Manual Office Training 2013 Presented by Colorado NAPUS

What to do now to be prepared for the possibility of having to run a manual on your own: Set yourself up on the Verifone Credit Card Machine Familiarize yourself with the scale Make sure there is a current Zone Chart in the office Have a copy of the current Price Change cheat sheet How to operate the Postage Meter and how to fill out the PS form 3602. NEW: ALL RMPO 2 & 4 hour offices HAVE to have a Postage Meter. Know: Where the money order imprinter is and how verify the date and change if necessary. (Locked in secure container over night.) The maximum money order amount is $1000.00. and what the current money order fees are. How to fill out the manual PS 1412 and input into eMoves Webbats-not automatic like POS, must do manual entry daily, No Fee Boxes, How to enter Customs into CBPMAN Express needs to be accepted in either PTS or hand held scanner. All USPS Tracking sold over the counter needs scanned accepted in hand held scanner. Know that prepaid acceptance needs to be scanned on hand held scanner.

Set yourself up on the Verifone Credit Card Machine Link to Verifone Credit Card: http://blue.usps.gov/corptreasury/quickref.htm Page 5 of the Verifone Users Guide has instructions on setting you or a new PMR up in the Verifone Credit Card machine

Credit Card Machine Quick Reference Guide:

Link to Zone Chart so you can print one for your Zip Code: http://postcalc.usps.gov/zonecharts/

FIRST CLASS MAIL Weight 13 oz or less LETTER (More than 13 oz Priority Mail) LETTER Nonmachinable Criteria - Letter Rigid Keys, Coins, Pens, etc… Delivery address is not parallel to the longest side Has clasps, strings, buttons, etc… Aspect Ratio by address orientation Enclosed in plastic material Maximum Weight & Dimensions: (NOT according to address orientation) 11 1/2 inches in length 6 1/8 inches in height ¼ inches in thickness Weight not more than 3.5oz If one dimension or weight exceeds any one of the above: 20¢ Surcharge 3.5 oz or LESS Nonmachinable Criteria - Large Envelope LARGE ENVELOPE Rigid Not rectangular ( Squares are rectangular) Not uniform in thickness (1/4 “ variation in thickness allowed) Maximum Dimensions: 15 inches in length 12 inches in height ¾ inches in thickness If any one dimension exceeds: If large envelope with Non-machinable Criteria: PACKAGE Length plus girth combined cannot exceed 108 inches.

Other helpful hints: Have PMR label border of stamps with cost per sheet of the sheets that do not have 20 per sheet. This helps eliminate errors in selling these stamps. Label which stamps are to be sold only as a complete book and which can be sold as a single stamp. Label stamps in the drawer with “On Sale Date” so they are not sold too early.

Supporting Documents needed for 1412 closeout: PS Form 3602 Postage Collected through Postage Meter PS Form 3544 Receipt for money collected for box rent, box keys & other AIC/s requiring receipts. PS Form 3584 Postage Due Support Documentation Crosswalk lists all AIC’s needing receipts. http://blue.usps.gov/customerservicesoperationsandretail/customerservicesoperations/financeandaccounting/pdf/RevProtection_UnitCloseOutCrosswalk.pdf?popup=true Credit/Debit card receipts. Run a batch close on the VeriFone and verify receipts match batch close. Credit/Debit card receipts are filed in a “separate, secure location from the 1412 documentation. Do not need to keep documentation but do need to keep track of: Retail Product Sales, Forever Stamp Sales, Endangered Species Stamp sales and Breast Cancer Stamps so you can total and put on 1412.

Know how to operate the Postage Meter and how to fill out the PS form 3602. NEW: ALL RMPO 2 & 4 hour offices HAVE to have a Postage Meter. This portion completed only when meter is reset. PS 3602-PO Postage Meter is required to be completed at close of business daily. PS Form 3602 required to be completed nightly.

AIC’s that need to be kept track of throughout the day that don’t require a receipt: AIC’s that do require documentation if AIC is used:

Steps to complete Manual 1412 in 6 hour office – Individual Drawer: Enter beginning accountability in AIC 840. Count available cash in drawer (estimate coins) and put amount more than cash allowed for drawer ($100 for individual accountability offices) in 752. Run Batch Close on Credit/Debit card machine and enter amounts in 762/772 Total column and put in AIC 800 Put total that is in AIC 800 in AIC 400 Put dollar amount of Forever Stamp sales in AIC 007 Close out meter book and put amount of postage meter sales in AIC 110 Put any other amounts in the correct AIC (Money Orders, box rents etc). Subtract all entries on left side of the 1412 from the amount in AIC 400. Put that amount in AIC 090 (postage stock sales) Add any entries in AIC’s 007-013,081-092, 094 together and enter into AIC 852. Subtract AIC 852 from AIC 840 and enter amount in AIC 853. Sign manual 1412’s After you complete one 1412 for your drawer, complete one 1412 for the Unit. 1 2 3

6 hour office with Individual Clerk Accountabilities and Main Stock: Consolidated 1412 for 6 hour Individual Drawer Accountability Offices: Put last night’s closing AIC 853 in today’s 1412 AIC 840. Probably only one individual 1412 so copy entries off individual on to consolidated BUT put the amount that is in AIC 752 on the individual 1412 in AIC 753 on the Consolidated 1412 as there is less than $100 to deposit Add down the left column, put total in AIC 800. Move total from AIC 800 to AIC 400 and subtract off items in AIC’s to come up with amount that should be in AIC 090. Add any entries in AIC’s 007-013,081-092, 094 together and enter into AIC 852. Now you are ready to do eMoves. Consolidated 1412 – 6 hour office with Individual Clerk Accountabilities and Main Stock: 1. Put

Single Drawer Accountability Office: Enter beginning accountability in AIC 840. 2. Count available cash in drawer (estimate coins) and put amount more than cash allowed for drawer ($150 for Single Drawer Accountability offices) in 752. Run Batch Close on Credit/Debit card machine and enter amounts in 762/772. Total column and put in AIC 800 5. Put total that is in AIC 800 in AIC 400 Put dollar amount of Forever Stamp sales in AIC 007. Close out meter book and put amount of postage meter sales in AIC 110 Put any other amounts in the correct AIC (Money Orders, box rents etc). 9. Subtract all entries on left side of the 1412 from the amount in AIC 400. Put that amount in AIC 090 (postage stock sales) Add any entries in AIC’s 007-013,081-092, 094 together and enter into AIC 852. Subtract AIC 852 from AIC 840 and enter amount in AIC 853. Sign manual 1412’s Now you are ready to enter into eMoves Single Drawer Accountability Office:

Single Drawer Accountability 1412 next day. Cash retained yesterday (because less than $100 to deposit yesterday) is put in AIC 353 Cash Retained on Hand from Previous Report. Because you have additional $90 to deposit (after counting drawer bills, estimating coins-leaving $150.00 in drawer) total cash, checks, money orders to deposit plus the $35 you put in AIC 753 yesterday (and put in bag in safe separate from drawer) you will send in a deposit today of $125.00 leaving nothing in AIC 753 Cash retained today.

Webbats: All entries to Webbats must be made manually unlike POS that enters much of the information for you. To issue a new box click on Customer, Highlight “Issue 1093” and then choose “Issue and pay one Box Service”

To post a payment to an already issued P O Box Click on Payments, Highlight “Post Payment, and click on “Renew/Reactivate One Box/Service At the end of every day you must print two reports, “Activity by Date” “Receipt by Date”

CBPMAN is used to enter Customs forms. To get to the program type “CBPMAN” in the address bar on the blue page.

Express Mail acceptance labels must be entered either into the hand held scanner or into PTS under “Manual Entry” To get to this page, type “PTS into the address bar on the Blue Page.

Any questions, issues that come up pertaining to POStPlan, feel free to contact me: Joan Mallon Postmaster Kiowa CO 80117 Silt Office Phone: (thru May 31) 970 876 2250 Kiowa Office Phone: (after June 1) 303 621 2011 Cell Phone: 720 339 8834