Canada Post Corporation is making changes to its order processing system, which will lead to changes in forms and invoices that CCNA members use.
Canada Post is currently changing the way it stores, processes and retrieves information. It is switching to the SAP Enterprise System software, a software system used in businesses that have a high frequency of customer interaction, such as department stores, etc.
The software will allow Canada Post to aggregate its information database and store that information centrally, but access it globally. The SAP Enterprise System replaces 40-year-old legacy software and hardware systems currently in place.
Canada Post Corporate Manager Donna Drover said the new system will allow any Canada Post representative to access information about Canada Post clients from any computer hooked into the system. She said one of the practical applications of this centralized information system is that customer issues or complaints can be dealt with more swiftly because anyone on the system can access the information about the issue.
Canada Post will be implementing the changes to its system in three stages. The first stage, the ÔÇ£Order to Cash ProcessÔÇØ stage, is scheduled for completion by July 2001. The second stage is set for completion by April 2002 and the third stage by October 2002.
The changes to the SAP Enterprise System will mean changes for commercial customers, including CCNA members. Most notably, customers with multiple customer numbers will be changed so that they have only one seven-digit customer number unless Canada Post deems more numbers necessary in consultation with the customer.
Individual transactions can be broken out by business unit through the use of reference numbers. For example, a customer using Unaddressed Admail and Publications Mail will use the same customer number when filling out different forms, but can use different reference numbers to differentiate the separate transactions. The reference number is generated by the customer and will appear on the customerÔÇÖs invoice.
Drover said customers can continue to use their old customer numbers for the time being, but invoices from Canada Post will reflect the new number.
Similarly, agreement numbers (including Publications Mail) have been consolidated and changed to an eight-digit number. Drover said that there are no changes to the terms and conditions of established agreements. She said Publications Mail users must use the new agreement number in their masthead at the next printing of the publication.
Billing and deposit accounts have been consolidated into a single accounts receivable account per customer number. The two-digit account suffix has been eliminated. There are no changes to the payment terms.
Statement of Mailing forms have been changed to include the new customer and agreement numbers. E-Som forms will similarly change in September of this year and will be available for download from Canada PostÔÇÖs web site.
Drover said that commercial customers whose customer number has changed have already been or will be notified by Canada post representatives shortly. Members may continue to use existing stationary with old customer numbers until July 2003.
Members are urged to visit Canada PostÔÇÖs web site at www.canadapost.com for more information. Copies of the new forms are also available on the web site.
