USER GUIDE September 30, 2009
USER GUIDE September 30, 2009
Ó 2009
Shipping Assistant. The
USPS Customer Commitment
The U.S. Postal Service™ fully
understands the importance of providing information and service anytime day or
night to your Internet and eCommerce customers. For that reason, USPS® is
committed to providing service 7 days a week, 24 hours a day, 365 days a year. Thank
you for your continued patronage.
We invite you to share your comments on
how we can improve this application for you and enhance functions offered in
future releases of Shipping Assistant.
Please email the USPS at shippingassistant@usps.gov.
Trademarks
Delivery Confirmation™, Signature
Confirmation™, Express Mail®, First-Class Mail®, Parcel Post®, and Priority
Mail® are registered trademarks of the U.S. Postal Service.
Priority Mail International®, Express
Mail International®, and First Class Mail International®, USPS Web Tools®, and ZIP Code™, ZIP + 4®, and ZIP® are also
registered trademarks of the U.S. Postal Service.
Internet Explorer®, Microsoft®, Microsoft
Excel®, 2003®, 2000®, XP Home®, XP Professional®, Vista®, Windows® and .NET®
are registered trademarks of Microsoft Corporation.
To Our Customers
If you require technical support,
contact the USPS Internet Customer Care Center (ICCC). This center is available
from 7:00AM to 11:00PM EST daily.
Email: icustomercare@USPS.com
Telephone: 1-800-344-7779 (7:00AM to
11:00PM EST)
Chapter 1. Introduction........................................................................................................ 2
Chapter
2. Getting Started................................................................................................... 2
Chapter
3. Shortcuts............................................................................................................ 2
Chapter
4. Installation.......................................................................................................... 2
Getting Started.............................................................................................................................................................. 2
Download Shipping Assistant via Internet........................................................................................................................ 2
Upgrade to Shipping Assistant....................................................................................................................................... 2
Uninstall Shipping Assistant........................................................................................................................................... 2
Chapter
5. Registration........................................................................................................ 2
Getting Started.............................................................................................................................................................. 2
Register with Shipping Assistant..................................................................................................................................... 2
Modify Connection Settings........................................................................................................................................... 2
Chapter
6. Create Shipping Labels................................................................................... 2
Getting Started.............................................................................................................................................................. 2
Create a Domestic Label................................................................................................................................................ 2
Create an International Label........................................................................................................................................... 2
Create a Customs Form 2976/CN22................................................................................................................................ 2
Create a Customs Form 2976A/CP72.............................................................................................................................. 2
Address Book Contacts and Create Label....................................................................................................................... 2
Create an Electronic Merchandise Return Label (EMR)..................................................................................................... 2
Create an Open and Distribute Label............................................................................................................................... 2
Chapter
7. Address Book.................................................................................................... 2
Getting Started.............................................................................................................................................................. 2
Add an Address............................................................................................................................................................ 2
Edit an Address............................................................................................................................................................. 2
Delete an Address......................................................................................................................................................... 2
Add a New Group.......................................................................................................................................................... 2
Delete a Group.............................................................................................................................................................. 2
Manage My Groups....................................................................................................................................................... 2
View Addresses in a Specific Group............................................................................................................................... 2
Search Address Book.................................................................................................................................................... 2
Import File Specifications............................................................................................................................................... 2
Import Addresses.......................................................................................................................................................... 2
View Failed Addresses................................................................................................................................................... 2
Export Addresses.......................................................................................................................................................... 2
Chapter
8. Shipping Cart..................................................................................................... 2
Getting Started.............................................................................................................................................................. 2
Shipping Cart Actions.................................................................................................................................................... 2
Update Cart................................................................................................................................................................... 2
Print Labels from Shipping Cart...................................................................................................................................... 2
Print All Labels in Shipping Cart...................................................................................................................................... 2
Delete from Shipping Cart.............................................................................................................................................. 2
Import Labels................................................................................................................................................................ 2
Chapter
9. Review My Shipments...................................................................................... 2
Getting Started.............................................................................................................................................................. 2
Search.......................................................................................................................................................................... 2
Check Status of Packages............................................................................................................................................. 2
Display Labels for a Specific Status............................................................................................................................... 2
Recreate Label............................................................................................................................................................... 2
Re-Create PS Form 3152................................................................................................................................................ 2
Create Electronic Merchandise Return (EMR) Label.......................................................................................................... 2
Delete printed labels...................................................................................................................................................... 2
Chapter
10. Carrier Pickup.................................................................................................. 2
Getting Started.............................................................................................................................................................. 2
Schedule Carrier Pickup................................................................................................................................................. 2
Edit Carrier Pickup......................................................................................................................................................... 2
Cancel Carrier Pickup..................................................................................................................................................... 2
Cancel and Reschedule Carrier Pickup............................................................................................................................ 2
Chapter
11. Shipping Tools................................................................................................ 2
Getting Started.............................................................................................................................................................. 2
Compare Domestic Rates & Service Commitments.......................................................................................................... 2
Compare International Rates & Service Commitments...................................................................................................... 2
Track Packages............................................................................................................................................................. 2
Address Look Up........................................................................................................................................................... 2
Chapter
12. Preferences...................................................................................................... 2
Getting Started.............................................................................................................................................................. 2
Restore
Default Preferences.......................................................................................................................................... 2
Chapter
13. Working with a External Device................................................................... 2
Getting Started.............................................................................................................................................................. 2
Install mailstation Assistant™......................................................................................................................................... 2
Setting Your External Device and Shipping Assistant
Preferences.................................................................................... 2
From Create Shipping Label........................................................................................................................................... 2
From Shipping Cart........................................................................................................................................................ 2
From Review My Shipments........................................................................................................................................... 2
From Shipping Tools..................................................................................................................................................... 2
Additional Features........................................................................................................................................................ 2
Chapter
14. Help.................................................................................................................... 2
Chapter
15. About................................................................................................................. 2
Chapter
16. Message Center.............................................................................................. 2
Chapter
17. Troubleshooting.............................................................................................. 2
Chapter
18. Appendix.......................................................................................................... 2
Domestic Service Descriptions....................................................................................................................................... 2
Domestic Service Options.............................................................................................................................................. 2
International Service Descriptions................................................................................................................................... 2
International Service Options.......................................................................................................................................... 2
Chapter
19. Resources........................................................................................................ 2
Chapter
20. Glossary............................................................................................................ 2
Introduction
Shipping Assistant is a free and
convenient software application that provides easy access to shipping services
from the United States Postal Service. Major functionality includes the ability
to create domestic and international labels, customs 2976/CN22, customs
2976A/CP72 labels and forms; the ability to answer your customers’ questions
about shipping fees or tracking information; the ability for your company’s
customer service representatives in a call center, customer service, or shipping
department to easily access shipping-related data and create Electronic
Merchandise Return labels that may be provided along with your package or
e-mailed to your customer. In more detail, Shipping Assistant provides the
following USPS shipping services and information:
Create Shipping Labels
Shipping Cart
Review My Shipments
Use Shipping Tools
Address Book
Preferences
Message Center
Offline
Capabilities
Print Postage and Capture Weight with external
device
For further quick-reference information, refer to the Help
link in the Shipping Assistant application.
Chapter 2
Getting Started
Shipping Assistant is supported on
Windows XP Home, XP Professional, 2000, 2003, and Vista Operating Systems. In
addition, you will be required to have:
Data Entry Guidelines
Before using Shipping
Assistant, you should have a working knowledge of the following guidelines for
data entry that apply to all screens in the application:
Chapter 3
Shortcuts
When selecting records within Tables
In Shipping Cart, My Shipments, Carrier
Pickup and Shipping Tools - Track/Confirm tables, the following shortcuts apply
when selecting (i.e. highlighting) and/or checking records.
The Address Book does not have checkboxes, so when dealing with
addresses simply highlight the address(es) wanted.
IMPORTANT: In
general, always first select (i.e. highlight) the rows you wish to apply
an action to (i.e. edit, delete) and then make use of the checkboxes.
Q. How do I select (i.e. highlight) a record?
A. Click on any of the read-only text
field columns in the grid.
To check
multiple label records in a row:
1 Select
(i.e. highlight) a label row by clicking on any of the text fields. When a
record is selected, the entire row will be highlighted.
2 Hold
down Shift key.
3 Select
another label row by clicking on any of the text fields. All records between
the first and last selected rows will be selected.
TIP
- To deselect one of the rows while
multiple rows are selected, press the Ctrl
key and click on any of the text fields on the row that you wish to deselect.
4
Click on a single checkbox of one of the selected (i.e.
highlighted) rows. All highlighted rows will be checked.
TIP
- To uncheck all records that are
selected simply click one of the checkboxes again. All records that are
selected will be unchecked.
To check
multiple label records not in a row:
1 Select a label row by clicking on any of the text fields.
When a record is selected, the entire row will be highlighted.
2 Hold down Ctrl key.
3 Select another label row by clicking on any
of the text fields. Only the rows clicked on will be selected.
TIP
- To deselect
one of the rows while multiple rows are selected, press the Ctrl key and click on any of the text
fields on the row that you wish to deselect.
4 Click on a single checkbox of one of the
selected (i.e. highlighted) rows. All highlighted rows will be checked.
TIP
- To uncheck
all records that are selected simply click one of the checkboxes again. All
records that are selected will be unchecked.
Keyboard
Shortcuts
To check a checkbox for a record in the My Shipments, Address Book,
Carrier Pickup, Shipping Cart, or Shipping Tools - Track/Confirm tables:
1
Tab into the checkbox column for a specific record.
2
Press the spacebar key.
A checkbox for the selected record will be checked.
To open the edit panel for an address in the Address book:
a.
Tab into the edit arrow column for a specific record.
b.
Press the Enter key.
The record will be open for editing.
To display the context menu in Shipping Cart, My Shipments, Carrier
Pickup tables:
1
Tab into any of the text columns of a specific record. Note: My Shipments and Carrier Pickup tables
will require you to check the row selected in order to access all of the
functionality available in the context menus.
2
Click the Context
Menu key and use the up and down arrows to navigate to select an action.
3
Click Enter.
To display a specific main window using shortcut keys:
·
CTRL-L: Create Shipping Label
·
CTRL-R: Review My Shipments
·
CTRL-T: Shipping Tools
·
CTRL-B: Address Book
·
CTRL-S: Shipping Cart
·
CTRL-M:
To display a specific main window using shortcut keys:
1
To have JAWS users read status in the middle of processing
a request, click Insert > Page Down.
Chapter 4
Installation
In this
introduction to installation, you will learn how to do the following:
ONLINE connection status:
·
Download Shipping Assistant via the Internet
·
Upgrade Shipping
Assistant
·
Uninstall Shipping
Assistant
OFFLINE connection status:
·
Uninstall Shipping
Assistant
Prior to installing the Shipping
Assistant application, verify that all System Requirements
have been met.
Download Shipping Assistant via
Internet
1 The Shipping Assistant software can be downloaded from the Shipping Assistant
web site (http://www.usps.com/shippingassistant/instructions.htm).
2 Click Go link on the website under the Get USPS Shipping Assistant box.
3 Click
Install or Run from the popup box.
TIP
- If your computer does not have.NET 2.0 Framework
already installed, it will automatically be installed onto your computer along
with Shipping Assistant.
Note: If you are using
Internet Explorer 6.1 or later versions, you will see the following dialog.
Click Run or Save to your desktop and run from the Start menu.
4
Click Install
from the popup box.
Note: If you
are using Netscape 6.X or Firefox browsers, you will see the following dialog.
Click OK or Save to your desktop and run from the Start menu. You will then see
the Shipping Assistant Installation dialog which is digitally signed.
5
If you do not have .NET 2.0 framework already installed,
please note that the additional dialog boxes will display. Click Run:
5a View
Install Shield Wizard indicating that .NET Framework can be installed
5b In the middle of processing, click Run on the following dialog box.
5c View Install Shield Wizard after .NET
framework has been installed
6
View the Shipping Assistant Installation Wizard Welcome
Page. Click Next.
7
View Terms and
Conditions. You will be required to agree to terms and conditions in order
to continue with the Shipping Assistant installation process. Click Next.
8
Enter Customer Information. Click Next.
9 Verify
the destination folder to store Shipping Assistant files. Click Next. Note: In order to change the destination folder, click Change and
navigate the new destination folder.
10 Review
all Installation settings. Click Install.
Note:
Shipping Assistant will auto-detect if a patch or file updates and/or a new
version of the application is available upon launching the old application. IMPORTANT:
Upgrading Shipping Assistant will maintain your entire address book, shipping
cart, and review my shipments data.
MICROSOFT
VISTA OS USERS ONLY You must be logged in as an System
Administrator in order to complete the update process for Shipping
Assistant successfully. Please note that ‘elevated administrator rights’
specific to the Please follow the instructions
under the Troubleshooting section in order to
obtain the required Shipping Assistant update. Once these steps are
completed, all
1 Open
the Shipping Assistant Application.
2 If
patch or file updates and/or a new version of the application are available, a
pop-up box indicating that an update to the application is available. Click Continue.
TIP
- The Shipping
Assistant application will not prompt you to upgrade to a new version while the
application is running. To check for updates while the application is running,
view new messages in the
Patch or File Updates
Version Updates. IMPORTANT: Version Updates will prompt you to walk through the
installation process again upon completing the update.
3 Click Ok.
Patch or File Updates
4 Click
Continue.
5 The
Shipping Assistant will automatically upgrade. Note: No backwards capabilities will be provided for. You will need to
attain a new update to continue using the Shipping Assistant application.
Note: These steps may differ based on the operating
environment. Please see general help in order to locate the add/remove programs
functionality on a specific operating environment
1
Click Start on
your desktop.
2
Click Control Panel.
3
Click Add or Remove
Programs.
4
Select Shipping Assistant 3.2.
5
Click Change/Remove.
6
Select Remove the Application from this Computer.
7
Click OK.
Chapter 5
Registration
In this
introduction to registration, you will learn how to do the following:
ONLINE connection status:
·
Complete profile
information
·
Agree to
Hazmat Question and view Privacy Policy
·
Modify
connection settings
·Register with Shipping Assistant
IMPORTANT: If you have a MID/DUNS number, contact ICCC at
1-800-344-7779 in order to activate your account on Shipping Assistant.
After
completing the installation process, you will have the option to auto-launch
Shipping Assistant. If you choose to automatically launch, you will be
navigated to the Shipping Assistant Registration screen. Registration is only
required the first time after installing the Shipping Assistant application.
Register with Shipping Assistant
1
Fill out the required fields on the registration screen.
2
Check to agree to the Hazmat
Terms.
3
Click Privacy Policy.
4
Read over the Privacy
Policy.
5
Click Close.
6
Verify connection
settings. The application will automatically default the connection
settings to use Internet Explorer settings. To modify connection settings prior
to registering, see Modify Connection Settings.
TIP
- To modify
connection settings in the future, access the Preferences > Advanced Tab
once the application has launched
7
Click Cancel.
8
Click Register.
Once registration is successfully completed, the Shipping Assistant splash
screen will redisplay and navigate you to the Create Shipping Label view of the
application.
IMPORTANT: If you are having any problems with
your addresses, please first ensure that your address is valid by ensuring that
your address returns on Zip Code Lookup page
(http://www.usps.com/zip4). If you’re address
does not appear contact your local AMS offices, which can be identified by using
the AMS Office
Locator Tool. (http://www.usps.com/ncsc/lookups/ams_office_locator.html)
1
Click connection settings.
2
Select the Use
Proxy Server radio button to manually enter connection information.
3
Enter a Proxy Address (ex. http://proxy.test.com).
TIP
- Shipping
Assistant is not able to execute proxy scripts to determine the actual proxy
server. If a proxy script is being used with Shipping Assistant, then you
should select ‘Use IE settings’ and insert the value in Internet Explorer as
this browser is capable of executing such scripts.
4
Enter a Proxy Port
(ex.8080).
5
Click Save.
Chapter 6
Create Shipping Labels
Chapter 6. Create Shipping Labels
In this
introduction to create shipping labels, you will learn how to do the following:
ONLINE connection status:
·
Print Shipping
Labels immediately
·
When printing shipping labels immediately, specify a page range to print
·
Save This
Label/Form to My Shipping Cart for printing at a later time
·
Compare
Service Types related to all services available for an individual
package
·
Use the Calculate
functionality to view exact postage, insurance (only if integrated with a meter
and printing postage), and service fees due for an individual package
·
Print,
Email, or Save an electronic Merchandise Return Label by using the Submit button
·
Edit
Sender Address using information that exists in the Address Book
·
Edit Recipient Address using Get from Address Book
·
Add Recipient Addresses entered to Address Book using Save to Address Book
·
Print
Postage and Capture Weight
with integrated postage device
OFFLINE connections status:
·
Save This
Label/Form to My Shipping Cart for printing at a later time. IMPORTANT:
For international addresses, verify that your domestic Sender Address has a
phone number in the address book prior to plugging OFFLINE.
·
Edit
Sender Address using information that exists in the Address Book
·
Edit Recipient
Address using Get from Address Book
The Create Shipping Label page allows
the user to create Domestic Labels, International Labels, Customs 2976/CN22 and
Customs 2976A/CP72 Forms, Electronic Merchandise Return Labels, and Open and
Distribute.
1
Select Domestic Shipping Label from Label Type dropdown list.
2
Edit the Sender Information by
clicking Edit Sender Address. This button will display the Address Book
where a new Sender Address can be chosen or an existing Sender Address can be
modified.
TIP
- For more details on how to Edit Sender Information, see Address Book and Create Labels section.
- For more details on how to pre-populate
the domestic label, see edit Preferences.
3
Enter Recipient Information.
Either manually fill in the required fields in the Recipient Information or
click Get From Address Book. Get
From Address Book will display the Address Book where the user can choose a
previously saved address(es) for the Recipient Information. Only domestic addresses and/or APO/FPO/DPO
addresses may be selected in this section.
TIP
- For more details on how to Get
From Address Book, see Address Book and Create
Labels section
- Also, when you begin typing in the Full Name, matching full names in
the Address book will appear in a dropdown box. Select the correct Full Name and click tab in order pre-populate the Recipient field with address
information.
4 You may save new
addresses to the Address Book by clicking Save To Address Book before proceeding with entering
package information. All domestic addresses will automatically be standardized
to USPS formatting standards upon performing this action.
TIP
- For more details on how to Save
To Address Book, see Address Book and Create
Labels section.
5 Enter Package Information. Click Capture,
if available, when you wish to capture the weight of your package on your
integrated weight scale. Also, if available, enter a Value to be insured and
subsequently pay for Insurance along with postage. See Chapter 13 for more details.
USPS
RATE CHANGES EFFECTIVE January 18, 2009
For more details
visit http://www.usps.com/
Please visit the Troubleshooting section for the most frequently asked
questions regarding Shipping Assistant changes due to USPS rate changes
Example: With Meter Device
TIPS:
How to measure
dimensions
- For further
direction on how to measure Length, Width, Height, and Girth for Large /
Priority Mail items, click on Instructions
hyperlink on the create domestic label screen or view appendix
Compare Service
Types
- Enter a Ship
From ZIP Code if you intend on mailing your package from a ZIP Code that
differs from your Sender ZIP Code to ensure correct postage rate attained for
your mail piece.
- Select the Service you wish to use to ship your
package. If you want to see a list of
all available Services based on the Origination and Destination ZIP Codes,
Weight, and Size entered, click Compare Service Types prior to selecting a service. This will provide the cost, estimated delivery
time, and a brief description of the available Services should you wish to shop
across USPS services.
1
Click Compare Service Types.
2
Highlight the desired Service.
3
Click Apply Selected Service.
Note: For a
mapping of how the service names in the Compare Service Types pop-up related to
the services in the Create Shipping Label service dropdown, refer to Compare Domestic Rates and Service Commitments
section.
6
Enter Package Options.
Depending on the service chosen, various package additional options will be
available. Choose those you wish to
include on your Domestic Shipping label as an endorsement. Note: For more information regarding the confirmation services
available, refer to the Glossary section.
7
Click Calculate in order to display the postage, insurance fees (only if integrated with a meter and printing postage), service
fees, and estimated delivery associated with the label you have created. Provided
that enough information is provided, domestic addresses will automatically be
standardized to USPS standards upon performing this action. If there is missing
information, you will be prompted to correct error(s) and re-calculate to
obtain rates.
TIP
- If Express Mail service was selected, click Express Mail Service
Commitments to view drop off
location, drop off times, and service commitments. Note: Express Mail Service Commitments are based on Ship From ZIP Code
if entered; otherwise based on Sender ZIP Code.
8
Click APO/FPO/DPO restrictions to view mailing conditions
regarding recipient military addresses (if applicable).
9
Click the APO/FPO/DPO checkbox to agree to APO/FPO/DPO
restrictions (required
if applicable).
10
Click the Insurance checkbox to agree to Insurance conditions (available only if printing postage & required if applicable).
11
Check Print Postage, if
enabled, when you wish to print a meter strip in addition to printing your
shipping label upon clicking Print. See
Chapter 13 for more details.
12
Entering a number into the Number
of Copies text box will create that many labels with individual barcode
properties. The maximum number of labels
that can be printed or saved in this manner is 2000.
13
Click Print if you
wish to immediately process and print the Domestic Shipping label or click Save
This Label In My Shipping Cart if
you wish to save the label for processing and printing at a later time. If
online, all domestic addresses will automatically be checked for proper Postal
Service™ format and standardized if necessary. Upon performing either of these
actions, the rate will be obtained for your most current label information and
stored in the Review My Shipment section of the application. Note:
The delivery address manually entered on the label may be different than the address
that appears on the label. Check to
ensure that the standardized address displayed on your printed label is
accurate.
a. When printing immediately, you can specify a print range for those image
labels you wish to physically print. For example, if you are printing a
domestic delivery confirmation label with a separate receipt you can print only
the label by entering a print range of ‘from 1 to 1’. Note Shipping Assistant will not honor any more than 2000 copies
entered in the print dialog box.
14 If you do
not wish to print or save to cart, click clear all label field.
TIP
- See Preferences for more details on how to immediately have
new preferences take affect.
For information regarding package size requirements and how to
measure packages, refer to screenshot below:
1
Select International Shipping Label from Label Type
dropdown list
2
Edit the Sender Information by clicking Edit
Sender address. This button
will display the Address Book where a new Sender Address can be chosen or an
existing Sender Address can be modified
TIP
- For more details on how to Edit Sender Information, see Address Book and Create Labels section.
- For more details on how to pre-populate
the international label, see edit Preferences.
3
Enter Recipient Information. Either manually
fill in the required fields in the Recipient Information or click Get From Address Book. Get From
Address Book will display the Address Book where the user can choose a
previously saved address to populate the Recipient Information. Only international addresses may be selected
TIP
- For more details on how to Get From Address Book, see Address Book and Create Labels section.
- Also, when you begin typing in the Full Name, matching full names in
the Address book will appear in a dropdown box. Select the correct Full Name and click tab in order pre-populate the Recipient field with address
information.
4
You may save a new address to the Address Book by clicking
Save To Address Book (optional).
TIP
- For more details on how to Save
To Address Book, see Address Book and Create
Labels section.
5
Enter Package Information. Enter total weight of the package in pounds and ounces
including packaging and shipping labels. Note:
Your total unit weight should not exceed the package weight. Click Capture, if available, when you wish to capture the weight of your
package on your integrated weight scale. See Chapter 13
for more details.
USPS
INTERNATIONAL PRICE CHANGE EFFECTIVE January 18, 2009
For more details
visit site www.usps.com.
Please visit the Troubleshooting section for the most frequently asked
questions regarding Shipping Assistant changes due to USPS Price Change
Example: With Meter Device
TIP
- Enter a Ship from ZIP Code if you intend on
mailing your package from a ZIP Code that differs from your Sender ZIP Code.
- Select the Service you wish to use to ship your package.
If you want to see a list of all available Services based on the Weight and
Country entered, click Compare Service Types prior to selecting a service.
This will provide the cost, delivery time, and a brief description of
the available Services. Note: If no service displays, then it is a good
indication that the services offered for creating online labels via Shipping
Assistant is not available to the destination country entered. Another
convenient way to check what services are available is by going to your Shipping Tools. If no services display
in the Compare Service Types pop-up, it means that none of the services are
available for creating an international label in Shipping Assistant to the
destination country.
1
Click Compare Service Types.
2
Highlight the desired Service.
3
Click Apply Selected Service.
Note: For a
mapping of how the service names in the Compare Service Types pop-up related to
the services in the Create Shipping Label service dropdown, refer to Compare International Rates and Service
Commitments section.
6
Enter the Customs
Information describing your package.
Also, choose the delivery option you want if, for some reason, your
package cannot be delivered. These options may
result in extra charges. Also, enter or
select an Exemption/Exculsion Legend or Proof of Filing Citation. Note: For more information regarding the customs information available,
refer to the Glossary section.
7
For some international label types, the Census Bureau
requires either an Exemption/Exclusion Legend or a Proof of Filing Citation
(EEL or PFC). To provide EEL or PFC
information, click the SELECT
button. Either select a commonly used
EEL, manually enter the EEL, or mark the My Package Requires an Export license
and enter the PFC information.
Exemption/Exclusion Legend
Proof of Filing Citation
8
Add the various items to your package by entering a Description, Quantity, Unit Value, Unit
Weight, Country of Origin, and/or HS Tariff Number and click Add Item. The item and subsequent items added will be
displayed in the Item Content table. Note: The maximum number
of items that can be added to an international label is 30 items.
TIP
- To Delete a Content Item, select the item
in the items table, right-click to
view context menu and select Delete Item
or click the Delete button
- To Modify
a Content Item double-click an
item in the items table, verify that
content details populates in respective fields, and modify information. Prior to re-adding the modified item,
user must delete original item record from item contents table.
9
Click Calculate in order to display the postage, insurance
fees, and estimated delivery days associated with the label you have created. Note: Estimated days represents the time
period for the package to go from the origin to its destination; please note
that this does not include time for the package to go through customs.
10 Click the
mailing conditions hyperlink. This link will display any Restrictions,
Prohibitions, Observations, Customs Form Notes, and Express Mail International
Notes based on the country you have selected.
11 Click on
the customs information hyperlink.
This link will display static customs information related to all international
labels
12 Click the
mailing conditions, customs information, and Insurance conditions (applicable
and required only if printing postage) checkbox to agree to international
mailing conditions, customs information, and insurance conditions (required).
13 Check Print Postage, if enabled, when you wish to print a meter strip in
addition to printing your shipping label upon clicking Print
14
Entering a number into the Number of Copies text box will create
that many labels with individual barcode properties. The maximum number of labels that can be
printed or saved in this manner is 2000.
15 Click Print
if you wish to immediately print the International Shipping label or Save
This Label In My Shipping Cart if you wish to save the label for printing at
a later time.
TIP
- If you
receive an error message that states “Requested Service is not available” it
could mean that (1) The service indicated is not available to the destination
country or (2) The weight indicated exceeds the maximum weight allowed by the
destination country. For more information on how to view what services are
available to different destination countries and details regarding maximum
weight and dimension, refer to the Shipping Tools
section.
a. When printing immediately, you can specify a print range for those image
labels you wish to physically print. For example, if you are printing an Express
Mail International label you can print only the label pages by entering
a print range of ‘from 1 to 5’. Note:
Shipping Assistant will not honor any more than 2000 copies entered in the
print dialog box.
b.
If you do not wish to print or save to cart, click clear
all label fields.
TIP
- See preferences for
more details on how to immediately have new preferences take affect.
Create a Customs Form 2976/CN22
1 Select Customs Form 2976/CN22 from
Label Type dropdown list.
2 Edit the Sender
Information by clicking Edit Sender address. This button will
display the Address Book where a new Sender Address can be chosen or an
existing Sender Address can be modified.
TIP
- For more details on how to Edit
Sender Information, see Address Book and Create
Labels section.
- For more details on how to pre-populate
the customs 2976 form, see edit Preferences.
Example: APO/FPO/DPO
TIP
- For more details on how to Get
From Address Book, see Address Book and Create
Labels section.
4 You may save a new address to the Address
Book by clicking Save To Address Book (optional).
TIP
- For more details on how to Save
To Address Book, see Address Book and Create
Labels section.
5 Enter Package
Information. Enter total weight of the package in pounds and ounces
including packaging and shipping labels. Note:
Your total unit weight should not exceed the package weight. Click Capture, if available, when you wish to capture the weight of your
package on your integrated weight scale. See Chapter 13 for
more details.
Example: With Meter Device
TIP
- Country
of Origin and HS Tariff # are optional fields and are of use to Commercial
Senders only.
6 Add the various items to your package by
entering a Description, Quantity, Unit
Value, and Unit Weight, and clicking Add
Item. The item and subsequent added
items will be display in the Item Content Box. Note: The
maximum number of items that can be added to a CN22 form is 3 items.
TIP
- To Delete a Content Item, select the item
in the items table, right-click to
view context menu and select Delete Item
or click Delete button
- To Modify a Content Item double-click
an item in the items table, verify
that content details populates in respective fields, and modify information. Prior to re-adding the modified item,
user must delete original item record from item contents table.
7 Click
Print if you wish to immediately print the Domestic Shipping label or Save
Form To My Shipping Cart if you wish to save the form for printing at a
later time.
9
If you do not wish to print or save to cart, click clear
all label fields.
TIP
- See preferences for
more details on how to immediately have new preferences take affect.
Create a Customs Form 2976A/CP72
1 Select Customs Form 2976A/CP72 from
Label Type dropdown list.
2 Edit the Sender
Information by clicking Edit Sender address. This button will
display the Address Book where a new Sender Address can be chosen or an
existing Sender Address can be modified.
TIP
- For more details on how to Edit
Sender Information, see Address Book and Create
Labels section.
- For more details on how to pre-populate
the Customs 2976A/CP72 form, see edit Preferences.
3 Enter Recipient
Information. Either manually fill in the required fields in the Recipient
Information or click Get From Address Book. Get From Address Book will display the
Address Book where the user can choose a previously saved address for the
Recipient Information. Only
international addresses or APO/FPO/DPO addresses can be chosen.
Example: APO/FPO/DPO
TIP
- For more details on how to Get
From Address Book, see Address Book and Create
Labels section.
4 You
may save new addresses to the Address Book by clicking Save To Address Book (optional).
TIP
- For more details on how to Save
To Address Book, see Address Book and Create
Labels section.
5
Enter Package
Information. Enter total weight of the package in pounds and ounces
including packaging and shipping labels. Note:
Your total unit weight should not exceed the package weight. Also, choose
the delivery option you want if, for some reason, your package cannot be
delivered; note that these may result in extra charges. Click Capture, if available, when you wish to capture the weight of your
package on your integrated weight scale. See Chapter 13 for more details. Also,
enter or select a Exemption/Exculsion Legend or Proof of Filing Citation.
6
For some international label types, the Census Bureau
requires either an Exemption/Exclusion Legend or a Proof of Filing Citation
(EEL or PFC). To provide EEL or PFC
information, click the SELECT
button. Either select a commonly used
EEL or enter the EEL for the package, or mark the My Package Requires an Export
license and enter the PFC information.
Exemption/Exclusion Legend
Proof of Filing Citation
TIP
- Country
of Origin and HS Tariff # are optional fields and are of use to Commercial
Senders only.
7 Add the various items in your package by
entering a Description, Quantity, Unit
Value, and Unit Weight, and clicking Add
Item. The item and subsequent items
added will be displayed in the Item Box. Note: The
maximum number of items that can be added to a CP72 form is 30 items.
TIP
- To Delete a Content Item,
select the item in the items table,
right-click to view context menu and select Delete Item or click Delete
button
- To Modify a Content Item
double-click an item in the items table,
verify that content details populates in respective fields, and modify
information. Prior to re-adding the
modified item, user must delete original item record from item contents table.
8 Click
Print if you wish to immediately print the created Domestic Shipping
label or Save Form To My Shipping Cart if you wish to save the form for
printing at a later time.
8
If you do not wish to print or save to cart, click clear
all label fields.
TIP
- See preferences for
more details on how to immediately have new preferences take affect.
Address Book Contacts and Create Label
To edit
information in current sender information: (IMPORTANT: When choosing a sender address,
verify that a 10 digit numeric phone number has been entered as most of the
labels will require a phone number when attempting to the print the label.)
1
Click on the Create Shipping Label main tab.
2
Click Edit Sender
Address. The Address Book side tab will display.
3
Click the Edit icon arrow next to the address currently in
the Sender information.
4
Make changes.
5
Click Save.
OR
To change
sender information to an address stored in address book:
1 Click Edit Sender Address. The Address Book
side tab will display.
2 Select
(i.e. highlight) a different Domestic address that should be inputted as the
Sender Address.
3 Click
Use Selected.
Get From Address Book
1
On the Create Shipping Label screen, click Get From Address Book.
2
Select (i.e. highlight) the address(es) that should be
inputted as the Recipient Address.
3
Click Use Selected.
Save to Address Book
1
Enter the Recipient Information into Create Shipping Label
screen.
2
Click Save to
Address Book.
TIP
-
A unique short name will automatically be created, based on the Full
Name and/or Company entered.
- All addressed added will be added to
default group “Unassigned”.
- You cannot save addresses OFFLINE
because all domestic addresses must be validated prior to being saved to the
Address Book requiring communication with USPS.
3
Click Save.
Create an Electronic Merchandise
Return Label (EMR)
1 Select
Electronic Merchandise Return from Label Type.
2 Enter
your required Retailer Information. Either manually fill in the required fields in the Retailer Information
or click Get From Address Book.
Get From Address Book will display the Address Book where the user can
choose a previously saved address to populate the Retailer Information. Only Retailer addresses may be selected.
TIP
- The Permit account
number owner guarantees payment of the proper postage and fees on all returned
merchandise return service articles distributed under the permit holder's permit number. Permit information can be
obtained from your local Post Office.
3 Enter the required Postage Due Unit Information. Either manually fill in the required fields in the Postage Due Unit Information
or click Get From Address Book.
Get From Address Book will display the Address Book where the user can
choose a previously saved address to populate the Postage Due Unit
Information. Only PDU addresses may be
selected.
4
Enter the required Customer
Information requesting a parcel return.
This information will serve as the Return Address on the Electronic
Merchandise Return Label. If you wish to
email the Return Label to your customer, be sure to enter the customer’s email
address. Either manually fill in the required fields
in the Customer Information or click Get From Address Book. Get From Address Book will display the
Address Book where the user can choose a previously saved address to populate
the Customer Information. Only Domestic
or APO/FPO/DPO addresses may be selected.
5
Enter Package
Information.
6
Enter any Label Options that you
wish to appear on the Electronic Merchandise Return Label. You may choose to enter an amount you wish to
be insured, a package identification number, and a return merchandise authorization (RMA) number you indicate to
expedite your inbound returns processing.
The system will calculate the insurance fee and display it on the label
based on the value of contents you have specified. You may also choose to apply Delivery
Confirmation. Note: Delivery Confirmation
selected for electronic Merchandise labels does not qualify for free or reduced
electronic rates.
Use RMA # in Barcode checkbox and Label Format radio buttons have been added. If the user checks Use RMA # in Barcode, the RMA # would then be substituted for the
Sequential Package ID in the label number (PIC). This option is only available
to those mailers who have obtained and entered their unique DUNS/Mailer ID
during registration. The Label Format
radio buttons allow any user the ability to print Electronic Merchandise Return
labels so that the Customer Address appears within the window of two different
types of #10 window envelopes.
7 If
you wish to email the Return Label to the customer, select the Email Label To Customer radio button
and click Submit. If you wish to
print the Return Label in order to mail it with a package to the customer,
select the Print Label radio button
and click Submit. If you wish to save the Return Label in
order to store it for a later date, select the Save Label to Cart radio button and click Submit.
8 If
you do not wish to email, save, or print, click clear all label fields.
For detailed information and frequently
asked questions surrounding the Open and Distribute service, please see Chapter 17 – Troubleshooting.
Create an Open and
Distribute Label
Note: Open and Distribute Label will not be
enabled unless users have a MID/DUNS number assigned to their Shipping
Assistant. Also, a popup will open
telling users to call ICCC if they attempt to access the Open and Distribute
Label page without a MID/DUNS number.
1 Select Open and Distribute Label from
Label Type dropdown list.
2 Edit the Sender
Information by clicking Edit Sender address. This button will
display the Address Book where an existing Sender Address can be modified or a
new Sender Address can be chosen or added.
TIP
- For more details on how to Edit
Sender Information, see Address
Book and Create Labels section.
- For more details on how to
pre-populate the Open and Distribute form, see edit Preferences.
3 Enter Facility
Information. Either manually fill in the required fields
in the Facility Information or click Get From Address Book. Get From Address Book will display the
Address Book where the user can choose a previously saved address to populate
the Facility Information. Only Open and
Distribute addresses may be selected.
Note: Select
the destination Facility Type based on the mailing contents. If facility
information is needed, click the Lookup Facility Address link and you
will be directed to USPS Facility Access and Shipment Tracking (FAST) page.
Follow the FAST instructions that appear when you click the ? link.
4
You may save new addresses to the Address Book by clicking
Save To Address Book (optional). Open and Distribute addresses can only be
used within the Open and Distribute label.
TIP
- For more details on how to Save
To Address Book, see Address
Book and Create Labels section.
5
Enter Package
Information. Enter total weight of the drop shipment package in pounds and
ounces including packaging and shipping labels. Enter Ship Date, Ship From ZIP
Code if different from sender ZIP Code, the mail class of the Open and
Distribute drop shipment, and the mail class enclosed. If the mail class
enclosed is not listed, choose Other and enter the appropriate text in the
Explanation field. If a scale is integrated, a Capture
button would be available to capture the current weight on the scale. See Chapter 13
for more details regarding an integrated weight scale.
6
Enter Package
Options. If you wish to pay for postage via a permit #, enter the number
here along with the permit issuing ZIP Code. Check Separate Receipt to print
the label and the receipt on separate pages.
7
Click Calculate to obtain the price for the Open and
Distribute package. Click Save This Label In My Shipping Cart for
printing at a later time. If a meter is integrated with Shipping Assistant, the
Print With Postage checkbox would be available to print an Open and Distribute
label with postage. Multiple
Open and Distribute labels can be created at one time using the Number Of Copies function. Note:
There is no Print option for Open and Distribute labels.
8
From the Shipping Cart, Open and Distribute labels may be
printed. Open and Distribute labels can
only be printed with other Open and Distribute labels. When Printing an Open and Distribute label,
Shipping Assistant will automatically create and print a PS 3152 Form.
Chapter 7
Address Book
In this
introduction to address book, you’ll learn how to do the following:
ONLINE connection status:
·
Add/Edit/Delete
Addresses
·
Add/Delete
Address Groups
·
Manage
Addresses within groups
·
Show (i.e.
filter) Addresses within a group/Search
Addresses
·
Import
Addresses into the Address Book
·
Export
Addresses from Address Book
OFFLINE
connections settings:
·
Delete status
·
Add/Delete
Address Groups
·
Manage
Addresses within groups
·
Show (i.e.
filter) Addresses within a group/Search
Addresses
·
Export
Addresses from Address Book
The Address Book allows you to add, edit, delete, bulk import/export addresses as well as manage addresses within groups. The search functionality further allows you to quickly find addresses within the Address Book for use in the application.
1 Click
on the Address Book side-tab. The Address Book side panel will display.
2 Click
on the Add New Address 
button to view the Address Details
panel.
3 To
add a Domestic Address, leave the default Country as
4 Select
one or more groups to assign the address (optional).
TIP
- If no groups are checked or available, the address will automatically
be placed as an Unassigned address.
- To create a new user defined group,
refer to Add New Group section.
5 Click
Save to save the new domestic address to the Address Book. Note: If you
decide not to save the address, make sure to click the Cancel button to exit the Add
a New Address panel view in the Address Book.
TIP
- All domestic addresses are immediately
validated against the USPS Address Management database and standardized upon
saving/editing or importing. No invalid domestic addresses will be allowed to
be saved in the Shipping Assistant Address book.
- The system
will automatically create a Short Name
for the address record if you do not provide one. The Short Name is used as a unique identifier
and cannot be duplicated.
6 To
add an International Address, select a country other than the
7 Click
Save to save the new international address to the Address Book.
8 Facility addresses to be used for Open
and Distribute drop shipments. Users must use the Save to Address Book button directly from the Open and Distribute
Create Shipping Label view to save facility addresses. Once saved to the
address book, a user can edit the facility address from the Address Book.
1 Click
on the Address Book side-tab. The Address Book side panel will display.
2 Click
on the corresponding Edit arrow button for the address record you wish
to edit.
Example: Domestic Address
3 View
the Address Details panel with pre-populated information.
4 Modify
the address information as desired.
5 To
change the type of address record (domestic or international), simply change
the selected Country.
6 Click Save to save the edited address
to the Address Book or Cancel to discard changes.
TIP
- All domestic addresses are immediately
validated upon saving/editing or importing addresses. No invalid domestic
addresses will be allowed to be saved in the Shipping Assistant Address book.
- If the Country is grayed out, this indicates that the
specific address that you are attempting to edit is currently being used as the
Sender Address in the Create Shipping Label Tab. Since the Sender address can
only be a domestic address, the country cannot be edited for this address until
a new Sender Address is selected.
1
Click the Address
Book side tab.
2
Check one or more addresses to permanently delete.
3
Click the delete
address button 
to
delete the addresses.
4
Click OK in the
confirmation window. Note: Deleting an
address will permanently delete an address from the application, regardless of
how many groups the address may be a part of.
TIP
- To simply remove an address from a specific
group refer to Manage My Groups
1 Click
on the Address Book side-tab. View the Address Book main panel.
2 Click
on the Add New Group 
button.
View the Add New Group pop-up window.
3 Enter
a group name and click Save
4 View
the new group in the Show drop-down. This dropdown allows you to filter
your addresses based on user-defined groups. For more details on how to filter
the address book, refer to View Addresses in a Specific
Group section.
5
View the new group in the Groups selection box in the Address
Details panel when adding/editing an address record.
1
Click the Address
Book side tab.
2
Select a Group from the Show drop-down menu to filter
address book list.
TIP
- Unassigned group cannot be deleted as this
is the default group that addresses are added to when no specific group has
been specified. In other words, ‘Unassigned’ represents those addresses that
are not assigned to any specific group.
3
Click the delete
group button to delete an existing group. IMPORTANT: Any
addresses that are not assigned to another group will be moved to Unassigned Addresses. This action DOES NOT permanently
delete any addresses. In order to permanently Delete an Address, see Delete an Address section.
Scenario
1: If you have an address assigned to only one group, please note that by
performing delete a group, the
address will reset this address to unassigned,
as it is not assigned to any user-defined groups.
Scenario
2: If you have an address assigned to more than one group, please note that by
performing delete a group, the
address will remain in the group that was not deleted.
The Manage Addresses section is
particularly useful for managing a large number of addresses at one time. However, users may also modify group
assignments individually by accessing the address details panel for individual
records via the Edit button.
Move an Address
to another Group
This feature allows users to remove
addresses from one group and/or move them to a new group. This functionality
should primarily be used when dealing with multiple addresses
1
Click the Address Book side
tab.
2
Select a group from the Show drop-down menu to filter the address book by
a specific group. For more details on how to filter the address book, refer
to View Addresses in a Specific Group section.
3
Check one or more addresses within the group selected. View the Manage
Addresses section in the lower right-hand corner of the Address Book panel.
4
Select Move to from the Select Action drop-down menu.
5
Select a group from the Address
Group drop-down menu. IMPORTANT: Any address that is not assigned to a
user-defined group is listed as an Unassigned
Address. Since an address cannot
simultaneously exist as Unassigned and assigned to another group the address
will be removed if ‘Unassigned’ is
selected in the Address Group dropdown.
IMPORTANT: If you wish to simply remove an address from a
particular group, click on the Edit arrow in the Address book and
uncheck the group in which you wish to remove the address from. See Edit an Address section for more details
6
Click Go.
TIP
- The selected address record now no
longer exists in the group for which the table is filtered but does exist in
the group selected in the Address Group drop-down menu. To verify, select the
group name that the address was moved to in the Show dropdown box in the
Address Book.
Add an Address
to another Group
This feature allows users to assign an
address to multiple user-defined groups in the address book. Please note: Address records cannot exist in a
user-defined group AND in “Unassigned” addresses. “Unassigned” is the default for address
records not assigned to any other group.
1
Click the Address Book side
tab.
2
Select a group from the Show drop-down menu to ensure that the addresses
within a specific group are displayed. Note:
A user-defined group does not include All
Addresses or Unassigned.
3
Check one or more addresses from the group selected to add to an
additional group by selecting the corresponding checkbox. View the Manage
Addresses section in the lower right-hand corner of the Address Book panel.
4
Select Add to
from Select Action drop-down menu.
5
Select a group from the Address Group drop-down menu.
TIP
- Any address that is not assigned to a
user-defined group is considered unassigned. If an address is Move To > Unassigned,
the address will be removed from all groups that it was previously assigned to.
6
Click Go.
TIP
- The selected address record now
exists in the user defined group for which the table is filtered AND in the
group selected in the Address Group drop-down menu.
View Addresses in a Specific Group
Show (i.e. filter) Addresses within a Group
1
Click the Address
Book side tab.
2
Select a group from the Show drop-down menu in order to view
addresses in a specific group selected.
Search Addresses
1
Click the Address
Book side tab.
2
Verify that the show dropdown displays a view of addresses
in a specific group of the records you wish to conduct your search on.
3
Verify that ALL is selected under the Search For dropdown
to ensure that ALL addresses within the selected group in the Show dropdown are
displayed.
4
Enter a keyword in the Search For textbox.
5
Select a column name in the Field Name drop-down to
specify a specific column to search.
6
Click Go. Only
addresses that match the search criteria will display in the Address Book
table.
IMPORTANT: In order
to clear the filter to view All
Addresses, please conduct the following steps
1 Clear out Search For text
2 Select All Columns in Search dropdown
3 Select All Addresses in the Show dropdown
4 Select All link below the Search For box
5 Click Go next to the All Columns dropdown
Filter by Letter
1
Click the Address
Book side tab.
2
Click a letter link to view all addresses with a Full Name that begins with that letter.
TIP
- If a letter is disabled it means that there
are no addresses in the address book where the Full Name begins with that
letter,
The .csv
file must contain all of the following headers in the order listed
below, (*) designate required fields. For a sample .csv file, please visit Shipping Assistant Installation page (http://www.usps.com/shippingassistant/instructions.htm). Note: If a domestic addresses cannot be
validated based on the required fields entered, the address record will not
successfully import into Shipping Assistant: IMPORTANT: See checklist
instructions to ensure that your import file is setup correctly prior to
importing into Shipping Assistant.
·
Full Name * (and/or Company)
·
Company
·
Address1*
·
Address2
·
Address3
·
City*
·
State* ( required for Domestic addresses only)
·
ZIP Code (can include ZIP + 4). Note: For international addresses this can be used to insert Postal
Code. Please be aware to make sure that prior to saving the .csv file that no
leading 0s are being removed by the application in which you are viewing your
data. To confirm that the file is being saved properly prior to importing into
Shipping Assistant, view the values in text-only format.
·
Province
·
Country* (required to state ‘
·
Urbanization
·
Phone Number. Note:
For domestic address a valid 10 digit phone number must be provided in order to
successfully import the phone number for a particular record. If less than 10
digits are provided for a domestic address, the phone number value will not import for the record
·
Fax Number
·
Email. Note: For
domestic address a valid email address must be provided in order to
successfully import the email for a particular record. If an invalid email is
provided for a domestic address, the email value will not import for the record
·
Reference Number
·
Short Name
IMPORTANT: If any of your addresses contain a
blank Short Name, make sure to conduct the following action on the last column
(i.e. Short Name) prior to saving .csv file in order to ensure that the .csv is
created correctly prior to importing into Shipping Assistant:
1 Select
the entire Short Name column by
clicking in the Header row for that column.
2 Click on Edit > Go To > Blanks.
3 Click Ok.
4 In the
formula cell, type in =””.
5 Click
Ctrl-enter.
6 Click Save.
Confirm that the following message displays. Be sure to click Yes to confirm that the file is saved
in .csv format.
7
Click Yes to
save in .csv format.
Checklist for .csv
files prior to Importing
If using
Microsoft Excel® to create your .CSV, please make sure to go through
the checklist below to ensure that the .csv file is correctly formatted before
importing into Shipping Assistant.
Ö
Verify that your file is in .CSV
format and has a .CSV file extension.
Ö
Verify that your file has no hidden columns
Ö
Verify that your file does
contain the specified import file headers and that they are in the correct order. For specific headers, see Import
File Specifications for more instructions.
Ö
Verify that your file contains the
specified import file headers correctly spelled. See Import
File Specifications for more instructions
Ö
Verify that none
of your data contains extra commas. Note: Including commas in your
data will cause your file to fail the import process as data between two commas
interpreted by Shipping Assistant as a distinct column.
Ö
Verify that there is no extra data in any other columns, not related to a specific header. IMPORTANT: Any data that is not below a
specified header in the .csv file may possible cause your entire file import to
fail.
Ö
If your file does not have a Short Name
for every 16th entry, please verify that you have completed the Import
File Specifications instructions to ensure that your
.CSV file was created correctly and to ensure a successful import.
Ö
Verify that when viewing your .csv file
in a text pad program that NO extra commas appear at the end of each row
Ö
Verify that your .CSV file is not open
upon attempting to import your addresses.
Before you import an address book, you’ll need to create a
.csv file or export a .csv file from another application. A .csv file is a
comma-separated value file used to import and export addresses in a standard
format. Please read the Import Specifications section for details. Address
files must be appropriately formatted to meet required, specified format used
by Shipping Assistant. The Shipping Assistant application has leveraged the
USPS Click-N-Ship existing format, facilitating seamless import of your address
book existing today should you be a Click-N-Ship user. Although it is important
to STILL go through the checklist in the
instructions above to ensure the .csv file exported from Click-N-Ship is in the
proper format.
1 Export your address book from another
application as a .csv file or create
your own .csv file. If exporting from another application, follow the
instructions for exporting found in your application.
2 Verify that
you have completed the checklist on the previous instruction page to
ensure your .csv file is ready to be imported.
3
Make sure you note where
the exported .csv file is saved on your computer.
4
Click on the Address Book side-tab. The Address
Book side panel will display. IMPORTANT: If you are importing domestic
addresses, verify that connection settings via preferences are correct as the
application will attempt to connect online to validate domestic addresses. If
the connection settings are not set up correctly, all domestic addresses will
fail the import process. Important: Facility
Type addresses cannot be imported into the Address Book explicitly via
the import process. A DDU address would simply be imported as a regular
domestic address, while all other Facility Types (SCF, ADC, BMC, and ASF) would
fail upon import due to “missing required fields.”
5 Click
on the Import Addresses button. View the Address Book – Import
window.
6 Click the
Browse button to select a .csv file already appropriately formatted per
Shipping Assistant specifications to import.
Make sure the file name is displayed in the ‘Import Path’ text box once
selected.
7 Check one
or more user-defined groups in the Groups
selection box to which the imported records will be a part of (optional). If no group is selected, the imported address
records will automatically be listed as Unassigned
in the Address Book.
8 Click
the Import button to import the records from the .csv file.
TIP
- Make sure the .csv file is not open
upon trying to import into the Address Book.
The system will throw an error message if the file is in use
9 View
the import summary window, which details how many records were successful
imported (added and/or overwritten)/and which address failed import
TIP
- If an address
is imported with a duplicate Short Name as an address that currently exists in
the application, the system will overwrite the existing address. The number of overwritten addresses will be displayed
in the Import Summary window.
- All domestic addresses imported will
be validated. Any invalid domestic addresses will NOT be imported into the
Address Book. In order to identify which lines of your .csv file failed to
import, see View Failed Import Address Section
10 Click
the Finish button to return to the Address Book. Note: It is recommended
to disable the ‘Enable Verbose Application Log’ checkbox once all import
actions are completing for better performance
1 After the import process is complete,
click on the Failed Records hyperlink. The Failed Records pop-up will
appear.
2 To view the address related to
each error on the screen, click on any of the row number hyperlinks.
3a To export the error log (a text
file version of the errors on the screen) click on the Export Error Details button.
Description: The Error Details allows you to easily identify
which rows in your original .csv file failed, the reasons why they failed, and
the address information associated with each failed record
a. Enter in a name and a directory to save
the error log and click Save
b. View confirmation pop-up that confirms
that your error log has been written to a file. Click Close.
c. Open error log in a text pad
application to view details on which records failed
3b To
export ONLY failed address records into a NEW .csv file, click Export Failed Addresses.
Description:
The Export Failed Addresses allows you to easily create a new .csv file of
ONLY failed addresses that you can work on to correct the missing information
detailed on the screen and re-import easily into your Shipping Assistant
address book
a. Enter in a name and directory to save
the .csv file with exported addresses and click Save.
b.
View confirmation pop-up that confirms that your .csv file has been written
to your desktop. Click Close.
c.
Open .csv file, correct errors and re-import.
4 Click Close.
1 Click on the Address Book
side-tab. The Address Book side panel will appear.
2 Click on the Export Addresses
button. View the Address Book - Export window.
3 Click the Browse button to
choose a file path for the exported file and type in the new file name for your exported desired address list.
4 Click Save File. Make sure the file path is displayed in the ‘Select a
File Path’ text box.
5 In the Select Desired Address Group
drop-down menu, select All Addresses or a specific address group to export records from a specific group
6 Click the Export button
to export the records into a .csv file.
TIP
- If replacing an existing file, make sure
the .csv file is not open upon trying to export addresses. The system will
throw an error message if the file is in use
- Exporting
addresses is recommended prior to deleting addresses for archiving purposes. In
order to delete addresses after archiving, refer to the Delete Address section for instructions.
- Open and
Distribute facility addresses will not be exported by Shipping Assistant.
7 Follow the chosen
file path to view the .csv file containing the exported address records. All
exported files can be re-imported into the application using the import
instructions in the .csv format detailed in the Import
Address section above. Note: As long as the Short Name remains the same, modifications
to the export file will overwrite the original record upon re-importing.
Chapter 8
Shipping Cart
In this
introduction to shipping cart, you’ll learn how to do the following:
ONLINE connection status:
·
Print READY
labels
·
Print PENDING
labels. IMPORTANT:
Labels in PENDING status will not automatically change to READY status
after plugging ONLINE.
·
Edit labels
(PENDING & READY labels only)
·
Update
Cart Prepares labels for printing and informs users if there
is an error with the label.
·
Bulk
Print Postage with integrated postage device
·
Update
the Date the label will be printed.
OFFLINE connections status:
·
Print READY
labels
·
Edit labels
(PENDING & READY labels only)
·
Bulk
Print Postage with integrated postage device
The Shipping Cart provides a venue
where labels and forms can be stored for printing at a later date. From the
shipping cart, a user can preview a label, edit a label, and view errors on a
label. Refer to the Detailed Description of
Shipping Cart Status’ for more information.
Detailed Description of Shipping Cart
Status’
In order to view ALL labels with the respective
statuses below, take advantage of the Show dropdown on the upper right hand corner
of the Shipping Cart which allows you to filter all records based on a specific
status.
READY: Represents a label that is ready to
be printed
•
If a label is added to the Shipping Cart while you are
ONLINE, the label will be set to READY status indicating the label successfully
generated. Actions available for labels in READY status are Print Preview and Edit.
PENDING: Label has not been processed, print will validate label
information
•
If a label is added to the Shipping Cart while the user is
OFFLINE, the label will always be set
to PENDING status. In order to successful print labels in PENDING status,
ONLINE status is required.
ERROR: Represents a label that has errors
that need to be corrected prior to reprocessing and printing.
•
Upon printing a PENDING label, the system will set the
label to ERROR status if an error is encountered while processing the label.
•
Please note that it is possible for a label to go from
READY to ERROR status if the date the
label is printed is later than the ship
date indicated.
For more
information related to the Shipping Cart actions available, refer to the Shipping Cart Actions instructions.
Edit Label
TIP
- The Label
counter will decrease by one and the Label total will decrease by the amount
that the label being ‘edited’ is valued for those labels in READY status. For
more details regarding the information displayed on the top right hand side of
the application, refer to Bulk Print Labels
section.
1
Click on the Shipping Cart side-tab. The Shipping
Cart side tab will display.
2
Check the
labels you wish to prepare. IMPORTANT: Labels that are available for printing
differ depending on connection status!
a.
If ONLINE, check
label(s) in READY and/or PENDING status only.
b.
If
OFFLINE, check label(s) in READY status. Note: Labels in ERROR or in PENDING status cannot be printed.
3
Click Update Cart. View the first page of the Print
Wizard – Preparing Labels.
4
Click Continue. View Shipping Cart with all
selected label’s statuses updated.
Print Labels from Shipping
Cart
1
Click on the Shipping Cart side-tab. The Shipping
Cart side tab will display.
2
Check the
label you wish to print. IMPORTANT: Labels that are available for printing
differ depending on connection status!
a.
If ONLINE, check
label(s) in READY and/or PENDING status only.
b.
If
OFFLINE, check label(s) in READY status. Note: Labels in ERROR or in PENDING status cannot be printed.
3
Click Print. View the first page of the Print
Wizard – Preparing Labels.
Note: Printing an Open and Distribute label will create a
PS Form 3152.
TIP
- If any of the
labels cannot be processed because they are in ERROR a message will display
asking whether or not you wish to continue processing all remaining labels.
Once remaining labels are processed, the statuses of all the labels in the cart
will be updated. Refer to View/Fix Errors
on Label section for more details.
4
Click Continue. View the second page of the Print
Wizard – Indicating enhanced print preferences
5
Click Continue. View the second page of the Print
Wizard – Indicating enhanced print preferences
a.
Print
labels normally – This means that all labels selected will print back to
back and include all pages (inc. separate receipt, if indicated, mailing
instructions pages, etc.)
b.
Print all
selected 4x6 labels two-per page in addition to all remaining labels – This means that all 4x6 labels (listed below) will
print 2-per page and will NOT include any separate receipt or respective
mailing conditions. In addition, any other type of labels selected will print
as they normally would to include all pages (inc. separate receipt, if
indicated, mailing instructions, etc...)
4x6
labels eligible for 2-up are:
·
Domestic Priority Mail
·
Domestic Priority Mail
Flat Rate Envelope
·
Domestic Priority Mail
MediumFlat Rate Box
·
Domestic Priority
Mail Large Flat Rate Box
·
Domestic Priority
Mail Small Flat Rate Box
·
Domestic Priority Mail Open and Distribute
·
Domestic First Class
Mail Parcel
·
Domestic Library Mail
·
Domestic Media Mail
·
Domestic Parcel Post
·
Priority Mail International Flat
Rate Envelope
·
Priority Mail International
Small Flat Rate Box
·
First Class Mail International
For
example, selecting to print two Priority Mail 4x6 labels per page would look
something like this:
6
Specify additional print preferences.
a.
Check ‘Print Preview’ checkbox if you wish to preview your
bulk selected labels exactly in the order and how they would print prior to
printing. (optional)
b.
Check ‘Print Postage’ checkbox if you are integrated with
a postage device and wish to print postage to meter strips at the same time
your labels are printed. See Chapter 13
for more details.
7
Check do not show
checkbox if you do not wish to every print two 4x6 labels per page or print preview labels prior to
printing. (optional)
TIP
- Once checking ‘do not show’ checkbox, users can always
re-enable the ability to specify enhanced print preferences for each print job
by going to Preferences link – Advanced tab.
8
Check Continue. View
either print preview dialog box or print dialog box.
a.
On the print preview dialog box, click the print icon on
the top in order to complete print job
b.
On the print dialog box, click the OK button in order to
complete print job.
9
View the Review My Shipments section to see the list of
shipping labels that successfully printed.
Print All
Labels in Shipping Cart
1 View
the Print All Labels button. IMPORTANT: Labels that are available for printing
differ depending on connection status!
a. If ONLINE, this action will attempt to process
and print PENDING and READY labels.
b. If OFFLINE, this action will print READY labels only.
2 View
the total number of Labels indicated at the upper right hand side of the
application. IMPORTANT: The Label Counter includes ALL labels in the Shipping Cart, regardless of status.
3
View the Label Total counter. IMPORTANT: The Label Total counter only includes labels with READY status.
4
Click the Print All Labels button.
TIP
- If there are
PENDING labels in the Cart, Print All Labels will turn to Cancel Printing
to allow printing to be immediately stopped. If there are no pending labels in
the cart this functionality is not available.
5
View the summary message in the status bar of the Shipping
Assistant application that details the number of labels printed out of the
total number of labels that were attempted to be printed.
6
View the Review My Shipments section to see the list of
shipping labels that successfully printed.
1
Click Shipping Cart
side tab. View the Shipping Cart side tab.
2
Check one or more labels for deletion.
TIP
- In order to
quickly check one or more labels, see shortcuts for
more instructions.
3
Click Delete
4
View Delete Shipping Cart record confirmation module.
Click OK.
Update Date
1. Click Shipping Cart side tab. View
the Shipping Cart side tab.
2. Check one or more labels for updated date
3. Right
click next to one of the label.
4. Select
the Up-Date
Selected Label(s) Date and select which date you wish to print
the label(s) on.
1. Click
the Label
Import Wizard button on the bottom of the Shipping Cart tab.
2. On
the Label
Import Wizard popup, you are able to choose to import either XML
or CSV formatted files. You can also
choose to create a new import or use an existing import format. Note:
You can only store 25 imports at a time.
Go to the Preferences hyperlink to delete extra imports.
3. Once
you have selected either a new or existing data source type, click the Next
button
4. On
the Select Import File, select a Data Source Name and a File Path using the
Browse button
a. If
you selected an Existing Import, the Data Source Name and File Path will be
pre-populated, but editable.
5. Click
the Next
button. Note: For XML files, clicking NEXT navigates you to the Summary page,
step 10.
6. (CSV
Only) On the Select a mapping page, you may select to create a new or select an
existing mapping for the import. If you
select a New Mapping, you must enter a mapping name
b. If
you selected an Existing Import, the Select a mapping page will default to show
the previously used mapping for the import.
You can still choose to create a new one or select a different existing
mapping.
7. Click
the Next
button
8. (CSV
Only) On the Mapping Page, you can align the CSV file column names with the
Shipping Assistant fields that match.
Shipping Assist will automatically match columns that have identical
names to their respective Shipping Label Field.
You may also enter a value into the Default Value, which will fill any
blank cell in that column with the default value. Fields with Asterisks (*) are required.
c. If
you selected an Existing Mapping, the columns will be aligned as the Existing
Mapping had them. The columns are still
editable.
9. Click
the Next
button.
10. The
Import Summary page allows you to view a count of failed and successful labels,
view All, Successful, and Failed labels, Fix/Modify labels, view the errors in
failed labels, Save the Imported Labels to the Shipping Cart or
Print
the imported labels.
d. There
is a count of the successful and failed label imports. You can also change the Filter
to view All Labels, Successful Labels, and Failed Labels.
e. When
a Failed label is highlighted, the system will list the errors for the label
f.
To Modify a successful label or Fix
a failed label, click the Modify or Fix button.
This will open a popup with the fields listed. Edit the incorrect fields. Fields that must be corrected are marked with
red text. Note: The system will not allow you to fix or modify a label if a field
is left incorrect.
g. The
Summary page also gives the option to Save the labels to the
Shipping Cart or Print the labels immediately. Failed labels will not be printed or moved to
the Shipping Cart. Note: If Shipping Assistant is offline, the
Print option will not be available.
Chapter 9
Review My Shipments
Chapter
9. Review My Shipments
In this
introduction to review my shipments, you’ll learn how to do the following:
ONLINE connection status:
·
Recreate previously
printed Label or Form
·
Create
EMR Label (applies to
domestic labels only)
·
Reprint a
PS Form 3152
·
Delete printed
labels
·
Check
Status of Packages
·
Filter
Labels In My Shipments table based on general tracking status
·
Search My
Shipments
·
Bulk Print
Postage for labels via integrated postage device
OFFLINE connections status:
·
Bulk Print
Postage for labels via integrated postage device
The Review My Shipments page shows you
all labels and forms that have been printed within the Shipping Assistant
application over at most past 120 days. It allows you to recreate previously
printed labels/forms (with a new label/receipt number), create Electronic
Merchandise Return Labels, and track the status of shipments. In addition, you
can schedule free Carrier Pickup requests for package(s) that were printed via
Shipping Assistant.
1 Click on Review
My Shipments.
2 Enter search
criteria in the Search for textbox.
3 Select a specific
column from the All Columns dropdown
to search within (optional).
4 Select a specific
group, based on tracking status, which you wish to conduct your Search on in
the Show dropdown.
5 Click Go. Note:
To clear the search, conduct the following steps:
a.
Clear out the search criteria
b. Select All Columns in
the Search For > In dropdown
c. Select All Shipments in
the Show dropdown
d. Click Go.
TIP
- To see all entries after completing a search or show, clear the Search for box, select All Columns in the dropdown next to the
search field, select All Shipments
from Show, and click Go in order to
reset the Review My Shipments to display all records
1
Click Review My
Shipments main tab.
2
Check one or more labels for a status check.
3
Click Check Status or right click to view context menu and
click Check Status.
TIP
- To check the status of ALL records, do not check any
records and simply click Check Status.
A pop-up window will display asking you if you would like to check the status
of ALL records. Click OK.
4
The My Shipments table will be updated with the most
recent shipment data for the selected record(s).
5
To view more details, click on the Tracking Number hyperlink. A pop-up
window will display for that tracking number displaying more details regarding
the tracking status of the package.
Display Labels for a Specific Status
1 Click on Review
My Shipments.
2 Select a status
from the Show dropdown in order to display labels based on a specific status
the My Shipments table. Note: Verify that Search is clear if you wish to view all labels
in a particular status. Statuses include the following
below:
LABEL
PRINTED: This
represents a label that has been printed but whose package label information
has not been transferred to USPS. Once the tracking number has been
acknowledged by the USPS mailing system, you will notice that the status column
for a particular record will change to ELECTRONIC SHIPPING INFO RECEIVED. Although
the detailed status has changed, the label will still display when filtering
the My Shipments table by LABEL PRINTED, as the package has still not been
transferred to USPS.
IN
TRANSIT: This
represents all Product Tracking System (PTS) scan event status’ that imply that
a label is en route and has not yet reached its final destination. For more
details regarding where specifically a package is within the system, refer to
the view track
details instructions.
DELIVERED: This represents all PTS scan event status’ that imply
that a label has been delivered to its final destination. For more details
regarding the delivery, refer to the view track details
instructions.
UNDELIVERABLE: This represents all PTS scan event status’ that imply that
a label was not able to reach its final destination. For more details regarding
what caused the package to be undeliverable, refer to the view
track details instructions.
Assumption: A label has already been printed via the
Create Shipping Label view or via Shipping Cart. For further instructions on
how to add a label to the cart, refer to Create Shipping Label section.
1 Click on Review
My Shipments.
2 Check one label.
3 Click on Recreate
Label or Form or
right click to view context menu
and click Recreate Label or Form. All information that was detailed in the printed label is transferred
into the respective label page. Note: New PIC and new rate will
be attained for this label.
IMPORTANT: PS Form 3152 is required for all Open and Distribute
labels.
1. Click on Review
My Shipments.
2. Click on
an Open and Distribute label