Printers Plan Order Entry
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      1. Enter Orders in Printers Plan
      2. General
      3. Printers Plan Order Entry

      Workflow for Job Processing

      Workflow for Job Processing

      Workflow for Job Processing

      1. Open the JIPS Folder:
        • Double-click to access the folder.
        • Ensure all necessary files (logos, signatures, mailing lists) are placed here.
        • Confirm each file opens correctly; rename files for clarity (e.g., "logo" or "signature").
      2. Access Job Notes:
        • Click on ‘Job Note’ for the current project.
        • Review customer imprint information, list order instructions, and mail piece/postage details.
      3. Organize Information:
        • Structure the information for clarity and readability.
        • Remove unnecessary financial details:
          • Total: 1368.94
          • Credit Card Processing: 23.45
        • Eliminate any imprint information lines with "na," "n/a," or "N/A".
        • Remove any extra blank lines in the imprint section.

       

      1. Handle Special Instructions:
        • Delete web order special instructions.
        • Summarize and rephrase important instructions for clarity.
        • Move special instructions closer to the top of the job notes for easier reference.

      By following these steps, you can maintain a well-organized and clear job note that will assist the list processor and proof creator.

       

       

      Instructions for Missing Information

      1. Check for Incomplete Sections:
        • If any sections are incomplete, fill them out manually.
      2. If No Information Exists:
        • Close out the job.
        • Search for the same mail piece in Printer’s Plan.
        • Open that job and scroll to the Mail Piece Details section.
        • Copy the relevant information.
        • Return to the job you’re working on and paste the details at the bottom of the job notes.

       

      Ensure all information is clear and accessible for all departments.

      Examples:

       

       

       

       

      1. Review the Template: Check the separate sheet of common templates to confirm the correct paper type and finished size.
      2. Open Printer’s Plan: Access the order in Printer’s Plan where the templates are uploaded.
      3. Verify Paper and Size: Compare the details of the paper and finished size on the order with those on the separate sheet.
      4. Delete Incorrect Line Items: If you find any discrepancies:
        1. Right-click on the line item with the incorrect paper.
        2. Select "Delete" from the context menu to remove it.
      5. Add Correct Line Item: If needed, add a new line item with the correct paper and finished size based on the verified template.

      Make sure to save any changes after you finish!

       

      A box pops up a ‘Delete Checked Item(s). Verify that you are deleting the correct line item then click on üOK.

       

      *To add the line item for the correct paper and size, follow these steps:

      1. Access the Job: Navigate to the job under the Bill To area.
      2. Add New Item:
        1. Click on ‘New Item’ at the top of the job.
        2. Alternatively, right-click anywhere in the body of the job and select ‘New Item’ from the dropdown menu.
      3. Select Product Type:
        1. If it’s a regular letter or a big self-mailer, choose Letter.
        2. For a SOPS mail piece, select either Press Seal Window or Press Seal No Window based on the specifications.
        3. If it’s a postcard, select PC Mailed and then double-click on the appropriate size of the postcard.
      4. Complete the Details: Fill in any additional information required for the item, such as quantity or specific paper type.
      5. Save Changes: Ensure you save your changes before exiting the job.

       

      Update the description from PC Mailed-Medium to the actual paper to be used. Update quantity from 1 to the quantity on the job.

       

      To the left, scroll down and click on ‘Paper’. Locate the paper for the mail piece and click on it.

       

      • Select Paper and Parent Size: Scroll through the options and choose the correct paper size and parent size for your project.
      • Update Finish Size: Once you’re on the next screen, locate the option to change the finish size and input the dimensions of your mail piece.
      • Check Font Color: Look for the font color settings. If it’s set to default (usually color), change it if you need a different color or if your design requires black and white.
      • Review: Before finalizing, double-check all your selections to ensure everything is correct.

       

       

      Click on üOK. You are now back at the previous screen and click on XClose and at the final screen you can select üSave & Close. A message pops up ‘Not print is assigned! Do you want to add? Always select No. You can move the new paper line item up closer to the top of the job line items. Right click while on the line item and select Rearrange Items

       

      You can either click on the buttons on the left and click on where you want to move the line item or you can drag up to where you want the paper line item to go. After the line item is moved, you can now click on üOK.

       

       

      1. Review Instructions:
        1. Examine the order and special instructions carefully.
        2. Ensure that you understand the requirements for the mail drop.
      1. Match Instructions:
        1. Cross-reference the order instructions with the mailing list layout.
      2. Mailing List Verification:
        1. Open and expand the mailing list to view all details.
        2. Confirm that all required fields (mailing address, property address, APN numbers, reference numbers) are complete.
        3. Highlight necessary columns and save the list in .xlsx format.
        4. Check for missing or improperly formatted mailing addresses and property addresses.
        5. Verify that the quantity of records matches the order quantity.
      3. Job Notes:
        1. Click on ‘Job Note’ and date stamp with today’s date.
        2. Write precise job notes, following the provided examples, ensuring clarity.
      4. Previous Job References:
        1. If applicable, look up previous job numbers in JIPS.
        2. Review notes and print the previous mail piece for reference.
        3. Verify imprint information.
      5. Special Instructions:
        1. Document any special instructions for the list processor and proof creator clearly, numbering if necessary.
      6. Job Titling:
        1. Follow the job titling conventions Without labeling as List A, B, or C.
      7. Final Steps:
        1. After confirming all details, if the next mail drop is similar, copy this job and paste as a new job.

      Example Job Noting Format:

      • Job Note: 8/21/2024: Master Mailing List in JIPS. Use the 1st set of 2,000 records after processed through CASS and NCOA. Do Not Dedupe-MP

      SPECIAL INSTRUCTIONS:

        1. Add extra mail seed address to go to Bob Barker 2200 Oak St Oakville, MO 63145.
        2. Update to read as Call Or Text.
      • Job Notating Based on Mailing List and Mail Pieces:

      Single Mailing List for One Mail Drop

      Example:

      Job # 12349: Total records on mailing list received for order is 2,000.


      10/15/2024: Mailing List in JIPS. Use the 1st set of 1,500 records-Do Not Dedupe-MP

      Split Mailing List for Different Templates (List A and List B Situation)

      Example:

      -Job # 12350:

      10/15/2024: Mailing List in JIPS. Use Column A Titled Offer Amount for $ Amount on Letter. Use the 1st set of 2,000 records (List A) - Do Not Dedupe - MP

      -Job # 12351: For Drop #2, same mail piece

      10/15/2024: Use the Same letter as Job # 12350. Use the 2nd set of 2,000 records (List B) - Do Not Dedupe - MP

      -Job # 12352: For Drop #3, different mail piece

      10/15/2024: Use the Same Mailing list as Job # 12350 (List A) - Do Not Dedupe - MP

      -Job # 12353: For Drop #4, same mail piece as Drop #2

      10/15/2024: Use the Same Postcard as Job # 12351. Use the Same Mailing list as Job # 12351 (List B) - Do Not Dedupe-MP

      Master Mailing List Split Across Multiple Drops

      Example:

      -Job # 12354:

      10/15/2024: Master Mailing List in JIPS. Use Column A titled Offer Amount for $ Amount on Letter. Use the 1st set of 1,800 records - Do Not Dedupe – MP

      -Job # 12355:

      10/15/2024: Use the Same Letter as Job # 12354. Use the 2nd set of 1,800 records from Master List on Job # 12354 - Do Not Dedupe - MP

      -Job # 12356:

      10/15/2024: Use the Same Letter as Job # 12355. Use the 3rd set of 1,800 records from Master List on Job # 12354 - Do Not Dedupe - MP

      -Job # 12357:

      10/15/2024: Use the Same Letter as Job # 12356. Use the 4th set of 1,800 records from Master List on Job # 12354 - Do Not Dedupe - MP

       

       

      Click üOK

      You have now created a new job number. Go to Job Notes and update accordingly. Example:

      Job Notes:

      8/27/2024: Use the Same Letter as Job # 143111. Use the Next Set of 2,000 records on Master List on Job # 143111 - DO Not Dedupe - MP.

      Print Cost Calculation:

      • Check the web order from log@reiprintmail.com for the line item.
      • Find the cost under 'Each' for the print and postage per mail piece.
      • Multiply the cost by 2,000 to get the total print cost for this mail drop.

      *Additional Notes:

      • Remove any unnecessary line items related to mailing list costs from this drop, unless specifically instructed to split costs across all drops.

      To calculate the print cost portion of the order, follow these steps

      1. Determine the Print Price: Take the price per piece and subtract the cost of postage.
      1. Print Price=Price per Piece−Cost of Postage\text{Print Price} = \text{Price per Piece} - \text{Cost of Postage}Print Price=Price per Piece−Cost of Postage
      1. Calculate Total Print Cost: Multiply the print price by the total quantity of the mail drop.
      1. Total Print Cost=Print Price×Total Quantity\text{Total Print Cost} = \text{Print Price} \times \text{Total Quantity}Total Print Cost=Print Price×Total Quantity
      1. Enter in Printer’s Plan: Add the total print cost to the first line item in the job.
      2. Edit Costs: Select the first line item, then either click on "Edit Costs" or right-click and choose "Edit Costs" to enter the calculated total.

      Make sure all values are accurate to ensure the final cost reflects the correct pricing.

       

      At screen, you will see the highlighted spot with 20.00. Update to the correct dollar amount that you have calculated for the print cost than click üSave.

       

       

      To update the job in Printer’s Plan, follow these steps:

      1. Access the Job: Open Printer’s Plan and locate the job associated with the mailing list.
      2. Update Mailing List Cost:
        1. Find the section for the mailing list cost.
        2. Edit the dollar amount to match the amount specified on the order.
      3. Add Credit Card Fee:
        1. If the order is a fake ACH and the customer wants to use their credit card, calculate the credit card fee:
      1. Total cost of the mail drop × 3.5% = Credit card fee.
        1. Enter this fee in the appropriate field.
      1. Update Material Cost:
        1. Change the Material (Mat’l) cost to 0.01.
      2. Enter Credit Card Processing Fee:
        1. Scroll to the right to find the field for the credit card processing fee.
        2. Enter the calculated credit card fee.
      3. Save Changes: Make sure to save all changes before exiting.

      Double-check the calculations to ensure accuracy and confirm everything matches the order details.

       

       

      Step-by-Step Process for Mail Drop Management

              i.            Verify Pricing:

        1. Check that the total pricing for the mail drop aligns with the original order.
        2. Ensure all components (print costs, credit card fees, discounts, and postage) add up accurately.
        3. Adjust any credit card fees if they differ from previous drops.
      1. Duplicate and Update Jobs:
        1. For each additional mail drop:
      1. Copy and paste the previous job as a new job.
      2. Update the notes to reflect the current drop, referencing the previous job number.
      3. Retrieve the master mailing list from the previously established job number for the next set of records.
      1. Check Discounts:
        1. Reassess the discount amount after any changes in the job body to ensure it reflects the correct total.
        2. Make adjustments as necessary to maintain accurate discounts.
      2. Repeat for Additional Drops:
        1. Continue duplicating jobs for the required number of mail drops, ensuring each one is accurate and properly referenced.
      3. Update Job Status in Web Orders:
        1. Once all mail drops are created, go to Web Orders.
        2. Select the first mail drop, then hold the Shift key and select each subsequent mail drop that requires status updates.
        3. Change the status of all selected jobs to ‘converted’.

      Notes:

      • Always double-check calculations and confirm with any new rate changes before finalizing each job.
      • Maintain a clear record of job numbers for easy reference and tracking.