Help
Short answers for using PCN Flow. If yours is not here, ask us.
Getting started
- Add your sending details. In Settings, open Sending details and fill in who signs the letters and the email replies should go to. Nothing can be sent until this is done.
- Upload your PCNs. Go to PCNs and choose Upload PCNs. One PDF can hold several notices, up to 80 pages. PCN Flow makes one PCN for each notice and fills in the issuer, reference, registration and dates.
- Check the details. Open the PCN. Fields that need a look are listed under Check against the notice. Fix anything that is wrong, or choose Looks right. Only the issuer, PCN reference, registration and contravention date are required.
- Add the hire agreement. The Hire agreement card shows the hire that covers the date. If there is none, upload the signed agreement, fill one in by hand, or use Find in Coastr if your company has it switched on.
- Make Representation. When everything under To do before you make the representation is done, choose Make Representation. This asks the issuer to pass the penalty to the hirer, and tells the hirer.
What happens next
- PCN Flow tries the issuer's own website first. If the issuer has no usable website, it sends an email instead. Letters by post are not being sent yet.
- Our team may check a website filing before it goes, until we have proved that website works. The PCN shows what has happened.
- Each representation has its own reply address, so the issuer's answer comes back to the right PCN. Replies appear on the PCN's Emails tab and under Communication Received, and anything that needs you is flagged.
- The hirer is told at the same time, by email.
Statuses
The bar at the top of each PCN shows where it is:
- Check details: something on the notice needs a look.
- Match hire: the PCN needs a hire agreement.
- Ready: everything is in place to make the representation.
- Sent: the representation has gone to the issuer.
- Outcome: waiting for the issuer to accept or reject. Use Record outcome when you hear.
- Closed: finished.
A PCN can be deleted until it is sent. Deleted PCNs sit in their own tab and can be restored.
Invoices and admin fees
- When you make a representation, PCN Flow raises an invoice for your admin fee and files it in the PCN's Documents.
- Set the fee in Settings, under Admin fees. If you bill admin fees in another system, tick Admin Fee Paid on the PCN when it is paid.
- PCN Flow keeps the records. It does not take payment for invoices.
- The Transactions tab on each PCN adds up the admin fee and the fine from the invoices and payments.
Contact support
In the app, use the Request support box at the bottom of the sidebar. It sends us your message and the page you were on. You can also email [email protected].