Before beginning this procedure be sure you are familiar with the data fields of the V.P.S. cancellation record. Information about the cancellation record can be found by clicking here. Also,you might want to print this page for reference as you go through the various steps.

Adding a new record to the cancellation list is a three step process:

1. Scan and crop the postmark image, saving it as a jpg file on your local computer. It is recommended that the photo image be created with 300 dpi or higher resolution and show only the postmark being described. The file extension name must have a lower case “jpg” letters (example – myfile.jpg).
2. Enter the cancelation description text using instruction steps listed below.
3. Upload cancellation photo image using instruction steps listed below.

Entering Cancellation Text

1. Click on the “Create New Entry” button located on the top of the Cancellation Research Project screen. The “Record Creation” screen will then appear.
2. Key each field. Except for the year field, any one or of the more data fields can remain empty.
3. After all of the desired data fields have been entered press the “Create” button. The record will then be added to the Cancellation Database and the Cancellation Research Project screen will return.
4. Locate the record you entered on the Cancellation Research Project screen and verify your work. Should you need to make corrections to the cancellation record after returning to the Cancellation Research Project screen use the click on the “Update” button found in the Action column on the right side of the record. This will bring up a record update screen on which you can make adjustment to the data previously entered.

Uploading The Cancellation Photo Image

1. Click on the “Photo” button located on the left side of the Cancellation Record for which the cancelation photo image is to be uploaded. The “VPS Cancellation Image Upload” screen will then appear.
2. Click on the “Update” button found in the record Action column on the right side of the record data. The Image Upload screen will appear.
3. Click on the “Browse” button and the file search screen will appear.
4. Locate the name of your cancellation photo image and click on it. This will put the file name in the selection box, then click on the “Open” button. Program control will return to the Upload screen.
5. Click on the Upload button. Your image file will be uploaded to the V.P.S. cancelation image file and it appear on the “upload” screen. The program renames your file to the proper name to insure that there is no duplication of cancelation files names and updates the cancellation record with the new file name.
6. Click on the “Return” button in the upper right corner of the upload screen to return to the Cancellation Research Project screen.