When using the Mail functions in the Word Processing module, you should initially proceed as described for the relevant function in the Word Processing reference. Make your selection as usual using the Quick Search and, if necessary, the Comprehensive search dialogue boxes and accept the selection using the [Ö] to proceed to the next stage.
The Print Requirements dialogue box appears as usual.
The Use Mailsort check box can be clicked on or off for a given mailshot. It will default to on if the number of records selected is greater than 25, and will be greyed if the user does not have access to Mailsort. If you select the WP Export function, the Mailsort SSC will be included in the export file (see the Word Processing reference section for full details of the export function).
If Use Mailsort was checked, a further window appears before printing begins entitled Mailsort Requirements - which contains a number of necessary Mailsort settings.
Use Mailsort
When mailing Companies, the Use Mailsort check box on the Print Requirements dialogue box is switched on by default if the Mailsort companion module is present and the mailing quantity is greater than 25. If you do not wish to use Mailsort, but forget to switch this check box off, you have a further opportunity to do so here on the Mailsort Requirements dialogue box.
Mailsort Service
This defines which of the possible Mailsort Services are to be used for the current mailing. Note that although this box is at the top of the screen, the cursor does not go there first because it will not often be changed, and because going to it brings up an automatic list of available services. A default can be set in the Other Section of Preferences (see above under Setting Up for more details).
Originates from Area
This should be a single uppercase letter between A and P, and represents the Area from which the mailing is taking place, according to the Post Office's definition of Geographic Areas within the UK. If you have filled in the Postcode and/or Town of your posting address on the User Details Page of Preferences, this box will automatically contain the correct area. Otherwise, it can be found in the Royal Mail's Mailsort Manual, Page 2-22.
Geographic Area Sorting
If this check box is unchecked, or if the Originates from Area code is not correctly specified, then no geographic sorting of the mailing will take place. The geographic sorting method ensures that mail to areas furthest from where the mailing originates is printed first. The sort is necessary for the Post Office to guarantee next day delivery on First Class mail, but is otherwise optional. Because of the added complication involved, this sorting method does take longer to process.
Minimum Bag Size
This represents the Mailsort minimum number of items in a Direct mailing bag - usually 25 for letters or 5 for packets. A default can be set in the Other Section of Preferences.
Undersized Directs
If this check box is switched on, Enterprise will make use of a special system that allows Residue Bags to be converted to Direct bags if they contain only one Direct code. This is beneficial, but, again, takes longer to process. A default can be set in the Other Section of Preferences.
Bag Weight
This weight in kg represents the maximum total weight of each mail bag. The Post Office maximum is 15kg, but 12 is recommended - so this is the default.
Item Weight
This weight in g represents the average weight of each parcel, and should be filled in for pricing and for Enterprise to calculate the numbers in each bag. Note that the system is not currently set up to process variable weights within one mailing.
Show Mailsort List before starting
Switching this option on ensures that Enterprise will list on screen the temporary Mailsort records it creates to control the mailing, prior to printing. Items could be modified, deleted or selected, although extreme care should be taken. Note that the items with the 'Record No' of 999999 are there to contain subtotals of the other items by area, and should thus also be modified if items are removed.
Restart Previous Mailing from SSC
This option allows you to return to a mailing that was perhaps interrupted by a printing problem, and to restart it from a chosen point. Into the entry box you should type a three or five digit number representing the Residue and/or Direct Standard Selection Code from which you wish to start again.
Note that when making use of this function, it is very important to use the same Mailing option as last time - eg Mail Companies as opposed to Mail Contacts - or unpredictable results would occur. Note also that is irrelevant what normal selection of records you have made if you then choose to use this option.
Print SSCs on Labels, Envelopes & in Our Ref
Standard Selection Codes will be printed to the bottom right of labels and envelopes, or after the normal Our Ref in brackets on letters (for use with window envelopes). It is sensible to keep this option to turned on, as without the SSCs, you won't know where one mailsort section ends and another begins.
When you press [OK] on the Mailsort Requirements window, the system will then spend some time - maybe many minutes, according to the mailing size - processing all of the sorting requirements. Once this has finished, you may be shown the Mailsort list if this option has been chosen. Otherwise, printing starts in the normal way.
Prior to printing the mailshot, you are asked 'Do you want to Print the Planning Report' and then the 'Line Listing', both of which should be printed to assist you in arranging the mailing bags, and a copy should be given to the Post Office. The two reports follow the guidelines laid down in the Royal Mail's Mailsort Manual Page 4-19. The Planning Report appears as follows:
Note that it is a requirement of the Mailsort service that the Postcode level figure (the sum of the Full Postcode and Outward Postcode only figures) must be at least 90%. The Line Listing appears as follows:
Once the letters and, if selected, address labels, have been printed or exported, Enterprise will ask if you are ready to print Mailsort Bag Labels. These are in the 'Enhanced Rough Labelling' format specified by the Post Office, showing the Direct and Residue Codes, their Postal Towns and Postcode ranges. Below these is also shown the Mailsort type, and, to the right of this, any text that is typed into the Mailing Description field in the Mailsort Requirements dialogue box - for users' own identification purposes. One label is printed for each 'estimated bag', using the weights defined by the user, and as shown on the Mailsort Line Listing report.