1. “Enter Statutory Post” would be a New Menu Item and would link to a new page titled “Enter Statutory 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 Statutory Post” we would be taken to a page titled “Enter Statutory 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 and put a dot in either “Companies House Post” or the “HMRC Statutory Post” option.
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 Registered Office 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
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 mail from either Companies House or HMRC 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 Registered Office Service (or Combined Registered Office & Mail Forwarding Service) has expired
• OR the customer does not have the registered office service (if they only have mail forwarding)
• 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
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)
III. When we click Yes one or more emails are sent to the customer requesting that they renew their service or purchase the service and or send us a scanned copy of their passport and or send us a scanned copy of a utility bill.
11. At the end of either option 1 or option 2 the system should return to the main “Enter Statutory Post” screen where we search for the next customer.
