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MailOne for PostBase User Manual

1. 9 1 Track Trace The Track amp Trace function enables you to track your mail deliveries from MailOne NOTE To use Track 8 Trace you have to be registered for the respective online services with the USPS Your USPS login ID and password must have been entered into the Transfer settings dialog see chapter Settings Transfer in the Appendix of this document Requery status information from Track amp Trace Administration USPS server Send mailing Track 8 Trace FPCertified information to USPS Search State Package Id Product Name Account Quick date selection Use Dat Start Date Monday April 23 2012 B Results list select entry for detailed End Date information Monday April 23 2012 y re Match Contains z Display latest delivery status of relevant mail 9 Display All Confirmations Expression Display Only Registered Recipient Select an entry to display detail infor D In transit lt Not Assigned gt C Delivered A P Fai Details for selected sau mail item Sender lt Not Assigned gt Searching area Transfer Progress Y 4 23 2012 11 38 AM Start of mail carrier transfer log Status of uploading the mandate to the USPS Search account Search by single account Account SW Version 1 9 12 383 38 MailOne for PostBase User Manual Tracking Send the electro
2. Metering settings You can easily define metering settings from your PC These include product settings services and weight as well as selecting a text message and or an advert Furthermore you can select an account and adjust the date of postage For detailed information please refer to chapter Metering settings and metering 4 2 Text Messages Mailone 4 3 Accounts 4 4 Addresses Mailone SW Version 1 9 12 383 Manage text messages MailOne enables you to enter texts via PC keyboard and to store up to eight different text messages You can access all stored texts from PostBase meter For detailed information please refer to chapter Manage texts Account Administration MailOne supports working with cost accounts and offers comfortable account administration features like creating a new account saving current account settings and importing accounts from a csv file When using a barcode scanner you can create edit and delete scancodes For detailed information please refer to chapter Manage Accounts Address Administration MailOne enables you to save addresses You can enter addresses manually or import them from csv file You can edit or delete existing addresses For detailed information please refer to chapter Manage Addresses 14 MailOne for PostBase User Manual Overview of the main menu
3. United States of America Extra Senicos Charge 0000 Default First Class Mail Letter i em Y Account 2 Commercial Based Pricing discount F Collect on Delivery 2000 Harry Harper v Weight Oversize Balloon Certificate of Mailing Y 3 p E Mail Return Receipt 3000 Taxes gt Weight Registered COD o o 1040 g Fl Electronic Return Receipt U Oz A A a Special Handling Favorites fs ome 7 Insured Mail E Registered Mail O lb 1 0z Reference Notes Adverts AOS PROGRESSIVE ey A A m p AAS Label Feeder Ate ea lt No advert selected No sms selected Select the desired logo MailOne adopts an advert closing the Adverts menu PostBase applies your setting immediately showing the desired adverts TIP If you click Manage you have the possibility to download adverts from the FP portal SW Version 1 9 12 383 20 MailOne for PostBase User Manual Metering settings and metering 5 6 Select text message As soon as a valid product has been set you can select sms texts Click on the field for selecting text messages The Sms texts menu opens in the lower part of the working area It displays all available text messages Retail Products ES Account 1 ES United States of America Extra Se
4. counts 0000 Default Account 2 Account selection in Mailing menu 2000 Harry Harper Account 3 3000 Taxes Titles for Account levels Give names to the three levels used for tracking the mailing These are the titles of the account selection boxes in the Mailing menu TIP You might use general titles such as Addressee Sender Subject An attorney s office might use titles such as Client Lawyer and Matter Number of Account levels You can allocate mails to between one and three accounts NOTE that Account level 1 account is always present Display format Accounts have both numbers and names Choose whether the number or name part is displayed first SW Version 1 9 12 383 69 MailOne for PostBase User Manual Appendix Installation and Settings 14 8 Settings Addresses Addresses Click on the tab Addresses Select a default sender address Application Imprints Defaults Accounts Addresses Print Devices Transfer Administrator Address settings Default sender address Remove address from selection Selected sender address appears here Search and select address in new window SW Version 1 9 12 383 70 MailOne for PostBase User Manual Appendix Installation and Settings 14 9 Settings Setting up the label printer and perform a test imprint E ap Select the Print t
5. Starting MailOne Double click the FP MailOne PostBase icon on your desktop to start MailOne When opening MailOne automatically establishes a connection to F PostBase meter MailOne shows the screen below after connecting When PostBase is connected to MailOne it shows a screen like this SW Version 1 9 12 383 7 MailOne for PostBase User Manual Start exit MailOne 2 2 Connect MailOne and PostBase manually Mailone If connection does not work MailOne shows the following screen C IP mira Worse A Mo meter connection has been found Please check if 1 PosiBlaso ls rurir ng 2 Postilaso is current in Homescre n 44 4 E everything ls connected please push the Connect Buton on the top ER mailone Check if PostBase shows the Home screen Then click the Connect button in the working area CONNECT Note If MailOne does not show this screen click the Connect button in the main menu 2 3 Disconnect PostBase FR mailone Click Disconnect in the status area to terminate the connection with the mailing system oR Disconnect 2 4 Exit MailOne FR mallone If you want to exit the MailOne program click Exit on the main menu or the C J x Button on the top right corner SW Version 1 9 12 383 8 MailOne for PostBase U
6. Time NOTE When connected with MailOne PostBase will neither turn itself off nor enter standby mode 12 8 Auto Off The Auto Off time is the time between your last operation and the time PostBase automatically switches off If you want to set this time click on Auto Off in the Mailhandler maintenance menu NOTE When connected with MailOne PostBase will neither turn itself off nor enter standby mode SW Version 1 9 12 383 51 MailOne for PostBase User Manual Mailhandler menu PostBase setup and special functions 12 9 Manage Connection You should set the respective connection parameters during commissioning Verify and if necessary correct the settings if changes were made to your system configuration In case of problems please contact your network administrator Click on Manage Connection in the Mailhandler maintenance menu MailOne opens the Configure Network Settings Wizard Choose between Ethernet and Modem first Set all further parameters according to your system environment a Configure Network Settings T Choose between Ethernet and E Enable Proxy Server Enable Proxy Authentication SW Version 1 9 12 383 52 MailOne for PostBase User Manual Mailhandler menu PostBase setup and special functions 12 10 Print Advert Text Message Only With the Print Advert Only function you can print adverts and text messages Click on Print Advert Only in the
7. 7 2 Add a new account Enter a new account Click New in the secondary menu Attention If you do not press New first you may overwrite another selected account The entry of Name and Number is mandatory Account Administration Allocate account to level on O Account 1 j Account 2 Name Human Resources Account 3 Only active accounts are Ch 0 10 Percentage ch Tick to enter 5 Y Account active aint ee ee i available for metering Click Save to store your new account It appears in the account list Charge This fee will be charged to each transaction made for this account in addition to the postage It may be either an absolute fixed value or a percentage of the postage value You can also assign a negative charge i e a rebate Account level Accounts are allocated to one of three levels so that you can categorize them according to your business needs Mail is recorded using one account from each level For more information on account levels i e on how to change their titles please refer to Appendix Settings Accounts Each account may be set active or inactive Inactive accounts cannot be selected in the Mailing menu and will not appear in reports NOTE Making an account inactive may be preferable to deleting it since you can restore an inactive account Import an account If you do not want to enter accounts manually you
8. 8 4 Editordelete amador essa bin 37 9 TRACKING ra 38 9 1 la Ola A A Mn es ena EEE ce 38 10 Transaction administration assi 41 IOL COVE Wasi a a a denuece stan ceeee 41 10 2 Search and view tranSactiONns sici a a a 42 TOS Manual DOOKIN ara ad Ed id cia 43 TOA HEXOOFUCANSACTIONS sde io E at 44 10 5 Editor delete transaction Ss masticar iii liciicidd 45 TI REDOT iia veces rl locos 47 AT Types ODO Sri 47 11 2 AGENEKAUINE EOS esca 48 12 Mailhandler menu PostBase setup and special functions oooorococoomoomooo 49 2e OV NIO PR o E e E EA E 49 22 Postage downlo dat N E A E edi 50 2 gt Auto Postage DOWN Alsa i 50 PA REOS aaa wae asiuanssean ie eames E EN E O nua icese es rates 50 IA PRIC CE COUNTE Ra A Co ee eC 50 o A 50 LAT ANN e 51 PS AUO y PC o A A O Ee eee 51 SW Version 2 0 00 000 MailOne for PostBase User Manual Contents Zi Manage CONNECUON dba 52 12 10 Print Advert Text Message On Visi n tias 53 A a A A e we 55 12 12 Feed Only 7 Count mall peces sind 56 PI ES LLO q EA AP o q A e eee ee 57 13 TrOUBIESNOO LINO idas 59 14 Appendix MailOne software Settings ccccccccscsssssscsssccscscsccccccscscsecscesececens 64 AL COCO E 64 14 2 Download MailOne for PostBase and software installation cccccccssseceeesseceeeeeeeeeees 64 143 Settings OVER IS 64 TAA Settines AD DINCALION ars 65 145 Seng IMPRESA iia 67 146 Settines Default 68 TAT SOCUMES ACCOUN eruan a aa a a 69 IAG Setting
9. field you can set which serial port is being used e g COM3 Barcode scanner To simplify the selection of cost accounts as you capture mail data and during manual booking you can set up a barcode scanner with each postage meter the accounts are then selected by scanning the corresponding barcode First however the bar code scanner must be configured The scanners are attached to the PC through serial ports or if it is a USB based device it should be configured through the driver that comes with it so that it appears as if it is attached through a serial port Barcode scanners must be set up manually in MailOne SW Version 1 9 12 383 72 MailOne for PostBase User Manual Appendix Installation and Settings 14 11 Settings Transfer Ly Click on the tab Transfer Configure the Internet connection in order to be able to use the USPS Confirmation Services track the mail you have sent download postage and use other services e g software update Application Imprints Defaults Accounts Addresses Print Devices Transfer Backup Administrator Remote Enter account data USPS Login you have received from the USPS Use System Proxy Settings Proxy Address Enter proxy data or use system s Proxy Usemame settings Proxy Password Weblabel settings Registration Email Weblabel form type LCD811_Prel a SW Version 1 9 12 383 73 MailOne for PostBase User Manual Appendix Instal
10. together with any account charges you have set up for them In the Transaction Reports you can find the details of all the mail sent in a period classified by account These reports are designed to help you to track and allocate your postage costs You can select the period and a particular account or all accounts The summary reports will give you an overall picture Detail reports will list all transactions individually including notes etc NOTE You can also choose to include or exclude voided transactions in the reports and whether you want the handling and account charges included Tracking Reports for mail pieces sent within a specified time range USPS Reports show you information covering all the mail using particular USPS products or extra services over a certain period These reports will give you a picture of which postage products you are using and will help you optimizing your postage usage SW Version 1 9 12 383 47 MailOne for PostBase User Manual Reports 11 2 Generating reports For most reports you will need to give additional criteria for example the timeframe the report should cover These details are entered in the Options area and may vary according to the report you select All reports Details available Export Print View Transactions of Account Levi report report rt meere p po repo 4 Account Report The report displays a summary of all transactions for the E the date range and
11. 1 9 12 383 32 MailOne for PostBase User Manual Manage Addresses 8 Manage Addresses 8 1 Overview Click on Addresses in the main menu to open the Address Administration menu Import Enter a new een addresses address Address Administration Enter edit address data Attn Name Aaron Letterman Attn2 Company Letterman Inc EMail Phone uag Preview of Postal address 15 Maple St Add address address imprint City Albuquerque Zip5 87104 Zip4 poe ee State Quick Search by First Letter Address 3 City State Zip Albuquerque NM 87104 Address list Montgomery AL 12456 New York NY 10022 Advanced search Delete one Delete all address addresses SW Version 1 9 12 383 33 MailOne for PostBase User Manual Manage Addresses 8 2 Add a new address Enter a new address Click New in the secondary menu Attention If you do not press New first you may overwrite another selected address entry The entry of Name Postal Address or Post Office Box City State and ZIP code is mandatory See yellow boxes in the figure below Additionally you can enter an address supplement apartment etc company email address phone number and an additional ZIP code The Preview area displays how the address will appear in the Imprint Address Administration Aaron Letterman Preview Letterman Inc Attn2 Compa
12. accounts Edit an account ce Name Default Human Resources Bookkeeping Harry Harper Find the account See above chapter Search accounts Click on the account you want to edit in the account list 1ccounl ACTES aion Edit the entry Number 0002 Name Bookk Click Save to save the entered changes Delete an account ce Name Default Human Resources Bookkeeping Harry Harper Click on the account you want to delete in the account list Delete Click Delete If you want to delete all entries in the account list click Clear Attention If you delete a level 1 account associated with one or more scancodes see next chapter Setting up scancodes the corresponding scancode will be deleted too SW Version 1 9 12 383 31 MailOne for PostBase User Manual Manage Accounts 7 5 Setting up scancodes You can use scancodes to simplify the entry of account details whilst mailing A scancode is a barcode associated with a combination of accounts of level 1 2 and 3 as needed Once set up scanning the barcode selects the corresponding accounts TIP For information on how to set up a barcode scanner please refer to chapter Settings Devices in the Appendix of this document Click Scancodes in the secondary menu MailOne opens a Scancodes dialog Here you can create new scancodes clicking on the New button The scancodes y
13. appear in the right part of the Mailing menu Show detailed information on the selected USPS service Hide a menu Show more details e g account information Selection field When you click on a selection field the software immediately adopts your selection Example Text message Button for moving fields Click on this button and hold the mouse button down You can now drag a selection field to another position Example rearrange functions in the Mailhandler maintenance menu Arrow buttons Click to increase or reduce the displayed value gradually 11 MailOne for PostBase User Manual The MailOne user interface UN Slider Move the slider to increase or reduce the displayed value Input Boxes Enter texts directly via PC keyboard o For the input of values you can use the arrow buttons as well as the PC E keyboard Example Standby time setting 3 3 2 Status display for buttons Selectable elements turn into a lighter blue as you scroll your mouse over them If a button is active it is framed with a light blue boarder In the main menu the title of the currently active menu is shown in italics In the example Mailing function is active Example active element Active element highlighted SW Version 1 9 12 383 12 MailOne for PostBase User Manual The MailOne user interface 3 3 3 Howto change the size of windows kag Acc l A You mig
14. can load them from another computer system s data MailOne enables you to import data from a file in CSV format NOTE CSV Comma Separated Values is a simple format consisting of rows of data Each row holds the various fields of data needed to define an account The individual pieces of data Name Number etc in a row are separated by a particular character Acomma can be used for this as well as a semi colon If possible do not choose a separator character occurring in any of the actual data values Sometimes the file has a first row header row that defines the names of the following data fields in the order they appear in the text SW Version 1 9 12 383 28 MailOne for PostBase User Manual Manage Accounts Click Import in the secondary menu MailOne opens an Import Wizard Enter the name of the data file and the character used to separate the data fields If your file has a heading line check Ignore first line Continue with Next Import from CSV Files Select the file to be imported Tab Semicolon i i Select character Ignore first line Es Trim quotes off values sepa rating fields in f the data Tick if file has Tick if data is header row quoted Previous Continue Move the fields in the box using the arrow buttons to set the order in which the fields in your CSV file occur If one of the fields should not exist in your file uncheck the tick box The displa
15. check Ignore first line Continue with Next Import from CSV Files Select the file to be imported A Tab Semicolon i i Select character Ignore first line Es Trim quotes off values separating fields in f the data Tick if file has Tick if data is header row quoted Previous Continue Move the fields in the box using the arrow buttons to set the order in which the fields in your CSV file occur If one of the fields should not exist in your file uncheck the tick box The display will show how the data will be interpreted Continue with Next MailOne imports the addresses Import from CSV Files Move columns up and down Attn Name Attn Com Add addr Postal addr City State Phone ApS Aip4 EMail IsPostOffic Country Columns show 4 Attn 1 Name how program will 9 Attn2 Company F Add address interpret data Postal address M City State Phone p EMail lsPostOffice Box 9 Country SW Version 1 9 12 383 35 MailOne for PostBase User Manual 8 3 Address search To the left of the address list you find the searching area Quick Search by First letter Directory A buttons Advanced Search Options Match set search Search By Where should the text occur Look For Enter search text Start search Quick search Manage Addresses For quick search click on the directory buttons The addressees starting with the respective letters appear in t
16. confirmation records exist that need to be sent to the USPS by Tracking Send File Do you want to cancel the shutdown process Rectification Press Yes Go into Tracking and use Send File to send the confirmation records to the USPS Ifyou press No MailOne will shut down but the confirmation messages will not have been sent MailOne will try to send these automatically the next time you run it SW Version 1 9 12 383 63 MailOne for PostBase User Manual Appendix Installation and Settings 14 Appendix MailOne software settings 14 1 Prerequisites System Windows XP Windows Vista Windows 7 requirements Processor Pentium min 1000 MHz Screen resolution min 800 x 1210 height x width higher resolution is recommended RAM min 1 GB Empty hard drive space min 1 5 GB Adobe Reader 14 2 Download MailOne for PostBase and software installation Download 1 To download MailOne for PostBase please visit our web portal Installation 2 Start the FP MailOne PostBase application on your PC to install MailOne with the help of the ClickOnce feature 3 Connect PC to the PostBase meter as described in the PostBase Installation Manual Start MailOne 4 Double click the corresponding icon on your desktop to start nd At the first start without connection to PostBase only the Settings Help F and Exit buttons are displayed in the main menu NOTE If you work with MailOne for the firs
17. count letters without printing Click on Seal Only in the Mailhandler maintenance menu Note The Seal Only special function is only available for PostBase mailing systems with automatic feeder MailOne opens the Seal Letters Only window Seal Letters Only Switch on the seal function on the automatic feeder Note For detailed information on the sealing function of the automatic feeder please refer to the PostBase User Manual Reference Guide Please heed the envelope specifications for automatic sealing SW Version 1 9 12 383 57 MailOne for PostBase User Manual Mailhandler menu PostBase setup and special functions Start the letter transport When batch processing with the automatic feeder for the Seal Only special function proceed exactly as when metering mail If you need help please read the chapter Metering with PostBase mailing system and the PostBase Operator Manual The Seal Only special function has its own counter MailOne shows the number of processed letters on the right side of the window When quitting the Seal Letters Only window the counter is reset to Q SW Version 1 9 12 383 58 MailOne for PostBase User Manual Troubleshooting 13 Troubleshooting Connect Start software Problem Area Rectification Problem Area Rectification Problem Area Rectification The software cannot establish a connection with PostBase Check if PostBase i
18. including spaces SW Version 1 9 12 383 44 MailOne for PostBase User Manual Transaction administration Select the Details tab to choose which data should be included in the export file in which order these columns of data should appear and over which period of time CSV Export of Transactions So File Selection C Users vh Desktop Transactions_2012 03 22_11 49 08 csv Y Create filename from timestamp on desktop column order Time Filter Date selection Today Start Date Monday April 23 2012 End Date Monday April 23 2012 Define time period Select data to TotalAccountCharge be imported TotalPostage ala IA CE Y il ii 10 5 Edit or delete transactions roduct Fostage Kete irst Class letter rst Class letter 40 Lawy Select the transactions you wish to edit OR Click Select All to select all transactions Click on Edit NOTE You cannot edit the amount or product selection once a transaction has been recorded in the database SW Version 1 9 12 383 45 MailOne for PostBase User Manual Transaction administration MailOne opens an Edit Transactions Wizard Tick the box Include accounts into updated to change the allocation of accounts If the box is not ticked the accounts will be left unaltered This also applies to changing Notes or Reference Edit Transactions Edit transaction details Creation Product Pos
19. system there will probably be many thousands of transactions so the searching function can be very useful Initially no transactions are shown in the transaction list To the left of the transactions list you find the searching area Here you can choose which transactions will be displayed Search Meter transactions 5 Manual transactions 5 Both Quick date selection Use date Start Date Monday April 23 4012 End Date Monday April 23 2012 Use expression Match Beans Wi Search mode y J Search by expression soltado Searched text Only unvoided View transactions roduct Fostage Het irst Class letter 0 40 rst Class letter Need i Untick to view voided Select type of transaction gt Set date Double click a transaction row in the transactions list MailOne opens a Transactions Details pop up It shows all the information about the chosen transaction The information is also displayed beneath the transaction list Display Transaction Details Transaction Details Transaction type Creation time Description Reference id Accounts 1 Accounts 2 Accounts 3 Notes Void Amount SW Version 1 9 12 383 Manual booking 4 23 2012 12 19 39 PM First Class letter Lawyer 0000 Default 2000 Hany Harper 3000 Taxes No 50 400 42 MailOne for PostBase User Manual Transaction administration 10 3 Manual boo
20. the automatic feeder TIP If you need help please read the chapter Metering with PostBase mailing system and the PostBase Operator Manual The Print Numbers special function has its own counter MailOne shows the number of imprints on the right side of the window When quitting the Print Numbers Only window the counter is reset to 0 12 12 Feed Only Count mail pieces With the Feed Only function you can process mail without printing In this way you can count mail pieces and prepare your bulk mail for dispatch in counted stacks Click on Feed Only in the Mailhandler maintenance menu PostBase with feeder SW Version 1 9 12 383 56 MailOne for PostBase User Manual Mailhandler menu PostBase setup and special functions Start the letter transport When batch processing with the automatic feeder for the Feed Only special function proceed exactly as when metering mail If you need help please read the chapter Metering with PostBase mailing system and the PostBase Operator Manual Note The Feed Only special function is also available when working without automatic feeder You then have to position mail pieces individually on the hand feed tray MailOne shows the number of transported mail pieces on the right side of the window When quitting the Feed Letters Only window the counter is reset to 0 12 13 Seal Only With the Seal Only function you can seal and
21. whether voided lansacions dll be cluded The repo ate he onsa gle acco E Account List only The report can be limited to show transactions for a single account only rin Account Barcodes transactions manual transactions or both combined in one view a Transaction Reports E al Account Level 1 Account 1 UN aa Transactions of Account Level 1 Summary Transactions of Account Level 1 Details Options Options area Transactions of Account Level 1 by Product Transactions of Account Level 1 by Weight Report Quick Date Selection i o Account Level 2 Account 2 30 days back a Start Date End Date open branch Account Level 2 Details Account Level 2 by Product Sunday March 25 2012 Monday April Here you may have to enter for example start and end dates E e Level 3 Account 3 i V All Account Account Number a est Reports j accounts products etc Transaction type 9 Metertransactions Manual transactions Both E Show details Unvoided only Export Options Specify file format csv Excel PDF C Account SummaryLevel 1 Report csv Select storage location Click on the Preview button in the secondary menu to see the report Click on the Print button in the secondary menu to print it out TIP Clicking on Print a printer dialog box may appear first You can turn this function off in the Print Settings Export reports I
22. Auto Postage Download Click on Auto Postage Download in the Mailhandler maintenance menu o The Auto Postage Download feature facilitates keeping track of the remaining Auto Postage postage When enabled it will warn you once the remaining postage reaches the Download preset threshold and will give you the opportunity to load postage 12 4 Registers Click on Registers in the Mailhandler maintenance menu You are given an overview on your postage credit postage used the control total the total of all meter imprints and the last postage download amount The piece counter counts all meter imprints Click on Piece Counter in the Mailhandler maintenance menu Check the number of metered mail pieces or reset the counter to zero 12 6 Imprint Offset E PostBase prints the meter imprint at a fixed offset approx 1 cm 0 4 from the lt a right mail piece edge You can increase this offset and thus shift the imprint to the left by adjusting the imprint offset Imprint Click on Imprint Offset in the Mailhandler maintenance menu to set the desired value SW Version 1 9 12 383 50 MailOne for PostBase User Manual Mailhandler menu PostBase setup and special functions 12 7 Standby Time E The PostBase mailing system will go to standby automatically if it is not used for a certain time Standby To set this time click on Standby Time in the Mailhandler maintenance menu
23. Mailhandler maintenance menu MailOne opens the Print Advert Only window The two selection fields on the upper left show the print image for this special function You can assign each one of these fields either an advert or a text message No advert sms text selected Set an advert a text message for printing Text Messages In the lower section of the Print Advert Only window select the kind of imprint you want to set Text Messages or Ads MailOne then displays all or a available adverts or text messages accordingly SW Version 1 9 12 383 53 MailOne for PostBase User Manual Mailhandler menu PostBase setup and special functions There are two ways to set the imprint Click on the selection field in which the text message or advert should appear Then in the lower section of the window click on the desired text message advert Simply Drag and Drop the desired text message advert into the desired selection field with the mouse When both selection fields show the desired imprints in the Print Advert Only window you can start printing Print Advert Only PostBase with label dispenser and feeder Quit function close window Start printing Proceed exactly as when metering mail Position a mail piece on the hand feed tray or Start label printing or Use the automatic feeder TIP If you need help please read the chapter Metering with PostBas
24. PostBase A i Mallone User Manual MailOne for PostBase User Manual Contents Contents E Introdu HON Sian 5 Z Start ext F119 resida desenead 7 2 1 Start MailOne and connect PostBase automatically oooooccncnnocnnnonaconnonanonnnnnooos 7 2 2 Connect MailOne and PostBase Manually cccccoocccnconoccnnonanonnnnnnonnnonaronnnonacononanonononos 8 2 3 DISCONNECE POB T E EEE EAT T E EEE EEE A EEE 8 2 4 e410 MO E E a a 8 3 The MailOne user interface ccccceccscccccccccccccccccccccccccccccccecceccecceccecccccccess 9 3 1 The WaT SN e o a e a o ale ad e 9 3 2 Menus ana screen al CS acts ees a ech ed deta chee os 10 BP TISAI SN icicaneicceccnsuheteutencte a AEn 10 zz WME WORKIN ar ci 10 322 PME SCCONGALY ME dani 10 A TMC SlACUS Al A A A PO 10 3 3 Buttons and other elements in the working area cccoocccnnonnccnnnnnocnnnnnnccnnonaconnonanonnnnnnoos 11 S 3 1 Buttons ana inputelements endesa 11 332 Status display Tor DUON Si o aiad 12 3 3 3 Howto change the Size Of WiNdOWS ccccooccccncnnccnnonononnnonaconnnnnccnnonanonononaronnananonoss 13 4 Overview of the main menu FUNCTIONS ccccccccccccccscccccccccccccccccccccccccecceccecs 14 4 1 Maline scat tans crease bern mete a o te Ste bots Mets polit ao Ate ed 14 4 2 TEXEIVICSS AC CS a 14 4 3 ACCOUNTS cots te Sh tani o LU ot aise SA oh sd Eke ob tla ll eay coy 14 4 4 PROG CS A A O ae a 14 4 5 O Yaicoatatinrs AeA eat robe sa sa
25. ab Select printer and Paper size Click Print test label to start printing NOTE When labels are printed on a standard printer the normal Letter sized paper should be used One label will be printed per page with a border for cutting This mode is not intended for printing pre formatted labels on letter sized paper Set paper size NES Pint Devices e Select label 4x6 or printer Letter size 1 Print test label Print Testlabel JE Always show printer selection lf you want the printer dialog to pop up each time click here SW Version 1 9 12 383 71 MailOne for PostBase User Manual Appendix Installation and Settings 14 10 Settings Devices za Tr Click on the tab Devices Configure the connections to external devices where applicable external scale e g Flexiscale or barcode scanner Application Imprints Defaults Accounts Addresses Print Devices Transfer Backup Administrator External Scale Change the Use extemal scale Scale Port scale s port Auto detect connected scale Click to find Enable Barcode Scanner connected scale Tick box if you use external device fala i a we connection with barcode scanner Stop bits One Parity None Flowcontrol None External scale To simplify configuring an external scale you can use the Auto detect function If you are using an external scale it must also be connected to a serial port of your PC In the Scale Port
26. bia SA tobe a tA lisboa Ae teak aia scale 15 4 6 A a A a A aA det Mat A enh eat nt 15 4 7 RODOR a Art an a aa eA Bohne 15 4 8 AYAFE TH a Fe asl eet nte a cee Ren Ce tN e o a eet SRO Ge al e do al ee ol e E 15 4 9 Serna a 15 4AL0 o 16 5 Metering settings and MEtELING cccscscsccccccccscscscscscsccccccccscscscscscecescscececess 16 5 1 AS A A A A A 16 5 2 Product Selection Select services and set Weight oooccccnnccnonocnnonancnonaccnonacnnnaccnonarononaso 17 5 3 O er ae eee ee 18 5 4 Rad ZIP COGS ANG e de dee 19 5 5 So A 19 5 6 Selec COKE Ss att dd dandote dea icoss 21 5 7 ASSENTO ICCO adds EN 22 5 8 O td do do dt de ld do La deca ds 23 5 9 Printing 4x6 Labels Confirmation Labels ccccccccccncnccnnnnononanananacanonanananononononononnnaninos 23 SW Version 2 0 00 000 MailOne for PostBase User Manual Contents O GRECO AUNE A E E eee ete Genie 23 Belle VRALC SIO DOING acosta a 24 Saiz RECO Mea tU rasa 24 5 13 Metering with PostBase mailing SYySteIM ooccccccnccnnnnnocnnnonanonnonanonnnonacononnnonononanonnnnnnoss 25 6 Wanted mi 26 6 1 Entera NOW texto taa 26 6 2 EGIt OV LS A A E ae 26 7 Manage ACCOUNUS Galia 27 7 1 OVET N EE E 27 7 2 POG a NeW account aia alba 28 7 3 Seen ACCOUNTS ans ee Tarte I cto dn oda ee 30 7 4 Editor delete accord dadas 31 7 5 SEUS UA CNC ted o 32 8 Manage Addresses crono oa 33 8 1 OVENIE WS A 33 8 2 Ada anew adres S a AA A 34 8 3 Address seare Meie ienna a E E A cabernet 36
27. ble after entering the administrator password Changes made by the administrator will be applied after restarting MailOne Database Maintenance You can repair optimize the Main and Address databases By running the Repair Database function damaged data will be removed from the database thus ensuring flawless operation Regularly optimizing the database ensures a continuous high performance of the entire system SW Version 1 9 12 383 75
28. ctly from your computer You can still also start metering as usual on the PostBase mailing system TIP For information on handling the PostBase mailings system please refer to the PostBase Operator Manual In the Mailing menu click on the Label Feeder button The Label and Feeder menu opens in the lower part of the working area The following example shows a menu for PostBase with label dispenser and feeder Reference Notes Select label printing or using feeder Enable disable thick letter handling 4 ul p AS Label Feeder Acer Jl Tee J 3c Advert tet L lt FP Set the desired numbers of labels the desired settings for batch processing with the feeder Set number of labels letters Start metering SW Version 1 9 12 383 25 MailOne for PostBase User Manual Manage texts 6 Manage texts Mailone Clicking on Text messages in the main menu you have the possibility to enter edit or delete texts 6 1 Entera new text Manage text messages 3 of 12 text messages defined E3 e E Happy New Year Hello Best Wishes Enter new text message Click on Enter new text message Enter new text message g 37 You can now enter a text of your choice of up to five lines of text Select the button t
29. date of postage appears in the Product Selection menu 5 9 Printing 4x6 Labels Confirmation Labels 4x6 Labels MailOne for PostBase enables you to print a 4x6 shipping label for the Commercial Base Pricing products e g CBP Express Mail CBP Priority Mail as well as for the non CBP shipping products e g Priority Mail Express Mail First Class Mail Parcel Post Media Mail You can print 4x6 shipping labels using a label printer or an office printer MailOne only allows you to print one copy of each 4x6 label Confirmation Labels If you have set MailOne to use USPS Confirmation Services e g Delivery Confirmation you can print the package tracking label too The label contains the unique Package Id for USPS tracking However it does not contain any postage information That is you must still meter the letter or package as normal and then attach the confirmation label 5 10 Reprint function Reprint If for some reason a particular label does not print correctly for example if Reprint your printer jams you can reprint a label Select it on the form below and press the Reprint button in the secondary menu In this example the Reprint button is disabled SW Version 1 9 12 383 23 MailOne for PostBase User Manual Metering settings and metering 5 11 Rate Shopping Rate shopping Select the optimum mailing product by co
30. de The values will be set in the same way in the Mailing menu You can also configure the Mailing menu to revert to these defaults after a certain period of non use Setting Tick for automatic reset after a fixed time period fesounis d int Devices Transfer 5 minutes an V C Include selected accounts into defaults set country L as of America Accounts E Select account Account 1 En A Laie 0000 Defaut lt 7 Select product ahelas E Reference Notes optional Weight ib Set weight Bs 00 Ho NOTE You will be able to change any of these settings before metering a piece of mail You can leave the Reference Notes and Destination Zip Codes field blank if you wish these must then be entered as desired or necessary for each piece of mail You must enter the first Account The entry of Account 2 and 3 is optional SW Version 1 9 12 383 68 MailOne for PostBase User Manual Appendix Installation and Settings 14 7 Settings Accounts R Click on the tab Accounts Settings Application Imprints Defaults Accounts Addresses Print Devices Transfer Backup Administrator Accounts Number of Levels Level 1 Account 1 3 Level 2 Account Level 3 Acco E Enter titles for al y f UDisplay format Number Name Name Account levels Decide whether Account name or number appears first in the list Set number of Levels up to 3
31. e Confirmation Services post is normally tendered by you with the USPS Facility ZIP Code ZIP Code of the USPS office at which this mail is tendered Customer Reference Reference to be included on the mail tracking data sent to and received from the USPS However it is not used by the USPS the field may be left blank Package ID Start Value If you have more than one instance of the program installed each installation must have the Package Id Start Value set to a different version SW Version 1 9 12 383 65 MailOne for PostBase User Manual Appendix Installation and Settings The start value is used in determining a package identification number used for every package sent using Confirmation Services These numbers must be unique within any single organization for a period of six months This uniqueness can only be guaranteed by setting each installed instance of MailOne with a different starting number Clicking on the increment button will increment the value by 1 000 000 Check for new Version Update the MailOne software By clicking on the Check for new Version button you can check if a new MailOne version is available SW Version 1 9 12 383 66 MailOne for PostBase User Manual Appendix Installation and Settings 14 5 Settings Imprints Imprints Click on the tab Imprints Make settings on the Imprints table in the Mailing menu and associated functions Application Imprints Defa
32. e mailing system and the PostBase Operator Manual The Print Advert Only special function has its own counter MailOne shows the number of imprints on the right side of the window When quitting the Print Advert Only window the counter is reset to 0 SW Version 1 9 12 383 54 MailOne for PostBase User Manual Mailhandler menu PostBase setup and special functions 12 11 Print Numbers With the Print Numbers function you can print a 6 digit consecutive number vertically on your mail Click on Print Numbers in the Mailhandler maintenance menu MailOne opens the Print Numbers Only window Here you can define the settings for the Print Numbers special function and start printing Print Numbers Only label dispenser and feeder Quit function Define the start number and the direction of counting Click on the button for the start number Enter the desired start number in the input field You can choose any number between 1 and 999999 Confirm your input _ Ascending Define the direction of counting Ascending or Descending SW Version 1 9 12 383 55 MailOne for PostBase User Manual Mailhandler menu PostBase setup and special functions Start printing When the Print Numbers Only window shows the desired settings you can start printing Proceed exactly as when metering mail Position a mail piece on the hand feed tray or Start label printing or Use
33. ears in the MailOne working area 3 2 3 The secondary menu 30 The secondary menu provides additional functions for the active menu in the working area Click for example on Save in the Account Administration menu to store the settings of the current cost account The current user is displayed on the left side 3 2 4 The status area 30 The status area provides inter alia information on the connected PostBase meter and on current processes SW Version 1 9 12 383 10 MailOne for PostBase User Manual The MailOne user interface 3 3 Buttons and other elements in the working area WW W pa Save Cancel Clear Delete E X S ka Add to favorites ra Info a Hide Show details ft at e de a ce poet oe E Peeper reer A A Eo Le E e FERE HRR cok ice cocks E ot 1 5 E SW Version 1 9 12 383 po mailone The working area e g of the Mailing function uses the following elements The User interface for MailOne settings is described in the Appendix Buttons and input elements Save an entry e g a new text message Reject an entry According to context Remove from selection text advert Delete e g shortcut or text message Clear data e g reset piece counter or cost account to zero You can set up particular combinations of products weights accounts that you use frequently as favorites They
34. enter a weight value e g if your mail piece should exceed the allowable weighing range There are two input boxes pounds and ounces for the weight of the mail piece Click on the input box to enter a weight via PC keyboard You can also set the weight by arrow buttons or by slider Addto favorites Weight Oz Arrow buttons SW Version 1 9 12 383 18 MailOne for PostBase User Manual Metering settings and metering 5 4 Add ZIP Code and details Some products need you to give the destination s ZIP code before the price can be calculated Enter the ZIP code in this area The zone will be calculated automatically Reference If there is no need to enter ZIP codes for your product this box will be grayed out In this area you also have the possibility to enter a reference code and a NOTE about the item 5 5 Select advert As soon as a valid product has been set you can select adverts Click on the field for selecting adverts No advert selected NOTE For the administration of the advertisings please refer to the FP portal Here you find all Logos available for download SW Version 1 9 12 383 19 MailOne for PostBase User Manual Metering settings and metering The Adverts menu opens in the lower part of the working area It displays all available advertisings Retail Products Accounts Account 1
35. export file should be formatted and where it should be stored If you have to export data regularly e g weekly or monthly reports you can save the formats and properties of each type under a profile name Specify name and location of CSV Export of Transactions export file E x File Selection C Users wh Desktop Transactions _2012 03 22_11 49 08 csv V Create filename from timestamp on desktop Let software Profiles Details Last month Save Remove Weekly Enter profile re This month name Delimiter Last month Comma Tab Semicolon Other Select profile Y Create header line with field names Quote values Define properties of CSV file Y Exclude voided transaction from export Export Sums over accounts TE O Meter transactions Manual bookings NOTE CSV Comma Separated Values is a simple format consisting of rows of data Each row holds the various fields of data needed to define a transaction The individual pieces of data date account etc in a row are separated by a particular character In the delimiters section you specify this character The best separator is a character which will never occur in the data itself You can also choose whether an initial heading line should be output which can be useful if people will ever need to look directly at the file itself Enclosing data in quotes is recommended if you have textual data
36. functions 4 5 Tracking Mailone Track and Trace Administration Check the status of all mail you have sent with confirmation extra services For detailed information please refer to chapter Tracking 4 6 Transactions mailone Transaction administration MailOne displays a list of all transaction information e g date or product You can book transactions manually edit void or delete them For detailed information please refer to chapter Transaction administration 4 7 Reports Mailone Re p orts Reports in MailOne include Account Reports Transaction Reports Tracking Reports and USPS Reports They will help you track your postage costs and optimize your postage usage For detailed information please refer to chapter Reports 4 8 Mailhandler FP mailone PostBase mailing system settings MailOne enables you to make settings on the PostBase mailing system You can for example determine at which postage credit threshold your PostBase will alert you to load postage Furthermore there are several special functions For more detailed information see chapter Mailhandler Menu PostBase setup and special functions NOTE All these features are available at the PostBase mailing system Please refer to the PostBase Operator Manual 4 9 Settings de E MailOne Settings Defi
37. he address list Click AIl to to view all addresses Advanced Search Search By In the Match box you can select the search mode Choose between Begins with Contains and Matches In the Search by box you can select whether you want to search by Nin Name Name Company Attention lines Address lines Attention and EM QUE Address lines or by City Address Lines Attention Address Lines Type in the name or part of it of the criterion chosen in the Search Letterm by box SW Version 1 9 12 383 36 MailOne for PostBase User Manual Manage Addresses 8 4 Edit or delete an address Edit an address n 1 Name Attn2 Comp ron Letterman ares Sample Attn Name Max Mue nz Company Delete an address n 1 Name Attn2 Comp ron Letterman Letterman andes Sample Clear e y SW Version 1 9 12 383 Find the address See above chapter Address search Click on the address you want to edit in the address list Edit the entry Click Save to save the entered changes Click on the address you want to delete in the address list Click Delete If you want to delete all entries in the address list click Clear 37 MailOne for PostBase User Manual Tracking 9 Tracking Click on Tracking in the main menu to open the menus Track amp Trace Administration and FP Certified
38. ht want to change the size of Extra Services 0 fl Nonmachinable 3 windows in MailOne e g to show more E Restricted Delivery entries in the Extra Services list Fl Collect on Delivery o E Certificate of Mailing A El Mail Return Receipt o Fl Registered COD Fl Electronic Return Receipt C Special Handling Fave E Insured Mail E Certified Mail Base Rate Extra Services Total Charges Montes Pimenscinnea Arrnunte Hold the mouse over the border between the isured Mail ertif ed Mai e Rate ra Consricoc window areas If resizing is allowed it will change form to a border drag function Click and hold the mouse button and drag the border to the desired position Accou In this example The scoll bar disappears and Extra Services 0000 E i Mi E Nonmachinable m all entries in the Extra Services list are E Restricted Delivery shown El Collect on Delivery 10200 C Certificate of Mailing Acco El Mail Return Receipt 0002 Fl Registered COD Fl Electronic Return Receipt C Special Handling Favorite C Insured Mail E Certified Mail CI Registered Mail Base Rate Extra Services Total Charges SW Version 1 9 12 383 13 MailOne for PostBase User Manual Overview of the main menu functions 4 Overview of the main menu functions In this section you get to know the functions of your software at a glance For more information follow the given hyperlink 4 1 Mailing
39. ing 1 15 information e g if insurance is required In this case a pop El Mail Return Receipt up box will appear to ask you for the insurance value Fl Registered COD Fl Electronic Return Receipt Special Handling El Insured Mail Fl Certified Mail Fl Registered Mail Base Rate 0 00 The total amount of all extra services selected is shown in Extra Services 1 15 Total Charges 1 15 the Extra Services total area TIP Click on the symbol Li to get details and options on an extra service SW Version 1 9 12 383 17 MailOne for PostBase User Manual Metering settings and metering Other settings Set Country If you need to send mail to an international destination use the Set Country button in the secondary menu Weight Oversize Balloon Some products have Oversize and or Balloon rate options If these options exist the corresponding buttons will be available below the product Set weight Place the mail piece on the PostBase weighing platform to determine the piece s weight TIP In the Mailing menu you can manually enter a weight value See next chapter Set weight 5 3 Set weight Using the internal scale If you place the mail piece on the PostBase weighing platform MailOne automatically transfers the weight value In this case you do not need to enter it manually Manual input However it is sometimes necessary to use MailOne to
40. ion administration mailone Click on Transactions in the main menu to open the Transaction Administration menu 10 1 Overview Every time you meter a piece of mail a transaction will be logged by MailOne The Transaction Administration menu gives you a full picture of your mailing activity e g when any particular letter was sent Transactions are stored in the MailOne database and used to generate reports NOTE Transactions do not appear on this page or in the reports until they have been recorded see chapter Record feature Enter transactions Export manually Transaction Administration Export Y oe transactions i 4 23 2012 12 19 PM 0000 Default 2000 Hary Harper 3000 Taxes 9 Metertransactions 4 23 2012 12 19 PM 0000 Default 2000 Hany Harper 3000 Taxes Manual transactions 4 19 2012 12 20 PM i 0001 Human Resources 2000 Hary Harper 3000 Taxes O Both 3 15 2012 12 21 PM 0000 Default 2000 Harry Harper 3000 Taxes s PEPEE 3 15 2012 12 21 PM 6 Bookkeeping Use date Transactions list initially empty Searching area E Ony uno Manual booking 3 15 2012 12 21 07 PM Parcel Post Tax consultant Transactions 0000 Default details 2000 Harry Harper 3000 Taxes No SW Version 1 9 12 383 41 MailOne for PostBase User Manual 10 2 Search and view transactions Transaction search Transaction administration Even in a small
41. king For different reasons e g if there are software problems you might use PostBase to meter mail independently of MailOne known as offline postage If you want to add these meterings to the MailOne reports you can enter them in the MailOne Transaction Administration menu To enter transactions manually proceed as follows Click Manual Booking in the secondary menu MailOne opens a Manual booking Wizard Here you can enter the transaction details al Enter manual bookings Set allocation of accounts Manual booking Description J Entera product Account 2 References 2000 Harry Harper g Notes Account 3 Date of bookings Monday April 23 2012 Amount per booking 0 00 Number of bookings 1 Save transaction 3 SW Version 1 9 12 383 43 MailOne for PostBase User Manual Transaction administration 10 4 Export transactions You may want to examine the transactions in other formats than given in the MailOne reports You might also wish to perform calculations on them in a spreadsheet program To do this you can use the Transactions Export function It allows you to extract data out of the softwares database and store it in a format CSV that can then be read by many other programs including most spreadsheet or database programs Click Export in the secondary menu MailOne opens a CSV Export Wizard Define how the
42. lation and Settings 14 12 Settings Database Backup Bact Click on the tab Backup In this tab you configure the database backup Application Imprints Default Accounts Addresses Print Devices Transfer Backup Administrator Backup directory path List of databases that need backup C Program Data P mailone eComP accdb I C ProgramData FP mailone ADDRESSES ACCDB Specify directory path for backup E Automatic backup on every application startup E Automatic backup on every application shutdown Unlimited number of backup files 1 Set number of backup files SW Version 1 9 12 383 74 MailOne for PostBase User Manual Appendix Installation and Settings 14 13 Settings Administrator Click on the tab Administrator Imprints Defaults Accounts Addresses Print Devices Transfer Backup Administrator E Activate admin mode administrator mode Activating the admin mode will cause that some displays will be unavailable to users at application startup To see those screens they will have to login as administrator Changes made here will take effect after the application is restarted administrator s password Database Maintenance Repair Main Database E Automatically repair main database on every application shutdown Repair Address Database Repair damaged data Administrator settings In the Administrator mode some displays will only be availa
43. lick Update in the secondary menu to requery the status information from the USPS Now the program shows the latest delivery status SW Version 1 9 12 383 39 MailOne for PostBase User Manual Tracking Delivery Status The results list shows the status of all mail for which a confirmation label has been printed The status is displayed by one of the following symbols REGISTERED A label has been printed for this Package ID D IN TRANSIT The mail has been shipped to the USPS DELIVERED The mail has been delivered by the USPS A FAILED Some sort of error or discrepancy has arisen It needs further investigation Example label y US POSTAGE ComBasPrice US POSTAGE ComBasPrice E e ea P a USPS Express Mail USPS Priority Mail O Indy Jones Indy Jones My Company My Company 385 Walnut St 385 Walnut St Centreville AL 35042 Centreville AL 35042 United States of America United States of America SHIP John Doe John Doe TO Company xyz Company xyz 2726 BROADWAY 2726 BROADWAY New York NY 10025 New York NY 10025 United States of America United States of America ZIP e USPS SIGNATURE TRACKING ZIP e USPS SIGNATURE TRACKING 9271 0123 4567 8900 0090 0001 13 9210 8123 4567 8900 0090 0001 01 A III ELECTRONIC RATE APPROVED 123456789 ELECTRONIC RATE APPROVED 123456789 SW Version 1 9 12 383 40 MailOne for PostBase User Manual Transaction administration 10 Transact
44. mparing postage and delivery times exactly for your mail items Click on the Shop Rates button in the secondary menu MailOne opens the Product Shopping dialog Enter the destination ZIP code and the weight of your mail item The available product list will be updated showing both postage and estimated delivery time Product Shopping ae F A ala E F Specify dimensions for Mail item description international rate shopping Dimensions non standard size mail United States of America eee a as eig Weight Ea Length 0 0 0 Oz Y Thickness Enter Girth Length ZIP code Zip Code Y Show presort rates Products List of available products click on desired product Estimated Delivery Time Product Fee Transfer selected product to Mailing menu for metering 5 12 Record feature Record feature Record transactions so you can track them in the transaction list Click on the Record button in the secondary menu NOTE This feature is not yet implemented SW Version 1 9 12 383 24 MailOne for PostBase User Manual Metering settings and metering 5 13 Metering with PostBase mailing system For non CBP products retail products except for 4x6 labels you perform the metering imprints with the PostBase mailings system MailOne enables you to start label printing and batch processing with the optional feeder dire
45. n the options area set the desired export options file format and storage location For information on the CSV format please refer to chapter Export transactions Click on the Export button in the secondary menu to store the export file SW Version 1 9 12 383 48 MailOne for PostBase User Manual Mailhandler menu PostBase setup and special functions 12 Mailhandler menu PostBase setup and special functions MailOne provides settings on the PostBase mailing system and several special functions NOTE All these features are available at the PostBase mailing system For more information please refer to the PostBase Operator Manual FP mailone In the main menu click Mailhandler 12 1 Overview F mailone The Mailhandler maintenance menu is displayed in the working area Mailhandler maintenance i Manage Move button re sort menu functions PostBase with feeder only TIP You can re sort the functions according to your wishes SW Version 1 9 12 383 49 MailOne for PostBase User Manual Mailhandler menu PostBase setup and special functions 12 2 Postage download Click on Download postage in the Mailhandler maintenance menu P a To load postage enter the desired amount and connect to the data center al Billing occurs according to your contract with the postal service Postage 12 3
46. ne software settings e g for addresses or printer For detailed information please refer to the Appendix SW Version 1 9 12 383 15 MailOne for PostBase 4 10 Help Mailone FR User Manual Help function Metering settings and metering If you run into problems while working with MailOne click Help to review this User Manual If our help function shouldn t be sufficient to solve your problems please consult the FP web page or contact Francotyp Postalia 5 Metering settings and metering 5 1 Overview In the Mailing menu you find your mail s characteristics The next section describes how to change the different settings Retail Products United States of America Reprint label First Class Mail Letter Commercial Based Pricing discount a Weight Balloon Weight oH o Oversize Zip Code Enter ZIP code Select Y services 3 4 1 2012 Print date Compare products Extra Services L Nonmachinable Fl Restricted Delivery Collect on Delivery C Certificate of Mailing E Mail Return Receipt Fl Registered COD Fl Electronic Return Receipt Special Handling 7 Insured Mail Certified Mail El Registered Mail Select extra services Add to transactions list Set county Base Rate Extra Services Total Charges SW Version 1 9 12 383 Reference Notes Dimensions Account
47. network cable is properly connected Printing Problem Area want to print a report an error message appears Rectification Check if the printer is running and properly connected to your PC Check if the right printer has been set in the Settings menu see Appendix Settings Setting up label printer and perform a test imprint Metering Problem Area PostBase does not start metering Rectification Check if a valid product postage value is set Also check if the PostBase touch screen displays anything The currently set product can only be printed on 4x6 shipping labels Problem Area Advert and or text cannot be set the buttons are grey Rectification First set a valid postal product before selecting advertising imprints The currently set product can only be printed on 4x6 shipping labels Advertising imprints are therefore not allowed SW Version 1 9 12 383 60 MailOne for PostBase User Manual Troubleshooting Tracking Problem Area Rectification You are in Tracking and you press the Send File button You get the message An error occurred connecting to USPS Server Check servername username and password The server username and or password details for the USPS server may be incorrect Check Appendix Settings Transfer Also check your connection to the Internet Problem Area Rectification Mail is sent with a Delivery Confirmation label using Co
48. nfirmation Services In the Tracking page the mail consistently stays at state New Uploaded or shows a Delivery Problem Check the quality of the label especially the bar code being printed Ensure that the bar code contrast is good Ifyou are using a dedicated Zebra Label Printer make sure that the correct driver is being used see Appendix Settings Setting up label printer and perform a test imprint Problem Area Rectification In Tracking and you press the Send File Update buttons You get the message Unexpected file length discovered parsing confirmation file Expected 260 bytes received xxx bytes This depends on the format of the data transfer with the USPS MailOne uses CSV format for all transfers The USPS additionally supports other formats and your account is probably configured to use a different format You should call USPS Technical Support at 877 264 9693 and ensure that your account is configured for CSV file formats SW Version 1 9 12 383 61 MailOne for PostBase User Manual Troubleshooting Print Advert Only Problem Area Rectification Printing will not start No advert no text message has been set Set at least one advert one text message see chapter Print Advert Text Message Only Problem Area Rectification The adverts text messages are not printed on the expected position on the letter Imprint offset is active Deac
49. nic manifest If you have chosen a product with a Confirmation Service in the Mailing menu you can print a bar coded label on the label printer This bar code label includes a Package ID to track the mail item MailOne collects the Package IDs into an electronic manifest which must be sent to the USPS first Send this manifest file before tendering your mail to the USPS MailOne must be connected to the Internet Click the Send File button in the secondary menu MailOne sends the details of all mail processed since the last data transfer irrespective of whether the mail is displayed in the screen or not Whilst the data is being sent the Transfer progress panel appears Tracking your mail In the Track amp Trace Administration menu you can check the status of all mail you have sent with confirmation extra services In the searching area on the left hand side you can enter criteria to find the mail whose delivery status you want to view Search Quick date selection Fil Use Date Today Start Date Setdate Monday April 23 2012 Mr End Date Monday April 23 2012 fr Where should M Fie n the text occur Setsearch mode Match Enter search text Expression Display All Confirmations Display Only Only include mailings y with selected status f Registered In transit Delivered BA O Failed C
50. ny Letterman Inc Post Office Box Aaron Letterman 15 Maple St Albuquerque NM 87104 EMail Phone 15 Maple St Add address Albuquerque 87104 Zip4 County United States of America New Mexico y Click Save to store your address entries The new address appears in the address list Import addresses If you do not want to enter addresses manually you can load them from another computer system s data MailOne enables you to import data from a text file containing the addresses Export the desired data as a file in CSV format Now you can import them to MailOne NOTE CSV Comma Separated Values is a simple format consisting of rows of data Each row holds the various fields of data needed to define an address The individual pieces of data Name ZIP code etc in a row are separated by a particular character Acomma can be used for this as well as a semi colon If possible do not choose a separator character occurring in any of the actual data values Sometimes the file has a first row header row that defines the names of the following data fields in the order they appear in the text SW Version 1 9 12 383 34 MailOne for PostBase User Manual Manage Addresses Click Import in the secondary menu MailOne opens an Import Wizard Enter the name of the data file and the character used to separate the data fields If your file has a heading line
51. o save your entry In MailOne you can store up to 12 I different text messages In the Manage Text messages menu you can now select the new text 6 2 Edit or delete a text Edit a text Click on the text you want to edit Happy New Year Happ MailOne opens an input box for text Enter a new text Click 1 to save 1 K x A Delete a text Click button LJ in the upper part right of the text E SW Version 1 9 12 383 26 MailOne for PostBase User Manual Manage Accounts 7 Manage Accounts 7 1 Overview Mallone Click on Accounts in the main menu to open the Account Administration menu All changes to the accounts and their parameters can be carried out in the Account administration menu Set up scancodes for barcode reader Enter a new account Enter or Account Administration change Import account data PA g Number 0000 9 Account 1 Y Account 2 Name Default Account 3 Click on a title to Percentage chage sort table by _ Number Reference Name that column Active Level Charge 0000 Default Active 1 Accoun 0 00 0001 Human Resources Active 1 Accoun 0 10 0002 Bookkeeping Active 1 Accoun 0 90 2000 Hary Harper Active 2 Accoun 1 00 3000 Taxes Active 3 Accoun 0 305 Advanced search aa E SW Version 1 9 12 383 27 MailOne for PostBase User Manual Manage Accounts
52. ou have already created are shown on the list left You can Delete scancodes or Edit the associated accounts al Scancodes Enter scancode Scancode Accounts e INTERNAL Default Hary Harper Taxes Set L ount BOOKKEEPING Bookkeeping Taxes j combination j W List of set up 0002 Bookkeeping scancodes MATA gt Account 2 Account 3 A 3000 Taxes Change selected scancode Name You have to enter the scancode s name in the box in the top right corner The name must be in capitals There is no limit to the number of characters but it is advisable to use a medium length name to avoid scanning problems Account selection In the Accounts section below select the accounts you wish to associate with the scancode You have to enter at least a level 1 account If you have configured level 2 and 3 accounts these may be associated with the scancode as well NOTE If you scan a barcode whose contents are not recognized by the system a Scancode Management dialog will automatically appear It allows you to define the unknown code and set up corresponding accounts In the Reports menu you can print the Account Barcodes report with all barcodes on it for more information on printing reports please refer to chapter Generating reports When working in the Mailing or Manual booking menus the printed barcodes can simply be scanned using a standard barcode scanner SW Version
53. ovided by the US Post TIP To download MailOne please visit our web portal Application areas Print 4x6 labels CBP non CBP products examples Select mail products Address administration Print reports Load postage Track and Trace service Transaction administration Change system settings of PostBase Use PostBase special functions e g Print Numbers SW Version 1 9 12 383 5 MailOne for PostBase User Manual Introduction Tracking postage costs When dealing with a high volume of mail transactions the individual costs can add up to a considerable amount over a period A high volume of postage makes tracking these costs difficult MailOne allows you to easily track the amounts and account for these costs from different perspectives For example The sending time delivery status sender department or project MailOne captures and collects this information for all metered products You can view mailing information in easily readable tables graphs and charts or print reports Commercial Base Pricing Products MailOne offers you the ability to use a number of USPS products with commercially based pricing These offer you various advantages such as a discount over retail prices with delivery confirmation tracking included subject to prevailing USPS conditions TIP Note that one of the conditions of using commercial based pricing is the regular upload of product usage statistic
54. rvices Charge 0000 Default m First Class Mail Letter o fei 7 Account 2 Fl Restricted Delivery Commercial Based Pricing discount 7 Collect on Delivery 2000 Harry Harper z Weight Oversize Balloon Certificate of Mailing Account 3 El Mail Return Receipt 3000 Taxes y Weight Fl Registered COD y Fl Electronic Return Receipt 0H o 1 04 0 7Y a Special Handling Favorites Zip Code ane 1 Insured Mail E 4 1 2012 Certified Mail Weights 2 41 202 E Registered Mail via v Print date Reference Notes Pann Nata on AC 4 1i r SS Label Feeder adver Tee Jl Advert Joe Lx No advert selected No sms selected Select the desired text MailOne adopts a text message closing the oat i Sms texts menu PostBase applies your setting immediately showing the desired text messages SW Version 1 9 12 383 21 MailOne for PostBase User Manual Metering settings and metering 5 7 Assign to accounts You can assign any mail item to up to three accounts in the categories or levels as shown here TIP If you have set up a barcode scanner you might as well scan a barcode to set the accounts associated to this scancode For more information please refer to chapter Setting up scancodes di kag Click on the drop down box to see a list of all accounts applicable to Account 1 E that category v Account 2 2000 Harry Harper od Acco
55. s Select advert text Set international destination Add to favorites vv Assign to account Weights 0lb1oz Remove from selection 16 MailOne for PostBase User Manual Metering settings and metering 5 2 Product Selection Select services and set weight Select Service All available services are listed in the drop down box at the top left Click at the right hand side of the products box to open up the list First Class Mail Letter First Class Mail Letter See a Click on the desired postal product First Class Mail Parcel First Class Mail Postcard Priority Mail CBP Express Mail CBP Parcel Post METERME h Library Mail First Class Mail Presorted Letter First Class Mail Presorted Flats First Class Mail Single Piece Parcel First Class Mail Mixed AADC Letter First Class Mail Mixed ADC Flats First Class Mail AADC Letter First Class Mail ADC Flats First Class Mail ADC Parcel m TIP Click on the symbol Li to get details and options on the product you have selected Select Extra Services The list to the right of the products box will show all extra services available for your product together with the additional charge Extra Services Charge Click on the boxes for the desired extra services C Nonmachinable Fl Restricted Delivery In some cases you might have to enter additional Fl Collect on Delivery nf ti fi l ired In thi El Certificate of Mail
56. s Addres ESen e a AA ANA euenieedes 70 14 9 Settings Setting up the label printer and perform a test imprint ooccccccnccnncnnncnnnnns 71 TA AO Settings DEVICES aa 72 A etine MnO A taoeelt toga suelecae 73 14 12 Settings Database Back Drain ad 74 1413 Settings AGININIStAtOl sist il ieiiia 75 SW Version 2 0 00 000 MailOne for PostBase User Manual Introduction 1 Introduction About this user manual This User Manual assumes that both PostBase and MailOne have already been installed and are now operational Target group This User Manual is aimed at users of MailOne for PostBase mailing systems Users of MailOne should have basic knowledge of Windows They do not need special computer skills Topics The present manual provides a comprehensive overview of the software and describes how to perform daily routine tasks Mailing Names of links and buttons are given in square brackets NOTE or TIP Notes for improving the operation or additional information appear in italics Product logo In this manual the product names appear in their plain form MailOne NOTE In the text below in general MailOne is used to refer to MailOne for PostBase What is PostBase MailOne MailOne is a user friendly software platform for your PostBase mailing system e g for tracking your postage costs It enables you to benefit from discounts offered with Commercial Base Pricing CBP products and use the mail tracking service pr
57. s running If the postage meter is turned off the Connect button is grey Check if PostBase displays the Homescreen see chapter Start exit MailOne The USB cable must be properly connected If there is no USB connection the Connect button is grey In other cases Turn off PostBase and close the program Turn the postage meter on again As soon as PostBase shows the Homescreen open MailOne and click Connect After clicking Connect MailOne displays a Product Table Mismatch error cannot operate the software in connected mode This error might occur after updating the mailing system s software Perform a MailOne software update to align the product tables of the two systems After clicking Connect MailOne displays a license error Check if the right postage meter is connected with your PC FP Portal Problem Area Rectification The software cannot establish a connection with the FP Portal Check if your PC is connected to the Internet Inthe Settings menu check if the right Internet data has been entered see Appendix Settings Transfer SW Version 1 9 12 383 59 MailOne for PostBase User Manual Troubleshooting Postage download Problem Area The software cannot perform postage download Rectification Inthe Settings menu check if the right Internet data has been entered see Appendix Settings Transfer Check if the
58. s to the USPS The data is initially collected by a server operated by FP Mailing Solutions Only the MailOne software is able to print the 4x6 label required for CBP products instead of four labels via a printer connected to your PC On this label it prints an Intelligent Mail package barcode to send the CBP data to the US Post Mail tracking Once your mail item has entered the USPS system you can track ts progress using the tracking facility Through MailOne you can see all mail having been successfully delivered Metering settings MailOne enables you to make metering settings product weight ZIP code account etc directly on your computer and send these details to your PostBase mailings system For non CBP products retail products except for 4x6 labels you perform metering imprints with the PostBase mailings system SW Version 1 9 12 383 6 MailOne for PostBase User Manual Start exit MailOne 2 Start exit MailOne 2 1 Start MailOne and connect PostBase automatically NOTE If you work with MailOne for the first time you first have to make some elementary settings For further details refer to the Appendix Preconditions First make sure that MailOne is installed and the PostBase is connected to your PC PostBase must show the Home screen as shown in the example below First Class q Letters Cost account Shortcut Shortcut DA Do 1 3 Lab l Feeder Product Menu Homescreen
59. ser Manual The MailOne user interface 3 The MailOne user interface You will first receive a short overview of your MailOne s user interface In the following chapters the individual areas will be explained in detail 3 1 The MailOne screen NOTE This screen appears after connecting MailOne to the PostBase mailing system O FP mailone Version 1 9 12 383 Account 1 United States of America Charge 0000 Default gt Account 2 2000 Harry Harper z Account 3 3000 Taxes Favorites y 4 1 2012 Weights v Print date 0b1o0z E Text messages Base Rate Extra Services Total Charges Product Reference Notes Dimensions Accounts No advert selected No advert selected SW Version 1 9 12 383 9 MailOne for PostBase User Manual The MailOne user interface 3 2 Menus and screen areas NOTE If you want to exit a menu click on a button leading you to another menu There is no Back function 3 2 1 The main menu F mailone From the main menu you get to the menus Mailing Text messages Accounts Addresses Tracking Transactions Reports Mailhandler and Settings by clicking on the corresponding button The selected menu will appear in the working area In the main menu you can also call the Help function The Exit button closes the program 3 2 2 The working area The active menu app
60. t time you first have to make some elementary settings 14 3 Settings overview FP Mallone Click on Settings in the main menu MailOne opens the Settings dialog box Select the corresponding tab to make Application settings Imprint settings etc Settings Application Imprints Defaults Accoull Addresses Print Devices Transfer Backup Administrator SW Version 1 9 12 383 64 MailOne for PostBase User Manual 14 4 Settings Application Account Number Click on the tab Application Enter FP customer Devices Transfer account number Mandatory settings CBP Passphrase Enter ZIP code of place of postage Originating ZIP code E Use FPCertifiedMail com to print certified labels Mail Tender Time 5 Entry Facility ip Code Customer Reference Package ld Start Value Value to determine package identification number Application area mandatory settings Enter ZIP code of USPS office Appendix Installation and Settings Backup Settings only for Confirmation Services Enter your FP Account number CBP passphrase and your originating ZIP code Activate or deactivate CBP and electronic confirmation services USPS area settings for Confirmation Services Enter information for the USPS at the bottom of the window Mailing ID Number received by the USPS for Confirmation Services Mail Tender Time Estimated time th
61. tage Reference Notes Void Accounts 4 73 First 0 40 Lawyer No 0000 Default 2000 Harry Harper 3000 Taxes List of transactions to be edited Edit allocation of accounts 0 Tick box to Account 2 apply change Reference Account 3 Beach Y Edit selected Include accounts into updl Sere f Edit all entries entries in list account inlistabove Void unvoid or delete transactions roduct Postage Kete irst Class letter 0 40 rst Class letter 180 40 Select the transactions you wish to void unvoid or delete OR Click Select All to select all transactions Click Void to exclude transactions from the reports Click Unvoid to include voided transactions again in the reports Click Delete to remove a transaction from the system permanently Click Clear to remove all transactions TIP It is strongly recommended that you use voiding rather than deleting since you can later recover voided transactions by unvoiding SW Version 1 9 12 383 46 MailOne for PostBase User Manual Reports 11 Reports Mailone Click on Reports in the main menu 11 1 Types of reports MailOne includes a large number of reports allowing you to effectively manage your mail There are three types of reports Account Reports show you the details on the accounts you have set up in MailOne The Account list shows you all the accounts you have set up in each level
62. tivate the imprint offset or set a suitable value see chapter Imprint Offset Print Numbers Problem Area Rectification The number is not printed on the expected position on the letter Imprint offset is active Deactivate the imprint offset or set a suitable value see chapter Imprint Offset Seal Only Problem Area Rectification The envelopes are transported but not sealed Onthe automatic feeder check if the sealing function is switched on Refer to the PostBase User Manual Reference Guide Language Problem area Rectification have changed the language in the Settings menu The MailOne interface still shows the previously set language Exit MailOne and restart it The program will now adopt the new language SW Version 1 9 12 383 62 MailOne for PostBase User Manual Troubleshooting Data transmission Problem Area In the status line at the bottom of the program the following message appears Error The product profile upload failed please ensure proper Internet connectivity Rectification MailOne needs to send statistical information to the USPS It cannot do this probably because the Internet connection is missing or broken Check your connection to the Internet In the mean time the program will continue to function see Appendix Settings Transfer Shut down Problem Area Shutting down MailOne you get the following message Pending
63. ults Accounts Addresses Print Devices Transfer Backup Administrator imprints Record matching imprints automatically 5 at application shutdown during metering Offline postage Offline postage will be Default product name for offline postage Offline imprint postage recorded with this product by default Adjust how imprints are recorded E Show Ignore button in offline postage dialog s 5 Set handling A Use handling charge adds to all transactions charge for all transactions Display Color Matching Imprints C Mismatching Imprints Click on color field to choose color These settings configure How the imprints are recorded manually or automatically How offline postage is handled set a product name used for any offline postage For more information on offline postage please refer to chapter Manual booking Whether a handling charge is applied generally The display colors of the Imprints table Set the colors used to indicate the states of the rows in the Imprints table SW Version 1 9 12 383 67 MailOne for PostBase User Manual Appendix Installation and Settings 14 6 Settings Defaults e Click on the tab Defaults Adjust the default values appearing in the Mailing menu when you first open it These settings configure the default for product country reference text notes weight useful if scale is not connected accounts and destination ZIP co
64. unt 3 Activate deactivate account aa leas Whilst the list is open you can scroll through the entries or type the initial characters on your keyboard to jump through the list 7 0000 Default 0002 Bookkeepng One account must always be present However even if you have i pama m configured MailOne to use three accounts you can turn the last two on ha and off using the check boxes You have to configure the number and titles of the categories shown in the Accounts tab in the Settings menu the names set there will be the headings shown here on the mailing form You can also choose to list the account number then name or vice versa see chapter Settings Accounts in the Appendix of this document TIP If you have a very large number of accounts you can open the Account Search dialog clicking on the e symbol If you need information on how to manage cost accounts please refer to chapter Manage Accounts SW Version 1 9 12 383 22 MailOne for PostBase User Manual Metering settings and metering 5 8 Set date Click on the button displaying a date in the Mailing menu April 2012 MailOne opens a calender window It displays the allowable predating sun Mon Tue Wed Thu En set range At the bottom of the window you see the actual date fi 2 3 4 5 6 7 8 9 10 14 12 13 14 15 16 17 18 195 20 21 i gt BAS H T 2 Click on the desired date 2 30 1 C Today 4 1 2012 The new
65. y will show how the data will be interpreted Continue with Next MailOne imports the accounts _ SS Adapt Cofumn Order Move columns up and down Level Charge Charge Columns show how program will Number Move column interpret data T Name WR posa definitions Level Charge 4 Charge Type Number of columns 6 SW Version 1 9 12 383 29 MailOne for PostBase User Manual 7 3 Search accounts To the left of the address list you find the searching area Quick Search by first letter Directory E Sis Advanced Search Options Set search mode Where should the text occur Enter search text Look For Only active Start search Quick search Manage Accounts For quick search click on the directory buttons The account names starting with the respective letters appear in the account list Click AII to to view all accounts Advanced Search Begins With Contains Name hal Name Begins with Contains and Matches Name or Number of the account ak In the Match box you can select the search mode Choose between In the Search by box you can select whether you want to search by Look For According to the criterion chosen in the Search by box type in the name or part of it or number of the account SW Version 1 9 12 383 30 MailOne for PostBase User Manual Manage Accounts 7 4 Edit or delete

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