Use case

How to process quotations?

Using the quotations processing API’s suppliers can easily keep track of new quotation requests, as well as the status of pending quotations. Both PostNL and supplier will inform the other party if they have received new information, ensuring timely execution of the various steps in the quotation process. 

PostNL offers the ability to process quotations using the APIs. Using API 1.1 the supplier can retrieve all new quotations requested of them by PostNL. Quotation requests that have been retrieved previously will not be retrieved multiple times.

To ensure PostNL is aware of the quotation request being received by the supplier, the supplier can send confirmation of retrieval using API 1.2. If necessary or desirable to support a quotation with a document, this can be send to PostNL using API 1.3.

Quotation lines can be filled using API 1.4. Such lines consist of a description, the quantity of resources/items, the costs, units used and currency. Multiple quotation lines can be added to separate the various types of costs; manpower, items/resources, travel cost, etc. A change in the amount or price of a quotation line can be made by repeating a line with the former description.

The supplier is kept up-to-date on the status of their quotations using API 1.5. The following statuses can be retrieved: 

  • Accepted by PostNL: indicates that a PostNL employee has assessed and subsequently accepted the quotation as specified in API 1.5
  • Rejected by PostNL: indicates that a PostNL employee has assessed and subsequently rejected the quotation as specified in API 1.5.

How to receive a workorder?

The workorder retrieval APIs facilitate timely notification of new workorders for suppliers from PostNL. In addition, it is easier to keep track of throughput time due to confirmation of retrieval.

The supplier can retrieve all their available workorders from PostNL by using API 2.1. Using this API, the supplier can retrieve new workorders (they can be retrieved only once) that have been sent to them by PostNL.

The supplier can notify PostNL that they have received a new workorder by using API 2.2.

How to process a workorder?

Using the workorder processing APIs improves the efficiency with which suppliers provide information regarding workorders to PostNL, through the use of mandatory and optional fields. In addition, the supplier is kept up-to-date on the work-cost assessment of PostNL regarding the execution of the workorder. Finally, the supplier is notified of when their work and costs have been approved and will be sent an invoice automatically once approval is given.

Once a workorder has been retrieved or a preventive workorder has been created, the supplier can start the execution of the workorder by sending a planned date for work execution to PostNL using API 2.3. This date is the date the supplier is planning on visiting the PostNL location in question to execute the work as described in the workorder received.

After the planned work has been executed, the supplier can upload their workorder document using API 2.4.

Once the workorder has been executed and the workorder document has been sent to PostNL, the supplier can specify and send the end date of the workorder using API 2.5.

When the end date has been specified, the supplier can add invoice items to the workorder using API 2.6. Invoice items can include the cost of supplies, the cost of the employee, travel costs, among others.

When the invoice items have been added to the workorder, PostNL will assess the quality of the work executed in combination with the costs. If PostNL approves the work and costs, they will close the workorder, at which point the supplier can retrieve the close date using API 2.7. Once the close date has been received, the supplier can expect an invoice from PostNL regarding the workorder in question.

How to create a preventive workorder?

Maintenance work can be planned using preventive workorders. The supplier can easily plan preventive (maintenance) work at a specific location by creating a preventive workorder and sending it to PostNL. PostNL, once the preventive workorder is received, can provide all necessary and desired information regarding the location.

The supplier can create a preventive workorder, for instance concerning maintenance work, which can then be sent to PostNL. By using API 3.1 the supplier creates a preventive workorder, which should include a location ID (a list with location IDs can be provided by PostNL). If necessary or desirable, the supplier can add an accompanying document to the preventive workorder using API 2.4.

Using API 3.2 the supplier can retrieve confirmation that PostNL has received the preventive workorder. This confirmation also includes information from PostNL concerning the location, which has been determined by the location ID sent using API 3.3. This information contains the address, the Axxerion reference of the workorder, opening times and a local contact, among others.

For processing and finalizing a preventive workorder, please refer to the use case described in “How to process a workorder?”.

How to communicate with PostNL about workorders and quotations?

To reduce the number of phone calls and emails and to improve the centralization of information, suppliers can communicate with PostNL (and vice versa) using three methods. Thanks to these methods information is always linked to the workorder or quotation in question and can be logged.

There are two methods for the supplier to communicate with PostNL about workorders and quotations. Firstly, both the supplier and PostNL can post comments to workorders and quotations.

The supplier can use APIs 4.1 and 4.2 to retrieve additional information (i.e. receive and read comments) from PostNL concerning workorders and quotations respectively. 

APIs 4.3 and 4.4 are used to provide additional information (i.e. post comments) to PostNL. Again, for both workorders and quotations respectively.

Once a comment has been retrieved, it will not be available for retrieval again. Note that information crucial to the execution of the workorder or the assessment of a quotation should not be communicated using comments.

Secondly, supplier can provide status updates to inform PostNL of their progress using API 4.5. For instance, the supplier can send a status update concerning a specific workorder by stating that they are “waiting for parts”. The frequency and content of these status update may vary from one supplier to the next and should therefore be agreed upon by both supplier and PostNL.