable.
Full-Service mail requires additional verifications to determine
whether or not the mail qualifies for the Full-Service discount.
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Electronic Submission – FULL SERVICE

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Mailpieces and mailings must meet the qualifications
below to claim Full-Service prices:
Electronic Documentation (eDoc) Requirements
Mailers have three options to electronically submit
mailings:
 Mail.dat® or
 Mail.XML® or
 Postal Wizard

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Postal Wizard is for mailings of fewer than 10,000 pieces and
postage is affixed to each piece at the correct price or each
piece is of identical weight and the mailpieces are separated
by price.
Postal Wizard cannot be used with full-service Periodicals
and BPM mailings.
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Electronic Submission – FULL SERVICE

Barcode Requirements
 A unique Intelligent Mail barcode (IMb™) is required on
each Full-Service mailpiece

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
The 65-bar IMb consists of a maximum 31 numbers in five
fields: Barcode ID, Service Type Identifier (STID), Mailer ID,
Serial Number and Routing Code.
POSTNET™ barcodes are not Intelligent Mail barcodes.
A unique Intelligent Mail tray barcode (IMtb) is required on
each handling-unit label when mail is prepared using trays
or sacks


Each letter tray, flat tray or sack label must have a 24-digit
Intelligent Mail tray barcode. This barcode consists of six
fields: routing information (destination ZIP Code), Content
Identifier Number (CIN), Processing Code, Mailer ID, unique
serial number, and the Label type.
10-digit legacy tray label is not valid for Full-Service
14
Electronic Submission – FULL SERVICE

A unique Intelligent Mail container barcode
(IMcb) is required on labels placed on
pallets or other containers when mail is
containerized.

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A container bearing Full-Service mail pieces must
bear a unique Intelligent Mail container label and
barcode, whether a mailing is containerized by DMM
standard, a Customer Supplier Agreement, or mailer
option.
A 21-digit IMcb is required on each pallet, APC, etc.
This barcode consists of: Application ID (always 99),
Type ID (always M), Mailer ID, and unique serial
number.
15
How Can You Send Information?

Structured approach to electronic documentation
and postage that offers options for all mailers:

Mail.dat®
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Web Services

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• Mail.dat®
• Web Services
• PS Wizard
Form-based electronic exchange
Postage Statement Wizard®
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File-based electronic exchange
Postage statements online
PostalOne!®
Allows Mailer to choose the one best suited for them
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Mail.dat®
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Mail.dat® is an industry controlled specification
managed by IDEAlliance, a non-profit organization
that requires membership
IDEAlliance provides governance necessary to
“standardize” information protocols
A comprehensive “supply chain” relational data file
Normally used in high volume, complex preparation
schemes
Mail.dat® Process
1. Send original
Mail.dat® file
Customer
2. Send update
Mail.dat® file
6. Data returned
to mailer for
online viewing
2. Mailer
presents
mail to USPS®
3. USPS® accesses
information
on PostalOne!®
PostalOne!®
4. USPS®
performs
MERLIN®
or manual
verification
5. USPS® validates
deducts postage
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Web Services
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USPS® controlled specification that requires no
fee for use
Leverages mature XML technology
Enables mailer to convert data outputs to electronic
forms to submit to USPS®
Enables mailer to develop own browser “look & feel”
Enables dynamic messaging to facilitate automating
processes
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Web Services Process
1. Send PS Forms &
Qualification Report
PostalOne!®
Customer
2. Mailer
presents
mail to USPS®
3. USPS® accesses
Information
on PostalOne!®
6. Message sent to Mailer
that data is available
for online viewing
4. USPS® performs
MERLIN® or manual
verification
5. USPS® validates &
deducts postage
(all domestic statements)
20
Postage Statement Wizard®

Online tool that allows access to USPS® forms
via any desktop browser

Supports postage statements

Complete form & submit online
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Benefits

Eliminates hardcopy Postage Statements

Reduces wait times

Provides access to financial & historical information

Provides reports
22
Postage Statement Wizard®
Process
Log on to
PostalOne!
Select
a Form
Go to the
Appropriate
Section
Note: The user
can save work
at any stage
along the way.
BMEU Deducts
Postage
Enter
• Permit
• User Information
• Mailing Characteristics
A
B
C
D
Etc.
BMEU Accepts
and Verifies
Complete
Sections &
Review
Submit
Online
Present Mail
to BMEU
BMEU Accesses
Information
23
Facility Access & Shipment Tracking
FAST
(FAST)

Simplified Scheduling Processes
Electronic options providing mailing information

Improved Operational Efficiency
When postal facilities understand customer requirements
ahead of time, appointment slots can be offered based
on capacity

Encourages Timely, Accurate Appointments
Mailers who provide accurate content details and arrive
on time will have the widest selection of appointment slots
24
Electronic Mail Improvement Report
(eMIR)

Replaces old hardcopy PS Form 3749

Web-enabled business process that:

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Identifies issues impacting efficient processing of business
mailings
Informs process owners of identified deficiencies and
impacts to mailing efficiency
Improves business processes through information
management and reporting capabilities
25
Accessing eMIR

Provides visibility to mail owners/preparers with
reported problems

Log into PostalOne!®

Click on Reports and then click the link to eMIR
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Feedback & Resolution
27
Feedback & Resolution
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How Can You Get PostalOne! Access?
Mail.dat / Wizard Web Service

Complete the online application and submit it
electronically. http://www.gateway.usps.com/
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PostalOne!
Full-Service Authorization Process
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PostalOne!
Full-Service Authorization Process
for Full-Service Customers
Effective October 25, 2011
The PostalOne! Help Desk will validate and authorize the
mailer for basic eDoc submission and notify the MBME
that they have passed testing.
The acceptance employee at any unit is responsible to
ensure that every mailer presents all required
documentation and complete postage statement(s), prior
to accepting the mail.
Note: Since induction methods were not part of the
previous Test Environment for Mailers
TEM/certification process we will not evaluate current
approved FS mailers.
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PostalOne!
Full-Service Authorization Process
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National Customer Service Center (NCSC) –
PostalOne! Help Desk
The PostalOne! Help Desk notifies the BMS Program
Managers, BMSA and the MBME that the mailer has
completed the application and will be testing in TEM for
eDoc.
This notification informs the MBME/designee that one
of their mailer’s is testing and that it is necessary to
ensure that the hardware is in place and a Customer
Supplier Agreement (CSA), if necessary, is active and
current.
The PostalOne! Help Desk notifies MBME that the
mailer is ready to submit files for the Full-Service
Review (Exhibit 1 – Official Notification Initiate Full
Service Testing).
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PostalOne!
Full-Service Authorization Process
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MBME - Initiate Authorization of Full-Service Review
(First-Level Review)
Upon receipt of the “Official Notification” from the NCSC
the MBME/designee will work with their customer to
establish a date when the mailer will be prepared to send
the files and a live mailing for review. This communication
can be accomplished through a phone call and/or email
with the mailer.
The following steps must be completed during first-level
review by the MBME/designee:
Contact the mailer within five days of official notification
from NCSC to set up the Full-Service test.
Confirm the date by email
32
PostalOne!
Full-Service Authorization Process
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The notification will let the mailer know that:
 The mailer must transmit Full-Service files to TEM
 The mailer must transmit Basic files to Production for
postage payment.
Note: The Full-Service workshare discount will not be
applied to mailings submitted during testing and that is
why the mailer submits a postage statement at the Basic
price.
 MBME/designee will also notify the mailer that the
PostalOne! system(s) (Production and TEM) must
receive all Mail.dat files and postage statement
updates (UPD) for files being evaluated.
 A minimum of two jobs must be evaluated
This may all be found in the mailers eDoc and Full-Service
Authorization Guide.
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PostalOne!
Full-Service Authorization Process
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(First-Level Review) The review will require:
A minimum of two jobs
At least one job for each induction method used by the
mailer
DMU Verified, USPS Transported
Origin/Destination, Mailer Transported
BMEU Entered
Note: In order to be able to claim FulI-Service
prices a mailer must be approved for each
applicable induction method and mail class.
Additional testing may be needed for mailers
required to use a CSA.
Pallet placards on the mailing
Designee will make a copy of three placard(s) from
each mailing.
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PostalOne!
Full-Service Authorization Process
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3. The following are reasons a mailer may fail the FirstLevel Review:
Missing barcodes
IMb
IMtb
IMcb
Mail does not match documentation
CSA is not current and active
When the mailer fails the review at level one – the review
stops.
35
PostalOne!
Full-Service Authorization Process
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The MBME will notify the:
Mailer
PostalOne! Helpdesk
BMSA
The MBME will send the completed Level 1 Review to the
BMSA and the PostalOne! Help Desk and provide any samples
pertaining to the reason for failure.
When the mailer Passes Level 1 Review the MBME/designee
will notify PostalOne! Help Desk and BMSA using Exhibit 4
Level One Review is completed using -- (Exhibit 4 –
MBME/designee Notification To BMSA of Completion Of Level
One Testing of Full-Service Files for [Mailer] and attach:
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The completed Full-Service Authorization Checklist for level
one
Copies of 3 container placards from each job.
36
PostalOne!
Full-Service Authorization Process
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TEM File Validation
Analyze the Mail.dat files in Production using
admin console
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DMU Verified, USPS Transported
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Confirm proper use of CSA ID in the SEG, if applicable
Confirm Class of Mail and Processing Category
For Logical Mailer- Confirm all applicable container types
are identified
Confirm container level coded in the csm file for the
placards submitted for each jog
Verify Entry Point Delivery Postal Code
37
PostalOne!
Full-Service Authorization Process
 Verify
Entry Point for Entry Discount Locale Key in the csm
 Verify the Entry Point-Actual/Delivery-Postal Code in the
csm file (ZIP+4 of DMU)
 USPS Pick Up in the csm set to ‘Y’
 CSA Trip ID in the csm (not required)
 Check Scheduled Ship Date and Time in the csm
 Label IM Container populated with a 99M container
barcode in the csm
Review container placards from level 1 review and
match to containers is csm file
 For mailers using a CSA; match containers in CSA file
against containers in csm
Compare Ship Date and Time in csm file with date and
time of actual acceptance at level one review to ensure it
does not affect service measurement.
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
38
PostalOne!
Full-Service Authorization Process
Origin/Destination Mailer Transported
 Confirm proper use of CSA ID in the SEG, if
applicable

 Confirm
Class of Mail and Processing Category
 For Logical Mailer- Confirm all applicable container
types are identified
 Confirm container level coded in the csm file for the
placards submitted for each jog
 Verify Entry Point Delivery Postal Code
 Verify Entry Point for Entry Discount Locale Key in
the csm
 Verify the Entry Point-Actual/Delivery-Postal Code in
the csm file (ZIP+4 of DMU)
39
PostalOne!
Full-Service Authorization Process
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Confirm mailer is scheduling valid appointments in Fast -Reservation number in the csm (recommended not
required)
Check Scheduled Induction Date and Time in the csm
Ensure USPS Pick Up in the csm set to ‘N’
Label IM Container populated with a 99M container
barcode in the csm
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Review container placards from level 1 review and match to
containers is csm file
For mailers using a CSA; match containers in CSA file
against containers in csm
Compare Induction Date and Time in csm file with induction
and time of actual acceptance at level one review to ensure it
does not affect service measurement.
40
PostalOne!
Full-Service Authorization Process
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MLOCR (Logical Mailer)
 Correct container types are identified
Must identify logical trays (L)
Sibling Tray (T; O; E)
Logical Container (M)
Sibling Container (P)
All logical containers must be identified in the file and
Sibling containers need to be linked to the parent logical
container for full-service logical mailings
Note: Additional container types are identified in the
technical guides.
41
PostalOne!
Full-Service Authorization Process
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Mailer may need to retest
Mailer may need to resubmit files
If the 99M barcodes on the container (pallet)
placards are not reflected in the csm file, or
99M barcodes on the container (pallet)
placards do not match the 99M barcodes in
the csm file, the mailer will need to resubmit
a new mailing and it will go back thru for a
Level One review.
Complete Full-Service Checklist with
recommendation for authorization
42
43
Resources for Additional Information
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PostalOne!®
www.usps.com/postalone/howto.htm
Mail.dat®
www.usps.com/postalone/guides.htm
IDEAlliance
www.idealliance.org
Web Services
www.usps.com/postalone/guides.htm
Postage Statement Wizard®
www.usps.com/forms/postagewizard.htm
44
Questions?
45