Harvest Billing System (HBS) - Connecting Industry

For a full description of the steps required to fully set your company up with the HBS, see Industry Procedure for Connecting to HBS. The steps are described below.

General Steps

  1. Register and obtain a Business BCeID
  2. Obtain a Registration Key - If you don't have one, email a completed Application to Establish the Industry User Administrator Role (IUA) (PDF) to the Billing Business Support Desk. The IUA will be provided with a Registration Key
  3. Register on Public HBS Webpage - The IUA must visit the HBS Public Web Page. Under "Public User Services", select "Register". Enter the Registration Key and the Client Number/Location Code for your company and press Submit.
    The enrolment request will be sent to the HBS Manager for approval.  The IUA will be advised via email of successful enrolment.
  4. Register Users - The IUA will be expected to enroll the users within their company. Each Scale Site must have an Industry Site Administrator (ISA).

Note - Scalers require an authentication key to digitally sign their own scale returns. If a scaler loses his or her authentication key, or wishes to change it, they can do so through the ministry scaling administrator at their district office or by contacting the Billing Business Support Desk.

Data Submission

There are two ways Industry clients can submit their data to HBS:

  1. Online Entry - Requires no special software.
  2. Through XML - An XML file is generated by Scale Data Collection Software. XML Files can be submitted to HBS via the HBS Upload Screen or Automated FTP Upload.

Note - The testing and software approval of the vendor scale data collection software is ongoing. Vendor software that has been approved for HBS use has been provided with an official approval letter. It is responsibility of the industry client to ensure they are using HBS approved software. It is the responsibility of the software vendors to conduct the pre-requisite format tests available in HBS Vendor Test Scenarios 1.3

Note - If using Automated FTP, you will need to contact the Billing Business Support Desk to provide them with the firewall (static) IP addresses of your systems.

Document Delivery

The Delivery Profile contains details about how an Industry Client will collect or retrieve issued documents (volume estimate statements, compiled sample statements, invoices and ratio statements).

Three document delivery methods were originally available in HBS. In most cases Email delivery is the method now recommended for Industry Clients. If any problem is encountered with an email address, HBS will automatically default to the Print method to complete the document delivery to that client.

Email - recommended method (attended delivery): an email is sent from HBS to the Industry Document Receiver (IDR) with links to both the PDF & XML Documents which are now available to be downloaded and / or printed at the client office.

FTP - this method now has restricted availability (unattended delivery): An email is sent from HBS to the Industry Document Receiver (IDR) informing that the XML Documents are available on the Ministry's FTP Server and are now ready for transferring into the industry computer systems.

Print - not recommended (default paper-based delivery): uses the postal system to deliver HBS invoices.

Electronic Delivery (via the Email or FTP options) is an automatic, event driven process that replaces paper-based delivery using the postal system. Simply stated, industry clients receive links to electronic copies of Issued Documents via email once they are generated by the HBS - no waiting for the mail to go through the postal system.

The following steps must be performed to set up Electronic Delivery:

  1. Set up an Industry Document Receiver (IDR) - The IDR is the designated recipient for electronic delivery of issued documents. As with all roles, the IDR must be set up by the IUA.

  2. Download and sign the Memorandum of Understanding (MOU) - The MOU confirms the understanding that the delivery of electronic documents is the equivalent to the physical delivery of the paper documents and the agreed method of delivery. The MOU is administered at Timber Pricing Branch, and must be signed by an authorized representative of each industry client and an authorized ministry representative. Download and complete the MOU (last updated January 06, 2012).

    Electronic Delivery MOU (DOCX)

  3. Fax or email the completed MOU to the Billing Business Support Desk, Timber Pricing Branch.

Note - If using Unattended, you will need to contact the HBS Help Desk to provide them with the firewall (static) IP addresses of your systems.

Stratum Advisor

Each industry client population owner will be required to manage and submit proposed sampling plans through the on-line HBS Stratum Advisor. The Industry User Administrator (IUA) will need to establish and enroll a Sampling Plan Administrator (IPA). The IPA will have access to the on-line HBS Stratum Advisor to create and submit proposed weight scale sampling plans.

Note - Each population owner must have a minimum of one IPA.