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Account Number Changes
Why do I have to change my account number?
As part of the implementation we have taken the opportunity to further separate Wholesale activities from the rest of Royal Mail. This includes the creation of new account numbers which are automatically generated when an account is created in WMS.
What is the format for the new WMS account number?
Numeric – 10 digits as per now. (pre–fix for all 10 digits numbers is 98xxxxxxxx)
I currently have a separate account for each carrier, will this continue with WMS?
The opportunity to move to a single account in WMS for all your carriers will be available in WMS, where carrier specific sales orders (dockets) will still be visible in your reports and your invoices. From go-live however, we intend to continue with separate accounts for each of your carriers unless you specifically request to operate a single account.
Logon
I submit Sales Order (dockets) for several customers; will I have to have a separate logon for each customer?
You will have single log–on to all the accounts you are authorised to access.
I use multiple carriers, will I have to use different logons when forecasting and submitting dockets for each carrier?
No, when uploading a forecast the user will be required to select the carrier.
When will you be able to tell us what roles are available in WMS?
We are looking to meet all our customers from August 2010 onwards where we can discuss the specifics of the system.
Can we have more than one super user in our organisation?
Customer can have a number of users with authority to delegate functional roles for example finance.
Will WMS administration acknowledge the set up of new users by user ID or by name?
The set up is acknowledged by email address of the user. Currently the email refers to the Super User generically but a change is planned to include the specific Super User name.
How do I give access to WMS to other members of my team?
Each person must have their own log-on for security purposes; it is the responsibility of the customer to maintain these logons via the administration page on WMS.
Site Access
Is there a limit to the number of drivers that can be registered to a Mail Centre?
The Access User Guide requires customers to restrict driver registrations to 15 drivers per Mail Centre. WMS will not prevent the registration of additional drivers but this will be dealt with as a non-compliance as customers are expected to ensure all their driver details are current.
Forecast
Can I upload my forecast 3 months in advance of the mailing date?
Forecasts can be uploaded in advance (inc. 3 months before the due date) and be amended any time up to 24 hours prior to mailing.
Is a zero forecast acceptable?
If you upload a 24 hour forecast as zero, and subsequently upload a docket, this will be accepted. If you fail to upload a 24 hour forecast and try to submit a docket, the docket will not be processed and you will be required to contact DSACC.
Will the deadline for forecasts be changed?
No, WMS is a change of system that will support the existing access process. The system will not change the contractual obligations outlined in the Access User Guide. Any contractual changes will be handled as business as usual with the RMW Commercial team.
Will the 7 day forecast data be migrated over to WMS?
Driver, Vehicle and Access Slot data will be migrated from Docket Hub but you will need to upload a 24 hour forecast and a 7 day forecast the day before your first delivery with WMS. You are then to upload the 7 day forecast daily on WMS as part of the 7 day rolling forecast requirements.
Interface Rejections
If a Sales Order (docket) is partially rejected can the rejected lines be resubmitted under the same docket number?
As long as it is same day – they will be appended to the original sales order. If however, the sales order has been created than any changes to that Sales Order will be required to use the Exceptions process.
Will a blocked Sales Order (docket) e.g. where no access slots booked, be held in a pending table until negotiations with DSACC confirm that it can be uploaded, and then released, or will the customer have to re–upload?
The docket line listing will be rejected for that Mail Centre and an alert put on the DSACC Dashboard. The carrier will be required to re–submit if DSACC allow the mailing into the Mail Centre.
If the customer uploads data to WMS in a single file rather than in batches e.g. 70,000 lines in a single upload and 15,000 lines are rejected, will they get error messages for each line?
The User Interface File Upload can be in batches or as a single file (clearly there is a relationship between size of the file and speed of processing). When using Web services we will initially retain the existing E*Pro limitations of batches of 2000 lines in order to maintain performance. We will review this limit later in our testing to see if we can increase this. However, regardless of the size of the file WMS will provide an error message for each line within a file.
In the case of Sales Order (docket) rejection or failure (e.g. if a forecast has not been submitted and therefore the docket is rejected) will technical and DSACC support be available?
DSACC support will be available from 07:00 a.m.
Will Sales Order (docket) rejections (no forecast) be at IMC level or service level?
Rejections will be at IMC level.
Client Report
Will the Client Report format change?
Yes, the format will change, it will take the form of a workbook with tabs for each of the summary level items. You will be able to view a summary of changes, a summary of the sales order (docket) for the day′s mailing, adjustments made by RM as a result of sampling activity at bag level, the number of missorts found at each Mail Centre and a list of undervolume bags.
When will RMW publish the new format of the Client Report?
We will be able to provide examples of the Client Report from September 2010.
Will I be able to access historical Client Reports?
Yes, the Client Report will be available on the day of the mailing and for up to a further 3 days online. From that date the supporting information will be available in a series of reports held in the reporting area of WMS.
Can the supporting data from the Client Report be downloaded?
Yes it can be downloaded into CSV or MS Excel format.
Will the Sales Order (Docket) Breakdown report be available on the day of the mailing?
The Sales Order (Manifest) Report will be available in the reporting suite on the day of the mailing.
Will the Client Report contain £ values?
The front page and the summarisation of the docket will contain £ values. The bag level breakdown for each type of change will not contain £ values. In the case of a national reversion, DSACC will have the ability to provide you with an estimate of the £ value impact of a reversion as part of their discussions with you.
Will the Client Report contain the reasons for changes made as a result of non–compliances?
Yes, the reasons will be included on the non–compliance tab at bag level.
Agency Overlay File
What changes have been made to the agency overlay process?
In WMS the Agency Overlay will need to equal the final value of the sales order (after any adjustments) as detailed on the Agents Client Report. In the event of any error the entire agency overlay will be rejected.
Have the Agency Overlay Report permissions changed in WMS?
The structure of the Agency Customer/Agent relationship is different in WMS. We will work closely with customers during the migration phase and conduct a data validation exercise to ensure that we have captured the masterdata correctly.
