Process for Handling Multiple Mail Drops

Process for Handling Multiple Mail Drops

1. Convert Mail Drops:
   1. Access web orders.
   2. For each template in the campaign, convert the corresponding mail drop.
   3. Assign a clear title to each mail drop and make notes for easy identification.
2. Prepare for Printing:
   1. Once all mail drops are set up, organize them based on the first mail date.
   2. If there are many mail drops, consider printing a manageable batch first.
3. Print Mail Drops:
   1. Print the mail drops in order of the first mail date.
   2. After printing, separate each mail drop using a Post-it note.
4. Add Notes:
   1. On the last printed mail drop’s Post-it note, specify any follow-up actions needed (e.g., print more jobs, submit for proof, enter future orders).
5. Organize Paperwork:
   1. Gather all printed paperwork and place them in a black job jacket for efficient storage and transport.
6. Prepare for Proof Process:
   1. Take the organized job jacket to the list processor.
   2. In the Printer’s Plan, make a note:

1. "Gave job to list processor to start proof process - MP."

1. Date and time stamp the note, adding your initials at the end.
1. Track the Job:
   1. Scan the barcode from the paperwork in the Project Tracker system to keep everything documented.

 

 

Then take your job jacket to the designated box over by the list processor.

 

1. Start at the Home Page: Go to the Jobs section.
2. Create a New Job: Click on "New" and select "Order" at step 1.
3. Find the Client:
   1. Click on "Find."
   2. In the dropdown for 'if the field,' select "contains."
   3. Enter the full name exactly as it appears on their account. If needed, you can also use just the first or last name.
4. Execute Search: Click on "Find Now" to locate the client.

Once you've found the client, you can proceed to enter the bulk job details, including the total costs for print, discounts, and postage for the remaining mail drops.

 

• Verify Name: If the customer’s name isn’t found, check the spelling or create a new customer account.
• Locate Customer: If the customer is found, double-click on their name to create a new blank job.
• Job Title Format: Use the format Future Orders – 7 ORD-Adk13D to indicate the number of mail drops and the order number.
• Job Due Date: Set the due date to the last mail drop date from the order.
• Proof Due Date: Set the proof due date 2-3 days from the current date.

 

• Go to the job body and click on New Item.
• Scroll down and double-click on Design/Typesetting.
• On the left side, under Services, scroll down and click on Graphics.
• In the new box on the right, scroll down and select Graphics (NO CHARGE).
• Scroll down further and click on X Close.

 

 

You are now back at the previous page where you will click on üSave & Close

 

To calculate the total cost for print, discount, and postage, follow these steps:

1. Navigate to Costs: Go to the section where you can manage costs for your mail drops.
2. Edit Costs: Click on the “Edit Costs” button, or right-click on the specific line item you want to update and select “Edit Costs” from the dropdown menu.
3. Update Costs: Enter the necessary values for print, discount, and postage. Make sure to include any adjustments for the remaining amount of mail drops.
4. Calculate Total: Once all costs are entered, sum them up to find the total cost.
5. Save Changes: Ensure you save your changes to update the system with the new costs.

 

Just to clarify, when you open the line item, you’ll:

1. Enter 0.01 under Mat’l Cost.
2. Enter the total print cost under Service Price.
3. Click on Save to confirm your changes.

 

Once you click on "Job Totals," you should see fields where you can enter any applicable total discounts or total postage for your mail drops. After entering that information, click "OK" to confirm.

Make sure to double-check the final total at the bottom right of the job page to ensure everything adds up correctly for the remaining mail drops.

 

The job should appear as follows:

 

 

When approaching the due date for future jobs, follow these steps to convert or create new jobs effectively:

1. Review Future Jobs: Check the list of upcoming jobs to identify which ones need to be converted into actual jobs.
2. Same Mail Piece: If the mail piece is identical to a previous drop, simply copy and paste it into a new job. Remember to update the notes accordingly.
3. Different Mail Piece: If the mail piece differs, search for the relevant mail drop in Web Orders. Once located, paste it as a new job.
4. Original Entered Date: Always ensure that you enter the original date of the order when creating a new job. This date should align with the "Date In" of the future orders job for consistency.