What is the Broker Prep Form?

As part of our continued investments in processes, the Broker Prep Form is a self-service tool that allows you to submit contract preparation requests directly to us for Scottish Power, EON, and EDF. Once submitted, your request automatically creates a ticket in the BOS Helpdesk for processing.

This new process replaces the manual PDF prep form.

✅ What This Tool Is For:

• Submitting contract preparation requests
• Single meter submissions (one MPAN or MPRN per submission)
• Multi-meter submissions for the same customer

❌ What This Tool Is NOT For:

• Data lookup or cleansing
• Custom pricing requests (this uses current matrix prices)
• Contract status checks (use your reports or contact helpdesk)

Getting Started

Access the Form

URL: https://ghost.businessoverheadsolutions.co.uk/prep-form

Login Requirements

You'll need:

• Your ADR (Broker ID in capitals)
• Your PIN (8 digit code)

💡 Note: These are the same logins as for BOS Broker Tools

Terms & Conditions

Before using the tool, you must accept our Terms & Conditions:

1. Version 1.1 - This is a stable release; features may be updated
2. Prep requests only - Not for data lookup
3. Abuse = Suspension - Misuse will result in account suspension (this is not a tool to validate email addresses, bank details, and mobile numbers)
4. Matrix pricing - No mention of rates or standing charges required; you make the request and it's returned with the latest valid prices
5. Accuracy required - Certain information will auto-validate, but ultimately you are responsible for checking accuracy

✅ Remember Me: Check this box to save your ADR on this device for faster future logins.

Step-by-Step Guide

Step 1: Initial Selection

What you'll select:

• Deal Type: Acquisition or Renewal
• Supplier: Select from dropdown (E.ON, Scottish Power, EDF)
• Entity Type: Limited Company or Sole Trader

Tips:

• Choose carefully - supplier selection affects which validations are run
• Sole trader submissions are ALWAYS flagged for manual review

Step 2: Company Details

For Limited Companies:

Company Number:

• Enter the 8-digit Companies House number and it will auto-validate

What we check:

• ✅ Company is active
• ✅ Company age (some suppliers have age requirements)
• ✅ Filing status (overdue filings may be rejected by some suppliers)

Automatic data retrieved:

• Company name
• Registered address
• Incorporation date
• Company officers

For Sole Traders:

Trading Name:

• Enter the trading name
• These submissions are manually reviewed

Step 3: Addresses

Trading Address

Default: Registered address (for limited companies)

Different trading address?

1. Check "Trading address is different from registered address"
2. Enter postcode
3. Click "Search Address"
4. Select address from dropdown

Billing Address

Default: Same as trading address

Different billing address?

1. Check "Billing address is different from trading address"
2. Enter postcode
3. Click "Search Address"
4. Select address from dropdown

Director's Home Address

When this appears:

• Sole Trader: Always shown
• Limited Company + EON: Only for EON supplier

Default: Same as trading address

Different home address?

1. Check "Director's home address is different from trading address"
2. Enter postcode
3. Click "Search Address"
4. Select address from dropdown

Tips:

• Use full UK postcodes (e.g., CO1 2TQ)
• Address validation ensures accurate supply details and billing information

Step 4: Contact Details

Required fields:

• Contact Name - Auto-populates with the first director from Companies House (can be overwritten)
• Position - Auto-populates as "Director" from Companies House (can be overwritten) - REQUIRED FIELD
• Date of Birth - Required for Sole Traders and Limited Companies with EON supplier - Must be 18 or older
• Email Address - Auto-verification starts when you stop typing (fake/spoof addresses will not allow you to proceed)
• Mobile Number - Auto-verification starts when you stop typing (invalid numbers will not allow you to proceed)

Optional:

• Landline Number - Does not auto-verify; ensure it's correct

Date of Birth

When this appears:

• Sole Trader: Always shown
• Limited Company + EON: Only for EON supplier

Requirements:

• Must be 18 years or older
• Format: DD/MM/YYYY
• Auto-validation ensures age compliance

Tips:

• Use the primary contact who will sign the contract
• Verified emails reduce bounce-backs and delays
• Position field is now required and auto-fills for limited companies

Step 5: Bank Details

Required fields:

• Account Name - Auto-appears for Limited Companies
• Sort Code - XX-XX-XX format (or without dashes)
• Account Number - 8 digits

Bank Verification:

Click "Verify Bank" to validate the account details

What we verify:

• ✅ Sort code exists
• ✅ Account number format is valid
• ✅ Bank name and branch details

Warning: Without correct bank details, you will be unable to proceed. If validation fails, the details you have provided are invalid.

Step 6: Meter & Contract Details

Fuel Type

Select one:

• ⚡ Electricity
• 🔥 Gas

Electricity Fields

Top Line:

• 9 characters (letters/numbers)
• Example: 030151H07
• Automatically converts to uppercase

If you are unsure of the topline, either check with existing bill or use broker tools. Fake/spoof toplines to continue will result in a delay.

MPAN:

• 13 digits (type without dashes)
• Displayed with dashes: XX-XXXX-XXXX-XXX
• Example: 10-1234-1234-123

EAC (Annual Consumption):

• Enter in kWh
• Comma formatting applied automatically
• Example: 12,500

Gas Fields

MPRN:

• 10-11 digits
• Example: 1234567890

AQ (Annual Quantity):

• Enter in kWh
• Comma formatting applied automatically
• Example: 15,000

Contract Details (Both Fuels)

Current Supplier:

• Select from dropdown or enter manually
• Examples: British Gas, EDF Energy, Scottish Power

Contract End Date:

• Select date when current contract expires
• Format: DD/MM/YYYY
• Each supplier has time limits on how far in advance you can submit - the form will validate this automatically
  

IF YOU REQUIRE AN ASAP START, LEAVE THE END DATE AS TODAY! WE WILL APPLY THE EARLIEST START DATE WHEN PREPARING

Contract End Date Validation:

The form will prevent you from proceeding if the contract end date is too far in the future. Different suppliers have different acceptance windows. If you receive an error, check the contract end date on the customer's bill and ensure you're submitting at the appropriate time.

Contract Start Date:

• Auto-calculated (end date + 1 day)
• Read-only field

Contract Length:

• Select from dropdown: 12, 24, 36, or 48 months

Uplift:

• Select from dropdown: 0.0p to 2.5p (in 0.1p increments)
• This is your commission/margin
• Maximum uplift varies by supplier - see MAX UPLIFTS KB article for details
• The form will prevent you from selecting uplifts that exceed supplier limits

Uplift Validation:

The form enforces maximum uplift limits per supplier. If you select an uplift that's too high, you'll receive an error message explaining the supplier's maximum.

Refer to the MAX UPLIFTS knowledge base article for current supplier-specific limits.

Tips:

• All fields in Step 6 are mandatory
• Contract start date is always the day after the end date
• Double-check consumption figures (EAC/AQ) - these affect pricing and may be cross-checked if in doubt

Step 7: Review & Submit

Before clicking Submit:

• ✅ Check all company details are correct
• ✅ Verify contact information
• ✅ Confirm bank account details
• ✅ Double-check MPAN/MPRN
• ✅ Verify consumption figures (EAC/AQ)
• ✅ Confirm contract dates and length
• ✅ Ensure uplift is within supplier limits

Click "Submit" when ready.

Confirmation Screen

Success! You'll see:

• ✅ Submission confirmation
• Reference Number (e.g., BOS-2025-006)
• Company name
• Supplier
• Confirmation that a Zoho Desk ticket has been created

What happens next:

1. Your submission is logged in our database
2. A ticket is automatically created in Zoho Desk with BOS-styled formatting
3. Our team will review within the usual SLA
4. You'll receive updates via the ticket (your prepared contract)

Need to attach documents?

• Go to your Zoho Desk and find the ticket (you may need to refresh if you already have helpdesk open)
• Attach bills, LOAs, or supporting documents if needed
• Keep all information in one place

💡 Note: No need to include pricebook codes or pricing details - we apply current matrix rates automatically. Just attach supporting documents if needed.

Submit Another Meter Feature

🚀 Fast Multi-Meter Submissions

Got multiple meters for the same customer? Use this feature to save time!

How it works:

1. Complete your first submission (all 6 steps)
2. On the confirmation screen, click "Submit Another Meter for [Company Name]"
3. You'll return to Step 6 with:
   • ✅ Company details preserved (Step 2)
   • ✅ Addresses preserved (Step 3)
   • ✅ Contact details preserved (Step 4)
   • ✅ Bank details preserved (Step 5)
4. Enter NEW meter details only (MPAN/MPRN, consumption, contract)
5. Click Submit

Benefits:

• ⚡ 85% faster than re-entering everything
• 💰 Saves API costs (no repeated lookups)
• ✅ Fewer errors (no re-typing)
• 📊 Complete submissions (capture all customer meters)

Example workflow:

1. First meter: Electricity MPAN 1234567890123 → Submit
   ↓
   Click "Submit Another Meter for ABC Ltd"
   ↓
2. Second meter: Gas MPRN 9876543210 → Submit
   ↓
   Done! Both meters submitted in ~5 minutes

When to use this:

• Customer has both gas and electricity
• Multiple sites under same company
• Multi-meter buildings (flats, commercial units)

Important Rules & Guidelines

⚠️ Do's and Don'ts

✅ DO:

• Complete all required fields accurately
• Ensure you have accurate information from the customer
• Use the "Submit Another Meter" feature for multi-meter customers
• Attach supporting documents to your auto-created ticket AFTER submission
• Contact helpdesk if you encounter errors (but check this KB first)

❌ DON'T:

• Use this tool for data lookup or cleansing
• Submit duplicate requests for the same meter
• Abuse the system (account suspension will result)

📊 What Gets Validated

Automatic Validations:

• ✅ Companies House lookup (active status, age, filings)
• ✅ Postcode address validation
• ✅ Email deliverability check
• ✅ UK mobile number format
• ✅ Bank account validation (sort code & account number)
• ✅ Age verification (18+ for Date of Birth)
• ✅ Contract end date (supplier-specific time limits)
• ✅ Uplift limits (supplier-specific maximums)

Supplier-Specific Rules:

• E.ON: No overdue filings, max 6 months contract end date, max 2.0p uplift
• EDF: No overdue filings, max 12 months contract end date, max 2.0p uplift
• Scottish Power: No overdue filings for acquisitions (renewals OK), max 6 months contract end date, max 2.5p elec / 2.0p gas uplift

🎫 Ticket Creation

Every submission creates a ticket:

• Subject: Prep Form: [Company] - [Supplier] - [Fuel Type]
• Status: Open
• Priority: HIGH
• Contact: Auto-linked to your email

Ticket contents (BOS-Styled Format):

Tickets feature professional BOS branding with:

• 🎨 Gradient headers with icons
• 📦 Color-coded sections with borders
• 🏷️ Status badges (color-coded)
• 📍 Combined addresses section with emoji identifiers

Ticket includes:

• Reference number
• Company details with status badges
• Combined addresses (📍 Trading, 💳 Billing, 🏠 Director's Home)
• Contact information (👤 including Date of Birth if applicable)
• Bank details (🏦)
• Meter details (⚡ MPAN/MPRN, consumption)
• Contract terms
• Broker information (🎯 your ADR and name)

Attaching documents:

1. Log into Zoho Desk
2. Find your ticket (company name in subject)
3. Reply to the ticket and attach supporting documents if needed
4. Do not create a new ticket

Troubleshooting

Common Issues

"Invalid ADR or PIN"

Causes:

• Incorrect ADR or PIN entered
• Account not set up
• PIN has been changed

Solutions:

• Double-check your credentials
• Ensure CAPS LOCK is off
• Contact BOS Helpdesk to reset PIN

"Please accept the Terms & Conditions to continue"

Cause:

• You haven't checked the "I understand and agree" checkbox

Solution:

• Scroll to Terms & Conditions box
• Check the agreement checkbox
• Click Login again

"Invalid credentials" or "Login failed"

Causes:

• Network connectivity issue
• Session expired
• Server error

Solutions:

• Refresh the page and try again
• Clear browser cache and cookies
• Try a different browser
• Contact helpdesk if problem persists

"Company not found"

Causes:

• Company number is incorrect
• Company is dissolved or inactive
• Companies House API is down

Solutions:

• Verify company number on Companies House website
• Ensure company is active
• Try again in a few minutes
• Contact helpdesk if error persists

"Invalid postcode"

Causes:

• Postcode format is incorrect
• Postcode doesn't exist
• Missing space in postcode

Solutions:

• Use format: CO1 2TQ (space between parts)
• Verify postcode on Royal Mail website
• Try partial postcode (e.g., CO1)

"Email validation failed"

Causes:

• Email address is invalid
• Domain doesn't exist
• Email is a disposable/temporary address

Solutions:

• Double-check email spelling
• Verify email domain exists

"Bank validation failed"

Causes:

• Sort code doesn't exist
• Account number format is invalid
• Sort code and account number don't match

Solutions:

• Check bank statement for correct details
• Ensure sort code format: XX-XX-XX (or XXXXXX)
• Ensure account number is 8 digits
• Try again with verified details
• If validation fails, the details are incorrect

"Contract end date too far in future"

Causes:

• End date exceeds supplier's acceptance window
• Attempting to submit too early for supplier's processing rules

Solutions:

• Check the contract end date on customer's bill
• Ensure you're submitting at the right time
• Different suppliers have different time windows
• If genuinely correct, contact helpdesk to discuss

"Uplift too high"

Causes:

• Selected uplift exceeds supplier's maximum
• Different suppliers have different uplift limits

Solutions:

• Review MAX UPLIFTS KB article for supplier limits
• Adjust uplift to within acceptable range
• Contact helpdesk if you need clarification on limits

"Date of Birth validation failed" or "Must be 18 or older"

Causes:

• Contact person is under 18 years old
• Invalid date format
• Future date entered

Solutions:

• Verify date of birth is correct
• Ensure contact is 18 or older
• Use format: DD/MM/YYYY
• Contact helpdesk if you have a legitimate case

"Session error" or "Please refresh and log in again"

Causes:

• Session expired after inactivity
• Browser cleared localStorage
• Multiple tabs open

Solutions:

• Refresh the page
• Log in again
• Complete form in one session
• Don't open multiple tabs

"Form fields not saving / Data lost"

Causes:

• Browser back button used
• Page refreshed during entry
• Session timeout

Solutions:

• Use form navigation buttons (Next/Back)
• Don't refresh page during entry
• Complete form in reasonable time (< 30 mins)
• If lost, log in and start over

Browser Compatibility

Recommended Browsers:

• ✅ Google Chrome (latest)
• ✅ Microsoft Edge (latest)
• ✅ Firefox (latest)
• ✅ Safari (latest)

Not supported:

• ❌ Internet Explorer
• ❌ Older browser versions

Clear Browser Cache

If you experience issues:

Chrome:

1. Press Ctrl + Shift + Delete
2. Select "Cached images and files"
3. Click "Clear data"

Edge:

1. Press Ctrl + Shift + Delete
2. Select "Cached images and files"
3. Click "Clear now"

Firefox:

1. Press Ctrl + Shift + Delete
2. Select "Cache"
3. Click "Clear Now"

FAQs

General Questions

Q: How long does processing take?
A: We review submissions within the usual SLA. Complex cases may take longer - if so, the ticket status will be updated and you'll receive notifications.

Q: Can I edit a submission after submitting?
A: No. If you need changes, add a comment to your Zoho Desk ticket or contact helpdesk. We urge you to check before submitting to prevent delays.

Q: Can I check the status of my submission?
A: Yes, check your Zoho Desk ticket using the reference number.

Q: What happens if I make a mistake?
A: Contact helpdesk immediately with your reference number. We'll correct it during review but delays may occur due to added validation.

Login & Access

Q: I forgot my PIN. What do I do?
A: Contact BOS Helpdesk to reset your PIN.

Q: Can I change my PIN?
A: Yes, contact BOS Helpdesk to request a PIN change.

Q: Does "Remember Me" work across devices?
A: No. It only saves your ADR on the current device/browser.

Q: Is my data secure?
A: Yes. All data is transmitted securely via HTTPS and stored in encrypted databases.

Company Details

Q: Can I submit for a company not registered in the UK?
A: No. This form is for UK registered companies only.

Q: What if the company has overdue filings?
A: Some suppliers (E.ON, EDF, Scottish Power) reject companies with overdue filings. Fix filings first or choose a different supplier.

Q: Can I submit for a dissolved company?
A: No. Only active companies are accepted.

Q: What if Companies House lookup fails?
A: Verify the company number and try again. If it persists, contact helpdesk.

Meter & Contract

Q: Can I submit multiple meters in one form?
A: No. One meter per submission. Use "Submit Another Meter" for additional meters.

Q: What if I don't know the Top Line?
A: Top Line is mandatory for electricity. Check customer's bill, contact current supplier, or use Broker Tools (credit may apply).

Q: Can I submit a dual fuel contract?
A: No. Submit electricity and gas separately using "Submit Another Meter" feature.

Q: What consumption figures should I use?
A: Use Annual Consumption (EAC for electricity, AQ for gas) from the customer's latest bill or the figure obtained from Broker Tools.

Q: Can I change the contract start date?
A: No. It's auto-calculated as contract end date + 1 day.

Q: Why can't I submit a contract that ends in 8 months?
A: Different suppliers have different acceptance windows for contract submissions. The form enforces these time limits to prevent premature submissions and supplier rejections. Check the error message for specific guidance.

Q: Why is my uplift choice limited?
A: Each supplier has maximum uplift limits. The form enforces these to prevent rejection during processing. Refer to the MAX UPLIFTS KB article for current limits.

Pricing & Rates

Q: Where can I see current pricebook rates?
A: These are available on Dropbox and auto-update when suppliers change them.

Q: What is the uplift field?
A: Your commission/margin (0.0p to 2.5p per kWh). Supplier uplifts vary - the form now enforces maximum limits automatically.

Documents & Tickets

Q: Where do I attach customer bills?
A: After submission, attach to your auto-created Zoho Desk ticket. Do not create a new ticket.

Q: When should I attach documents?
A: After form submission. Don't wait - attach as soon as possible.

Q: What documents should I attach?
A: Customer bills, LOAs (Letter of Authority), ID, proof of address, bank statements (if required).

Q: Can I attach documents during form submission?
A: No. Complete the form first, then attach to the ticket.

Q: Why do the tickets look different now?
A: We've upgraded to BOS-styled formatting with gradient headers, color-coded sections, and better organization for easier reading.

Submit Another Meter

Q: How does "Submit Another Meter" save time?
A: It preserves company, contact, and bank details. You only enter new meter information.

Q: Can I use it for a different company?
A: No. It's for the same company/customer. For new customers, click "New Customer".

Q: What data is preserved?
A: Company details, addresses, contact info (including home address and DOB if applicable), and bank details. Meter details (Step 6) are cleared.

Q: Can I go back and edit previous meter submission?
A: No. Each submission is final. Use your Zoho Desk ticket to request changes.

Changelog

Version 1.1 - November 20, 2025

New Features:

Director's Home Address:

• Added conditional home address field for Sole Traders and Limited Companies with EON
• Address lookup functionality with postcode search
• Checkbox to indicate if different from trading address
• Preserved in "Submit Another Meter" workflow

Date of Birth:

• Added conditional DOB field for Sole Traders and Limited Companies with EON
• 18+ age validation to ensure contract signatory compliance
• Format: DD/MM/YYYY
• Preserved in "Submit Another Meter" workflow

Contract End Date Validation:

• EON & Scottish Power: Maximum 6 months from today
• EDF: Maximum 12 months from today
• Prevents premature submissions that would be rejected by suppliers
• Clear error messages explaining supplier-specific rules

Uplift Validation:

• EON: Maximum 2.0p for both gas and electricity
• EDF: Maximum 2.0p for both gas and electricity
• Scottish Power: Maximum 2.5p for electricity, 2.0p for gas
• Prevents over-commissioning that leads to supplier rejection
• Real-time validation with supplier-specific error messages

Position Field Enhancement:

• Now required field (previously optional)
• Auto-populates as "Director" from Companies House for limited companies
• Can be overwritten with custom position (e.g., Manager, Secretary)

BOS-Styled Ticket Formatting:

• Professional gradient headers with emoji icons
• Color-coded section boxes with borders
• Status badges (color-coded: yellow for pending, green for active)
• Combined addresses section with emoji identifiers (📍💳🏠)
• Consistent label formatting throughout
• BOS brand colors (#0B99BC teal + purple gradient)

🔧 Improvements:

Address Management:

• Removed redundant postcode lines (postcodes already in full addresses)
• Better visual hierarchy in ticket display
• Consistent address formatting across all sections

Validation Enhancement:

• More robust field validation before submission
• Better error messages with actionable guidance
• Prevents common submission errors

User Experience:

• Cleaner ticket layout for faster scanning
• Professional appearance matching BOS brand
• Improved readability with better spacing

🐛 Bug Fixes:

• Fixed issue where position field wasn't capturing data from Companies House
• Fixed postcode display inconsistencies in director home address
• Resolved issues with "Submit Another Meter" not preserving new fields

Version 1.0 (Beta) - November 19, 2025

Initial Release

Features:

• ✅ Self-service broker prep form submission
• ✅ 6-step guided workflow
• ✅ Automatic validations (Companies House, Postcode, Email, Bank)
• ✅ Single meter per submission (electricity or gas)
• ✅ Auto-creation of Zoho Desk tickets
• ✅ "Submit Another Meter" feature for multi-meter customers
• ✅ Terms & Conditions acceptance required
• ✅ "Remember Me" functionality
• ✅ Mobile responsive design

Validations Added:

• Companies House company lookup
• UK postcode address validation
• Email deliverability check
• UK mobile number validation
• Bank account verification (sort code + account number)

Integrations:

• Zoho Creator (broker authentication)
• Zoho Desk (auto-ticket creation)
• Companies House API
• Postcoder API (address + bank validation)
• QuickEmailVerification API

Known Limitations:

• One meter per submission (use "Submit Another Meter" for multiple)
• Standard pricebook rates only (no custom pricing)
• UK companies only
• Requires valid broker credentials

Need Help?

Contact BOS Helpdesk:

Zoho Desk: Create a ticket for fastest response

Support Hours:

Monday - Friday: 9:00 AM - 5:00 PM GMT

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