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Mail service

Tracking Your Mail Service Requests

After processing begins, the tax return print file is automatically frozen so a subsequent processing request does not overwrite it. In the account binder, the Documents page displays the letters, LM (which indicate Letter Mailed), before the file name of the tax return print file. This indicates that the recipient package was mailed.
The following processing registers include Mail Service information:
Currently Printing
,
Shipment History
 and
Shipment Tracking
. When a remote print request is first received, the request displays in the
Currently Printing
 register. In this register, the
Delivery
 column indicates whether the request is a Mail Service or Bulk Ship request. For Mail Service requests, the
Status
 column tracks the progress of your request. The statuses include:
  • Awaiting Print
    -Displays when the Mail Service request is received but printing has not started.
  • Preparing Print
    -Displays when the individual recipient packages are being prepared for printing.
  • Printing
    -Displays when the account's recipient package is being printed.
  • Shipped
    -Displays only momentarily as records are updated.
In addition to the
Status
 column, the
To Prep (Mail)
 and
To Print (Mail)
 columns also help you track Mail Service requests. The
To Print (Bulk)
,
To Assembly (Bulk)
 and
To Distribution (Bulk)
 columns are used for tracking Bulk Shipping requests.
After the recipient packages for an account are mailed to the corresponding recipients, the account is moved from the
Currently Printing
 register to the
Shipment History
 register. The
Delivery
 column in the
Shipment History
 register shows that the recipient packages were delivered using Mail Service or Bulk Shipping.
note
If you are using both Bulk Shipping and Mail Service for an account then, you can submit your second print request after the account is moved from the
Currently Printing
 register to the
Shipment History
 register.
Like the
Currently Printing
 and
Shipment History
 register, the
Delivery
 column in the
Shipment Tracking
 register indicates whether the shipment is a bulk shipment or a Mail Service shipment.

Creating Custom Registers for Tracking Your Mail Service Requests

If the base registers do not suit your needs, you can create custom registers for tracking your Mail Service requests. To create a custom register for tracking your Mail Service requests:
  1. From the Register Listing page, select Modify Register Properties for the
    Currently Printing
    ,
    Shipment History
     or
    Shipment Tracking
     base register.
  2. Open the
    Information
     collapsible section.
  3. Change the name in the
    Register Name
     field to the name for your custom register. Select the register scope from the
    Scope
     drop-down list. Select
    Save As
    . You can change the information in any of the other fields listed under the
    Information
     collapsible section before you select
    Save As
    .
  4. Add or delete register columns.
  5. Select
    Save
    .
  6. If you want, add a filter to help you find the accounts in your ONESOURCE Trust Tax database where a Mail Service request was submitted. To add the filter:
    1. Select the
      Detail Filter(s)
       column.
    2. Select
      And
       from the
      Condition
       drop-down list in the row that includes the text, "Please select here to add new row." If this is the first filter for the register, leave the
      Condition
       drop-down list empty.
    3. Select
      Delivery
       from the first
      Column
       drop-down list.
    4. Select
      Equal to
       from the
      Operator
       drop-down list.
    5. Select
      User Value
       from the
      Value Type
       drop-down list.
    6. Enter
      Mail Service
       in the
      Value
       field.
    7. Press TAB until you move off the row. The filter is added.
  8. Select
    Save
    .
  9. Select
    REGISTERS
     to return to the Register Listing page.
Mail Service Columns for the Currently Printing Base Register
The fields listed in the table below are available for adding as columns when a custom Mail Service register is based on the
Currently Printing
 base register. The fields are located in the
Accounts Currently Printing
 category under the
Detail Columns
 collapsible section on the Register Properties page.
Field Name
Description
Mailing Service Tracking Number
Displays a ONESOURCE Trust Tax internal number assigned for tracking a group of accounts processed together for the Mail Service request.
Number of packages for mailing service
Indicates the number of recipient packages that will be mailed for an account.
Number of pages
Displays the number of pages extracted from the completed tax return print file for an account.
Mail Service Columns for the Shipment History Base Register
The fields listed in the table below are available for adding as columns when a custom Mail Service register is based on the
Shipment History
 base register. The fields are located in the
Shipment History for Accounts
 category under the
Detail Columns
 collapsible section on the Register Properties page.
Field Name
Description
Date sent to Preparation for mailing service
Displays the date the recipient package was sent to be prepared for mailing to the recipient.
Date sent to Print for mailing service
Displays the date the recipient package was printed.
Number of packages for mailing service
Indicates the number of distinct recipient packages shipped for an account.
Number of pages mailed by mailing service
Displays the number of pages mailed to the recipient.
Mail Service Columns the Shipment Tracking Base Register
The fields listed in the table below are available for adding as columns when a custom Mail Service register is based on the
Shipment Tracking
 base register. The fields are located in the
Shipment Tracking
 category under the
Detail Columns
 collapsible section on the Register Properties page.
Field Name
Description
Shipping charge
Displays the postage charge for all of the recipient packages mailed for the accounts grouped together for the Mail Service request.
Number of accounts
Displays the number of accounts in the shipment.
Number of packages
Indicates the number of distinct recipient packages delivered for shipment.
Mailing Service tracking number
Displays a ONESOURCE Trust Tax internal number assigned for tracking Mail Service requests.

This article applies to:

  • PRODUCT: ONESOURCE Trust Tax