1 Financial Conduct Authority Online Invoicing / User guide Introduction Welcome to the Online Invoicing user guide. Set out below is guidance on how to use the application if you need it. Once firms are registered as a user, you can access Online Invoicing (https://gateway.fsa.gov.uk/ onlineinvoicing) via the Chrysalis logon page. Your login details are: username = your address; and password = your personal password entered when registering. The application is easy to use and to navigate around. That said, to help users maximise its use, this guide specifically covers: The home page; Viewing your account details; View/printing invoices; Viewing invoice details and related payment information; Make a card payment; Applying credits; Disputing invoices (in full or part) online; Manage customer account access; and Manage customer account contacts. If you require further information or help when using the application, please or telephone the Customer Contact Centre on Financial Conduct Authority 1
2 1. The home page The home page functionality is highlighted below: Summarises your firm s debt position and includes the option to view age profile. You can also use embedded links to view specific transactions. Download your statement by clicking on the +, choose required format and click on Download. You can view your Dispute Status and dispute details by clicking on the + and then clicking on the embedded links. Refer to our useful links to fees information on the FCA website. To apply to pay fees by instalments click on link to PCL website.
3 2. Viewing your account details This provides firms with the ability to view invoices/payments using a variety of criteria. View your account balance. Utilise the various search options to review transactions, eg: - by Transactions Status (eg: any, open/pending, closed); - by Type (eg: Payments, Invoices); or - click on Show more search options (for date ranges etc). - Then click Go to see transactions. Tick all or individual transactions and click on Recalculate to view totals. Displays transaction details. Above screenshot demonstrates the account transaction view, having selected: Open/Pending Invoices with Due date from not selected (from the Show more search options criteria).
4 3. Viewing/printing invoices 1) To view/print your invoice, select the invoice by clicking in box and click on View Paper Copy in the Account page. New window will open to display invoice. Print or save document as required. 2) If the invoice is not immediately available, you will be directed to the following screen. Click on Refresh to view request status. The Phase column will detail report progress: Pending, Running or Completed. 3) When Completed click on Output icon to view invoice in a new window.
5 4. Viewing invoice details and payment information 1) To view specific invoice details, click on the transaction in the Account page. 2) Click on History to view payment details. Displays summary invoice information and invoice line details. For a paper copy of your full invoice click here.
6 5. Make a card payment Users can pay their fees invoices using a variety of card types (debit, Maestro, credit or American Express). Please note, surcharge rates apply for credit cards and American Express cards (actual % charge rates are displayed when making payment). If you have a credit note on your account, you may pay the net amount due by selecting both the invoice(s) and credit note. 1) To pay your invoice, select the invoice by clicking in box and click on Pay by Credit/Debit Card in the Account page. If you have access to multiple firms/customer accounts, you will need to select the appropriate firm/customer first. 2) Review transactions selected for payment and confirm you are happy to progress payment by clicking in box. 3) Click on Pay Now to commence payment process.
7 4) Enter your card details. Please note card surcharge rates (%) in the Card Type field (if applicable). 5) If you are content with the surcharge rate (if applicable) and wish to progress payment, click on Proceed. Please remain on this page whilst your payment is being processed. 6) From the payment confirmation screen, click on View Paper Copy to view/save a pdf copy of the payment. Users will also receive confirmation of payment. Page displays Total Transaction value and card payment surcharge (if applicable) and Total payment charged Click on My Account to return to the Account page. The paid invoice paid will now be a closed transaction.
8 6. Applying credits Users can apply credit memos to outstanding invoices to reduce open items on the account. [You can also net off a credit memo when making a payment by selecting both the invoice(s) and credit note (see section 5).] 1) To apply a credit memo to an outstanding invoice, select the credit by clicking in box and click on Apply Credits button in the Account page. 2) Select the credit memo and click on Next.
9 3) Identify the invoice you wish to apply the credit to by clicking on the Add Transactions button. 4) Enter % in the Transaction Number field to view open invoices. Then select invoice by ticking box and click on Select.
10 5) Select the invoice by ticking box, enter the Application Amount (credit memo value) and click on Next. 6) Review application of credit memo to invoice and click on Apply to complete the process. NB. Users can also apply credit memos by first identifying the invoice and then selecting the credit memo you wish to be applied to the invoice.
11 7. Dispute an invoice (in full or part) 1) Identify transaction you wish to dispute on the Account page and click on Dispute. 2) Select Reason for dispute and Invoice section from list of options. 3) Click on Next.
12 4) Enter Dispute amount or Percent (in full or part) and add additional comments to support dispute. 5) Click on Next. 6) Check dispute request information. If information is incorrect click Back and re-enter information as appropriate. If information is correct, click on Submit.
13 7) The application will confirm the dispute has been raised (as shown below). 8) Click on Return to account details to continue using Online Invoicing or View dispute information to view dispute details. To note We aim to respond to disputes as soon as possible, but it may take up to 12 working days. The individual who submitted the dispute will receive an formally responding to the dispute. This will include details of who to contact if you wish to discuss further. The status the disputes (either Pending review or Responded ) can be viewed on the home page (see section 1 of the user guide).
14 8. Manage Customer account access This enables the registered user to either: Obtain access to an additional customer account or Remove access to a customer account To remove your own access to an existing customer account enter % in the Customer Name field. Select customer account you no longer require and click on Remove Access and confirm. To grant yourself access to an additional customer account, click on Request Additional Customer Access and follow the onscreen prompts. Please note: you must have the Firm Reference Number and its Unique Validation Code to complete this process.
15 9. Manage customer account contacts To change a registered user s status to Active or Inactive (eg to be used when a person is on maternity leave) Active status - registered users will have access to the customer account and receive notifications Inactive status - registered users will not have access to the customer account and will not receive notifications 1) To change a registered user s status for a customer account, select Manage Customer Account Contacts. If you have access to multiple customer accounts, you will need to select the appropriate customer first. 2) The Manage Customer Account Contacts screen will then display all active registered users. 3) Click on Remove to make a registered user Inactive To restore an Inactive user, select Inactive in the Status field and click Go to view all inactive users. Click Restore to re-activate user. NB. If you have previously inactivated yourself, only another registered user for the same customer account can reactivate you.
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