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FAQs: USPS SCAN Forms

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IMPORTANT:

ShippingEasy will be converting our USPS postage provider to Stamps.com beginning in February. Learn more about our conversion process.

A USPS SCAN form, or Shipment Confirmation Acceptance Notice, is a single form containing a master barcode. The barcode links all the labels you have printed for packages that are ready for drop off or pick up service.

Why should I use a USPS SCAN form?

If you ship multiple packages a day, USPS SCAN forms will save you time. The USPS requires that each package is scanned into the mail stream. With the master barcode, all the packages can be scanned at once rather than one-by-one.

Which ShippingEasy subscriptions can create USPS SCAN forms?

The option to create a USPS SCAN form, from within ShippingEasy, is available to all paid plans: including Basic, Plus, Select, Premium, and Enterprise. Unfortunately, USPS SCAN forms are not available to Starter subscribers, from within ShippingEasy. Learn more about the features of each plan.

Any ShippingEasy subscriber with an USPS postage account can also create a USPS SCAN form by logging into your postage provider account. Learn more.

When do I create a USPS SCAN forms?

  1. After purchasing your labels for the day.

    While you can create multiple USPS SCAN forms each day, waiting until you finish processing your shipments makes for less paperwork.

  2. On or before a labels' ship dates.

    Only labels with a ship date on or after the day that you're creating the USPS SCAN form will be eligible to be included on a USPS SCAN form. This means that any labels with a ship date prior to SCAN form creation will not be eligible for inclusion on a SCAN form.

  3. Before your scheduled pick-up or drop-off time.

    You will need to have the USPS SCAN form in hand at package pick-up or drop-off.

    NOTE: In almost all cases, the USPS is no longer accepting shipments with the current date’s postmark by 9pm based on the ship from address time zone for the label. For customers who want to create SCAN forms at this late hour, the best approach is to postdate the shipments.

How do I create a USPS SCAN form?

Follow our step-by-step guide.

Once the SCAN form begins processing, it can take up to 10 minutes to complete. If there is any issue with completing the process, the SCAN form will attempt to re-process and the status will show "Retrying". If a SCAN form does not complete, the status will show "Failed".

Why are some of my shipments missing from the USPS SCAN form?

A count of shipments is displayed at the bottom of the USPS SCAN form page. If you are missing shipments, take a look at our troubleshooting guide.

NOTE: Amazon Prime shipments will not appear on your USPS SCAN forms.

Because Amazon does not provide an equivalent SCAN form feature for USPS shipments, all Amazon Prime shipments sent via USPS will not be listed on any SCAN form.

What do I do with the USPS SCAN form?

When dropping off your packages at the USPS Post Office or upon the carrier's arrival to pick up your packages, present the USPS SCAN form and included packages to the USPS Post Office clerk/carrier. Learn more.

Can a label be included on multiple USPS SCAN forms?

Once a label is on a USPS SCAN Form, it cannot be included on another USPS SCAN Form.

Can I create more than one USPS SCAN form in a day?

Yes! Learn more.

Why did I receive multiple USPS SCAN forms?

A unique USPS SCAN form will be created for each ship date and each ship from location.

If you ship from multiple locations, you'll need to generate a SCAN form for each Origin Zip code.

Also, you'll receive an additional USPS SCAN forms for each ship date selected. Learn how to filter your shipments before creating a USPS SCAN form.

Can I cancel a label once it's been included on a SCAN form?

Yes, but the label will need to be cancelled via your USPS postage account. Learn how to cancel a shipment that is included on a USPS SCAN form.

IMPORTANT: if you remove a package that appears on the SCAN form, USPS will not allow you to use the form and the postal service employee will need to scan each package individually.

 

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Related articles:

What is a USPS SCAN form and why is it useful?
How to: Create a USPS SCAN form
How to: Cancel a shipment that is included on a SCAN form
Can I create an End of Day form for FedEx or UPS shipments?


Comments

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  • Avatar
    Meredith Dyer Smith

    You guys are killing me!  I can't find where I can contact any one for help with a SCAN form.  According to the step-by-step instructions, the option to create a scan form should be on my shipment page or shipment history page.  IT ISN'T THERE!  The only way I have found that I can create a SCAN form is to go onto the postage company's page (what is it called endicia or something) and create the form there.  THIS IS VERY ANNOYING AND TIME CONSUMING.  What am I missing?  I can't figure it out and there's nowhere for me to ask a question.  Makes me want to use another shipping service.

     

  • Avatar
    Jennifer R. [ShippingEasy]

    Hello Meredith - Thank you for reaching out. I'm very sorry for the trouble that you've run into with the USPS SCAN form feature.

    After looking into your account, it appears that you are subscribed to the Starter plan. Unfortunately, USPS SCAN forms are not available on the Starter plan. This is a great plan for small businesses looking to control their costs (as the plan is free!) but we're also not able to offer every feature with this plan. You're welcome to learn more about this plan, and the benefits of upgrading, in the articles below:

    I have also taken this opportunity to update this article to make it clearer which plans have access to the USPS SCAN form feature. This includes the Basic plan, and all other paid subscriptions.

    One other great note that your raise is that USPS SCAN forms can be created from Endicia.com. We have steps to do so in the following guide:

  • Avatar
    Brock

    The system creates a different USPS scan sheet for each account. If I have to hand multiple sheets to the post office, they might as well scan each package individually. How can I change settings so that all the labels are included on one piece of paper?

  • Avatar
    Jacen P. [ShippingEasy]

    Hello Brock, and thanks for posting in our Support Center.

    While ShippingEasy does create separate SCAN forms for both your Endicia First Class and Endicia International & Expedited accounts, there will be only one bar code for USPS to scan for each form. 

    Unless you are also shipping from multiple locations, you're typically looking at a possible total of two bar codes that need to be scanned for each day, if you print your SCAN forms at the end of your shipment processing. USPS recognizes the need for those to be separated, so they shouldn't have a problem scanning two bar codes for one location, or possibly more if you are shipping from multiple locations.

  • Avatar
    Maryann Schule

    I have been having issues creating a usps scan form lately. It keeps popping up as failed with no rhyme or reason working some days and not others.  My mail carrier will not scan my stuff at all without this and packages have become missing. Is there something I am doing wrong? invalid stampstxid is the error I am getting. Please advise.

  • Avatar
    Melody H. [ShippingEasy]

    Hi Maryann,

    Thank you for your message!

    I recommend double checking the times that the SCAN forms are being created.  Keep in mind the 9pm cut off time.  If you receive an error in ShippingEasy, you could try generating the form directly on the labelserver site using the steps listed here (click on the Stamps.com option):  How to: Print a USPS SCAN form on Endicia.com

    If that doesn't do the trick then please reach out to us via email, phone, or chat using the links at the top of the app so we can troubleshoot further.  Thanks!




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