What is a USPS SCAN Form?

A SCAN (Shipment Confirmation Acceptance Notice) form simplifies the package drop-off process by allowing the Post Office to accept all your shipments with a single scan. This form consolidates multiple packages under one barcode, streamlining the often time-consuming process of individual package acceptance.

Why Use SCAN Forms?

Using SCAN forms can significantly enhance the efficiency of your shipping process. Without a SCAN form, each package must be individually scanned by postal staff, which can quickly add up in terms of time, especially if you're shipping multiple packages. For 10 packages, this could mean spending 5 to 10 minutes at the counter. In contrast, a SCAN form allows all packages to be accepted with just one scan, reducing this process to about 30 seconds. This not only saves time for you but also minimizes the chance of missed scans, ensuring every package receives an acceptance timestamp. The SCAN form provides a single, verifiable acceptance time for all your shipments, which can be crucial for tracking and record-keeping.

How SCAN Forms Work

Creating and using a SCAN form involves a straightforward process. You begin by generating shipping labels as you normally would for each package. At the end of your shipping day, you generate the SCAN form, which consolidates all your shipment data into one barcode. After printing the form, place it on top of your packages when dropping them off. The postal carrier will scan this single barcode, and all packages will be marked as accepted in the USPS system. This process streamlines package drop-off and ensures that all shipments are officially recognized by USPS.

Creating SCAN Forms with atoship

Using atoship to create SCAN forms is a simple process. First, complete all your order shipments for the day. Navigate to the "End of Day" section in your atoship account and click "Generate SCAN Form." Once generated, print the form and place it on top of your packages. This method ensures that your packages are efficiently processed and accepted by USPS, reducing the potential for errors or delays.

SCAN Form Limitations

While SCAN forms offer numerous advantages, there are some limitations to be aware of. SCAN forms can only include shipping labels generated on the same day; you cannot add labels from previous days. Additionally, SCAN forms are exclusive to USPS and cannot be used with other carriers like UPS or FedEx. The maximum number of packages that can be included on a SCAN form may vary depending on your location, so it's essential to check with your local post office. Finally, ensure that you generate the SCAN form before the scheduled pickup time to avoid any issues.

Carriers That Accept SCAN Forms

Not all carriers support SCAN forms, so it's important to know which ones do. USPS fully supports SCAN forms, making them an ideal option for consolidating shipments. Other carriers have similar alternatives: UPS uses an "End of Day Report," FedEx refers to it as "Close Shipments," and DHL operates with a "Manifest." Understanding these equivalents can help maintain efficiency across different shipping partners.

SCAN Form Best Practices

Generate Daily: Creating a SCAN form at the end of each shipping day ensures that all your packages are included and ready for acceptance.

Verify Package Count: Before printing the SCAN form, confirm that the number of packages on the form matches the number of shipments you have prepared. This prevents discrepancies and ensures accurate acceptance.

Keep a Copy: Always retain a copy of the SCAN form as it serves as proof of acceptance, which can be crucial if any issues arise later.

Use for Pickup: If you use a carrier pickup service, hand the SCAN form to the driver along with your packages. This guarantees that all shipments are accounted for.

Troubleshooting

Sometimes, you might encounter issues while using SCAN forms. If a label isn't appearing on your form, wait a few minutes and refresh the page. If you've already generated a SCAN form, you cannot add additional labels to it, so ensure all labels are finalized before creating the form. If the form shows the wrong date, you'll need to generate a new one. In the event of a lost form, print a duplicate to ensure your packages are still processed correctly.

Acceptance Scan Benefits

The acceptance scan associated with a SCAN form provides several important benefits. Once the carrier scans your form, all packages receive an "Accepted" status, and their tracking information is simultaneously updated. This scan also creates an official acceptance timestamp, which can be critical for record-keeping and serves as proof for insurance claims if necessary.

Who Should Use SCAN Forms?

SCAN forms are highly recommended for businesses shipping a moderate to large volume of packages. If you ship between 5 to 20 packages a day, using SCAN forms can significantly streamline your process and improve efficiency. For those shipping more than 20 packages daily, SCAN forms are essential to maintain organization and accuracy. Even if you're using a pickup service, a SCAN form is required to ensure all your shipments are processed correctly.

Generate SCAN forms free →