Invoice discounting

Registration
 

1. Before you can login to FacFlow, you need to create a password against your FacFlow User ID. This is done by clicking the unique link in the ‘Welcome to FacFlow’ email you will receive when your User ID is first created.
2. Once your password has been accepted, click Create password and the next screen will require you to enter a One-time passcode to complete the registration. This will be a 6 digit number that is emailed to you.
3. Enter the One-time passcode and click Confirm one-time passcode to complete the registration. A separate box will appear to confirm your password has been saved successfully and the registration is complete.

Logging on
 

1. Enter your Site ID, User ID and the Password that was created during registration, then click Continue.
2. Check your emails for the one-time passcode and enter the 6 digit number provided, then click Confirm one-time passcode.
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 the screen. Give the user their User ID and Site ID. A unique link will be emailed directly to them to complete the registration. 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 created a password and completed their registration for FacFlow.

Managing Users – Edit 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 registration email is sent.
   

Locked out / Disabled Users 

A user can be disabled for a variety of reasons:

• They have not logged into FacFlow for more than 90 days
• They have entered incorrect login details more than five times
• They have entered incorrect one-time passcodes more than five times
• They have requested a one-time passcode more than five times in a row

Disabled users can be unlocked by their system Administrator, a user with the Supervisor role in FacFlow. 

If the disabled user has already completed the registration, once unlocked, they can either re-try logging into FacFlow with the correct credentials or click on the ‘Forgot password’ option from the login page and request a new link to reset it. 

If the disabled user has not previously registered for FacFlow, their system Administrator will need to order a new registration link to be sent to them.

1. To unlock a disabled 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 unlock. 
3. The Edit User screen is now displayed. Click the Unlock User button.
4. Review and click Confirm.
5. You will be returned to the Manage Users screen. The user’s status will now be displayed as active.

Order new registration links
 

1. To order a new registration link 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 registration link fr.
3. The Edit User screen is now displayed. Click Send Registration Email.
4. Review your request and click Confirm. You’ll be returned to the Manage Users screen and a new registration link will be emailed to the user.

Viewing recent activity
 

1. On the main menu, go to Recent Activity and then select Recent Activity for Ledger.
   
2. The Recent Activity screen allows you to view system updates to your ledger.
   
3. To view details of the update, click the Date of the entry.
   
4. To return to the Recent Activity screen, select Back or Recent Activity from the main menu.

Viewing your sales ledger control account - Viewing your account
 

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 invoice 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 the 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) 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 Details 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 Item on 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 receivable 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.

Viewing 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 bought 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 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 Forward calculated 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 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 previous 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 the 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 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 you 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 Discounting Cash (NIDC) are funds unrelated to the debts assigned as part of our Invoice Discounting Agreement. To request a NIDC refund, click Input on 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 borrowing base certificate
 

1. To advise us of value changes to your borrowing base certificate, choose Input from the main menu and then Borrowing Base Certificate.
2. Click Create Borrowing Base Certificate.
3. Enter the details, including the asset values, ineligible values and any reserve values and click Continue.
4. Review the details you’ve entered and click Confirm.
5. You’ll be returned to the Borrowing Base Certificate screen. Your new entry will appear in the table and its status will stay as sent until we’ve processed it.

Downloading a report
 

1. To view and download FacFlow reports, select Reports and Statements 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 criteria that you wish to use. The criteria will differ between reports.
4. In the dropdown box, select the format you want to download to the report in. Click Continue.
5. Review the details entered and then click Download.

Hint: Reports are available for 13 months. It’s recommended that you regularly save reports to your computer for your own record keeping.