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POSTAL SUPERVISOR COURSE (F4) Automated Military Postal System (AMPS)
INTERSERVICE POSTAL TRAINING ACTIVITY November 2019
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Operate an Automated Military Postal System (AMPS) Database
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In a classroom environment, you are being assigned as the Automated Military Postal System (AMPS) clerk of a Military Post office and are required to operate the AMPS database . You have access to the internet, AMPS program (MPO, COPE and Transportation), level authorizations; DoD M, (Postal Manual) and Consolidated Air Mass and Labeling Scheme (CAMALS).
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Navigate the Automated Military Postal Systems (AMPS), prepare a PS Form 2942-A (Military Mail-AV7 Delivery List), prepare a PS Form 2734-B (Air Transportation Pay and Routing Adjustment), prepare a PS Form 2759 (Report of Irregular Handling of Military Mail) and prepare a Postal Net Alert (PNA) IAW DoD M without error using a Go / NO-GO criteria.
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Joint Military Postal Activity - Pacific
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Operational Variables (OE)
Attitudes toward the U.S. Centers of political power Type of government Government effectiveness Government legitimacy Influential political groups Political Information Physical Environment Time Military Military forces Government paramilitary forces Non-state paramilitary forces Unarmed combatants Nonmilitary armed combatants Military functions Economic Economic diversity Employment status Economic activity Illegal economic activity Banking Social Demographic mix Social volatility Education level Ethnic diversity Religious diversity Population movement Common languages Criminal activity Human rights Diseases Center of social power Cultural norms and values Public communications media Information warfare (INFOWAR) Intelligence apparatus Information management Terrain Natural hazards Climate Weather Cultural perception of time Measurement of Time Key dates, Key time periods, Key events Infrastructure Construction pattern Urban zones Utilities present Services Transportation architecture
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Areas of Instruction Introduction to AMPS
Home Tab MPO Operation Tab MPO Transportation Tab Knowledge Management Tab Consolidated Air Massing and Labeling Scheme (CAMALS)
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Introduction to AMPS Connects MPOs directly to MPSA via the World Wide Web Information immediately available updates sent automatically Finance and transportation data automatically loaded Allows users to download data to personal computers Automates forms and transfers them to USPS
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Introduction to AMPS Cont.
Users must have internet access Microsoft Office package and Acrobat application installation recommended for user computer 16 primary access levels MPO Operations User (Class Purpose) MPO Transportation User (Class Purpose) Valid User ID and password required when logging in AMPS
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Home Tab My Account Change password
Update contact info My certification profile Metrics Tests And Certifications Submitting Suggestions
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Operations Tab Retail Equipment/Supplies Postal Reports
PTR, (Product Tracking & Reporting) Voting
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Retail Available to all users.
Data comes from Standard Field Accounting Unit Revenue (SURDA). Each user will only see the financial data that pertains to their level of access. Retail Reports 1412 Online Money Orders Management Postage Stamp Management
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Retail Reports PS 1412 Online
Money Orders Cashed Report Money Orders Sold Commerce Report PS 1412 Online Allows COPEs to manually enter all financial data for the business day Located in: Retail, 1412 Online Date Entry Select Finance Unit Click “Go”
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AMPS Register The 1412 Unit Register allows you to add or edit Financial Units Click on the 1412 Online Data Entry tab Click on 1412 Unit Register Select your unit to add or edit Click “Register” to add/edit a unit.
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Select “Unit Finance Number”
AMPS Register Select “Unit Finance Number” 1 3 “Add Edit Unit” 2 Select “Register” From here you are able to see your MPO information and set your business days in AMPS. You will also add and delete clerks from here. Do not make any adjustments to “Starting Balance”, “Default Cash Retained”, or “Default AIC 353.”
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Deleting in the Register
WARNING: Never delete a clerk without transferring account information back to supervisor. WARNING: Never delete the register! This is a MACOM and MPSA Function ONLY. WARNING: Never delete any days in the Register.
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Open Day 1 2 3 Select Operations. Select “Open Day” from the Online 1412 menu. Select “Open” from the center of the screen. This is required to report the financial data for your post office.
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PS Form 1412 Online Facilitates the manual entry of financial data using Accounting Code Identifier (AIC). Financial data is automatically formatted and transmitted from individual (MPOs) to the USPS. Used by MPOs around the world to include ships, that are unable to use existing automated methods to transmit this data. Captures and distributes data to respective accounts in the same manner as the Retail Systems Software (RSS).
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Accounting Code Identifier
Commonly Used AIC Forever Stamp Sale AIC 057 – Employee Stamp Credit Overage AIC 068 – Employee Cash Overage AIC Postage Stock Sales AIC Domestic Money Order - Value AIC Domestic Money Order - Fee AIC Postage Meter- Post Office AIC Financial Differences - Overages AIC Cash Retained On Hand From Previous Report AIC 364 – Employee Cash Shortage Cleared AIC 367 – Stamp Credit Shortage Cleared AIC 457 – Employee Stamp Credit Overage Withdrawal
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Money Orders You must input all Money Order sales on the “Money Order” selection from the side menu. You will input your money order sales, report missing M.O., input no fee M.O., and input voided M.O. from this screen.
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Money Orders
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Postage Meters Select “Postage Meters” from the 1412 Online Menu on the left. Click Add PM to add the postage meter machine for your MPA. Enter the PM serial number and postage available (beginning reading). Available postage is found in the PM Funds Report.
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The Funds Report contains the following fields:
On the postage meter, the “Funds Report” or a “Batch Activity Report” which will allow you to print a record of how much postage has been used and how much is remaining on the machine, better known as the DESCENDING / ASCENDING REGISTER READINGS. The Funds Report contains the following fields: 1. Used: Amount of postage used on the meter. This is your ASCENDING REGISTER. Available: Amount of postage left in the meter. This is your DESCENDING REGISTER. ***NOTE: DISREGARD THE VERY LAST “0” IN THE DOLLAR AMOUNT!!******* YOU WILL USE THIS INFORMATION TO FILL OUT THE PS FORM 3602-PO, POSTAGE COLLECTED THROUGH POST OFFICE METERS.
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Postage Meter Entry This screen shows meter readings for Postage Meter serial # NOTICE: There are no decimals in the actual “Ending” reading. This example shows how the ending reading of the meter will reflect the sales. A change in 50 will only be $0.50. A change in 500 will only be $5.00. A change in 5000, will be $50.00 and so on.
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PS Form 3602-PO Used to report meter sales to the accountable postmaster. Use a separate book for each meter. If errors are made, mark all three copies with “Void”, retain the duplicate copy, and destroy the 1st & 3rd copy. PS Form 3602-PO is issued in a book of 100, triplicate sets, numbered consecutively and is an accountable item.
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PS Form 3602-PO Beginning of the Day
Print a “Funds Report” at the beginning of the day to record the “Beginning of the day” meter readings. Annotate the amount available: Amount of postage left on the meter. This is your DESCENDING REGISTER BEGINNING. Annotate the amount used: This is the total amount of postage used on the meter. This is your ASCENDING REGISTER BEGINNING.
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PS Form 3602-PO Beginning of the Day
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Zero Tape Before opening for business, the meter operator will print a “zero tape” to verify the date and legibility of the print. Affix tape to the triplicate copy of PS Form 3602-PO. Clerk retains triplicate copy until the end of the day.
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PS Form 3602-PO END OF DAY Print a “Funds Report” at the end of the day to record the “End of the day” meter readings. Annotate the amount available: Amount of postage left on the meter. This is your DESCENDING REGISTER END. Annotate the amount used: This is the total amount of postage used on the meter. This is your ASCEDNING REGISTER END.
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PS Form 3602-PO End of the Day
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Postage Meter Refunds In the event an incorrect amount of postage is printed or the postage meter jammed/ failed to print (but still deducted the amount), the Postal Finance Clerk will attach the meter tape and record the amount of the postage on a PS Form 3533, Application and Voucher for Refund of Postage Fees, and Services. The Postal Finance Clerk will give it to the COPE as part of the remittance at the end of the business day. If the amount of the postage is lower than the total required, use the postage meter tape and make a new tape for the difference. (same day only) If the postage exceeds the amount required, print a new meter tape. At the end of the business day, the COPE will reflect the Postage Meter Tape refund under AIC 553, when submitting the Online 1412.
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Application for Refund of Fees. PS Form 3533, Parts 1 and 2
D I A N A J O H N S O N C O R E T T A D R I V E A U S T I N T X Diana Johnson 1 2 3 4 5a-c Complete only when verifying spoiled postage meter tapes or PVI labels.
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Application for Refund of Fees. PS Form 3533, Parts 3-5
$ $34.75 34.75 0.00 COPE’s Signature Dec XX Witness’s Signature Dec XX Refund of Postage Fee. LEAVE BLANK 2 3 4 5 6 8 9 10 11 1 7
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Online 1412 Report Postage Meter Refund
34.75
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Stamp Stock From the “Stamp Stock” menu (left side panel), you will receive stamps shipped to you SFS, PO/Unit *To receive your stamps choose AIC 841 and then enter the info required in the other boxes.
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Transfers are made ONE CLERK AT A TIME!!!!
Transfer Stock COPE to Clerk Transfers are made ONE CLERK AT A TIME!!!!
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Transfer Stock COPE to Clerk
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Online 1412 Report Cash Retained on Hand
--When Cash cannot be deposited at the end of the business day, the amount will be reflected using AIC 753. -- After the day is closed, the amount will drop to AIC 752. -- Until the cash is deposited, revert to AIC 753 when submitting daily Online 1412
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Financial Differences
2 1. To reflect Shortages (AIC 647) or Overages (AIC 247), select “Financial Differences” on the left side panel 2. Choose appropriate AIC, receipt # (if available), amount of shortage/overage, reason code, the employee’s name (person responsible for the difference) , and the owner of the account (i.e. Unit 1412 would be Owned by Supervisor or COPE) 3. The COPE will provide a Memorandum for Record detailing the nature of the Shortage (with restitution plan) or overage 1
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Financial Differences
Online 1412 Report Financial Differences Provide Receipt number, the amount, the Reason Code for the financial difference, and the owner
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Online 1412 Report Financial Differences
Overages will be reflected as AIC 752; transfer to AIC 753 if deposit cannot be made at the end of the business day
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Online 1412 Report Close Day
Once you have completed submitting all entries, Close the Day -- Click Continue
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Bottom Line Of The Deposit Slip:
Bank Deposit Slips Dos and Don’ts Found In Knowledge Mgt Accuracy Is Vital For Correct Deposits Request Slips On PS Form 7381; Send to Servicing JMPA Supply Representative Bottom Line Of The Deposit Slip: ”056002 Unit Finance and SFA Deposit Ticket Number Bank Account Number
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Standard Field Accounting (SFA) Request
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Equipment / Supplies Equipment – PS Form 1590
Equipment Management Labels And Tags Supplies Equipment – PS Form 1590 Used to account for all capital USPS equipment Equipment Statistics Complete Equipment List
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Supply Documents PS Form 1567 and Supplies
FAQ about the Automated PS Form 1567 GSA Reports for MPSA Users Instructions for Ordering GSA Supplies in AMPS Material Distribution Center (MDC) Quick Pick List Procedures for submitting PS Form 1590 through AMPS SOP for Ordering Supplies and Equipment PS Form 1567 Submit an Order Request View Complete Order List Supply section identifies all of the various supply items a postal unit can order from GSA
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Postal Reports Occurrences that violate laws,
agreements, USPS and DoD regulations, jeopardize the security of mail and other USPS propert. Must be updated every 30 days until the case is closed.
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Product Tracking & Reporting (PTR)
Provides information-based services and enhancements. Used to measure the performance of express mail and other services. PTR information found in AMPS: Data Entry Process Activity Process Ratio Demonstrate Scanning Procedures
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Intelligent Mail Package Barcode (Impb)
The label has the barcode construct of the legacy GS1-128 barcode number to include the following data elements. An Example of the label 2 Digit Application Identifier Code 2 Digit Service Type Code 9 Digit Mailer Identification Number 8 Digit Sequential Package ID 1 MOD 10 Digit Check
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Voting Voting link is added every two years under
Received Ballot Count Manage Voting Equipment Voting link is added every two years under the ZIP+4 Inventory link
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Transportation Tab PS Form 2942-A, Military Mail -- AV-7 Delivery List
PS Form 2734-B, Air Transportation Pay and Routing Adjustment PS Form 2759, Report of Irregular Handling of Military Mail Postal Net Alert (PNA)
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Military Mail AV-7 Delivery List
PS Form 2942-A, Military Mail AV-7 Delivery List Accounts and obligates funds to commercial airlines chartered to transport U.S. military mail AV-7 Data Entry Complete data entry screen Submit data to AMPS Print
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Question: What official document is used by the DoD Mail Transporters to account for and obligate funds to the commercial airlines? Answer: AV-7 Question: How many primary access levels are located within AMPS? Answer: 16 Question: What two access levels were discussed? Answer: MPO Operations and MPO Transportation User
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PS Form 2734-B, Air Transportation Pay and Routing Adjustment
Documents adjustments to original mail routing. Describes dispatching postal unit original routing instructions. Improves assigned routing procedures of military mail affecting air carriers’ pay.
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PS Form 2759, Report of Irregular Handling of Military Mail
Used to report irregular handling of mail. Enables transportation mangers to identify service delay problems. Used by USPS to determine penalties. Management tool to report irregular handling of military mail.
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Postal Net Alert (PNA) Provides status regarding mail movement issues
Used to report changes and problems in mail movement The following are some PNA links within AMPS: Submit a New PNA Review Submitted PNA Active PNA Closed PNA PNA Statistics by Reporting Location
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Question: What form is designed to improve the procedures to record changes in the assigned routing of military mail affecting air carriers’ pay? Answer: PS Form 2734-B Question: How are PNAs submitted? Answer: Via AMPS or message/ if no AMPS access
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Question: What report should be generated if theft of postal papers, funds or materials occurs at your facility? Answer: Postal Report Question: How often are postal reports updated? Answer: Every 30 days until reports is officially closed Question: What information does the mailing restriction codes on your operation tell the mailer or assigned postal clerks? Answer: What is mailable / nonmailable to and from your location Code
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Question: When entering money orders cashed into the AMPS system, where does this information flow to? Answer: USPS Question: What is the PS Form 1957? Answer: USPS Military Labels and Tags Question: What day is the AMPS System normally down for weekly updates? Answer: Wednesday
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Forms Training Documents Knowledge Management
Equipment Training Materials Voting Training Materials Training Videos AMPS Nesting AMPS User Manual CAMALS Stamps Ordering AMPS Forms DoD Forms USPS Forms
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CAMALS Manual CAMALS Attachments
Employs a maximum number of direct pouches based on volumes Places pouching/labeling requirements at the mail origin MPO Located under Knowledge Management Tab CAMALS Attachments Attachment 1 – Case and Rack Design Attachment 3 - CAMALS Massing and Labeling Instructions Attachment 4 - International Mail Routing Chart Attachment 6 - MPOs Not Authorized MPS Service
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CAMALS Routing Scheme – Attachment 3
Pouching and routing instructions Provide expeditious transportation and delivery of mail Reduce en-route handling Improve mail transit times Contains 10 columns
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Question: CAMALS routing scheme provides ____________ and __________ of mail. Answer: Expeditious transportation; delivery Question: ___________ identifies geographic location that matches the MPO number. Use this information and the MPO on the top line of slide labels Answer: Installation Base/Country Question: What is the name of the official mail massing and labeling scheme document for the South West Asia area of responsibility? Answer: CAMALS
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From the Desert to the ICE…
WE DELIVER!!
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Operate an Automated Military Postal System (AMPS) Database
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In a classroom environment, you are being assigned as the Automated Military Postal System (AMPS) clerk of a Military Post office and are required to operate the AMPS database . You have access to the internet, AMPS program (MPO, COPE and Transportation), level authorizations; DoD M, (Postal Manual) and Consolidated Air Mass and Labeling Scheme (CAMALS).
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Navigate the Automated Military Postal Systems (AMPS), prepare a PS Form 2942-A (Military Mail-AV7 Delivery List), prepare a PS Form 2734-B (Air Transportation Pay and Routing Adjustment), prepare a PS Form 2759 (Report of Irregular Handling of Military Mail) and prepare a Postal Net Alert (PNA) IAW DoD M without error using a Go / NO-GO criteria.
