Quick guide
Prerequisites for use
Order statuses
Create an order template
Editing an order template
Deleting an order template
Create an order/advance order on the basis of an order template created
Advance order
Create an order/advance order without an order template
Editing information in the order
Adding new rows
Speed-up
Sending an order
Forwarding an order
Editing information in an order sent and canceling an unnecessary order
Deleting/canceling a row from an order
Print dispatch note
Printing an order
Transactions search
Products (adding products to the order or order template)
Adding additional services to products
Unsent lists
Searching for reports
Completing header information in an order
Completing row information in an order
Zones
Mailer company functions
What to do in exceptional situations

1 Quick guide to creating an order

This guide provides instructions on how companies can create an order under their customer number. If you need to create orders under the customer number of another company, see the separate instructions in the Mailer company functions section.

1. Select Create new order.

2. Go to the Products tab in the top left-hand corner.

3. Select the product group to which your items belong, e.g. Letter, Domestic. Move a product to the order by clicking the button at the end of the row. In this way, you can also add products from other product groups to the order.

4. Click the Update button and enter the correct quantity and weight in their respective rows in the order. Select the correct zone for your items. If the item weight has been entered correctly but the system gives an error message of the maximum product-specific weight being exceeded, you need to replace the specific product or send the item as a parcel with an address card (cannot be sent using the electronic mailing list).
By selecting AS (Additional services), you can add additional services to your product.
By clicking the drop-down menu at the beginning of each row, you can view additional information to which you can add code for Usage-field.
Click the Update button before saving or sending the order.

5. Once all of the products you will sent have been added to the order, click Final order. Print a dispatch note by clicking the Print Dispatch Note button, and click Print in the window that opens. The dispatch note is added to the items mailed.

 

6. Close the dispatch note window by clicking Close, and close the mailing list by clicking the Close button in the order.

If you are unable to print a dispatch note, you can write down the following information on a separate piece of paper and enclose it with your mailing batch.

o Order number

o Customer number under which the list was created

o Your contact information

If you encounter any problems, contact Itella Customer Service by calling +358 200 77000 or send e-mail to customercare@itella.com.

1 Prerequisites for use

The electronic mailing list system is Internet-based and requires an Internet connection with a browser which supports JavaScript. There may be slight differences in screens and functions depending on the browser used.
We recommend IE 8.0 or a later version. The use of the electronic mailing list is subject to a separate agreement with Itella.

A single order can only be opened by a single user, who can process only one order at a time.
The mailer company must furnish any transportation units mailed with a dispatch note containing the order number.

2 Electronic mailing list

2.1 Order statuses:

Open: An incomplete order which has been saved. Information contained in an open order can be edited.

Final order: An order which has been sent by clicking Final order button. Information contained in a final order can be edited with some preconditions.

Advance order: An order which has been opened at least 49 days before the mailing date indicated in the order. An advance order changes automatically to an open order 49 days before the mailing date indicated in the order. An advance order can only be sent after it has changed to an open order.

An advance order for Press Pro services is generally created using orders generated in PTP or the Itella Sorting Service. In other cases, advance orders are created following the instructions above.

Canceled: An order in which all rows have been canceled.

2.2 Order template

2.2.1 Create an order template

You can save the most used products, and related zones and info codes as an order template. Once the template has been created, you can use it to create an order.

  1. Select the New Order Template link.
  2. Select the Products function.
  3. Select the product group from which you wish to select products. The system opens all products belonging to the specific product group. By clicking the link in the product number, you can open a brief product description.
  4. Select products by clicking the shopping cart icon. Each click adds one row of the specific product to the order template.
  5. Click the Update button (in the bottom left-hand corner), after which you can select zones in the rows and add info codes.
  6. You can name the order template by entering a name in the Your Description field. You can later search for templates by name using the Transactions function.
  7. Save the order template by clicking Save at the bottom.
  8. The system displays a message indicating that the template has been saved.
  9. Click Close to exit the order template or click Return to continue editing the template.

2.2.2 Editing an order template

You can edit an order template after it has been opened using the Transactions function.

  1. Select the Transactions function.
  2. Select Order templates from the drop-down menu.
  3. Click OK and select a template from search results by clicking the template number.
  4. Once the order template has opened, click Change.
  5. Add or delete any information. You can remove unnecessary rows by ticking the Cancel check box at the end of the row and clicking the Update button.
  6. Save your changes by clicking Save.

2.2.3 Deleting an order template

If an order template becomes unnecessary, you can delete it as follows.

  1. Select the Transactions function.
  2. Select Order templates from the drop-down menu.
  3. Select a search criterion, if required.
  4. Click OK and the system will retrieve all order templates that meet the search terms. You can delete the template by clicking the Recycle bin (delete) icon at the end of the row.

2.2.4 Create an order/advance order on the basis of an order template created

You can create an order or an advance order using a previously created order template. Select an order template and change its information according to the mailing batch to be sent.

If PTP and the Itella Sorting Service are used, orders are generated automatically, in which case the steps below do not need to be completed.

  1. Select Create new Order on the basis of an order template.
  2. Select an order template by clicking its number.
  3. Enter the mailing date in the order if it differs from the default mailing date. If required, enter any additional information along with the Your reference, publication issue number and date of issue, and select an invoicing address number from the drop-down menu.
  4. Enter quantities, zones, weight data and other information required in the rows (e.g. usage in additional row information), together with any additional services.
  5. If the order template contains products that are not mailed at this time, delete them by ticking the white check box at the end of the row (Cancel column) and clicking Update.
  6. Accept the order by clicking Final Order. The system verifies that the order has been accepted. If you do not wish to send the order at once, click Save. By selecting Save or Final order, you will access a screen where you can print a dispatch note. The dispatch note is added to the mailing batch. If required, you can return to edit the order by clicking Return. Click Close to exit the order.
  7. Ready orders must be sent immediately.
  8. Remember to enclose dispatch note with the mailing batches.

2.3 Order/advance order

2.3.1 Advance order

An advance order is an order which is opened in the system at least 49 days (7 weeks) before the intended mailing date. An advance order for Press Pro services is generally created in PTP. Through the advance order, Itella receives information about future mailing batches. Using advance information a high-quality service is ensured.
The advance order indicates the mailing date, product, quantity and weight data. Check also that the acceptance location is correct. The status of an advance order is automatically changed to an open order when there are fewer than 49 days left until the mailing date.

Advance orders, or orders when the mailing date is approaching, must be updated whenever there are changes in information, such as to mailing dates and places, quantities changed by more than10% or weight by more than 25%.

If the original mailing date of an advance order is later changed to be earlier so that there are fewer than 49 days between the creation date of the advance order and the new mailing date, the order is no longer an advance order.

An advance order can only be sent after it has changed to an open order.

2.3.2 Create an order/advance order without an order template

You can alsocreate an order or an advance order without a previously created order template. There are two options.

Option 1

  1. Select Create new order.
  2. Select the Products function.
  3. Select a product group, from which you wish to select products. The system opens all products belonging to the specific product group. By clicking the link in the product number, you can open a brief product description.
  4. Select products by clicking the shopping cart icon. Each click adds one row of the specific product to the order.
  5. Click the Update button in the order (in the bottom left-hand corner).
  6. Check and enter the header and row data in the order, and add the fields that open behind the Item column (the button at the beginning of the row). You can add additional services to the product by clicking button in AS field
  7. Click Update and accept the order by clicking Final order. The system verifies that the order has been accepted. If you do not wish to send the order at once as Final order, click Save. By selecting Save or Final order, you will access a screen where you can print a Dispatch note. The Dispatch note is added to the mailing batch. If required, you can return to edit the order by clicking Return.
  8. Click Close to exit the order.
  9. Ready orders must be sent immediately.
  10. Remember to enclose dispatch note with the mailing batches.

Option 2

  1. Select Create new order.
  2. Enter the product numbers of your desired products in the Product fields and add quantities in the order.
  3. Click the Update button in the order. By clicking the link in the product name, you can open a brief product description.
  4. Check and enter the header and row data in the order, and add the fields that open behind the Item column. You can add additional services to the product by clicking button in AS field.
  5. Click Update and accept the order by clicking Final order. The system verifies that the order has been accepted. If you do not wish to send the order at once, click Save. By selecting Save or Final order, you will access a screen where you can print a dispatch note. The dispatch note is added to the mailing batch. If required, you can return to edit the order by clicking Return.
  6. Click Close to exit the order.
  7. Ready orders must be sent immediately.
  8. Remember to enclose dispatch note with the mailing batches.

2.3.3 Editing information in the order

  1. Select the Transactions function and select order or advance order to be edited. Click the number to open the order on screen. You can select a transaction for editing in the History section (on the right-hand side) by clicking a specific transaction.
  2. Click the Change button to edit the order.
  3. Make your changes in the order.
  4. Click the Update button in the order.
  5. Accept the order by clicking Final order. The system verifies that the order has been accepted.
    If you do not wish to send the order at once, click Save. By selecting Save or Final order, you will access a screen where you can print a dispatch note. The dispatch note is added to the mailing batch. If required, you can return to edit the order by clicking Return.
  6. Click Close to exit the order.
  7. Ready orders must be sent immediately.
  8. Remember to enclose dispatch note with the mailing batches.

2.3.4 Adding new rows

You can add new empty rows to an order/advance order or an order template to add all of the products required.

  1. Select the number of rows to be added from the drop-down menu at the bottom.
  2. Click the Update button next to the drop-down menu.

2.3.5 Speed-up

If part of the mailing batch needs to be expedited, add a new row and select a faster product. Change the mailing date at the header level. Remove the expedited part from the original row. Cancel the entire original row only if the entire batch needs to be expedited.

The Press Basic product can be expedited by selecting the Press Basic, Speed-up additional product (12842).

2.3.6 Sending an order

Once all of the information required for the order has been completed, it must be sent immediately after mailing. The order can be sent by clicking Final order. After sending, the status of the order is Final order.

2.3.7 Forwarding an order

An advance order and an open order can be forwarded to another mailing company for completion. In this case, tick the Allow pickup check box in the Header section. The mailer company to which the order/advance order is forwarded must be provided with the customer number and the order/advance order number.

2.4 Editing information in an order sent and canceling an unnecessary order

If you have completed an order (Final order status) and notice an error or if you have created an unnecessary order which you wish to cancel, send e-mail to customercare@itella.com. Indicate the number of the order to be corrected/canceled and the reason for the correction/cancelation in your message. If the order has been replaced by another order, indicate the number of the replacing order. Notice that if there is Change-button in the order it can be edited.

2.5 Deleting/canceling a row from an order

You can delete rows from the order before saving or sending the order. Delete a row by ticking the check box at the end of the row and clicking Update. The deleted row is removed from the order. If you have already saved the order, you can delete rows by ticking the check box in the Cancel column and clicking Update. The row data remains visible but the row is no longer active. The information contained in the canceled row is not entered in the invoice.

2.6 Print dispatch note

In order to print a dispatch note for an order/advance order, at least one row must be saved in the order/advance order. When the order is saved or sent, the system allows you to print a dispatch note.

  1. Save or send the order.
  2. Select the Print dispatch note function.
  3. Update the Dispatch note field (transportation unit), if required.
  4. Print the dispatch note by clicking Print. All transportation units sent to Itella must contain a dispatch note for the specific batch.
  5. Close the window.

2.7 Printing an order

You can print an order/advance order on paper. Once you have saved or sent your order the system verifies your action. On this screen, you can print the order/advance order by clicking Print.

2.8 Transactions search

With this function, you can view a list of orders and order templates saved in the system. The list displays the number of the order or order template. By clicking the number, you can open the order or order template. You can make your search more specific by completing all or some of the fields displayed. If your ID enables the Mailer company function, select a customer from the customer list whose orders/order templates you wish to search.

  1. Select the Transactions function at the top of the screen.
  2. Select whether you wish to search for orders or order templates from the drop-down menu.
  3. Select the status of the orders searched from the Status menu.
  4. You can specify your search by entering the order number, Your reference or Your description in the relevant field.
  5. You can enter a date range if you wish to search for orders over a specific period.
  6. Click Search. A list of orders or order templates that meet the search terms will be displayed.
  7. Click a transaction number to view or process the order or order template.

2.9 Products (adding products to the order or order template)

The Products function allows you to search for products from different product groups. You can also search by product name or part of the name. When searching by name or its part use asterisks (*) on both sides of the word. You can add the products found to the order or order template.

  1. Open an order template or create a new order /advance order.
  2. Select the Products function.
  3. From the Product group menu, select a product group and wait until the system opens its products. If you search for products by their names, enter the name of a product or its part in the empty field and click Go.
  4. By clicking the shopping cart icon at the end of the row, you can add products to the order or order template.
  5. Finally, click the Update button in the order/advance order or order template.

2.10 Adding additional services to products

By clicking the icon (AS column) in the order row, the system displays the additional services available for the specific product. Select the additional services required and click Update. The additional services are displayed in the row. Enter the quantity and weight of the items included in the additional services.

2.11 Unsent lists

If orders have remained unsent, they must be sent immediately. Unsent orders are in the Open status and their mailing date has passed. You can search for orders with the Open status using the Transactions function. Select the Transactions function.

1. Select Open as the order status.

  1. Enter the mailing date period.
  2. Select the Search function.
  3. You can open the orders by clicking the order number and the Change button.
  4. Make sure that all information is correct, and send the orders by clicking Final order.

2.12 Searching for reports

You can search for reports on orders created. Orders created by others are also displayed in the report when your company’s customer number has been used. You can save a report in Excel and edit it as required.

  1. Click Reports.
  2. Select the intended report.

Information can be transferred to Excel as follows.

  1. Right-click on a report and select Select all (Ctrl+A).
  2. Right-click on a report and select Copy (Ctrl+C).
  3. Open Excel and paste the information.
  4. You can edit the spreadsheet as required.

3 Information in the order

3.1 Completing header information in an order

Mailing date: When an order is opened, the system enters the creation date automatically in the Mailing date field. The mailing date can be changed, if required. However, the mailing date cannot be earlier than the mailing list’s creation date. The button on the right side of the field opens a calendar, from which you can select the mailing date. The current date is displayed by default, and it can be selected directly by clicking Accept.

Date of issue: The system enters the date of issue automatically when publication products have been entered in the order. You need to change the date of issue according to mailing information. The date of issue can only be entered for publication products.

Your description: The Your description is intended for the mailer company’s use. The search key can be used to search for orders or templates afterwards. The search key is not included in the invoice.

Your reference The Your reference is intended for the mailer company’s use. The field can be used to search for orders afterwards. The Your reference is not included in the invoice but it is displayed in the invoice report.

Publication issue number.: The publication issue number is entered when publication products have been entered in the order. The publication issue number is entered in the first field, and a letter specifier is entered in the second field, if required (e.g. B-number). The latter part is dedicated to double issues.

Invoice address: The invoice address numbers that have been agreed upon between Itella and a customer designated as the payer can only be selected in the menu. The mailer company cannot add new invoice addresses or change those already existing in the menu.

Comments: The mailer company’s additional information or information intended for Itella’s reception can be entered in this field. The Comments is not included in the invoice.

Allow pickup: By ticking this check box, the order/advance order can be forwarded to another mailer company for completion. The other mailer company must be notified of the number of the order/advance order, together with its customer number, so that the other mailer company can open the order/advance order on its screen.

g/item: By entering the intended unit weight in this field and clicking Update, the unit weight entered is updated in all rows in the order. The function is mainly intended for publication products. If the unit weight in some rows differs from the weight in other rows (e.g. publications mailed abroad), the weight must be corrected directly in these rows. If publication bundle items are entered in the list, only the total bundle weight is to be indicated.

Acceptance location: By default, this field displays the receiving acceptance location specified in the customer’s basic information. If the items are delivered to another location, select the correct acceptance location from the menu.

3.2 Completing row information in an order

Rows: This field displays the row number. Through the arrow button in front of the row, you can open additional row information, containing the Usage, Sort and Delivery ID fields. The delivery ID is only visible for publications.

Product: The code is added to the row after the shopping cart icon has been clicked in the Products function. The code can also be entered manually, after which the product can be entered in the row.

AS (Additional services): If additional services can be linked with the product displayed in the row, this column contains an icon. By clicking the icon, you can view and select the additional services available for the product.

Description: No information can be entered manually in this field. The system displays the product name selected for the row.

Zone: Select the target area for the items entered in the row from the drop-down menu.

Quantity: Enter the number of items in the specific row. If publication bundles are mailed, enter the total number of bundles in the field.

Unit Weight (g): Enter the weight of a single item in the row. Itella Small items are entered in the order per weight category.

Total weight (kg): Enter the total weight of items in the row.

Info code: Using the Info code field enables invoice itemization according to information codes. The maximum length of the info code is 15 characters (numbers and/or letters).

Usage: The use of this field needs to be agreed upon separately with Itella. Itella’s contact person provides more detailed information if the field needs to be used.

Sort: The level of sorting for mailed items agreed upon between the mailer company and Itella.

Delivery ID: The delivery ID is used in orders when the products agreed upon are delivered using Itella’s contract-based deliveries (i.e. product numbers 1018 early-morning delivery, 1020 other delivery service, 1021 Saturday delivery, 1022 Sunday delivery, as well as advertisement and marketing items delivered through the publication’s contract-based deliveries). The delivery ID serves to separate geographical delivery areas from one another.

Rows can only be removed from orders in the Open status if they have not been saved. Delete a row by ticking the check box at the end of the row to activate the row and clicking Update.

If the order has been saved, the row data remains visible but the row is no longer active. The information contained in the canceled row is not entered in the invoice.

3.3 Zones

Tax zones for letter items
FI

Continent of Finland

 

AH

Åland

 

NOT

Exempt from VAT

CASH ON DELIVERY

FIA

Continent of Finland A

 

FIB

Continent of Finland B

 

FIC

Continent of Finland C

 

EU

All EU countries

 

EU2

All non-EU European countries

 

MUU

All other countries

 

 

 

Tax zones for publication products

FI

Continent of Finland

AH

Åland

FI1

Continent of Finland 1

FI2

Continent of Finland 2

AH1

Åland 1

AH2

Åland 2

EU

All EU countries

EU2

All non- EU European countries

MUU

Other continents

SE

Sweden

 

 

 

 

3.3.1 Tax zones for onward transport

Onward transport

Further delivery refers to the delivery of an item sent to Finland inside Finland. The delivery is continued immediately inside Finland after the item has been received in Finland. Processing items to better suit the Itella network does not break the delivery chain, but the storage of items does.

Letter services

F03

Finland EU onward transport

F04

Finland non-EU onward transport

E03

Finland EU onward transport

E04

Finland non-EU onward transport

F3A

Continent of Finland A, EU onward transport

F3B

Continent of Finland B, EU onward transport

F3C

Continent of Finland C, EU onward transport

F4A

Continent of Finland A, non-EU onward transport

F4B

Continent of Finland B, non-EU onward transport

F4C

Continent of Finland C, non-EU onward transport

 

Publication services

F03

Finland EU onward transport

F04

Finland non-EU onward transport

F13

Continent of Finland 1 EU onward transport

F14

Continent of Finland 2 non-EU onward transport

F23

Continent of Finland 1 EU onward transport

F24

Continent of Finland 2 non-EU onward transport

 

4 Mailer company functions

These functions are only available for those whose IDs cover the Mailer company function.

4.1.1 Adding a new customer number and customer

With this function, you can maintain the customer numbers of your customers.

  1. Click the Customers link at the top of the screen.
  2. Enter the customer’s customer number in the topmost Customer number field.
  3. Click Add. The system indicates that the customer has been added to the customer list.

4.1.2 Deleting a customer number and customer

If a customer number saved in the customer list becomes unnecessary, you can delete it from the list.

  1. Click the Customers link at the top of the screen.
  2. Search for the customer to be deleted by customer number or name (tick the check box in front of the field and click Go).
  3. In the customer list, click the Delete icon next to the row which contains the customer to be deleted.
  4. The system verifies that the customer has been deleted. Click OK to remove the customer number from the list.

4.1.3 Selecting a customer for an order/advance order or an order template

A customer must be selected through the Customers function before an order/advance order or an order template can be created.

  1. Click the Customers link at the top of the screen.
  2. Search for the customer to be selected by customer number or name (tick the check box in front of the field and click Go).
  3. Click the Add icon in the right-hand side of the customer list next to the row which contains the customer to be deleted.
  4. The system indicates thatthe customer has been changed. Click OK to remove the message.

The name of the selected customer is displayed at the top of the screen. Then, create an order or order template for the selected customer following the specific instructions.

4.1.4 Searching for orders, order templates or advance order by customer

You can search for previously created orders or advance orders by customer. Select Orders and the intended status from the Status section. Add a customer number and mailing date (search criterion options in the drop-down menu), and start the search.
You can also search for orders by Your reference by selecting Your reference number as the value in the ID Type field and entering the order’s Your reference number in the ID field.
By selecting Product ID as the value in the ID Type field and entering the product code in the ID field, you can search for orders that contain the specific product.

You can search for previously created order templates by customer. Select Order templates, enter the customer number in the Customer no. field and start the search. You can specify the search by entering the name of the template in the Your description field.
By selecting Product code as the value in the ID Type field and entering the product code in the ID field, you can search for order templates that contain the specific product.

4.1.5 Searching for all orders with the Open status at once

You can search for all orders prepared for different customers and with the Open status at once. Select Orders and the Open status in the Transactions function. You can search over a maximum period of one month. Change the date range, if required.

4.1.6 Searching for an order by order number

You can search for your orders by order number. Select Orders and the order status in the Transactions function. Enter the customer number and mailing date (search criterion options in the drop-down menu), and click Go.

4.1.7 Searching for an order/advance order transferred to a mailer company

You can search for an order/advance order created by another company if the Allow pickup check box is ticked. Select Orders in the Transactions function and the order status from the Status drop-down menu. Enter the customer number, mailing date (search criterion options in the drop-down menu) and order number, and click Go.

5 What to do in exceptional situations

5.1 Error in the system

If you are unable to access the system due to e.g. faulty data connections, you can use printed mailing lists. Therefore, you should keep some printed lists in stock. For handling printed lists, Itella charges a fee pursuant to its price list, apart from situations where the system has been unavailable for reasons caused by Itella.
Printable mailing list: https://ohjelmat.posti.fi/Latu/Home/En

5.2 Itella’s corrections to orders

If Itella’s reception has added or corrected order information, these additions and corrections are displayed in a red font type once the order has been transferred from Itella’s reception to invoicing.

5.3 Support for problem situations

If you encounter problems when completing orders, send an e-mail to customercare@itella.com. Alternatively, you can call +358 200 77000 for help in Finnish or English, or +358 200 7500 for help in Swedish.

If you have misplaced or forgotten your user ID and password, contact your company’s main user. If the main user ID is misplaced or forgotten, send e-mail to customercare@itella.com.