Finalizing a Postage Statement

This feature is available for the following group(s):

BMEU

Acceptance personnel must confirm all postage statement information. This procedure explains finalizing (billing) postage statements. Once a statement is finalized, it cannot be changed without first reversing it.

NOTE: Postage statements are "frozen" during finalization; mailers cannot cancel or update the mailing while it is frozen. If it is necessary for a mailer to update the mailing, first release the postage statement. For more information, see Managing Frozen Statements.

To finalize a postage statement:

1. Click Dashboard on the left menu bar.

2. Search for the postage statement. For more information on searching for a postage statement, see Using the Dashboard.

3. On the Search Results page, click the postage statement to finalize. You can only finalize postage statements with the status "UPD."

4. If necessary, edit the permit to assign a location. If one or more of the permits used do not have a location assigned, an error message appears and lists the permit(s) without a valid location. Click the Click Here link to edit the account. Search for and edit the permit to assign a location, then begin finalizing the transaction again. For more information on editing accounts, see Editing and Canceling Accounts.

5. On the Postage Statement page, complete or edit the General Information, Container Information, and For USPS Use only sections. If necessary, change the Standard Statement Certification Date, which will appear on receipts as the actual date of mailing. To view the associated Register or Version Summary Report, click Register or Piece Weight Information. For more information, see Viewing the Register or Viewing the Version Summary Report.  Click Save and Continue.

6. To return to the Mailings Summary Report, click Back to Summary Report on the left menu bar.

7. If necessary, edit the account addresses. If one or more of the accounts used in the mailing have an address marked as a "bad address" or are missing an e-mail account, a page appears listing the accounts. If no address information is bad or missing, skip this step.

   • To correct an address, click Edit. The PostalOne! system opens the Edit Permit Account page, and you can change any information using the links on this page. When done, click Submit. You will have to start over entering the postage statement.

   • To continue without editing address information, click Save and Continue.

8. On the Account Verification Information page, if necessary, select the check box to indicate a voluntary verification, and enter the initials of the person performing the verification. If formal verification is due, to determine which tray, sack, or bundle will be used for each sample, click the here link under Sample Selection Matrix. Another window opens with the matrix. To print the matrix, click the here link in the Matrix window. A printer dialog box opens. Click Print. For more information, see Using the Sample Selection Matrix. Click Save and Continue. The Mail Verification page opens.

9. Enter verification results, then click Save and Continue.

   • If formal verification is due, to determine which tray, sack, or bundle will be used for each sample, click the here link under Sample Selection Matrix. Another window opens with the matrix. To print the matrix, click the here link in the Matrix window. A printer dialog box opens. Click Print. For more information, see Using the Sample Selection Matrix.

   • Full Service Discount Removed amount is automatically generated once all verification information has been received.

   • To use a worksheet for barcode quality, tap test, mailpiece count verification, drop ship, Manifest Mailing System sampling, shortpaid sampling, or bundle verification, click the Create Worksheet icon (). Another window opens and displays the worksheet. Complete the fields on the worksheet. If necessary to correct a sample entered incorrectly, click Delete next to the sample. To save errors entered on a worksheet and return to the worksheet later, click Save and Continue. To print the form, click Print Form. Forms should be filed with the postage statement. When finished entering errors, click Save and Submit. The worksheet closes, automatically completing verification information on the postage statement, including any additional postage pending. The PostalOne! system automatically calculates the error percentage.

   NOTES:

   • When available, you can click the Worksheet Help icon () for information on completing a worksheet.

   • If you exit without clicking Save and Continue, you can complete the postage statement later, but you must open and submit any completed worksheets again before the results will appear on the verification page.

10. Review the statement for accuracy, enter any necessary information, then click Submit.

    • If a dialog box appears with a warning, review the warning to determine if the mailing should continue. Enter or select any additional information, then click OK in the confirmation message box to acknowledge the warning and continue; click Cancel to return to the postage statement and correct the issue. For example, if the transaction exceeds $100,000, select the check box acknowledging the amount of the transaction, then click OK.

    • If the statement qualifies as a late statement, click the reason for the late statement entry. If an outage is the reason, enter the relevant Help Desk ticket number. If "Other" is chosen as the reason, a comment is required explaining the reason.

    • If an override is required and you have the proper authorization, enter your password and explain why the override was performed in the Comment box. If another employee is available to concur with the override, have them enter their ACE ID and password as well. If no one is available, another employee must concur with your override later.

    • If changes need to be made, click the link for the page with incorrect information at the bottom of the page or click Back, and make the required changes.

    • If additional postage should be deducted from an account other than the permit holder account, enter or search for the permit. To search for the permit, click Search. In the dialog box, enter as much information as possible about the permit, select the information, then click Save and Continue.

    • Select a placard creation option. If necessary, enter the number of placards, when to print, or if the placard should be kept open, based on the type of mailing.

    The receipt page opens.

11. In the PostalOne! dialog box, click Yes to print the receipt immediately. If no receipt was requested, click No.

To return to previous pages, click the appropriate link at the top of the page.