Intelligent Mail Electronic Documentation Using Mail'dat

1
Intelligent Mail Electronic Documentation Using
Mail.dat

• NPF - May 2009

2
What is Mail.dat

• Mail.dat is a specification maintained and
  licensed for use by IDEAlliance. Used by the
  supply chain to build a mailing.
• The Postal Service accepts Mail.dat files
• To transmit qualification reports and Full-
  Service IMB nesting information. (Option
  Mail.XML in November.)
• To transmit postage statements for the PS Form
  3600, 3602, 3605 (BPM) and 3541. (Options Postal
  Wizard now and Mail.XML in November.)

3
E-Doc for Basic or Full Service
4
Ready, Set, Go

• Ready How to populate the Mail.dat file with
  the correct information.
• Set How to validate your Mail.dat file using
  PostalOne.
• Go How to load your data to PostalOne and make
  further updates.
• Benefits Receipts, reports and information
  available

5
Ready - Mailpiece and Payer

• HDR - Header Job ID information
• SEG Segment defines presort
• Mailpiece and who pays
• CPT individual components (necessary for
  enclosures)
• MPU the mailpiece consisting of one or more
  components
• MPA who pays to mail the mailpiece
• MCR relates CPT, MPU, and MPA

6
Ready - Containers

• Containers and handling units
• SEG - Segment defining the presort (there is one
  qualification report per segment)
• CSM Container or handling unit ID can be used
  once in the Job ID (in one segment). A handling
  unit (tray) is placed on a parent container
  (pallet),
• Container level, entry.
• For Full Service put the container IM barcode and
  the handling unit (tray or sack) IM barcode in CSM

7
Ready - Presort

• Mailpiece presort information
• CQT Container Quantity includes copies and
  pieces in the presort including container,
  prices, container level, entry level (class
  specific destination entry, zone, subscriber or
  nonsubscriber).
• PQT Package quantity copies and pieces in the
  bundle or package ID, ZIP Code, Carrier Route,
  bundle level.

8
Ready - Full Service

• Full-Service required Piece Detail Information
  provided by one of two options for any Job ID
• IMR Intelligent Mail Range from Mailer ID plus
  serial number to Mailer ID plus serial number, OR
• PDR Piece Detail Record for each record
  represented by Mailer ID plus serial number

9
Mail.dat and the IMB

• 31 digits, 65 bars, 5 fields

The current POSTNET barcode contains only
Routing information
Mailer ID and Serial Number are in the IMR or
the PDR
10
Set - CSM

• Key Job ID, SEG ID, Container ID
• Required container type, display container ID,
  destination ZIP, container level, entry point
  facility type and locale code and postal code,
  copies, pieces, weight of mail, postage statement
  mailing date, container status
• Example validation If the facility type is O
  origin, the facility type locale code may be
  ORIGIN.
• Full-Service Put the IM barcode for a container
  or handling unit in Label IM Container Or IM
  Tray Barcode

11
Mail.dat Versions

• Important changes between versions
• Only version 09-1 supports Full-Service
• Mailing date in 08-1 and 08-2 is the CSM
  Container Ship Date. In 09-1 Mailing date is the
  CSM Postage Statement Mailing Date.
• The Periodicals advertising percentage in 08-1
  and 08-2 was from the MPU file. In 09-1
  advertising percentage is from the CPT file and
  uses Ad Basis.

12
Set - Presort

• The qualification report in PostalOne! Defines
  the presort and is a useful tool for the
  verification of the mailing.
• Send the Mail.dat file with the CSM Container
  Status set to blank for original or P for
  preliminary to generate the qualification report.
  
• The container status P also generates the
  estimated postage.

13
Go - Postage

• Send the Mail.dat file with the CSM Container
  Status set to R for ready-to-pay to generate the
  postage statements.
• The BMEU / DMU finalizes the postage statements
  and this debits the postage from the account.
• The qualification reports and postage statements
  are available on the Dashboard and other reports.

14
Go - Full Service

• Upon finalization of postage, the full service
  information in the CSM, and IMR, or PDR files is
  sent to the Seamless Acceptance and Service
  Performance (SASP) system.
• After mail processing, the full service reports
  are available.

15
Co-palletization

• The Mail.dat file for a co-palletization mailing
  must define the mailing for the postage
  statements at the site where paid.
• First-Class Mail origin consolidation site.
• Standard Mail Trays postage paid at origin,
  Bundles postage paid at consolidation site.
• Periodicals Bundles postage paid at
  consolidation site.
• Co-palletization agreements must be approved by
  BMS.

16
Mixed Basic and Full Service

• One mailing may have any combination of
  Full-Service or Basic, and POSTNET
• This may be for any mailing but frequently
  involves co-mail or co-palletization.
• The special requirements are listed in the Postal
  Service Mail.dat Technical Specification.

17
Go Install Download

• Download the file upload application for the Test
  Environment for Mailers (TEM). Use the web-page
  embedded application to transmit Mail.dat 08-1
  and 08-2 files. Both applications will reject
  Mail.dat 09-1 files.
• Mailers may forego the install and use the
  existing Mail.dat Transfer Applet, the Batch
  Processor software or use the interactive
  application or to send 08-1 or 08-2 Mail.dat
  files to the production environment.
• Once a job is started with a particular Mail.dat
  version, it must be completed with that version.

18
Go Install Download

• For the new upload application for Mail.dat 09-1,
  the download and install the client application
  for the new Mail.dat file upload process. The
  application will be available via http download
  from the Business Customer Gateway.
• Starting May 18, load these Mail.dat files into
  the Test Environment for Mailers (TEM)
  environment or the production environment.
• Mailers may only use the new application for
  Mail.dat 09-1 files. The new application will
  reject any attempt to upload Mail.dat 08-1 or
  08-2 files.

19
Go Install Download

• Mailers must successfully transmit Mail.dat 09-1
  files to the Testing Environment for mailers
  before transmitting these files to the Production
  environment.

20
Multiple Mail.dat Versions

• For multiple Mail.dat versions the file set up is
  as indicated on the next slide.
• There are separate files for the Mail.dat 08-1
  and 08-2 versions as compared to the Mail.dat
  09-1 version.
• Each file has sub-files for staging, repository,
  unsuccessful and successful transmissions as well
  as receipt files.

21
Mail.dat File Updates

• Container Status Updates
• All files sent in the update (SEG, CSM, ) Must
  have the Header Status set to U Update.
• See the specification for permitted updates
  example CSM Container Status R after blank or P.
• Header Status Updates
• Delete job
• Change job
• Replace job

22
Periodicals Features

• Features available to Periodicals Mailers using
  Mail.dat files
• Edition Weight Worksheet
• Advertising Percentage Worksheet
• Mail.dat update to weight and ad-percent
• Payment Request (CPP Only)
• Issue Level Postage Statement Report

23
Spoilage and Shortage

• Optional information to identify postage
  statements or report shortage and spoilage after
  ready-to-pay.
• PAR Postage Adjustment Record allows user to
  adjust postage statements that have not been
  finalized

24
Postal Service Processing

• Mail.dat in Container Status Original produces
  Qualification Reports.
• Mail.dat in Container Status Ready-to-pay
  produces postage statements in UPD status.
• The Postal Service finalizes these postage
  statements changing them to FIN status The FIN
  Status postage statements enter the SASP system
  for Full-Service Processing

25
Benefits

• Find on the Dashboard
• Qualification Reports
• Postage Statements estimated, final, receipts
• Find in Full-Service Reports
• Start-the-Clock
• Address Change Service

26
Benefits Future

• Full-Service Prices
• Various updates - Container barcode update
• Full Service Data Distribution - Define cast of
  characters
• Co-palletization Original Container Information
  (OCI) file used by the consolidator to relate the
  original Mail.dat job containers to the
  containers delivered to the Postal Service.
• The Postage Statement Record (PSR) file allows
  user to assign own postage statement numbers or
  identify postage statements with spoilage
  according to PostalOne postage statement
  generation variables.

27
Intelligent Mail Timeline
28
Resources

• On the USPS National Customer Support Center at
  http//ribbs.usps.gov/ select Intelligent Mail
  Services
• A Guide to Intelligent Mail for Letters and Flats
• Postal Service Mail.dat Technical Specification
• Find the IDEAlliance Mail.dat Specification at
  http//www.idealliance.com/industry_resources/prod
  uction_and_supply_chain/mail.dat