Online Invoicing user guide

Introduction

Welcome to the Online Invoicing user guide. This guidance tells

you how to use the application.

Registered users can access Online Invoicing directly using:

https://gateway.fsa.gov.uk/onlineinvoicing or through the ‘Annual fees:

online invoicing’ icon on https://www.fca.org.uk/. Your login details are:

• user name = your email address, and

• password = the personal password you entered when you
registered

To help you use the application and navigate around it, this guide specifically
covers:

1. frequently asked questions (FAQs) If you need more

information or help when
using the application,
Accessing Online Invoicing
please email
fcafees@fca.org.uk or
2. logging in to your account telephone the Customer
3. re-setting your password Contact Centre on
0300 500 0597
Navigating around the application (standard rates apply).

4. the home page

5. viewing your account details
6. view/printing invoices
7. viewing invoice details and related payment information
8. make a card payment
9. applying credits
10. disputing part or all of the invoice online
11. submitting fee tariff data online

Administration

12. adding/removing a firm to your Online Invoicing account; and

13. enable/disable registered users
1. Frequently Asked Questions (FAQs)

How do I download a copy of an unpaid invoice?

To download a copy of any unpaid invoices, click on the ‘Account’ tab, then select
the relevant transaction and click ‘View paper copy’. For further support see
view/printing invoices.

How do I view or download paid invoices?

Click on the ‘Account’ tab and change the status of the Status drop down box from
‘Open’ to ‘Any Status’.

How can I change the email address associated to my Online Invoicing

account?

You will first need to register for the application again using the new email address.
For further support on registration see our one page self-registration guide.

Once your new account has been registered, you can remove your previous account
by clicking on the ‘Manage Customer Account Contacts’ tab. For further support on
removing accounts see enable/disable registered users.

How can I add further users to the application?

Additional users can register for the online invoicing application by following the
steps in our self-registration guide. Users will have to enter a ‘Unique Validation
Code’ for security purposes. If you do not have this code please email
fcafees@fca.org.uk or ask an Approved Person to contact us on 0300 500 0597.

I have forgotten my user name

Your user name will be the email address you used to register for the online
invoicing application. If you cannot remember registering for the application, but
receive email notifications advising a balance is due, you may have been auto-
registered. Your user name will be the email address we send the notifications to.

I have forgotten my password

You can easily re-set your password by clicking on the ‘forgotten username or
password’ link which is located on the sign-in page for the Online Invoicing
application. For further support see re-setting your password.

I’m locked out of my account. What should I do?

If you have requested a password re-set more than five times, you will be
permanently locked out of the application. To unlock your account you will need to
email the fees team on fcafees@fca.org.uk.

My account has been deactivated. What should I do?

We will deactivate users when our emails bounce back. If you would like to re-
activate your account please email fcafees@fca.org.uk.
2. Logging in to your account

1) Navigate to the FCA website (www.fca.org.uk) and click on the ‘Annual Fees: Online
Invoices’ icon. (Alternatively use: https://gateway.fsa.gov.uk/onlineinvoicing.)

2) On the ‘Annual fees: online invoicing’ page, scroll down and click ‘log in to your
account here’.

3) On the login page, enter your user name and password then click ‘Login’. NB.
Your username is your email address.
3. Re-setting your password

1) To re-set your password, click on the ‘forgot your username or password’

link on the login page (https://gateway.fsa.gov.uk/onlineinvoicing).

2) Enter your user name (this will be the email address the Online Invoicing
application uses to email your firm about fees invoices). Then click ‘Forgot
Password’.

3) Follow the instructions in the email to re-set your password. Your password
must:

• be 8 or more characters
• contain at least one number and letter (case sensitive)
• not contain consecutive identical characters (e.g. cannot use password1)
• not contain your username
• not be a repeat of a recently used password
• not contain the following characters: / & %

4) Once you have re-set your password, you can log in through:
https://gateway.fsa.gov.uk/onlineinvoicing.
4. The Home page

The Home page shows your firm’s account balance, options to download
statements and provides useful links to fees information. See below:

Summarises your firm’s debt position Download your statement

and includes the option to view age by clicking on the ‘+’, choose
profile. You can also use embedded links required statement and format
to view specific transactions. and click on ‘Download’.

You can view your Dispute

Status and dispute details by Refer to our useful links to fees
clicking
` on the ‘+’ and then information on the FCA website.
clicking on the embedded
links.
You can request your firm’s
Unique Validation Code by
clicking on “Request Code”.
5. The Account page

The Account page gives firms the ability to view invoices and payments using
a variety of search 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

Displays transaction details.
click on ‘Recalculate’ to view totals.

The screenshot above shows unpaid invoices, brought up by selecting:

‘Open/Pending’ ‘Invoices’ with ‘Due date from’ not selected (from the ‘Show
more search options’ criteria).

To view paid invoices, change ‘Status’ to ‘Closed’ and click on ‘Go’.

6. 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. A new
window will open to display the invoice. Print or save document as

2) If a new window does not open containing a PDF copy of your

invoice, check your pop-up blocker – see our Pop-Up Blocker
Guide on next page.
Pop-Up Blocker Guide

If a PDF copy of your invoice does not appear after you select the relevant
invoice and click ‘view paper copy’ this may be because your browser’s
security settings are preventing the window from opening. You can resolve
this by enabling pop-ups from our site:

Chrome
Click on the Pop-up blocked notification on the right hand side of the web
address bar. Select ‘always allow pop-ups from…’ then click ‘done’.
Repeat the steps above to generate a paper copy of your invoice.

For further guidance, see:

https://support.google.com/chrome/answer/95472?co=GENIE.Platform%3DD
esktop&hl=en-GB

Internet Explorer
Click on ‘Options for this site’. Select ‘Always allow’. Repeat the steps
above to generate a paper copy of your invoice.

For further guidance, see:

https://support.microsoft.com/en-gb/help/17479/windows-internet-explorer-
11-change-security-privacy-settings

Firefox
Click on ‘options’. Select ‘Always allow’ from this site. Repeat the steps
above to generate a paper copy of your invoice.

For further guidance, see:

https://support.mozilla.org/en-US/kb/pop-blocker-settings-exceptions-
troubleshooting
7. 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. Click here for a paper copy of
your invoice.
8. Make a card payment

Users can pay their fees invoices using a variety of card types - debit,
Maestro, credit or American Express.

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 3) Click on ‘Pay Now’ to begin the
and confirm you are happy to progress payment payment process.
by clicking in box.
4) Enter your card details. The 5) To progress payment, click on ‘Proceed’. Please
‘Card Type’ will display. 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 email confirmation of payment.

Page displays Total Transaction value Click on ‘My Account’ to return to the
and card payment surcharge (if Account page. The paid invoice paid will now
applicable) and Total payment charged be a closed transaction.
9. Applying credits

You can apply credit memos to outstanding invoices to reduce the amount
owing on 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 8).

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’.

3) Identify the invoice you want 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’.
 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. You can also apply credit memos by first identifying the invoice and then selecting the
credit memo you want to be applied to the invoice.
10. Dispute part or all of an invoice

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’.
 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’.
 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.

Please note

We aim to respond to disputes as soon as possible, but this may take up to 12 working
days.

The person who submitted the dispute will receive an email formally responding to the
dispute. This will include details of who to contact if they would like to discuss further.

The status the disputes (either ‘Pending review’ or ‘Responded’) can be viewed on the
home page (see section 4 of the user guide).
11. Submitting fee tariff data online

To calculate firms’ annual fees and levies, we may issue fee tariff data
request forms for you to complete. The online form is tailored to only ask for
data we do not already hold. We will email firms registered for Online
Invoicing when their return is available for completion online.

The Home page prompts the user to Click on ‘Fee Tariff Data
complete the online return by the due Requests’ page to view the
date. online form.

The ‘Fee Tariff Data Entry Form’ provides

instructions and link to FAQs. The return due date.

Use the ‘Save’

button regularly
to ensure your
entered data is
not lost.

To view/download Use links to see Enter your firm’s data in the

your Saved data or guidance notes and Current Year’s Data fields and
your Regulated valuation dates for provide a Variance Reason and
Activity Groups. each Fee Block. Variance Details when prompted.
 Provide additional information to help us
validate large movements in data.

When all data and variances have Click on ‘Submit Completed Form’ to
been entered, verify data (and firm submit your return. NB. Once submitted,
sign-off) by ticking the box. data cannot be changed online.

Please note

We will email you if we require further information/clarification regarding the data

submitted online. Your online form will be released back to you for review and will
include questions relating to specific fee blocks for you to respond to before re-
submitting your data.

If you want to revise your data, please email feetariffreturns@fca.org.uk

immediately detailing the changes required and explain why the data has
changed.
12. Adding/removing a firm to your Online Invoicing
account

Registered users use the ‘Manage Customer Account Access’ page to

either:

• gain access to an additional firm/customer account, or

• remove access to a firm/customer account

Click on ‘Manage Customer To remove your own access to an

Account Access’ existing customer account enter ‘%’ in the
‘Customer Name’ field. Select the 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 on-screen
prompts. Please note: you must have the Firm
Reference Number and its Unique Validation
Code to complete this process.
13. Enable/disable registered users

If you want to change a registered user’s status to ‘Active’ or ‘Inactive’ – for

example if someone is on maternity leave or has left the firm - you will need
to go the ‘Manage Customer Account Contacts’ tab:

• ‘Active’ status - registered users will have access to the firm/customer

account and receive email notifications
• ‘Inactive’ status - registered users will not have access to the
firm/customer account and will not receive email 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’

3) Click on ‘Remove’ to make a
screen will then display all active registered
registered user ‘Inactive’
users.

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 re-activate you.