Creating FSCA Reference and Emailing Payment Reference
FSP Registration — Internal Training
Stage B: Create FSCA Reference (Steps 6–12) • Generate the FSCA payment reference and email it from Zoho
Outcome: FSCA reference generated + sent to client via Zoho (logged)
What Stage B is really about
Stage B is where the application becomes “real” on the FSCA E-Portal: you start a new licence application and generate the FSCA payment reference. That reference is what the client must use to pay the FSCA fee. If the reference is wrong or not communicated properly, the client’s payment may not match to the application — causing delays and rework.
Steps covered: 6–12
Systems: FSCA E-Portal + Zoho CRM
Non-negotiable: Reference must be sent from Zoho and logged
What “good” looks like by the end
- You can navigate the FSCA E-Portal without guessing
- You can start the correct “New Licence Application” path
- You can capture applicant name + legal capacity correctly
- You can generate the reference and store it safely
- You can send the reference to the client via Zoho (and confirm it logged)
Important: FSCA login details are confidential. Never share credentials externally. Use them only for NCC operational work.
Lesson audio
Play the audio while you work through Steps 6–12.
Tip: pause after each step and do the “done checks”
Focus: one clean FSCA reference + sent from Zoho + logged on the Lead record.
Avoid duplicates. Troubleshoot first.
Avoid duplicates. Troubleshoot first.
Reminder: The reference is what the client uses to pay the FSCA fee — if you generate duplicates, you create payment-matching delays.
Stage B — Steps 6 to 12 (deep internal training)
Open each step. Focus on what you must be able to do, checks you must perform, and how to avoid the most common errors.
Step 6 — Access the FSCA E-Portal and navigate to the correct service
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What you must be able to do
Reach the correct “New Licence Application” area
- Open the FSCA website and locate the E-Services entry point.
- Navigate through the menu path (as per SOP): Regulated Entities → E-Services → Financial Advisory and Intermediary Services → New Licence Application.
- Confirm you are not in an unrelated service (e.g., reporting/renewals).
Quality check: The page must clearly indicate you are starting a new licence application (not editing an old one).
Practical tips for smooth access
Prevent avoidable portal delays
- Use a stable browser (Chrome/Edge) and keep pop-ups allowed for FSCA pages.
- Do not open multiple FSCA sessions in multiple tabs; it can cause session conflicts.
- If the portal times out, restart the session and re-navigate (do not “force refresh” repeatedly).
Common mistake: starting in the wrong FSCA service and only realising later when the reference doesn’t match your process.
Step 7 — Log in using the official FSCA credentials (confidential)
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What you must be able to do
Log in securely and professionally
- Enter the official NCC login (SOP: fspreg@nkwalicompliance.co.za) and authorised password.
- Ensure you are on a secure connection (no public Wi-Fi for portal work).
- Proceed only when login is successful — do not “guess” passwords or attempt multiple times rapidly.
Rule: Credentials must not be shared externally. Internally, follow your Team Lead’s credential-control process.
If login fails
What to do (without causing lockouts)
- Confirm you typed the email correctly (no spaces, no caps mistakes).
- Try once more carefully. If it fails again, stop and escalate to the Team Lead.
- Do not “keep trying” — repeated failures can lock the account and disrupt the team.
Operational risk: account lockout delays every registration case being processed that day.
Step 8 — Select “Create a new application” (not edit an existing one)
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What you must be able to do
Start the correct workflow
- Locate and select the option that explicitly says Create a new application.
- Confirm you are not in a list of existing applications before you proceed.
- Understand the difference: “New application” generates the correct reference path; “Edit” can generate confusion and wrong references.
Quality check: The portal should now prompt for applicant details as a “new” entry.
Common confusion to avoid
New vs Existing
- If a previous attempt exists, do not automatically “edit” it — confirm with Team Lead which one is active.
- Never create multiple new applications for the same client “just in case”. It creates duplicate references and confusion.
- If the client already paid under a reference, you must align your work to that reference (do not generate a new one).
Operational risk: duplicate applications can cause client payments to mismatch and delay the entire licensing process.
Step 9 — Capture applicant name and legal capacity correctly (must match Zoho + form)
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What you must be able to do
Enter the correct applicant identity
- Capture the applicant name exactly as it should appear on the application (spelling matters).
- Select the correct legal capacity (e.g., natural person / juristic entity) as required by the portal.
- Ensure the information aligns with the lead record and onboarding details already received.
Quality check: Applicant name + legal capacity must match what will be submitted later — otherwise your portal record becomes inconsistent.
Quality control habits
How to prevent “name mismatch” issues
- Before typing, confirm: Are we applying for an individual or a company?
- Use the client’s official name format (do not invent abbreviations).
- If the lead data is incomplete/unclear, stop and clarify internally before continuing on the portal.
Common mistake: capturing the “contact person” as the applicant when the applicant is actually a company (or vice versa).
Step 10 — Generate the FSCA payment reference (“Submit to get reference number”)
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What you must be able to do
Create the reference correctly (one clean reference)
- Use the portal action that generates the reference: Submit to get reference number.
- Wait for confirmation — do not click multiple times.
- Record the reference number immediately in your operational notes (do not rely on memory).
Key rule: The FSCA reference is mandatory for payment. Without it, the client’s payment cannot be reliably matched.
Where the reference comes from
Understand the system behaviour
- The portal generates a reference and typically sends it to the registration officer’s email inbox.
- If the email does not arrive quickly, check spam/junk and confirm you used the correct portal step.
- If still missing, re-check you did not exit the application flow prematurely.
Common mistake: generating a second reference because the email “didn’t arrive yet”. Always troubleshoot first.
Step 11 — Return to Zoho Lead and prepare the client email (edit → send email)
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What you must be able to do
Send the reference from Zoho so it is logged
- Open the same Lead record where the onboarding was sent.
- Click Edit if you need to add/update anything relevant before sending (e.g., notes: “FSCA reference generated”).
- Click Send Email from the Lead record (not from your personal mailbox).
Quality check: Email must originate from the record so the audit trail remains complete and visible to the team.
Operational discipline
Consistency rules
- Use the correct subject line structure (whatever NCC standardises) so searching and reporting is easy.
- Keep the reference in a clear, copyable format (do not bury it in long paragraphs).
- Never send the FSCA reference without context (explain it is the payment reference).
Common mistake: sending the reference by WhatsApp “quickly” and forgetting to log anything in Zoho.
Step 12 — Email the FSCA payment reference to the client (clear, correct, and logged)
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What you must be able to do
Communicate the reference so the client pays correctly
- Paste the FSCA reference into the email body clearly (ideally on its own line).
- State explicitly: “Use this reference when paying the FSCA application fee.”
- Confirm the client understands the next step (payment) and what proof they must send (if your SOP requires proof of payment).
Quality check: Before sending, read the email as a client: Can they copy the reference and understand exactly what it’s for?
Definition of “done”
When this step is complete
- The email is sent from Zoho.
- The email is visible in the Lead timeline/activity as Sent.
- Your internal notes reflect that the reference was generated and communicated (short and factual).
Most common failure: the reference is correct, but it wasn’t sent from Zoho (no trail) — causing confusion during follow-ups.
Mini Quiz — Stage B mastery check
Answer and click “Check answers” for instant feedback.
1) What is the FSCA payment reference used for?
2) Why must the reference be emailed from Zoho (and not from a personal mailbox)?
3) What should you do if the FSCA reference email hasn’t arrived yet?