Payment On Line. User Guide- Pharmaceutical company profile

Payment On Line

Index

1. INTRODUCTION ... 3

1.1 PURPOSE ... 3

1.2 DEFINITIONS AND ACRONYMS ... 3

2. FUNCTIONS DESCRIPTION ... 5

2.1 AUTHENTICATE TO THE SERVICE “PAYMENT ON LINE (POL)” ... 5

2.2 HOMEPAGE ... 6

2.3 NEWS ... 7

2.4 NEW POL ... 7

2.5 MANAGE POL ... 11

2.5.1 Search POL... 11

2.5.2 View POL details ... 12

2.5.3 Modify POL details ... 13

2.5.4 Delete the POL ... 14

2.5.5 Add to cart ... 15

2.5.6 Remove from cart ... 16

2.5.7 Self-certification payment ... 17

2.6 CART ... 18

2.6.1 View the details of a POL ... 18

2.6.2 Remove the POL from cart ... 19

2.6.3 Proceed with the payment ... 19

1.

INTRODUCTION

1.1

P

The purpose of this document is to describe the platform in order to guide the user in creating the POL and payment online by self-certification of payments made from the traditional channels. The platform is reserved to Pharmaceutical Companies that will be able to initiate and manage online payments (POL), once registered.

1.2

D

ACRONYMS DESCRIPTION

AgID

Digital Italy Agency

AgID coordinates the activities of the state, regional and local administration, designing and monitoring the evolution of the IT system of the Public Administration (P.A.). It defines guidelines, regulations and standards and designs and coordinates strategic initiatives for an effective provision of online services to citizens and businesses by the P.A.

AIFA

Italian Medicines Agency

The Italian Medicines Agency is the national authority responsible for drugs regulation in Italy.

It is a public body operating autonomously, transparently and according to cost-effectiveness criteria, under the direction of the Ministry of Health and under the vigilance of the Ministry of Health and the Ministry of Economy.

It cooperates with the Regional Authorities, the National Institute of Health, Research Institutes, Patients’ Associations, Health Professionals, Scientific Associations the Pharmaceutical Industry and the Distributors.

MDS Ministry of Health

IUV Identificativo Univoco di Versamento

PagoPA

Payments Platform for Public Administration

System of electronic payments that allows citizens and businesses to make any payment to the public authorities and the operators of public utility services in electronic mode.

SIS SIS Code

unique code that identifies a company Pharmaceuticals pdf

Portable Document Format

Portable Document Format is an open standard for electronic document exchange.

2.

FUNCTIONS DESCRIPTION

2.1

A

“P

O

L

(POL)”

To access to this service you must have a PC connected to the Internet and a valid e-mail address. To connect to the Home Page of the site you must type the following address:

http://www.agenziafarmaco.gov.it/frontend/ and select “Pagamenti OnLine” (“Affari

Amministrativi” section).

Picture 1 – AIFA Front End

To authenticate you need to enter your credentials (username and password) and press Sign in.

Picture 2 – Login

To retrieve the login credentials (username and password), you need to contact AIFA support (The Italian Medicines Agency) sending an e-mail to address helpdesk@aifa.gov.it. The text of the email sent must contain the following information in detail:

• Name and surname • Company reference

• System username Deposit Rates

• Phone number and time slot available for any re-contact • Description of the problem, as complete

After authentication, the system displays the Home page where you can access all the functions described below.

2.2

H

On the Homepage there are two icons that allow the selection of Italian or English language the system uses to translate the label notations of the system functions.

Picture 3 – Homepage

To view the MENU functions you can select the following icon:

To access the functions you can select the menu items next to the icons below: Home

News New POL Manage POL Cart

To exit the system you select the icon:

next to the user name with which you are logged in and the item "Exit" in the drop-down menu.

Picture 4 – Select the item "Exit"

2.3

N

In this area the system will give you news entered by AIFA.

Picture 5 – News

2.4

N

POL

If you select the menu item "New POL", the system guides the user directly to the creation of the new POL.

Picture 6 – Selecting the company

By selecting "New POL", first you have to select the company for which you want to present the POL practice.

The list of companies depends on profile you are logged and the companies associated with that profile.

If the company is not present among the member companies listed, please contact support AIFA. Following the selection company, a new page shows the categories and rates to be selected by

Picture 7 – Selecting the rate categories

Selecting the Return button or the company description next to the icon below:

the system will display the previous page.

Picture 8– Selecting the rate categories

After selecting the type of rate to be used, the system allows you to fill in the field "Reason" (mandatory) and select the object relative to the rate that you want to select, and its quantity. It is mandatory to select at least one rate to create a new POL.

Picture 9– Saving the POL

Once you press the Save button, the POL created is added to the list that you can search in the MENU item “Manage POL”.

2.5

M

POL

Selecting "Manage POL" displays a list of previously created POL. From " Manage POL" you can:

 Search POL

 View the details of a POL

 Modify the details of a POL

 Delete the POL

 Add to Cart

 Remove from cart

 Self-certification payment

Picture 11 – Manage POL

2.5.1 Search POL

Within the list you can filter the POL displayed using the filter fields made available by the system.

Picture 12 – Search POL

You can use the following filters:

 Payment State

 From…to.

Also you can filter the POL using the Advanced search ( ) to enter the following fields:

 Company -> SIS  State  POL Code  Amount  Creation date  IUV

This list shows the POL previously created using the "New POL" menu item to be added to cart and then proceed to payment.

Picture 13– Show the Payment details

The system displays a list of POL grouped in tab called 'ALL', 'TO SUPPLEMENT'.

The selection of the tab 'ALL' allows viewing of all the practices; the selection of 'TO SUPPLEMENT' tab allows you to view the only pratices with the integration of payment.

2.5.2 View POL details

To view the details of a POL payments, you must click the "POL code".

To view the details of a POL, you must click the action "View POL" (icon) next to the practice selected.

Picture 14 –Select the icon ‘View POL’

Pressing the icon "View POL", you can see the following fields:

Category Rate AIFA Amount MDS Amount Quantity Total amount

Picture 15 – Show ‘View POL’ page

From the display of POL details, by clicking the Close button, you can go back to the display of POL list without saving any changes.

2.5.3 Modify POL details

Picture 16 – Select icon “Edit POL”

The icon is visible only if the practice has not yet been paid.

Picture 17 – Show ‘Edit POL’ page

Pressing the icon “Edit POL”, you can modify the reason, select one or more objects, choose a quantity and save data by the Edit button.

Pressing the Close button, you can go back to the display of POL list without saving any changes.

2.5.4 Delete the POL

Picture 18 – Select the icon ‘Delete POL’

Pressing the icon “Delete POL” the system asks for confirmation. The action is possible only if the practice has not yet been paid.

Picture 19 – Show ‘Delete POL’ page

Pressing Delete button (inside the ‘Delete’ page), the selected POL will be removed completely from the system. Pressing the Close button, you can go back to the display of POL list without saving any changes.

2.5.5 Add to cart

Picture 20 – Select the icon “Add to cart”

After selecting the icon “Add to cart”, the system assigns to the practice state 'practice in cart'. The POL is available within the 'Cart' menu item (described below) to complete the payment process.

It is possible to insert only one practice at a time, for this purpose the user is enabled to select the icon "Add to Cart", relative to other practices, if the cart is not empty.

Once completed payment (described below in the "Cart" Menu item), the cart is emptied automatically.

2.5.6 Remove from cart

The icon “Remove from cart” is visible only if the practice has been previously added to cart (but not for the payment integration).

2.5.7 Self-certification payment

The function is activated pressing the link "Self-certified Payment", that is visible in the payment section.

Picture 23 – Select the link “Self-certified Payment”

To view the link "Self-certified Payment" and enter the required data for the self-certification of payment (made through bank transfer and not through PagoPa system), the user must first add the POL to Cart and then press the Generate bill button (inside the ‘Cart’) which allows you to download the details to complete the payment at your bank (see the 'Cart' below).

After selecting the "Self-certified Payment" the system displays a new page to enter the number of CRO / TRN / SEPA and the date of payment.

Pressing the Save button, the system saves the information you entered, updates the payment state in "payment pending" and the practice state in "pending confirmation" and go back to the display of POL list.

Pressing the Return button, you can go back to the display of POL list without saving any changes.

2.6

C

By selecting the "Cart" menu item, the system will show one POL in the cart, ready to proceed with the payment.

Inside the "Cart", you can:

 View the details of a POL

 Remove the POL from cart

 Proceed with the payment by PagoPa

 Generate payment instructions to be carried out in your bank

2.6.1 View the details of a POL

To view the details of a POL, you can select the "POL Code". The page shows the following fields:

 POL code

 Company (SIS code)

 Amount  Category  Rate  Amount AIFA  Amount MDS  Quantity  Total amount

Picture 25- View the Practise detail

2.6.2 Remove the POL from cart

The icon “Remove from cart” (X) is visible only if the practice has been added previously to cart (but not for the integration).

Picture 26- Select the icon ‘Remove from Cart’

Before proceeding with the elimination of POL selected, the system asks for confirmation. The POL removed from the cart will be inserted again into the list of "Manage POL".

2.6.3 Proceed with the payment

Once you press the button are generated by the system payments (AIFA and MDS) which will be made (currently enabled channel for payment is by PagoPa).

Picture 27- Proceed with PagoPa

Through the selection of the button, the system displays a new page in which it is mandatory to specify a method of payment, enter the tax code and email address. At the selection of the Pay button on the page, the system calls the service to finalize the payment transaction.

Picture 28 – Continue with the payment

The system provides the page where you can specify a method of payment among those provided by PagoPa system and press the Pay button to complete the payment.

In the case of payment made successfully, the system: • assigns to the practice state 'practice paid'

• assigns each POL payment state ‘payment done’

• send mail to the address, entered by the user, a payment summary which contains IUV code (automatically generated by the system) and a link to download the receipts of payments.

Picture 29 –Show the payment details

As soon as the system reads the cash flows sent by the Bank, automatically associates the flow with payment that has the same IUV and updates the status of the payment in 'payment cashed'. In the case of payment made unsuccessfully, the payments state return “no payment made” and the practice state return 'practice in cart'. In this case the user can check the practice in the "Cart" Menu item and reprocess the payment.

2.6.4 Generate payment instructions

The "Generate bill" button allows you to download a document (pdf) containing the payment instructions to be carried out in your bank if you don’t want to pay through the electronic payment system PagoPa prepared by AGID.

Once you have made the payment, please remenber to enter data "CRO/TRN/SEPA" and "payment date" inside the page activated by selecting the icon with description " Self-certification payment " (in the "Manage POL " Menu item). Please note that the number of CRO/TRN/SEPA is required to allow the reconciliation of payment made by bank transfer payment.