Postalsoft Business Edition User's Guide 8.00c ... - SAP Help Portal

Postalsoft Business Edition 

User’s Guide 

Business Edition 8.00c.03.00 

May 2010

© Copyright 2010 SAP AG. All rights reserved. 

All rights reserved. SAP, R/3, SAP NetWeaver, Duet, PartnerEdge, ByDesign, 

SAP Business ByDesign, and other SAP products and services mentioned herein 

as well as their respective logos are trademarks or registered trademarks of SAP 

AG in Germany and other countries. 

Business Objects and the Business Objects logo, BusinessObjects, Crystal 

Reports, Crystal Decisions, Web Intelligence, Xcelsius, and other Business 

Objects products and services mentioned herein as well as their respective logos 

are trademarks or registered trademarks of Business Objects S.A. in the United 

States and in other countries. Business Objects is an SAP company. 

All other product and service names mentioned are the trademarks of their 

respective companies. Data contained in this document serves informational 

purposes only. National product specifications may vary. 

These materials are subject to change without notice. These materials are 

provided by SAP AG and its affiliated companies ("SAP Group") for 

informational purposes only, without representation or warranty of any kind, and 

SAP Group shall not be liable for errors or omissions with respect to the 

materials. The only warranties for SAP Group products and services are those 

that are set forth in the express warranty statements accompanying such products 

and services, if any. Nothing herein should be construed as constituting an 

additional warranty. 

2 Business Edition User’s Guide

Contents 

Preface.............................................................................................................9 

Documentation ...............................................................................................10 

Add-on options...............................................................................................11 

Chapter 1: 

Get started.................................................................................................... 13 

System requirements ......................................................................................14 

Installation......................................................................................................15 

Automatic updates..........................................................................................19 

Postal directories ...........................................................................................20 

Directory release schedule .............................................................................22 

Prepare for printing ........................................................................................23 

Chapter 2: 

Mailing list files............................................................................................ 25 

Three file types...............................................................................................26 

Database permissions ....................................................................................27 

Chapter 3: 

Create a mailing list .................................................................................... 29 

Plan your layout ............................................................................................30 

Field properties .............................................................................................31 

The default layout ..........................................................................................33 

Fine-tune your layout ....................................................................................34 

Chapter 4: 

Import and export data............................................................................... 35 

Introduction ....................................................................................................36 

Import and export considerations ..................................................................37 

Associate fields .............................................................................................39 

Settings Library..............................................................................................41 

Access a dBase file ........................................................................................42 

Import an Access table ...................................................................................43 

The enhanced import process ........................................................................45 

Chapter 5: 

Manage your data........................................................................................ 47 

Database location ...........................................................................................48 

Enter data in your file ....................................................................................49 

Manage your data...........................................................................................50 

Index your database........................................................................................53 

How to work with several lists.......................................................................54 

Import and export Settings Library components ..........................................55 

Chapter 6: 

Address correction ...................................................................................... 57 

Introduction ....................................................................................................58 

Contents 3

Terms for address components ..................................................................... 59 

What is address correction ........................................................................... 60 

How address correction works....................................................................... 61 

Standardized fields ........................................................................................ 62 

Correction options.......................................................................................... 63 

Suggestion lists ............................................................................................. 64 

Delivery Point Validation .............................................................................. 66 

Perform DPV processing ............................................................................... 67 

DPV and LACSLink locking......................................................................... 68 

LACSLink...................................................................................................... 70 

Perform LACSLink processing ..................................................................... 71 

SuiteLink........................................................................................................ 72 

GeoCensus .................................................................................................... 73 

Status and error codes ................................................................................... 74 

Parse names and assign prefixes, gender codes, and greetings ..................... 75 

Chapter 7: 

Find duplicate records................................................................................ 77 

Before you merge/purge ................................................................................ 78 

Set up files for merge/purge........................................................................... 79 

Prequalifiers................................................................................................... 80 

Rulebooks ...................................................................................................... 82 

Choose the action(s) to perform on duplicate records ................................... 84 

Post dupe-group numbers to input file(s) ...................................................... 86 

Generate reports............................................................................................. 87 

Associate fields for output ............................................................................. 88 

Judge undecided records for yourself ............................................................ 89 

View a summary of duplicates found ............................................................ 90 

Run merge/purge............................................................................................ 91 

Scoring and weighting ................................................................................... 92 

Customize a rulebook .................................................................................... 95 

Advanced matching options........................................................................... 96 

Customized fields for duplicate detection ................................................... 102 

Under the hood............................................................................................. 103 

Chapter 8: 

Extended Services ..................................................................................... 105 

Extended Services........................................................................................ 106 

Preparing for Extended Services.................................................................. 107 

Extended Services fields.............................................................................. 108 

Email append processing ............................................................................. 111 

Processing your data with Extended Services ............................................. 112 

During Extended Services processing ......................................................... 116 

Changing your Extended Services password............................................... 117 

Extended Services reports............................................................................ 118 

Chapter 9: 

Move-update.............................................................................................. 119 

Move-updating............................................................................................. 120 

NCOALink export ....................................................................................... 121 

ACS move-update........................................................................................ 125 

What is ACSpeed®.................................................................................... 128 

ACSpeed fields ............................................................................................ 130 


Prepare for an ACSpeed mailing..................................................................131 

Merge your ACS file using ACSpeed..........................................................134 

Behind the scenes of an ACS merge ............................................................138 

ACS: Combine spanned diskettes from USPS.............................................139 

Mover ID introduction .................................................................................140 

Fields ............................................................................................................142 

Becoming NCOALink certified ...................................................................143 

NCOALink certification and audit procedures ............................................144 

Overview of NCOALink processing............................................................146 

Install the NCOALink directories and files..................................................147 

Prepare and back up your database ..............................................................148 

Set up NCOALink defaults ..........................................................................149 

NCOALink options ......................................................................................150 

Limited service options ................................................................................152 

Customer information options......................................................................156 

Perform address correction, including NCOALink......................................157 

NCOALink Mover ID Summary report.......................................................158 

NCOALink PAF Information report............................................................160 

NCOALink log files.....................................................................................161 

Chapter 10: 

Presort ........................................................................................................ 163 

Introduction ..................................................................................................164 

Mail piece.....................................................................................................166 

Sortation .......................................................................................................167 

Periodicals mail piece information...............................................................168 

Mailing information .....................................................................................169 

Entry point....................................................................................................170 

Schemes........................................................................................................172 

Mailing fletters .............................................................................................174 

Mixing simplified mail with non-simplified mail........................................175 

Scheme options: General..............................................................................177 

Scheme options: package and container size ...............................................178 

Scheme options: sortation control................................................................181 

Scheme options: flats ...................................................................................183 

Scheme options: walk-sequence...................................................................184 

Scheme options: single pieces......................................................................186 

Scheme options: co-packaging.....................................................................187 

USPS Confirm® program ............................................................................188 

Palletization..................................................................................................191 

Standard Mail letter trays on pallets.............................................................192 

Prepare Standard Mail flats in letter trays on pallets ...................................193 

Intelligent Mail® barcode ............................................................................194 

Chapter 11: 

Mail.dat ...................................................................................................... 199 

Mail.dat ........................................................................................................200 

Preparing for Mail.dat file generation..........................................................202 

Generating Mail.dat files..............................................................................205 

Chapter 12: 

Multiple entry points................................................................................. 209 

Drop-shipping your mail ..............................................................................210 

Contents 5

Selecting your facilities ............................................................................... 211 

Facility sequence.......................................................................................... 212 

Entry point details........................................................................................ 213 

Multiple entry point reports ......................................................................... 215 

Chapter 13: 

Reports....................................................................................................... 217 

Choose printers for reports ......................................................................... 218 

Choose fonts for reports............................................................................... 219 

Format reports.............................................................................................. 220 

Batch print.................................................................................................... 221 

Access report files........................................................................................ 222 

General reports............................................................................................. 224 

Address-correction reports........................................................................... 225 

Merge/Purge reports .................................................................................... 229 

Move-update report...................................................................................... 231 

Presort reports.............................................................................................. 232 

USPS Postage Statements............................................................................ 243 

Extended Services reports ........................................................................... 249 

Chapter 14: 

Design and print labels............................................................................. 257 

Print methods ............................................................................................... 258 

Label Toolbox wizard.................................................................................. 259 

Get started designing labels ......................................................................... 261 

The Designer window.................................................................................. 264 

Define your page settings ............................................................................ 266 

Define your printer settings ......................................................................... 267 

The Layout window..................................................................................... 268 

Lines............................................................................................................. 269 

Objects ......................................................................................................... 270 

Frames.......................................................................................................... 271 

Fields............................................................................................................ 273 

Barcodes....................................................................................................... 278 

Break marks ................................................................................................. 279 

Images.......................................................................................................... 281 

Other miscellaneous objects ........................................................................ 282 

Container labels ........................................................................................... 283 

Verify labels................................................................................................. 285 

Preview labels.............................................................................................. 286 

Page templates ............................................................................................. 288 

Layout templates.......................................................................................... 289 

Printers......................................................................................................... 290 

Inkjet printers............................................................................................... 291 

Generic Text driver...................................................................................... 293 

Barcode printing with the Generic Text driver............................................ 296 

Print labels ................................................................................................... 299 

Print labels for selected presorted records ................................................... 300 

Printing labels for firm packages................................................................. 301 

Expressions and filters................................................................................. 302 

Expression and Filter Builder ...................................................................... 304 

Examples of value expressions and conditional filters................................ 306 


Appendix A: 

Fields............................................................................................................309 

Appendix B: 

Index field attributes..................................................................................323 

List of index field attributes .........................................................................324 

Appendix C: 

Error and status codes .............................................................................329 

Error codes ..................................................................................................330 

Status codes .................................................................................................334 

Appendix D: 

Operators and functions for Label Toolbox expressions........................337 

Operator words for combining functions .....................................................338 

Other operators.............................................................................................339 

List of functions ...........................................................................................340 

Summary of functions by purpose ...............................................................347 

Appendix E: 

Predefined design files, templates, and printer files ...............................349 

Design files...................................................................................................350 

Page templates..............................................................................................352 

Layout templates ..........................................................................................353 

Printer files ...................................................................................................354 

Appendix F: 

Utilities.........................................................................................................355 

Chkread ........................................................................................................356 

Extract ..........................................................................................................357 

Index ............................................................................................................361 

Contents 7


Preface 

About this software 

This cost-effective mailing and database-management software solution offers 

complete database management, combining address correction and 

standardization, merge/purge processing, presorting, custom-printing options, 

and other valuable features in one easy-to-use software solution. The software’s 

address standardization engine (ACE) is CASS-certified, which means that it 

meets USPS regulations for applying correct postal codes and standardizing 

addresses, cities, and states. This gives you maximum postage discounts and fast, 

accurate delivery of your mail. 

Additional options are available to increase productivity, revenue, and cost 

savings. See “Add-on options” on page 11 for details. 

License agreement 

You can read the license agreement on-screen during installation, and you can 

also access it after installing by choosing Help > License Agreement. The 

license agreement explains the terms of owning the software. 

Conventions 

This document adheres to the following documentation conventions: 

Convention 

Bold 

Italics 

Menu commands 

Description 

Bold type is used for file names, paths, emphasis, and text that you 

should type exactly as shown. For example, “Type cd\dirs.” 

Italics are used for emphasis and text for which you should substitute 

your own data or values. For example, “Type a name for your 

job, and the .job extension (jobname.job).” 

Commands that you choose from menus are shown in the following 

format: Menu Name > Command Name. For example, “Choose File 

> New.” 

This symbol serves to warn you about important information and 

potential problems. 

This symbol points out special cases that you should know about. 

Preface 9

Documentation 

Your complete 

documentation set 

The complete documentation set for this software: 

• User’s Guide (this guide) 

• Release Notes 

• Online help, available within the software (see “Online help” on page 10) 

Access the latest 

documentation 

You can access documentation in several places: 

• Your computer. Choose Start > Programs > Postalsoft Business Edition 

and choose the document you’d like to view. 

• On the Customer Portal. Go to http://help.sap.com, click SAP 

BusinessObjects at the top of the page, click All Products on the left, 

choose Postalsoft from the top drop-down list, and choose your product from 

the lower drop-down list. 

Online help 

Online help contains detailed explanations of every software feature and step-bystep 

“how-to” instruction. While working in the software, you can access help 

several different ways: 

• Click the “” icon in the upper-right corner of the screen, and then click the 

item you want to learn more about. 

• For help on a whole window, press F1. 

• Choose Help > Postalsoft Help Topics. Use the Contents, Index, and Search 

tabs to find the topic you want to learn more about. 

Related guides 

For essential mailing information from the USPS, see: 

• USPS Domestic Mail Manual (DMM) 

• USPS Quick Service Guide 


Add-on options 

The following add-on options are available for purchase: 

• GeoCensus. With the GeoCensus option, during address correction the 

software compares each record to a directory containing U.S. Census Bureau 

TIGER data. Using this data, you can append latitude, longitude, FIPS codes, 

and Census tract and BNA codes. 

• Mover ID (NCOA Link ). With the Mover ID option, during address 

correction the software looks in the NCOA Link directories for move-updated 

addresses for your records. 

• Multiple entry points. With this option, the software can presort your job to 

earn postage discounts on drop-shipping to multiple entry points. 

• Pallet preparation. With this option, the software can build pallets for 

Standard Mail flats and letters; Periodicals flats; Package Services Bound 

Printed Matter machinable parcels and flats. 

For more information or to purchase an add-on option, contact your sales 

representative. 

Preface 11


Chapter 1: 

Get started 

This chapter gets you started using your software by explaining: 

• System requirements 

• Installation instructions 

• How to prepare for printing 

Chapter 1: Get started 13

System requirements 

Minimum system 

requirements 

You need the following to run this software: 

• A computer with a supported operating system (Windows XP Professional, 

Windows 2000, Windows Server 2003, or Windows Vista Business). 

• A CD-ROM drive, properly installed for use with Windows, if you will 

install the software from CD. If you will install software from downloaded 

files, a CD-ROM drive is not required. 

• A DVD drive, properly installed for use with Windows, if you will install 

directories from DVD. If you will install directories from downloaded files, a 

DVD drive is not required. 

• A printer, properly installed for use with Windows. Make sure you have fully 

configured and tested your printer with Windows. You won’t be able to print 

with this software until you have properly set up your printer with the 

Printers control panel, including choosing a port. 

• 3 gigabytes (GB) of disk space or 63 GB if you own the Mover ID NCOA Link 

option and will copy the NCOA Link directories to your hard disk. 

• 2 GB of memory, or at least 3 GB if you will run other programs while 

running Postalsoft or if you will perform Mover ID NCOA Link processing. 

• Minimum screen resolution of 1024 x 768. 

• Full administrator rights are required in order to install the software. 

• Internet connection required for software and directory downloads. Highspeed 

internet recommended. 

File sizes 

File 

Software 

Data files 

Diversified directories 

eLOT 

Delivery Point Validation (DPV) directories 

LACS Link directories 

Suite Link directories 

NCOA Link directories 

Size 

190 MB 

1 MB per 4000 records 

815 MB 

495 MB 

600 MB 

450 MB 

375 MB 

63 GB 


Installation 

Downloading 

software and 

directories 

You can download updated software and directories from the SAP Service 

Marketplace. Follow these instructions to download software or directories. If 

you’re installing from CD, you can skip this section. 

Downloading software 

from SMP 

To download software from the Service Marketplace: 

1. Go to https://service.sap.com/bosap-support. 

2. Sign in with your S-User ID and password. 

3. In the Download Software & Directories section, click Support packages: 

service packs, fix packs, merge modules. 

4. Select your product three times (on three successive pages). 

5. Select your operating system (Win32). 

6. Scroll down to the Download section and select the product(s) to add to your 

download basket. 

7. Follow the instructions on screen to download your software. 

Downloading directories 

from SMP 

To download directories from the Service Marketplace: 

1. Go to https://service.sap.com/bosap-support. 

2. Sign in with your S-User ID and password. 

3. In the Download Software & Directories section, click Address directories 

for Data Quality / Postalsoft. 

Available directories are listed, with the exception of eLOT, which will be 

presented after you select the Diversified directories (see step 6). 

4. Click the item that you want to download (for example, SBOP ADDR DIR 

US - DIVERSIFIED), and click it again. 

5. Click Installation. Make sure that you download all corresponding files for 

the same month and that you download the .zip files, not the .tgz files. 

6. For each file that you want to download, click its checkbox so that a 

checkmark appears, and then click Add to Download Basket. 

7. If you haven’t already installed Download Manager, click Get Download 

Manager to install it now. Download Manager is a Java-based utility that 

allows you to download multiple products and schedule downloads for a later 

time. When you click Get Download Manager, further instructions are 

available to follow. 

8. To add more directories, click Address Directories near the top of the page, 

and repeat steps 4-6 for each remaining directory. 

9. Open Download Manager on your computer and use it to complete the 

download. 

Downloading tips: 

• Make note of the location on your computer where you download the file so 

that you can locate it later. 


• If you’re not using Download Manager, it is recommended that you change 

the numeric file name to something more descriptive before downloading. 

For directories, consider including the directory name and its month and year 

in the file name. 

• If you’re using Internet Explorer, manually add the .zip extension to the file 

name either when you save the file or after you download. If the extension is 

missing, you may not be able to extract the files. 

Install Postalsoft 

You can install from downloaded files or from a software CD if you ordered one. 

Before you install software, close any open programs, especially antivirus 

programs, which can interfere with installation. To install software, you need full 

administrator rights. 

To install the software from a downloaded file: 

You must unzip the downloaded file, before you can install the software. If you’re 

installing from CD, you can skip this section. 

1. Locate the downloaded file. 

When you unzip the downloaded file (in the next step), be sure that the 

option to retain folder names or paths is selected in your unzip utility. (In 

WinZip, the option is called “Use Folder Names.”) 

2. Double-click the file that you downloaded to unzip the downloaded files. 

Unzip them to a new folder. 

3. Go to the new folder and double-click setup.exe to install the software. 

To install the software from a CD that you ordered: 

When you insert the software CD in your CD-ROM drive, the installation 

program should start automatically. If it doesn’t, follow these steps: 

1. Access your Windows Start menu and choose Run. 

2. In the Run window, type x:\setup (where x is the letter of your CD-ROM 

drive) and click OK. 

Keycodes 

If License Manager opens during installation, type the keycode, also known as 

license key, for each add-on option that you own when you are prompted to do so. 

If you need to enter or edit your keycodes after installation, you can access 

License Manager by choosing Start > Programs > Postalsoft Business Edition > 

License Manager. You enter your keycodes just once, not each time you install an 

update. 

To acquire keycodes, go to https://service.sap.com/bosap-support and click 

Request License Key. 

.NET 

During installation, a delay may occur while the Microsoft .NET Framework is 

installed. Please be patient and allow installation to finish. 

Reboot 

When installation is complete, the installation program restarts your computer. 


Install directories 

Directories are available separately from your software. To install directories, you 

need full administrator rights. Before you install directories, close any open 

programs, especially antivirus programs, which can interfere with installation. 

Load the directories from 

downloaded files or DVDs 

On the SAP Service Marketplace, if you request that your directories be shipped 

to you, they will be shipped on DVD. Your computer must have a DVD drive if 

you want to install directories from DVD. 

1. Open the software and choose File > Load Directories. 

2. In the Load Directories window, select the directories that you want to install. 

• Diversified directories include ZIP4US.DIR and other directories 

needed for presorting and address correction. 

• eLOT directory is used when assigning Line-of-Travel codes for carrierroute 

discounts. 

• DPV directories are used during Delivery Point Validation processing. 

DPV is required for CASS certification. 

• LACS Link directories are used during Locatable Address Conversion 

System processing (converting rural route addresses to street addresses, 

and other types of renaming). LACS Link is required for CASS 

certification. 

• Suite Link directories are used during Suite Link processing, which adds 

suite numbers to high-rise business addresses. 

3. Click OK. 

A Loading Options window appears for each directory that you chose to 

install. When you finish loading one directory, the next Loading Options 

window appears. 

4. If you’re installing from DVD, insert the corresponding directory DVD as 

needed. For example, when the Diversified Directory Loading Options 

window appears, insert the Diversified Directory DVD. 

5. In the Loading Options window, use the following options to load directories. 

Repeat this step for each type of directory that you’re loading. 

Option 

Select the Location 

of the .ZIP 

File 

Load Directories 

To 

Load 

Browse 

Skip 

Description 

Type the path for this directory on your DVD drive or C:\ for 

example. Or you can click Browse to search for the path. 

Type the path where you want the directories copied. Or you 

can click Browse to search for the path. 

Copies the directories from and to the locations specified. 

Opens a window where you can search for the location that 

you’re loading from or to. 

Advances to the next directory without loading this directory. 


When you load the Diversified directories, the ZIP4US directory is installed to 

the destination that you specify. Other smaller directories installed with ZIP4US 

are automatically installed to your default directory installation folder. 

Labeling list changes 

The USPS frequently updates labeling lists, and those updates are reflected in the 

directories that you receive for use with the software. To read about labeling-list 

changes, see the USPS Postal Bulletins, available at 

http://www.usps.com/cpim/ftp/bulletin/pb.htm. 

Install GeoCensus 

directories 

You don’t need to install all of the TIGER data. Install only the directories 

with the ZIP Code ranges that you use. Refer to the readme.txt files that 

comes with your GeoCensus directories to learn which directories contain the 

ZIP Code ranges that you need. 

To install the directories, simply copy the directory that you want from the CD 

and paste it onto your hard drive or server. You can install the files in any 

location. If you install more than one directory, they do not need to reside in 

the same place. 

For example, to install the TAgeo6.dir file into a folder named GeoDirs in: 

1. Place the TIGER Data CD with the TAgeo6.dir file into your CD-ROM 

drive. 

2. Open the Windows Explorer program by right-clicking My Computer 

and choosing Explore from the menu. 

3. Under Folders, expand My Computer, and choose your CD-ROM drive. 

Select and copy the TAgeo6.dir file. 

4. Navigate to your software installation directory and create a new folder, 

GeoDirs. Open this folder, and paste the TAgeo6.dir file into it. 

Set GeoCensus 

directory locations 

For each GeoCensus directory that you install, indicate its location by 

following these steps: 

1. Choose Tools > Options. 

2. Click File Locations under Address Correction, and click the GeoCensus 

File Locations tab. 

3. Click the Browse button, and navigate to the directory where you 

installed the directory file. Click Open. 

4. Click OK, and click Close. 


Automatic updates 

Automatically install 

revisions and hot 

fixes 

Software revisions and hot fixes for the version you have installed are available to 

you by automatic download via the internet. Full administrator rights are required 

in order to install software through automatic updates. 

To choose how often you want the software to check for updates. 


2. In the Options window, click the Software Updates button. 

3. In the Software Update Options window, enter your S User ID, which is 

necessary for verification of your account. If you entered your S User ID 

during installation, the number is automatically filled in here for you. 

4. Choose how often you want the software to check for software updates: 

Option 

Always Check 

Prompt Before 

Checking 

Never Check 

Description 

Every time you open the software, the software checks online to 

see if there is an update available. 

Every time you open the software, you are prompted to look for 

software updates. You can choose to check at that time or dismiss 

the prompt without checking. 

The software does not automatically check for software updates. 

You can check for updates manually. 

5. Click OK to save your settings and close the window. 

Manually check for 

updates 

If you didn’t choose to have the software automatically check for updates, you 

can manually check for updates yourself. Even if you did choose to automatically 

check at startup, you can manually check at any time by following this step: 

1. Choose Help > Check for Updates. 

The Available Updates window opens in the following cases: 

• When you choose Help > Check for Updates. 

• When the software automatically checks for updates, if updates are available. 

Updates 

At the Updates tab, you can see information about available software updates, 

and you can choose to download or install the updates now. 

Action 

Download 

Install 

Description 

Click Download to retrieve the software update from the server now (copying 

it to your hard disk) and install it from your hard disk later. 

You will be prompted for a location in which to place the downloaded software. 

That is the location you access later when you install the update. 

Click Install to install the updated software on your computer now. 

Messages 

At the Messages tab, you can view news about your product. 


Postal directories 

To correct addresses, assign codes, and presort your mail, the software uses 

databases called postal directories. These directories are based on data from the 

USPS. Because directory data changes and grows all the time, the USPS requires 

directory updates at least every other month. 

The following directories are available for use with the software. 

The “x” in a directory’s file name represents a number that changes when the 

directory format changes 

City (cityxx.dir) 

The City directory contains city names, states, and ZIP Codes, organized by state 

and city. This directory is relatively small because it contains one record per 

possible combination of city, state, and ZIP Code. 

DPV (dpvx.dir) 

DPV directories require 600MB of writable hard drive space. Do not rename the 

DPV files. DPV directories are shipped monthly or bimonthly, your choice. The 

DPV directories expire in 105 days and must be the same month as the National 

ZIP+4 directory. 

Delivery Statistics File 

(DSF.dir) 

The DSF directory is used for presorting to verify compliance with walk 

sequence saturation and high density rate requirements. 

eLOT (elot.dir) 

Enhanced Line-of-Travel (eLOT) data is used to prepare carrier-route mailings 

for Periodicals and Standard Mail. The software searches the eLOT directory 

when you correct addresses that contain the CRRT and LOT or LOT_Order 

fields. You need to use the eLOT directory only when you prepare carrier-route 

mail. 

Enhanced Street 

Lookup (zip4us.rev 

and zip4us.shs) 

The Enhanced Street Lookup directories enhance the software’s street-name 

lookup process. These directories make it possible for the software to find the 

matching street name in the directories even when it can’t match the beginning 

portion of the street name. With these directories, the software can compare the 

last letters of the street name to find a match. 

These directories are included in your Diversified Directories and are installed to 

the NatlDirs folder. 

Facility (facility.dir) 

The Facility directory contains information about USPS drop-ship facilities, such 

as drop-site keys, drop-site names, and drop-site delivery addresses. 

GeoCensus 

(TAgeox.dir) 

GeoCensus directories are available with purchase of the GeoCensus option. 

To assign GeoCensus codes, the software uses the U.S. Census Bureau’s TIGER 

data during address correction. TIGER data is stored in 10 directory files that 

total 1.5 gigabytes. 

LACS Link (llk*.*) 

LACS Link directories require 450MB of writable hard drive space. Do not rename 

any of the files. LACS Link will not run if the file names are changed. LACS Link 


directories are shipped monthly or bimonthly, your choice. The LACS Link 

directories expire in 105 days and must be the same month as the National ZIP+4 

directory. 

Mail Direction 

(maildirect.dir) 

The Mail Direction directory contains information about where and when mail 

pieces should be dropped in order to receive discounts based on class and shape. 

The USPS requires mailers who claim entry discounts to use FAST data to choose 

entry points. However, in certain cases, the USPS allows exceptions. If your local 

facility is granting exceptions, you may use an alternate facility directory 

(maildirect_def.dir) to bypass the FAST data. 

Do not use the maildirect_def.dir file if you are using the multiple entry point 

feature. Bypassing FAST data is allowed only when dropping at a single entry 

point. 

Mail Processing 

Center (MPCxx.dir) 

The MPC directory is used to form and label containers and pallets. This file 

contains information regarding the service areas (SCFs, ADCs, NDCs, and so on) 

and is used for all mailings. 

National ZIP+4 

(zip4us.dir) 

The National ZIP+4 directory contains street names, ranges of house numbers, 

and postal and other codes, organized by ZIP Code. This directory is very large 

(680 MB) because it contains one record per city block, building, or company. It 

contains over 30 million records, representing a total of over 130 million places 

where mail is delivered. 

Reverse ZIP+4 

(revzip4.dir) 

The revzip4.dir directory helps the software to assign more postal codes when the 

address contains a unique ZIP and a valid ZIP+4. 

Suite Link (slk*.*) 

Suite Link directories contain suite information for business addresses. 

ZIP City File 

(zcfxx.dir) 

The ZCF directory contains city names, states, and ZIP Codes, organized by ZIP 

Code. This directory is relatively small because it contains one record per 

possible combination of city, state, and ZIP Code. 

Zone (zone.dir) 

The Zone directory is used for presorting to calculate postage based on the 

distance between entry and delivery offices. This file is used for Periodicals and 

Package Services BPM mailings. 


Directory release schedule 

Because directory data changes and grows all the time, the USPS requires 

directory updates at least every other month. Your directories are provided every 

month. 

For a list of directory installation and expiration dates, see the 

directoryinstall.html file, which is bundled with your directories. 

Monthly updates 

Your monthly update includes the following directories: 

• ZIP4US directory 

• DSF directory 

• MPC directory 

• Facility and Mail Direction directories 

• DPV directories 

• LACS Link directories 

• Suite Link directories 

• Other directories 

Downloads 

You can download updated directories from 

https://service.sap.com/bosap-support. 

Facility and Mail 

Direction directories 

The facility.dir and maildirect.dir directories are included in your directory 

download and are loaded appropriately during the directory installation process. 

However, the USPS updates FAST data continually, and you may want access to 

this updated data more frequently. Therefore, updated FAST directories are 

posted on the second Thursday of each month. If the second Thursday falls on a 

holiday, then the directories are available the day before. 

To download the directories: 

1. Log in at https://service.sap.com/bosap-support. 

2. Click the Mail Direction Files for Data Quality / Postalsoft link. 

3. Select the maildirection.zip file to download. 

4. When prompted, save the .zip file to a temporary area (for example, c:\temp\ 

dirs). The .zip file contains both facility.dir and maildirect.dir. The .zip file 

also includes .upd files, which you can ignore. 

5. After the file is downloaded, double-click the .zip file and unzip the 

facility.dir and maildirect.dir files into the location where directories are 

currently installed (by default, c:\Postalsoft\NatlDirs). 


Prepare for printing 

Your printer 

Before you can print with this software, you need to connect printer cables, load 

paper, and set controls on your printer. Refer to your printer’s manual for details. 

Printer drivers 

You must install a printer driver to enable communication between your computer 

and your printer. If your printer’s manufacturer or Windows itself supplies the 

driver for your printer, install that driver following the instructions in your printer 

or Windows manual. 

If your printer’s manufacturer or Windows does not supply a driver, consult your 

printer manual to see if the printer emulates another printer whose driver is 

supplied by Windows. If so, install that driver. You may need to set some frontpanel 

controls on your printer to enable this emulation. Refer to your printer’s 

manual for details. 

Generic Text driver 

Some printers require a text-only printer driver. Label Toolbox offers a Generic 

Text driver, which comes installed with your software (there is no need to do a 

separate installation). To setup and use the Generic Text driver, see “Design and 

print labels” on page 257. 



Chapter 2: 

Mailing list files 

This chapter describes the three files that store your mailing list information: 

• Mailing description file (.mdf) 

• Database file (.dbf) 

• Index file (.cdx) 

Chapter 2: Mailing list files 25

Three file types 

Mailing description 

file (.mdf) 

The file you create and work in is called the mailing description file. It has the 

extension of .mdf (for example, customer.mdf). Think of the mailing description 

file as a tool you use to view and manipulate the information in the database. In 

the mailing description file, you can perform certain tasks with the information 

stored in the database file (such as correcting addresses). 

The mailing description file contains many of your settings. These settings stay 

with your mailing description file and will not change until you change them. 

Two or more users cannot access the same mailing description file 

simultaneously. For example, if Mary is working in the customer.mdf file on her 

computer, John cannot open and work in the customer.mdf file on his computer 

at the same time. 

Database file (.dbf) 

The database file (.dbf) contains data for every field in every record and is dBasecompatible. 

Typically the data includes name and address information. However, 

you can create your own non-address fields. 

Data that you add is placed into the database file. When you add a new record, 

other users sharing the same database file will then have access to that new 

record. 

The database file doesn’t have to be named with the same root name as your 

mailing description file. And you can have more than one .mdf file associated 

with a .dbf file. For example, you could have a database file called main.dbf, and 

it could be associated with customer.mdf, fallsale.mdf, and select.mdf. 

Index file (.cdx) 

The index file keeps track of which fields are indexed—that is, which fields you 

can sort by (last name, ZIP Code, and so on). The index file is connected to the 

database file and is updated each time you add or change data. It has the extension 

of .cdx (for example, main.cdx). 

The index file’s root name will always be the same as the database (.dbf) file’s 

root name. 


Database permissions 

Using multiple mailing description files that are associated with one database file, 

more than one user can access the database file at the same time. An advantage to 

database sharing is that you can perform an operation without locking up the 

whole database file for long periods of time. 

Database permissions control the access you and others have to the database file 

you’re using. You set database permissions when you create a new file. To change 

permissions later, choose File > Properties > Document, Database Permissions. 

Your access 

These database permissions control your access to the database file: 

Database permission 

Read Only 

Read/Write 

Description 

Allows you to view the database file, but you cannot make 

changes or perform procedures such as address correction. 

Use this setting if you only need to refer to the file and want 

to ensure you don’t inadvertently make any changes. 

Gives you full access to the database file. 

Others’ access 

These database permissions control other users’ access: 

Database permission 

None 

(Exclusive mode) 

Description 

Prevents other from accessing the database file while you’re using it. Operations that 

require Exclusive mode: 

• Changing fields’ properties (File > Properties > Database). Exception: You may change 

a field’s kind, and coded and hidden attributes without exclusive access. 

• Removing deleted records (Tools > Remove Deleted Records). 

• Reindexing (Tools > Reindex). 

• Restoring the database file (File > Restore Database). 

All operations on multiple records run faster in Exclusive mode, especially: 

• Assigning addresses (Tools > Correct Address > Multi-record). 

• Presorting (Tools > Presort > Sort). 

• Printing address labels (Print > Labels). 

• Processing duplicate records (Tools > Merge/Purge). 

Read Only 

(Read Shared mode) 

Read and Write 

(Write Shared mode) 

Allows others to view the database file you’re using. They will not be able to make any 

changes or additions to the file. 

Allows others access to the database file while you’re using it. Other users cannot have 

exclusive access while you have the file open, however. 

While in this mode, the individual record you’re working on is locked so other users cannot 

alter that record. When you leave the record, it becomes available again. If someone 

else is altering a record that you try to access, you will get a message stating that the 

record is currently locked. You can choose Retry to keep trying to access the record. You 

will gain access as soon as the other user goes on to another record. 

Important: This software does not support the Universal Naming Convention path to 

specify the database file. In order to use a database from a remote machine, you must use 

a mapped drive to the database file. 

Chapter 2: Mailing list files 27


Chapter 3: 

Create a mailing list 

Before you can arrange your file’s layout, you must understand the elements that 

make up an effective layout. This chapter describes those elements and special 

features in designing your file’s layout, including: 

• Planning your layout 

• Understanding field properties 

• Using the default layout 

• Using the Settings Library 

• Fine-tuning your layout 

Chapter 3: Create a mailing list 29

Plan your layout 

What is layout 

A layout consists of a combination of fields in a record and the characteristics of 

those fields. Fields are the components that make up your record. 

For example, your record may contain a name, which can be broken down into 

first name, middle name, and last name fields. 

What fields should 

you use 

Choosing the right fields for your layout is important. You should include in your 

layout all fields that you might need, even if you don’t need them right away or 

only need them for a few records. However, choosing a layout with unnecessary 

fields or fields larger than necessary wastes disk space and slows performance. 

Ask yourself what kind of information you’ll want to keep track of. What data 

will you want to maintain for each or most records What data will you add 

through processing 

After you establish a list of fields, compare them to the default list of fields. You 

can add or subtract fields from the default layout to match the fields you have 

selected. You can also create your own fields to match special fields you may 

have. 

See “The default layout” on page 33 and “Fields” on page 309. 


Field properties 

To access field properties, choose File > Properties > Database. 

Name 

A field’s name tells you what information that field holds. You can name fields 

anything you want. What’s important is that you name your fields so they make 

sense to you and other people using the file. 

The field name must be 1 to 10 characters long and must start with a letter. 

Remaining characters may be letters, numbers, or the underscore character. 

Kind 

A field’s kind tells the software what to expect in that field. This way, regardless 

of the field’s name, the software knows where to look for the information it needs 

when assigning addresses and searching for duplicate records, for example. 

A field containing a record’s ZIP Code could be named ZIP, or Postalcode, but its 

kind can only be ZIP (5-digit), ZIP/ZIP+4 (12345-6789), or ZIP/ZIP+4 No Dash 

(123456789). These are the established field kinds for a ZIP Code field. 

Fields that don’t have any special mailing significance and unique fields you 

create must have a field kind of Normal. 

Type 

A field’s type tells the software what type of information to expect in the field. 

For example, the software expects to find letters, numbers, or punctuation marks 

in a character field. Most fields are character-type fields. 

Type 

Description 

Character A character field holds any characters, such as letters, numbers, punctuation 

marks, and so on. 

Number 

Logical 

A number field holds a numeric quantity. Don’t use for ZIP Codes, Social 

Security numbers or other numbers that aren’t meant to be calculated mathematically. 

May have zero or more decimal places specified. 

Note: A number field in Data Sheet view is displayed right justified for easier 

viewing of numeric data. 

Accepted data includes only T, F, Y, N, (for “true,” “false,” “yes,” or “no”). 

Date Date fields contain date data. Values must be in the format mm/dd/yyyy (08/ 

13/1999) or yyyymmdd (19990813). 

Memo 

The memo field may be present in the layout for compatibility with other 

applications using FoxPro compatible memos (.fpt file). Memo fields are 

always hidden, and memo data cannot be accessed. We recommend that you 

do not select this type. The software cannot open or create files with dBase 

memo fields (.dbt file). 

Length 

This is the maximum number of characters allowed in the field. For example, the 

State field’s maximum length is 2. The maximum length for any field is 254. You 

shouldn’t set a field length longer than necessary because it will slow 

performance and waste disk space. 


Decimal places 

This field property applies only to fields that are true decimal numbers. It defines 

the number of decimal places, often zero, in the field. You need to state the 

number of decimal places in a number field. 

Indexed 

If a field is indexed, you can view and print records in order by this field. For 

example, if the ZIP Code field is indexed, the software can arrange your file in 

ZIP Code order, which is useful during address correction. This type of index is 

called a simple index. Having many indexed fields will slow your program 

somewhat and use additional disk space and memory. 

Coded 

Coded fields accept only certain text that you designate in a separate file. For 

example, you could use a coded field to define regions. Then you can select 

Eastern, Midwest, or Western as possible choices for the coded field. Refer to the 

online help for instructions on how to create a coded field and a code profile. 

Hidden 

Hidden fields are not displayed on screen. Most of the time, you will want to be 

able to see fields on screen. However, you may want a hidden field to protect the 

confidentiality of information in your records. 


The default layout 

When you create a new database (File > New), the software automatically 

includes the most commonly used fields in the layout. You can alter these fields 

or delete them from the layout if you want. You can also add other fields to the 

layout if you need to. 

Note: If you create a new file using an existing database, the software uses the 

fields that exist in the database. If you create a new file and choose to create a 

new database, the software uses the default layout. 

The following fields are included in the default layout. See “Fields” on page 309 

for details about these and other fields. 

• FIRST 

• LAST 

• COMPANY 

• ADDRESS_1 

• ADDRESS_2 

• CITY 

• STATE 

• ZIP 

• DP2 

• CRRT 

• LOT 

• LOT_Ord 

• ERR_STAT 

• PST_SEQNUM 

• LACS_CODE 

• LACS_REQ 

• LACS 

• DPV_STATUS 

• DPV_CMRA 

• DPV_NOSTAT 

• DPV_VACANT 

Create your own 

default layout 

The default layout provides a good starting point for you. If our default layout has 

everything you need, you won’t need to change a thing! However, if you find that 

you consistently have to change the default layout, you can create your own. 

When you create your own default layout, it is used for new files. 

To set up your default layout, choose Tools > Options and then click Default 

Database Properties button. 


Fine-tune your layout 

You can design your layout exactly the way you want. To edit an existing layout, 

choose File > Properties > Database. 

Make custom fields 

If you need a field in your layout that is not one of the default or predefined fields, 

you can create it by choosing the Normal Field kind and giving the field a name 

and other properties of your choice. See the online help topic, “Add a field to the 

layout of new .mdf file.” 

Copy another file’s 

layout 

You can adopt another file’s layout if it fits in with how you want to manage your 

new file. When you copy another file’s layout, you are only copying the other 

file’s field properties, not the contents of those fields. After copying another file’s 

layout, you can make any necessary changes, such as adding or deleting fields. 

The following elements are copied from the other file’s layout: 

• Settings in Print > Printing Options, including options in the Printers and 

Printer Fonts tabs 

• Presort settings in Tools > Presort > Sort Settings 

• Data form design 

• Field components (such as length, type, kind, and so on) 

• CASS mailer information 

• Database options set in File > Properties > Document > Database input 

Add fields to your 

layout 

You can have up to 255 fields in your layout. You can add predefined fields or 

your own fields (custom fields) to the beginning, middle, or end of the layout. See 

“Fields” on page 309. 

Delete fields from 

your layout 

You can remove predefined or custom fields from the layout if you know that you 

won’t need or use those fields. For example, you may not need the Phone field, 

which is included in the default layout. 

! 

Caution: If you delete a field from your layout and the database file already 

contains records with information in that field, you will permanently lose all 

information in that field. 

Change a field’s 

properties 

You can change the property of a field that is already in your layout. For example, 

if you discover you have given a character-type field a numeric-type property, 

you can go back to your layout and change the type to character. See the online 

help for complete instructions. 

Reuse job settings 

with a different 

database 

If you would like to use the same job settings but with a different database, you 

can choose a different database file for the current mailing description file. This 

database file must have the exact layout as the current layout; you will not be able 

to switch databases unless the layout is exactly the same. 

To choose a different database file, choose File > Properties > Document, and 

click Browse. 


Chapter 4: 

Import and export data 

In this chapter you will learn: 

• How imported and exported data is interpreted 

• Components that are important to the process 

• The strategy behind choosing these components 

Consult the online help for complete instructions on how to import and export 

files. 

Chapter 4: Import and export data 35

Introduction 

Definitions 

Import: Add records from a separate file to your database. 

Export: Create a separate file of records from your database. 

Reasons to import and 

export files 

You can import files into the software so that you can perform a variety of tasks 

on those incoming records. For example, you can: 

• Parse name and address data 

• Correct addresses 

• Assign gender codes, prefixes, and greetings 

• Find and process duplicate records 

• Presort and calculate postage 

• Print address labels in presort order 

• Print container labels 

• Generate USPS and other reports 

You may, in turn, export these processed files. For example, you may want to sell 

the list to another company or export to Microsoft Word Mail Merge documents. 

Import 

You can import an entire file or just certain records; choose File > Import. You 

can import data even though the incoming list may differ in its layout. The list 

you import may have: 

• Different field names, sizes, or types 

• Additional or fewer fields than your data file 

• Fields in a different order 

• First and last names in one field 

• City, state, and ZIP Code in one field 

• ZIP Code and ZIP+4 extension in separate fields 

• Separate fields for each address component 

Export 

You can export all or just some records from your database to another file. To 

access the Export option, choose File > Export. 

If you want to export a file for use with a specific program, check the 

documentation for that program to find out what formats it can read. 


Import and export considerations 

Consider the following factors before you decide to import or export files. 

Check available drive 

space 

Before you import or export, make sure you have enough available disk space. To 

check available space on your local drive, choose Help > About Postalsoft. 

You can estimate the number of kilobytes (KB) required for importing or 

exporting a file by dividing the number of records by two. A file of 1,000 records 

would require at least 500 KB of free hard disk space. 

File size 

The software does not support importing or exporting files larger than 2 gigabytes 

(GB). 

Media compatibility 

To transfer data between computers, the computers on each end of the import/ 

export process must use the same media types (CD ROM or ZIP disks, for 

example). When exporting data, if your computer supports several different 

media, you may want to ask the person receiving the data what format they 

require. 

Foreign characters 

The software does not support importing or exporting databases that contain 

foreign characters. 

File format 

The software makes an educated “guess” and chooses a file format for you when 

you import a file. You can choose a different format if the guess is wrong. 

When exporting, you choose the file format. 

Format Description Import Export 

Microsoft Access 

97/2000/2002 

(.mdb) 

Microsoft Excel 

2000/2002 (.xls) 

dBase compatible 

(.dbf) 

Data Interchange 

Format (.dif) 

Microsoft Access files contain one or more tables. Each table can represent the 

same database with different types of information, or completely different databases. 

The software can import from a single Access table at a time. You cannot 

choose to import certain portions of different tables within an Access file. 

Microsoft Excel files contain one or more spreadsheets. The software can 

import a single spreadsheet at a time. 

Many database and spreadsheet programs can read and produce dBase files. 

You can use a whole dBase file or you can import it if you only want certain 

records or certain fields from the incoming file. 

Some spreadsheet and database files can produce .dif files. The file normally 

starts with a line that reads “TABLE” and has fields stored in two-line groupings. 

yes 2000/2002 

only 

yes 

yes 

yes 

no 

yes 

yes 


Format Description Import Export 

ASCII delimited 

Many database programs produce this kind of file, which is also referred to as 

Comma-Separated Values file (CSV) or a Commas-and-Quotes file. Some 

ASCII delimited files don’t have quotes, and some have a tab space instead of a 

comma. Each record ends with a carriage return and line feed (CR/LF). An 

ASCII-delimited format looks like this: 

“Jane”,”Doe”,”44 Coulee Rd”,”LaCrosse”,”WI”,”54601” 

Note: If the target program expects a comma-delimited ASCII file with names 

of the fields in the first record, export in Microsoft Word format. 

yes 

yes 

ASCII fixedlength 

Mainframes and minicomputers often use this format. Each record has exactly 

the same number of characters. Fields are a fixed size and are padded with 

spaces. Often there’s no separator between records, but there may be a CR/LF. 

yes 

yes 

Microsoft Word 

mail-merge 

Microsoft Word is a word processing program. For example, you could export 

in this format for the purpose of merging a personalized form letter. 

no 

yes 

NCOA Link 

You can export your data in the required format for NCOA Link processing and 

then send it to Lorton Data, an NCOA Link processor, for them to update it. Then 

you can merge (not import) the data back into your software. See “NCOALink 

export” on page 121 for more information. 

no 

yes 


Associate fields 

You indicate which fields you want to import or export and where to place their 

data. The field association window appears when you import or export files as 

part of the Import or Export wizard (File > Import or File > Export). 

When exporting 

Associating fields for export is simple: Choose the fields you want to export and 

then map them to numbered fields (Field1, Field2, and so on). 

When importing 

When you import data, you associate the incoming fields so that the software 

knows what to expect when it receives the incoming data. Then the software can 

correctly arrange the incoming fields according to your layout. There is some 

strategy involved in the import process. Let’s look at some examples. 

Import example 

An incoming file contains name data in a Name field. The information varies in 

the Name field—sometimes it contains a last name, first name, and middle initial, 

sometimes it doesn’t have a middle initial. 

ABBASSI, SAHIR 6709 HORNWOOD #32 HOUSTON TX 770740000 

ABBOTT, ROBERT J 535 GLENCOE CT SHERWOOD OR 971400000 

ABEL, KELLY 1706 STACY DR LONGVIEW TX 756050000 

ABRAMS, DAVID G 410 DENNYWOOD DRIV NASHVILLE TN 372140000 

In this example, we would specify that the incoming Name field is in the format 

“Last+First+Middle.” Even though some of the incoming records don’t contain 

middle initials, you still should associate using the middle initial or else you 

would lose the middle initial from the records containing them. 

Field association 

Incoming file field name 

Name 

Associated field name 

Last + First + Middle 

Imported data 

Incoming file 

Layout 

Name First Middle Last 

Abbassi, Sahir Sahir Abbassi 

Abbott, Robert J Robert J Abbott 

Abel, Kelly Kelly Abel 

Abrams, David G David G Abrams 

Import example 2 

You associate fields for address elements, as well. Your incoming file may 

contain a ZIP Code in a field called ZIP, and that ZIP Code includes the four-digit 

add-on with no dash. 


You could set up your layout to have a ZIP/ZIP+4 field kind, and then associate 

the incoming ZIP field with the ZIP field (with a field kind of ZIP/ZIP+4). 

Incoming file 

ZIP 

Layout 

ZIP Code (field kind = ZIP/ZIP+4) 

188333392 18833-3392 

Remember, the name of the field is arbitrary. The important element is the field 

kind. 

Concatenate fields on 

import 

Sometimes your database has separate fields for address elements. If you want to 

import the elements into one field, it’s called concatenating fields. 

Incoming field 

The imported file contains a separate 

field for each address element 

Sample data 

213 NW Badger Street 

South Suite 52 

Destination fields 

All of these address elements are placed into one field called 

Address_1. 

Pre Directional NW Pre-directional part of address 

Post Directional South Post-directional part of address 

Primary Name Badger Primary name part of address 

Primary Range 213 Primary range part of address 

Street Suffix Street Street suffix part of address 

Unit Designator Suite Unit designator part of address 

Secondary Range 52 Secondary range part of address 

Concatenate fields on 

export 

You can concatenate fields during the export process in the Export Fields 

window. For example, you may want to export one field that contains the data, 

“Last, First” instead of two separate name fields. 

Each concatenated field that you save is automatically loaded in the fields list 

during export, if it contains valid database fields. You can edit and delete any of 

the concatenated fields you create; click the Edit field or Remove field button. 

Click the New field button to create your own concatenated field. In the Custom 

Field Export window: 

1. Click the Field/Constant drop-down list, and choose a field or a constant, 

such as a comma or a dash, or type your own constant text. For this example, 

choose the field, Last. 

2. Click the Concatenation drop-down list, and choose & (one space) or 

+ (no space) between the fields or constants. For this example, choose 

+ (no space). 

3. Repeat steps 2 - 3 until you have created your concatenated field. 

4. In the Field Name box, enter a descriptive name. 

5. Click OK, and complete your export. 


Settings Library 

If you often import and export files, you may find it useful to save your settings in 

the Settings Library. The Settings Library stores groups of settings as single 

components. After you save a component, you can load it into the software to 

help save you time when importing or exporting. 

Import settings 

You can save all settings from the import wizard as an Import Plan component, 

except the imported file name. To save a component: 

1. Choose File > Import, and complete each step of the wizard as you want. 

2. In the last window, Associate Imported Fields, click the Save Import Plan 

button. 

3. In the Settings Library, complete the Name and Description fields. Review 

the component’s details to make sure that your settings are correct. 

4. Click Save. 

After you save components, you can load one from the Import File Format 

window. To do so, click the Load Import Plan button, choose a component 

appropriate for the current job, and click Load. 

Export settings 

You can save the entire export wizard as an Export Plan component, except the 

exported file name. 

The Settings Library is not available for NCOA Link exports. 

To save an export plan: 

1. Choose File > Export, and complete each step of the wizard as you want. 

2. In the last window of the export wizard, click the Save Export Plan button. 

3. In the Settings Library, complete the Name and Description fields. Review 

the component’s details to make sure that your settings are correct. 


After you save a component, you can load it into the export wizard from the 

Export File Format window. To do so, click the Load Export Plan button, choose 

a component appropriate for the current job, and click Load. 


Access a dBase file 

If you have a dBase file that you’d like to use in the software, you can either 

import all or part of the file or use the whole dBase file. 

Use the whole dBase file if: 

• You want to use all the records in the dBase file. 

• You don’t want to append the data to an existing file. 

To use a whole dBase file, choose File > New, enter the dBase file’s name in the 

File Name box and select Use Existing Data File. Then enter an .mdf name. 

Import the dBase file if: 

• You want to append all or part of the dBase file to an existing file. 

• Your dBase file doesn’t have fields you’ll need for presorting (for example, if 

city, state, and ZIP Code information is all in a single field). 

• The file contains fields that you want parsed (for example, if first and last 

name are in the same field, and you want them in separate fields). 

• The dBase file has memo fields using a FoxPro memo file (.fpt extension). If 

the .fpt file is not present, you won’t be able to import the file. 

Copy the .dbf file 

If you want to use the software’s .dbf file in another program, it is recommended 

that you make a copy of the .dbf file to use in the other program. 

Some programs claiming to be dBase-compatible do not write files that are fully 

dBase-compatible. If another program writes erroneous or incompatible data into 

the .dbf file, your entire database could be corrupted or unreadable when you 

open it with this software. 

Some programs claim to export dBase-compatible files, but their field names are 

not actually dBase-compatible. Make sure your field names are 1 to 10 characters 

long; start with a letter; and contain only letters, digits, and the underscore 

character. 

! 

Important: Do not use a word processor to open or modify .mdf, .dbf, 

or .cdx files. Doing so may cause file corruption, loss of data, errors, or 

system crashes. 


Import an Access table 

To successfully import Microsoft Access data, plan ahead. Microsoft Access 

tables have many field types that don’t have a corresponding field type in the 

software. Follow the guidelines below when importing Access tables. 

After you import the file, check your data to make sure that the fields imported as 

you expected. If you have lost data, or some fields imported incorrectly, you may 

want to try importing again after making field adjustments in the software. 

One table at a time 

You can import one table at a time from Access. If you want to import more than 

one table from the Access file, you can perform the import process multiple times 

until you have included all of the tables you need. 

Keep in mind that when you import multiple tables from one Access file, any 

subsequent table imported will result in additional records. Do not expect data 

related to the records already imported to be added to the existing records. 

Example 

Let’s say you want to import two tables from an Access file. Table A contains 

names and companies for 1000 records. Table B contains addresses for the same 

1000 records, but does not contain the names. The results from importing both 

tables will equal 2000 records: 1000 with names but no addresses, and 1000 with 

addresses, but no names. 

Decide which fields to 

import 

Before you import, examine the fields and data types in the Access table and 

decide which fields you want to import. 

• If you import data into an existing file, decide how you will match the Access 

fields to the existing fields. Adjust field lengths in the software whenever 

possible to avoid losing data. 

• If you import to a new file, set up your fields and field types with the Access 

field types in mind. 

How to avoid 

truncated and lost 

data 

• When importing text- and memo-type Access fields to character-type fields, 

data will be truncated (lost) if it exceeds the target field length. 

• When importing date/time data, time data will be lost. 

• When importing Currency, AutoNumber, and Number data types to numbertype 

fields, imported data may not correctly reflect the original number or 

value. 

See also “Field association” on page 44. 

Import the same field 

types 

Avoid importing fields that don’t have the same field type. Match non-text type 

fields to None in the Associate Fields window. When you do this, those fields 

don’t import. 

If you decide to import non-text Access fields (like numbers), see “Field 

association” on page 44 for a list of non-text Microsoft Access fields and the field 

types you should match them to. 


Field association 

The chart below shows non-text Access fields (and one text field type) and the 

field types that you should match them to. The Conversion results column lists 

the limitations you should be aware of. 

Microsoft Access field 

Field after importing 

Data type 

Field size property 

Data type 

AutoNumber Long integer Num 

0 decimal places 

Currency Currency Num 


Conversion results 

Results are undefined if the value is too large for 

the target field length. The software won’t add 

numbers or verify uniqueness. 


the target field length. 

Date/Time N/A Date Only the date portion is imported. 

Memo N/A Char Data is truncated if it exceeds the target field 

length. This field can only be imported to Chartype 

fields because displaying or editing Memo 

fields is not supported in the software. 

Number Long integer Num 


Number Double Num 


Number Integer Num 


Number Single Num 





the target field length or if the value has decimal 

places set at a number other than 2. 




the target field length or if the value has decimal 

places set at a number other than 2. 

Text N/A Char Data is truncated if it exceeds the targeted field 

length. 

Yes/No N/A Logical Imports with no problems. 

Byte 

Replication ID 

OLE objects 

Link 

Cannot import. 


The enhanced import process 

While importing data, the software can intelligently parse the data. Parsing is 

especially useful when the file that you import is not formatted consistently or has 

multi-line fields (for example, city, state, and ZIP Code data in one field). 

With the enhanced import process, you must set up your record layout 

appropriately before importing, and you still need to associate fields. 

Parsed fields 

The software can identify the following data in discrete or multi-line fields: 

• Names and title of people 

• Company names 

• Street addresses 

• City names 

• State abbreviations 

• State names (only in discrete fields) 

• ZIP and ZIP+4 Codes 

How the enhanced 

import works 

When the software processes your import file, it breaks certain fields into words. 

The software looks these words up in parsing dictionaries. These dictionaries help 

determine what type of data each word might be. 

For example, if the City field incorrectly contains both city and state data such as 

Chicago, IL, the dictionary reveals that Chicago is a city name and that IL is a 

state abbreviation. 

After the software determines what the word is, it populates the designated field 

with that data. In the Chicago, IL example, the City field is still populated with 

Chicago, but IL is moved to the State field. The punctuation is deleted. 

Add fields to your 

layout 

Before you import your data, add the Import Error and Import Extra 1-3 fields to 

your record layout. See “Fields” on page 309 for more information about these 

fields. 

Choose File > Properties > Database to add these fields. 

Start the enhanced 

import process 

After you add the necessary fields to your layout, you can start to import your 

data using the enhanced import process. To start, follow these instructions: 

1. Choose File > Import. 

2. Navigate to and select the file that you want to import. Click OK. 

3. Choose the file format from the list, if necessary. Select Override Input 

Mapping for Naming and Address Data in Wrong Fields, and keep Save 

Unidentifiable Data in the Fields Extra 1, Extra 2, and Extra 3 selected if 

these fields are in your layout (recommended). Click Next. 

4. If necessary, define any other import settings such as your ASCII text format. 

Click Next until you reach the Associate Imported Fields window. 

Map your fields 

In the Associate Imported Fields window, map your imported fields to one of the 

following expected destination field kinds or split/merge fields. 


Field kinds Split fields Merge fields 

Company name Name (to be parsed) 5-digit part of ZIP Code 

Street address line 1 City + State + ZIP Code 4-digit part of ZIP Code 

Street address line 2 

City 

State 

ZIP/ZIP+4 (98765-4321) 

ZIP/ZIP+4 no dash (987654321) 

ZIP 5-digit part only 

ZIP 4-digit add-on part 

City + State 

City + ZIP Code 

State + ZIP Code 

When you map an imported field to one listed in the Field Kinds column, the 

software can identify any data not appropriate for that field. See “How the 

enhanced import works” on page 45. Also see “Examples of unidentifiable data” 

on page 46. 

The split and merge fields have special actions when you map to them. 

Split fields 

The split fields break up data in multi-line fields into discrete fields. For example, 

if you have one field in your imported file that contains city, state, and ZIP Code, 

you can map this field to the City+State+ZIP Code field. The software parses this 

data into the discrete city, state, and ZIP Code fields that you set up in your 

Record Layout. 

Merge fields The merge fields combine the discrete 5-digit ZIP Code field and the discrete 4- 

digit ZIP Code field from your imported file into one ZIP/ZIP+4 field in your file. 

Cannot map fields twice 

The same importing rules still apply for the enhanced import as the basic import 

process. Therefore, you cannot map two different imported fields to the same 

destination field, even when using a split or merge field. 

Finish your import 

After you have set up your field mappings, click the Finish button. The software 

processes your import file. Large files may take longer with the enhanced import 

process than they would with the basic importing process. You can view the 

progress bar during processing. 

When the import is complete, choose View > Data Sheet to see the changes to 

your input file, and to scan for any errors. You may have to fix certain records 

yourself if the software could not identify the data. 

Examples of 

unidentifiable data 

Common cases of unidentifiable data: 

• Typographical errors 

• Data entered in the wrong field 

• State names entered rather than state abbreviation 

• Address, city, and state combined in one field. 


Chapter 5: 

Manage your data 

This chapter explains the importance of: 

• Backing up your data 

• Entering data 

• Managing your data 

• Indexing the database 

• Importing and exporting Settings Library components 

Chapter 5: Manage your data 47

Database location 

It is a good practice to keep your data files in a data directory that is separate from 

the software installation directory. In this way, when you perform a backup of 

your data files, they are all in one location. 

You can change the location where the software looks for files when you use File 

> Open. 

Change the default 

location 

Choose Tools > Options > Main File Locations button, and enter the new default 

location in the Data section, or click Browse to search for or create the location. 

After this is set, the next time you open a file using File > Open or the Open icon 

on the toolbar, the software opens the new directory you have set, and the Open 

window lists all the files in the location you specified. 


Enter data in your file 

When you open your mailing description file, you are also opening the database 

file. When you enter information into your mailing description file (adding and 

editing records), you are entering data into your database file. If other users are 

sharing the database file through their mailing description files, they will also 

share the new information you are adding. 

! 

Caution: You can permanently delete shared information from the 

database file by eliminating data in fields or deleting fields in the layout. 

There are two ways to view your database file. 

• The Data Form view offers a view of your database one record at a time. 

• The Data Sheet view shows records in a spreadsheet-like format. 

Data Form view 

To access the View Data Form option, choose View > Data Form. You can move 

from field to field by pressing the Tab key. The fields are highlighted as you tab 

through the record. 

Data Sheet view 

To access Data Sheet view, select View > Data Sheet. See multiple records and 

use the scroll bars to view additional records in Data Sheet view. You can resize, 

rearrange, and hide columns without switching to a separate design window. 

Click a cell to edit or change the information in that cell. 


Manage your data 

The software provides many techniques and shortcuts for managing your data. 

Whether you want to add repetitive data or delete a specific group of records, the 

software provides the tools you need. 

Use default data 

To work with default fields, use these commands: 

• Edit > Set Default Field 

• Edit > Get Default Field 

• Edit > Get All Default Fields 

• Edit > Remove Default Field 

If you need to enter numerous records that have the same data for one or more 

fields (for example, the same city and state), you can save a default value for 

these fields. Then you can enter the saved values very quickly, without having to 

retype them. You can set one or more default fields and then recall them one at a 

time or all at once. 

First you save the default data (the data that is the same in each record). Then you 

recall the default data to paste it into another record. 

You can also clear, or remove, a default field to reset it to blank. 

Enter data in coded 

fields 

Entering data into a coded field is the same as entering data in any other field, 

except that when you leave a coded field, the software checks the data entered 

against a list of valid codes you created (called a code profile). This means that 

the coded field can only contain certain defined data. To see if a field is coded, 

choose File > Properties > Database. 

You can add codes to the list of valid codes while you are working in the 

software. When you leave a coded field, if the code entered isn’t a valid code, you 

can add it or cancel. You can remove entries from your code profile. 

Save notes 

You can save notes with each mailing description file. Notes are details about the 

database, such as when it was created and changed, or whatever you like. To enter 

notes, choose File > Properties > Document, File Information tab. 

Select records 

Before performing any action on your data, you can select certain records. To 

select certain records, choose Records > Select. Then, you can perform the action 

on just the selected records. 

For example, you may need to perform address correction for only a certain 

geographical area, such as Wisconsin, Minnesota, and Iowa. To do this, before 

beginning the address correction, you could select records whose State fields 

contain WI, MN, or IA. Then, when you correct addresses, you would choose to 

include only the selected records. 

Search for a record 

You can search through your records by choosing Search > Find or Search > Go 

To Page Up or by pressing Page Down. You can search for a specific record or 

casually browse through your records. 


Delete records 

You can delete records one at a time or in a group (Edit > Delete Record or 

Records > Delete Selected). 

Deleted records still reside in the database and are available to you in case you 

need to access them again. You can even display deleted records (View > Deleted 

Records). If you want to include deleted records in an operation, you must 

include deleted records in your current view. 

You can un-delete deleted records too. Once they are un-deleted, they can be 

viewed with the non-deleted records (View > Non-Deleted Records). 

Deleted records are not truly deleted. They’re simply marked for deletion. To 

permanently purge them from your database, you must “remove” them (see 

“Remove deleted records” on page 51). 

Recover records 

You can undelete records one at a time or in a group (Edit > Undelete Record or 

Records > Undelete Selected). When you un-delete records, you make them an 

active part of your database again. 

To undelete records, follow these steps: 

1. Choose View > Deleted Records. 

2. Choose Records > Select > All Records (or use selection criteria). 

3. Choose Records > Un-Delete Selected. 

4. Choose View > Non-deleted Records. 

5. Choose Records > Un-Select All Records. 

This process will work only if you have not deleted records via Tools > 

Remove Deleted Records 

Remove deleted 

records 

The software does not automatically, permanently remove records that you delete 

in case you need to access them again in the future. To permanently purge deleted 

records from your database, you must remove them (Exclusive mode only: Tools 

> Remove Deleted Records). 

When you remove deleted records, the software assigns each remaining record a 

new record number. 

! 

Important: If you export to NCOA Link or perform an ACS mailing, you 

must not remove deleted records until you have merged the NCOA Link or 

ACS data back into your database. 

Change capitalization 

You can convert the data in your records or just certain fields in your records to 

UPPERCASE, lowercase, or Mixed Case. To change casing, choose Records > 

Change Case. You can perform this case conversion on all records, the current 

record, or just certain records that you select. 

You can also convert the capitalization of your address data or all fields during 

address correction. 

If there are unusual names that require special capitalization treatment, you can 

add them to the mixed case table (mixcase.tbl), which is located in the System 


subdirectory where the software is located. Use Notepad or other text editor to 

open the file. After you add the words, save and close the file. 

Replace text in fields 

You can replace text in a field in selected records (Records > Replace). This is 

useful if you want to make your records more consistent. For example, you could 

replace all occurrences of “Incorporated” with “Inc.” in a Company field. 

It’s a good idea to make a backup of your file before replacing text in fields, in 

case you change something you didn’t intend to change. 

Change the 

characteristics of your 

fields 

Change the characteristics of your fields in the database file by going to the 

Record Layout window (File > Properties > Database), where you can: 

• Add fields to the layout 

• Delete fields from the layout 

• Edit field properties 

• Rearrange field order 

The changes you make here affect your database file. 

Change the data entry 

sequence 

Change the position of the fields on your screen or the data entry sequence in 

your .mdf file. Changes you make here affect only the .mdf file and won’t affect 

your database file. 

In Data Form view, switch to Data Form Design (View > Data Form design) and 

drag and drop the fields in the order you prefer. 

In Data Sheet view (View > Data Sheet), drag and drop the columns in the order 

you prefer. 

Save your work 

You do not have to save your file as you work because the software automatically 

updates the database file as each record is changed. The software saves the 

mailing description file (.mdf) each time you exit the program and each time you 

save. 

Tip: You can make backup copies of your files and store them in a separate 

folder. Use Windows Explorer, select the file’s .mdf, .dbf, and .cdx and 

choose Edit > Copy. Then paste them in a different location. 


Index your database 

You can create simple and complex indexes, which affect the order in which 

records are viewed in Data Sheet and Data Form views. You can also export and 

print non-presorted labels in order by an index. 

To sort your records according to an index, select it from the Index drop-down 

list, or choose Records > Indexed By. 

Simple index 

With a simple index, you can arrange your records in order by any field that is 

indexed. For example, if the last-name field is indexed, you can arrange your 

records by last name. 

A simple index is based on one field, such as last name or ZIP Code. 

Create a simple index 

To index a field: 

1. Choose File > Properties > Database. 

2. Select the Indexed option in the field’s row. 

3. Click OK when finished. 

Complex index 

With a complex index, you can sort your records by more than one field, and by 

just specific parts of fields. For example, arrange your records by last name 

within each ZIP Code. When you create a complex index, you are joining 

expressions together. 

Create a complex index 

To create a complex index: 

1. Choose File > Properties > Document, Database Permissions tab, and 

switch to Exclusive Mode. 

2. Choose File > Properties > Indexes. 

3. Click Insert Index to create a new index. 

4. Enter a unique name for the new index in the Index Name column. 

5. Click the Modify button to set up the index. 

6. Click the first field you want in your index. 

7. Select field attributes for the highlighted field. 

8. Click Insert Expression. 

9. Repeat steps 6-8 for all fields you want to include in your complex index. 

10. Click OK. 


How to work with several lists 

You can have up to eight mailing description files open at once. Arrange the files 

side-by-side (Windows > Tile Horizontally, or Windows > Tile Vertically) or in 

an overlapping pattern (Windows > Cascade). 

Copy records between 

files 

You can copy records (Edit > Copy Record) from one file to another, either one 

record at a time, or as part of a group. After copying or cutting a record, you can 

paste (Edit > Paste Record) it into another file; you can even paste it into a wordprocessing 

document, if you like. 

When you copy records from one file to another, the records are appended to the 

target list. The order depends on the current index order of the source file. 

Tip: If you need to copy a lot of records to another file, it may be faster to 

export those records by criteria (in the dBase format), and then open the 

exported file in if you’re creating a new database. Or you could import the file 

you exported into an existing database. 


Import and export Settings Library components 

If you run the software on more than one computer or if you update to a new 

computer, you can transfer components from one computer to another by 

exporting and importing the components. Importing and exporting components 

between computers can save you a lot of setup time. 

For example, if you have two computers in your office that run this software, 

instead of starting a new job on one computer, you can now share Settings Library 

components, such as the presort or record layout components. 

How to export 

components 

To export a Settings Library component: 

1. Choose Tools > Options, and click the Manage Settings Library button. 

2. Select the component(s) you want to export. 

For example, if you need to start a new job on another computer, you can 

select a record layout component to export. Then, you would not have to set 

up your record layout from scratch on the new computer. 

3. Click the Export button. 

4. Navigate to the location you want to save the component. 

5. Type the file name for the component, and click Save. All selected 

components are saved in one .xml file. 

6. Click OK to close the successful export message. 

Transfer your 

components 

After you export component(s), you can transfer the saved .xml file to the new 

computer. On the new computer, copy the .xml file into a directory that is easy for 

you to access. 

The settings.xsl file: When you export component(s), a settings.xsl file is 

saved in the same location as the .xml file. This file is there so that you can 

open the .xml file in your web browser to view the component details. 

If you want to open the .xml file on the new computer, you must transfer this 

settings.xsl file along with your .xml file. 

View the details 

To view the details of your exported component, open the .xml file in your web 

browser, such as Internet Explorer. 

How to import 

components 

To import a Settings Library component: 

1. Choose Tools > Options, and click the Manage Settings Library button. 

2. In the Manage Settings Library window, click the Import button. 

3. Navigate to the location where you previously placed the .xml file—your 

exported component(s). 

4. In this location, choose the .xml file you want to import. Click Open. 

5. Click OK to close the successful import message. 



Chapter 6: 

Address correction 

The software can correct address data and assign codes for postal automation, 

data enrichment, and other purposes. When the software corrects addresses, it is 

standardizing them to USPS (United States Postal Service) standards. 

This chapter explains address-correction features and options and how you can 

apply them in common situations. 

This chapter also explains Delivery Point Validation, LACS Link , Suite Link , and 

Geocensus. 

Chapter 6: Address correction 57

Introduction 

CASS certification 

The software’s address assignment engine, ACE, is certified by the USPS under 

its Coding Accuracy Support System (CASS) program. This recognition gives 

you the highest possible confidence in the software’s address correction. 

References • USPS Publication 28, Postal Addressing Standards, lists most of the 

guidelines that the software must follow when it corrects addresses. 

• Domestic Mail Manual (DMM), the official source of USPS mailing rules, 

lists rules regarding CASS certification, the 3553 form, and more. 

• Other helpful USPS publications. Ask your postmaster or USPS account 

representative about them. 

Extract utility 

Extract is a tool to make a geographical subset of your ZIP+4 directory files. This 

is a handy tool if most of the addresses you process are in a particular state or 

region. 

Refer to “Extract” on page 357 for more information about the Extract utility. 


Terms for address components 

When referring to the components that make up an address, we use same terms 

that the USPS uses, with one exception:.We call the line that contains the name of 

a company “Company;” the USPS calls it “Firm.” 

See the following example for a listing of each address component. 

Postal barcode 

Company 

Dual address 

Assigned address 

Last line 

|546504331019| 

John Dough, President 

North American Bakery Supply 

PO Box 9175 

2001 West Harbor Drive North Suite 152 

Onalaska, WI 54650-4331 

City 

State 

Postal codes 

54650-4331 01 9 

ZIP+4 (ZIP Code and 4-digit add-on) 

DP2 

check-digit 

(Together, these four numbers are the basis for the postal barcode. 

Usually, only the ZIP and ZIP4 are printed in numeric form.) 

Address-line components 

Primary address 

Secondary address 

2001 West Harbor Drive North Suite 152 

Primary range 

Primary name 

Postdirectional 

Secondary 

range 

Predirectional 

Suffix 

Unit designator 


What is address correction 

When the software corrects or standardizes an address, it gives you back a 

corrected, complete form of that address. At the same time, you can receive 

useful codes for postal automation and other purposes. To correct your addresses, 

choose Tools > Correct Address. 

Address hygiene 

To ensure that address data is correct and complete, the software relies on USPS 

address directories to: 

• Verify that the city, state, and ZIP Code agree with one another. If an address 

includes only a city and state, the software can usually add the ZIP Code, and 

vice versa. 

• Standardize the address line by correcting a misspelled street name, filling in 

missing information, and deleting unnecessary punctuation. 

• Identify any undeliverable addresses. 

• Assign error and status codes to help you find out why addresses were not 

assigned or how they had to be corrected. 

Before standardization 

Address = 1390 valhalla 

City = deltona pines 

State = fl 

ZIP = 32738 

After standardization 

Address = 1390 Valhalla Street 

City = Deltona 

State = FL 

ZIP = 32725-1732 

Preparation for 

matching 

You may want to perform duplicate detection (see “Find duplicate records” on 

page 77) after you standardize addresses. When comparing two addresses to see if 

they match, it’s important to have standardized data—otherwise, the smallest 

typographical error might keep you from finding matches you should find. 

Data enrichment 

During address correction, you can append many useful codes to your records, 

such as the county number and congressional district number. 


Address 

City 

State 

ZIP 

= 

= 

= 

= 

1070 shorewood dr 

la crose 

wi 

S4601 


Address 

City 

State 

ZIP 

-------------------------- 

Delivery Point Code 

Carrier Route Number 

LOT Number 

LOT Order 

= 

= 

= 

= 

-- 

= 

= 

= 

= 

1070 Shorewood Drive 

La Crosse 

WI 

54601-7019 

--------------------------- 

70 

C026 

0120 

A 

Postal automation 

During address correction, you can append postal automation codes, including 

the carrier-route number, delivery-point code, and line-of-travel number.These 

codes can help you qualify mailings for the lowest possible postage rates. 


How address correction works 

The address correction process works like this: 

1. Input. One record is standardized at a time. 

2. Parse. The address is broken down into its components: postal code, city, 

state or province, house number, street name, and so on. 

3. Pre-standardize. The parsed components are converted to match to the 

patterns of the directories. The components are converted to full capitals, any 

nonstandard abbreviations are corrected, and punctuation and extra spaces 

are removed. 

4. Match last line. The software searches for a match between the incoming 

city, state, and postal code and data in the City and ZCF directories. If a 

matching record is found, the address is called a last-line match. 

5. Match address line. The software searches the National ZIP+4 directory, 

looking for records that might match the input address line, secondary 

address, and company. 

The software evaluates all potential matches and assigns a confidence score 

to each one. The software then selects the record with the highest confidence 

score. To be chosen, a record must have a high confidence score, and score 

distinctly higher than any other possible matches. If successful, the address is 

called an address-line match. 

When the software has chosen a matching record, it can finalize the postal 

code and assign other codes. 

6. Results. You can receive two types of resulting data: 

• Corrected data for the address-related fields in your records. 

• Additional codes and components generated during look-up. 


Standardized fields 

The fields listed below are the only fields affected when you standardize 

addresses. Other fields, such as a phone number field or a last name field, remain 

unchanged. 

Note: You can select options to not standardize some of the fields listed 

below, even if you are standardizing others. 

See Appendix A for details about how these fields are updated. 

Field 

Description 

Address_1 Street address line 1 

Address_2 Street address line 2 

City 

Congr_CD 

County 

County_CD 

CRRT 

DP2 

DPC 

Err_Stat 

LACS 

LOT 

LOT_Ord 

Plus4 

Rec_Type 

State 

URB 

ZIP 

ZIP5 

ZIP9 

ZIP_Move 

City name 

Congressional district code 

County name 

County code 

Carrier-route code 

Delivery-point 2-digit add-on code 

Delivery-point check-digit 

Status code (if the record is found) or error code (if the record 

is not found) 

Move update data from NCOA Link that identifies the type of 

address conversion 

Line-of-travel number 

Line-of-travel order 

4-digit add-on to the ZIP Code (only use with ZIP5 field) 

USPS record-type code 

Two-character state abbreviation 

PR Urbanization code is a place name that denotes a neighborhood 

or subdivision 

5- or 9-digit ZIP Code (with a hyphen) 

5-digit ZIP Code 

5- or 9-digit ZIP Code with no hyphen 

ZIP Move realignment indicator 

ZIP+4 codes are assigned only to DPV-confirmed addresses — addresses 

that have a DPV status of Y, S, or D (in the DPV Status field). 


Correction options 

By default, address correction options are set so that your addresses will conform 

with the USPS-preferred standardization style. However, you can change these 

settings if you need to (Tools > Correct Address > Correction Settings). 

Here’s an example of address standardization using the default settings: 


Address =1070 shorewood drive 

City =la crose 

State =wi 

ZIP =S46Ol 


Address = 1070 SHOREVIEW DR 

City = LA CROSSE 

State = WI 

ZIP = 54601-7019 

By default, all address components are corrected and convert to capital letters. 

The 4-digit ZIP Code extension is added if the address is DPV-confirmed. 

Change the settings to 

meet your needs 

You can set the correction options to meet your needs. For instance, you may 

choose not to update some of the address components, or to convert the data to a 

mix of upper and lowercase. 

Producing the CASS 

3553 form 

If you want or need to produce the CASS 3553 form, be sure to select the 

following options before performing address correction: 

• Use USPS Preferred Alias Address 

• Perform DPV Processing 

• Perform LACSLink Processing 


Suggestion lists 

Ideally, when the software looks up an address in the directories, it finds exactly 

one matching record. When the original data is good, the software should be able 

to determine exactly one matching record—one combination of city, state, and 

ZIP—in the City and ZCF directories. Then, during the lookup in the ZIP+4 

directory, the software should find exactly one record that matches the address. 

Sometimes it’s impossible to pinpoint one matching record in the directory. There 

may be several directory records that are near matches. When multiple possible 

matches exist, the software presents these to you as suggestions if you have 

suggestions enabled. To enable suggestions, choose Tools > Correct Address > 

Correction Settings and select Suggest Changes for Records Not Found. 

For example, given the incomplete last line below, the software cannot reliably 

choose one of the four cities. But if you choose one, then the software can 

proceed with the rest of the assignment process. 

Last line 

Address = 1000 vine 

City = lac 

State = wi 

Possible matches in the City/ZCF directories 

La Crosse, WI 54601 

Lac du Flambeau, WI 54538 

Lac Courte Oreilles Indian Reservation, WI 54806 

Lac du Flambeau Reservation, WI 54806 

Choosing from a 

suggestion list 

When you’re presented with a suggestion list, you need some basis for selecting 

the correct address. Perhaps you can come up with some additional or better data. 

Do not guess. If you guess wrong, then your information for that customer will be 

incorrect and the mail piece may be misdelivered. 

Consider this address, which needs a directional: 

Original record 

Address =5231 penn ave 

City =minneapolis 

State =mn 

Possible matches in the National ZIP+4 dir. 

5200-5299 Penn Ave North (ZIP 55430) 

5200-5299 Penn Ave South (ZIP 55419) 

If you don’t have additional information available to you that could help you 

choose the correct address, then you may need to accept that the address cannot 

be assigned. Or perhaps it can be assigned only at the ZIP level. 

When to turn on 

suggestion lists 

Suggestion lists are useful tools when you’re processing one address at a time. 

When you process large groups of records with suggestion lists enabled, the 

process may be too slow to be useful (if many records bring up a suggestion list). 

Suggestion lists and 

CASS certification 

There’s a strong incentive to assign every possible address. The USPS requires 

separation of the automation mail stream from other mail. So mailers have two 

incentives to barcode every possible piece: 

• Postage discounts for barcoding. 


• Splitting the mail into automation and non-automation streams causes hassles 

and inefficiency in mail preparation. To keep your operation running 

smoothly, you should cut down the non-automated portion as much as you 

can. 

CASS rule 

The USPS does not permit the generation of a 3553 form when suggestion lists 

are used in address correction. The USPS suspects that users may be tempted to 

guess. Misrouted mail is expensive for the USPS to handle. 

Therefore, you can produce a 3553 form only when you perform address 

correction for groups of records without suggestion lists enabled. 

Tips for using the 

suggestion lists 

Because of the CASS rule explained above, you must standardize the whole 

mailing list again to get a 3553 form that covers your entire database. 

Some customers prefer to perform the bare minimum of processing during that 

second batch run. That minimum is updating the ZIP Code in order to generate 

the 3553 form. 


Delivery Point Validation 

What is DPV 

Delivery Point Validation (DPV) is a USPS technology that helps validate the 

accuracy of address information. With DPV, you can identify addresses that are 

Undeliverable As Addressed (UAA) and determine whether or not an address is a 

Commercial Mail Receiving Agency (CMRA), a private business that acts as a 

mail receiving agent. DPV uses data that the USPS provides to CASS vendors. 

DPV can be useful in the following areas: 

• Mailing: DPV assists in screening out undeliverable-as-addressed (UAA) 

mail and cuts down on mailing costs. 

• Information quality: DPV’s ability to verify an address down to the 

individual house, suite, or apartment rather than block face increases the 

data's level of accuracy. 

• Increased assignment rate: DPV resolves ties when other tie-breaking 

methods are not conclusive. This may increase assignment rates. 

• Preventing mail-order-fraud: DPV can assist merchants by verifying valid 

delivery addresses and Commercial Mail Receiving Agencies (CMRA). This 

can eliminate shipping of merchandise to individuals placing fraudulent 

orders. 

USPS goals and 

requirements 

The USPS is trying to remove UAA mail from the system. It costs millions of 

dollars every year to mail and handle UAA mail. Thus, the USPS requires DPV: 

• The CASS report will be produced only when you perform DPV and 

LACS Link processing. 

• ZIP+4 codes will be assigned only for addresses in which the primary 

address (for example, the house number) is DPV-confirmed. This means that 

postage discounts will be possible only for those mail pieces with a DPVconfirmed 

primary address. 

For more information about DPV’s effect on postage discounts and reducing 

UAA mail, see: http://www.usps.com/mailerscompanion/_pdf/novdec06.pdf 

DPV performance 

DPV processing speed depends on your operating system, computer 

configuration, and what other processes you are running at the same time. 

If you are performing DPV processing for multiple records, you may load the 

DPV directories to memory, which can significantly improve DPV performance. 

Loading to memory requires at least 1.0 GB of memory, because the directories 

require 550 MB of continuous free memory and your operating system and other 

applications will use additional memory. Therefore, we strongly recommend that 

you install at least 1.5 to 2.0 GB of memory, especially if you are running 

LACS Link processing at the same time. 

If you do not load the directories to memory, then only 35 MB of memory are 

required to read the DPV directories. Make sure you have enough memory 

available before performing DPV processing. 


Perform DPV processing 

Prepare your 

database 

If the DPV fields aren’t already in your layout, follow these steps to add them: 


2. In the Record Layout window, click Multiple Fields. 

3. Select DPV (Select All). 

4. Click OK. 

Load the DPV 

directories 

For details about the DPV directories and how to install them, see “Postal 

directories” on page 20. 

Perform DPV 

processing as part of 

address correction 

1. Choose Tools > Correct Address > Multi-Record. 

2. Select the Perform DPV Processing option. 

3. Select the Load to Memory option to improve processing speed when you’re 

processing a large database. 

4. Select the Stop Assigning If Out of Memory option to quit address 

assignment if your system doesn't have adequate memory. If you do not 

select this option and your system doesn't have enough memory available, 

processing will continue, but at a slower speed. 

5. Enter information at the Customer Information tab. 

6. Click OK. 

View results 

After processing, you may want to view the Summary Information report to see 

DPV processing results. To print the Summary Information report: 

1. Choose Print > Reports. 

2. Select the Summary Information report. 

3. Click Print. 


DPV and LACS Link locking 

False positives 

The USPS DPV and LACS Link directories contain valid mailing addresses and 

some invalid addresses known as false positives. The USPS includes the false 

positive addresses for security reasons. When you perform DPV or LACS Link 

processing, if a false positive record is found, the record is marked as a false 

positive, and no further DPV or LACS Link processing can be performed on that 

file until an unlock code has been entered. 

Unlock DPV or 

LACS Link 

Follow these instructions if you’ve encountered a lock while performing address 

correction with LACS Link or DPV processing. 

If you are a Business Edition NCOA Link Limited Service provider, see “Unlock 

instructions for NCOALink limited service providers” on page 69. 

1. Go to http://service.sap.com/bosap-unlock. 

2. Click Retrieve USPS Unlock Code. 

3. Choose your System (product installation). 

4. Enter the Lock Code, which is listed in the .txt file: 

What are you unlocking File Location of this file, by default 

DPV dpvx.txt C:\Postalsoft\DPV 

LACS Link lacsx.txt C:\Postalsoft\LACSLink 

5. Select LACS Link or DPV as the Lock Type. 

6. Select BOJ-EIM-COM as the Component. 

7. Enter the Locking Address. The locking address can be found in the .txt file 

(see step 4). 

If there is no locking address information, and the software still says 

LACS Link or DPV is locked, you have encountered a false lock. If this is 

the case, create a support message at http://service.sap.com/message and 

choose Component BOJ-EIM-COM for assistance. 

8. Attach the .log file: 

What are you unlocking File Location of this file 

DPV 

LACS Link 

Dpvl###.log 

### is replaced with 

the MDF file name 

Lacsl###.log 

### is replaced with 

the MDF file name 

C:\Postalsoft\ACE\log 

C:\Postalsoft\ACE\log 

9. Click Submit. The unlock code is displayed. 


If an unlock code could not be generated, a support message will be 

created and will be processed during regular business hours. 

10. Replace the entire contents of the .txt file with the unlock code provided in 

step 9. 

11. Remove the record that caused the lock from the database. 

The unlock code can only be used one time. If the software detects another false 

positive, a new unlock code will be needed. 

Unlock instructions 

for NCOA Link limited 

service providers 

If you are a Postalsoft Business Edition NCOA Link limited service provider, and 

you encounter a DPV or LACS Link lock, follow these steps to contact the USPS 

directly: 

1. Send an email to the USPS at dsf2stop@usps.gov: 

• Attach the .log file (see step 8 above) to the email. 

• Include a subject of LACSLink False Positive or DPV False Positive. 

2. When the USPS releases the list containing the locked record, delete the .log 

file. 

3. Remove the record that caused the lock from the database. 


LACS Link 

What is LACS Link 

The USPS LACS Link product updates rural-route addresses to street-name 

addresses. These “911” conversions make it easier for police, fire, ambulance, 

and postal personnel to locate a rural address. LACS Link also converts addresses 

when streets are renamed or post office boxes renumbered. 

To obtain the new addresses, you must already have the old address data. 

LACS Link replaces the USPS's Locatable Address Conversion System (LACS). 

As part of CASS Cycle L, which begins August 1, 2007, the USPS requires 

LACS Link . Starting with CASS Cycle L, the CASS report will be produced only 

when you perform DPV and LACS Link processing. 

LACS Link is an integrated part of address processing. It is not an extra step. If a 

match is found in the LACS Link directories, the software updates the address in 

your database with the LACS Link -converted address and provides other 

LACS Link information. 

Example of LACS Link 

conversion 

This example shows a LACS Link conversion of a rural-route address to a streetname 

addresses. 

Original address 

RR 2 BOX 204 

DU BOIS PA 15801 

LACSLink-converted address 

463 SHOWERS RD 

DU BOIS PA 15801-6667 

LACS Link locking 

For more information about LACS Link locking caused by false positives and how 

to unlock, see “DPV and LACSLink locking” on page 68. 

LACS Link performance 

LACS Link processing increases the time it takes to perform address correction. 

Processing time varies with the LACS Link feature based on operating system, 

system configuration, and other variables that are unique to your operating 

environment. 

If you are performing LACS Link processing for multiple records, you may load 

the LACS Link directories to memory, which may make LACS Link processing 

faster. Loading to memory takes several minutes and requires at least 150 MB of 

free memory. 


Perform LACS Link processing 

Prepare your 

database 

If the LACS Link fields aren't already in your layout, follow these steps to add 

them now: 


2. In the Record Layout window, click Multiple Fields. 

3. Select LACSLink (Select All). 

4. Click OK. 

Load the LACS Link 

directories 

For details about the LACS Link directories and how to install them, see “Postal 

directories” on page 20. 

Perform LACS Link 

processing as part of 

address correction 


2. Select the Perform LACSLink Processing option. 







5. Enter information at the Customer Information tab. 

6. Click OK. 

View results 

The Summary Information report and the Qualitative Statistical Summary section 

of the 3553 CASS form show LACS Link processing results. To print these reports: 


2. Select the report you want to print. 

3. Click Print. 


Suite Link 

With Suite Link you can build more accurate and complete addresses by adding 

suite numbers to business addresses. With the secondary address information 

added to your addresses, fewer mail pieces are Undeliverable-As-Addressed 

(UAA), and more mail pieces are sorted by delivery sequence and delivered with 

accuracy and speed. The addition of secondary number information to your 

addresses allows for the most efficient and cost-effective delivery sequencing and 

postage discounts. 

The software attempts to match a company name, a known high-rise address, and 

the CASS-certified ZIP+4 in your database to data in Suite Link . When there is a 

match, the software adds the suite number to your record. 

You can perform Suite Link processing with the software, as an integrated part of 

address correction. 

This example shows a record processed through Suite Link : 

Original record 

Company name 

High-rise address 

CASS-certified ZIP+4 

Poplar Auto 

987 Main St 

12345-6789 

Suite Link directory 

Secondary numbers 

Unit designators 

Poplar Medical Sales Ste 212 

Poplar Auto Sales Ste 214 

Poplar Computers Ste 216 

Updated record 

Suite number added 

Poplar Auto 

987 Main St Ste 214 

12345-6789 

Suite Link directory 

You must use the Suite Link directory with a ZIP+4 directory labeled for the same 

month. You cannot use a Suite Link directory that is more than 60 days past its 

release date. See “Installation” on page 15 for details about loading the Suite Link 

directory. 

Set up Suite Link 

You can set up Suite Link processing in the software by following these steps: 

1. Choose File > Load Directories to load the Suite Link directories. Repeat this 

step each time you receive updated directories. See “Installation” on page 15. 

2. Choose File > Properties > Database and add the SuiteLink Return Code 

field to your record layout if desired. This field is optional. If you do not add 

it, you can still perform Suite Link processing but will not be able to see the 

return codes. See below for details about this field. The Company field must 

be present in your layout; Suite Link processing requires company data. 

3. Choose Tools > Correct Address > Multi Record. Select the Perform 

SuiteLink Processing option and any other address correction options 

necessary for this job. 







6. Click OK in the Correction Settings window to begin address correction. 


GeoCensus 

GeoCensus processing compares address data to a directory containing 

geographical data gathered by the U.S. Census Bureau, called TIGER® 

(Topologically Integrated Geographic Encoding and Referencing) data. Using 

this data, you can append latitude, longitude, Federal Information Processing 

Standards (FIPS) codes, and the U.S. Census tract and Block Number Area 

(BNA) codes. GeoCensus can be run during address correction if you own the 

GeoCensus option. 

U.S. Census Bureau 

web sites 

For more information about the TIGER data, FIPS codes, U.S. Census tract and 

BNA codes, see http://www.census.gov. 

To find the latitude and longitude of a specific location, enter a city and state at 

http://www.census.gov/cgi-bin/gazetteer. 

Prepare your 

database 

See “Fields” on page 309 for details about these fields. 

Required GeoCensus fields 

• Latitude 

• Longitude 

Optional GeoCensus fields 

• FIPS State Code 

• FIPS County Code 

• FIPS Place Name Code 

• U.S. Census Tract BNA 

Enable GeoCensus, 

perform address 

correction 

To perform address correction and GeoCensus processing: 

1. Choose Tools > Correct Address > Correction Settings, and click either the 

Single Record or Multi-Record tab. 

2. Select the Assign GeoCensus Codes option. 

3. Click OK. 

4. Choose Tools > Correct Address > Current Record or Tools > Correct 

Address > Multiple Records. Your addresses are corrected, and your 

GeoCensus fields are populated. 

Select records by 

location 

You can select or deselect records based on location. For example, you could 

prepare a mailing to customers who live within 20 miles of latitude 43.827° and 

longitude of -91.234°. To select these records: 

1. Choose Records > Select > By Criteria. 

2. Choose Distance from the Field list. 

3. Choose

Status and error codes 

If your layout includes a field for error and status codes, the software assigns a 

status code when it assigns an address, or an error code if it could not assign an 

address. These codes can help you understand why the software couldn’t assign 

an address or what it changed if it successfully assigned the address. 

The field must have a field kind of Error or Status. If you accepted this field as 

part of the default layout, and did not rename the field, the field’s name would be 

Err_Stat. 

See “Error and status codes” on page 329 for an explanation of what each error 

and status code represents. 


Parse names and assign prefixes, gender codes, and 

greetings 

During address correction, you can parse names and assign prefixes, gender 

codes, and greetings. 

Define your settings by choosing Tools > Correct Address > Correction Settings, 

and click the Name/Gender/Greeting tab. To run address correction and any of the 

following processes, choose Tools > Correct Address > Current Record or Multi- 

Record. 

Parse names 

The software can parse (identify and isolate) name data. For example, the 

software can break up name fields into individual parts (first, middle, last, and 

suffix) and populate these fields in your database. You must add these separate 

fields to your database before parsing. 

The software can parse two full names per record. See “Field kinds” on page 76. 

When you parse names, the address correction process will take longer, especially 

for large files. 

Assign gender codes 

and prefixes 

Knowing genders can help you more accurately target your marketing efforts to 

the correct group of people. The software can assign a precise gender code to 

each name when you add the Gender field kind to your record layout. The gender 

codes represent: 

• Strong male, such as John or Robert 

• Weak male, such as Terry or Shawn 

• Strong female, such as Mary or Jane 

• Weak female, such as Robin or Kim 

• Ambiguous, such as Pat, Kelly, or an initial 

• Unassigned (a gender could not be determined based on the name data) 

When the software assigns a strong gender code, it can also assign a prefix, Mr., 

Ms., or Mrs. This feature will help you address your mail pieces appropriately. 

If you already have prefixes in your database, deselect the Assign Prefix option. 

The software refers to the record’s prefix when assigning a gender code. 

An inaccurate prefix can affect your results. For example, a record may contain 

something similar to Mrr. John Smith. If you parse names, assign prefixes, and 

select the Overwrite Existing Prefix option, your data ends up as Mr. John S Mrr. 

Assign a greeting 

If you want to personalize mail pieces, you can assign an overall greeting to each 

record in a formal or casual style. 

To assign a greeting to each record, you should parse your name data into 

separate name fields. Then, the software knows which part of the name to use in 

the greeting. You can parse names and assign a greeting during the same process. 

To assign a greeting to each record: 

1. Choose File > Properties > Database to make sure that you added the 

Greeting field kind. See “Field kinds” on page 76 for details. 


2. Choose Tools > Correct Address > Correction Settings, and click the 

Name/Gender/Greeting tab. 

3. Select the Assign Greeting option. 

4. Leave the default initiator Dear, or enter your own. 

5. Leave the default punctuation as a comma, or enter your own. 

6. Choose the multiple-person connector, and or & from the drop-down list. 

7. Choose both the single-person and multiple-person greeting style that you 

want. 

• Single person/Formal: This option uses the prefix and last name 

whenever possible. If the gender is weak, ambiguous, or unassigned, 

then the software uses the first name instead (Dear Robin, for example). 

• Single person/Casual: This option uses the first name. If no first name 

exists, the software uses the prefix and last name (Dear Mr. Smith, for 

example). 

• Multiple person/Full: This option uses both names without any prefix, 

for example Dear John and Mary Smith, or Dear John Smith and Mary 

Peterson. 

• Multiple person/Short: This option is always Dear Sirs, Dear Madams, 

or Dear Sirs and Madams. 

8. Click OK when you finish. 

Field kinds 

Your layout should include the following fields before you parse or assign 

genders and greetings. Choose File > Properties > Database to add fields. See 

Appendix A for details about these fields. 

• Prefix 1, Prefix 2 

• First name 1, First name 2 

• Middle name or initial 1, Middle name or initial 2 

• Last name 1, Last name 2 

• Suffix 1, Suffix 2 

• Title 1, Title 2 

• Gender 1, Gender 2 

• Greeting 


Chapter 7: 

Find duplicate records 

With the software, you can find duplicate records in one file or in multiple files. 

You define what constitutes a duplicate record, and you choose what to do with 

any duplicates that are found. You can choose to delete them, select them, or copy 

them to another file, for example. 

Duplicate detection is also known as merge/purge or matching. 

Chapter 7: Find duplicate records 77

Before you merge/purge 

Back up files first 

Depending on the options you choose and how many duplicate records exist in 

your files, many records may be deleted. For that reason, it is recommended that 

you back up your file before using it in a merge/purge process. 

To create a backup, choose File > Backup Database. 

Open files 

All files in which you want to search for duplicate records must be open before 

you begin the merge/purge. If you want to write the duplicate records to an output 

file, that file must also be open. In all, up to eight files can participate in the 

merge/purge. 

Set up fields, if 

necessary 

If you want to compare custom fields, such as a Social Security field, you must 

assign that field a Dupe-Compare field kind in your record layout before you 

begin the merge/purge. See “Customized fields for duplicate detection” on 

page 102. 

You can post “dupe-group” numbers to a Dupe_Group field, if you have that field 

in your record layout. Dupe groups are groups of records that the software judges 

to be duplicates, based on the comparison criteria that you specify. For more 

information about dupe groups, see “Post dupe-group numbers to input file(s)” on 

page 86. 

Correct addresses 

To simplify duplicate detection, you should correct your addresses before 

performing merge/purge. See “Address correction” on page 57 for details. 

Select a reference file 

You must designate one of the files that you’ll use for merge/purge processing as 

a reference file. The reference file determines the name and location of merge/ 

purge report files. The report files will have the same root names as the reference 

file, with report extensions. The software writes the reports to the same directory 

where the reference file is stored. In addition, the software saves your merge/ 

purge settings with the reference file for future use. 

To select a reference file, click the window for that file before starting the merge/ 

purge. 


Set up files for merge/purge 

To start the Merge/Purge wizard, choose Tools > Merge/Purge. 

You must designate how each open file will participate in the Merge/Purge. You 

choose the usage and priority for each file. 

File usage 

To help you decide which file usage to choose for each open file, first ask 

yourself, “Do I want to use this file in the Merge/Purge process” If the answer is 

“no,” you can choose None from the File Usage drop-down list for that file. 

If you do want to use the file in the Merge/Purge process, then determine if the 

file is an input file or an output file. Here’s the difference: 

File usage 

Input file 

Output file 

Description 

A file that is searched for duplicate records. 

A file into which the processed records are copied, based on options 

you select. For example, you may choose to copy the duplicates or 

the unique records. 

There are two kinds of input files: normal lists and suppression lists. At least one 

file in each Merge/Purge operation must be a “normal” list. “Normal,” in this 

case, means that the input file is not a suppression list. 

Suppression lists 

A suppression list is a list of records that you do not want to include in your 

mailing. The software does not delete records from suppression lists, but it can 

delete records that match suppression-list records. 

Let’s say you want to limit a mailing to prospective customers only, and you rent 

a mailing list for this purpose. You do not want to mail to current customers. In 

this case, you would make your list of current customers a suppression list. Then, 

when the software compares the two files, if any records in your “normal” file 

match records in your suppression list, the software can suppress the duplicates 

from the final list. 

Note: You may process more than one suppression list at a time. 

Priority 

The software uses priority to determine which duplicate records to keep when it 

finds duplicates in two or more files. You must assign a priority to each “normal” 

file. 

The highest priority is 0, the next is 1, then 2, and so on. Only suppression lists 

can have a priority of 0. The software assigns a 0 priority to suppression lists 

automatically, and you cannot change it. If you’re not processing a suppression 

list, then the highest possible priority is 1. 

Priorities you assign must start at 1 and be sequential: 1, 2, 3, and so on. You 

cannot, for example, assign priorities of 1, 3, and 5; or 2, 3, and 4. 


Prequalifiers 

To find duplicates, the software compares records one pair at a time, comparing 

every input record with every other record. Performing all of these comparisons 

can take a long time. That’s why it’s wise to use a prequalifier. 

How the prequalifier 

helps 

Prequalifiers reduce the number of comparisons. When you use a prequalifier, the 

software compares records only within each prequalification group. The 

following prequalifiers are available. The field must be indexed in order to use it 

as a prequalifier: 

Prequalifier 

5-digit ZIP 

Code 

3-digit ZIP 

Code 

Field 

Description 

Records are grouped by 5-digit ZIP and compared records only if the 

5-digit ZIP matches. For example, a record with ZIP Code 54601 will 

not be compared with a record with ZIP Code 54602. 

Records are grouped by 3-digit ZIP and compared records only if the 

first 3 digits of the ZIP Codes match. For instance a record with a 

546xx ZIP Code will not be compared to a record with a ZIP Code that 

begins with 544. 

Records are grouped according to a field that you choose. You can 

choose any field that is indexed and is not a “normal”-field kind in all 

files compared. 

For example, if you used the last name field as the prequalifier, all 

records with Smith for the last name would be compared against each 

other; Smith and Smitt would not be compared. 

It is typical to use the Dupe-Compare field as a prequalifier (See “Customized 

fields for duplicate detection” on page 102. 

Time savings 

The following table shows the dramatic reduction in the number of comparisons 

needed when using a prequalifier. 

Using a prequalifier shortens only the search for duplicate records. Other steps, 

such as deleting duplicates and creating an output file, are not affected. 

Prequalifier 

National mailing 

101,000 records 

15,000 ZIP Codes 

50 states 

State mailing 


2000 ZIP Codes 

California 

Local mailing 


4 ZIP Codes 

Rochester, MN 

No prequalifier Comparisons: 5,100,000,000 Comparisons: 2,000,000,000 Comparisons: 378,300,000 

3-digit ZIP Code Comparisons: 48,100,000 Comparisons: 73,200,000 Comparisons: 378,300,000 

5-digit ZIP Code Comparisons: 32,800,000 Comparisons: 4,600,000 Comparisons: 116,300,000 

Choose wisely 

When choosing a prequalifier, consider the quality of your data and the 

geographical spread of your data. Some duplicates may be missed if: 

• The prequalifier field contains unstandardized data. 

• The prequalifier field is blank in some records. 

• The prequalifier is 5-digit ZIP Codes. 


Unstandardized data 

The field that you choose as a prequalifier should contain standardized data, if 

possible. Otherwise, typing errors or inconsistencies may cause missed 

duplicates. 

For example, if the Street Address field is the prequalifier, and you have not 

standardized your addresses, the software may not consider the following records 

duplicates: 

Jane Smith 

Jane Smith 

100 West Main Street 100 Main 

La Crosse WI 54601 La Crosse WI 54601 

To standardize data, choose Tools > Correct Address. 

Blank fields 

What happens if a prequalifier field is blank in some records The software 

groups all the records that have blank prequalifier fields. They make their own 

prequalification group. This can pose a problem. 

For example, if you choose 5-digit ZIP Code for the prequalifier, and some 

records have blank ZIP Code fields, the software would not consider these 

records duplicates, because they would never be compared: 

Jane Smith 

Jane Smith 

100 Main St 100 Main St 

La Crosse WI 54601 

La Crosse WI 

If this data had been standardized, the ZIP Code would have been filled in, and 

the software would have caught these records as duplicates. 

5-digit ZIP Code 

Some ZIP Codes serve only post office boxes. This is important when you are 

matching business addresses, which sometimes use a street address and 

sometimes use a post office box. If you use 5-digit ZIP Codes for the prequalifier, 

you may not find the following duplicates: 

Acme Hardware 

Acme Hardware 

100 Main St PO Box 42 

La Crosse WI 54601 La Crosse WI 54602 

If you use 3-digit ZIP Codes for the prequalifier, the above addresses might be 

placed in the same prequalifier group where they may be determined to be 

duplicates. 


Rulebooks 

Rulebooks determine which records are duplicates. Rulebooks list each field that 

is compared when searching for duplicates and how each field is compared. 

Rulebooks are combinations of mailing targets and thresholds: 

target + threshold = rulebook 

Targets 

Ask yourself “To whom is this mailing targeted” Perhaps you’re mailing a 

brochure to companies, and you want to send only one copy of the brochure to 

each company, regardless of the person to whom it is addressed; in this case, 

“Company” is your target. Maybe you’re targeting individual people at 

companies, in which case many people at a single company could receive the 

same brochure; this would be a “Company-Individual” target. 

Mail one piece to 

The same street address 

The same company 

The same last name at the same address 

The same first and last name at the same company 

The same first and last name at the same address 

Target 

Resident 

Company 

Family 

Company-Individual (one mail 

piece per individual at a company) 

Individual 

Thresholds 

Thresholds determine how similar records must be in order to be considered 

duplicates. The four thresholds are exact, tight, medium, and loose. Each 

threshold has a set of predefined field rules, which use percentages to determine 

how similar one field is to another. 

Threshold Fields compared must be what % alike to be judged duplicates 

Exact 100% 

Tight 90 to 95% (depending on the field) 

Medium 80 to 90% (depending on the field) 

Loose 75 to 90% (depending on the field) 

See also “Scoring and weighting” on page 92. 

Predefined rulebooks 

The table below shows each of the predefined rulebooks and their corresponding 

file names. To choose a rulebook, select its file name. 

All predefined rulebooks assume the following: 

• Addresses are United States only. 

• Addresses have been standardized. 

• A match on first and last name is sufficient to identify an individual, without 

having to match on middle name, prefix, or suffix. 


If your layout includes 

Address_1 only (no Address_2), 

use these rulebooks: 

• Co Exact.mpr 

• Co Loose.mpr 

• Co Medium.mpr 

• Co Tight.mpr 

• Co-Individ Exact.mpr 

• Co-individ Loose.mpr 

• Co-Individ Medium.mpr 

• Co-Individ Tight.mpr 

• Family Exact.mpr 

• Family Loose.mpr 

• Family Medium.mpr 

• Family Tight.mpr 

• Individ Exact.mpr 

• Individ Loose.mpr 

• Individ Medium.mpr 

• Individ Tight.mpr 

• Resident Exact.mpr 

• Resident Loose.mpr 

• Resident Medium.mpr 

• Resident Tight.mpr 

If your layout includes Address_2 only 

(no Address_1) or both Address_1 and 

Address_2, use these rulebooks: 

• Addr_2 Co Exact.mpr 

• Addr_2 Co Loose.mpr 

• Addr_2 Co Medium.mpr 

• Addr_2 Co Tight.mpr 

• Addr_2 Co-Individ Exact.mpr 

• Addr_2 Co-individ Loose.mpr 

• Addr_2 Co-Individ Medium.mpr 

• Addr_2 Co-Individ Tight.mpr 

• Addr_2 Family Exact.mpr 

• Addr_2 Family Loose.mpr 

• Addr_2 Family Medium.mpr 

• Addr_2 Family Tight.mpr 

• Addr_2 Individ Exact.mpr 

• Addr_2 Individ Loose.mpr 

• Addr_2 Individ Medium.mpr 

• Addr_2 Individ Tight.mpr 

• Addr_2 Resident Exact.mpr 

• Addr_2 Resident Loose.mpr 

• Addr_2 Resident Medium.mpr 

• Addr_2 Resident Tight.mpr 

Descriptions of 

predefined rulebooks 

To see how a rulebook compares records, select the rulebook, and then read the 

description on screen. 

Read the 

description. 

Click the Edit button to review settings for the selected rulebook. 

Compare field kinds 

The rulebooks show a list of the field kinds compared. Using the field kind, rather 

than the field name, means that the fields may have different names in the 

different files. For example, the street address line in File A may be called 

Address, and in File B it may be called Street. As long as the field kind is Street 

Address Line 1 in both files, the software can compare the two fields. 


Choose the action(s) to perform on duplicate records 

In Step 3 of the wizard, you decide what you want to do with the duplicate 

records that are found. Your choices depend on the kind of file(s) you’re 

processing: normal files, suppression files, and/or output files. 

Actions: how you can process duplicate records 

Choices for input files 

Do nothing to the duplicate records 

Delete all duplicates except the highest priority 

duplicate in each dupe group 

Select all non-duplicates and the highest 

priority duplicate in each dupe group 

Select the highest priority duplicate in each 

dupe group 

Select all duplicates except the highest priority 

duplicate in each dupe group 

Select all duplicates 

Select all non-duplicates 

Delete all duplicates that match records in a 

suppression list 

Select all records except duplicates that 

match records in a suppression list 

Select all duplicates that match records in a 

suppression list 

Choices for output files 

Do not post to the output file 

Output all non-duplicates and the highest 

priority duplicate in each dupe group 

Output only the highest priority duplicate 

occurring in two or more files 

Output all records except duplicates that 

match records in a suppression list 

Output only duplicates that match records 

in a suppression list 

Example: deleting 

duplicates 

You have a mailing list of names from people who sent you completed surveys 

from various magazines. Your list contains duplicate names because some people 

sent in more than one survey. You want to delete the duplicate records from the 

file so that you can mail only one mail piece to each person in the list. 

To do this, you would choose to delete all duplicates except the highest priority 

duplicate in each dupe group. 

Example: creating a 

multi-buyer list 

Your company makes cable modems. You want to generate a mailing list of 

people who have cable TV and have computers. You rent a list of cable TV 

subscribers and a list of computer owners. 

To produce a list of records that appear in both the cable-TV subscriber list and 

the computer-owner list, you would select the option to output only the highest 

priority duplicate occurring in two or more files. 

Example: suppressing 

names from one file 

You want to limit a mailing to prospective customers only, and you rent a mailing 

list for this purpose. You do not want to mail to current customers. In this case, 

your list of current customers is a suppression list. 


To produce a list of prospective customers only—excluding your current 

customers—you have two options: 

• Output to a separate file all records except duplicates that match records in 

the suppression list. 

• Delete all duplicates that match records in a suppression list. 

See “Suppression lists” on page 79 for more information about suppression lists. 

Defaults 

Click the Default button in Step 3 to save the current settings as defaults. The next 

time you enter the wizard, these settings are automatically defined for you (if 

applicable to the current job). 


Post dupe-group numbers to input file(s) 

Dupe groups are groups of two or more records judged to be duplicates, based on 

the comparison criteria that you specify. For example, these are dupe groups: 

Dupe group #1 Dupe group #2 Dupe group #3 

Joan Smith 

1001 Main St 


Joan P. Smith 

1001 Main St 


Joanne Smith 

1001 Main St #1 


Gary Jones 

2172 Mill St 

Sparta WI 54656 

Gary Jones 

2172 Mill St 

Sparta WI 54656 

Ann Welter 

214 Bethany Road 

Onalaska WI 54650 

Ann Pearson-Welter 



Ann P. Welter 



You can select an option to post dupe-group numbers to your input file(s). 

The Dupe_Group field (with the Dupe Group Number field kind) must be part of 

your record layout if you want to be able to post dupe-group numbers. 

If you select the Post dupe group numbers... option, the software performs the 

following actions: 

• Clears the Dupe_Group field in all records before posting the new dupegroup 

numbers. This ensures that the Dupe_Group field contains data from 

the latest merge/purge. 

• Posts the appropriate dupe-group number to the Dupe_Group field in each of 

those records. 


Generate reports 

You can choose to generate two merge/purge-related reports. You can also select 

various formatting options for the reports. 

Report name Description Report’s file 

extension 

Summary report 

Duplicate Record listing 

This report shows how you set up the 

merge/purge, the number of duplicates 

found, and what actions were performed on 

those duplicates. 

This report lists all duplicate records found 

in your file(s). 

.mps 

.mpl 

If you create these reports, they are placed in the same directory as your reference 

file, with the reference file’s root name as the report file’s root name. For 

instance, if your reference file is USA.mdf, then the Summary report’s file name 

will be USA.mps. 

When you perform a new merge/purge, old report files for the selected reference 

file are deleted even if you chose not to generate new reports. This ensures that 

the reports reflect the most recent merge/purge for that file. 

See “Reports” on page 217 for more information and for samples of these reports. 


Associate fields for output 

If you are copying records to an output file, you need to associate the fields from 

each normal input file to the output file. Associate fields for output in Step 4 of 

the wizard. Skip this step if you’re not outputting records. 

The layout of your input file(s) may not exactly match the layout of the output 

file. You associate fields so that the software knows where to place the data. 

Example 

In the example shown below, the input file and output file have some fields in 

common: the First, Last, Address_1, City, State, and ZIP fields. They also both 

have a field for Social Security number, although these fields have different 

names. The input file has two fields that will not be output (the Company and 

Dupe_Group fields) because the output file does not have fields for this data. 


Judge undecided records for yourself 

Select the Show Undecided Pairs for Manual Verdict option to decide for 

yourself if records are duplicates or not. The software will rule on the records it’s 

sure about (according to the criteria you set up). But if there are record pairs that 

the software can’t decide about, you can be the judge. 

See “Undecided “range”” on page 92 for information about what makes records 

“undecided.” 

If you don’t select this option, the software judges all undecided record pairs to be 

unique records (not duplicates). 

Note: Some predefined rulebooks (especially those with an exact threshold) 

will never designate a record pair as undecided. 

How it works 

During the duplicate detection process, when the software encounters record pairs 

that are neither duplicates nor non-duplicates (based on the criteria you set up), 

those records appear for you to decide on. 

The first record’s weighted score is 

always “n/a” because the software does 

not compare a record to itself. 

The undecided records are 

listed here. 

The selected record from 

the list above is shown 

here in greater detail. 

You can judge the records 

to be duplicates or not 

duplicates. 

If you choose not to see 

any more undecided 

records, then the software 

judges all undecided 

record pairs as nonduplicates. 

You can change your minimum dupe score so that more records will 

be judged duplicates. The number entered here is, by default, one 

number greater than the maximum no-dupe score for the selected 

rulebook; by using the default entry here, no records would be 

undecided. 


View a summary of duplicates found 

Select the Show summary of dupes found... option to view a summary of 

duplicates found before the software performs an action with those records. 

This gives you an opportunity to make sure that you agree with the software’s 

findings and to change the records that will be deleted, selected, or copied 

(depending on the selected action) if you want to. 

How it works 

If you select this option, the software presents a window showing all duplicates 

found when the merge/purge is complete. 

You can view the records in each dupe group. If you want, you can change the 

software’s action for each record on a record-by-record basis. For instance, if you 

don’t want to delete a record that it marked for deletion, click the checkbox (in 

the Delete column) for that record, to remove the checkmark. 

You can jump to a specific 

dupe group by typing its 

number here and pressing 

Enter. 

This column is called “Delete,” “Select,” or 

“Output,” depending on the action you 

selected in Step 3. You can change which 

records the software will delete, select, or 

output by clicking the checkbox(es). 

You can jump to 

the previous or 

next dupe. 

All duplicates in the 

selected dupe group 

appear here. 

The rule and score for the first duplicate in 

each dupe group is always “n/a” because the 

software doesn’t compare a record to itself. 

Subsequent duplicates show the rule and 

score relative to the first record listed. 

“Wt.” stands for overall weighted score. That means that the 

software judged these records to be duplicates based on the 

score of the whole record, not just one field’s score. 


Run merge/purge 

While the software looks for duplicate records, it shows you its progress: how 

many comparisons it expects to make, how many it has already made, how many 

duplicates it has found, and so on. 

When the merge/purge is complete, a message tells you how many duplicate 

records were found and what actions were performed. 


Scoring and weighting 

The software determines duplicate records based on the rules in the selected 

rulebook. Each record pair is given a numeric similarity score and is judged to be 

either a duplicate, not a duplicate, or undecided. 

The information in this section explains the inner workings of how the software 

finds duplicate records. It’s important that you understand this information if you 

plan to create customized rulebooks. If you’ll use predefined rulebooks (listed on 

page 82), it’s not as crucial that you understand how scoring and weighting work. 

Score of individual 

fields 

To determine if one record matches another record, the software compares 

selected fields in those records and calculates what percentage they are alike. A 

score of 0 means no similarity between the two fields. A score of 100 means that 

the two fields are an exact match. 

Consider the second example in the table above (Smith/Smitt). In this example, 

four out of five characters (80 percent) are the same. 

Comparison 

Percentage alike 

Smith Smith 100% 

Smith Smitt 80% 

Smith Smythe 72% 

Smith Jones 20% 

Maximum no-dupe 

score 

For each field you’ll compare, you can set a maximum no-dupe score, below 

which you’ll never consider the records a match. For example, you could decide 

that if the last names are not at least 80 percent alike, then they are not duplicates. 

Minimum dupe score 

For each field you’ll compare, you can also set a minimum dupe score, above 

which you’ll always consider the records a match. For example, you could decide 

that if the last names are at least 98 percent alike, then they are duplicates. 

Undecided “range” 

By setting up a maximum no-dupe score and a minimum dupe score, there can be 

a gap of numbers in between. This “range” is for undecided records, and you can 

choose to rule on them one-by-one if you like. 

For example, let’s say you set the maximum no-dupe score to 90 for the Last 

Name field, and the minimum dupe score to 99 for that same field. The software 

would judge a pair of Last Name fields as follows: 

• If the two fields are 

90 percent or less 

alike, they are not 

duplicates. 

• If the two fields are 

99 percent or more 

alike, they are 

duplicates. 

90 99 

• If the two fields are 91 to 98 percent alike, they are undecided. 


One field can—or 

cannot—determine 

the outcome of the 

whole record 

You need to be careful about how you set up your maximum no-dupe scores and 

minimum dupe scores. (If you use a predefined rulebook, don’t worry—we’ve 

already set these up carefully.) 

Usually you wouldn’t want to judge records as duplicates based on just one field. 

For example, just because two records have the same ZIP Code, it doesn’t make 

them duplicates. Likewise, records that match on last name are not necessarily 

duplicates. That’s why, in most cases, it’s good to compare more than one field. 

Over-matching 

The software compares fields in their rulebook order, using their maximum nodupe 

scores and minimum dupe scores. In the following example, the ZIP Codes 

match 100 percent, so the software doesn’t even compare the street addresses or 

last names. We call this over-matching because these records are judged to be 

duplicates and they obviously are not. 

Bad setup example 

Judged as duplicates, but they’re not! 

Jim Brown 

John Doe 

100 Main St. 409 Water St 

La Crosse WI La Crosse WI 

54601 54601 

To prevent over-matching, set the minimum dupe scores to 101. When the 

minimum dupe score for a given field is 101, the software will never judge 

records to be duplicates based on just that field. This ensures that the software 

will compare other fields before determining if records are duplicates. 

Good setup example 

Correctly judged as unique records: 

Jim Brown 

John Doe 

100 Main St. 409 Water St 


54601 54601 

Under-matching 

Under-matching means that the software judges a pair of records to be unique 

(not duplicates), when, to your eye, they are duplicates. 

Bad setup example 

Incorrectly judged as unique records: 

Becky Jones Rebecca Jones 



54601 54601 

Because the software views “Becky” and “Rebecca” as only 50 percent alike (less 

than the 99 maximum no-dupe score), the two records are judged to be “nodupes”—or 

unique records. 

To prevent under-matching, set the maximum no-dupe score to -1. Then the 

software has to consider the similarity of the other fields compared and cannot 

judge the whole record as unique based on just that field. 


Good setup example 

Correctly judged as duplicate records: 

Becky Jones Rebecca Jones 



54601 54601 

Weighted field 

similarity 

After calculating how alike two fields are, the software multiplies that percentage 

times the weight—or weight percent—for that field. 

By setting a weight for each field compared, you decide how important each field 

is in determining whether records match or not. Typically the street address is 

weighted high, and the first name low. Other fields lie somewhere in between. 

Weight percents for all the fields in a rulebook must add up to 100. 

Percentage alike times 

weight 

If the weight for the Last Name 

field is set to 20 percent, and two 

names are 90 percent alike, then 

the last-name comparison would 

contribute 18 (20 percent of 90) 

to the overall weighted score. 

Overall weighted score is the 

sum of the weighted scores for 

all compared fields. 

Example 

Fields 

compared 

Record A Record B % 

alike 

Weight 

% 

Weighted score 

(per field) 

ZIP 54601 54601 100 20 20 

Street Address 100 Water St 100 Water St 100 40 40 

Last Name Hamilton Hammilton 94 30 28 

First Name Mary Marilyn 72 10 7 

All field weights must add up to 100 Overall weighted 

score: 95 

Score of whole record 

If the software cannot judge a pair of records to be duplicates or not duplicates 

based on a single field—because the maximum no-dupe score is -1 and the 

minimum dupe score is 101, or because the record pair falls in the undecided 

range—then the software looks at the pair’s overall weighted score. 

You set a maximum no-dupe score and minimum dupe score for the whole record. 

These are similar to these same settings for individual fields, but they apply here 

to the whole record’s overall weighted score. 

In the example above, the record’s overall weighted score is 95. If the software 

could not rule on the record based on any single field, then the software compares 

the overall weighted score of 95 to the maximum no-dupe score and minimum 

dupe score that you set for the whole record. The illustration above shows a 

maximum no-dupe score of 89 and a minimum dupe score of 95. An overall 

weighted score of 95 qualifies this record pair as duplicates. 


Customize a rulebook 

If you need a rulebook that’s a little (or a lot) different from those we’ve defined, 

you can create your own. 

Refine a predefined 

rulebook to meet your 

needs 

You may discover that one of the predefined rulebooks is almost exactly what you 

need. For example, you want to use one of the Individual rulebooks. The 

Individual Tight rulebook is missing too many duplicates, and the Individual 

Medium rulebook is judging too many non-duplicates to be duplicates. You need 

something in between. 

You can create a rulebook based on a predefined rulebook. You could open the 

Individual Tight rulebook and tinker with the settings ever-so-slightly, and then 

save the rulebook file under a different name. 

Field 

Individual Tight 

rulebook 

Your rulebook 

Individual 

Medium rulebook 

Street Address Line 1 


score: 75 

Maximum nodupe 

score: 70 


score: 66 

Another possibility would be adding a field to a predefined rulebook (and then 

saving the rulebook with a different name). Perhaps you’d like to compare a 

middle name field or a Dupe-Compare field. (See page “Customized fields for 

duplicate detection” on page 102 for more information about Dupe-Compare 

fields.) 

You can change the predefined rulebooks however you want, as long as you save 

the rulebook with a different name. You cannot change predefined rulebooks. 

Build a rulebook from 

scratch 

Suppose none of the predefined rulebooks offer the kind of duplicate detection 

process you want to perform. Maybe you want to search on a Social Security 

number (Dupe-Compare) field and last name field only. Or maybe you want to 

search on phone numbers. 

You can create a rulebook from scratch, but we suggest that you do so with care. 

Be sure that you fully understand how scoring and weighting work (see “Scoring 

and weighting” on page 92) before you attempt to create your own rulebook. And 

after you create a rulebook, perform a trial run. 

Do a trial run • Perform merge/purge on a small sample of your database if your database is 

large. 

• Select the option to view duplicates before performing any action on them 

(deleting them, for example). 

The trial run will ensure that the rulebook functions how you intended it to. If you 

don’t get the results you want, you can edit your rulebook. 


Advanced matching options 

You can set advanced matching options for each field in a rulebook. To set 

advanced matching options for a field in a rulebook, click that field’s Details 

button. 

Blank matches 

You can decide how to handle blank fields. For instance, how should the software 

compare the following records 

John Doe 

Doe 


La Crosse WI 

La Crosse WI 

54601 54601 

You can set an option to ignore the rule if a field is blank. In 

this example, the score for the First Name field would not 

contribute anything to the overall weighted score for the 

record. If you choose Ignore rule, the two records shown 

above would be considered duplicates; the missing first 

name has no impact. 

You can also set an option so that blank fields do have an impact on the overall 

weighted score. You can determine exactly how much to score a blank field, from 

0 to 100. Think of it this way: Do you want to consider a blank field 0 percent 

similar to a filled field, 100 percent similar, or somewhere in between If you 

choose to score a blank field, then that field does contribute to the overall 

weighted score for the whole record. 

Giving a blank field a high score might be appropriate if you’re matching on a 

first or middle name or a company name, for example. It is not recommended to 

match on blank street address fields. 

You can set blank matching options for situations when one 

of the fields compared is blank (as shown in the example 

records above) or for situations when both fields compared 

are blank (for example, if both records were missing the first 

name). 

See the examples on the next page to understand how your setting of the blank 

matching options can affect the overall scoring of records. 

First Name blank option 

set to Ignore Rule 

When you use the Ignore Rule option, the software recalculates the weight 

percents for the other fields compared because the blank field contributes 0 

percent, and all weight percents must add up to 100. 

Fields 

compared 

Record A Record B % alike Weight % Weighted 

score 

(per field) 

ZIP 54601 54601 100 20 (22) 22 

Street 100 Water St 100 Water St 100 40 (45) 45 

Address 

Last Name Hammilton Hamilton 94 30 (33) 31 

First Name Mary — 10 (0) — 

Overall weighted score: 98 



set to Score as 0 

Fields 

compared 


score 

(per field) 

ZIP 54601 54601 100 20 20 

Street 100 Water St 100 Water St 100 40 40 

Address 


First Name Mary 0 10 0 



set to Score as 100 

Fields 

compared 


score 

(per field) 

ZIP 54601 54601 100 20 20 


Address 


First Name Mary 100 10 10 


Match whole words to 

initials 

You can set an option to allow matching whole 

words to initials. For example, the company 

name International Health Providers could match IHP. 

You can set this option to 0 for a particular field if you never want whole words to 

match initials. Or you can set it to 100 if you want whole words and 

corresponding initials to be considered a perfect match. You can set this option to 

any number from 0 to 100, depending on your needs. 

If you select this option, the initials and the words that match are scored 

according to your entry. If there are other words in the field that are not shortened, 

they are scored the usual way. 

Company field Initials 

Match Score option set to 

100 

Fields 

compared 

Record A Record B % alike Weight 

% 

Weighted 

score 

(per field) 

ZIP 54601 54601 100 20 20 

Company Barky’s Office BOE 100 30 30 

Equipment 


Address 

Last Name Hamilton Hamilton 100 10 10 





0 

Fields 

compared 


% 

Weighted 

score 

(per field) 

ZIP 54601 54601 100 20 20 


Equipment 


Address 




Match Score option not 

selected 

Fields 

compared 


% 

Weighted 

score 

(per field) 

ZIP 54601 54601 100 20 20 


Equipment 


Address 



Match substrings 

You can set an option to match longer strings 

of words to shorter strings. For example, long 

company names consisting of several words are often shortened to just the first 

few words of the name. Mayfield Painting and Sand Blasting, for example, might 

be shortened to Mayfield Painting. These two strings of words would score 65, 

unless you use the Substring Match Score option. 

You can set this option to 0 for a particular field if you never want substrings to 

match longer strings. Or you can set it to 100 if you want substrings and longer 

strings to be considered a perfect match. You can set this option to any number 

from 0 to 100, depending on your needs. 

To qualify as a substring match, the shorter string must exactly match the first 

part of the longer string. See the table below. 

Long string 

Matching substring 

Substrings that do not match 

Mayfield Painting and Sand Blasting 

Mayfield 

Mayfield Painting 

Mayfield Painting and 

Mayfield Painting and Sand 

Mayfield Sand Blasting 

Painting and Sand Blasting 

Alternate spellings in any of the words disqualify 

the substrings as a match. For example, “Murphy 

Painting and Sand Blasting” does not match. 


Company field Substring 

Match Score option not 

selected 

Fields 

compared 


score 

(per field) 

ZIP 54601 54601 100 20 20 

Company Barky’s 

Office Equipment 

Barky’s 45 40 18 

Street 

Address 

100 Water St 100 Water 

St 

100 40 40 




0 

Fields 

compared 


score 

(per field) 

ZIP 54601 54601 100 20 20 



Barky’s 0 40 0 

Street 

Address 


St 

100 40 40 




100 

Fields 

compared 


score 

(per field) 

ZIP 54601 54601 100 20 20 



Barky’s 100 40 40 

Street 

Address 


St 

100 40 40 


Match whole words to 

abbreviations 

Long company names are often abbreviated by 

removing letters. For example, International 

Health Providers might be abbreviated to Intl Health Providers. A comparison of 

those two fields would generate a match score of 69, unless you use the 

Abbreviation Match Score option. 

You can set this option to 0 for a particular field if you never want abbreviations 

to match longer words. Or you can set it to 100 if you want abbreviations and 

longer words to be considered a perfect match. You can set this option to any 

number from 0 and 100, depending on your needs. 


Full word 

Business 

Makers 

Some possible abbreviations 

Bus, Bsnss, Bss 

Mkr, Make 

Here, abbreviation means that the first 

letter of the shorter word matches the 

first letter of the longer word. All 

remaining letters of the shorter word 

appear in the longer word in the same 

order as in the shorter word. 

Company field 

Abbreviation Match Score 

option set to 100 

Fields 

compared 


score 

(per field) 

ZIP 54601 54601 100 20 20 

Company Business Bus Mkr Inc 100 30 30 

Makers Inc 

Street 

Address 

100 Water St 100 Water St 100 50 50 


Company field 


option set to 0 

Fields 

compared 


score 

(per field) 

ZIP 54601 54601 100 20 20 


Makers Inc 

Street 

Address 



Company field 


option not selected 

Fields 

compared 


score 

(per field) 

ZIP 54601 54601 100 20 20 


Makers Inc 

Street 

Address 



Make sure that 

records with different 

numeric data don’t 

match 

You can select an option to force the software to 

score non-exact numeric data as 0 percent alike. 

This ensures that records with dissimilar numeric data will not be considered 

duplicates. Consider the following street address comparison: 

4932 Main St 

4392 Main St 


The software would consider these two records to be 95 percent alike, unless you 

use the Non-exact Numeric Match Scores 0 option. 

Your decision to select this option or not will depend on what other fields your 

rulebook is comparing and how those fields are weighted. For example, you may 

decide to select this option for your Street Address field if you’re not comparing 

many other fields to counteract any typos found in the numeric data. 

Street Address field Nonexact 

Numeric Match 

Scores 0 option not 

selected 

Fields compared 


score 

(per field) 

ZIP 54601 54601 100 20 20 

Street 4932 Main St 4392 Main St 95 50 47 

Address 

Last Name Hamilton Miller 42 30 12 


Street Address field Nonexact 

Numeric Match 

Scores 0 option selected 

Fields compared 


score 

(per field) 

ZIP 54601 54601 100 20 20 

Street 4932 Main St 4392 Main St 0 50 0 

Address 

Last Name Hamilton Miller 42 30 12 



Customized fields for duplicate detection 

Usually, when comparing records, you want the software to look at name and 

address fields, such as first and last name, street address, and so on. 

You may also want to compare other fields in your records—a Social Security 

number field or an account number field, for example. You can compare such 

fields by assigning the field a Dupe-Compare field kind. By assigning a Dupe- 

Compare field kind, you’re indicating that you want to use that field for merge/ 

purge processing. 

You can assign up to three Dupe-Compare fields per database: 

• Dupe-Compare 1 



After you’ve set up a Dupe-Compare field in Record Layout (File > Properties > 

Database), you can use that field for merge/purge processing. You can use a 

Dupe-Compare field as a prequalifier or as a field in a customized rulebook. 

Tips 

The field name can 

be whatever you 

want (within the 

usual naming 

requirements). 

You can specify a 

Dupe-Compare field 

kind here. 

Dupe-Compare fields 

must be charactertype 

fields. 

If you want to use a 

Dupe-Compare field 

as prequalifier, that 

field must be 

indexed. 

Multiple files 

If you’re comparing multiple files, remember that the field you want to compare 

must be the same field kind in each file. For example, if you wanted to compare 

Social Security numbers in two files, your setup might look something like this: 

File A 

File B 

Field name Field kind Field name Field kind 

Social Dupe-Compare 1 SocSec Dupe-Compare 1 

The field names may be different, but the field kinds must be the same in order to 

be able to compare the fields. 

Prequalify on a Dupe- 

Compare field 

You can use Dupe-Compare fields as prequalifiers. If you’re confident in the 

quality of your data, you could prequalify on a Social Security field, for example. 

If your job requires matching on unique Social Security numbers, for example, 

then we recommend prequalifying on that field. 

If you suspect typographical errors in your Social Security field, then it would 

work better to prequalify on another field, such as 5-digit ZIP. You could still 

compare Social Security fields by choosing its field kind in your customized 

rulebook. See “Prequalifiers” on page 80. 


Under the hood 

The software makes some special allowances for common differences between 

duplicate records. These help locate duplicate records, even when their contents 

are different. 

Adjust for 

transposition or 

typing errors 

The software checks for transposition when comparing fields. Transposed 

characters are two consecutive characters that are switched within a word—a 

typographical error. The software deducts only half as much for transposed 

characters as it does for invalid characters. 

Comparison Finding Percentage alike 

Smith Simth characters 2 and 3 are transposed 90% 

Smith Smeth character 3 is invalid 80% 

Transposition and 

numbers 

You can decide whether or not you want the software to calculate the percentage 

alike for transposed numbers the same way that it automatically does for 

alphabetic characters. With data composed of numbers (street address, for 

example), allowing for transposition can be problematic. 

Comparison Finding Percentage alike 

4932 4392 characters 2 and 3 are transposed 87% 

4932 4312 character 3 is invalid 75% 

To avoid the problem of the software considering transposed numbers duplicates, 

use a predefined rulebook with an exact threshold. 

See also “Make sure that records with different numeric data don’t match” on 

page 100. 

Allow for hyphenated 

names 

How similar would you say that the following last names are 

Jones Walton-Jones 

At a glance, you would probably guess that these names are about 50 percent 

alike. And you’d be right. At 50 percent alike, they would most likely be judged 

unique records (depending on your rulebook settings). 

However, the software performs a special comparison process for hyphenated last 

names. The software would compare our example names as follows: 

• Compares Jones to Walton-Jones 

• Compares Jones to Walton (the first hyphenated word) 

• Compares Jones to Jones (the next hyphenated word) 

Then the software uses the highest score it receives from these comparisons. In 

this way hyphenated names are much more easily detected as duplicates. 


Allow for case 

differences 

The software does not consider case (uppercase and lowercase) when comparing 

records. For example, the following records are duplicates: 

Amy Jones 

219 West Ave 


AMY JONES 

219 WEST AVE 

LA CROSSE WI 54601 

Allow for punctuation 

differences 

The software does not consider minor punctuation differences when comparing 

records. For example, the following records are duplicates: 

Sue-Ellen Jones 

219 West Ave, #2 


Sue Ellen Jones 

219 WEST AVE 2 

LA CROSSE WI 54601 


Chapter 8: 

Extended Services 

Chapter 8: Extended Services 105


With Extended Services, you can send your data via the internet to a vendor 

(Lorton Data, Peachtree Data, or Authenticom) for various types of processing. 

When you send your data to a vendor for processing, they process the data and 

then send the updated data back to you seamlessly over the internet. 

Processing options vary by vendor. For complete details about the options 

available from each vendor, see “Choose a vendor and processing options” on 

page 112. A summary of available options appears below: 

• ZIP+4 

• NCOA Link 

• DSF 2 

• Do Not Mail suppression 

• Deceased suppression 

• Prison suppression 

• Phone append 

• Email append 

Pricing and payments 

Extended Services vendors determine prices for the various processing options. 

Check with your chosen vendor to learn about their pricing for these services. 

When you choose Tools > Services > Extended Services, links are available for 

you to click to access the vendors’ web sites to learn more about their pricing. 


Preparing for Extended Services 

Before you perform 


processing 

Before you can begin the Extended Services process, you must: 

• Establish an internet connection. If you do not already have internet access 

on your computer, contact your IT department for help with this. 

• Establish an account with a vendor. See “Establish an account with a 

vendor” on page 107. 

• Set up proxy settings. See “Set up proxy settings” on page 107. 

• Exclude foreign addresses from Extended Services processing. See 

“Foreign addresses” on page 107. 

• Make sure your database has the necessary fields. See “Extended Services 

fields” on page 108. 

Establish an account 

with a vendor 

Before you can send your records to a vendor, you must sign up with them to let 

them know who you are and how you should be billed for this service. This is a 

one-time task: after signing up, you will not be asked for this information again. 

To sign up for with a vendor: 

1. Choose Tools > Services > Extended Services. 

2. Select a vendor for this job. 

3. Click the Sign up for service with link in the Processing Options 

window. This launches your web browser and takes you to the vendor’s web 

site. 

4. Follow the instructions on the web site to enroll. 

Set up proxy settings 

If you have a direct internet connection, you do not need to set up proxy settings. 

If your computer is behind an HTTP-proxy-based firewall, you must set proxy 

settings. 


2. Click the Proxy Server Settings button. 

If you have questions about these settings, contact your network 

administrator. 

Foreign addresses 

USPS data does not include foreign addresses. If your Extended Services 

processing will include address processing and if you pay per record, you may 

want to exclude foreign addresses from the data that you send to the vendor to 

reduce the number of records sent and therefore the cost. 


Extended Services fields 

Fields sent to 


vendor 

Certain fields must be present in your layout before you begin Extended Services 

processing because they are used for lookup during processing. These fields are 

listed as required in the table below. 

Other fields are beneficial during lookup, but not absolutely required. For 

example, the middle name and company fields are useful for NCOA Link 

processing. These fields are listed as optional in the table below. 

If your database is missing any of the required fields listed below, you must add 

the fields to your layout before you begin Extended Services processing. Choose 

File > Properties > Database to add fields to your layout. 

The following fields are required or recommended in order to perform Extended 

Services processing. Requirements vary by the type of processing. 

Field 

First Name 

Last Name 

Middle Name 

Company 

Address Line 1 

Address Line 2 

City 

State 

ZIP (any ZIP Code or postal code field) 

Phone Number 

Email Address 

Email Append Flag 

Merge Key 

Required or optional 

required 

required 

optional 

optional 

required 

optional 

required 

required 

required 

required for Phone Append 

(Authenticom only) 

required for Email Append 







Fields updated as a 

result of Extended 

Services processing 

After the vendor updates your data, the updated data is merged back into your 

database. The fields listed below are updated as a result of Extended Services 

processing if the fields are in your layout and depending on the type of processing 

performed. For example, DSF 2 fields are updated only when you perform DSF 2 

processing and only if the DSF 2 fields are in your layout. 

If you want to see the processing results, you must add the fields to your layout 

before you begin Extended Services processing. Choose File > Properties > 

Database to add fields to your layout. 

For more information about the contents of these fields, see Appendix A. 

! 

If you will presort your mailing list after sending it for Extended Services 

processing, add the following fields to your layout before you send the file 

for Extended Services processing. These fields are updated as a result of 

Extended Services ZIP+4, NCOA Link , or DSF 2 processing and are required 

for presorting if you want to claim carrier-route or automation discounts: 

• Carrier Route 

• Line-of-Travel Code 

• Line-of-Travel Order 

• County Code 

• Delivery Point Check Digit 

• Delivery Point 2-Digit Add-On 

Field 

Updated as a result of which type of processing 

Address Change Indicator NCOA Link 

Address Line 1 ZIP+4, NCOA Link , DSF 2 

Address Line 2 ZIP+4, NCOA Link , DSF 2 

City ZIP+4, NCOA Link , DSF 2 

Carrier Route ZIP+4, NCOA Link , DSF 2 

County Code ZIP+4, NCOA Link , DSF 2 

Delivery Point 2-digit add-on ZIP+4, NCOA Link , DSF 2 

Delivery Point Checkdigit ZIP+4, NCOA Link , DSF 2 

Deceased Flag 

Deceased Suppression 

Do Not Mail Flag 

Do Not Mail Suppression 

DPV Status 

ZIP+4, NCOA Link 

DPV CMRA 


DPV Vacant Indicator ZIP+4, NCOA Link 

DSF 2 Address Type DSF 2 

DSF 2 Delivery Type Code DSF 2 

DSF 2 Drop Count DSF 2 

DSF 2 Drop Indicator DSF 2 

DSF 2 Educational Indicator DSF 2 


Field 

DSF 2 Score DSF 2 

DSF 2 Seasonal Indicator DSF 2 

DSF 2 Stats Indicator DSF 2 

DSF 2 Throwback Indicator DSF 2 

Email Address 

Email Append Flag 

Email Match Source 

Email Append 

Email Append 

Email Append 

Email Match Type 

Email Append 

Error and Status Code ZIP+4, NCOA Link 

LACS Link Indicator ZIP+4, NCOA Link 

LACS Link Return Code ZIP+4, NCOA Link 

Line of Travel Code ZIP+4, NCOA Link , DSF 2 

Line of Travel Order ZIP+4, NCOA Link , DSF 2 

Merge Key 

Move Effective Date 

NCOALink Delivery Code 

NCOALink Move Type 

NCOALink Return Code 

Original Email Address 

Original Phone Number 

Phone Append 

Email Append 

NCOA Link 

NCOA Link 

NCOA Link 

NCOA Link 

Email Append 

Phone Append 

Phone Append 

Phone Append Flag Phone Append 

PR Urbanization Code ZIP+4, NCOA Link , DSF 2 

Prison Flag 

Prison Suppression 

Record Type ZIP+4, NCOA Link , DSF 2 

State ZIP+4, NCOA Link , DSF 2 

Suite Link Return Code ZIP+4, NCOA Link 

Walk Sequence DSF 2 

ZIP (any ZIP or postal code 

field) 

Updated as a result of which type of processing 

ZIP+4, NCOA Link , DSF 2 


Email append processing 

If you intend to send data for email append processing, carefully read this section. 

CAN-SPAM Act 

! 

The CAN-SPAM Act spells out the regulations surrounding commercial 

email messages, including recipients’ rights to remove themselves from 

companies’ email lists. The CAN-SPAM Act also identifies substantial 

penalties for companies that send email messages to people who have opted 

out. 

For more information about the CAN-SPAM Act, see 

http://www.ftc.gov/bcp/edu/pubs/business/ecommerce/bus61.shtm. 

When you perform email append processing through Extended Services, the 

Email Append Flag field identifies customers who have chosen to opt out: 

these records have O in the Email Append Flag field. Do not send email to 

any customer with an O value in the Email Append Flag field. 

Timeframe 

Email append processing typically takes 7-10 days to complete because of the 

CAN-SPAM Act. During the 7-10 days of email append processing, you can 

continue working with your mailing list as usual; the database is not locked. 

However, it will be temporarily locked during other processing, such as 

NCOA Link . 

Subsequent email 

append jobs 

When you perform email append processing, the Email Append Flag field is 

populated with a value that tells you the results of email append processing. Later, 

when you perform email append processing a second or subsequent time, any 

records that contain a value of F (final) or O (opt out) will retain the current email 

address in the record. F means a final email address was sent to you last time you 

performed email append processing; O means this customer opted out. 

Records with a value of B (bounced), U (unmatched), or blank will be processed 

in the email append job. 

See Appendix A for complete information about the Email Append Flag field. 


Processing your data with Extended Services 

Choose a vendor and 

processing options 

1. Choose Tools > Services > Extended Services to start the wizard. 

2. To choose a vendor, click its logo. 

3. Choose your desired address processing, suppression, and/or append 

option(s). The table below shows options available from each vendor. 

Processing options 

ZIP+4 processing includes address correction 

and ZIP+4 assignment. The 

USPS-required CASS form is returned 

to you. 

NCOA Link move-updating replaces a 

person’s or company’s old address with 

their new one. You can choose to obtain 

data for all moves that occurred in the 

last 48 or 18 months. The USPSrequired 

CASS form is returned to you. 

DSF 2 (Second Generation Delivery 

Sequence File) is a USPS product that 

validates addresses and adds delivery 

sequence and address attribute information 

to addresses. The USPS-required 

CASS form is returned to you. 

Do Not Mail suppression identifies 

records that match the list of people who 

requested not to receive unsolicited 

mail. 

Deceased suppression identifies 

records that match the list of deceased 

individauls. 

Prison suppression identifies records 

that match the list of prison inmates. 

Phone append adds and verifies telephone 

numbers 

Email append adds email addresses 

Lorton 

Data 

Peachtree 

Data 

Authenticom 

 

 

 

 

 

 

 

 

 

4. Click Next to continue. 

Log in 1. In the login window, enter your user name and password. 

The user name and password are initially assigned to you by your chosen 

vendor, though you can change the password later. See “Changing your 

Extended Services password” on page 117. 


If you don’t want to be prompted for your user name and password the next 

time you access this wizard, you can select the Save My User Name and 

Password on This Computer option. If you select this option, you’ll be 

automatically logged in when you access the wizard. If you select this option 

and later want to be prompted for user name and password, you can remove 

the stored entry of your user name and password. See “Remove From This 

Machine” on page 117. 

2. Click Next to continue. 

Enter processing 

information 

In the Processing Information window, you select various options for this job. 

The options vary by the type of processing and the vendor you selected. 

1. If your selected vendor is Lorton Data or Authenticom, set up payment 

options. (Peachtree Data payment is set up in a later step.) 

Option 

Payment Options 

(Lorton Data and 

Authenticom only) 

Purchase Order 

Number 

(Lorton Data only) 

Establish Payment 

Options 

With 



Description 

Choose your desired payment method for this job. 

Lorton Data only — If you choose Other, Lorton Data will 

contact you. They will not begin processing until a payment 

method has been established. 

Authenticom only — Prepaid is the only payment option at 

this time. 

If you chose Purchase Order from the Payment Options 

drop-down list, then enter the purchase order number here. 

If you have not yet set up payment options or need to add an 

additional payment option, click the “Establish payment 

options with ” link and follow the instructions on 

the screen. 

2. If you’re performing NCOA Link processing, set up NCOA Link options. 

Option 

Class of Mail 

List Sold To 

Entry Point ZIP 

Code 

Description 

Select the classes of mail that you will prepare using this list: 

• First Class 

• Periodicals 

• Standard 

• Package Services 

Even if you are not preparing a mailing at this time, you must 

select a class of mail. 

If this list was processed for rent, sale, or lease, enter the 

name of the company or individual who rented, bought, or 

leased the list. 

Enter the ZIP Code of the post office where the mail will be 

submitted for mailing. If you don’t know the ZIP Code, you 

can leave this box blank. 


Option 

Name Match 

Logic 

Delete Records 

Marked as Moved 

Without Forwarding 

Address 

Description 

Standard: All types of moves are processed. If your data 

includes the Company field, matching is based on company 

name rather than first and last name. 

Individual: Only individual moves are processed. Family 

and business moves are ignored. 

As part of NCOA Link processing, you can mark MLNA 

records as deleted to exclude them from your list. MLNA 

means “moved left no forwarding address.” 

MLNA records show a value of D in the Change of Address 

Indicator field or one of the following values in the Delivery 

Code field: F, G, K, or P. 

3. Click the Select button(s) to open a window where you can choose the correct 

Processing Acknowledgement Form (PAF) for this job. PAF requirements vary 

by vendor and the type of processing you selected: 

• Lorton Data requires a PAF for DSF 2 and NCOA Link processing. 

• Peachtree Data requires a PAF for all types of processing. 

• Authenticom requires a PAF for NCOA Link processing. 

After you click Select, the List/PAF Selection window opens. In this window, 

you select or set up a Processing Acknowledgement Form (PAF), which the 

USPS requires for NCOA Link and DSF 2 processing. The PAF gives the 

service provider permission from the list owner (in this case, you or a third 

party whose list you’re working with) to perform NCOA Link or DSF 2 

processing on the list or lists from that list owner. 

4. In the List/PAF Selection window, select an existing PAF or create a new 

one: 

Option 

List of PAFs 

View All 

List Owner or List 

Name Not Found 



List Owner or List 

Name Not Found, 

Create New PAF 

(Peachtree Data only) 

Submit a New PAF 



Description 

The list at the top of the window shows all PAFs that have 

been sent to your vendor and accepted into their system. 

You can select an appropriate PAF from this list. 

Shows all PAFs, even expired PAFs. 

Select this option if you’re performing NCOA Link processing 

and you already submitted your PAF, but it does 

not appear in the list yet. Selecting this option tells the 

vendor that they received your PAF and should associate 

it with the job you are about to submit. They will not 

begin processing your job until they’ve approved your 

PAF. You must also provide the list owner and list name. 

If you need to submit a new PAF, select this option, fill in 

your name, email address, and list name, and then click 

Create PAF. Follow the directions given on the web site 

that opens to complete the PAF creation. 

Click this link and follow the instructions on the web site 

to create a new PAF. 


Option 

List Owner 



List Name 

Your Name 


Email Address 


Create PAF 


Description 

Provide the list owner’s name here only if you already 

submitted your PAF, but it is not yet listed in the List/PAF 

Selection window. 

Enter the name of the company or individual who owns 

the data that you’re about to send. This should be the 

same list owner name that you entered on your PAF. 

Lorton Data, Authenticom: Provide the list name here 

only if you already submitted your PAF, but it is not yet 

listed in the List/PAF Selection window. Enter a name for 

the data that you’re about to send. This should match the 

name that you entered on your PAF. 

Peachtree Data: Enter a name for the data. 

If you are creating a new PAF, enter your name. 

If you are creating a new PAF, enter your email address. 

After entering your name, email address, and list name, 

click Create PAF to submit the information to Peachtree 

Data and access their web site. Follow the instructions on 

the web site to complete the process. 

5. Click OK to return to the wizard. 

6. Lorton Data or Authenticom — Click Process to send your data to the 

vendor. Skip to “During Extended Services processing” on page 116. 

Peachtree Data — Click Next to advance to the next wizard window. 

Set up payment 

(Peachtree only) 

1. In the Payment Method window, click the Select Payment Method button to 

access the Peachtree Data web site. 

2. On the Peachtree Data web site, follow the instructions to set up your 

payment method. A message tells you when you can return to Postalsoft to 

complete setup. 

3. In Postalsoft, click Process to begin processing. 


During Extended Services processing 

The Job Status window shows what is happening with your job. During 

processing, you cannot change the database in any way. The database is locked. 

These steps occur within the 

software. The Job Status 

window must be open for 

these steps to be completed. 

 

 

 

 

 

 

Processing steps 

Exporting records 

Compressing records 

Sending records 

Job waiting to process at vendor 

Job processing at vendor 

Job complete at vendor 

Receiving records and reports 

Uncompressing records 

Merging records 

These steps occur at the 

vendor’s site and can 

occur with the Job Status 

window open or hidden. 

 

 

 

Cancel your job 

Cancelling a job ends it with no option of restarting. To cancel the job, click the 

Completely Cancel My Job button. Contact your vendor to learn their pricing 

policy regarding canceled jobs. 

Hide the Job Status 

window 

You can close the Job Status window by clicking the Hide This Screen for Now 

button. After hiding the Job Status window, you can display it again by choosing 

Tools > Services > Extended Services Job Status. 

Forgotten jobs. If you hide the Job Status window, don’t forget to check the 

job’s status again soon. After 30 days, the vendor will purge your job from 

their server, and you will not be able to merge the move-updated data back 

into your database. The vendor will charge you for updating your data, even 

if 30 days have passed and the data was not merged back into your database. 

Processing speed 

The following factors contribute to processing speed: 

• The number of records. 

• Type of processing. 

• Your computer speed. 

• Your internet connection. 

• The quantity and size of other jobs that the vendor is currently processing. 

If processing seems slow, check your email. The vendor may email you if they 

have any questions or issues that are preventing them from expediting your job. 


Changing your Extended Services password 

Change your 

password 


2. Click the User and Password button. 

3. Click the vendor’s tab. 

4. Change your password, as needed (see below), and then click OK to close 

the window. 

Option 

User Name 

Password 

Remove From This 

Machine 

Change Password at 

 

Manage Your User 

Name and Password 

Description 

Your current identifier, as recognized by this vendor. 

If this box is blank, then you didn’t choose to save your user 

name and password on this computer when you went through 

the Extended Services wizard. 

For security, asterisks represent your current password. 

If this box is blank, then you didn’t choose to save your user 

name and password on this computer when you went through 

the Extended Services wizard. 

Erases your user name and password from this computer. The 

next time you go through the wizard, you will have to enter 

them again. 

Changes the password associated with your account with this 

vendor. 

Accesses the vendor’s web site where you can request to have 

your password emailed to you. 


Extended Services reports 

After performing Extended Services processing, you can view reports about the 

processing. Your chosen Extended Services vendor provides these reports, with 

the exception of the Extended Services History report, produced by Postalsoft. 

Report 

Created as a result of 

which type of processing 

File 

extension 

Lorton Data 

Peachtree 

Data 

Authenticom 

3553 CASS Form ZIP+4, NCOA Link , DSF 2 .cas 

Email Append Summary Email Append .ear 

National Deliverability Index ZIP+4, NCOA Link .ndi 

NCOA Link Processing Summary NCOA Link .msr 

NCOA Link Match NCOA Link .mvs 

Suppression Summary Suppression .sup 

Statistics all types .rpt 

ZIP+4 Processing Summary ZIP+4, NCOA Link .ajs 

Extended Services History all types .rpz 

Phone Append Summary Phone Append .par 

DSF 2 Delivery Sequence Invoice DSF 2 .dsf 

For details about each report, see “Extended Services reports” on page 249. 


Chapter 9: 

Move-update 

Chapter 9: Move-update 119

Move-updating 

Move-updating is the process of replacing a person’s or company’s old address 

with their new one, after they have moved. 

The United States Postal Service (USPS) requires that all Standard Mail letters, 

flats, parcels, and Not Flat-Machinables, and all First Class automation-rate and 

presort-rate mail be updated 95 days of the mailing date with a USPS-approved 

move-update method. For more information about USPS requirements for moveupdating, 

see the Domestic Mail Manual (DMM) and other USPS publications 

about move-updating, ACS, or NCOA Link . 

Methods of moveupdating 

The software offers several different methods of move-updating. Choose the one 

that best meets your needs. 

• Extended Services, a quick internet service that sends your data to a service 

provider for processing. 

• NCOA Link export, through Lorton Data, a certified NCOA Link service 

provider. 

• ACS, the USPS Address Change Service. 

• Mover ID, Business Edition’s NCOA Link add-on option. 

References See “Extended Services” on page 105. 

See “NCOALink export” on page 121. 

See “ACS move-update” on page 125. 

See “Mover ID introduction” on page 140. 


NCOA Link export 

You can export data to a file and send the file to a licensed NCOA Link service 

provider. To participate in this type of NCOA Link move-update through the 

software, you must use Lorton Data. For more information, visit their web site at 

http://www.lortondata.com. 

Prepare for NCOA Link 

processing through 

Lorton Data 

The following is a brief summary of how you can use the software to prepare files 

for NCOA Link processing and how you can integrate the NCOA Link moveupdated 

data back into the software: 

1. Export your database in an NCOA Link -readable format. 

2. Send the file for NCOA Link processing to Lorton Data with the appropriate 

NCOA Link forms. 

3. Merge the updated data back into your file. 

4. Perform address correction on your file. 

The next pages describe these steps in greater detail. 

Before the export 

Before you export, you must do the following: 

• Standardize your records before exporting them. Standardizing cleans up 

addresses and increases the chance of your addresses matching with 

NCOA Link information. See Chapter 6 for more information about 

standardizing addresses. 

• If any of the fields needed for NCOA Link processing are defined as Normal 

Field in your layout, you must change them to the appropriate field kind. For 

example, if your first- and last-name data is combined into one Name field, 

and that field is defined as a Normal Field, you must split the fields into First 

and Last fields. (See Chapter 4 for information about associating fields. See 

Chapter 3 for information about changing your layout.) 

! 

Caution: If you want to remove deleted records, do that before exporting 

your records. After you export your data and send it for NCOA Link 

move-updating, you must not remove deletions until you receive the data 

back and have merged it into your database. 

Export in NCOA Link 

format 

When you export your file, the software writes pertinent information (record 

number, prefix, first and last name, middle initial, suffix, company, address, city, 

state, and ZIP Code) from each selected record in a special format. You can 

export to a single file or to multiple disks. 


NCOA Link forms 

There are two forms that you must send to Lorton Data, your NCOA Link 

processor: 

• NCOA Link Processing Order Form: The software can create this form. You 

must send it each time you send your data in for processing. 

• NCOA Link Processing Acknowledgment Form: Complete, sign, and send 

this form to your NCOA Link processor once a year. 

NCOA Link Processing 

Order Form 

The NCOA Link Processing Order Form must accompany your file when you send 

it for NCOA Link processing. This form includes customer and shipping 

information, file name and type, output options, and USPS-required information 

During the export process, the software displays the NCOA Order Form 

Information window, where you enter information that will be printed on this 

form. You can print the form at that time or choose to print it later (Print > 

Reports). 

Complete the NCOA Order Form Information window completely to provide 

your NCOA Link processor with all the information they need to complete your 

order. After printing the form, you must complete several sections of the form by 

hand, including the billing information and authorization. 

NCOALink Processing 

Acknowledgment Form 

(PAF) 

When performing NCOA Link processing with Lorton Data, you must fill out and 

send a PAF to Lorton Data along with your order. By signing the form, you 

acknowledge that you will use the NCOA Link move-update information 

according to USPS regulations. 

Complete and sign the PAF, and send it to Lorton Data, your NCOA Link 

processor, each year. If the customer is not the list owner, a signed 

acknowledgment form must be obtained from the list owner. 

The software does not print this form. You can obtain the most up-to-date PAF 

from http://www.lortondata.com/businessobjects/paf.pdf. 

Mail or fax this form to Lorton Data. Lorton’s fax number is 612- 362-0299. 

Send your data for 

processing 

Send your data and the NCOA Link Processing Order Form to Lorton Data when 

you’re ready to have your list updated. 

Refer to the NCOA Link Processing Order Form for the address to which you can 

send your data for processing. 

Merge the NCOA Link 

move-updated data 

When NCOA Link processing is complete, you’ll receive two sets of media: your 

original disks or file and the fulfillment media (based on the media you originally 

used). The fulfillment media contains the updated data that you’ll merge with 

your database. 

If you sent floppy disks for processing, you may receive more fulfillment disks 

than the number of disks you sent. 


! Caution: 

• Do not attempt to import or open the move-updated files you receive. 

Instead, you will merge the updated data back into your file, using the 

Tools > NCOA Merge command. 

• The NCOA fields in your database receive result codes, if applicable, 

during the NCOA merge. (See table below.) If these fields are not in your 

layout, you can add them now, before you perform the merge. See 

Chapter 3 for information about changing the file layout. 

Refer to the documentation that you received with your NCOA Link move-updated 

data for more information about these fields and the codes they contain. 

Field name in the software 

LACS 

NCOA_DC 

NCOA_MT 

Corresponding NCOA field name 

LACS Record Type 

NCOA/LACS Delivery Code 

NCOA/LACS Move Type 

Note: During the merge, the software updates each record according to the 

record number. Therefore, it doesn’t matter if you added records to your list 

between the time you exported and merged the results. The new records will 

not be updated with NCOA Link results. 

! 

Caution: Don’t remove deleted records after you’ve exported to NCOALink 

and before you’ve merged the NCOA Link files back with the database. 

Incomplete addresses 

If you chose to update records that did not move, some of your standardized 

records in your fulfillment file may not have a complete ZIP+4. This is normal 

and means that the NCOA Link data bank could not exactly match the format of 

your address. This does not necessarily mean your address is wrong; it may just 

not be in a form that matches the NCOA Link data. 

After merging, correct 

addresses 

We strongly suggest that you correct your addresses once you have merged the 

NCOA Link data with your database. Here’s why: 

• If you chose the option to standardize records that NCOA Link says have not 

moved (Tools > NCOA Merge), some of the records in the database may not 

have a complete ZIP+4 (see Incomplete Addresses above for reason). When 

you correct addresses after the merge, these addresses will be complete. 

• If you correct addresses after the NCOA Link merge, you can use the 

software’s CASS report (Form 3553) rather than the one from the NCOA Link 

processor. It is more convenient to use the software’s CASS form. If you use 

the NCOA processor’s CASS report, you must choose the option to update 

records that NCOA says have not moved (Tools > NCOA Merge), and you 

can’t alter your file in any way after you have started the NCOA Link process. 


124 Business Edition User’s Guide 

• If you have two address lines (Address_1 and Address_2) and you set address 

correction to place the primary address in the second address line 

(Address_2), the corrected NCOA Link address will be placed in the first 

address line (Address_1) when you merge the NCOA Link file with your 

database. Correcting your addresses after you merge the NCOA Link file, in 

this case, places the primary address back into the second address line. Then, 

when you run a different procedure on your database (like merge/purge), and 

set that procedure up to expect the primary address line in Address_2, you get 

the results you expect.

ACS move-update 

ACS (Address Change Service) is a USPS service for receiving address updates 

for people who have moved. ACS notifies you after the mailing that certain 

addresses were undeliverable as addressed. In most cases, the mail pieces are 

forwarded automatically, and you receive a file (called the ACS file) of change 

notifications. 

With this software, you can create an ACS (Address Change Service) keyline and 

print it, along with your ACS participant code. You can also automatically merge 

the ACS file with your databases as well as providing an easy way to merge 

hardcopy notifications with your databases. 

The ACS system is described in USPS Publication 8, Address Change Service. 

You should obtain this publication and read it thoroughly before attempting to use 

ACS information in your mailings. Call the USPS National Customer Support 

Center at 800-331-5746 to order your copy of Publication 8. 

How to apply for ACS 

An application form is in USPS Publication 8, Address Change Service. 

Complete the application and submit it to the USPS. Within 10 days you will 

receive a letter from the USPS acknowledging your application, assigning your 

participant code, and giving you instructions for your ACS mailings. 

There is no application fee for becoming an ACS participant. You are charged 

only for the updates you receive. For example, if 100 of your records have a 

change of address out of a file of 100,000 records, you only pay for the 100 

updates you receive back from ACS. You will need to register with the USPS and 

obtain a participant code, which tells the USPS who should receive the addresscorrection 

data. 

When you complete your application, there are some important choices you need 

to make: 

• The length of your ACS keyline in number of characters 

• Whether your keyline is numeric or alphanumeric 

• The format in which you want to receive your automatic updates 

• How many participant codes you need 


ACS keyline length 

A keyline uniquely identifies your database and record number for the addressee. 

The keyline is different for each record but the length must always be the same. 

On the ACS application, you must specify that you will use an alphanumeric 

keyline. You must state the length of the keyline (between 10 and 16 characters). 

That length includes the check digit. We recommend using a 12-character 

alphanumeric keyline. 

! 

Caution: If you place a keyline on your mailpieces that is shorter or longer 

than what you applied for, you risk receiving all of your ACS updates in 

hardcopy form, or not at all. 

ACS media and 

interval 

Choose between receiving your ACS automatic updates (ACS file) on tape, 

cartridge, or diskette. Also indicate whether you want daily (electronic only), 

semi-weekly, weekly, semi-monthly, or monthly interval updates. 

ACS participant code 

A participant code is seven alphabetic characters assigned by the USPS. You can 

send different mailings using the same participant code. The rule, however, is that 

you must apply for separate codes for each mail class you use and each 

publication title that you send using Periodicals class. You can obtain additional 

codes if you want, even if they are for the same mail class. 

For example, if you only use First Class mail, you only need to obtain one 

participant code. Once you have your First Class mail participant code, you can 

send all of your First Class mail using that one participant code. If you mail First 

Class, Standard Mail, and two different publications under Periodicals class, you 

must obtain four participant codes. 

Here is a sample envelope bearing an address with an ACS participant code and 

ACS keyline. 

This Company 

100 MAIN PLZ 

LA CROSSE, WI 54601-4051 

ADDRESS SERVICE REQUESTED 

Participant Code (provided by the 

ACS department of the USPS) 

Keyline (created using ACSpeed) 


ACS checklist 

Use the following checklist as a guide for ACS preparation. Start at least three to 

four weeks before the target date of your first ACS mailing: 

1. Order USPS Publication 8 from the USPS by calling the USPS National 

Customer Support Center at 800-331-5746. 

2. Complete and send the application to the USPS. Make sure you apply for all 

of the participant codes you need for each mail class and publication title you 

mail. Specify that you will use an alphanumeric keyline between 10 and 16 

characters in length. We recommend using 12 characters. 

3. Enter your ACS participant code into the software by selecting Tools > ACS 

> Properties, ACSpeed Format tab. 

4. Make sure the length of the participant code you receive from the USPS is 

the same as the keyline length you chose in step 2 above. It takes about 10 

days for the USPS to send you your participant code. 

5. Prepare and print one complete sample mail piece and 25 to 50 sample labels 

containing the participant code and keyline in the address. Mail the samples 

to the ACS Department of the USPS, National Customer Support Center in 

Memphis, for approval. (Directions are in Publication 8.) 

6. Once you have received approval of your mail piece and sample labels from 

the USPS, you must request in writing activation of your account. 

Notification must be received by the USPS National Customer Support 

Center no later than seven working days prior to your first ACS mailing. 

7. Log your ACSpeed mailing in the software by choosing Tools > ACS > 

Prepare for Mailing. Select ACSpeed and click the Log This Mailing button. 

This step is necessary to enable automatic merging of the ACS file. 

8. Print your labels with participant code, keyline, and appropriate endorsement 

(see Publication 8). Deposit your mailing as usual. 

9. Follow the ACSpeed rules on page 128 when maintaining your database after 

mailing. This is critical! 


What is ACSpeed ® 

ACSpeed saves you hours of manual ACS (Address Change Service) updates by 

merging your ACS files automatically with your databases. 

ACSpeed advantages 

Here are just some of ACSpeed’s many advantages: 

• Automatically updates multiple databases from one ACS file 

• Uses a special ACS keyline format, unique to each record 

• Frees your layout of any ACS fields; use databases “as is” 

• Preserves your database’s integrity with ease 

• Maintains a log of ACS mailings 

• Merges manual, hardcopy updates 

ACSpeed rules 

Because the participant code and keyline uniquely identify the file and record 

number to be updated, it is critical that you don’t do anything to your database 

that would invalidate that association. To help prevent this from happening, 

follow these guidelines: 

• Request a new alphanumeric participant code using the correct size (typically 

12) from the USPS for ACSpeed use only. 

• Don’t use the same participant code or keyline prefix on different computers. 

If possible, do all ACS procedures on the same computer. 

• Don’t use the Tools > Remove Deleted Records command for a file that has 

been used in an ACS mailing. Using this command renumbers your records. 

Subsequent ACS file updates will match the original record numbers, not the 

renumbered ones. 

• Don’t move or rename your .mdf or .dbf files that have been used in an ACS 

mailing. 

• Don’t replace your .dbf file with another file of the same name with different 

records. 

• Don’t replace a record in your mailing list with data for a different person. 

• Correct addresses after an ACS file merge (Tools > Correct Address > Multi 

Record). That way you can be sure that the address information is still 

correct. 

• Back up your database files before each ACSpeed merge. 


An illustration of the 

ACSpeed process 

The ACSpeed process starts when you enter your ACS participant code and 

keyline makeup into the software. You then log your records from your database 

files into the ACSpeed history log file, print your labels with the participant code 

and ACSpeed keylines, and deliver your mail to the post office. 

When you receive your ACS file from the USPS, you load it into your computer. 

Then the software “reads” the participant codes and keylines from the ACS file 

and searches the ACSpeed history log file for matches. When there is a match 

between the ACS file and the ACSpeed history log file, the software 

automatically opens each mailing list that contains a record to be updated, and 

updates the database with the new address information. 

ACSpeed 

history log file 

Labels 

Keyline 

ZAAA0000123APRL 

Database 

Keyline 

ZAAB0002675JAN2 

Keyline 

ZABA00112150MAY 

April.mdf 

customers.dbf 

Sale.mdf 

customers.dbf 

may.mdf 

prospcts.dbf 

ACS file 

ACSpeed menu 

options 

When you choose Tools > ACS, you’ll see the following (below). We’ll get into 

greater detail later. 

• Properties: At the ACSpeed Format tab, you design your ACSpeed keyline 

and enter your ACSpeed participant code. The Legacy Format tab is for 

entering legacy keyline information and ACS participant code for Legacy 

mailings. 

• Prepare for Mailing: Here you’ll log your file in the ACS history log file 

and indicate whether the software should print using the legacy makeup or 

the new ACSpeed keyline makeup. 

• Merge Notification File: Here you’ll merge the ACS file with your 

database. 

• Merge Hardcopy Notification: Here you’ll merging hard-copy notices with 

your database. 


ACSpeed fields 

If you are going to do an ACS mailing with your file, you may want to include 

some ACSpeed fields with your layout. There are a variety of ACS fields that 

hold information from the ACS file merge. You can add these fields anytime prior 

to merging the ACS file. None of these fields are required in order to merge the 

ACS file with your database. To add fields to your existing layout, select File > 

Properties > Database. 

When you merge your ACS file with your databases, these fields will be 

populated with the corresponding information from the ACS file. If there is no 

information, the field is left blank. Consult Appendix A for a complete list of 

ACSpeed fields and ACSpeed export fields. 

Export ACS fields 

If you are exporting the results of a presort in the software, two ACS-related 

fields can be selected to be exported with the file (File > Export). They include 

the ACS participant code and the keyline, both of which include the “#” 

characters. 

Field name Length Description 

ACS_PART 8 characters The participant code including the leading # character. 

ACS_KEY 18 characters The keyline including the # characters (before and 

after the keyline). 


Prepare for an ACSpeed mailing 

Design your ACSpeed 

keyline 

The ACSpeed keyline makeup is designed to distinguish ACSpeed from legacy 

keylines. Legacy keylines are keylines you used in previous versions of the 

software. Set your ACSpeed keyline makeup at Tools > ACS > Properties, 

ACSpeed Format tab. 

Here are the requirements for ACSpeed keylines: 

• The keyline must be alphanumeric (contains alphabetic and numeric 

characters). 

• The keyline can be 10 to 16 characters long including the check digit (we 

recommend 12). 

• The keyline must start with the letter Z. Keylines starting with any letter 

other than Z are considered to be legacy keylines. 

• The next three characters after the letter Z must be alphabetic and are used to 

uniquely identify a particular file on your computer. You can choose the 

characters or let the software choose three unique characters that haven’t 

been used before in any ACSpeed mailing. The software keeps track of the 

prefixes that have been used before by checking the ACSpeed history log 

file. 

• The next five to eight characters are the record number within the file. You 

can choose how many digits you want. However, five digits limit your 

maximum file size to 99,999 records. The default is seven, which supports 

files of less than 10 million records. 

• You can include an optional suffix that starts with any alphabetic character 

and is up to 11 minus n characters long, where n is the number of digits you 

chose for the record number (5 to 8). For example, if you chose to use the 

first seven characters of the record number, you could choose an optional 

suffix up to four characters long (11 – 7 = 4). 

Note that the suffix is not used by ACSpeed, but may contain information 

that is meaningful to you. 

• The final character is a required check digit, determined by the software 

according to USPS rules. 


Here’s a breakdown of an ACSpeed keyline: 

ZABC00007195 

The first character 

is always Z. 

The next three 

characters 

uniquely identify 

your file. You can 

choose or let the 

software choose 

for you. 

The next five to 

eight characters (we 

used seven) are the 

first digits of the 

record number. This 

is record number 

719. 

The last character is 

a check digit computed 

automatically 

by the software. 

! 

Caution: Your keyline must match the keyline size you chose when you 

applied for your participant code. The keyline size can be between 10 and 16 

characters (12 characters are recommended). If you apply for a keyline size of 

12, for example, you cannot create and use a keyline size of anything but 12 

characters long. 

ACS properties 

window 

The Properties menu item opens up the ACSpeed Format and Legacy Format 

windows. 

Before you print your labels, you must complete the ACSpeed Format window. 

This is where you type your ACSpeed participant code and design your ACSpeed 

keyline. The information from this window gets logged in the ACS history log 

file when you log your ACSpeed mailing. 

Legacy keylines 

Legacy keylines are keylines you used in previous versions of the software. We 

have changed the makeup of ACSpeed keylines to differentiate them from the 

legacy keylines. We have provided the Legacy Format window for the legacy 

keylines because you may still receive ACS updates for the mailings you sent out 

using legacy keylines. 

The Legacy Format window is only for merging legacy keyline updates with the 

currently active file. When you have a legacy update to merge with a file, you 

must open that file and complete the Legacy Format window with the legacy 

keyline information before you attempt to merge the records. 

Note: We recommend that you do not create any legacy keylines. However, if 

you want to use legacy keylines on your address labels, you must first 

complete the Legacy Format window with your legacy keyline information 

and then choose Legacy for the ACS Mailing Preparation. The software then 

prints the legacy keyline on your address labels. 


Log your mailing 

After you have designed your ACSpeed keyline, you must log your mailing into 

the ACS history log file. The ACS history log file is a file that stores participant 

code and keyline information from all of your files that contain an ACSpeed 

keyline. The file is automatically created and maintained by the software. 

If you don’t log your mailing, you won’t be able to automatically update your 

databases with the ACS file information. That’s because the software compares 

the contents of the ACS file from the USPS with what is logged in the ACS 

history log file. 

When you print your addresses for an ACSpeed mailing, it is critical that you log 

your mailing in the ACSpeed history log file. When you log your mailing, you are 

adding the participant code and keyline information in connection with the 

database file into the history log file. If you don’t do this, the software cannot 

match the information in the ACS file with your databases. 

To log your mailing, choose Tools > ACS > Prepare for Mailing. 


Merge your ACS file using ACSpeed 

With ACSpeed, the software searches for and finds the databases and the records 

automatically. 

What’s in an ACS file 

If you use more than one participant code, the ACS file you receive can contain 

address notifications from a combination of codes. The notices can also be from 

different database files and different mailings. The software figures all of this out 

for you and automatically updates the records. 

In order to understand how the ACSpeed merge process works, you should know 

a little bit about the contents of an ACS file. Basically, an ACS fulfillment file 

contains one record for each Change of Address (COA) detected during the time 

intervals you specified. Each record contains the participant code, keyline, and 

address deliverability information. The software places all possible deliverability 

codes into one of four categories: 

• Moved: Records for people who have new addresses. The ACS notification 

will include old address information but it may not match your mail piece 

address exactly. 

• Gone: Records for people who have moved but have left no forwarding 

address. 

• Away: Records for people who are temporarily away with no forwarding 

address. 

If the address has a Change of Address order filed with the USPS and it is still 

valid, the ACS file contains the old name and address as it exists in the USPS 

database (not necessarily as it appears on your mailpiece or in your database file). 

If the record is in the Moved category, the ACS file contains the new address as it 

exists in the USPS database. 


Decide what type of 

merge 

You have three options for ACS file merging, depending on the keyline type 

(ACSpeed or legacy) and notification type (file or hardcopy), for updating your 

files: 

• ACS files with ACSpeed keylines: For any change of address information 

you receive in the form of an ACS file (tape, cartridge, or diskette), copy the 

ACS file to your hard drive and choose Tools > ACS > Merge Notification 

File. The software automatically finds the files that require updating and lists 

the files with how many and what type of updates are in the ACS file. 

• ACS files with legacy keylines: When the ACS file contains a participant 

code that does not follow the unique ACSpeed code makeup, the software 

considers it to be a legacy keyline. Legacy updates can only be merged with 

the current, active file. 

• ACS hardcopy notifications: When you receive a returned mailpiece that 

contains ACS information, you have to manually type the address changes in 

your file. The software can still find the file automatically. 

Merge the ACS file 

with your databases 

When you start to receive your updates, you can merge the information with your 

databases. When you receive your ACS file, merge it with your database. 

If you receive your ACS file spanned across more than one diskette, see 

“Combining spanned diskettes from USPS” on page 139. 

ACS Notification File 

Content window 

When the software begins the merge process, the ACS Notification File Content 

window appears. It’s important to note that at this point the ACS records are not 

merged with your databases. The software displays the files that were found in 

the ACS file. You choose what to do with those files in this window. 

There is one row in the table for each target file to be updated. Each individual 

file’s participant code and keyline prefix is listed. The Confirm Each Record 

Before Merging checkbox acts as a safety feature by letting you choose whether 

or not you want to interactively view and confirm each record before updating it. 

You can also verify a few records and then change the processing options to 

update the remaining records without displaying each one. 


The Legacy Notifications section shows if there are any notifications with legacy 

keylines in the ACS file. You can view these notifications by clicking Analyze 

Legacy Notification. 

No. Moved: Displays the number of 

records in the particular .mdf file that 

have a new address. 

No. Other: Displays the number of 

records in the file that fall into the Gone, 

Away, or Nixie categories. 

Name of the .mdf and .dbf 

files that have records to be 

updated. 

All files that are to be 

merged appear here. You 

can choose to merge or 

not by selecting the 

checkbox in the Merge 

File column. 

Select this option if you 

want to see each record 

before choosing to have 

the software merge them. 

Select different options for 

processing the ACS file. 

Summary of legacy updates 

found in the ACS file. 

Click this button if you 

want to perform all 

ACSpeed merging. 

Click this button if you 

want to process legacy 

updates. 


ACS Merge Options 

window 

If you click the Processing Options button in the ACS Notification File Content 

window, you can set up different processing options. 

The options in the first part of this window, Verifications to Perform Before 

Merging a Record, indicate how to handle certain situations. 

For example, if the ZIP Code in your database differs from the old ZIP Code 

listed in the ACS update, it may mean that something was done to your database 

to change it in some way. Maybe someone changed the information in the 

records, or removed deleted records from the file (which renumbers your 

records). Anything like that will change your records so they no longer match the 

file when it was initially mailed. The ACS file’s records are no longer properly 

associated with the correct record and/or file in the database. 

The ZIP verification options may also help detect if you already merged the ACS 

file earlier. 

Default selections in this window are: 

• Ask For Confirmation: This option lets you choose to merge records even 

though the 5-digit ZIP Code in the database file is different than the ZIP Code 

in the ACS file. 

• Ask for Confirmation: This option lets you interactively choose to merge 

records even though the last name in the database differs from the last name 

in the Change of Address (forwardable move) notification. 

• Update Address if Moved With Forwarding Address: This option 

automatically updates all records that have a forwarding address, without 

asking you to confirm each one. 

Selections here control how 

the software behaves when 

merging the ACS file with 

your databases. 

You can select any combination 

of actions here for 

posting. 


Behind the scenes of an ACS merge 

Up until this point, all of the ACSpeed option and choices you have made are just 

part of the ACSpeed set up. To perform the merge, check the Perform ACSpeed 

Updates button in the ACS Notification File Content screen. The software 

automatically opens and updates each selected target file based on the options you 

have chosen. 

During an ACSpeed merge, the file and record number is located for each 

notification in the ACS file. Once located, the merge operation is completed in 

this order: 

1. The software checks the verification options you chose and displays the ACS 

Record Merge Confirmation window if you chose that option. If you chose to 

skip the record and verification fails, no changes are made to the target 

record. 

2. All ACS-specific fields present in your layout are updated. 

3. If the notification is a move with a new 

address, and you have any of the fields listed 

at right in your layout, the fields are updated. 

You must choose the option to Update 

Address if Moved With Forwarding Address 

in the ACS Merge Options window. 

4. After posting the above fields, the remaining 

postal fields (see right), if present in your layout, will be 

cleared for Moved category notifications. 

Because no new address information is provided for 

notification categories other than Moved, no addressrelated 

fields will be changed for other categories. 

5. If the notification category is not Moved, and you chose 

to delete that category in the ACS Options window, then 

the record will be deleted. 

6. When the merge operation is completed (or terminated), 

a brief summary will appear indicating what was done. 

ADDRESS_1 

ADDRESS_2 

CITY 

STATE 

ZIP (or ZIP5/PLUS4 or ZIP9) 

DP2 

DPC 

URB 

CONGR_CD 

COUNTRY 

COUNTY 

COUNTY_CD 

CRRT 

ERR_STAT 

LACS 

LACS_REQ 

LOT 

LOT_ORD 

NCOA_DC 

NCOA_MT 

REC_TYPE 

WALK_SEQ 

ZIP_MOVE 


ACS: Combine spanned diskettes from USPS 

You may receive a notification file from the USPS for a large mailing that spans 

multiple diskettes. These diskettes need to be recombined into a single file on 

your hard disk before you can merge them with your databases. 

For example, here is how you would merge two spanned diskettes, one containing 

file PBnnnnnn.001 and the other containing file PBnnnnnn.002. (The file 

names we used are for sample purposes. You would substitute your ACS file 

names for the file names we used.) 

1. Open a Windows command prompt and change to the desired directory on 

your hard drive such as C:\Temp. 

2. Insert the first diskette and type Copy a:\*.001 and press Enter. 

3. Insert the second diskette and type Copy b:\*.002 and press Enter. 

4. Type COPY PBnnnnnn.001 + PBnnnnnn.002 PBnnnnnn.ALL and press 

Enter. This re-generates the complete file as PBnnnnnn.ALL. 

5. Type DEL PBnnnnnn.001 and press Enter. This removes the temporary file 

(the first of the original two files you copied into one). 

6. Type DEL PBnnnnnn.002 and press Enter. This removes the temporary file 

(the second of the original two files you copied into one). 

7. Type REN PBnnnnnn.ALL PBnnnnnn.001 and press Enter. This renames 

the .ALL file you created to have a .001 extension. 

8. Type Exit. This returns you to Windows. 

9. Proceed with merging the full PBnnnnnn.001 that you just created with your 

databases. 


Mover ID introduction 

Your software provides access to the USPS’s NCOA Link system through Mover 

ID, an add-on option. You purchase an NCOA Link license from the USPS. 

Benefits 

By using the Mover ID option, you’re updating the addresses in your database 

with the latest move data, using a one-pass process. With Mover ID, you can: 

• Improve mail deliverability. 

• Reduce the cost and time needed to forward mail. 

• Meet the USPS move-updating requirement. 

What is NCOA Link 

NCOA Link is a USPS system that provides access to the latest NCOA (national 

change-of-address) data. By using NCOA Link through the Mover ID add-on 

option, you’re updating the addresses in your database with the latest move data. 

Hardware 

recommendations 

See “System requirements” on page 14. 

Certification levels 

The USPS offers three NCOA Link certification levels: full service provider, 

limited service provider, and end user. The software offers access to either the 

limited service provider level or the end user level, depending on which one you 

purchase. 

Mover ID is part of a 

one-pass process 

Mover ID move-updating fits seamlessly into regular address processing: 

1. The software performs its normal processing on the address data. You cannot 

perform Mover ID processing without the usual address correction 

processing. NCOA Link require parsed, standardized address data as input. 

2. The software searches the NCOA Link database for a record that matches your 

parsed, standardized record. 

3. The software receives the move information, including the new address, if 

available. 

4. The software replaces the old address in your database with the new one. 

5. The software produces the reports and log files that you will need for USPS 

compliance. The number of move-updated records also appears in the Job 

Summary report and in statistics files. 

Security 

The USPS is concerned about preventing improper use of NCOA Link data. Mover 

ID provides the technical means for you to fulfill the USPS security and reporting 

requirements to maintain your license status. The responsibility is yours to 

comply with these requirements. 

From the USPS, you can learn their rules on security, access control, permitted 

and forbidden uses of move data, and so on. For details, see the Privacy Act of 

1974, Title 39. 


Technical support 

When you acquire an NCOA Link license, you are licensing a USPS product. The 

USPS develops and maintains the NCOA Link database. Therefore, contact the 

USPS National Customer Support Center in Memphis at 800-589-5766 as your 

first line of support for NCOA Link issues. 

Performance 

Your processing speed depends on the computer running the software and the 

percentage of input records affected by a move (more moves, slower 

performance). 


Fields 

Mover ID fields 

Include the following fields in your database, before performing Mover ID 

processing. These fields help you see which records were affected by a move. 

• MV_FORWARD (Mover ID Forward) 

• MV_EFFDATE (Mover ID Effective Date) 

• MV_TYPE (Mover ID Move Type) 

For details about what data these fields contain, see Appendix A. 

Updated fields 

The following fields are populated when the Mover ID option is turned on and a 

move-updated address is available. 

• Street address line 1 

• Street address line 2 

• PR Urbanization Code 

• City 

• State abbreviation or Province/Region 

• Line-of-Travel code 

• Line-of-Travel order 

• Delivery Point 2-digit add-on 

• Delivery Point check digit 

• Carrier Route 

• County code (empty) 

• Record Type (empty) 

• Congressional code (empty) 

• Country name (empty) 

• ZIP moved (empty) 

• LACS-Required flag (empty) 

• ZIP 4-digit add-on part 

• ZIP 5-digit part only 

• ZIP/ZIP+4 no dash (or PostalCode) 

• ZIP/ZIP+4 (or PostalCode) 

Name fields 

NCOA Link individual and family matching require that name data be stored in 

discrete components, meaning that your First Name field contains first name data, 

and your Last Name field contains last name data. First and last name data must 

not be combined in a single field. 

If your database is currently set up with first and last name data combined in a 

single field and you want to perform NCOA Link individual or family matching, 

perform parsing before you perform NCOA Link processing. See “Parse names 

and assign prefixes, gender codes, and greetings” on page 75. 


Becoming NCOA Link certified 

You’ll find all the information you need to become NCOA Link -certified in the 

following USPS documents: “NCOA Link Information Document,” “End User 

Certification Procedures,” and “Service Provider Certification Procedures.” To 

access these documents, go to the RIBBS website (http://ribbs.usps.gov/), click 

NCOA Link on the left side of the page, and then scroll down the right side of the 

page to find the documents that correspond to your provider type. 

Steps to become 

NCOA Link -certified 

The following steps walk you through the NCOA Link certification process. These 

steps are described more fully in the USPS’s “End User Certification Procedures” 

and the “Service Provider Certification Procedures” documents. 

1. Complete the USPS’s NCOA Link application and other required forms. After 

you complete the application and forms, the USPS gives you an authorization 

code, which you’ll need in step 2. 

2. Purchase the Mover ID NCOA Link option for this software. You must inform 

SAP BusinessObjects of your authorization code (see step 1) and your 

certification level (end user or limited service provider) in order to purchase 

the NCOA Link functionality. 

3. Perform the NCOA Link certification test. Coordinate with the USPS to 

process their test file. See page 144 for details. 

4. Complete the USPS’s NCOA Link license agreement and pay your USPS 

license fee. 

When you complete 

the Step 3 form 

When you go through the process to become NCOA Link -certified, indicate the 

correct product names and versions on your Step 3: NCOA Link Full and Limited 

Service Provider Software Product Information form or your Step 3: NCOA Link 

End User Product Information form. 

The Step 3 form asks for your... 

NCOA Link Software Product Name 

NCOA Link Software Product Version 

Address Matching ZIP+4 Product Name 

Address Matching ZIP+4 Product Version 

Delivery Point Validation Product Name 

Delivery Point Validation Product Version 

LACS Link Product Name 

LACS Link Product Version 

You enter... 

Mover ID. 

The latest version of Mover ID that you have received. To see the current version 

you have installed, open the software, choose Help > About, and then click the 

About Mover ID button. 

ACE. 

The latest CASS-certified version of the software’s assignment engine that you 

have received. To see what version you have installed, open the software and 

choose Help > About, and then click the About Address Assignment button. 

ACE. 

The latest CASS-certified version of the software’s assignment engine that you 

have received. To see the current version you have installed, open the software, 

choose Help > About, and then click the About Address Assignment button. 

ACE 

The latest CASS-certified version of Postalsoft that you have received. To see the 

current version you have installed, open Postalsoft, choose Help > About Postalsoft, 

and then click the About Address Assignment button. 


NCOA Link certification and audit procedures 

As an NCOA Link licensee, you must follow certain USPS procedures during your 

initial certification and will be subjected to periodic USPS audits. 

Refer to the USPS 

If you have questions about certification or audit procedures, contact your USPS 

account representative or the USPS National Customer Support Center in 

Memphis. 

Certification and audit 

procedure 

During certification, you must process a file from the USPS to prove that you 

adhere to the requirements of your license agreement. 

An audit involves processing a test file, which the USPS provides, and creating 

an output file in a USPS-specified format. This output file is called the Test Client 

Output File. 

You send the Test Client Output File to the USPS for grading in Stage I and Stage 

II testing and also during auditing. 

The USPS will send you the input file and will determine the output file name. 

The NCOA Link Stage 1 

or Stage 2 test 

process 

1. In the software, choose File > Open to open the Stage 1 or Stage 2 MDF file, 

depending on which NCOA Link test you’re performing at this time. 

Stage1.mdf and stage2.mdf are installed to Postalsoft\NCOALink\Audit 

by default. They are set up according to USPS specifications, so do not alter 

them in any way, other than as instructed below. 

2. Choose File > Import to import the corresponding Stage 1 or Stage 2 text file 

that the USPS sent to you. Accept the default values as you go through the 

import process. By importing this USPS text file, you’re adding the test 

records to the database. 

If you previously processed 

this Stage file, there may 

already be records in this 

database. You must start 

with a blank database. 

Therefore, be sure to select 

the Permanently Delete All 

Records Before Importing 

Data option. 

3. If you haven’t already done so, install the NCOA Link directories, specify 

their location, and download the daily delete file. If the USPS sends you a 

daily delete file in the test materials, use that daily delete file rather than 

downloading a new daily delete file. See page 147 for details. 


4. If you haven’t already done so, set your NCOA Link defaults. See page 149 

for details. 

5. Choose Tools > Correct Address > Multi-Record. Verify your NCOA Link 

settings (see page 149 for details). Then click OK to perform address 

correction, including NCOA Link processing. 

6. After performing address correction, choose File > Export to export the 

NCOA Link -processed USPS test file database. Accept the defaults as you go 

through the export process. The resulting file is named audit.txt. 

7. Send the audit.txt file, the Mover ID Summary report, 3553 CASS Form, 

and log files to the USPS, according to your USPS documentation. Service 

providers should also provide a Processing Acknowledgement Form (PAF). 

Additional 

information may be 

requested 

An auditor may ask you to display results on your computer, and to copy all of the 

reports and outputs back to the USPS tape or diskette. That tape or diskette 

normally goes back to the NCSC in Memphis for evaluation. 

The audit team may also want to observe how files are processed through 

NCOA Link . For complete information, read your license agreement and the 

NCOA Link technical documentation, or check with your USPS contracting 

officer. 


Overview of NCOA Link processing 

Basic steps 

NCOA Link processing involves the following basic steps (see the table below). 

We’ll examine the details more closely on the following pages. 

Step When you do this Where you set this up 

1. Install the NCOA Link directories when you 

receive them from the USPS. 

2. Specify the locations of NCOA Link directories. 

3. If you are a limited service provider, or if 

you’re an NCOA Link end user performing 

a Stage I or II test, download the daily 

delete file. 

As often as you receive directory 

updates. 

One-time setup (unless you 

change the location). 

If you’re a limited service provider, 

download the daily delete 

file every day that you do 

NCOA Link processing. 

If you’re an end user, download 

the daily delete file only when 

performing a Stage I or II test. 

4. Set up your NCOA Link defaults. One-time setup (unless a default 

setting needs to change). 

5. Add move-related fields to your database 

setup, as needed. 

6. Back up your database before performing 


7. Enable NCOA Link processing and select 

the appropriate NCOA Link options for your 

current job. 

8. Perform address correction, including 


Do this for each file that you 

process. 


process. 


process. 


process. 

See page 147 for details. 

Tools > Options. Click the File Locations 

button in the Address Correction group. 


Tools > Correct Address > Download 

Daily Delete File. 


Tools > Options. Click the Default Settings 

button in the Address Correction 

group. Then go to the NCOALink tab, the 

NCOALink Limited Service tab, and the 

Customer Information tab. 


File > Properties > Database. 


File > Backup Database. 


Tools > Correct Address > Correction Settings. 

Click the NCOALink tab, the 

NCOALink Limited Service tab, and the 

Customer Information tab. 


Tools > Correct Address > Multi-Record. 

See page 157. 


Install the NCOA Link directories and files 

NCOA Link directories 

After you purchase NCOA Link from the USPS and pass their certification test, the 

USPS sends you the latest NCOA Link directories every month (if you’re an end 

user) or every week (if you’re a limited service provider). The NCOA Link 

directories come straight from the USPS. 

The USPS requires that you use the latest NCOA Link directories that they send to 

you. NCOA Link directories are valid for 45 days. 

Before you can use the NCOA Link directories, which the USPS provides to you 

on DVD, you must install them to your hard disk. The USPS recommends that 

you have 60 GB of free disk space. To install the NCOA Link directories: 

1. Insert the NCOA Link directories DVD into your DVD drive. 

2. Run the DVD installer, located at \Postalsoft\NCOALink\DVDUtility\. 

For further installation details, see the online help available within the installation 

program (choose Help > Contents). 

Specify the 

directories’ location 

After you install the NCOA Link directories for the first time, you must specify the 

location of these files so that the software can access them while processing your 

files. When you install updated directories later, you don’t need to specify this 

location again. 


2. Click the File Locations button in the Address Correction section. 

3. At the Additional USPS File Locations tab, specify the location where you 

installed the NCOA Link directories. Enter only the path, not the file names. 

NCOA Link daily delete 

file 

The daily delete file contains cancelled change-of-address (COA) records. For 

example, if Jane Doe filed a change of address with the USPS and then didn’t 

move, Jane’s record would be in the daily delete file. Because the COA is stored 

in the NCOA Link directories, and they are updated only weekly or monthly, the 

daily delete file is needed in the interim, until the NCOA Link directories are 

updated again. 

If you are a service provider, then every day when you perform NCOA Link 

processing, you must download the daily delete file. If you are an end user, you 

need the daily delete file only when processing Stage I or II files. If the USPS 

sends you a daily delete file in the test materials, use that daily delete file rather 

than downloading a new daily delete file. 

To download the daily delete file, choose Tools > Correct Address > Download 

Daily Delete File. Do not rename the downloaded file. The software places the 

downloaded file with your other NCOA Link directories. 


Prepare and back up your database 

Prepare your 

database by adding 

Mover ID fields 

If you want to be able to see which records in your database are affected by a 

move and how they were affected, then you’ll need to add Mover ID fields to 

your database. For details about Mover ID fields, see page 142. 

Add the fields 

To add the Mover ID fields to your layout: 


2. Click the Multiple Fields button. 

3. Scroll to the Mover ID section, click the Mover 

ID heading, and click OK. 

4. Click OK to close the Record Layout window. 

Back up your 

database before 

NCOA Link processing 

During NCOA Link processing, if a move record is found, it overwrites the old 

address. If you want to be able to compare old records and new records, you’ll 

need a backup. 

To back up your database, choose File > Backup Database. 


Set up NCOA Link defaults 

Before you can perform NCOA Link processing, you must set various NCOA Link 

options that will remain the same in most jobs. You set these options as defaults 

to form the foundation for future NCOA Link jobs that you’ll process. You can 

change specific settings in individual jobs later as needed. 

Several items that you set will remain the same for all NCOA Link processing: the 

licensee ID and name, and the log file path. 

To access NCOA Link defaults, choose Tools > Options > Default Settings 

(Address Correction). Then go to the NCOALink tab, the NCOALink Limited 

Service tab, and the Customer Information tab. The NCOALink Limited Service 

tab is available only to limited service providers. 

For more information, see: 

• “NCOALink options” on page 150 

• “Limited service options” on page 152 

• “Customer information options” on page 156 


NCOA Link options 

These options are available to NCOA Link end users and limited service providers. 

To set these options as default options, choose Tools > Options and click the 

Default Settings button in the Address Correction section, and select the 

NCOALink tab. 

To set these options for a specific job, choose Tools > Correct Address > Multi 

Record, and select the NCOALink tab. 

Option 

Turn on NCOALink in Multi- 

Record Address Assignment 

Licensee ID 

Licensee Name 

List Owner NAICS 

Intelligent Mail Mailer ID 

List Name 

Processing Frequency 

Other Processes Used to Prepare 

List 

Match Logic 

Description 

Select this option to enable NCOA Link processing. 

The licensee performs NCOA Link processing. 

In the Licensee ID box, enter the USPS-assigned NCOA Link licensee’s identification 

number. It’s exactly four characters long. 

In the Licensee Name box, enter the name of the NCOA Link licensee. 

The licensee information will appear in the PAF log and Mover ID Summary. 

Both the licensee ID and name are available on the license agreement from the USPS. 

Note: Licensee ID and Licensee Name must set as defaults. 

Enter the North American Industry Classification System (NAICS) code, which identifies 

what business the company engages in. For more information, see 

http://www.census.gov/epcd/www/naics.html. 

Enter your 6- or 9-digit Intelligent Mail mailer ID, which the USPS assigned to you based 

on your annual mail volume. If you’re not using Intelligent Mail barcodes in this mailing, 

you can leave this option blank. 

Enter the name of this list. You can name the list whatever you like, up to 30 characters. 

If this list is a master house list or your only mailing list, you might consider entering 

your company name here. The name you enter here will appear in the log files. 

Indicate how many times per year the list is processed with NCOA Link . If the list owner 

has other lists processed by the NCOA Link licensee at different frequencies, enter 99. 

The USPS requires information about all processes used in obtaining your final data 

results. In particular, the USPS wants to know if you performed any USPS processes, 

such as CASS, DPV, and NCOA Link processing. If you performed these processes 

through the software, then the software keeps track of this information for you in the 

Mover ID Summary. If you performed any additional processes on this data, using different 

software, enter it here. 

You can enter up to 512 characters. The text you enter here will appear in the Mover ID 

Summary and the NCOA Link log files. 

Choose the types of moves that you want to process: 

• Standard. All types of moves will be processed. 

• Business Only. Business moves only. This ignores family and personal moves. 

• Individual Only. Personal moves only. This ignores family and business moves. 

• Individual & Business. Personal and business only. This ignores family moves. 

• Individual & Family. Personal and family only. This ignores business moves. 


Option 

Mode • COA. You’re processing this job to update it with the latest address data. 

• Ret. Codes. You’re processing this job for informational purposes. When you 

choose Retcode (return code), and you included the MV_FORWARD field in your 

database layout, you can see the return codes, which further explain if matching 

records were found in the NCOA Link directories, and why or why not. With this 

option, you do not get move-updated addresses. 

• Stats. You’re processing this job to analyze statistics, such as the number of 

records in your list that have updated addresses and the number of moves of each 

type. When you choose Stats, you do not get move-updated addresses, and the 

Mover ID fields are not populated. You can see the statistics in your NCOA Link 

Summary report. 

Processing Category Specify your reason for using NCOA Link : 

• Update List Prior to Mailing (Normal). You’re processing the mailing list to 

update it before a mailing. 

• Employee Training. You’re processing this file as part of employee training. 

• Internal Database Testing. You’re testing with a licensee-owned database. 

• External Customer List Testing. You’re testing with external customer lists. 

• System Testing. You’re processing this file as part of system testing, such as loading 

of USPS file updates. 

• Stage I and Stage II. You’re testing the matching performance against a USPS test 

file. The USPS scores the Stage II test file. Stage I and Stage II appear in the list 

only if you are processing a USPS test file through Tools > Correct Address. 

High Match Rate Description 

Description 

The USPS wants to distinguish between files that have a legitimate reason for a high percentage 

of NCOA Link matches and files that are fraudulently used to create mover lists. 

Legitimate reasons for high match rate include processing a stage file or a return mail file. 

• Stage file. If you’re performing Stage I or Stage II testing, set the processing category 

to Stage also. 

• Return mail file. A return mail file contains records for mail that was returned to 

sender. 

• None. Choose None if you do not expect a high match rate for this file. 

Accepted COA Data Months 

Processing Mail Class: 1C, STD, 

PER, PSVC 

Print Return Code Descriptions 

Use this setting to ignore change-of-address data older than the specified number of 

months. For example, enter 12 to use change-of-address data that has a move-effective 

date within the last 12 months. 

Select the options for those mail classes that you are processing (First Class, Standard, 

Periodicals, and/or Package Services). 

Return codes tell you if a record was affected by a move, how the NCOA Link match was 

made, or why a match could not be made. 

Select this option to print longer, more detailed return code descriptions in the Mover ID 

Summary report. Short descriptions of the return codes are always included on the report. 


Limited service options 

These options are available to limited service providers only. If you’re an 

NCOA Link end user, you can skip this section. 

To set these options as default options, choose Tools > Options and click the 

Default Settings button in the Address Correction section, and select the 

NCOALink Limited Service tab. 


Record, and select the NCOALink Limited Service tab. 

Processing 

Acknowledgement 

Form (PAF) 

PAFs are required for service providers only. If you’re an NCOA Link end user, 

you can skip this section. 

What is a PAF 

The Processing Acknowledgement Form (PAF) gives the NCOA Link service 

provider (licensee) permission from the list owner to perform NCOA Link 

processing on the list or lists from that list owner. 

The USPS requires that NCOA Link service providers: 

• Have a completed PAF for a customer on file before performing NCOA Link 

processing on that customer’s data. 

• Keep a copy of the PAF on file for each customer. 

• Get updated PAFs from each customer at least once a year. 

• Assign a unique PAF ID for each list. 

In addition, if a job involves both a broker and a list administrator, you must have 

a paper PAF on file for both of them. 

Each list must have its own PAF ID. You can itemize multiple lists and their PAF 

IDs on the back of the paper form. 

You can use the PAF installed in your NCOALink folder. Or obtain the latest 

version of the PAF from the USPS at http://ribbs.usps.gov/. 

PAF report and log file 

The PAF information that you provide at the NCOALink Limited Service tab is 

stored in the PAF Information report and in the PAF log file. The PAF 

Information report helps you to fill out the paper PAF. 

Option 

Buyer Company 

Mailing ZIP 

Description 

If the list was processed for rent, sale, or lease, enter the name of the company or individual 

who bought the list. 

Enter the ZIP Code of the Business Mail Entry Unit (BMEU) or post office where the 

mail will be submitted for mailing. 

Output Returned • Standard. All required NCOA Link output was returned to the client. 

• Modify. The NCOA Link output was returned to the client after other changes. 

• Both. The NCOA Link output was returned to the client unchanged, and the required 

output data was also returned. 


Option 

Additional Notes • Ext. Request. The customer submitted a written request for an extension. 

• None. There was no request for extension. 

Pre-Processes Performed 

Concurrent Processes Performed 

Post-Processes Performed 

Broker Involved 

Broker Information 

List Administrator Involved 

List Administrator Information 

Description 

Indicate whether you processed or will process this data before performing NCOA Link 

processing: 

• None. You will not have processed this data in any way before NCOA Link processing. 

• Yes, but with no data changes. Your pre-processing resulted in no data changes. 

• Data changes from other sources. You will have processed this data before performing 

NCOA Link processing and that processing included changes with non-postal data. 

• Data changes from postal data only. You will have processed this data before performing 

NCOA Link processing and that processing included changes with postal data. 

• Data changes from postal and other sources. You will have processed this data 

before performing NCOA Link processing and that processing included changes with 

postal and non-postal data. 

Indicate whether you processed or will process this data in some other way while performing 

NCOA Link processing: 

• None. You will not process this data in some other way while NCOA Link processing. 

• Yes, but with no data changes. Your processing will not result in changes to the data. 

• Data changes from other sources. You will process this data while performing 

NCOA Link processing and that processing includes changes with non-postal data. 

• Data changes from postal data only. You will process this data while performing 

NCOA Link processing and that processing includes changes with postal data. 

• Data changes from postal and other sources. You will process this data while performing 

NCOA Link processing and that processing includes changes with postal and 

non-postal data. 

Indicate whether you will process this data after performing NCOA Link processing: 

• None. You will not process this data in some other way after NCOA Link processing. 

• Yes, but with no data changes. Your processing will not result in changes to the data. 

• Data changes from other sources. You will process this data after performing 

NCOA Link processing and that processing will include changes with non-postal data. 

• Data changes from postal data only. You will process this data after performing 

NCOA Link processing and that processing will include changes with postal data. 

• Data changes from postal and other sources. You will process this data after performing 

NCOA Link processing and that processing will include changes with postal 

and non-postal data. 

Select this option if a broker is involved in this job. A broker directs business to an 

NCOA Link service provider. If a broker is involved in this job, you must also click the 

Broker Information button to enter information about them. This option cannot be set as 

default; you must enter this information when you set up each job. 

If a broker is involved in this job, click the Broker Information button to open a window 

where you can enter information about the broker. See page 154 for details. 

Select this option if a list administrator is involved in this job. A list administrator stores 

and maintains lists. If a list administrator is involved in this job, you must also click the 

List Administrator Information button to enter information about them. This option cannot 

be set as default; you must enter this information when you set up each job. 

If a list administrator is involved in this job, click List Administrator Information to open 

a window where you can enter information about the list administrator. See page 154. 


Option 

PAF Type 

Using Alternate PAF 

Date Signed by Customer 

Date Signed by Licensee 

Person Signing PAF 

Title of Person Signing 

Email of Person Signing 

Company Website 

Customer Parent Company 

Customer Alt. Company 

List Received 

List Returned 

Description 

Specify the reason for completing your current PAF: 

• Initial. This is the first PAF you’re completing to become authorized to process 

addresses for this customer. 

• Modified. You’re completing a new PAF because information on the old one changed. 

• Renewal. You’re completing a new PAF because your old one is expiring. 

Select this option if you have permission from the USPS to sign and submit an alternate 

form of the PAF and you plan to use the alternate PAF for this job. 

Enter the date when this customer signed the PAF. 

Enter the date when you, as licensee signed the PAF. 

Enter the name of the person signing this PAF. 

Enter the job title of the person signing this PAF. 

Enter the email address of the person who will sign the PAF or leave this blank. 

Enter the website of the company who owns this list or leave it blank. 

If the list owner’s company is owned by another company (a “parent company”), enter the 

parent company’s name here. 

If the list owner’s company is also known by another name, enter that alternate name. 

Enter the date when the NCOA Link licensee received the list. This option cannot be set as 


Enter the date when the list will be returned to the customer. This option cannot be set as 


Broker and list 

administrator 

information 

When a broker and/or list administrator is involved in your job, you must provide 

information about them. The software allows up to 10 brokers and list 

administrators in a job. 

Click the Broker Information button or List Administrator Information button to 

begin. See the table below for information about the available options. 

Option 

Description 

Add Click the Add button to add a different broker or list administrator to the list. See page 155 

for details about the window that opens. 

Delete 

Move Up 

Move Down 

Edit 

Click the Delete button to delete the currently selected row from the list. 

Click the Move Up or Move Down button to move the currently selected row up or down 

in the list. Brokers and list administrators must be listed in order of their proximity to you. 

The contact from whom you received the list should be listed first and have a “Level” of 1. 

For example, if you received the list from John Jones, and he received the list from Mary 

Martin, then John Jones would be listed first at Level 1, and Mary Martin would be listed 

next at Level 2. 

Click the Edit button to change a contact’s information. 


Broker and list 

administrator details 

When you add a new broker or list administrator by clicking the Add button in the 

Broker Information window or the List Administrator Information window, the 

Broker Details window or the List Administrator Details window appears. 

The information entered here is stored in a USPS-required log file, the broker 

agents / list administrators log file. See page 161 for details about log files. 

See the table below for details about the available options. 

Option 

ID 

NAICS 

Name 

Website 

Address 

City 

State 

ZIP 

Plus 4 

Phone 

Date Signed PAF 

Description 

Enter a unique ID number for the broker or list administrator. You assign the ID number. 

Enter the broker’s or list administrator’s North American Industry Classification System 

(NAICS) code, which identifies what business the company engages in. For more information, 

see http://www.census.gov/epcd/www/naics.html. 

Enter the broker’s or list administrator’s contact information. 

Enter the date when this contact signed the PAF. 


Customer information options 

To set these options as defaults, choose Tools > Options and click the Default 

Settings button in the Address Correction section, and select the Customer 

Information tab. 


Record, and select the Customer Information tab. 

Some of the options at this tab are also required for DPV and LACS Link 

processing. 

Option 

ID 

Company Name 

Address 

City 

State 

ZIP 

ZIP4 

Phone 

Log File Directory 

Description 

The customer ID is a unique code for this client. The NCOA Link licensee assigns the customer 

ID to uniquely identify the list owner and the list. The customer ID can contain letters 

and numbers. 

Enter the customer’s contact information. The customer is the person or company for 

whom you are performing NCOA Link processing. 

The customer information that you provide appears in the Mover ID Summary and log 

files. 

Indicate where the log files should be produced. The files are named according to USPS 

rules during processing. This directory must exist and must be writable. 

It’s very important that you use the same path for all jobs. If you have multiple clients, use 

the same log file directory for all clients so that the log files are combined. 

This option must be set as a default; it cannot be set up for each individual job. 


Perform address correction, including NCOA Link 

After setting up all of your NCOA Link defaults, you’re ready to begin address 

correction. NCOA Link is an integrated part of your address correction process. 


2. At the Multi-Record tab, adjust settings as needed for this job. 

3. At the NCOALink tab, select the Turn on NCOALink in Multiple Record 

Address Assignment option. Adjust other settings as needed. For more 

information, see “NCOALink options” on page 150. 

4. At the NCOALink Limited Service tab, adjust settings as needed. Be sure to 

set the Broker Involved and List Admin. Involved options, if necessary, 

and also set the List Received date and List Returned date. For more 

information, see “Limited service options” on page 152. 

5. At the Customer Information tab, adjust settings as needed. For more 

information, see “Customer information options” on page 156. 

6. Click OK to begin address correction and NCOA Link processing. 


NCOA Link Mover ID Summary report 

The software produces the Mover ID Summary report, which includes useful 

NCOA Link information, including your entries about the licensee, customer, 

service provider, list owner, and so on. It also lists a summary of return codes. 

The information presented in the Mover ID Summary varies according to your 

licensee level. In other words, what appears on the Mover ID Summary is 

different for end users and limited service providers. 

You can access the Mover ID Summary report by choosing Print > Reports or by 

going to the \Postalsoft\Data folder and looking for the file with the same base 

name as the MDF file that you’re processing, and an .nco extension. 

Job setup and input 

file information 

The first page of this report shows how you set up the job, information about the 

input file, and statistics about your pre-move addresses. 

Page 1 

Mover ID Summary 

NCOALink Processing Summary Report 

Mover ID [version] - Postalsoft Business Edition [version] 

------------------------------------------------------------------------------- 

Job Information --------------------------------------------------------------- 

Job Name: 

Job Description: 

Job Owner: 

Mover ID Auto-Update: 

Match Logic: 

D:...\Postalsoft\Data\LimitedService14.mdf 

Yes 

S - Standard (Business, Individual, and Family) 

Service Provider Type: LIMITED ANKLink Enabled: No 

Directory Data Months: 18 Directory Data Format: HASH 

Mode (Data Returned): C - COA Processing Category: EMP TRAIN 

Accepted COA Months: 18 Mail Classification: N 

Broker/Agent Involved: Yes List Admin Involved: Yes 

Standard Output: Y Pre-Processes: P 

Post-Processes: P Concurrent Processes: P 

High Match Rate Desc.: N/A 

NCOALink Processing Completed: 20050114 

NCOALink Log File Path: 

d:\Postalsoft\ACE\log 

List Name: 

List Name Here 

Processes Used to Prepare List: NCOALink, eLOT, and CASS 

Customer & USPS Licensee Information 

------------------------------------------------------------ 

Licensee ID: 

XOXO 

Licensee Name: 

PT Team 

List Owner NAICS: 000000 

Customer ID: 

CUSTID 

Customer Company Name: 

My Customer's Company 

Customer PAF ID: 

XOXO00000001CUSTID 

Date List Received: 20040914 

Date List Returned: 20040914 

Input File -------------------------------------------------------------------- 

Input File Name: 

D:\Postalsoft\Data\LimitedService14.dbf 

Total Input Records: 499 

Less Records Dropped by Delete Mark: 0 

Less Records Dropped by Input Filter: 0 

Less Records Up-To-Date Per Z4 Change: 0 

Net Input Records to be Processed: 499 

Total Number of NCOALink Matches: 398 

Total Number of NCOALink Return Codes: 499 

Total Moves not DPV confirmable: 0 

NCOALink Match Percentage: 79.76 

NCOALink Return Code Percentage: 100.00 


Statistics about moveupdated 

addresses 

The second page of the Mover ID Summary shows information about the moveupdated 

addresses. This section is based on all input data. 

Page 2 




------------------------------------------------------------------------------ 

Statistics (based on pre-move addresses) ------------------------------------- 

Address Type Summary Records % 

--------------------- ---------- ------ 

Street 418 83.77 

PO Box 30 6.01 

High Rise 1 0.20 

Rural Route 37 7.41 

Firm 0 0.00 

General Delivery 10 2.00 

Military 0 0.00 

Unique 0 0.00 

--------------------- ---------- ------ 

Total Zip+4 Codes: 496 99.40 

Statistics (based on move-updated addresses) --------------------------------- 

Forwardable Moves Records % 

--------------------- ---------- ------ 

Individual 306 61.32 

Family 29 5.81 

Business 4 0.80 

--------------------- ---------- ------ 

Total Moves: 339 67.94 

Address Type Summary Records % Assignment Summary Records % 

-------------------- --------- ------ -------------------- ---------- ------ 

Street 431 86.37 LACS Convertible 22 4.41 

PO Box 23 4.61 Addr Level Geo Codes 0 0.00 

High Rise 1 0.20 Centroid Geo Codes 0 0.00 

Rural Route 10 2.00 TaxIQ Codes 0 0.00 

Firm 0 0.00 RDI Matches 0 0.00 

General Delivery 6 1.20 


Unique 0 0.00 

-------------------- --------- ------ 

Total Zip+4 Codes: 496 99.40 

CASS Qualitative Statistical Summary (QSS) 

Records % Records % 

------------------- ---------- ------ --------------------- ---------- ------ 

High Rise Default 2 0.40 Rural Route Default 6 1.20 

High Rise Exact 0 0.00 Rural Route Exact 4 0.80 

EWS Match 0 0.00 LACS Convertible 22 4.41 

DPV Confirmed 0 0.00 RDI 0 0.00 

Return code summary 

of all input data 

This section shows return code information for all of your data. Longer, more 

detailed return code descriptions are included if you select the Print Return Code 

Descriptions option. 

Page 3 




------------------------------------------------------------------------------ 

Return Code Summary Records % 

------------------------------------------------------------ ---------- ------ 

New Address Provided by NCOALink 

A - COA Match 310 62.12 

91 - COA Match: Secondary Number dropped from COA 24 4.81 

92 - COA Match: Secondary Number Dropped from input address 5 1.00 

condensed for illustration 

Total Return Codes: 499 100.00 


NCOA Link PAF Information report 

What is a PAF 

The NCOA Link PAF (Processing Acknowledgement Form) is needed only by 

NCOA Link service providers. If you are certified as an NCOA Link end user, you 

can skip this section. 

The PAF is a USPS form that gives the NCOA Link service provider (licensee) 

permission from the list owner to perform NCOA Link processing on lists from 

that list owner. 

The software does not print the PAF. You can obtain a PAF to print from your \ 

Postalsoft\NCOALink folder or from the USPS at http://ribbs.usps.gov/. We 

recommend checking the RIBBS site for the latest version of the PAF. 

PAF report helps you 

fill out the USPS PAF 

The software produces a helpful report, the NCOA Link PAF Information Report, 

that includes much of the information that you’ll need when completing the PAF. 

The report shows information that you’ve already entered (see page 152) about 

the list owner, licensee, broker, and list administrator. 

You can access the PAF Information report by choosing Print > Reports or by 

going to the \Postalsoft\Data folder and looking for the file with the same base 

name as the MDF file that you’re processing, and an .ncp extension. 

The default font for the PAF report is Courier New 10 point. To change the font, 

choose Tools > Options and then click the Default Fonts button. 

Information for NCOALink Processing Acknowledgement Form 

LIST OWNER INFORMATION 

---------------------- 

This Company 

100 400 Main Pl 

La Crosse, WI 54601-0000 

Telephone: (555)123-4567 

Postal ID: 123464 

NAICS: 900099 

Date signed PAF: December 28, 2004 

LICENSEE INFORMATION 

-------------------- 

Signer, Head 

Date signed PAF: August 23, 2004 

BROKER(S) 

--------- 

Jimmy Smith 

100 Miller St 

Madison, WI 53701-3434 

Telephone: (555) 123-4566 

Date signed PAF: January 11, 2008 Contact level: 1 

LIST ADMINISTRATOR(S) 

--------------------- 

Timmy Jones 

3239 Deer Pl 

Milwaukee, WI 53201-2333 

Telephone: (555) 123-4555 

Date signed PAF: January 11, 2005 Contact level: 1 


NCOA Link log files 

USPS-required log 

files 

The software produces the following NCOA Link log files, which the USPS 

requires: 

• Customer service log 

• PAF customer information log 

• Broker agent / list administrator log 

The software automatically generates these log files in the location you specify 

(see page 156) and names them according to USPS requirements. If you’re 

certified as an NCOA Link end user, the only log file that you need is the customer 

service log. 

With the start of each month, the software starts a new log file. Each log file 

contains information about every NCOA Link job processed that month, for every 

client. 

The USPS requires that you save these log files for five years. 

Log file 

End 

users 

Required for... 

Limited service 

providers 

Description 

Customer service log This log file contains one record per list that you process. 

Each record details the results of change-of-address processing. 

PAF customer information log This log file contains the information that you provided for 

the PAF. 

The log file lists each unique PAF entry. If a list is processed 

with the same PAF information, the information 

appears just once in the log file. 

When contact information for the list administrator has 

changed, then information for both the list administrator 

and the corresponding broker are written to the PAF log 

file. 

Broker agents / 

list administrators log 

 

This log file contains all of the contact information that you 

entered for the broker or list administrator. 

The log file lists information for each broker or list administrator 

just once. 

The USPS requires the broker / list administrator log file 

from service providers, even in jobs that do not involve a 

broker or list administrator. The software produces this log 

file for every job if you’re a certified service provider. 

Log file names 

The software follows the USPS file-naming scheme for the log files. The table 

below describes the naming scheme. For example, P9999305.DAT is a PAF log 

file generated in March 2005 for a licensee with the ID 9999. 


Character 1 Characters 2-5 Character 6 Characters 7-8 Extension 

B Broker log 

C Customer 

service log 

P PAF log 

Licensee ID, 

exactly four 

characters long. 

Month 

1 January 

2 February 

3 March 

4 April 

5 May 

6 June 

7 July 

8 August 

9 September 

A October 

B November 

C December 

Year 

05 for 2005, for 

example 

.DAT 


Chapter 10: 

Presort 

Chapter 10: Presort 163

Introduction 

Presorting is the task of sorting mail and preparing it in containers so that it can 

be transported through the postal system. It’s called presorting because you sort 

the mail before submitting it to the USPS, instead of having them sort it. 

The software can save you money on postage when you send a high volume of 

mail at once. The USPS grants a discount because you’re doing some of their 

work for them, mainly presorting and barcoding the mail. There are various levels 

of discounts available, depending on the kind and amount of mail you’re sending, 

and how you address and sort the mail. 

The software runs a “computer model” of the mailing that you’ll assemble 

physically. Based on information from you—such as piece dimensions and 

container type—and following USPS rules, the software figures out how many 

pieces will fit into each package and container. 

The software “knows” the USPS rules for First Class, Periodicals, Standard Mail, 

and Package Services Bound Printed Matter. It presorts your mail by taking the 

information you give it about your mailing and performing the following tasks for 

you: 

• Printing labels or envelopes in the correct sequence with delivery-point 

barcodes for ZIP+4 addresses, to maximize your savings 

• Labeling each new package, sack, or tray 

• Printing the required container tags 

• Printing the required postal forms, fully completed and ready to be signed 

• Computing the various rates and total postage 

Presort wizard 

The software makes it easy to presort your mail by walking you through a presort 

wizard. In each step of the wizard, you supply information that is necessary in 

order to correctly presort your mail, information about: 

• Mail piece 

• Sortation 

• Periodicals 

• Mailing 

• Entry point 

• Schemes 

To start the presort wizard, choose Tools > Presort > Sort Settings or click Sort for 

Mailing on the Tasks pane. 

PAVE certification 

The software has USPS PAVE (Presort Accuracy Verification and Evaluation) 

certification, which means that the USPS has approved the format and details in 

the software’s presort reports. This gives you an extra assurance that your 

presorting reports will be accepted at the post office. 

ZAP approval 

The software is level 1 Zone Analysis Program (ZAP) approved. ZAP assists 

publishers and postal personnel in verifying that zones are properly assigned to 

Periodicals mail based on the USPS National zone chart matrix. This applies to 

Periodicals only. 

164 User’s Guide

By using ZAP-approved software, you are exempt from the annual zone summary 

of the postage payment reviews by the USPS. This is because the software is 

approved to use the proper zone assignment and USPS electronic data (zone 

charts). 

As proof that the software is ZAP-approved, the date of the zone data is printed 

on the Postage Statement and Qualification Report. For the zone date to appear in 

the reports, you must install the latest Zone directory (zone.dir). 

For more information about ZAP, see http://www.ribbs.usps.gov. 

Directories 

The software uses postal directories to presort mail. See “Postal directories” on 

page 20 for more information. 

Hints for successful 

mailing 

The following list provides helpful hints for setting up your presort: 

• Ask your Postal Service Business Center for help. Its staff is very 

knowledgeable and willing to help. 

• When planning your mail piece, don’t forget to get the bulk-mail permit 

imprint printed, if you plan to use one. The text for the permit imprint 

depends on what class and presort you will be using. 

• Take a sample of your mail piece, complete with label, bulk-mail-permit 

stamp or meter imprint, and so on, to the post office for approval before you 

print all of your labels or envelopes. 

• Become familiar with the DMM and the Postal Bulletin. Refer to them for 

complete details about USPS rules and regulations. 

• Always use the latest version of the software, which incorporates the latest 

USPS changes and the latest postal directories. 

• Submit the required USPS forms with your mailings. See “Reports” on 

page 217 for more information. 

See also 

The following documents can help you gain a greater understanding of the USPS 

regulations for presorting mail: 

• For details about USPS presorting regulations, refer to the USPS’s Domestic 

Mail Manual (DMM) at 

http://pe.usps.gov/text/dmm300/DMM300_landing.htm 

• For corrections and additions to the DMM, refer to the USPS’s Postal 

Bulletin, available online at http://www.usps.com/cpim/ftp/bulletin/pb.htm. 

• The USPS also has free, informative booklets that explain requirements for 

preparation of presorted mail. 

• For an array of useful information from the USPS, visit their web site: 

http://www.usps.com. 


Mail piece 

The software needs information from you about your mail piece. The information 

that you supply determines how many pieces will fit into packages and containers 

and what schemes to use. 

Physical size and 

characteristics 

Accurate size and weight information is critical. Measure your sample mail 

pieces carefully. 

The procedure for measuring samples depends on whether your mail will be 

prepared loose in trays or in sacks of packages. 

Testing the flexibility 

and droop of your flatsized 

mail piece 

For a piece to be considered a flat, it must meet the flexibility requirements as 

stated in DMM 301.1.4. If your mail piece is not flexible according to USPS 

requirements, select the Piece Is Rigid option in the Sort for Mailing - Piece 

Information window. 

Furthermore, for a flat to qualify as an automation flat, it must pass the USPS 

deflection test (see DMM 301.3.2.4), which tests how much the piece droops 

when held over the edge of a hard surface. The USPS rules state that a mail piece 

is automation-compatible if it meets the other automation requirements and 

passes the deflection test. 

Repositionable notes 

Repositionable Notes (RPNs) are sticky notes that mailers can affix to the outside 

of the envelope. These notes call attention to the mailer’s product or service, 

telephone number, web site, or other information and invite the customer to look 

inside. 

If you want to incorporate RPNs into your mailing, see DMM section 709.7: 

http://pe.usps.gov/text/dmm300/709.htm. 

• RPNs are considered an attachment to a mail piece (similar to a First Class 

incidental piece on a Periodicals mail piece). 

• RPNs must be machine-applied and affixed firmly to the mail piece. 

• RPNs may be attached to letters, cards, or flats for First Class, Standard, and 

Periodicals. RPNs cannot be used with Packages Services. 

• Only one RPN may be attached to a mail piece and must be attached to all 

pieces in the mailing. 

• In addition to the extra postage for the RPN based on its weight, there is an 

RPN rate for each RPN. 

• RPNs are an integral part of the mail piece for weight and postage rate 

computation purposes. 


Sortation 

Mail class 

You can presort First Class, Periodicals, Standard Mail, and Package Services 

Bound Printed Matter. See the descriptions below to help you determine which 

mail class your mailing fits into. 

Because there are certain restrictions on what can be sent in each mail class, 

consult the DMM for more detailed descriptions of mail classes. 

Mail class 

First Class 

Periodicals 

Standard Mail 

Package Services 

Bound Printed Matter 

Description 

More expensive than other classes, First Class mail includes 

letters, postcards, and parcels. Actually, any mail can go First 

Class, but that would be an expensive way to send Periodicals 

or Standard mail. 

Periodicals class is for news material that is issued to subscribers 

on a regular basis (no less than four times per year). Examples 

include newspapers, digests, and magazines. 

Standard Mail is any mail that doesn’t need (or qualify) to go 

First Class or mail that doesn’t fit into the Periodicals class. 

Typically, advertising is Standard Mail material. 

Package Services Bound Printed Matter is for printed advertising, 

promotional, directory, or editorial material such as books 

or catalogs. 

Processing category 

The USPS divides mail pieces into processing categories according to their 

design and dimensions. 

When setting up your mailing, you indicate which category applies to your piece. 

The software compares your choice with your piece dimensions to make sure you 

have legal settings. 

Not all processing categories apply to each mail class. If you’re not sure which 

category applies to your mail piece, check your DMM or ask your postmaster. 

Processing categories: 

• Automated letter 

• Machinable letter 

• Nonmachinable letter 

• Nonautomation letter 

• Automated flat 

• Machinable flat 

• Nonmachinable flat 

• Alternative auto. flat 

• Single postcard 

• Double postcard 

• Irregular parcel 

• Machinable parcel 

• Irregular not flat-machinable (NFM) parcel 

• Machinable NFM parcel 


Periodicals mail piece information 

If you’re mailing a Periodicals piece, you must provide some information about 

the publisher and the publication. Consult your DMM for details. 

Incidental First Class 

You can designate your Periodicals mail pieces as containing Incidental First 

Class if the following is true: 

• The Periodicals pieces you mail contain other pieces 

• Those other pieces could be considered First Class if they were mailed 

separately 

Newspaper 

You can designate your Periodicals mail piece as Newspaper if the mailing piece 

meets the USPS definition of a newspaper. 

Subscribers 

You tell the software how to distinguish subscribers from non-subscribers in your 

mailing list. You can specify that none or all of the list is subscribers. 

You can also designate a special field for tracking subscribers. If you select Count 

Over in Field or Count Under in Field, and if the specified field is empty or 

contains N for a particular record, the record is not considered a subscriber. If the 

field contains anything else, then the record is considered a subscriber. 

Subscriber option 

All 

None 

Description 

Assumes all of the recipients are subscribers. 

Assumes that none of the recipients are subscribers. Less than 

ten percent of the total are eligible for the classroom and nonprofit 

rates. All non-subscriber pieces under ten percent can be 

mailed separate from the Periodicals mailing. 

Count over • The software counts any non-subscribers as being over the ten 

percent limit. Non-subscriber pieces over ten percent cannot 

be mailed in a separate mailing. They must be commingled 

and presorted with the subscriber or requester copies. 

• If your job is class room or non-profit, the software prints all 

non-subscribers on a separate Postage Statement. 

• If the software doesn’t find classroom or non-profit rates, it 

prints one Postage Statement and lists the non-subscribers in 

the “>10%” column 

Count under • The software counts any non-subscribers as being under the 

ten percent limit. 

• All non-subscribers are reported on the same Postage Statement 

as subscribers. 


Mailing information 

The mailing information that you enter in the Sort for Mailing - Mailing 

Information window is needed for several reports, including the Postage 

Statement, which you present to the post office where you deposit your mail. 

Estimated mailing 

date 

You must enter the date that you expect to submit your mailing at the postal 

facility. The mailing date is crucial in determining which facilities are valid for 

your mailing. 

If you are dropping mail at multiple entry points, enter your estimated mailing 

date in the Sort for Mailing - Mailing Information window; do not leave the 

mailing date blank. After you choose the entry points, you can enter specific dates 

for each individual entry point in the Entry Point Details window if needed. 

Blank mailing date. If you’re mailing First Class or you’re dropping at a small 

facility (one that is not a NDC, ASF, SCF, or ADC), your mailing is not eligible 

for destination discounts. Therefore, you can leave the estimated mailing date 

blank. 

Postage statement. The estimated mailing date is printed on the postage 

statement. If you do not enter an estimated mailing date in the software, then the 

date will not be printed on your postage statement, and you will need to fill it in 

by hand. 

Move-update method 

You can indicate your move-update method while setting up a presort job, in the 

Sort for Mailing - Mailing Information window. The method you indicate will be 

printed on your Postage Statement to show the USPS that you have the most upto-date 

name and address information. This allows you to obtain discounted rates 

on your mail pieces. 

Selecting a move-update method during presorting only indicates which 

method you’ve used to perform move-updating — it does not perform moveupdating. 

The following choices are available: 

• means that you have not performed move-updating. 

• Ancillary Service Endorsement 

• FASTforward 

• NCOALink 

• ACS 

• Alternative Method applies to First Class only and means that you consider 

your mailing list to be at least 99 percent accurate. 

• Simplified/Occupant/Excep. Address applies if you’re using simplified 

addresses or similar, in which case no move-updating is necessary. 

• Multiple indicates that you use more than one move-update method. 

• OneCode ACS means you performed move-updating using OneCode ACS 

outside of Postalsoft. OneCode ACS is for First Class and Standard Mail 

mailers that use the standardized Intelligent Mail barcode. 

For details about move-update requirements and the move-update methods listed 

above, see http://ribbs.usps.gov/files/Move_Update/MUP_overview.html. 

The software offers several methods of move-updating. See Chapter 9 for details. 


Entry point 

The USPS mail-processing facility where you enter your mailing is called an 

entry point. Types of entry points: 

• Local post office 

• Sectional Center Facility (SCF) 

• Area Distribution Center (ADC) 

• Network Distribution Center (NDC) 

• Auxiliary Service Facility (ASF) 

For single entry point jobs, You can quickly and easily enter your entry-point 

information by choosing NDCs, ASFs, ADCs, and SCFs from a drop-down list. If 

your mail facility is not one of these three types, you enter the name, city, state, 

and ZIP Code of your facility. 

Note: For information about multiple entry points, see “Multiple entry points” 

on page 209. 

Default entry point 

If you enter your mail at the same facility for all or most of your mailings, 

consider setting up a default entry point. To enter a default entry point, choose 

Tools > Options > Default Entry Point button. 

The choice you make here becomes the default entry point for all new .mdf files. 

If you discard a presort in an existing file, the default takes effect. 


If you set up jobs for many different entry points, a default entry point may not be 

enough. With the Settings Library, you can save many entry point components. 

After you save a component, you can load it in the wizard. Click the Load Entry 

Point button, and in the Settings Library choose a component appropriate for the 

current job and click Load. 

Entry point discounts 

You may be able to claim a destination-entry discount on mail that will be 

delivered within the service area of the entry office. The USPS doesn’t have to 

truck this mail to another office, so some of the transportation savings may be 

passed on to you. Consult your DMM, postmaster, or USPS account 

representative about your eligibility for discounts. 

FAST (Facility Access 

and Shipment 

Tracking) 

When you claim destination discounts, the software uses USPS FAST data to 

determine valid Network Distribution Centers (NDCs), Area Distribution Centers 

(ADCs), and Sectional Center Facilities (SCFs) for your mailings based on the 

mailing date and the mail piece’s shape and class. Some postal facilities accept 

only certain mail classes and shapes, because of their sorting equipment. 

Verifying entry points 

When planning mailings, you can use the FAST web site to learn about the postal 

facilities where you’d like to submit your mailing. You can also use the FAST 

web site if you suspect an error in the data. 


! 

You must verify your entry points. It is your responsibility to ensure that 

the facility where you want to drop your mail is indeed valid for your 

mailing. Communicate with the acceptance clerk at the postal facility and 

check the FAST site to learn if an entry point is new, has been deleted, or has 

been split. 

! 

Palletization exception. Some facilities accept only pallets or do not accept 

pallets at all. You must contact the facility or check the FAST site to learn 

about that site’s acceptance of pallets and whether you can or must not drop 

mail there. The software does not verify the facility’s acceptance of pallets 

for you — you must confirm this yourself. 

To view the latest FAST data online: 

1. Click the “Go to FAST” link on the Start Here task pane. 

Or type https://fast.usps.com/fast/main.action in your internet browser. 

2. Click the Facilities link. 

3. Follow the instructions on screen to search for a facility. 

4. When information for the specific facility that you’re interested in is 

displayed on screen, review the information carefully to ensure that it is a 

valid facility for your mailing. 

5. Click the Additional Info link to see more about the selected facility. On this 

screen, you can see what types of mail the facility accepts, whether they 

accept pallets or not, what discount applies at that facility, what ZIP Code 

ranges they accept for discounts, the dates that this information is valid, and 

so on. 

Drop site key 

A drop site key is a unique identification code assigned to each entry point. You 

can use this information when verifying your entry points. The drop site key is 

listed in several places: 

• FAST web site (https://fast.usps.com/fast/main.action). 

• The software’s entry point setup windows. 

• The software’s Job Summary report. 


Schemes 

What is a scheme 

A presort scheme is a set of rules for sorting mail pieces to receive a postage 

discount, as described in section M of the DMM. Schemes are categorized 

according to mail class, mail piece, and whether or not the pieces bear barcodes. 

How the software 

chooses schemes 

The software uses the information that you supply about your mail class, 

processing category, and rate category to determine which schemes are feasible 

for this mailing job. Then the software selects the schemes that it “guesses” that 

you’ll want to use. However you can select different schemes, if available. 

To maximize your postage savings and minimize labor, the software allows up to 

five presort schemes per job. Pieces that don’t qualify for the first scheme will 

drop to the second scheme, and so on. 

The suggested schemes are always in order from the greatest postage savings to 

least. If you decide to select your own schemes, remember to list the schemes in 

that order as well. Here is an example of schemes in order of most postage 

savings to least: 

1. Carrier-Route letters 

2. Automation letters 

3. Regular letters 

4. Single pieces 

The DMM is the best source for details about all presort schemes and preparation 

requirements. The appropriate DMM citation is listed for each presort scheme in 

the scheme drop-down lists in the Presort- Schemes window. 

Automation and 

machinable 

“Automation” and “machinable” both mean that the mail piece qualifies for 

processing on USPS sortation equipment. Automation mail is also barcoded. 

Refer to the DMM for details about the requirements for automation, machinable, 

and nonmachinable mail. 

Walk-sequencing 

Walk-sequencing means that pieces are presented in the order that the carrier 

drives or walks the route. The software calculates the walk-sequence discounts, 

produces the proper endorsements for your address and sack labels, and produces 

the address and package labels in walk sequence. 

The software cannot, by itself, place your mailing list in walk sequence. To walksequence 

your file, submit your mailing list to your postmaster or to a service 

bureau licensed by the USPS. 

To prepare for walk sequencing, you may need to include the WALK_SEQ field 

in your layout (File > Properties > Database). The walk sequence field is 

described in Appendix A. 

Line-of-travel (LOT) 

sequencing 

Sequencing by LOT is a method of sorting carrier-route mail. It’s based on a 

USPS-assigned LOT number, which represents one side of a street for the 

distance of one block. The order of the LOT numbers in a route represents the 

order the carrier walks or drives the route. 


The following fields are required for LOT sequencing: 

• LOT 

• LOT_ORD 

• ZIP/ZIP4 

• CRRT 

• DP2 

Choose File > Properties > Database and add these fields to your database, if 

necessary. See “Fields” on page 309 for more information about these fields. 

LOT- versus walksequence 

In most cases, LOT order mimics walk sequence. However, in some cases LOT 

does not provide as fine a sort. 

For example, in a high-rise apartment building that’s assigned a single deliverypoint 

code, LOT sequencing doesn’t provide a method of sorting stops within the 

building. With LOT-sequence, the building is considered a single stop. But with 

walk sequence, every stop within the building is mapped and sequenced. That’s 

why the USPS offers a greater discount for walk sequencing. 

Suppose a carrier delivers mail around a four-way intersection. The LOT 

sequence would be expressed in the sequence of codes shown below. 

LOT LOT_Ord 

0001 A (ascending) 

804 

805 

800 

block 

of 

0002 Elm 0003 

0002 A 

800 

801 

0003 D (descending) 

133 

137 

141 

201 

205 

0004 A 

0005 D 

0006 D 

rt 

sh 

132 

0001 

0004 

100 block of Main 200 block of Main 

0008 0005 

136 140 

200 204 

0007 A 

756 757 

0008 D 

700 

0007 0006 

block 

of 

752 

Elm 

753 

Computerized 

Delivery Sequence 

(CDS) 

Some mailers who prepare carrier-route, walk-sequenced mailings have 

encountered discrepancies between the CDS file that they receive from the USPS 

and the Delivery Statistics File directory (dsf.dir) used by the software. 

The dsf.dir file is updated every time there’s a software update. The residential 

and total delivery counts for each carrier route usually do not match the mailer’s 

CDS file. One or the other is more up to date. Sometimes the differences are large 

enough that walk-sequenced discounts are not given to some carrier routes that 

are eligible for the discount. 

! 

Use the CDS options only if you are using a CDS file. If you use these 

options, you are required to submit the CDS invoice with your mailing. 

In Presort - Schemes window, click the Walk Sequence Options button to access 

the Computerized Delivery Sequence (CDS) options. 


Mailing fletters 

A fletter is a mail piece whose dimensions qualify it as an automated flat or a 

regular letter. The height of the piece is between 6 and 6.125 inches, and the 

width is not more than 11.5 inches. 

Preparing a fletters 

mailing 

When you presort fletters, you can save on postage by processing the pieces with 

a 9-digit ZIP Code as automated flats and the remaining pieces as regular letters. 

(The automated flats get a better postage rate.) 

Preparing fletters as 

flats 

For Periodicals and Standard Mail only, you can choose to process all pieces as 

flats to save on production costs. If you choose to process the entire mailing as 

flats, the non-automation pieces are charged flat rates, resulting in higher postage 

rates but reducing production time and labor costs. You decide where you can 

benefit the most. 

When you presort Standard Mail or Periodicals fletters, you’re given the choice to 

prepare the non-automation pieces as letters or flats. The scheme choices that 

correspond to your selection in this window. 

Reversed 

measurements 

If at first the mail piece doesn’t qualify as a fletter, the software switches the 

width and height measurements that you entered to determine if the piece 

qualifies as a fletter with reversed measurements. 

Co-packaging 

The USPS requires fletters to be co-bundled (co-packaged) when prepared 

entirely in sacks. Select the Prepare Copackaged Auto and Reg Pieces option in 

the scheme details window. 

See also 

For more information, see the following USPS publications: 

• Postal Bulletin 22081 

(http://www.usps.com/cpim/ftp/bulletin/2002/pb22081.pdf) 

• DMM 707.25.1.7 (http://pe.usps.com/cpim/ftp/manuals/DMM300/707.pdf) 


Mixing simplified mail with non-simplified mail 

You can prepare simplified and non-simplified (normal) walk-sequenced carrierroute 

mail in the same Standard Mail letter or flat job. Preparing simplified and 

non-simplified mail together in the same mailing can save time and costs. 

Simplified mail does not contain specific name or address information. 

Simplified mail pieces have “Current Resident,” for example, in place of a name. 

These pieces are delivered to every address within a carrier’s route. 

When you mix simplified and nonsimplified mail, you are processing a single 

mailing list that contains both simplified and non-simplified addresses as 

saturation walk sequence. 

For more information about simplified mail, see the DMM at 

http://pe.usps.gov/text/dmm300/dmm300_landing.htm. 

The software does not generate simplified mailing lists. You can obtain them 

from an outside source. 

Preparation 

requirements for 

letters 

When mixing simplified mail with non-simplified address carrier-route mail, the 

software separates the simplified pieces and the non-simplified pieces into 

separate trays for two reasons: 

• The contents line for simplified address mail is different from the contents 

line for saturation carrier-route mail. 

• The simplified mail is not barcoded, while the saturation carrier-route mail 

claiming letter rates is barcoded. 

Preparation 

requirements for flats 

The software prepares simplified address pieces in separate bundles (packages) 

from the non-simplified addressed mail. This is for the mail carrier’s convenience 

in handling the simplified mail. The simplified mail bundles can be sacked with 

the non-simplified mail bundles. 

Pallets 

In DMM 602.3.2.3, the USPS states: 

Mailers must prepare flat-size pieces [...] in carrier-route bundles [packages] 

in sacks or directly on pallets. Bundles, sacks, or trays may be placed on 3- 

digit, 5-digit or 5-digit scheme pallets under 705.8.10.” 

The software implements this rule for jobs in which the Retain Walk Sequence 

option is set to Mixed or Simplified. When palletizing, the software puts 

simplified mail on only 5-digit/scheme and 3-digit pallets. After the 3-digit pallet 

level is met, simplified mail drops to the next scheme. 

Required fields 

Before you can mix simplified and non-simplified addresses in a walk-sequenced 

mailing, the following fields must be present in your record layout: 

• Walk Sequence 

• CRRT 

• ZIP 

• ZIP+4 

• Delivery Point add-on 


Mixing simplified and 

non-simplified mail in 

a walk-sequenced 

mailing 

To mix simplified and non-simplified addresses in walk-sequenced mailing: 

1. Choose Tools > Presort > Sort Settings and set up your mailing as usual. 

2. When you reach the Presort - Schemes window, click the Details button for 

your Standard Mail letter or flats scheme, and set the Retain Walk Sequence 

option to Mixed to indicate that you are mixing simplified and nonsimplified 

addresses in this mailing. 

The following values are available for the Retain Walk Sequence option: 

Value 

Yes 

No 

Simplified 

Mixed 

Description 

Indicates a walk-sequenced mailing using normal addresses. 

Indicates that the job is a carrier-route LOT mailing. 

Indicates that the entire job is composed of simplified address pieces. 

Indicates that the job includes some simplified addresses and some 

non-simplified addresses. 

3. Select other scheme options as needed, and click OK to close the window. 

4. In the Presort - Schemes window, click the Walk-Sequence Options button. 

5. In the Presort Walk Sequence Options window, select the appropriate walk 

sequence option for your simplified mail pieces. 

The CDS simplified walk-sequence options are new with this release and 

apply to your simplified addresses in the same way that the CDS walksequence 

options apply to your non-simplified addresses. 

Option 

Use 

DSF.DIR 

CDS Residential 

CDS Business 

and 

Residential 

Description 

Select this option if you want to use the DSF (Delivery Statistics File) 

directory to determine qualification for the walk-sequence discount. 

Select this option only if you are using a Computerized Delivery 

Sequence file and if your CDS file contains only residential 

addresses. 

Select this option only if you are using a Computerized Delivery 

Sequence file and if your CDS file contains both residential and business 

addresses. 

6. Finish setting up the presort, and process the job. 


Scheme options: General 

You have many choices when it comes to preparing your mailing. You can decide 

how many pieces to place in packages and containers (within USPS limitations, 

of course), and which sortation levels to include in each scheme. To access a 

scheme’s options, click its Details button. 

Defaults 

The default scheme settings work for most mailers. You can decide if adjustments 

will make your mail-room or bindery operations more efficient. 

What containers will 

you use 

You can choose what kind of containers that you’ll use for a mailing. The 

software gives sack choices in Periodicals and Standard Mail nonprofit and flats 

schemes. The software gives tray choices when you’re mailing First Class letters 

or Standard Mail profit letters. 

Container 

Description 

Sacks #1 4.5 cubic feet; 20–70 pounds 

#2 3.0 cubic feet; 20–70 pounds 

#3 1.5 cubic feet; 12–70 pounds 

#1 clear sacks3.75 cubic feet; up to 70 pounds 

#3 clear sacks2.5 cubic feet; up to 70 pounds. 

Trays 

EMM trays 

The USPS requires you to prepare letters in both one-foot and two-foot trays in the same 

mailing, so set this option to 1- & 2-ft. trays. If you don’t have enough of one size tray or 

the other, you can prepare letters in all 1-foot or all 2-foot trays with USPS permission. 

Use EMM (Extended Managed Mail) trays when your letter-sized mail piece is greater 

than 4.625” in height or greater than 10” in width and will not fit in an MM (managed 

mail) tray (1-foot or 2-foot). If you set up one scheme using EMM trays, you cannot use 

different tray types for other schemes that you set up in your job. 

You can set up EMM trays by selecting the 2ft EMM Tray option found in the Details 

window of all applicable letter schemes. 

The reports continue to show EMM trays as 2FT, because you cannot have a mix of 2- 

foot MM and 2-foot EMM trays. Postage Statements continue to distinguish between 2- 

foot MM and 2-foot EMM trays. 

How should 

unqualified schemes 

be handled 

You choose the action to take if a scheme doesn’t qualify (because it doesn’t meet 

the minimum weight requirement or not enough records have ZIP+4, for 

example). 

If unqualified… 

Continue 

Abort 

Abort all 

Description 

Choose to continue if you want to attempt a scheme, but you aren’t sure if it will qualify. 

The software skips the unqualified scheme and goes to the next scheme in the job file. 

Choose to abort if you think a scheme will qualify and you want to ensure that it will. The 

software skips the unqualified scheme and any remaining schemes, but continues other 

processing, such as reports. 

Choose to abort all schemes if you want to halt and not save any work from this session. 

For most users, aborting is a better choice than aborting all; if you choose to abort, you 

can create reports to help you solve the problem. 


Scheme options: package and container size 

You control the size of your packages, trays, and sacks, within USPS limitations, 

of course. When limitations apply, the software shows you the valid range and 

warns you if you enter a value outside of that range. 

Package thickness 

Set the maximum package thickness large enough to minimize the number of 

packages you need to make, but small enough to stay within the limits of your 

equipment. If you form packages manually, consider the amount of mail your 

mail-room staff can grasp easily. With these factors in mind, many mailers set the 

maximum at four inches. 

When mailing First Class flats, it’s a good idea to set the package thickness no 

greater than one half of the maximum tray height. That’s because the USPS wants 

you to stack packages on top of each other to fill the tray as much as possible (and 

still be able to close the lid). For example, if you set the maximum tray height to 

11 inches, and you set the maximum package thickness at 6 inches, you would be 

able to fit just one level of packages in the tub. The USPS wants you to pack tubs 

more efficiently than that, so set your maximum package thickness with the 

maximum tray height in mind. 

For Periodicals and Standard Mail flats mailings, the USPS has package thickness 

regulations that are determined by the type of paper you are using and method 

you use for securing your packages. See the DMM for details. 

Tray volume 

The USPS has its own definition of a full tray. They would like mailers to create 

fewer, fuller trays. 

You can set the minimum and maximum percentage to fill trays. 

• A tray can be between 85 percent and 100 percent to be considered full. 

• The USPS requires that mailers use as few trays as possible. When a mailer 

uses two one-foot trays, one full and one partially full, the USPS requires the 

mailer to submit one less-than-full, two-foot tray. 

If you’re using both one- and two-foot trays in a mailing, the volume settings 

applies to both tray types. The number of inches, and thus the number of mail 

pieces, that your volume setting yields depends on whether the tray is one foot or 

two feet long. For example, if your mail piece is one-eighth of an inch thick, then 

full two-foot trays must contain at least 126 pieces, and no more than 168 pieces. 


Overflow trays 

In some schemes, you can control the creation of overflow trays. Set the Make 

Overflow Trays option after carefully comparing the cost of making more trays 

and the possible increase in postage. See DMM 245.7.5 for details, 

When you choose to use reduced overflow trays, you must group the mail that is 

going into the next tray level by destination and place it at the front of the tray. 

Make Overflow Trays options Description Possible 

advantages 

Possible 

disadvantages 

None 

Pieces drop to the next level where they’re 

charged a higher rate. 

May create fewer, 

fuller trays. 

May increase 

postage. 

Overflow 

Extra pieces that don’t fit in the tray go into 

another (partial) tray of pieces at the same 

level. The pieces do not drop to the next level, 

where they would be charged a higher rate 

May decrease postage. 

May create more 

trays, and the 

trays may be less 

full. 

Reduced 

Places the “overflow” pieces from that level 

into the tray for the next level, but keeps postage 

at the same rate for those pieces. 

Reduced trays are not available for Periodicals. 

May decrease postage. 

May create fewer, 

fuller trays. 

Sack size 

You can control the maximum size of your mailing sacks by weight or volume. 

Either the weight or volume limit applies, not both. To determine which limit to 

apply, the software uses the limit that results in the smaller number of pieces. 

For example, if you’re mailing large, lightweight pieces, it may take only 10 

pieces to fill a sack by volume, but 300 pieces to fill a sack by weight. So your 

sacks would be limited by volume. If you’re mailing printed matter, weight is 

usually the limiting factor. If you raise the limits too high, you may end up 

lugging heavy, very full sacks. If you set them too low, the software forms more 

sacks, and you may waste time by handling more sacks than necessary. 

Number of pieces per 

package 

In some schemes, you can control the minimum number of pieces per package. 

Increasing the minimum number of pieces required per package reduces labor. 

Reducing the minimum number of pieces forms smaller packages; this increases 

deliverability. However, it doesn’t save postage and it requires more labor 

because there are more packages to band and, in Periodicals jobs, more containers 

to handle. It may also complicate your mailing documentation. That’s why very 

few mailers choose to form small packages. 

The software forms packages in two passes. First, it forms all possible reducedrate 

packages that have at least six pieces. In the second pass, the software forms 

small packages that meet the minimum that you set. 

Minimum lower than 6 for 

Periodicals flats 

You can adjust the minimum number of pieces needed for carrier-route, 5-digit, 

and 3-digit packages in Periodicals regular flats schemes. The advantage in 

setting the minimum lower than 6 is that you can speed delivery time. However, 

these pieces mail at the basic rate. 


Note: When you form these packages with fewer than six pieces, the software 

repackages those pieces and places them in ADC or Mixed-ADC packages as 

the USPS requires. 

Example 

We’ll use two copies of the same scheme (Per. Regular Flats) and the Sort 

Through option to control the sortation. 

In the first scheme, we’ll set the package minimums for carrier-route, 5-digit, and 

3-digit packages to 6, and we’ll set the Sort Through option to 3-Digit. By setting 

these options this way, all pieces in this scheme will mail at the carrier-route and 

3/5 rate. The rest of the pieces drop to the next scheme. 

Because of how we set up the first scheme, we know that all pieces in the second 

scheme are mailing at the basic rate. We can speed delivery by setting the 

minimum number of pieces required per package lower. By setting it lower, the 

software can form carrier-route, 5-digit, and 3-digit packages in this scheme; 

these packages are sent directly to the destination post office, so the mail reaches 

the recipients faster. 

Number of pieces per 

container 

You can change the minimum number of pieces required per sack or tray. For 

most of these settings, you will probably want to leave the default values. In 

many cases, the USPS has regulations on sack or tray minimums. 

If you want quicker delivery, you could decrease the minimum number of pieces 

per sack or tray. This has the disadvantage of increasing your labor. 

If you want to have fewer—and fuller—sacks and less labor, you could increase 

the number of pieces per sack or tray. 

The Full option 

With some of the tray-minimum options, rather than setting an exact numeric 

amount, you can select the Full option. Select the Full option to minimize the 

number of trays you must handle. With Full selected, the software will form these 

trays only when they are at least 75 percent full. Usually, this will result in fewer 

trays of that kind (for example, 5-digit carrier-route trays). 

Note: You may still get partial 5-digit trays when you select Full as the 

minimum for carrier-route 5-digit trays. When you select the Full option, 

pieces that don’t go into those trays drop to the 3-digit level. In some cases, 

this may result in a partial 3-digit carrier-route tray with all pieces destined to 

the same 5-digit ZIP Code. The USPS views this as a 5-digit tray and requires 

that it be labeled as such. 


Scheme options: sortation control 

Optional sort levels 

You have the option to create (or not create) some sortation levels. Almost all 

schemes have some optional levels. Because of the advantages (see below), most 

of the optional sort levels are selected by default. 

Optional sort levels appear as the following options: 

• Make 3-Digit Carrier-Route Sacks 

• Make 3-Digit Carrier-Route Trays 

• Make 3-Digit Packages 

• Make 5-Digit Packages 

• Make 5-Digit Scheme Sacks 

• Make 5-Digit Scheme Trays 

• Make 5-Digit Trays 

• Make Carrier-Route Sacks 

• Make Carrier-Route Trays 

• Make Firm Packages 

• Make MADC Packages on ASF/BMC Pallets 

• Make Mixed Origin ADC Packages/Sacks 

• Make Non-Auto 3DG Scheme (L008) Packages 

• Make Non-Auto 5-Digit Scheme (L007) Packages 

• Make Non-Auto Rate Packages 

• Make Origin Entry 3-Digit Scheme Trays 

Carrier-route 

containers 

When you create carrier-route containers: 

• You may have as few as 10 carrier-route pieces in the mailing. 

• Mail pieces must be destined for USPS facilities that do not have barcode 

sorting equipment or where the sorting equipment is limited to sorting just 

one carrier route at a time. These are generally small local offices. In these 

cases, the USPS rewards you with discounts if you sort the mail by carrier 

route. At postal facilities that can sort mail destined to several carrier routes, 

no discount is given. 

Advantages 

Optional sort levels 

• Delivery speed is faster because more mail is routed closer to its destination. 

• In automated-letter schemes, making 5-digit packages and trays enables you to get the 

5-digit barcode discount. 

• If you’re preparing First Class carrier-route mail, making carrier-route trays saves postage 

by making additional containers that receive the carrier-route rate. 

• Making 3-digit carrier-route trays generally saves substantially on postage because eligible 

pieces stay at the 3-digit carrier-route level rather than dropping to a lower level, 

which mails at a higher rate. 

• Making automation 5-digit scheme trays should help save postage and reduce the number 

of trays because pieces from more than one ZIP Code can be used to meet the minimum 

piece requirement. 

• Making carrier route 5-digit scheme sacks should help save postage and reduce the 

number of sacks because pieces from more than one ZIP Code can be used to meet the 

minimum piece requirement. 

• Making 3-digit scheme packages results in fewer packages and containers, faster processing, 

and postage savings. 

Disadvantages 

• Processing time may be slower. 

• More containers are formed. 


. 

Controlling sortation 

levels within schemes 

The Sort Through option allows you to stop processing at a specific sortation 

level within a given presort scheme. Typically, you’ll want to process all sortation 

levels in a scheme. But in rare circumstances, you may want to process certain 

levels in one scheme and let the rest of the pieces drop to another scheme. 

To use this option, you choose the last level to process in the scheme, or choose 

Every to process all levels. Pieces that drop out of the selected level drop to the 

next scheme, if any, and then to the qualified nonpresort group. 

Example 

Say you’re doing an automated First Class mailing with 1,500 pieces. After 

presorting, the Job Summary shows that 450 pieces didn’t qualify for the 

automated mailing. You need at least 500 pieces to qualify for another mailing; so 

these 450 pieces drop to the qualified non-presort group, which mails at the 

single-piece rate. 

The Mail Sort Listing shows that there are 50 pieces at the ADC level. You could 

add those 50 pieces to the other 450 pieces to create another mailing. 

To do this, you would choose the First Class automated letter for scheme 1 and 

the First Class regular letter for scheme 2. In scheme 1, set the Sort Through 

option to 3-digit to process only those pieces that qualify for the 3-digit level and 

above. 

Using this option this way may save you some postage. However, you should try 

processing the presort both ways first and then check the postage (in the Job 

Summary or Postage Statement) to determine which method grants the better 

postage rates. 

Affected schemes 

All schemes except the exclusively carrier-route schemes include the Sort 

Through option. Because carrier-route schemes process only carrier-route mail, 

you can choose to include or exclude this sort level simply by either including the 

scheme in the job or excluding the scheme from the job. 

Automated 

500 pieces 500 pieces 50 pieces 450 pieces 

Non-automated 

Without the Sort_Through 

Level option, 450 pieces 

mail at the basic 

(33 cent) rate. 

5-digit sort 

3-digit sort ADC sort Qualified nonpresort 

Automated 

Non-automated 

500 pieces 500 pieces 500 pieces 

5-digit sort 3-digit sort 3/5 basic rate 

If you set Sort Through_Level 

to 3-digit, the 50 pieces at the 

ADC level combine with the 

450 qualified non-presort 

pieces to make enough for 

another mailing. Those 500 

pieces will mail at the cheaper 

3/5 or basic rate. 


Scheme options: flats 

Several options apply to First Class flats mailings only. 

Mail height 

You can set the minimum and maximum height of the mail in the flat tray (tub), in 

inches. 

We suggest that you leave the minimum tray height set to 8 inches. At this setting, 

packages will reach at least up to the bottom of the hand holds, which the USPS 

recommends. 

Do not set the maximum tray height greater than 11.25 inches. If you do, the 

packages will extend above the top of the tub and you won’t be able to close the 

lid. 

Number of stacks 

You must indicate the number of mail stacks that 

you can fit into a flat tray (tub). The USPS wants 

you to use the space in flat trays efficiently. So, if 

the size of the mail piece allows, place multiple 

stacks in flat trays. 

If there’s room in the tray, you could tip a single 

package on its side and place it next to a stack, as 

shown at right; then you’d set the Number of 

Stacks option to 2.5. 

Stacks vs. packages. A stack is a column of mail; it may contain more than 

one package. 


Scheme options: walk-sequence 

Walk-sequencing means that pieces are presented in the order that the carrier 

drives or walks the mail route. The USPS offers discounts for mailings that are in 

walk-sequence. 

The software cannot, by itself, place your mailing list in walk-sequence. To do 

that, you must submit your mailing list to your postmaster or to a service bureau 

licensed by the USPS. 

Retain Walk Sequence 

option 

Select the Retain Walk Sequence option if your records are already in walksequence. 

The software will sort the mail pieces according to the value in the 

Walk_Seq field. If you’re preparing a LOT-sequenced mailing, do not select the 

Retain Walk Sequence option. 

If you select this option, but you have not set up the Walk_Seq field, then the 

software assume that records are physically in walk-sequence. 

! 

If you select the Retain Walk Sequence option for a particular scheme, then 

the option must be set the same for all schemes in your job that offer the 

Retain Walk Sequence option. 

Standard Mail letter 

walk-sequencing 

The schemes for Standard Mail letter walk-sequenced mail can help reduce 

postage by allowing you to process walk-sequenced and enhanced carrier-route 

automation rate mailings in the same job. 

The advantage of this scheme setup is that your walk-sequenced and automationenhanced 

carrier-route (ECR) pieces can get saturation/high density or 

automation ECR basic rates. This lets you include automation ECR mail with 

walk-sequenced ECR mail in the same job. This also lets the software process 

ECR basic pieces at the 5-digit automation rate to save postage 

! 

Your mail will not receive saturation/high density rates if it does not comply 

with all USPS eligibility rules for saturation/high density walk-sequenced 

mail. The software does not place your mailing in walk-sequence order. It is 

your responsibility to ensure that your mailing complies. 

The software tries to lower postage with Standard letter walk-sequence as 

follows: 

1. The software tries pieces at the best rate (either ECR automation or ECR 

saturation/high density). 

2. The software tries to prepare ECR basic rate pieces at the automation 5-digit 

rate. 

Proper scheme order for 

Standard letter walksequencing 

Schemes must be in this order: 

1. STD Enhanced Carrier Route Regular Letters 

2. STD Automation Letters 


If you want to palletize your trays, you must also include the STD Letter 

Trays on Pallets scheme in your job, as the first scheme in the list. 

Palletization is an add-on option. 

Optimize ECR Basic to 

Auto 5-Digit option 

The Optimize ECR Basic to Auto 5-Digit option helps you control the type of 

postage savings you want to attempt. This option appears in the STD Enhanced 

Carrier Route Regular Letters scheme and in the STD Letter Trays on Pallets 

scheme. 

You may want to de-select the Optimize ECR Basic to Auto 5-Digit option if you 

are mailing cards that must be tabbed, if you’re mailing at automation rate. In 

some cases, the cost of tabbing is greater than the postage savings. 

Other options to set 

To fully take advantage of the postage savings, ensure that the following options 

are set as shown below, when these options are available in your schemes: 

Option 

Retain Walk Sequence 

Make 3-Digit Carrier Route Trays 

Optimize ECR Basic to Auto 5-Digit 

Prepare ECR Reg Cart Rate Trays 

How you should set it 

Yes 

Select this option. 




Scheme options: single pieces 

This option is unique to the single piece scheme for First Class mailings. This 

option allows you to drop pieces to a lower sortation level to ultimately save 

money. Use this area to specify the maximum number of pieces to drop from the 

automation scheme to the regular scheme in order to qualify the regular scheme 

for mailing. 

Automation to regular 

option 

For example, suppose you have 800 pieces in the automation scheme, but only 

450 pieces left over. We need at least 500 pieces for a First Class mailing (per 

USPS regulations), so the regular scheme won’t qualify. Therefore, 450 pieces 

become Qualified Nonpresort, and mail at the single-piece rate. 

To prevent this, we would like to force 50 pieces to drop from the automation to 

the regular scheme. Then the regular scheme would qualify. We’ll pay a little 

more postage on 50 pieces, and a lot less postage on 450 pieces. 

For more information about mailing at the single piece rate, refer to your 

Domestic Mail Manual (DMM). 


Scheme options: co-packaging 

The USPS offers an option to combine automated and regular (non-automated) 

pieces into packages. In most cases, your postage is less. This preparation saves 

the post office time and labor, and it also speeds up delivery. 

Co-packaging is an optional sortation level available in these schemes: 

• First Class Flats 

• Periodicals Flats 

• Periodicals Packages on Pallets (Palletization add-on option only) 

• Standard Flats 

• Standard Packages on Pallets (Palletization add-on option only) 

• PSVC Flats (PSVC add-on option only) 

• PSVC Packages on Pallets (Palletization and PSVC add-on option only) 

Set up co-packages 

To start using this option: 

1. Presort your mailing by using the Presort Wizard, using the appropriate mail 

class, processing and rate categories. 

2. Click the Details button next to the scheme that allows co-packaging in 

Presort - Schemes window. 

3. In the Details window, select the Prepare Co-packaged Auto and Reg 

Pieces option; or if you’re co-packaging BPM flats, select the Prepare Copackaged 

Barcoded and Regular Pieces option. Click OK. 

4. Continue presorting your mailing. 

You must select both the Prepare Automation Rate Packages and Prepare Regular 

Rate Packages, if you select the Prepare Co-Package Auto and Reg Pieces. 

Rates 

For co-packaged automated and regular pieces, rates are based on the following: 

For packages in sacks and trays: 

• Automated piece rates are based on the package level. 

• Regular (non-automated) piece rates are based on the container level. 

For packages on pallets: The rate is based on the package level 

For automated pieces in Periodicals packages with less than six pieces: The 

rate is the Automated basic rate. 

Co-package indicator 

on Mail Sort Listing 

The @ symbol on the Mail Sort Listing indicates that the pieces are co-packaged. 


USPS Confirm ® program 

Get enhanced delivery information with the USPS Confirm production system. 

For information, see http://www.usps.com/cpim/ftp/pubs/pub197.pdf. 

Barcodes 

To participate in Confirm, you use the PLANET barcode or the Intelligent Mail 

barcode to track your mail pieces. The barcode helps to track the “in home” date 

(Destination Confirm), which is the estimated date of delivery, or print a barcode 

on return envelopes to track incoming mail (Origin Confirm). 

A shipment ID barcode that the software generates on the PS Form 3152-A 

includes parts of the PLANET code. The USPS scans this barcode when the 

shipment arrives at the delivery unit and tracks the processing time by using the 

numbers in the barcode and the PLANET codes on the mail pieces. 

See “Intelligent Mail® barcode” on page 194. 

PLANET fields 

To participate in Confirm, your database must include the PLANET fields. 

Choose File > Properties > Database and add these fields: 

• Prt_PLANET (shows which records participate in Confirm) 

• PLANET (contains the digits for the required PLANET barcode) 

Prt_PLANET field 

To populate this field, you need to select the checkbox (Data Sheet view) or type 

T (Data Form view) in this field for the records you want to participate in the 

Confirm program. 

PLANET field 

This field must contain exactly 11 digits, as described below. 

Digits 

Digits 1 - 2 

Description 

These digits are defined by the USPS and identify the Confirm service 

you are using. 

For the destination barcode: 

• 22: Residual mail 

• 40: First Class letters 

• 41: First Class flats 

• 42: Standard letters 

• 43: Standard flats 

• 46: First Class cards 

• 47: Standard cards 

For the origin barcode: 

• 21: Residual mail 

• 50: Courtesy reply letters 

• 51: Courtesy reply flats 

• 52: Business reply letters 

• 53: Business reply flats 

• 54: Business reply cards 

• 56: QBRM letters 

• 57: QBRM cards 

• 58: Courtesy reply cards 


Digits 

Digits 3 - 7 

Digits 8 - 11 

Description 

Your Confirm subscriber ID number. 

Mail piece information that must be the same for every piece in the mailing. 

You define what numbers are to be used. Make the four-number 

string an easily recognizable code. 

Electronic Mailing 

Data file 

The software generates the Electronic Mailing Data (EMD) file that you send 

electronically to the USPS. EMD is a file that contains mailing information that 

the USPS can use to track mail delivery, drop locations, and volumes. 

Effective November 29, 2009, the USPS Confirm service will no longer 

support Electronic Mailing Data (EMD) files, which includes the process by 

which they accept these files. For more information, see Confirm® Service 

Supplement To Confirm User Guide Publication 197 at 

http://www.usps.com/mailtracking/_pdf/SUPPLEMENT_Confirm_User_Guide.pdf. 

The EMD file format is emd[DUNS number][date][serial number].txt. For 

example, if you ran your job and created the EMD file at 2:00 p.m. on 17 July 

2009, and your DUNS number is 123456789, the file name is: 

emd1234567890717200950400.txt 

EMD name element 

emd 

DUNS number 

date 

serial number 

.txt 

Description 

This will always be the first three characters in the EMD file 

name. 

Your 9-digit DUNS number. Enter it in the Mailing Information 

window. The software will use the Mail Owner DUNS 

number first. If that field is blank, it uses the Permit Holder 

DUNS number, and if both of those fields are blank, the software 

uses the Mailing Agent DUNS number. You must enter a 

DUNS number in one of these fields. 

The 8-digit date that you processed the job and generated the 

EMD file. The format is MMDDYYYY. 

The software uses the 5-digit time of day that you generated 

the EMD file as the serial number. The time is in seconds and 

is left-padded with zeros. 

This will always be the file extension for EMD files. 

Process a Confirm 

mailing and create an 

EMD file 

You must supply information for the USPS about your Confirm mailing. 

1. In the Sort for Mailing - Piece Information window, select Participate in 

USPS Confirm program. 

2. In the Sort for Mailing - Mailing Information window, enter the DUNS 

number. 

3. In the Presort - Entry Point - Details window, click the USPS Mail Options 

button. 

4. Enter your appointment number, and fill out the estimated drop date and time 

information. Click OK. 


5. Finish defining your presort settings, and click Begin Presorting. 

6. When the Confirm EMD file window appears, make sure that the file path in 

the Destination Directory is where you want the EMD file saved. 

7. Enter the 8-digit Segment Shipment ID Start number. This number is used 

to create the barcode on your Form 3125-A or 8125. 

8. Enter a descriptive name for your mailing in the Mailing Name field. 

9. Click OK. 

Design and print 

labels 

Your address labels must contain the PLANET barcode to participate in Confirm 

program. This can only be accomplished using Label Toolbox. The older textbased 

method of printing does not support printing the PLANET barcode. 

To add a PLANET barcode your design file layout: 

1. Choose Print > Labels. 

2. In the Presorted Addresses section, click the Design button. 

3. In the Label Toolbox preview window, choose a design file, and click Edit. 

4. Click and drag a PLANET barcode object onto your layout. 

5. Choose File > Save As to create a new design file based on the predefined 

one. (Predefined design files are read-only.) 

6. Choose File > Exit. 

7. In the Label Toolbox preview window, click the Select button. 

PLANET barcodes follow the same position and size requirements as the 

POSTNET barcode. If your POSTNET barcode is at the top of your label, the 

PLANET barcode must be at the bottom. If your POSTNET barcode is at the 

bottom of your label, the PLANET barcode must be at the top. Refer to the 

DMM for more information. 

Confirm report 

(USPS form 3152a) 

The software generates the USPS form 3152a and the barcode necessary for 

submitting a Confirm mailing. 

You cannot print the USPS form 3152a with the Confirm barcode using the 

standard text only printer driver. 

To view the report: 


2. In the Presort category, select the Confirm Shipment ID report and click 

Preview. 

Export Confirm data 

You can export the following fields: 

• PLANET (PLANET code information you supplied in your database) 

• PRT_PLANET (T, F, or blank, indicating which records are Confirm 

records) 

• CONFIRM (PLANET code information, including the check digit) 


Palletization 

Palletization is available as an add-on option. 

What can you 

palletize 

This table lists all of the mail classes and the processing categories that you can 

palletize with the software. 

Mail class Processing category Presort scheme 

Periodicals 

Standard Mail 

Package Services 


Machinable flats 

Nonmachinable flats 

Automated flats 

Alternative auto flats 

Flats 


Letters 

Flats 


Machinable parcels 

Machinable parcels 

Per. Packages on pallets 

Per. Sacks on pallets 

STD Packages on pallets 

STD Sacks on pallets 

STD Flats letter trays on pallets 

(automated only) 

STD Letter trays on pallets 

PSVC Packages on pallets 

PSVC Machinable parcels pallets 

PSVC Machinable parcels pallets 

Should you palletize 

Palletizing means preparing letter trays, packages or machinable parcels on 

shipping pallets that are destined and labeled for USPS facilities. Palletizing 

makes it easier to transport mail within your plant, and into and out of trucks. The 

sole reason to palletize is convenience; there is generally no postage incentive. 

The USPS does not require a special permit for palletizing. However, you must be 

careful to follow all USPS rules regarding pallet preparation, materials, and 

stacking. If the USPS decides that you prepare unsafe pallets, they could 

withdraw your palletization privilege. You may need additional equipment to 

shrink-wrap and move pallets. 

Size limits 

With some exceptions, pallets should contain at least 250 pounds of mail, unless 

you make special arrangements with the USPS. The last pallet level must be made 

when 250 pounds of mail is reached. 

Single pallets are limited to 77 inches tall, and stacked pallets to 84 inches. This is 

measured from the floor, so the height includes the pallet itself, not just the mail. 


Standard Mail letter trays on pallets 

Assemble your pallets 

The minimum load for Standard letter trays on pallets can be measured either in 

tiers or by linear feet. The software supports linear feet. If you are familiar with 

using tiers, you can convert tiers to linear feet with the following formula: 1 tier = 

12 linear feet. 

You can set pallet limits both in terms of weight and volume and in terms of 

number of linear. The software applies whichever limit is the more restrictive. 

It is up to you to stack your trays in a safe, stable manner. USPS rules require that 

the heaviest (fullest) trays are on the bottom, and the lightest trays on top. 

Usually, you cannot stack pallets of trays. The top tier may be partial, so you 

cannot count on having a flat surface on which to stack another pallet. Also, 

stacking tends to crush letter trays, especially under-filled trays. 

Order your output 

Because the USPS requires that the heaviest trays be placed on the bottom of the 

pallet (creating a more stable pallet), it makes sense to create the heaviest trays 

first. This is accomplished by selecting the appropriate Order of trays setting in 

the Details window of the STD Letter trays on pallets scheme of the presort 

wizard. 

Be aware that the option you choose must coincide with your label printing flow 

(Print > Printing Options > Label Printing Flow tab) in the following ways (both 

of these examples will output the heaviest trays first): 

• If you set the order of trays to Descend, your printing flow must be set to a 

forward order. 

• If you set the order of trays to Ascend, your printing flow must be set to a 

reverse order. 

Sample of a palletized 

mailing 

To get started, look at the sample pallets job. 

1. Choose File > Open, select Sample_pallets.mdf, and click OK. 

2. Choose Tools > Presort > Sort Settings to open the presort wizard. 

This .mdf file is a Standard Mail automated flats mailing; however, you can 

presort this mailing again as any other mail class or processing category. Go 

through the presort wizard taking note of the settings in the various steps. 

The presort wizard always gives you the recommended schemes in the order your 

mailing should be sorted. If you are using pallets, the pallets scheme should 

always be first. 

Click the Details button next to any of the pallets schemes to view the parameters 

related to pallets. As with all scheme parameters, we recommend using the 

default settings or ranges (in the case of pallet minimums and maximums). 


Prepare Standard Mail flats in letter trays on pallets 

Rules 

Keep in mind the following important preparation requirements: 

• To be eligible for this sortation option, at least 90 percent of the mailing must 

be automated or enhanced carrier route (ECR) rate flats. The remaining 10 

percent (or less) must be presorted rate flats. The software does not check for 

this requirement. 

• Automated flats and ECR flats must meet the separate minimum of 200 

pieces per mailing. 

• Automated, ECR, and presorted flats must meet their specific dimensions 

stated in the DMM. All pieces must fit correctly in the trays. Pieces cannot 

stick out of the tray or be jammed in the tray. 

• The flats must be packaged, except for flats in full five-digit trays and full 

individual carrier route trays. These trays must then be palletized. 

• Sacks are not allowed when you prepare flats in letter trays except when there 

are not enough pieces to fill a tray or enough trays to complete a pallet. 

Labels 

Each portion of the mailing must be labeled appropriately with tray, sack (if 

applicable), and pallet labels. 

All trays must be labeled following USPS standards. These standards include 

listing the appropriate two-digit USPS processing code after the five-digit ZIP 

code and the three-digit content identifier number (CIN). For more information 

about the basic standards for tray labels, see the DMM. 

Set up flats in letter 

trays 

Your pieces are less likely to be damaged when they are placed in trays. For 

example, if your flats include a sample of laundry detergent, there is a good 

chance that some may break open when they are handled in sacks. However, 

when placed in trays, the packets of detergent are more protected and fewer 

pieces may break. 

To set up flats in letter trays: 

1. Choose File > Properties > Database to make sure that your record layout 

contains a field kind for the ZIP+4, except if preparing a carrier-route mailing 

in walk-sequence. 

2. Choose Tools > Presort > Sort Settings. Select options according to your 

mailing. Continue until you reach the Presort - Schemes window. 

3. Replace the STD Packages on pallets scheme and with the STD Flats letter 

trays on pallets scheme. 

4. Click Details next to the new scheme. Click Prepare Carrier Route Rate 

Packages and/or Prepare Automation Rate Packages. Co-packaging is not 

available for this scheme. Make other changes as necessary, and click OK. 

5. Click Next, and click Begin Presorting. 


Intelligent Mail ® barcode 

Using the software and its Label Toolbox feature to print labels, you can create 

Intelligent Mail barcodes and include them on your mail pieces. You can also 

export the barcode digits and the encoded DATF characters. 

Postalsoft can generate the components that make up the IM barcode for you, or 

you can import the IM components that you’re generating and tracking outside of 

Postalsoft. 

What is the Intelligent 

Mail barcode 

According to the United States Postal Service: 

The Intelligent Mail barcode, formerly referred to as the 4-State Customer 

barcode, is a new Postal Service barcode used to sort and track letters and 

flats. The Postal Service is promoting use of the Intelligent Mail barcode 

because it expands the ability to track individual mailpieces and provide 

customers with greater visibility into the mailstream. 

The Intelligent Mail barcode combines the data of the existing POSTNET 

and the PLANET Code ® barcodes, as well as other data, into a single 

barcode. The Intelligent Mail barcode is a type of height-modulated barcode, 

that uses four distinct vertical bar types (Full, Tracker, Ascender and 

Descender). 

Source: http://ribbs.usps.gov/OneCodeSOLUTION/USPSIMB_QnadA.pdf 

Two levels of service: 

full or basic 

The USPS offers two levels of Intelligent Mail service: full and basic. Both of 

these options are described below. 

Postalsoft Business Edition offers both basic and full-service. You can choose the 

option that meets your needs. 

Basic service 

With the basic-service option, the USPS requires IM barcodes on your letter and 

flat mail pieces. The USPS also requires: 

• CASS-certified delivery-point information. 

• A USPS-assigned mailer ID, the class of mail indicated in a Service Type ID 

field, and the optional endorsement line (OEL) information in the Barcode ID 

field if an OEL is printed on a flat-sized mail piece. 

• Serial numbers that you choose (uniqueness not required). 

Full service 

With full service, the USPS requires you to include the following information: 

• Use unique barcodes on letters and flats. 

• Use unique serial numbers (mailer ID plus sequence number) on letters and 

flats. Uniqueness is not required if a mailing has fewer than 10,000 copies. 

• A USPS-assigned mailer ID, the class of mail indicated in a Service Type ID 

field, and the optional endorsement line (OEL) information in the Barcode ID 

field if an OEL is printed on a flat-sized mail piece. 

• Use Intelligent Mail tray labels that have unique barcodes, on trays and sacks. 


• Attach Intelligent Mail container placards, containing unique barcodes, on 

the outside of pallets. The implementation date for placement of pallet 

placards has been moved from May 2009 to November 2009. 

• Generate electronic postage statements and documentation, when required. 

Effective November 29, 2009, full-service Intelligent Mail in some mail classes 

and processing categories are eligible for discounts. 

Barcode uniqueness 

If you’re using unique serial numbers, the USPS requires that the serial numbers 

be unique for 45 days from the day when the USPS receives the mail. 

You are responsible for the uniqueness of the value you get from combining the 

mailer ID and serial number. The length of the mailer ID plus the serial number 

must be 15 digits in length. This combination should be unique for a period of 45 

days for full service. 

To ensure that you meet this requirement, the software keeps track of the serial 

numbers you’ve used and warns you if the serial numbers you’re using are not 

unique within a certain number of days (90 by default). You can adjust this setting 

(Tools > Options, Intelligent Mail Options). 

Postalsoft tracks serial numbers that are used in Postalsoft. If you’ve used 

serial numbers outside of Postalsoft, those are not tracked within Postalsoft, 

and you must ensure that the numbers you’re using in Postalsoft haven’t 

already been used elsewhere. 

The software tracks serial numbers per computer. If you have the software 

installed on multiple computers, make sure that you’re not reusing the same 

numbers on each computer. For example, you could use serial numbers 1- 

9999 on computer A and numbers 10000-19999 on computer B. 

You can monitor serial number usage with the Intelligent Mail Serial Number 

History Report. See the Reports chapter for details. 

Using imported IM 

components 

If you’re generating IM barcodes with Postalsoft-generated IM data, you can skip 

this section. 

If you want to generate IM barcodes with IM components that are generated and 

tracked elsewhere, you must first import the IM components into the following 

field(s). Use one or two of these fields, according to your needs: 

• If your IM barcode components are stored in separate fields, use the 

Imported IM Serial Number and Imported IM Mailer ID fields. 

• If you’re importing a field that contains all of your IM barcode data, use the 

Imported IM Barcode field. 

See “Import and export data” on page 35 and “Fields” on page 309 for more 

information. 


Set up the Intelligent 

Mail barcode 

To generate Intelligent Mail barcodes in the software: 

1. Choose Tools > Presort > Sort Settings. 

2. In the Sort for Mailing - Piece Information window, select Full Service 

Intelligent Mail or Basic Intelligent Mail in the Barcode drop-down list. 

Continue setting up your presort as usual. 

3. In the Presort - Congratulations window, click Begin presorting. 

4. In the Intelligent Mail Barcode window, enter settings as described below. 

Option 

Use Imported Mailer ID From 

Database 

Create for each mail piece 

Mailer ID 

Service Type 

Piece Starting Serial Number 

Piece Maximum Serial Number 

Tray/Sack Starting Serial Number 

Pallet Starting Serial Number 

Description 

Select this option if you’re using mailer ID data that you’ve already imported into the 

Imported Mailer ID field. When you select this option, most of the other options in this 

window are disabled because they are not relevant when using imported IM data. 

Choose The Same Serial Number if you want to use the same serial number in the 

Intelligent Mail barcodes for all pieces in this mailing. Or choose Unique Serial Number 

if you want each mail piece in this mailing to have a unique serial number in its Intelligent 

Mail barcode. 

You can choose to use unique serial numbers for each mail piece or to use the same serial 

number on each mail piece, whether you’re using basic or full service Intelligent Mail. 

For full service, unique serial numbers are required. However, if you have USPS 

approval and you’re preparing a small mailing, you can choose to use the same serial 

number on all pieces. 

If you want to use imported IM serial numbers and the Imported IM Serial Number field 

is in your layout, select Use Imported Database Field. 

Type the 6- or 9-digit mailer ID number that the USPS assigned to you directly in the 

Mailer ID box, or click Setup (in the drop-down list) to enter or edit mailer IDs with corresponding 

description, if desired, in the Mailer ID(s) window. 

If you are a current Destination Confirm subscriber, you can, in most cases, append a 

leading zero (0) to your previously-assigned 5-digit Subscriber ID and use this to populate 

the Mailer ID field. For more information, see the Intelligent Mail ® Barcode Technical 

Resource Guide at http://ribbs.usps.gov/OneCodeSolution/USPS-B-3200D001.pdf. 

Choose the description that corresponds to your mailing. This includes special services 

that are requested on a mail piece (for example, change of address, Confirm, ACS, and so 

on) and in some cases also the mail class. 

Enter the first number to use for the serial number that appears in the piece Intelligent 

Mail barcode for each record. 

Enter the highest number to use for the serial number that appears in the piece Intelligent 

Mail barcode for each record. 

Enter the starting value for the serial number (up to 5 digits). These values are used when 

generating output files and Mail.dat files. 

Enter the starting value for the serial number.The serial start number can be up to 12 digits 

long. However, when the mailer ID is 9 digits long, the pallet serial number can be 

only 9 digits long. These values are used when generating output files and Mail.dat files. 


Tray and sack labels 

The USPS is accepting transitional Intelligent Mail (IM) tray and sack labels now. 

These transitional labels include both the 24-digit Intelligent Mail barcode and 

the 10-digit Interleaved 2 of 5 barcode. 

Starting in May 2009, the USPS will begin accepting IM tray and sack labels that 

include only the 24-digit Intelligent Mail barcode. Do not use the 24-digit labels 

until you have confirmed with the USPS that they will accept these labels. 

To produce transitional tray or sack labels in Label Toolbox, choose label designs 

and templates with “IM” in the file name. 

To produce 24-digit tray or sack labels in Label Toolbox, choose label designs 

and templates with “IM 24-digit” in the file name. 

See also • United States Postal Service RIBBS Intelligent Mail Barcode Resource 

Download Site (http://ribbs.usps.gov/OneCodeSolution) 

• Intelligent Mail ® Barcode Technical Resource Guide, including a definition 

of each field in the Intelligent Mail barcode 

(http://ribbs.usps.gov/OneCodeSolution/USPSIMB_Tech_Resource_Guide.pdf) 

• “Design and print labels” on page 257 

Discounts for fullservice 

Intelligent 

Mail 

Full-service Intelligent Mail pieces in the some mail classes and processing 

categories are eligible for discounts. The full-service Intelligent Mail discount 

applies to the piece rate. 

Postalsoft Business Edition offers both basic and full-service. To benefit from the 

full-service discounts described in this section, you must select full-service 

Intelligent Mail barcodes. 

To produce full-service Intelligent Mail barcodes, choose Full Service Intelligent 

Mail from the Barcode drop-down menu in the Sort for Mailing - Piece 


For more information, see the Guide to Intelligent Mail Letters and Flats, 

available on the USPS RIBBS site (https://ribbs.usps.gov). 


The following types of mail receive IM discounts: 

Type of mail 

First Class 

Periodicals letters 

and flats 

Description 

Full-service First-Class mail receives an IM discount of $0.003 for 

pieces in the following processing categories: 

• Automated letters 

• Automated flats 

• Automated cards 

Some full-service Periodicals letters and flats receive an IM discount of 

$0.001. 

Outside-county. These outside-county categories are eligible for an IM 

discount: 

• Barcoded letters 

• Barcoded machinable flats 

• Barcoded nonmachinable flats (see DMM 707.26) 

• Carrier route basic letters/flats 

• Carrier route high density letters/flats 

• Carrier route saturation letters/flats 

In-county. These in-county categories are eligible for an IM discount: 


• Auto flats 

• Carrier route basic letters/flats 

• Carrier route high density letters/flats 

• Carrier route saturation letters/flats 

Standard Mail 

regular and 

non-profit letters 

Full-service Standard Mail regular and non-profit letters receive an IM 

discount of $0.001 for pieces in these processing categories: 


• Basic carrier-route letters 

• High-density carrier-route letters 

• Saturation carrier-route letters 

Carrier-route letters that you pay for at a carrier-route flat rate are eligible 

for the discount only if a piece qualifies as an automation letter. 

Standard Mail 

regular and 

non-profit flats 

PSVC Bound 

Printed Matter 

Full-service Standard Mail regular and non-profit flats receive an IM 

discount of $0.001 in these processing categories: 

• Automated flats 

• Basic carrier-route flats 

• High-density carrier-route flats 

Although there is no DMM requirement saying that you need a barcode 

on PSVC carrier-route flats and DDU presorted flats, the USPS is offering 

the full-service discount if you barcode these pieces with an Intelligent 

Mail barcode. 

When preparing a full-service mailing, it is your responsibility to verify 

that you are printing the IM barcode on these pieces. 


Chapter 11: 

Mail.dat 

Chapter 11: Mail.dat 199

Mail.dat 

Mail.dat is a data formatting standard and set of files (called records) that are 

used for communicating details about a presorted mailing among publishers, 

presort bureaus, printers, and the United States Postal Service (USPS). These 

details include almost everything there is to know about a mailing except name 

and address data. 

With the software, you can generate Mail.dat files. 

IDEAlliance 

IDEAlliance sets the rules for the Mail.dat standard and updates the rules 

periodically. IDEAlliance publishes the Mail.dat Specification, which explains 

the Mail.dat standard and the record layout for Mail.dat files. To use Mail.dat, 

you need the Mail.dat Specification and a provider code. Contact IDEAlliance at 

703-837-1070 or http://www.idealliance.org. 

PostalOne 

PostalOne is a USPS program that uses Mail.dat files to accept mailings 

electronically. By using PostalOne, you can send your Mail.dat files to the USPS 

for postal acceptance and payment. 

To participate in PostalOne, you must apply with the USPS. For details about 

PostalOne or to apply for a new PostalOne account, go to 

http://www.usps.com/postalone. 

With the software, you can generate PostalOne-compliant Mail.dat files. 

Mail.dat files 

Mail.dat ® includes required and optional files. The software automatically 

produces the required files. You can choose to produce some of the optional files. 

When the software generates the Mail.dat files, it adds the appropriate file 

extension to the base file name that you choose during setup. 

Mail.dat files Status File extension 

Header Required .hdr 

Segment Required .seg 

Mail Piece Unit Record Required .mpu 

Mail Piece Unit Component Relationship Record Required .mcr 

Mailer’s Postal Account File Required .mpa 

Component Record Required .cpt 

Container Summary Required .csm 

3-Digit Container Quantity Required .cqt 

Walk Sequence Record Optional .wsr 

Package Quantity Optional .pqt 

Piece Detail Record Optional .pdr 

Intelligent Mail Range Optional .imr 


Fields in the Mail.dat 

files 

Information that you provide in the software is output to fields in Mail.dat ® files. 

These fields are typically named the same or nearly the same as options in the 

software, so it’s easy for you to match them up if you need to. 

For example, the information you provide in the Sort for Mailing - Periodical 

Information window, in the Issue Date box, is output to the Periodical Issue Date 

field in the Mail.dat .cpt file. 

Some field names do not closely match their counterparts in the software. Their 

mappings are shown below for your reference. 

Mail.dat field and file 

Verification Facility Name 

field in the .seg file 

Verification Facility 

ZIP+4 field in the .seg file 

Mail Facility ID field in 

the .seg file 

Software option 

Name in the Presort - Entry Point - Details window for single 

entry point mailings or Entry Point Details window for 

multiple entry points 

ZIP in the Presort - Entry Point - Details window for single 

entry point mailings or Entry Point Details window for 

multiple entry points 

Origin Post Office ID in the USPS Mail Options window 

For a complete list of all fields in all Mail.dat files, see the IDEAlliance Mail.dat 

Specification at http://www.idealliance.org. 


Preparing for Mail.dat file generation 

Specifying the 

Mail.dat file location 

Follow these steps to set the default location where your Mail.dat ® files will be 

generated and stored. If you do not assign a default directory, the default directory 

for your Mail.dat files will be the directory where your current .dbf file is stored. 

This is a one-time setup task. 


2. Click the Main File Locations button. 

3. Type the directory for Mail.dat Output and click OK. For ease in locating 

files, we recommend creating a separate Maildat folder. 

4. Click OK to close the Options window. 

Turning off automatic 

Mail.dat file 

generation 

If you do not want the software to prompt you to create Mail.dat ® files right after 

presorting, you can turn off the option to view the IDEAlliance Mail.dat window 

automatically after each presort. If you turn off this option, you will need to 

choose Tools > Presort > Mail.dat to create Mail.dat files. 

This is an optional, one-time setup task. 


2. Click the Mail.dat button. 

3. Deselect the Automatic Mail.dat After Presort option. 

4. Click OK. 

Setting up your 

presort for Mail.dat 

file generation 

If you want to generate Mail.dat files, and they do not need to be PostalOnecompliant, 

follow these steps. 

1. Choose Tools > Presort > Sort Settings to begin setting up a presort job. Set 

up the presort as needed for this job. 

2. When you reach the Presort - Entry Point - Details window or the Entry Point 

Details window, click the USPS Mail Options button. 

3. In the USPS Mail Options window, set the Mail.dat options. 

4. Click OK to close the window and continue setting up your presort as usual. 

At the end of the presort process, the IDEAlliance Mail.dat window appears. 

Related links: 

“USPS Mail Options window — Mail.dat and PostalOne sections” on page 203 

“IDEAlliance Mail.dat window” on page 205 

Setting up your 

presort for PostalOnecompliant 

Mail.dat file 

generation 

If you want to generate PostalOne-compliant Mail.dat files, follow these steps. 

1. Choose Tools > Presort > Sort Settings to begin setting up a presort job. Set 

up the presort as needed for this job. 

2. Enter the following PostalOne-required information: 


• In the Sort for Mailing - Piece Information window, select the 

Participate in USPS PostalOne Program option. 

• In the Sort for Mailing - Sorting Information, enter the Mail.dat 

information. 

• In the Sort for Mailing - Periodicals Information window (Periodicals 

mailings only), enter the Number, Issue Date, and Advertising 

Percentage. 

• In the Sort for Mailing - Mailing Information window, enter the Permit 

Number, CAPS Cust Ref ID, Mailing Facility DUNS, Permit Holder 

ZIP, and Mail Owner Identifier. 

• In the Presort - Entry Point - Details window or the Entry Point Details 

window, enter the Name and ZIP Code of the entry point. 

3. In the Presort - Entry Point - Details window or the Entry Point Details 

window, click the USPS Mail Options button. 

4. In the USPS Mail Options window, set the Mail.dat and PostalOne options. 

5. Click OK to close the window and continue setting up your presort as usual. 

At the end of the presort process, the IDEAlliance Mail.dat window appears. 


“USPS Mail Options window — Mail.dat and PostalOne sections” on page 203 

“IDEAlliance Mail.dat window” on page 205 

USPS Mail Options 

window — Mail.dat 

and PostalOne 

sections 

In the USPS Mail Options window, you enter information that is required for 

Mail.dat and PostalOne. 

To access the USPS Mail Options window, choose Tools > Presort > Sort 

Settings, advance through the presort as usual, and when you reach the Presort - 

Entry Point - Details window or the Entry Point Details window, click the USPS 

Mail Options button. 

Option 

Description 

Content ID Type the content ID number of the mailing associated with the 

appointment. Content ID is required for Mail.dat and PostalOne. 

Scheduler ID Type the pallet-level scheduler ID information for the USPS ® 

FAST system. The scheduler ID also appears in Box 4 of Postage 

Statement 8125. Scheduler ID is required for Mail.dat and Postal- 

One. 

Origin Post Office 

ID 

USPS Pick Up 

Type the ID of the post office where your mail is verified and 

accepted. Origin Post Office ID is required for PostalOne. 

Choose Yes if you are using PostalOne and you are using USPS 

transportation to deliver mail to USPS plants. 

Choose No if you are using PostalOne and you are not using USPS 

transportation to deliver mail to USPS plants. 

Choose (Leave Blank) if you are not participating in PostalOne. 

USPS Pick Up is required for PostalOne. 


Option 

Postage Statement 

Mailing 

Date 

Scheduled Ship 

Date 

Scheduled Ship 

Time 

CSA ID 

CSA Trip ID 

Description 

Enter the date on which the postage statement was finalized. This is 

a PostalOne-required field. 

The date on which the mail is dispatched based upon your Customer 

Service Agreement (CSA). This populates the Scheduled 

Ship Date field in the Container Summary Record (CSM). 

The time at which the mail is dispatched based upon your CSA 

agreement. This populates the Scheduled Ship Time field in the 

CSM record. 

The specific Customer Service Agreement ID for a segment. CSA 

IDs are assigned by the USPS and are required for certain mailings. 

This populates the CSA Agreement ID field in the Segment file. 

An alphanumeric value that identifies DMU-verified, USPS-transported 

mail. This populates the CSA Trip ID field in CSM record. 


Generating Mail.dat files 

You can generate Mail.dat files after presorting. You set the Mail.dat file 

generation options in the IDEAlliance Mail.dat window, which appears after the 

presort is complete. Or, if you disabled Automatic Mail.dat After Presort, you can 

choose Tools > Presort > Mail.dat to open the IDEAlliance Mail.dat window. 

To generate Mail.dat files: 

1. Complete the information in the IDEAlliance Mail.dat window. If necessary, 

choose Tools > Presort > Mail.dat to open the IDEAlliance Mail.dat 

window. 

2. Click OK to close the IDEAlliance Mail.dat window and generate your 

Mail.dat files. 


“Turning off automatic Mail.dat file generation” on page 202 

IDEAlliance Mail.dat 

window 

You can access the IDEAlliance Mail.dat window at the end of the presort 

process, when presort processing is complete. Or choose Tools > Presort > 

Mail.dat. 

In the IDEAlliance Mail.dat window, you set options that are required for 

Mail.dat ® file generation. 

Option 

Output File Base 

Name 

Browse 

Restore Default 

Directory 

Mail.dat Version 

Job Name/Title & 

Issue 

Job Identifier 

List Processor 

Job Number 

Description 

Type the base name of the Mail.dat files that will be generated. For 

example, if you type Sample as the base name, the Mail.dat header 

file will be named Sample.hdr. All of the Mail.dat files produced 

will have the same base name and a unique extension. 

Click Browse to change the destination directory for your generated 


Click Restore Default Directory to change the location where 

Mail.dat files will be generated to the default directory you previously 

specified (Tools > Options, Main File Locations, Mail.dat 

Output). 

Choose the appropriate Mail.dat standard. See the Mail.dat Specification 

for details. 

Type the title of the publication, and the issue or campaign name or 

number. 

Type the job number that was assigned by the company that will 

enter the mailing. This number can help you track your Mail.dat 

files. 

If you also have a separate job number assigned by the company that 

processed the mailing list(s), enter that number at the List Processor 

Job Number parameter. 

Type the job number that was assigned by the company that processed 

the mailing. This number can help you track your Mail.dat 

files. 

If you also have a separate job number assigned by the mailing company, 

enter that number at the Job Identifier parameter. 


Option 

IDEAlliance Provider 

Code 

File Source 

Contact Name 

Contact Phone 

Licensed User’s 

Email 

Segment File 

Creation Option 

Container Group 

Description 

Header Record 

User Option 

Segment Record 

User Option 

5-Digit Posting in 

CQT/PQT 

Mail.dat Preparer 

CRID 

Create Piece 

Detail Record 

Create Intelligent 

Mail Range 

File 

Containers Ready 

to Pay 

Description 

Type the Provider Code that IDEAlliance assigned to your company. 

This number identifies your company for the recipient of the file. 

IDEAlliance requires that you supply the provider code before you 

transmit files. 

Type the name of the company supplying the mailing list and 


Type the name of the contact person at the list-processing company. 

Type the telephone number of the contact person at the list-processing 

company. 

Type your e-mail address. 

Choose to break either by job or mailing. Every job is broken into 

segment records. You choose which criteria the software uses when 

it forms segment records. 

Choose Entry Point ID or Entry Point Name. 

Use this field for any purpose. For example, you could use it to note 

any special aspects of this job. 

Use this field for any purpose. For example, you could use it to note 

any special aspects of this job. 

Select this option if you want to force a 5-digit breakout (posting) in 

your 3-digit container quantity (.cqt) and package quantity (.pqt) 

files, regardless of the container or package type. This will increase 

the number of records for certain jobs. 

You may need a 5-digit breakout on pieces that already have a DDU 

(or Package Services mail) in order to claim the DDU discount 

through your postsort software. 

Enter the Customer Registration ID (CRID) that identifies the party 

who prepared the mailing. 

Select the Create Piece Detail Record option if you want to generate 

the .pdr file, which contains information about every piece in the 

mailing, including Confirm and Intelligent Mail barcode tracking 

information. 

Creates an Intelligent Mail Range (.imr) file. This file provides 

piece range information for containers. 

If you are an Intelligent Mail full-service customer, you must create 

either the .imr file or the .pdr file, but not both, for each Mail.dat 

Sets the CSM file’s Container Status field to R (ready to pay). This 

indicates that the containers are ready to be paid for. 

If you leave this option unselected, the Container Status field will be 

left blank. 


Option 

Additional Postage 

Information 

Save as Default 

Skip 

Description 

Opens a window where you can enter postage information that PostalOne 

may require. 

If your mailing uses metered postage or precanceled stamps, Postal- 

One validation requires that you have a Mailer Postage Account 

(.mpa) file with information about the permit to which the USPS 

should charge additional postage. 

See “Additional Postage Information window” on page 207. 

Saves your settings and entries in this window for future use. The 

next time you set up a job, these settings will automatically be 

shown, thus saving you the time of having to enter this information 

again. You can, however, change any of the settings before you generate 

the Mail.dat files. 

Closes the IDEAlliance Mail.dat window without generating 

Mail.dat files. Your presort processing is not affected. 

Additional Postage 

Information window 

If your mailing uses metered postage or precanceled stamps, PostalOne validation 

requires that you have a Mailer Postage Account (.mpa) file with information 

about the permit to which the USPS should charge additional postage. Complete 

the information in this window to populate the required fields. 

Option 

Payment 

Method 

Permit Number 

City 

State 

ZIP+4 

Description 

Choose an additional postage payment method if the Payment Method 

option (in the Sort for Mailing - Mailing Information window) is set to 

Correct Meter, Lowest Meter by Job, Lowest Meter by Mailing, or 

Precanceled Stamps. 

If you choose None, no value will be populated in the Mail.dat .mpa 

file for this field. 

Additional postage in the MPA record can have different permit information 

than the primary postage payment options. 



Chapter 12: 

Multiple entry points 

Chapter 12: Multiple entry points 209

Drop-shipping your mail 

Drop-shipping means trucking your mail to the entry points, instead of entering 

all of your mail at your local post office. Because the USPS saves trucking costs, 

it offers mailers destination-entry discounts for drop-shipping. Some mailers also 

drop-ship to gain faster delivery. Drop-shipping to multiple entry points is 

available in Business Edition as an add-on option. 

Every entry point is a 

separate mailing 

In accordance with USPS regulations, the software divides your multiple entry 

points job into separate mailings. For each entry point, the software automatically 

prepares separate documentation. For more information, see “Multiple entry point 

reports” on page 215. 

Mail class 

You can receive postage discounts on Standard Mail, Periodicals, and Package 

Services Bound Printed Matter. First Class mail does not receive destination entry 

discounts. 

Presort wizard 

You can presort your mail to multiple entry points. In each step of the presort 

wizard, you supply information needed to correctly presort your mail. 

To set up drop-shipping to multiple entry points: 

• Choose Tools > Presort > Sort Settings to start the presort wizard. 

• Select the Multiple Facilities option in the Sort for Mailing - Sorting 


• Decide which facilities you will drop-ship to and choose your origin. 

• Assign the sequence of your entry points and define the entry point details. 


Selecting your facilities 

Before determining which entry points you will drop-ship to, you need to know 

the geographic area covered and the areas where addresses are dense or sparse in 

your mailing list(s). 

Piece count statistics 

You may not be sure whether you have enough mail to make an entry point 

worthwhile. Will the money you save in postage offset the cost of trucking the 

mail yourself or hiring a trucking company 

Before presorting your job, it’s a good idea to view the Facility Count Statistics 

report. This report displays your possible drop-shipping destinations and each 

destination’s piece count. After reviewing the report, you can set up your entry 

points based on this information. For more information about printing this report, 

see “Facility Count Statistics report” on page 215. 

In the Sort for Mailing - Sorting Information window: 

• Select Multiple Entry Points. Then select Collect Piece Count Statistics 

Information, and specify your desired minimum piece count. 

• Select Mailing if you want each scheme at each entry point to meet the USPS 

minimum requirements. 

• Select PVDS if you want the mailing as a whole to meet the USPS minimum 

requirements, allowing individual entry points to not meet the minimums. 

Other resources 

If your geographic area is unfamiliar, use a road map to plan your entry points 

and routes. 

The National Five-Digit ZIP Code and Post Office Directory, available from the 

USPS National Customer Service Center in Memphis (1-800-238-3150) or 

through your local postmaster are also helpful. 

Choose your origin 

The origin entry point is typically your local facility. It is the facility where you 

validate your mailings. 

When you select or type an entry point in the Select Facilities window, the entry 

point is inserted into the Origin drop-down list. Choose your origin post office 

from this list. 


Just as you can save and reuse single entry point components, you can save and 

reuse an entire entry plan component in the Settings Library. 

In the Select Facilities window, after you save a component, you can load your 

defined facilities and origin into the wizard. To do this: 

1. Click the Load Entry Plan button. 

2. Choose an entry plan component. Make sure to view the component’s 

details, to verify that these facilities make sense for the current mailing (for 

example, correct piece count). 

3. Click Load. 


Facility sequence 

After you select your facilities, the sequence of your entry points is critical. To 

maximize entry discounts, the basic sequence must be: 

1. Local delivery offices (except the origin) 

2. SCFs 

3. ADCs 

4. NDCs 

5. Origin (usually your local office) 

You can arrange entry points however you like within each of these levels. 

How mail pieces are 

assigned to entry 

points 

As the software reads each record, it compares the ZIP Code with the ZIP ranges 

of your entry points. It starts at the first entry point and works its way down. It 

stops the first time that it finds an entry point where the ZIP Code falls in the ZIP 

range for the entry point. The record is then assigned to that entry point. The 

process starts over again with the next record. 

Entry point nesting 

If you want, you can “nest” local offices within their serving SCF, and SCFs 

within their serving NDC. However, you must follow the same basic sequence of 

local offices, SCFs, ADCs (Periodicals), NDCs, and your origin. Given this rule, 

you may not be able to arrange entry points by truck route or other considerations. 


In the Selected Facilities window, you can save an entire entry plan component. 

The entry plan component includes each entry point, each entry point’s details, 

and the entire entry point sequence. 

To save an entry plan: 

1. Click the Save Entry Plan button. 

2. In the Settings Library window, enter a name and description for your entry 

plan. 



Entry point details 

Entry point ZIP Code 

ranges 

Every USPS facility serves a particular territory. The USPS defines these areas by 

ZIP Code or range of ZIP Codes. The Entry Point Details window automatically 

defines these ZIP Code ranges for you. 

For example, the territory served by the ASF in 

Albuquerque, New Mexico, is defined by the ZIP Code 

ranges to the right. 

This means that if you drop-ship to this ASF, you will 

enter mail only destined within these ZIP Code ranges. 

And, because the USPS does not have to truck the mail to 

another facility, you receive a destination-entry discount. 

For local facilities, however, you must define the ZIP Code range yourself and 

select the checkbox if you are eligible for a DDU discount, consult your DMM, 

postmaster, or USPS account representative for this information. 

Stretch ZIP Code 

ranges 

However, you might want to “stretch” the territory of an entry point. Some 

mailers do this to shorten or simplify truck routes. 

For example, imagine that you are a mailer in Dallas, 

sending a truck to the ASF in Albuquerque. You don’t 

have enough mail destined for Arizona to justify sending 

the truck to the Phoenix ASF. Therefore, you want to 

include the Arizona mail in your Albuquerque entry. 

To do this, you simply edit the ZIP Code ranges in the 

Entry Point Details window for Albuquerque. The 

combined ranges for Arizona and New Mexico are shown 

at right. 

This practice of “stretching” an entry point is perfectly 

legal. However, for Standard Mail, there is a limit on how 

much extra mail you may include. See the 24/50 rule, in 

the following section. 

For Periodicals class and Package Service BPM, there is 

no specific limit on how much extra mail you may 

include. Your incentive for drop-shipping is not based on 

Phoenix 

Albuquerque 

Phoenix ASF 

85000 to 85099 

85200 to 85399 

85500 to 85799 

85900 to 86099 

86300 to 86499 

Albuquerque ASF 

86500 to 86599 

87000 to 87599 

87700 to 88499 

USPS facilities but on zones. You save merely by trucking the mail closer to its 

destination, not necessarily to a particular facility. 

The 24/50 rule for 

Standard Mail 

In Standard Mail jobs, when you claim destination-entry discounts, you must 

comply with the “24/50 rule.” In any 24-hour period, at least 50 percent of the 

total mail (by weight or pieces, whichever is greater) you enter must be destined 

within the service area of the entry facility. In other words, the extra pieces that 

you squeeze into an entry point may not amount to more than half the mail 

entered there. 

! 

Caution: If you “stretch” the ZIP range of an entry point, it is your 

responsibility to verify that you comply with the 24/50 rule. 


Minimum Pieces and 

Pounds 

The USPS requires that for you to receive a destination-entry discount for dropshipping, 

the following minimum pieces or pounds must be met for its mail class. 

Class 

Minimum 

pieces req. 

First 500 0 

Periodicals 0 0 

Standard Mail 200 50 

Package Services Bound Printed Matter 300 0 

Minimum 

pounds req. 

Specify the minimum 

In the Entry Point Details window, you can specify a minimum amount of mail in 

terms of pieces or pounds. The software will cancel the entry point if the actual 

amount of mail is below your threshold. 


Multiple entry point reports 

Each entry point results in a separate legal mailing, with separate documentation. 

Though you set up each type of report only once, for the necessary presort 

reports, the software automatically creates one set of reports for each entry point. 

Use the following reports when drop-shipping. 

Facility Count 

Statistics report 

The Facility Count Statistics report is not a required USPS report. It displays, 

according to your mailing list, your possible drop-shipping destinations and each 

destination’s piece count. This information should assist you in determining your 

entry points and understanding your mailing list. 

The Facility Count Statistics report can help you plan your entry points. To 

produce the report, first you must perform presorting. If the results shown in the 

report cause you to want to choose different entry points, you can re-presort after 

viewing the report. 

To produce the report: 


2. Select Facility Count Statistics, and click Options. 

3. Specify your desired minimum piece count and your page height in lines. 

4. Click OK. 

5. In the Reports window, click Print or Preview. 

Postage Statement 

report 

The software can automatically create a Postage Statement for each entry point. 

To do this: 


2. Select the Postage Statement. 

3. Choose by Entry Point from the type drop-down menu. 

4. Click OK, and click Print. 

Drop Shipment report 

(Form 8125) and 

Confirm® report 

(Form 3152a) 

Form 3152a and Form 8125 are combined in the Report Options window. Select 

this report and click Options to alter the information included on either report. 

Confirm report 

Form 3152a is required if you participate in the USPS Confirm program to track 

your mail pieces. This report will only print (and its options will only be 

available) if you select to participate in this program. 

Drop Shipment report 

Form 8125 is required if you enter mail at several entry points, but pay postage at 

one location. If you generate this report, the software creates one form for each 

mailing. 

When your mail is verified at your origin, Form 8125 should be placed with its 

appropriate mailing for transportation. At the destination-entry office, USPS staff 


will use Form 8125 to verify that the mailing they are receiving is the same as the 

mailing for which you paid. 

This report has areas for which you must provide information, either by entering 

it in the Report Options window or by writing it by hand. The software provides 

the rest of the information automatically. Please note: 

• The software takes the origin plant location and mail product name 

information from the Drop Ship Options window. 

• You may either write in the total gross weight by hand or have the software 

calculate and print it for you; indicate your choice in the Drop Ship Options 

window. If you supply the tare weight of a single container, the software 

calculates the total container weight for the mailing and add the weight of the 

mail itself to calculate the total gross weight. 

Register of Mailings 

report 

The Register of Mailings is required for all drop-shipment jobs verified at your 

origin. The report shows the number of containers, weight, and postage for each 

mailing. The USPS specifies the content of this report, but it is not a facsimile of 

any USPS form. 

Register of Mailings Page 1 

------------------------------------------------------------------------------------ 

Number of Statements: 1 

Sequence Number Range: 0001 to 0001 

Sequence 

Number Entry Post Office Sacks Trays Pallets Copies Weight Postage 

------- ----------------------- ------- ------- ------- ------- ---------- --------- 

0001 La Crosse WI 54601 127 0 4 9991 1998.2000 $2230.843 

------- ------- ------- ------- ---------- --------- 

Subtotals: 127 0 4 9991 1998.2000 $2230.843 

------- ------- ------- ------- ---------- --------- 

Totals: 127 0 4 9991 1998.2000 $2230.84 


Chapter 13: 

Reports 

Chapter 13: Reports 217

Choose printers for reports 

You can choose a default printer for reports for all of your files or choose the 

printer for just the active file. 

Set default printers 

To select a default printer for new .mdf files and any existing files that don’t have 

a default printer assigned, follow these steps: 


2. Click the Default Printers button. 

The Default Printers window shows which printer is selected by default for 

every report and type of label. “Using factory setting” appears if you haven’t 

selected a different printer. 

3. To change a printer, select the label or report from the list and click the 

Change Printer button. 

the software 

Note: If you choose a different printer just before printing reports or labels, 

software doesn’t “remember” to print to that printer the next time you print 

reports. Instead, it will revert to the default printer or the printer you selected 

at Print > Printing Options, Printers tab. 

Set printers for the 

active file 

You can override printer settings for an individual file. Your current file settings 

affect only the opened file, and not any other file that may be connected to the 

same database file. 

The Printers tab (Print > Printing Options) lists the label types and report types 

with the corresponding default printers. The default printer is your system’s 

default printer or the printer you set for all files in Tools > Options > Default 

Printers button. 

You can change the file’s default printer for any individual label or report listed 

here. The printers you set here won’t affect the printers you have set for all of 

your files (Tools > Options), just the printers for the current file. You can change 

back to the default settings with the Defaults All button. 


Choose fonts for reports 

There are two ways to choose fonts for your reports: 

• Set individual fonts for different reports for all of your files. 

• Set fonts for reports for just the file that is open and active. 

You cannot change fonts for the NCOA Link Order Form or address correction 

Summary Information Report. 

Set fonts for all of 

your files 

The Default Printer Fonts window lists reports with each corresponding font type 

and size. You can change a default setting to a new setting of your choice. The 

settings you make here become the settings for new files. To set default fonts, 

choose Tools > Options > Default Fonts button. The software provides a Restore 

All Factory Settings button to restore all settings to the default settings. 

Note: If you change the font for reports, it’s a good idea to preview your 

reports before printing. Then you can ensure that the formatting of the report 

still appears correctly. (For example, if you select a large or proportional font 

such as Times Roman, Postage Statements will not appear as they should.) 

Set fonts for the 

active file 

You can override the default settings and set up fonts for individual files. These 

settings apply to the active file and don’t affect the settings of other files that use 

the same database. The settings remain with the database file even after you have 

closed it. To set fonts for the active file, choose Print > Printing Options, Printer 

Fonts tab. 

The Printer Fonts tab lists reports with the corresponding default font type and 

point size settings. You can change the file’s default printer font for any 

individual report listed here. The settings you make here won’t affect what you 

have set for all files, just the settings for the current file. Change back to your 

default settings with the Restore All Defaults button. 


Format reports 

Change the paper size 

of a report 

Reports are set up to print on certain paper sizes. You can change the paper size 

on which a report prints in two ways: 

• Change the paper size for just one specific file. Any time you print the report 

in that file, it prints on the new paper size. This setting won’t affect the 

settings for that report in your other files, however, unless you specifically 

went into the file and changed it. 

• Change the paper size for a certain report that affects all of your files. Setting 

the paper size this way affects each time you print that report in all of your 

files. 

Choose a different 

orientation for your 

report 

Reports are set to print using the portrait orientation. Portrait orientation is when 

the top of the report is the short edge of the paper. 

You can change the paper orientation from portrait to landscape. Landscape is 

when the top of the page is the long edge of the paper. 

You have two options for changing the paper orientation for a report: 

• Change the paper orientation for the report you are printing in one specific 

file. This setting affects only that particular report in one file. To change the 

paper orientation for the current file, choose Print > Printing Options, 

Printers tab, Change Printers button. 

• Change the paper orientation for the report you are printing in all of your 

files. That way, the report prints using the chosen paper orientation in any file 

from which you print. To change the paper orientation for all of your files, 

choose Tools > Options > Default Printers button > Change Printers button. 

Adjust the margins on 

your report 

You can adjust the margins on any selected report in the Report Options window. 

The Report Options window provides for setting the page width and height in 

number of characters and lines. You can also change the left, right, top, and 

bottom margins of your report. To adjust the margins on a report, choose Print > 

Reports. Select report to print and click Options. 

Read about all of the selections in the Report Options window in the online help. 

Simply open the Report options window and use the question mark icon to obtain 

information on any option in the window. 


Batch print 

To save time, you can select multiple reports to print all at once. You will find this 

especially useful if you need to be away from your computer while the reports are 

printing. To select batch printing, choose Print > Reports, enable batch printing 

for the desired reports, then click Batch Print. 

You can select any combination of reports in a batch. For example, you may want 

to print all the merge/purge reports in a batch; or maybe you want to print only 

one merge/purge report in combination with an address-correction report. The 

choice is yours. 

Sample batch 

3553 CASS Form 

Merge/Purge Summary 

Merge/Purge Dupe List 

File Information 

Note: All reports in a batch printing must be set to print on the same printer. 

Default number of 

reports to print 

When you print an individual report, you can specify the number of copies to 

print. You can also set a default number of copies to print of each presort report 

and the 3553 CASS Form. The default value is applied when you print that report 

during batch printing and single-report printing. 

Set the default number of 

copies for the 3553 Form 


2. Click the 3553 CASS Form Options button. 

3. Enter the number of copies of this report that you typically need to print. 

4. Click OK to close the window. 

Set the default number of 

copies for presort reports 


2. In the Presorting section, click the Default Report Options button. 

3. For each report, enter the number of copies of this report that you typically 

need to print. Go to each separate tab to enter the default number of copies 

for each report. 



Access report files 

You can view reports by choosing Print > Reports, selecting the report, and 

clicking Preview, or by opening the report files using a text editor such as 

Notepad. 

Report files use the root name of your .mdf file and a unique extension. 

Each time you generate report files, old report files are overwritten. If you want to 

save the report files, you must rename them or move them to a different location 

Address correction reports Extension Location 

3553 CASS Form .cas Same directory as your .mdf 

Duplicate detection reports Extension Location 

Merge/Purge Summary .mps Same directory as your .mdf 

Merge/Purge Dupe List .mpl Same directory as your .mdf 

Presort reports Extension Location 

Bundle Charge report .bcr Output directory 

Consolidated Postage Statement .cps Output directory 

Container Charge report .ccr Output directory 

Drop Ship report .dsd Output directory 

Facility Count Statistics report .zpc Output directory 

Intelligent Mail Serial Number History 

report 

.rpz 

Same directory as your .mdf 

Job Summary .pjs Output directory 

Mail Sort Listing .msl Output directory 

Postage Statement .mst Output directory 

USPS Qualification .pqr Output directory 

ZIP Code Listing .zcl Output directory 

Mover ID reports Extension Location 

NCOA Link PAF Information report .ncp Data directory 

Customer Service Log .rpt Same directory as Mover ID 

Monthly Stats File (.dat) 

NCOA Link Summary .nco Data directory 


Miscellaneous reports Extension Location 

Tech Support Information .rpz Same directory as your .mdf 

Extended Services reports Extension Location 

3553 CASS Form .cas \ServiceReports\LortonData\ 

\ServiceReports\PeachtreeData\ 

\ServiceReports\Authenticom\ 

DSF 2 Delivery Sequence Invoice .dsf \ServiceReports\PeachtreeData\ 

Email Append Summary .ear \ServiceReports\Authenticom\ 

Extended Services History .rpz Same directory as your .mdf 

National Deliverability Index .ndi \ServiceReports\LortonData\ 



NCOA Link Match .mvs \ServiceReports\LortonData\ 

NCOA Link Processing Summary .msr \ServiceReports\LortonData\ 



Phone Append Summary .par \ServiceReports\Authenticom\ 

Statistics .rpt \ServiceReports\LortonData\ 



Suppression Summary .sup \ServiceReports\LortonData\ 

ZIP+4 Processing Summary .ajs \ServiceReports\LortonData\ 




General reports 

To access these reports, choose Print > Reports. 

File Information 

report 

The File Information report shows the following information: 

• The .mdf file name and location 

• The .dbf file name and location 

• The description and notes that you entered (File > Properties > Document) 

Tech Support 

Information report 

This report shows information about your software and system. 

• The version and date of your software 

• The name and location of the .mdf file and .dbf file you’re working with 

• Today’s date and time 

• The amount of memory and disk space on your computer 

• The layout of your database (the field names and further details) 

• Form and template information 

• The selected printers and fonts 

Label Design File 

Information report 

The Label Design File Information report shows information about the design 

files you used for labels and the location of the default design file directory. 


Order Form 

If you export your data in the NCOA Link output format, then the NCOA Link 

Processing Order Form must accompany your file when you send it for 

NCOA Link processing. This form includes customer and shipping information, 

file name and type, output options, and USPS-required information 

During the export process, the software displays the NCOALink Order Form 

Information window, where you enter information that will be printed on this 

form. You can print the form at that time or choose to print it later (Print > 

Reports). 

Complete the NCOALink Order Form Information window completely to 

provide your NCOA Link processor with all the information they need to complete 

your order. After printing the form, you must complete several sections of the 

form by hand, including the billing information and authorization. 

The NCOA Link Processing Order Form can be selected for printing or previewing 

only if you have already exported your data in the NCOA Link output format. 


Address-correction reports 

You can produce two address-correction reports: the CASS report and the 

Summary Information report. For more information about Mover ID reports, see 

“Move-update” on page 119. 

USPS Form 3553 

(CASS report) 

The software’s address standardization engine (ACE) is certified by the USPS 

and meets the Coding Accuracy Support System (CASS) standards for accuracy 

of postal coding and address correction. As a result, the software can produce a 

facsimile of USPS Form 3553, the CASS Summary report. You will need a 3553 

form to qualify mailings for postage discounts. 

In accordance with CASS rules, the software cannot produce the CASS 3553 

Form if you performed address correction with suggestion lists enabled or with 

DPV and LACS Link disabled. 

For more information about CASS, call the USPS National Customer Support 

Center (NCSC), CASS department, at 1-800-642-2914. 

Note: If you received error codes E504 or E600, contact your local Address 

Management System Office. Your local Post Office should have contact 

information, or you can find it on the web at: 

http://www.usps.com/mcsc/lookups/ams_office_locator.html 

You can also find information about CASS in the USPS Domestic Mail Manual 

(DMM). 

Generate USPS Form 

3553 

After assigning addresses for a group of records, the software prompts you to 

print the CASS report (USPS Form 3553). You are required to present the CASS 

report to your post office when you submit automation-compatible mailings. 

Print the CASS report with 

smooth lines 

If you use a printer and font that supports the extended ASCII character set, you 

can print a more “attractive” CASS report with smooth lines. To select the 

extended ASCII character set, select Print > Reports, choose 3553 CASS Report, 

click Options, and choose to use the extended ASCII character set. 

----- | 

| 

| 

If you do not select the Extended 

ASCII Characters option, your report 

will have dashes and pipe symbols for 

the line borders. 

If you select the Extended ASCII Characters 

option, your report will have smooth line 

borders. 

If you get a CASS report that has odd characters used for the lines and boxes, the 

font you chose may not be supported by the extended ASCII character set. 

Consult your printer driver documentation to see what you can do. 


Sample CASS report 

------------------------------------------------------------------------------ 

| CODING ACCURACY SUPPORT SYSTEM SUMMARY REPORT | 

| CASS PS FORM 3553 | 

|----------------------------------------------------------------------------| 

| | A1. CASS | 

| |------------------------------------------------------------------------| 

| | CASS Certified Company Name Configuration | 

| | Business Objects Americas STD | 

| | CASS Certified Software Name & Version | 

| | ACE 8.00.01.M | 

| | Z4Change Certified Company Name Configuration | 

| | N/A | 

| | Z4Change Software Name & Version | 

| S | | 

| O | eLOT Certified Company Name Configuration | 

| F | Business Objects Americas STD | 

| T | eLOT Software Name & Version | 

| W | ACE 8.00.01.M | 

| A |------------------------------------------------------------------------| 

| R | A2. MASS | 

| E |------------------------------------------------------------------------| 

| | MASS Certified Company Name | 

| | | 

| | MASS Certified Software Name & Version | 

| | | 

| | Configuration MLOCR Serial Number | 

| | | 

|---|------------------------------------------------------------------------| 

| | B1. LIST PROCESSOR | B2. DATE LIST PROCESSED | B3. DATE OF DATABASE | 

| | | | | 

| | The List Processor | MASTER FILE: 03-Apr-2009| ZIP+4 FILE: 02/2009 | 

| L | | Z4CHANGE: | Z4CHANGE: | 

| I | | DIRECTDPV: | DIRECTDPV: | 

| S | | eLOT: | eLOT: | 

| T | | CRIS: | CRIS: | 

| |-----------------------|-------------------------|----------------------| 

| | B4. ADDRESS LIST NAME | B5. NUMBER OF LISTS | B6. TOTAL ADDRESSES | 

| | Sample | 1 | 622 | 

|---|------------------------------------------------------------------------| 

| | | | VALIDATION PERIOD | 

| O | CASS OUTPUT RATING | TOTAL CODED | FROM TO | 

| U |-------------------------------|-------------|--------------------------| 

| T | C1. RECORDS ZIP4/DPV Confirmed| 554 | 04/03/2009 | 09/30/2009 | 

| P | C2. RECORDS Z4CHANGE PROCESSED| 0 | XXXXXXXXXX | XXXXXXXXXX | 

| U | C3. RECORDS DIRECTDPV | 0 | | | 

| T | C4. RECORDS 5-DIGIT CODED | 621 | 04/03/2009 | 04/03/2010 | 

| | C5. RECORDS CR RT CODED | 0 | | | 

| | C6. RECORDS eLOT ASSIGNED | 0 | | | 

|---|------------------------------------------------------------------------| 

| | D1. SIGNATURE OF MAILER | D2. DATE SIGNED | 

| | | | 

| M | | | 

| A | ----------------------------------| | 

| I | I certify that the mailing |------------------------------------| 

| L | submitted with this form has been | D3. NAME & ADDRESS OF MAILER | 

| E | ZIP+4 coded (as indicated above) | The Mailer | 

| R | using CASS certified software | 123 Mailers St | 

| | meeting all requirements of | Mailers City, XX 12345-6789 | 

| | Domestic Mail Manual 708. | | 

|---|------------------------------------------------------------------------| 

| | For Informational Purposes Only: QSS is solely made available for the | 

| | list processor's review and analysis. This information is not to be | 

| | considered by the Postal Service personnel in determining rate | 

| Q | eligibility under any circumstances. | 

| S |------------------------------------------------------------------------| 

| S | High Rise | High Rise | Rural Route | Rural Route | LACSLink | 

| | Default | Exact | Default | Exact | | 

| |--------------|--------------|--------------|-------------|-------------| 

| | 35 | 0 | 0 | 0 | 0 | 

| |--------------|--------------|------------------------------------------| 

| | EWS | SuiteLink | | 

| | | | | 

| |--------------|--------------| | 

| | 0 | 0 | | 

------------------------------------------------------------------------------ 

Business Objects Americas (54601-4010) Form 3553, September 2008 


Notes on the report 

You enter the name of the list processor and the name and address of the mailer. 

Then the software automatically prints it on the report. 

The software produces these statistics automatically: 

• The date the list was processed. This is the date you performed address 

correction, based on your computer’s internal clock. 

• The date of ZIP+4 File. This is from a timestamp inside your ZIP+4 

directory. It’s the date that the directory file was produced. It is not the file 

timestamp provided by the operating system. 

• The number and percentages of records coded. 

Sign and date the report before submitting it to the post office. 


Address Assignment 

Summary Information 

report 

The Address Assignment Summary Information report is created after address 

correction is performed. It summarizes address correction settings and results, 

and is not required by the USPS. 

Text file 

After you perform address correction, an Address Assignment Summary 

Information report is generated and saved in a .sum file. The name of the file 

matches the name of your .mdf file (for example, mailing.mdf and 

mailing.sum). Likewise, the .sum file is stored in the same location as your .mdf 

file. 

For best results, print with software that supports page breaks, such as Wordpad 

or Word. Before you print the .sum file, adjust your margins and font size as 

needed to fit the report correctly on the page. Half-inch margins should work for 

most software and most printers. 

Sample 

The following sample shows page one of the report. 

Address Assignment Summary Information Input Information Page 1 

Input - General Information 

---------------------------- 

File: 

C:\Postalsoft\Data\mail.mdf 

Start date time: Wednesday, October 07, 2009 at 11:12:31 

End date time: Wednesday, October 07, 2009 at 11:12:36 

Postalsoft ACE Version: ACE 8.00.01.M 

Total records in file: 5000 

Deleted records: 0 

Processed records: 5000 

Current index: 

ZIP 

List processor: 

Mailer: 

The List Processor 

The Mailer 

123 Mailers St 

Mailers City, XX 12345-6789 

File Locations 

---------------------------- 

ZIP+4 directory: D:\dirs\Zip4us.dir (09/2009) 

ZIP+4 #2 directory: 

City directory: 

C:\Postalsoft\NatlDirs\City10.dir 

ZCF directory: 

C:\Postalsoft\NatlDirs\zcf10.dir 

Reverse ZIP+4 directory: C:\Postalsoft\NatlDirs\Revzip4.dir 

eLOT directory: 

C:\Postalsoft\NatlDirs\Diversified\eLOT.dir 

DPV directories path: 

C:\Postalsoft\DPV 

LACSLink directories path: C:\Postalsoft\LACSLink 

SuiteLink directories path: 

Address line directory: C:\Postalsoft\System\AddrLn.Dct 

Last line directory: 

C:\Postalsoft\System\LastLn.Dct 

Capitalization directory: C:\Postalsoft\System\Pwcas.Dct 

Firm line directory: 

C:\Postalsoft\System\FirmLn.Dct 

General Input Options 

------------------------------------------- 

Suggest changes for records not found: No Perform NCOALink processing: No 

Assign GeoCensus codes: No Perform DPV processing: No 

Capitalize fields: Address fields Perform LACSLink processing: No 

Capitalization style: Upper Perform SuiteLink processing: No 

Address Standardization Options 

------------------------------------------- 

Standardize street address: Yes Dual address option: Position 

Standardize unassigned address: No Directional style: Short 

Combine secondary address: Yes Unit designator style: USPS 

Use USPS pref. alias addresses: Yes Suffix style: Short 

Use USPS street abbreviation: No Append PMB: No 

Retain extra address data: 

No 

Last Line Standardization Options 

------------------------------------------- 

Standardize last line: Yes Update county: Yes 

Update city/state: Yes Use USPS city abbreviation: No 

Assign city by LL index: Yes Update carrier route: Yes 

Convert place names: Yes Clear unfound postal fields: Yes 

Update ZIP+4: 

Yes 


Merge/Purge reports 

You can produce two reports related to the duplicate detection process: the 

Merge/Purge Summary and the Merge/Purge Dupe List. 

Merge/Purge 

Summary 

The Merge/Purge Summary lists everything about how you set up the merge/ 

purge job and a brief summary of the results. The report shows: 

• Files processed 

• Prequalifier used 

• Rulebook used 

• Input file posting 

• Output file posting 

• Reports generated 

• Interactive record comparison (by you) 

• Number of duplicates processed 

Merge/Purge Summary Report (Page 1) 

RoseMkt Oct 30 2005 02:44:00PM 

Outline Of Choices For [path]RoseMkt.mdf 

Suppression List Input Files 

None 

Normal Input Files 

[path]RoseMkt.mdf 

All 503 non-deleted records 

Priority 1 

Output File 

None 

Record Comparison Index File Prequalification 

Only compare records with identical 5-digit ZIP 

Rulebook For Record Comparison 

[path]Individ Medium.mpr 

Targets Individual person, Medium threshold. 

4 Field rules 

1. ZIP (first 5 digits) 

99 Maximum no-dupe score 

101 Minimum dupe score 

20 Percent of overall weighted score 

0 Score given if blank in one record 

80 Maximum overall weighted non-dupe score 

85 Minimum overall weighted dupe score 

Input File Posting 

Delete all but highest priority dupe in every dupe group 

Do not post dupe group numbers 

Output File Posting 

None 

Reports 

Generate Summary Report 

Generate Dupe List Report 

Interactive Options 

Display undecided comparison pairs for manual decision 

Display summary of dupes found with manual override option 

Summary of Results 

8 Total Dupes Found 

0 Undecided verdicts upgraded to be Dupes 

4 Dupe groups 

2 Dupes in largest Dupe group 

125,184 Record comparisons performed 

4 Records Deleted 

4 Deleted in input file [path]RoseMkt.mdf 

The merge/purge operation completed successfully. 


Merge/Purge Dupe 

List 

The Merge/Purge Dupe List shows each duplicate record and the file(s) that were 

searched. 

Merge/Purge Dupe List Report (Page 1) 

RoseMkt Nov 29 2005 02:44:00PM 

Normal input file #1 = [path]RoseMkt.mdf 

Dupe File Rec. Field/ Rule 1 Rule 2 Rule 3 Rule 4 

Group No. No. Score Zip5 Address 1 Last First 

----- ---- ---- ------ ------ ----------------------- ----------- -------- 

1 1 187 n/a 54601 1705 9TH ST S Franklin Patricia 

1 1 188 Wt= 87 54601 1705 9TH ST S Franklin Paulette 

2 1 2 n/a 54601 2233 HOESCHLER DR # B Frank Maria 

2 1 501 Wt= 93 54601 2233 HOESCHLER DR Frank Marie 

3 1 494 n/a 54601 2915 WARD AVE Heiderman Robin 

3 1 502 Wt= 92 54601 2915 WARD AVE Heiderman Rob P. 

4 1 412 n/a 54601 4625 MORMON COULEE RD Frank Jo 

4 1 430 Wt= 86 54601 4625 MORMON COULEE RD Frank Lora 


Move-update report 

For more information about Mover ID reports, see “Move-update” on page 119. 

NCOALink Order Form 

You can print an NCOALink Processing Order Form, which must accompany 

your exported data when you send it for NCOALink processing. 

When you print the NCOALink Order Form, a checklist is included. This 

checklist helps you keep track of everything you must do when sending data for 

NCOALink processing. 

You can print this report when you export your data for NCOALink processing or 

later. 


Presort reports 

PAVE certification 

The software has USPS PAVE (Presort Accuracy Verification and Evaluation) 

certification. PAVE certification means that the USPS has approved the format 

and details in the presort reports. This gives you an extra assurance that your 

reports will be accepted at the post office. 

Required reports 

The software generates all reports that you’ll need to submit to the USPS with a 

mailing. The software also provides reports for your own management, for 

clients, or for giving to other bureaus or vendors. 

The table below shows you the presort reports that the software generates. You 

are required to submit some of these reports with each mailing; other reports are 

not required, but we recommend that you produce them to help you with each 

mailing. 

Reports 

Required: 

Recommended: 

Postage Statement. 

Consolidated Postage Statement 3602-C for STD Mail only. 

Confirm report, required only when participating in USPS Confirm 

program. See “Confirm report (USPS form 3152a)” on page 190. 

USPS Qualification Report. 

ZIP Code Listing (in USPS format), required only with Periodicals 

mailings and PSVC BPM mailings (add-on option). 

Mixed-Zone Listing, required only for palletized PSVC BPM mailings. 

Drop Shipment report, required only when drop-shipping to multiple 

entry points. 

Register of Mailings, required only when drop-shipping to multiple 

entry points. 

Bundle Charge report. 

Container Charge report. 

Job Summary. 

Mail Sort Listing (in Container or Package format). 

Automatic reports for 

each mailing 

Most presorting jobs result in more than one mailing. To the USPS, each mailing 

is a separate deposit, and each must be separately documented and paid. If there is 

enough mail to qualify, you will have one mailing per scheme. 

The software produces only one of the following reports, no matter how many 

mailings your presort produces: Job Summary and ZIP Code Listing summary 

report. 


Layout of presort 

report headers 

The information pointed out below is repeated at the top of every report page. Of 

course, this does not apply to the Postage Statement, whose format is dictated by 

the USPS. 

ZIP Code Listing [b05] [OPT] Page 1 

Postalsoft Version xxxx 

MegaMail 

30-Apr-05 03:04:01pm 

---------------------------------------------------------------------------------------------------------- 

Entry Point: (1) The Post Office, Mailing City, XX 12345-6789 Mailing Information 

Presort: (4) 1C/STD_A, Regular Letters REG 5-Digit Format 

 

 

 

Report name. 

Page number. 

Software name and version number. You can suppress this information if 

you don’t want it to appear on reports. 

Optional header lines. You can enter up to three header lines for information 

such as client name, address, phone number, or the project name. You can 

also leave the header blank if you want. There are shortcuts you can use to 

enter some commonly needed information in your header. They include 

$job (generates the job name), $date (generates the date when the report file 

is created), and $time (generates the time when the report file is created). 

 

 

Mailing identification information: entry point and presort scheme. A 

mailing identification section appears before each scheme section. 

The report type, style, and portion. 

Smooth report lines 

If you use a printer and font that supports the extended ASCII character set, you 

can print postage statements with smooth report lines. This allows you to create 

more professional looking USPS facsimile forms. 

Check your printer manual to see if your printer supports extended ASCII. 

When the new Use 

Enhanced Line Drawing 

option is not selected, 

postage statement lines 

are drawn with dashes, 

pipes, and other characters. 

When the Use Enhanced 

Line Drawing option is 

selected, lines are drawn 

smoothly. 

By default, the Use Enhanced Line Drawing option is turned on, so your postage 

statements are printed with smooth lines. To access the option, choose Print > 

Reports, choose the desired postage statement, and then click the Options button. 

You can also choose Tools > Options and then click the Default Reporting 

Options in the Presort section to set values that will then be applied to all new 

files. 


Job Summary 

The Job Summary shows how the job was set up, including the number of pieces 

that qualified for each scheme and the total postage. Based on the information in 

this report, you may decide to try different schemes or to exclude certain pieces 

from the mailing. 

We suggest you print and examine the Job Summary after running each presort, 

before printing labels. If there’s something you’ll want to change, it’s better to 

discover it before printing other reports and wasting time and money printing 

labels. 

The first page of a sample Job Summary appears on the next page. Additional 

pages of the report include the following information, which is not included in the 

sample report on the next page: 

• Information about the postal directories, including the date, file name, and 

location 

• Statistical information about the records in your file. For example, you can 

see how many records are eligible for the mailing. 

• Information about the mail piece, entry point, and scheme options you 

selected 

• Statistical information per scheme: mail weight; number of mail pieces, 

packages, sacks, and trays; and postage 

• Total postage for the whole mailing 

• Number of remaining pieces (pieces that didn’t make it into the mailing 

because there were no qualifying entry points or schemes or because the 

pieces failed ZIP verification) 

• Warnings, if any, about your job setup and potential mailings that were 

canceled or didn’t qualify for a particular sort level. To suppress warnings 

from the Job Summary, choose Print > Reports, select the Job Summary, 

click Options, and select Suppress Warnings. 

• Postage savings. The software calculates postage savings differently 

depending on the type of mail. For First Class mailings, the software 

calculates postage savings by subtracting actual postage from the singlepiece 

rate. For Standard mailings, the software determines savings by 

comparing the actual postage with the postage that you would pay if the basic 

rate was applied to all pieces. The Job Summary does not show postage 

savings for Periodicals mailings. 


JOB SUMMARY [B02] [OPT] PAGE 1 

------------------------------------------------------------------------------- 

GENERAL INFORMATION ----------------------------------------------------------- 

JOB FILE: 

MAIL-R-US 

JOB DESCRIPTION: 

FALL CATALOG 

JOB OWNER: 

FALSTON PUBLISHERS 

MAIL CLASS: 

STD_A 

+ ARE THERE MULTIPLE VERSIONS: NO 

+ ARE THERE MULTIPLE ENTRY PNTS: NO 

+ IS THIS A SEGMENTED JOB: NO 

WARN BEFORE FILE OVERWRITE: 

NO 

WORK FILE DIRECTORY: 

[path] 

PRESORT START DATE & TIME: 

PRESORT STOP DATE & TIME: 

04/30/2005 04:30:05PM 

04/30/2005 04:30:13PM 

GENERAL OUTPUT ---------------------------------------------------------------- 

PALLET NO.: 

ABS 

STARTING PALLET NO: 1 

CONTAINER NO.: 

ABS 

STARTING CONTAINER NO: 1 

PKG NO.: 

ABS 

STARTING PACKAGE NO: 1 

LABEL NO.: 

ABS 

+ MFST SERIAL NUMBERING: ABS 

MAILING SEQUENCE NO. PREFIX: 

MAILING SEQUENCE NO. START: 0 

MAILING INFORMATION------------------------------------------------------------ 

POSTAGE PAYMENT METHOD: 

PERMIT 

PER SUBSCRIBER OPTION: 

ASSUME ALL 

PER AUTHORIZED AS A NEWSPAPER: 

NO 

CAPS/CTAS CUST. REF. ID: 

PERMIT HOLDER NAME: 

FALSTON PUBLISHERS 

PERMIT HOLDER ADDRESS LINE 1: 

1492 LA CROSSE ST 

PERMIT HOLDER ADDRESS LINE 2: LA CROSSE WI 54601 

PERMIT HOLDER ADDRESS LINE 3: 

PERMIT HOLDER TELEPHONE NO.: (999) 555-1234 

PERMIT HOLDER NONPROFIT: 

NO 

MAIL OWNER NAME: 

MAIL OWNER ADDRESS LINE 1: 



MAIL OWNER NONPROFIT: 

IGNORE 

MAILING AGENT NAME: 

MAILING AGENT ADDRESS LINE 1: 




Mail Sort Listing 

You should produce the Mail Sort Listing for each mailing. It’s helpful in the mail 

room and at the post office because it shows how the software places mail pieces 

in packages and containers. 

The Mail Sort Listing is available in container, package, and extended format: 

• Container format shows one line of data per container (tray or sack). 

• Package format shows one line of data per package. Weight and volume 

data are not shown. 

• Extended format shows one line of data per package; includes weight and 

volume data. 

All of the formats show totals per mailing at the end of the report. Four sets of 

abbreviations appear on the Mail Sort Listing: 

Rate levels CAR Carrier-route rate 

PS Regular presort rate; in barcode mailing, 3-digit barcode rate; in a numeric ZIP+4 mailing, the 3/5 

rate 

PS5 Barcode 5-digit presort rate 

BAS Basic rate 

Sort levels 3DG 3-digit FRM Firm 

3DGS 3-digit scheme MAAD Mixed AADC 

3DGU 3-digit unique MADC Mixed ADC 

5DG 5-digit MXD Mixed 

5DGS 5-digit scheme NDC Network Distribution Center 

AADC Automated Area Distribution Center NPS Nonpresort (First Class only) 

ADC Area Distribution Center QFY Qualified 

ASF Auxiliary Service Facility RES Residual 

CR3 Carrier-route 3-digit SCF Sectional Center Facility 

CR5 Carrier-route 5-digit UNQ Unqualified 

CRD Carrier-route direct 

Delivery Cxxx Carrier-route number 

routes 

Rxxx Rural-route number 

Hxxx Highway-contract number 

Gxxx General delivery 

Bxxx Post-office-box section 

Tray size 1 One-foot full tray 

1-O One-foot overflow tray 

1-U One-foot under-filled tray 

2 Two-foot full tray 

2-O Two-foot overflow tray 

2-U Two foot under-filled tray 


Page one of the Mail Sort Listing, in package format, is shown below. 

Mail Sort Listing [OPT] Page 1 

Postalsoft [version][date]: project1 

----------------------------------------------------------------------------- 

Entry Point: (1) LA CROSSE WI, LA CROSSE, WI 54601-3346 Package Format 

Presort: (1) 1C, Automation Letters ATM (DMM 235.6) 

Tray Preparation Legend: 

P = Packaging (banding) required 

S = Separator cards required 

L = Loose (no separator cards or packaging required) 

Tray 

Pallet Prep Lvl Destination Tray Size Pkgs Copies Notes Pkg Dest Copies 

------ ---- --- ----------- ---- ---- ----- ------ ----------------------- 

L PS5 5DG 46750 1 2 1 533 5DG 46750.....533 

P PS5 5DG 46750 2 2-O 3 514 5DG 46750.....172 

5DG 46750.....173 

5DG 46750.....169 

P PS5 5DG 46783 3 1-U 1 187 5DG 46783.....187 

L PS5 5DG 46952 4 2 1 533 5DG 46952.....533 

P PS5 5DG 46952 5 1-O 1 35 5DG 46952......35 

L PS5 5DG 46953 6 2 1 533 5DG 46953.....533 

P PS5 5DG 46953 7 1-O 2 262 5DG 46953.....131 

5DG 46953.....131 

P PS5 5DG 46962 8 1-U 2 304 5DG 46962.....152 

5DG 46962.....152 

L PS5 5DG 46992 9 2 1 533 5DG 46992.....533 

P PS5 5DG 46992 10 1-O 1 140 5DG 46992.....140 

P PS3 3DG 467 11 1-U 2 317 3DG 467.......159 

3DG 467.......158 

L PS3 3DG 469 12 2 1 533 3DG 469.......533 

P PS3 3DG 469 13 1-O 2 232 3DG 469.......116 

3DG 469.......116 

P BAS MAAD 546 14 1-U 2 319 MAAD 546......160 

MAAD 546......159 

------ ----- ------ 

Mailing Totals: 14 21 4975 

------ ----- ------ 

Running Totals: 14 21 4975 

USPS Qualification 

Report 

You must submit the USPS Qualification Report to the USPS with all mailings. 

The report contains the following: 

• Container type and level 

• Number of pieces in each container by 3-digit ZIP 

• Number of pieces per sort level 

This report shows all containers. For large volume jobs, this report can be very 

long. 

The Qualification Report follows USPS guidelines, although it doesn’t have the 

formal look of a Postage Statement. Acceptance clerks will use this report to 

ensure that your mailing was sorted correctly. 


USPS Qualification Report Page 1 

Mailer Name: The Mailer Mail Id: 0001 Date: 

Postalsoft [version][date]: Sample 

----------------------------------------------------------------------------------------------- 

Entry Point: (1) LA CROSSE WI, LA CROSSE, WI 54601-3346 

Presort: (1) 1C, Automation Letters ATM (DMM 235.6) 

Tray Tray Tray Pc/Ver Running 

Tray # Size Level Zip Group Dest ID CB 5B 3B AB MB PRESORT SP Totals 

------- ---- ----- ----- ---------- ------- ----- ----- ----- ----- ----- ------- ----- ------- 

1 2 5DG 54601 All 399 399 

2 1 5DG 54601 All 175 574 

3 1-U MAAD 546 A530 All 3 577 

----- ----- ----- ----- ----- ------- ----- 

Mailing Total 0 574 0 0 3 0 0 

Mailing Rate Summary 

Pieces 

---------------------------------------- ----------- 

Automation 5 Digit Barcode (5B) 574 

Auto Mixed Area Distribution Center (MB) 3 

Total Automation 577 

The columns on the report are titled according to USPS regulations. The titles that 

appear depend on the type of job. 

Abbreviation Description 

Ver ID Mail piece 

HD 

High density 

WS 

Walk sequence 

CR 

Regular carrier route 

CB 

Carrier-route barcoded 

5B 

5-digit barcoded 

3/5B 3/5-digit barcoded 

BB 

Basic barcoded 

3/5 3/5-digit 

BS 

Basic 

The Sack Level or Tray Level column displays abbreviations shown in this table. 

Abbreviation 

3DG 

3DGS 

5DG 

5DGS 

AADC 

ADC 

CR3 

CR5 

CRD 

Description 

3-digit 

3-digit scheme 

5-digit 

5-digit scheme 

Automated Area Distribution Center 

Area Distribution Center 

3-digit carrier route 

5-digit carrier route 

Direct carrier route 


Abbreviation 

MAAD 

MADC 

NDC 

NPS 

SCF 

3DGU 

OMX 

Description 

Mixed AADC 

Mixed ADC 

Network Distribution Center 

Qualified nonpresort 

Sectional Center Facility 

Unique 3DG City 

Sack level for origin mixed ADC 

ZIP Code Listing 

The ZIP Code Listing shows your mail’s destination. 

You can produce the ZIP Code Listing in a 3-digit ZIP, 5-digit ZIP, 5-digit ZIP 

carrier route, or USPS format. You must submit the ZIP Code Listing in USPS 

format with all of your Periodicals mailings and PSVC BPM (add-on option) 

mailings. 

You must presort first in order to produce this report. For each mailing, the report 

shows the number of pieces (but not weight) for each ZIP Code, broken down by 

rate level. 

The following styles are available for the ZIP Code Listing: 

• 5-Digit Carrier Route style shows one line of data per carrier route. 

• 5-Digit style shows one line of data per 5-digit ZIP Code. 

• 3-Digit style shows one line of data per 3-digit ZIP Code. 

• USPS style is required by USPS for Periodicals mailings. 

The first page of the ZIP Code Listing (5-digit style) is shown below. 

ZIP Code Listing [MFL] [OPT] Page 1 


----------------------------------------------------------------------------------------------------------------- 


Mailing Information 

Presort: (2) STD, Automation Letters ATM (DMM 245.7) 5-Digit Format 

Presort Portion 

Version Cart Cart Barcode Barcode 

Destination ID Reg Auto 5-Digit 3-Digit AADC MAAD 3/5 Basic Total 

----------- ------- -------- -------- -------- -------- -------- -------- -------- -------- -------- 

53012 1 0 0 0 0 0 1 0 0 1 

53143 1 0 0 0 0 0 1 0 0 1 

53221 1 0 0 0 0 0 1 0 0 1 

54601 1 0 0 574 0 0 0 0 0 574 

-------- -------- -------- -------- -------- -------- -------- -------- -------- 

Mailing Totals: 0 0 574 0 0 3 0 0 577 

-------- -------- -------- -------- -------- -------- -------- -------- -------- 

Running Totals: 0 0 574 0 0 3 0 0 577 

Mixed-Zone Listing 

The USPS requires you to submit a Mixed-Zone Listing with any palletized 

Package Services Bound Printed Matter mailing. 

Both a Detail and Summary version of this report are available. The Summary 

version is located at the end of the Detail version. Both versions list the number of 

pieces going to each postal zone. The Detail version breaks down each pallet by 

3-digit ZIP Code; the Summary version contains just one line per pallet. 


Pallet Mixed-Zone Listing [OPT] Page 1 


----------------------------------------------------------------------------------------------------------------- 


Detail Information 

Presort: (1) PSVC, BPM Packages on Pallets BAR (DMM 705.8) 

Mailer: The Mailer 

Mailing Date: 

123 Owner St. Mailpiece Name: The Mail Piece 

Hercity, XX 12345-6789 Permit Number: 123456 

Pallet Pallet Zone 

Number Destination Zones Destination 1 & 2 3 4 5 6 7 8 

------ ----------- ------ ------------ ------- ------- ------- ------- ------- ------- ------- 

1 3DG 469 4 5DGS 46901 0 0 22 0 0 0 0 

5DGS 46952 0 0 1363 0 0 0 0 

5DG 46911 0 0 11 0 0 0 0 

5DG 46919 0 0 20 0 0 0 0 

5DG 46928 0 0 102 0 0 0 0 

5DG 46933 0 0 99 0 0 0 0 

5DG 46938 0 0 82 0 0 0 0 

5DG 46940 0 0 130 0 0 0 0 

5DG 46941 0 0 40 0 0 0 0 

5DG 46962 0 0 304 0 0 0 0 

5DG 46970 0 0 18 0 0 0 0 

Report condensed for illustration purposes 

------- ------- ------- ------- ------- ------- ------- 

Pallet Totals: 0 0 3105 0 0 0 0 

------- ------- ------- ------- ------- ------- ------- 

Mailing Totals: 0 0 3105 0 0 0 0 

Bundle and Container 

reports 

The USPS requires you to present documentation showing the number of 

packages and containers of each edition of an issue. The Bundle Charge report 

and Container Charge report meet this requirement. 

Note: The terms “bundle” and “package” are interchangeable. The USPS 

uses “bundle.” 

Sample Container Charge 

report 

USPS Container Report Page 12 

------------------------------------------------------------------------------------------------------ 

Entry Point: (1) 08040000 STILLWATER OK, STILLWATER, OK 74075-1660 

Presort: 

(1) PER, Packages on Pallets CAR/ATM/REG 

Cont 

Pallet Lvl Zone Entry Chrg Destination N/A N/A Pkgs Copies Pieces Volume Weight 

------- --- ---- ------ ---- ----------- ------ ---- ------- ------- ------- ----------- -------------- 

751 PS3 5 DADC C ADC 740 111 2254 2254 29.584 1374.940000 

752 PS3 M Origin C ADC 750 192 2392 2392 31.395 1459.120000 

753 PS3 M Origin C ADC 760 147 1723 1723 22.614 1051.030000 

report condensed for illustration purposes 

------- ------- ------- ----------- -------------- 

Mailing Totals: 95277 1528576 1528576 20062.560 932431.360000 


Sample Bundle Charge 

report 

USPS Bundle Report Page 1 

-------------------------------------------------------------------------------------------------------------- 

Entry Point: (1) LEP 999, LITTLE FALLS , MN 56345-2287 

Presort: (1) PER, Flats CAR/ATM/REG (DMM 705.10/705.11) 

Bundle Notes Legend: 

* = Package reallocated for SCF or NDC pallet protection 

@ = Co-Package indicator 

# = Copies/bundles NOT subject to Outside County bundle charge 

(all others ARE subject to a charge) 

Rate Category: A = Science of Ag, C = Classroom, N = Nonprofit, R = Regular 

Cont. Container Bundle Bundle Appor- 

N/A Level Destination Sack N/A Level ZIP Code Ver ID Notes Copies tion 

------- ----- ----------- ------ ---- ------ ----------- ------ ------- ------- ------ 

CR 60001 H786 1 FIRM 60001 H786 1 R 10 0.5000 

CART 60001 H786 1 R 5 0.2500 

CR 60005 H786 2 FIRM 60005 H786 1 R 20 1.0000 


Intelligent Mail Serial 

Number History 

report 

You can view a list of serial numbers you’ve used, sorted by mailer ID, in the 

Intelligent Mail Serial Number History report. 


2. Choose the Intelligent Mail Serial Number History report. 

3. Click the Options button. 

4. In the Intelligent Mail History Report Options window, enter the number of 

days that you want to include in the report. 

5. If you want to include all mailer IDs in your report, select the Use All Mailer 

ID(s) option. Or, if you want to limit the report to certain mailer IDs: 

• Deselect the Use All Mailer ID(s) option. 

• Select the desired mailer IDs in the Mailer ID(s) list and click Add to add 

them to the Mailer ID(s) to Filter list. 

• If you need to remove an ID from the filter list, select it and click 

Remove. 

You can select more than one ID at a time before you click Add or 

Remove. 

6. Click OK to close the Intelligent Mail History Report Options window. 

7. Click Print to print the report or click Preview to view it on screen. 


Intelligent Mail (R) Serial Number History Report Page 1 

(From 10/25/2008 to 10/31/2008) 

------------------------------------------------------------------------------ 

Mailer ID 999999999 

Piece Serial Numbers 

Serial Number Start Serial Number End Date Mail Class 

------------------- ----------------- ----------- ---------- 

1 9999 10/27/2008 Standard 

10000 20000 10/28/2008 PSVC 

20001 29999 10/29/2008 Standard 

30000 39999 10/30/2008 Periodical 

40000 49999 10/31/2008 First Class 

Tray/Sack Serial Numbers 

Serial Number Start Serial Number End Date 

------------------- ----------------- ----------- 

1 599 10/27/2008 

600 1000 10/28/2008 

1001 2000 10/29/2008 

2001 3000 10/30/2008 

3001 4000 10/31/2008 

Pallet Serial Numbers 

Serial Number Start Serial Number End Date 

------------------- ----------------- ----------- 

1 100 10/27/2008 

101 200 10/28/2008 


USPS Postage Statements 

You must submit a Postage Statement to the USPS with all mailings. Separate 

Postage Statements exist for each class of mail. The software generates the 

correct report based on information you supply in the presort wizard. 

• Form 3600 for First Class 

• Form 3541 for Periodicals 

• Form 3602 for Standard Mail 

• Form 3605 for Package Services Bound Printed Matter 

Postage Statements include information about your mailing, your company, and 

your method of postage payment. You enter this information while setting up 

your presort, or later by choosing Tools > Presort > Mailer Info. You can even 

choose to save the information as the default so you only have to type it once. 

Options for report 

scope 

When you generate the report, you can choose one of the two types described 

below. Check with your acceptance clerk to find out which type of Postage 

Statement you should submit with your mailing. 

Option 

By Mailing 

By Job 

By Entry Point 

Description 

Prints one statement for each mailing in the job. This is required when 

you submit your mailing. 

Prints a Consolidated Postage Statement, one statement summing up 

the whole job. 

In some cases, the USPS may allow you to submit one Consolidated 

Postage Statement. Before submitting a Consolidated Postage Statement, 

you should verify that it will be accepted. 

See also “Form 3602-C for Standard Mail Consolidated Postage Statement 

Supplement” on page 247. 

Prints one statement for each entry point in your mailing. This is 

required for multiple entry point jobs (add-on option). 

Multiple-page Postage 

Statements 

You can produce two- or three-page Postage Statements. The choice is yours (for 

certain Postage Statements) and will depend on your printer’s capabilities. To 

select the two- or three-page Postage Statement: 

1. Chose Print > Reports. 

2. Choose the Postage Statement, and click the Options button. 

3. If you want to print the two-page Postage Statement, select the Create 

Minimum Number of Pages option. 

This option is available for the following reports: 

• USPS Postage Statement Form 3600 (1C) 

• USPS Postage Statement Form 3541 (PER) 

• USPS Postage Statement Form 3602 (STD) 


Form 3600 for First 

Class mailings 

Some areas of this form, are filled in based on information about the mailing and 

information you supply in the Mailing Information window. You must fill in other 

areas by hand. Please note: 

• Statement sequence numbers are assigned automatically. 

• Fill out the Dun & Bradstreet No. and CTAS Cust. Ref ID by hand only if 

applicable to your mailing. 

• The software calculates the total postage for this mailing. 

• The “USPS Use Only” section is for USPS staff to complete when they verify 

your mail. 

• Page 2 of this report matches the reverse side of the original USPS form. The 

software completes all of the information on this page automatically. 

United States Postal Service +-----------------------------------+ 

POSTAGE STATEMENT -- First-Class Mail & Priority Mail | Post Office: | 

| Note Mail Arrival Date & Time | 

+--------------------------------------------------------------------------------------------| | 

| Use this form for either First-Class or Priority Mail. They may not be combined. | | 

|================================================================================================================================| 

| Mailer | 

|================================================================================================================================| 

| Entry Point: (1) SCF-CAPE COD, WAREHAM, MA 02571-9701 | 

| Presort: (1) 1C, Regular Letters MCH (DMM 235.5) | 

| | 

|--------------------------------------------------------------------------------------------------------------------------------| 

| Permit Holder's | Telephone | Name and Address of | Telephone | Name and Address of Individual or | 

| Name, Address and | (999) 555-1234 | Mailing Agent (If | | Organization for Which Mailing is | 

| Email Address, If Any +-----------------| other than permit +-----------------| Prepared (If other than permit | 

| The Permit Holder | holder) | holder) | 

| 123 Permitholder St. | | The Mailer | 

| Histown, XX 12345-6789 | | 123 Owner St. | 

| | | Hercity, XX 12345-6789 | 

| CAPS Cust.Ref.ID No. | | | 

| Customer No. | Customer No. | Customer No. | 

|================================================================================================================================| 

| Mailing | 

|================================================================================================================================| 

| Post Office of Mailing | Mailing Date | Fed. Agency Cost Code | Statement Sequence No.| No. and type of | 

| WAREHAM MA 02571-9701 | 12/26/2008 | | 0001 | Containers | 

|--------------------------------------------------------------------------------------------------------| 0 -Sacks | 

| Type of Postage [X]Permit Imprint [ ]Precanceled Stamps [ ]Metered | 0 -1' Ltr Trays | 

|--------------------------------------------------------------------------------------------------------| 0 -2' Ltr Trays | 

| Processing Category [X] Letters [ ] Flats | Total Pieces | Weight of a Single Piece | Total Weight | 12 -EMM Ltr Trays| 

| [ ] Parcels [ ] Automation Flats | 5000 | 0.1563 pounds | 781.5000 | 12 -TTL Ltr Trays| 

|--------------------------------------------------------------------------------------------------------| 0 -Flat Trays | 

| Permit No. | For Mail Enclosed Within Another Class [ ]Periodicals [ ]Standard Mail | 0 -Pallets | 

| 123456 | [ ]Bound Printed Matter [ ]Library Mail [ ]Media Mail [ ]Parcel Post | 0 -Other | 

|--------------------------------------------------------------------------------------------------------------------------------| 

| Move Update method: [ ]Ancillary service endorsement [ ]FASTforward [X]NCOA Link [ ]ACS [ ]Alternative method [ ]Multiple | 

|--------------------------------------------------------------------------------------------------------------------------------| 

| For Automation Price Pieces, Enter Date of Address Matching and Coding / / | 

|================================================================================================================================| 

| Postage | 

|================================================================================================================================| 

| Parts Completed (Select all that apply) [ ]A [X]B [ ]C [ ]D [ ]S (Part C only) [ ]Retail [ ]Commercial | 

|--------------------------------------------------------------------------------------------------------------------------------| 

| Total Postage (Add parts totals) | $ 3220.00 | 

|--------------------------------------------------------------------------------------------------------------+-----------------| 

| Price at Which Postage Affixed (Check one) | pcs. x $ = Postage Affixed | $ | 

| [ ]Correct [ ]Lowest [ ]Neither | | | 

|--------------------------------------------------------------------------------------------------------------+-----------------| 

| Net Postage Due (Subtract postage affixed from total postage) | $ 3220.0000 | 

|--------------------------------------------------------------------------------------------------------------+-----------------| 

| For USPS Use Only: Additional Postage Payment (State reason) | | 

|--------------------------------------------------------------------------------------------------------------+-----------------| 

| For postage affixed add additional payment to net postage due; Total Adjusted Postage Affixed | $ | 

| for permit imprint add additional payment to total postage. | | 

|--------------------------------------------------------------------------------------------------------------+-----------------| 

| Permit Imprint Only - Check One [ ] AIC 121 (First-Class Mail) Total Adjusted Postage Permit Imprint | $ | 

| PM: Report Total Postage in AIC: [ ] AIC 237 (Priority Mail) | | 

|--------------------------------------------------------------------------------------------------------------------------------| 

|================================================================================================================================| 

| Certification | 

|================================================================================================================================| 



Form 3541 for 

Periodicals mailings 

Some areas of this form are filled in based on information about the mailing and 

information you supply in the Mailing Information window. You must fill in other 

areas by hand. Please note: 

• Statement numbers are assigned automatically. 


• Fill out the Dun & Bradstreet No. by hand if applicable to your mailing. 


Postage Statement -- Periodicals One Issue or One Edition | Post Office: | 


| | 

| | 

+--------------------------------------------------------------------------------------------------------------------------------| 


| Presort: (1) PER, Packages on Pallets ATM/REG (DMM 705.8/705.11) | 

| | 

|================================================================================================================================| 

| Mailer | 

|================================================================================================================================| 

| Publication Title and Owner or News | Mailing Agent's (Printer or Consolidator) | Entry Post Office Name, State and | 

| Agent's Name | Name, Address, Telephone No. and Email If | ZIP+4 | 

| The Publication | Any | WAREHAM MA 02571-9701 | 

| | | | 

| | | | 

| | | | 

| | | | 

| | Printer/Consolidator | | 

| Customer No. | Imprint Permit No. | | 

| CAPS Cust Ref.ID | Customer No. | | 

|================================================================================================================================| 

| Mailing | 

|================================================================================================================================| 

| Applicable Parts Completed (select | Statement for bundles/containers | Combined Mailing | Consolidated Postage | 

| all that apply) [ ]A [X]B - E [ ]F | only (If Applicable) [ ] | [ ] Yes [X] No | Statement [ ] Yes [X] No | 

|--------------------------------------------------------------------------------------------------------------------------------| 

| Price Category [X]Regular [ ]Nonprofit [ ]Classroom [ ]Science-of-Agriculture | Number of Addressed Pieces 4871 | 

|--------------------------------------------------------------------------------------------------------------------------------| 

| Publication No. | Edition/Code | Mailing Date | Statement Seq. No.| No. and Type of Containers(enter ttl no. of containers) | 

| | Standard | 11/01/2008 | 0001 | 0 -1'MM Trays 0 -2'MM Trays | 

|-----------------------------------|----------------------------------| 0 -2'EMM Trays 0 -TTL Ltr Trays | 

| Issue Date | Issue Frequency | Processing Category | 0 -Flat Trays 0 -Sacks | 

| Jan 2000 | Monthly | [ ]Letter [X]Flats [ ]Parcels | 2 -Pallets 0 -Other | 

|--------------------------------------------------------------------------------------------------------------------------------| 

| Weight of Single | Weight per Copy for Issue (Round | Advertising Percentage | Post Office Computed Weight per Copy (Round | 

| Ride-Along piece | off to 4 decimal places if | in This Issue | off to 4 decimal places if necessary) | 

| lb. | necessary) 0.1563 pounds | 50.00% | __ __.__ __ __ __ pounds | 

|--------------------------------------------------------------------------------------------------------------------------------| 

| For Automation Price Pieces, Enter | For Carrier Route Price Pieces, Enter Date | For Carrier Route Price Pieces, Enter Date | 

| Date of Address Matching and Coding | of Address Matching and Coding | of Carrier Route Sequencing | 

| / / | / / | / / | 

|================================================================================================================================| 

| Postage | 

|================================================================================================================================| 

| Part A - In-County Prices | Postmaster: Report total Part A postage | Total Part A | $ | 

| | in AIC 224 | | | 

|--------------------------------------------------------------------------------------------------------------+-----------------| 

| Part B - Outside County Pound Prices | Total Part B | $ 223.8230 | | 

|--------------------------------------------------------------------------------------------------------------+-----------------| 

| Part C - Outside County Piece Prices | Total Part C | $ 1127.0100 | | 

|--------------------------------------------------------------------------------------------------------------+-----------------| 

| Part D - Outside County Bundle Prices | Total Part D | $ 16.2260 | | 

|--------------------------------------------------------------------------------------------------------------+-----------------| 

| Part E - Outside County Sack/Tray/Pallet Prices| Total Part E | $ 42.8210 | | 

|--------------------------------------------------------------------------------------------------------------+-----------------| 

| Outside County Postage | Subtotal Parts B, C, D, and E | $ 1409.8800 | | 

|--------------------------------------------------------------------------------------------------------------+-----------------| 

| Preferred Price Discount - Nonprofit, Classroom, Limited Circulation, Limited | | | 

| Circulation Science of Agriculture (Add line B16, and parts C, D, and E Totals) | - | | 

| x .05 (all others enter zero) | $ | | 

|--------------------------------------------------------------------------------------------------------------+-----------------| 

| Subtract the Preferred Price Discount from the Outside County Postage = | $ 1409.8800 | | 

|--------------------------------------------------------------------------------------------------------------+-----------------| 

| Part F - Outside County Ride-Along and Repositionable Notes + | $ | | 

|--------------------------------------------------------------------------------------------------------------------------------| 

| Total Outside County Postage (Postmaster report in AIC 135) = | | $ 1409.88 | 

|--------------------------------------------------------------------------------------------------------------+-----------------| 

| Add Total Outside County Postage and Total In-County Postage | Total Postage | $ 1409.88 | 

|--------------------------------------------------------------------------------------------------------------------------------| 

|================================================================================================================================| 


|================================================================================================================================| 



Form 3602 for 

Standard mailings 

Some areas of this form are filled in based on information about the mailing and 

information you provide in the software. You must fill in other areas by hand. 

Please note: 

• Statement sequence numbers are assigned automatically. 

• Fill out the Dun & Bradstreet No. and CTAS Cust. Ref ID by hand only if 

applicable to your mailing. 


• The “USPS Use Only” section is for USPS staff to complete when they verify 

your mail. 

• The second page matches the reverse side of the original USPS form. The 

software completes all of this information automatically. 


POSTAGE STATEMENT -- Standard Mail | Post Office: | 


|============================================================================================| | 

| Mailer | | 

|================================================================================================================================| 


| Presort: (2) STD, Automation Letters ATM (DMM 245.7) | 

| | 

|================================================================================================================================| 

| Permit Holder's Name | Telephone | Name and Address of | Telephone | Name and Address of Individual or | 

| and Address and | (999) 555-1234 | Mailing Agent (If | | Organization for Which Mailing is | 

| Email Address, If Any +-----------------| other than permit +-----------------| Prepared (if other than permit | 

| The Permit Holder | holder) | holder) | 

| 123 Permitholder St. | | The Mailer | 

| Histown, XX 12345-6789 | | 123 Owner St. | 

| | | Hercity, XX 12345-6789 | 

| CAPS Cust.Ref.No. | | | 


|================================================================================================================================| 

| Mailing | 

|================================================================================================================================| 

| Post Office of Mailing | Mailing Date | Fed Agency Cost Code | Statement Sequence No. | No. and Type of | 


|--------------------------------------------------------------------------------------------------------| 0 -Sacks | 

| Type of Postage | Processing Category | If Sacked, Based on | Total Pieces | 5 -1' Ltr Trays | 

| [X]Permit Imprint | [X]Letters [ ]CMM [ ]Flats [ ]NFM | [ ]125 pcs | 4727 | 11 -2' Ltr Trays | 

| [ ]Precanceled | [ ]Parcels-Machinable [ ]Parcels-Irregular | [ ]15 lbs. |----------------| 0 -EMM Ltr Trays| 

| Stamps | [ ]Letters-Paid as NFMs | [ ]both | Total Weight | 16 -TTL Ltr Trays| 

| [ ]Metered | [ ]ECR Letters-Paid as ECR Flats | | 738.8301 | 0 -Flat Trays | 

|--------------------------------------------------------------------------------------------------------| 0 -Pallets | 

| Permit No. 123456 | Weight of a Single Piece 0.1563 pounds | 0 -Other | 

|--------------------------------------------------------------------------------------------------------------------------------| 

| For Mail Enclosed within Another Class [ ]Periodicals [ ]Bound Printed Matter [ ]Library Mail [ ]Media Mail [ ]Parcel Post | 

|--------------------------------------------------------------------------------------------------------------------------------| 

| For Automation Price Pieces, Enter | For Enhanced Carrier Route Price Pieces, | For Enhanced Carrier Route Price Pieces, | 

| Date of Address Matching and Coding | Enter Date of Address Matching and Coding | Enter Date of Carrier Route Sequencing | 

| / / | / / | / / | 

|--------------------------------------------------------------------------------------------------------------------------------| 

| Move Update method: [ ]Ancillary service endorsement [ ]FASTforward [X]NCOA Link [ ]ACS [ ]Alternative method [ ]Multiple | 

|================================================================================================================================| 

| Postage | 

|================================================================================================================================| 

| Parts Completed (Select all that apply) [X]A [ ]B [ ]C [ ]D [ ]E [ ]F [ ]G [ ]H [ ]I [ ]J [ ]K [ ]L [ ]S | 

|--------------------------------------------------------------------------------------------------------------------------------| 


|--------------------------------------------------------------------------------------------------------------+-----------------| 

| Price at Which Postage Affixed (Check one) | | 

| [ ]Correct [ ]Lowest [ ]Neither pcs. x $ = Postage Affixed | $ | 

|--------------------------------------------------------------------------------------------------------------+-----------------| 


|--------------------------------------------------------------------------------------------------------------+-----------------| 

| For USPS Use Only: Additional Postage Payment (State reason) | $ | 

|--------------------------------------------------------------------------------------------------------------+-----------------| 

| For postage affixed add additional payment to net postage due; | | 

| for permit imprint add additional payment to total postage. Total Adjusted Postage Affixed | $ | 

|--------------------------------------------------------------------------------------------------------------+-----------------| 

| Postmaster: Report Total Postage in AIC 130 (Permit Imprint only) Total Adjusted Postage Permit Imprint | $ | 

|--------------------------------------------------------------------------------------------------------------------------------| 

|================================================================================================================================| 


|================================================================================================================================| 



Form 3605 for PSVC 


mailings 

A portion of the report is shown below. 


Postage Statement - Package Services - BOUND PRINTED MATTER | Post Office: | 

Entry Point: (1) SCF-CAPE COD, WAREHAM, MA 02571-9701 | Note Mail Arrival Date & Time | 

Presort: (1) PSVC, BPM Packages on Pallets BAR (DMM 705.8) | | 

| | 

| | 

| | 

+================================================================================================================================| 

| Use this form for all Package Services. Only Library Mail and Media Mail may be combined. | 

|================================================================================================================================| 

| Mailer | 

|================================================================================================================================| 

| Permit Holder's Name | Telephone | Name and Address of | Telephone | Name and Address of Individual or | 

| and Address and Email | (999) 555-1234 | Mailing Agent (if other | | Organization for Which Mailing is | 

| Address If Any +-----------------| than permit holder) +---------------- | Prepared (if other than permit holder) | 

| The Permit Holder | | The Mailer | 

| 123 Permitholder St. | | 123 Owner St. | 

| Histown, XX 12345-6789 | | Hercity, XX 12345-6789 | 

| | | | 

| CAPS Cust. Ref. No. | | | 


|================================================================================================================================| 

| Mailing | 

|================================================================================================================================| 

| Post Office of Mailing | Mailing Date | Fed Agency Cost Code | Statement Sequence No. | No. and Type of | 


|--------------------------------------------------------------------------------------------------------| | 

| Type of Postage [X]Permit Imprint [ ]Metered | Weight of a Single Piece | Total Pieces | 0 -Sacks | 

|--------------------------------------------------------| 0.6000 pounds | 4437 | -1' Ltr Trays | 

| Processing Category [X]Flats |--------------------------------|--------------| -2' Ltr Trays | 

| [ ]Parcels - Machinable | If Sacked, Based on | Total Weight | -EMM Ltr Trays| 

| [ ]Parcels - Nonmachinable | [X]Piece Count [ ]20 Pounds | 4437.0000 | -TTL Ltr Trays| 

|--------------------------------------------------------+-----------------------------------------------| -Flat Trays | 

| Permit No. | Packaging Based on | For Barcoded Price Pieces, Enter Date of | 5 -Pallets | 

| 123456 | [X]Piece Count [ ]Weight [ ]Both | Address Matching and Coding / / | -Other | 

|================================================================================================================================| 

| Postage | 

|================================================================================================================================| 

| Parts Completed (Select all that apply) [X]A [ ]B [ ]C [ ]D & E [ ]S | 

|--------------------------------------------------------------------------------------------------------------------------------| 


|--------------------------------------------------------------------------------------------------------------+-----------------| 

| Price at Which Postage Affixed (Check one) | | 

| [ ]Correct [ ]Lowest [ ]Neither pcs. x $ = Postage Affixed | $ | 

|--------------------------------------------------------------------------------------------------------------+-----------------| 


|--------------------------------------------------------------------------------------------------------------+-----------------| 

| For USPS Use Only: Additional Postage Payment (State reason) | $ | 

|--------------------------------------------------------------------------------------------------------------+-----------------| 

| (Add additional payment to net postage due and total in box for | | 

| affixed or permit imprint - choose one only) Total Adjusted Postage Affixed | $ | 

|--------------------------------------------------------------------------------------------------------------+-----------------| 

| Postmaster: AIC 131 | Total Adjusted BPM Postage Permit Imprint | $ | 

| Report Total |----------------------------------------------------------------------------+-----------------| 

| Postage in AIC 124 | Total Adjusted Media Mail/Lib. Mail Postage Permit Imprint | $ | 

| Applicable AIC |----------------------------------------------------------------------------+-----------------| 

| (Permit imprint only) AIC 223 | Total Adjusted Parcel Post/Select Postage Permit Imprint | $ | 

|--------------------------------------------------------------------------------------------------------------------------------| 

|================================================================================================================================| 


|================================================================================================================================| 


Form 3602-C for 

Standard Mail 

Consolidated Postage 

Statement 

Supplement 

If you drop-ship, but maintain permits at several local post offices or SCFs, and 

have the mail verified and paid for at these facilities, all you need is the 3602 

Postage Statement. 

In addition, you’ll need Form 3602-C if: 

• You are not paying for the mail at the facility where it is entered. 

• You drop-ship and pay at one facility (local). 

The software produces one Form 3602-C for the whole job. This form contains 

one row for each qualified mailing. 


+--------------------------------------------------------------------------------------------------------------------------------+ 

| Consolidated Postage Statement - Supplement Standard Mail and Nonprofit Standard Mail | 

| | 

| | 

| | 

|================================================================================================================================| 

| MAILER: This supplement must be used with the appropriate Form 3602. Enter the following information for each mailing | 

| represented in this consolidation (DMM 246/346/446). Enter entry discount (e.g., "DSCF") and presort level codes | 

| (e.g., "A7" or "B10") from the attached Form 3602. Do not round off postage until you have computed the total postage on the | 

| attached Form 3602. If more space is needed, attach additional Forms 3602-C. Privacy Policy visit www.usps.com. | 

|--------------------------------------------------------------------------------------------------------------------------------| 

| Permit Holder's Name |Telephone | Post Office of Mailing | Attached Postage Statement: | 

| and Address, and |PER HOLDER TELE | La Crosse, WI 54601-9998 | | 

| Email Address, If Any +----------------|--------------------------------------------| | 

| | Mailing Date | | 

| | | [X] 3602-R | 

| PERMIT HOLDER NAME |--------------------------------------------| | 

| PERMIT HOLDER ADDRESS 1 | Permit Number | [ ] 3602-N | 

| PERMIT HOLDER ADDRESS 2 | PN123456 | | 

| PERMIT HOLDER ADDRESS 3 |--------------------------------------------| | 

| | Statement Sequence No. | | 

| | | | 

|================================================================================================================================| 

| Statement | PO & ZIP |Piece |Entry|Pst| Number of |Number| No. of | Total | | 

| Sequence No. | of Entry |Weight|Disc.|Lvl| Rate x Pcs./Lbs. = Total |Cntrs.| Pieces | Weight | Postage | 

|--------------------------------------------------------------------------------------------------------------------------------| 

|0001 |LA CROSSE WI |0.0756|None |A1 | 0.200/pc x 752 = 150.4000| 30| 3187| 241| 610.0150| 

| | 546 |0.0756|None |A2 | 0.214/pc x 280 = 59.9200| | | | | 

| | |0.0756|None |A3 | 0.223/pc x 300 = 66.9000| | | | | 

| | |0.0756|None |A4 | 0.231/pc x 130 = 30.0300| | | | | 

| | |0.0756|DSCF |A13| 0.173/pc x 1415 = 244.7950| | | | | 

| | |0.0756|DSCF |A14| 0.187/pc x 310 = 57.9700| | | | | 

|---------------+-------------------+------+-----+---+--------------------------------------+------+--------+--------+-----------| 

|0002 |LA CROSSE WI |0.0756|None |E1 | 0.303/pc x 1890 = 572.6700| 32| 3630| 274| 1086.0300| 

| | 546 |0.0756|None |E2 | 0.324/pc x 690 = 223.5600| | | | | 

| | |0.0756|DSCF |E5 | 0.276/pc x 1050 = 289.8000| | | | | 

|---------------+-------------------+------+-----+---+--------------------------------------+------+--------+--------+-----------| 

| | | | | | x = | | | | | 

| | | | | | x = | | | | | 

Condensed for illustration purposes 

| | | | | | x = | | | | | 

| | | | | | x = | | | | | 

|--------------------------------------------------------------------------------------------------------------------------------| 

| | Total For Page | 62| 6817| 515| 1696.0450| 

|----------------------------------------------------+---------------------------------------------------------------------------| 

| Total Number of Statements | | | 

| | Total From Postage Attachments| $ | 

| 2 | | | 

|--------------------------------------------------------------------------------------------------------------+-----------------| 

|Postmaster: This total for mailer use only. Total Postage (Add lines above) | $ 1696.05 | 

+--------------------------------------------------------------------------------------------------------------------------------+ 

PS Form 3602-C, May 2008 Facsimile PSN 7530-05-000-5027 Postal Explorer at pe.usps.com 

Postalsoft [version] 


Extended Services reports 

After performing Extended Services processing, you can view reports about the 

processing. Your chosen Extended Services vendor provides these reports, with 

the exception of the Extended Services History report, produced by Postalsoft. 

Because the reports are provided by the various vendors, the reports’ content and 

layout may vary from one vendor to the next. 

Email Append 

Summary 

The report shows the job name, processing date, number of records submitted, 

and the number of email addresses added. 

Job Name: sample9 

Process Date: 1/27/2010 8:05:13 AM 

Records Submitted: 1059 

New Email Addresses Appended: 216 



Summary 

The Extended Services NCOA Link Processing Summary shows: 

• How you set up the job 

• Information about your data before and after move-updating 

• Summary of return codes 

• Summary of error codes 

The USPS requires that you save this report and USPS Form 3553 (created during 

address correction) to prove that you performed move-updating on your data. 

Your Extended Services vendor (Lorton Data, Peachtree Data, or Authenticom) 

provides the content of this report. This report is produced as a result of 

NCOA Link processing through Extended Services. 



NCOA Link Match 

Report 

The Extended Services NCOA Link Match Report shows: 

• Every record affected by a move (name, address, and record number) 

• How the record was affected (for example, “INDIVIDUAL MOVE”) 

• When the move took place 

• Delivery codes 

This report is produced as a result of NCOA Link processing through Extended 

Services with Lorton Data. 

Lorton Data Job ID/Code: 208990 / SEI0099 

REPORT OF NCOALink MATCHES 09/06/05 

PAGE 1 

OLD ADDRESS 

NEW ADDRESS 

---------------------------------------------------------------------------- 

EMILIE BRICK 

INDIVIDUAL MOVE 

20 WEAVER AVE APT 1 19 NORWAY DR 

SALEM, NH 030792512 SALEM, NH 03079-2519 

5 A 02/2005 

---------------------------------------------------------------------------- 

CHRIS LOUGHTON 

INDIVIDUAL FOREIGN MOVE 

14 HIGH ST 

LACONIA, NH 032463251 

9 A 08/2002 

---------------------------------------------------------------------------- 

CHESTER NEWTON 

INDIVIDUAL MOVE NO FORWARD 

904 NEWBRIDGE ST 

PITTSFIELD, NH 032633300 

11 A 08/2003 

---------------------------------------------------------------------------- 

NATALIE CARSON 

INDIVIDUAL PO BOX CLOSED 

PO BOX 490 

BERLIN, NH 035700056 

13 A 09/2003 


National Deliverability 

Index 

The National Deliverability Index shows the deliverability quality of the mailing 

lists that you process. For more information, read USPS Notice 41, National 

Deliverability Index. 


provides the content of this report. This report is produced as a result of 

NCOA Link or ZIP+4 processing through Extended Services. 



Statistics 

The Extended Services Statistics report shows statistical information about the 

data you sent for Extended Services processing, including: 

• CASS certification information 

• NCOA Link move statistics 

• Numbers of records by category of each type of move 

• Numbers of records affected by LACS Link conversions 


provides the content of this report. This report is produced as a result of Extended 

Services processing. 

Executive Summary Page 1 

HomeStreet Bank 

Job: D1000541 

Processed on 18-Nov-2009 at 02:08:20pm 

------------------------------------------------------------------------------- 

NCOALink & DSF2 Processing 

Input File --------------------------------------------------------------- 

Input File Name: 

c:\Jobs\D1000541\dminput.dbf 

Total Input Records : 622 

Less Records Dropped by Delete Mark : 0 

Less Records Dropped by Input Filter : 0 

Less Records up-to-date per Z4 Change : 0 

Net Input Records to be Processed : 622 

Statistics --------------------------------------------------------------- 

Address Types Records % 

------------------------------------------ -------- ------ 

Street 519 83.44 

PO Box 0 0.00 

Rural Route 0 0.00 


Assigned, No Delivery 13 2.09 

Other Assigned Address Types 35 5.63 

Foreign 0 0.00 

Other Unassigned Address Types 55 8.84 

-------- ------ 

Total 622 100.00 

Addresses That Require LACS Conversion: 0 

Input File After Processing ---------------------------------------------- 

Postal Code Assignment: 

No information available, the input file was not updated in this job. 

Output File(s) ----------------------------------------------------------- 

Postal Codes Assignment Percentages 

File Name and Location Records 

LOT 

Output ZIP ZIP4 DPBC CART LOT Order 

----------------------- -------- ------- ------- ------ ----- ----- ------ 

C:\...\pch_mast.dbf 

622 99.68 89.07 89.07 91.16 89.07 89.07 



History Report 

The Extended Services History Report shows a history of the jobs you’ve sent for 

Extended Services processing, including: 

• When the job was sent and returned. 

• Job ID, status, and file name. 

• Number of records processed. 

• Which processing options you selected. 

Unlike other Extended Services reports, this report is not provided by the 

Extended Services vendor but is produced by Postalsoft. This report is produced 

as a result of Extended Services processing. 

Before you print, choose the time span that you want shown on the report. 


2. Choose the Services History report. 

3. Click the Options button. 

4. In the Service History Report Options, choose the report history range: 

• Choose Current Month to view information about jobs run this month. 

• Choose Last Month to view information about jobs run in the previous 

month. 

• Choose All to view information about every Extended Services job 

you’ve ever run. (This excludes any jobs that you’ve removed from the 

history by clicking the Remove History button.) 

• Choose Range and enter the desired range if you want to view 

information about jobs for a certain specific time period. 

5. Click OK when you’ve finished setting up options. 

Extended Services History Log Report Page 1 

(All history.) 

----------------------------------------------------------------------------------------------------------------- 

Job ID MDF Name Date Time Started Date Time Finished # Records Status Processing Options 

------- -------- ------------------- ------------------- --------- -------- ------------------------ 

1234567 Cricket1 09/07/2005 10:57:21 09/07/2005 11:00:12 2778 Complete NCOALink 18 months w/DPV 

1010101 House 09/06/2005 09:43:39 09/06/2005 11:00:15 9028 Complete NCOALink 18 months w/DPV 

2938201 Meyer 09/06/2005 08:01:43 09/06/2005 09:00:43 1098 Complete NCOALink 18 months w/DPV 



3553 CASS Form 

The 3553 CASS Form is provided by your Extended Services vendor as a result 

of performing ZIP+4, NCOA Link , or DSF 2 processing on your data. 

Note: Before submitting this form to the USPS, you must fill in the mailer 

information by hand on the form. 

For details about this report, see “USPS Form 3553 (CASS report)” on page 225. 

When you perform NCOA Link processing, the USPS requires that you save this 

report and the NCOA Link Processing Summary to prove that you performed 

move-updating on your data. 


ZIP+4 Processing 

Summary 

This report is provided by your Extended Services vendor as a result of ZIP+4 or 

NCOA Link processing. The report provides counts and percentages of address 

types, records assigned, and other statistical information. 

This report is three pages long. The first page is shown below. 

JOB SUMMARY PAGE 1 

-------------------------------------------------------------------------- 

ADDRESS TYPE SUMMARY 

ASSIGNMENT SUMMARY 

COUNT % COUNT % 

---------------------------------- ---------------------------------- 

STREET 518 93.00 ZIP CODES 624 99.68 

PO BOX 0 0.00 ZIP+4 CODES 557 88.98 

HIGH RISE 39 7.00 DPB CODES 557 88.98 

RURAL ROUTE 0 0.00 CARRIER ROUTE CODES 571 91.21 

FIRM 0 0.00 LOT CODES 557 88.98 

GENERAL DELIVERY 0 0.00 LOT ORDER CODES 557 88.98 

MILITARY 0 0.00 COUNTY CODES 624 99.68 

UNIQUE 0 0.00 ASSIGNED/NO DELIVERY 14 2.24 

FOREIGNS 0 0.00 

OTHERS NOT ASSIGNED 55 8.79 

LACS CONVERTIBLE 0 0.00 

ADDR LEVEL GEO CODES 0 0.00 

CENTROID GEO CODES 0 0.00 

RDI MATCHES 0 0.00 

MOVER ID MATCHES 0 0.00 

ANKLINK MATCHES 0 0.00 

---------------------------------- 

TOTAL ZIP+4 CODES: 557 100.00 

CASS QUALITATIVE STATISTICAL SUMMARY (QSS) 

(PERCENTAGES BASED ON # OF RECORDS PASSING THE FILTER) 

COUNT % COUNT % 

---------------------------------- ----------------------------------- 

HIGH RISE DEFAULT 35 5.59 RURAL ROUTE DEFAULT 0 0.00 

HIGH RISE EXACT 4 0.64 RURAL ROUTE EXACT 0 0.00 

EWS MATCH 0 0.00 LACS CONVERTIBLE 0 0.00 

DPV CONFIRMED 492 78.59 RDI 0 0.00 

LACSLINK CONVERSIONS 2 0.32 SUITELINK MATCHES 4 0.64 



Suppression Summary 

This report is provided by your Extended Services vendor (in this case, Lorton 

Data) as a result of suppression processing. The report provides counts and 

percentages of address types, records assigned, and other statistical information. 

This report provides a summary of the suppression processing performed and 

percentage suppressed for each option. 

Suppression Services Report 

Lorton Data Inc 

Process date: 09/06/2007 

File : ExtendLD 

Lorton Data Job ID/Code: 000000 / ABC00000 

% of Total 

Quantity Records 

-------- ---------- 

Total # of input records 626 

Deceased matches 23 3.67% 

DMA do-not-mail matches 19 3.04% 

Prison suppress matches 14 2.24% 

Phone Append 

Summary 

This report is provided by your Extended Services vendor (in this case, 

Authenticom) as a result of phone append processing. 

Job Name: sample9 

Process Date: 1/27/2010 8:05:13 AM 

Records Submitted: 1059 

New Phone Numbers Appended: 216 

Phone Numbers Verified: 101 

DSF 2 Delivery 

Sequence Invoice 

This report is provided by your Extended Services vendor (in this case, Peachtree 

Data) as a result of DSF 2 processing. The report provides statistics about your 

DSF 2 processing. 

If you claim walk-sequence discounts on this job, you can use the DSF 2 Delivery 

Sequence Invoice report to satisfy the USPS’s documentation requirement: “The 

mailer must maintain documentation to substantiate compliance with the 

standards for carrier route sequencing.” See 

http://pe.usps.com/Archive/HTML/DMMArchive1209/M050.htm. 


DSF2 Delivery Sequence Invoice ACE 8.00c Page 1 

HomeStreet Bank 

Job: D1000575 

Processed on 20-Nov-2009 at 01:28:24pm 

Licensee Name: Peachtree Data Inc 

Site Location: Duluth, MN 

Processing Date: 11/20/2009 

Output File: C:\JOBS\D1000575\peach_master.dbf 

----------------------------------------------------------------------------- 

ZIP CART Total Total CART Res. %Actv. %Res. Discounts 

Code Code Deliv. Res. Seq. Seq. Deliv. Deliv. A B C D 

+-------+------+--------+--------+-------+-------+-------+-------+---------+ 

| 00627 | C001 | 1384 | 1149 | 1 | 1 | 0 | 0 | N N N N | 

| 00736 | C004 | 1213 | 1055 | 1 | 1 | 0 | 0 | N N N N | 

| 00738 | B008 | 43 | 29 | 1 | 0 | 2 | 0 | N N N N | 

| 00791 | C006 | 1227 | 1103 | 1 | 0 | 0 | 0 | N N N N | 

| 00794 | C001 | 1080 | 825 | 1 | 1 | 0 | 0 | N N N N | 

| 00924 | C041 | 1128 | 1093 | 1 | 1 | 0 | 0 | N N N N | 

| 00926 | C052 | 830 | 821 | 1 | 1 | 0 | 0 | N N N N | 

| 46702 | R001 | 450 | 439 | 43 | 43 | 9 | 9 | Y N N N | 

| 46702 | R002 | 292 | 290 | 25 | 24 | 8 | 8 | Y N N N | 

| 46702 | R777 | 0 | 0 | 8 | 8 | 0 | 0 | N N N N | 

| 46713 | B002 | 29 | 18 | 2 | 2 | 6 | 11 | N N N N | 

| 46750 | B001 | 80 | 42 | 5 | 4 | 6 | 9 | N N N N | 

| 46750 | B003 | 33 | 17 | 2 | 1 | 6 | 5 | N N N N | 

| 46750 | B004 | 71 | 43 | 2 | 2 | 2 | 4 | N N N N | 

| 46750 | B005 | 19 | 14 | 1 | 1 | 5 | 7 | N N N N | 

| 46750 | B006 | 33 | 7 | 2 | 1 | 6 | 14 | N N N N | 

| 46750 | B009 | 50 | 40 | 3 | 3 | 6 | 7 | N N N N | 

| 46750 | B010 | 19 | 2 | 2 | 0 | 10 | 0 | N N N N | 

| 46750 | C002 | 547 | 541 | 18 | 18 | 3 | 3 | Y N N N | 

| 46750 | C004 | 508 | 450 | 12 | 11 | 2 | 2 | Y N N N | 

| 46750 | C005 | 647 | 631 | 1 | 1 | 0 | 0 | N N N N | 

| 46750 | C008 | 587 | 573 | 2 | 2 | 0 | 0 | N N N N | 

| 46750 | R001 | 504 | 483 | 3 | 3 | 0 | 0 | N N N N | 

| 46750 | R009 | 490 | 483 | 2 | 2 | 0 | 0 | N N N N | 

| 46750 | R010 | 741 | 637 | 7 | 7 | 0 | 1 | N N N N | 

|-------|------|--------|--------|-------|-------|-------|-------|---------| 

A = Carrier Route Discount 

B = 125 Walk Sequence 

C = 90% Residential Saturation Discount 

D = 75% Total Active Saturation Discount 



Chapter 14: 

Design and print labels 

This chapter explains how to design, preview, and print address labels, presorted 

address labels, container (sack and tray) labels, pallet placards, and other custom 

labels with Label Toolbox. 

Chapter 14: Design and print labels 257

Print methods 

Two different print methods are available: Label Toolbox and a text-based 

method. This chapter guides you through printing labels with Label Toolbox, the 

default method of printing. 

Text-based method 

To learn about printing labels using the older, text-based method, you need to 

refer to the Text-Based Printing Guide located in the docs folder in your software 

installation directory. 

To use the text-based method of printing: 

1. Open a .mdf file. 


3. Click the Printing Method button. 

4. Select the Disable Label Toolbox option and click OK. 

Label Toolbox 

Label Toolbox is a label designing and printing tool. Using Label Toolbox, you 

can drag and drop fields, barcodes, and other objects onto your label layout to 

create the label design you want. 

Label Toolbox provides power and flexibility in designing, previewing, and 

printing your labels. Label Toolbox’s features, such as placing images on your 

labels or using conditional filters, also allow you to be more creative with your 

mailings. 

Label Toolbox is the print method selected by default. 

Opening Label Toolbox 

To open Label Toolbox, choose Print > Labels or click Print Labels on the Tasks 

pane. 

Next, you need to choose a design file. See “Label Toolbox wizard” on page 259. 


Label Toolbox wizard 

Fast, easy labelmaking 

With the Label Toolbox wizard, you can quickly and easily create a standard 

label. Use the wizard to create labels for these items: 

• USPS address labels 

• USPS tray and sacks labels 

• USPS pallet placards 

When creating address labels, you can use the wizard to create envelopes, return 

addresses and indicia, break marks, optional endorsement lines, Postnet barcodes, 

package numbers, and more. 

Access the Label 

Toolbox wizard 

You can access the Label Toolbox wizard in the following ways: 

• Choose Print > Labels, click the Design button for the label you want to set 

up, and then click the Wizard button in the preview window. 

• Choose File > New > Wizard from Label Toolbox. 

The wizard guides you through the following setup windows: 

• Printer Setup 

• Paper Setup 

• Label Options 

• Summary 

If you are creating envelopes, the Envelope Setup window and the Envelope 

Options window also appear. 

Printer Setup window 

The first step is to specify what you’re printing—labels or envelopes, with or 

without graphics. 

What you’re printing determines which printers appear in the list on the right side 

of the window. For example, if you indicate that you’re printing labels or 

envelopes with graphics, then the printer list shows printers that can handle 

graphics. 

Choose the printer that you want to print to, and then click Next to advance to the 

next step. 

Paper Setup window 

The paper stock choices listed are appropriate for the selected printer and match 

your previous selection of envelope or label. 

Choose the desired paper stock from the list. Read the description and view the 

preview to be sure that it is the stock you intend to use. Or click Create Label 

Stock or Create Envelope Stock to set up your own stock. 

Click the Next button to advance to the next step of the wizard. 

Envelope Setup 

window 

In this window you can set the position and size of the address block. You can 

also choose to include a return address or indicia. If you choose this option, you 

will see an additional Envelope Options window (not shown) where you can type 

up to six lines of text for the return address and an additional six lines for the 

indicia. 


Label Options window 

In the Label Options window, you can include the optional endorsement line, 

Postnet barcode, Intelligent Mail barcode, package numbers, and break marks. If 

you choose to include break marks, you will see an additional Break Mark 

Options window (not shown) where you can set the number, levels, type, 

orientation and so on. 

Summary window 

The final window shows an example of your label appearance. You can choose to 

make more changes, or if your design is complete, you can save it. To see your 

data in the label format you created, click the Generate Preview button. 

If your design has only one label per page, then only the design and its contents 

will be displayed in the summary window. 

Creating tray, sack, 

and pallet labels 

You can also create tray, sack, and pallet labels. When creating tray, sack, and 

pallet labels, you see only three wizard windows: Printer Setup, Paper Setup, and 

Summary. 


Get started designing labels 

Pick a design file 

Design files (.ltd) contain details about your labels and the printer you will use. 

Your job must have a design file assigned to it in order to print your labels. You 

can edit design files in Label Toolbox. 

Default design files 

You can set a default label design file for each type of label. The software uses the 

default label design file when you set up a new job and also with jobs that have no 

design file associated with them. To save time, you can set the default design files 

to what you use most often. You can always choose a different design file later, if 

the default is not appropriate for a particular job. 

To set default label design files: 


2. In the Printing section, click the new Default Label Design Files button. 

3. For each type of label or envelope, click the Browse button to open a label 

selection window. Select the desired design file from the list and click the 

Select button. 


Which design file 

should you use 

You can create your own design file by combining a page and layout template or 

you can use one of the predefined design files installed with the software. These 

predefined design files will need some customization to generate valid labels. 

Choose or create a design file based on your label requirements and printer 

capabilities. 

Note: All predefined design files and their components (page and layout 

templates) are read-only sample files. If you modify them, you need to 

rename them in order to save your changes. 

Assign a design file to 

your job 

Choose Print > Labels, and then click the Design button for the type of label that 

you want to set up. In the Design File Preview window, you can select a design 

file to use with your job, view the description of the design file, and see a preview 

of the design file (the page and layout setup). 


Click Edit to make 

changes to a 

design file. See 

the section “Edit a 

design file” on the 

next page. 

Click Label Toolbox to design the label in Label Toolbox. Or click Wizard 

to use steps to design the label. At the end of the Wizard, you have a 

complete label, which you can edit later in Label Toolbox, if needed. 

Click Select to assign 

the highlighted design 

file to the current job. 

Edit a design file 

When you first set up a job, you do not need to design a label from scratch. 

Instead, you can pick a design file that is close to what you need, and then edit it 

as appropriate. To do this: 

1. Choose Print > Labels and click the Design button. 

2. In the Design File Preview window, select a design file and click Edit. 

The design file opens in Label Toolbox where you can make any necessary 

adjustments to the page and layout setup. 

3. Choose File > Save to save the design file or File > Save As to save the 

design as a new file. You may also want to choose File > Design Settings to 

edit the description of your design file. 

If you save the design file with a new name, you must exit Label Toolbox (File > 

Exit), choose the design file from the list and click Select. This process assigns 

the design file to your job. 

Create a new design 

file 

If you don’t use the wizard to create a new design file, you must first combine 

existing page and layout templates. The following table defines these templates. 

Template 

Page (.ltp) 

Layout (.ltl) 

Description 

This template contains attributes of the paper that you are printing on, 

including the paper size, number of labels per page, and margins. 

This template contains the layout of your labels, including the position 

of your fields, barcodes, and other objects. 

To create a new design file: 

1. Choose Print > Labels and then click the Design button. 


2. In the Design File Preview window, click Label Toolbox. 

3. Choose a printer, printer class, and unit of measure. Click Next. 

4. Choose a page template that matches closely to what you want, and click 

Next. 

5. Choose a layout template that matches closely to what you want, and click 

Finish. Your new design file opens in Label Toolbox. 

6. Choose File > Design Settings, enter a description of your design file, and 

click OK. 

7. Choose File > Save As to name your design file. 

You can now make modifications to the setup of your design file. 


The Designer window 

Overview 

Objects window: 

This window contains 

all of the components 

available to this 

design file currently 

shown. These include 

fields, barcodes, and 

other miscellaneous 

items. 

You can switch this 

window on and off in 

the View menu. 

The design window offers everything you need to design your labels. 

Layout window: This 

window contains the 

label design for the 

current design file. You 

can change the look of 

the design by deleting 

items from the label or 

by dragging fields or 

objects from the 

Objects window and 

dropping them onto 

the label. 

Choose View from the 

menu to display the 

Ruler or Grid options. 

Layer tabs: Every 

design file has a base 

layer. Windows and 

Generic Text drivers 

offer the ability to create 

banner page and 

test label layers. You 

cannot delete, move, 

or rename these, but 

you can add new layers 

if you want. 

Status window: This window shows all of the errors or 

warnings that exist in the current design file and to 

which component the errors are assigned. 

You can switch this window on and off in the View menu. 

Status bar: This area 

gives you the exact coordinates 

of your cursor on 

the layout window, the 

current units of measure, 

and alerts you to any 

errors or warnings that 

may exist in your layout. 

This feature is especially 

helpful if the Status window 

is closed. 

Objects and Status 

windows 

The Objects window and the Status window can be resized and “undocked” to 

provide custom viewing of your design. There are two ways to undock a window: 

• Place the cursor over the docking bar of the window 

you want to move. Click and drag it to the desired 

position. 

• Double-click the docking bar of the window. 

Both the Objects and Status windows appear in the 

default view of the design window. To remove either 

window, choose View from the menu. Click either Objects or Status to control the 

appearance of these windows. 

You can also remove either of these windows by clicking the X in the upper right 

corner. 

Font Properties 

With an object selected in your label design, choose Format > Font. In this 

window, define a font for the selected object. For example, if you select a field 

and change the font in this window, you will see the change on your layout. You 

can also select a frame, change the font in this window, and then see the fonts for 

all objects with font properties change in the frame. 

Note: This feature is available for design files using Windows printer drivers. 


View options 

Label Toolbox comes with several handy features to help you view your label 

designs better. Choose View from the menubar to: 

• Preview your labels 

• Turn the Grid on/off 

• Turn the Ruler on/off 

• Turn print head lines on/off 

• See more/less toolbar options 

• Zoom the label design in/out. 


Define your page settings 

What are page 

settings 

Your design file’s page settings define the properties of the paper you are printing 

on. These properties include the paper size, the amount of labels per page, and the 

page margins. In Label Toolbox, choose File > Page Setup to access your page 

settings. 

For more information about page templates, see “Page templates” on page 288. 

Label Page 

Click the Label Page tab, in this window, you can choose the size and layout of 

the page that your labels will be printed on. Most of the sizes you will need are 

listed in the Paper Size drop-down list. If you can't find the size you need, you can 

enter your own custom page size and orientation. 

Be sure to check your printer's documentation to find out if your printer supports 

the desired page size. 

Click Apply to assign any changes to the current design. 

Label Page N-Up 

Click the Label Page N-Up tab, 

in this window, set up the total 

number of labels per page. You 

can either have Label Toolbox 

automatically size them to fit 

your page, or you can create 

custom-sized labels. 

You can also specify the amount 

of white space that you need 

between label columns and rows 

For example, you can have your 

labels only fill up a portion of 

your page by entering specific 

horizontal or vertical 

measurements. In the image to 

the right, the vertical area of the 

page was altered. 

Click Apply to assign any changes to the current design. 

The Label Page N-Up tab is not available if you are using an inkjet printer. 


Define your printer settings 

Each design file must have a printer associated with it. Label Toolbox saves these 

settings within the design file and uses them every time you select that design file 

for your job. 

Assign a printer to 

your design file 

If you don't assign a printer, you can not print your labels.To assign a printer to 

your design file: 

1. In Label Toolbox, choose File > Design Settings. 

2. Select a printer from the Printer Name drop-down list, and type a description 

of your design file. 

For Windows drivers, the printers available in the drop-down list are 

determined by the printers defined on your system. For Generic Text and 

Inkjet, the printers available are taken from Label Toolbox’s Printer Setup 

window (Tools > Printer Setup). 

3. Click OK. 

Your printer is now assigned to the design file. This design file will use this 

printer every time unless you change it. 


The Layout window 

Placing the fields and objects you need onto your layout is as easy as dragging 

and dropping from the Objects window. There are a few things, however, that you 

first need to know when you are working in the Layout window. 

Base layer vs. Label 

area 

White space at 

the far right edge 

of the label 

represents space 

between labels. 

Base layer (printable area) 

Distance 

between labels 

The lined 

portion of the 

layout is the base 

layer. Your label 

elements will not 

print outside of 

the base layer. 

Label area (size of the label) 

Insertion point cross 

hair 

When moving any line-based object, a red cross hair 

appears in the upper left corner of the object to help you 

accurately place the field. 

View hidden 

information on your 

layout 

Sometimes a layout contains so many fields or objects that the base layer or frame 

cannot display everything. Information that may have been squeezed out of view 

may still print on your label, depending on the size of the data in your fields or 

objects and the line suppression of the layer or frame. 

Label Toolbox signifies this 

“hidden” information with an 

arrow that points in the direction 

of the missing information. 

To resize your fields, see “Size 

field objects in the layout” on 

page 274.To view the hidden information on your base layer, you will need to 

temporarily change the size of your labels. To do this: 

1. Choose File > Page Setup and click the Label Page tab to increase the label 

area, or click the Label Page N-up tab to decrease the number of horizontal 

or vertical labels. 

2. Click OK to save your changes. 

3. Resize the base layer to view the hidden information. 

4. Choose File > Page Setup to revert page settings to the original dimensions. 

5. Choose View > Label Preview to ensure that your labels are set up as you 

intended. 


Lines 

When you drag and drop fields onto 

your layout, you drop the fields into 

lines. Lines on your label layout cannot 

be “selected” or moved by clicking and 

dragging. 

Line 

To insert or delete a line or to view a line’s properties: 

1. Place the cursor on a line or any object on that line. 

2. Right-click, and choose the appropriate action from the popup menu. 

Line properties 

In the Line Properties 

window control your 

line spacing options and 

justification. You can 

select the Permanent 

option to exempt the 

line from the effects of 

blank line suppression. 

When this option is selected, a blank line will not be removed when suppression 

is turned on. 

Generic Text drivers 

Click the More button to access the line beginning and line ending escape code 

options. These can be set to include an escape code at the beginning 

and/or ending of a line. These settings are applied to the specific line and are not 

affected by blank line suppression. This can be especially useful for creating 

multiple N-up labels. For more information about adding escape codes to your 

printer, see “Page templates” on page 288 for more information. 


Objects 

Objects are Label Toolbox elements that you can drag and drop from the Objects 

window to the label layout. There are two categories of objects. 

• Line-based objects: When you drop these objects onto a layout, they are 

assigned to a line, and they move with that line, if you add lines to your 

layout or use blank-line suppression. These objects include all fields, 

including the Expression field and the Text field, and tabs. 

• Non-line-based objects: These objects exist independently from lines on a 

layout. That is, when you drop one onto a layout, they are not assigned to a 

line. They can span multiple lines, and they do not move if lines are added to 

a layout or are affected by blank-line suppression. These objects included 

break marks, images, barcodes, and frames. 

Object properties 

Each object that you drop on your design has its own properties. To view the 

properties of any object, select the object you want and do one of the following: 

• Choose Format > Properties. 

• Click the Properties button on the toolbar. 

• Right-click and choose Properties. 

• Double-click the object. 

Depending on the type of object, in its Properties window you may be able to set 

up a value expression or conditional filter, define leading or trailing characters, or 

suppress clear zones. For more information about a specific object’s properties, 

see the following object sections in this chapter. 


Frames 

Frames can be used for many things: address verification, field placement on a 

layout, printing an indicia, and so on. The base layer of a design file is considered 

a frame, with most of the same properties as a frame that you drop onto your 

layout. 

Label Toolbox lets you have as many frames in your design file as you want, each 

with its own properties, such as blank line suppression. Except for the base layer, 

frames cannot be placed inside other frames. 

USPS Address blocks 

Address blocks are those that Label Toolbox recognizes as the frames that contain 

fields in need of verification. Label Toolbox will not attempt to verify any address 

information placed outside of a USPS address block. 

Note: Most of the predefined design files in Label Toolbox already have 

either the base layer or a frame designated as a USPS address block. 

Making a frame a USPS 

address block 

To assign a frame as the USPS address block: 

1. Drag a Frame object onto your label. 

2. Select frame, and choose Format > Properties. 

3. On the Miscellany tab, select the USPS Address Block option. 

Set the position 

Select a frame on your label design 

and choose Format > Position from 

the menubar in Label Toolbox. The 

Position window opens. This is 

true for all non-line based objects. 

In the Position window you can 

precisely position and size an 

object on your label. Simply 

clicking and dragging or stretching 

your object might not be accurate 

enough. For an example, see 

“Indent objects” on page 272. 

Text flow 

You can set your text flow in the Position window. The text flow determines how 

line-based objects wrap around non-line-based objects. 

For example, if you drag a frame object onto your layout, you can set the text 

flow to wrap around the image on either side (Left, Right, Largest Side), or you 

can have no other objects on the same lines that the image occupies (Skip). 

Blank line 

suppression 

You can delete blank lines from your final printed 

label by choosing either Up or Down from the 

Suppress Blank Lines drop-down list in the 

Frame properties window (Miscellany tab). 

• Choosing Up moves the objects up with 

blank lines below. 


• Choosing Down moves the objects down with blank lives above. 

To exclude a non-line based object from being affected by blank line suppression: 

1. Select the object on your design. 

2. Choose Format > Position. 

3. Select the Anchored option, and click OK. 

Indent objects 

Use frames to indent objects on your layout. For example, suppose you want to 

indent a field 1 inch (or indent to column 6 for inkjet printers). 

To do this: 

1. Choose View > Rulers from the menu, if necessary. 

2. From Miscellany in the Object window, drag a Frame object and drop it onto 

your layout. Watch the red line on the ruler to determine the exact position of 

the frame. 

3. While the Frame is selected, choose Format > Position from the menu and 

enter the exact position requirements, if necessary. Click OK. 

4. Drag the object into your frame. You may need to resize your frame to view 

the entire object. 


Fields 

Label Toolbox groups fields as follows: 

Fields 

My Database Fields 

Other Fields 

Description 

These are the fields available from your database. They are not 

used for presorted label verification. For a complete list of these 

fields, see Appendix A. 

These fields are created during processing. See “Other fields” on 

page 275. 

Field properties 

To access a field’s properties, select the desired field in your label design and 

choose Format > Properties. 

In the Field Properties window control each specific field’s settings. You can 

assign a filter, you can designate leading or trailing characters, or you can 

designate truncation. 

Leading and trailing 

characters 

In the Field Properties window, you can set the number of characters that appear 

before or after the specified data in the field. Spaces are considered characters. 

You can use this feature to line up your fields in any way you want. 

Note: If you have only one field on a line and the field is empty for a 

particular record, Label Toolbox considers the field blank even if the field 

contains a leading space. Label Toolbox suppresses the line in this case if you 

have selected Blank line suppression. See “Blank line suppression” on 

page 271. 

You can also specify a maximum fill length for fields that you don’t want to 

exceed a certain length. You may find this especially useful with your optional 

endorsement line (OEL). The default length of the OEL is 30 characters. 

Truncation 

The Field Properties window allows you to truncate a field if the output on a line 

is too long to print on the label. Most fields are truncated from the right if the 

Allow Truncation option is selected, and a minimum of four characters will 

always remain. This feature handles two specific fields differently from others: 

• City: When you select the Allow Truncation option for this field, the 

directional is reduced to one letter first, then vowels are removed from the 

city name, from the right, until it fits, and then, if the field is still too long, the 

field is truncated from the right. The minimum remaining length is 4 

characters. 

• Dest_City: Only the city portion of this field will be truncated. The state 

portion will be ignored, if it’s there. Label Toolbox ignores the destination 

facility prefix (ADC, for example), and reduces the directional to one letter 

first. The minimum remaining length is 12 characters. 


Trim spaces 

In the Field Properties window designate how (extra) spaces in the field should be 

removed. You can choose to have spaces removed on the right, left, or both sides 

of the data in the field. 

The Trim Spaces option does not affect leading or trailing characters set in this 

window. It only affects data from within the field. 

Size field objects in 

the layout 

You can view the fields on your layout in a normal or collapsed state. When fields 

are collapsed, you can fit more fields onto a line of your layout. 

This does not affect your output. You cannot fit more data on your label than the 

length of the label will allow. If the data in your fields is longer than the length of 

your label, it will be cut off. 

To ensure that you have enough room on your label for the fields you want, 

choose View > Label Preview. See “Preview labels” on page 286. 

To collapse or expand a field: 

1. Select a field on your layout. 

2. Right-click, and choose Collapse Field or Expand Field. 

Tips • A red arrow appears to the right of the first letter of a collapsed field. 

• If you aren’t sure what the collapsed field contains, place your cursor over 

the collapsed field, and the name of the field appears. 


Other fields 

The following fields are available for printing on labels. 

Key 

N = Non-presorted labels 

P = Presorted label 

C = Container labels 

T = Pallet placards 

S = Single label or envelope 

Field Description Availability 

ACS_CODE The ACS participant code according to your settings in Tools > ACS > 

Properties 

N, P, S 

ACS_KEY 

The ACS keyline according to your settings in Tools > ACS > Properties 

N, P, S 

ADR_BC_DGT Number value of address label’s barcode N, P, S 

ADR_CHK_DIGIT 

Number value of address’s checkdigit. 

CART_ENDRS Carrier route endorsement P 

CONTENTS Container contents information C 

CTN_BC_DGT Number value of container’s barcode C 

CTN_BC_REQ 

This field equals Y when presort indicates the barcode is required or the 

user has enabled the option to always print container barcodes in Tools 

> Options > Default Container Label Options 

CTN_BRK_F Y indicates this is the first record in the container P 

CTN_BRK_FL Y indicates this is the first or last record in the container P 

CTN_BRK_L Y indicates this is the last record in the container P 

CTN_LEVEL 

Container sortation level. 

3DG 3-digit 

3DGS 3-digit scheme 

3DGU Unique 3-digit city 

5DG 5-digit 

5DGS 5-digit Scheme 

AADC Automated ADC 

ADC Area Distribution Center 

ASF Auxiliary Service Facility 

CR5 5-digit carrier route 

CR5S 5-digit Scheme CART 

CRD Direct carrier route 

CTY Multi-ZIP city 

FRM Firm 

M5D Merged 5-digit 

M5DS Merged 5-digit scheme 

MAAD Mixed AADC 

MADC Mixed ADC 

NDC Network Distribution Center 

RES Residual 

SCF Sectional Center Facility 

SGL First Class single piece 

blank Nonpresort or unqualified 

C 

P 



CTN_NO The container number P 

DEST_CITY Container’s destination city C 

DEST_CS_ABS Container’s destination city and state, abbreviated C 

DEST_STATE Container’s destination state C 

DEST_ZIP Container’s destination ZIP Code C 

ENT_PT_CS Entry point city and state. P 

IMB_ADR 31-digit number for the Intelligent Mail barcode. P 

IMB_RTAUTO 

Carrier route code for the pieces in carrier route direct trays. For all 

other trays, if the pieces within the tray are barcoded, the word 

“AUTO” is output. 

IMB_TRYSCK 24-digit number for the tray Intelligent Mail barcode. C 

IMB_PLT Digits for the pallet Intelligent Mail barcode. T 

MAIL_TYPE The presort status of this piece P 

MPROC_CODE Mail processing code C 

NO_PCS_CTN Number of pieces in the container P 

NO_PCS_PKG Number of pieces in the package P 

NO_PCS_PLT Number of pieces in the pallet P 

NONPRESORT_L1 

NONPRESORT_L2 

NONPRESORT_L3 

NONPRESORT_L4 

If the current label is not qualified, this prints: “*DO NOT INCLUDE 

IN MAILING*” 

If the current label is not qualified, this prints: “If desired, apply Single 

Piece rate.” 

If the current label is not qualified, this prints: “postage and mail separately.” 

If the current label is not qualified, this prints some container information 

including the presort status, container type, container number, and 

number of pieces in the container. 

OPT_ENDRS Optional endorsement P 

ORIG_LINE Origination line C 

PIECE_NO_ABS 

The absolute sequence number. (1 for the first record printed, 2 for the 

second record printed, and so forth.). Use this field when printing in 

reverse or printing selected presorted pieces. 

PIECE_RATE The mail piece’s mail category. For example, AB, AC, AT, EB, or RT. P 

PKG_BRK_F Y indicates this is the first record in the package. P 

PKG_BRK_FL Y indicates this is the first or last record in the package. P 

PKG_BRK_L Y indicates this is the last record in the package. P 

PKG_NO The package number P 

PKG_RATE Postage rate applied P 

PLT_BRK_F Y indicates this is the first record in the pallet. P 

C 

C 

C 

C 

C 

N, P, S 



PLT_BRK_FL Y indicates this is the first record in the pallet. P 

PLT_BRK_L Y indicates this is the first record in the pallet. P 

PLT_NO 

PLT_WT 

PLT_VOL 

PRESORT_INFO 

RECORD_NO 

SEQUENCE_NO 

ZEBRA_REQ 

The number of pallets in your mailing. Note: If you place this field on a 

tray label layout for a palletized mailing, the tray label displays the 

number of the pallet that the tray should rest on. 

Pallet weight in pounds. This applies only to the mail itself, not the pallet 

or any wrapping materials. The field length of 9 characters includes 

the decimal point and 4 decimal places (for example, 1234.6789). 

Pallet volume in cubic feet. This applies only to the mail itself, not the 

pallet or any wrapping materials. The field length of 7 characters 

includes the decimal point and 4 decimal places (for example, 

12.4567). 

Presort information about this container: Container type, container 

number, number of packages, number of pieces 

The record number in the database (including records marked as 

deleted). 

The sequence number. (1 for the first record printed, 2 for the second 

record printed, and so forth.) 

This field equals Y when the presort indicates the Zebra barcode is 

required or the user has enabled the option to always print container 

barcodes in Tools > Options > Default Container Label Options 

C 

T 

T 

C 

N, P, S 

N, P, S 

ZONE Zone rating. P, C, T 

C 


Barcodes 

Windows drivers can use any of the barcodes listed in the Objects window, 

including: 

• Intelligent Mail barcode 

• POSTNET 

• PLANET 

• I 2 of 5 

• Zebra 

• Code 128 

• 3 of 9 

Drag a barcode onto your layout. The Barcode Properties window automatically 

opens. In this window you must define the barcode’s value expression. Barcodes 

always require a value expression. 

Set the position 

Barcodes are considered non-line based objects because they do not follow the 

properties of a line. For information about setting the barcode’s position on the 

label, see “Set the position” on page 271. 

Barcode clear zones 

The USPS requires clear zones around your barcode. However, you may be able 

to suppress some of these under the right circumstances. 

! 

Caution: You are ultimately responsible for complying with USPS 

regulations. Refer to the DMM for clear-zone specifications. 

Why suppress clear 

zones 

The main reason for suppressing clear zones is for aligning fields. If you want to 

line up the left side of your labels, you might suppress the left clear zone. Be 

careful that the right edge of the barcode is not cut off by the end of the label. 

Also, if you have a blank line above or below the barcode, you could suppress the 

top or bottom clear zone to reduce the amount of white space on your label. 

How to suppress barcode 

clear zones 

1. Drag a barcode onto your layout. 

2. Choose Format > Properties. 

3. Select the clear zone you want to suppress. 

4. Click OK. 


Break marks 

Break marks alert the person assembling the mailing that a package, container, or 

pallet is starting or ending, for example. 

Remember that only the highest level of break mark appears on a label. For 

example, if the mail piece requires a package and container break, the software 

prints only the container break indicator because a container break, by definition, 

requires a package break (a package cannot span containers). 

Many of the predefined design files come with a break mark placed in the layout. 

There are two types of break marks: Clear Channel and Gated Scan. Which one of 

these you use depends on what kind of machinery you might use to read your 

break marks. These break marks can look exactly the same; however, the 

placement of the break mark is different. 

Clear Channel 

A clear channel break mark is usually placed outside the 

label area. This ensures that the reader for reading the 

break mark has a “clear channel” for looking for the 

break mark. No address information is above or below 

the break mark.You must place the address information 

into its own frame to accomplish this. 

Gated Scan 

A gated scan reader looks at a predetermined area on the label for the break mark. 

This type of reader does not require a clear channel to read the break mark. 

Note: If you do not use machinery to read break marks, it does not matter 

what type of break mark you use. 

Set up break marks 

To set up break marks: 

• Select the number of levels you want. For example, do you only want to 

break on the first record in a package (one level), or do you want to break on 

the first record in a package and the first record in a container (two levels) 

• Choose the characters you want to represent the break mark. 

• Assign a field to determine when a break mark is printed. 

• Create the look you want the break mark to have by selecting the orientation 

and the width in characters. 

For this example, we will create a simple break mark for the first record in each 

package and the first record in each container. 


To create break marks: 

1. Drag a break mark from the 

Objects window onto your layout, if 

there is not one there already. 

2. Select the break mark and choose 

Format > Properties. 

3. In the Break Mark properties 

window, select the Level 1 and 

Level 2 options. 

4. Choose the character you want for 

each level. In this case we will use 

the pound sign(#) for all levels. 

5. For Level 1, choose Pkg_Brk_F from the Field drop-down list. For Level 2, 

choose Ctn_Brk_F. 

6. Select Horizontal for the Orientation and 3 for the Width in Characters. 

At this point, the Break mark properties window should look like the one 

above. 

7. Click OK. 

Your break marks appear on your labels in the following forms: 

First record of new package # # # 

First record of new container # # # 

# # # 

Now that you have successfully set up a basic break mark, you can explore all of 

the different ways to use break marks by trying new levels, fonts, characters, and 

so on. 


Images 

You can add any number of images to any number of your labels (Windows 

printer drivers only). For a complete list of all supported image file formats, see 

the Label Toolbox help topic Image Formats. 

How to add images to 

your design 

You must complete a few steps before your image will appear on the labels the 

way you want it to: 

• Choose your image(s) from your Image Files folder (set up in Tools > 

Options > File location tab). 

• Assign a value to the image(s). 

• Create a value expression for the image(s). 

• Create a conditional expression for the image (optional) 

Example 

To help illustrate how to add images to your label, we have the following 

scenario: A company is sending out a mailing to customers in Wisconsin and 

Minnesota. To grab their attention, they are going to place an image on the 

labels—a map of the state for Minnesota customers and a wheel of cheese for 

Wisconsin customers. 

To add these images to the appropriate labels: 

1. From the Objects 

window, under 

Miscellany, drag the 

Image icon onto your 

layout. The Image 

Properties window 

appears (if not, choose 

Format > Properties). 

PW.State 

2. Next, enter or build the 

value expression in 

Expression Builder that 

tells Label Toolbox 

what field needs to be 

populated to print the 

necessary image. 

Because we are 

differentiating by state, we chose the field State. 

3. Click the Add button in the Image Properties window to choose the image 

you want. 

4. Select the Minnesota image and enter the value MN. Then select the 

Wisconsin image and give it a value of WI. These values tell Label Toolbox 

that when the State field is populated with MN, print the minnesota.bmp 

image. The same goes for WI; when WI appears in the State field, print the 

cheese.bmp image. 


Other miscellaneous objects 

Text 

Drop a Text field onto a layout to add any text you want 

onto your labels. 

For example, you could type a greeting or a short message 

right onto the label design. Be sure to preview your labels 

before printing. Choose View > Label Preview from the 

Label Toolbox menu. 

Tab 

Adding a tab to your layout can help you in designing your label. For example, 

you can use it to make a field start at any position on a line. It can be used as a 

right tab or a left tab. 

Expression 

With the Expression field you can do a number of things you cannot do with other 

Label Toolbox fields and objects. For example, use the Expression field to: 

• Conditionally print text 

• Create printer codes for Windows printer designs 

• Combine data from multiple fields 

Before you can print an Expression field, you must create a value expression. You 

can also name your Expression field by typing the name you want into the Field 

Name text box in the Field Properties window. 

See “Operators and functions for Label Toolbox expressions” on page 337 for 

more information about value expressions. 


Container labels 

The software prints container labels according to strict USPS rules. Following 

USPS rules, the software prints barcodes on container labels for automated 

mailings. Refer to the DMM for details about these rules. 

You can choose the font for container labels only if the label doesn’t include the 

barcode. 

When to print 

container labels 

After you have presorted your records, you can print container labels. 

! 

Caution: If you change data in any way between the time you presort and the 

time that you want to print container labels, you will have to represort. This is 

because any records that you changed or added might cause a change to the 

container labels. 

Design files 

Label Toolbox comes with a number of predefined design files for printing your 

container labels.These design files are shown in the Design File Preview window 

after you choose Print > Labels and then click the Design button in the Container 

Tags section. 

! 

Caution: We recommend using predefined design files for printing your 

container labels, because these design files meet the USPS’ strict 

specifications for printing container labels and barcodes. If your labels do not 

meet USPS standards, your mailing could be rejected. 

Choose options for 

container labels 

After you select the design file to print your container labels, you can select other 

options for your container labels. 

You can choose to print: 

• Container number on each container label 

• Number of packages on each container label 

• Number of pieces on each container label 

• Barcodes on container labels for nonautomated mailings. Doing so may 

speed delivery of your mail. 

Change printing options 

for container labels 

1. Choose Print > Printing Options, and click Presort Container Tags tab. 

2. Select the options you want for your container labels, and click OK. 

Now you can preview or print your container labels. 

Intelligent Mail 

The USPS is accepting transitional Intelligent Mail (IM) tray and sack labels now. 

These transitional labels include both the 24-digit Intelligent Mail barcode and 

the 10-digit Interleaved 2 of 5 barcode. 

Starting in May 2009, the USPS will begin accepting IM tray and sack labels that 

include only the 24-digit Intelligent Mail barcode. Do not use the 24-digit labels 

until you have confirmed with the USPS that they will accept these labels. 


To produce transitional tray or sack labels in Label Toolbox, choose label designs 

and templates with “IM” in the file name. 

To produce 24-digit tray or sack labels in Label Toolbox, choose label designs 

and templates with “IM 24-digit” in the file name. 


Verify labels 

The USPS has specific rules about which elements you can print on your labels 

and where they should be positioned. Label Toolbox checks your label layout for 

you to ensure that it does not violate basic USPS rules. 

! 

Caution: Label Toolbox catches several obvious errors, but it does not 

enforce all USPS rules on your label layout. Even if Label Toolbox finds 

no errors in your layout, we can’t guarantee USPS acceptance. For details 

on USPS rules, see the DMM. 

Status window 

The Status window (View > Status) shows the elements in your layout and their 

status. If Label Toolbox finds something wrong with one of the elements of your 

layout, it will display either an error or a warning related to the current design. 

They are marked by the following symbols: 

Error: This sign signifies that there is a severe problem. If the problem is 

not corrected, your mailing could be rejected. 

Warning: This is not usually as severe as an error; however, it is 

recommended that you research the problem and attempt to fix it. 

Fix your errors 

By right-clicking an error or warning in the Status window, you may be able to: 

• View a help topic that gives you a description and possible solution to your 

problem. 

• Go to the location of the problem in question. 

Note: When you prepare labels that won’t be used for mailing purposes, you 

may still get warning or error messages. Under these circumstances, it may 

not be necessary to fix these problems. 


Preview labels 

To view your labels before you print, choose Print > Labels > Preview. This 

works if there is a design file assigned to the current .mdf file. 

When you are in the Design window of Label Toolbox, you can preview your 

labels by choosing View > Label Preview. 

Tip: To preview your label changes instantly, resize the print preview 

window and the design window to fit both on screen. 

Toggle button 

In the preview mode, there is a button in the lower left corner that 

allows you to change between viewing a single label or an entire page 

of labels. 

Search 

You can search for any text on a label. 

1. From the Print Preview window, choose the Find Text on Label button. 

2. Type the text that you want to find; for example, Los Angeles. 

3. Select matching options (the whole word or specific casing) and the find 

direction. (Optional.) 

4. Click Find Next. 

The text you are searching for must be on a single line of data. For example, if 

you type Main Street Hollywood in the Find box, and “Main Street” is on one 

line and “Hollywood” is on the next line, then no match will be found. If the text 

is on the same line, then a match will be found. 

To search for a label, package, or container number, in the Print Preview window, 

type the number that you want to find and then click the Go To button. 

Show multiple output 

files 

The Preview window shows the appropriate breaks and accurately displays how 

the labels will be printed in page mode. For example, let’s say that you are 

printing 10 labels per page. If you have 101 labels in one output file and the first 

100 labels fully complete 10 pages, then the 101st label will now appear alone on 

the 11th page rather than having the first several labels of the next output file 

included on the same page. 


Print 

After previewing the labels, you can print from the same window. 

1. From the Print Preview window, click the Print button. 

2. Set your options in the Print window and then click OK. 

If you want to pause printing, you can click Pause in the Print Labels status 

window. 

Preview banner pages 

and test labels 

When you have information placed on the banner and test layers, you can preview 

the layers as well as your address or container labels. 


Page templates 

When you create a new design file, you must pick a page template (.ltp) to use. 

Page templates contain the physical information about the page of labels you are 

using. This information includes the size of the page, the number of labels per 

page, the size of the margins, and so on. 

When working in Label Toolbox, you can create and save your own page 

templates, as well as load existing page templates in the current design. 

Create a new page 

template 

If you often use the same page setup but different label designs, then you may 

want to create a page template. For example, if a lot of your printing is done on a 

custom label or paper size, rather than modifying your page setup each time, you 

could save your page settings as a page template. To do this: 

1. In Label Toolbox, create 

and save a design with 

your desired page 

settings. 

2. Choose File > Page 

Setup and click the 

Page Template tab. 

3. If necessary, click the 

folder icon to navigate 

to a different folder, and 

click OK. 

4. Choose Save New 

Template from the list, 

and enter a Name and 

Description for the 

template. 

5. Click Save, and Click OK. 

After you have created and saved this page template, you can use it when creating 

new design files or you can load it into an existing design file. 

Assign a different 

page template to the 

design file 

Perhaps you know that there already is a page template with the setting you want, 

to assign a different page template to the current design: 

1. Choose File > Page Setup and click the Page Template tab. 

2. If necessary, click the folder icon to navigate to a different folder, and click 

OK. 

3. Choose a page template from the list, and click Load. 

4. Click OK. 


Layout templates 

When you create a new design file, you must pick a layout template (.ltl). Layout 

templates contain information about what fields, barcodes, break marks, or other 

objects appear on your labels, banner pages, or test labels. 

When working in Label Toolbox, you can create and save your own layout 

templates, as well as load existing layout templates in the current design. 

Create a new layout 

template 

If you often use the same label design but different page settings, you could create 

different layout templates. Then, you wouldn’t have to change your label design 

each time you create a new design. To do this: 

1. Create and save (File > Save) your label design. 

2. Choose File > Layout Template > Save. 

3. If necessary, navigate to a different folder, and name your new layout 

template. Click Save. 

After you have created and saved this layout template, you can use it when 

creating new design files or you can load it into an existing design file. 

Assign a different 

layout to the design 

file 

Perhaps you know that there is a layout template with the settings that you want. 

To assign a different layout to the current design: 

1. Choose File > Layout 

Template > Load. 

2. If necessary, click the folder 

icon to navigate to a different 

folder, and click OK. 

3. Choose a layout template 

from the list, and click Finish. 

Banner pages and test 

labels 

If you often use a common setup for your banner pages or test labels, but not your 

label design, you may want to create and save a layout template. This template 

could contain your desired banner and/or test layer information but a blank base 

layer. You could then use this layout template when creating a new design. 


Printers 

Your printer’s documentation is the best source of information about your printer. 

Consult this documentation if you have any questions about your printer’s 

capabilities. 

You may have more than one printer, but the printer that will be used to print your 

labels is controlled through the design file assigned to your mailing. 

Default printer 

When you first open a predefined design file, your default Windows 

printer is assigned to the design file. You can view the default Windows 

printer by choosing Start > Settings > Printers and seeing which printer 

has a check mark by it. 

To set a default printer for your inkjet or generic text printer, choose Tools > 

Printer Setup, highlight the desired printer, and click Set Default. 

Assign a new printer 

to a design file 

To change the printer in a design file: 

1. Choose Print > Labels and then click the Design button. 

2. Select your design file, and click Edit. 

3. Choose File > Design Settings. 

4. Select a new printer from the Printer Name drop-down list, and click OK. 

5. Choose File > Save. 

Set up Generic Text or 

inkjet printers 

For more information about setting up your inkjet printer drivers, see “Inkjet 

printers” on page 291. 

For more information about setting up your Generic Text printer drivers, see 

“Generic Text driver” on page 293. Also, see the list of printer files available in 

the section, “Printer files” on page 354. 


Inkjet printers 

The software supports the following inkjet printer drivers: 

• Cheshire VIP III-IV 

• Domino JetAddress 

• Scitex Admark III v8 

• Scitex Ektajet 5000 

• Videojet PrintPro 

The features that are present in each driver vary from one driver to the other. 

Consult your printer’s documentation for information about supported features. 

Not supported: The software does not support messaging or bindery control 

features for these inkjet printers. 

Design files 

To print labels with one of these inkjet printer drivers, choose the Inkjet design 

file. 

How to modify printer 

settings 

You can modify any inkjet printer’s settings at any time. You do not need to have 

the printer assigned to your design file. To do this: 

1. In Label Toolbox, choose Tools > Printer Setup to modify the settings of your 

printer. 

2. Select your printer, and click Modify. 

3. In the Modify 

Printer window, 

define your 

printer’s settings by 

selecting a category 

on the left. You can 

edit the values that 

appear on the right. 

4. When you finish 

editing your printer 

settings, click OK. 


How to modify design 

file settings 

If you have a inkjet printer assigned to the current design file, you can modify the 

printer’s settings just for use with the current design file. To do this: 

1. In Label Toolbox, choose File > Design Settings, and click the More button 

to access the printer settings for your design file. 

Design-file printer 

settings affect only 

jobs that use that 

particular design file, 

and not the particular 

printer. 

The categories below 

change based on the 

printer chosen here. 

This button toggles 

between More and 

Less. Clicking More 

makes the design-file 

printer settings 

appear. Clicking Less 

hides the design-file 

printer settings. 

2. Edit your settings as necessary for this design file, and click OK to close the 

window. 

Tips for modifying 

printer settings 

• Not all printer settings are available for design files. Some settings are 

available only in the printer settings. If a setting is available in both places, 

the design file setting overrides the printer setting. 

• If this symbol is next to a setting, you cannot edit that setting. 

• We have populated some of the settings with default values. Be sure to 

consult your inkjet printer’s documentation for information about these 

values. 


Generic Text driver 

The Generic Text driver can be set up for use with any printer 

Printer files 

Printer files (.ltr) are available to use with the Generic Text driver. These printer 

files contain suggested POSTNET escape codes for a variety of printers, such as 

the Tally, Rena, Okidata, and Genicom printers. See “Printer files” on page 354 

for a list. 

Generic Text design 

files 

Label Toolbox comes with several Generic Text design files installed for your 

convenience. Choose a design file that corresponds to your printer model. Use 

these design files as a basis for your text printer design files. 

Choose your printer 

Define your printer settings for any printer at any time in the Printer Setup 

window. This window acts as a repository for all of the printers available. Here 

you can access information about your printer and access the location where you 

define the necessary settings to control your printer. 

Create a new printer 

instance 

You may have multiple printers that you want to use with the Generic Text driver. 

You may also need to change the settings for a specific printer depending on the 

job you are running. You can define different settings for the same printer, thus 

saving future setup time. 

Example 

For example, suppose you have a Taneum printer. With some designs, you want 

to print at 6 LPI and with others you want to print at 8 LPI. You can set up a 

printer instance for each and name the printer anything you want. 

To set up an instance of your printer to print at 6 LPI: 

1. Choose Tools > Printer Setup, and click New. 

2. Select the Generic Text driver from the drop-down list, and enter a new name 

for your printer, such as Taneum_6lpi. 

3. Select OK. 

4. In the Modify Printer window, select Settings. 

5. Enter in the InitCode parameter the appropriate printer codes to print for 6 

LPI printing, and click OK. 

Go through the same steps to set up your printer for 8 LPI, changing the values 

and names where appropriate. You now have two instances of the same printer, 

but with different LPI settings. 

Define your settings 

The Modify Printer window contains options you need to set up for using the 

Generic Text driver. To enter a value for any of the options, just click the field 

next to the name of the option, and type the value or choose the value from the 

drop-down list. 

If you do not use one of the available printer files, your printer’s documentation 

should contain most of the information you need about these options. 


Settings 

The following table lists the various printer options you may set up, as well as a 

description of each. 

Option 

DeviceName 

PadLines 

PadPages 

InitCode 

ResetCode 

LineFeedCode 

PageFeedCode 

Description 

Use the DeviceName option when the output is sent directly to the 

printer. Enter the name of a Windows printer driver here. The name 

you type at the DeviceName option must match the name of your 

printer exactly (spelling, case, and so on). We suggest copying and 

pasting. 

For a network printer, you must also specify the path (for example, 

\\server name or path\printer name). 

This option determines how the driver treats end-of-line situations. 

Set to True to pad each line with spaces to the width of the label 

stock. 

When you set PadLines to False, each line ends at the last character 

or escape code. 

You may find this setting useful if you are experiencing problems 

with blank lines at the end of your label page. When the value is set 

to False, these blank lines are removed. 

If you want a printer initialization sequence, enter it here. The contents 

of this option are output at the beginning of the print run. 

Use this option to set the printer reset sequence. The contents of this 

option are output at the end of a print run. 

Use this option to override the default line feed sequence. This 

sequence will be output at the end of each line of text. Label Toolbox 

has a default LineFeedCode of \x0d\x0a. 

Use this option to send a page feed sequence. If setup, this sequence 

will be output at the end of each page. 


Escape codes 

In Label Toolbox, you can easily enter, store, and use your escape codes to 

control your printer. If you do not use one of the available printer files with the 

POSTNET escape codes defined for you (see “Printer files” on page 354), your 

printer’s documentation should list the escape codes available. You need to 

transfer those codes into Label Toolbox. 

To define your escape codes: 

1. With a Generic Text driver design file open in Label Toolbox, choose Tools > 

Printer setup. 

2. Select your printer, and click Modify. 

3. Select Escapes, and click the New button that appears at the bottom of the 

window. 

4. Enter a name for your escape code in the Value Name field and a value for 

the escape code in the Value field. For example, enter a name such as 

BoldOn and a value of \027\nnn or \xlb\xnn where \nnn or \xnn represent 

the values your printer uses to turn bold on. Click OK. 

5. Click OK in the Modify Printer window, and click Close in the Printer Setup 

window. 

These escape codes are now available as objects to drag and drop on your design 

or use them to define the LineBeginning and LineEnding values in the Line 

Properties window, see “Lines” on page 269. 

Printer escape objects 

After you define your printer escape codes, they appear in 

the Objects window. You can drag and drop these onto your 

layout to activate printer commands. 

For example, let’s suppose you want to make the customer’s 

name appear in bold text on your address labels. You would 

create printer escape objects for turning the bold text on and 

off and then drop them onto your layout in the appropriate positions. 

1. From the Objects window, drag the BoldOn escape object to the position 

before the Name field. 

2. Drag the BoldOff escape object to the position immediately after the Name 

field. 

If you do not include the BoldOff escape object, every field on every label after 

the BoldOn object will have bolded text. You must send a command to the printer 

to tell it to stop printing bolded text. 


Barcode printing with the Generic Text driver 

You can generate barcodes in Label Toolbox with the Generic Text driver by 

using the barcode object and printer escape objects. 

Use the barcode 

object 

Label Toolbox provides barcode objects in the Objects window for use with the 

Generic Text driver. We recommend using this method of printing your barcodes 

for all address labels. To do this: 

1. Drag the barcode object onto your layout. Choose the appropriate Value 

Expression, and click OK. 

2. Choose Tools > Printer setup, select the Generic Text printer, and click 

Modify. 

3. Click the barcode, and enter the barcode settings information. Your printer’s 

documentation will have the data for the start and stop codes. You will need 

to determine whether you want Label Toolbox to generate the check digit for 

you, and you must also determine the width of your barcodes (see the next 

page). 

4. Click OK. 

Check digit 

If your printer does not automatically generate the check digit for the barcode, set 

the Check Digit parameter to True in the Modify Printer window (Tools > Printer 

Setup and select your printer). If your printer automatically generates the check 

digit, set this parameter to False. Otherwise, your barcodes will not print or will 

print incorrectly. 

Convert digits to bars 

If your printer requires digit conversion to 

print the barcodes, set the 

ConvertDigitsToBars parameter to True. You 

must also enter the appropriate conversion 

values for the TallTall, ShortShort, TallShort 

and ShortTall parameters. These values are 

entered in the same way as printer escapes 

(for example, 

\nnn or \xnn). 

Note: If you set the ConvertDigitsToBars parameter to True, you should also 

set the GenerateCheckDigit Feature to True. 


Barcode widths 

If you plan to use the barcode objects, you need to determine the width of the 

barcode in characters, and enter this information into the appropriate parameters 

within the barcode section of the Modify Printer window. To do this: 

Set up your design file 

and printer 

1. In the Design File Preview window, select the Testing PLANET Width.ltd 

or Testing POSTNET Width.ltd design file, and click Edit. 

2. Choose Tools > Printer Setup, select your Generic Text printer, and click 

Modify. 

3. Select Settings, and enter the necessary information for your printer, if you 

haven’t already done so. 

4. Select POSTNET or PLANET, and enter the Start and Stop codes for the 

barcode. Your printer's documentation should provide this information. 

5. Click OK, and click Close. 

6. Choose File > Design Settings, and choose your Generic Text printer from 

the drop-down list. Click OK. 

Save your design file and 

select it for your job 

1. Choose File > Save As to save your design file with a different name. This 

design file should only be used to determine barcode length; it should not be 

used for production purposes. 

2. Choose File > Exit. In the Design File Preview window, choose this design 

file, and click Select. 

3. Choose Print > Labels, and then click Print. You only need to print one 

label; in the Label Print window, enter the Label Number From 1 to 1, and 

click OK. 

Your output should look something like this: 

Count the number of 

characters and enter the 

data 

1. Using the top row of numbers as a guide, count how many spaces 

(characters) the barcode bars occupy. In the example given above, the 

number of spaces for the 5-digit barcode is 16. 

2. After you have determined the number of characters for your 5-, 9-, and 11- 

digit POSTNET barcodes or 11- and 13-digit PLANET barcodes, enter the 

values you found in the respective WidthXDigit fields in the Label Toolbox 

Modify Printer window (Tools > Printer Setup). 

Be sure to select a different design file for your job when you are ready to print 

your labels. 


Use printer escape 

objects 

We recommend using this method only if your printer handles the barcode 

alignment by itself. You don’t have to define the barcode values in the Modify 

Printer window if you are using escape code objects to generate your barcodes. 

To use escape codes for printing your barcodes: 

1. Define your printer escape codes. 

2. Create two printer escape objects: one to turn on the printing of the barcode 

and one to turn it off (for example, BarcodeOn and BarcodeOff). 

3. Drag the BarcodeOn escape object onto your layout. 

4. Drag the Adr_BC_Dgt field object to the right of the BarcodeOn escape 

object. Click OK. 

5. If necessary, drag the Adr_Chk_Digit field to the right of Adr_BC_Dgt. 

6. Drag the BarcodeOff escape object to the right of the Adr_BC_Dgt (or 

Adr_Chk_Dgt) field. 

! 

Caution: If you use escape codes to print your barcodes, and you use any 

other escape codes that move the printer head horizontally (for example, a tab 

escape code), the output will be incorrect. If you need to use a tab, use Label 

Toolbox’s tab object, available from the objects window. 


Print labels 

After you have selected a design file and printer for your print job, you can print 

your labels. To do this: 

1. Choose Print > Labels and then click Print. 

2. Select the options you want in the Label Print window. 

3. Click OK. 

Print Alignment Label 

Rows 

You can make sure that your paper and printer are in proper alignment. This 

option prints mock labels that have the dimensions set in your page template. 

Pagination 

These options control the working set of labels. By choosing how many test label 

rows and the range of label numbers, you define the number of pages you will be 

printing. 

Print range 

Using this feature in conjunction with the Paginate section allows you to print a 

defined sub-set of records. 

Print options 

Print Banner Pages 

Selecting this option allows you to print your banner pages before printing test or 

real labels. 

Print to File 

This option allows you to save your print job as a file for use at a later time. 

Print flow 

To set up the flow of your printing job, choose Print > Printing Options > Label 

Printing Flow. 

Pause printing 

Find the pause printing options by choosing Print > Printing Options > Presort 

Printing options. At this time, you cannot view your pauses through Print Preview 

in Label Toolbox. 

Note: Pause printing is not supported if the label flow is set 

to either of the following options shown at right. 


Print labels for selected presorted records 

If you need to print only a few labels from your database, instead of an entire 

page or job, you can now print labels for selected presorted pieces. This feature is 

useful when you have spoilage during mail assembly. 

Tip: You may want to add presort fields to your record layout before 

presorting. Having a presort field in your database may help you determine 

which labels you want to print. See Appendix A for a list of presort fields that 

you can add to your record layout. 

How to select and 

print labels 

After you presort your job (Tools > Presort Sort > Settings), you can print 

selected labels: 

1. Select your determined group of records either by choosing View > Data 

Sheet and select each record yourself, or by choosing Records > Select > By 

Criteria. 

For example, if you print the presort sequence number on each label, and see 

that you need to reprint pieces 3670 through 3690, you could search by the 

Presort Sequence Number field. 

2. Choose Print > Printing Options, and click the Presort Printing Options 

tab. 

3. Select the Print Labels For Selected Records Only option. 

4. To print the labels, choose Print > Presorted Labels > Print, assuming that 

you have a design file selected. 

5. Click OK. 

Pause printing 

The Print Labels For Selected Records Only option is disabled if pause printing is 

enabled. If you select the Print Labels For Selected Records Only option first, the 

pause printing option is then disabled. 


Printing labels for firm packages 

Print top label only for 

firm packages 

When you print presorted address labels through Label Toolbox, you can choose 

to print a label only for the top piece in firm packages. 

1. Choose Print > Printing Options. 

2. At the Presort Printing Options tab, 

select the Top Copy Only in Firm 

Package option if you want to print an 

address label for only the top copy of 

the firm package. 

To select this option by default, 

choose Tools > Options. Then in the 

Presorting section, click the Printing 

Options button. Then select the Top 

Copy Only in Firm Package option. 

3. When you reach step 4 of the Presort wizard, click the 

Details button for each of the selected schemes. Select 

the Make Firm Packages option for each scheme. 

When you print presorted address labels, Label Toolbox 

generates a label only for the top piece of the firm package. 


Expressions and filters 

When you drop certain objects onto your layout, you may need to create a value 

expression or conditional filter for that object. Label Toolbox provides a utility 

for creating and editing your filters and expressions. 

To access this utility, select the object and choose Format > Properties in 

Label Toolbox. Click the Filter or Expression Browser button. 

Value expressions 

A value expression tells Label Toolbox to print the value of the specified field or 

data. For example, PW, AP, and DB fields automatically contain a value 

expression telling Label Toolbox to print the specified information. 

When Label Toolbox looks at a record, it retrieves the data for this value 

expression and applies it to the record. For example, a value expression, 

alltrim(ap.adr_bc_dgt) + alltrim(ap.adr_chk_digit), would return the value of 

ap.adr_bc_dgt + ap.adr_chk_digit for each record. 

Barcodes always require a value expression. 

Conditional filter 

A conditional filter allows you to designate under what conditions an element of 

your label or the data contained in the element will appear or not appear. 

For example, a conditional filter, alltrim(pw.mail_type) = “ATM”, would return 

a “T” or “F” for each record depending on the outcome of this function. 

Objects that do not have a conditional filter assigned to them will always print. 


Predefined 

expressions and 

filters 

Label Toolbox contains a number of predefined expressions and filters. These 

cover some of the most fundamental expressions for the various elements of your 

mailing. The table below gives descriptions of what they do and how they are 

used. 

Note: If you change a predefined 

filter or expression, you are 

prompted to do one of three 

things, shown at right. 

Filter Description Usage 

Address BC Digits Value expression for address label barcodes. Used by the Postnet barcode in labels (not container 

labels). 

Ctn BC Digits Value expression for container label barcodes. Used by sack or tray labels. 

Ctn BC Required 

First in Pkg 

First in Pkg or CRRT 

Last in Pkg 

First or Last in Pkg 

First in Ctn 

Last in Ctn 

First or Last in Ctn 

Zebra BC Required 

Conditional filter for container label barcodes. 

Conditional filter indicating the label as the first 

in a package. 


in a package or as a carrier-route mailing. 

Conditional filter indicating the label as the last 

in a package. 


or last in a package. 


in the container. 

Conditional filter indicating the label as the last 

in the container. 


or last in a container. 

Conditional filter indicating whether the container 

label should have a barcode. 

Used as a condition of the package number 

(Pkg_No) on presorted labels. 

Used as a condition of the Optional Endorsement 

Line object (Opt_Endrs) on presorted labels. 

Used only on presorted labels. 





Sticker 5 Value expression defined as the number 5. Use for your 5-digit sortation level, pressuresensitive 

package labels. 


Expression and Filter Builder 

Label Toolbox contains a utility 

that you can use for the creation, 

verification, and selection of 

filters and expressions. 

If you click the Filter Browser 

button, it opens the Filter 

Browser window. From this 

window, you can access Filter 

Builder to edit or create new 

filters. 

Filter and Expression Browser buttons 

If you click the Expression Browser button, it opens the Expression Browser 

window. From this window, you can access Expression Builder to edit or create 

new expressions. 

Example 

Filter Browser window 

The first window 

you come to, after 

clicking the Filter 

Browser button, is 

the Filter Browser 

window. 

The Available Filters 

box lists all of the 

predefined filters 

that came with Label 

Toolbox and any of 

your own filters. 

The Filter Syntax 

box contains the 

syntax that makes up 

the filter you select. 

At this point, you can click Edit to change the filter, or you can click New to 

create a new filter. Either way, you end up at the Filter Builder window. 

Note: This is the only place where you may delete any existing filters or 

expressions. To delete an item, right click on the one you want to delete and 

click Delete in the pop-up menu. 

Filter Builder window 

In this window name and build your new filter. 


To create your new filter: 

1. Type the name of your new filter in the Filter Name box. You must do this 

before you build your filter. 

2. In the Filter Building tools box, select which field, operator, or function you 

want to include in the filter. 

3. Click Add. Your choice appears in the Filter Syntax box. 

You are now ready to begin building your filter. 

Note: If you make a mistake, you can click the Clear button. This will empty 

the Filter Syntax box. If you are editing an existing expression and decide you 

want to revert back to the original filter, click the reset button. 


Examples of value expressions and conditional filters 

To help illustrate the process of creating new expressions filters, this section 

walks you through a few scenarios. Each one will have a brief description of what 

you will accomplish and the steps necessary to do it. 

Scenario #1: Printing 

the current date and 

time 

Say you want to place the current time and date on every address label in our 

mailing. For this scenario, you will need to do three things: 

• Drop an Expression field onto the layout 

• Create a value expression telling Label Toolbox to print the current time and 

date in the field. 

Once you have dropped your Expression field onto your layout, you will need to 

create your value expression. To do this: 

1. Select the Expression field on your layout and choose Format > Properties. 

2. Click the Expression Browser button next to the Value Expression box. In 

the Expression Browser window, click New. 

3. In the Expression Name box, type an appropriate title, such as Date and 

Time. 

4. In the Functions box, choose time() and click Add. This appears in the 

Expression Syntax box. 

5. In the Operators box, choose the ampersand (&) symbol and click Add. 

Your expression should look like this: time()&. 

6. In the Functions box, choose dtoc(DATE) and click Add. Your expression 

should look like this: time()&dtoc(DATE). 

7. Place your cursor between the parentheses in dtoc(DATE) function and 

delete the word DATE. Now choose date() from the Functions box and click 

Add. Your expression is now complete and should look like this: 

time()&dtoc(date()). If the expression differs from this, it will not work. You 

can go into the Expression Syntax box and use your keyboard to correct any 

mistakes. 

8. Click OK until you reach your design window. Choose View > Label 

Preview to see the date and time stamp on your labels. 


Scenario #2: Printing 

“Current Resident” 

Say you have a mailing list where some records are missing information in the 

first name field, last name field, or both. For the records missing any of this 

information, you want to print the phrase “Current Resident” on the label. 

Once you have dropped your Expression field (under Miscellany) onto your 

layout, you need to set up your value expression to tell Label Toolbox to print 

“Current Resident” in the field. To do this: 

1. Select the Expression field and choose Format > Properties. 

2. Click the Expression Browser button next to the Value Expression box. In 

the Expression Browser window, click New. In the Expression Builder 

window, type a name for your new value expression, such as Current 

Resident. 

3. In the Expression Syntax box, type “Current Resident”. 

4. Click OK until you reach the Field Properties window. 

Now you need to set up your conditional filter for the Expression field that tells 

Label Toolbox when to print “Current Resident.” To do this: 

1. Click the Filter Builder button next to the Conditional Filter box. In the 

Filter Browser window, click New. In the Filter Builder window, type a name 

for your new conditional filter, such as Empty Name. 

2. In the Filter Syntax box, type empty(DB.FIRST).OR.empty(DB.LAST). 

For more practice, try building the filter by selecting and adding the 

necessary fields, functions, and operators. 

3. Click OK until you reach your design window. 

You now have told Label Toolbox to print “Current Resident” in the Expression 

field when either of the fields DB.FIRST or DB.LAST are empty. However, if 

one field is empty, Current Resident will print and so will the other name field. 

Because you do not want to have a name like “John Current Resident” on your 

label, we need to tell Label Toolbox that, if one field is empty, it should not print 

the other name field. 

To do this, we need to set up two more conditional filters: one for the DB.FIRST 

field and one for the DB.LAST field: 

1. Select the DB.FIRST field. In the Field properties window, click the Filter 

Builder button next the Conditional Filter box. In the Filter Browser window, 

click New. 

2. Type a name for your new conditional filter, such as First. 

3. In the Filter Syntax box, type .Not.empty(DB.LAST). 

4. Click OK. 

Repeat the process for your DB.LAST field. Name your conditional filter Last 

and in the Filter Syntax box, type .Not.empty(DB.FIRST). 



Appendix A: 

Fields 

All fields are listed alphabetically below. These fields handle a broad range of 

your name, address, mailing, and other database needs. 

Note: You can create your own fields, using the Normal field kind, to store 

data that is not specifically handled by the predefined fields. 

To set up fields, choose File > Properties > Database. 

Field name Field kind Description When is this field 

updated 

ACS_Dc 

ACS Deliverability 

code 

Contains the deliverability status of the mailpiece that generated 

the notice. 

ACS_Key ACS Keyline Address Change Service keyline includes pad, check digit, 

and framing pound signs (#). Set up the number of spaces in 

the Presort Field Options window. 

ACS_Keyhit ACS Keycode match Lists the keyline (including the check digit) that matched this 

record during the merge. 

ACS_Mgdate Date of merge Represents the date when the record was merged into your 

database file. This field is generated from the system clock, 

not from the ACS notification file. 

ACS_Mt ACS Move Type F. Family. 

I. Individual. 

B. Business. 

*. Match with a COA order and new address information. 

ACS_Mvdate 

ACS_Parhit 

ACS effective month 

of move 

Participant Match 

from ACS 

The month and year of the move. The software converts the 

date to the first day of the month. 

Represents the participant code that matched this record during 

the merge. 

Address Change 

Service 

Presort 

ACS_Partic ACS Participant Code Address Change Service participant code. Presort 

Addr_Chg 

Address Change Indicator 

Include this field in your layout if you’ll perform Extended 

Services move-updating. 

This field tells you whether or not this record was affected by 

a move. After the move-update, the field contains one of the 

following values: 

A. Forwardable move. 

B. Possible move. 

C. No move. 

D. Non-forwardable move. 


Service 


Service 


Service 


Service 


Service 


NCOA Link 

Appendix A: Fields 309


updated 

Address_1 Street address line 1 First line of the street address Address correction, 

NCOA Link , or 


ZIP+4, NCOA Link , 

or DSF 2 processing 

Address_2 Street address line 2 Second line of the street address. 

The USPS requires delivering mail to the address immediately 

above the city and state line. The software considers that line 

to be Address_2. During address correction, the software 

places the standardized address in Address_2. 

Breakmark Break Mark Indicates a break (package, container, pallet). Set up the type 

of break mark and character in the Presort Field Options window. 

Address correction, 





Presort 

Census_Blk 

U.S. Census tract 

BNA 

U.S. Census tract and block-group number. The first 6 digits 

are the tract number, and the final four digits are the blockgroup 

number within the tract. These codes are used for 

matching to demographic-coding databases. 


with GeoCensus 

enabled 

City City City name Address correction, 





Company Company name Company name 

Confirm Confirm The PLANET code and check digit. Presort 

Congr_CD Congressional code Congressional district code Address correction 

Copies Presort Copies Use the Presort Copies field to generate multiple instances of 

a record for the purpose of presorting and mailing. For example, 

if you want to mail multiple copies of a periodical to a 

company, you can specify the number of copies that company 

should receive in the Presort Copies field. 

For records that should have multiple copies generated, enter 

the number of copies that company should receive. 

When the Presort Copies field is blank or contains 0 or 1, one 

copy is generated for that record. Each non-deleted record in 

the database is considered 1 copy. 

Data entered in the Presort Copies field is meaningful for presorting 

purposes only. Mail.dat, presort reports, and postage 

statements also reflect the copies information. 

Country Country name Country, such as USA or Canada. When present in your layout, 

the software can detect pieces destined for other countries. 

If the field contains any other value other than United 

States, U.S., US, USA, etc., the software treats the record as 

foreign. 

County County name County name Address correction 

County_CD County code County code Address correction 



updated 

CRRT Carrier route Four-character carrier-route code, required for carrier-route 

presorts 

Ctn_Num Container Number Container number within the job. This field is read-only. Presort 

Datestamp Date of last change Date of the last change to the record in mm/dd/yyyy format. 

Turn Datestamp on in File > Properties > Document, Database 

Input tab. 

Deceased Deceased Flag Deceased suppression status. 

Y. Record matched the deceased suppression list 

N. Record doesn’t match deceased suppression list. 

blank. Suppression processing not performed. 

Dlv_Code 

NCOA Link Delivery 

Code 

This field tells you more about the record’s move or why the 

record is not forwardable. 

After the move-update, this field contains one of the following 

values: 

F. Moved to foreign address 

G. PO Box closed 

K. Moved left no forwarding address (MLNA) 

L. LACS conversion 

M. Forwardable move 

P. Moved; primary address cannot be confirmed 

S. Forwardable move; secondary address cannot be confirmed 

Do_Nt_Mail Do Not Mail Flag Do Not Mail suppression status. 

Y. Record matched the Do Not Mail suppression list 

N. Record doesn’t match Do Not Mail suppression list. 


DP2 

DPC 

Delivery-point 2-digit 

add-on 

Delivery Point check 

digit 

Two-digit code for delivery-point barcode. If you plan to print 

barcodes and perform automated mailings, this field must be 

in your layout. The software updates this field only in records 

with full ZIP+4 data. 

Check-digit for delivery-point barcode. The software updates 

this field only in records with full ZIP+4 data. 

DPV_CMRA DPV CMRA Y. Address is a valid Commercial Mail Receiving Agency. 

N. Address is not a valid CMRA. 

L. Address triggered DPV locking. 

blank. DPV mode is turned off, the input address cannot be 

assigned, or DPV processing is locked. 


NCOA Link , 




When any change is 

made to the record 


deceased suppression 


NCOA Link , 

NCOA Link export, 

or Mover ID 

NCOA Link 


do-not-mail suppression 


NCOA Link , 





NCOA Link , 





NCOA Link or 

ZIP+4, or DPV processing 

Field is blanked out 

as a result of 





updated 

DPV_NoStat DPV No Stat Indicates whether the address is a vacant property, it receives 

mail as a part of a drop, or it does not have an established 

delivery yet. The returned values are as follows: 

Y. Address is flagged as No Stat in DPV data. 

N. Address is not No Stat. 

blank. Address was not looked up. 

DPV_Status DPV status Y. Address is a confirmed delivery point. The primary range 

and secondary range (if present) are valid. 

N. Address is not a valid delivery point. 

S. Primary range is a valid delivery point, but the parsed secondary 

range is not valid in the DPV directory. 

D. Primary range is a valid delivery point, but the secondary 

range data is not available on input. 

L. Address triggered DPV locking. 

blank. DPV is turned off, the input address cannot be 

assigned, or DPV processing is locked. 

DPV_Vacant DPV Vacant Indicator Vacant address indicator. 

Y. Address is vacant. 

N. Address is not vacant. 


A vacant delivery point is any delivery point that was active in 

the past but is currently not occupied and not receiving mail. 

When an address is marked as vacant, it may receive mail in 

the future. This is not an indicator of seasonal addresses. 

DSF_Ad_Typ DSF 2 Address Type Record type. 

B. Business address. 

G. General delivery. 

R. Residential address. 

U. Undetermined. DSF 2 Delivery Type field is blank. 

blank. Non-match to DSF 2 . 

DSF_Dl_Typ 

DSF 2 Delivery Type 

Indicator 

Delivery type. 

1. Curb-side. 

2. NDCBU (Neighborhood Delivery Centralized Box Unit). 

3. Central. 

4. Door-slot. 


DSF_Dp_Cnt DSF 2 Drop Count If the DSF 2 Drop Indicator field contains Y, then this field 

contains a value from 000 to 999, indicating the number of 

businesses or families served by this delivery point. 

DSF_Dp_Ind DSF 2 Drop Indicator Drop indicator. 

Y. Delivery point serves multiple businesses or families. It 

may be a CMRA (Commercial Mail Receiving Agency). 

N. Delivery address is not a CMRA. 


DPV processing 


NCOA Link or 



as a result of DSF 2 

processing. 


NCOA Link or 



DSF 2 


DSF 2 


DSF 2 


DSF 2 



updated 

DSF_Ed_Ind 

DSF 2 Educational 

Indicator 

Educational indicator. 

Y. Address is an educational institution. 

N. Address is not an educational institution. 


DSF_Score DSF 2 Score 1. Address matched to the DSF 2 file. 

2. Address marked as a seasonal address. 

3. Primary address matched the DSF 2 file. However, the secondary 

address did not match to the DSF 2 file. This address 

may or may not be deliverable. 

4. Address did not match the DSF 2 file. Primary information 

is missing or invalid and prevented a direct match to the DSF 2 

file. Record may be undeliverable. 

6. Address marked as being vacant for 90 or more days. 

Address information is accurate but is undeliverable. 

7. Address has serious problems that prevent a match to DSF 2 

and ZIP+4 files. Address fields may be incomplete, or contain 

junk data. 

DSF_Season 

DSF 2 Seasonal Indicator 

Seasonal address indicator. 

Y. Address is seasonally occupied. 

N. Address is not seasonal. 


DSF_Stat DSF 2 Stats Indicator USPS stats indicator. 

Y. Update may be needed within the USPS delivery database. 

N. No update needed within the USPS delivery database. 

blank. Non-match to DSF² 

DSF_Thrwbk 

Dupe1 

Dupe2 

Dupe3 

DSF 2 Throwback 

Indicator 

Dupe-compare1 

Dupe-compare2 

Dupe-compare3 

Throwback indicator. 

Y. Customer with street address wants delivery at PO box. 

N. No throwback necessary. 


These are special fields you can use for duplicate detection. 

You can use a Dupe-compare field to perform field comparisons 

for character-type fields within the same database file or 

multiple files, or to compare fields containing the same information 

but different field names in two or more database files. 

To be included in the duplicate detection process, this field 

must be a character-type field. In addition, if you plan to use 

this field as a prequalifier, it must be indexed. 

Dupe_Group Dupe group number Contains the dupe-group number that the software assigns to 

the record during duplicate detection. This field will be blank 

if the record is not a duplicate. 

Email E-mail Address If you perform Email Append processing through Extended 

Services, when your updated data is merged back into Postalsoft, 

your records’ old (original) email addresses are placed in 

the Original Email Address field, and new email addresses 

found during Email Append processing are placed in the 

Email Address field. 


DSF 2 


DSF 2 


DSF 2 


DSF 2 


DSF 2 

Duplicate detection 

Duplicate detection 


email append 



updated 

Email_Flag Email Append Flag Status of email append processing for this record: 

F Final (good) email populated in the Email Address 

field. 

B Bounced. An email address is available and populated 

in the Email Address field. However, when Authenticom 

attempted to request permission to use this email 

address from the recipient, the email bounced (could 

not be delivered). This email address may or may not 

be valid. 

O Remove or opt out. Email address was populated in 

the Email Address field, but recipient does not want to 

receive emails, so you should not use this email 

address. 

Warning: According to the CAN-SPAM Act 

and state laws, there are substantial penalties ! 

for sending email messages to people who 

have opted out. 

U Unmatched. No email address available. 

blank Record already contains an email address, so no further 

email append processing was performed. 

Email_Srce Email Match Source A number that represents the source of the new email address. 

If you need more information about the source, contact 

Authenticom. 

Email_Mtch Email Match Type If a match was found, this field shows what type match it is: 

H Household 

I Individual 

Endorse Endorsement Line Optional Endorsement Line (OEL). 

Set up which pieces should include the OEL in the Presort 

Field Options window. 


email append 


email append 


email append 

Presort 

EP_Name Entry Point Name The name of the entry point for the piece. Presort 

EP_Num Entry Point Number The entry point number (1 to 15) for the piece. Presort 

Err_Stat Error or status A six-character status code (if the record is found) or error 

code (if the record is not found). See “Error and status codes” 

on page 329 for a complete list of all codes. 

Extra 1 

Extra 2 

Extra 3 

Import Extra 1 



Unidentifiable data from the original file. 


or Extended Services 

ZIP+4 or 






Enhanced import 

FIPS_Cty FIPS County Code The FIPS County code Address correction 


enabled 



updated 

FIPS_Pla 

FIPS Place Name 

Code 

The FIPS Place code, which is a number assigned by the U.S. 

government to each incorporated municipality (city, village, 

town, and so on). 



enabled 

FIPS_Sta FIPS State Code The FIPS State code Address correction 


enabled 

First 

First_2 

First name 1 

First name 2 

A first name such as John or Mary. 

Gender 

Gender_2 

Gender 1 

Gender 2 

Gender code for First name 1 or First name 2. 

M. Strong male 

M. Weak male 

F. Strong female 

F. Weak female 

. Ambiguous 

blank. Unassigned 


with Name/Gender/ 

Greeting turned on 

Greeting Greeting The initiator with the corresponding name followed by the 

punctuation. Specify your greeting style in Tools > Correct 

Address> Correction Settings, and click the Name/Gender/ 

Greeting tab. 


with Name/Gender/ 

Greeting turned on 

IM_Bar 

Intelligent Mail Barcode 

The encoded barcode in all uppercase. 

You can add this field to your database layout and the software 

populates it with the barcode represented as DATF characters 

when you perform presort posting. You can also export 

the field for use when printing with other software. Note: The 

field is available for exporting even if it’s not part of the layout. 

Example IM_BAR field: 

ATTFADTDTTFFDDFFDFFATDTTDFFTATFFDTAFFTFAAAFFDAADTFATDFFFTAFDFFFDA 

Presort 

IM_Bar_AC 

Intelligent Mail Barcode 

Alternating Case 

The encoded barcode in mixed case, which some high-end 

inkjet printers require. This field’s even characters (the 2nd, 

4th, and so on) are lowercase to shorten the length of the barcode. 

You can export the field for use when printing with other software. 

However, you cannot add this field to your database layout 

for posting. 

Example IM_BAR_AC field: 

AtTfAdTdTtFfDdFfDfFaTdTtDfFtAtFfDtAfFtFaAaFfDaAdTfAtDfFfTaFdFfFdA 

Presort 

IM_MailrID 

Intelligent Mail Mailer 

ID 

The Intelligent Mail mailer ID number that you enter in the 

Intelligent Mail Information window. After you perform presorting, 

this ID is populated in this field. This field is available 

for exporting even if it's not part of your layout. 

Do not use this field for importing mailer IDs. If you do, your 

mailer IDs will be overwritten by the Postalsoft-generated 

mailer IDs when you perform presorting. 

Presort 



updated 

IM_Ser_Num 

Intelligent Mail Serial 

Number 

After you perform presorting, the generated serial number is 

populated in this field. This field is available for exporting 

even if it's not part of your layout. 

Do not use this field for importing serial numbers. If you do, 

your serial numbers will be overwritten by the Postalsoft-generated 

serial numbers when you perform presorting. 

Imp_Err Import Error A one-character error code. 

E. The record has unidentifiable data that cannot be imported 

into the software. The Extra 1-3 fields are populated with the 

unidentifiable data. 

F. More than three unidentifiable fields were found in the 

original import file. Only the first three of those fields are 

saved in the Extra 1-3 fields. 

blank. Importing was successful. 

Imp_IM_Mid 

Imp_IM_Ser 

Imported IM Mailer 

ID 

Imported IM Serial 

Number 

Map your incoming Intelligent Mail mailer ID to this field, 

and use this field together with the Imported IM Serial Number 

field to generate Intelligent Mail barcodes. 

Postalsoft generates the additional components that go into 

the barcode (service type ID, barcode ID, and delivery point 

ZIP Code). 

Map your incoming Intelligent Mail serial number to this 

field, and use this field together with the Imported IM Mailer 

ID field to generate Intelligent Mail barcodes. 

Postalsoft generates the additional components that go into 

the barcode (service type ID, barcode ID, and delivery point 

ZIP Code). 

Note: If your serial number is not the required length, Postalsoft 

left-pads the serial number with zeros (0) to the required 

length. 

Imp_IM_Bar Imported IM Barcode Map your incoming Intelligent Mail barcode to this field. The 

software will verify the barcode length. 

LACS LACS Link Indicator Locatable Address Conversion System conversion status: 

Y. Address converted by LACS Link . 

N. Address looked up with LACS Link but not converted. 

F. The address was a false-positive. See LACS Link locking. 

S. A LACS Link conversion was made, but it was necessary to 

drop the secondary information. 

blank. No LACS Link lookup attempted. 

If you receive this data from an outside NCOA Link processor, 

you’ll find this data in their LAC_RECTYP field. 

Presort 

Enhanced import 


NCOA Link or 


export, or LACS- 

Link processing 







updated 

LACS_Code 

LACS Link Return 

Code 

This field shows the LACS Link match status: 

A. LACS Link record match. A converted address is provided 

in the address fields. 

00. No match and no converted address. 

09. LACSLink matched an input address to an old address, 

which is a ‘high-rise default’ address. No new address is provided. 

14. Found LACS Link record, but couldn’t convert the data to a 

deliverable address. 

92. LACS Link record matched after dropping the secondary 

number from input address 

blank. No LACS Link lookup attempted. 

LACS_Req LACS-Required flag This field indicates if a record requires LACS (Locatable 

Address Conversion System) conversion. After address correction, 

this field contains the following: 

T. LACS conversion is needed. 

F. No conversion needed. 

blank. Address was not assigned. 

Last 

Last_2 

Last name 1 

Last name 2 

A last name such as Smith or Miller. 

Latitude Latitude The latitude (degrees from the equator) associated with the 

record’s address. North American latitude values are always 

positive. 

Locality 2 

Locality 3 

Locality 2 

Locality 3 

Optional for some countries, such as the UK. This is an official 

field name in the UK. 

Longitude Longitude The longitude (degrees from the Greenwich Meridian) associated 

with the record’s address. North American longitude values 

are always negative. 

LOT Line-of-travel code Line-of-travel codes. LOT codes (in the LOT and LOT_Ord 

fields) are required for non automated, carrier-route presorts 

in Standard Mail, Enhanced Carrier Route Subclass. With 

LOT codes, you can prepare mail in line-of-travel order. 

In cases where the USPS (United States Postal Service) has 

not yet assigned LOT codes for a particular address, the software 

correctly assigns 0000 in the LOT field. 

LOT_Ord Line-of-travel order Line-of-travel order. “A” for ascending or “D” for descending. 

In cases where the USPS has not yet assigned LOT codes 

for a particular address, the software correctly assigns D in the 

LOT_Ord field. 

Merge_Key Merge Key This hidden field enables merging the updated records back 

into your database. Do not edit or remove this field. 

Mid 

Mid_2 

Middle name or initial 

1 

Middle name or initial 

2 

Middle name or initial such as J or C 


NCOA Link or 

ZIP+4, or LACS- 

Link processing 








enabled 



enabled 


NCOA Link , 





NCOA Link , 







updated 

Move_Type 

or Mv_Type 

Mv_Effdate 

Mv_Forward 

Orig_Email 

NCOALink Move 

Type 

or Mover ID Move 

Type 

Move Effective Date 

or Mover ID Effective 

Date 

NCOALink Return 

Code 

Original Email 

Address 

Type of move record: 

B. Business (matched by company name). 

F. Family (matched by last name). 

I. Individual (matched by first and last name). 

Extended Services processing through Lorton Data can yield 

the following move type codes when the record is not a move: 

R. LACS Link match. 

S. Suite Link match. 

Effective date of the move record. 

Note: The date posted in this field is 8 digits in the format 

MM/DD/YYYY. The day portion (DD) is always 01 

because the USPS provides only the year and month. 

Include this field in your layout if you’ll perform Extended 

Services move-updating. 

After move-updating, this field will contain one of the following 

values: 

A. Change of address (COA) match. 

00. No match. 

01. COA match, but it’s a foreign move. 

02. COA match, but it’s MLNA (Moved Left No Address). 

03. COA match, but it’s BCNO (Box Closed No Order). 

04. No match, missing secondary information. 

05. Found COA, but 11-digit DPBC is ambiguous. 

06. Can’t match COA, middle name conflict. 

07. Can’t match COA, gender conflict. 

08. Can’t match COA, conflicting information. 

09. Can’t match COA, high-rise default. 

10. Can’t match COA, rural default. 

11. Can’t match COA, insufficient name data. 

12. Can’t match COA, middle name test failed. 

13. Can’t match COA, gender test failed. 

14. Found COA, but new address won’t convert. 

15. Can’t match COA, insufficient individual name data. 

16. Can’t match COA, secondary number discrepancy. 

17. Can’t match COA, insufficient name data. 

18. Can’t match COA, general delivery. 

19. Found COA, but new address isn’t ZIP+4 coded. 

20. Can’t match COA, conflicting directions. 

66. Daily delete file record. 

91. COA match, secondary number dropped from COA. 

92. COA match, secondary number dropped from input. 

If this field is in your layout, any email addresses in your 

records’ Email Address field are moved to Original Email 

Address during email append processing so that the email 

address is not lost during the merge process. 


NCOA Link , 

NCOA Link export, 

or Mover ID 

NCOA Link (add-on) 


NCOA Link 

or Mover ID 



NCOA Link or 

Mover ID 



email append 



updated 

Orig_Phone 

Original Phone Number 

If this field is in your layout, any phone numbers in your 

records’ Phone Number field are moved to Original Phone 

Number during phone append processing so that the number 

is not lost during the merge process. 

Phone Phone Number During Extended Services phone append processing, when 

your updated data is merged back into Postalsoft, your 

records’ old (original) phone numbers are placed in the Original 

Phone Number field, and new phone numbers are placed 

in the Phone Number field. 

Phone_Flag Phone Append Flag V. The phone number in the record was verified as valid. 

A. A phone number was appended to the data. 

blank. No processing was done and/or no phone number was 

verified or appended. 

Pkg_Num Package Number Package number within the job. This field is read-only. Presort 

Plt_Num Pallet Number Pallet number within the job. This field is read-only. Available 

for pallets add-on option. 

Plus4 

ZIP 4-digit add-on 

part 

4-digit add-on to the ZIP Code. 

Postalcode Postalcode This is a specific field kind used only for Canadian or international 

addresses. This field must be used in conjunction with 

one of the existing US ZIP field kinds. It cannot be used with 

any of the generic ZIP/Postalcode field kinds. 

Prefix 

Prefix_2 

Prefix 1 (Mr, Ms, Dr, 

etc.) 

Prefix 2 (Mr, Ms, Dr, 

etc.) 

A name prefix such as Mr., Ms., or Mrs. 

Prison Prison Flag Prison suppression status. 

Y. Record matched the Prison suppression list 

N. Record doesn’t match Prison suppression list. 


Pst_Seqnum 

Presort Sequence 

Number 

The presorted piece number for the job. This field is a readonly, 

numeric field (you can index it). 


phone append 


phone append 


phone append 

Presort 



prison suppression 

Presort 



updated 

Rec_Type Record type The USPS record-type code. It can be a one- or two-character 

field. The second character may be a D, which stands for 

default and means that the software detected that a finer level 

of ZIP+4 assignment would be possible if more information 

were available. 

F. Firm. 

G. General delivery. 

H. High rise or apartment. 

M. Military. 

P. Post office box. 

R. Rural route or hwy. contract. 

S. Street. 

U. Unique ZIP Code. 

FD. Firm default. The software could assign a firm-level 

ZIP+4 if given more or better firm information. 

HD. High-rise default. The software assigned a ZIP+4 for the 

whole building. Assignment at the unit, floor, or wing level is 

possible. 

RD. Rural route or highway contract default. The software 

could assign a finer level ZIP+4 if given a box number. 

SD. Street default. Usually this means there’s no ZIP+4 for 

the building. 

UD. Unique default. The owner of the unique ZIP hasn’t provided 

ZIP+4 assignments or the address could not be matched. 


NCOA Link , 



or DSF 2 processing, 

Record_No Record_No Contains an automatically generated record number for each 

record in your database. You can add it to a label design, but 

you cannot change, display, or delete it. 

Region Province/Region This field is a specific field for Canadian or international 

addresses. You can use the State abbreviation field kind only 

in conjunction with this field kind. 

Serviced Serviced The software checked this field (data sheet view) or populates 

the field with a T (data form view) in the records that were 

processed through the internet service, a service which is no 

longer available. 

When records are 

deleted and file is 

re-indexed. 

State State abbreviation Two-character state abbreviation. Address correction, 





State_Reg 

Suffix 

Suffix_2 

State abbreviation/ 

Province/Region 

Suffix 1 (JR, SR, III, 

etc.) 

Suffix 2 (JR, SR, III, 

etc.) 

State abbreviation (US), Province (Canada), or Region (international). 

A name suffix such as Sr., Jr., II, or Ph.D. 




updated 

Suite_Code Suite Link Return Code The result of Suite Link processing. 

A. Secondary information exists and was assigned to this 

record. 

00. Lookup was attempted. No matching record found. 

blank. Suite Link lookup was not attempted because the address 

was not a highrise default according to CASS or because the 

address did not contain a firm. 

Timestamp Time of last change Time of the last change to the record, in hh:mm:ss format. 

Turn Timestamp on in File > Properties > Document, Database 

Input tab. 

Title 

Title_2 

Title 1 

Title 2 

A professional name such as Attorney or President 

URB PR Urbanization Code A place name that denotes a neighborhood or subdivision in 

Puerto Rico. 

Walk_Seq Walk-Sequence Walk-sequence number, needed for presorting in walk 

sequence. To get walk-sequence numbers, submit your mailing 

list to your postmaster or a service bureau licensed by the 

USPS. 

When using the Walk_Seq field, the field must be populated 

by a walk-sequence vendor. If the field is blank, your mailing 

will not earn walk-sequence rates. 

ZIP 

ZIP 5-digit part only 

or 

ZIP/ZIP+4 (98765- 

4321) 

or 

ZIP/ZIP+4 no dash 

(987654321) 

Either a 5-digit ZIP Code (for example 27619) or a 9-digit ZIP 

Code (for example 27619-8343). 

ZIP_Move ZIP moved flag ZIP realignment indicator. ZIP Move marks those addresses 

that are affected when a post office opens or closes, or when 

the USPS activates a new ZIP Code. 

T. The address is affected by a USPS ZIP Code realignment. 

(The software assigned a new ZIP and, if applicable, a new 

city.) 

F. The address is not affected by ZIP Code realignment. 

ZIP_Post 

ZIP9_Post 

ZIP/ZIP+4 or Postalcode 

ZIP/ZIP+4 (no dash) 

or Postalcode 

This is a generic field kind for US, Canadian, and international 

addresses. 

This is a generic field kind for US, Canadian, and international 

addresses. You cannot use this field with any other ZIP/ 

Postalcode field kinds. 


NCOA Link or ZIP+4 





When any change is 

made to the record 


NCOA Link , 





DSF 2 processing 


NCOA Link , 









updated 

Zone Presort Zone The zone rating, available for Periodical or Package Services 

jobs. 

ICD. Incounty DDU. 

IC. Incounty. 

DDU. DDU. 

SCF. SCF. 

1-2. Zone 1 & 2. 

3. Zone 3. 

4. Zone 4. 

5. Zone 5. 

6. Zone 6. 

7. Zone 7. 

8. Zone 8. 

Presort 


Appendix B: 

Index field attributes 

This appendix describes the field attributes for complex index expressions in an 

alphabetical list. Select field attributes for the field in the Field Attributes section 

of the Edit Index Expression window (File > Properties > Indexes, Modify). The 

software evaluates the fields in your expression according to the attributes you 

choose. Then it concatenates the components into one index expression. 

Note: Concatenate means to join fields together. A complex index 

concatenates fields to determine index order based on the fields you have 

chosen to include in your index. The software does this behind the scenes; 

your fields are not actually concatenated, and you won’t see the fields joined. 

Appendix B: Index field attributes 323

. 

List of index field attributes 

Case insensitive 

The software considers the contents of a field in upper case if you leave the Case 

Insensitive option selected. Deselect the option if you want the software to index 

the field using its present casing. 

Expression: UPPER(FIELD) 

Example: UPPER(LAST) 

Example: If your records are set to mixed case, and you select Case Insensitive, 

the software converts all of the first and last name fields to upper case. Here is the 

expression: UPPER(LAST) + UPPER(FIRST) 

Note: Your fields aren’t actually converted to all upper case, and you won’t 

see the fields in upper case in your layout, unless you have converted the field 

to upper case using Records > Change Case. 

If these fields are in mixed case, and you deselect Case Insensitive, the software 

indexes using the first and last name fields as they are— in mixed case. Here is 

the expression: LAST + FIRST. 

Date extraction 

Choose Date Extraction and indicate the part of the date you want to extract: Day, 

Month, or Year. The field you choose for date extraction must be a date-type field. 

Example: To prepare a list of customers whose subscription to your newsletter 

expires in September, create a complex index using the date field. Choose Date 

Extraction, and select Month for the Date Type. The complex index arranges your 

database by month. If you choose ascending order, the dates start in January. In 

data sheet view, scroll to find all the September dates. 

Expression: 

Example: 

DAY(DATE FIELD) 

MONTH(DATE FIELD) 

YEAR(DATE FIELD) 

MONTH(SUBDATE) 

Note: The software allows only one date expression per index, and only one 

portion of the date extracted per index. For example, the software will not 

allow you to create a complex index that indexes the date field first by day, 

then by month. You could only create an index that arranges your records 

only by day, or only by month in the same index. 

Move spaces to end 

The Move Spaces to End option controls how fields get concatenated by moving 

trailing spaces from the preceding portion of the expression to the end. For 

example, a complex index that includes both the LAST (16 characters) and 

FIRST (12 characters) fields, without moving spaces to the end, looks like this: 

Expression 

UPPER(LAST) + 

UPPER(FIRST) 

Results 

SMITH – – – – – – – – – – – JANE– – – – – – – – 

SMITHBERG – – – – – – – JOE– – – – – – – – – 

This index places Smith, Jane before Smithberg, Joe. 


The same complex index with Move Spaces to End selected for the 

UPPER(FIRST) portion of the index results in a different order. 

Expression 

UPPER(LAST)– 

UPPER(FIRST) 

Results 

SMITHBERGJOE – – – – – – – – – – – – – – – – 

SMITHJANE – – – – – – – – – – – – – – – – – – – 

Now the order is reversed, with Smithberg listed before Smith. 

The minus sign in the expression represents the Move Spaces to End. It causes all 

spaces in the Last name field to move to the end of the First name field before the 

software indexes the file. 

Expression: 

Example: 

–FIELD 

–LAST 

Numeric to string 

Converts a numeric field to a character field, trims all spaces (right and left), 

right-aligns it, and includes any decimal points. The field’s contents line up like 

numbers, with the decimals aligned, but they are in dictionary-type order. 

This example shows how the numbers are ordered in numeric order, then shows 

how their order changes to dictionary-type order when arranged using Numeric to 

String in the index. 

Numeric order Numeric to string order 

0.98 0.98 

2.00 10.00 

2.00 11.00 

9.00 12.00 

10.00 13.00 

11.00 14.00 

12.00 15.00 

13.00 16.00 

14.00 2.00 

15.00 2.00 

16.00 83.00 

83.00 9.00 

Expression: 

Example: 

ALLTRIM(STR(NUMERIC FIELD) 

ALLTRIM(STR(COST)) 

Partial string 

Lets you choose partial fields for indexing. There are two types of partial strings: 


Left: Select Left and enter the number of 

characters of the field beginning at the left. The 

software extracts the first x number of 

characters beginning at the left of the field, and 

uses those characters for indexing. 

The illustration above, when used with the FIRST field, extracts the first 

character of the first name. FIRST = PATRICIA returns the letter P. 

Expression: 

Example: 

LEFT(FIELD, # Character) 

LEFT(FIRST,1) 

Sub-string: Index a part of a field using Sub-string. 

Enter a starting position in the Start box, then enter 

how many characters the software should use in the # 

Characters box. The result is a specified part of the 

field. 

When applied to a ZIP/ZIP+4 field, the example at right extracts the last four 

digits, or the 4-digit add on, of a ZIP Code: 54601-6601. 

Expression: 

Example: 

SUBSTR(FIELD,START, #CHARACTER) 

SUBSTR(ZIP,7,4) 

String to numeric 

Controls the ordering of fields by stripping any leading 

spaces from the field and converting it from a character to 

a numeric type field. 

Example: A database contains a character type field named EMPLOYEE. The 

field is included in a complex index expression and is set in ascending order. With 

the String to Numeric option not selected, this is how two records are arranged 

based on the character-type EMPLOYEE field: 

EMPLOYEE = 110 

EMPLOYEE = 19 

The field with 110 comes first because the index is treating it 

alphabetically (like a dictionary entry)—11 comes before 19. 

With Convert String to Numeric selected, this is how the two records are arranged 

based on the EMPLOYEE field: 

EMPLOYEE = 19 

EMPLOYEE = 110 

The field with 19 comes first because the index is treating it 

numerically—19 comes before 110. 

Expression: 

Example: 

VAL(FIELD) 

VAL(EMPLOYEE) 

Trim spaces 

Select Trim Spaces if you want your complex index to trim any 

extra spaces to the left, right or both sides of the field. 

Expression: 

Left 

Right 

Both 

Example: 

LTRIM(FIELD) 

TRIM(FIELD) 

ALLTRIM(FIELD) 

LTRIM(FIRST) 


Example: Choose Trim Spaces for a CITY field. When the CITY field contains 

“– – –Philadelphia– – – – – –” (the dashes represent spaces before and after the 

City), the following data is returned: 

Trim Left Trim Right Trim Both 

“Philadelphia– – – – – –” “– – –Philadelphia” “Philadelphia” 



Appendix C: 

Error and status codes 

When you perform address correction, if the Err_Stat field is in your layout, then 

that field is updated with either an error code or a status code. The field receives 

an error code if the software could not match the address to an address in the 

directories. The field receives a status code if the software updated the record. 

In this chapter, you’ll see references to the City, ZCF, ZIP4, and revzip4 

directories. 

• The City directory contains city and default ZIP Code data. 

• The ZCF directory contains ZIP Code and city data. 

• The ZIP4 directory contains street address and ZIP+4 data. 

• The reverse ZIP+4 directory helps the software assign more address codes 

when the input data includes a unique ZIP and valid ZIP+4. 

Appendix C: Error and status codes 329

Error codes 

Error codes begin with the letter “E” for “error.” Most error codes mean that 

something is wrong in the record. Error codes do not mean that there was a 

mistake in processing, just that it was unsuccessful. 

A parsing error occurs while the software is trying to find certain address 

components in your data. A look-up error occurs while trying to find a record in 

the postal directories that matches the record’s address. 

City-state-ZIP parse 

error 

Error codes in the 1xx series indicate that a problem arose while parsing the citystate-ZIP 

data. Currently, there is only one code in this series. 

Error number 

E101 

Description 

Can’t find city, state, or ZIP data. 

City-state-ZIP look-up 

errors 

Error codes in the 2xx series indicate that a problem arose while matching the 

record’s city-state-ZIP data to the postal directories. The software can’t proceed 

with address-line look-up, because it can’t determine which USPS finance district 

the address is in. 

Error number 

E212 

E213 

E214 

E216 

Description 

The record doesn’t include a recognizable city name, so look-up 

in the City directory is impossible. The record does include a 

ZIP Code, but no match for it can be found in the ZCF directory. 

The record includes something that might be a city name, but no 

match for it can be found in the City directory. The record 

includes a valid state. The record doesn’t include a ZIP Code, so 

no look-up in the ZCF directory is possible. 

The record includes something that might be a city name, and 

something that might be a ZIP Code. However, both of them are 

invalid, because no match for either of them can be found in the 

City and ZCF directories. 

The record may or may not include a ZIP Code. If it contains a 

ZIP Code, no match for it can be found in the ZCF directory. 

When looking up the record’s city and state in the City directory, 

the software finds two or more matching cities in the state. 

Because the ZIP Code is bad or missing, the software cannot 

determine which city or ZIP Code to assign. 


Address-line parse 

error 

Error codes in the 3xx series indicate that a problem arose while parsing the 

address-line data. Currently, there is only one code in this series. 

Error number 

E302 

Description 

The software recognizes nothing in the record as a primary 

address line. 

Street name look-up 

errors 

Error codes in the 41x series indicate that a problem arose while matching the 

street name data to the ZIP4 directory. 

Error number 

E412 

E413 

Description 

No match for the record’s street name can be found in the ZIP4 

directory. Perhaps the street name is misspelled or badly abbreviated. 

If the address line contains garbage that might be interpreted 

as a part of the street name, this also can result in E412. 

The ZIP4 directory contains two or more street names that 

resemble the record’s street name. However, the resemblance 

between potential matches is so close that the software cannot 

choose one over another. For example, if the street is “Kings” 

but the directory lists “King” and “Kins,” both of the possible 

matches are equally similar to the street name. 

Primary range errors 

The following errors indicate that the primary range (house or building number) 

is either missing or bad. 

Error number 

E420 

E421 

Description 

The software finds nothing in the record’s address line that it 

recognizes as a primary range. The primary range is either missing 

or cannot be recognized. 

According to the ZIP4 directory, the record’s primary range is 

invalid; it doesn’t fall within any of the ranges listed for that 

street, route, or building. 


Address-line ties 

If the software can find a good match for the record’s street name, and the 

primary range is valid for that street, then that may be enough for assignment. 

However, the software may have a list of possible matching records from the 

ZIP4 directory. To select one match and make the assignment, the software 

evaluates other components of the address line. Most of the error codes in this 

series indicate that a tie among possible matches occurred. 

Error number 

E422 

E423 

E425 

E427 

E428 

E429 

E430 

E431 

Description 

The ZIP4 directory indicates that a predirectional is required to choose between possible 

matches. However, either the record doesn’t include a predirectional, or its predirectional 

is invalid (not listed for that street). For example, when the record shows “Elm” or 

“North Elm,” but the directory lists only “East Elm” and “West Elm,” then the software 

assigns E422. 

The ZIP4 directory indicates that a suffix is needed to choose between possible matches. 

However, either the record doesn’t include a suffix, or its suffix is invalid (not listed for 

that street). For example, when the input is “Elm” or “Elm Road,” but the directory lists 

only “Elm Street” and “Elm Avenue,” the software assigns E423. 

The ZIP4 directory indicates that both a suffix and a directional are needed to choose 

between possible matches. However, either the record doesn’t include a suffix and directional, 

or its suffix and directional are invalid (not among those listed for the street). For 

example, the software assigns E425 when the input is “Elm” or “South Elm Road,” but 

the directory lists: Elm Street, East Elm Street, and West North Elm Avenue. 

The ZIP4 directory indicates that a post-directional is required to choose between possible 

matches. However, either the record doesn’t include a post-directional, or its postdirectional 

is invalid (not among those listed for the street). For example, the software 

assigns E427 when the record has “Elm” or “Elm North,” but the directory lists only 

“Elm East” and “Elm West.” 

The record’s ZIP Code is missing or invalid. The City directory shows that the record’s 

city/state covers two or more ZIP Codes. In the ZIP4 directory, the software can find 

matches for the address line in at least two of those ZIP Codes. The software can’t use the 

bad input ZIP to break the tie on the address line, or use the address line to choose a good 

ZIP. 

The record’s city name is missing or invalid. The ZCF directory shows that the record’s 

ZIP Code applies to two or more city names. In the ZIP4 directory, the software can find 

matches for the address line in at least two of those cities. The software can’t use the 

record’s city to break the tie on the address line, nor use the address line to choose a city 

name. 

The ZIP4 directory contains two or more address lines that resemble the input address 

line. However, the resemblance between potential matches is so close that the software 

cannot choose one over another. 

The ZIP4 directory contains two or more address lines that resemble the input address 

line. To choose, Puerto Rican urbanization is needed. However, either the record’s 

address doesn’t include urbanization, or its urbanization is wrong. 


Other errors 

Error number 

E500 

E501 

E502 

E503 

E504 

Description 

E500 is a catch-all error code assigned when no more specific code can be assigned. 

Usually it indicates that no potential match meets the minimum confidence level, or that 

there is an unresolved tie between two or more potential matches. 

The address is not within the domestic United States, territories, or possessions. 

All address fields in the record are blank. There may be data in other fields that the software 

doesn’t process when assigning addresses. 

The record’s address lies outside the area covered by the ZIP4 directory. This error usually 

occurs when a state or regional ZIP4 directory is being used, or a custom directory 

created through the Extract utility. (This error code previously was E300.) 

E503 should not occur when using the ZIP4 directory. If it does, it may mean that you 

have found a conflict between the City and ZCF directories and the national directory. 

E503 indicates a flaw in the ZIP4 directory. 

Report the error to the Address Management Systems Office by sending an email to 

amssupport.ncsc@usps.gov. 

The address line matches at least two records in the ZIP4 directory. The ranges of those 

ZIP+4 records overlap, and the software cannot break the tie. 

E504 indicates a flaw in the ZIP4 directory. 



Undeliverable 

Error number 

E505 

E600 

E601 

Description 

The address does not exist in the USPS directories. This is an undeliverable address. 

According to the USPS, no delivery to this address is possible. The address is listed in the 

ZIP4 directory, but the record is tagged as undeliverable by the USPS. It might be a cemetery, 

parking ramp, or condemned building, for example. 

E600 is unusual because it indicates a successful match to the ZIP4 directory. All other 

error codes mean that the software didn’t find a match. Undeliverable addresses are 

tagged as “errors” for the convenience of users who don’t want to send mail to unassigned 

and undeliverable addresses. 

Some addresses that are valid may be marked incorrectly as undeliverable. 



Not a valid delivery point. ZIP+4 removed. 


Status codes 

A status code tells you how the software corrected or standardized an address. 

The code contains six characters. The first is usually an “S” for “status.” The “S” 

is replaced by either an “A,” when the address line has been truncated, a “C” to 

indicate city name truncation, or a “B” if both address and city name were 

truncated. 

For example, suppose we have the following input address: 

This Company 

100 Harber View Place 

La Cros WI 54604-0221 

The software produces the following standardized address: 

THIS COMPANY 

100 HARBORVIEW PLZ 

LA CROSSE WI 54601-4051 

The software assigns the status code SB9200. See the table below to understand 

these codes. 

S 

B 

The address was assigned and not truncated. 

The ZIP+4, ZIP Code, and City were changed. 

9 The primary name and the suffix were changed. 

2 The delivery point barcode was changed. 

0 There was no change to the LOT, LOT Order, or Urbanization code. (In this case 

there wasn’t a field for any of these.) 

0 This field is always zero. It is reserved for future growth of the status codes. 

See the next table for an explanation of the characters that make up the status 

code. 

Status code 

Components that changed 

1st character S No truncation 

A Truncation of address line 

B Truncation of both the address line and city name 

C Truncation of city name. 


Status code 

2nd character 0 No change in ZIP+4, ZIP Code, city, or state 

1 ZIP Code 

2 City 

3 City and ZIP Code 

4 State 

5 State and ZIP Code 

6 City and state 

7 City, state, and ZIP Code 

8 ZIP+4 

9 ZIP+4 and ZIP Code 

A 

B 

C 

D 

E 

F 

ZIP+4 and city 

ZIP+4, ZIP Code, and city 

ZIP+4 and state 

ZIP+4, ZIP Code, and state 

ZIP+4, city, and state 

ZIP+4, ZIP Code, city, and state 

3rd character 0 No change in predirectional, primary name, postdirectional, 

or suffix 

1 Suffix 

2 Predirectional 

3 Predirectional and suffix 

4 Postdirectional 

5 Postdirectional and suffix 

6 Predirectional and postdirectional 

7 Predirectional, postdirectional, and suffix 

8 Primary name 

9 Primary name and suffix 

A 

B 

C 

D 

E 

F 


Predirectional and primary name 

Predirectional, primary name and suffix 

Primary name and post-directional 

Primary name, suffix, and postdirectional 

Predirectional, primary name, and postdirectional 

Predirectional, primary name, postdirectional, and 

suffix 


Status code 

4th character 0 No change in county, carrier route, delivery-point 

barcode, or unit designator 

1 Unit designator 

2 Delivery-point barcode 

3 Delivery-point barcode and unit designator 

4 Carrier route 

5 Carrier route and unit designator 

6 Carrier route and delivery-point barcode 

7 Carrier route, delivery-point barcode, and unit designator 

8 County code 

9 County code and unit designator 

A 

B 

C 

D 

E 

F 

County code and delivery-point barcode 

County code, delivery-point barcode, and unit designator 

County code and carrier route 

County code, carrier route, and unit designator 

County code, carrier route, and delivery-point barcode 

County code, carrier route, delivery-point barcode, 

and unit designator 

5th character 0 No change in LOT, LOT Order, and Urbanization 

code 

1 LOT 


2 LOT Order 

3 LOT Order and LOT 

4 Urbanization code 

5 Urbanization code and LOT 

6th character 0 Character position is reserved for future status code 

growth. For now, it will always be zero. 


Appendix D: 

Operators and functions for Label Toolbox 

expressions 

This appendix contains lists of all the available operators and functions you need 

to write an expression for elements of your labels in Filter Builder, Label 

Toolbox’s expression writing program. The expressions you write in Filter 

Builder are similar to those you write for complex indices (See “Index field 

attributes” on page 323). Filter Builder, however, contains a much wider variety, 

giving you more power to create the expressions you need. 

These lists contain descriptions of what the operators and function accomplish, as 

well as examples of how to use them. “Summary of functions by purpose” on 

page 347, is a quick reference for the large number of functions available. 

This information is also available in Filter Builder’s online help. You can access 

this help by pressing F1 when you are in Filter Builder. 

Appendix D: Operators and functions for Label Toolbox expressions 337

Operator words for combining functions 

There are three operators you can use to combine functions. 

.AND. 

.OR. 

.NOT. 

You can type these words in uppercase or lowercase. But don't forget the periods. 

.And. 

When you put two functions together with .AND., a record must pass both tests to 

be included. This may reduce the number of records that pass the filter. For 

example, the filter below would set both a minimum income and minimum age. 

The income field must contain a number greater than or equal to $50,000, and the 

year of birth must be 1957 or earlier. 

db.income >= 50000 .AND. year(db.birth)

Other operators 

Operators are punctuation marks or symbols for arithmetic or testing. 

Category Symbol Function Example 

Arithmetic * Multiplication 3 * 2 = 6 

+ Addition 3 + 2 = 5 

- Subtraction 3 - 2 = 1 

/ Division (no % modulus available; 

see mod function) 

3 / 2 = 1.5 

Comparison < Less than 3 < 2 = .F. 

String concatenation 

2 = .T. 

>= Greater than or equal to 3 >= 2 = .T. 

Not equal to 3 2 = .T. 

= Is exactly equal to 3 = 2 = .F. 

"a " = "ab" = .F. 

"a " = "a" = .F. 

$ Is contained in or is a subset of "a" $ "ab" = .T. 

"a " $ "ab" = .F. 

& 

Concatenate strings, removing 

all leading and trailing spaces 

from both 

+ Concatenate strings, leaving 

leading and trailing blank spaces 

where they are 

- Concatenate strings, collecting 

all trailing blank spaces at the 

end 

Miscellaneous ! Not !.T. = .F. 

( ) Precedence (the order in which 

operations are performed); use 

liberally 

" a " & "b " = "a b" 

"a " + "b " = "a b " 

"a " - "b " = "ab " 


List of functions 

Functions are listed below in alphabetical order, and summarized at the end. Data 

types are number, char (for character), date, log (for logical), or expr (expression) 

when more than one type is valid. Expressions may be field names, constants in 

double quotation marks, or another function. 

abs(number) 

Converts a numeric expression to its absolute value. Returns a positive number or 

zero. For example, when the BALANCE field contains a lesser value (like 2000) 

than the LIMIT field (containing 3000), the following expression would still 

result in a positive number (1000): 

abs(DB.Balance - DB.Limit) 

abs(2000 – 3000) = 1000 

alltrim(char) 

Trims leading and trailing spaces from a character expression and returns the 

remainder as a character string. For example: 

alltrim(PW.City) 

When the PW field City contains " Philadelphia ", the character string 

"Philadelphia" is returned. 

asc(char) 

Returns the ASCII value (a number between Ø and 255) of the leftmost character 

in a character expression. Use it when you need to do arithmetic on the ASCII 

value of a character. The subject character is case-sensitive. For example, the 

following expression would result in the number 66: 

asc("B") 

at(char, char) 

Searches for the first character expression within the second and, if it is found, 

returns the starting character position as a number. For example, the following 

would return the number 8 when DB.Name is "Roellig, Scott": 

at(",",DB.Name) 

If the substring is not found, at returns "Ø". If all you need to know is whether or 

not an expression is present, use the "$" operator (refer to the previous page). 

cdow(date) 

Converts a date expression to a day-of-the-week name (DOW). Returns any of 

the capitalized character strings, ("Sunday," "Monday," and so on.). The 

following example converts "09/03/56" in the Anniv_Date field to "Monday". 

cdow(DB.Anniv_Date) 

chrtran(char1 , char2 , 

char3 ) 

Translates char1 using char2 and char3 as a search-and-replace table. Operates 

only on individual characters. If any character in char1 is found in char2, then the 

char1 character is replaced by the character from char3 that is in the same 

position as the character found in char2. If there is no replacement character in 

char3, then the character from char1 is simply dropped. 

For example, suppose we’re processing a Name field in which a slash character 

separates names from titles. We want to convert this to a blank space when 

posting Name to an output file. The output posting would be: 


Copy(source,destination) = chrtran(DB.Name, "/", " "), Name 

If there is no replacement character in char3, then the character from char1 is 

simply dropped. So you can use chrtran() to simply delete a character. 

Note: If one of the characters that you want to remove is a double quotation 

mark, then you must place it inside single quotation marks (apostrophes). 

You may set up a more complex search-and-replace table by entering more than 

one character in char2 and char3 . 

Important: Remember that chrtran() works on individual characters only, so be 

careful to count character positions within these two strings. For example, if you 

have a field called DB.Keycode that contains numbers from 1–9, and you want to 

replace those numbers with letters, your output posting would look like this: 

Copy(source,destination) = chrtran(DB.Keycode, "123456789", 

“ABCDEFGHI"), keycode 

This would replace a Key Code number like "5183" with "EAHC". 

chr(number) 

Interprets the number as an ASCII value and returns the corresponding character. 

Opposite action of the asc() function. For example, the following would post 

carriage-return and line-feed characters: 

Copy (source, destination) = chr(13) + chr(10), EOR 

cmonth(date) 

Converts a date to a month name. Returns any of the capitalized character strings 

("January," "February," etc.). For example, the following would be converted to 

"October" when the database field Anniv_Date contains "10/04/1986": 

cmonth(DB. Anniv_Date) 

ctod(char) 

Converts a character expression in the American format (mm/dd/yyyy or mm/dd/ 

yy) to a date value. For example, if DB. Anniv_Date is a character field, the 

following returns the field’s contents as date-type data: 

ctod(DB. Anniv_Date) 

This would enable you to compare this date with other date-type data such as: 

date() = ctod(DB.Anniv_Date) 

date() 

Returns the current date (according to your computer’s time-of-day system) as a 

date-type value. The function accepts no input (argument) from you, so do not 

type anything between the parentheses. 

day(date) 

Extracts the day of the month from a date expression, and returns it as an integer 

numeric value. For example, the following will yield the number 17 when 

Birth_Date contains "09/17/1957": 

day(DB. Birth_Date) 

deleted() 

This function is not available for use. 


dow(date) 

Extracts the day of the week from a date and returns it as an integer numeric value 

from 1 to 7 (Sunday = 1, Monday = 2, Saturday = 7). The following example 

takes the date January 1, 1994, from the computer’s time-of-day clock and 

determines the day of the week (Saturday), and converts that day to the number 7. 

dow(date()) 

dtoc(date) 

Converts a date-type value to a character string in the American format (mm/dd/ 

yyyy). If the input date does not include the century, the current century is 

assumed. Compare with dtos(). Opposite of ctod(). The following example 

returns the character string "10/04/1986" when Anniv_Date contains "10/04/86". 

dtoc(DB.Anniv_Date) 

dtos(date) 

Converts a date-type value to an 8-character string in the format yyyymmdd. 

Compare with dtoc(). If the input date does not include the century, the twentieth 

century is assumed. The following example returns the character string 

"19861004" when Anniv_Date contains "10/04/86" 

dtos(DB. Anniv_Date) 

empty(char) 

Returns a logical True (.T.) if the character expression (usually a field) is empty 

or filled with spaces or tabs. Returns False (.F.) if it contains data. The following 

example returns a logical True when the application field AP.Group_No is empty. 

empty(AP.Group_No) 

iif(logexpr, expr2, 

expr3) 

If the logical expression is True, the second expression is returned; otherwise, the 

third expression is returned. For example, suppose we want to post Occupant to 

the Name field if that field is empty: 

Copy (source, destination).. = iif(empty(DB.Name), "Occupant", 

DB.Name), Name 

The returned expressions may be of any data type, and they do not have to be 

of the same data type. 

int(number) 

Converts a numerical expression to an integer by truncating (not rounding) all 

digits to the right of the decimal point. Compare with round(). For example, the 

number 3 results from: 

int(3.9) 

But the number 4 results from: 

round(3.9, 0) 

isalpha(char) 

Returns a logical True (.T.) if the character expression begins with a letter (A to Z 

or a to z). Returns a logical False (.F.) if it begins with any other character. The 

following expression should be True: 

isalpha(PW.First_Name) 


isdigit(char) 

Returns a logical True (.T.) if the character expression begins with a number (Ø to 

9). Returns a logical False (.F.) if it begins with any other character. For example, 

the following filter might be used to exclude Canadian records: 

+ Filter (to 512 chars)........ = isdigit(DB.Postcode) 

islower(char) 

Returns a logical True (.T.) if the character expression begins with a lower-case 

letter (a to z). Returns a logical False (.F.) if it begins with any other character. 

The following example would return a logical False (.F.) if DB.City is Madison 

because the name begins with an upper case letter. 

islower(DB.City) 

isupper(char) 

Returns a logical True (.T.) if the character expression begins with an upper-case 

letter (A to Z). Returns a logical False (.F.) if it begins with any other character. 

The following example would return a logical True (.T.) if the city is Madison 

because the name begins with an upper case letter. 

isupper(DB.City) 

left(char, number) 

Extracts from a character expression the leftmost number characters, and returns 

this as a character string. The following example returns the first 13 characters of 

the PW field City. 

left(PW.City, 13) 

len(char) 

Returns the length of a character expression as a numerical value. The following 

example trims leading and trailing spaces before measuring the length of the city 

name. When the PW field City contains "…Philadelphia…..", the number 12 is 

returned. 

len(alltrim(PW.City)) 

lower(char) 

Converts a character expression to lowercase and returns it as a character string. 

The following example returns the character string "t. s. eliot". 

lower("T. S. Eliot") 

ltrim(char) 

Trims leading spaces from a character expression and returns the remainder as a 

character string. For example: 

ltrim(PW.City) 

When the PW field City contains "…Philadelphia…..", the character string 

"Philadelphia….." is returned. 

max(number, number) 

Compares two numeric expressions and returns the larger one as a numeric value. 

Opposite of min(). The following example compares the numeric database field 

Cred_Limit with the value 500, and returns whichever is the larger amount. 

max(DB.Cred_Limit, 500.00) 


min(number, number) 

Compares two numeric expressions and returns the smaller one as a numeric 

value. Opposite of max(). The following example compares the numeric database 

field Balance with the value 0, and returns whichever is the smaller amount. 

min(DB.Balance, 0.00) 

mod(number, number) 

Divides the first number by the second, and returns the remainder (modulus) as a 

numeric value. The following example returns the number 2 (44 divided by 3 is 

14, with a remainder of 2). Use this function to give you every x record number. 

For instance, mod(recno(), 4) = 4 gives you every 4th record in a database. 

mod(44,3) 

month(date) 

Extracts the month from a date expression and returns it as an integer numeric 

value from 1 to 12. Useful for staggering output files by months. The following 

example would limit an output to those born in September. 

month(DB.Birth_Date) = 9 

proper(char) 

Converts a character expression to mixed-case (also called initial capitals). For 

example, the following returns "Micron Electronics Inc" when the PW field Firm 

contains "MICRON ELECTRONICS INC ". 

proper(PW.Firm) 

Note: This function does not handle acronyms or other capitalization 

exceptions. All words are converted the same way. For example, proper() 

returns "Ibm Corp" when the input is "IBM Corp". 

recno() 

Returns the current record number as an integer numeric value. Can be used to 

post the input record number to an output file for trace-back. Also used to limit 

input to a portion of the file. The following example could be used to confine an 

output file to the second 1,000 records. Note that this filter is slower to process 

than using the input range parameters. 

+ Input Filter (to 512 chars)........ = recno() > 1000 .and. 

recno()

ound (number, 

number) 

Rounds the first numeric expression to the number of decimal places specified in 

the second. Returns a numeric value. Compare with int(), which truncates. For 

example, the number 4 results from: 

round(3.992385, 0) 

But the number 3.99 results from 

round(3.992385, 2) 

The number must be an integer, but may be negative, to round before the decimal 

point. For example, the number 120.0 results from 

round(123.456, -1) 

rtrim(char) 

Trims trailing spaces from a character expression and returns the remainder as a 

character string. For example: 

rtrim(PW.City) 

When the PW field City contains "…Philadelphia…..", the character string 

"…Philadelphia" is returned. 

space(number) 

Returns a character string consisting of a number of blank spaces. For example, 

the following function would yield 30 blank spaces: 

space(30) 

span(char, char) 

Returns, as a numeric value, the index of the last character in string 1 that is 

present in string 2. The following example would return the number 3, because 

the first three characters of string 1 are also present in string 2. The fourth 

character of string 1 is the first one that does not exist in string 2. Note that this 

function is case-sensitive. 

span("edcTbaM","abcdefg") 

str(number, [len, 

[decimal ] ]) 

Converts a numeric expression to a character string that is left-aligned and 

includes decimal digits, decimal point, and minus sign (if any). You can specify 

the length of the returned string and the number of decimal places (both numeric). 

If you omit the length, 10 characters is assumed. 

If you specify length, but not decimal, the value is rounded to an integer. For 

example, the following converts the numeric-type database field "12.85" to a 

character string 8 characters long, with 5 significant digits, a decimal point, and 2 

decimal places (the dots represent spaces). 

str(DB.Number, 8, 2) returns "…12.85" 

substr(char, start [, 

length ]) 

Extracts a substring from the character expression, beginning at character 

position start (a number) and continuing to the end, unless a numeric length is 

also specified. Compare with left() and right(). For example, the following 

extracts the exchange "788" from the 10-digit telephone number field 

6087888700. 

substr(DB.Phone, 4, 3) 


time() Returns the current time (according to the computer’s time-of-day clock) as an 8- 

character string in the format hh:mm:ss. Hours are in 24-hour format. 

upper(char) 

Converts a character expression to uppercase and returns it as a character string. 

For example, the following returns "IBM CORP" when the PW field Firm 

contains "IBM Corp". 

upper(PW.Firm) 

val(char) 

Converts a character expression to a numeric value. Stops when it encounters a 

second decimal point or a nonnumeric character. For example, the following 

converts the character-type field AP.List_Cnt into numeric data. 

val(AP.List_Cnt) + Output filter = val(AP.List_Cnt)

Summary of functions by purpose 

Category Purpose Function 

Arithmetic Perform division and return the remainder mod() 

Convert data ASCII value to character chr() 

Character mm/dd/yy or mm/dd/yyyy to date 

ctod() 

Character string to lowercase 

lower() 

Character string to UPPERCASE 

upper() 

Character string to mixed-case 

proper() 

Character to ASCII value 

asc() 

Character to numeric 

val() 

Date to character mm/dd/yyyy 

dtoc() 

Date to character yyyymmdd 

dtos() 

Numeric decimal to integer by truncation 

int() 

Numeric decimal to n decimal places (or integer) by rounding 

round() 

Numeric to absolute value 

abs() 

Numeric to character string 

str() 

Compare Select the larger of two numbers max() 

Select the smaller of two numbers 

min() 

Provide data Character repeated n times replicate() 

Current date from time-of-day clock 

date() 

Current time from time-of-day clock 

time() 

n spaces 

space() 

Number of current record, from input file 

recno() 

Extract Day of the week from date (Sunday, Monday, ... Saturday) cdow() 

Day-of-the-month numeric from date (1, 2, ... 31) 

day() 

Day-of-the-week numeric from date (1, 2, ... 7 

dow() 

Leftmost n characters from string 

left() 

Month name from date (January, February, ... December) 

cmonth() 

Month numeric from date (1, 2, ... 12) 

month() 

Range of characters from string 

substr() 

Rightmost n characters from string 

right() 

Year numeric from date 

year() 


Category Purpose Function 

Fit and trim Trim leading and trailing spaces from a character expression alltrim() 

Trim leading spaces from a character expression 

ltrim() 

Trim trailing spaces from a character expression 

rtrim() 

Measure the length of a character expression 

len() 

Substrings Where is character expression 1 located within expression 2 at() 

Search a string for one character and substitute another 

chrtran() 

How many characters in expression 1 are within expression 2 

span() 

Is character expression 1 located within expression 2 (True/False) $ 

Test Is the input record marked to be deleted deleted() 

Does expression contain any data other than spaces 

empty() 

Test, if True, return expression 1; if False, return expression 2 

iif() 

Does expression begin with a letter (A–Z or a–z) 

isalpha() 

Does expression begin with a number (0–9) 

isdigit() 

Does expression begin with a lowercase letter (a–z) 

islower() 

Does expression begin with a capital letter (A–Z) 

isupper() 


Appendix E: 

Predefined design files, templates, and 

printer files 

This appendix lists the predefined design files, page templates, layout templates, 

and printer files that are provided with the software. The design files and 

templates are samples and are read-only. 

Appendix E: Predefined design files, templates, and printer files 349

Design files 

The following design files are included with the software. 

To see a description of a design file within Label Toolbox, simply select the 

design file, and a description of it appears on the right. 

Address design files 

• Accufast text 

• Astrojet 300P 

• Astrojet 300P IM 





• Astrojet text 

• Bryce 26K 

• Bryce 26K IM 

• Bryce 30K 

• Bryce 30K IM 

• Bryce text 

• Buskro 

• Cheshire text 

• Cheshire 

• DataTech text 

• Dot Avery 4143 



• Dot Avery 4146 IM 


• Dot Avery 4163 IM 

• Envelope 1 

• Envelope 1 IM 





• Envelope text 

• Hasler HJ300P 

• Hasler HJ300P IM 






• Inkjet 

• Laser 2-up 7-down 

• Laser 2-up 7-down IM 

• Laser Avery 5167-5267 

• Laser Avery 5261-8161 

• Laser Avery 5261-8161 IM 

• List 

• Neopost text 

• Rena Imager I IM 

• Rena Imager II IM 

• Rena Imager III IM 

• Rena Imager I text 

• Rena Imager II text 

• Rena Imager III text 

• Rena Imager III 

• Rena text 

• Rena XPS-90 text 

• Secap 26K 

• Secap 26K IM 

• Secap 30K 

• Secap 30K IM 

• Secap Jet 1 IM 

• Tally text 4-up 

• Taneum LB 4-up text 

• Testing PLANET width 

• Testing POSTNET width 

• Text 1-up 

• Text 2-up 

• Videojet JSII 

• Videojet TX2 no pause 

• Videojet TX2 with pause 


Sack design files • Eltron USPS sack 

• Eltron USPS sack 2 inch IM 

• USPS sack 1-up 

• USPS sack 2 inch 1-up IM 



• USPS sack 2 inch laser 1 IM 

• USPS sack 2 inch laser 2 IM 

• Eltron USPS Sack 2 Inch IM 24-digit 

• USPS Sack 2 Inch 1-up IM 24-digit 



• USPS Sack 2 Inch Laser 1 IM 24-digit 

• USPS Sack 2 Inch Laser 2 IM 24-digit 



• USPS sack laser 2-up 7-down 

• USPS sack laser 2-up 10-down 

• Whittier USPS sack 

Tray design files • Eltron USPS tray 

• Eltron USPS tray IM 

• Eltron USPS Tray IM 24-digit 

• USPS tray 1-up 

• USPS tray 1-up IM 





• USPS tray laser 1 

• USPS tray laser 1 IM 

• USPS tray laser 2 

• USPS tray laser 2 IM 

• USPS Tray 1-up IM 24-digit 



• USPS Tray Laser 1 IM 24-digit 

• USPS Tray Laser 2 IM 24-digit 

• Whittier USPS tray 

Pallet design files • USPS Pallet Placard1 IM 

• USPS Pallet Placard 1 

• USPS Pallet Placard2 IM 

• USPS Pallet Placard 2 


Page templates 

The following page templates are included with the software. 

To see a description of a 

template within Label 

Toolbox, simply select the 

template, and a description 

of it appears (see right). 

• Accufast 

• AstroJet 

• Avery 2160 

• Avery 2162 

• Avery 2163 

• Avery 4013 

• Avery 4143 

• Avery 4144 

• Avery 4145 

• Avery 4146 

• Avery 4161 

• Avery 4163 

• Avery 5168 

• Avery 5260, 8160, 8250, 8660 

• Avery 5261, 8161 

• Avery 5262, 8162, 8662 

• Avery 5263, 8163, 8253, 8663 

• Avery 5264, 8164 

• Avery 5661 

• Avery 5662 

• Avery 5663 

• Avery 5664 

• Avery 8165 

• Bryce 

• Bryce 30k 

• Buskro 

• Cheshire 4-up 

• DataTech 

• Envelope #10 

• Generic Label 

• Generic Letter Size With Margins 

• Generic Text Cheshire 4-up 

• Generic Text Continuous 1-up 

• Generic Text Label 

• Generic Text Label Page 

• Label 30 x 6 

• Label 40 x 8 

• Neopost 

• Rena 

• Rena Envelope Imager III 

• Taneum 4-up 

• USPS Pallet Landscape 

• USPS Pallet Portrait 

• USPS Sack 1-up Continuous 

• USPS Sack 1-up Continuous Tall 



• USPS Sack Sheet Short 

• USPS Sack Sheet Tall 

• USPS Tray 1-up Continuous 

• USPS Tray 1-up Continuous Tall 



• USPS Tray 4-up Continuous Tall 

• USPS Tray Label 

• USPS Tray Sheet Short 

• USPS Tray Sheet Tall 


Layout templates 

The following layout 

templates are included 

with the software. 

To see a description of a 

template within Label 

Toolbox, simply select 

the template, and a 

description of it appears 

(see right). 

Address label layout 

templates 

• Ltaddress1.ltl 




• Ltadr1.ltl 



• Ltbulke.ltl 

• Ltbulks.ltl 

• Ltbulks2.ltl 

• Ltcheshire.ltl 

• Ltenvelope1.ltl 

• Ltenvelope2.ltl 

• Ltinkjet1.ltl 



• Lttext1.ltl 



Sack and tray label 

layout templates 

• Ltsacklbl1.ltl 

• Lttraylbl1.ltl 

• USPS Sack IM.ltl 

• USPS Tray IM.ltl 

• USPS Sack IM 24-digit.ltl 

• USPS Tray IM 24-digit.ltl 

Pallet placard layout 

templates 

• Ltpallet1.ltl 

• Ltpallet.ltl 



• Ltpalletlbl1.ltl 

• USPS Pallet Placard IM.ltl 

Generic label layout 

templates 

• Ltgeneric1.ltl 

• Ltgeneric2.ltl 

• Ltrena.ltl 


Printer files 

The following sample printer files are included with the software. Assign one of 

these files to your design in Label Toolbox (File > Design Settings). 

Printer File Printer Driver Description POSTNET 

Escape Codes 

Generic Text.ltr Generic Text Default No 

Videojet PrintPro.ltr Videojet PrintPro Default No 

Scitex Admark III v8.ltr Scitex Admark III v8 Default No 

Scitex EktaJet 5000.ltr Scitex EktaJet 5000 Default No 

Domino JetAddress.ltr Domino JetAddress Default No 

Cheshire VIP III-IV.ltr Cheshire VIP III-IV Default No 

Astrojet.ltr Generic Text Astrojet Yes 

Dataproducts Line Matrix.ltr Generic Text Dataproducts LM Yes 

DataTech 1190.ltr Generic Text DataTech 1190 Yes 

Fujitsu Band.ltr Generic Text Fujitsu Band Yes 

Fujitsu Band M304X.ltr Generic Text Fujitsu Band M304X Yes 

Genicom Linewriter.ltr Generic Text Genicom Linewriter Yes 

Genicom 3800-4400 Series.ltr Generic Text Genicom 3800 and 4400 Series Yes 

Genicom 4800-5100 Series.ltr Generic Text Genicom 4800 and 5100 Series Yes 

Mannesmann Tally MT 380 or 2045.ltr Generic Text Mannesmann Tally MT 380 and 2045 Yes 

Mannesmann Tally MT 660.ltr Generic Text Mannesmann Tally MT 660 Yes 

Mannesmann Tally MT 661 or 691.ltr Generic Text Mannesmann Tally MT 661 and 691 Yes 

Okidata ML 320-520-590 Series.ltr Generic Text Okidata Microline 320, 520, and 590 Yes 

Okidata Pacemark.ltr Generic Text Okidata Pacemark Yes 

Printronix LP Plus.ltr Generic Text Printronix LP Plus Yes 

Printronix IBM Compatible.ltr Generic Text Printronix (IBM Compatible) Yes 

Rena DA-300 Series.ltr Generic Text Rena DA-300 Series Yes 

Rena DA-590 or 595 or 600 Series.ltr Generic Text Rena DA-590, 595, and 600 Series Yes 

Rena Envelope Imager.ltr Generic Text Rena Envelope Imager Yes 

Rena Envelope Imager III.ltr Generic Text Rena Envelope Imager III Yes 

TallyT2060-2170.ltr Generic Text Tally T2060, T2155, and T2170 Yes 

Taneum TCP 635-650 or 1000.ltr Generic Text Taneum TCP 635, 640, 650, 1000 Yes 

Tally T6045-6215.ltr Generic Text Tally T6045, 6065, 6090, 6091, 6100, 

6101, 6140, 6141, 6180, 6215 

Yes 

Taneum TCP 620-625.ltr Generic Text Taneum TCP 620, 622, 625 Yes 

Taneum TCP 630.ltr Generic Text Taneum TCP 630 Yes 


Appendix F: 

Utilities 

This appendix describes two software utilities that are part of your software 

package: Chkread and Extract. 

Appendix F: Utilities 355

Chkread 

Verify directory 

integrity 

Chkread is a utility that verifies the integrity of certain directories. Chkread can 

indicate whether or not a directory file was read correctly. However, if a file is 

corrupt, Chkread cannot indicate the location of the fault, nor fix the file. 

Chkread can verify the following directory files: 

• City (cityxx.dir) 

• ZCF(zcfxx.dir) 

• ZIP+4 (zip4us.dir) 

• Reverse ZIP+4 (revzip4.dir) 

• GeoCensus (TAgeox.dir) 

• Delivery Point Validation (dpva.dir, dpvb.dir, dpvc.dir, dpvd.dir) 

• Enhanced Line of Travel (elot.dir) 

Install Chkread 

Chkread is delivered with your directories. Locate chkread.exe and copy it to 

your \Postalsoft\NatlDirs subdirectory. 

Calculate checksums 

Chkread verifies directory integrity by calculating checksums. Chkread scans a 

specified directory and calculates checksums. It then compares the checksums 

with correct values that it stores inside the file and reports whether it finds any 

discrepancy. It continues scanning until it either finds a fault or reaches the end of 

the file. 

Verify directories 

To use Chkread to verify a directory, follow these steps. 

1. Choose Start > Run from the Task bar. 

2. Type CMD (not case sensitive). 

3. Click OK. 

4. Type cd\\Postalsoft\NatlDirs to go to the directory where the chkrw32.exe 

file was copied to. 

5. Type chkrw32 and the file name of the directory you want to verify. For 

example: 

chkrw32 zip4us.dir 

If there are no problems with the file, you will see the message “Checksum 

calculation completed without error.” 

If there are errors, Chkread lists them on screen. 


Extract 

With the Extract utility, you can create smaller ZIP+4 directories from the 

National ZIP+4 directory 

Save disk space, 

improve performance 

If you’re a local, statewide, or regional mailer, you may be using only a fraction 

of the National ZIP+4 directory, which takes half a gigabyte of disk space. If you 

use only a fraction of the directory, a lot of disk space may be wasted. 

You can use Extract to create a smaller regional, state, or local ZIP+4 directory. 

Extract is especially beneficial if your mailing list is mostly local, statewide, or 

regional. Extract may not be beneficial if your mailing addresses are spread all 

over the country. 

How it works 

Suppose most of your mailing list is in Hawaii. You can use Extract to create a 

custom ZIP+4 directory covering only Hawaii. Install that file on your hard disk, 

taking up less than two megabytes of disk space. 

Your software looks up each address in the Hawaiian directory first. If it doesn’t 

find the address there, it tries another lookup in the national directory. The first 

lookup is very fast. 

For the very best performance, you could set up your computer to keep the 

smaller ZIP+4 directory, as well as the City and ZCF directories, in a RAM drive. 

Overview of setup 

steps 

Running Extract takes only a few minutes each time you receive a directory 

update. You have a small setup task to do just once, before running Extract the 

first time you. Here’s an overview of the steps; details will follow. 

1. Specify the range of ZIP Codes, the area that your customer directory will 

cover. This is a one-time task. 

2. Install and run Extract to create your custom directory. Repeat this step each 

time you receive a directory update. 

3. Set up your address-assignment software to work with both your custom 

directory and the National ZIP+4 directory. 

Create a ZIP list file 

Before you can run Extract, you must specify the area to be extracted by ZIP 

Code range. You’ll create a file containing ZIP Codes, which we call the ZIP list 

file. Follow these rules: 

• Use a text editor such as Notepad. If you use a word processor, save the file 

as plain text. 

• Specify a range. On each line, type a single ZIP Code or, to specify a range, 

a pair of ZIP Codes separated by a single space. For example, both of the lists 

below will produce the same result: 

List 1 List 2 

54601 54603 54601 

54602 

54603 


• Enter range lowest to highest. For example, type 54601 54603. 

• Do not use any punctuation. For example, type 54601 54603, not 

54601-54603. 

• Use five digits. To specify an entire 3-digit ZIP Code area, specify a range of 

5-digit numbers. For example, type 54601 54699, not 546. 

• Ensure first ZIP is valid. Be sure the very first ZIP in your list is a valid ZIP 

found in the ZIP+4 directory. Otherwise, Extract will fail and return an error 

message. Other than the very first ZIP in the list, Extract does not check ZIPs. 

If you set a range a little too broadly and it happens to cover some unused 

ZIPs, that won’t cause an error. 

• Follow the file-naming conventions. When you name the file, use the same 

base name that you will give to your custom directory, and be sure to use the 

file extension LST. For example, if you’re creating a Hawaii directory, name 

the file zip4hi.lst. Then your directory itself is named zip4hi.dir. 

• Store your ZIP list file. You’ll need your ZIP list file each time you receive 

a directory update. Store the file in C:\Postalsoft\Extract. 

List of ZIP Code 

ranges 

Extract includes a file named read.me, which contains the ZIP Code ranges for 

each state, for your reference. 

Install Extract 

Extract comes with your Diversified Directories. Before you can run Extract, you 

must install it to hard disk. You need to do this with each directory update. To 

install: 

1. Insert the Diversified Directories CD into your CD-ROM drive. 

2. Open Windows Explorer, and select your CD-ROM drive. 

3. Select the .zip file on the CD. 

4. If the WinZip Wizard window appears, click the WinZip Classic button. 

5. Hold down the Control (Ctrl) key and click the following files to select 

them: 

• Comm.cfg 

• Extraw32.exe 

• Mz.def 

• Read.me 

• Ziptost.dat 

• Zm.def 

6. Click the Extract button. 

7. Select the location where you’d like to install these files. In the location that 

you select, an EXTRACT folder will be created. 

8. Click the Extract button. 

9. Choose File > Exit to close the WinZip program. 

Run Extract 

Use the Extract software only with the directories that it came with. 

1. Choose Start > Programs > Command Prompt. 


2. Go to the directory where the Extract files are located. To do this, type cd, a 

space, and then the path to the directory. For example, type: 

cd Postalsoft\Extract ↵ 

3. Type the Extract command (extraw32), followed by four file names. If any 

of the four files are not located in the current directory (Extract), you must 

type the full path for the file. 

Name of file 

Description 

ziplist.lst Your ZIP-list file (see “Create a ZIP list file” on page 357). 

zip4us.dir 

file.dir 

comm.cfg 

The National ZIP+4 directory. 

Your custom extracted directory. Use the extension .dir. 

A configuration file. Do not alter or move it. 

For example, to make a Hawaiian directory, type: 

extraw32 zip4hi.lst d:\zip4us.dir zip4hi.dir comm.cfg ↵ 

4. After Extract finishes, type exit to close the Command Prompt window. 

The time it takes to extract depends on the amount of data extracted. 

Use your custom 

ZIP+4 directory 

Specify where your National and custom ZIP+4 directories are stored. To do this: 

1. Choose Tools > Options, and click the Address Correction File Locations 

button. 

2. Type the location and name of your custom ZIP+4 directory in the ZIP4US 

box and the location and name of our national zip4us.dir directory in the 

ZIP4US #2 box. 

When you run your job, the software warns you that the ZIP4US directory is 

not the default zip4us.dir file. This warning is normal when you use a 

custom directory. To process addresses with your custom directory, click Yes. 



Index 

Symbols 

.ajs files, 223 

.bcr files, 222 

.cas files, 222, 223 

.ccr files, 222 

.cdx files, 25 

.clr files, 200 

.cps files, 222 

.cpt files, 200 

.cqt files, 200 

.csm files, 200 

.dbf files, 25 

.dif files, 37 

.dsd files, 222 

.dsf files, 223 

.ear files, 223 

.hdr files, 200 

.mcr files, 200 

.mdf files, 25 

.mpl files, 222 

.mps files, 222 

.mpu files, 200 

.msl files, 222 

.msr files, 223 

.mst files, 222 

.mvs files, 223 

.nco files, 222 

.ncp files, 222 

.ndi files, 223 

.par files, 223 

.pdr files, 200 

.pjs files, 222 

.pqr files, 222 

.pqt files, 200 

.rpt files, 222, 223 

.rpz files, 222, 223 

.seg files, 200 

.sum files, 228 

.sup files, 223 

.wsr files, 200 

.zcl files, 222 

.zpc files, 222 

Numerics 

3 of 9 barcodes, 278 

3553 form, 225, 253 

A 

ACS. See Address Change Service 

ACS_Dc field, 309 

ACS_Key field, 309 

ACS_Keyhit field, 309 

ACS_Mgdate field, 309 

ACS_Mt field, 309 

ACS_Mvdate field, 309 

ACS_Parhit field, 309 

ACS_Partic field, 309 

ACSpeed, 128 

add-on options, 11 

Addr_Chg field, 309 

Address Assignment Summary Information report, 228 

Address Change Service, 125 

address components, 59 

address correction, 57 

Extended Services ZIP+4 processing, 106 

fields updated, 329 

options, 63 

Address field, 310 

advanced matching options, 96 

ASCII, 38 

associating fields, 39, 45 

Authenticom, 106 

automatic updates, 19 

B 

barcodes, 278, 296 

See also Label Toolbox 

batch printing reports, 221 

blank matching, 96 

break marks, 279 


Breakmark field, 310 

broker (NCOALink), 153, 155 

broker agent/list administrator log, 161 

C 

capitalizing data, 51 

carrier-route 

sacks or trays, 181 

CASS report, 225, 253 

CD-ROM, 14 

CD-ROM drive, 14 

Census_Blk field, 73, 310 

character-type fields, 31 

Chkread (utility), 356 

City directory, 20 

City field, 310 

Code 128 barcodes, 278 

coded fields, 32, 50 

codes 

error, 74 

status, 74 

Coding Accuracy Support System (CASS), 58 

Company field, 310 

complex index, 53, 323 

expressions, 53 

Index 361

components. See Settings Library 

Computerized Delivery Sequence (CDS), 173 

Confirm, 188 

EMD file, 189 

export data, 190 

Confirm field, 310 

Congr_CD field, 310 

Consolidated Postage Statement, 232 

container labels, 283 

co-packaging, 187 

Copies field, 310 

copying 

file layout, 34 

records, 54 

correcting addresses. See Address correction 

Country field, 310 

County field, 310 

County_CD field, 310 

CRRT field, 311 

Ctn_Num field, 311 

custom fields, 34 

customer service log, 161 

D 

daily delete file, 147 

data 

capitalizing, 51 

default, 50 

repetitive, 50 

replacing text in fields, 52 

saving, 52 

data form view, 49 

Data Interchange Format, 37 

data sheet view, 49 

database 

files (.dbf), 25, 26 

location, 48 

permissions, 27 

date extraction 

index field attribute, 324 

Datestamp field, 311 

date-type fields, 31 

dBase, 26, 37, 42 

Deceased suppression, 106 

default 

data, 50 

entry point, 170 

label printer, 290 

layout, 33 

scheme options, 177 

deleting 

fields from layout, 34 

records, 51 

deleting duplicate records, 84 

Delivery Point Validation, 66 

Delivery Point Validation directories, 14, 20 

design files, 261 

designing labels 

See Label Toolbox 

directories 

building subset, 355 

City, 20 

Delivery Point Validation, 20 

Delivery Statistics File (DSF), 20 

eLOT, 20 

Facility, 21 

GeoCensus, 20 

LACSLink, 20 

Mail Direction, 21 

Mail Processing Center (MPC), 21 

National ZIP+4, 21 

NCOALink, 147 

Reverse ZIP+4, 21 

update schedule, 22 

ZIP City File (ZCF), 21 

Zone, 21 

disk space, 14 

Diversified directories, 14 

Do Not Mail suppression, 106 

Do_Nt_Mail field, 311 

DP2 field, 311 

DPC field, 311 

DPV. See Delivery Point Validation 

DPV_CMRA field, 311 

DPV_NoStat field, 312 

DPV_Status field, 312 

DPV_Vacant field, 312 

Drop Shipment report, 232 

drop-shipping, 210 

DSF directory, 20 

DSF_Ad_Typ field, 312 

DSF_Dl_Typ field, 312 

DSF_Dp_Cnt field, 312 

DSF_Dp_Ind field, 312 

DSF_Ed_Ind field, 313 

DSF_Score field, 313 

DSF_Season field, 313 

DSF_Stat field, 313 

DSF_Thrwbk field, 313 

DSF2 Delivery Sequence Invoice, 254 

DSF2 processing, 106 

dupe groups, 86 

Dupe_Group field, 313 

Dupe1-3 fields, 313 

Dupe-Compare fields, 78, 102 

duplicate records, 77 

DVD drive, 14 

E 

eLOT directory, 14, 20 

Email append, 106 

Email Append Summary, 249 

Email field, 313 

EMD, 189 

EMM trays, 177 

Endorse field, 314 

Enhanced import, 45 


default, 170 

discounts, 170 

EP_Name field, 314 

EP_Num field, 314 

Err_Stat field, 314, 329 

error codes, 74, 329, 330 


address line ties, 332 

address-line parse errors, 331 

city-state-ZIP look-up errors, 330 

city-state-ZIP parse errors, 330 

other errors, 333 

primary range errors, 331 

street name look-up errors, 331 

undeliverable addresses, 333 

Exclusive mode, 27 

exporting records 

NCOALink format, 121 

exporting. See records -- exporting 

expressions 


complex index, 53 

predefined, 303 

Extended Services, 106 

Extended Services reports, 249 

extension request, 153 

Extra field, 314 

Extract utility, 58 

F 

Facility directory, 20 

FAST data, 170 

field properties, 31 

fields, 273, 309 

adding to layout, 34 

associating, 39, 45 

changing properties of, 34 

coded, 50 

concatenating on export, 40 

concatenating on import, 40 

deleting from layout, 34 

GeoCensus, 73 

Label Toolbox, 273, 275 

making custom, 34 

merge, 46 

properties, 31 

setup, 31 

split, 46 

standardized, 62 

File Information report, 224 

files, 25 

database (.dbf), 26 

index (.cdx), 26 

Mail.dat, 200 

mailing description (.mdf), 25, 26 

reports, 222 

saving, 52 

Filter/Expression Builder, 302, 304 

filters, 302 


predefined, 303 

finding a record, 50 

FIPS_Cty field, 73, 314 

FIPS_Pla field, 73, 315 

FIPS_Sta field, 315 

FIPS_Stat field, 73 

firm packages, 181 

First name field, 315 

fletters, 174 

fonts, 219 

labels, 264 

foreign addresses, 107, 333 

Form 3541, 245 

Form 3600, 244 

Form 3602, 246 

Form 3605, 247 

for-sale options, 11 

FoxPro memo fields, 31 

full trays, 180 

G 

gender codes, 75 

Gender field, 315 

Generic Text printer driver, 23 

GeoCensus, 73 

directories, 18 

fields, 73 

GeoCensus directories, 20 

greetings, 75 

Greetings field, 315 

H 

hardware recommendations 

NCOALink, 147 

help, 10 

hidden fields, 32 

high match rates, 151 

History Report (Extended Services), 252 

hyphenated names, 103 

I 

I 2 of 5 barcodes, 278 

IM_BAR field, 315 

IM_BAR_AC field, 315 

IM_MAILRID field, 315 

IM_SER_NUM field, 316 

Imp_Err field, 316 

importing. See records -- importing 

Incidental First Class, 168 

index 

complex, 53 

simple, 53 

index field attributes 

case insensitive, 324 

date extraction, 324 

list, 324 

move spaces to end, 324 

numeric to string, 325 

partial string, 325 

string to numeric, 326 

trim spaces, 326 

index files (.cdx), 25, 26 

indexed fields, 32 

input files, 79 

installing 


NCOALink directories and files, 147 

installing NCOALink directories, 147 

Intelligent Mail barcodes, 188, 194, 278 

discounts, 197 

Index 363

fields, 315 

importing, 195 

unique, 195 

Intelligent Mail Serial Number History report, 241 

J 

Job Summary, 232, 234 

K 

keylines, 131 

L 

Label Design File Information report, 224 

Label Toolbox, 258 

banner pages, 289 

barcodes, 278 

base layer, 268 

blank line suppression, 271 

break marks, 279 

design files, 261 

Designer window, 264 

escape codes, 295 

expression object, 282 

expressions and filters, 302 

field truncation, 273 

fields, 273, 275 

fonts, 264 

frames, 271 

Generic Text driver, 293 

images, 281 

layout templates, 289 

Layout window, 268 

leading and trailing characters, 273 

line-based objects, 270 

lines, 269 

non-line-based objects, 270 

objects, 270 

page settings, 266 

page templates, 288 

previewing labels, 286 

printer settings, 267, 294 

printing, 299 

Status window, 285 

test labels, 289 

turning off, 258 

USPS Address block, 271 

verifying labels, 285 

viewing hidden information, 268 

LACS 

field, 123 

record type, 123 

LACS field, 316 

LACS_Code field, 317 

LACS_Req field, 317 

LACSLink, 70 

LACSLink directories, 14, 20 

Last name field, 317 

Latitude field, 73, 317 

layout 

copying another file’s, 34 

customizing, 33 

default, 33 

planning, 30 

Settings Library, 34 

list administrator (NCOALink), 155 

Locality field, 317 

logical-type fields, 31 

Longitude field, 73, 317 

Lorton Data, 106, 121 

LOT sequence, 173 

LOT_Ord field, 317 

lowercase data, 51 

M 

mail class, 167 

Mail Direction directory, 20, 21 

mail height, 183 

Mail Sort Listing, 232, 236 

mail tracking, 188 

Mail.dat, 200 

mailing description files (.mdf), 25, 26 

mailing lists 

maintaining, 47 

match logic (NCOALiink), 150 

Match Report (Extended Services), 250 

matching, 77 

substrings, 98 

words to abbreviations, 99 

words to initials, 97 

maximum no-dupe score, 92 

memory, 14 

memo-type fields, 31 

merge fields, 46 

merge/purge, 77 

input files, 79 

output files, 79 

suppression lists, 84 

Merge/Purge Dupe List report, 230 

Merge/Purge Summary report, 229 

Microsoft Access, 37, 43, 44 

Microsoft Excel, 37 

Microsoft Word mail-merge, 38 

Mid name field, 317 

minimum dupe score, 92 

Mixed Zone Listing, 239 

mixed-case data, 51 

Mixed-Zone Listing, 232 

modes 

Exclusive, 27 

Read Shared, 27 

Write Shared, 27 

Move_Type field, 318 

Mover ID, 140 

fields, 142 

fields updated, 142 

introduction, 140 

output fields, 142 

reports, 158 

Mover ID NCOALink 

system requirements, 14 

Mover ID Summary report, 158 

move-updating, 112, 120 

Address Change Service, 125 


Mover ID NCOALink, 140 

NCOALink export, 121 

MPC directory, 20 

multi-buyer lists, 84 

multiple entry points, 210 

details, 213 

facility sequence, 212 

minimum pieces/pounds, 214 

reports, 215 

selecting facilities, 211 

Mv_Effdate field, 318 

Mv_Forward field, 318 

Mv_Type field, 318 

N 

National Change of Address, 38 

National Customer Support Center (USPS), 141 

National Deliverability Index (Extended Services), 250 

National ZIP+4 directory, Reverse ZIP+4 directory, 20 

NCOA export, 38 

NCOA/LACS delivery code, 123 

NCOA/LACS move type, 123 

NCOA_DC field, 123 

NCOA_MT field, 123 

NCOALink, 121 

audit, 144 

brokers, 154 

certification, 140, 144 


defaults, 149 

directories, 147 

Extended Services processing, 106 

files, 147 

hardware recommendations, 140, 147 

introduction, 140 

list administrators, 154 

log files, 161 

Mover ID introduction, 140 

overview of steps, 146 

PAF Information report, 160 

reports, 158 

stage tests, 144 


NCOALink Processing Acknowledgment Form, 122 

NCOALink Processing Order Form, 122, 231 

NCOALink Processing Summary (Extended Services), 249 

newspaper, 168 

non-exact numeric data, 100 

Normal Field kind, 34 

number of stacks in tub, 183 

number-type fields, 31, 32 

O 

online help, 10 

operating system, 14 

optional sort levels, 181 

output files, 79 

output, ordering, 192 

overflow trays, 179 

over-matching, 93 

P 

packages, 178, 181, 187 


PAF. See Processing Acknowledgement Form 

pallets, 191 

parsing 

during address correction, 75 

import, 45 

partial string 

left, 325 

sub-string, 326 

PAVE certification, 164 

Peachtree Data, 106 

Periodicals flats 

example, 179 

Phone append, 106 

Phone Append Summary, 254 

piece count statistics, 211 

pieces per container, 180 

pieces per package, 179 

Pkg_Num field, 319 

PLANET barcodes, 188, 190, 278, 296 

Plt_Num field, 319 

Plus4 field, 319 

Postage Statements, 232, 243, 245 

postal directories, 20 

Postalcode field, 319 

POSTNET barcodes, 278, 296 

Prefix field, 319 

prequalifiers, 80 

Presort Accuracy Verification and Evaluation, 164 

presorting 

Computerized Delivery Sequence (CDS), 173 

containers, 177 

control sortation levels, 182 

default entry point, 170 

defined, 164 


First Class, 167 

LOT sequence, 173 

mail piece, 166 

multiple entry points, 213 

Package Services Bound Printed Matter, 167 

Periodicals, 167 

scheme options, 177 

schemes, 172 

Standard Mail, 167 

unqualified schemes, 177 

walk sequence, 172, 173 

wizard, 164, 210 

previewing 

labels, 286 

reports, 219 

printer files 

samples, 354 

printers, 14, 218, 290 

drivers, 23 

settings, 267 

printing 

container labels, 283 

Label Toolbox, 258 

Index 365

labels, 299 

pause option, 299 

preparing the printer, 23 

reports, 217 

selected presorted records, 300 

Text-based method, 258 

priority, 79 

Prison suppression, 106 

Processing Acknowledgement Form 

customer information log, 161 

Mover ID NCOALink, 152 


Processing Acknowledgment Form 

NCOALink export, 122 

processing category, 167 

Province. See Region 

Pst_Seqnum field, 319 

Q 

Qualification Report, 232, 237 

R 

Read Shared mode, 27 

read-only access, 27 

Rec_Type field, 320 

record type, 320 

Record_No field, 320 

records 

copying between files, 54 

deleting, 51 

entering data, 49 

exporting, 35, 36, 37 

finding, 50 

importing, 35, 36, 37, 45 

searching for, 50 

undeleting, 51 

reference files, 78 

Region field, 320 

Register of Mailings, 232 

repetitive data, 50 

replacing data, 52 

reports, 217 

batch printing, 221 

Confirm, 190 

Drop Shipment, 215 

Facility Count Statistics, 215 

files, 222 

format, 220 

merge/purge, 87 

Mover ID, 158 

PAF Information, 160 

Postage Statement Form 3541, 245 

PVDS Consolidated Postage Statement, 215 

Register of Mailings, 216 

USPS Form 3152a, 190 

Repositionable Notes, 166 

request for extension, 153 

requirements 

system, 14 

return codes, 151 

rulebooks, 82 

build from scratch, 95 

customize, 95 

thresholds, 82 

S 

sacks, 177, 179 

saving files, 52 

scheme sacks, 5-digit, 181 

schemes 

defined, 172 

options, 177 

scoring duplicate records, 92 

scoring non-exact numeric data, 100 

screen resolution, 14 

searching for a record, 50 

selecting duplicate records, 84 

Serviced field, 320 


components, 55 

entry points, 170 

export settings, 41 

import, 41 

layouts, 34 

managing, 55 

simple index, 53 

single pieces, 186 

software updates, 19 

sortation levels, 181 

split fields, 46 

Stage I-II tests, 144 

Standard letter trays on pallets, 192 

State field, 320 

State_Reg field, 320 

Statistics (Extended Services), 251 

status codes, 74, 329, 334 

subscribers, 168 

Suffix field, 320 

suggestion lists, 64 

SuiteLink, 72 

SuiteLink directories, 14 

Summary Information report, 228 

suppression lists, 79, 84 

Suppression Summary (Extended Services), 254 


T 

Tech Support Information report, 224 

templates 

layout, 262 

page, 262 

samples, 349 

Test Client Output File, 144 

text-only printer driver, 23 

thresholds (in rulebooks), 82 

Timestamp field, 321 

Title field, 321 

trays, 177, 178, 179, 180, 181 

trim spaces, 326 

U 

undecided records, 89 


undeleting records, 51 

undeliverable addresses, 333 

under-matching, 93 

unqualified schemes, 177 

updated software, 19 

uppercase data, 51 

URB field, 321 

USPS Form 3152a (Confirm report), 190 

USPS Form 3553, 225 

USPS National Customer Support Center, 141 

USPS Qualification Report, 232, 237 

V 

view 

as data form, 49 

as data sheet, 49 

W 

Walk_Seq field, 184, 321 

walk-sequencing, 172, 184 

Windows OS, 14 

Write Shared mode, 27 

Z 

ZCF directory, 21 

Zebra barcodes, 278 

ZIP Code Listing, 232, 239 

ZIP Code ranges, 213 

ZIP field, 321 

ZIP+4 Processing Summary (Extended Services), 253 

ZIP+4 processing. See address correction or Extended Services. 

ZIP_Move field, 321 

ZIP_Post field, 321 

ZIP9_Post field, 321 

Zone directory, 21 

Zone field, 322 

Index 367

Postalsoft Business Edition User's Guide 8.00c ... - SAP Help Portal

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