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Below is a list of Frequently Asked Questions. Click on the relevant FAQ for more detail.
General
Q. How do I reference to the article/clause number when entering into the memorandum and articles?
A. Go to Edit | Memorandum and Articles and select the clause/article that is to be referred to, for example, Articles of Association | Short Form (CA 1985) | Share Capital | Share Capital. In the bar at the bottom centre of the screen each screen has a different Screen Id, for example, Share Capital Screen Id is 45600. This ID is used to reference the clause/article. To reference this screen select the clause/article that needs to make reference to an alternative clause/article and insert the following within the text field, for example, <<45600>>. Run the reports from Reports | Memorandum and Articles and the note in which <<45600>> was entered will be replaced with the number associated with the paragraph stipulating the share capital.
Q. How do I document track the Memorandum and Articles?
A. To activate the option to Log the Memorandum and Articles of Association and insert them into Client | View | Communications tab the following needs to be achieved:
that the Memorandum and Articles have no exceptions on the exception report or tags missing with the main body of the document and
that the Memorandum and Articles are have been finalised. (This can be achieved whilst in Memorandum and Articles screen by going to Edit | Finalise.)
Q. What is the printer driver that is needed for electronically forming companies within IRIS and electronically filing the Memorandum and Articles?
Attaching the Memorandum and Articles to the e-file is requiring a specific printer to be setup. How do I do this?
A. Either a Xerox Phaser 5550B (Windows XP, Windows 7, Windows Vista and Windows 2003/8) or Xerox DocuPrint N3225 printer (Windows XP or 2003 only), needs to be installed on your workstation and renamed to IRIS with the Port set to File. Follow the instruction below depending on the operating system you are using below:
Using a Windows 7 or Vista workstation:
Go to Start (Windows symbol bottom left of screen) | Control Panel | Devices and Printers (select Printers for Vista workstations) and click Add a Printer.
Select Add a Local Printer.
Alter Use an existing port: to FILE: (Print to File) and click Next.
Under Manufacturer select Xerox and under Printers select Xerox Phaser 5550B and click Next.
Select Use the driver that is currently installed (recommended) and click Next.
In the Printer name field enter IRIS and click Next. (For Vista workstations, confirm NO tick has been entered under Set as default Printer.)
Select Do not share this printer and click Next.
Confirm NO tick has been entered under Set as default printer (Windows 7 only.)
Click Next | Finish. Do not click Print Test Page as the printer is not physically available.
This workstation is now ready to electronically file incorporations with Companies House.
Using a Windows XP workstation:
1) Go to Start | Settings | Control Panel | Printers and Faxes and select Add Printer from the Printer Tasks and click Next.
2) Select Local Printer attached to this computer but Untick Automatically detect and install my Plug and Play printer and click Next.
3) Alter Use the following port: to FILE: (Print to File) and click Next.
4) Under Manufacturer select Xerox and under Printers select Xerox Phaser 5550B and click Next.
5) Select Keep existing driver (recommended) and click Next.
6) In the Printer name field enter IRIS and No to using the printer as the default. Click Next.
7) Select Do not share this printer and click Next.
8) Select No to printing a test page and click Next | Finish.
This workstation is now ready to electronically file incorporations with Companies House.
Using a Windows 2000 workstation or earlier:
Run workstation setup from your IRIS programs folder e.g. g:\IRIS\setup.exe. Following this process will do two things:
1.) Install any necessary files and
2.) Supply documented step by step guidance on adding the necessary Printer.
This workstation is now ready to electronically file incorporations with Companies House.
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Q. What information does IRIS obtain from the Companies House responses?
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A. IRIS monitors email accounts for Companies House emails and/or poll Companies House for responses to efile submissions. The information contained in the email and xml responses is used to update the IRIS database with the following:
* change in status i.e. if the e-file is still pending, accepted or rejected
* reason for rejection of an e-file and the rejection code if applicable
* add a link to the incorporation certificate in Reports | Incorporation Forms
* add the incorporation certificate to Client | View | Communications tab if a Practice Management licence is present
* update a new client's date of incorporation, registered number and company authentication code.
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Q. Can I print the Incorporation Certificate on plain paper?
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A. The guidance given from Companies House:
In order to maintain a consistency of quality and presentation of printed copies of incorporation certificates:
The electronic certificate communicated to the presenter should be printed in black ink on A4 sized 160g ivory coloured inkjet/laser card with a plain background.
In producing a printed copy of the electronic certificate communicated to the presenter there should be no alterations, additions to, or deletions from the electronic certificate.
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Q. How do I select an alternative service address for a director/secretary for the IN01?
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A. Each person in the database will have a ‘Default service address’ this is the address which will be used across all their involvements.
To change this default, view the personal client maintenance window, select the Address tab, select to add an address, or amend the existing address which is selected as the Service address – CA2006(Default)
To change the service address for one involvement, go to Edit | Directors/Secretary, select the appropriate director or secretary, View, use the Service address drop down box to select the service address to be used for the involvement. If the changes are to be from a specific date, Log the change at the correct date.
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Q. How do I use the abbreviations for directors and secretaries ‘The Company’s Registered office’ for the service address, ‘Same as service address’ for the main address, as permitted by the Companies Act 2006 on the forms?
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A. To select to use these abbreviations, Edit | Form Options, select the Form Options tab, tick the Use abbreviations option.
This option can only be set at client level.
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Q. How do I enter details for a Non-EEA Corporate directors?
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A. Corporate directors/secretary’s are required to provide additional information about the location they are registered, Legal form and governing law, these details can be entered in Edit | Non-EEA Corporate Officers
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Q. How do I enter Prescribed particulars of rights attached to shares?
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A. The prescribed particulars of each share type on incorporation must be entered in the share register.
To do this, select Edit | Share Register, in Share Types tab, select each share type, View each share type, select the Rights tab, enter the details of the rights.
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Share Capital
Q. Can I incorporate a company with more than one share type?
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A. Companies House only allow companies to be formed electronically under the Companies Act 1985 if the share capital has one share class.
If there is more than one class of capital the company MUST be incorporated by post. (e.g. Ordinary and Preference shares).
However, if the company only has Ordinary shares but split into multiple share types e.g. Ordinary A and Ordinary B then the company can be incorporated electronically.
Companies Formed under the Companies Act 2006 are able to form a company electronically with more than one share type.
How to incorporate a company with more than one share type if forming under the Companies Act 1985?:
1. Create the share types within the Share Register, all the share types MUST be of the same class e.g. Ordinary A, Ordinary B, Ordinary C.
2. All share issue events for each share type MUST be ticked as ''subscriber'' shares
The email application to Companies House shall classify all shares as "Ordinary".
However, the Memorandum and Articles of Association will show the breakdown of all the share types:
- towards the end of the Memorandum where it references the share capital
- Section 3 Share Capital in the Articles of Association and
- subscribers listed at the end of the Memorandum shall display all share types in which they hold shares.
The Memorandum and Articles Association shall continue to specify both classes of capital but additional amendments may be necessary to specify the exact rights associated with each share type.
How to incorporate a company with more than one share type if forming under the Companies Act 2006?:
1. Create the share types within the Share Register, the ‘Rights’ of each of the share types must be entered in the ‘Rights’ tab of the share type.
2. All share issue events for each share type MUST be ticked as ''subscriber'' shares
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Electronic Filing
Electronic Filing means registered to Web File OR Software File:
Web File means registered to use Companies House WebFiling service available on their website www.companieshouse.gov.uk
Software File means registered to use an approved software provider, such as IRIS, to submit Companies House forms in a predetermined tag format by e-mail.
Q. I am registered for WebFiling, can I electronically file using IRIS?
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A. It is quite common for a current WebFiler to move over to Software File using IRIS Company Secretarial. In this instance, some of the information used when WebFiling can be used for Software Filing.
If an Online Account has been opened with Companies House by the WebFiler a Presenter ID will have been provided, which can be used for either WebFiling or Software Filing. However, if the WebFiler has been paying by credit card or only non fee bearing documents have been submitted, an Online Filing Services Credit Account Application will need to be completed, and sent to Companies House, to receive presenter information (i.e. Presenter ID and Authentication Code).
Once this has been received the Presenters' ID and Presenters' Authentication code can be entered in IRIS Company Secretarial from Setup | Practice Options | C/H identifiers. The Company Authentication Code can be entered for the client by going to Edit | Company Authentication Code.
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Q. I have an 8 digit security code from Companies House webfiling, can I use this for electronic filing?
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A. The 8 digit security code is purely for Companies House WebFiling. This code is not used for software filing. The Presenter ID and the Presenter Authentication codes are applicable for all Companies House Electronic Filing.
NB: The Presenter Authentication number will only be supplied from Companies House if the presenter has opened an online account with Companies House. If not, an online agreement can be setup by completing the Online Filing Services Credit Account Application
For more information regarding E-Filing, click here.
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Q. How do I enter in my Presenter ID and Presenter Authentication code?
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A. To enter the Presenter ID and Presenter Authentication code, go to Setup | Practice Options | C/H identifiers and enter the details. Once complete, click OK to save changes.
NB: The Presenters ID and Presenters Authentication Code are 11 characters long. e.g. Presenter ID = 00001234000, Presenter Reference = A1B2C3D4E5F
For more information regarding E-Filing, click here.
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Q. How do I pay for forms that incur charges?
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A. Being registered to software file means that a credit agreement must have been signed and submitted to Companies House. At the end of each month Companies House will send a statement listing all documents filed in that time using your presenter ID and reference which incurred charges.
Payment is made using the account details supplied in the credit agreement application form.
Q. How do I default to always electronically file Companies House Forms?
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A. To set the forms to generate an E-File as default, go to Setup | Company Formation Option and choose the General tab. Tick the box for Default incorporations to be electronically filed to set the default option and click on OK. Now when generating forms, forms which can be filed electronically will automatically generate an E-File.
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Q. How do I enter Personal Authentication codes for filing form IN01/EINC or AP01/AP02/288a?
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A. From the drop down menu select Edit | Personal Authentication Data. All the directors, shareholders, secretary and agent are listed. Where there is data present against a person listed, the font will be black. For those without data, the font is red. Highlight the required person and click View. Three of the seven fields are to be completed. Click Save to save or Cancel to exit without saving.
Where an officer or member of the company is a corporate, there will be further list of the relevant people for the corporate. Only individuals may have personal authenticated data. For further information click here.
Q. Do I need to enter a Company Authentication Code?
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A. No, the Company Authentication Code can be left blank or completed.
If a code is entered this will be registered by Companies House as the code to use for future filings for this company.
If the code is left blank the acceptance response will include an allocated Company Authentication Code. Once the response is obtained from Companies House the Company Authentication code will be saved within Edit | Company Authentication Code for future use.
Q. Do I have to send supporting information to Companies House electronically?
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A. No. If opting to electronically form a company and supporting evidence is required there are two methods of supplying the relevant supporting evidence to Companies House.
1) Scan the supporting evidence documents and attach it to the electronic submission. There is an option available to attach any necessary files when generating the e-file in IRIS.
2) Submit the electronic submission without any supporting evidence and fax the necessary documents to 02920 380857 with a letter that must originate from the presenter detailing which company the supporting evidence relates to.
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Q. Are there any limitations when electronically filing with Companies House?
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A. Yes, the following is a list of the limitations of the electronic filing service provided by Companies House:
1) Companies Limited by Shares can only be electronically filed if they have no more than one class of capital - this is only applicable to incorporations under the Companies Act 1985.
2) The following attachments to the electronically filed documents must not exceed specified amounts as follows:
- 1.6MB for Memorandum and Articles of Association
- 0.8MB for supplementary documentation providing supporting evidence for a sensitive word within the proposed company name
- 0.6MB for supplementary documentation providing supporting evidence for a 'same as' proposed company name.
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