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Below describes each option from the Reports menu on the toolbar in more detail.
There are several options under this menu which are as follows:
Click here to view the system requirements to produce any of the Companies House and HMRC forms from Company Secretarial.
To generate documents in Microsoft Word and PDF format, these requirements must be installed on each particular computer.
A full list of all the forms that Company Secretarial can produce for Limited Companies and Limited Liability Partnerships can be accessed from Help | Help | Forms
There are three different ways of printing the various Companies House and HMRC forms, as follows:
Go to Reports | Company Forms. This will display the Company Secretarial Forms screen; which lists all the company forms that have been activated based on logged changes made to the database for this client. It will show the date that the change was logged, which form was activated and which staff member last printed the form. This screen also allows the option to print documents using Microsoft Word or Adobe Acrobat and whether the form is to be submitted electronically to Companies House. See below for further details on which forms are available for electronic filing.
To print a form to screen, click the Print Form option. The form will open up as a Microsoft Word document, with the print preview open or as a PDF document. To print the Companies House form, click the Print option. When finished close out of the word or PDF document. If Practice Management is also licensed a prompt may appear if the document is to be logged under communication tracking, click Yes to save a copy of the printed document. This saved copy is accessible from Client | View | Communications tab. Options on whether to be prompted for Company Secretarial documents are available in System Maintenance | Practice | Report Logging
Other options available on this screen are as follows:
E-File Status -The status of the submitted E-File can be tracked through the receipt of emails from Companies House. This option allows the status of the submitted E-File to be altered to agree with the response emails received from Companies House. (This would be used if the format of the email is legible, if not paste the response details into Administration | Input E-File Response.)
Add Event - Some forms that may be required for a specific client cannot be automatically triggered by changes to the database therefore they need to manually logged, click Add Event to activate an AR01, AA02 or Form 42.
View Entry - View the details of the entry by clicking View Entry, this will display the details of the changes that activated the selected form. On some of the forms this information can be amended, for example, the change of auditor and so on, but on others this information is greyed out and cannot be changed, for example, rights issue. On the forms that can be changed there is an OK option to save the changes, also the form can be deleted by clicking Delete.
This will not delete the changes made to the database; it will only delete the completed form.
On the share issues, bonus issues etc there is also the option of being able to see the events associated with the issue by clicking Event. To exit out of the View Entry screen without saving any changes, click Cancel.
Click Close to exit out of the Company Forms screen.
As previously mentioned all the forms are activated due to specific changes to the system.
The following forms are available to be electronically filed using Company Secretarial:
Form AA01 Change of accounting reference date
Form AA02 Dormant company accounts (DCA)
Form AD01 Change of registered office address
Form AD02 Notification of single alternative inspection location (SAIL)
Form AD03 Change of location of the company records to the single alternative inspection location (SAIL)
Form AD04 Change of location of the company records to the registered office
Form AP01 Appointment of director
Form AP02 Appointment of corporate director
Form AP03 Appointment of secretary
Form AP04 Appointment of corporate secretary
Form AR01 Annual Return
Form CH01 Change of director's details
Form CH02 Change of corporate director's details
Form CH03 Change of secretary's details
Form CH04 Change of corporate secretary's details
Form TM01 Termination of appointment of director
Form TM02 Termination of appointment of secretary
Form 88(2) - Return of Allotment of Shares
Form 190 - Location of register of debenture holders
Form 190a - Location of register of debenture holders (non-legible format)
Form 225 - Change in Accounting Reference Date
Form 287 - Change in situation or address of Registered Office
Form 288a - Appointment of a director or secretary
Form 288b - Terminating appointment as director or secretary
Form 288c - Change of particulars for director or secretary
Form 353 - Change in location of the Register of members
Form 353a - Change in location of the Register of members (non-legible format)
Form 363a - Annual Return
Form DCA - Dormant company accounts
To electronically file a form, go to Reports | Company Forms, highlight the required form, ensure CH E-File is ticked and click Print Form. Once the form has been generated and closed, Company Secretarial will ask whether to Send a Companies House E-file? Click Yes to produce an email with the information required for the selected form. Click No to return to the Company Secretarial Forms screen.
If any information is missing that is required for electronic filing a Company Secretarial Forms screen appears displaying which tags are missing, use the help on this screen to find how to correct any errors that may appear. For more information on Electronic Filing, go to Help | Help | Electronic Filing
The main advantage of this feature is to either submit more than one form to Companies House at a time or print more than one form at once.
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Go to Reports | Multiple Forms to display the screen on the left: The default is to generate a list of all outstanding forms that have not been marked as printed or electronically filed previously. However this may be amended to produce a list of Outstanding forms for processing. The list can be to electronically file documents and/or print documents. Once all selections have been made a list of forms will be displayed similar to the below list: |
Forms that have been marked as printed or previously electronically filed then the documents will not appear on the list; to deselect a form untick the box on the left and to electronically file or print the forms, depending on the Options selected from the previous screen, click Process.
The forms will not be displayed on screen and if emailed will be processed one by one. Some warnings may appear if required information is missing giving the opportunity to enter missing information but most errors will result in those specific documents not being electronically filed or interrupting the whole process with warning messages. In such cases a log file will be available to view any warnings so the clients can be edited before re-submitting those documents. This log file can be viewed by selecting View Log from the above screen.
For events which trigger multiple forms all associated forms can be printed or electronically filed individually or as multiple forms by going to Reports | Company Forms, highlight the event and click Print Form. Two options appear:
Selected Event – this continues to produce the form for the selected company only to Microsoft Word (only 1985 forms) or Adobe PDF and then to electronically file if available.
Multiple Forms – this displays a list of all the associated events which can be processed.
Go to Reports | CHOS Downloaded Documents. This screen display any documents downloaded for the selected client using the Companies House Online Service (CHOS). For more information on using this service see Help | Help | Quick Guides | Companies House Online Service
Go to Reports | Forms with Basic Details. This option will run the forms for the selected business type with basic details only which are the full company name, registered number and any contact for query information. The rest of the form will be blank. The form will open up as a Microsoft Word document (only 1985 forms) or a PDF document depending on what is selected on screen. All the forms can be printed in this way.
Go to Reports | Blank Forms. This option will run the selected forms with no details on them at all. The form will open as a Microsoft Word document or a PDF document depending on what is selected on screen. All the forms can be printed in this way.
Go to Reports | Company Registers. The screen showing is the General tab. All registers have the ability to be generated including a front sheet with the basic company details and the date and time optionally removed from the footer of the report. Details included on the front sheet:
- Name of Register
- Company Name
- Registered number
- Registered office and
- Date of Incorporation
Selection of all or some of the registers to be printed is chosen by selecting or deselecting the required register. The specific parameters for each register are selected by going to the appropriate tab:
Select the Members tab. This screen gives options of what to include in the report. There is the choice to include an index of members’, the members’ addresses, the share transactions within a specified date range, members’ registered at a certain date and/or past members’ (those who no longer hold shares). Tick the required options on this screen, and click Print to continue with the report or Cancel to close out of the screen.
Select the Directors and Secretaries tab. This is similar to the register of members but instead prints the details of the directors and secretaries’. On this screen is the choice to include past directors and secretaries and/or the directors and secretaries that are registered as part of the client as at a particular date. Tick the required options on this screen, and click Print to continue with the report or Cancel to close out of the screen.
Select the People with Significant Control tab. This is similar to the register of directors but instead prints details of the people with significant control.
On this screen is the choice to include past People with Significant Control and/or the People with Significant Control that are registered as part of the client as at a particular date.
Select the required options on this screen and click Print to continue with the report or Cancel to close out of the screen.
Select the Allotments | Transfers tab. This report includes all issues in respect of allotments and transfers, share buy backs and any shares relinquished due to the occurrence of share consolidations or share splits. Date ranges can be specified if required for these registers. Click Print to continue with the report or Cancel to close out of the screen.
Select the Register of Directors’ Interests tab. This screen gives options of what to include in the report. There is the choice to include an index of the directors, addresses, non beneficial securities as well as beneficially held securities, include only directors with share holdings and /or include group membership details. Tick the required options on this screen, and click Print to continue with the report or Cancel to close out of the screen.
Select the Directors’ Interests tab. This screen gives a date range option and whether to include satisfied/discharged mortgages and charges. Tick the required options on this screen, and click Print to continue with the report or Cancel to close out of the screen.
Go to Reports | Status Audit Report, the following screen gives options on what to include in the report. A date range for the report can be specified and forms of a particular status can be selected to be included within the report. Click Print to print the report based on the selections on screen. On the next screen click OK to continue with the report or Cancel to close out of the screen.
This report includes details of all forms that have been marked with a status for filing by paper or electronically filed with Companies House. Details included on this report are the date and form number that was sent, the date the e-file was sent, the history of envelope numbers used for the form, the status of the document and the number of responses inputted to Company Secretarial.
Go to Reports | Customisable Report (or Client | View | Print | Customisable Report) to display basic company information and share register information for the selected client within a report.
The image shows some of the information that can be included in the customisable report.
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The image on the left shows some of the information that can be included within the Customisable report. The Default report has all items on the tree view ticked. There are many options available to tailor this report, such as:
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Other options available on this screen include:
Rename, select a pre-saved Report and click this option to rename it. The Default report cannot be renamed
Delete, will remove the report displayed in the Report field
Save, saves any changes
Save As should be selected if the alterations to options are to be saved as a new report
Print, once selected, the Report Output screen appears. Here the output media should be chosen, for example printer, screen and so on. Once this screen is completed click OK and the report will generate including the selected information.
Cancel to return to the main Company Secretarial screen
