Postalsoft DeskTop Mailer Release Notes

Postalsoft DeskTop Mailer Release Notes Install this release right away to integrate the latest USPS-required CASS changes. DeskTop Mailer 8.00c.02.00 January 2010

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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 (NCOA Link, 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. Introduction 3

USPS news Move-update 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 NCOA Link 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: https://ribbs.usps.gov/intelligentmail_latestnews/documents/tech_guides/receipthardcopypostagestatement.pdf 4 DeskTop Mailer Release Notes

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. Installation 5

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 directory files If you re installing directories from a DVD that you ordered, you can skip this section. 6 DeskTop Mailer Release Notes

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, LACS Link, and Suite Link, 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 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.zip File to Load Load Directories To Load Description Type the path and.zip file name for this directory on your DVD drive or C:\ for example. Type the path where you want the directories copied. Copies the directories from and to the locations specified. Installation 7

Option Browse Skip Description 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. 8 DeskTop Mailer Release Notes

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 NCOA Link DSF 2 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. Extended Services 9

Preparing for Extended Services Before you perform 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. 10 DeskTop Mailer Release Notes

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 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 Required or optional required required optional optional required optional required required required required for Phone Append (Authenticom only) 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. Extended Services fields 11

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, 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. Field Address Change Indicator Field is updated as a result of which type of processing? 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 Field is blanked out as a result of DSF 2 processing. DPV CMRA ZIP+4, NCOA Link Field is blanked out as a result of DSF 2 processing. 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 DSF 2 Score DSF 2 DSF 2 Seasonal Indicator DSF 2 DSF 2 Stats Indicator DSF 2 DSF 2 Throwback Indicator DSF 2 Error and Status Code ZIP+4, NCOA Link Field is blanked out as a result of DSF 2 processing. 12 DeskTop Mailer Release Notes

Field LACS Link Indicator LACS Link Return Code Line of Travel Code ZIP+4, NCOA Link, DSF 2 Line of Travel Order ZIP+4, NCOA Link, DSF 2 Move Effective Date NCOALink Delivery Code NCOALink Move Type NCOALink Return Code Original Phone Number Phone Append Flag ZIP+4, NCOA Link Field is blanked out as a result of DSF 2 processing. ZIP+4, NCOA Link Field is blanked out as a result of DSF 2 processing. NCOA Link NCOA Link NCOA Link NCOA Link Phone Append Phone Append Phone Number 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 Field is blanked out as a result of DSF 2 processing. Walk Sequence DSF 2 ZIP (any ZIP or postal code field) ZIP+4, NCOA Link, DSF 2 Field is updated as a result of which type of processing? Extended Services fields 13

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 individuals. Prison suppression identifies records that match the list of prison inmates. Phone append adds and verifies telephone numbers. 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 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 Password on This Computer option. If you select this option, you ll be 14 DeskTop Mailer Release Notes

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.) Option Payment Options (Lorton Data and Authenticom only) Purchase Order Number (Lorton Data only) Establish Payment Options With <vendor> (Lorton Data and Authenticom only) 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 <vendor> 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 Name Match Logic 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. 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. Processing your data with Extended Services 15

Option Delete Records Marked as Moved Without Forwarding Address Description 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 (Lorton Data and Authenticom only) List Owner or List Name Not Found, Create New PAF (Peachtree Data only) Submit a New PAF (Lorton Data and Authenticom only) 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. 16 DeskTop Mailer Release Notes

Option List Owner (Lorton Data and Authenticom only) List Name Your Name (Peachtree Data only) Email Address (Peachtree Data only) Create PAF (Peachtree Data only) 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 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 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. Processing your data with Extended Services 17

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 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. 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 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 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 have any questions or issues that are preventing them from expediting your job. 18 DeskTop Mailer Release Notes

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 User Name Password Remove From This Machine Change Password at <vendor> 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. Changing your Extended Services password 19

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 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 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. 20 DeskTop Mailer Release Notes