FormBay Installers Compliance Guide Form Bay User
User Manual: FormBay-User-Guide
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Solar Installers FormBay Your user guide & Compliance Compliance Technology for the Solar Industry Contents Logging in Page 1 Functions Page 2 Creating a new form 1 Page 3 Creating a new form 2 Page 4 Creating a new form 3 Page 5 Documents Required Page 6 Documents Required - STC Form Page 7 Documents Required - Invoice Form Page 8 Documents Required - CCP Form Page 9 Uploading Documents Page 10 Printing, Editing & Deleting Forms Page 11 Requirements Page 12 Installers Page 13 Contact Page 14 Compliance Technology for the Solar Industry Installer - Guide - FormBay Welcome to FormBay Installer - Guide - FormBay Logging into FormBay Getting started: 1. Please ensure you are using Firefox as your internet browser. If you don’t have Firefox simply press on the download now button as below. 2. Log in using your username and password. Click on the ‘Remember Me’ box as this avoids the system logging you out automatically. 3. If you are not registered, click on ‘Register Here’ which will direct you to the registration page. 2 3 1 Compliance Technology for the Solar Industry 1. Installer - Guide - FormBay Functions Once logged into FormBay, this will bring you to the front holding page. When a form has been created, this is where it will be housed until you choose to submit it. 1 2 3 4 5 There are five main function sections in FormBay: 1. Form Bay - overview of forms to be submitted 2. Create Form - where the creation of a STC assignment forms occur 3. Submitted - allows the viewing of all submitted forms 4. Installers - a list of all active installers 5. Upload Centre - where all documentation can be uploaded This page also shows you the spot rate of the day for STCs and RECs. These prices will only be visible during trading hours in which you can submit your forms. By clicking on the calculator you are able to work out the value of your solar credits. Compliance Technology for the Solar Industry 2. Installer - Guide - FormBay Creating a new Form 1 1. Creating a new form: click on the ‘Create Form’ tab. 2. Choose Form Type: This page is where you will need to enter all of the information required to submit a compliant STC assignment. All fields marked with an asterisk are mandatory. You will need to enter valid data into these fields in order to save to Form Bay. 3. Choose the type of install: i.e. First time Install, Domestic and Grid connected and click ‘Continue’ Compliance Technology for the Solar Industry 3. Installer - Guide - FormBay Creating a new Form 2 Fill in details accordingly - See page 5 for Summary of required information 4 5 6 7 11 8 9 10 12 13 14 15 16 Compliance Technology for the Solar Industry 4. Installer - Guide - FormBay Creating a new Form 3 4. Form Reference Number: This is your reference number. Your Agent will use the Form ID number generated by FormBay. This Form ID number is allocated after the form has been created and saved. 5. Panels and Inverter: Using the drop down menu select the Panel brand and model, followed by selecting the Inverter brand, series and model. These panels and inverters have to be approved by the CEC Council. This list has been integrated into the FormBay system. 6. Installation date: This is the date the installation was completed by the installer. 7. Rated Power Output: This is the rating of the system determined by the installed panels. In order to calculate this you need to times the wattage of the panels by the quantity installed, i.e. 190 x 10 = 1900 ÷ 1000 = 1.9. 8. Number of Serial Panels: Enter the number of serial panels that have been installed, e.g. 8, 10, 12 etc. 9. In exchange for RECs: This step is asking whether you have provided a discount at the point of sale or if a monetary payment has taken place. You will need to provide the amounts that you have provided to the customer. 10. Deeming Period: Choose the number of years which determines the amount of STC credit, with 15 years being the maximum credit. 11. Panel Serial Numbers: Enter the individual serial numbers for each panel installed. Note: The serial numbers can be added in after installation. 12. Addition Information: Please provide any additional information related to the installation i.e dual occupancy on one property. 13. Out of Pocket Expenses: This is the amount of money the owner ends up having to pay for the system after discounts and giveaways, and dependant on State/Territory, must also include metering or an estimate of metering cost. Note: The ORER allows for a $100.00 deviation if cost of metering has to be estimated. Please see the OOPE calculator in create form to assist in confirming the correct OOPE. 14. Owner Details: This is the information relevant to the owner of the building. If the system is being installed at the owner’s property, check the box that it is the same address. If the system is being installed at a different property, the property address information will need to be entered, including some extra notes if it is an additional system. 15. Select the Installer: Designer and Electrician from the drop down boxes. This is a required field when creating the form. You can add/edit your list of Installers, Designers and Electricians by clicking on Add New Profile. 16. Save Form to Form Bay: Once you have completed your form, click here to save your form to Form Bay. This will then take you back to the Form Bay screen where you will see the information you have added. Compliance Technology for the Solar Industry 5. Installer - Guide - FormBay Documents Required Now that you have successfully created your form, your agent will require documentation to support the information that has been inputted into the system. The three main documents will hold all relevant details if there was to be an audit to be done. Once the installation is complete and you are ready to submit the form, you will need to upload the following documents Note: Before uploading your documents, please complete the following Compliance Checklist: 1. STC Form - Home-owners name and address is correct - Date of install is in-line with other documentation - Installers, Designers and Electricians accreditation numbers are correct - Australian regulations are present - Installers signature is present and date is on or after date of installation - Home owners signature is present and date is on or after date of installation - Designers signature is present and date is on or after date of installation - On-Site Declaration is present for installs after 1st February 2011 - Serial numbers are present 2. Invoice - Invoice Details are correct including home-owners name and address. - OOPE correct and matched OOPE on STC Form - Metering Cost Included (excluding QLD) 3. CCP - Electrician’s licence number is valid and present - Customer Details are correct including name and address - Date of compliance needs to be on the day of installation or after To see if the documentation has been uploaded, the boxes will turn yellow. This reflects that there is documentation present. To view simply click on the box and this will bring up the documentation. Compliance Technology for the Solar Industry 6. Installer - Guide - FormBay Documents Required - STC Form Check the owners address details are correct. Installation date The installation date needs to match the installation date innputted into FormBay Installers & Acc Code The installer, designer & electrician need to be CEC approved Regulations. All standards, regulations, requirements which ORER require to be within the CEC manditory written statement need to be current. Check Installer & Designer Signatures, these are required to match the details on the assignment form Signatures The home owner and the agent signatures are required on the STC form, providing proof the install occured. On-Site Declaration All installs after 1st February 2011 require an on site declaration statement declaring the installer stated on the assignment form physically attended the installation. Compliance Technology for the Solar Industry 7. Installer - Guide - FormBay INVOICE All information entered needs to match the information which has been entered into FormBay failure to produce this proof will result the submission not being approved. ® Installers Name Home Owners Name Home Owners Address Town, Post Code Metering included Check the owners address details are correct. Metering If there was a metering charge incurred, be sure to include this in the invoice OOPE NUMBER Out of Pocket Expense figure is the figure the customer is required to pay for the installation after all deductions are taken off . In simple terms it’s the monetary value they end up paying out for the system. Check the figure, be sure to take into account all payments included deposits and also any giveaways which maybe listed. Compliance Technology for the Solar Industry 8. Installer - Guide - FormBay Documents Required CCP - Certificate of Compliance Check the owners address details are correct. Electrician Signature The electricians name and signature needs to be present on the CCP form Date of Compliance needs to beon or after the installation has occurred Compliance Technology for the Solar Industry 9 There are two types of ways to upload your files either on the Form Bay page or in the ‘Upload Centre’. To upload direct from the holding page, simply click on ‘Upload a file’ select your folder to upload, wait for the upload to finish and select the type of document using the drop down arrow and press assign. Installer - Guide - FormBay Uploading documents to FormBay Select the type of Document, and click on ‘Assign’ The alternative option is to use the ‘Upload Centre’ where you can upload documents separately or together using the Splitter function. Search for the customer record to upload your documentation to using the search tool bar. Click on ‘Upload a file’, select relevant documentation and upload or select the Splitter tab and upload more than one document at a time. Splitter function Compliance Technology for the Solar Industry 10. Installer - Guide - FormBay Printing Editing and Deleting Under the actions column, you are able to do the following: 1 2 3 1. This generates all the information inputted into the system on your agents STC Assignment form which can be printed off and signed when the installation occurs. Double click and this will generate the STC form to open in Adobe PDF. If the iPhone is being used, the signatures will appear on the sheet once the customer has signed and the documents uploaded. 2. This allows the editing of any created forms in Form Bay, providing that the submission has not been submitted. Once you have made the required changes, click on ‘Save Form to Form Bay’ button at the bottom of the screen. If a form needs to be changed after submission you must contact your agent with the Form ID number. Your agent can release the form back to Form Bay for changes to be made however you will then need to re-submit the form. 3. If the form is not valid, it can be deleted off the system by clicking on the delete icon. Compliance Technology for the Solar Industry 11. In order to submit your forms there are certain requirements that need to be met. If they are not fulfilled, FormBay alerts you by highlighting the requirements box. By clicking the Requirements box this shows the issues that need to be corrected before submission can occur. This could be for a number of reasons: Installer - Guide - FormBay Requirements i.e. - Issue with serial numbers - when the serial numbers are highlighted in red this means there has been a duplication with another submission - Number of panels does not match the number serial numbers inputted - Upload of required documents - not all required documents have been uploaded Issues with submission Once these requirements have been met a Green Submit button will appear. This shows that the form is now ready to be submitted for Compliance Checking. Press ‘Submit’ to submit to Agent Compliance Technology for the Solar Industry 12. The installer centre allows you to view all the installers that are currently active in your account. When adding a new installer, click on the + button and this will direct you to adding a new installer, enter the CEC Accreditation code of the installer, along with their first or last name. Installer - Guide - FormBay Installers In accordance with ORER (Office of Renewable energy Requirements) each installer needs to be CEC approved. FormBay’s search matches up with the latest CEC approved installers list. 1. Enter Accreditation Code and first name or last name 3. Click on ‘Search Profile’ this will bring up the matching results 4. Click on ‘Add This Profile Now’ If your installer is newly registered and is not found, enter in the installer manually. When submitting the form please upload the installers certified certificate in the section ‘Others’ documents, in the upload centre. Enter in newly accredited Installers details Compliance Technology for the Solar Industry 13. If you have any queries or issues with using FormBay please don’t hesitate to contact: Tarryn Cotezee Client & Compliance Manager P: 02 8003 5478 Installer - Guide - FormBay Contact: M. 0406 837 148 E. tarryn@formbay.com.au Compliance Technology for the Solar Industry 14.
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