Desktop computers with word processing, spreadsheets and e-mail long ago replaced the old methods of typewriters, ledger books, carbon paper and hand-delivered memos. The sole exception in some companies is the mail center, which too often remains the last vestige of paper forms and manual procedures. However, the situation is changing as mail center managers recognize the benefits they can derive from the power of software, digitized information as well as network connectivity.
Mail center software systems simplify and automate labor-intensive processes, thereby increasing efficiency and speed, while reducing overhead costs and operator errors. When information is captured in digital form, rather than as handwritten paper logs, it is easy to track the flow of inbound and outbound mail in real time and then perform data analysis to control costs.
The digital information in the mail center can also take advantage of our networked world, with automated e-mail notifications and Web-based data tracking from anywhere at any time.
Mail center software automates three core functions:
1. Automated parcel and mail receiving systems are able to efficiently monitor and track parcels from the time they enter a facility until they are delivered to the intended recipient. The systems also provide access to a date/time stamped electronic "proof of delivery" record, and letter mail can be automatically staged for delivery via voice-activated sortation systems.
2. Multi-carrier compliant shipping automation systems provide a single user-friendly interface to manage, track and record parcel shipments via multiple carriers. These vendor-supplied systems also enable delivery service option comparisons to determine the most cost-effective rate.
3. Mail center accounting systems allow mail center managers to control costs by collecting and reporting on all postal and shipping expenditures and breaking down data by detailed department, cost center, general ledger code, client matter number or other identifiers.
Suppliers of mail management software typically offer these applications as discrete modules that can be combined with each other and integrated with mail center equipment, such as barcode readers, electronic scales, address printers and postal meters. These applications can also be integrated with other IT systems, including supply chain or warehouse management or enterprise-wide business information systems.
Efficient Receiving Operations
With automated parcel and mail receiving systems, it is easy to answer the usual questions: "Did my package arrive? When was it delivered? Who signed for it?" In fact, employees can use a Web interface to answer their own questions, 24/7, without having to call the mail center.
Commercial carriers and the U.S. Postal Service enable senders and recipients to track packages until they arrive at the receiving dock. Automated receiving systems can now provide the same capability while the package moves from the receiving dock to its final destination. Mail center clients will expect nothing less. The automated receiving systems replace spreadsheets and paper forms in three-ring binders. The systems can be used for packages and letter mail, plus any other documents or material assets.
If certain packages require special handling, the receiving systems can automatically identify the package and alert mail center personnel with specific instructions. For instance, an employee can use a Web interface to indicate an important package is expected and should be delivered immediately or forwarded to a hotel or remote office. If required, a digitized signature, with a time and date stamp, can become part of the permanent record of that package for future retrieval. The electronic record can be viewed by mail center employees in response to an inquiry or accessed directly via Web interface. Recipients can actually access their own delivery records from the convenience of their office computer at any time, day or night.
At the other end of the mail center operation, outbound multi-carrier compliant shipping automation systems provide a single workstation solution that integrates the many steps involved in shipping a package. These steps include: weighing, compliant labeling, determining cost-effective service available from multiple carriers, creating the electronic manifest for carrier billing, delivery tracking, e-mail shipment notification and generating management summary reports. These multi-carrier systems replace dedicated systems from each carrier. Now, operators only need to be trained on a single system to process multiple carrier shipments.
Often, commercial carriers apply ancillary service costs or surcharges to the actual rate charge of a shipment. Since invoices are normally sent directly to the accounts payable department, the mail center manager may not know the actual shipping costs. Third-party vendor multi-carrier systems can help identify potential surcharge areas and provide shippers with the management tools needed to make process changes in order to minimize extra fees. Detailed shipment transaction summary reports from multi-carrier systems can prove to be a powerful tool in negotiating more favorable rates from a primary or alternative carrier. Desktop shipping applications move the responsibility of processing the shipment from the mail center to the office computer of the package originator.
Printing postage is the equivalent of printing money, making cost control and security a paramount concern. Accounting software allows supervisors to control mailing costs by collecting, tracking and reporting all postal expenditures. Multi-carrier accounting systems have the ability to consolidate, then report both postage usage and shipping costs by department ID numbers, GL codes, cost center account numbers, law office client matter numbers or any other accounting identification.
To enhance security and ensure accurate recording, accounting software requires operators to validate account codes prior to processing the mail or shipments. Software can even lock out user access to the postage meter to prevent unauthorized printing of postage. Managers are able to view and print detailed reports on mailing/shipping costs for comparison against pre-established account budgets.
There are many LAN- or WAN-based consolidation accounting software options. By having a true enterprise-wide view of overall mailing and shipping expenditures within a single database, executives can now access the information required to better manage their business and control costs.
Mail management software simplifies operations and increases efficiency, reduces labor costs, lowers mailing and shipping expenses and improves customer service. For these reasons, mail center managers and staff who have implemented such systems quickly learn how indispensable they are. Going back to older methods of paper logs, manual reports and single carrier shipping systems would be as impractical as giving up e-mail, cell phones and any other basic business tools.
Terry Mosbaugh is the Data Systems Product Manager for Neopost Inc. Visit www.neopostinc.com.
