Manual Office Training 2013
Presented by Colorado NAPUS
What to do now to be prepared for the possibility of having to run a manual
on your own:
•Set yourself up on the Verifone Credit Card Machine
•Familiarize yourself with the scale
•Make sure there is a current Zone Chart in the office
•Have a copy of the current Price Change cheat sheet
•How to operate the Postage Meter and how to fill out the PS form 3602.
NEW: ALL RMPO 2 & 4 hour offices HAVE to have a Postage Meter.
Know:
•Where the money order imprinter is and how verify the date and change
if necessary. (Locked in secure container over night.)
•The maximum money order amount is $1000.00. and what the current
money order fees are.
•How to fill out the manual PS 1412 and input into eMoves
•Webbats-not automatic like POS, must do manual entry daily, No Fee Boxes,
•How to enter Customs into CBPMAN
•Express needs to be accepted in either PTS or hand held scanner.
•All USPS Tracking sold over the counter needs scanned accepted in hand held scanner.
•Know that prepaid acceptance needs to be scanned on hand held scanner.
Set yourself up on the Verifone Credit Card Machine
Link to Verifone Credit Card:
http://blue.usps.gov/corptreasury/quickref.htm
Page 5 of the Verifone Users Guide has instructions on setting you or a new PMR up in
the Verifone Credit Card machine
Credit Card Machine
Quick Reference Guide:
Link to Zone Chart so you can print
one for your Zip Code:
http://postcalc.usps.gov/zonecharts/
FIRST CLASS MAIL
Maximum Weight & Dimensions:
Weight 13 oz or less
(More than 13 oz Priority Mail)
• Weight not more than 3.5oz
• Rigid
• Keys, Coins, Pens, etc…
• Delivery address is not parallel to the
20¢
longest side
• Has clasps, strings, buttons, etc… Surcharge
If one dimension or weight
exceeds any one of the above:
• Aspect Ratio by address orientation
• Enclosed in plastic material
(NOT according to address orientation)
• 11 1/2 inches in length
• 6 1/8 inches in height
• ¼ inches in thickness
3.5 oz or LESS
Maximum Dimensions:
• 15 inches in length
• 12 inches in height
• ¾ inches in thickness
If any one dimension exceeds:
Length plus girth combined cannot exceed 108 inches.
• Rigid
• Not rectangular ( Squares are rectangular)
• Not uniform in thickness
(1/4 “ variation in thickness allowed)
If large envelope with Nonmachinable Criteria:
Other helpful hints:
• Have PMR label border of stamps with cost per sheet of the sheets
that do not have 20 per sheet. This helps eliminate errors in selling
these stamps.
• Label which stamps are to be sold only as a complete book and
which can be sold as a single stamp.
• Label stamps in the drawer with “On Sale Date” so they are not sold
too early.
Supporting Documents needed for 1412 closeout:
•PS Form 3602 Postage Collected through Postage Meter
•PS Form 3544 Receipt for money collected for box rent, box keys & other
AIC/s requiring receipts.
•PS Form 3584 Postage Due
•Support Documentation Crosswalk lists all AIC’s needing receipts.
http://blue.usps.gov/customerservicesoperationsandretail/customerservice
soperations/financeandaccounting/pdf/RevProtection_UnitCloseOutCross
walk.pdf?popup=true
•Credit/Debit card receipts. Run a batch close on the VeriFone and verify
receipts match batch close. Credit/Debit card receipts are filed in a
“separate, secure location from the 1412 documentation.
•Do not need to keep documentation but do need to keep track of:
•Retail Product Sales, Forever Stamp Sales, Endangered Species
Stamp sales and Breast Cancer Stamps so you can total and put on
1412.
Know how to operate the Postage Meter and how to fill out the PS form 3602.
NEW: ALL RMPO 2 & 4 hour offices HAVE to have a Postage Meter.
This portion completed only when
meter is reset.
AIC’s that need to be
kept track of throughout
the day that don’t require
a receipt:
AIC’s that do require
documentation if AIC is
used:
Individual Drawer:
1.
Enter beginning accountability in AIC
840.
2.
Count available cash in drawer
(estimate coins) and put amount more
than cash allowed for drawer ($100 for
individual accountability offices) in
752.
3.
Run Batch Close on Credit/Debit card
machine and enter amounts in 762/772
4.
Total column and put in AIC 800
5.
Put total that is in AIC 800 in AIC 400
6.
Put dollar amount of Forever Stamp
sales in AIC 007
7.
Close out meter book and put amount
of postage meter sales in AIC 110
8.
Put any other amounts in the correct
AIC (Money Orders, box rents etc).
9.
Subtract all entries on left side of the
1412 from the amount in AIC 400.
10. Put that amount in AIC 090 (postage
stock sales)
11. Add any entries in AIC’s 007-013,081092, 094 together and enter into AIC
852.
12. Subtract AIC 852 from AIC 840 and
enter amount in AIC 853.
Steps to complete Manual 1412 in 6 hour office –
Consolidated 1412 for 6 hour Individual Drawer Accountability Offices:
1. Put last night’s closing AIC 853 in
today’s 1412 AIC 840.
Consolidated 1412 –
2. Probably only one individual 1412
6 hour
office
with Individual
so copy
entries
off individual
on to
Clerk Accountabilities
and
consolidated
BUT put the amount
that Main
is in AIC
752 on the individual
Stock:
1412 in AIC 753 on the
Consolidated 1412 as there is less
1. Put
than $100 to deposit
3. Add down the left column, put total
in AIC 800.
4. Move total from AIC 800 to AIC 400
and subtract off items in AIC’s to
come up with amount that should
be in AIC 090.
5. Add any entries in AIC’s 007013,081-092, 094 together and
enter into AIC 852.
6. Now you are ready to do eMoves.
1.
Enter beginning accountability in
840.
AIC
2.
Count available cash in drawer (estimate
coins) and put amount more than cash
allowed for drawer ($150 for Single
Drawer Accountability offices) in 752.
3.
Run Batch Close on Credit/Debit card
machine and enter amounts in 762/772.
4.
Total column and put in AIC 800
5.
Put total that is in AIC 800 in AIC 400
6.
Put dollar amount of Forever Stamp
sales in AIC 007.
7.
Close out meter book and put amount of
postage meter sales in AIC 110
8.
Put any other amounts in the correct AIC
(Money Orders, box rents etc).
9.
Subtract all entries on left side of the
1412 from the amount in AIC 400. Put
that amount in AIC 090 (postage stock
sales)
10. Add any entries in AIC’s 007-013,081092, 094 together and enter into AIC 852.
11. Subtract AIC 852 from AIC 840 and enter
amount in AIC 853.
12. Sign manual 1412’s
13. Now you are ready to enter into eMoves
Single Drawer Accountability Office:
Single Drawer Accountability
1412 next day.
1.
Cash retained yesterday (because
less than $100 to deposit
yesterday) is put in AIC 353 Cash
Retained on Hand from Previous
Report.
2.
Because you have additional $90
to deposit (after counting drawer
bills, estimating coins-leaving
$150.00 in drawer) total cash,
checks, money orders to deposit
plus the $35 you put in AIC 753
yesterday (and put in bag in safe
separate from drawer) you will
send in a deposit today of $125.00
leaving nothing in AIC 753 Cash
retained today.
Webbats: All entries to Webba
must be made manually unlike
POS that enters much of the
information for you.
To issue a new box click on
Customer, Highlight “Issue 109
and then choose “Issue and pa
one Box Service”
To post a payment to an
already issued P O Box Click
on Payments, Highlight “Post
Payment, and click on
“Renew/Reactivate One
Box/Service
At the end of every day
you must print two
reports,
1. “Activity by Date”
2. “Receipt by Date”
CBPMAN is used to
enter Customs forms.
To get to the program
type “CBPMAN” in the
address bar on the blue
page.
Express Mail acceptance labels must be entered
either into the hand held scanner or into PTS under
“Manual Entry”
To get to this page, type “PTS into the address bar on
the Blue Page.
Any questions, issues that come up pertaining to
POStPlan, feel free to contact me:
Joan Mallon
Postmaster
Kiowa CO 80117
Silt Office Phone: (thru May 31) 970 876 2250
Kiowa Office Phone: (after June 1) 303 621 2011
Cell Phone:
720 339 8834