To be ready for Full-Service, mailers will need to make the giant leap from printed, physical mailing paperwork to electronic documentation, commonly known as eDoc. We get a lot of questions about eDoc, and it can take some time to adopt it into your mailing processes. Let’s take a look at this key Full-Service requirement.
What is eDoc?
Electronic documentation is a way to submit almost all the physical paperwork you use today in an electronic format. eDoc replaces your paper Postage Statements, Qualification Reports and other documentation. It does not replace the barcodes on pieces, trays and pallets, and currently doesn’t replace documentation for manifest mailings.
How can I satisfy the eDoc requirement for Full-Service?
There are three eDoc methods accepted by USPS®: Mail.XML, Mail.dat and the Postal Wizard. Mail.XML is a computer transaction method to communicate mailing information. Mail.dat is a database of your mailing information and the Postal Wizard is a manual website where you can type in Postage Statement information.
How do I choose which method to use?
eDoc methods are not one-size-fits-all. You’ll need to evaluate the complexity and size of your mailings to pick which method is right for you. To reduce complexity, we suggest selecting only one method that you’ll use for all your mailings. Here is a general guide:
- If your mailings are always under 10,000 pieces and don’t require a Qualification Report, use the Postal Wizard. Note the Postal Wizard does not accept nonautomation mail for Full-Service mailings.
- If your software supports it, and you only make minor changes to your mailing after presorting (such as the mailing date or piece weight), use Mail.XML. Note Mail.XML can be used for mailings of all sizes and complexities, and all Bulk Mailer products support Mail.XML.
- Otherwise, use Mail.dat. Mail.dat is supported by most presort products, and allows for the most flexibility after you presort the mail. If you need to edit trays, combine pallets, change entry points or make other major changes after presorting, you’ll need Post Presort software to edit the Mail.dat file.
What is TEM, and do I need to do it?
TEM stands for the Test Environment for Mailers, and is a testing sandbox where mailers can verify that their eDoc is formatted correctly. For mailers using eDoc software tested by USPS, TEM is most important to ensure that you’ve entered your permit and other information correctly in the software. Also, by using eDoc-tested software, you won’t be required to be tested in the TEM environment by a USPS representative. All Satori Software mailing products have been tested for the eDoc types they support. However, we still recommend that you submit at least one mailing to the TEM environment to do your own validation. Testing in TEM can help you discover eDoc errors before you submit a live mailing, saving you time and frustration when deadlines loom. The TEM system is already set up for you, so you can test without contacting USPS.
What is by/for, and what does it have to do with MIDs, CRIDs and ghost numbers?
One of the key requirements of Full-Service is that the mail preparer (by) and mail owner (for) is identified for each mailing. This information is included in eDoc using a MID, CRID, permit or ghost number. Generally, MIDs (Mailer IDs) are used to tie the barcodes on pieces, trays and pallets back to eDoc, while CRIDs (Customer Registration IDs) identify individual businesses. USPS requires that mail preparers correctly identify the mail owner with a CRID for each mailing over 5,000 pieces. Unfortunately, PostalOne! today does not correctly use this CRID information to populate the Postage Statements. Until this is fixed, the only way to correctly populate the top three boxes on the statement is to use a permit number or ghost number to identify the mail owner, in addition to the CRID. USPS will not be able to use the CRID for the Postage Statement until well after the January Full-Service deadline.
What happens when PostalOne! is down?
USPS has a contingency plan, which basically means you’ll need to keep your Postage Statements on file, just in case. You’ll submit your mailings with physical paperwork until PostalOne! comes back up, then you’ll need to re-submit your eDoc for affected mailings within three days. The official contingency plan will be posted on the RIBBS website in the next few weeks.
What happens if I don’t use eDoc?
eDoc is a requirement for Full-Service, which will be required for automation rates starting January 26. If you choose not to use eDoc, you will not be eligible for automation discounts, and will pay the higher nonautomation prices for your mailings.
When should I start moving to eDoc?
Don’t wait! With the January deadline approaching, we anticipate that USPS will not have enough resources to manage all the mailers who wait until the last minute. To get the best chance of working out all your issues, start submitting your mailings with eDoc right away. You can still print your physical paperwork along with eDoc to help find and resolve any problems. We recommend that you complete your first Full-Service mailing well before you complete your holiday shopping.