Introduction: As I have earlier said, Our New Ledger name is PLB and the online Ledger name is PLB New. All boxes and PMB details are recorded in these Ledger, what we are going to do right now, is the transfer of the records in the physical ledger to the online Box Ledger (PLB New), widely known as updating. Updating simply means, transferring of old or existing post office box and PMB information into an online platform To do this successfully, you need to be acquainted with some terminology : 1. Anniversary Date : 2. Allocated Date 3. Year of last payment 4. Bill Date 5. Payment Date Anniversary Date: This is the day and month of the Year of subscription of the box, simply put the day the box or PMB was given out to the customer,. If a box was given out on , the anniversary date is 12 03, a box given out on 7 , anniversary date is Allocated Date : This is the actual subscription date, the date ( day-month-year) the box was given out to the customer. The day the box commence operation, we can easily find this date in our RECORDS CARDS. A box commence operation on 20 02 1976, the allocated date remain the exact date of Year of last payment : as the name implies, it is the last payment year for a box or PMB. Example ; Box A commence service on , the box payment was frequent, some extract of recent payment is as follows: on , he paid for the year 2001, 2002, 2003 and in this case the year of payment will be Box B was paid for on 07 for the year 2004 and 2005, The Year of payment for Box B is irrespective of the payment date, the year he paid for last is the year of payment Bill Date: This is a summation of the day-month of the anniversary date and the last year he paid for, the system is configure to use this date in calculation of the expiry date. If you wrongly capture this date, it will calculate a wrong expiry date for you. If a customer commence operation of a box on and paid for 2002 on and year 2004 on , the Bill Date will be (day-month of the date service commence) and (year last paid for ) = Lets Analyse the table below : Obioma, got box 1 in the year 10/1/1996, he paid up to 2012, although he paid for the 2012 in year 2/2/2011, the date of payment is insignificant to the bill date. 2. Kingsley got Box 2 in 7/8/09, the last year he paid for is 2013, he made the payment in 2/4/ Bond got his on 16/7/2001, paid for 2010 in the year 2004, the bill date is 16/7/2010 irrespective of the payment date. 4. Delibe got the box 4 in 20/1/09, paid till 2010, box was reallocated to Mordi 1/5/13 and paid for till 2020 in the year 1/3/2015, the bill date picks the reallocated date to get bill date to 1/5 and last year paid for 2020 =1/5/2020 Box No. Name /Address Box type SERVICC OMMEN CE BILL DATE 1 Obioma, Block PH/ P 10/1/961/1/10 PSR12, /2/11, PSR13, /2/11P SR /1/12 2 Kingsley/ Benin, B 7/8/092/3/10 PSR /2/11 PSR /6/11 PSR /4/12 PSR /8/13 3 Bond, Calabar, 0808 B 16/7/011/2/04 PSR /7/10 4 Delibe, Enugu, / Mordi Ikj P 20/1/092/1/10--Realloc aed 1/5/13 1/2/14 PSR /3/15 PSR /5/202 0 Payment Date: This is the actual payment date, in our next release, there will be payment date, this should be the actual date the payment for the subscription was made, that is; if a box allocated or commence operation in 12/3/2001 and the last year paid for was made on 20/09/2015 for the year 2013, the bill date will be 12/3/2013 but the payment date will 20/09/2015,the actual date the payment was made. NOTE: This will come in our next release, not currently available ISPAID: is paid is a terminology to indicate that the bill date you stated and the amount you declared is already paid, it is advisable that you always check the ispaid box. Failure to do that will amount to you going to the counter to make the payment through other service and also transferring the amount to cs cash through cash handing over. Always check the box (ispaid) I hope you understood the explanations very well? LETS GET INTO THE SESSION PROPER Login process is same as others: GO toClick on counter automation, you will find yourself 1. type in your username where you see username 2. type in your secret password where you see password. (note: do not reveal your password to anyone 3. after typing username and password, click on Loginwww.nipost.gov.ng You are now logged in ; I told you earlier that everything that has to with Post office box and PMB are treated online through POST LETTER BOX module in the counter automation application. 1. place you cursor or mouse on post letter box (see arrow direction) 2. click on PLB New (because our update will take place on he ledger and PLB New is our Ledger) Lets work on 1 5, so I type 1 in arrow 1 box and 5 in arrow 2 box, then click on search (NOTE: anytime you are working on a set of boxes, the system saves it for you even when you have logged out, anytime or day or anyplace, once you logged in, it will open the last set of boxes you worked on before you logged out 1. Click on allocate against the number you wish to update : lets work on box 1 (Click now) 2. as you click, a confirmation box will appear, click ok This is the confirmation box and the message, all you need to do is to click ok, then a form will open for you. This form is the update form for Private, business and PMB NOTE: We advise that you use Firefox browser or Internet explorer for this exercise, the issue of not been able to use other browsers outside this two is been sorted out, the solution shall reflect in our next release coming up by 3 rd week of February. This is the form, it is labelled Customer Details 1. Select Box type: the box you are intending to update now, is it a Business, Private box or PMB, you are require to select the appropriate one, although Private box is used as the default box type 2. Complete the form; Full Name, Address, contact Number (phone number) are mandatory,is not but very important, please capture it if there is an. If contact number is not available, type nil in the space provided. Later you can edit when the customer brings the phone number. CONTINUE IN THE NEXT SLIDE STILL ON HE FORM 3. The System will Generate the Reference Number 4. Change the first Bill to Renew by clicking on Renew (NOTE: Renew is used for existing records while First Bill is used for new customers that came through offline, that means the customer did not go through the online Registration) since we are updating old records, Renew will be appropriate 5. Ignore Bill Number, it is not important for now 6. select or choose our allocated date( this can always be found in the records cards) date service commence 7 Bill date : Referred Introduction slide: bill date is day/month of allocated year + last year paid for, simply put ; Anniversary + last year paid for. CONTINUE IN NEXT SLIDE We are still on the form. There two section to amount on the bill 1. Charges as per current Master: The amount is generated automatically, it includes technology fee and sms fee, but you and I know that, old record does not have this two fee, so ignore it and go to 2. Charges as per bill: the bill paid by the customer for the years you have captured in the subscription year. What you need here is Box renter fee ( also us it for renewal) VAT and late fee if any. NEXT SLIDE As you fill in the Amount, the total will be calculated automatically. 1. check the box IsPaid. 2. click on Save and you are done, NOTE: Some people will find it difficult to locate the save button, please take a look at the arrow direction, you will see another scroll bar, scroll the bar down and the save will be visible. What it means is that, there are two scroll bar, one is on the customer details (arrow 1) and the other on the PLB new dash board. (arrow2). If you direction of the scroll bar very well, you will see that there is a space, just draw it down. NEXT SLIDE This is the save button; (arrow 1) and if you look well again at the direction of arrow 2, you will discovered that the space you were seeing in the previous slide had been covered, because we drew the scroll bar down Lets Try to update this customers details: BELOW IS THE PHYSICAL LEDGER Box No. Name /Address AdressBox type SERVICCO MMENCE Felix Oghenegaga,Block 102, Flat 2, Johnsons Lane FHA Asokoro Abuja P03/04/20001/1/10 PSR12, /2/11, PSR13, /2/11 PSR /2/13 PSR /1/1 6 PSR /16 PSR Example of a completed form 1. Allocated Date was 3/04/ Renew was chosen 3. private Letter Box was selected 4. Year of subscription was 1 year Still on the completed form 1. Bill No. Ignore 2. Bill Date : we pick the day and moth from allocated date 03/04 and added the last year paid for by the customer 2015 = 03/04/ Box Rental fee was captured 4. VAT 5. Payment was made on 24/01/2016 (NOTE : Payment date is not in this version, but will be visible in the next version release. NOTE: If you take a critical look at the Ledger, you find out that Mr Felix Oghenegaga paid for 2014 and 2015 on same day 24/01/2016 but I decided to capture the last year he paid for which is 2015, that will make your work easy, you may decide to capture the two year, then you will need to start from 2014 and increase the subscription year to two years and calculate the two years as 6000 and 300 as VAT Check the box labelled IsPaid Click on SAVE You have successfully updated Box 1 for Mr Felix Oghenegaga Click on OK YOUR Online Ledger is now updated for Box 1 After you have click on OK just like as you have seen in the previous page, this popup will come up, please ignore it. There is no need to print it, Just close the popup and continue your update This is our Ledger The customer Details on the physical Ledger is now updated in the Online Ledger and the system automatically calculated the expiry date base on the Bill date you chose in your customer update. LETS TRY ANOTHER ONE Lets select Business Letter Box this time Complete it using the Ledger information Below. 1. Woods and Stones LTD paid up to 2016, he paid 2014 and 2015 on same day. 2. His due date or anniversary day is 2/12 (2 nd December), that mean our bill date will be 2 nd December but unfortunately, you have not gotten to 2 nd December 2016, so the system will not allow you to have that date. Because you cannot go ahead of date. What do we do in this case is to pick the nearest December to the year 2016, the nearest is December 2015, that means our bill date will be 2/12/2015, since he already paid for 2016, we start counting in this manner, 2015, 1 year; 2016:2 years; 2017 : 3 years, 2018 : 4 years. Etc, Box No. Name /Address AdressBox type SERVICCO MMENCE Wood and Stones Limited New Benin, , B02/12/19967/1/11 PSR121, /8/11, PSR131, /2/13 PSR /8/13 PSR /1/16 PSR /1/16 PSR Choose Renew; check the direction of the arrow, you will see the scroll button Since woods paid u to 2016 but we started the date from 2015, we therefore change the subscription year to 2 (see arrow) If woods decides to pay from 2016 to 2020 the bill date will 2/12/2020 but we have not gotten to 2/12/2020, we now choose or pick the nearest December to 2020 which is 2/12/2015 and we start counting from the date you selected (1), 2016 (2), 2017 (3), 2018 (4), 2019 (5), 2020 (6), the year of subscription will now be 6 years while the bill date will 2/12/2015. (see the arrow direction Fill in the amount, VAT, Late fee if there is any, check IsPaid, click Save and you are done Box Allocated successfully. Click OK The Ledger has two Information now You can continue your update. I hope you got the understanding of what I am explaining in the previous slide I just completed another one for Kingsley Iyekekpolor. THIS SESSION HAS JUST BEEN COMPLETED