The requirement is to have an online post database to manage both registered office and mail forwarding customers.
The database will be housed online with a hosting company. There will be a URL but none of the database or frontend pages should be indexed by searched engines.
There are three main services;
1. A registered office service which includes sending customers “Statutory Post”
2. A mail forwarding service which covers “trading post”
3. A Combined service which include both of the above
All of the above services are on an annual basis.
When someone purchases the service the system should add their details to a database. This would be done by importing details from the sales, another csv file or individually (if they have made a bank transfer for example).
The system should create an invoice created and note the despatch of the mail to the customer in an email confirming the details they have supplied and requested identification documents.
As post is received for a customer, there is a requirement to be able to search the database by business name, person’s name or partial details of these two.
On selecting their account Green writing could be used to signify that their service is live, i.e that it has not expired, that there is sufficient identification for them and in the case of mail forwarding customers that their postal deposit is in credit.
If any of these are not in order then the writing could be shown in red and a plain message is displayed showing which of the three conditions are outstanding.
An option would be there to send a preformatted email to the customer requesting either a postal deposit, identification documents and/ or that they renew their service.
Where an account is in order (i.e. green) a bottom would be there entitled “Enter Post Details” which when clicked would provide a drop down box listing:
1. Companies House Post
2. HMRC Statutory Post
3. Business Post
If “Business Post” is selected for a Registered Office only customer a message would appear stating that the customer does not have the mail forwarding service and give the option to send an email to them.
IF they do have the service then the operator would be ask to type in the cost of potage which would be recorded with the date and time and be deducted from their postal deposit.
An option would then be there to print the customers address label.
Every week or other period the system would run a batch email to inform all customers who have X left on their postal deposit that they need to top it up and be able to import receipts which then adjusts their balance.
Main Objectives
1. To see which service (registered office, mail forwarding or both) the customer has.
2. To ensure that their service has not expired
3. To record when items of post are sent to customers and to have loose categories of the type of post
4. To email renewal notices to customers
5. To request payment for mail forwarding post when a customer only has a registered office service
6. To be able to import CSV files containing new customer details
7. To records renewal payments and create a new renewal date one year ahead
8. To records postage payments and reduce this balance each time post is sent to a customer
9. To make a record changes to delivery addresses, email addresses and other customer details.
10. To show a full history of customer transactions, their initial payments, postage deposits, renewals, changes to their details and so on.
11. To log all updates and changes to a customer records, with dates, times username and so on.
12. To ensure there are copies of passport and proof of address for each customer.
13. Have the ability to cancel an individual account or all those which have expired a certain time period in the past.
