Quick guide
Prerequisites for use
Introduction
Order
Data in an order
Order template
How to save an order
How to send a printing template to the producer
How to delete a row from the order
How to act in exceptional situations
Support for problem situations
Contact details of producers

Quick guide to create an order for Pre-Paid Envelopes

These instructions show corporate customers how to create an order for Pre-Paid Envelopes.

Create a new order by clicking on Product Catalog link

Select producer by clicking one of the names of the producers.

List of products appear which belongs Product catalog of the selected Producer. Click shopping cart icon in order to select one product. If you want to order several products in the same time select checkbox available against product and click on and accept your selection by clicking on ‘Transfer Selection’ button.

Select ‘Order’ radio button and click on ‘Create’ button.

Products are added to the Order page but you are returned to the Product catalog. In order to get to the order page Click on the green button ‘2 item(s)’ available in Menu bar

System has populated the Quantity-field by default. Check the quantities and correct them if necessary. Order page appears with error message. Click on the wrench icon in order to select additional features to the product.

Configuration screen appears. Maintain values and click on ‘Accept’ button

Send the order to the producer by clicking the button Send

By clicking the producer's e-mail address, you can send the model of the envelopes to be printed to the producer.


1. Prerequisites for use

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

2. Introduction

In the upper part of the Pre-paid envelope shop there is menu bar with buttons. By clicking the button you will have access to the function.

2.1 My Transactions (searching for transactions)

You can search for orders or order templates by using different search criteria in the Transactions tab. The result is shown as a list. You can go to the Transaction tab by clicking My Transactions button in the menu bar.

In this screen there are also links by which you can create orders or order templates.

The fields for searching for orders or order templates in the Transaction tab:

Search for
You can search for orders or order templates Status:You can search orders by the status of the order.

Any: All orders Open: An incomplete order which has been saved but not sent to the envelope producer. The producer cannot see the order. Changes can be made to the order in open status.

Final Order: An order sent to the envelope producer. The customer can no longer make changes to the order. The producer can change the order upon the customer’s request. A single order can only be directed to one envelope producer. A single order can be used to order several products from the specific producer.

In process: An order which the producer has processed. The order is displayed to the customer in read-only format. The customer can no longer make changes to the order.

Sent for Invoicing: An order which the envelope producer has approved for invoicing. The producer or customer can no longer make changes to the order.

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


Creation date: Creation date is the moment when the order is created and saved for the first time. It is possible to search for orders over different periods.

ID Type: By selecting ID type and by entering value in the ID-field which corresponds to ID type you can search for orders or order templates.

ID type “Transaction” requires the ID number of the order or the order template.

Your description: You can use the field in order to give name to the order/order template and use the name searching for transactions.

2.2 Product catalog

By the link Product catalog you can go to the screen which contains all the product catalogs of the different producers. The product catalog can be opened by clicking producer´s name under the headline “Products”

2.3 Transaction in Process

The button in the menu bar tells what is happening in the transaction. By clicking on the button you can return to the front page or to the order. The screen contains Transactions tab where you can search for orders and links for creating orders/order templates.

Contact

By clicking on the button Contact a new window will be opened showing the Contact details of Posti Corporate Customer Service.

Help

By clicking on the button Help a new window will be opened showing the links for the user´s manuals.

3. Order

3.1 Create a new order

 

1. Click on the Product Cataloq link in the middle of the screen or click on the Product catalog button in the menu bar in order to view the catalogs. Under the headline Products there are all the available producers. Select the producer. By clicking on the producer´s name the product catalog will be visible. A single order can only be directed at one producer. A single order can be used to order several products from the specific producer.

2. There is two way to add products into the order:

a. Click on the shopping cart symbol.

b. If you order several products in the same time click on the choice boxes for the specific products on the left side and accept your decision by clicking on button Transfer Selection at bottom of the screen.

3. Accept the default selection Order on the screen and click on button Create. The product has now transferred into the order. The green button in the menu bar indicates the number of items in the order.

4. In this stage you can add more products into the order by repeating point 2 or you can proceed ordering by clicking on the green button in the menu bar.

5. Click on the green button and you will be in the screen where it is possible to change the order.

6. Select correct delivery address and invoicing address and enter quantities for the products. You can also use the info code field in order to transfer the specific information into the Invoice. Use Comments field if you have additional information to your producer. The system will automatically populate the quantity field by minimum value allowed for the product if it is not entered by user.

7. Add the additional features (e.g. colors) for the products by clicking on the wrench icon which you can find in the description field after the name of the product. Add your choices in the screen and click on Accept button in order to save your selection and to return to the order.

8. If necessary you can add more products into the order by clicking on Product Catalog button in the menu bar.

9. If the order is ready but changes will be possible later on you can save the order by clicking first Update and then Save button. If you like to send the order to the producer click on Send button.

10. In the confirmation page there is link to the producer´s email address visible. By clicking on the link you can send your model of the envelope to the producer by email. It is possible to return from the confirmation page to the order by clicking Return button. The order can be changed if it is in open status. If there will not be any changes to the order you can send it to the producer by clicking Send button.

11. Click on Close button in order to exit the order.

3.2 How to change an order

1. Select My Transaction in the menu bar and then select Transactions tab which is on the left side. Search for the order you want to change. Click on the transaction number and the order will be visible on the screen. By clicking on the transaction number in the History section the order will also be visible.

2. Click on change button and you will be able to change the order. It is possible to change only those orders which are in open status.

3. Do the changes required to the order.

4. If necessary you can also add new products into the order by clicking on Product catalog button in the menu bar. Select the same producer which is already mentioned in the order because a single order can only be directed to one producer.

5. Add more products into the order by clicking shopping cart icon. Every click adds one item into the order.

6. By clicking the green button in the menu bar you can transfer to the screen where you are able to change the order.

7. Enter the required information as quantity and additional features for the product you added into the order. The system checks the quantity and changes it if too low value is entered by the user.

8. If the order is ready but changes will be possible later on you can save the order by clicking first Update and then Save button.If you like to send the order to the producer click on Send button.

9. In the confirmation page there is link to the producer´s email address visible. By clicking on the link you can send your model of the envelope to the producer by email. It is possible to return from the confirmation page to the order by clicking Return button. The order can be changed if it is in open status. If there will not be any changes to the order you can send it to the producer by clicking Send button.

10. Click on Close button in order to exit the order.

4. Data in an order

4.1 Header data in an order

Customer (number: The system displays the name and customer number of the customer for which the order has been placed.

Delivery address: The delivery addresses that have been agreed upon between Posti and the customer can be selected in the menu If you need to add row-level delivery addresses, enter them in the additional information fields at the row or header level.

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

Producer name: The system displays the envelope producer to which the order is to be sent.

Comments: In this field, you can enter additional order information intended for the customer or producer. The additional information is not included in the invoice.

Your description: This field is intended for the customer’s use. It can be used to search for orders. Your description is not included in the invoice.

User Status: The system displays the status of the specific order. It can be used to search for orders or order templates.

Customer Order Number: This field is intended for the customer´s use. It can be used to search for orders or order templates. Customer order number is not included in the invoice.

4.2 Row data in an order

Item: The system displays the number of the row in this field. There is an arrow icon In front of the row. By clicking the icon the Comments field of the row will be visible.

Comments: In this field you can enter additional order information intended for the customer or producer. The comments are not included in the invoice.

Product: The system displays the number of the product in this field.

Description: The system displays the name of the product selected in this row. Additional product features can be added through the wrench icon. The features are e.g. Method of closure, Window size, Information service code, Number of colors.

Quantity: The quantity of the products to be ordered in this field.

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).

Basket icon: You can delete rows from orders until the order has been saved. Rows can be deleted by ticking the check box in the row to be deleted and clicking the Update button.
If you have already saved the order but it is not sent to the producer 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.

4.3 Additional product features

Additional features vary according to product. If an additional feature comprises mandatory data for a specific product, the feature is indicated with an asterisk (*).

Material: Select the material for the product to be ordered.

Method of closure: Select the method of closure for the product to be ordered.

Window size: Select the size of the window panel, if any, for the product to be ordered.

Information service code: Enter the information service code and service number in the field, together with the service level selected by the customer if it is to be displayed in the ordered product.

Weight category: Select the weight category for the product to be ordered.

Bag size: Select the size of the product to be ordered.

Number of colors: Select the number of colors for the product to be ordered. Enter the colors in the fields that open.

Color: You can name the color.

CMYK color: This comprises a minimum of four colors.

Colour of print in flap: Define the color of the flap.

5. Order template

5.1 Create an order template

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

1. Click on New Order Template link in the middle of the screen.

2. Click on Product catalog button in the menu bar. Under the headline Products there are all the available producers. Select the producer. By clicking on the producer´s name the product catalog will be visible. A single order can only be directed at one producer. A single order can be used to order several products from the specific producer.

3. There is two way to add products into the order:

a. Click on the shopping cart icon.

b. If you order several products in the same time click on the choice boxes for the specific products on the left side and accept your decision by clicking on button Transfer Selection at bottom of the screen.

4. The product has now transferred into the order template. The green button in the menu bar indicates the number of items in the order. By clicking on the green button the order template visible. Now it is possible to change the order template.

5. Select correct delivery address and invoicing address and enter quantities for the products. You can also use the info code field in order to transfer the specific information into the Invoice. Use Comments field if you have additional information to your producer. The system will automatically populate the quantity field by minimum value allowed for the product if it is not entered by user.
You can name the order template by using Your description field. The naming makes it easier to search for the order templates.

6. Add the additional features (e.g. colors) for the products by clicking on the wrench icon which you can find in the description field after the name of the product. Add your choices in the screen and click on Accept button in order to save your selection and to return to the order template.

7. If the order template is ready you can save it by clicking first Update and then Save button.

8. The confirmation page will be visible when the order template is saved. It is possible to return to the order template by clicking on Return button and do more changes if needed. If the order template is correct you can exit the confirmation page by clicking Close button.

5.2 Create a new order on the basis of an order template

You can create an order using a previously created order template. Select an order template and change its information according to your requirement.

1. Select Create new Order on the basis of an order template.

2. Select an order template by clicking its number.

3. Check that all the information is correct and if necessary do the changes required. If required, enter any additional information and select an invoicing address and delivery address from the drop-down menu.

4. If the order contains products that will be not ordered at this time, delete them by ticking the white check box at the end of the row (Cancel column) and clicking Update. Skip points 5 – 8 if you are not going to add new products into the order.

5. It is possible to add products into the order by clicking the Product Catalog button in the menu bar. The product catalog which will be now visible belong to the producer saved in to the order template. Order can contain products from only one producer.

6. Add products by clicking the Shopping cart icon. Each click adds one row of the specific product to the order template.

7. Click on the green button in the menu bar. The order is now visible and you can do the changes.

8. Enter the quantities and give the additional features to the product.

9. If the order is ready but changes will be possible later on you can save the order by clicking first Update and then Save button. If you like to send the order to the producer click on Send button.

10. In the confirmation page there is link to the producer´s email address visible. By clicking on the link you can send your model of the envelope to the producer by email. It is possible to return from the confirmation page to the order by clicking Return button. The order can be changed if it is in open status. If there will not be any changes to the order you can send it to the producer by clicking Send button.

11. Click on Close button in order to exit the order.

5.3 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.

5.4 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.

6. How to save an order

In order to save an order, at least one product must be selected. You need to enter the quantity to be ordered and specify additional product features according to the minimum requirements. You can save the order by clicking the Save button. Once the order has been saved, its status is Open. The producer cannot see the order at this point.

Click Return to continue placing your order. If you wish to print the order, click the Print button after saving.

7. How to send an order

Once all of the information required for the order has been completed, it can be sent to the producer by clicking Send. Once the order has been sent, its status becomes Sent by customer.

An order sent to the producer can only be changed by contacting the selected envelope producer.

8. How to send a printing template to the producer

By clicking the producer’s e-mail link in the order, you can send a PDF version of your previous order to, or print originals to send to, the producer. You can also print an accompanying letter and send it to the producer together with the envelope template ordered. You can print the letter by clicking Print.

9. How to delete a row from the order

You can delete rows from orders if the order is not saved. Rows can be deleted by ticking the check box in the row to be deleted. Update the order. If the order is saved you can cancel the row until the order has been sent to the producer. Rows can be canceled by ticking the check box in the row to be canceled and clicking the Update and Save button.

10. How to act in exceptional situations

If there is no access to the system, for instance due to data link failure, the backup system comprises paper order forms. Therefore, you should keep some order forms in store.

If the problem is of a short-term nature, you should postpone your order if possible.

11. Support for problem situations

If you encounter problems when placing an order, send an e-mail to businesscustomerservice@posti.com. Alternatively, you can call +358 200 77000 for help in Finnish, or +358 200 7500 for help in Swedish or English.

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 an e-mail to businesscustomerservice@posti.com.

12. Contact details of producers

Bong Suomi Oy

P.O.Box 255

FI-01511 VANTAA

postikuoritilaukset@bong.com

Edita Prima Oy

P.O. Box 200

FI-00043 NORDIG MORNING

ritva.kinha@edita.fi

Intermail Oy

P.O. Box 169

FI-20101 TURKU

esite@intermail.fi