The following information is designed to step you through specific tasks and processes. If you encounter any issues when using the portal you can contact us and we will work through the process with you.
Portal registration process
Solar Victoria Portal - Registering as a retailer
Solar Victoria Portal - Registering as an installer
Uploading a quote
Solar Homes Program
Solar Victoria Portal - Uploading a Solar Homes Program quote
Solar for Business Program
Solar Victoria Portal - Uploading a Solar for Business Program quote
Solar Battery Program
Solar Victoria Portal - Uploading a quote for Solar Battery Program and VPP Pilot Program
Hot water rebate (formerly solar hot water)
Solar Victoria Portal – Uploading a quote for a hot water rebate
Application status
You can check an applications status on the installation tab in the retailer portal.
Customer Application Started means the customer has secured a rebate allocation but has not submitted their application. This means that they have 14 days before their application times out and they must reapply. Please make sure your customers are aware of this.
Customer Application Under Review means the customer has submitted their application but needs to provide additional documentation. The time to complete this stage depends on whether the customer provides the right information and how long they take to respond. Please allow up to 20 days.
Customer Application Approved means the customer has had their eligibility confirmed and a QR code has been issued. Installation can now be scheduled.
Customer Application Expired indicates that the installation didn’t occur within four months and the customer application has expired. Customers with this status are eligible to reapply, though they will need a new quote and quote reference number.
Scheduling an installation
Solar Victoria Portal - Scheduling an installation
Organise installations by sorting
You can identify customers who have been waiting the longest by sorting installations.
Go to the ‘Installations’ tab on the top navigation of the retailer portal. From the Installations screen, you can then sort by:
Application Expiry Date: By clicking on this column heading, installations will be sorted to display the closest approaching dates first. Click again to sort it from oldest to newest.
Application Approval Date: By clicking on this column heading, installations will be sorted to display the installations by approved date.
Using these sort functions will help you prioritise the oldest applications first.
Requoting
If you need to amend a customer’s quote (e.g. due to changes to the rebate or STC value, a modification to products selected or the quantity of products used for the installation, etc.) you are able to use the “Requote” functionality in the Retailer Portal.
Quotes that have a status of:
- Expired
- Cancelled
- Submitted, and,
- Pending
can be requoted. This will create a new INS Number (seen under the SolarVic ID column) whilst keeping the customer’s basic details required to complete their installation, i.e. name and address.
- Under the Quotes tab, click on the INS Number (seen under the SolarVic ID column) that you would like to requote. You will be brought to the detailed quote.
- Click the Re-Quote button to amend that customer’s quote.
Accessing accreditations and scanning QR codes
When we confirm a customer’s eligibility for a rebate, we send them an email containing a QR code that is specific to their application. Scanning the QR code confirms for the installer that the applicant is eligible.
The QR code must be scanned on the day of the installation, prior to the commencement of work. The electrician who scans the QR code must subsequently be reflected on the Certificate of Electrical Safety.
Important: Failing to scan the customer’s QR code on-site at the commencement of the installation is a breach of Solar Victoria’s Terms and Conditions and could result in suspension or removal from the program.
When you confirm the customer’s installation appointment, it is also a good opportunity to remind them that they will need their QR code on installation day.
If you are having any issues scanning QR codes, remove and reinstall the app.
If this doesn’t solve the problem, you must give us a call so we can note that you have attempted to scan the QR code. We can help resolve any issues and make a record in our system that the installation is about to commence.
Claiming a payment
The rebate will be deducted from your customer’s payment through the Solar Victoria Customer Portal. You will then claim the value of the rebate through the Solar Victoria Industry Portal.
You can complete the job and get your payment in six easy steps via the SV Portal.
- Create a quote for a customer
- Upload this quote to the Solar Victoria Portal for retailers as part of your Provider Statement
- Wait until you get an email confirming the customer has had their eligibility application approved using your quote
- Schedule the job with the customer within 120 days of rebate approval
- Carry out the installation and receive the customer’s payment minus the value of their rebate (and loan, if applicable)
- Complete CES and submit payment request for the value of the customer rebate (and loan) through the Solar Victoria Portal
The Solar Victoria team will review your payment claim within 5 business days and approve if no further information is required. The deposit of funds can be expected in your nominated bank account after 10 business days of the payment being approved.
Solar Victoria Portal - Claiming a payment
Solar Victoria Portal – Claiming a payment for a hot water rebate
Invoices, STC and GST
Retailers should continue to provide customers with quotes for the cost of the system and information of the benefit to the customer of the STC as they currently do.
Retailers should also ensure that customers are informed of the Solar Victoria contribution and understand the out of pocket expenses should there be a gap.
When uploading a copy of the customers invoice to the Solar Victoria Portal for retailers, payments, the ABN listed on the tax invoice must match your ABN listed on the portal.
The cost to the consumer can be calculated as follows:
- Quote for the cost of installed system (inclusive of GST)
Less
- Value to the retailer of the STCs transferred to the retailer when claimed from the CER
Less
- Value of the applicable rebate and loan provided by Solar Victoria payable to the retailer
Equals
Cost to the customer charged by the Retailer
See treatment of GST and STCs on the invoice examples (below).
Invoice example (no loan)
Sample invoice
Cross check to test the portal's treatment of incentives and GST against your invoice.
Invoice example with loan included
Sample invoice
Cross check to test portal's treatment of incentives and GST against your invoice.
Reviewed 30 May 2023
