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Useful Tips

Using The Postage Meter


Only packages under a pound go out via USPS. Exceptions include international packages (yes, this includes Canada!) or if it’s going to a PO box. If it’s over a pound, or needs to be tracked, then send via UPS!

TO MAIL A REGULAR PACKAGE OR LETTER

Place package or letter on scale
Select ‘Account’
Change Class if other than a 1st Class Flat
Place envelope on bottom and slide it through to print postage stamp. If package is too big to slide though the tray, hit Tape button to print out sticker

TO MAIL INTERNATIONALLY

Set machine to normal presets
Put package on the scale
Select ‘Account’ and‘Class’
Hit ‘Menu’
Select ‘International’
Scroll down to find the country package is going to
Hit ‘Tape’ button to print postage
Fill out customs slip and attach green portion only to package (see Operations Mgr for questions about this)
Set meter back to normal

CHANGE DATE

Hit ‘Menu’ button
Go into Printing Options
Select ‘Date’ option
Chose # of days you want to advance so it marks the package with the proper date

MULTIPLE TAPE

Mail as you would a regular package
Before hitting tape enter the # of tapes needed
Hit tape

***Let the Operations Manager know if the“Low Funds” message pops up on the meter***

Using UPS Worldship


  • Double-click the UPS WORLDSHIP icon from the shipping com- puter desktop to open the program
  • Select “Packages” on the top left
  • Make sure the “Shipper” field reads V75W04
  • Enter the name of the recipient in the “Company or Name” field
    • If the package is being sent to someone specific at a company, enter the name of the company in “Company or Name” and the person’s name in the “Attention” Field
  • Enter the address of the recipient in the “Address 1” field
  • If the package is going out to a Street Marketing Rep, double check the address in the Synner Spreadsheet.
  • “Address 2” is used for any address which has an apartment, floor, room, etc.
  • Enter the zip code in the “Postal Code” field. After entering the postal code, the “City or Town” and“State/Province/County” fields will auto-complete. NOTE: Be sure to double check the fields were correctly auto-completed
  • Enter the E-mail address of the recipient in the “E-mail Address” field. If you do not have the recipients E-mail address, enter the sender’s address
  • In the right column select the “Service” tab. Select how fast you would like the package shipped using the dropdown menu in the “UPS Service” field
  • The “Bill Transportation To” field should read ‘Shipper’. See below for instructions on how to bill to a third party (if needed)
  • Using the scale located on the floor next to the desk, weigh the package and enter the weight (rounding up to the nearest pound) in the “Weight” field.
  • The cost of the package will be displayed to the right after the weight is entered
  • At the top of the right column, select the “Reference” tab

Everyone must fill out all 5 reference fields when shipping packages out via Worldship.

Do not leave any reference or section of a reference blank.

REFERENCE #1 Department (The department the shipping costs are to be billed to)
REFERENCE #2 Client
REFERENCE #3 Project (the name of the artist or specific project)
REFERENCE #4 Sender (staff member)
REFERENCE #5 Billable/Non-Billable

Departments

College Radio = College
Public Relations = PR
Commercial Alternative Radio = Comm Alt
Consulting = Consulting
Digital Media = Digital
Metal Insider = M Insider
Metal Radio Dept = Metal Radio
Specialty Radio Dept = Specialty
Street Syndicate = Street
The Laugh Button = TLB
Triple A = AAA
Overhead = Overhead

Overhead refers to packages which are not directly related to the necessities of current or very recent projects. Examples include: client gifts, “care packages,” etc. If you are unsure if something qualifies as Overhead, ask the Operations Manager.

Common Client Abbreviations

Comedy Central = CC
Taco Bell = TB
Island Def Jam = IDJ
Razor and Tie = RazorTie
Side One Dummy = SideOne
Red Bull Records = RedBull
Third Man Records = ThirdMan
Warner Brothers = WarnerBros
Warner Nashville = WarnerNash

Sender

First name of staff member sending the package. For Chris Elles, use “Elles.”

Billable?

YES or NO
YES means client is to be billed for these charges
NO means we eat the shipping charges

MOST IMPORTANT THINGS TO REMEMBER:

1) Be specific
2) Be consistent across fields
3) Fill in every reference

Examples:

For packages going to the same place

REFERENCE #1 = Street
REFERENCE #2 = Kobalt
REFERENCE #3 = Steel Panther
REFERENCE #4 = Elles
REFERENCE #5 = Billable

GUARANTEEING A PACKAGE WILL ARRIVE IN TIME

Under the UPS Service tab on the main page, click “Need It There Sooner?” (in blue). This will give you a list of both costs and shipping times. It’s important you always check with the appropriate staff member to determine how quickly the package needs to arrive.

BILLING A PACKAGE TO A THIRD PARTY

  • In the ‘Service’ tab select the drop down button in the “Bill Transportation To” field
  • Select ‘Third Party’
  • When this window appears, fill in the appropriate information and click “OK”

HOW TO VIEW PACKAGES ALREADY SENT

  • Click the “History” icon at the top
  • On the side of the window is a list of all packages which have been shipped out
  • To find a specific package, select the date it was sent and select the name of the recipient
  • Information on the package will be displayed in the right section of the window including the tracking number and references

HOW TO VOID A PACKAGE

  • Click“History” at the top
  • Select the tracking number of the package you want to void
  • Left click and scroll down to void the package

END OF DAY

After all packages have been sent for the day, click the “End of Day” button at the top right corner. A slip will print out for the UPS employee to scan around 6pm.