OBA
User Guide
OBA - Online Business Account
How will it help me?
• Simpler and easier to produce sales orders
than before.
• Create a single order (docket) for more than
one mail service.
• Only able to place orders (produce dockets)
for mail services contracted to use.
• Save orders as templates for use time and
time again.
• Quickly search for previous orders.
How do I access it?
How to log in for the first time
• Your email address will be your log in name. Authorisation codes will be contained within
your email if you are not already registered on www.royalmail.com.
• Use the authorisation code for the first time you log in. Once you have logged on you will be
asked to change it to a password of your choice.
• If you have never registered on www.royalmail.com before, you will be asked to complete a
full registration form.
• If you are already registered as a www.royalmail.com user, you will still need to complete a
shortened version of the registration form.
• On first use of Online Business Account you will be required to confirm acceptance to the
Terms and Conditions of its use.
• In either case, you will only need to do this once. After this, you will be directed to the Online
Business Account pages.
First time use
Sign in here if you are
already registered on
www.royalmail.com.
If you are not
already registered
on www.royalmail.com
but have received
an authorisation code
you can sign in here.
How to log in on a regular basis
• Your email address will be your log in name. Your password
will be one chosen by you at first log-on.
• Save the Online Business Account web page within your
Internet favourites.
• If you are a ‘Super-User’ you will be able to access all aspects
of Online Business Account.
• As a ‘Super-User’ you may grant different authorisations to
your personnel according to their role.
How do I use it?
How do I use it ?
• How do I create an order?
• How do I create an order template?
• How do I search for orders and templates?
• How do I create an order based on a template?
• How do I create a new user?
• How do I grant Mailing Agent access?
• What if I make a mistake?
• What do I do if I can’t access?
How do I create an order?
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How to create an order
With Online Business Account, creating an order is easy to do:
1.
Select the Orders Tab
2.
Select Manage Orders
3.
Select the Posting Location from which you are posting
Please note: If you only have access to one Posting Location you will not see all
the screens. OBA will instead take you directly to the account to which that
Posting Location is linked.
1.
Select which Account you wish to place the order on
2.
Select Create a New Order
3.
Complete the Order by filling in the relevant fields
4.
Save your order throughout the day and return to it at your convenience
5.
Confirm your order when all product details for that day have been entered
6.
Print your confirmed order and pass to the collection driver
How to create an order
The first stage is to select ‘Your Accounts’ or ‘Your Customer Accounts’.
The second option is designed for Mailing
Agents posting on behalf of their customers.
How to create an order
Once you have selected the relevant Posting Location number,
choose the relevant account number.
If you only have access to one Posting Location or
Account number, you will not see these screens.
How to create an order
Select the option to
‘Create a new Order’.
How to create an order
You can enter up to 35 characters here.
This reference will appear on your invoice and
in reporting. Whilst only 14 characters may be
Viewed on your invoice, up to 35 Characters
may be viewed in Reporting.
How to create an order
You can enter up to 35 characters
here. This reference will appear
on your reporting.
How to create an order
As best practice, enter the
date of your posting here.
If you forget to enter a date,
the system will automatically
populate this with today’s date.
How to create an order
If you know the three letter
code for the product you wish
to order, you can enter it into
the Product field.
For example: STL for 1st and
2nd class Account Mail.
How to create an order
To search for the Product you would
like to enter, click on the ‘Product
Search’ button and a drop down list,
will appear. From the list, choose the
product you would like to order.
To ensure all your live services are shown in the list, we advise you
change the max number of hits from 20 to 2000.
How to create an order
When you select ‘Update Order’,
this will pre-populate the order,
with the relevant product type.
How to create an order
When you select ‘Details’, this will
allow you to enter specific
information relevant to the mailing.
For example: volume, weight, class,
format, compensation level.
How to create an order
Online Business Account will
inform you if the product details
you have entered do not meet
minimum weights or exceed
maximum weights.
You will not be able to
confirm the order until the
details are correct.
You can click on the ‘Check’ button
at anytime to check if what you
have entered meets requirements.
How to create an order
You can select the ‘Expand’
button if you want to add
further details to the Order.
How to create an order
You can set up your own department
references via the ‘Administration’ tab.
This will allow you to select the
appropriate reference for your own
use and reporting.
How to create an order
We recommend you save your order on a
regular basis throughout the day.
This will allow you to make further changes
to your order when they are needed.
Prior to your collection time and when all details on
your order are finalised, click to confirm your order.
How to create an order
When you have confirmed your order, click on ‘Print’ and hand over the
printed copy of your ‘Confirmed Sales Order’ to your collection driver.
Online Business Account
Watch the Demo
https://www.royalmail.com/onlinebusinessaccount
How do I create an order template?
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How to create an order template
If you often create Orders of a similar profile you can save time by
creating an Order Template that can be used again and again.
1. Select Create Order Template
2. Complete the Order Template by filling in the relevant fields
3. Choose to Accept the Order Template and then Save it for future use
How to create an order template
1. Select the Orders tab.
2. Select the option to
‘Create a new Order Template’
How to create an order template
A ‘blank’ order template will then
appear. The first stage is to give the
order template a name for easy
retrieval. For example, you may want
to name the template ‘Daily Postings’.
How to create an order template
If you know the three letter
code for the product you wish
to order, you can enter it into
the Product field.
For example: STL for 1st and
2nd class Account Mail.
How to create an order template
To search for the Product you would
like to enter, simply select the ‘Product
Search’ button. You’ll then see a drop
down list, from which you can select
the product you would like to order.
How to create an order template
When you select ‘Update Order’,
this will pre-populate the order,
with the relevant product type.
We recommend you include as much detail as possible as this will save you
time if you use the same details, service etc. on a regular basis
How to create an order template
Click on ‘Save’ and your
populated template will be
saved for future use.
How do I search for orders & templates?
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How to search for orders & templates
If you have previously created and saved an
Order or Order Template, Online Business
Account makes it really easy for you to find it
again, when you want it.
How to search for orders & templates
To find Saved / Confirmed orders
or order templates, you can use
the search form on the left hand
side of the screen.
How to search for orders & templates
Select orders from the
‘Document Type’
options. Select ‘Order
Templates’ from the
drop down box options.
Please note: If you have only created one Order template, once
selected, it will automatically take you into the template details.
How to search for orders & templates
If you know when an
Order / Template was
created you can search
for it by entering the
date the Order or
Template was created
and clicking on ‘Search’.
How to create an order based on a template
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How to create an order based on a template
1.
2.
Select the Orders tab.
Then click on the
‘Manage orders’ option.
3. Select the option to ‘Create new
order using an existing template’.
How to create an order based on a template
A list of the all the order templates
available on your account number
will be listed here.
Select the ‘transaction’ number
which is underlined to select the
template you would like to use
How to create an order based on a template
Select ‘Details’ and enter the
specific information relevant
to the mailing. For example:
volume, weight, class, format,
compensation level etc..
How to create an order based on a template
Select ‘Accept', Online Business
Account will inform you if the
product details you have entered do
not meet the product specification
You will not be able to
confirm the order until the
details are correct.
You can click on the ‘Check’ button
at anytime to check if what you
have entered meets requirements.
How to create an order based on a template
You can select the ‘Expand’
button if you want to add
further details to the Order.
How to create an order based on a template
We recommend you save your order on a
regular basis throughout the day.
This will allow you to make further changes
to your order when they are needed.
Prior to your collection time and when all details on
your order are finalised, click to confirm your order.
How to create an order based on a template
When you have confirmed your order, click on ‘Print’ and hand over the
printed copy of your ‘Confirmed Sales Order’ to your collection driver.
Online Business Account Demo
Searching for and using templates
https://www.royalmail.com/onlinebusinessaccount
How do I set up a New User?
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How to set up a New User
You need to be either a ‘Super User’ or ‘User Administrator’ to set up New Users.
The process for setting up a New User is easy:
1.
Note user’s email address.
2.
Assign Posting Locations to new user.
3.
Select which Account Number(s) the new users should have access to.
4.
You can allocate authorisations to each user which reflect the role of that person in
your organisation.
In order to ensure there is always someone set up to manage your accounts, we
recommend you create more than one Super User / User Administrator per Account.
How to set up a New User
First, select the
‘Administration’ Tab.
Next, select the option to ‘Create New User’.
How to set up a New User
Enter the New User’s first and last
name, along with their email address.
Next, click on the ‘Search’
button on the ‘Posting
locations’ line.
Please note: The email address entered must be accurate. If it is incorrect then
the authorisation code will not reach your intended New User.
How to set up a New User
To find a Posting location, enter the Name, Postcode
or Posting location number in the ‘Search For
Posting locations’ box and click on ‘Search’.
How to set up a New User
Find the correct Posting Locations
for your New User and click on the
‘add’ icon.
How to set up a New User
When all the relevant Posting
locations have been added, click on
‘Confirm selection’.
You have now added a Posting Location to your intended New User.
How to set up a New User
The next step is to decide which
‘Accounts’ you would like your
New User to post on.
How to set up a New User
To find an account, enter the account
name, postcode or number in the
search box and click on ‘Search’.
How to set up a New User
Find the account you want to assign
to your New User and
click on the ‘add’ icon
How to set up a New User
Once you are sure all relevant
accounts have been added, click on
the ‘Confirm selection’ button.
How to set up a New User
You have now added Posting Locations and accounts to your New User.
The next step is to choose which authorisation you wish to give the New User.
Authorisations Available
:
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Payab Pay
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Invoi
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Admi ge user
Mana cess
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Admi t Details
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Accou

View and Pay
Invoices

Access All
Reports
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Order or: My
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Supe gents
A
Set up Dept
References





View Invoices


Access Invoice
Reports

Access Order
Reports


ing
Order r: User
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Supe agement*
Man

Grant Mailing
Agent Access
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Order isor:
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Set up all
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Request Change
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Details
in g
Order isor:
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Supe orts
Rep
Create &
Confirm Order

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Order isor:
rv
Supe Create
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Create & Save
Orders
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Depa rencing
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*Only relevant to Mailing Agents
(by OBA Direct
Debit only)
How to set up a New User
Authorisations can only be assigned by
a user with ‘System Administrator’ or
‘Super-User’ Authorisation.
Select the relevant authorisations
by selecting the add icon.
Selecting ‘Assign All’ you will give your New
User ‘Super-User’ status.
How to set up a New User
If you make a mistake,
you can remove an item
by clicking on the relevant
‘remove’ icon.
Or start again by clicking
on ‘Delete All Assignments’.
When you are sure you have added all the
correct Posting locations, Accounts and
Authorisations, click on ‘Confirm details’.
How to set up a New User
Once you have confirmed the details, this screen
will appear. Click on ‘Confirm user details’ to
finish the user set up
How to set up a New User
1 Because you may wish to create another
user with the same information /
permissions, the check box for ‘Use this
data when you create another user’ is
ticked by default.
2 When you Create Another User, you
would just need to modify the name and
email address details.
3 To exit administration click on the button
to ‘Return to User profiles’.
1
2
3
How do I set up a Mailing Agent?
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How to set up a Mailing Agent
Setting up other companies to post on your behalf is very easy.
Ensure your Mailing Agent has access to Online Business Account and obtain their Posting
Location Number from them. They can find this by selecting the Administration tab.
1.
Choose which Accounts you would like the Mailing Agent to have access to.
2.
Input the Posting Location Number of the Mailing Agent into OBA.
3.
Decide how long you would like the Mailing Agent to be able to carryout postings for you
on those Accounts.
4.
Decide if you want the Mailing Agent to see your pricing.
5.
Decide if the Mailing Agent will have access to reporting.
Please Note: It is important to be aware that once a Mailing Agent has been set up,
the Mailing Agent can grant additional third party access to the same Accounts
How to set up a Mailing Agent
First, select the
‘Administration’ Tab.
Next, select ‘Agents’ from the options.
How to set up a Mailing Agent
Select which account you would like
your Mailing Agents to access.
How to set up a Mailing Agent
To add the Posting Location of your Mailing
Agent, select ‘New’ from the options .
How to set up a Mailing Agent
Enter the ‘Posting Location Number’ of your
Mailing Agent here.
Your Mailing Agent must already have
access to Online Business Account
before they can give you this.
How to set up a Mailing Agent
Once you have entered the ‘Posting Location
Number’ click on the ‘Update’ button.
How to set up a Mailing Agent
It is essential you check that the
Address and postcode details shown on
the screen match the actual mailing
site of your Mailing Agent.
How to set up a Mailing Agent
In the ‘Valid from Date’ box, enter the
starting date from when you would like
your Mailing Agent to access your account.
Similarly, in the ‘Valid to Date’ put in the
last date to which you would like your
Mailing Agent to access your account.
How to set up a Mailing Agent
Online Business Account will automatically shield prices
from other companies mailing on your behalf.
However, you do have the option to allow prices to be
seen, by ticking the ‘Show Prices’ check box.
What if I make a mistake?
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What happens if I make a mistake?
• If you make a mistake at line item on a Saved Order…
…you can delete the relevant product line item by clicking on the ‘bin’ icon and then
clicking on ‘Update’. You can now add a new line item with the correct details.
• If you make a mistake on a whole Saved Order…
…you can delete line items on a saved order by searching for the order using the
‘Search’ function and checking the ‘bin’ icon. Remember to then click on ‘Update’.
You can now add a new order containing correct details and save.
• If you make a mistake on a Confirmed Sales Order….
… call us* on 08457 950 950 and we will make an adjustment on your behalf.
*Please note, for security reasons this must be the person who created the order.
What if I can’t access OBA - Contingency
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What can I do if I can’t access my OBA?
If you can not access your Online Business Account, There are a couple of things
to check first:
• Please check you have not logged off of the Internet.
• Ensure the email address and password you are using are both correct.
If you still can’t access OBA...
Call us on 08457 950 950 and we will create an order on your behalf.
Please note, you can use an ‘Order Generator’ in excel to create a CSV file
which can be uploaded into OBA without you needing to complete the order in
OBA ‘Create New Order’.
To access this and other instructions, visit www.royalmail.com/obaemergency
or access via the FAQ section in OBA.
More support available for you
OBA Help Line
For all your Online Business Account related
queries, call us on 08457 950 950.
Familiarisation Sessions
Give us a call and one of our Field Support
Managers will come and visit and give you on-site
training with OBA.
Online Help
Whilst signed in to OBA, click on the ‘Help Centre’ link in the top
right hand corner or type www.royalmail.com/obahelpcentre
into your browser window.
At the Help Centre you will find extensive online help, as well as
useful FAQs and a Glossary of key terms.