How to complete the eBDN

As discussed elsewhere in this document three eBDN lodgement options are provided: Fax EMail Internet based eBDN Instructions on how to complete the eBDN is exactly the same for all three options, however the Fax and eMail templates make provision for a sales order number that has to be completed by you after confirmation is received from the capturing bulk mail hub. In the case of the Internet based eBDN the system will generate this number and automatically display it to you. Note: All faxed, emailed and Internet based completed eBDN's must indicate a valid order number. Failure to indicate the sales order number on the faxed and e-mailed eBDN's will result in the lodgement not being accepted at the bulk mail counter. The responsibility lies with you (our customer) to indicate the order number on the faxed and e-mailed copies of the eBDN. The eBDN capture screen for fax and e-mail is the same; however an order number field for the fax and e-mail option is included in the fax option. The eBDN will automatically generate a sales order number whereas with the fax or e-mail option the data capturing clerk will inform you of the sales order number. You are required to complete this field upon receipt of your order number from the data capturing clerk. All fields are applicable to the fax, e-mail and Internet based eBDN systems unless indicated otherwise. Field No. Description Capturing instruction 1 Office code Click on the drop down list and select the mail centre were you would deliver you consignment 2 Order date Internet based eBDN: The field defaults to the current date. Fax and e-mail eBDN: Please enter the current date 3 Mailing house A "mailing house" is defined as a company that mails on behalf of another company/originator of mail. Please refer to Capturing Options below. 4 Direct customer A "direct customer" is defined as a company that mails on behalf of itself. Please refer to Capturing Options below. 5 Order payee The "order payee" is defined as the customer that pays for the mailing. Please refer to Capturing Options below. 6 Capturing options Allowed combinations: If the mail house mails on behalf of another company/originator of the mail and the mail house pays for the mailing , the following account combinations should be completed in the fields provided on the capture screen: Mail house field (the account number of the originator of the mail) and Order payee field (the account number of the mail house) If the mail house mails on behalf of another company/originator of the mail and the originator of the mail pays for the mailing, the following account combinations should be completed in the fields provided on the capture screen: Mail house field (the account number of the mail house) Order payee field (the account number of the originator of the mail) If the mail house mails for themselves or mails on behalf of a third party that does not have an account with the Post Office, the mail house's account number must be entered in the direct customer field as well as the order payee field. If a customer mails for themselves the customer's account number, as issued by the Post Office, must be entered in the direct customer field as well as the order payee field. 7 No of trays/pallets/bags Enter the number of trays/pallets or bags per consignment 8 Deliver date Please indicate the date you would like to deliver your consignment on (format example: 20040101). 9 Delivery time Please indicate the time you would like to bring in your consignment. (format example: 1600 for four o'clock). 10 Customer reference Please indicate you own internal reference number - if any. This could be a work ticket number, job number etc. The allowed number of characters are 12 11 Certificate number If applicable to you please enter your PAMMS certificate number 12 Contact telephone number Please enter your contact telephone number 13 EMail address (one) Please enter your email address that would be used to inform you of any non conformances. 14 EMail address (two) Please enter a second email address that would be used to inform you of any non conformances. 15 Row number This field indicates the row number 16 Product code Please enter the applicable product code as indicated in the bulk mail guide. (Example: OS for Ordinary Mail standard) 17 Mass (grams) Enter the mass in grams if it is a mass product. (Example: Product code - ONS and Mass (Grams) - 1000) 18 Number Items Enter the number of items per product code per consignment. (Example: Product code - OS - Mass (Grams) N/A and number items - 1000) 19 Unit rate This field is system driven and defaults in. 20 Rebate code Please enter the applicable rebate code as indicated in the bulk mail guide or on the eBDN website. The applicable rebate code as indicated in the bulk mail guide. (Example: Product code - OS - Mass (Grams) N/A - Number items - 1000 and rebate code - UC for Optical read) 21 Total This field is system driven and defaults in. 22 Country code Please enter the applicable country code as indicated in the bulk mail guide or the eBDN website. This field is used only if international product codes are used. (Example: US for United States of America 23 Insurance value Please enter the applicable insurance value for the specific product. ( Example: 100.00) 24 Ins code Insurance code. Enter the applicable insurance code as indicated in the bulk mail guide or the eBDN website. (Example: Product code - IPRC - Mass (Grams) - 1000 - Number items - 1 - Insurance value - 760.00 - Ins code - M for 2% of the insurance value on domestic parcels). 25 Added value Please enter the added value code as indicated in the product guide or on the eBDN website. (Example: Product code - IPRC - Mass (Grams) - 1000 - Number items - 1 - Insurance value - 760.00 - Ins code - M - added value - D cash on delivery (parcels domestic) ). 26 Total charge This field is system driven and defaults in once the eBDN is calculated. 27 Total This row indicates the total of all calculated tariffs once the calculate button is clicked. 28 Free text area Free text can be entered here. This information will not appear on the sales order confirmation and is purely for your own use. 29 Calculate After completing all the required fields click on CALCULATE to get a price. 30 Post After confirming the price click on POST to generate an electronic sales order confirmation. You will be directed to the electronic sales order confirmation which must be printed off (at least two copies). Please refer to eBDN Confirmation Page Examples 31 Clear Clicking on this button clears all entries 32 Main Menu Clicking this button allows you to return to the main menu 33 Sales order number Customers on the fax or e-mail option is required to obtain the sales order number from the data capturing clerk at the nearest mail center and enter it in here before bringing the mail to the Post Office. Posting the eBDN (internet based) Upon posting the eBDN (Internet based option) all error messages are displayed in the bottom left hand corner. Should you not be able to rectify the problem, please contact our IT Support Desk on 08600 123 711 and be sure to quote the exact error message. Should the eBDN be completed correctly the eBDN confirmation page will be displayed (see picture below). eBDN Confirmation Page - Internet option The duly authorised representative of the company lodging the mail must sign and date the eBDN (Customer authorisation name, signature, date and time). The driver taking receipt of the goods and delivering them to the post office is required to sign and date the eBDN (Driver confirmation name, signature, date and time) Upon receipt, the bulk mail acceptance officer will acknowledge receipt of the consignment and date and time stamp the eBDN (Delivery accepted, Salary reference number and Name, signature, date and time). Printing the eBDN (internet option) You are required to print at least two copies of the electronic sales order confirmation. Both must be signed by a duly authorized company representative and must accompany the consignment Click on File, Print, select the number of copies you wish to print off and click "OK" Printing the eBDN (fax and e-mail options) You are required to print at least two copies of the electronic sales order confirmation. Both must be signed by a duly authorized company representative and must accompany the consignment Click on File, Print, select the number of copies you wish to print off and click "OK" eBDN Confirmation Page - Fax and eMail Options Printing the eBDN (fax and e-mail options) You are required to print at least two copies of the electronic sales order confirmation. Both must be signed by a duly authorized company representative and must accompany the consignment Click on File, Print, select the number of copies you wish to print off and click "OK" Printing the eBDN You are required to print at least two copies of the electronic sales order confirmation. Both must be signed by a duly authorized company representative and must accompany the consignment Click on File, Print, select the number of copies you wish to print off and click "OK" Upon printing the eBDN the duly authorised representative of the company lodging the mail must sign and date the eBDN (Customer authorisation name, signature, date and time). The driver taking receipt of the goods and delivering them to the post office is required to sign and date the eBDN (Driver confirmation name, signature, date and time) Upon receipt, the bulk mail acceptance officer will acknowledge receipt of the consignment and date and time stamp the eBDN (Delivery accepted, Salary reference number and Name, signature, date and time).

« Back	|	Next »
( Page 48 )