Postalsoft DeskTop Mailer Release Notes

DeskTop Mailer 8.00c.02.00

January 2010

Postalsoft

®

DeskTop Mailer

Release Notes

Install this release right away to integrate the latest USPS-required CASS changes.

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Introduction 3

Introduction

What’s new in this

release Postalsoft 8.00c.02.00 includes changes to the following:

Load directories. Directory installation options are slightly different with this release. See “Install directories” on page 6.

Extended Services. Two additional vendors are available now through Extended Services: Peachtree Data and Authenticom. Using Postalsoft’s Extended Services feature, you can send your data to Lorton Data, Peachtree Data, and/or Authenticom for various types of updating (NCOALink, for example). See “Extended Services” on page 9.

Documentation The complete documentation set for this product includes the following: Postalsoft DeskTop Mailer Release Notes

Postalsoft DeskTop Mailer User’s Guide Online help (press F1 or click the “?” button.)

To access documents, choose Start > Programs > DeskTop. Or go to

http://help.sap.com, click SAP BusinessObjects, click All Products, choose

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

Get important messages and software updates

You can quickly learn about available software updates and see important messages sent to you via automatic updates. To turn on automatic updates, choose

Tools > Options, click the Software Updates button, enter your S User ID, and choose Always Check or Prompt Prior to Checking.

USPS news

requirement change for Standard Mail

The USPS announced a change to the date of the move-update requirement for Standard Mail:

We extended implementation of the Standard Mail Move Update

noncompliance charge from May 11, 2009, to January 4, 2010. The charge applies to Standard Mail mailings that fail to fully comply with the Move Update standards. Delaying implementation allows extra time to provide our Standard Mail customers with additional feedback from our new postage verification systems, but does not relieve mailers of their obligation to comply with the Move Update standard if they intend to claim automation or Presort prices. (DMM Advisory, March 27, 2009)

For more information, see

http://www.prc.gov/docs/62/62772/Amended%20Notice.pdf.

Postalsoft offers several different methods of move-updating, including 18-month and 48-month NCOALink through Extended Services. See your Postalsoft User’s Guide or click Help > Postalsoft Help Topics for more information.

Postage statements The USPS announced that starting on March 15, 2010, processing of hard copy postage statements will be streamlined. For more information, see:

Installation 5

Installation

Operating systems The software runs on the following Windows operating systems: Windows 2000

Windows Server 2003 Windows Vista Business Windows XP Professional 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 a CD or DVD that you ordered, you can skip this section. Downloading software

from SMP 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 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 .exe 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 .exe extension (for directories) or the .zip extension (for software) 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.

2. Double-click the file that you downloaded to unzip the downloaded files. Unzip them to a new folder.

3. Go to the folder where you placed the downloaded file and double-click

setup.exe to install the software. To install the software from a CD:

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.

.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. Extract your downloaded

Installation 7 USPS directory files that you can download are in a self-extracting (.exe) format. The self-extracting file contains a .zip file that you must extract and unzip. 1. Locate and double-click the .exe file that you downloaded.

2. When you’re prompted for the location in which to place the zipped directory file, browse to the folder where you want to place the file and click Install. 3. Repeat steps 1 and 2 for each self-extracting .exe file that you downloaded. If

you’re installing ZIP+4, eLOT, DPV, LACSLink, and SuiteLink, you have five files total.

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 and other directories needed for presorting and address correction.

eLOT directory is used when assigning Line-of-Travel codes for carrier-route discounts.

DPV directories are used during Delivery Point Validation processing. DPV is required for CASS certification.

LACSLink directories are used during Locatable Address Conversion System processing (converting rural route addresses to street addresses, and other types of renaming). LACSLink is required for CASS

certification.

SuiteLink directories are used during SuiteLink 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 Description Select the .ZIP

File to Load

Type the path and .zip file name for this directory on your DVD drive or C:\ for example.

Load Directories

To Type the path where you want the directories copied. Load Copies the directories from and to the locations specified.

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.

Browse Opens a window where you can search for the location that you’re loading from or to.

Skip Advances to the next directory without loading this directory. Option Description

Extended Services 9

Extended Services

Two additional vendors are available through Extended Services: Peachtree Data and Authenticom.

Postalsoft’s Extended

Services feature 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 14. A summary of available options appears below:

ZIP+4 NCOALink DSF2

Do Not Mail suppression Deceased suppression Prison suppression Phone 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

Extended Services 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 10.

Set up proxy settings. See “Set up proxy settings” on page 10.

Exclude foreign addresses from Extended Services processing. See “Foreign addresses” on page 10.

Make sure your database has the necessary fields. See “Extended Services fields” on page 11.

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 <vendor> 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.

1. Choose Tools > Options.

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 11

Extended Services fields

Fields sent to Extended Services 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 NCOALink 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.

The Original Phone Number field is new with this release. If you perform Phone Append processing, when your updated data is merged back into Postalsoft, your records’ old (original) phone numbers will be placed in the Original Phone Number field, and new phone numbers found during Phone Append processing will be placed in the Phone Number field.

Field Required or optional

First Name required

Last Name required

Middle Name optional

Company optional

Address Line 1 required

Address Line 2 optional

City required

State required

ZIP (any ZIP Code or postal code field) required

Phone Number required for Phone Append (Authenticom only)

Fields updated as a result of Extended Services processing

After your selected Extended Services 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, DSF2 fields are updated only when you perform DSF2 processing and only if the DSF2 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. Field Field is updated as a result of which type of

processing? Address Change Indicator NCOALink

Address Line 1 ZIP+4, NCOALink, DSF2 Address Line 2 ZIP+4, NCOALink, DSF2 City ZIP+4, NCOALink, DSF2 Carrier Route ZIP+4, NCOALink, DSF2 County Code ZIP+4, NCOALink, DSF2 Delivery Point 2-digit add-on ZIP+4, NCOALink, DSF2 Delivery Point Checkdigit ZIP+4, NCOALink, DSF2 Deceased Flag Deceased Suppression Do Not Mail Flag Do Not Mail Suppression DPV Status ZIP+4, NCOALink

Field is blanked out as a result of DSF2 processing. DPV CMRA ZIP+4, NCOALink

Field is blanked out as a result of DSF2 processing. DPV Vacant Indicator ZIP+4, NCOALink

DSF2 Address Type DSF2 DSF2 Delivery Type Code DSF2 DSF2 Drop Count DSF2 DSF2 Drop Indicator DSF2 DSF2 Educational Indicator DSF2 DSF2 Score DSF2 DSF2 Seasonal Indicator DSF2 DSF2 Stats Indicator DSF2 DSF2 Throwback Indicator DSF2

Error and Status Code ZIP+4, NCOALink

Extended Services fields 13 LACSLink Indicator ZIP+4, NCOALink

Field is blanked out as a result of DSF2 processing. LACSLink Return Code ZIP+4, NCOALink

Field is blanked out as a result of DSF2 processing. Line of Travel Code ZIP+4, NCOALink, DSF2

Line of Travel Order ZIP+4, NCOALink, DSF2 Move Effective Date NCOALink

NCOALink Delivery Code NCOALink NCOALink Move Type NCOALink NCOALink Return Code NCOALink Original Phone Number Phone Append Phone Append Flag Phone Append Phone Number Phone Append

PR Urbanization Code ZIP+4, NCOALink, DSF2 Prison Flag Prison Suppression Record Type ZIP+4, NCOALink, DSF2 State ZIP+4, NCOALink, DSF2 SuiteLink Return Code ZIP+4, NCOALink

Field is blanked out as a result of DSF2 processing. Walk Sequence DSF2

ZIP (any ZIP or postal code field) ZIP+4, NCOALink, DSF2

Field Field is updated as a result of which type of processing?

Processing your data with Extended Services

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.

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 19.

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

Processing options Lorton Data

Peachtree Data

Authenticom

ZIP+4 processing includes address cor-rection and ZIP+4 assignment. The USPS-required CASS form is returned to you.

NCOALink 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 USPS-required CASS form is returned to you.

DSF2(Second Generation Delivery Sequence File) is a USPS product that validates addresses and adds delivery sequence and address attribute informa-tion 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 individuals.

Prison suppression identifies records that match the list of prison inmates.

Phone append adds and verifies tele-phone numbers.

Processing your data with Extended Services 15 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 19.

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.)

2. If you’re performing NCOALink processing, set up NCOALink options. Option Description

Payment Options (Lorton Data and Authenticom only)

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.

Purchase Order Number

(Lorton Data only)

If you chose Purchase Order from the Payment Options drop-down list, then enter the purchase order number here.

Establish Pay-ment Options With <vendor> (Lorton Data and Authenticom only)

If you have not yet set up payment options or need to add an additional payment option, click the “Establish payment options with <vendor>” link and follow the instructions on the screen.

Option Description

Class of Mail 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.

List Sold To 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.

Entry Point ZIP

Code 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.

Name Match Logic

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.

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 DSF2 and NCOALink processing.

Peachtree Data requires a PAF for all types of processing.

Authenticom requires a PAF for NCOALink 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 NCOALink and DSF2 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 NCOALink or DSF2 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:

Delete Records Marked as Moved Without Forward-ing Address

As part of NCOALink 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.

Option Description

List of PAFs 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.

View All Shows all PAFs, even expired PAFs.

List Owner or List Name Not Found (Lorton Data and Authenticom only)

Select this option if you’re performing NCOALink pro-cessing 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.

List Owner or List Name Not Found, Create New PAF (Peachtree Data only)

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.

Submit a New PAF (Lorton Data and Authenticom only)

Click this link and follow the instructions on the web site to create a new PAF.

Processing your data with Extended Services 17 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 18.

Peachtree Data — Click Next to advance to the next wizard window. Set up payment

(Peachtree only) 1. In the Payment Method window, click the access the Peachtree Data web site. Select Payment Method button to 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.

List Owner (Lorton Data and Authenticom only)

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.

List Name 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.

Your Name

(Peachtree Data only)

If you are creating a new PAF, enter your name.

Email Address (Peachtree Data only)

If you are creating a new PAF, enter your email address.

Create PAF

(Peachtree Data only)

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.

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. Steps

Stop and restart To stop sending or receiving data, you can click the Stop Sending button or Stop Receiving button. To resume, click Start Sending or Start Receiving.

Cancel your job Unlike stopping a job (which you can restart), 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 button. After hiding the Job Status window, you can display it again by choosing Hide This Screen for Now

Tools > Services > Extended Services Job Status.

Processing speed The following factors contribute to processing speed: The number of records being processed.

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

These steps occur within the software. The Job Status window must be open for these steps to be completed.

Processing steps These steps occur at the vendor’s site and can occur with the Job Status window open or hidden.

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

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.

Changing your Extended Services password 19

Changing your Extended Services password

Change your

password 1. Choose Tools > Options.

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 Description

User Name 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.

Password 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.

Remove From This Machine

Erases your user name and password from this computer. The next time you go through the wizard, you will have to enter them again.

Change Password at <vendor>

Changes the password associated with your account with this vendor.

Manage Your User Name and Password

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.

See your online help file (Help > Postalsoft Help Topics) or the Reports chapter in your user’s guide for details about each report.

View reports You can view the reports within Postalsoft by choosing Print > Reports. You can also access the report files in a subfolder off the location where your .mdf file is stored:

\ServiceReports\LortonData\ \ServiceReports\PeachtreeData\ \ServiceReports\Authenticom\

One exception is the Extended Services History report file, which is stored at the root folder where your .mdf file is stored.

Lorton Data users:

viewing old reports If you performed Extended Services processing with a previous version of Postalsoft, your Extended Services reports were saved by default to the ServiceReports folder off the location where your .mdf file was stored. Old reports in that default location will be moved to ServiceReports\LortonData\ when you install version 8.00c.02.00. If you have old reports that were saved someplace other than the default location, they will not be moved, and you will not be able to preview them again through Postalsoft, though you can still access the report files.

Report Created as a result of which type of pro-cessing?

File extension

Lorton Data Peachtree Data

Authenticom

3553 CASS Form ZIP+4, NCOALink, DSF2 .cas

National Deliverability Index ZIP+4, NCOALink .ndi

NCOALink Processing Summary NCOALink .msr

NCOALink Match NCOALink .mvs

Suppression Summary Suppression .sup

Statistics all types .rpt

ZIP+4 Processing Summary ZIP+4, NCOALink .ajs

Extended Services History all types .rpz

Phone Append Summary Phone Append .par