Payment On Line User Guide- Pharmaceutical company profile

AIFA – Agenzia Italiana del Farmaco
Version 1.1
Payment On Line
User Guide- Pharmaceutical company profile
Payment On Line – User Guide
AIFA – Agenzia Italiana del Farmaco
Version 1.1
Index
1.
INTRODUCTION .................................................................................................................................................. 3
1.1
1.2
2.
PURPOSE .............................................................................................................................................................. 3
DEFINITIONS AND ACRONYMS ................................................................................................................................... 3
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
2.6.4 Generate payment instructions....................................................................................................................... 22
Payment On Line – User Guide
AIFA – Agenzia Italiana del Farmaco
Version 1.1
1. INTRODUCTION
1.1
PURPOSE
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
DEFINITIONS AND ACRONYMS
DESCRIPTION
ACRONYMS
Digital Italy Agency
AgID
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.
Italian Medicines Agency
AIFA
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
Payments Platform for Public Administration
PagoPA
SIS
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 Code
unique code that identifies a company Pharmaceuticals
Portable Document Format
pdf
Portable Document Format is an open standard for electronic document
exchange.
Tabella 1– Acronimi e Definizioni
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AIFA – Agenzia Italiana del Farmaco
Payment On Line – User Guide
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AIFA – Agenzia Italiana del Farmaco
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2. FUNCTIONS DESCRIPTION
2.1 AUTHENTICATE TO THE SERVICE “PAYMENT ON LINE (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 [email protected]. The text of the email
sent must contain the following information in detail:
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• 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 HOMEPAGE
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
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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 NEWS
In this area the system will give you news entered by AIFA.
Picture 5 – News
2.4 NEW POL
If you select the menu item "New POL", the system guides the user directly to the creation of the
new POL.
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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
Expand and Select buttons.
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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.
Once you fill out the information requested must be pressed the Save button.
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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”.
Picture 10– List POL
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2.5 MANAGE 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:

Practise result
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

Version 1.1
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.
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AIFA – Agenzia Italiana del Farmaco
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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
To modify the details of a POL you must click the "Edit POL" icon next to the practice selected.
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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
To delete the POL from the list you have to select the "X" icon next to the POL to delete.
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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
The icon “Add to cart” is visible only if the POL state is ‘practice added' or 'integrate rate’.
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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).
Picture 22 – Select the icon “Remove from cart”
Pressing the icon “Remove from cart” the POL is removed from the ‘Cart’ and POL state returns
‘practice added’. So you can search the POL in the ‘Manage POL’ menu item.
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AIFA – Agenzia Italiana del Farmaco
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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.
Picture 24– Self-certified Payment page
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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 CART
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
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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
To pay your cart (at most one POL), you have to select the Proceed with PagoPa button.
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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.
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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.
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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.
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Picture 30 –Generate bills of payment
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