PV CYCLE Extranet User Guide. Updated November, 2015

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Claribel McCoy
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1 PV CYCLE Extranet User Guide Updated November, 2015

2 Table of Contents 1. Contact Support Overview Accessing the PV CYCLE Extranet Registration Creating an account Completing Company Details Completing Contact Details Applying at Take-back Scheme Applying at another Take-back Scheme(s) Registering a new company with the same account How to change company details and contact information? I ve chosen to upload the contract later in the registration. How do I continue next time? My registration is rejected. What should I do? Providing sales forecast (for members in Germany and France) Germany These data are important to calculate your financial guarantee (requested by ElektroG) and to assign you to the appropriate PV CYCLE service level France (only applicable for existing members) Creation of the product library How to create the products? How to add a product or remove one from my product library? Declaration My declaration is created automatically I cannot find my declaration in outstanding declaration. How do I add it? How can I add more products to my declaration? How can I remove a product from my declaration? How can I correct a submitted declaration? I ve saved my declaration. How can I correct and submit it? I missed the declaration deadline and received a forfeit. I ve resubmitted the declaration as 0. Why do I still receive a forfeit? What is Declaration Manager (legacy)? Invoices

3 8.1 Why do I receive a credit note? Where are my credit note and old invoice after I resubmit my declaration? Certificate Producer-commissioner relation Registration Producer commissioner relation setup Creation of the product library Declaration Invoices Certificate My overviews The user manual

4 1. Contact Support s: ROE (PV CYCLE aisbl) Germany (PV CYCLE Deutschland GmbH) France (PV CYCLE France SAS) Italy (PV CYCLE Italia Srl) The Netherlands (PV CYCLE Nederland) 2. Overview PV CYCLE Extranet is a platform where PV CYCLE members can register, report and manage their membership-related data, including: Registration Declaration Invoices Certificates Producer-commissioner relation 3. Accessing the PV CYCLE Extranet Visit Existing members must log in with the account name and password to access the Extranet account. 3

5 Members who have lost the password or account name can request a new one via Did you forget your account name or password? New members can register an account by filling out the fields under Not a member yet?. 4. Registration 4.1 Creating an account Complete the fields under Not a member yet? and you will receive an activation Follow the link in the . Log in again. 4.2 Completing Company Details Choose the country where your company is located, preferably where your company is considered as a legal producer according to the national WEEE law. In the case of a multinational player, first choose one country and complete the whole registration. The other branches can repeat the same procedure afterwards by registering a new company Complete all the mandatory fields, which are marked with *. Make sure that Company name is written in the correct form. This will appear on your invoices. Due to national WEEE register requirements, companies from certain countries (e.g. France, Italy and the Netherlands, etc.) will need to provide extra mandatory information. When you have questions, please contact PV CYCLE office in these countries. 4

6 France: Italy: 5

7 The Netherlands: 4.3 Completing Contact Details Company contact person is the person who will sign the contract. This name will be prefilled in the contract(s). Invoice contact person is the person who will receive the invoice(s). All the invoices generated on Extranet will be sent to this person s given . 6

8 4.4 Applying at Take-back Scheme 1 Choose the TBS where the company will operate from. It is possible to apply at another TBS later. To apply as a producer 2, tick apply as producer ; to apply as a commissioner 3, tick apply as commissioner. The screen will change to the commissioner interface. If necessary, a company can apply as a producer and a commissioner. Select the selling technique. This is required for the reporting to national WEEE register. Select the service level. Preview and download the contract 2 options: - Upload the signed contract directly - Review the contract and upload it later: tick Upload later. Special case: producers applying at PV CYCLE Deuschland GmbH do not see the service level and contract yet. You will need to provide the forecast sales of next year to be assigned to the correct service level and download the contract. Please follow the intructions on the next screens. In some TBS, C registration nr or EEE-number is required. When this is unknown or not applicable, fill in N/A. In some TBS, members can upload their proof of financial guarantee if they have one. When there is none, leave it blank. Click next and the registration is finished. When the contract is checked and approved by PV CYCLE, your status will change from Pending to Approved. The producer will receive the adminitration fee invoice (if applicable) in the of the invoice contact person. 1 Take-Back Scheme, hereinafter TBS, country or countries where the company will sell PV modules 2 Producer: see definition of the WEEE directive 3 Commissioner: the company that takes over the financial responsibility of the producer 7

9 Applying at PV CYCLE France SAS: Applying at PV CYCLE Deutschland GmbH: 8

4.5 Applying at another Take-back Scheme(s) This is useful when the same company wants to have the PV CYCLE service in different countries. Click Register at new TBS 4.

10 4.5 Applying at another Take-back Scheme(s) This is useful when the same company wants to have the PV CYCLE service in different countries. Click Register at new TBS 4.6 Registering a new company with the same account This is useful when a branch of the company also wants to register as a PV CYCLE member in a certain TBS, but does not want to create a new account. In this case, the account creator needs to share the login info with the new companies. Click Register a new company 4.7 How to change company details and contact information? Click on the knob Master data at the bottom of the page 9

Make the changes and save The changes can only be confirmed after they are approved by the operator 4.8 I ve chosen to upload the contract later in the registration. How do I continue next time?

11 Make the changes and save The changes can only be confirmed after they are approved by the operator 4.8 I ve chosen to upload the contract later in the registration. How do I continue next time? Go to Registration progress Find the registration, click Incomplete, fill out all the necessary info and save. 4.9 My registration is rejected. What should I do? This is because your contract is not properly signed. You will need to re-upload a corrected contract. Go to Registration progress Find the registration, click Rejected, fill out all the necessary info and save. 5. Providing sales forecast (for members in Germany and France) 5.1 Germany These data are important to calculate your financial guarantee (requested by ElektroG) and to assign you to the appropriate PV CYCLE service level. After applying at TBS, the following windows will pop up. o Existing Extranet members: you will need to provide sales forecast of 2016 o Newly registered members in 2015: you will need to give 2 forecasts: 1 for 2015, 1 for

More brands can be added by + or add line. The lines can be deleted by remove line.

12 Select only the products you will sell next year and give one brand of the products. It is possible to change the brand name or add other brands on the next pop-up screen. Fill in the amount and the correct brands. More brands can be added by + or add line. The lines can be deleted by remove line. Note: when filling an amount more than 0 in one field (e.g. quantity) of a certain product (e.g. Photovoltaikmodule csi), none of the other fields (weight, nominal power) can be 0. When the data are ready, check the statement before submitting your forecast. 11

13 After submitting the forecast, follow the pop-up screen to apply as a member in PV CYCLE Deutschland GmbH. o When EEE-register number is unknown, put N/A o Upload the financial guarantee proof only when you have one. Otherwise, leave it blank. You can find your sales forecast from declaration manager declaration overview guarantee forecast. Submitted forecast cannot be directly corrected. A request should be raised first and the change can only be made after the operator s approval. The service level will be corrected accordingly when you re-submit the forecast. When you encounter a problem with your new service level, please contact Germany@pvcycle.org 12

5.2 France (only applicable for existing members) Please provide your sales forecast of the current quarter.

When you declare the actual data next quarter, a credit note will be issued to cancel your prepayment invoice.

The lines can be deleted by remove line. Note: when filling an amount more than 0 in one field (e.g. quantity) of a certain product (e.

14 5.2 France (only applicable for existing members) Please provide your sales forecast of the current quarter. The prepayment invoice will be issued to your invoice contact . When you declare the actual data next quarter, a credit note will be issued to cancel your prepayment invoice. Select the products you sell or will sell in the current quarter. Add to declaration. Fill in the amount. The lines can be deleted by remove line. Note: when filling an amount more than 0 in one field (e.g. quantity) of a certain product (e.g. Silicium mono et polycristallin <10kg), none of the other fields (weight, nominal power) can be 0. When the data are ready, check the statement before submitting your forecast. 13

15 You can find your forecast from declaration manager declaration overview forecast. The submitted forecast cannot be corrected. When you need to correct it, please contact 6. Creation of the product library For the very first declaration of each TBS, the products must be created before the declaration period starts. Otherwise, the declaration won t be created automatically when the period starts. 6.1 How to create the products? The products are pre-selected by PV CYCLE. Members simply select what they sell and add them to their product library Go to Member product manager Click add product 14

16 Select TBS, countries (if applicable) and products and fill in the brands. You can add more brands by add additional brand 6.2 How to add a product or remove one from my product library? Go to your Member product manager Select the unwanted product and deactivate Product. The deactivated product will not appear on the declaration list. If you want to have the product activated again, select it and click reactivate product. The brands can also be deactivated. 15

Go to outstanding declaration Find the correct declaration line and click declare Fill in the amount and the correct brands. More brands can be added by + or add line.

17 7. Declaration For TBS Germany: monthly declaration needs to be completed. For all the other TBS: quarterly declaration needs to be completed. 7.1 My declaration is created automatically If the product library is created before the declaration period starts, the declaration will be triggered automatically. Go to outstanding declaration Find the correct declaration line and click declare Fill in the amount and the correct brands. More brands can be added by + or add line. The lines can be deleted by remove line. Note: when filling an amount of more than 0 in one field (e.g. quantity) of a certain product (e.g. Photovoltaic modules - csi), none of the other fields (weight, nominal power) can be 0. When the data are ready, check the statement before submitting your declaration. 16

18 Afterwards, you have 2 options: Click Save: save my declaration, but do not submit the order yet. Members still have the chance to correct the declared amount before the closing period. Click Submit: submit the order and the corresponding invoice(s) will be generated. In the case of clicking Submit, you will be guided to choose the payment method. Click Submit to submit the order and click mark as submitted to complete the submission on the next page. The related invoice(s) will be found under order overview and in the invoice contact person s in about 30 minutes. 7.2 I cannot find my declaration in outstanding declaration. How do I add it? This is because members have not created a library before the declaration period starts. To create the declaration, manual adding is necessary. Make sure there are products in the product library. If not, please create them following the instructions above in 6. Creation of module library. Go to outstanding declaration or declaration manager 17

19 Click add declaration Fill out the necessary info and save, for example, to add declaration of sales declaration in Germany in July How can I add more products to my declaration? Open your declaration Click add line to add the products, brands and countries if applicable 7.4 How can I remove a product from my declaration? Click Remove line if the product is not needed 18

7.5 How can I correct a submitted declaration? Submitted declarations cannot be directly corrected. A request should be raised first and the change can only be made after the operator s approval.

20 7.5 How can I correct a submitted declaration? Submitted declarations cannot be directly corrected. A request should be raised first and the change can only be made after the operator s approval. Go to Declaration manager Find the declaration that needs correcting and click request Send an to your national contact support (see 1. Contact support) to explain why and how you want to change the declaration. You will be informed via when the request is approved. After approval, find the declaration, click resubmit and make the corrections After resubmitting the order, a credit note will be issued to cancel the original declaration and a new invoice will be issued for the newly submitted one. 7.6 I ve saved my declaration. How can I correct and submit it? Go to Declaration manager Find the declaration and click Redeclare Complete the declaration by filling in the necessary info and submit 7.7 I missed the declaration deadline and received a forfeit. I ve resubmitted the declaration as 0. Why do I still receive a forfeit? The forfeit invoice is automatically generated in some TBS at the end of declaration period if a member does not make the declaration. The amount varies per TBS. It will not be cancelled. Please respect the deadline and declare on time. 19

7.8 What is Declaration Manager (legacy)? Here you can find all the declarations you made before 18/11/2015.

In case you made a mistake in the past or you wish to add a missing declaration from the past, please do it under Declaration manager following 7.

Invoices All the invoices can be downloaded under Order manager and in the invoice contact person s E-mail. 8.1 Why do I receive a credit note?

21 7.8 What is Declaration Manager (legacy)? Here you can find all the declarations you made before 18/11/2015. You can only check these declaration, but cannot make any changes. In case you made a mistake in the past or you wish to add a missing declaration from the past, please do it under Declaration manager following 7.2 in this user manual and inform your national PV CYCLE country office. 8. Invoices All the invoices can be downloaded under Order manager and in the invoice contact person s Why do I receive a credit note? After resubmitting a declaration, a credit note is generated automatically to cancel the original order. 8.2 Where are my credit note and old invoice after I resubmit my declaration? The order overview shows by default all the invoices reflecting your updated declaration. When you wish to unfold or fold the details (credit notes and old invoices), please click separate/group symbol. 20

9. Certificate A membership certificate is available to be downloaded from PV CYCLE Extranet for compliant members who complete the declarations and payments on time.

To guarantee the validity of the membership certificate, members need to complete the declarations and payments within the due dates. 10. Producer-commissioner relation 10.

22 9. Certificate A membership certificate is available to be downloaded from PV CYCLE Extranet for compliant members who complete the declarations and payments on time. Go to Certificate Overview If the certificate is issued, you can download the pdf The validity of the certificate can only be confirmed at with the validation number. To guarantee the validity of the membership certificate, members need to complete the declarations and payments within the due dates. 10. Producer-commissioner relation 10.1 Registration Both the producer and the commissioner need to be registered under the same TBS (take-back scheme) on Extranet Please follow the steps described in 4. Registration Producer commissioner relation setup Both the producer and the commissioner need to have its registration approved before they can build up this relation. The producer: Request for subrogation (producer-commissioner relation) with a commissioner. Select the desired TBS, type in the company name of the registered commissioner and save. Please type in the correct commissioner name so that the relation can be matched by PV CYCLE. 21

Once the relation is matched, the producer will get a notification that the mandate form 4 needs to be

- Go to subrogation manager - Find the line with the correct commissioner s name, for example SOLAR TEST.

The commissioner: receives the notification and countersigns the mandate form.

23 Once the relation is matched, the producer will get a notification that the mandate form 4 needs to be signed. The producer downloads, signs and uploads the mandate form. - Go to subrogation manager - Find the line with the correct commissioner s name, for example SOLAR TEST. Click download mandate, sign it and upload it via view details and then save. The commissioner: receives the notification and countersigns the mandate form. 4 Mandate form: both the producer and the commissioner need to fill in the form and sign on it. The producer gives the commissioner mandate to take over the financial responsibilities for the producer. 22

24 Go to subrogation manager Find the line with the correct commissioner s name, in the example: PV SOLAR. Click download mandate, sign the mandate form which is already signed by the producer and upload it via view details and then save. When the relation is approved by PV CYCLE, both the producer and the commissioner receive a notification Creation of the product library For the very first declaration of each TBS, the products must be created before the declaration period starts. Otherwise, the declaration won t be created automatically when the period starts. 23

The producer creates the product library and assigns the products to the correct commissioner.

Add the brands. For the rest on how to create a product library, follow the steps described in 6.

4 Declaration The producer should complete the declaration, following the instruction described under 7.

25 The producer creates the product library and assigns the products to the correct commissioner. Go to Member product manager Select the correct commissioner Select the correct TBS, the commissioner and the products. Add the brands. For the rest on how to create a product library, follow the steps described in 6.Creation of the product library in this user guide Declaration The producer should complete the declaration, following the instruction described under 7. Declaration in this user guide Invoices The commissioner receives and checks the invoice. After the producer submits the order, the commissioner will receive the invoice in the invoice contact person s address. Resubmission will automatically generate a credit note cancelling 24

26 the old invoice and a new invoice with the updated amount, which will also be sent to the commissioner s invoice . Invoices are also available for checking and downloading under order manager. The commissioner can only pay the invoice, but not be able to change the declaration. In case the amount is not correct, please directly contact the producer. The producer can download the invoice under order manager Certificate The membership certificate is issued only to the compliant producers who have completed the declarations and payments within the due dates. When a member is not compliant with the requirements, the certificate will become invalid. Explanations on certificates-related topics can be found under 9. Certificate in this user guide. 11. My overviews After you log into your account, a default dashboard is ready for you. In each tab, you will see the relevant information or overviews. 25

27 12. The user manual This user manual will be updated regularly. You can find it after you log into your account in the tab start. 26

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