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1. Surname Broom Forenames Mavis Title Mrs Honours To be filed as Broom Mavis Address 3 Grovenor Road lt lt Town Brighton County Surrey Postcode CRE 1GG United Kingdom Date of Birth 17 11 1936 View amp mend Personal Details To edit the personal details click on the View Amend Personal Details button This will then take you to the Person update screen where details can be edited Editing these personal details will change the details for this person in ALL companies Combined Register 33 6 1 1 Director Company Secretary C First Director S ecretary C Enter Personal Authentication Data Date appointed 15 10 1991 288a Filed on 15 10 1991 Date left 288b Filed on Date of last change 15 12 2005 288c Filed on 15 12 2005 PPI E Reason left other than resigned The General tab also contains information relating to that particular Director Secretary entry which can be edited OTHER DIRECTORSHIPS This tab shows a list of Other Directorships for this director The screen is divided into Internal and External other directorships Internal are automatically maintained by the software in respect of companies administered within the software External these entries must be manually maintained by you in respect of companies that are not administered within
2. Unrestricted for the purposes of Form 42 e Members can be marked as being employees of the company for the purposes of Form 42 ENHANCED MEMBERS TAB Whats New in Latest Version 5 The list of members in the Members tab now has additional columns showing the total holdings for each member for each class of shares ENHANCED MEMBER SHARE TRANSACTIONS SUMMARY The Share Transactions screen for each member now e Shows the total holding for each separate class of shares e Shows the total holdings broken down by type of transaction IMPROVED SHARE TRANSACTION ENTRY SCREEN e Simpler intuitive layout e Easier entry of share transfers e Automatic updating of double entry when a transfer is edited e intelligent auto allocation of next transaction reference DIRECTORS INTERESTS IN SHARES Directors interests in their own shares are now automatically handled by the software IMPROVEMENTS TO MINUTES WIZARD The minutes wizard can now insert appropriate text in a minute of a directors meeting depending on whether the company has indicated that it has dispensed with AGM s NEW COMPANY GROUP NAME The Company Info screen now has a new entry field Group Name which allows you to specify that a company belongs to a group of companies Group companies can then be excluded from Other Directorships lists on forms 288 SHARE CERTIFICATE MAILMERGE Share certificate data can now be exported as a mailmerge CSV for
3. NB For security reasons the PIN number will be required to be entered each time you make an eFILEit submission If the wrong PIN is entered the program will not allow you to proceed with the submission e Filing required details 28 e FilelT required details In order to use the eFileit electronic filing service to electronically file a Companies House Form it is necessary to have entered certain information regarding your eFileit account and also entered details of the Companies House Company Authentication Code If any of the required details have not been entered you will be prevented from eFiling and will be prompted as to the nature of the problem Basic Operations 29 5 12 Company Name The Company Name must be entered in the Company Info tab of the company Company Number The Company Number must be entered in the Company Info tab of the company Registered Office Address You must enter at least the first line of the Company s Registered Office in the Company Info tab of the company Company Authentication Code In order for Companies House to accept the electronic filing of documents you must inform them of a 6 character Company Authentication Code which will be used to identify the company To set up the code click on the Setup Authentication Code button on the Company Info tab of the company Company Authentication Code Accepted You cannot start eFiling until Companies House has received and regi
4. Whilst the company s Combined Register screen is being displayed select Print Registers etc from the Forms Reports menu Print Registers etc Print Options C Contents Page _ Section Dividers Select All C Page No Prefixes _ Page Numbers Dates From 01 01 1900 V Include Al Directors regardless of dates All dates To 07 11 2005 Include All Members regardless of dates Reports to Print C 1 Company Details C Omit company notes C 2 Share Types C 3 List of Directors amp Secretaries C 4 Register of Directors amp Secretaries C 5 Directors Interests in Shares C 6 Allotments amp Transfers etc C 7 Shareholders Holdings C 8 Register of Members C 9 List of Dividends Paid C 10 Register of Mortgages amp Charges Select All C 11 Register of Debentures C 12 Minutes amp Resolutions You will then be presented with a list of possible registers reports to print together with the range of dates that you wish to cover Simply make your selections and then click the Print button Options Cover Page Prints a front cover with Company name and number Contents Page Prints a table of contents Section Dividers Prints a divider page before each section printed Page No Prints the report prefix on the bottom of each page eg Shareholders holdings would Prefixes print 7 Page Numbers Prints the page number on th bottom of each page after the page prefix Page
5. Articles PDF copies 39 Auto generated Form 42 data 36 Automated Share Certificate Production 43 Automatic log entries 3 B Backing Up Data 57 Backup Data 57 Backup Data Files 57 Balances brought forward entering 35 Blank Forms 47 Border gif 58 Borders 58 Borders on Share Certificates 58 Build 6 C Cdrive 1 55 Certificate Share 43 Certificate of Incorporation 39 Certificates of Membership 43 Change Accounting Reference Date 40 Change Registered Office 40 Charges 18 30 38 Class of Shares 34 Classification SIC 92 codes 21 Client Reference 16 Combined Register 18 30 Companies limited by guarantee 43 Company Details Report 40 Company Information 18 30 Company List 16 Company Password 38 Company Statutory Forms 16 Copy 57 Copy Data Files 57 Copy director secretary details 31 Copy member details 34 Copy other directorship details 31 Create Amend and Delete Entries 17 Create automatic log entries 3 Creating Users 51 D Data Exchange 48 Data Export 48 49 Data Files 57 Data Files Copy 57 Data Import 48 49 Date Criteria 16 64 PC Share Register Plus Date of Expiry 61 Date printing on reports 3 Dates User Defined 59 Debenture Entry 38 Debentures 18 30 Deed of Waiver of Dividend 40 Delete Company 18 Delete entry 17 Director and Secretary Entry 31 Directors 18 30 Directors Interest Entry 33 Directors Interest in Shares 33 Directors Interests i
6. Not Submitted 0 Pending 0 Parked 0 Awaiting response IO R 001100 10 R 001102 001103 R 001104 Rejected Accepted Rejected Accepted Rejected Accepted 10 01 2006 16 38 33 10 01 2006 16 41 01 10 01 2006 16 42 00 10 01 2006 16 43 16 10 01 2006 16 48 30 10 01 2006 16 48 58 10 01 2006 16 38 36 10 01 2006 16 41 03 10 01 2006 16 42 03 10 01 2006 16 43 18 10 01 2006 16 48 32 10 01 2006 16 49 01 11 01 2006 11 01 2006 11 01 2006 P Rejected 10 Q 001105 FE Rejected Resolved 0 R 001106 Accepted 10 cam 7 Other emails 0 Compose Email re highlighted entry Rejected 10 01 2006 16 49 52 10 01 2006 16 49 54 aon Details for Envelope No 001099 Form 88 2 T Entry Type Submitted Document processing pending Document processing pending Accepted Date Time 10 01 2006 16 38 00 10 01 2006 16 51 00 11 01 2006 09 31 00 11201 2006 11 41 01 EI Send amp Receive e d Contact Ref Testing 1 Send amp Receive Log Email received on 10 01 2001 Email received on 11 01 2001 Email received on 11 01 2001 13 11 32 3 Print Summary F Settings Last Send amp Receive OK Next Send Receive 13 20 58 Not Submitted When an e Filing instruction is produced by the software it is allocated a unique Envelope Number and an entry placed in the eFiling log with a status of Not Submitted Submitted Awaiting response When the instruction is
7. The Security Module allows you to create users and assign access privileges restrictions to each user NB The Security Module is an optional additional module that can be subscribed to How to set User Access Restrictions 534 Logging In 54 Overview Once you have subscribed to this module and registered your new password you will have access to the Security menu option which appears on the main menu on the Company List screen 52 PC Share Register Plus NB Even if the Security Module has been subscribed for and enabled the system will not request you to login until Users have been set up Creating First User List of All Users whether assigned to a User Group or not Order by Full Name Order by User Group Full Name Username Level User Group not used cossososecossosscssososososooossosososososososossosocococossosececssocosososossesesososseococossocosoosceosocosecssososososocessesocoseesssesesososocosoosecesocosceosososcssssosocosesoscesesesososossososoeoseseocecsossosososososessooocesososoesesesososossosscosocsssossososssessesedi v The first task is to create the users Click on the Security menu option and select the Add Delete Change Users drop down menu option This will then give you a screen as follows The list will initially be blank Simply click on the nsert button to add a user NB The first user that you create will automatically be set up as a Supervisor thus giving full access
8. of each class of shares for the purposes of the Annual Return Member Entry The entry for a member comprises a single screen with a two Tabs along the top To print reports for the particular member click on the Forms Reports menu and select the required report from the drop down menu To select a tab simply click on the tab itself General Tab This shows general details about the member In order for the program to suggest the next Folio number simply click on the Next Folio Number button Combined Register 35 6 3 1 IMPORTANT The member Folio is a unique reference that you allocate to each member and may consist of up to 10 letters or numbers or a combination of letters and numbers In order that any lists or reports that are in Folio order are shown in the correct order it is important that each Folio reference is the same number of characters long This can be achieved by using leading zeros eg If you are using numbers and you were not to use leading zeros the Folios 1 to 10 would be listed in the order 1 10 2 3 4 5 6 7 8 9 You will see that 10 is shown after 1 and before 2 However if you use leading zeros 0001 0002 0003 0004 0005 0006 0007 0008 0009 0010 In this case the list is correctly sorted How many leading zeros to use will depend on the maximum number of members that you wish to have In the above example it would allow for up to 9 999 members Once a member Folio h
9. Ability to record name of Companies with very long company names Can now automatically insert address of Registered Office of company into Minutes Ability to automatically insert name and address of Members and Directors of company into Minutes Now able to print Certificates of Membership for companies limited by guarantee New Email Data Files option New Electronic Formation facility allowing you to form companies direct from your PC This service is brought to you in conjunction with the leading company formation agents The London Law Agency Ltd Build 5 1 2 3 Improvement to member selection screen for Share Transfers Build 5 1 1 Fixed problem with list of directors secretaries incorrectly showing as 1st if appointed at a future date Build 5 1 Fixed intermittent problem with dividend summaries Enabled printing of Form 288a with blank appointment date Build 5 03 Modifications made to speed up display of Company List Build 5 02 New manager field added for each Company Can now restrict view of list of companies to selected Presenters or Managers Lists of Companies reports can now be restricted to selected Presenters or Managers Build 5 01a Corrected problems with joint shareholding names on reports and share certificates Whats New in Latest Version 11 Build 5 01 New style September 1999 Companies House Forms 363a 288b and 88 2 implemented The previous forms will be accepted by Companies House un
10. Directorships 14 Enter Directors Interests in Shares 147 Create New Share Types Classes of Shares 144 Create a New Member 13 Create Share Transactions 357 Print Stock Transfer Form 167 Print Forms 288 161 eFILE Forms 288 191 Set Enable Security Feature and Create Users 51 Duplicate Entry Fields 167 How To Create a New Company e Start the PC Share Register Plus program e The Company List screen will be automatically displayed and will show all the companies that have previously been set up e Click the New button or press the Insert key on your keyboard e Now fill in the Company Info details and press the Save button when finished Back to How to Index 135 How To Create a New Member From the Company List screen select the company that you wish to work on Click on the Members tab Any members that have already been created will be displayed To add a new member click the New button you will then be presented with a list of Persons on the system Either select an existing person from the list or click the New button to create a new person See Persons 20 Back to How to Index 135 How To Create New Directors and Secretaries e From the Company List screen select the company that you wish to work on e Click on the Directors tab e Any directors that have already been created will be displayed e To add a new director or secretary click the New button you will then be presente
11. Ensure that you have full disk access privileges on the network drive onto which the software is to be installed 2 From a PC connected to the network Map the network drive to a drive letter eg N 3 Run the Setup program on the program disk and substitute the above drive letter of the network drive for the default of C for both the program folder and the data folder locations If all has gone smoothly you should now have installed the software and the data on the file server and created shortcuts to run the program on the PC from which the installation was carried out Technical 57 10 3 10 3 1 Create Icons Shortcuts on other Workstations 1 Ensure that you have full disk access privileges on the network directory onto which the software has been installed 2 If not already done on each Workstations PC Map the network drive on which the software is installed to a drive letter eg N 3 Create a Windows Shortcut to run the program eg Sharereg exe with the folder that the exe file is located in as the Target folder The Target folder is where the program will look for the data files NB e All files program and data are usually contained in the one folder e As an alternative to manually creating a shortcut you can run the installer and select Workstation Shortcuts If your network is slow eg Wide Area Network you may wish to install the programs on the local hard disk and access only the data o
12. Persons 20 Photocopy 49 Preferences 3 Preferences for workstation 3 Present Members list 40 Presenters 22 Print Alignment 29 Print Combined Register Print date onreports 3 Print Presenter s Details 29 Print Registers 23 42 Print Scanned Document 49 Purchase of own shares by company 35 Q Questions 11 R Read Only User 51 Red Dates 16 Register Locations 38 Register of Debenture Holders 40 Register of Debentures Report 40 Register of Directors interests 40 Register of Directors Report 40 Register of members 40 Register of Members report 40 Register of Mortgages and Charges Report 40 Register Print 23 42 Registered Office 18 30 Registered Office Change 40 Registered Office Report 40 Registered Offices at Presenters Report 40 Releases 3 6 Removal of Auditors Form 391 40 Removing Company 18 Renewing License 61 Renewing Subscription 61 Reorganisation of Capital 35 Report date printed 3 Reports 40 Reports Form 42 36 Requirements 1 55 Restrict Access 51 23 42 Restrict list of SIC Codes 21 Restrict to one manager 16 Restrict to one presenter 16 Return of Allotments Report 40 os Save Document 49 Scan 49 Scanned Documents 49 Scanned Documents Module 49 Scanning 49 Schedule to Annual Return Report 40 Schedule to Return of Allotments Report 40 Search for 21 Secretaries 18 30 Security 51 Security Login 54 Security Users 53 Security Module 51 Security Module User A
13. The company name by default will then not appear on the list of company names Full details will however be retained Check the Dormant box to indicate that the company is dormant Select a presenter by clicking on the arrow to the right of the Presenter box and choosing from the list of available presenters NB Presenters must first have been set up by selecting Presenters Details from the File menu Registered Office at Presenter If as is quite usual the registered office of the company is at the presenter s address you may tick the Registered Office at Presenter check box in order to automatically insert the presenter s address as the company s registered office Additionally you will be able to print for the purposes of displaying at your office a list of companies in alphabetical order whose registered offices are at their presenter DIRECTORS SECRETARIES The directors secretary tab shows a list of Directors and Secretaries in alphabetical order BEE If the Include all check box is ticked all directors and secretaries will be shown regardless of dates of appointment or leaving If the Include all check box is not checked the list will only show those directors and secretary that are current officers by reference to the as at date Se Any director or secretary on the list who is NOT a current officer by reference to the As at date will be shown as a red entry In order to view amend or delete details of an existing direct
14. VIII 1 5 Part IX 1 2 Part X Combined Register 30 Director and Secretary Entry ccccccccssccesseeeeeeeeeeeeeeeseneeeneeeeesaeeeesneeeeseeesseaeseseeeenseesessaesaseeeeeeenaes 31 Directors Interest Entry ccscscentersetesssenseneenceesseneenconsaneussenseneeseesseneenorsanessenenseneeseeesnenenmeneeaensseenentenseceesenen 33 Directors Other Directorship Entry eessen e 34 Share Type Entry E 34 Member ERY ocd acceso etd easels eet AAAA EN REENT tous EA 34 GU ICT E 35 Rem 36 Mortgage and Charge Entry ccseccssscsseeeeeeeeeeeeeeseseeeeeneeeeesaeseesneeeneeeessaaesaseeeenseeseseaesaseeeeeeenees 38 Debenture EN ege eege 38 ell WR ET EE 38 Password ENUY eessen EgeEEedeEgebERe ENEE EEeEEEE KEES cteedaenueestsnectesesvestcdeeuventierdevestinsis 38 Create change Company Password csscssessesesesesceeesersseesseeseeesenseneneesneessnsssaeseesenesensneesseeseneseesenesenseneenensees 38 Location OF Registers cisien Eege 38 Events Log ft By Co See ee 39 Event Log Entry E 39 Elective Resolutions lt cs5 c ci ce Riel hii ee ed ee eed EEE EE 39 Other Company Fil s sicccis sc cccccesczecestieeecdecceccteaseceeetccnecectecsnccesouners sontteccereetqneanetecuncceeeunassseneecotaess 39 Annual Return Information cc EENEENSKENE NEE ANESEC EENS ENEE CAN A0 Forms amp Reports 40 at ve Vu Se ee 40 Dividend Warrants ANd Waivers cccccececeeeeeeeeeeeeseeessesesesnsesesesonaeoesecececacacacaeaeaeesssessee
15. a member of this group has access to all screens and can add edit details but is not permitted to delete information Read Only By default a member of this group has access to most screens can view and print information forms but is not permitted to insert amend or delete data As stated above the actual rights restrictions of each user group is entirely definable by you and the above represents the standard configuration that ships with the program How to set User Access Restrictions 537 Security Module User Access Firstly login as a Supervisor Then go to whichever screen on which you wish to amend the user rights and press Ctrl Alt F8 ie press and hold the Ctrl and Alt keys and press the F8 key A screen similar to below will then open It will list the names of the user groups and also any users that are not allocated to any group and across the screen it will show the categories that you can allocate or deny access To change a Yes to a No or visa versa simply double click the Yes or No The actual options for each screen will vary slightly according the functions of that particular screen 54 PC Share Register Plus 9 2 Set Access to Current Screen list shows all Groups and also those users not assigned to any gr Ordered by Name Inset ET Full Rights Group Yes Yes Yes Ordinary User Group Yes Yes Yes Read Only Group Yes No No In the example above which rel
16. and another pointing to his wife s entry as a member NB In the above example only the interest in the wife s shares needs to be entered as the software automatically creates and maintains entries in respect of own shares ie where the same Person attributed to a director entry is also attributed to a member entry Back to How to Index 135 4 6 Howto Enter Directors Other Directorships If a Person is a director of more than one company administered within the software details of their Other Directorships in respect of directorships administered within the software Internal other directorships are automatically created and maintained by the software Details of a person s directorships in respect of companies not administered within the software External other directorships must be manually entered Once entered against a person they will automatically appear as External other directorships in all companies that the person is a director From the Company List screen select the company that you wish to work on Click on the Directors tab Any directors that have already been created will be displayed Double click the director required or single click to highlight director and then click the Details button e Click the Other Directorships tab e A list of previously entered companies will be displayed Click the New button to display the entry screen and enter the details of the company Alternatively you can
17. button View or edit Trade Classifications SIC 92 Codes by clicking on the Trade Classification button Enter detail of location of registers by clicking the Location of Registers button Enter details of which elective resolutions are in force by clicking the Elective Resolutions button Minutes ai Dividends 40 Trade Classifications 211 Location of Registers 384 Elective Resolutions s Change Company PasswordI 387 Events Log a To select a tab simply click on the tab itself COMPANY INFO The company information tab shows general details about the company You must enter a presenter for the company Check the Hide box to indicate that the company is not currently being dealt with The company name by default will then not appear on the list of company names Full details will however be retained Check the Dormant box to indicate that the company is dormant Select a presenter by clicking on the arrow to the right of the Presenter box and choosing from the list of available presenters NB Presenters must first have been set up by selecting Presenters Details from the File menu Ll Registered Office at Presenter If as is quite usual the registered office of the company is at the presenter s address you may tick the Registered Office at Presenter check box in order to automatically insert the presenter s address as the company s registered office Additionally you will be able to print for the purposes of displayin
18. communicate with your email software without you having to change any settings To test this open a Company and then Click on the Forms Reports menu option Select Statutory Forms Select Test Form Click the e File button A test message with attachment should then be placed in your Outbox If there is a problem then read on In order that the email message is handled correctly by your email software you must ensure that your email software is correctly configured and that Windows considers that it is the default email client To check that your email software is registered as the default Click on Windows Start button Settings Control Panel Internet Options Select Programs tab Check that the required email program is shown under Email if not click on down arrow to select it from the list Index 63 Index ee 190 Form 40 225 Form 40 287 Form 40 288 Forms 40 288 Forms Reports 40 3 318 Form 40 325 Form 40 353 Form 40 363a Form 40 391 Form 40 Accepted Form 42 data 36 Access Users 53 Access Restrictions 51 Accounting Reference Date Change 40 Action List 16 Activity 21 Adjust Margins 29 Agents 22 Align Printing 29 Allotments 35 Allotments and Transfers Report 40 Annual Return 40 Annual Return Form 363a 40 Annual Return Information 40 Archive check box 18 30 Archive Documents 50 Archive flag 16 Archive Scanned Documents 50 Archived companies display on reports 40
19. edit by highlighting it and clicking the Change button NB The screen will default to holders registered and payment date of the current system date and these dates can be over typed The Description of Dividend will default to the words as above in order that you may simply append the year end date or alternatively replace the text with your own wording The program will search the register of directors and secretaries in order to find the name of the current Company Secretary If found the name will be inserted in the Certificate Signed by field and this can be over typed if you wish The Extra Narrative text field provides an opportunity for you to type a small amount of text that you would like to appear on the foot of the dividend warrant and is entirely optional Once the above form is complete you must first Save the entry You can then either print a Dividend List being a list of shareholders and amounts of dividend tax credit Dividend Warrants or Dividend History by highlighting the required dividend entry and then selecting the appropriate report by clicking its icon You may also print Deeds of Waiver of dividends for any individual members flagged as waiving their dividends see below by selecting Deeds of Waiver icon Styles of Dividend Warrant 4 Forms amp Reports 41 7 2 1 7 3 Dividend Waivers In order to prevent dividend warrants being printed or dividends calculated and included in dividend list
20. names and addresses of a particular Company Company details and dates Dividend Warrants Tax Vouchers enabling you to create your own custom design including cheque printing Certificates of Membership for Guarantee Companies you can now be restricted to certificates for those members joining after a specified date Share Certificates can now be produced without specifying the date of the certificate The certificates will be printed with a row of dots in order to manually insert date at a later stage New Reports directors address labels and overprint directors addresses Events Log printout can now select the date range to be printed Deeds of waiver corrected inconsistency in printing Commas are now not automatically inserted between address lines to be consistent with share certificates Solved problem whereby you could not previously override automatic calculation of total consideration on share transfers First line of Presenter address increased to 70 characters By use of acomma in this first line it will automatically be split into two lines when used as Registered Office address Fixed problem with tabbing to next field selecting fields in minutes update screen 10 PC Share Register Plus Build 5 2 3 New Document Scanning Module introduced as an optional additional module that allows paper based documents to be scanned and saved by PC Share Register Plus for later retrieval Viewing Printing
21. numbers start at 1 for each section printed 24 PC Share Register Plus 5 10 Electronic Filing Direct with Companies House PC Share Register Plus incorporates the technology to file certain Companies House forms directly with Companies House The software handles both sending of instructions and the receiving of responses from Companies House without the need for any external software An Internet connection dedicated email account we can provide this for you if required and an eFiling account with Companies House are required In order to eFile forms direct with Companies House Form it is necessary to have entered certain information regarding your eFiling account and also entered details of the Companies House Company Authentication Code If any of the required details have not been entered you will be prevented from eFiling and will be prompted as to the nature of the problem For the Company Company Name The Company Name must be entered in the Company Info tab of the company Company Number The Company Number must be entered in the Company Info tab of the company Registered Office Address You must enter at least the first line of the Company s Registered Office in the Company Info tab of the company Company Authentication Code In order for Companies House to accept the electronic filing of documents you must inform them of a 6 character Company Authentication Code which will be used to identify the c
22. per share as low as 0 000001 0 0001p are now possible Ten user definable date fields can be created and used to record and track such things as Corporation Tax Return filing date etc Customise the wording used by the Minutes Wizards 591 Customisable Share Certificate Borders You can now select the share certificate border when printing share certificates by choosing one of the pre defined border types You can also add your own custom borders Share Types Tab which lists the classes of shares for a particular company now also shows for each class of shares the Authorised and Total Issued number of shares Minutes can now be created without specifying the date of the meeting The minutes will be printed with a row of dots in order to manually insert date at a later stage Company List can now be ordered in Manager Reference order and by user defined dates order New Report added re List of Companies by Client Reference Added a To Do flag for each company which can be set by users When set the company will be displayed on the Company List screen with a and will also be included in the Action List New Mailmerge Facility It is now possible to produce mailmerge files that can be used in Microsoft Word and other programs in respect of List of all Company Names and Addresses and other details on system Details of all Companies listed in the Action List Members names and addresses of a particular Company Directors
23. select the person from the Show list of all People task entry on the Company List screen Back to How to Index 135 How To 15 4 7 4 8 4 9 How To Print Forms 288 From the Company List screen select the company that you wish to work on Click on the Directors Secretaries tab Any directors secretaries that have already been created will be displayed Select the required person by either double clicking their entry in the list or highlighting it and clicking the Details button e The details of that person will now be displayed To print a Form 288a b or c simply select the Forms Reports menu item and then select the required form If you are printing a 288a for a new person you must first set them up and save their details Create New Directors and Secretaries 135 If you are printing a 288c in respect of changes you should first enter the changes and save the details Back to How to Index 135 How To eFILE Forms 288 From the Company List screen select the company that you wish to work on Click on the Directors Secretaries tab Any directors secretaries that have already been created will be displayed Select the required person by either double clicking their entry in the list or highlighting it and clicking the Details button e The details of that person will now be displayed To eFILE a Form 288a b or c simply select the Forms Reports menu item and then select the relevant f
24. should now have installed the software and the data on the file server and created shortcuts to run the program on the PC from which the installation was carried out Create Icons Shortcuts on other Workstations 1 Ensure that you have full disk access privileges on the network directory onto which the software has been installed 2 If not already done on each Workstations PC Map the network drive on which the software is installed to a drive letter eg N 3 Create a Windows Shortcut to run the program eg Sharereg exe with the folder that the exe file is located in as the Target folder The Target folder is where the program will look for the data files NB e All files program and data are usually contained in the one folder e As an alternative to manually creating a shortcut you can run the installer and select Workstation Shortcuts e If your network is slow eg Wide Area Network you may wish to install the programs on the local hard disk and access only the data over the network in this case do not manually create shortcuts on the workstation but for each workstation run the installer and specify a local folder for the programs and specify the mapped network folder where the data is located Subscription Details The PC Share Register Plus program is available for your use on an annual licence basis The licence is for an unlimited number of users however the number of client companies and expiry date is determi
25. submitted to Companies House either from the originating workstation or by another workstation or eFiling server the header entry in the top right hand section of the screen will change to Submitted Awaiting response a Submitted entry will appear in the details section below Document Processing Pending The first response from Companies House will be a Document processing pending response which indicates that the eFiling instruction has been received by them and is pending processing The status of the header will change accordingly and a new detail entry will appear If processing by Companies House is delayed you may receive subsequent pending responses Parked pending supply of further information If Companies House receive an eFiling instruction that requires you to submit further information you will receive a Parked pending supply of further information response which will also give you information as to the further information required The instruction will remain at this status level until the information is supplied to and processed by Companies House 26 PC Share Register Plus 5 10 2 Accepted or Rejected Once Companies House have processed the eFiling you will receive a response indicating either that it is Accepted or Rejected If Rejected then you can read the reasons for the rejection by highlighting the Rejected detail entry and clicking the Details button Once an eFiling is rejected it wil
26. to all screens and functions Only Supervisors are allowed to set up and amend user details in future You will need to supply the following information First Name and Surname These are used purely to identify users in a list of users Username This is the name that is used by a user to login and is commonly set to the person s first name and first letter of surname or initial and surname eg John Smith might be johns or jsmith NB To log in a user needs to enter their Username and their Password Initially a user s password is set to the same as their Username The user or the supervisor can then change the password For the first user who is automatically a Supervisor no other fields need to be completed Now that you have created a Supervisor when you next start the program you will be asked to login by entering your Username and Password Logging Inf ad Security Module 53 9 1 Creating Additional Users In order to create additional users it is necessary to login as a Supervisor Once logged in a Supervisor may create or amend users by selecting the Security menu option and select the Add Delete Change Users drop down menu option You can now create a new user by clicking on the Insert button or edit existing user details by double clicking the user in the list You will need to supply the following information for new users First Name Surname These are used purely to identify users in a list of
27. works DATA EXCHANGE EXPORTED FLAG When a company s data is exported using the Data Exchange Module the company s record will be flagged as exported This flag is reset when the company is imported IMPROVED SCANNED DOCUMENTS MODULE Completely re written scanned documents module that now stores documents in standard multi page PC Share Register Plus 2 1 d PDF files New scanning engine that works without the need for any 3 party imaging software Version History Build 8 20 Interim release to compliment release of Build 7 01 of Electronic Formations software Import Form Internet The Data Exchange Module now has an extra button Import eFormation from Internet This allows you to import the written up registers pdf copies of the certificate of incorporation and Memorandum amp Articles of Association in respect of a company incorporated through the Electronic Formations facility into PC Share Register Plus by automatically downloading the data straight from the Internet without the need for any disks Bulk Request CAC Codes We have been working closely with Companies House in order to ease the burden of applying for Company Authentication Codes CAC s in order to start e filing for a large number of companies Previously each company had to apply in writing to Companies House specifying the 6 digit CAC code that it wished to use for e filing We have agreed with Companies House a method by which PC Share Reg
28. 01099 Form 88 2 Date Time 10 01 2006 16 38 00 10 01 2006 16 51 00 11 01 2006 09 31 00 11201 2006 11 41 01 Entry Type Submitted Document processing pending Document processing pending Accepted E Send amp Receive A Send amp Receive Log Contact Ref Testing 1 Email received on 10 01 2006 Email received on 11 01 2006 Email received on 11 01 2006 1 Print Summary 15 Settings Last Send amp Receive OK Next Send Receive 13 20 58 13 11 32 Actions e Send amp Receive Sends all entries waiting to be sent and receives any emails that are waiting to be retrieved in the POP mailbox e Send amp receive Log Displays a log of recent Send amp receive activity since the software was started e Print Summary Prints a summary of displayed entries e Settings Master Password allows you to enter a Master Password If entered the password will be required in order to start the eFiling server and also to return the server from a Locked state Send Receive Interval allows you to set the interval for the eFiling server to automatically send receive e Lock eFile Server Blanks the efiling server screen but leaves the server running The Master Password will be required to return the server from a Locked state This option is only visible if a Master Password has previously been created 28 PC Share Register Plus 5 11 5 11 1 Electronic Fi
29. 1 List of Companies 16 20 40 40 List of Companies report 40 List of Directors and Secretaries report 40 Locating Entries in a List 17 Location of Directors service contracts 40 Location of Registers 38 Log 39 Log entries automatic creation 3 Logging In 51 Login 51 54 Logo 58 Logos 58 Mailmerge Files 59 MAPI communications eFILEit 62 MAPI email communication 62 Margin Adjustment 29 Marking person records marked as duplicate as non duplicate 20 Master Password 61 Member Entry 34 Members 18 30 Memorandum amp amp 39 Merge 59 Merging Two Persons 20 Minutes 18 30 41 Minutes Wizard Text 59 Minutes Wizard Text and User Defined Dates 59 Minutes Wizards Editing standard text defaults Mortgage and Charge Entry 38 Mortgage Entry 38 Mortgages 18 30 Movements 35 59 Multi Page Scanned Documents 49 Network Installation 1 55 60 New entry 17 Next Folio Number 34 Non PC Share Register Plus Files 39 Number of Companies 61 O Openentry 17 Ordinary User 51 Other Company Files 39 Other Directorships 14 34 Other Directorships Report 40 Otherfiles folder 39 Overdue Accounts and Returns 16 P Password 38 61 Password Company Password Entry 38 Passwords 51 Past amp amp 40 18 30 66 PC Share Register Plus Paste director secretary details 31 Paste member details 34 Paste other directorship details 31 PAYE Reference 36 PDF Forms Email 62
30. 1 2006 16 41 01 10 01 2006 16 42 00 10 01 2006 16 43 16 10 01 2006 16 48 30 10 01 2006 16 48 58 10 01 2006 16 38 36 10 01 2006 16 41 03 10 01 2006 16 42 03 10 01 2006 16 43 18 10 01 2006 16 48 32 10 01 2006 16 49 01 11 01 2006 11 01 2006 11 01 2006 P Rejected 10 Q 001105 FE Rejected Resolved 0 R 001106 Accepted 10 cam 7 Other emails 0 Compose Email re highlighted entry Rejected 10 01 2006 16 49 52 10 01 2006 16 49 54 aon Details for Envelope No 001099 Form 88 2 T Entry Type Submitted Document processing pending Document processing pending Accepted Date Time 10 01 2006 16 38 00 10 01 2006 16 51 00 11 01 2006 09 31 00 11201 2006 11 41 01 EI Send amp Receive e d Contact Ref Testing 1 Send amp Receive Log Email received on 10 01 2001 Email received on 11 01 2001 Email received on 11 01 2001 13 11 32 3 Print Summary F Settings Last Send amp Receive OK Next Send Receive 13 20 58 Not Submitted When an e Filing instruction is produced by the software it is allocated a unique Envelope Number and an entry placed in the eFiling log with a status of Not Submitted Submitted Awaiting response When the instruction is submitted to Companies House either from the originating workstation or by another workstation or eFiling server the header entry in the top right hand section of the screen will change to Submitted Awaiting res
31. 44 Firm s logo 58 Form 190 40 Form 225 40 Form 287 40 Form 318 40 Form 325 40 Form 353 40 Form 363 Schedule Report 40 Form 363a 40 Form 363a 40 Form 391 40 Form 42 36 Form 42 Reports 36 Form 88 2 40 Formations 51 Forms Blank 47 Forms inserting your logo 58 Forms 288 40 Forms 288 Reports 40 Frequently Asked Questions 11 Full Rights User 51 G Group Companies tax credits 40 Guarantee Companies 43 H Hardware Requirements 1 55 Help bubbles enabling 3 Index 65 How To 13 How to create a new company 13 How to Create a New Member 13 How to Create New Directors and Secretaries 13 How to Create New Share Types 14 How to eFILE Forms 288 15 How to Enter Directors Interests in Shares 14 How to Enter Directors Interests in Shares 14 How to Enter Directors amp nbsp 14 How to Enter Directors amp nbsp 14 How to enter Form 42 data 36 How to Print Forms 288 15 How To Print Stock Transfer Form 15 How to produce Company Statutory Forms 16 How were duplicate persons created 20 Imaging 49 Import Data 48 49 Importing Data 49 Include archived companies 16 Indication of possible duplicate person records Inserting your logo onto forms 58 Installing the software 1 55 60 Introduction 1 L LAN 1 55 60 Large Dividend Warrants 41 Last Accounts Date 16 Last Accounts Date report Last Annual Return 16 Last Annual Return Date report Latest Version Information 3 License 6
32. PC Share Register Plus User Manual PC Share Register Plus Table of Contents Part 1 2 3 Part Il 1 Part Ill Part IV D OO d OA RA ON zech oh zech Part V O OO d OA P WN zech CH 11 12 Foreword 0 Getting Started 1 System Requirements ccccsccceseeeeseeceeeseeeeneeseneeeeeseesesnaeeenseaeseessaseaeenseaesssaesasuaeeasseaeseeeseseneeenseees 1 Installing the SoftWare eedeeseeereeg ESA SEENEN Ee 1 reet e eege dee eech 3 Whats New in Latest Version 3 VERSION FIISTONY ee 6 Frequently Asked Questions 11 How To 13 How To Create a New Company ccstcccsseeeeseeessteseseeeeneneessaeseesneeeneeeesseaesaseeeseseneesseseseeeeeeenaes 13 How To Create a New Member cccccssseceeesseeceeenseeeeeensnseeeeenseaeeeeesneaeeeenseseeeeenseseeesnsneeeanens 13 How To Create New Directors and Secretaries s cccseccssccesseeeeeeeeessseeseseeeeneeneesseeseneeeeeeenees 13 How To Create New Share Tvpes cssccsseccceseeeeseeseseeeeeneeeessaeeeeneeeenseeessnaeseseeeenseeaeseeesaseneeeeenaes 14 How to Enter Directors Interests in Shares scccsseeeeeeeeseeeeeseeeeneeeesseaeseseeeenseneeseeseseeeeeeenaes 14 How to Enter Directors Other Directorships ccseccesecessseeeeseeeeeeeeessnaeseseeeenseeeesseeseneeeeeeseees 14 HOW To Print Forme 288 ee ceecenstenaes aaaea iaiia aiarad aaiae aena Seia daaa Caa aiaiai 15 How To eFILE Forms 288 eeseuusbue
33. RAM 30MB available hard disk space Display capable of 800 x 600 resolution small fonts Windows compatible printer Internet connection for Forms module and to check for program updates These older products are no longer fully supported by Microsoft Whilst the software may run on these operating systems we cannot make any guarantees Recommended System Requirements Windows 2000 XP or later Operating System PC with Pentium 4 2 4GHz processor 512MB RAM 40 MB available hard disk space ultimate requirement dependant on quantity of information entered e Display capable of 1024 x 768 resolution e Windows compatible laser printer capable of 600 dpi resolution Broadband Internet connection for Forms module and to check for program updates Additionally the program needs to be able to create small temporary files from time to time in your Windows TEMP folder Installing the Software Before Installing the software Having other programs open during the installation can cause problems so please ensure that all programs are closed before you start If you are updating a previously installed copy of the software that has been installed on a network then you must ensure that all users of PC Share Register Plus on all workstations have exited before you proceed If updating from a previous version of the software it is vital that you take a backup of your data files before you proceed You may be installing the software having obtain
34. SIC Code the Trade Description or the Trade Group Presenters In order that the program may automatically insert the name address etc of the presenter on all official forms yo unlimited number of presenters and attribute any one of them to each company Please delete as appropriate You do not have to give any contact information in the box opposite but if you do it will help Companies House to contact you if there is a query on the form The contact information that you give will be visible to searchers of the public record J Bloggs Accountants 123 High Street Croydon Surrey CRO 1TT Tel 0208668 2222 DX number DX exchange For example if your practice has two trading names ABC amp Co and XYZ amp Co both these names and asso be created as presenters In each client company you would choose which presenter is attributable to that com hand your practice had two branch offices with the same trading name you would simply create two presenters Office and ABC London Office with appropriate addresses NB Each client company MUST have a presenter If you would like a particular company to have blank presenter details then you must create a blank presenter with say just a dash as the presenter s name To create edit or delete presenter details select Presenter Details from the File menu Creating Amending and Deleting Entree 174 Basic Operations 23 5 9 Print Registers
35. Share Certificate Borders circ cccsccic cescccsccsicctins cdacetvestuace ees secctevetaccesvsstaccaedesuactevesuawctveesuawavewsvoawer 58 Your Firm s LOGOS on FOr eceecceceeeeeeeeeeeeeeeeeeeeeeseeneeeeeseeeseeeeseseeneeseseeeeeeseseseeeeeeseseneeeneeenees 58 Mailimerg e lU 59 Minutes Wizard Text and User Defined Dates c ccsssseeccsssseeeeenseeeeeeeseeeeeeeeseeneeeeeseeeenenseeenenens 59 NG TWO INStAM E E 60 Subscription Details saicccccscoceccccwcccasecsetevereceeccenceeeenes tices ea a aaeeea aaia aaa aaea anarai aaide diaaa 61 Emal PDF seggt gd Eege AEAEE AAAA ae eet A 62 MAPL email COMMUNICATION sic scccesecc csstedeeceetecesocsesecesasessutoevecsscesesaeessccezcehcssaiessecsesesteseecsgucicannessseusdeecstuesssseescesises 62 Index 63 Getting Started 1 1 1 1 2 Getting Started At the heart of PC Share Register Plus is a computerised equivalent of a traditional paper based Combined Register The system has been designed with the needs of the practising accountant solicitor and company secretary in mind and can cope with an unlimited number of client companies persons members directors and secretaries subject to disk space availability System Requirements 1 Installing the Software 1 Preferences 3 Frequently Asked Questions 11 System Requirements Minimum System Requirements Windows 95 98 ME NT4 2000 XP Operating System PC capable of running above Windows version 256 MB
36. Unrestricted Company More Information gt gt j The Company s employer name and PAYE reference are required on Form 42 and must be entered From the Company Info screen click on the More Information button to open the More Information screen In the More Information screen enter the PAYE details Persons nol Bank amp Employment Details Each person that has an entry on a Form 42 must have recorded their NI Number This can be entered in the update screen for that person and by clicking on the Bank amp Employment Details tab Share Transactions General Form 42 Information For each transaction there is General and a Form 42 Information tab When a new transaction is inserted default Form 42 information is automatically completed on your behalf You should click on the Form 42 Information tab to review and amend the details as necessary Form 42 Reports You can print schedules to Form 42 From the Company Info screen click on Forms Reports menu gt Form 42 and select either printed or PDF reports Before printing you have the option of producing reports that indicate any entries where you have not Accepted auto generated Form 42 data see below Accepted Unaccepted Form 42 data When Form 42 data is auto generated either when you create a new share transaction or upgrade from an earlier version of the software if you do not Accept the Form 42 data in the share transaction screen the Form 42 data wi
37. Windows 2000 XP or later Operating System PC with Pentium 4 2 4GHz processor 512MB RAM 40 MB available hard disk space ultimate requirement dependant on quantity of information entered e Display capable of 1024 x 768 resolution e Windows compatible laser printer capable of 600 dpi resolution Broadband Internet connection for Forms module and to check for program updates Additionally the program needs to be able to create small temporary files from time to time in your Windows TEMP folder Installing the Software Before Installing the software Having other programs open during the installation can cause problems so please ensure that all programs are closed before you start If you are updating a previously installed copy of the software that has been installed on a network then you must ensure that all users of PC Share Register Plus on all workstations have exited before you proceed If updating from a previous version of the software it is vital that you take a backup of your data files before you proceed You may be installing the software having obtained a copy in a number of ways Manual Download from the Internet If you have manually downloaded the install program from the Internet then launch the installer by double clicking the icon of the downloaded file 56 PC Share Register Plus Automatic Download from the Internet from within old version of the software If the software has detected that a new
38. ackup copy of the existing data files This is an added precaution but is not a substitute for your own external data backup which you should have taken prior to proceeding with the installation Specify the Shortcut Folder the installer will add shortcut icons to the folder indicated below If you do not want to use the default folder you can either type a new name or select an existing folder from the list Check for updates when program starts Only select this option if you have a permanent Internet connection eg LAN access ADSL or Cable The installer will then install update the software and then if necessary convert any existing data to be compatible with the latest version Technical 61 10 9 Network Installation The PC Share Register Plus software is supplied Network Ready as standard The software will run on any Windows compatible network either a Local Area Network LAN or a Wide Area Network WAN To run the software on a network Install software and data onto network file server 1 Ensure that you have full disk access privileges on the network drive onto which the software is to be installed 2 From a PC connected to the network Map the network drive to a drive letter eg N 3 Run the Setup program on the program disk and substitute the above drive letter of the network drive for the default of C for both the program folder and the data folder locations If all has gone smoothly you
39. ails of the directorships that this director holds in other companies An Other Directorship entry may relate either to an Internal other directorship a directorship of a company which is also administered within the software in which case it will be automatically created and maintained by the software or an External other directorship in respect of a company not administered by the software Select the company Select the Directors amp Secretaries Tab Select the required director Select the Other Directorships Tab Enter the full company name of the company in which the director also has a directorship together with optional comments The from and to dates should be completed to show the duration of the other directorship and will be used for the purposes of certain reports including the list of other directorships for the purposes of the company s annual return Share Type Entry The Type of Shares must also be defined as Ordinary Preference or Other for the purpose of the Return of Allotments schedules The authorised share capital of this class of shares should be entered Enter a full description of the Denomination of the shares including pound sign etc This description will later be used to refer to the share type and will also appear on reports including share certificates An additional field has been added to the Share Type screen from version 2 onwards in order that you may specify the nominal value per share
40. application that will automatically send and receive emails at preset intervals Running the separate server application efile exe also allows workstations that do not have an Internet connection or have firewall restrictions so that they cannot send receive email but do have a network connection to queue instructions for later sending by the eFiling server The eFiling server will always display entries for all companies and works exactly the same as the eFiling log subject to some additional features see below Basic Operations 27 etile Server TA All 20 Not Submitted 0 Awaiting response 0 Pending 0 PF Parked 0 R Rejected DO L Rejected Resolved 0 Accepted 10 Other emails 0 Leg Env No 001099 F 001100 Q 001101 R 001102 001103 F 00104 001105 F 001106 Filing Status Accepted Rejected Accepted Rejected Accepted Rejected Accepted Rejected lt m Created 10 01 2006 16 37 56 10201 2006 16 38 33 10201 2006 16 41 01 10 01 2006 16 42 00 10 01 42006 16 43 16 10 01 2006 16 48 30 10 01 2006 16 48 58 10 01 2006 16 49 52 Submitted 10 01 2006 16 38 00 10 01 2006 16 38 36 10 01 2006 16 41 03 10 01 2006 16 42 03 10 01 2006 16 43 18 10 01 2006 16 48 32 10 01 2006 16 49 01 10 01 2006 16 49 54 Accepted 11 01 2006 amp 11 01 2006 11 01 2006 11 01 2006 Compose Email re highlighted entry Details for Envelope No 0
41. as been given to a member this is a unique reference and the program will not allow you to subsequently change it Share Transactions Tab This tab shows a list of movements in shareholdings in Share type date order In order to view or amend details of an existing entry simply select the entry from the list in the same way as selecting a company from the opening screen Share Transactions ag Share Transactions e From the Company List screen select the required company e Select the Members tab e Select the required Member for transfers of shares this can be either the transferor or transferee e Select the Share Transactions tab e Select New to create a new entry Enter details of the share movement transaction for this member To select the share type simply click on the arrow to the right of the share type box and select an entry from the drop down list 36 PC Share Register Plus 6 3 1 1 You must also select whether this entry is a Transfer Allotment Reorganisation Purchase own Shares Balance B Fwd or Other If itis a Transfer then you will also be prompted to enter the folio of the member to from whom the transfer is being made The double entry will automatically be made in respect of the other member If an Allotment you may specify if it is for Subscriber Shares by ticking the relevant box Specify Reorganisation if for example the company has issued 10 x 10p shares for each 1 share In th
42. ates to the Company List screen Access Allow access to this screen Insert Allow users to insert records Delete Allow users to delete records Formation Allow users to access Electronic Formations Facility Security Module User Login Username l Password w lA Security Module 55 10 10 1 10 2 Once at least one user has been set up in the Security Module the above login screen will appear whenever the program is started The user should enter their Username and Password in the two boxes and then click on the OK button If a correct Username and Password are entered the program will launch Once launched the logged in user s full name will be shown in the bottom left of the PC Share Register Plus window with their Username in brackets If the user belongs to a User Group the group s name will also be shown User John Smith ismith Ordinary User Technical System Requirements Minimum System Requirements Windows 95 98 ME NT4 2000 XP Operating System PC capable of running above Windows version 256 MB RAM 30MB available hard disk space Display capable of 800 x 600 resolution small fonts Windows compatible printer Internet connection for Forms module and to check for program updates These older products are no longer fully supported by Microsoft Whilst the software may run on these operating systems we cannot make any guarantees Recommended System Requirements
43. be used as mailmerge files by other programs including Microsoft Office Companies From Company List screen select Forms Reports gt Companies Mailmerge Files All companies together with details of address registration number etc Members Directors From the Company Info tab of a company select Forms Reports gt Members Directors Mailmerge Files All members or directors together with details of addresses dates of appointment etc Action List From the Action List screen select the required list and then click on the Export to Mailmerge File button All companies in the list together with details of address registration number etc Dividend Warrants Tax Vouchers From the Previous Dividends list highlight the required dividend entry and then click on the Export to Mailmerge File button NB You can use this facility to create custom designed dividend vouchers using your word processing software and merge the data The exported mailmerge data includes details for the purposes of cheque printing including the amount in words both in a complete sentence eg Four Thousand Two Hundred Seventy Five and also in separate fields for pence units tens thousands etc In the above example Units Five Tens Seven Hundreds Two Thousands Four TenThousands Zero HundredThousands Zero Millions Zero Share Certificates From any of the Share Certificate selection screens click on the Mailmerge button as opposed to Print M
44. ccess Server eFiling 26 46 Share Certificate Borders 58 Share Certificate Details 43 Share Certificate Printing 40 Share Movements 34 35 Share Transaction 34 Share Transactions 35 Share Type Entry 34 Share Types 18 30 Share Types report 40 Shareholder balances brought forward entering balances 35 Shareholders 34 Shareholings Report 40 Shares directors interest in 33 SIC 92 Codes 18 21 30 Small Dividend Warrants 41 Statutory Forms Company 16 Stock Transfer Form 15 Stock Transfer Form Printing 40 Style of Dividend Warrants 41 Styles of Dividend Warrant 41 Subscription Details 61 System Requirements 1 55 Ste Tax Credit group companies 40 Tax Voucher 40 Tax Vouchers 40 53 54 Index Temporary Files 1 55 57 Trade Classification 18 30 Trade Classifications 21 Transactions 35 Transfer Data 49 Transfers 35 U Un accepted Form 42 data 36 User Access 53 User Defined Dates 59 User Groups 51 User Rights 51 53 Username 51 Users 51 Version 3 6 Version History 6 View Scanned Document 49 W Waiver of dividends 40 WAN _ 1 55 60 Warrants 40 What s New 3 Whats New in Latest Version 3 Word Mailmerge 59 Workstation Preferences 3 NW Your firm s logo 58 67
45. certain Companies House forms directly with Companies House The software handles both sending of instructions and the receiving of responses from Companies House without the need for any external software An Internet connection dedicated email account we can provide this for you if required and an eFiling account with Companies House are required In order to eFile forms direct with Companies House Form it is necessary to have entered certain information regarding your eFiling account and also entered details of the Companies House Company Authentication Code If any of the required details have not been entered you will be prevented from eFiling and will be prompted as to the nature of the problem For the Company Company Name The Company Name must be entered in the Company Info tab of the company Company Number The Company Number must be entered in the Company Info tab of the company Registered Office Address You must enter at least the first line of the Company s Registered Office in the Company Info tab of the company Company Authentication Code In order for Companies House to accept the electronic filing of documents you must inform them of a 6 character Company Authentication Code which will be used to identify the company To set up the code click on the Setup Authentication Code button on the Company Info tab of the company Company Authentication Code Accepted You cannot start eFiling until Companies House has receiv
46. cessary to send a completed Companies House form to a client for signature PC Share Register Plus now has the ability to convert the fully completed form into Adobe Acrobat PDF format and then automatically email it to your client To email a PDF copy of the form simply follow the same procedure as if you were printing a paper form but select Email copy of Forms in Adobe Acrobat PDF Format An email with attached PDF file will be placed in your usual email software Outbox NB Communication with your email software is achieved through standard Windows MAPI e communication It is therefore important that your email software is configured as your Default email program within Windows settings 10 10 1 MAPI email communication Overview The Electronic Filing Software works by sending an email message to the eF LEit electronic filing gateway together with attached data via your normal email software It will simply place a message in your email Outbox which depending on your email software settings will either be sent automatically or you will be required to instruct the email software to send the message in the same way as if you had just typed it Setting up your Email Software eFILEit communicates with your email software using the industry standard MAPI interface which is supported by all major email clients including the most common ones Microsoft Outlook Express and Microsoft Outlook In the majority of cases eFILEit will
47. ck box is ticked all members will be shown regardless of dates of becoming or ceasing to be a member As at Bae Any member on the list who is NOT a current member by reference to the as at date will be shown as a red entry Creating Amending and Deleting Entries 174 Member Entry 341 MORTGAGES The mortgages tab shows a list of mortgages and charges in date order In order to view amend or delete details of an existing entry simply select the entry from the list in the same way as selecting a company from the opening screen Creating Amending and Deleting Entries 174 Mortgage and Charge Entry 384 DEBENTURES This tab shows a list of debentures in date order In order to view or amend details of an existing entry simply select the entry from the list in the same way as selecting a company from the opening screen Creating Amending and Deleting Entree 17 Debenture Entry 381 Director and Secretary Entry To print reports for the particular director or secretary click on the Forms Reports menu and select the required report from the drop down menu 32 PC Share Register Plus GENERAL This shows general details about the director or secretary including a note as to whether the entry relates to a director or a company secretary NB If a person is both a director and company secretary you must create two separate entries for them one as a director and one as company secretary
48. d Register gt PDF Printout can now be emailed as a PDF attachment Individual minutes gt PDF Can now be emailed as a PDF attachment Reorder Company List by Registration Number Can now re order Company List by Company Registration Number Presenter Logos on Forms Different logos can now be printed on company forms for each different presenter Previously the same logo printed for all presenters Email Footer Text Option to specify email footer text for each presenter which will appear on outgoing emails generated by the software Revised Companies House Forms All forms updated to new October 2003 versions Cosmetic Numerous cosmetic improvements to the user interface Improved window resizing Windows can be resized to fit your display XP Look and Feel For users of Windows XP the user interface now displays using the XP style buttons etc The program still works with older versions of Windows but will display traditional style buttons etc Bug Fixes A number of minor bugs have been fixed PC Share Register Plus Build 7 1 Electronically file Companies House forms From within the software you can now eFile certain company forms using the eFILEit electronic filing gateway There is no additional subscription for this service just a small filing fee charged by eFileit Fir more information or to open an eFileit account visit www efileit co uk or call 020 7353 9471 Email Forms as Adobe Acrobat PDF file
49. d also any past date would be shown as overdue 60 PC Share Register Plus 10 8 Network Installation Before Installing the software Having other programs open during the installation can cause problems so please ensure that all programs are closed before you start If you are updating a previously installed copy of the software that has been installed on a network then you must ensure that all users of PC Share Register Plus on all workstations have exited before you proceed If updating from a previous version of the software it is vital that you take a backup of your data files before you proceed You may be installing the software having obtained a copy in a number of ways Manual Download from the Internet If you have manually downloaded the install program from the Internet then launch the installer by double clicking the icon of the downloaded file Automatic Download from the Internet from within old version of the software If the software has detected that a new version is available to download it will automatically download the installer to the updates sub folder of your existing program data folder and then run the installer program Installing from CD Select the relevant option to run the installer program The Installer Program Once the installer program is running you will be asked to e Agree to the terms of the license agreement e Select the type of installation New update Workstation Shor
50. d with a list of Persons on the system Either select an existing person from the list or click the New button to create a new person See Persons a Printing Forms 288 157 Back to How to Index 135 14 PC Share Register Plus 4 4 How To Create New Share Types e From the Company List screen select the company that you wish to work on e Click on the Share Types tab e Any classes of shares that have already been created will be displayed e To add a new class of shares click the New button and fill in the details of the shares Back to How to Index 13 4 5 How to Enter Directors Interests in Shares From the Company List screen select the company that you wish to work on Click on the Directors tab Any directors that have already been created will be displayed Double click the director required or single click to highlight director and then click the Details button Click the Director s Interests in Shares tab A list of previously entered interests will be displayed Click the New button to display the entry screen Rather than have to repeat details that are in the Register of Members simply select the member in which the director has an interest and enter the dates of the interest For example a company with husband and wife who are both members with the husband as a director the husband will have two entries for Director s Interests in Shares one pointing at his own entry as a member
51. der and to install to a different folder either type in the new path or click Browse If the folder entered does not already exist it will be created automatically If you are updating from a previously installed version of the software you must specify the same location as it is already installed Select Data Folder the installer will create a shortcut that allows the software to access its data in the folder specified It will show the default folder and to access data in a different folder either type in the new path or click Browse If the folder entered does not already exist it will be created automatically Normally you should specify the same folder for data as for the program files Copy Data Files if updating from a previous version you will be prompted as to whether you wish the installer to make a backup copy of the existing data files This is an added precaution but is not a substitute for your own external data backup which you should have taken prior to proceeding with the installation Specify the Shortcut Folder the installer will add shortcut icons to the folder indicated below If you do not want to use the default folder you can either type a new name or select an existing folder from the list Check for updates when program starts Only select this option if you have a permanent Internet connection eg LAN access ADSL or Cable The installer will then install update the software and then if necessary convert any
52. ds Paid C 10 Register of Mortgages amp Charges Select All C 11 Register of Debentures C 12 Minutes amp Resolutions You will then be presented with a list of possible registers reports to print together with the range of dates that you wish to cover Simply make your selections and then click the Print button Options Cover Page Prints a front cover with Company name and number Contents Page Prints a table of contents Section Dividers Prints a divider page before each section printed Page No Prints the report prefix on the bottom of each page eg Shareholders holdings would Prefixes print 7 Page Numbers Prints the page number on th bottom of each page after the page prefix Page numbers start at 1 for each section printed Forms amp Reports 43 7 5 7 5 1 Share Certificates Automated After you have selected the Company that you require simply click on the Forms Reports menu then select Share Certificates Certificates of Membership automated You will then be presented with a selection criteria screen in order that you may select the Share Type etc You will also be required to enter a range of dates Share certificates will then automatically be printed in respect of the net movements for the date range entered If for a particular member the overall movement for the date range is Nil or a negative number then no certificate for them will be printed With this flexibility
53. e search criteria Select a Type or Category from the drop down lists to limit list of forms to just those matching the criteria NB The Forms Online Module is an optional additional module that can be subscribed for If not subscribed the module will function in Evaluation Mode In this mode it will print Evaluation Copy on all forms Data Exchange This module allows you to export PC Share Register Plus data for an individual company to disk and to import that data into a further copy of PC Share Register Plus First launch the Data Exchange Module from the Other Modules menu option From the main screen simply select Import Export from the menu and then select either Import or Export as required The program will then guide you through the process using simple Wizards Export Data 4 Import Data 495 NB The Data Exchange Module is an optional additional module that can be subscribed to If not subscribed the module will function in Evaluation Mode and it will not be possible to export data Importing data is still possible in this mode Modules 49 8 3 1 8 3 2 8 4 Importing Data From the main screen simply select Import Export from the menu and then select Import You will then be presented with the Import Wizard which will guide you through the process of importing data into PC Share Register Plus Step 1 Enter the drive letter of the disk to import data from eg A for floppy disk and click
54. ed a copy in a number of ways Manual Download from the Internet If you have manually downloaded the install program from the Internet then launch the installer by double clicking the icon of the downloaded file PC Share Register Plus Automatic Download from the Internet from within old version of the software If the software has detected that a new version is available to download it will automatically download the installer to the updates sub folder of your existing program data folder and then run the installer program Installing from CD Select the relevant option to run the installer program The Installer Program Once the installer program is running you will be asked to e Agree to the terms of the license agreement e Select the type of installation New update Workstation Shortcuts Only Custom New or update to current version Installs the full package on either a stand alone PC or to a Mapped network drive see network installation below Select this option for either a new installation or when upgrading to a newer version Workstation Shortcuts Installs the full package on either a stand alone PC or to a Mapped network drive Select this option for either a new installation or when upgrading to a newer version Custom Allows you to select the individual components Select Install Folder the installer will install the program software to the folder specified by you It will show the default fol
55. ed and registered this code To record that the code has been registered by Companies House click on the Setup Authentication Code button on the Company Info tab of the company For the presenter which is efiling It is necessary to fully complete the eFiling details for each presenter multiple presenters can use the same eFiling account To use Companies House eFiling you must first have opened an eFiling account with Companies House You can download an application form from http Awww companieshouse gov uk tools ToHelp pdf ofscaa padf eFiling with Companies House works through email communication and it is necessary for you to have a dedicated email account to be used for eFiling that is NOT used for any other purpose which is registered with Companies House PC Share Register Plus handles both the sending and receiving of emails with Companies House without the need for any other software and will attempt to send receive emails using the default Internet connection on the PC When setting up eFiling for a presenter you must enter e Presenter ID allocated to you by Companies House e Auth Code allocated to you by Companies House e Dedicated Email address e Technical parameters POP3 and SMTP settings for the dedicated email address NB If you would like to be provided with a dedicated email address for use for eFiling please contact your supplier Before submitting live instructions you should click on the Comms Test butt
56. een allows you to make an adjustment plus or minus to the top and left margins Once entered these margin adjustments will automatically become the defaults for future form printing Most statutory forms allow the printing of presenters details The margin adjustment screen allows you to turn on or off the automatic printing of presenter details simply tick or untick the relevant check box 30 PC Share Register Plus Combined Register The combined register for a company comprises a single screen with a series of Tabs along the top To print reports for multiple members directors etc click on the Forms Reports menu and select the required report from the drop down menu gt gt Lona Name J If the company name is longer than will fit in the Company Name field then enter an abbreviated name that will be used on non official reports etc and in addition click on the Long Name button to the right of the abbreviated name This will pop up a text box in which you may enter the full unabbreviated company name which will appear on official forms share certificates etc Regardless of which tab is selected a series of buttons will be shown on the left hand side of the window which provide additional functions View create and amend Minutes by clicking on the Minutes button Set or change the company password by clicking on the Change Password button View the Events Log and make new entries by clicking on the Events Log
57. elate to the same person then it is important that the two entries are merged into one otherwise the automated organisation of Other Directorships and Directors Interests in Shares will be unable to determine the correct relationships Q Why are Other Directorships and or Directors Interests in shares not picking up correct entries A If you have inadvertently created multiple Person records for the same person and allocated different persons albeit with the same names to different directorships secretaryships or memberships then the software will not be able to determine that these entries actually relate to the same person It is therefore necessary for the relevant person entries to be merged into one Q My firm has more than one branch or trading name How can assign different presenter details to different clients A The program allows you to create as many different sets of presenter details as you like From the File menu select Presenters Details and click the New button to add additional presenters Once added these can be assigned at will to individual clients Q Many of my clients use the firm s address as their registered office Do I have to type in the address for each client ANo Simply check the Registered Office at Presenter box on the client Company Info tab and the address of the presenter will automatically be inserted as the registered office address Furthermore this will allow you to print an alphabetical list o
58. en you will need to alter the settings in the Preferences screen for your workstation Workstation Preferences ai Additional requirements for PC s to scan documents as well as view print A TWAIN compliant scanner must be attached to the PC and fully set up provided that the scanner s own software allows the scanner to work correctly and a TWAIN driver has been installed it should work Scanned Document Image Files will be saved in a sub folder of the main PC Share Register Plus program data folder named pdfscans Please ensure that this folder is fully backed up as part of your ongoing backup routine for PC Share Register Plus data 50 PC Share Register Plus 8 4 1 Scanned Documents for a Company can be accessed by clicking on the Documents tab where a list of previously scanned documents will be shown in reverse date order latest date first By default all Document Types will be listed but unticking the Show All Document Types box will allow you to select a particular document type to display To Insert a new document Click the New button and complete details of the date and description of the document Then click the New Scan button to start a new scan After the first page has been scanned you will be asked if you want to Scan another Page If you answer Yes another page will be scanned and appended to the document To View Edit Print a previously saved document Firstly highlight the document descripti
59. ent processing pending Accepted Email received on 10 01 2001 Email received on 11 01 2001 Email received on 11 01 2001 Q 11 01 2006 11 41 01 13 11 32 Last Send amp Receive OK Next Send Receive 13 20 58 Actions e Send amp Receive Sends all entries waiting to be sent and receives any emails that are waiting to be retrieved in the POP mailbox e Send amp receive Log Displays a log of recent Send amp receive activity since the software was started e Print Summary Prints a summary of displayed entries e Settings Master Password allows you to enter a Master Password If entered the password will be required in order to start the eFiling server and also to return the server from a Locked state Send Receive Interval allows you to set the interval for the eFiling server to automatically send receive e Lock eFile Server Blanks the efiling server screen but leaves the server running The Master Password will be required to return the server from a Locked state This option is only visible if a Master Password has previously been created Forms Online Standard Forms This software is supplied with a database of standard forms which allows you to automatically download the latest version of any of the forms from the originators web sites and open it for completion if it has been designed as fillable and or printing Most forms are in Adobe Acrobat PDF format and will open in your de
60. entries will be merged and all cross relationships automatically resolved If you have more than two entries to merge then they must be merged two at a time Trade Classifications The trade classifications screen allows you to enter up to four SIC 92 trade classification codes for the company If you know the codes simply enter them in the boxes The program will check that the entered codes are valid and if so will display the description alongside If a non valid code is entered a screen will open showing all valid codes in order that you may select the appropriate one VI Trade Classifications Code Description Manufacture macaroni amp similar farinaceous 1751 Manufacture of carpets amp rugs 2030 Manufacture builders carpentry amp joinery 2121 2812 Manufacture builders carpentry of metal 3543 Manufacture of invalid carriages 5522 Camp sites including caravan sites d 6311 Cargo handling Support Transp Records 8 Search for Show Al The SIC Code selection screen allows codes to be displayed in SIC Code Trade Description or Trade Group order by simply clicking the appropriate column heading 22 PC Share Register Plus 5 8 You may restrict the list of SIC codes displayed by entering a string of characters in the Search for box After a short pause the list will then be re displayed showing only those entries that contain the entered text anywhere in the
61. etails and preferred method of communication in the rejection response Rejected Resolved Once you have resolved the reason for the rejection you can highlight the rejected entry and click the resolved button which merely marks the entry as Rejected Resolved Marking it in this way does not actually resolve the problem but is intended as a way of removing entries from the list of Rejected items once you have resolved them and submitted a new instruction Other Emails From time to time emails may be received into the email account being used for eFiling that are not responses from Companies House relating to eFiling instructions Any such emails received will be saved excluding any attached files These emails will not be attributable to any particular company and will be described as Other Emails Such emails can be highlighted and deleted Actions e Send amp Receive Sends all entries waiting to be sent and receives any emails that are waiting to be retrieved in the POP mailbox e Send amp receive Log Displays a log of recent Send amp receive activity since the software was started e Print Summary Prints a summary of displayed entries eFiling Server The eFiling log can be run as a separate server application that will automatically send and receive emails at preset intervals Running the separate server application efile exe also allows workstations that do not have an Internet connection or have firewall rest
62. existing data to be compatible with the latest version Network Installation The PC Share Register Plus software is supplied Network Ready as standard The software will run on any Windows compatible network either a Local Area Network LAN or a Wide Area Network WAN To run the software on a network Install software and data onto network file server 1 Ensure that you have full disk access privileges on the network drive onto which the software is to be installed 2 From a PC connected to the network Map the network drive to a drive letter eg N 3 Run the Setup program on the program disk and substitute the above drive letter of the network drive for the default of C for both the program folder and the data folder locations If all has gone smoothly you should now have installed the software and the data on the file server and created shortcuts to run the program on the PC from which the installation was carried out Getting Started 3 1 3 Create Icons Shortcuts on other Workstations 1 Ensure that you have full disk access privileges on the network directory onto which the software has been installed 2 If not already done on each Workstations PC Map the network drive on which the software is installed to a drive letter eg N 3 Create a Windows Shortcut to run the program eg Sharereg exe with the folder that the exe file is located in as the Target folder The Target folder is where the pr
63. f companies at each presenter for the purposes of displaying at your offices Q I am creating several records which have common information eg the addresses of directors How can I avoid having to re type information A Edit or create a record and save it Then when you edit or create another record if you hold down the control key and press the single quotation mark key whilst in an entry field this will duplicate the contents of the same field from the previous record Q Most of the time want the presenter details to print on forms but sometimes do not Can turn the printing of presenters details on and off A Yes you can Each time you print a form which has presenters details on it you may un check the Print Presenters Details box on the margin adjustment screen that pops up prior to printing Q How do print reports and forms A Reports and forms are all produced by clicking on the Reports Forms menu option and selecting one of the options from the drop down menu The available reports will vary according to which screen is currently open For example company registers of all directors members etc can be printed when displaying company information whereas a Form 288 can only be printed when the relevant director s details are being displayed Q Are the Companies House forms which are produced by the program onto plain paper acceptable to Companies House A Yes All such forms have received approval of their design by Co
64. f you have recently formed a company through London Law and have imported the registers etc into PC Share Register Plus then you may find that the system has imported PDF copies of the Certificate of Incorporation and certain other documents 40 PC Share Register Plus 6 12 7 1 7 2 Annual Return Information Open the desired company and from the Forms Reports drop down menu select the sub menu Statutory Forms and then Annual Return 363a 1 You will then be presented with an entry screen which should be completed as appropriate 2 Simply click the Print button to print the return form 3 Finally you may specify which pages of the return to print whether you need to adjust the margins and whether you want the Annual Return Date to be updated after printing Forms amp Reports Reports Reports may be printed by selecting Forms Reports from the menu and then choosing the required report from the drop down list The available reports within the Forms Reports menu option will vary according to the screen that you are currently displaying as follows Dividend Warrants and Waivers A very useful feature of the program is the ability to print Dividend Warrants and lists e Select the company that you require from the company list e Select Dividends from the Forms Reports menu or click the Dividends icon e You may either insert a new dividend by clicking the New button or retrieve an existing dividend entry to
65. fault PDF reader software Once a form has been downloaded opened it will be available as a local copy and can be opened 48 PC Share Register Plus 8 3 subsequently without the need to download it again An option also exists to download all forms in one go so that they will all be available off line The Standard forms database is constantly being enhanced and the software will automatically check for newer versions of the database see Check for New Data User Forms In addition to standard forms the software allows you to create and maintain your own User Forms Click on the User Forms tab Finding the right form is easy and can be accomplished in several ways e Click on the list and start typing the form number the highlighted entry jumps to nearest match as you type Click on any of the column headings and the list changes to sorted by that heading then start typing the beginning of what you are looking for in the column the highlighted entry jumps to nearest match as you type e Mark often used forms as Favourites and they are marked with a star You can then tick the box to limit list to just favourites e One of the most powerful methods of finding a form is to use the Search box Type in anything that you are looking for form number of part thereof part of form description part form category or type and click search button the list will then just show entries where ANY of the columns contain th
66. for a DL sized window envelope NB When printing small warrants you will be given the option of setting the print margins in order to correctly align the warrants on the page and also the option to print dividers two small dashes between warrants in order to ease guillotining Minutes From the Company Info screen click on Minutes amp Resolutions on the Actions task panel a list of minutes in date order is displayed In order to view amend or delete details of an existing entry simply select the entry from the list in the same way as selecting a company from the opening screen Creating Amending and Deleting Entries 174 42 PC Share Register Plus 7 4 Print Registers Whilst the company s Combined Register screen is being displayed select Print Registers etc from the Forms Reports menu Print Registers etc Print Options C Contents Page _ Section Dividers Select All C Page No Prefixes _ Page Numbers Dates From 01 01 1900 V Include Al Directors regardless of dates All dates To 07 11 2005 Include All Members regardless of dates Reports to Print C 1 Company Details C Omit company notes C 2 Share Types C 3 List of Directors amp Secretaries C 4 Register of Directors amp Secretaries C 5 Directors Interests in Shares C 6 Allotments amp Transfers etc C 7 Shareholders Holdings C 8 Register of Members C 9 List of Dividen
67. g at your office a list of companies in alphabetical order whose registered offices are at their presenter DIRECTORS SECRETARIES The directors secretary tab shows a list of Directors and Secretaries in alphabetical order Combined Register 31 6 1 BEER If the Include all check box is ticked all directors and secretaries will be shown regardless of dates of appointment or leaving If the Include all check box is not checked the list will only show those directors and secretary that are current officers by reference to the as at date SE Se Any director or secretary on the list who is NOT a current officer by reference to the As at date will be shown as a red entry In order to view amend or delete details of an existing director secretary including details of Other Directorships and Interests in Shares simply select the director secretary from the list in the same way as selecting a company from the opening screen Creating Amending and Deleting Entries 17 Director Secretary Entry ad SHARE TYPES The share types tab shows a list of authorised share types for the company In order to view amend or delete details of an existing share type simply select the entry from the list in the same way as selecting a company from the opening screen Creating Amending and Deleting Entries 174 Share Type Entry adi MEMBERS The members tab shows a list of Members in alphabetical order ate If the Include all che
68. gggeENNE vevevcnsancnnstececeeeexdeannnenntennssevees seeuedenetestedereuecnneateemees 15 How To Print Stock Transfer Form 1 cccssssccsessececeensececeesnseceeesesseneeesnseneeersesnneensssseneeness 15 Duplicating Entry de 3 DEE 16 How to produce Company Statutory Forms cccscccsseceeeeeseseeeeseeeenseeesssaeseseeeeneeneeseeeseseeeeeeenaes 16 Basic Operations 16 COMMA NSU aoc ase e E cc ee cee ce epa eee a ean ec ates E a saeece ean a 16 Locating Entries in a LiSt sisi sccccce seccectesseceenseececeensecccenensecctenssece cdeesencccesssseccceessencccseevenceesvexeaucrtis 17 Create Amend and Delete Entries cc cccceseeeeeeeeseeeeeenneceeseseseeesesneseeeseseseeenseseseeneeensseenes 17 Deleting armand eebe EEN 18 Combined Register sessiun anainn a ae each dew cdecrnen delve cect eceenseeees ctcecysusvvscceueenddeveiseraadess 18 EES eege eege eege 20 Trade Classifications eege senge ses Ee eg thetic eck danactcedecaccecesnncdets SE shaddes edancdeceavtaadcceineneuecvastccece 21 Presenters siosioina eninde aiena aaua ENEE aie iaaiiai aeania dari daadaa ninie 22 Print E EE 23 Electronic Filing Direct with Companies House ccscccsscccsseeeeeseeeesseeseseeneneeeeeseeeseseceeesenees 24 GSPUING LOG E E 25 sl EE E 26 Electronic Filing CF iletT EE 28 FileliF required KE CU 28 Margin Adj stment EE 29 Contents H Part VI 1 o zl Oo oo Ff CO 10 11 12 Part VII 1 2 Part
69. ging an address e Other Directorships of a person are now automatically maintained in respect of all companies administered within the software A director of multiple companies will automatically show the correct Other Directorships within each company e It is easy to create a new member director or secretary based on an existing person record e You can print email or eFile forms 288c in respect of changes to a person across multiple companies in one go e Can now drill down from a person to their underlying Memberships Directorships and Secretaryships As part of the conversion process from previous versions to version 9 all members directors and secretaries data will be analysed and Person records automatically created IMPORTANT NOTE It is likely that there are some anomalies within your existing data that give rise to multiple Person records being created for the same person if for example you have inconsistent addresses or forenames In these cases the conversion process will create multiple Person records which will PC Share Register Plus be marked with a red exclamation mark It is up to you to merge them in order that for example Interests in Shares and Other Directorships are correctly maintained see below How were duplicate Person records created When the automatic data conversion process takes place when you upgrade to version 9 of the software Person records are automaticall
70. he entry in the list To Delete an existing entry e Single click the entry in the list and then click on the Delete button or e Right click the mouse and select Delete from the pop up menu or e Single click the entry in the list and then press the Delete key Locating Entries within a scrolling list 174 Warning Deleting an entry will permanently delete all information and other entries relating to it Deleting a Company In order to delete a company simply highlight the entry on the opening screen showing the list of companies and then press the Delete key or the click on the Delete button If the program has been set up with a Master Password in the Subscriptions Details screen you will be prompted to enter the Master Password before the company may be deleted Warning Deleting a company will permanently erase all details of that company If you wish to remove the company from the normal list of companies but not delete it you should check the Archive box in the Company Info tab of the company record itself The company name will then only be displayed in the list of companies if the Show Archived Companies check box is ticked Combined Register The combined register for a company comprises a single screen with a series of Tabs along the top To print reports for multiple members directors etc click on the Forms Reports menu and select the required report from the drop down menu gt gt Lona Name J If the company name
71. in future The current company password will be displayed and may be amended by simply over typing and pressing OK to accept Location of Registers You may record for each Company whether the following registers are kept other than at the registered office Register of Members Register of Debenture Holders Directors Service Contracts Directors Interests in Shares From the Combined Register main screen simply click on the Location of registers button and enter the appropriate addresses on the screen that is displayed NB the details entered will automatically be included in the Annual Return Form 363a Combined Register 39 6 9 6 9 1 6 10 6 11 Events Log List This is a list of log entries in date order In order to view amend or delete details of an existing entry simply select the entry from the list in the same way as selecting a company from the opening screen Creating Amending and Deleting Entries 174 Event Log Entry Log entries can be created manually in which case you should simply complete or amend the entry boxes as appropriate Alternatively log entries are created automatically when producing Forms etc Elective Resolutions You may record for each Company whether it has resolved to Dispense with Annual General Meetings Dispense with laying accounts in General Meetings From the Combined Register main screen simply click on the Elective Resolutions button and chec
72. inutes Wizard Text and User Defined Dates This screen allows you to customise the text used by the Minutes Wizards and also to set up your own date descriptions and parameters for when these dates are shown as overdue From the Company List screen select Preference gt Subscription Details Preferences and then select the User Defined Text tab From this tab you may select the required Minutes Text tab and amend the wording or select the Dates Descriptions tab to customise 10 date user defined dates User Defined Dates From this tab you can edit the description and heading text of 10 user defined dates Description field is the full description of the date field up to 30 characters eg Date last Corp Tax Return Heading field is an abbreviated description of the date up to 14 characters which is used in column headings where there is insufficient space for the full description eg Last C T Ret No Days until overdue is the number of days ago compared with today s date that a date is shown in Red as overdue For example a figure of 365 would mean that a date which was more than 365 days prior to today s date would be shown as overdue If you would like a date to be considered as overdue if the date has not yet been reached but is within a certain number of days of today then simply use a negative number For example a figure of 30 minus sign followed by 30 would mean that a future date which is within 30 days from now an
73. ion 9 of the software Person records are automatically created for all Director Secretary and Member details In some cases whilst the names of Persons created are the same some information such as address or date of birth are different and therefore multiple records are created for what may well be the same person Duplicates may also have been created manually by mistake or automatically when importing a company In all cases you must therefore manually MERGE the multiple records into one Indication of possible duplicate person records Basic Operations 21 5 7 I_A As an indication of possible duplicate records the list of Persons shows an exclamation mark 1 d next to all entries which have identical or similar details Marking records indicated as a possible duplicate as non duplicate XK Cle If an entry marked as a possible duplicate is not actually a duplicate you can highlight it and click on Mark as non duplicate the entry will then show an exclamation mark with a blue cross Preventing records being marked as a duplicate in the future x Ban You can also prevent an entry from being marked as a duplicate in the future highlight it and click on Prevent being marked as duplicate the entry will then be displayed with a blue cross Merging records To MERGE Person entries first highlight the entry to MERGE and then click on Merge selected person with another Then select the person to KEEP The two
74. is example you should create two entries for each member 1 A a negative Reorganisation entry for the 1 shares Simply enter the number of shares of 1 that the holding is to be reduced by by typing a minus sign followed by the number of shares NB In the Share Types tab you should first have changed the authorised share capital of the old shares as appropriate 2 A separate positive Reorganisation entry for the 10p shares having first created the new class of shares in the Share Types tab If the company is purchasing its own shares use the Purchase own Shares type and enter a negative number of shares by typing a minus sign followed by the number of shares If you are not entering all of the movement details but are transferring balances from another register then use the Balance B Fwd type For any other type use Other Enter the number of shares in the box Transfers If Shares transferred from this member enter a negative number by typing a minus sign followed by the number of shares If Shares transferred to this member enter a positive number Allotments If entering an allotment enter a positive number Company Purchasing own Shares If the issued share capital of the company has been reduced by virtue of the company purchasing its own shares enter the movement as a Purchase own Shares and enter the number of shares as a negative amount by typing a minus sign followed by the number of shares In o
75. is longer than will fit in the Company Name field then enter an abbreviated name that will be used on non official reports etc and in addition click on the Long Name button to the right of the abbreviated name This will pop up a text box in which you may enter the full unabbreviated company name which will appear on official forms share certificates etc Regardless of which tab is selected a series of buttons will be shown on the left hand side of the window which provide additional functions View create and amend Minutes by clicking on the Minutes button Set or change the company password by clicking on the Change Password button View the Events Log and make new entries by clicking on the Events Log button View or edit Trade Classifications SIC 92 Codes by clicking on the Trade Classification button Enter detail of location of registers by clicking the Location of Registers button Enter details of which elective resolutions are in force by clicking the Elective Resolutions button Minutes 41 Basic Operations 19 Dividends Ai Trade Classifications 211 Location of Registers 384 Elective Resolutions 397 Change Company Password 387 Events Log a To select a tab simply click on the tab itself COMPANY INFO The company information tab shows general details about the company You must enter a presenter for the company Check the Hide box to indicate that the company is not currently being dealt with
76. ister Plus will send by email a list of all companies that require a CAC code and Companies House will then allocate a random 6 digit code notifying the code in writing to each company s registered office Once received all you have to do is enter the relevant code for each company into PC Share Register Plus At the time of releasing the software Companies House were still working on their part of the process and were not accepting these requests Whats New in Latest Version 7 Build 8 1x Enhanced Minutes Rich Text support means you can now fully format the text with fonts styles size colour etc and import export formatted text with word processing software and other Windows programs New Group ID field added for directors secretaries and members this allows for automatic synchronisation of details of personnel with the same Group ID avoiding the need to make amendments more than once New Directors Secretaries and New Members wizards Easily add new directors secretaries or members from their existing entry in the same or other companies Other Company Files Viewer From within the program you can now view a list of other company files and open them that have been produced outside of PC Share Register Plus and saved in designated folders for each company eg word processing files Partial waiver of dividends Now possible to partially waive dividends the percentage waived can now be entered Combine
77. it is therefore possible to either print share certificates in respect of balances at a particular date or certificates in respect of movements for a period Companies Limited By Guarantee Certificates of Membership For Companies Limited by Guarantee you may print Certificates of Membership by clicking on the appropriate button on the above screen You are not required to select a Share Type or enter a range of movement dates Certificates will be printed in respect of all members as at the date of the certificate You may change the typefaces and font colours used on the certificate by clicking on the Certificate Font button The new typefaces colours will then be used automatically by that PC in future Share Certificate Details You may enter information in order for the program to print a share certificate for the currently selected member This particular facility enables speedy Word Processing of share certificates and does not automate the process of calculating holdings and printing certificates for a range of members See Automated Share Certificate Printing Ai You may change the typefaces font colours and borders used on the certificate by clicking on the Certificate Font button The new typefaces colours will then be used automatically by that PC in future 44 PC Share Register Plus Modules Electronic Filing Direct with Companies House PC Share Register Plus incorporates the technology to file
78. k the appropriate boxes on the screen that is displayed NB the details entered will automatically be included in the Annual Return Form 363a Other Company Files From within the software you can view and open other files not produced by PC Share Register Plus eg Word Processing files From the Combined Register screen of a company click on the Other Company Files button A screen will then be opened listing all the other files for the particular company The files listed are all files that you have saved in the folder with either the client reference or the company registration number of the company below the folder otherfiles To illustrate this if PC Share Register Plus was installed in c sharereg folder the default and the client reference was 5C12 and the company registration number was 0023654 then the two folders for this company would be c sharereg otherfiles 5C12 c sharereg otherfiles 0023654 You are free to place any type of file in these folders and when selected from within PC Share Register Plus the file will be opened using the software associated with the file s suffix For example a file ending in DOC will be opened with MS Word whereas a file ending in PDF will be opened with Aodobe Acrobat Reader If any file either has no suffix or the suffix is not associated with an installed application then the file will still be listed but it will not be possible to open it In addition to your own files i
79. l address NB If you would like to be provided with a dedicated email address for use for eFiling please contact your supplier Before submitting live instructions you should click on the Comms Test button in the eFiling tab of a presenter in order to send a Comms Test to Companies House in order to check that email communication is working NB If you wish to disable sending and receiving of emails from a particular workstation if for example it does not have an Internet connection you can do this by selecting Subscription Details amp Preferences from the File menu and selecting Workstation Preferences Basic Operations 25 5 10 1 eFiling Log Whenever you eFile a form the instruction is allocated a unique Companies House Envelope Nuumber and an entry is made in the eFiling log By highlighting an instruction in the top section the details of that instruction are displayed in the bottom section You can also filter which instructions are displayed by clicking the relevant status type in the top left frame If the eFiling log is opened from within the Company Info screen of a company then the details shown will relate only to that company plus all Other Emails see below If opened from the Company List screen the log will display all entries for all companies eFile Server Filing Status Created Submitted Accepted 10 01 2006 16 37 56 10 01 2006 16 38 00 11201 2006 A All 20
80. l remain rejected and a brand new instruction must be sent in due course once you have put right the reason for the rejection In case of query regarding a rejection Companies House will have indicated their contact details and preferred method of communication in the rejection response Rejected Resolved Once you have resolved the reason for the rejection you can highlight the rejected entry and click the resolved button which merely marks the entry as Rejected Resolved Marking it in this way does not actually resolve the problem but is intended as a way of removing entries from the list of Rejected items once you have resolved them and submitted a new instruction Other Emails From time to time emails may be received into the email account being used for eFiling that are not responses from Companies House relating to eFiling instructions Any such emails received will be saved excluding any attached files These emails will not be attributable to any particular company and will be described as Other Emails Such emails can be highlighted and deleted Actions e Send amp Receive Sends all entries waiting to be sent and receives any emails that are waiting to be retrieved in the POP mailbox e Send amp receive Log Displays a log of recent Send amp receive activity since the software was started e Print Summary Prints a summary of displayed entries eFiling Server The eFiling log can be run as a separate server
81. les will be copied into _backup 2004_06_27 You must ensure that the media to which you are copying has enough capacity to hold the data Please check the displayed progress log to ensure that files were copied without reported problems 58 PC Share Register Plus 10 4 10 5 Share Certificate Borders Share Certificates produced by PC Share Register Plus will be printed with a graphic border By default this is achieved by the certificate displaying the contents of an image file called border o which resides in the PC Share Register Plus directory You may use alternative borders by clicking on the Certificate Fonts button and then clicking Select Border All border files will then be displayed simply select the required border If you wish to add your own border files simply save a GIF file with the name Borderxxxxxxxxx gif where xxxxxxxxxxxXx is any text you like in the folder where PC Share Register Plus is installed The specifications of the GIF file are as follows e Image Type GIF format Ver 89a non interlaced Image File Name borderxxxxxxxx gif Image File Location Folder in which program installed Image Proportions Lo Resolution 1 016 Wide x 672 High Hi Resolution 2 060 Wide x 1 380 High other resolutions are acceptable provided that the proportion of Width to Height is maintained and subject to the image size not being excessive Image Size In order to avoid exceeding Windows res
82. ling eFilelT PC Share Register Plus incorporates the technology to file certain Companies House documents electronically PC Share Register Plus uses the eFILEit electronic filing gateway that enables users to electronically file documents quickly and easily and without the need to deal directly with Companies House This is ideal for low volume eFilers and those that require the additional support offered by eFileit in case of queries with Companies House High volume eFilers may prefer the optional eFiling module which eFiles direct with Companies House To start filing documents you first need to open an eFILEit account and credit it with some funds 1 Open an eFILEit account 2 Credit your account with some funds in order to cover the cost of eFILEit filing charges and any Companies House filing fees 3 Start electronically filing your documents For more information go to the eFILEit web site at www eFILEit co uk Entering eFILEit Account Details for each presenter Once you have received your eFILEit account details you must enter them into the system before you can start eFILING From the Company List Screen select File from the menu Select Presenter Details from the list Select the Presenter for which you wish to enter account details Enter the eFILEit account number and PIN number given to you by eFILEit Enter the return email address that you would like all communications to be sent to Click the OK button to save details
83. ll be marked as Not Accepted Share D escription Shares of 1 Each On the Share Transaction tab of the members update screen any transaction where Form 42 data has not been Accepted will appear with a 38 PC Share Register Plus 6 4 6 5 6 6 6 7 6 7 1 6 8 x 2 entries have Form 42 auto generated info not yet accepted A note will also appear on the same screen warning that there are such entries To rectify the problem open the share transaction and go to the form 42 tab and review edit the data and then Save the transaction Mortgage and Charge Entry Enter details of the mortgage charge in the relevant entry boxes Debenture Entry Enter details of the debenture entry in the relevant entry boxes NB The Dates Interest Payable entry box allows free form text to be entered in order to describe the due dates Scanned Documents See Scanned Document Module Af Password Entry If a company has been set up with a company password when the company is selected from the list of companies you will be prompted to enter the password before access will be allowed to the company information Simply enter the password and press OK Create change Company Password 38 Create change Company Password From the Company Info screen click on the change password button to enter amend the company password Once a password has been set up it will be needed to access the company
84. mat data file that can be used to produce share certificates to your own design ENHANCED ADDRESS FIELDS All address fields now have two or more address lines Town County Post Code and Country DIVIDEND WAIVERS Dividend waivers can now either waive a percentage or a fixed monetary amount TEMPORARY FILES Temporary files that are created from time to time by the software are now located in your Windows TEMP folder This solves issues that some users experienced when using diskless workstations or Terminal Server sessions NEW FORMS MODULE The Forms module has been completely re designed and re written and is now renamed Forms Online The module now works by downloading the actual standard forms from the official websites and once downloaded enables users to access the local downloaded copy without being connected to the Internet The software comes with a standard database of over 500 forms including Companies House Inland Revenue VAT and other forms Forms can easily be found by form number name or category and by a powerful search facility The database is constantly being updated and enhanced and the software automatically checks for updates each time it is used Additionally you can insert as many additional User forms as you wish Even if you do not subscribe to the Forms Online module it will run in Evaluation Mode which simply puts an Evaluation watermark on each form so you can see for yourself how it now
85. mpanies House It is important however that they are printed on a good quality printer in order to ensure that the forms are accepted by Companies House Q All the reports have Evaluation Copy printed on them Why A You have either not entered your license details incorrectly entered them or the license has expired In all these circumstances the program will function normally except that no new companies may be created and reports will bear the Evaluation Copy stamp Q I am trying to enter a new share transaction and the program is prompting for a Share Type However the list of available share types is empty Why A The program allows you to create an unlimited number of share types classes of shares This must however be done prior to entering a share transaction Simply select the Share Types tab and insert details of the relevant share types When you then go back into share transactions the list of Frequently Asked Questions 13 4 1 4 2 4 3 share types will not be empty Q The Annual Return Form 363a does not show the nominal value of the Issued Share Capital A Simply enter the nominal value of each class of shares by editing the relevant class of shares in the Share Types tab The Annual Return will use this information to print the correct details on the Return and schedules How To Create a New Company 131 Create New Directors and Secretaries 134 Enter Directors Other
86. n Shares report 40 Directors Other Directorship Entry 34 Disabling email Send Receive on a workstation 44 Disk Space 1 55 Ditto function 16 Dividend List 40 Dividend Lists 40 Dividend Vouchers custom design cheque printing 59 Dividend Vouchers Mailmerge 59 Dividend Waiver 40 Dividend Warrant 40 Dividend Warrants 40 Dividend Warrants Style 41 Document Archiving 50 Document Scanning Archiving 50 Document Scanning Module 49 Documents 49 Dormant check box 18 30 Duplicate director secretary details 31 Duplicate member details 34 Duplicate other directorship details 31 Duplicating Entry Fields 16 E eFILEit Electronic Filing Gateway 28 eFILEit MAPI communications 62 eFileit Unavailable 28 eFiling Log 25 45 eFiling server 26 46 Elective Resolutions 39 Electronic Filing 24 28 44 Electronic Filing direct eFiling with Companies House 24 44 Electronic Filing eFILEit 28 Electronic Filing MAPI communications 62 Electronic Formations 51 Electronic Formations Searches 51 Email Form as a PDF attachment 62 Email not available on a workstation 24 44 Email PDF 62 Enabling Disabling Document Scanning 3 Entering balances brought forward shares 35 Entries Duplicating 16 Evaluation Mode 61 Event Log Entry 39 Events Log 18 30 Events Log List 39 Expiry Date 61 Export Data 48 49 Exporting Data 49 Fe FAQ s 11 Files 57 Files non PC Share Register Plus 39 Filing electronic 24 28
87. ned by the licence fees paid The subscription details screen can be displayed by selecting Subscription Details ei from the File menu Once the screen has been opened you will see your existing details which can now be edited Simply enter the appropriate details including the License Password which will be supplied to you on subscribing renewing subscription If the subscription details are left blank or an invalid license password is entered the program will function in Evaluation Mode Whilst it will be fully functioning in this mode and all existing data will remain in tact you will not be able to add more than one company and reports will bear an EVALUATION COPY stamp There is also an option to enter a Master Password and it is strongly advised that this be done by the program administrator The effect of the Master Password is as follows e Subscription Details screen cannot be accessed without entering the Master Password e Acompany cannot be deleted without entering the Master Password e f an individual company has been set up with a Company Password the company can be accessed by using the Master Password as well as the company s own password This is particularly useful if the individual company password is forgotten 62 PC Share Register Plus 10 10 Warning You must remember the Master Password as there is no way for you to access certain vital information without it Email PDF Quite often it is ne
88. ogram will look for the data files NB e All files program and data are usually contained in the one folder e As an alternative to manually creating a shortcut you can run the installer and select Workstation Shortcuts If your network is slow eg Wide Area Network you may wish to install the programs on the local hard disk and access only the data over the network in this case do not manually create shortcuts on the workstation but for each workstation run the installer and specify a local folder for the programs and specify the mapped network folder where the data is located Preferences Selecting Subscription Details and Preferences from the main menu will open the Subscriptions Details Preferences screen To edit preferences for date printing help bubble display and enabling disabling scanning and electronic formations select the Preferences tab NB If a Master Password has been set up it will need to be entered in order to access preference settings Whats New in Latest Version What s new in build 9 NEW CONCEPT OF PERSON In previous versions of the software details of members directors and secretaries were held separately in each company The latest version now has a new Person database where a person s particulars are stored centrally The advantages of this are e If you amend a person record the details will automatically be reflected in all members directors and secretaries for that person eg Chan
89. ompany To set up the code click on the Setup Authentication Code button on the Company Info tab of the company Company Authentication Code Accepted You cannot start eFiling until Companies House has received and registered this code To record that the code has been registered by Companies House click on the Setup Authentication Code button on the Company Info tab of the company For the presenter which is efiling It is necessary to fully complete the eFiling details for each presenter multiple presenters can use the same eFiling account To use Companies House eFiling you must first have opened an eFiling account with Companies House You can download an application form from http Awww companieshouse gov uk tools ToHelp pdf ofscaa padf eFiling with Companies House works through email communication and it is necessary for you to have a dedicated email account to be used for eFiling that is NOT used for any other purpose which is registered with Companies House PC Share Register Plus handles both the sending and receiving of emails with Companies House without the need for any other software and will attempt to send receive emails using the default Internet connection on the PC When setting up eFiling for a presenter you must enter e Presenter ID allocated to you by Companies House e Auth Code allocated to you by Companies House e Dedicated Email address e Technical parameters POP3 and SMTP settings for the dedicated emai
90. on in the document list Then click on the Open button The screen that opens will allow you to view or print the document and also add additional scanned pages or remove pages It is important that you select a scanning resolution that is high enough to ensure acceptable copies but low enough that the scanning process does not take too long and that the image sizes on disk are not too large Also ensure that you have set your scanning software to scan in Black amp White Not Grey Scale or Colour We recommend that the minimum acceptable scanning resolution is 150 dpi dots per inch which is the equivalent of a fax sent on fine quality For near perfect copies we suggest 200 dpi These are set by clicking the Options button where you can also change the selected scanner and various other settings Archiving of Documents 505 Archive Documents It is vital that a full backup of PC Share Register Plus Data and document files is performed prior to an archive Data Backup 5 Modules 51 8 5 Overview You may archive documents that you have previously scanned into PC Share Register Plus When archiving documents you have the option to delete the original document entries thus releasing disk space or retaining the original entries merely making a self contained copy of certain documents When archiving you may also specify that document browser files are copied to the disk on which you are creating the archi
91. on in the eFiling tab of a presenter in order to send a Comms Test to Companies House in order to check that email communication is working NB If you wish to disable sending and receiving of emails from a particular workstation if for example it does not have an Internet connection you can do this by selecting Subscription Details amp Preferences from the File menu and selecting Workstation Preferences Modules 45 8 1 1 eFiling Log tWhenever you eFile a form the instruction is allocated a unique Companies House Envelope Nuumber and an entry is made in the eFiling log By highlighting an instruction in the top section the details of that instruction are displayed in the bottom section You can also filter which instructions are displayed by clicking the relevant status type in the top left frame If the eFiling log is opened from within the Company Info screen of a company then the details shown will relate only to that company plus all Other Emails see below If opened from the Company List screen the log will display all entries for all companies eFile Server Filing Status Created Submitted Accepted 10 01 2006 16 37 56 10 01 2006 16 38 00 11201 2006 A All 20 Not Submitted 0 Pending 0 Parked 0 Awaiting response IO R 001100 10 R 001102 001103 R 001104 Rejected Accepted Rejected Accepted Rejected Accepted 10 01 2006 16 38 33 10 0
92. on the contents of another member director etc Rather than re entering identical data you may use the ditto function to duplicate field information as follows Edit or create a record and save it Then when you edit or create another record if you hold down the control key and press the single quotation mark key whilst in an entry field this will duplicate the contents of the same field from the previous record How to produce Company Statutory Forms e From the Company List screen select the company that you wish to work on e Click on the Forms Reports menu option e Select Statutory Forms menu option Select Form A Test Company Limited Company Statutory Forms Form Form 88 2 Form 123 Form 190 Form 225 Form 287 Form 288 a b c Form 318 Form 325 Form 353 Form 363a Form 391 Description Test Form Return of Allotments Increase Nominal Capital Location of Register of Debenture Holders Change Accounting Date Change Registered Office Directors Secretaries Forms accessed from Director Secretary record Location of Directors Service Contracts Location of Register of Directors Interests Register of Members Annual Return Notice of Passing of Resolution Removing an Auditor K Emai as POF e From the list of available forms highlight the required form and then click on e File Print or Email as PDF buttons NB If you are producing forms 288a 288b or 288c for a director or company secretary
93. or secretary including details of Other Directorships and Interests in Shares simply select the director secretary from the list in the same way as selecting a company from the opening screen Creating Amending and Deleting Entries 171 Director Secretary Entry ad SHARE TYPES The share types tab shows a list of authorised share types for the company In order to view amend or delete details of an existing share type simply select the entry from the list in the same way as selecting a company from the opening screen Creating Amending and Deleting Entries 171 Share Type Entry adi MEMBERS The members tab shows a list of Members in alphabetical order IS If the Include all check box is ticked all members will be shown regardless of dates of becoming or ceasing to be a member 20 PC Share Register Plus 5 6 As at eee 02 11 2002 Any member on the list who is NOT a current member by reference to the as at date will be shown as a red entry Creating Amending and Deleting Entries 171 Member Entry 341 MORTGAGES The mortgages tab shows a list of mortgages and charges in date order In order to view amend or delete details of an existing entry simply select the entry from the list in the same way as selecting a company from the opening screen Creating Amending and Deleting Entries 171 Mortgage and Charge Entry 384 DEBENTURES This tab shows a list of debentures in date order In order
94. orm and then the eF LE option If you are eFILING a 288a for a new person you must first set them up and save their details Create New Directors and Secretaries 131 If you are eFILING a 288c in respect of changes you should first enter the changes and save the details Back to How to Index 135 How To Print Stock Transfer Form Method 1 e From the Company List screen select the company that you wish to work on e Click on the Members tab e Any members that have already been created will be displayed e Select the required person by either double clicking their entry in the list or highlighting it and clicking the Details button e The details of that person will now be displayed Select the Share Transactions Tab e Highlight the required Transfer and then click on the Print Stock Transfer icon Method 2 e From the Company List screen select the company that you wish to work on Click on the Forms Reports menu option Select Statutory Forms menu option Select Stock Transfer Form from the list of forms and click on Print or Email buttons You will then be presented with a list of all transfers for this company select th required transfer and click the Print or Email buttons 16 PC Share Register Plus 4 1 4 1 0 1 Back to How to Index 135 Duplicating Entry Fields There are many instances when you will wish to create or edit a member director share transaction entry etc based
95. otices of meetings Frequently Asked Questions Q How do I create a new company A From the Company List screen simply click on the New button and enter the company details in the entry screen Q When set up a new company or a new director why are some of the tabs greyed out and not available A Some information can only be entered after the new record has been created Once the basic information has been entered click on Save to save to disk You will now be able to enter the further details Q Why are some members and directors shown in red in the selection list A If the Include All option has been checked then the lists will show all members and directors regardless of whether they were current entries at the As At date However all entries that are not current by reference to the As at date will be shown in red Q Why does the list of members or directors not show all members and all directors A Unless the Include All option has been checked the list will only show those persons that are current by reference to the As At date Simply change the As At date to show the persons current at another date or check the Include All box to show all persons regardless of dates 12 PC Share Register Plus Q Why are some Person entries shown with an exclamation mark A If the software finds two or more person entries with identical names it will list them with an exclamation mark against each If the entries actually r
96. ources and to reduce printing times the Gif file should be kept as small as possible and should not exceed 50K Number of Colours 256 Bits per Pixel 8 Your Firm s Logos on Forms Companies House Forms produced by PC Share Register Plus that have a logo box in the top left corner will by default display the PC Share Register Plus logo This is achieved by the form displaying the contents of an image file which resides in the PC Share Register Plus folder For each custom logo simply save a gif file in the PC Share Register Plus folder with the following specifications e Image Type GIF format Ver 89a non interlaced Image File Location Folder in which program is installed Image Proportions 1035 Wide x 279 High Image Size In order to avoid exceeding Windows resources the Gif file should be kept as small as possible and should not exceed 25K Number of Colours 256 Bits per Pixel 8 Displaying a custom logo for each presenter Create a custom logo as above and save it with a unique name eg mylogo gif From the Company List screen click on File Presenter Details Then select the presenter to which you wish to allocate a custom logo From the presenters details screen click on Logo on Forms tab and enter the name of the logo file eg mylogo gif Finally save the presenter details Technical 59 10 6 10 7 Mailmerge Files PC Share Register Plus has the ability to export data into files that can
97. ponse a Submitted entry will appear in the details section below Document Processing Pending The first response from Companies House will be a Document processing pending response which indicates that the eFiling instruction has been received by them and is pending processing The status of the header will change accordingly and a new detail entry will appear If processing by Companies House is delayed you may receive subsequent pending responses Parked pending supply of further information If Companies House receive an eFiling instruction that requires you to submit further information you will receive a Parked pending supply of further information response which will also give you information as to the further information required The instruction will remain at this status level until the information is supplied to and processed by Companies House 46 PC Share Register Plus 8 1 2 Accepted or Rejected Once Companies House have processed the eFiling you will receive a response indicating either that it is Accepted or Rejected If Rejected then you can read the reasons for the rejection by highlighting the Rejected detail entry and clicking the Details button Once an eFiling is rejected it will remain rejected and a brand new instruction must be sent in due course once you have put right the reason for the rejection In case of query regarding a rejection Companies House will have indicated their contact d
98. rder for the program to suggest the next Allotment or Transfer references or the next Distinctive Numbers of shares simply click on the appropriate Allocate No buttons Print Stock Transfer Forms 161 Form 42 data For each share transaction you can enter Form A3 se data Form 42 Background to Form 42 Details of reportable events must be provided in a form specified by the Inland Revenue Form 42 is the one specified for that purpose In reporting the details required you must provide those details as shown on the form You may use your own form spreadsheet or letter provided you give the same details and in the same format as required by this form A copy of this form is available at www inlandrevenue gov uk shareschemes ann app schemes htm Combined Register 37 PC Share Register Plus allows you to enter Form 42 data against each share transaction in order that the software can automatically produce completed schedules to Form 42 at the end of each tax year Information required to be recorded in the software In order to fully complete the Form 42 schedules certain information must be recorded as follows Share Types Restricted Status for Form 42 Unrestricted O Restricted Each share type status in the Share Types tab for each company must re recorded as either a Restricted or Unrestricted security as defined by the Inland Revenue for the purposes of Form 42 By default all share types are marked as
99. rictions so that they cannot send receive email but do have a network connection to queue instructions for later sending by the eFiling server The eFiling server will always display entries for all companies and works exactly the same as the eFiling log subject to some additional features see below Modules 47 8 2 eFile Server All 20 Not Submitted 0 Awaiting response 0 Pending 0 E Parked 0 R Rejected DO P Rejected Resolved 0 Accepted 10 Other emails 0 E Send amp Receive TA Send amp Receive Log 1 Print Summary 8 Settings Env No 001099 R 00100 0010 R 001102 001103 R 00104 001105 ER EP Accepted Rejected Accepted Rejected Accepted Rejected Accepted Rejected Filing Status Created 10 01 2006 16 37 56 10 01 42006 16 38 33 10 01 2006 16 41 01 10 01 2006 16 42 00 10 01 2006 16 43 16 10 01 2006 16 48 30 10 01 2006 16 48 58 10 01 2006 16 49 52 Submitted 10 01 2006 16 38 00 10 01 2006 16 38 36 10 01 2006 16 41 03 10 01 2006 16 42 03 10 01 2006 16 43 18 10 01 2006 16 48 32 10 01 2006 16 49 01 10 01 2006 16 49 54 Accepted 11 01 2006 11 01 2006 11 01 2006 11 01 2006 Compose Email re highlighted entry Details for Envelope No 001099 Form 88 2 Date Time 10 01 2006 16 38 00 10 01 2006 16 51 00 11 01 2006 09 31 00 Entry Type Submitted Document processing pending Docum
100. s From within the program you can now automatically create PDF files of completed forms and send them by email New Standard Minutes You can now create and edit a library of Standard minutes When you create a new minute you can then insert the text of one of the standard minutes Enhanced Dividend Waiver Facility Previously you could only flag a member as waiving all dividends or none Now you can specify which members are waiving each dividend separately New Fields Can now enter contact and bank details for each company These details are now included in the Company Mailmerge files Enhanced Evaluation Mode In evaluation mode there is now no limit on the number of companies that can be set up New license banding 1 2 3 or 4 company license has now become a 10 company license A new 25 company band has also been added Cosmetic and user interface enhancements Corrected bug re member s address in Deeds of Waiver Data Exchange Module Can now select not only the drive letter to from which to export and import but also the folder Whats New in Latest Version 9 Build 6 0 New Security Module introduced as an optional module that allows you to set up users user groups and allocate specific access rights to each individual If using the Security Module the Events Log now records the User Name of the user performing the task Share types with par value of less than 1p are now allowed Shares with a nominal value
101. s for a particular member or to partially waive a dividend select the Dividends Waiver tab when setting up a dividend and then insert as many members as are waiving that particular dividend The percentage waived will default to 100 but this can be amended prior to saving Dividend waivers can also be defined as a fixed monetary amount As a quick way to entering certain members as waiving their dividends you can tick the Dividend Waived tick box in a member s details screen Then when you wish to insert all members that normally waive dividends you may click on the Add all members with default waiver flag button and they will all be added to the list The list can then be modified as required Tax Credit In order to prevent tax credit being calculated for a particular member eg group companies simply tick the Do not deduct tax from dividends check box in the member s details screen Styles of Dividend Warrant You may select two styles of dividend warrant Large 1 per A4 page This style uses the whole of an A4 page to print each warrant and is designed so as to allow the page to be folded in 3 in order that the name and address are correctly positioned for a DL sized window envelope Small 3 per A4 page This style allows each warrant to occupy 1 8rd of an A4 page with each warrant measuring approx 3 9 inches high Each warrant is designed so as to allow without folding the name and address to be correctly positioned
102. s the software to access its data in the folder specified It will show the default folder and to access data in a different folder either type in the new path or click Browse If the folder entered does not already exist it will be created automatically Normally you should specify the same folder for data as for the program files Copy Data Files if updating from a previous version you will be prompted as to whether you wish the installer to make a backup copy of the existing data files This is an added precaution but is not a substitute for your own external data backup which you should have taken prior to proceeding with the installation Specify the Shortcut Folder the installer will add shortcut icons to the folder indicated below If you do not want to use the default folder you can either type a new name or select an existing folder from the list Check for updates when program starts Only select this option if you have a permanent Internet connection eg LAN access ADSL or Cable The installer will then install update the software and then if necessary convert any existing data to be compatible with the latest version Network Installation The PC Share Register Plus software is supplied Network Ready as standard The software will run on any Windows compatible network either a Local Area Network LAN or a Wide Area Network WAN To run the software on a network Install software and data onto network file server 1
103. sseseneneeeees 40 Styles of Dividend Warrant ges Eege EES 41 MITES ees EE cous sucecees cd ccecouceadeccadereddcatesouddcanesaasccencbewcend 41 ad bg 21 Co 2 ccncecneneeneninnnnnn 42 Share Certificates Automated waits ciinicssciecce nse ENNEN EAR EEGENEN ley evneeedeeeuies 43 Share Certificate ET 43 Modules 44 Electronic Filing Direct with Companies House ccsccccsscessteeeeeeeeeeseeseseenenseeeesseeseseeneesenees 44 SPUN ET WE 45 SU EE 46 le EE ell TEE 47 Data Eecher Se Se 48 leide e CH 49 EXpOrting Data Eea E 49 Scanned Documents Module ccccssssssssseeeceeeeneensssssceeseseeeesnsnnsacoeeoeseeeeesnnsnnsaceseeseeeeenennaes 49 Archive Documents f5c2iscecsitessectsccccecsaevaceiesccescnessessesvessnessedeesseceeyscedsecevdzecesteudsocseucestsoutsecesseeeseauesvacsdebenvsndevsscesesvoes 50 El Ctromic F rmati nS ossiani sacheg dence tabediscite ces ceasee te LEE sheen cesletedeleslianccsecd dase needled 51 Security Module 51 Security Module User ACCESS 1 ssecccesessseeeeeeeeeeeeeseesneeenseeesesaesanneeeneeeeeseaeseneeeeeeneesseaesaseeaeeeaes 53 Security Module User Login cccccccesceeeseeeeeeeeeeeneseesneeenseeeseaaesesneeenseeeescaeseseeeeesneeeseeseseeeeeeaes 54 Technical 55 PC Share Register Plus oO N O AON OO P 10 System ReEQuireMent suerge cecccsseceeecceeecee ces Ee EENS SEENEN EEN 55 IS CHE TC 55 AECH GIE 57 Copy Data Files funtion sde eebe Eege 57
104. stered this code To record that the code has been registered by Companies House click on the Setup Authentication Code button on the Company Info tab of the company eFileit Reference for Presenter In order to use the eFileit service it is necessary for the Presenter for the company to have opened an eFileit account and for these details to be entered in PC Share Register Plus To enter a presenter s eFileit account details from the menu select File Presenters and select the required presenter from the list then enter the eFileit account details eFileit Return email Address for Presenter In order to use the eFileit service it is necessary for the Presenter for the company to have opened an eFileit account and for these details to be entered in PC Share Register Plus including the Return email address to be used by eFileit for email correspondence To enter a presenter s eFileit account details from the menu select File Presenters and select the required presenter from the list then enter the eFileit account details Margin Adjustment Form Margin Adjustment Enter below the adjustments required in order to make the report align Top Margin ii finches Left Margin 0 00 inches Print Presenter s Details When printing forms onto plain paper it is important that the form is aligned correctly on the printed page Since the exact position on the page is dependant on the make and model of printer used this entry scr
105. tcuts Only Custom New or update to current version Installs the full package on either a stand alone PC or to a Mapped network drive see network installation below Select this option for either a new installation or when upgrading to a newer version Workstation Shortcuts Installs the full package on either a stand alone PC or to a Mapped network drive Select this option for either a new installation or when upgrading to a newer version Custom Allows you to select the individual components Select Install Folder the installer will install the program software to the folder specified by you It will show the default folder and to install to a different folder either type in the new path or click Browse If the folder entered does not already exist it will be created automatically If you are updating from a previously installed version of the software you must specify the same location as it is already installed Select Data Folder the installer will create a shortcut that allows the software to access its data in the folder specified It will show the default folder and to access data in a different folder either type in the new path or click Browse If the folder entered does not already exist it will be created automatically Normally you should specify the same folder for data as for the program files Copy Data Files if updating from a previous version you will be prompted as to whether you wish the installer to make a b
106. the Next button Step 2 The program will check the data on the selected drive and will display the name of the Company found Click Next to continue Step 3 If a company of the same name is found within PC Share Register Plus the screen will state that the Existing Company Data will be REPLACED If not found you will be prompted that a new Company will be created You can now select which items of data you wish to be imported by ticking the appropriate boxes Finally click the Import Data button to import Exporting Data First launch the Data Exchange module from the Other Modules menu From the main screen of the Data Exchange Module simply select Import Export from the menu and then select Export You will then be presented with the Export Wizard which will guide you through the process of exporting data to disk Step 1 Highlight the Company to export from the alphabetical list Step 2 Enter the drive letter of the disk to export data onto eg A for floppy disk Step 3 Click the Export Data button to export the data Once the data has been exported it will be available to be imported by another copy of PC Share Register Plus Scanned Documents Module The Scanned Documents Module is an optional module that allows documents for any of the Companies in PC Share Register Plus to be scanned indexed and saved for later viewing printing NB If the Scanned Documents tab is not visible or the Scan button is greyed out th
107. the software DIRECTOR S INTEREST IN SHARES This tab shows a list of this director s interests in the shares of the company In order to view or amend details of an existing entry simply select the entry from the list NB Directors interests in their own shares are automatically maintained by the software Directors Interests in Shares 334 Directors Interest Entry This records the details of the shareholdings in which the director has an interest Interests in own shares are automatically maintained by the software ie If the same person is both a director and a member of a company the system will automatically create and maintain the directors interests entry relating to their own shares To record other interests e Select the company Select the Directors amp Secretaries Tab Select the required director Select the Directors Interest Tab e e e e Rather than enter details of the actual shareholdings that a director has an interestin the 34 PC Share Register Plus 6 2 6 3 system allows you to enter details of the member in which the director has an interest Simply select the member by clicking the arrow to the right of the Member Folio box enter the dates during which the director s interest relates leave the to date blank if it is a current interest and enter a narrative explaining the nature of the interest eg wife s shares etc Directors Other Directorship Entry This records the det
108. then be shown highlighted in black Ce Cie a To Open an existing company simply highlight the company that you require and click the Open button Alternatively you may double click the required company To insert a new company click on the New button or alternatively you may press the nsert key on the keyboard To delete an existing company highlight it and then click the Delete button or the Delete key on the keyboard NB You will need to supply the Master Password if one has been set up Locating Entries within a scrolling list 17 Master Password 617 Preferences 3 1 Subscriptions ei Locating Entries in a List To locate an existing entry within a scrolling list e Click anywhere within the list box e Type as much of the name that you are trying to locate as you type the highlighted entry will move to highlight the nearest match NB If you have clicked on a column heading to sort the list in a different order the above procedure will locate an entry according to the data in that column Create Amend and Delete Entries To Insert a new entry e Click on the New button or e Right click the mouse and select New from the pop up menu or e Press the Insert key 18 PC Share Register Plus 5 4 5 5 To View or Amend an existing entry e Single click the entry in the list and then click on the Open button or e Right click the mouse and select Open from the pop up menu or e Double click t
109. til September 2000 Form 391 added Removal of Auditors The number of the last share certificate is retained for each company and the starting number for new share certificates is automatically incremented Two new flags added to member records re dividends to a suppress calculation of tax on dividends to that member eg for group companies b waive dividends for that member Two new Share Movement types added Reorganisation and Purchase own shares Deeds of Waiver can now be printed for any member with Dividend Waiver flag set Resolved problem with last few words of dividend narrative not printing Dividend Warrants can now be printed as either Large 1 per A4 page or small 3 per A4 page Cosmetic changes to Combined Register and other screens Can now change the date criteria whereby dates turn Red on Company List screen New Action List added You can now view and print lists of companies with Red dates New Year End report added which allows you to print out lists of companies with a particular year end month regardless of last accounts dates Other Company List reports now include reference to Company Registration Number and Year End New menu option added within File menu to Backup data files New report Overprint Members Addresses added which will print members names and addresses onto an A4 page in order to align with standard window envelopes This may be used to print members details on standard letters etc eg n
110. to view or amend details of an existing entry simply select the entry from the list in the same way as selecting a company from the opening screen Creating Amending and Deleting Entries 171 Debenture Entry ri Persons The Concept of Person In previous versions of the software details of members directors and secretaries were held separately in each company The latest version now has a new Person database where a person s particulars are stored centrally The advantage of this are e If you if you amend a person record the details will automatically be reflected in all members directors and secretaries records for that person e It is easy to create a new member director or secretary based on an existing person record e You can file forms 288 in respect of all changes to a person across multiple companies in one go As part of the conversion process from previous versions to version 9 all members directors and secretaries data will be analysed and Person records automatically created e Can now drill down from a person to their underlying Memberships Directorships and Secretaryships Merging Two Persons Background If you find that you have two or more PERSON records that actually relate to the same person in order for the system to operate properly it is important that you MERGE the records into one How were duplicate records created When the automatic data conversion process takes place when you upgrade to vers
111. users Username This is the name that is used by a user to login and is commonly set to the person s first name and first letter of surname or initial and surname eg John Smith might be johns or jsmith NB To log in a user needs to enter their Username and their Password Initially a user s password is set to the same as their Username The user or the supervisor can then change the password Level The level must be set to Supervisor Operator or No Access If set to Supervisor or No Access no further parameters need to be entered Supervisors have access to all functions in the program including user details If set to No Access a user can login but cannot access any functions or screens If set to Operator it is then necessary to specify the rights of that user in terms of which screens and functions they are permitted to access In order to assist you in allocating user rights it is possible to create User Groups which are defined as to which screens functions are permitted and then allocate each user to a User Group It is strongly recommended that all users are allocated to a user group User Groups The program is shipped with three pre defined user groups as follows you can amend rights of each group and create new groups at will Full Rights By default a member of this group has access to all screens and functions except creating and amending users user rights which require Supervisor status Ordinary User By default
112. ve so that the archived documents may be viewed printed without the need for any additional software To Archive Documents From the Scanned Documents tab of the combined register of a company click on the Archive button Select the range of dates to archive the date of the entry in the database is used not the date of the underlying document file The number of matching documents and their total disk space will be displayed Select the actions required e Copy matching documents to archive folder tick this box if you wish to copy the matching records to an archive folder You may now be thinking why would anyone wish to perform an archive without copying the records The answer is that you can use this archiving facility to also delete document records see below and you may in some circumstances not wish to copy them If ticked you will need to select a folder e Delete matching documents from main records tick this box to delete all matching records from the main PC Share Register Plus data after copying matching documents to archive if this option ticked e Click the Perform Archive button button to proceed Electronic Formations There is an inbuilt facility to specify details of companies to be formed and to submit your instruction electronically by email to the Company Formation Agents The London Law Agency Limited Simply click on the Electronic Formations button on the Company List screen Security Module
113. ver the network in this case do not manually create shortcuts on the workstation but for each workstation run the installer and specify a local folder for the programs and specify the mapped network folder where the data is located Data Files All data maintained by the software is located together with the program files in the PC Share Register Plus directory in which the software was installed It is vital that you regularly take backup copies of the data in order to minimise the chances of lost information Data for all companies on the system is amalgamated into the following data files all of which have a suffix tps Scanned Document Image Files will be saved in a sub folder of the main PC Share Register Plus program data folder named pdfscans eg c sharereg pdfscans Please ensure that this folder is fully backed up as part of your ongoing backup routine for PC Share Register Plus data Copy Data Files function 5 Copy Data Files function To make a quick backup copy of the data files from the Company List screen select File from the menu and then click on Copy Data Files You can then select the drive folder that you wish to copy to Click on Copy button to start the copy process A folder called sregbak will be created if it does not already exist and within this folder a sub folder with a name representing today s date will be created to hold the copied files eg If copying to A drive on 27th June 2004 fi
114. version is available to download it will automatically download the installer to the updates sub folder of your existing program data folder and then run the installer program Installing from CD Select the relevant option to run the installer program The Installer Program Once the installer program is running you will be asked to e Agree to the terms of the license agreement e Select the type of installation New update Workstation Shortcuts Only Custom New or update to current version Installs the full package on either a stand alone PC or to a Mapped network drive see network installation below Select this option for either a new installation or when upgrading to a newer version Workstation Shortcuts Installs the full package on either a stand alone PC or to a Mapped network drive Select this option for either a new installation or when upgrading to a newer version Custom Allows you to select the individual components Select Install Folder the installer will install the program software to the folder specified by you It will show the default folder and to install to a different folder either type in the new path or click Browse If the folder entered does not already exist it will be created automatically If you are updating from a previously installed version of the software you must specify the same location as it is already installed Select Data Folder the installer will create a shortcut that allow
115. y must be merged two at a time E FILING DIRECT WITH COMPANIES HOUSE The latest version has a new optional eFiling module which allows you to eFile Companies House forms directly with Companies House The software handles both sending of instructions and the receiving of responses from Companies House without the need for any external software An Internet connection dedicated email account we can provide this for you if required and an eFiling account with Companies House are required LOOK amp FEEL Enhancements to look and feel of the software including e XP style task panels and entry screens giving easier access to commonly used functions e New style lists that can be re ordered forwards and backwards by clicking the required column heading e Windows Explorer style locators that let you find entries in a list by simply typing on the list e Required fields fields that must be completed in order to save the record are now indicated by a blue box STATUTORY REPORTS All Statutory Forms for a company are now more easily accessible on a new Statutory Forms window that allows forms to be printed emailed or eFiled FORM 42 DATA AND REPORTS e Whenever a new share transaction is entered Form 42 information will be automatically entered which you can then edit if necessary This information will be used for the purposes of producing schedules to support Form 42 each year e Share Types can now be defined as Restricted or
116. y created for all Director Secretary and Member details In some cases whilst the names of Persons created are the same some information such as address or date of birth are different and therefore multiple records are created for what may well be the same person Duplicates may also have been created manually by mistake or automatically when importing a company In all cases you must therefore manually MERGE the multiple records into one Indication of possible duplicate Person records As an indication of possible duplicate records the list of Persons shows an exclamation mark next to all entries which have identical or similar details Marking records indicated as a possible duplicate as non duplicate If an entry marked as a possible duplicate is not actually a duplicate you can highlight it and click on Mark as non duplicate the entry will then show an exclamation mark with a blue cross Preventing records being marked as a duplicate in the future You can also prevent an entry from being marked as a duplicate in the future highlight it and click on Prevent being marked as duplicate the entry will then be displayed with a blue cross Merging records To MERGE Person entries first highlight the entry to MERGE and then click on Merge selected person with another Then select the person to KEEP The two entries will be merged and all cross relationships automatically resolved If you have more than two entries to merge then the
117. you must first open the relevant director and then click on the Forms Reports menu where you can select the required form Basic Operations Company List This is the first screen to be displayed once the program has been launched and shows a list of the client companies on the system The list can be restricted to selected Presenters or Managers and one can optionally include archived companies Basic Operations 17 5 2 5 3 By default the list will be displayed in Name order The list may also be displayed in many different alternative orders simply by clicking the column heading By default the Last Accounts Date Last Annual Return Date and Accounts Filing Date fields are shown in red according to the following criteria Last Accounts Date Over 365 days elapsed Last Annual Return Date 30 days or less from now Accounts Filing Date Over 365 days elapsed The criteria by which the dates turn red can be changed by you by simply selecting the Set Dates Criteria button on the Company List screen The new settings will be used for that workstation only Any other workstations on the network will be unaffected View Action List Click on this button to view and print lists of companies that have Red dates as specified by criteria above C Include Hidden Companies Companies which have been marked as archived will not appear in the mili ed eed etal list of companies unless you check this box Archived companies will

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