Creating shareholder records manually is a detailed and time-consuming process. InfoDocs can help you to create your shareholder records from scratch in just 5 mins.
Select the company on your portfolio, to start creating their shareholder records on InfoDocs. If you have not yet added a company on your portfolio read how-to here.
To add your shareholders, click on the Shareholders tab and select Create New Shareholder. A window will prompt you to create a share class based on the “authorised share capital” that is reflected in your company registration document (Cor15.1A).
Select Create New Share Class and enter all of the details pertaining to the share class that you would like to “issue” or “allot” to your shareholders.
You will now be able to add your shareholders by selecting Allot New Shares, which will take you to a window to fill in their details.
If the directors of the company are also the shareholders, simply type their name in the individual search box and their details will automatically populate. If this is an altogether new shareholder, simply type in their details as prompted.
The final window will request the details of when the shares were issued. Should you wish to have these issued on the day that your company was registered, select Incorporation Date and InfoDocs will pull through your business start date automatically.
All certificate numbers will be allocated in sequence to ensures there are no duplicates or missed documents. If you already have an investor or someone that has bought shares, you can enter the total amount paid or price per share, but since most starting companies shares will have zero value, you can just leave this part blank.
Now that you have added your first shareholder, InfoDocs will automatically create the required resolution, as resolved by either the shareholders or directors depending on your Memorandum of Incorporation (“MOI”).
Select download and get this document circulated and signed by the respective individuals to comply with the Companies Act 71 of 2008 (as amended) (“the Companies Act”).
To access the share certificate, select Maintain Share Certificates and you will be taken to the list of shareholders. Select the view icon () to access the individual share certificate that you are looking for.
According to Section 51(1)(b) of the Companies Act, all share certificates must be signed by two directors in order to be valid. If there is only one director, draft a resolution to authorise a representative to sign the second space on the certificate.
Once your shareholding is reflected accurately on InfoDocs, you can download your shareholders register (also known as a “share register”).
From any tab on your company, select View Company Registers and then Register of Shareholders or Register of Share Member Accounts to create a register in either PDF or CSV format.
Since this is a new entity, you will also need to get your director consent letters and incorporation minutes in place. To access these templates select the Documents tab and then View Template Library to download and create the final records for your new company.
All of these documents will form part of your company records which should be accessible at your company registered address. InfoDocs can conveniently keep these records in the cloud on the Documents tab for you to securely access and maintain.
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