OBA order generator user guide

To use the OBA Order Generator please ensure that macros are enabled in Excel. Select Tools > Macro > Security and select the required setting > Medium or > Low. Medium will always prompt if macros should be enabled, Low will enable macros irrespective. This action need only be performed once. Please follow the instructions below to use the OBA Order Generator. 1> Open the order generator and select View Terms And Conditions button 2> Read the terms and conditions and place a tick in the box to confirm you are happy to accept them, then select Return To Welcome Page button 3> Select Customer Posting Data button 4> Select Add / Modify Posting Data button 5> Enter 10 digit Posting Location Number, Posting Location Address (hold shift and enter to go to next line), registered OBA user Email Address (in lower case) and a contact Telephone Number (including area code), then select Save. Posting Location Number can be found by clicking on the Administration tab in OBA and viewing the OBA User Profile 1

6> Select Add Customer Data button and enter Account, Department and Magazine details as required. Department Numbers can be found by clicking on the Administration tab in OBA and selecting Departments then the appropriate account 7> 8> To amend any details select Edit Customer Data button, otherwise select Return To Welcome Page button At this point use the Save As function to save the OBA Order Generator in an appropriate location to preserve the Customer Posting Data entered. Good practice is to save at least one other copy in another location for back-up 9> Select Create an Order button, then Add OBA Mailing Data button 2

10> Enter the information required to complete an order line Place a tick in the Auto Confirm Order box to auto confirm the order when uploading into OBA. When creating multi-line orders, place a tick in the Save And Retain Data box to keep the information entered in the form after Save is selected Select either Customer Account Name or Number which are available from a drop-down menu based on the information entered in the Customer Posting Data sheet Select either Product Code or Product Name for the items being mailed. If a Business Mail Sorted product is chosen, a D will automatically populate in the Business Mail Sorted field and the Residues field becomes available Enter the two digit Service Register of the product being mailed Enter the Average Weight (or weight band) of the items in the Average Weight field Enter the Number of Items / Directs in the Number of Items / Directs field. For Business Mail Sorted products with only a residue selection enter 0 in the of Items / Directs field If required enter the Class and Format of the items being mailed If despatching international items select the appropriate Country ID from the drop-down If mailing Recorded Delivery, Consequential Loss, Airsure or International Signed For items select the appropriate fee from the Fee drop-down 3

10 continued... If mailing Business Mail Sorted items across multiple lines and/or orders, enter a Consignment Reference Number in the Consignment Reference field to link them If referencing is required then enter the appropriate details in each of the reference fields (Your Reference, Your Description, Your Notes, Department and Customer Reference). Please note that only Departments entered in Customer Posting Data will be available for selection If mailing Publishing Mail items then select the Magazine or Magazine Code from the drop-down list. Please note that only Magazines entered in Customer Posting Data will be available for selection If mailing Advertising Mail with Response service items then enter the appropriate Advertising Mail with Response service Booking Reference Once the sales order line is complete select Save. A prompt will be returned if any mandatory information is missing. Repeat the above steps and select Save to enter additional lines. The Record Number field will increase sequentially each time a line is added 4

11> To amend or delete any information entered, select Edit OBA Mailing Data button and choose the Record Number to edit 12> Select Print & Email CSV to OBA Continuity. Specify where to save the upload file. Please note the file will be automatically named showing the posting location number, followed by the date and time the file was saved. The Order Generator will then print off a manifest that should be presented with the mail at the point of collection along with a copy of the return email receipt received from OBA Continuity. If MS Outlook is the default email client then select Yes when prompted and the saved CSV file will be automatically sent to the email address below. Where MS Outlook is not the default email client then select Cancel when prompted and manually attach the saved CSV file to an email and send to continuity@oba.royalmail.com 5

13> Once the CSV file has been received by Royal Mail a confirmation receipt is returned. This receipt (below) must be printed and should accompany the printed manifest (produced-pg 5 and shown below) with the mail as proof of order 14> Once the file has been saved and emailed, it greys out the Add OBA Mailing Data & Edit OBA Mailing Data buttons to prevent further information being added and possible duplication of lines to further orders. To create a new order select Clear Mailing Data button and return to step 9 or simply exit the OBA Data Generator there is no need to save the file if a copy was saved in step 8 (after Customer Posting Data was entered) 6