Invoice discounting

Logging on

1. Enter your Site ID and User ID, then click Continue.
2. Enter the requested digits from your PIN and password, and then click Continue.
3. Review your details on the confirmation page and click Confirm to complete the process.

Welcome page

FacFlow’s welcome page helps you navigate to each of its features and will alert you to any messages you have. On the left is the main menu, which provides permanent links to the features that are available to you (this is dependent on your permissions). You can also access these features through the table on the welcome page.

Managing users

Create users

1. To create a new user, select Administration from the main menu and then Manage Users.
2. A list of the current users will be displayed. Click Create User.
3. Enter the user's details and click Continue.
4. Review the details on the confirmation page. If any details are incorrect, select Edit New User to return to the previous screen.
5. If everything is correct, select Confirm.
6. The new user will be created and their details displayed on screen. Give the user their User ID and Site ID. The activation code will be emailed directly to them. Click Continue.
7. You will be returned to the Manage Users screen and the new user will be displayed in the table.
8. The user will become active once they've successfully logged on to FacFlow.

Suspending or deleting users

1. To suspend or delete a user, select Administration from the main menu and then Manage Users.
2. A list of current users will be displayed. Select the User ID of the person you want to suspend or delete.
3. The Edit User screen is now displayed. Click the Suspend User or Delete User button.
4. Review and click Confirm.
5. You will be returned to the Manage Users screen. The user's status will now be suspended or, if you've deleted them, they won't appear in the list.
6. The suspended user won't be able to access FacFlow unless a new activation code is requested.

Order new activation codes

1. To order a new activation code for a user, select Administration from the main menu and then Manage Users.
2. A list of current users will be displayed. Select the User ID of the person that you need to order a new activation code for.
3. The Edit User screen is now displayed. Click Order Activation Code.
4. Review your request and click Confirm. You'll be returned to the Manage Users screen and a new activation code will be emailed to the user.

Viewing data changes

1. On the main menu, go to Data Changes and then select View Data Changes.
2. The Data Changes screen allows you to view system updates to your ledger.
   
   Note: You can view BACS receipts, credit limits and returned cheques.
3. To view details of the update, click Date.
4. To return to the Data Changes screen, select Back or Data Changes from the main menu.

Viewing your sales ledger control account

Viewing your account

The following steps apply to Sales Ledger Control Auto-Build clients only.

1. To view your sales ledger control (SLC) account, click Accounts on the main menu and then Sales Ledger Control.
2. The SLC account includes all transactions, such as invoices and customer payments.
3. The balance carried forward to the next period is calculated using the balance brought forward from the previous period, plus the credits and minus the debits of this period.
4. Use the Period dropdown menu to view the data for another accounting period. Click Go  to change the view.
5. The View Detail button will load the View Sales Ledger Control Detail screen. This screen lists the transactions by date. Click Date to find out more details about a specific item.
6. If you can move an item to another accounting period (for reconciliation purposes), the Move Item link will appear next to the item.

Moving an item

1. Sales Ledger Control (SLC) Auto-Build clients can move items between two open accounting periods in their SLC account. The items must be dated within five days of the start or end of an open period.
2. To move items, select Accounts on the main menu option and then Sales Ledger Control.
3. Select View Detail on an open accounting period.
4. Move Item will be displayed next to items that can be moved to another open accounting period. Select Move Itemon the entry that you'd like to move.
5. You'll be shown the date that the item will be moved to in the other open accounting period. Click Continue.
6. You'll be returned to the View Sales Ledger Control Detail screen. The item will be pending until it's processed by us and moved to the other period.

Viewing the receivables purchased account

1. Your receivables purchased account (RPA) can be viewed by clicking Accounts on the main and then selecting RPA.
2. RPA shows the balance of the debts that have been purchased under our agreement and the items that make up this figure for a given month.
3. The Narrative field gives a brief description of the transaction, and its value will either debit or credit the balance brought forward.
4. Use the Select Month filter to view another month. Click Go to change the view.
5. You can view detailed transaction details by clicking Reference on a transaction.

Veiwing your memorandum discounting statement

1. Your memorandum discounting statement (MDS) can be viewed by selecting Accounts from the main menu and then MDS.
2. MDS shows the balance of our funds that you are currently using, and lists the items making up this figure for a selected month.
3. The Narrative field provides a brief description of the transaction. Its value will either debit or credit the balance brought forward.
4. The Select Month filter can be used to view a statement for another month. Click Go to change the view.
5. Use the View Daily Balances button to see a summary of your balance and the discounting charge by day.

Creating and closing accounting periods

Creating an accounting period

1. Sales Ledger Control Auto-Build clients can create accounting periods by selecting Accounts  from the main menu and then Periods.
2. This will display the accounting periods that currently exist. To create a new period, click Create Accounting Period.
3. Enter the date on which you want the period to end, and then select Create Period. You'll then be returned to the Accounting Period screen and the new period will be listed in the table.
4. From this screen you can edit the last accounting period or delete it by clicking the relevant buttons.

Closing an accounting period

1. From the main menu, select Accounts and then Sales Ledger Control.
2. Select the period you want to close by using the drop down box and selecting Go.
3. Review the figures before closing the period. Ensure all items posted, are in the correct period and any exclusions have been accounted for.
4. If the details are complete, select the Close Period button. Please contact your Reconciliation Clerk with any problems or queries.
5. Enter in your Client Aged Debtor Debt Balance. You must explain any difference between this figure and the Balance Carried Forwardcalculated in FacFlow.
6. Select the Continue button.
7. Review and confirm the details entered.
8. You will be returned to the Sales Ledger Control Summary screen and a confirmation message will be shown. The accounting period will be closed and the SLC Balance Carried Forward table updated.

Payment availability

Viewing payment availability

1. From the main menu, select Availability and then Payment Availability.
2. Payment Availability shows the figures that make up your Availability, which is known as Amount Available.
3. The Funds in Use field represents the amount of funds advanced to you under the terms of the agreement between us.
4. Click View Reserves to see any items that are withheld from your Payment Availability calculation.
5. The View Reserves screen gives you a breakdown of the items withheld from your Payment Availability. Click Back to return to the previous screen.

Creating a payment request

1. From the main menu, click Availability and then Payment Request.
2. This screen shows your previously raised payment requests. To create a new request, click Create Payment Request.
3. Complete your request, including the amount you require and the payment method. Make sure you consider the amount available for you to request. Then click Continue.
4. Review the details entered and click Confirm.
5. You'll be returned to the Payment Request History screen and your request will appear in the table. Its status will stay as Sent until it's been processed by us.

Creating a client advice

1. To create a client advice, select Input from the main menu and then click Client Advice.
2. This screen shows your previously raised client advices. To create a new advice, click Create Client Advice.
3. Enter the relevant details.
4. Make sure the Net Movement field is completed and all values are entered as positive values. Don't use a minus sign for negative values.
5. You may like to enter a personal reference number to make this client advice easier for you to identify.
6. Once complete, click Continue. Review  the details entered and click Confirm.
7. You'll be returned to the Client Advice screen and your new entry will appear in the table. Its status will stay as sent until it's been processed by us.

Hint: by selecting Seq No you can review the client advice details at any time.

Creating a client advice transfer

As client advice transfers move sales between two ledgers at a site, this section isn't relevant to single ledger clients.

1. Select Input on the main menu and then click Client Advice Transfer.
2. Click Create Client Advice Transfer.
3. Complete the relevant details, including the ledger you are transferring sales to and the sales values. Click Continue.
4. Review the details entered and click Confirm.
5. You'll be returned to the Client Advice Transfer screen. Your request will appear in the table with the status as sent until it's processed by us.

Creating a paying in slip advice

1. To advise us of funds paid into our bank account, click Input on the main menu and then Paying In Slip.
2. Click Create Paying In Slip.
3. Enter the amount banked, the date it was banked and the number from the paying in slip. You can view all valid paying in slip numbers for your ledger by clicking View Available Ranges.
4. Once complete, click Continue.
5. You'll be returned to the Paying In Slip screen and your new entry will appear in the table. Its status will stay as sent until we've processed it.

Hint: Click Seq No to review the paying in slip details at any time.

Creating a NIDC refund request

1. Non Invoice Discounted Cash (NIDC) are funds unrelated to the debts assigned as part of our Invoice Discounting Agreement. To request a NIDC refund, click Inputon the main menu and then click NIDC Refund Request.
2. The screen will display your previous refund requests. To create a new one, click Create NIDC Refund Request.
3. Enter the details, including the refund amount, the reason, how and when the amount was received by us. Click Continue.
4. Review the details you've entered and click Confirm.
5. You'll be returned to the NIDC Refund Request screen and your new entry will appear in the table. Its status will stay as sent until we process it.

Hint: Click Seq No to review the NIDC Refund Request details at any time.

Creating a monitored asset advice

This section is for clients with Monitored Asset agreements only.

1. To advise us of value changes to your monitored assets, choose Input from the main menu then Monitored Asset Advice.
2. Click Create Monitored Asset Advice.
3. Enter the details, including the asset category, its opening value and any inputs or outputs to this value. Click Continue.
4. Review the details you've entered and click Confirm.
5. You'll be returned to the Monitored Asset Advice screen. Your new entry will appear in the table and its status will stay as sent until we've processed it.

Creating VAT & Inland Revenue advice

1. If you have a Monitored Assets agreement, you need to advise us of your VAT and Inland Revenue obligations. To do this, choose Input from the main menu and then click VAT & Inland Revenue Advice.
2. This screen shows your previously raised advices. Click Create VAT and Inland Revenue Advice.
3. Enter the details, including the VAT and PAYE amounts and the periods these apply to.
4. Once complete, click Continue.
5. Review and the details you've entered and click Confirm.
6. You'll be returned to the VAT and Inland Revenue Advice screen and your new entry will appear in the table. Its status will stay as sent until it's been processed by us.

Hint: Click Seq No to review the advice details at any time.

Maintaining client references

1. You can create, view and edit references for your customers by clicking Customers and then Maintain Client References on the main menu.
2. This screen will list the Customer Name and Customer ID of all your customers. If you've already created a reference for a customer, this will be displayed in the Client Reference field.
3. To create or edit a reference for a customer, search for the customer and then click Edit.
4. Type in the reference for your customer. Then select Save and Continue.
5. You'll be shown a message confirming that your changes have been saved.

Downloading a report

1. To view and download FacFlow reports, select Reports from the main menu and then View Reports.
2. The screen will list the reports you have permission to access. Choose the report you want.
3. Enter the report criterion that you wish to use. The criteria will differ between reports.
4. In the dropdown box, select the format  you want to download the report in. Click Continue.
5. Review the details entered and then click Download.

Hint: It's recommended that you regularly save reports to your computer for your own record keeping.