5. Central Payment System

Guidance Document

We have created a useful how to document which explains step-by-step how the new Central Payment System will work.

The guide gives an overview of the system and describes the differences between the 3 payment methods;

 

– Pre-pay by Credit Card

 

– Pre-pay by BACS

 

– Pay As You Go (Pay at Submission)

 

 

Click here to download the new guidance document

 

If you have any questions please contact the ACW CPS Team on acwcps@fisss.org or 0844 573 2560.

Video Tutorials – How To Make Payments

To help with the transition to our new Central Payment System we have created three video tutorials which explain the different payment options.

 

Central Payment System – Pre-Pay by BACS

 

Central Payment System – Pre-Pay by Credit Card

 

Central Payment System – Pay As You Go

 

Click here for more information on the Central Payment System.

 

 

 

Introduction

The Federation is the designated Certifying Authority for Apprenticeships in Wales. To

manage this process the Federation developed a bespoke, online system, known as

Apprenticeship Certificates Wales (ACW). Through this system the Federation delegates

responsibility to individual Certification Bodies (Sector Skills Councils and Standard

Setting Bodies).

 

During summer 2013 ACW was implemented, which is the web based system designed to

enable access to training providers, employers and apprentices to request Apprenticeship

completion certificates.

 

The Federation has developed a centralised payment system for all Apprenticeship

completion certifications processed on the ACW system.

 

There are two options for paying through the payment system, either:

 

1. Pre-pay – this option will allow you to bulk buy credits1 for certificates that will be added

to a balance on the ACW system, and deducted when candidates are submitted for

certification.

 

2. One off payment (pay at submission) – This option will allow you to use a credit/debit

card to pay for the certificate when you submit the Apprenticeship certification claim for

approval.

 

This guidance document has been designed to be interactive. When you see text in this

format’ this will be link to either a website or specific area of this document.

Finance User Profile

Only one person within the training organisation will be authorised to purchase credits for Apprenticeship certification and will normally be assigned to the Finance User role.

 

There are two payment options to pre-pay for credits, either via a credit card or by BACS, or you can pay via pay as you go.

 

You will need to request log in information by completing the form on the ACW website at https://acwcerts.co.uk/register_finance_user The form requires some basic information and once submitted the Federation will complete your profile and contact you with your login credentials. If the Federation need to contact you regarding your profile you will need to have the following information to hand:

 

• Centre details (if you have more than one centre requiring access to the credits you purchase)

 

• Payment method (via pre-pay credit card, pay as you go or BACS)

 

The Finance User will only need to log into the payment system to pre-pay for credits. Once credits have been purchased the credits will be allocated to the Finance User and be accessible to associated ACW Users.

 

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Payment Methods – Pre-Pay Credit Card

Once logged into the central payment system you will see the dashboard homepage summarising recent activity in purchasing credits.

 

– The latest purchase details basic information of your previous transaction.

 

– The summary of credits details current credit levels and how many have been used

 

– The minimum threshold is managed by the Finance User and is designed as an indicator to notify the Finance User and ACW administrator/s when the credits are running low. To set the Threshold enter the minimum number into the box and click the yellow update threshold button.

 

In order to purchase credits you will need to select the option to purchase credits by either selecting the tab at the top of the page or the yellow button at the bottom of the page.

 

If you choose to pay for certificates using this method, you will be able to purchase credits for all of your ACW administrators to access. Each time an administrator submits an apprentice for certification one credit will be deducted.

 

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This process allows the Finance User to purchase a certain amount of credits that will be available for all ACW Users in your organisation to use.

 

There are three steps to the payment system listed across the top:

• Transaction information

• Payment

• Order confirmation

 

The yellow square indicates what stage of the process you are at. On the order platform there are three areas:

• Credit quantity

• Unit cost

• Total Cost

 

Enter the amount of credits that you would like to purchase. The system will automatically calculate the total cost based on the £22 unit cost. You will need to accept the terms and conditions by ticking the box before you can proceed. To view the terms and conditions please click the underlined link. Once you are happy with the order, click the yellow proceed button.

 

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You will then proceed to the payment page where you will need to enter the card details that you wish to pay with:

 

• Card Number

• Expiry Date (MM/YYYY)

• CVV/CVC Number

• Issue Number (if available)

 

Once all the details have been entered select the option to continue. The system will then

verify the details that you have entered before confirming the order.

 

You may at this stage be directed to 3D Secure which is linked to your bank. If you are, please complete the details and submit. Once you submit you will return to the central payment system.

 

You will be notified when the payment has been accepted and you will be able to view confirmation of the payment by selecting the view confirmation button.

 

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The confirmation will be displayed and a unique order number will be assigned to the transaction noted in red at the top of the order platform.

 

You also have the option to print confirmation by selecting the yellow Print Confirmation button.

 

The receipt also provides you with a validation code. This code is for you to track payments with your bank.

 

There are no minimum/maximum limits to the amount of credits that you purchase or how often your purchase them. These will be down to your individual organisational preferences.

 

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Under the transaction history tab you will be able to view all completed transactions since the account was activated.

 

By double clicking on an individual transaction you will be able to view basic information

regarding the transaction as well as having the option to print this page.

 

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Payment Methods – Pre-Pay BACS

Once logged into the central payment system you will see the dashboard homepage summarising recent activity in purchasing credits.

 

– The latest purchase details basic information of your previous transaction.

 

– The summary of credits details current credit levels and how many have been used.

 

– The minimum threshold is managed by the Finance User and is designed as an indicator to notify the Finance User and ACW administrator/s when the credits are running low. To set the Threshold enter the minimum number into the box and click the yellow update threshold button.

 

In order to purchase credits you will need to select the option to purchase credits by either selecting the tab at the top of the page or the yellow button at the bottom of the page.

 

If you choose to pay for certificates using this method, you will be able to purchase credits for all of your ACW administrators to access. Each time an administrator submits an apprentice for certification one credit will be deducted.

 

As the Finance User for the organisation you will be able to purchase credits that will be available for all ACW administrators to use.

 

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This includes the ability to purchase credits for multiple centres that may be within the organisation, although this will need to be agreed with the Federation when registering for the payment system.

 

There are three steps to the payment system listed across the top:

 

• Transaction information

• Review BACS order

• Order confirmation

 

The yellow square indicates what stage of the process you are at. On the order platform there are three areas:

• Credit quantity

• Unit cost

• Total Cost

 

Enter the amount of credits that you would like to purchase. The system will automatically calculate the total cost based on the £22 unit cost.

 

You will need to accept the terms and conditions by ticking the box before you can proceed. To view the terms and conditions please click the underlined link. Once you are happy with the order, click the yellow proceed button.

 

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You will then be given the opportunity to review the order, check the amount of credits you wish to purchase and the total cost of this.

 

Here you have the opportunity to include a purchase order number. This is not a mandatory field but may be used if your organisation uses purchase orders.

 

In order to try and minimise errors you will be required to re-enter your password before proceeding with the order.

 

If you have entered an incorrect amount of credits required you can select the back option to amend the credit amount.

 

Once you are ready to complete the order you will need to confirm the order by selecting the yellow order button.

 

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When you have confirmed your order you will be directed to the order confirmation page.

 

This page summarises the details of your order and provides you with a unique submission reference that relates to your order.

 

– This submission reference number along with the reference ‘ACW’ must be included in all BACS payments made so that we can reconcile the payment to your finance account and allocate your credits. You can print this order confirmation by selecting the print confirmation button.

 

If you do have a need to contact the Federation regarding your order you will need to have this reference number available.

 

You can also view all credit orders made under the BACS order history tab. You can view all transactions within the transaction history tab. This will keep track of all orders made and the status of orders.

Please note: until the Federation has received payment and allocated your credits the transaction will not be listed under the transaction history tab.

 

The Federation will monitor BACS payment on a regular basis and, therefore, credits will be allocated to your ACW account within 24 hours of receiving the payment.

 

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Bank Details for BACS Transfers

 

If you would like to pay for your apprenticeship certificate credits by BACS transfer you can use the details below to set us up as a new supplier on your system.

 

Company Details 
Name: Federation for Industry Sector Skills & Standards
Address: 28 Castle Street
Edinburgh
EH2 3HT

 

Telephone: 0845 072 5600

 

 

 

Bank Account Details 
Account Name: Federation for Industry Sector Skills & Standards 
Sort Code: 20-92-60 
Account Number: 33272826 
Bank: Barclays Bank Plc
Acorn House

36-38 Park Royal Road

London

NW10 7JA

 

 

 

If you have any further questions or require additional information please do not hesitate to contact us at acwcps@fisss.org.

 

Payment Methods – Pay at Submission (Pay As You Go)

If you are only processing a small amount of certificate requests at a time you may prefer to use the pay as you process payment method. This method will automatically initiate once you select the apprentice to be submitted for certification under the Status tab.

 

Payment process

 

When the apprentice’s ACW record has been finalised with all mandatory requirements and the certification evidence completed you will need to submit the request as you previously have done through the status tab (further details on how to use ACW can be found in the ACW User guide).

 

The validation pop up will appear as normal. This indicates the mandatory fields and highlights if there are any areas that are missing information. Select OK and a payment pop up will appear.

 

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There are three steps to the payment system:

 

• Transaction information

• Payment

• Order confirmation

 

These are listed across the top and the yellow square indicates what stage of the process you are at. The transaction information will be autocalculated for you based on one certificate cost of £22.

 

You will need to tick the box to agree to to the terms and conditions (which can be viewed by clicking on the underlined link) when ordering a certificate on ACW. To move onto the Payment details you will need to select the Proceed tab.

 

You will need to enter the card details that you wish to pay with.

• Card Number

• Expiry Date (MM/YYYY)

• CVV/CVC Number

• Issue Number (if available)

 

Once all the details have been entered select the option to continue. The system will then verify the details that you have entered before confirming the order. The pop up will provide you with a payment reference that you can keep for your records. You may at this stage be directed to 3D secure which is linked to your bank. If you are, please complete the details and submit which will return you to the central payment system.

 

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You will see the display that informing you that the payment has been accepted. You can view the confirmation of the transaction by selecting View confirmation.

 

You will be provided with an order reference which you can keep for your records.

 

When you have finished this process, select Click to update Apprentice’s status which will return you to the apprentice’s record and submit the request to the certification body.

 

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