Patent Publication Number: US-2002010687-A1

Title: Mail preparation system

Description:
BACKGROUND OF THE INVENTION  
       [0001] The present invention relates to a mail preparation system, in particular for dispensing postage charges in respect of mail items, and more particularly to a user interface for enabling the operation of such a system by an operator.  
       [0002] In known postage dispensing apparatus, for example, postage meters, the apparatus is provided with a display for displaying information to a user and a keyboard for enabling the user to input postal data and select operations required to be performed by the apparatus. The keyboard includes operation keys corresponding to different operations of the apparatus and a set of numerical keys. When a postage dispensing operation is selected, the numerical keys each correspond to a different numerical value, whereby the value of the postage charge desired to be applied to a mail item is selected by operation of the appropriate key or keys.  
       SUMMARY OF THE INVENTION  
       [0003] In one aspect the present invention provides a mail preparation system, including: a postage charge dispenser configured to generate postage indicia and account for postage charges; a printer operable to print the postage indicia as generated by the postage charge dispenser on mail items; a display; a controller for driving the display to display a depiction of a postage indicium to be printed on a mail item, the depicted postage indicium including a plurality of data items modifiable by a user, which data items include at least one data item related to postage charge, and being operable to provide data representative of the data items to the postage charge dispenser; a data item selector operable by the user to select any one of the data items in the depicted postage indicium and cause the controller to drive the display to display a plurality of possible item entries for the selected data item; and an item entry selector operable by the user to select one of the possible item entries for the selected data item and cause the controller to drive the display to display a modified depiction of the postage indicium including the selected item entry for the data item.  
       [0004] Preferably, the data item selector comprises a screen pointing device.  
       [0005] More preferably, the screen pointing device comprises one of a mouse, a tracker ball, a touch pad or a touch screen.  
       [0006] Preferably, the item entry selector comprises a screen pointing device.  
       [0007] More preferably, the screen pointing device comprises one of a mouse, a tracker ball, a touch pad or a touch screen.  
       [0008] Preferably, the possible item entries for the selected data item are superimposed on the depiction of the postage indicium.  
       [0009] Preferably, the data items include postage value.  
       [0010] Preferably, the data items include postage class.  
       [0011] Preferably, the data items include date.  
       [0012] Preferably, the data items include destination.  
       [0013] More preferably, the destinations are represented on a map.  
       [0014] Preferably, the system further includes: a weighscale for determining the weight of mail items, the weighscale being operable to provide data representative of the weight of a mail item to the controller and the controller being configured automatically to select the postage value for the mail item.  
       [0015] In another aspect the present invention provides a method of preparing mail items, including the steps of: displaying a depiction of a postage indicium to be printed on a mail item, the depicted postage indicium including a plurality of data items modifiable by a user, which data items include at least one data item related to postage charge; selecting one of the data items in the depicted postage indicium to be modified; displaying a plurality of possible item entries for the selected data item; selecting one of the possible item entries for the selected data item; displaying a modified depiction of the postage indicium including the selected item entry for the data item; generating a postage indicium corresponding to the modified depiction of the postage indicium; and printing the postage indicium on a mail item.  
       [0016] Preferably, the possible item entries for the selected data item are superimposed on the depiction of the postage indicium.  
       [0017] Preferably, the data items include postage value.  
       [0018] Preferably, the data items include postage class.  
       [0019] Preferably, the data items include date.  
       [0020] Preferably, the data items include destination.  
       [0021] More preferably, the destinations are represented on a map.  
       [0022] Preferably, the method further includes the step of: weighing the mail item, whereby the weight of the mail item is utilised automatically to select the postage value for the mail item.  
       [0023] In a further aspect the present invention provides a mail preparation system for preparing batches of mail, the system including: a message transmitter operable to transmit messages relating to batches of mail to a remote data center; a message receiver for receiving messages from the remote data center as an acknowledgement in reply to each transmitted message; a display for displaying message areas corresponding to each transmitted message; and a controller for operating the display to display the message areas with a first visual appearance on transmission of the respective messages to the remote data center and a second, different visual appearance on receipt of the respective messages from the remote data center.  
       [0024] Preferably, the controller includes a time-out function for displaying message areas with a third, different visual appearance where a message is not received from the remote data center within a predetermined period of time following transmission of the message to the remote data center.  
       [0025] In one embodiment the different visual appearances are represented by different colours.  
       [0026] In another embodiment the different visual appearances are represented by different shades.  
       [0027] In a further embodiment the different visual appearances are represented by different patterns.  
       [0028] In a yet further embodiment the different visual appearances are represented by different characters.  
       [0029] In a yet further aspect the present invention provides a method of preparing batches of mail, the method including the steps of: transmitting messages relating to batches of mail to a remote data center; receiving messages from the remote data center as an acknowledgement in reply to the transmitted messages; and displaying message areas on a display corresponding to each transmitted message, the message areas being displayed with a first visual appearance on transmission of the respective messages to the remote data center and a second, different visual appearance on receipt of the respective messages from the remote data center.  
       [0030] Preferably, the method further includes the step of: displaying message areas with a third, different visual appearance where a message is not received from the remote data center within a predetermined period of time following transmission of the message to the remote data center.  
       [0031] In one embodiment the different visual appearances are represented by different colours.  
       [0032] In another embodiment the different visual appearances are represented by different shades.  
       [0033] In a further embodiment the different visual appearances are represented by different patterns.  
       [0034] In a yet further embodiment the different visual appearances are represented by different characters. 
     
    
    
     BRIEF DESCRIPTION OF THE DRAWINGS  
     [0035] A preferred embodiment of the present invention will now be described hereinbelow by way of example only with reference to the accompanying drawings, in which:  
     [0036]FIG. 1 illustrates a block diagram of a mail preparation system in accordance with a preferred embodiment of the present invention;  
     [0037]FIG. 2 illustrates part of a mail item bearing an imprint of a postage indicium;  
     [0038]FIG. 3 illustrates a main operating display screen of the system of FIG. 1;  
     [0039]FIG. 4 illustrates the main operating display screen of FIG. 3, with a first drop-down menu superimposed thereon;  
     [0040]FIG. 5 illustrates the main operating display screen of FIG. 3, with a second drop-down menu superimposed thereon; and  
     [0041]FIG. 6 illustrates a message status display screen.  
    
    
     DESCRIPTION OF A PREFERRED EMBODIMENT  
     [0042] The system includes a postal secure device (PSD)  10  which is operable to perform accounting in respect of the dispensing of postage charges in relation to mail items.  
     [0043] The PSD  10  includes electronic accounting means comprising a microprocessor  11 , a read-only memory (ROM)  12  storing program routines for operation of the microprocessor  11 , a random access memory (RAM)  13  for use as a working store for the temporary storage of data during operation of the PSD  10 , and non-volatile duplicated memories  14 ,  15  for the storage of critical data relating to the use of the PSD  10 , in particular the storage of accounting data relating to the dispensing of postage charges which is required to be retained even when the PSD  10  is not powered.  
     [0044] The microprocessor  11  performs accounting functions in relation to the dispensing of postage value in respect of amounts of postage charges applicable to the handling of mail items by a postal authority or other carrier. The accounting data usually includes a value of credit, an accumulated total of the value dispensed by the PSD  10  in respect of mail items, a count of the number of mail items processed by the PSD  10  and a count of the number of mail items on which a postage charge in excess of a predetermined value has been dispensed. The value of credit may be a value of credit which is available for use by the PSD  10  and stored in a descending credit register. The accumulated total value is stored in an ascending tote register, the count of items is stored in an item count register and the count of items to which a postage charge in excess of a predetermined value is applied is stored in a large items register. In an alternative embodiment, instead of a descending register storing the value of credit available for use by the PSD  10 , the total value of credit entered in the PSD  10  may be stored in an ascending credit register.  
     [0045] As is well known in the postage meter art, each of the registers referred to hereinbefore for storing accounting data is replicated in order to enable the integrity of the accounting data to be maintained even in the event of a fault or termination of power to the PSD  10  during operation of the system. Two replications of each of the registers are provided in each of the memories  14 ,  15 .  
     [0046] The components of the PSD  10  are housed in a secure housing  16  to provide for security against unauthorised tampering thereof.  
     [0047] The PSD  10  includes an input/output port  17  which is connected to the microprocessor  11  and provides for external communication with the microprocessor  11 .  
     [0048] The PSD  10  includes cryptographic means  48  for generating cryptographic data for inclusion in postage indicia to be printed on mail items. In this embodiment the cryptographic means  48  is included in hardware separate from the microprocessor  11  for generating signatures or encrypting information. In an alternative embodiment the cryptographic means  48  could be implemented by the microprocessor  11  operating under software routines to generate digital signatures or encrypt information.  
     [0049] The system further includes a controller  18 , in this embodiment a computer, for controlling the operation of the PSD  10 , which computer  18  communicates via the input/output port  17  of the PSD  10 .  
     [0050] In a preferred embodiment the computer  18  is a desk-top computer which comprises a microprocessor  19 , a read-only memory (ROM)  20  storing program instructions, a random access memory (RAM)  21  for use as a working store, and at least one disk drive  22  which is operably connected to the microprocessor  19 . The computer  18  operates under a Windows™ operating system which is stored on the disk drive  22  and downloaded to the RAM  21  when required to be accessed by the microprocessor  19 .  
     [0051] The computer  18  includes an input/output port  23  which is connected to the microprocessor  19  and utilised to communicate via the input/output port  17  of the PSD  10  with the microprocessor  11  of the PSD  10 .  
     [0052] The computer  18  includes a display  24  for displaying information to an operator of the system, a keyboard  25  for the input data and operating instructions by the operator of the system, and a screen pointing device  26 , such as a mouse or tracker ball, for use by the operator to select items displayed on the display  24 .  
     [0053] The computer  18  includes a database  50  which, in this embodiment, is stored internally. In an alternative embodiment the database could be stored externally. In preferred embodiments the database  50  is stored in one or more hard disk drives or in other non-volatile memories.  
     [0054] The computer  18  includes a communication port  51  for communication over a communication link  52  with a remote data centre  53  of a postal authority. The communication link  52  may be provided by a telephone data link and may utilise the Internet communication system.  
     [0055] The computer  18  includes a weighscale port  54  for connection to a weighscale  55  and communicate signals indicative of the weight of mail items to the microprocessor  19 .  
     [0056] The system further includes a printer  27  which is operable under control of the computer  18  to print postage indicia on mail items.  
     [0057] The system further includes a weighscale  55  which is connected to the microprocessor  19  of the computer  18  through the weighscale port  54  to provide signals indicative of the weight of mail items to the microprocessor  19 .  
     [0058] When the system is required to dispense postage charges in respect of mail items and print postage indicia on the mail items, the operator enters, by means of the keyboard  25  or the screen pointing device  26 , a selection of a mail preparation program and instructions to run the program. In this embodiment the program is stored on a hard disk of the disk drive  22 , and, when selected to be run, the program is loaded into the RAM  21  for access by the microprocessor  19  during running of the program. If desired, the computer  18  may be arranged to run the mail preparation program automatically upon power-up of the system. Running of the mail preparation program causes the microprocessor  19  to operate the display  24  to display a main operating screen as illustrated in FIG. 3, to which reference will be made hereinafter.  
     [0059] Referring to FIG. 2, a mail item  30  includes a postage indicium  31  in a form authorised by a postal authority, which postage indicium  31  includes a graphic design  32  incorporating a designation of the postal authority and postal data  33 . In the exemplified postage indicium  31 , the postal authority is the Royal Mail. The postal data  33  includes data supplied by the PSD  10 , which data includes an identification of the supplier of the PSD  10 , an identification serial number for the PSD  10 , a unique identification in the form of a batch identification and an item number for the mail item. The postal data  33  also includes modifiable postal data items, the value of which may be selected by the operator of the system. These modifiable postal data items include the class of mail  36 , the date  37  of posting for the mail item  30  and the postage charge  38  applied to the mail item  30 . The values of these postal data items are selectable by the operator as described hereinafter, with the computer  18  inputting the values of these postal data items to the PSD  10 . The PSD  10  performs accounting in respect of the value of the postal data item relating to postage charge  38 , generates a postage indicium  31  based upon and including the values of the postal data items, and outputs the postage indicium  31  to the computer  18 . The computer  18  then operates the printer  27  to print the postage indicium  31  received from the PSD  10  on the mail item  30 .  
     [0060] The postage indicium  31  generated by the PSD  10  also includes cryptographic data, for example, a digital signature or encryption of postal data, to enable the authenticity of the printed postage indicium  31  to be verified by a verification system operated by the postal authority. The cryptographic data is printed in machine readable 2D or datamatrix form in an area  35 . The cryptographic data included in the postage indicium  31  is generated by the cryptographic means  48  in the PSD  10 . The cryptographic data is generated from the postal data included in the postage indicium  31 , whereby the cryptographic data printed on the mail item  30  may be utilised to verify the postal data in the postage indicium  31  printed on the mail item  30 .  
     [0061] With reference to FIG. 3, the main operating screen includes a depiction  40  of the postage indicium  31  for printing on a mail item  30 . As described hereinbefore, some of the postal data included in the postage indicium  31  is selectable by an operator of the system, and the operator is required to input the selected postal data so that the PSD  10  can generate a required postage indicium  31  to be printed on the mail item  30 . If the postal data depicted in the main operating screen is as desired by the operator, the operator accepts the depicted postage indicium  40  and inputs an instruction to cause the PSD  10  to perform the accounting procedure, generate the postage indicium  31  and output the generated postage indicium  31  to the computer  18  for operation of the printer  27  to print the postage indicium  31  on a mail item  30 . If, however, any of the selectable postal data items for the mail item  30  is required to be different from that in the depiction  40  in the main operating screen, the operator may select a different value for the postal data item for inclusion in the postage indicium  31 , as will now be described in more detail hereinbelow.  
     [0062] With the main operating screen displayed to the operator, the operator uses the screen pointing device  26  to select one of the postal data items in the depiction  40  of the postage indicium which requires modification. For example, if the postal data item  36  designating the desired class of mail is to be changed from ‘2 nd  Class’, as depicted, to, for example, ‘1 st  Class’, the operator uses the screen pointing device  26  to point to the data item ‘2 nd  Class’ in the depicted postage indicium  40 . Operation of the screen pointing device  26  enables the mail preparation program running in the computer  18  to recognise that the postal data item  36  designating the class of mail has been selected, and the computer  18  runs a sub-routine of the mail preparation program to display a drop-down menu  41  which is superimposed on the main operating screen, as illustrated in FIG. 4, to provide the options of ‘1 st  Class’, ‘2 nd  Class’, ‘Registered’, ‘Special’ and ‘Airmail’ for selection by the operator using the screen pointing device  26 . Upon selection of the data item ‘1 st  Class’, the computer  18  running the mail preparation program substitutes ‘1 st  Class’ in the postal data item  36  in the depicted postage indicium  40  in place of ‘2 nd  Class’. It will be understood that the selectable options of the class of mail referred to hereinbefore are given by way of example only and that other options may be provided and displayed in a drop-down menu for selection by the operator. When the class of mail has been selected, the postal data item  38  relating to postal charge is changed by the mail preparation program to a postage charge appropriate to the selected class of mail. Generally, the postal data item  38  is changed to a minimum value of postage charge applicable to the selected class of mail. If desired, however, the postal data item  38  may be changed to a value of postage charge above the minimum value, and, where the weighscale  55  is provided to input signals indicative of the weight of a mail item  30 , the mail preparation program is operative to select the postage charge applicable in respect of the selected class of mail and applicable to the weight of the mail item  30  as determined by the weighscale  55 .  
     [0063] When a weighscale is not provided, the operator may select the postal data item  38  relating to postage charge to modify the postage charge by selection of a postage charge from a table of postage charges appropriate to the selected class of mail. Tables of postage charges for each class of mail are stored, and the table of charges relating to the selected class of mail is displayed in a drop-down menu  42  when the operator selects the postal data item  38 . Selection of the postal data item  38  relating to postage charge is effected by the operator using the screen pointing device  26  to point to the postal data item  38  in the depicted postage indicium  40 . If ‘1 st  Class’ is depicted in the postage indicium  40 , selection of the postal charge item  38  causes the computer  18  to display a drop-down menu  42  of postage charges in respect of 1 st  Class mail of different weights which is superimposed on the main operating screen, as illustrated in FIG. 5. For example, the drop-down menu  42  may display  27 p,  41 p,  57 p,  72 p and  84 p, as currently charged by the Royal Mail for 1 st  Class mail items, and maximum weights to which these postage charges respectively are applicable. Postage charges applicable in respect of higher weights may be displayed by scrolling down the drop-down menu  42 . However, if ‘2 nd  Class’ is depicted in the depicted postage indicium  40 , selection of the postal charge item  38  causes the computer  18  to display a drop-down menu of postage charges in respect of 2 nd  Class mail of different weights which is superimposed on the main operating screen. For example, the drop-down menu may display  19 p,  33 p,  44 p,  54 p and  66 p, as currently charged by the Royal Mail for 2 nd  Class mail items, and the maximum weights to which these postage charges respectively are applicable. Similarly, other drop-down menus of postage charges are displayed in correspondence with other classes of mail that are selected. Selection of a required value of postage charge from the displayed drop-down menu  42  is effected by the operator using the screen pointing device  26  to point to the required value of postage charge in the drop-down menu  42 . The computer  18  running the mail preparation program recognises the postage charge selected by the screen pointing device  26  and modifies the value of the postal charge data item  38  to the selected value of postage charge and causes the microprocessor  19  to display the selected value of postage charge in the depicted postage indicium  40  in the main operating screen.  
     [0064] In addition to the selection of the class of mail and the value of postage charge, the operator may select a batch of mail items in which the mail item  30  is to be included and the date on which the batch of mail is intended to be delivered to the postal authority. To select a batch of mail in which the mail item  30  is to be included, the operator points to the postal data item  43  relating to the batch of mail using the screen pointing device  26 , the four most significant characters of which identify the batch and the less significant characters of which comprise a mail item number. Pointing to the postal data item  43  causes the mail preparation program to display a drop-down menu of existing batch identifications or batch names. The operator can select an existing batch name from the drop-down menu or the ‘new’ function from the drop-down menu, in which case the computer  18  then allocates a new unique batch identification for a new batch of mail items. If desired, the operator may choose to enter a name for the new batch of mail. To select a date for the mail item  30  which is different from the date displayed in the depicted postage indicium  40 , the operator points to the postal data item  37  which represents the date and a drop-down menu comprising a calendar of dates is displayed to enable the operator to select a required date.  
     [0065] It will be appreciated that the amount of postage charge for a mail item  30  may vary according to the destination of the mail item  30 . For example, in respect of mail items  30  to be sent to states or countries different from the state or country of origin, either by surface mail or airmail, the amount of postage charge may be dependent upon the destination state or country. Accordingly, the classes of mail may include at least one class for destination states or countries different from the state or country of origin. Upon selection of one of these classes by the operator, a drop-down menu of names of destination states or countries from which the operator can make a selection is displayed. Alternatively, a map may be displayed and the operator can point to a required destination or zone on the map. Selection of a destination then causes the mail preparation program to display a menu of postage charges corresponding to the selected destination.  
     [0066] When the data items displayed in the depicted postage indicium  40  have values as required by the operator, the operator may effect an input to the computer  18  indicating that the values of the operator-selectable postal data items are as required and accept the depicted postage indicium  40 . The computer  18  then inputs the selected values of the operator-selectable postal data items to the PSD  10  and initiates the PSD  10  to effect an accounting routine and generate a postage indicium  31  based on these values. When the PSD  10  has generated the postage indicium  31 , the PSD  10  outputs the postage indicium  31  to the computer  18  and the computer  18  operates the printer  27  to print the postage indicium  31  on the mail item  30 .  
     [0067] Thus, it will be appreciated that the computer  18  running the mail preparation program causes a depiction  40  of a postage indicium to be displayed to an operator of the system and enables the operator to select and modify postal data items in the depicted postage indicium  40 , whereby the operator sees a visual image of a current state of the postage indicium  31  prior to acceptance.  
     [0068] The system may be utilised by a mailer to prepare individual mail items  30  or batches of mail items  30 , each batch of mail having an identification and mail items  30  within a batch of mail having an item count within the batch. If desired, a batch of mail may be sub-divided into sub-batches, and, where the term batch is used herein, the term batch is to be understood as including a batch or a sub-batch of mail. In handling a batch of mail, it is required that messages pass between the mail preparation system of the mailer and a postal authority that is to receive and distribute the batch of mail.  
     [0069] The handling of a batch of mail is effected in phases. The first phase, known as an announcement phase, relates to the preparation of a batch of mail items  30 , and the second phase, which follows the first phase, known as an induction phase, relates to the handling of a completed batch of mail items  30  by the postal authority.  
     [0070] In the announcement phase, a ‘Pre-Announcement Message’ may be sent by the mailer to the postal authority, informing the postal authority of the intent of the mailer to prepare a batch of mail. When a batch of mail has been prepared and completed, a ‘Full Announcement Message’ comprising a statement of the mailing, which provides information relating to the mail items  30  contained in the batch, is sent by the mailer to the postal authority. During the preparation of the batch of mail, it is possible that some of the mail items  30  may suffer damage or be otherwise spoilt, and thus withdrawn from the batch of mail. In this case, a ‘Modified Announcement Message’, which provides information relating to the modification of the batch of mail as a result of the withdrawal of mail items  30 , is sent by the mailer to the postal authority.  
     [0071] When a batch of mail has been completed and is ready for collection from the mailer or for delivery to the postal authority, the induction phase is initiated and an ‘Induction Advised Message’ is sent to the postal authority. The ‘Induction Advised Message’ informs the postal authority that an identified batch of mail is ready for collection from the mailer or for delivery to the postal authority.  
     [0072] When a message sent by the mailer is received by the postal authority, the postal authority sends back an ‘Acknowledgement Receipt Message’ to the mailer, whereby the mailer is assured that the information in that message has been received by the postal authority.  
     [0073] When the postal authority has collected the batch of mail or the batch of mail bas been delivered to the postal authority, and the batch of mail has been officially received by the postal authority, for example, at a postal authority sorting depot, the postal authority sends an ‘Induction Acceptance Message’ to the mailer, informing the mailer that the batch of mail has been received by the postal authority. After receipt of the batch of mail, the postal authority may carry out checks on the batch of mail to ensure that the physical batch of mail corresponds to the listing of the mail items  30  in the ‘Full Announcement Message’, and, when the postal authority has checked the postage indicia on the mail items  30  in the batch of mail and is satisfied that the postage charge data meets the postal authority acceptance criteria, the postal authority sends an ‘Agreed Message’ to the mailer.  
     [0074] Information relating to the mail items  30  in each batch of mail is held in the database  50  of the computer  18  and the information in the database  50  is utilised in the generation of the messages described hereinbefore and sent by the mailer to the postal authority.  
     [0075] It will be appreciated that a number of different batches of mail may be at different stages in the announcement and induction phases. As such, it is desirable to be able easily to determine the stage reached by any batch of mail and to check that there has not been a failure in the communication of any of the messages.  
     [0076] Accordingly, when required by the operator, the computer  18  running the mail preparation program can display a message status screen, as illustrated in FIG. 6. In this embodiment the message status screen is tabular in form, having a plurality of cells arranged in columns, which columns relate respectively to each of the messages described hereinbefore, and in rows, which rows relate respectively to each batch of mail. Each column is provided with a column title identifying the mailing name assigned to a batch of mail. The cells of the message status screen normally have a background colour, for example, white, and, when a message has been sent by the mailer, the cell corresponding to that message and to the batch in respect of which the message has been sent is caused to assume a selected different colour, the selected colour being indicative of the status of that message.  
     [0077] When a message is sent by the mailer to the postal authority in respect of a batch of mail, the cell corresponding to that message and that batch is caused to assume a first colour, for example, green. When an acknowledgement of receipt of that message by the postal authority is received by the mailer from the postal authority, the cell is caused to assume a second colour, for example, blue.  
     [0078] In a preferred embodiment, a time-out function is provided by the computer  18 , whereby, after the sending of a message by the mailer, if an acknowledgement of that message is not received from the postal authority, or the postal authority has not agreed the message, within a predetermined period of time, the cell corresponding to that message is caused to assume a third colour, for example, red.  
     [0079] Accordingly, the operator of the system can easily determine the progress of the batches of mail by noting the colour of each cell in a row of cells relating to any selected batch of mail and also determine if there has been a failure in the communication or agreement in respect of any message relating to any of the batches of mail.  
     [0080] As illustrated in FIG. 6, the message status screen also includes columns of cells relating to the receipt of messages from the postal authority, namely the ‘Acknowledgement Induction Message’, the ‘Induction Acceptance Message’ and the ‘Agreed Message’. It will be appreciated that it is only necessary to indicate that these messages have been received from the postal authority, and hence the respective cells have either a background colour when no message has been received, or a different predetermined colour, for example, blue, when the message has been received. Thus, initially, in respect of a batch of mail which is intended to be prepared, but which has not been completed, the cell relating to the ‘Pre-Announcement Message’ will be green, and then turn blue when an acknowledgement of the ‘Pre-Announcement Message’ has been received. As the preparation and handling of the batch of mail proceeds, the cells in the row relating to a batch of mail progressively become blue. Accordingly, if all the cells of a row relating to a batch are blue, the operator can easily see that the batch has been successfully prepared, received by the postal authority and fully accepted by the postal authority. If any cell is red, the operator is alerted that there has been a failure in a communication with the postal authority. Also, the colour of cells in any row of cells provides an indication to the operator of the status of the mailing preparation.  
     [0081] Finally, it will be understood that the present invention has been described in its preferred embodiment and can be modified in many different ways without departing from the scope of the invention as defined by the appended claims.  
     [0082] For example, if the display  24  is monochrome, the status of the messages associated with the cells may be represented by different grey scale shades or by different hatching of the cells to enable the status of messages indicated by the respective cells to be distinguished and recognised by the operator.