How to create an order in Online Business Account (OBA)

How to create an order in Online Business
Account (OBA)
How to create an order
With Online Business Account, creating an order is easy to do:
1. Select the correct mailing option to reflect whether you are posting on
your own Royal Mail account or on a clients account.
2. Select the posting location from which you are posting from.
3. Select which account you wish to place an order on.
4. Select “Create a New Order”.
5. Complete the Order by filling in the relevant fields.
6. Save your order throughout the day and return to it at your convenience
7. Confirm your order when all product details for that day have been
entered
8. Print your confirmed order and pass to the collection driver.
Select the correct mailing option to
reflect whether you are posting on
your own Royal Mail account or on a
clients account.
Select the posting location to
represent where you are posting
from. You will not see this screen if
you are allocated to a single
location/mailing site.
Select the account you want to post
against. You will not see this screen
if you are allocated to a single
location/mailing site.
Select ‘Create new Order’.
Complete the order by filling in the
following fields:
1. Your Reference (optional field) You
can enter up to 35 characters in this
field. This is the only reference field
that will appear on your invoice (only
the first 14 characters will appear on
your invoice and the first 26
characters in reports).
2. Your Description (optional field)
You can enter up to 40 characters
here. This reference will appear in
reports.
3. Posting Date – This is a mandatory
field. If you forget to enter the posting
date OBA will automatically populate
the field with that days date.
4. Enter the product/service code
for the service you wish to use:
If you know the 3 letter code for the
product you want to use, enter it into
‘Insert product code’. For example, if
you are posting 1st Class letters within
the UK, the product is Standard Tariff
Letters and the code is STL.
OR you can search for the product
code by clicking on the ‘Product
Search’ button. We recommend you
increase the ‘Maximum Number of
Hits’ field from 20 to 2000 to ensure
all potential options are returned.
Click on either the product or the
description to select a service. You’ll
be taken back to the main Order
screen.
5. Click on ‘Update Order’ to update
the screen with your chosen product
information.
6. Enter the mailing information by
clicking on the ‘Details’ button. Tell
us about your mailing including
number of items sending, weight,
class, format etc.
7. OBA will prompt you to supply
specific information for the
product you are using.
In the example shown we are posting
1st and 2nd Class inland items, (STL
product code).
If you have contracted to only one class
of service, then the ‘Service Register
Occurrence’ field will auto-populate.
If it does not auto-populate and you
need to check what you should enter,
you can use the OBA webchat or call
08457 950 950.
Once you have entered all the
information we need, click on the
"Check" button, which will ensure
that the mandatory fields are
completed correctly and then click on
the "Accept" button. If you are confident
that the details are correct, you can just
click on "Accept" at the bottom of the
page. You will be taken back to the
main order page.
Continued.....NB You will not be able to
confirm the order until the mandatory
fields are completed. Messages will
appear if there are any errors. To
amend the errors, simply use the
"Reset" button on the relevant section
and enter the correct data, and click
on "Accept" again.
8. Additional reference fields:
If you click on the ‘Expand’ button, you
will see further optional fields that you
can use to add customer references,
notes or a Department. To use the
Department field, you must first set it
up within the Administration tab. The
Administration section of
www.royalmail.com/obahelpcentre
contains a step by step guide on how
to set up departments.
You must complete one line of
information, following steps 1 to 8,
if you are sending mail by different
service, class or different formats.
Save your order throughout the day
If you add to your order throughout
the day we strongly advise you save it
regularly, don’t worry, you can
continue to make further amends
throughout the day. Also, by saving
your order if you leave your computer
you can protect the data alreadyHQWHUHG
Confirm your Order.
When you are finished, click the
‘Confirm order’ button.
We need you to confirm your order
before your mail is collected so you
can print a copy and pass to your
collection driver when he arrives.
Royal Mail is a trading name of Royal Mail Group Ltd. Registered number 4138203. Registered in England and Wales.
Registered office: 100 Victoria Embankment, London, EC4Y 0HQ.