This section guides the user through the menu options that are available under the Mail menu.
Note: You need to set up ZIP PO Zones only if you mail Periodical class and do not use PostWare. If you need to establish an order for mail labels to print that is different from Periodical class order, see ZIP Label Sequence.
Zip PO Zones ones are set up in relation to the location of the post office from which a product is mailed. The zones are established by each post office to reflect the relative distance of each zone from that post office. For example, the immediate vicinity is Zone 1, the next closest area is Zone 2, and zones 3, 4, and so on form concentric rings around zone 1.
Bulk (Periodical class) postal rates are based on the delivery distance from the post office at which the piece of mail is posted. Therefore, it costs less to send mail to Zone 1 (because it is closer) than to Zone 8.
In addition, certain five-digit Zip codes are in-county; that is, in the same county as the post office from which mail is posted. You may also have Sectional Center Facilities (SCFs) in your area. This option allows you to establish all applicable Zip PO Zones to provide the maximum postal discounts. Other postal zones you may set up are: Canada, In-County Delivery Unit, In-County Other, All Other, Foreign, Out-County Delivery Unit and sectional center facility (SCF) zones.
Each product that is mailed from the same post office will have the same postal zones, and each postal zone is made up of one or more Zip codes. Therefore, define postal zones by designating the Zip codes (and/or range of Zip codes) for each product.
If all Zip codes with a 3-digit prefix should be assigned the same postal zone, you need enter only one record. For example, Zip codes 55101 through 55199 are all in Postal Zone 2, so you can enter this information in one record:
For any Zip codes within that range that should be assigned a different postal zone, you must make additional entries. For example, Zip code 55157 is an out-of-county Zip code, and 55158 is a sectional carrier facility, so you would enter three records, as follow:
Before entering information here, obtain the Official Zone Charts from each post office from which you mail deliverables. These list the unique postal zones and the Zip codes for each postal zone.
Once you define the Zip codes in each postal zone for the first product, select Copy from the strip menu to copy these records for any additional products mailed from the same post office. You can then set up records to define the Zip codes contained in each postal zone for any product that is mailed from a different post office. Continue in this manner until all postal zones have been set up for all products that are delivered by mail.
Select Distribution | Mail | Zip PO Zone to display the Zip PO Zone Setup screen.
Click the Add icon and complete the following fields.
Click OK to save the Zip PO Zone in the database or Add Another to save the existing record and add another Zip PO Zone.
If you sort mail labels in a user-defined sort order (rather than Periodical Class or Zip Code order), use Zip Label Sequence to set up the sorting. Canadian Newspapers, in particular, may wish to use this feature.
• By a range of Zip codes
• By one Zip code, and then, within the Zip code, by postal route type and/or a range of postal route numbers
For example, suppose the label print order for the Tribune should be foreign, followed by out-of-state, followed by in-state, regardless of postal routes:
When specifying a range of values in the alphanumeric Zip code fields, numbers come before letters. A blank field comes before any number of letter. “ZZZZZZZZZZ” is the last possible entry in a Zip code range. There are no Zip codes in the United States higher than 99799-9999.
Note: You must manually maintain this information (i.e., Circulation cannot automatically create or remove a bag tag based on more or less papers delivered to one area).
Select Distribution | Mail | Zip Label Sequence to display the Zip Label Sequence screen.
Click the Add icon and complete the following fields.
Click OK to save the Zip label sequence in the database or Add Another to save the existing record and add another Zip label sequence.
As in the previous example, suppose the label print order should be (1) foreign, (2) out-state, (3) in-state. In addition, labels for postal route type C in Zip code 55110 should print before in-state labels. The following table shows how to enter these records.
Note: This menu item is optional.
In some cases, label groups may be associated with one or more Zip codes. For example, label group “local” might include Zip codes 55118, 55119, and 55120, while label group “mail” includes everything else.
Zip code label groups are used to determine the default label group when a subscription start is entered for a product. To continue to example above, a new start in Zip code 55119 would be assigned to the mail label group “local”.
Suppose that one product, the Tribune, must be dropped off at the local post office (LOC) and also at a different SCF location (Duluth). The setup might be:
In order for the label group to default for subscription starts, the router must determine that they are mail delivered (rather than route delivered) subscribers. To set up the router to work with label groups, enter the mail delivered Zip codes in the router, but leave Route blank to indicate this is a mailed Zip code.
Select Distribution | Mail | Zip Label Group from the Mail menu to display the Zip Label Group screen.
Click the Add icon and complete the following fields.
Click OK to save the Zip label group in the database or Add Another to save the existing record and add another group.
A label group
is a user-defined set of mail subscribers that print on mailing labels and/or postal reports. Many newspapers define only one label group, which prints the addresses of all of their mail subscribers on mail labels in one run. However, product delivery plans may require that labels and/or postal reports be grouped and printed in a specific order. For example, it may be necessary to print labels for out-of-state subscribers before local subscribers—this would require at least two label groups. You must also set up label groups to produce separate postal reports for any different edition of a product.
You may define label groups for each sectional carrier facility (SCF) or post office from which products are mailed. This accommodates situations where groups of papers are dropped at different post offices or sectional center facilities for mailing.
Label groups are user-defined, and multiple products may use the same label group identifiers. For example, all products may use label group names of “1st”, “2nd”, and “3rd”. One label group might be called “mail” for the majority of mail subscriptions, and another label group might be called “first” for 1st class mail delivery. If using PostWare, it is helpful if you set up a label group for each entry point (i.e. post office) you deliver mail to.
Mailing labels may be printed in Periodical class order (using PostWare or PO zones set up in Circulation), Zip code order, or a user-defined order—as determined by Business Rules. Business Rules also determine whether PostWare should be used to sort mail labels, whether labels groups represent separate mailings, whether a Financial PO Report will be submitted with each label group, and whether page breaks should occur between labels groups.
Note: Periodical class sorting does not apply to Canada (US only).
In character Circulation, select Distribution | Mail | Label Group to display the Label Group Setup screen.
Select Add and complete the following fields.
Select Specifics to link the label group to one or more publications and, if applicable, to specify mail trucks for the label group (see below).
Select Accept to accept the label group and associated specific information.
Set up other label groups, or press F4 and select Exit to exit to the Setup menu.
This specific allows you to specify what publications and editions can be used with a label group. When printing mail labels for a publication, the label groups linked to the publication will be printed.
More than one product may have the same label group ID. For example, a newspaper and a shopper may each have a label group ID of “1st”.
Select Specifics | Label Group Publ from the Label Group Setup screen to display the Label Group Publication Setup screen.
Select Add to enter product information for the displayed label group (described below).
Select Specifics and enter address and occupant of the publication for this label group (see the User Manual for more information). This information will be printed on the postal report.
Select Accept to accept the label group/publication link.
Link the label group with other publications, or press F4 and select Exit to return to the Label Group Setup screen.
Some newspapers put mail subscriptions on trucks, which then drive to a post office closer to the subscribers to mail them. Using PostWare, Circulation can produce “bundle wrappers” for the mail subscriptions. These documents aid the mail truck drivers and the post office in delivery.
Set up your mail trucks in Truck Setup. You do not need to add the trucks to a truck departure order or truck sequence.
Link the trucks to label groups in this specific. You can assign different trucks based on Zip code. This is also where you can enter messages to appear on the bundle wrappers.
Set up a special single copy type for mailed single copy routes, and enter this for the Business Rule— For which single copy type should mail labels print when using Postalsoft Presort and Label?. This will tell Circulation to send mail truck and associated info in its file that is exported to PostWare when producing mail labels.
Assign mail subscribers that will be delivered via a mail truck to the label group with the appropriate truck(s).
Set up or modify your PostWare presort job file so that it will output the mail truck and associated delivery information that is sent to it by Circulation (most likely, the truck information will appear on sack or package labels). You will need to work with Postalsoft to implement this setup.
Select Specifics | Mail Truck from the Label Group Setup screen to display the Mail Truck Setup screen.
Select Add and specify the mail trucks that should be used with this label group (within a Zip code range) on each day of the week (fields are described below).
Select Accept to accept the mail truck assignments.
Assign mail trucks to other Zip code ranges, or press F4 and select Exit to return to the Label Group Setup screen.
This specific allows you to specify the delivery schedules that can be used with a label group. When entering transactions such as new starts, only the delivery schedules that are valid for the entered label group will be available for selection.
Select Specifics | Label Group Deliv Sched from the Label Group Setup screen to display the Label Group Delivery Schedule Setup screen.
Select Add and complete the following fields.
Select Accept to accept the label group/delivery schedule link.
Link the label group with other delivery schedules, or press F4 and select Exit to return to the Label Group Setup screen.
Product | Zip code | PO Zone |
---|---|---|
Product | Zip code | PO Zone |
---|---|---|
Field | Type | What to enter |
---|---|---|
Product | Label Group | Start Zip Code | End Zip Code | Print Order |
---|
Field | Type | What to enter |
---|
Record #1 | Record #2 | Record #3 | Record #4 | Record #5 |
---|
Label groups, discussed on , are used for printing mailing labels for subscriptions and/or postal reports. Label groups are user-defined, and multiple products may use the same label groups.
Product | Start Zip Code | End Zip Code | Label Group |
---|
Field | Type | What to enter |
---|
Field | Type | What to enter |
---|
Field | Type | What to enter |
---|
Field | Type | What to enter |
---|
Field | Type | What to enter |
---|
Trib
551
2
Trib
551
2
Trib
55157
In Other
Trib
55158
SCF
PRODUCT
setup
Enter a product distributed in this Zip PO Zone. Zones are set up by product because products may be mailed from different post offices.
ZIP CODE
open (5)
Enter a Zip code located in this Zip PO Zone.
PO ZONE
predefined
Enter the postal zone that this Zip belongs to. If the Zip code is in the same county as the post office from which deliverables are mailed, enter “In Del Unit” or “In Other” for reduced postage.
Trib | 1st | A | ZZZZZZZZZZ | 10 |
Trib | 2nd | 0 | 55109 | 20 |
Trib | 2nd | 55600 | 99799 | 30 |
Trib | 3rd | 55110 | 55599 | 40 |
PRODUCT | setup | Enter the product for this Zip label sequence. |
LABEL GROUP | setup | Enter a label group that will be a part of the sequence. |
START ZIP CODE | open (10) | Enter the starting Zip code within this label group. |
START ZIP EXTENSION | open (4) | Enter the starting Zip code extension within this label group (if applicable). |
END ZIP CODE | open (10) | Enter the ending Zip code within this label group. To break the label group down by postal route type and/or postal routes, enter the same Zip code in Start Zip Code and End Zip Code; for example, enter 55119 in both fields. Circulation will then prompt you to enter the postal route type. |
END ZIP EXTENSION | open (4) | Enter the ending Zip code extension within this label group (if applicable). |
PO ROUTE TYPE | predefined | Enter the PO Route Type for this label group if you are defining by PO Route Type. Valid entries are Box, Carrier Route, Highway Contract, and Rural Route. |
START PO ROUTE | integer (4) | Enter the starting PO Route if this label group should include a range of postal route numbers. |
END PO ROUTE | integer (4) | Enter the ending PO Route if this label group should include a range of postal route numbers. |
PRINT ORDER | integer (8) | Enter the order in which you want this label group printed for this product. Numbering print orders by 10 or 100 makes it easier to later insert new label group sequences at a later time. |
BAG TAG LABEL | open (90) | Enter the information that should print on the postal bag tag label for this label group sequence. A bag tag is a label attached to a mail bag, which has information about the contents of the bag. |
Product | Trib | Trib | Trib | Trib | Trib |
Label Group | 1st | 2nd | 2nd | 3rd | 3rd |
Start ZIP | A | 0 | 55600 | 55110 | 55110 |
End ZIP | ZZZZZZZZZZ | 55109 | 99799 | 55110 | 55599 |
PO Route Type |
|
|
| C |
|
Start PO Route |
|
|
| 10 |
|
End PO Route |
|
|
| 70 |
|
Print Order | 10 | 20 | 30 | 40 | 50 |
BagTag ZIPs/ Boxes | A-ZZZZZ/ ZZZZZ | 00000-55109 | 55600-99799 | Carrier routes 10-70 in Zip code 55110 | 55110-55599 |
Trib | 55110 | 55199 | LOC |
Trib | 00000 | 55109 | DUL |
Trib | 55200 | 99799 | DUL |
PRODUCT | setup | Enter the product for this Zip label group record. |
START ZIP CODE | open (5) | Enter the starting Zip code that you wish to assign to a label group. For Canadian Zip codes, enter the first 3 digits only. |
END ZIP CODE | open (5) | Enter the ending Zip code that you wish to assign. |
LABEL GROUP | setup | Enter the label group. |
LABEL GROUP | open (8) | Enter an ID for this label group. |
DESCRIPTION | open (30) | Enter a description for this label group. |
LABEL GROUP | display | Circulation displays the label group entered on the initial screen. |
PRODUCT | setup | Enter the product which will use this label group. |
START DATE, END DATE | date | Enter the date range during which this product can use the label group. |
IS ONLINE? | yes/no | Enter “y” if this label group is used to define online subscriptions. A label group cannot be shared between mail and online subscriptions, so entering “y” will make this label group invalid as a mail label group. |
IS PRIMARY? | yes/no | Enter “y” if this online label group is the primary group. Only one label group can be defined as primary. |
DEFAULT AAM COLUMN | setup | Enter the default AAM column to be used with this online label group. |
PRINT ORDER | integer (8) | Enter the order in which this group of labels should print (among other labels that are valid for this publication). |
EDITION | setup | For each day of the week, enter the edition that will be delivered to subscribers by this label group. |
PO FINANCE NUMBER | open (8) | Enter the post office finance number for this label group. |
LABEL GROUP | display | Circulation displays the label group entered on the initial screen. |
PRODUCT | setup | Enter the publication for which mail trucks are being assigned to the label group. |
START ZIP CODE, END ZIP CODE | open (5) | Enter the Zip code range for which the mail trucks are being assigned. |
START DATE, END DATE | date | Enter the date range for the mail truck assignments. |
TRUCK | setup | For each day of the week, enter the ID of the mail truck that should be used to deliver mail subscriptions within this label group and Zip code range. |
RELAY INFO | open (30 x 4) | If this truck will transfer mail to a relay truck, enter the relay truck message that should print on the bundle wrappers. |
BUNDLE INFO | open (30 x 4) | Enter information about the subscription being transported by this truck, for example the edition and destination. |
LABEL GROUP | display | Circulation displays the label group entered on the initial screen. |
PRODUCT | setup | Enter the product that will use this label group. |
DELIVERY SCHEDULE | setup | Enter a delivery schedule that is valid for this label group. |
START DATE, END DATE | date | Enter the date range during which this delivery schedule is valid for the label group. |