Archive for April 9th, 2010

Comments on 8125 and BOL Issues – USPS BOL

without comments

I was quickly contacted by several mailers with copies of “USPS Straight Bill of Lading – Short Form” documents that accompany Mail Transport Equipment (MTE) deliveries from the USPS.  Mailers are expected to sign the Bill of Lading when accepting the delivery.  There are signature lines for Origin, Carrier, and Destination.  Looks like a standard form, and one that could be adopted by the mailing transportation industry.  Plus, it is already recognized by the USPS, right?

See prior blog posts on this subject for background.  It seems that the USPS statement that “The USPS does not recognize anything but the 8125 form” is not exactly correct.  Mailing industry groups have been trying to open a dialogue with the Postal Service on these issues via the proper channels, and those efforts will continue.  Will keep you posted on any discussions that come to pass at National Postal Forum next week.

Written by Lisa.Bowes

April 9th, 2010 at 2:18 pm

Posted in USPS

USPS Just Doesn’t Get It – 8125s and BOLs

with one comment

From the DMM Advisory.  My comments are italicized and blue.  The rest is verbatim from the Advisory.
PS Form 8125 – Plant-Verified Drop Shipment (PVDS) Verification and Clearance

We have realigned our business mail acceptance processes to be more consistent throughout our vast network. A significant effort was centered on the correct completion of PS Form 8125, Plant-Verified Drop Shipment (PVDS) Verification and Clearance. PS Form 8125 assures that the contents presented at a destination entry office match what was accepted at an origin entry office.

We have thousands of suppliers who bring drop shipments to our facilities, additionally bringing non-postal forms, such as bills of lading, and request a USPS® signature. These non-postal forms are not uniform in content or appearance. It is critical that PS Form 8125 be used as the only documentation evidencing receipt of mail by the Postal ServiceTM for destination entry drop shipments. It is the only form for destination entry mailings familiar to all mailers and every business mail entry facility.

I totally understand that the lack of uniformity from vendor Bills of Lading and the problems that can create.  Refusing to acknowledge the need for BOLs is not acceptable, however.  Here is a suggestion – the USPS should create a Bill of Lading format that is acceptable to them, just like facsimile postage statements which are very widely used in the industry.  Telling their customers that they will only sign Bills of Lading in their standard format would be a workable solution, an amicable solution that I think the transportation companies would embrace.  It would certainly be better than cutting them off completely from a document they require in their business.  Had there been discussion with the industry on this policy, prior to implementation, something could have been worked out.

To maintain nationwide consistency, USPS policy is to accept PS Form 8125 as the only form that postal employees may sign to acknowledge receipt of destination entry shipments. If mailers require a signed receipt, they may submit a second copy of the PS Form 8125, which will be signed by the USPS employee and returned to the driver after the drop shipment has been received. For mailers who use electronic processes such as eVS® where hard copy forms are not required, a separate process will be established.

Does the signed second copy of the Bill of Lading serve the same legal purpose as Proof of Delivery?

As postal employees continue to implement standardized business mail acceptance processes, we appreciate the support of the mailing community. It’s important that mailers and the Postal Service continue to work together and support consistency nationwide.

Mailers were required to change nomenclature from Bulk Mail Center (BMC) to the new National Distribution Center (NDC) per the Domestic Mail Manual mid-March.  All of the postage statements were updated.  Postage statement software vendors had very short notice to get out a March software update where the only USPS change was the postage statement BMC to NDC change, or request an extension.  Take a look at the current 8125 form here. Note that this all-important-above-everything 8125 Plant Verified Drop Ship document never got updated.  It still refers to BMC throughout.  This form is out of compliance with the DMM.

Last thought – mailers, when you get a delivery of MTEs, trays, sacks, pallets – does the USPS driver ask you to sign a Bill of Lading upon delivery?  Comments, please.

Written by Lisa.Bowes

April 9th, 2010 at 10:42 am

Posted in USPS