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.

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Compliance Technology for the Solar Industry

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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.

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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.

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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

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Installer - Guide - FormBay

Creating a new Form 2
Fill in details accordingly - See page 5 for Summary of required information

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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

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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

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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

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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

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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

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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

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Installer - Guide - FormBay

Printing Editing and Deleting
Under the actions column, you are able to do the following:

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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.

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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

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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

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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

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