Incentive Filings

SolarNexus provides a set of features for managing your incentive filings. These features include:

• Listing incentive programs for which each individual project qualifies (Note, limited programs are available, if your program does not appear, let us know that we should add it)
• Creating an Incentive Filing for a desired incentive program
• Listing required paperwork associated with obtaining incentive money from the program
• Accessing program and paperwork information
• Managing collection of paperwork
• Tracking status of filings with the incentive program authority
• One click creation and population of a PowerClerk rebate application (currently only available for CA Solar Initiative)

The process for managing an incentive filing is as follows:

1. Create an incentive filing
2. Prepare paperwork
3. Submit application
4. Track status

Create an Incentive Filing

You can see a listing of program(s) for which a project is known to qualify by either clicking Incentives section of the Management Panel, or by clicking on the "Incentives" link within the System tab.

NOTE: Before a project has a completed Sold milestone, this section shows a read only view of known and qualified programs.

Once a project has completed the Sold milestone, SolarNexus enables you to create an incentive filing for any of the qualified programs it lists by clicking on the Plus icon. A new incentive filing will be created for the project, and you will see the Incentive Filing screen. The top section contains general information about the incentive filing, including the name and any incentive specific milestones. You can also record notes on your progress directly in the filing by clicking the Progress Notes Edit icon.

NOTE: If SolarNexus does not show your known incentive program, let SolarNexus know by sending an e-mail to support@solarnexus.com. SolarNexus will be growing its incentive program database over time.

Prepare Paperwork

In the Paperwork section of the filing screen, SolarNexus lists known incentive paperwork items needed for a successful application to the incentive program. Paperwork can include forms provided by the incentive program, as well as other types of documentation that may be required, such as a copy of an executed customer purchase contract. The Form column provides links to get program forms, either from the program's website, or directly from the SolarNexus database.

The goal of the paperwork section is to track collection all of the required documentation before applying to an incentive program. Completed paperwork items should be uploaded to the project's Documents (Management Panel > Documents) and checked off on the incentive filing paperwork checklist. To check-off a paperwork item, click on the paperclip icon for the relevant paperwork item. You are then given a choice of either designating an existing file in the project's Documents as the completed paperwork, or uploading a new file to the project's Documents as the completed paperwork item.

For example, you may need to provide a copy of a signed customer contract along with a program application. A regular part of the SolarNexus workflow should include On close of a sale, the sales person should scan and upload a copy of the executed contract to the project Documents (Management Panel > Documents). A separate employee may be in charge of filing the incentive paperwork. That employee can create the incentive filing within the project, and get a copy of the incentive application form from the paperwork list to complete. While there, the user can click the attach icon for the executed contract paperwork item, and select the already uploaded contract document from the project's Document list. The paperwork item will update to show a checkmark. Once the user completes the application form, he scans the form, and returns to the incentive filing screen. The employee clicks the attach icon for the application form paperwork item and uploads the scanned file to the project's Documents.

Submit Application

Once the paperwork is completed and ready, you can deliver your required documentation as designated by your local incentive program.

Many programs throughout the United States are using PowerClerk incentive program administration software to manage their solar programs. SolarNexus was designed to work with PowerClerk's software directly with the PowerClerk Incentive Application Assistant. The PowerClerk Incentive Application Assistant is a feature that allows users to instantly create an incentive application within the PowerClerk program administration software from within SolarNexus.

NOTE: Currently SolarNexus only works with the California Solar Initiative's PowerClerk software. If your local incentive program uses PowerClerk for managing its incentive applications, ask your program administrator to consider enabling direct application uploads from SolarNexus, and tell SolarNexus about it.

To use the PowerClerk Incentive Application Assistant, simply click the "Create New Rebate Application" link. SolarNexus will automatically transfer all the relevant project data that you have already typed into your project into a new PowerClerk incentive application. This includes vendor information, customer information, and system and cost information. This feature can save significant data re-entry effort and avoid potential errors.

Any paperwork items that are ready when you create the PowerClerk application will be automatically uploaded to PowerClerk as well. If some of your paperwork is not yet ready, it can be uploaded later once you have attached it to the project and checked it off the paperwork list.

On completion of the new application in PowerClerk, SolarNexus will display a "New Application" along with its current status and available actions. A set of messages about the newly created application is also displayed. These messages highlight what data PowerClerk found to be incomplete.

NOTE: Only refer to these messages as a snapshot in time when the application was created. If you go into PowerClerk and update the data in your application, these messages will not be updated to reflect your changes and the current state of completion within PowerClerk.

Clicking on the New Application link will open PowerClerk in a new browser instance, taking you directly to the application you just created, and to the page with the first missing data, if any. You will need to complete any remaining data fields and ensure that all of the required paperwork items are uploaded prior to submitting the application for consideration. You must submit the application using PowerClerk. After submitting a complete application within PowerClerk, click the refresh icon within the PowerClerk Incentive Application Assistant. The "New Application" link will be updated to reflect the new status and the application number assigned by PowerClerk. Click on the refresh icon at anytime to get the current status from PowerClerk. Click on the application number anytime to open PowerClerk to that incentive application.

Track Status

As you become aware of the completion of incentive related milestones, you should record those within SolarNexus. The incentive filing screen will show only the milestones for the individual filing. You can also find the incentive related milestones in the Status section of the Management Panel. You can set completion dates from either place.