PowerChurch Mailroom Walkthrough
The PowerChurch Mailroom is an add-on product which allows you to process Postal address certification and Presort mailings from within PowerChurch Plus. For more information, visit www.powerchurch.com/products/mailroom/.
This document will address some of the more frequently asked questions regarding PowerChurch Mailroom. The document is presented in two sections, CASS Assistant and Presort Assistant.
CASS Certifying your Family Mailing List records helps you take advantage of higher postage discounts. Your records are compared against a national US Postal Service database and are standardized and completed with ZIP +4, Carrier Route, and Delivery Point information.
From the Utilities menu, choose CASS Postal Processing. This starts the CASS Assistant. At any time during this process, you can press the F1 key on your keyboard to bring up the context-sensitive help document.
CASS Assistant Walk-Through
- Processing Options -
Incremental Processing: Currently, PowerChurch Mailroom does not support incremental processing. All of your records are verified in the CASS processing each time through.
Dual Address Preference: In the case of an address having both street address and PO Box listed, choose which you would like to be processed. The "Position (Bottom)" option will process whichever address shows on address line two. The Postal Service will use whatever address is listed closest to the Ciity, State & ZIP Code line. The option that you choose here will "rearrange" your addresses, if necessary, to match this format.
Missing/Invalid Unit Information: This controls whether or not "high-rise" addresses whose unit number fails the DPV (Deliver Point Validation) should be included in the Zip+4 count total on the PS-3553 form.
Review Errors: Check this box if you would like to review a list of addresses that could not be validated at the end of the process and attempt to lookup and correct the addresses. Click Next.
- Formatting Options - The settings on this screen can be left at their defaults without causing problems. Check the option box that reads "Update city, state, and/or ZIP code when possible" in the Uncorrected Addresses section. This will validate the City, State, and ZIP Code even if the address information is not correct.
- Data Elements - Skip this step, these features are not available in PowerChurch Mailroom. Click Next.
- Mailer Address - Enter the church name and address. Click Finish.
- Address Correction Progress - This screen shows the final stats of your CASS Processing.
To generate form PS-3553, which serves as proof to the Post Office that your records have been CASS certified, use the buttons at the bottom left of the screen: Preview (to view on the screen), Print (to send directly to the printer), or Save As PDF (save the report as an Acrobat PDF file).
If you chose to review errors, a screen will pop up that walks you through looking up and correcting addresses that were not able to be verified. Click the Lookup button to search for closer matches. Click the right arrow button to move on to the next address. Click Exit when finished.
From any of the "Print Mailing Labels" menu options in PowerChurch Plus, use the Selection Criteria screen to narrow the list of people to whom to you are sending the mailing. Click OK. The next screen will have an option that reads "Print Labels Using Presort Assistant". Check this box and click OK.
This starts the Presort Assistant, which will step through the process of generating your mailing. At any time during this process, you can press the F1 key on your keyboard to bring up the context-sensitive help document.
Please note that there are many different combinations of class, parcel type, sorting, and report generation that can be achieved using the PowerChurch Mailroom add-on. Unfortunately, these postal standards are often very complex. The US Postal Service web site is a great resource for documentation on these standards.
Visit http://pe.usps.gov/ to use the Postal Explorer to browse through the online document archive.
The Postal Customer Council (PCC) offers local seminars and training classes. Visit http://www.usps.com/nationalpcc/ for more information.
Presort Assistant Walk-Through
- Sort Templates - Saving your settings as a template will save you time and effort next time you send this type of job. Click the "Create New Template" option and assign a name for the template. If you have already done this previously, click the "Use Existing Template" option and choose the template from the list. Click Next.
- Sort Class and Piece Type - There are several different classes of mail. Add in the different piece types that are eligible for each class and you have the 22 options listed on this screen. For a detailed description of each option, visit http://pe.usps.com/text/qsg300/q000.htm. Click Next.
- Mail Piece Information - Enter the height, width, thickness, and weight of your pieces. Single letters can be difficult to measure thickness and weight. You can stack a number of pieces together, then enter the weight and number of pieces, as well as the thickness and number of pieces. PowerChurch Mailroom will calculate the proper piece weight and thickness for you. Click Next.
- Sorting Preparation - The options that you choose from this list will control the discounts that you qualify for. The different sorting levels represent the amount of "pre-preparation" of the mail that you are able to do, saving work for the postal system, and in turn, saving you money. The sort levels that are available for the Sort Class and Piece Type that you chose in step 2 will be shown in the First Sort Level dropdown list. Click Next.
- Mailing and Permit Preparation - Enter the ZIP Code of the Post Office where you will be dropping off the mailing. Enter the date of the mailing.
If you have not yet done so, click the New button toward the bottom left of the screen to add your Permit information.
If you will be using Intelligent Mail barcodes, enter the Mailer ID obtained from the Postal Service here. Once this is complete, click OK. Select the Permit name, then click Next.
- Mail Sort Discounts - If you have a Nonprofit Permit, check the "Nonprofit rate" option box. In the "Destination Entry Discounts" section, select the location where you will be dropping off the mailing if it is listed. This will increase the discount you receive. Click Next.
- Tray Label Layout - The settings on this screen apply to the tray labels that you will be printing. Choose your printer type, Laser (or Inkjet) or Dot Matrix. Select a label layout from the list, or click the New button to create a new layout. Tray labels generally print 10 per page. It is acceptable to print these on plain paper. Enter the name and address of the church or organization processing the mailing. Click Finish.
- Progress - This is the final step of the Presort Mailing Assistant. It contains the final counts of pieces and trays processed at each sortation level. Reports are generated at the bottom left of the screen. Check the boxes for the desired reports, then click Preview (to view on the screen), Print (to send directly to the printer), or Save As PDF (saves a copy of the reports in Acrobat PDF file format).
Mailing Labels are generated at the bottom right of the screen. Choose the template from the list and click Preview (to view on the screen) or Print (to send directly to the printer).
If you have not yet done so, click the New button found toward the bottom left to create a new Mailing Label template. Choose a template type, whether you want to generate mailing labels, or print directly on envelopes. Click Next.
Choose the printer that you will be using and the type of printer. Click Next.
Choose the type of label / envelope stock you will be using. Click Next.
Choose what type of information you want to be included on the label / envelope. Most frequently, you will be choosing "Add an address block with the barcode".
Assign a name for the new template. Click Finish.
The Label Designer window will open. There are tools to change fonts, move information around on the label, etc. The defaults that appear in the label designer should work fine without any changes necessary. Click the X in the upper right corner of the window to close it. If prompted to save changes, choose Yes.
Last updated: 04/08/2015