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Carrier Account Options
Each of the available carriers (i.e. Royal Mail, Whistl(TNT), Citipost, Secured Mail and UK Mail) has an associated set of account options. These options can be set using the appropriate carrier-specific Account Options menu. To access any of the Account Options menus, they can be edited by going to the System Options screen and clicking configure system options. Then, from within the screen, after selecting the required carrier, you will be taken to the parameter options screen, using the navigation bar on the left, move to the accounts sub-tab for the desired carrier and you can add or edit the accounts.
The account options for each carrier are stored in carrier account files in the PARAMS sub-folder of the BBS installation directory. When the carrier account options menu is accessed, for any particular carrier, matchIT scans for existing account files for that carrier, and then lists these in the account carrier options. It is then possible to select an account file to use for the next sortation.
If there are no existing account files for either Royal Mail, Whistl(TNT), Citipost, or UK Mail, then the carrier options menus for these carriers can be used to create new account files. Similarly, they can be used to edit existing account files and delete existing account files.
The Secured Mail Account Options menu does not provide the ability to create, edit and delete accounts. Instead, it simply allows an account file to be selected and then displays the main options within that account file. This is because it is generally the case that Secured Mail account files are actually supplied from Secured Mail without any further editing being required. If a Secured Mail account file does in fact require editing, this can be carried out using a text editor, outside of MatchIT.
Each separate carrier account options screen is explained below.s are covered below.
Royal Mail Account Options
List of OBA Accounts: Select an existing OBA account from the drop down at the top of the page, this links to the PARAMS folder of the BBS installation directory. Upon selecting a file, the options within that file will be displayed below.
Create New Account: This button will save the details in the boxes below, to a new account saved in the PARAMS folder.
Delete Account: Delete the account file that is currently selected in the Account File drop-down menu.
Account name (mandatory): A field to help identify the account in the drop down list.
Account Number (mandatory): Enter a nine digit numeric client ID as supplied by Royal Mail. (Note that the OBA account number that you receive will be 10 digits long, you need only input the last nine digits as the starting digit is always a zero).
Publishing Issue Number: This number must be supplied when using any of the presstream services. It can be up to 8 characters long.
Publishing Mag Name (Publishing Magazine Name): This number must also be supplied when using any of the Presstream services. It can be up to 50 characters long.
Posting Location Number: This is the 10-digit Poster Location that you specify to OBA.
Posting Email: The email address that you use with OBA should be entered here.
Poster Name: This is the name of your company, which will appear on various OBA reports.
Poster Address and Postcode: This a single line of address details, and then the postcode, of your company, which will appear on various OBA reports.
Whistl (TNT) Account Options
Whistl Accounts: Select an existing Whistl(TNT) account from the dropdown list. These accounts are then saved as files within the PARAMS folder of the BBS installation directory. Upon selecting a file, the options within that file will be displayed below.
Create New Account: This button will save the details in the boxes below, to a new account file which is saved in the PARAMS folder.
Delete Existing Account File: Delete the account file that is currently selected in the Account File drop-down menu.
Account name: A field to help identify the account in the drop down list.
Save New/Update Existing Account: If there isn’t already an account file representing the four digit client ID in the Client ID field, create a new account file containing the settings below. If there is already an account file representing the current client ID setting, then update the settings in that account file.
Client ID (mandatory): Enter a four digit numeric client ID as supplied by Whistl(TNT).
Mailing House ID (mandatory): Enter a single character alphanumeric mailing house ID as supplied by Whistl(TNT).
Collection Depot (mandatory): Select an existing Whistl(TNT) collection depot, from the list of available depots.
Mailing Segment: Enter a two digit numeric mailing segment between 01 and 99. This will automatically increase by 1 during each Whistl(TNT) sortation. When the Mailing Segment reaches the Range High value, it will automatically reset to the Range Low value, rather than exceeding it. This simply helps track and control the number of mailings that are carried out in any given space of time, e.g. when there is a limit on the number of mailings that can be processed in one day. This is especially useful where multiple users are sorting mailings on different computers. E.g. the first computer could be allocated segments 1 to 10, the next computer 11 to 20, etc.
Range (low): Enter a two digit number between 01 and 99. This number will determine the lowest setting that can be assigned to the Mailing Segment setting. E.g. if this is set to 20, then you will be forced to manually set the Mailing Segment setting to a number between 20 and the Range High setting. This number must not exceed the Range High setting.
To (high): Enter a two digit number between 01 and 99. This number will determine the highest setting that can be assigned to the Mailing Segment setting. E.g. if this is set to 20, then you will be forced to manually increase this setting to a higher number if the Mailing Segment is greater than 20. This number must not be lower than the Range Low setting.
Close: Automatically saves the current settings and returns to the main System Options screen.
Citipost Account Options:
Citipost Account File: Select an existing Citipost account file from the dropdown. Upon selecting an account, the options within that account will be displayed below.
Create New Account: This button will save the details in the boxes below, to a new account saved in the PARAMS folder.
Delete Existing Account File: Delete the account file that is currently selected in the Account File drop-down menu.
Account name: A field to help identify the account in the drop down list.
Zonal whistl Account Number (mandatory): Five digit alphanumeric account number, as supplied by Citipost.
National whistl Account Number (mandatory): Five digit meter number as supplied by
Citipost.
Contract Type & CDA Contract Number: his should normally be set up as shown; they would only change if you have a CDA agreement directly with Royal Mail Wholesale.
Contact Details (mandatory): This information should be populated as it is needed on the Citipost Posting Docket.
Close: Returns to the main System Options.
UK Mail
Account File: Select an existing UK Mail account using the Drop down list. Upon selecting an account, the options within that account will be displayed below.
Create New Account: This button will save the details in the boxes below, to a new account saved in the PARAMS folder.
Delete Existing Account File: Delete the account file that is currently selected in the Account File drop-down menu.
Account Name: Name of the account.
Account Number (mandatory): Seven character account number as supplied by UK Mail.
Mailing ID: Mailing ID code can be set here to a default value to be used for all jobs. If left blank, then the system will use the Mailing Reference field from the Job Parameters screen, or if that is also blank, then the system will use the Job name.
Cell ID: Cell ID code can be set here to a default value to be used for all jobs. If left blank, then the system will use the Cell Reference field from the Job Parameters screen.
Display/Edit UK Mail Account File Before Sortation: With this option checked; when you start the sortation process, the UK Mail account file is displayed on screen for editing. This is useful if any of the options in the UK Mail file need changing or if you wish to check any of the options that the UK Mail options screen does not display.
Associated SCID: This field is set to “No Associated SCID” by default, and you should only set this if you intend to use Mailmark on this Account, in which case UK Mail will tell you which SCID is associated with the account. You can only associate one SCID with the account, so when you define a UK Mail Mailmark job, choosing the UK Mail Account Number effectively selects the SCID for you.
DSA Account Type: This should be either NATIONAL only. ZONAL only or NATIONAL OR ZONAL if you plan to run both types of mailing on the same Account Number.
STL Service: This field determines how you want to process Standard Tariff bags. By default, you must set this to Use STL 3rd class service, and you can only use the 2nd class service by prior arrangement. When you use either of these options, then one or more bag records will be generated in the bag file that is sent to Consignor. There are two further options: Use STL 3rd class service but no Bag Labels needed (and the 2nd class equivalent). If you select one of these two options, then no bag records are written to the Consignor bag file, and you should enter the details manually into Consignor when you are ready (possible combining with other STL sections of other mailings).
Close: Automatically saves the current settings and returns to system Options.
Secured Mail
Mailers/Accounts
Secured Mail accounts are harder than most to setup, as they require more pieces of information in lots of places compared to most other mailers.
When setting up for a Secured Mail account for the SortIT Pro module, your Secured Mail account manager will need to be made aware that it will need to be a BBS configured software setup within this application.
Poster Name & Client Name: These details will have been set up for you by secured Mail, and can be found by logging into the DocketHUB site and checking your details.
Username & Password: These details are the same ones that you enter into
DocketHUB to access your account.
Contract Type, CDA Account Number & Account Holders Name: These details should usually be kept as shown in the above image.
Once this information has been input, you will then have to click the button to “Create Mailer”, your account (which you set the details for underneath) will then be linked to this mailer.
Sub Client Name: This field should be kept blank unless you have specific instruction to include details in here.
Account Name: This is the name that the system will display in the list of secured mail accounts, as such it should be recognizable. In our example we set the name to HelpIT Systems
DSA Account Type: This option should normally be set to NATIONAL, and should only be set to ZONAL with prior agreement from secured mail.
UCID: This will be a six-character value provided to you by Secured Mail.
Associated SCID: This option is required in order to do Secured Mail Mailmark sortations. This list will be populated by the Secured Mail SCIDs that are registered with the account that you have placed within the Mailmark settings tab. (if you do not have any Secured Mail SCIDs you will need to speak to your royal mail account manager about getting Secured Mail SCIDs.)
Bag Ranges
Once you have set up the Mailer you can then set up the Secured Mail Bag Ranges. This information will be used by the sortation module to generate Unique Bag Numbers for all Secured Mail’s Customers. The Details for your allotted bag range will have been sent to you by Secured Mail.
Secured Mail Posters: This drop down box will have all of the mailers that you have entered in the Mailers/Accounts page, and this drop down is used to differentiate the bag labels for the different mailers.
First Bag ID & Last Bag ID: These are nine digit numbers that have been provided to you to outline the number.
Bag Prefix: The Bag Prefix is a 5-character alphanumeric code that will be found at the beginning of the Bag IDs
Next Bag ID: This number should be slightly higher than the First Bag ID or the Sortation won’t execute correctly.
Range Status: This should be kept on available.
Once all of the information has been added press the “Add Bag Range” button to add the bag ranges to the Poster.
Until you have added a Bag Range to your Poster, you will be unable to run a Secured Mail Job.
Mailsort Database Management
Before performing a sortation, it is essential that both a Mailsort database and a price tariff are selected for use during the sortation. After selecting a Mailsort database and Mailsort tariff for the first time, you will not be required to re-select a database or tariff again until one of the current files expires (at which point you will be informed before the next sortation).
To select a Mailsort database or a Mailsort tariff, select Mail sortation, System Options, and then Configure System Options.
From here you can navigate to reference file in the navigation pane, and change the tariff and database files for both Sort&Save as well as the Mailsort versions for DSA, Whistl(TNT) and Secured Mail.
When a new Mailsort database or a new tariff becomes available, Sort&Save will notify you when you next open the program, and it will give you the option to update the software/tariffs.
When sorting data close to a database or tariff changeover date, you may have some jobs that require sortation using the current database or tariff and other jobs that require sortation using the new database or tariff, so for a short period of time you may be required to frequently switch from one database or tariff to another.
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