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Below describes each option from the Edit menu on the toolbar in more detail.
There are several options under this menu which are as follows:
Directors/Secretary (if a Limited Company is selected) or Members (if a Limited Liability Partnership is selected).
Share Register - See Help | Help | Quick Guides | Share Register.
Meetings - See Help | Help | Quick Guides | Meetings.
CHOS Comparison - See Help | Help | Quick Guides | Companies House Online Service
When a Limited Company is selected go to Edit | Director/Secretary. The Client Involvements screen will appear. This screen has three tabs, one for Directors, Secretaries and Employs. This screen can be used for setting up new directors and so on, and changing the details of existing involvements, for example, putting in resignation dates and so on. Click New to set up a new involvement, View to see the details of an existing involvement and Close to exit out of the screen.
When a Limited Liability Partnership is selected go to Edit | Members. The Client Involvements screen will appear. This screen has two tabs, one for Partners and Employs. This screen can be used for setting up new members etc and changing the details of existing involvements, for example, putting in resignation dates and so on. Click New to set up a new involvement, View to see the details of an existing involvement and Close to exit out of the screen.
Electronic filing of form AP01 / AP02 - AP03 / AP04 – Appointment of a director or secretary requires 3 sets of authentication details for the person being appointed. To enter the necessary details go to Edit | Personal Authentication Data. This screen lists all directors, secretaries, shareholders and solicitors of the selected client (as entered in Edit | Directors/Secretaries, Share Register or Third Party Contacts), highlight the person that is being appointed and click View. Complete only three of the seven options available on screen:
First three letters of the town of birth
Last three digits of their telephone
Last three digits of their National Insurance Number
Last three digits of their Passport
First three letters of their mother’s maiden name
First three letters of their eye colour
First three letters of their father’s first forename
The details entered will be used when generating form AP01/AP02-AP03/AP04 for e-filing. People with no personal authentication data entered appear red, people with personal authentication data appear in black.
If a business is a director or secretary, highlight them and click View. The following screen will display a list of the directors and secretaries of the selected business, in order to enter their authentication details. The individual’s details will then be used on the form AP01/AP02-AP03/AP04 for the business that is appointed as a director or secretary.
Companies who appoint Corporate Directors/Secretaries/Members who are not registered within the European Economic Area must provide details of Legal Form and Governing Law. These details can be entered by going to Edit | Non-EEA Corporate Officers/Members.
Witness and solicitor details may be required for incorporations which can be entered by going to Edit | Third Party Contacts. This screen displays contacts associated with the selected client with the following options available:
Add
Add new contact
Select to add the business or a person as the contact or the business and a person. If both a business and a person are entered as the contact the business address will be used instead of the address associated with the person. Once the contact has been specified complete Contact Type with who they are to the company, for example, Solicitor. Also indicate if they are the Primary contact and click Save.
Add existing contact
Select from a list of contacts that have previously been setup against other clients on the database. Highlight the appropriate contact and click Add to associate them with this client.
View – displays the details of the selected third party contact
Close – exits the screen and returns to the main Company Secretarial screen
This option shows the group structure of the selected client. Amendments can be made to set up groups, dates as part of a group and percentage ownership of each subsidiary. The group structure of any Company Secretarial client can be viewed from Edit | Group Browser.
There are several functions within this screen:
If a company is associated with several groups there is a drop-down field at the top of the screen to select which group information is to be displayed on the screen. The option available will be to Show all groups or select the specific group you want to see.
If a group already exists within this screen, highlight the parent company row and select Undertakings to view or edit the parent and subsidiary companies. This screen allows start and end dates and percentage of ownership to be specified.
Highlight any row and click View Client to access the business client maintenance screen.
Select New Group to associate the selected limited company to an existing group or to create a new group company client and their parent company and subsidiaries.
The group structure can be printed by selecting Print. Additional options are to print only the groups details that are shown on screen or to print the complete group structure.
The complete group structure can also be included within Report | Customisable Report.
Mortgages and charges are recorded in this section. To enter the necessary details go to Edit | Mortgages and Charges. A list of all the company’s mortgages and charges is displayed. To enter a new mortgage or charge, click on New.
The fields to be completed are as follows:
Date of Creation - must be completed when setting up any new mortgage or charge; triggers Form MG01/ MG01s/ LLMG01/ LLMG01s when this is the only date entered. (NB see Property Acquired for other forms).
Date of Registration - the date Companies House have registered the charge.
Date Satisfied - the date when the mortgage or charge is satisfied; triggers Form MG02/ MG02s/ MG03s/ LLMG02/ LLMG02s/LLMG03s
Date Discharged - the date when the mortgage or charge is satisfied; triggers Form MG04/ MG04s/ MG05s/ LLMG04/ LLMG04s/ LLMG05s.
Property Acquired - complete this date only if the mortgage or charge relates to property; triggers Form MG06/ MG06s/ LLMG06/ LLMG06s.
Property Situated - this is relevant to companies registered in England & Wales only, Form MG09 will be generated if Scotland or Northern Ireland are selected. If selected, the date of registration needs to be entered first.
Instrument Type - this is a required field and using the spyglass a selection of the following can be made:
Debenture
Legal Charge
Mortgage
Standard Security
Trust Deed
There is a search facility at the bottom of this screen, together with the ability to create a new type.
Instrument Description - the system generates a description from the instrument type selected. This may be overwritten or expanded upon.
Amount Secured - the amount and currency of the mortgage or charge is entered here.
Entry Number - system generated but can be overwritten but only with up to four numbers.
The person entitled with regard to the mortgage or charge is entered here, an existing person will be listed with their address. Click New to create a new entry. Three options are available Bank, IRIS client or Non-client. Select from one of these. Delete will delete an already existing person.
Short Particulars - this freeform field populates the relevant areas on the Company House forms.
Particulars as to commission, allowance or discount (amount or rate) - if tabbing through fields, the system automatically put Nil in this field, it can be overwritten.
Only available to businesses registered in Scotland. This is a freeform page for detailing any floating charge over the company's assets. If there is a floating charge, MG03s and MG05s is produced.
When creating a new mortgage or charge there will be nothing entered on this screen.
Click Save to complete the entry or Close to exit without saving. When editing, Save the changes then Close.
When saving the entry for the first time the user will be asked to log the entry - clicking Yes will put the entry on the Events tab and the relevant forms are added to Company Forms.
The user will also be prompted to select a person to sign the form. The drop-down menu presents a number of relevant options.
There will be changes to the arrangements for inspecting company’s records. Records may be held at the registered office address or at a single alternative inspection location (SAIL). This information can be entered via Edit | Location of records.
The Company Authentication Code is a 6 digit reference that is used in the electronic filing communications with Companies House. This code may have been issued by Companies House or can be a reference agreed between client and agent.
To enter this code, go to Edit | Company Authentication Code which will trigger the option to request an Automail letter. This letter is to be signed by a director or secretary of the selected client, printed on client company headed paper and sent to Companies House to confirm that the client agrees for the stated agent to electronically file documents on their behalf.
Confirmation of receipt of this letter by Companies House will not be given. Therefore wait an appropriate time before electronically filing in order to prevent unnecessary rejections due to the processing of the letter being delayed at Companies House.
This screen can be found by going to Edit | Form Options | Contact for Queries tab. This will display the Companies House Contact For Queries screen. This is where the information regarding the contacts for companies’ house is inserted.
There are eight options to choose from:
The accountants address, using the clients manager as contact
The accountants address, using the clients responsible partner as contact
The accountants address, using a named staff member (enter ID)
The accountants address with no named contact
The clients address using a named contact
The clients address, using a main contact
The clients address with no named contact
No presenter details
The selected option will appear on the Companies House forms when looking for contact details or presenter’s address. Click OK to save the changes to this screen, click Cancel to close the screen without saving the changes. Clicking Client Screens will display the basic client information.
This screen can be found by going to Edit | Form Options | Annual Return tab. The option for each occurrence of the annual return (Form AR01) is to Use system options, which are set in Setup | Form Options | Form Production , or deselect this to allow a choice to be made for the selected client only. Choose between:
Automatic generation of the annual return and the relevant schedule. Choose to automatically generate a Full shareholders list included every time or Only include the shareholders list if there are changes during the year, with a full list every three years.
Manual – User prompted at production, which will ask, every time the AR01is printed, whether to Generate full shareholder list?.
This screen can be found by going to Edit | Form Options | Form 42 tab. The option for each occurrence of Form 42 is to Use system options, which are set in Setup | Form Options | Form Production, or deselect this to allow a choice to be made for the selected client only. Choose to:
Produce full form, which will print all 12 pages plus supplementary sheets or
Produce supplementary sheets only