1. “Enter Business Post” would be a New Menu Item and would link to a new page titled “Enter Business Post”.
2. On most days we have a bundle of letters (mail/post) which are sent to us. We have to forward these to Customers. Some letters are statutory post from Companies House or HMRC and others are business post.
3. We sort the letters in to 2 categories: Statutory post and Business post
4. It would be easier therefore to record the post being sent to customers by having a page where we enter which is just for this purpose.
5. When we click on the new menu item “Enter Business Post” we would be taken to a page titled “Enter Business Post”.
6. On this page we would need the Company Name and Customer Name Searches.
7. When we search for a company name or customer name one or more records would appear.
8. We would select the customer.
9. The Description box should NOT be on this page. It is not needed.
10. One of the following should then happen:
Option 1.
• If the Customer has a current Mail Forwarding Service (or Combined Registered Office & Mail Forwarding Service)
• AND we have selected “Money Laundering Documents ARE Sufficient” for their passport
• AND we have selected “Money Laundering Documents ARE Sufficient” for their Utility Bill
• AND they have a positive balance on their Postal Deposit Account
I. THEN the “Confirm New Post Item” page should appear.
II. When we click on “Confirm” an email should be sent to the customer informing them that we received an item of Business Post for them and that this letter has been posted to them.
III. The Customer’s address should appear under the “Details has been updated successfully” which we will copy and paste to our Address label software.
IV. The narrative “Details has been updated successfully” should be changed to “The Item of Post Has Been Recorded against the Customer’s Record.
Please Copy and Paste the Address Below.”
V. The email sent to the customer would appear in their email history (as it does at the Moment)
Option 2.
• If the Customer’s Mail Forwarding (or Combined Registered Office & Mail Forwarding Service) has expired
• OR the customer does not have the mail forwarding service (if they only have registered office)
• OR we have NOT selected “Money Laundering Documents ARE Sufficient” for their passport
• OR we have NOT selected “Money Laundering Documents ARE Sufficient” for their Utility Bill
• OR they DO NOT have a positive balance on their Postal Deposit Account
I. THEN a screen should appear stating which of the above (there may be more than one) apply.
II. The system should then ask us if we want to send the relevant email or emails (Service has expired, service was not purchased, passport required and or utility bill required and or insufficient postal deposit funds)
III. When we click Yes one or more emails are sent to the customer requesting that they renew their service and or send us a scanned copy of their passport and or send us a scanned copy of a utility bill and or visit the website to pay a postal deposit.
IV. The only exception to part III would be in the case where a registered office customer receives business post. In this case we would ask them to pay an amount to cover the postage (normally £2.50).
V. In this case any other emails should NOT be sent and instead a screen should appear asking us how much we wanted to charge them (the default is £2.50 but we should be able to change this amount.
VI. When we confirm the £2.50 amount or change it to another amount an email should be sent to the customer asking them to pay the amount.
11. At the end of either option 1 or option 2 the system should return to the main “Enter Business Post” screen where we search for the next customer.
