Agreements, invoices, certificates and regulatory filings

Training leaves a paper trail: the agreement (convention) signed with the provider, its funding, the invoice, the certificate given to the trainee, and every year reports to present to the works council or the authorities. This article describes the Paperwork and Regulatory screens of the Training module. It is for training administrators, accounts staff and HR. The terminology (OPCO, Qualiopi, CSE, DOETH, social report) comes from French law.

Before you start #

• The Training module must be installed for your workspace.
• Paperwork screen: the “Conventions, invoices & certificates” permission (Training part of the role matrix), Access level to view, Execute level to create a convention, approve or dispute an invoice and fill in Qualiopi.
• Regulatory screen: the “Regulatory file” permission, Access level to view, Execute level to produce a report.
• Activating the regulatory framework: the “Training module settings” permission, Execute level.
• Training providers are declared in Settings › Training › Rooms, trainers & providers, Providers tab (company ID, registration number, Qualiopi certification and its expiry date).

The Paperwork screen #

Open Training › Administer › Paperwork. The Conventions & admin page first flags sessions that started without a signed convention, then shows five tiles: To sign, Invoices to approve, Certificates to issue, Qualiopi gaps and Provider Qualiopi (certifications expiring within 90 days). Five tabs follow: Conventions, Funding, Invoices, Certificates and Qualiopi.

Conventions #

The Conventions tab lists conventions with their provider, period, amount excluding tax, funding source and signature status. Search by reference, provider or course, or filter by Status. A row flags risks: session started without a signed convention, start before signature (OPCO funding at risk), provider without Qualiopi, missing document.

To create a convention:

1. Click New convention.
2. Choose the Training provider and the Course. With the “Sessions & scheduling” permission, you can Link sessions covered by the convention.
3. Enter the Amount excl. tax (€), the VAT (%), the Funding (company budget, OPCO, personal training account, co-funded, FNE state scheme), the Funding body (OPCO) and the expected Funded amount (€).
4. Enter the number of Trainees, the Total hours, and the Start and End of the period.
5. Click Create the convention. It is created as a draft.

Click a row to reopen a convention: edit its fields, then click Save.

Funding #

The Funding tab summarises the conventions shown by the current filter: Total contracted excl. tax, Covered by the OPCO, Company share, conventions announcing funding with no file number, Breakdown by funding source, and Funding files with their status. The CPF — what the company knows panel explains that an employee’s personal training account belongs to them and is not shown. This tab is read-only.

Invoices #

The Invoices tab shows provider invoices with their due date, amount excluding tax, Variance and status (To approve, Approved, Paid, Disputed). The variance is calculated against the convention amount; an invoice with no convention is flagged.

• Approve: for an invoice that matches its convention.
• Dispute: enter the reason (at least 5 characters, for example “14 trainees invoiced, 11 present on the attendance sheet”), then confirm with Dispute. The invoice becomes “Disputed”.

Certificates #

The Certificates tab tracks end-of-training certificates for completed sessions. For each session: the number of trainees and certificates issued; for each trainee: hours attended out of hours planned (with a partial attendance note), whether the objectives were met and, where relevant, what prevents issue (session not marked as completed, incomplete attendance sheet, objectives not recorded). An issued certificate can be downloaded from its row. Trainees find theirs under My certificates (see Your training space).

Qualiopi #

Qualiopi certifies providers that sell training: this tab only concerns your company if it sells training. It counts compliant indicators out of applicable ones, and flags those declared compliant with no evidence filed. Indicators are grouped by criterion (from 1, Public information, to 7, Feedback and improvement).

1. Choose an indicator’s status in its list (Conform, Partially conform, Non-conform, Not applicable): it is saved immediately.
2. To keep a record, click Note, state where the evidence is and what remains to be done, then Save.

Below the tabs, the year’s Training report card gives the trainees, hours and breakdown of income (own funds, OPCO, public funds, individuals). It is calculated and cannot be edited.

Activating the regulatory framework #

Training reporting obligations differ from one country to another; until a framework is active, the Regulatory screen produces nothing. The framework available is the French one (four documents).

1. Open Settings › Manage Illizeo › Compliance, choose France, then the Training tab.
2. Under Applied framework, click Apply next to the framework. Only one applies at a time; No framework removes it.

You can also click Activate on the Regulatory screen when no framework is active.

Producing a regulatory report #

1. Open Training › Administer › Regulatory.
2. Choose the report: Works council — training, Disability declaration — training, Social report — training or Certifications annex — risk assessment.
3. Choose the Year. The first three reports cover the completed financial year (suggested by default); the certifications annex describes the situation on the day it is generated.
4. Read the report: recipient, due date, status (Complete, Incomplete, Unavailable) and figures calculated from completed sessions. If the report is incomplete, each point to address has a Fix it link.
5. Under Produce the report, click Freeze and produce, add a note (required, at least 15 characters, if the report has gaps), then click Produce.

Figures are frozen at the time of production. The report joins the Produced reports list with its year, date, author, note and, where relevant, the Incomplete label.

Good to know #

• Amounts are displayed in euros.
• Breakdown rows covering fewer people than the anonymity threshold are hidden; totals include them.
• The content of regulatory reports is written in French, whatever the interface language.
• A frozen report is never recalculated: to correct a figure, produce a new report.

FAQ #

The Regulatory screen shows “No regulatory framework is active”. #

Activate the French framework from this screen (Activate) or from the compliance settings. You need the “Training module settings” permission at the Execute level.

I cannot find my provider in the convention. #

Declare it first in Settings › Training › Rooms, trainers & providers, Providers tab, and check that it is active.

My company only trains its own staff: do I need to fill in Qualiopi? #

No. Qualiopi concerns providers that sell training. Just check, in the Providers tab of the settings, that the providers you use are certified when you request OPCO funding.