Sage 2015 HandiRegister User Manual
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HandiRegister
2015
User Manual
Important Notice!
Every effort has been made to ensure that this User Manual is accurate at the time of printing; however there may be some inaccuracies due to the continuous improvements made to the module.
An updated User Manual may be available for download from HandiSoft’s Internet site www.sagehandisoft.com.au
.
The following Licence Agreement will appear as a splash screen prior to the installation of the Software.
Licence Agreement
Important - Read Carefully: Permission to use this Software is conditional upon you, the customer, agreeing to the terms set out below. By passing beyond the splash screen, installing, copying, downloading, accessing or otherwise using the Software, you agree to be bound by the following terms. If you do not agree to the terms, do not pass beyond the screen, install, copy, download, access or otherwise use the Software but promptly return this Software and any accompanying materials to HandiSoft or its
Authorised Distributor with proof of payment, and any Licence Fee you have paid will be refunded to you.
This licence agreement may be amended or replaced in its entirety at any time to facilitate changed operating conditions. In the event this occurs, the then current licence agreement will be the prevailing version. A copy of the operating licence agreement may be accessed from within the Licences tab in any HandiSoft module.
Copyright
© HandiSoft Software Pty Ltd 2015. All rights reserved.
Copyright in the Software and in the Documentation is owned by HandiSoft Software Pty Ltd. ("HandiSoft"). No part of the Software or the Documentation may be reproduced or copied in any form or by any means (graphic, electronic or mechanical, including photocopying, recording, taping or information storage and retrieval systems) without the prior written permission of HandiSoft
Software Pty Ltd.
The copyright in the Software and the Documentation is protected by Australian national copyright laws (including the Copyright
Act 1968 (Cth)) and by international copyright treaties.
1. Words with defined meanings
1.1 Unless defined elsewhere in this Agreement, a word or expression starting with a capital letter has the meaning given to that word or expression set out in clause 15 of this Agreement.
2. Disclaimer
2.1 You acknowledge that you have sought independent professional advice in relation to the Software and Documentation, and that you are not relying on the advice or judgment of HandiSoft. To the extent permitted by law, the Software and the
Documentation are provided on the basis that:
2.2
(a)
(b)
HandiSoft, its officers, employees, contractors, agents and Authorised Distributors are not responsible for the results of any actions taken by you in reliance on information in the Software or Documentation, nor for any error or omission in the Software or Documentation;
HandiSoft, its officers, employees, contractors, agents and Authorised Distributors are not engaged in and do not represent by providing the Software and Documentation that they are providing any legal, accounting, professional or other advice or services; and
(c) HandiSoft, its officers, employees, contractors, agents and Authorised Distributors are not responsible for the results of any actions taken by you in reliance on information contained in any third party software or data, embedded in or provided in conjunction with the Software or Documentation, nor for any error or omission in such third party software or data.
Connected Services
In order to provide a more comprehensive offering of Handisoft Software, Handisoft discloses that there may be Third
Party Software Products or Services which are embedded into this module that may link to sources operated by other external parties (Connected Services). Notwithstanding that the Third Party may be affiliated with Handisoft, Handisoft has no control over these externally linked sources, all of which have their own separate terms and conditions including privacy and data collection practices. You will be responsible for all fees and charges associated with the Connected
Services and must do anything (including executing a document) that the external party reasonably requires giving full effect to the Connected Services and the transactions it contemplates.
3. Grant of rights
3.1
3.2
3.3
Subject to your payment of the Licence Fee, HandiSoft grants to you a non-exclusive licence ("Licence") during the Term to use the Software and Documentation at the Site, for your own internal purposes only, on the terms and conditions set out in this Agreement.
The Licence entitles a single accounting practice to install and operate the Software for one site of access only, notwithstanding it may be connected with other associated branches, affiliates and subsidiaries through a central server and/or a hosting environment, and is limited to the number of concurrent network Users specified on the Invoice and the
Software for that particular Site. You must purchase the Software for each location and site of access. In the avoidance of doubt, the Licence is Site- specific and individual accounting practice must have its own individual Licences.
If there is a limit to the number of Users of the Software, number of networks, or other restriction specified on the Invoice and in the Software, or otherwise imposed upon the Licence under this Agreement, the Licence to use the Software will be restricted accordingly. You may only increase the limits specified in the Invoice or Licence by paying such fees as are
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Licence agreement HandiRegister 2015
3.4 applicable to the increased limits. No reduction of Licence Fees will be provided in the event any limits are reduced during the Term.
If your accounting practice shares offices with another unrelated accounting practice, both accounting practices must purchase the Software in their own right, even if the parties share a common computer system.
4. Duration of agreement
4.1
4.2
4.3
4.4
This Agreement commences on the date of its acceptance by you and will continue in effect until the expiry of the current financial year on 30 June ("Term"), unless extended in accordance with clause 4.2, or terminated in accordance with clauses 4.3, 4.4 or 12.
Subject to clauses 4.3 and 4.4, you may extend the Term for further one year periods by paying the then current Annual
Renewal Fee for the extended period in accordance with clause 8.
The current Annual Renewal Fee must be paid, or arrangements for payment acceptable to HandiSoft made, by the due date specified by HandiSoft for the Term to be extended.
Without limiting any other right to terminate this Agreement under clause 12, HandiSoft may terminate this Agreement upon expiry of any financial year, by giving you written notice on or before expiry of the then current financial year.
HandiSoft will not unreasonably terminate this Agreement.
5. Your obligations
5.1
5.2
You are not permitted to purchase the Software with an additional tax agent reference number for use by another tax agent without HandiSoft’s written consent.
Subject to this Agreement, and to any non-excludable provisions at law (including the Copyright Act 1968 (Cth)), you must not, and must not allow or cause any other person to:
(i) print, copy or reproduce the Software or Documentation by any means or in any form other than to make one copy of the Software for back-up and security purposes;
5.3
(ii) give, lease, rent, lend, assign (other than as expressly permitted under this Agreement), licence, sub-licence, transfer, distribute, disclose, disseminate, or publish the Software in any form to any other person or attempt to do any of these acts;
(iii)
(iv) modify, adapt, alter, reverse engineer or decompile the Software; or modify or change the database other than through use of the Software; create or recreate, or attempt to create or recreate, the source programs, object programs or any other aspect of the Software in whole or in part. access, install or use the Software other than at the Site in accordance with this Agreement; (v)
(vi) use the Software for sublicensing, timesharing, rental, facility management, service bureau usage, or third party training purpose.
You agree to indemnify and keep indemnified HandiSoft, its officers, employees, contractors, agents and Authorised
Distributors against any loss or damage incurred by them as a result of use of the Software or Documentation by you, your employees, contractors or agents that is not in accordance with this Agreement.
6. Configuration and installation
6.1
6.2
The Software may only be installed on a computer at the Site.
The Index File provided with the Software is specific to you, the Licensee. Any change will require a new Index File. You must not circumvent the Index File system needed to operate the Software, or use an index file which has not been provided to you by HandiSoft.
7. Use of software and documentation
7.1
7.2
Subject to your payment of the Licence Fee, applicable taxes and any other fees specified in the Invoice in full, upon installation of the Software pursuant to clause 6, you may use the Software and Documentation in accordance with the terms of this Agreement.
You must, upon receiving a written request from HandiSoft, allow HandiSoft to access the Site, during ordinary business hours, as reasonably necessary to audit your compliance with the terms and conditions of this Agreement and the restrictions in clauses 3 and 5.
7.3 If the Term of this Agreement is not extended in accordance with clause 4.2, the Licence will automatically terminate on the expiry of the then current Term, and you acknowledge and agree that no further notice is required to you from HandiSoft to effect such termination.
8. Fees
8.1
8.2
8.3
8.4
You must pay the Licence Fee, applicable taxes and any other fees listed in the Invoice in full.
You acknowledge that a Deposit, if taken, is non-refundable in the event that you do not pay the Balance or proceed with installation of the Software in accordance with clause 6.
The Annual Renewal Fee is invoiced annually in advance for each financial year commencing 1 July in the relevant year and ending 30 June in the subsequent year. Each year, on or before 1 July, HandiSoft may increase the Annual Renewal
Fee. You must pay the Annual Renewal Fee on or before 1 July of each year of the Term.
Without limiting any other right or remedy of HandiSoft or its Authorised Distributors, interest on overdue amounts is payable by you at the rate of 15% per annum, from the date the amount became overdue until it is paid in full, inclusive of interest. Interest accrues daily.
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9. Intellectual property rights
9.1
9.2
9.3
All Intellectual Property Rights relating to or subsisting in the Software and Documentation, including all enhancements, modifications, alterations, customisations or adaptations to the Software (whether created by HandiSoft or any other person), remain the property of HandiSoft. The Licence granted under clause 3 does not make you the owner of the
Software or Documentation nor does it cause any transfer of Intellectual Property Rights relating to or subsisting in the
Software or Documentation.
You must not alter, change, remove, obscure or otherwise effect any modification to any notice or other indication of
HandiSoft’s ownership of the Software and its Documentation or of its Intellectual Property Rights relating to or subsisting in the Software and Documentation.
You must ensure that each copy of the Software and Documentation in your possession bears such notices relating to
HandiSoft’s ownership of the Software and Documentation and of its Intellectual Property Rights relating to or subsisting in the Software and Documentation as HandiSoft may direct. In the absence of any specific direction by HandiSoft, you must ensure that all notices appearing on the Software and Documentation are reproduced and maintained in their entirety on all copies made by you.
10. Updates, software maintenance and support, and third party software and data
10.1 You acknowledge that HandiSoft has no obligation to develop Updates. During the Term you may receive Updates (if any) for the Software, including instructions and/or Documentation that HandiSoft considers reasonably necessary to assist in a smooth transition for use of any Update. Updates may include revisions to Documentation. Unless you have subscribed to the optional CD update services, you must have internet and email access for Updates to be supplied to you.
10.2 If HandiSoft provides you with an Update:
(i) the terms of this Agreement will continue to apply in all respects to the Update which will be deemed to be the
Software or Documentation for the purposes of this Agreement; ii) if requested by HandiSoft, you must return the Software and Documentation (and all copies) that was used prior to the Update to HandiSoft, or otherwise deal with it in accordance with HandiSoft’s reasonable directions.
10.3 HandiSoft may, in its absolute discretion, withhold or refuse to provide support and maintenance if you have failed to install, within a reasonable time, all available Updates provided in respect of the Software.
10.4 Technical support and Updates will only be supplied so long as the Software is used under conditions and on operating environments for which the Software is designed.
10.5 The technical support provided under this Agreement is limited to telephone and email support of the Software by
HandiSoft during normal business hours. There may be times when you allow our Support Consultant to connect to your computer remotely. The remote access is purely for the Support Consultant to quickly demonstrate tasks that would otherwise take too long to explain. Remote access is not generally used to have a Support Consultant complete processes.
Whilst all reasonable efforts shall be made to ensure a secure environment, Handisoft offer no guarantee and provide no warranty (express or implied) that the remote access to your computer will be secure or private. Handisoft accepts no liability for any and all security incidents, including any loss or damage suffered by you arising out of any failure to protect your data, network, systems, software or equipment.
10.6 If you require any additional technical support not covered under this Agreement, including telephone, onsite or online support, HandiSoft may, in its absolute discretion, provide that additional technical support to you at its then current rates for such services.
10.7 Any supplemental software code provided to you as part of the support services shall be considered part of the Software and subject to the terms of this Agreement.
10.8 You must provide HandiSoft with reasonable assistance as requested by HandiSoft for the purpose of providing you with maintenance and support.
10.9 If, in the course of obtaining maintenance and support services from HandiSoft, you provide any personal information about an individual, including, personal information about any officer or employee, then you warrant that in providing such personal information you have complied with your legal obligations under the Privacy Act 1988 (Cth.), including the
National Privacy Principles in Schedule 3 of that Act.
10.10 You consent to HandiSoft using any technical or confidential information which you provide to it:
(i) to enable HandiSoft to perform maintenance and support services; and
(ii) for its business purposes, including for the purpose of product support and development.
HandiSoft agrees not to use such technical information in a form that personally identifies you, or where such information is comprised of information identified by you as ‘confidential’ or subject to privacy laws, prior to consent being provided by you.
10.11 HandiSoft is not required to support any third party software or data, whether or not the third party software or data is provided by HandiSoft in connection with your use of the Software.
10.12 If HandiSoft provides you with any third party software or data, then your use of that third party software or data is subject to such terms as may be imposed by the relevant third party and must only be used for the purposes for which it is provided.
10.13 You agree that HandiSoft is not liable or otherwise responsible if a third party changes the terms (including as to payment) on which it licences any software or data. Without limiting the foregoing, it is your responsibility to pay any fees associated with your use of such third party software or data.
10.14 Notwithstanding any other provision of this Agreement, you agree to indemnify and keep indemnified HandiSoft, its officers, employees, contractors, agents and Authorised Distributors against any third party claim or action (including but not limited to reimbursement of legal costs), loss, damage, or expense incurred by them as a result of a failure by you, your employees, contractors or agents to comply with this clause 10.
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11. Warranties and limitation of liability
11.1 HandiSoft warrants that:
(i) it has the full right, power and authority to enter into and perform this Agreement; and
(ii) to the best of its knowledge, the use by you of the Software or Documentation in accordance with this Agreement, will not infringe the Intellectual Property Rights or moral rights of any person, and HandiSoft indemnifies and agrees to keep you indemnified from and against any loss, damages and expenses, including but not limited to, reasonable legal fees which you may suffer and incur as a result of any claim, action or proceeding arising directly from any breach of the warranty contained within this clause, provided that HandiSoft is not liable for any indirect, consequential or economic loss or damage suffered by you in connection with this Agreement.
11.2 You acknowledge that:
(i) the Software was developed without consideration of your objectives and needs; and
(ii) software in general is not error-free, and agree that the existence of errors in the Software will not constitute a breach of this Agreement by HandiSoft.
11.3 HandiSoft provides the Software and Documentation "as is".
11.4 Except as expressly provided in this Agreement, no warranties are made with respect to the Software or Documentation by any person, including but not limited to HandiSoft, any of its officers, employees, contractors, agents and Authorised
Distributors.
11.5 In the event any third party software or data is provided with or embedded in the Software, notwithstanding anything to the contrary, no warranties are made by HandiSoft, its officers, employees, contractors, agents, or Authorised Distributors, with regard to such third party software or data, including but not limited to its accuracy or reliability.
11.6 To the extent permitted by law, HandiSoft or any of its officers, employees, contractors, agents or Authorised Distributors will not be liable to you for any loss, costs, expenses or damages incurred by you as a result of using the Software and
Documentation.
11.7 Notwithstanding any other term in this Agreement, to the extent that consumers have the benefit of certain rights or remedies under the Trade Practices Act and similar state and territory laws in Australia, in respect of which liability may not be excluded, then to the maximum extent permitted by law, such liability is limited, at HandiSoft’s option, to:
(i) in the case of the Software, Documentation or other goods supplied under this Agreement:
A. replacement of the goods; or
B. correction of defects in the goods; or
C. the cost of having defects in the goods corrected; or
(ii) in the case of services provided under this Agreement, replacement of the services.
11.8 To the extent permitted by applicable law, HandiSoft or any of its current or former officers, employees, contractors, agents or Authorised Distributors (Those Indemnified) will not be liable for any direct, indirect, general, special, incidental or consequential damages arising out of or in any way related to the provision of any goods or services by HandiSoft or
Those Indemnified, pursuant to this Agreement and including your use of or inability to use the Software or Documentation, even if HandiSoft or any of Those Indemnified have been advised of the possibility of such consequence.
11.9 You acknowledge that any times quoted for delivery and installation of the Software and/or performance of maintenance and support services are estimates only, and that HandiSoft accepts no liability whatsoever for failure to meet those estimated times.
11.10 You acknowledge that you are responsible for ensuring that your operation of the Software does not breach any laws, or obligation of confidentiality or privacy owed to any person, and for maintaining the security of any databases which are accessed, used or managed by the operation of the Software. You indemnify and keep indemnified HandiSoft against any action, proceeding, claim, loss, injury or expense arising out of any failure by you to comply with your obligations in this clause
12. Termination
12.1 This Agreement may be terminated immediately by written notice from HandiSoft in any of the following circumstances:
(i) if you are in breach of any term of this Agreement;
(ii)
(iii)
(iv)
(v) if you, being a corporation, become the subject of insolvency proceedings; if you, being a firm or partnership, are dissolved; if the Software is otherwise outside your effective control; or if there is a change in ownership which effectively alters control of you.
12.2 You may terminate this Agreement by notice in writing to HandiSoft in the event that HandiSoft has breached a material term of this Agreement and failed to rectify such breach within 30 days of a notice requesting HandiSoft to do so.
12.3 Upon termination of this Agreement:
(i) the Licence is revoked; and
(ii) you must immediately pay all fees, charges or other payments owing under this Agreement; and
(iii)
(iv) you must either destroy or return any remaining copies of the Software and Documentation, in the manner directed by HandiSoft; and you hereby grant HandiSoft a licence to enter upon the Site(s) at which copies of the Software and Documentation may be situated and remove same in the event of non-compliance with the above subclause, and you must render all reasonable assistance to facilitate this action.
12.4 Termination of this Agreement will be in addition to any other remedies which either party may have under this Agreement or otherwise and does not affect any rights or obligations that had accrued at the time of termination.
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HandiRegister 2015 Licence agreement
13. Governing law and jurisdiction
13.1 This Agreement and the transactions contemplated by this Agreement are governed by the law in force in Western
Australia.
13.2 Each party irrevocably and unconditionally submits to the non-exclusive jurisdiction of the courts of Western Australia and courts of appeal from them.
14. General
14.1 If you purchase any additional modules of the Software from HandiSoft, increase the limits under clause 3.3 of this
Agreement, or if HandiSoft otherwise agrees to alter the configuration of the Software, then the terms of this Agreement will continue to apply to your use of the Software as reconfigured.
14.2 You acknowledge that in entering into this Agreement you have not relied on any representations or warranties about its subject matter except as expressly provided by this Agreement.
14.3 This Agreement constitutes the entire agreement of the parties about its subject matter and supersedes all previous agreements, understandings and negotiations on that subject matter.
14.4 You may assign your rights and obligations under this Agreement with the prior written consent of HandiSoft, provided that the assignee executes a deed of novation pursuant to which it agrees to be bound by the terms of this Agreement..
14.5 A party may exercise a right, power or remedy at its discretion, and separately or concurrently with another right, power or remedy. A single or partial exercise of a right, power or remedy by a party does not prevent a further exercise of that right, power or remedy or an exercise of any other right, power or remedy. Failure by a party to exercise or delay in exercising a right, power or remedy does not prevent its exercise. A party is not liable for any loss caused by the exercise or attempted exercise of, failure to exercise, or delay in exercising the right, power or remedy.
14.6 A provision of, or a right created under this Agreement may not be waived or varied except in writing, signed by the party or parties to be bound.
14.7 The rights, powers and remedies provided in this Agreement are cumulative with and not exclusive of the rights, powers or remedies provided by law independently of this Agreement.
14.8 Neither party is liable for any breach of its obligations under this Agreement (other than an obligation to pay any moneys or to indemnify) if the breach resulted from a cause beyond its reasonable control.
14.9 If any provision of this Agreement is held to be invalid, unenforceable or illegal for any reason, this Agreement will remain otherwise in full force apart from such provision which will be deleted.
14.10 Each indemnity in this Agreement is a continuing obligation, separate and independent from the other obligations of the parties and survive the termination of this Agreement.
14.11 Clauses 2, 5, 9, 10, 11, 12, 13, 14, and any other clause which by its nature is intended to continue, shall survive the termination of this Agreement for any reason.
15. Definitions and interpretation
15.1 The following words have these meanings in this Agreement unless the contrary intention appears.
Agreement means this Agreement as it may be amended from time to time by written agreement between the parties.
Annual Renewal Fee means the fee designated as such in the Invoice, as amended by HandiSoft from time to time in accordance with clause 8.3.
Authorised Distributor means an entity appointed by HandiSoft to maintain and support the Software and
Documentation.
Balance means the residue of the Licence Fees payable after the deduction of the Deposit.
Deposit means the agreed amount of the Licence Fees initially payable in accordance with the Invoice..
Documentation means all manuals, handbooks, and other material, whether in hard copy or electronic form, in relation to the Software and its use, and provided by HandiSoft under this Agreement.
Licence Fees means the total fees specified in the Invoice.
HandiSoft means HandiSoft Software Pty Limited ABN 91 089 780 218.
Intellectual Property Rights means all intellectual property rights of whatever nature including all rights conferred under statute, common law or equity, including, without limitation, all copyrights, patent rights, trade mark rights, design rights, trade secrets, and all other intellectual property as defined in Article 2 of the Convention Establishing the World Intellectual
Property Organisation of July 1967.
Licence Fee means the fee designated as such in the Invoice.
Index File is an unlock key which allows access to the nominated Software modules and specified number of concurrent network Users to access the Software.
Invoice means HandiSoft’s or the Authorised Distributor’s standard form invoice as sent to you in relation to your ordering of the Software or Updates.
Site means the geographical location of access address specified in the Invoice.
Software means the object code version of the suite of computer programs known as the ‘HandiSoft Software’, as detailed in the Invoice and includes any Updates provided to you under this Agreement.
Updates means an executable file that modifies the Software by correcting bugs or errors, or by making minor improvements to the functionality of the Software, and includes new versions of the Software which HandiSoft generally makes available to licencees of the Software that have entered into an agreement with HandiSoft and paid the relevant
Annual Renewal Fee. Updates do not include any new products, including new products based on the Software, which are licensed separately, and for which an additional charge, separate to the Annual Renewal Fee, is payable.
User means a person accessing any part or all of the Software at any given point in time. For the avoidance of doubt, any background tasks created or spawned by an individual user is not to be treated as a separate user. If, however, a
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Licence agreement HandiRegister 2015
background task or process created by a particular individual user is still running then that individual user is deemed to be accessing the Software at that point in time.
15.2 In this Agreement unless the contrary intention appears:
(i)
(ii)
(iii) the singular includes the plural and vice versa; a reference to a statute, ordinance, code or other law includes regulations and other instruments under it and consolidations, amendments, re-enactments or replacements of any of them; and a reference to "you" is a reference to the customer specified in the Invoice.
15.3 Any marginal notes or headings are included for convenience and do not affect the interpretation of this Agreement.
Information regarding additional agents
To protect your interests we wish to clarify several situations where you need to exercise care:
The licence entitles a single accounting practice to install and operate the Software for one site of access. At that one site of access, you may operate the Software at the same time subject to the limits of the total number of concurrent network user licences you have purchased for use during the Term. To clarify:
You must purchase the nominated Software for each site of access. For example, if you had two branches (Sydney and
Melbourne) and the software was installed only at Sydney, and the Melbourne branch remotely accesses the Sydney installation, then you must purchase the nominated Software twice.
If your practice shares offices with another accounting practice, and the practices are not in partnership, both accounting practices must purchase the nominated Software in their own right. This is the case, even where you share a common computer system.
Where a client purchases an additional tax agent reference number, this is not an additional licence. It is simply an addition to your program to lodge tax returns under another tax agent name and number. It in no way allows you, the licence holder, to give a copy of the Software to the additional tax agent. You are not permitted to purchase the Software with an additional tax agent reference number for use by another tax agent without Sage's written consent.
Connected Services Terms of Use
By accessing or using HandiSoft’s Connected Services, you acknowledge and accept the following Terms of Use.
Handisoft may at any time amend this Terms of Use and the Licence Agreement without notice.
Disclaimer
Handisoft does not represent or warrant that the above Connected service (herafter “Service”) or the Customer's use thereof will be uninterrupted or error-free, that defects will be corrected, or that the Service or the server that makes it available are free of viruses or other harmful components.
Handisoft does not warrant or represent that the use or the results of the use of the Service or the materials made available, as part of the Service will be correct, accurate, timely, or otherwise reliable.
Handisoft shall not be responsible for unauthorised access to or alteration of transmissions or data, any material or data sent or received or not sent or received, or any transactions or agreements entered into through the use of the Service.
The Customer specifically agrees that Handisoft is not responsible for any content or data sent using and/or included in the
Service.
Handisoft and/or its suppliers, shareholders, directors and employees make no representations about the suitability, reliability, availability, timeliness, security and accuracy of the Service for any purpose. The Service is provided "as is" and without warranty of any kind. Handisoft hereby disclaims all warranties and conditions with regard to the Service, including all implied warranties, fitness for a particular purpose, title and non-infringement.
In no event shall Handisoft and/or its suppliers, shareholders, directors and employees be liable for any direct, indirect, punitive, incidental, special, consequential damages or any damages whatsoever including, without limitation, damages for loss of use, data or profits, arising out of or in any way connected with the use or performance of the Service, with the delay or inability to use the Service, the provision of or failure to provide the Service, whether based on contract, tort, negligence, strict liability or otherwise, even if Handisoft has been advised of the possibility of such damages. The Customer's sole and exclusive remedy is to discontinue using the Service
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Contents
History of changes 13
Chapter 1.
Overview of HandiRegister 15
Chapter 2.
Installation and configuration 31
Chapter 3.
Creating new companies 37
Chapter 4.
Client database 45
Chapter 5.
Company database 55
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Contents HandiRegister 2015
Chapter 6.
Shareholders and officeholders 73
Chapter 7.
Issued capital 95
Chapter 8.
Auditors 101
Chapter 9.
Seal Register 109
Chapter 10.
Lifecycle of a form 113
Chapter 11.
Creating ASIC forms 125
Form 205A – Notification of Resolution (Change of Company Name) ..........................126
Form 410B – Application for Reservation (Change of Name) .......................................127
Form 410F – Application for Reservation (Extension of Reservation) ...........................129
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HandiRegister 2015 Contents
Chapter 12.
Electronic lodgment 145
Chapter 13.
Data maintenance 157
Chapter 14.
Minutes and resolutions 159
Chapter 15.
Standard reports 171
Chapter 16.
Documents and mailing labels 177
Chapter 17.
Additional tools 181
Glossary of Terms
Index
183
187
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History of changes
The
HandiRegister 2015 user manual has been updated since the initial version. The following list details the changes that have been made.
Changes made
The following changes have been made:
Changes included in version: 13/06/2015
First release of 2015 version.
Changes included in version: 17/12/2014
Added information on the Client Portal .
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Chapter 1. Overview of HandiRegister
HandiRegister 2015 integrates with your existing HandiSoft programs to provide the following features:
Downloading of company data from ASIC
Creation and lodgment of a range of ASIC company forms
Preparation of minutes and resolutions
Download ASIC company details
HandiRegister enables you to download company information from ASIC.
Use the download facility to establish companies when your practice starts using HandiRegister for the first time and when you add new companies. (You can also create companies by manually typing company information into HandiRegister).
Once you have added your practice’s clients in HandiRegister, you can use the download facility to check the accuracy of the company registers. You can compare downloaded information to your company registers and correct discrepancies by either (a) manually altering the company register or (b) replacing the company’s register with the downloaded information.
HandiRegister 2015 automatically downloads the companies' annual review statements and invoices from ASIC. If you need to make any changes, HandiRegister 2015 will create and lodge the appropriate forms.
For more detailed instructions, please refer to the appropriate chapters later in this manual.
Maintain company registers
Once you have established your companies in HandiRegister, you can update the company registers as changes occur. For example, if an officeholder changes their address or a shareholder sells their shares, you can make the necessary changes, and HandiRegister 2015 will create and lodge the applicable forms.
For more detailed instructions, please refer to the appropriate chapters later in this manual.
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Chapter 1. Overview of HandiRegister HandiRegister 2015
Create and lodge ASIC forms
HandiRegister automatically creates the required ASIC forms as you update company registers in the program. Once you have created a form, use HandiRegister to resolve any errors in the form, and then print the form for the client to sign. After your client has returned their signed
ASIC form to you, update HandiRegister with the date of signing and then electronically lodge the form with ASIC.
Form Code
You can lodge the following forms electronically using HandiRegister:
Form Name
484
485
489
490
490
902
205A
361
362
370
410
6010
RA15
RA17
RA61
RA63
RA65
RA71
Notification of Resolution (Change of Company Name)
Registered agent ceasing to act for a company
Appointment or cessation of a registered agent by a company
Officeholder resignation or retirement
Application for Reservation (Change of Name)
Change to company details
Company solvency statement
Change of registered office or office hours of a registered body
Change to officeholders of a registered body
Notification of corrections
Supplementary information
Voluntary Deregistration of a Company
Request for agent lodgment status
Request for data amendment report
Request review date report
Request debtor's ledger report
Request documents lodged report
Request for company detail
Prepare minutes and resolutions
HandiRegister includes a number of standard minutes and resolutions. You can also create your own generic minutes and resolutions. You are able to create minutes and resolutions for specific clients, and you can reuse each client’s minutes each year, thereby reducing the amount of data entry.
For more detailed instructions, please refer to Chapter 14, "Minutes and resolutions".
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HandiRegister 2015
“HandiRegister 2015” main window
“HandiRegister 2015” main window
Figure 1: The HandiRegister main window
The HandiRegister 2015 main window has the following areas:
Data area
Access panel
The HandiRegister 2015 Access panel has the following buttons that you can click to quickly access the HandiRegister 2015 functions:
Tip: If you want to open the functions in their own windows, use the menu options instead.
Icons Description
Open the Company database to establish and maintain details of your companies.
This area stores the company type, name, activities, registered office, and principal place of business.
Open the Officeholders database to view the selected company’s officeholders and to add / appoint / resign officeholders.
Note: To alter an officeholder's personal details, you will edit the officeholder's details in the Individuals database.
Open the
Shareholders database to view the selected company’s shareholders, to create new or delete shareholders, and to record share transactions.
Open the Issued Capital database to view the selected company’s share issues.
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Chapter 1. Overview of HandiRegister HandiRegister 2015
Open the Individuals database to view all Individuals and Organisations, update their personal details (such as name and address), and merge duplicated records.
All Officeholders and Shareholders link to the Individuals database.
Open the Unsigned Forms database to manage all unsigned forms. From this area, you can preview and sign forms, hold forms to prevent them from being signed and lodged, delete unwanted forms, and view details of the forms (such as the date of creation).
Note: Once you sign a form, HandiRegister moves the form from the Unsigned
Forms database into the Ready To Lodge database.
Open the Ready To Lodge database, which displays all ASIC forms that have been signed and are currently unlodged. From this area, you can preview the form, alter the date of signing, place the form on hold to prevent lodgment, and view details of the forms (such as date of creation and date of signing).
Note: To delete a form in the Ready to Lodge database, you must delete the date of signing. HandiRegister then moves the form back into the Unsigned Forms database. From the Unsigned Forms database, you can then permanently delete the form from HandiRegister.
Open the Lodged Forms database to view all forms that your practice has lodged with ASIC. From this area you can preview forms, alter the date of lodgment, and view details of the forms (such as date of creation and date of signing).
Open the
Minutes and Resolutions database to view all minutes and resolutions created by the selected company.
If you have the optional Document Manager installed, you can select a template to create mail merged documents for clients.
Configuring the Access Panel
Each user can configure HandiRegister 2015 to hide or display the Access Panel, and specify the size of the Access Panel buttons.
1. From the Options menu, click Clients Display to open the “Client Display Options” window.
Figure 2: The "Client Display Options" window
2. If you want to hide the Access Panel, under Sidebar Options, select the Hide Sidebar check box.
3. Under Sidebar Icons Size, select whether the Access Panel buttons are to be large or small.
4. Click OK to confirm the settings and close the “Client Display Options” window.
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HandiRegister 2015 “HandiRegister 2015” main window
Menu bar
The HandiRegister 2015 menu bar has the following items:
Tip: Items selected via the Menu bar are displayed in their own window, whereas those selected via the Access panel or Tool bar are displayed in the main window.
Company menu
Company menu items
The Company menu has the following items
Add New Company
Create a new company. This is also available on the Tool bar.
Select Company
Select a company to work on and maintain company details.
The Company button on the Access panel provides you with the same choices.
Tagged Companies
List the tagged companies, and untag companies. View a list of the currently tagged companies.
Officeholders
Appoint and resign officeholders , appoint a signatory, and alter the dates of appointment
and resignation for the currently selected company’s officeholders. This is also available on the Access panel.
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Chapter 1. Overview of HandiRegister HandiRegister 2015
Issued Capital
Maintain the selected company’s classes of issued capital. You can add a new class, edit details of an existing class, and delete a class.
Shareholders
Company Auditors
View, appoint, and resign auditors for the selected company.
Seal Register
For the selected company: record usages of the company's seal, edit, and delete previous entries in the Seal Register.
Charges
View charges for the selected company, and discharge these charges.
View Company Forms
List all forms for the selected company that do not contain errors and have been previewed.
View Company Minutes
List all minute/resolution paragraphs for the selected company that have been automatically generated.
All Individuals
View all Individuals and Organisations that exist in HandiRegister. HandiRegister accesses these Individuals and Organisations when you appoint shareholders, officeholders, and non-share members. From this area, you can modify the name, birth details, and address, and view all Officeholder positions held.
All Auditors
View all Auditors that exist in HandiRegister. HandiRegister accesses this information when you appoint or resign auditors for a specific company. From this area, you can maintain the personal details of the Auditors (such as address information).
Client Database
Open the Client database, which contains your clients' personal details, such as name, address, telephone number, and Tax File Number (TFN). All HandiSoft programs share this information.
Tagged Clients
View the tagged clients in the Client database.
Users
Open the “Users” window to add, edit and resign HandiRegister 2015 users. You can also designate users to be partners and managers..
Offices
Open the “Offices” window to set your office locations.
Exit
Exit from HandiRegister 2015. This is also available on the Tool bar.
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HandiRegister 2015
Process menu
“HandiRegister 2015” main window
Process menu items
The Process menu provides access to the ASIC forms. You can also use the buttons on the
Tool bar.
205A – Notification of Resolution (Change of Company Name)
Notify ASIC that the company intends changing its name.
361 – Agent Cease to Act
Notify ASIC that you are no longer acting as a registered agent for the selected company.
This form does not require a signature from an authorised officeholder in the company.
Companies must use Form 362.
362 – Appoint/Cease Agent
Notify ASIC of the appointment or cessation of an agent for a company. This form differs from Form 361 in that it does require a signature from an authorised company officeholder.
410B – Reservation of Company Name (Change of Name)
Apply to ASIC to reserve a company name before changing to it.
410F – Reservation of Company Name (Extension of Reservation)
Apply to ASIC to extend a reservation of a company name.
484C – Issue of Shares
Complete Section C2 of Form 484 (Change to company details) to record a share issue.
484C – Share Cancellation
Complete Section C3 of Form 484 (Change to company details) to record the cancellation of shares.
485 – Company Solvency
Record an unfavourable or overdue solvency resolution on Form 485.
488 – Change Company Review Date
Apply to change the review date of a company.
492 – Not in Response to Requisition
Notify ASIC of corrections to a previously lodged document.
902 – In Response to Requisition
Provide supplementary information for a requisitioned document.
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Chapter 1. Overview of HandiRegister HandiRegister 2015
6010 – Application for Voluntary Deregistration
Apply to ASIC to voluntarily deregister a company.
Print ASIC Invoices
Print an invoice that you have received from ASIC.
Minutes & Resolutions
Create Minutes or Resolutions for the selected company. From this section, you can also customise the standard minutes. You can use your customised standard minutes with all companies.
Lodgment menu
Lodgment menu items
The Lodgment menu has the following items:
List All Forms
List all forms that your practice has created in HandiRegister. You can preview forms, delete forms, amend the signing and lodgment dates, place forms on hold and view validation reports.
List Forms Awaiting Signing
List only those forms that are waiting for a signature. You can preview forms and delete forms, sign forms, place forms on hold, and view the form details. This is also available on the Access panel.
List Forms Awaiting Lodgment
List forms that your practice has recorded as being signed and not lodged. You can alter the signing date, place forms on hold to prevent lodgment and delete forms. This is also available on the Access panel.
List Forms Lodged
List forms that have been lodged. You can alter the lodgment date and view validation reports. This is also available on the Access panel.
Modem Transmission
Electronically lodge forms with ASIC. This is also available on the Toolbar.
Retrieve Reports/Data Downloads
Connect to ASIC to retrieve ASIC invoices, correspondence, reports and data downloads.
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HandiRegister 2015 “HandiRegister 2015” main window
View ASIC Received Files
This provides access to a submenu that allows you to view files you have received from
ASIC.
Files that are specific to the currently selected company are displayed with the HandiSoft client reference number.
Email Log File to HandiSoft
If you are having problems with electronic lodgments, you can email a copy of the electronic lodgment log file to the HandiSoft Support Department.
Reports menu
Reports menu items
The Reports menu enables you to generate the following reports:
List Companies
List all the active companies in the HandiRegister database.
Annual Review Status
List all the active companies with a specified annual review status.
Review Dates
List all the annual review dates for the companies. You can limit the list to a specific range of dates.
Forms lodgment
Provide information on forms that your practice has prepared, either for all companies or for a specified company.
Company extract
Provide details of the currently selected company.
Office holders
Provide a register of the office holders of the currently selected company.
Shareholders and transactions
Provide a register of the shareholders of the currently selected company. The report includes details of share transactions.
Share holders no transactions
Provide a register of the shareholders of the currently selected company. The report does not include share transaction information.
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Chapter 1. Overview of HandiRegister HandiRegister 2015
Issued capital
List details of issued shares for the currently listed company.
Seal register
Provide a register of the usage of the company seal for the currently selected company.
Charges
List details of any charges for the currently selected company.
Client Note Report
List details of notes attached to clients.
Saved Reports
If you have saved a previously run report, you can retrieve it on the “Saved Reports” window.
Documents menu (without the Document Manager)
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The items that are in the Documents menu depend on whether the Document Manager is installed and enabled. The following items are available when the Document Manager is disabled.
Edit Document
Create a new document or edit a document in the HandiRegister Document Editor.
Edit Word Document
Edit an existing Microsoft Word document.
New Word Document
Create a new Word document for mail merge with the HandiRegister database information.
Print Standard Documents
Print documents that your practice has created using the HandiRegister Document Editor.
Print Standard Word Documents
Print Word documents. You can mail merge HandiRegister 2015 information into Word documents, which you created using the
New Word Document and Edit Word Document options.
Print Standard Word Documents to Document
Print a Word document to a file rather than to a printer. You would use this option if you wanted to attach the document to an email.
Print Mailing Labels
Print mailing labels from the Company and Individuals databases.
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HandiRegister 2015
Documents menu (with the Document Manager)
“HandiRegister 2015” main window
Documents menu items
The following items are in the Documents menu when the Document Manager is installed and enabled.
Document Manager
Open the Document Manager.
Jobflow Manager
Open the Jobflow Manager.
Print Mailing Labels
Print mailing labels from the Company and Individuals databases.
Options menu
Options menu items
The Options menu has the following items:
Clients
Define how the company and client records are displayed in the “Companies” and "Clients" windows. This setting is specific to the HandiRegister user.
Clients Display
Specify whether and how the Access Panel is displayed on the HandiRegister 2015 main window .
Data Entry
Define how the Enter key behaves during data entry. This setting is specific to the
HandiRegister user.
Minutes Setup
Set up the paragraphs to be used when automatically generating minutes.
EDGE Setup
Configure your modem or network connection and complete your registration details to enable the electronic lodgment of forms with ASIC.
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Chapter 1. Overview of HandiRegister HandiRegister 2015
View and Print EDGE Setup Details
View and print your registration details. You can use this for troubleshooting electronic lodgment problems.
Fonts
Customise the fonts used by HandiRegister 2015 in reports and mailing labels.
Page Setup
Define the page settings that are available in HandiRegister 2015.
Mailing Labels
Specify the size of your mailing label stationery.
Passwords
Create an Operator and Supervisor password to restrict access to HandiRegister 2015.
You may want to establish these passwords if you are not using the advanced security features in the HandiSoft “Practice Manager – Security 2015” program.
Customise Colours
Set the screen colours for the HandiRegister 2015 windows. This setting is specific to the
HandiRegister user.
Client Note Types
Add, Edit and Delete client note types.
Tools menu
Tools menu items
The Tools menu has the following items:
Batch Change Registered Office
Change the Registered Office for all the tagged companies as a batch.
Batch Change Clients Reference
Change the reference IDs for selected clients as a batch.
Rebuild Database Files
Rebuild the database tables if they become difficult to access or records appear to be missing.
Keyboard Macros
Record, delete, or change keyboard macros.
Calculator
Open a desktop calculator.
Copy a New HandiSoft Index File
Copy an Index File onto your computer system.
Send Email Message
Opens an Email window for you to enter and send a message.
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HandiRegister 2015 “HandiRegister 2015” main window
Security Setup
This is only displayed if you have Practice Manager – Security installed and enabled, and you have Administrator access permissions. It provides access to the Groups function, which allows you to set permissions for user groups.
Help menu
Help menu items
The Help menu has the following items:
Help Topics
Open the on-line help “Help Topics” window.
Online Support
Access the Knowledge Base and HandiHints areas on the Sage HandiSoft website or send an email to the HandiSoft Support section.
Online Education
Access the Professional Services areas on the Sage HandiSoft website to book a training course or consultation.
View Release Notes
View the release notes for information on the current release.
HandiSoft Home Page
Open your Web browser to access the HandiSoft Internet site.
About
View licensing, version information, and the location of the HandiRegister 2015 program file.
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Chapter 1. Overview of HandiRegister
Toolbar
Icons Description
Add a new company. You can also create a new company by clicking Add a New Company from the Company menu.
Create a Form 361 (Agent ceasing to act for a company). You can also create a Form 361 by clicking
361 – Agent Cease to
Act from the Process menu.
Create a Form 362 (Appointment or cessation of an agent by a company). You can also create a Form 362 by clicking
362 –
Appoint/Cease Agent from the Process menu.
Create a Form 485 (Company solvency statement). You can also create a Form 485 by clicking 485 – Company solvency from the Process menu.
Create a Form 492 (Amend previous document – not under requisition). You can also create a new Form 492 by clicking
492 – Not in Response to Requisition from the Process menu.
Create a Form 902 (Amend previous document – currently under requisition). You can also create a new Form 902 by clicking 902 – In Response to Requisition from the Process menu.
Electronically lodge forms with ASIC.
Close HandiRegister 2015. You can also exit from
HandiRegister 2015 by clicking Exit from the Company menu.
HandiRegister 2015
Status bar
The Status bar at the bottom of the HandiRegister 2015 window displays information on the currently selected company.
Hint bar
The Hint bar displays information on the currently selected field or button.
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HandiRegister 2015 Shortcut keys
Shortcut keys
Tip: Data entry speed is generally increased if you use the keyboard instead of the mouse. We recommend that you familiarise yourself with the following function keys and use them wherever possible.
Key Function
ESC
ENTER
Pressing the ENTER key saves all the fields in the active window, and then exits from the active window. To move to the next field within a window, press the TAB key.
Note: The standard for Windows programs is for the ENTER key to save and exit you from the current window, and the TAB key to move you form field to field. As this can reduce the speed of your data entry, you can set the behaviour of the numeric keypad's
ENTER key: From the Options menu click Data Entry.
TAB
SHIFT+TAB Holding down the SHIFT key and pressing the TAB key at the same time will move the cursor to the previous field in the active window.
F1
F2
F6
Pressing the TAB key moves you on to the next field in the active window.
Open the HandiRegister online help.
Open a selection window to look up and select information for to the current field.
Open the “Clients” window. From the “Clients” window, you can edit details and tag clients for batch processing.
F3
Pressing the ESC key exits you from the active window and discards any unsaved changes.
F10
F11
Open the “Companies” window. From the “Companies” window, you can select a company for further actions, Edit company details and tag companies for batch processing.
Open the Document Manager if you have it installed and enabled.
Open the “History” window. From the “History” window you can select recently typed information, thereby reducing the amount of typing that you need to do.
F12
CTRL F7
Open the “Macros” window. For information on using macros, see Chapter 17
"Additional Tools".
Open the calculator.
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Chapter 2. Installation and configuration
Before you begin operating HandiRegister 2015, you must install the program and then complete the initial settings. This chapter takes you through the process.
If this is the first time your practice has used HandiRegister 2015, for information on how to
Running HandiRegister
To run the HandiRegister 2015 program, double-click on the desktop icon. The "Starting
HandiRegister 2015" window will open for you to log in as a user.
Figure 3: The "Starting HandiRegister 2015" window
If you are running HandiRegister 2015 for the first time, the “Agent Details” window will open for you to confirm details of the registered agent.
Figure 4: The "Agent Details" window
When the Agent Name and Agent Signatory information is correct, click Ok to run
HandiRegister 2015.
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Chapter 2. Installation and configuration HandiRegister 2015
Tip: You can change the registered agent details at any time on the “Edge
Communication Options” (Agent Info) window:
From the Options menu click Edge Setup, and then click Agent Info.
Configuring HandiRegister
If this is the first time your practice has used HandiRegister 2015, you must configure the program before entering any data.
If your practice has previously used HandiRegister 2015, we recommend that you check the following configuration settings.
Client database options
1. From the Options menu, click Clients. The "Clients Options" window will open.
2. Complete the "Clients Options" window as required and click OK.
Figure 5: The “Clients Options” window
Tip: For information on the window fields, press F1 to display the online help.
Data entry options
1. From the Options menu, click Data Entry. The "Data Entry Options" window will open.
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Figure 6: The “Data Entry Options” window
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HandiRegister 2015 Configuring HandiRegister
2. Select the Use keypad Enter key as Tab key check box to have the numeric keypad’s
ENTER key behave in the same manner as the TAB key.
3. Click OK.
Minute paragraph options
When you make certain changes to company registers, HandiRegister 2015 can automatically create the required minutes and resolutions. Do the following to select the paragraphs to be used for the different event types.
1. From the Options menu, click Minutes Setup. The "Minutes Setup" window will open.
Figure 7: The “Minutes Setup” window
2. Under Paragraphs, click to select the paragraph for each event type. The “Select
Paragraph” window will open.
Figure 8: The “Select Paragraph” window
3. Highlight the required paragraph and click Select.
4. When you have completed the selections on the “Minutes Setup” window, click OK.
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Chapter 2. Installation and configuration HandiRegister 2015
Colour options
Each HandiRegister 2015 user is able to customise the appearance of windows within the program. Use this feature to make the HandiRegister 2015 information easy to read. You are able to make the following alterations:
Nominate two colours to use when displaying information. For example, you can display each even line of information on a grey background and each odd line on a white background. This will make it easier to read information across the screen.
Nominate if each row/column is to have a gridline separating it from the next row/column.
Define the colour or gridlines.
For more information on colour option settings, please refer to the "Advanced Features 2015" manual.
Security
With HandiSoft products, you are able to secure access to your HandiSoft programs and data in two ways:
1. The Practice Manager – Security program provides you with advanced security options.
Each user has a unique password. An administrator can specify (a) the programs that each user can access, (b) the menu commands that each user can access, and (c) the clients that each user cannot access.
2. For detailed instructions, see the Practice Manager 2015 User Manual.
3. Every HandiSoft program includes a basic security system. This system allows you to define two passwords – the operator password and the supervisor password. This allows you to:
Restrict the people who can access all HandiSoft programs.
To start a HandiSoft program, you must type either the Operator or the Supervisor password.
Restrict the menu options available.
In addition to restricting access to each HandiSoft Software program, passwords automatically restrict access to set menu options within each program. If you start
HandiRegister 2015 using the Supervisor password, you can access all menu options.
If you start HandiRegister 2015 using the Operator password, you cannot access the following menu items:
View Lodgment Program Statement
EDGE Setup
Passwords
Super check box in the Client database.
HandiRegister program information
The "About HandiRegister 2015 "window displays license and version information about the
HandiRegister 2015 program you have installed. For example, you can use it to check whether you are running the latest version of HandiRegister 2015.
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HandiRegister 2015 General workflow using HandiRegister
Opening the "About HandiRegister 2015" window
From the Help menu, click About. The "About HandiRegister 2015" window will open.
Figure 9: The "About HandiRegister2015" window
General workflow using HandiRegister
START
Create a Form.
Print copy of
Form.
Have form signed and collect fees.
Add signed date into HandiRegister.
Lodge Form.
Retrieve reports.
Check validation report.
Have new Form signed.
Print invoice, then pay it.
Correct Form and print new copy.
File printed and signed
Form.
No
FINISH
Yes
Accepted by ASIC?
Figure 10: General Workflow Chart
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Chapter 2. Installation and configuration HandiRegister 2015
Checklist for new users
If your practice has never used HandiRegister 2015 before, this checklist will help you create your initial data in the program. You must:
Task Further Details
4
.
3
.
2
.
1
.
Register with ASIC to use the EDGE program. " Registering for EDGE " page 36
Complete the electronic lodgment and modem settings in HandiRegister 2015.
Chapter 12
"Electronic lodgment"
Add all companies into HandiRegister 2015. If required, you can add companies onto your
Lodgment List during this process.
Once you have used a data download to add the company data into HandiRegister 2015, compare the data to your own records to confirm its accuracy.
Chapter 3
"Creating new companies" na
Registering for EDGE
Before you are able to use HandiRegister 2015 for electronic lodgment, you must:
Register with ASIC. Where your practice is already an ASIC Registered Agent, you may register for the EDGE program using the ASIC Internet site (www.asc.gov.au). Please contact ASIC for further information.
Establish a connection to the Internet via an ISP (Internet Service Provider). If you are already able to access the Internet then this has already been done
Notify HandiSoft of your ASIC Registered Agent Number in writing. HandiSoft will issue you with an Index File containing your ASIC Registered Agent Number.
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Chapter 3. Creating new companies
Before a company or registered body can be used within HandiRegister 2015, it must exist in both the Client database and the Company database.
HandiRegister 2015 shares the Client database with all HandiSoft programs. The Client database contains general client information, while the Company database stores information specific to HandiRegister 2015.
Tip: When adding a company, as outlined in this chapter, HandiRegister 2015 adds the company to both the Company database and the Client database.
You can add a new company into HandiRegister 2015 in two different ways:
Data download method, which is the preferred method
Manual method.
Data download method
When you add a company using the Data Download method, HandiRegister 2015 downloads the company's data from ASIC and then reads it into the database. This enables you to add a company with very little typing.
The overall steps in adding a new company to HandiRegister via the download method are as follows:
1. Enter client details into the Client database.
2. Optionally enter company information into the Company database.
3. Create Form 362 – Notification of appointment or cessation of a registered agent by a company.
4. Have Form 362 signed by an authorised officeholder of the company.
5. Lodge Form 362.
Note: If you lodge Form 362 electronically, ASIC requires you to keep the original signed form in your records for a minimum of seven years.
6. Ensure that you receive an error-free validation report from ASIC.
Tip: The signing officer details you enter on Form 362 must correspond with those held by ASIC, otherwise you will get a V165, signing officer name must match office holder
name, validation error.
7. Create and lodge form RA71 – Request for company detail. This extracts the company data from the ASIC ASCOT database.
8. Download the extracted company data.
9. Read the data into the database.
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Chapter 3. Creating new companies HandiRegister 2015
Enter details in the Client database
Your first step to adding a company to HandiRegister 2015 is to enter details into the client database via the "Clients Detail" window.
1. Press F6 or, from the Company menu, click Client Database to open the "Clients" window.
2. On the "Clients" window, click New to add the new client. The "Clients Detail" window will open.
3. Enter the details of the new company and click Save.
If you intend downloading the company data from ASIC, you need only enter the Name and
ACN at this stage.
For information on the Client database, please refer to Chapter 4, "Client Database".
Enter details in the Company database
This step in adding a new company is optional if you are lodging a Form 362. This is because
HandiRegister 2015 automatically creates a company record when you create a Form 362.
To add a company using the data download method:
1. From the Company menu, click Add New Company. The "Add a New Company" window will open.
Figure 11: The “Add a New Company” window
2. Under Method to add company details, select Electronically Retrieve from ASIC.
3. In the Ref field, press F2 or click to select the company from the Client database. If there is no record of the company in the Client database, you will have to add one.
4. HandiRegister 2015 will automatically complete the A.C.N. and Name fields.
5. Click
OK to save the new company and exit the "Add a New Company" window.
6. You will now have to create and lodge the following forms:
Form 362 – Appointment or Cessation of an Agent
Form RA71 – Request for Company Detail.
Create and lodge Form 362
Before you can act as an agent for a company, you have to lodge
Form 362 - Notification of
appointment or cessation of a registered agent by a company. An authorised officeholder of the company must sign this form before you can lodge it.
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HandiRegister 2015 Data download method
Note: You must lodge a separate Form 362 for each company you are adding to HandiRegister.
1. Click or, from the Process menu, click 362 - Appoint/Cease Agent. The "Form 362 -
Appointment or Cessation of Agent" window will open.
Figure 12: The "Form 362 - Appointment or Cessation of Agent" window
2. Select Add company for this agent.
3. Under
Company Details, in the Ref. field press F2 or click to select the company from the "Clients" window.
Tip: If the company is not listed in the "Clients" window, you can click New on the
"Clients" window to create a new record in the Client database.
4. Complete the other fields under Company Details and Signing Officer Details.
Tip: If you enter signing officer details that do not correspond with those held by
ASIC, you will get a V165, signing officer name must match office holder name, validation error from ASIC when you lodge the form.
5. Click OK.
HandiRegister 2015 will display the completed Form 362 in the "Report Preview" window.
You can print it out to have it signed by the authorised company officeholder.
6. Close the "Report Preview" window.
You should now have the form signed, record the date of signing in HandiRegister 2015, and then lodge it with ASIC. (See Chapter 10, "Lifecycle of a form" and Chapter 12,
"Electronic lodgment").
Note: If you lodge Form 362 electronically, you are required to keep the original signed paper copy in your records for a minimum of seven years.
Read the validation report
Before you can extract and download the company data from ASIC, you should ensure that you get successful validation report from them for Form 362.
1. From the
Lodgment menu, click Retrieve Reports/Data Download.
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Chapter 3. Creating new companies HandiRegister 2015
2. Turn on your modem.
3. When the download is completed, from the Lodgment menu, point to View ASIC Files, and then click Transmission/Validation reports.
4. In the "Open" window, select the validation report.
Create and lodge Form RA71
You can use Form RA71 – Request for company detail, to extract and download company data from ASIC. You can then read the downloaded data into the Company database. HandiRegister
2015 allows you to create and lodge Form RA71 for either the selected company only, or for up to 99 tagged companies simultaneously.
1. Click to open the "Companies" window.
2. On the "Companies" window, highlight the company for which you want to create Form
RA71.
3. Click Select if you want to create Form RA71 for only the highlighted company. Click Tag if you want to create Form RA71 for the highlighted and tagged companies.
4. Click or, from the Lodgment menu, click Modem Transmission to open the
"Electronic lodgment Forms" window.
Figure 13: The Electronic Lodgment Forms” window
5. On the “Electronic Lodgment Forms” window, select
Request for company detail, and then click Lodge. The "Form RA71" window will open.
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Figure 14: The "Form RA71" window
6. Under Create Company Details request for, select whether HandiRegister 2015 is to create Form RA71 for the currently selected company only, or all the tagged companies.
Check that the number of tagged companies is correct.
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HandiRegister 2015 Data download method
7. Under Request type, select Data download.
8. Under Declaration, select the check box to declare that you, as an agent, are authorised to lodge the RA71 request.
9. Click OK to lodge the RA71 request.
10. Answer Yes to "Remove TAG from companies after lodgment".
11. If the Lodgment Details are correct, click OK.
12. If necessary, turn on the modem, and then click
OK.
Read the data download into the company
The next step is to download the company data from ASIC, and then read the downloaded information into the company database.
1. From the Lodgment menu, click Retrieve Reports/Data Download. This will download the company data from ASIC.
2. From the Company menu, click Select Company.
3. On the "Companies" window, locate the required company, and then click Select.
A message window will open stating that a data download has been received.
4. Click Read the download.
5. HandiRegister 2015 will replace the company's existing data with the information stored in data download. Click
Yes.
6. Click
Print and print out the details of all lodgements for the last 12 months.
7. Click Done.
8. Where a copy of the Company Extract is required, click Print.
9. Click Close to exit from the "Report Preview" window.
10. Click Close to exit from the "Companies" window.
Where "Read the Download” is unavailable
Where a data download exists for a client and the option Read the Download is unavailable,
HandiRegister 2015 already has data recorded against the client. You must compare the data download information with the HandiRegister 2015 information and decide if you want to replace the company's current data with the data download.
1. From the Company menu, click Select Company.
2. On the "Companies" window, locate the required company, and then click
Select.
3. Click
Compare Download and Data.
4. Examine the company extract and note the difference (if any) between the data download information and the HandiRegister 2015 information. Print the company extract if required and then click
Close.
5. The download status of the client will now be set as "Completed".
6. To read in the data download you must first delete all data attached to the client:
Click Delete, select the option Delete All Company Data, and then click OK.
You are now able to read the download.
7. Where you do not want to replace the company's data with the data download, you must delete the data download.
Note: You can also manually record any changes instead of deleting the data and then reading the download.
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Chapter 3. Creating new companies HandiRegister 2015
Delete the download
1. From the Company menu, click Select Company.
2. Locate the required company, and then click Select.
3. Click Delete the Download.
4. Click OK.
Manual method
Instead of establishing a company by downloading company information from ASIC, you can manually type company information into HandiRegister 2015. It is preferable to use the download method because it is quicker, and you can be certain that your company data coincides with that held by ASIC.
To manually enter company information:
1. From the
Company menu, click Add New Company. The "Add a New Company" window will open.
2. Under Method to add company details, click Manually Enter Company Details.
3. In the
Ref box, press client.
F2
. Locate the company in the Client database, and then
Select the
Tip: If the company does not exist in the client database, click New and create the client.
4. HandiRegister 2015 automatically completes the company's ACN and name. If necessary, you may manually type this information.
5. Click Company to enter general information about the company.
6. Click Officeholders to enter information on the company officeholders.
7. Click Capital to enter information on issued capital.
8. Click
Shareholders to enter share-holding information.
9. Click
Close to exit the "Add a New Company" window.
Completing the general information
You will record the company's general details, such as details of the registered office, principal place of business and type of company, in the “Company's Detail” window.
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HandiRegister 2015 Manual method
Figure 15: The "Company's Detail" window
For detailed information on the fields in the “Company's Detail” window, press F1 when the window is open.
Creating officeholders
You will create office holders and appoint a signatory in the “Positions Held” window. To appoint an officeholder:
1. From the "Positions Held" window, click Appoint.
2. Complete the “Appoint Office Holder” window and then click Save.
3. Repeat steps 1 and 2 to create additional officeholders.
4. Establish one of the officeholders as signatory:
Highlight the signatory and then click Signatory. Complete the “Nominate as Signatory” window and then click Save.
5. After you have created all the officeholders, click Close.
Note: For information on the fields in the above windows, press F1 to display the online help.
Tip: You must assign a signing officer to a company; otherwise Error 001A will result.
Creating classes of capital
To create a class of issued capital:
1. From the “Issued Capital” window, click
New.
2. Complete the “Issued Capital” window and then click
Close.
Note: If shares have already been issued for the new class, you must click Issue in the
"Issued Capital" window and record details of the shares issued.
3. Repeat the above steps to add additional classes of issued capital.
4. When you have created all classes of capital, click Close.
Note: For information on the fields in the above window, press F1 to display the online help.
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Chapter 3. Creating new companies HandiRegister 2015
Creating shareholders
To create shareholders:
1. On the "Share Holding" window, click New.
2. Complete the “Joint Shareholders” window, click Save, and then click Close.
3. To attach shares to the shareholder or joint shareholders, in the “Shareholders” window, highlight the required shareholding and then click Select.
4. In the "Share Holdings" window click Acquire, record details of the shares held and then click Save.
Caution: The Paid field requires the amount paid per share, and not all shares.
5. Repeat the above steps to create an additional shareholder or joint shareholders.
Note: For information on the fields in the above windows, press F1 to display the online help.
Creating company auditors
Where the company is audited, complete the auditor's details as follows:
1. From the
Company menu, click Company Auditors to open the "Company Auditors" window.
2. From the "Company Auditors" window, click Appoint.
3. Complete the “Appoint New Auditor” window, click Save, and then click Close.
4. Repeat the above steps to create additional auditors.
5. Click
Close to exit from the window.
Note: For information on the fields in the above windows, press F1 to display the online help.
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Chapter 4. Client database
Companies in HandiRegister 2015 must exist in both the Client database and the Company database.
All HandiSoft programs share the Client database. The Client database contains general client information (such as name, address, and telephone number), while the Companies database stores information specific to HandiRegister 2015.
The following features are offered within the Client database:
Tagging of clients – This allows procedures to be performed on a group of clients. For example, printing of mailing labels.
Note: In order to prepare an ASIC form for a group of companies, you must firstly tag those companies in the Companies database (not in the Clients database).
From the Client database, you are able to attach Notes to each client. For example, you may wish to record the date on which you received financial information from a client. The information that may be included in a client note is unlimited.
Opening the Client database
1. From the Company menu, click Client Database. The “Clients” window will open, displaying a summary list of all clients.
Figure 16: The “Clients” window
2. To access detailed client information, highlight a client record and click View.
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Chapter 4. Client database HandiRegister 2015
Finding and ordering clients
You can go directly to a client in the "Clients" window by clicking the Find button. This will open the "Find/Order" window. You can also use the window to change the order in which the clients are listed in the "Clients" window.
Figure 17: The "Find/Order" window
To find a client
1. On the "Clients" window, click the Find button to open the "Find/Order" window.
2. On the upper part of the window, select the client area on which you want to search. You can use your up and down arrow keys to move through the selection.
3. In the
Find field, type in the search text. You can type in only the initial characters and
HandiRegister 2015 will highlight the first client matching the search text.
4. Click OK to when you have completed the search.
To order the clients
1. On the "Clients" window, click the
Find button to open the "Find/Order" window.
2. On the upper part of the window, select the client area on which you want the clients ordered in the "Clients" window. You can use your up and down arrow keys to move through the selection.
3. Click OK to close the "Find/Order" window.
Listing selected clients
When you enter or edit clients in the “Clients Detail” window, you can allocate them to a specific partner, manager and office. You can also indicate whether the client is current or not.
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When you list the clients in the "Clients" window, you can use the Client Type field to display only those clients who are current or those who are not. You can use the ID Type and ID
Member fields to display only those clients that have been allocated to a specific partner, manager or office.
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HandiRegister 2015 Client reference codes
For more information, please refer to the “Advanced Features 2015” manual.
Client reference codes
The Ref column in the "Clients" window displays the client reference codes. HandiRegister
2015 caters for different styles of client reference codes. These are discussed below:
Tip: We recommend the use of Standard reference codes.
Automatic client reference codes
HandiRegister 2015 can automatically create client reference codes when you create a new client. These reference codes take the form of four alpha characters followed by a unique fourdigit number. To have HandiRegister 2015 assign the reference code, when you are creating a new client, leave the Ref field blank and complete all other required fields.
Example: If you created a new client, Mr Joe Smith, using standard reference codes,
HandiRegister 2015 would assign Joe a reference code of SMIT0001.
You can control the fifth character assigned by HandiRegister 2015 when it generates an automatic client reference code. You could use this feature where:
Each user in the practice is to use their own style of client reference codes or
HandiRegister 2015 is on two different stand-alone computers (that is, the computers don’t share a common client database). To prevent your HandiSoft programs assigning the same reference code to two different clients, each computer will use a different client referencing style.
Example: If you typed digit 9 into the Client Reference Start field, and you then created a new client, Joe Smith, HandiRegister 2015 would assign Joe a reference code of SMIT9001.
Tip: To use User Name Specific reference codes, from the Options menu, click Clients and then complete the Ref Start field in the “Clients Options” window.
User defined client reference codes
Where your practice does not want to use the format provided by Automatic Client Reference
Codes, you can specify your own client reference codes. Simply type the required client reference code into the Ref field when you complete a new client’s details.
Example: ABC Accounting wants to assign client reference codes as the first four letters of the surname, followed by the client’s initials. When creating a new client, Joe Smith, they would type ”SMITJ” into the Ref field.
Adding a client
From within HandiRegister 2015, you add clients into the Client database as follows:
1. From the Company menu, click Client Database.
2. In the "Clients" window, click New. The "Clients Detail" window will open.
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Chapter 4. Client database HandiRegister 2015
Figure 18: The “Client’s Detail” window
3. Complete the “Clients Detail” window, click Save and then click Close.
For information on the fields in the "Clients Detail" window, press F1 when you have the window open.
Note:
If you intend to use the newly created client in HandiRegister 2015, you must also add the client to the Companies database (see Chapter 3, "Creating new companies").
Copy details from another client
If you are adding a client that has the same address, phone number and email information as an existing client, you can use the Copy details button to speed up your data input.
1. On the “Clients Detail” window, complete the
Details fields.
2. Click Copy details and then, on the “Attention” window, click OK.
3. On the “Client selection” window, highlight the client from which the details are to be copied.
4. Click Select.
On the “Clients Detail” window, the Addresses, Phone Numbers and Email Addresses fields will be automatically completed.
Deleting a client
When removing clients from any HandiSoft product, you must consider the impact on all
HandiSoft products. Failure to correctly delete clients is likely to cause future problems in
HandiSoft products.
You should remove client data from all HandiSoft products before you delete the client.
Tip: The HandiSoft Practice Manager program provides a safe and convenient way of deleting client records.
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HandiRegister 2015 Deceased clients
Deceased clients
If a client is deceased, you can record this in the client database.
1. Do any of the following to open the “Clients and Their Tax Forms” window:
Press
F6.
From the
Company menu, click Client Database.
2. On the “Clients” window, highlight the required client:
Tip: You can use the Client Type, ID Type and ID Member fields at the top of the window to list only those clients that are current and allocated to a specific, staff member, partner, manager or office.
3. Click Edit to open the “Clients Detail” window, and change the client’s details as required.
4. Under
Details, in the Deceased field, enter the date of the client’s demise.
5. Click Save.
6. You will be asked if the client Type is to be set to Non-current. If applicable, click Yes.
7. If the client is an office holder, you will be asked if they are to be resigned . If you click
Yes, the “Resign Office Holder” window will open.
8. Click
Close to exit the “Clients Detail” window.
Changing a client’s Type
Clients in the database can have their Type set to Current or Non-current. To change a client’s Type, do the following:
1. Press F6 or, from the Company menu, click Client Database to open the main “Clients” window.
2. Highlight the required client and click Edit to open the “Clients Detail” window.
3. Under
ID, in the Type field, select Current or Non-current. If you set the client to Noncurrent, today’s date will be automatically inserted into the Non-Current Date field. If you change the client from Non-current to Current, the Non-Current Date field will be cleared.
Alternatively, you can enter a date in or clear the Non-Current Date field. You will be asked if the client’s type is to be changed accordingly.
Click OK to change the client’s Type.
Accessing the Client Portal
The Client Portal provides a secure and convenient way of transferring documents between you and your clients.
To manage a client’s access to the Client Portal, on the “Clients Detail” window, in the
Client
Portal field click to open the “Client Portal Configuration for” window.
For more information on the Client Portal, see the Document Manager User Manual.
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Chapter 4. Client database HandiRegister 2015
Tagging and untagging clients
Tagging a group of clients allows you to perform an action on that group of clients. For example, you may want to print a letter or mailing labels for the group of clients.
Tip: To create and lodge Form RA71 for multiple companies, you must tag the companies via the "Companies" window.
Tag a client
1. From the Company menu, click Client Database.
2. Use Find, locate the relevant client, and then click Tag.
3. All tagged clients will be displayed in a bold typeface.
4. To exit from the “Clients” window, click
Close.
Untag a specific client
1. From the Company menu, click Client Database.
2. Use Find and locate the relevant client. The client will have an asterisk to the left of its name. This indicates the client is already tagged.
3. Click Tag.
4. To exit from the "Clients" window, click Close.
Viewing tagged clients
1. From the Company menu, click Tagged Clients. The "Tagged Clients" window will open, listing all the currently tagged clients.
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Figure 19: The "Tagged Clients" window
To untag an individual client, highlight the client and click Untag.
To untag all the tagged clients, click Clear.
2. Click Close to exit the "Tagged Clients" window.
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HandiRegister 2015 Client notes
Client notes
You can record short notes against each client. These notes will be accessible from all
HandiSoft programs. For example, you might record how each client likes their cup of tea or coffee.
Adding a client note
1. From the Company menu, click Client Database to open the "Clients" window.
2. Use Find to locate the relevant client.
3. Click
Notes. The "Client Notes For" window will open.
Figure 20: The "Client Notes For" window
4. Click New to open the “Client Note” window.
Figure 21: The "Client Note" window
5. Enter details of the note, and then click Save and Close.
Tip:When you enter a note, you assign a specific Note Type. This makes it easier to search for notes.
On the “Clients” window, an "N" will appear to the left of the client's name, indicating that the client has notes attached.
Tip: Notes are visible in all HandiSoft programs.
Printing a client note
You can print the client note if you want to keep it in your records or forward it to someone.
1. From the Company menu, click Client Database to open the "Clients" window..
2. Use Find to locate the relevant client.
3. Click Notes. The "Client Notes For" window will open.
4. On the "Client Notes For" window, click Print.
HandiRegister 2015 will display the note in the "Report Preview" window from where you can save it to a file or print it.
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Chapter 4. Client database HandiRegister 2015
Adding and editing client note types
When you create a client note, you can assign a note type to it. This enables you to filter notes by their note type.
The following default note types are available:
Invoicing
JobFlow
Superannuation
Tax
General
Consulting
Debtors
In addition to the default types, you can also create, edit and delete you r own custom note types.
1. From the Options menu, click Client Note Types to open the “Client Note Types” window.
Figure 22: The "Client Note Types" window
2. To add a new note type, click Add. On the “Add Note Type” window, enter a name for the new note type.
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3. To edit or delete an unused custom note type, highlight the note type, and click
Edit or
Delete.
4. If required, you can change the order in which the note types are listed by highlighting a note type and clicking the blue arrows to move it up or down.
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HandiRegister 2015 Client notes
The Client Notes report
You can generate a report that lists that lists notes attached to all or specified clients.
1. From the Reports menu, click Client Notes Report to open the “Client Notes Report” window.
Figure 23: The "Client Notes Report" window
2. Complete the fields to specify the client notes to be included.
3. Click Query to run the report.
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Chapter 5. Company database
The Company database contains information specific to HandiRegister 2015. The information includes such details as:
Company type, status, class and sub-class;
Company activities;
Registered office address;
Principal place of business address; and
Office opening and closing times.
For instructions on adding a company to HandiRegister 2015, see Chapter 3, "Creating new companies".
Opening the Company database
To open the Company database, do one of the following:
Click
Press F3.
From the Company menu, click Select Company.
The Company database is displayed in the “Companies” window.
Figure 24: The “Companies” window
The “Companies” window displays a summary list of all the companies in the HandiRegister
2015 database. The currently selected company is shown in red.
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Chapter 5. Company database HandiRegister 2015
Tip: You can use the Company Type field to specify whether all companies, or only those companies that are current or non-current are listed.
To view detailed information on a specific company, highlight the company and then click View.
This will open the "Company's Detail" window.
Figure 25: The “Company's Detail” window
The “Company's Detail” window displays details of a company. It has three tabs, Company,
Address and UHC that provide fields for you to enter information on the company.
Tip: For information on the "Company's Detail" window fields, press F1 to display the online help.
Information in the last four columns
You can configure the “Companies” window to display an additional four columns of information.
1. From the Options menu, click Clients to open the “Clients Options” window.
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Figure 26: The "Clients Options" window
2. Under Company Browser’s Last Four Columns, select the information to be displayed in each column.
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HandiRegister 2015 Opening the Company database
3. Click
OK to save your settings and close the “Clients Options” window.
Hiding the phone and email information
The lower pane on the “Companies” window displays phone and email information for the highlighted company. You can configure HandiRegister 2015 to hide this pane.
1. From the Options menu, click Clients to open the “Clients Options” window.
2. Under Phone / Email Options, select the Hide Phone / Email Details check box.
3. Click OK to save your settings and close the “Clients Options” window.
Valid combinations of company class and sub-class
When you complete the "Company's Detail" window, you must enter a valid combination of company class and sub-class. For detailed information, see ASIC’s EDGE Reference Guide.
Type Valid Class Valid Sub-classes
APTY
LMSH
LMSG
UNLM
HUNT; PNPC; PROP; PSTC
HUNT; PNPC; PROP; PSTC
HUNT; PROP; PSTC
APUB
LMSH
LMGT
LMSG
NLIA
UNLM
LISN; LIST; NLTD; STFI, ULSS; ULST
LISN; LISS; NLTD; STFI, ULSN; ULSS; ULST
LISN; LIST; ULSN; ULSS; ULST, STFI
LIST; ULST
LIST; ULSS; ULST
If you enter an in invalid combination, HandiRegister 2015 will display the "Type / Class /
Subclass Combinations" window.
Tip: You can click the button next to the Sub field to open the "Type / Class /
Subclass Combinations" window.
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Chapter 5. Company database HandiRegister 2015
Figure 27: The "Type / Class / Subclass Combinations" window
The window displays a matrix of the valid combinations for the company types.
To select a valid type / subtype combination, double-click on the company type.
Using the corporate key
From 1 March 2004, ASIC has been sending companies a unique corporate key with their
Annual Reviews.
The corporate key is similar in many respects to the PIN on a bank account, it is uniquely associated with the company's ACN and is required to authorise critical changes to company details.
The following forms must have a corporate key if they are lodged in paper form:
Form 362. Notification of appointment or cessation of a registered agent by a company;
Form 370. Notification by officeholder of resignation or retirement;
Form 484. Change to company details;
Form 486. Notification to nominate, change or cease a contact address for a company.
When you receive the corporate key for a company from ASIC, enter it in HandiRegister as follows:
1. Press F3 to open the "Companies" window.
2. Highlight the company and click Edit.
3. On the "Company's Detail" window, in the Corporate Key field, type the corporate key you have received from ASIC.
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HandiRegister 2015 Performing work on a specific company
Finding a company
HandiRegister 2015 provides a Find facility for you to quickly locate a company in the database.
1. On the "Companies" window, click Find. The "Find/Order" (company) window will open.
Figure 28: The "Find/Order" (company) window
2. Under
Ordered by, you can select whether the company list is to be ordered by the
HandiSoft Reference numbers, the company Names or the company ACNs. Your selection also determines the search field.
3. Under Find, type in the search text, and HandiRegister 2015 will highlight the matching company. If you are searching on the Name or Reference, you can enter the first part of the full text.
Note: If you leave the Find field blank, the “Companies” window will list the companies in the order selected under Ordered by.
4. Click Close to exit the "Find/Order" (company) window.
Performing work on a specific company
In order to make changes and prepare forms for a specific company you must:
1. Select the relevant company:
Click
On the “Companies” window, highlight the required company.
Tip: Use Find to search for a company using its reference code, name or ACN.
Click Select.
The selected company's name is displayed at the base of your window, indicating that it has been selected.
2. Perform the necessary work. (See Chapter 10, “Lifecycle of a form” and Chapter 11,
"Creating ASIC forms").
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Chapter 5. Company database HandiRegister 2015
Editing Company database information
When you make changes in the Company database, HandiRegister 2015 will automatically create a Forms 205A, 484 or 489 where one is required. (See Chapter 10, "Lifecycle of a form" and Chapter 11, "Creating ASIC forms").
Change of company name
When you change the name of the company, HandiRegister 2015 creates Form 205A, which you can then lodge.
To change a company name
1. Click or from the Company menu, click Select Company
2. On the “Companies” window, highlight the required company and then click Edit.
3. On the "Company's Detail" window, click the Company tab.
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Figure 29: The “Company's Detail” window
4. In the
Name field type in the new name, and then click Save.
5. If you want to notify ASIC of the change, select Create ASIC Form.
6. Click OK.
If you selected Create ASIC Form, the “Form 205A – Notification of Resolution (Change of
Name)” window will open.
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HandiRegister 2015 Editing Company database information
Figure 30: The "Notification of Resolution (Change of Name)” – page 1 window
7. On page 1 of the window, complete the company details and select the origen of the new name. The New Name field should be pre-filled with the new company name as entered on the “Company’s Detail” window.
8. Click Next to go to page 2 of the “Form 205A – Notification of Resolution (Change of
Name)” window.
Figure 31: The "Notification of Resolution (Change of Name)” – page 2 window
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Chapter 5. Company database HandiRegister 2015
9. On page 2 of the window, enter the date of the meeting where the resolution was passed, and the text of the resolution.
10. Click Next to go to page 3 of the “Form 205A – Notification of Resolution (Change of
Name)” window.
Figure 32: The "Notification of Resolution (Change of Name)” – page 3 window
11. On page 3 of the window, if the application is to manually reviewed select the
Request
application be manually reviewed check box and enter text in support of the request.
12. Click
Next to go to page 4 of the “Form 205A – Notification of Resolution (Change of
Name)” window.
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HandiRegister 2015 Editing Company database information
Figure 33: The "Notification of Resolution (Change of Name)” – page 4 window
13. On page 4 of the window, under Payment Method, select whether the fee is to paid by
Direct debit or to be invoiced by ASIC.
14. Under
Signature, select the officeholder who signs the form.
15. Click
Finish to create the form.
You can preview, print and sign the Form, and then lodge it with ASIC. (See Chapter 10,
"Lifecycle of a form" and Chapter 12, "Electronic lodgment").
Change of registered office
Where a company has changed any of the following:
Registered office address
Principal place of business address
Office hours (where the company is an Australian Public company)
You should record the change in HandiRegister 2015. HandiRegister 2015 will then automatically create a Form 484. If an unsigned Form 484 already exists for that company,
HandiRegister 2015 will add the information to that form.
Tip: For registered bodies, HandiRegister 2015 will create Form 489.
To change the addresses
1. Click or from the Company menu, click Select Company
2. On the “Companies” window, highlight the required company and then click Edit.
3. On the "Company's Detail" window, click the Address tab.
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Chapter 5. Company database HandiRegister 2015
Figure 34: The “Company's Detail” (Address) window
4. Under Registered Office Address and Principal Place of Business Address, make any required changes.
5. In the Change date field type in or press F2 to select the date of the change, and then click
Save.
6. If you want to notify ASIC of the change, select
Create ASIC Form.
When you have completed all your changes to the company, you can preview, print and sign the Form, and then lodge it with ASIC. (See Chapter 10, "Lifecycle of a form" and
Chapter 12, "Electronic lodgment").
Change special status
When you change the special status of a company, HandiRegister 2015 creates Form 484, which you can then lodge.
To change the special status
1. Click or, from the Company menu, click Select Company
2. On the “Companies” window, highlight the required company and then click Edit.
3. On the "Company's Detail" window, click the
Company tab.
4. Under
Special Purpose Company, make any required changes.
5. In the
Effective date field type in or press F2 to select the date of the change, and then click Save.
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6. If you want to notify ASIC of the change, select Create ASIC Form.
When you have completed all your changes to the company, you can preview, print and sign the Form, and then lodge it with ASIC. (See Chapter 10, "Lifecycle of a form" and
Chapter 12, "Electronic lodgment").
Change Ultimate Holding Company
When you make any changes to details of an Ultimate Holding Company, HandiRegister 2015 creates Form 484, which you can then lodge.
To change the Ultimate Holding Company
1. Click or, from the Company menu, click Select Company
2. On the “Companies” window, highlight the required company and then click Edit.
3. On the "Company's Detail" window, click the UHC tab.
4. Under Ultimate Holding Company, make any required changes.
If the country of incorporation is Australia, you must enter an ACN or ARBN.
5. In the Effective date field type in or press F2 to select the date of the change, and then click Save.
6. If you want to notify ASIC of the change, select Create ASIC Form.
When you have completed all your changes to the company, you can preview, print and sign the Form, and then lodge it with ASIC. (See Chapter 10, "Lifecycle of a form" and
Chapter 12, "Electronic lodgment").
Inactive companies
It is possible to mark a company as inactive so that is not included in company lists, review date and status reports. It will also prevent ASIC forms from being created when you make any changes to the company, its officeholders or shareholders.
To make a company inactive
1. Click or, from the Company menu, click Select Company.
2. On the “Companies” window, highlight the required company and click Edit.
3. On the "Company's Detail" window, click the Company tab.
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4. In the Inactive Date field, type the date the company became inactive. You can press F2 or double-click on the field to select the date from a calendar.
5. Click Save. An "Attention" box will appear, warning you of the implications of an inactive company.
6. Click
Yes on the "Attention" box, and then Close to exit the "Company's Detail" window.
Annual Company Review
Each company is required to undergo an Annual Company Review on the company’s review date, which is generally the anniversary of the company’s registration.
The review date
Within 10 days after a company's review date (but usually within 2 -3 days), ASIC will electronically send you a Company Statement and an invoice for the Annual Review fee. To download this information:
From the Lodgment menu, click Retrieve Reports / Data Download.
HandiRegister 2015 will automatically save downloaded company statements and invoices in the respective companies' folders under the /Who directory on your computer.
You have three responsibilities in relation to the company’s Annual Review.
1. Check the Company Statement.
If the Statement is correct, you do not need to take any further action, however if the
Statement requires corrections, you must notify ASIC of the required corrections using a
Form 484. You must lodge the Form 484 within 28 days of the Company Statement’s issue date.
2. Pay the Invoice. Payment is required within 2 months of the company’s review date.
3. Pass a Solvency Resolution within 2 months of the company’s review date.
If the resolution was favourable, and the directors passed it within the 2-month timeframe, you do not need to take any further action. Where the resolution was unfavourable, or the directors did not pass it within the 2-month timeframe, you must notify ASIC using a Form
485.
Review Date reports
You can produce a listing of when the review dates of your companies occur. You can create the listing in two ways:
Download a list from ASIC. You must lodge an RA61 to request this report. ASIC will then electronically provide you with a report that lists your companies' review dates. This is the preferred method.
Generate a report in HandiRegister, which accesses information stored by HandiRegister
(not ASIC). To generate the report, from the Reports menu, click Review Dates.
The Annual Review status
To assist you in tracking the Annual Review steps, each company has an
Annual Review
Status field that you can set as each step is completed.
Note: HandiRegister 2015 automatically sets the status to Received Company Statement after it has downloaded a Company Statement for the company.
The following procedure describes how you update the Annual Review status for a company.
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HandiRegister 2015 Tagging companies
1. Click or, from the Company menu, click Select Company.
2. On the “Companies” window, highlight the required company and then click Status. The
"Change Annual Review Status" window will open.
Figure 35: The "Change Annual Review Status" window
3. Under Review Status, select the current status for the company.
4. Click OK.
Tagging companies
You can tag up to 99 companies in the Company database so that HandiRegister 2015 will create and lodge Form RA71 - Request for company detail for all of them simultaneously.
This is useful if you are adding a number of new companies to the database.
Note: For all other batch activities you must tag the companies via the "Clients" window.
Tag a company
1. Click or, from the Company menu, click Select Company.
2. On the “Companies” window, highlight the required company and then click Tag.
3. Tagged companies will be displayed with an asterisk (*) to the left of their name.
4. Click Close to exit from the “Companies” window.
View tagged companies
From the Company menu, click Tagged Companies.
Note: From the “Tagged Companies” window, you can untag either a single company or all companies.
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Figure 36: The “Tagged Companies” window
Untag a single company
The preferred method is to untag the company from the “Tagged Companies” window as follows:
1. From the Company menu, click Tagged Companies to open the "Tagged Companies" window.
2. On the "Tagged Companies" window, highlight the relevant company and then click
Untag.
3. To exit from the “Tagged Companies” window, click
Close.
Note: You can also untag a single company from the “Companies” window. From the
Companies menus, click Select Company, highlight the relevant company, and then click Tag.
Untag all companies
You can quickly untag All companies by using the following method:
1. From the
Company menu, click Tagged Companies to open the "Tagged Companies" window.
2. On the “Tagged Companies” window, click Clear.
3. To exit from the “Tagged Companies” window, click Close.
Batch changing the Registered Office
You can change the Registered Office details for a number of companies as a batch. For example, you may have changed your address, and you need to change the details of all those companies using your office as their Registered Office.
1. Press F3 or, from the Company menu, click Select Company to open the “Companies” window.
2. Tag the companies for which the Registered Office is to be changed.
3. Click Close to exit the “Companies” window.
4. From the Tools menu, click Batch Change Registered Office. The “Change Registered
Office” window will open.
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Figure 37: The "Change Registered Office" window
5. Enter the new Registered Office details, and indicate whether it is also to be the Principle
Palace of Business.
6. Select the Create Form 484/489 check box if you want to create a form for each tagged company to be lodged with ASIC.
7. Click OK to make the changes to all the tagged companies.
8. An “Attention” window will display the number of addresses changed. Click Yes if you want to view a report listing the companies with changed addresses.
9. If you want to untag the companies to prevent further changes being made to them, click
Yes on the next “Attention” window.
Deleting companies
Two groups of HandiRegister 2015 information may be deleted:
All data attached to a company may be removed. The information deleted will be all details of officeholders, issued capital, shareholders, non-share members, auditors, seal register, charges.
Once all the above company data has been removed, you have the option of deleting the company from the Company database.
Notifying ASIC
If you are no longer acting as a registered agent for a company, you or the company must notify
ASIC. Use either of the following forms to do this:
Use Form 361 - Notification of a registered agent ceasing to act for a company to notify ASIC without a signature from an authorised officeholder of the company.
Use
Form 362 - Notification of appointment or cessation of a registered agent by a
company for the company to notify ASIC. This requires a signature from an authorised officeholder of the company.
For more information, refer to Chapter 11, "Creating ASIC forms".
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Delete company data
HandiRegister 2015
1. Click or, from the Company menu, click Select Company.
2. On the “Companies” window, highlight the required company and then click Delete. The
"Delete Entity" window will open.
3. Select Delete ALL company data.
Tip: You can view the history records for a specific company. For detailed
information, see " History of company changes " on page 70.
4. Click
OK.
5. To exit from the “Companies” window, click
Close.
Delete the company from the database
1. Click or, from the Company menu, click Select Company.
2. On the “Companies” window, highlight the required company and then click Delete.
3. Select Delete ALL company data.
4. After you select Delete ALL company data, the Delete company record check box becomes active.
5. To remove the general company details (such as principal place of business address) select the
Delete company record check box.
Note: HandiRegister 2015 maintains a history of changes made to the company’s general information. Selecting the Delete Company Record check box will remove only the most
recent history record. Consequently, to completely remove a company from the Companies database, you may need to repeat the above procedure a number of times.
Note: When you delete a company in HandiRegister 2015, you do not delete the client information from the client database.
Tip: You can view the history records for a specific company. For detailed
information, see " History of company changes " on page 70.
6. Click OK.
7. To exit from the “Companies” window, click Close.
History of company changes
Each time you amend a company’s general information, HandiRegister 2015 stores a history of the change. You can view the history of changes made to a company and, if required delete specific changes.
View company history
To view a company's history:
1. Click
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2. On the “Companies” window, highlight the required company.
3. Click History.
4. All changes made to the company will be displayed in date order.
5. To view the details of a specific history record, highlight the record and then click View.
6. To exit from the ‘history view’ back into the Company database, click History.
Restoring company data
It is still possible to restore a company where its most recent record has been deleted and it is not visible in the companies' list. This will be effective only where the History of company changes still exists for the company.
Restore a company's data
1. Click or, from the Company menu, click Select Company.
2. On the “Companies” window, click Restore.
3. In the "Restore Company" window Reference field, type the reference code of the company you wish to have restored.
4. Click OK.
5. To exit from the Company database, click Close.
Creating company reports
You can generate a Company List report, displaying information such as company reference, name, ACN, type, class, and sub-class.
Produce a company list
1. Click or, from the Company menu, click Select Company.
2. On the “Companies” window, click List. The "Select Report Order" window will open.
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Figure 38: The “Select Report Order” window
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Chapter 5. Company database HandiRegister 2015
3. Under Selection, choose whether you want to list all the companies in the database or only those that have their registered office with your firm.
4. Under Sort by, select the order in which the companies are to be printed, and then click
OK. HandiRegister 2015 will display the list in the "Report Preview" window.
5. To print a copy of the Company List, click
Print.
6. To exit from the “Report Preview” window, click
Close.
7. To exit from the “Companies” window, click Close.
Tip: You can also produce this company list via the Reports menu List Companies item.
Company charges
The "Current Charges" window lists the current charges for the selected company.
Opening the "Current Charges" window
1. Select the company for which you want to view the current charges.
2. From the Company menu, click Charges. The "Current Charges" window will open.
Figure 39: The "Current Charges" window
If the window does not display any information, there are no current charges for the selected company.
To view charge details
1. On the "Current Charges" window, highlight the required charge and click Charges. The
"Charge Details" window will open, displaying charge details for the selected charge.
2. Click Close to exit the window.
To enter a discharge date
1. On the "Current Charges" window, highlight the charge for which you want to enter a discharge date.
2. Click Discharge. The "Discharge Date" window will open.
3. Type in the discharge date and click OK.
The "Current Charges" window will show the discharge date in the Date Discharged column.
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Chapter 6. Shareholders and officeholders
Each company must have shareholders and officeholders. A single person or organisation may be associated with a number of these roles. To reduce the amount of typing required and to facilitate the creation of the relevant ASIC forms, the Shareholders and Officeholders databases link to the Individuals database, which stores name and address information for all shareholders and officeholders.
The shareholders and officeholders information is specific to each company and can only be accessed if you have selected a company. The Individuals database, on the other hand, is not company specific and can be accessed at any time.
Individuals database
The Individuals database stores name and address details of individuals and organisations.
These details are used by the HandiRegister 2015 Shareholders and Officeholders databases.
For example, when appointing an officeholder, the officeholder is selected from the Individuals database.
If you modify a record in the Individuals database (for example, change an address),
HandiRegister 2015 will automatically create the required ASIC forms.
Where an individual is a director of multiple companies, if all companies link to the same record in the Individuals database, the required ASIC forms will be created for all companies.
Open the Individuals database
The Individuals database can be accessed from many areas within HandiRegister 2015. Where a reference code is required for a shareholder, or officeholder, pressing F2 from within that field will open the Individuals database.
The Individuals database may also be accessed directly by:
Clicking or;
From the
Company menu, clicking All Individuals .
Adding a record to the Individuals database
To add an individual or organisation to the Individuals database:
1. Click to open the "Individuals" window.
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Figure 40: The “Individuals” window
2. On the "Individuals" window, click New. The "Individuals Detail" window will open.
Figure 41: The “Individuals Detail” window
3. Complete the “Individuals Detail” window and then click
Save.
If the individual or organisation being added is already in the Clients database, click
Choose Client to select the individual or organisation from the “Clients” window.
Tip: You must complete either the Person or the Organisation section. You cannot complete details from both of these sections in the same record.
4. To exit from the “Individuals” window, click Close.
Editing an individual or organisation
To modify a record in the Individuals database:
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1. Click
2. On the "Individuals" window, highlight the required person or organisation and then click
Edit.
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HandiRegister 2015 Individuals database
3. In the Change Date field of the "Individuals Detail" window, type the date on which the details were changed.
4. Make the required change and then click Save.
5. If you have changed the details of an officeholder of one or more companies or one of the top 20 shareholders of a share class, HandiRegister 2015 will automatically create either of the following forms for each company:
Form 484 for a company
Form 490 for a registered body
6. If you intend electronically lodging the form with ASIC , under
ASIC Form, select Create
ASIC Form, otherwise, select Form NOT Required.
7. To automatically create the required minute or resolution , select the
Automatically
generate minute/resolution check box.
8. To exit from the Individuals database, click Close.
Note: Where an ASIC form was created, the form should be previewed, printed, marked as signed and then lodged. (Refer to Chapter 12, “Lifecycle of a Form” and Chapter 12, “Electronic lodgment”).
Deleting an individual or organisation
HandiRegister 2015 allows you to delete either an entire record in the Individuals database, or the most recent change that has been made to a record.
1. Click
2. On the "Individuals" window, highlight the required individual or organisation.
3. Click Delete.
Figure 42: The “Delete Individual” window
4. Indicate if you want to delete the most recent change to the highlighted record (
Remove
Highlighted Record Only), or if you want to delete the entire record (Remove all records
for this individual (including history records)), and then click Delete.
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Chapter 6. Shareholders and officeholders
5. To exit from the “Individuals” window, click Close.
Viewing an individual's details
To see detailed information on a record in the Individuals database:
HandiRegister 2015
1. Click
2. On the "Individuals" window, highlight the relevant individual or organisation and then click
View.
All current details for the highlighted individual or organisation will be displayed in the
"Individuals Detail" window.
3. To exit from the “Individuals Detail” window, click Close.
4. To exit from the “Individuals” window, click Close.
Tip: You can view an audit trail of an individual or organisation's previous details by using the History option.
Viewing a history of changes
HandiRegister 2015 maintains an 'audit trail' that records all changes that have been made to each record in the Individuals database. To view the History details for a particular individual or organisation:
1. Click
2. On the "Individuals" window, highlight the relevant individual or organisation and then click
History.
A summary of changes for the individual or organisation is displayed. To see the details of a particular change, highlight that record and then click
View.
Tip: Using the Delete button, you can delete the most recent change to the individual’s or organisation’s record.
Viewing the officeholder positions
To view all office positions held by an individual:
1. Click
2. On the "Individuals" window, highlight the relevant individual or organisation and then click
Offices.
The "Positions Held" window will display the office positions currently held by that individual.
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Figure 43: The “Positions Held” (individual) window
3. To generate a report on the positions held by the individual, click Report.
Duplicated records
In some cases, a person or organisation may be listed in the Individuals database multiple times.
Caution: If a person is listed in the Individuals database multiple times, and their personal details change, each record for that person must be updated in the Individuals database. If a record is not updated then it is likely that a Form 484 or Form 490 will not be created for all the relevant companies and that ASIC fines will be incurred.
Example:
Mary Hughes is listed twice in the Individuals database with the reference codes of HUG001 and HUG002. Mary is a director in ABC Pty Ltd, which links to Mary’s HUG001 record.
Mary is also a director in XYZ Pty Ltd, which links to Mary’s HUG002 record. Mary gets married and changes her surname. If only the HUG001 record is updated with the new surname, HandiRegister 2015 will only create a Form 484 for ABC Pty Ltd.
If Mary Hughes was listed only once in the Individuals database, and both ABC Pty Ltd and
XYZ Pty Ltd were linked to that record, HandiRegister 2015 would have automatically created a Form 484 for both companies.
To prevent the above problem, you should merge duplicated records in the Individuals database into a single record.
To merge duplicated records
Use the following procedure to merge duplicated records into one. This will ensure that ASIC is correctly notified of all changes and that all companies in HandiRegister 2015 are correctly updated:
1. Click .
2. From the "Individuals" window, note down the reference codes of all records that are to be merged.
3. Decide which record will become the main record and make a note of the record’s reference code.
The records to be merged must contain exactly the same data as the main record. If required, edit the records to achieve this.
Note: This step is essential to ensure that ASIC has been notified of all changes.
4. You are ready to merge the records:
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Highlight the record to merge into the main record and then click Merge.
Figure 44: The “Individual Merge” window
Highlight the reference code of the main record and then click
OK.
In the “Attention” window, click
Yes.
When asked to remove the record, click Yes.
Repeat this process until all duplicated records have been merged into the main record.
5. To exit from the “Individuals” window, click
Close.
Updates from the Clients database
HandiRegister 2015 can update the Individuals database if you make a change to a client’s address in the “Clients Detail” window.
When you add or edit a client in the “Clients Detail” window, you can indicate that the client is an officeholder or shareholder by clicking the HandiRegister Individual Ref field button and selecting the corresponding Individual database reference for that client.
If you leave the HandiRegister Individual Ref field blank for a client you can still have
HandiRegister prompt you if you make a change to the client’s address. To do this:
1. From the Options menu, click Clients to open the “Clients Options” window.
2. On the “Clients Options” window, select the
Prompt user to update HandiRegister when
updating a client’s address check box.
3. Click OK.
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Changing an individual’s address
If you change an individual client’s address on the “Clients Detail” window from within any of your installed HandiSoft programs, and you have not selected a reference in the
HandiRegister
Individual Ref field, you will be asked if the client is an officeholder or shareholder in the
HandiRegister Individuals database.
Figure 45: The "HandiRegister Update Confirmation" window
1. If you want to update the Individuals database, click
Yes. The “Individuals” window will open for you to select the corresponding Individuals database reference.
Note: If you do not want to be prompted again, select the Don’t ask me again check box. If you ever want to re-enable the prompts, you must open the “Clients Options” window
(Options/Clients) and select the
Prompt user to update HandiRegister when updating a
client’s address check box.
2. On the “Update HandiRegister” window, under Available client addresses, select the new address to be submitted to ASIC.
Figure 46: The "Update HandiRegister" window
3. Click OK.
HandiRegister 2015 will create an ASIC form and prompt you to select the status.
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Chapter 6. Shareholders and officeholders HandiRegister 2015
4. If you intend electronically lodging the form with ASIC , under
ASIC Form, select Create
ASIC Form, otherwise, select Form NOT Required.
Changing a company address
If you change a company’s address on the “Clients Detail” window from within any of your installed HandiSoft programs, The “Update HandiRegister” (Company address) window will open for you to update the Registered Office address and Principal Place of Business address for that company.
Figure 47: The “Update HandiRegister" (Company address) database
1. Under Client Addresses, select the new addresses.
2. In the
Effective date fields, type or select the date that the change of address takes effect.
3. Click
OK.
HandiRegister 2015 will create an ASIC form and prompt you to select the status.
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4. If you intend electronically lodging the form with ASIC , under
ASIC Form, select Create
ASIC Form, otherwise, select Form NOT Required.
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HandiRegister 2015 Shareholders database
Shareholders database
The Shareholders database records details of a company’s shareholders, the number of shares held and a history of share transactions. Each company in HandiRegister 2015 has its own
Shareholders database. You must, therefore, select a company before you can view the company’s Shareholders database.
Tip: The Shareholders database links to the Individuals database using the individual’s reference code.
Open the Shareholders database
To open the shareholders database:
1. Select the required company:
Click or, from the Company menu click Select Company
Highlight the required company and then click Select.
2. Click or, from the Company menu, click Shareholders.
All existing shareholders are displayed in the “Share Holding” window.
The upper pane lists the shareholders, reference numbers, with joint shareholders listed horizontally.
The lower pane lists the highlighted shareholders’ reference numbers and names.
Add a new shareholding
To create a new shareholding:
Figure 48: The “Share Holding” window
. 1. Select the required company and then click
2. In the “Share Holding" window, click
New.
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3. Complete the “Joint Shareholders” window to add a single shareholder or a number of joint shareholders.
Figure 49: The "Joint Shareholders" window
4. Repeat steps 2 to 4 for each shareholder (or group of joint shareholders) to be added.
5. Click Save and then click Close.
Acquire shares
This procedure describes how you attach shares to a shareholder (or group of jointshareholders):
1. Select the required company and then click .
2. In the "Share Holding" window, highlight the shareholder or joint shareholders and then click
Select. The "Share Holdings" window will open.
Figure 50: The “Share Holdings” window
3. In the “Share Holdings” window, click Acquire. The "Acquire Shares" window will open.
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Figure 51: The “Acquire Shares” window
4. Complete the “Acquire Shares” window, click
Save, and then click Close.
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HandiRegister 2015 Shareholders database
5. If you intend electronically lodging a Form 484 with ASIC, select Create ASIC Form, otherwise, select Form NOT Required.
6. In the “Share Holdings” window, click Close to exit from the window.
7. To exit from the "Share Holding" window, click Close.
Caution: Allocating shares to shareholders in the above manner will not update details of the number of shares issued in the “Issued Capital” window. To manually update the number of shares issued, from the Company menu, click Issued Capital, and then click Edit.
Transfer shares
This procedure describes how you transfer shares to another shareholder (or group of jointshareholders):
1. Select the required company and then click .
2. In the "Share Holding" window, highlight the shareholder or joint shareholders and then click
Select. The "Share Holdings" window will open.
Figure 52: The “Share Holdings” window
3. In the “Share Holdings” window, click Transfer. The "Transfer Shares" window will open.
Figure 53: The “Transfer Shares” window
4. In the
Transfer to field, press F2 or click to select the shareholder to whom the shares are to be transferred.
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5. Complete the remaining fields in the “Transfer Shares” window, click Save, and then click
Close.
6. If you intend electronically lodging a Form 484 with ASIC, select Create ASIC Form, otherwise, select Form NOT Required.
7. In the “Share Holdings” window, click Close to exit from the window.
8. To exit from the "Share Holding" window, click Close.
Dispose of shares
Where a shareholder disposes of shares, record the disposal as follows:
1. Select the required company.
2. Click or from the Company menu click Shareholders.
3. On the "Share Holding" window, highlight the relevant shareholder, and then click Select.
Figure 54: The “Share Holdings” window
4. On the "Share Holdings" window, highlight the shares to be disposed of and click
Dispose.
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Figure 55: The “Dispose Shares” window
5. Complete the “Dispose Shares" window, click Save, and then click Close.
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HandiRegister 2015
View share holdings of individuals
To view the shares held by a specific individual or organisation:
1. Select the required company.
Shareholders database
2. Click or, from the
Company menu, click All Individuals.
3. On the "Individuals" window, highlight the relevant person or organisation, and then click
Shares.
Figure 56: The "Share Holdings" window
The "Share Holdings" window lists the shares held by the individual or organisation.
4. Click Report to generate a report on the shares held by the individual or organisation.
View share transactions for a shareholder
To view the share transactions for a specific shareholder:
1. Select the required company.
2. Click or, from the Company menu, click Shareholders.
3. On the "Share Holding" window, highlight the relevant shareholder or joint shareholders, and then click Select.
4. On the "Share Holdings" window, highlight the required share class and click Transactions.
All share transactions for the selected shareholder are displayed in the "Share
Transactions" window.
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Figure 57: The “Share Transactions” window
5. To view details of a share transaction, highlight the transaction, and click View. The "View
Share Transaction" window will open.
Figure 58: The "View Share Transaction" window
Change Beneficial Ownership
Where a shareholder’s Beneficial Ownership setting is incorrect, you can rectify the problem as follows:
1. Select the required company.
2. Click or, from the Company, click Shareholders.
3. On the "Share Holding" window, highlight the relevant shareholder, and then click
Select.
4. In the “Share Holdings” window, highlight the required share class and click Beneficial. The
"Beneficial Ownership" window will open.
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Figure 59: The “Beneficial Ownership” window
5. Under Public Companies Only, select whether the change is an update to the annual
Company Statement sent by ASIC to you. If you select
Yes, HandiRegister 2015 will select the applicable check box in the form to be lodged.
6. Select or clear the Member is beneficial owner check box, and then enter the date the change took place.
7. Click OK.
8. If you intend electronically lodging a Form 484 with ASIC, select Create ASIC Form, otherwise, select Form NOT Required.
Note: When you have completed changes to the company, the form should be previewed, printed, marked as signed and then lodged. (Refer to Chapter 10, “Lifecycle of a Form” and
Chapter 12, “Electronic lodgment”).
Change amount paid
Where a shareholder’s amount paid setting is incorrect, you can rectify the problem as follows:
1. Select the required company.
2. Click or, from the Company menu, click Shareholders.
3. On the "Share Holding" window, highlight the relevant shareholder, and then click Select.
4. In the “Share Holdings” window, highlight the required share class and click Amount Paid.
The "Amount Paid" window will open.
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Chapter 6. Shareholders and officeholders HandiRegister 2015
Figure 60: The “Amount Paid” window
5. Under Public Companies Only, select whether the change is an update to the annual
Company Statement sent by ASIC to you. If you select Yes, HandiRegister 2015 will select the applicable check box in the form to be lodged.
6. In the Amount Paid and Amount Unpaid fields, type in the amended values and then enter the date the change took place.
7. Click OK.
8. If you intend electronically lodging a Form 484 with ASIC, select Create ASIC Form, otherwise, select Form NOT Required.
Note: When you have completed your changes to the company, the form should be previewed, printed, marked as signed and then lodged. (Refer to Chapter 10, “Lifecycle of a Form” and
Chapter 12, “Electronic lodgment”).
Edit a shareholder
To modify a shareholder’s personal details:
1. Click or, from the Company, click Shareholders.
2. On the "Share Holding" window, highlight the relevant shareholding, then click Edit.
3. To edit the shareholder's name or address details:
In the "Joint Shareholders" window, highlight the reference code of the shareholder or joint shareholder to be changed, and then press F2 or click .
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HandiRegister 2015 Shareholders database
Figure 61: The “Individuals” window
In the "Individuals" window, the correct record will be highlighted. Click Edit.
On the "Individuals Detail" window, modify the shareholder's details as required and then click Save.
Depending on the type of change you have made, an ASIC form may be generated. If this is the case, the following window will open.
4. If you intend electronically lodging the form with ASIC , under
ASIC Form, select Create
ASIC Form, otherwise, select Form NOT Required.
5. To automatically create the required minute or resolution , select the
Automatically
generate minute/resolution check box.
6. To exit from the “Individuals” window, click Close.
7. The shareholder / joint shareholder may be changed to another shareholder by altering the reference code in the "Joint Shareholders" window, and then choosing Save.
Delete a shareholder
To delete a shareholder and all of their share transactions:
Caution: The following procedure will delete all share transactions and share holdings for the highlighted shareholder.
1. Click or, from the Company, click Shareholders.
2. On the "Share Holding" window, highlight the relevant shareholder, and then click Delete.
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3. You are asked, "Delete ALL of the shareholder's share details". Ensure you are deleting the correct shareholder, and then click Yes.
Officeholders database
The Officeholders database stores information on past and present officeholders of the selected company. Each company in HandiRegister 2015 has its own Officeholders database. You must, therefore, select a company before you can view the company’s Officeholders database.
Tip: The Officeholders database links to the Individuals database using the individual’s reference code.
Open the Officeholders database
1. Select the required company:
Click or, from the Company menu, click Select Company. Highlight the required company and then click Select.
2. Open the Officeholders database:
Click , or from the
Company menu, click Officeholders. All existing officeholders are displayed in the “Positions Held” window.
Figure 62: The “Positions Held” (company) window
Nominate a signatory
HandiRegister 2015 must know which officeholder will sign the ASIC forms. Consequently, one of the officeholders must be nominated as the signatory. Where no officeholder has been nominated as the signatory, ASIC forms for the company will contain errors.
To nominate an officeholder as signatory:
1. Select the required company.
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2. Click , or from the Company menu, click Officeholders.
3. On the “Positions Held” window, highlight the relevant officeholder and then click
Signatory.
Note: Where an officeholder is both a director and secretary they will be listed twice.
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HandiRegister 2015
Figure 63: The "Nominate as signatory" window
4. If the “Nominate as signatory” window is correct, click Accept.
5. The word "
SIGN
" will appear to the left of the signatory.
6. To exit from the “Positions Held” window, click Close.
Appoint an officeholder
To appoint a new officeholder:
1. Select the required company:
2. Click , or from the Company menu, click Officeholders.
3. On the “Positions Held” window, click Appoint.
Officeholders database
Figure 64: The “Appoint Officeholder” window
4. Complete the “Appoint Officeholder” window and then click Save
5. HandiRegister will automatically create a Form 484.
If the selected company is a registered body, HandiRegister 2015 will create a Form 490 instead of a Form 484.
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Chapter 6. Shareholders and officeholders HandiRegister 2015
6. If ASIC is to be notified of the officeholder's appointment, under ASIC Form, select Create
ASIC Form, otherwise, select Form NOT Required.
7. To automatically create the required minute or resolution , select the
Automatically
generate minute/resolution check box.
8. If the appointment is for an Alternate Director, the "Terms of Appointment of Alternate
Directors" window will open for you to type in the relevant information. You can print this out and attach it to Form 490 or Form 484 to keep in your records.
9. Where ASIC is to be notified of the appointment, the Form 484 or Form 490 should be previewed, printed, signed, and then lodged. (Refer to Chapter 10, “Lifecycle of a Form” and
Chapter 12, “Electronic lodgment”).
Resign an officeholder
To resign an officeholder:
1. Select the required company:
2. Click or, from the Company menu, click Officeholders.
3. On the “Positions Held” window, highlight the officeholder and then click
Resign.
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Figure 65: The "Resign OfficeHolder" window
4. On the "Resign Office Holder" window, complete the Date resigned box and then click
Save.
5. If ASIC is to be notified of the officeholder's resignation, under ASIC Form, select Create
ASIC Form, otherwise, select Form NOT Required.
6. To automatically create the required minute or resolution , select the
Automatically
generate minute/resolution check box.
Note: If the selected company is a registered body, HandiRegister 2015 will create a Form
490 instead of a Form 484.
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HandiRegister 2015 Officeholders database
7. Where ASIC is to be notified of the resignation, the Form 484 or Form 490 should be previewed, printed, signed, and then lodged. If a Form 370 was also created, you must also attach a letter of resignation. (Refer to Chapter 10, “Lifecycle of a Form” and Chapter 12,
“Electronic lodgment”).
Extend an officeholder
You can extend the tenure of an alternate director:
1. Select the required company:
2. Click or, from the Company menu, click Officeholders.
3. On the “Positions Held” window, highlight the alternate director whose tenure you want to extend, and then click Edit.
Figure 66: The "Edit Officeholder" window
4. On the "Edit Officeholder" window, enter the new date of resignation in the Date resigned field and then click
Save.
Change name/address details of officeholder
To alter an officeholder’s name or address, the details are changed in the Individuals database.
1. From the Company menu, click All Individuals.
2. On the "Individuals" window, locate the relevant officeholder, and then click Edit.
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Figure 67: The “Individuals Detail” window
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Chapter 6. Shareholders and officeholders HandiRegister 2015
3. On the "Individuals Detail" window, change the officeholder's details as required, and then click Save.
4. If the change you have made is a notifiable change, HandiRegister 2015 prompts you to prepare an ASIC Form 484 or Form 490.
To create a Form 484 or Form 490 for lodgment with ASIC select
Create ASIC Form.
Otherwise, select Form NOT Required.
5. Click Close to exit from the “Individuals” window.
6. Where an ASIC form was created, the Form should now be previewed, printed, signed, and lodged (Refer to Chapter 10, “Lifecycle of a Form” and Chapter 12, “Electronic lodgment”).
Edit the date of appointment or resignation
You can alter an officeholder’s date of appointment or resignation. To do this:
1. Select the required company:
2. Click , or from the Company menu, click Officeholders. This will open the
“Positions Held” window.
3. Highlight the relevant officeholder.
4. Click Edit.
5. On the "Edit Office Holder" window, make the necessary change, and then click Save.
6. To exit from the “Positions Held” window, click Close.
Note:
When amending a date of appointment, take care that ASIC is correctly notified of the changes:
Where the officeholder's appointment/resignation is reflected on an unlodged Form 484 or
Form 490, the date of appointment/resignation will be updated in that Form 484 or Form 490.
Where the form has already been lodged with ASIC, you must lodge a Form 492 with ASIC to correct the original form. (Refer to Chapter 11, “Creating ASIC Forms”).
Deleting an officeholder
An officeholder's record may be deleted from the “Positions Held” window.
To delete an officeholder record:
1. Select the required company:
2. Click window will open.
, or from the Company menu, click Officeholders. The "Positions Held"
3. Where the relevant record is for a current officeholder, highlight that officeholder. Where the officeholder has resigned, first view the History, and then highlight the officeholder.
4. Click Delete.
5. If there is an unlodged Form 484 for the officeholder, HandiRegister 2015 will display a warning that it will remove details of that officeholder from the form. To delete the officeholder, click
yes.
6. To exit from the “Positions Held” window, click Close.
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Chapter 7. Issued capital
The Issued Capital database is specific to each company. Consequently, you must select a company before you can view its issued capital. In the Issued Capital database, you will define the various classes of capital, details of the number of shares issued, and details of any outstanding amounts.
Tip: The Issued Capital and Shareholders databases both record details of issued shares. The number of issued shares must reconcile between these two databases. If they do not, there will be errors in reports.
Open the Issued Capital database
1. Click , or from the Company menu, click Select Company.
2. On the "Companies" window, highlight the required company and then click Select.
3. On the Access panel, click the Issued Capital icon or, from the Company menu, click
Issued Capital.
HandiRegister 2015 will display all existing classes of capital for the selected company in the “Issued Capital” window.
Figure 68: The “Issued Capital” window
Add a new class of issued capital
There are two steps to creating a class of issued capital.
1. Create the actual share class,
2. Issue shares for the new share class.
Create the share class
1. On the Access panel, click the Issued Capital icon or, from the Company menu, click
Issued Capital.
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Chapter 7. Issued capital HandiRegister 2015
2. On the “Issued Capital” window, click New. This will create a new share class record.
3. In the Class column of the new record, type a code for the required class.
4. In the Title column, type a suitable title for the share issue.
The new share class will now be created with zero shares issued. Now you can issue the shares.
Issue shares
If you have not already done so, from the Company menu, click Issued Capital to open the
“Issued Capital” window.
1. Highlight the share class for which you will issue the shares, and click Issue. The "Issue of
Shares" window will open.
Figure 69: The "Issue of Shares" window
2. Complete the “Issue of Shares” window, and click Save.
3. If you want HandiRegister 2015 to create a Form 484 to notify ASIC of the share issue, select Create ASIC Form and click OK.
If you selected Create ASIC Form, you will be asked if the issued capital is to be assigned to the shareholders.
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4. Click
Yes to open the “Share Holding” window to assign the new shares to the
shareholders.
Click No to return to the “Issued Capital” window.
5. To exit from the “Issued Capital” window, click Close.
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HandiRegister 2015 Delete an existing class of issued capital
When you have completed updating the company details, you should preview, sign and lodge the Form 484. (See Chapter 10, "Lifecycle of a form" and Chapter 12, "Electronic lodgment").
Delete an existing class of issued capital
Caution: When you delete a class of capital, all shareholder records and transactions that refer to the class of capital are removed.
1. On the Access panel, click the
Issued Capital icon or, from the Company menu, click
Issued Capital.
2. On the “Issued Capital” window, highlight the relevant class of capital.
3. Click Delete.
4. Ensure the correct record will be deleted, then click OK.
5. To exit from the “Issued Capital” window, click
Close.
Issuing and cancelling of shares
When you issue or cancel shares for a company, HandiRegister 2015 creates a Form 484, which you can then lodge.
Tip: You must assign all of a company's issued capital to its shareholders; otherwise, a
"Top twenty members must be entered:" error message will result.
To issue shares
1. Click or, from the Company menu, click Select Company
2. On the "Companies" window, highlight the required company and then click Select.
3. From the
Process menu, click 484C - Issue of Shares. The "Issue of Shares" window will open.
Tip: If you are already in the "Issued Capital" window, you can click Issue to open the "Issue of Shares" window.
4. In the
Class field, press F2 or click to select a share class for which the shares are to be issued.
5. Under Shares and Issue type, enter the details of the share issue.
6. Click Save.
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Chapter 7. Issued capital HandiRegister 2015
7. If you want HandiRegister 2015 to create a Form 484 to notify ASIC of the share issue, select Create ASIC Form.
If you selected Create ASIC Form, you will be asked if the issued capital is to be assigned to the shareholders.
8. Click
Yes to open the “Share Holding” window to assign the new shares to the
shareholders.
Click No to return to the "Issue of Shares" window
When you have completed updating the company details, the form should be signed, and then lodged (See Chapter 10, "Lifecycle of a form" and Chapter 12, "Electronic lodgment").
Note: If the total number of shares held per class is greater than those issued you will receive an error message "Error: Item Share class: xxx", where xxx is the share class. If this happens, you will have to either increase the number of shares issued for that class or decrease the shares held.
To cancel shares
This procedure shows you how to cancel a share issue. If the cancelled shares have already been allocated to shareholders, you will have to remove those shares from the shareholders in a separate procedure.
1. Click or, from the Company menu, click Select Company.
2. On the "Companies" window, highlight the required company and then click Select.
3. From the Process menu, click 484C - Share Cancellation. The "Share Cancellation" window will open.
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Figure 70: The “Share Cancellation” window
4. In the “Share Cancellation” window, enter details of the share cancellation.
5. Click Save.
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HandiRegister 2015 Issuing and cancelling of shares
6. If you want HandiRegister 2015 to create a Form 484 to notify ASIC of the share issue, select Create ASIC Form.
When you have completed updating the company details, the form should be signed, and then lodged (See Chapter 10, "Lifecycle of a form" and Chapter 12, "Electronic lodgment").
If you have not already done so, you must remove the cancelled shares from the shareholders.
Remove cancelled shares from the shareholders
1. Click or, from the Company menu, click Shareholders.
2. On the "Share Holding" window, highlight the required shareholder or joint shareholders and then click Select.
Figure 71: The “Share Holdings” window
3. On the "Share Holdings" window, click Dispose.
Figure 72: The “Dispose Shares” window
4. Complete the “Dispose Shares” window as required and then click Save.
5. If you want HandiRegister 2015 to create a Form 484 to notify ASIC of the share disposal, select Create ASIC Form.
6. Exit from the “Share Holdings” window by clicking Close.
7. Exit from the “Issued Shares” window by clicking Close.
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Chapter 7. Issued capital HandiRegister 2015
When you have completed updating the company details, the form should be signed, and then lodged (See Chapter 10, "Lifecycle of a form" and Chapter 12, "Electronic lodgment").
Fixing issued capital
In a small number of cases, data downloads from ASIC may contain invalid company share details. HandiRegister checks the data download and displays a warning that the share class details do not balance and need to be checked.
The
Fix button on the "Issued Capital" window allows you to edit the Shares Issued, Total Paid and Total Unpaid fields of a share issue without creating an ASIC form.
1. Click or, from the Company menu, click Select Company.
2. On the "Companies" window, highlight the required company and then click Select.
3. On the Access panel, click the Issued Capital icon or, from the Company menu, click
Issued Capital. The “Issued Capital” window will open.
4. Highlight the share class to be altered, and click Fix. The "Fix Issued Capital" window will open.
Figure 73: The "Fix Issued Capital" window
5. In the Shares Issued, Total paid and Total unpaid fields, type in your changes.
6. Click OK to save your changes and return to the "Issued Capital" window.
Note: If you have changed information that has already been lodged on a Form 484, you must lodge a Form 492 - Notification of corrections detailing the changes you have made. For more information, refer to Chapter 11, "Creating ASIC forms".
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Chapter 8. Auditors
There are two databases for Auditors:
All Auditors database: Stores name and address details for all auditors that are used in
HandiRegister 2015. This database is not specific to any company.
Company Auditors database: Is specific to each company, and links to the All Auditors database using the auditor’s reference code.
All Auditors database
The Auditors database stores name and address details of all auditors that are used by
HandiRegister 2015, or have been used by HandiRegister 2015 in the past. All companies access the Auditors database.
Open the All Auditors database
From the Company menu, click All Auditors. This will open the "Auditors" window.
Figure 74: The “Auditors” window
The “Auditors” window lists all the auditors in the HandiRegister 2015 database.
Add a new auditor
1. From the Company menu, click All Auditors.
2. On the "Auditors" window, click New.
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Chapter 8. Auditors HandiRegister 2015
Figure 75: The “Auditors Detail” window
3. Complete the “Auditors Detail” window as required, click Save, and then click Close.
4. To exit from the “Auditors” window, click Close.
Tip: For information on the fields in the "Auditors" and "Auditors Detail" windows, press
F1 to display the online help.
Edit an auditor's details
1. From the Company menu, click All Auditors.
2. On the "Auditors" window, highlight the auditor to modify, and then click Edit.
3. On the “Auditors Detail” window, in the Change Date field, enter the date that the change occurred.
4. Alter the auditor's details as required, click Save, and then click Close.
5. To exit from the “Auditors” window, click Close.
Delete an auditor
Caution: To resign a company auditor, do not delete the Auditor in the following way.
Instead, follow the instructions in “ Resign a company auditor ” on page 106.
1. From the Company menu, click All Auditors.
2. On the "Auditors" window, highlight the auditor to delete.
3. Click
Delete.
4. Ensure the correct auditor will be deleted, then click
Yes.
5. To exit from the “Auditors” window, click
Close.
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HandiRegister 2015 All Auditors database
Viewing an auditor’s details
1. From the Company menu, click All Auditors.
2. On the "Auditors" window, highlight the required auditor and then click View. The “Auditors
Detail” window will open, displaying information on the highlighted auditor.
Figure 76: The “Auditors Detail” window
3. To exit from the “Auditors Detail” window, click Close.
4. To exit from the “Auditors” window, click
Close.
Locating a specific auditor
If you know an auditor’s reference code, you can search for that specific auditor. To search for an Auditor:
1. From the Company menu, click All Auditors.
2. On the "Auditors" window, click Find.
3. Type in the reference code of the auditor and then click Close.
HandiRegister 2015 will highlight the auditor that is the nearest match to the code you enter.
4. To exit from the “Auditors” window, click Close.
View companies with which the auditor is associated
You can quickly obtain a list of all companies for which a particular person or organisation is the auditor.
1. From the Company menu, click All Auditors.
2. On the "Auditors" window, highlight the relevant auditor.
3. Click Entity. The "Auditor's Companies" window will open.
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Chapter 8. Auditors HandiRegister 2015
Figure 77: The “Auditor’s Companies” window
4. To view a history of companies that the auditor has previously acted for, click History.
5. To exit from the “Auditor's Companies” window, click Close.
6. To exit from the “Auditors” window, click Close.
Viewing a history of changes
HandiRegister 2015 maintains an 'audit trail' of all changes made to each record in the Auditors database. To view the History details for a particular auditor:
1. From the Company menu, click All Auditors.
2. On the "Auditors" window, highlight the required auditor and then click History.
3. A summary of changes for the individual or organisation is displayed in the “Auditors -
History” window. To see the details of a particular change, highlight that record and then click View.
4. To exit from the “Auditors History” window, click Close.
Merging duplicated records
Where a person (or organisation) is the auditor for a number of companies, each of those companies should reference to the same record in the Auditors database.
Example: Claire is the auditor of a number of companies. Her details exist in the Auditors database and the various companies that she audits are linked to her record. If Claire changes her address, the change would be recorded once in the Auditors database and all companies will have the correct information associated with them.
In some cases, a person may appear in the Auditors database multiple times. This will generate more work for you.
Example: Imagine Claire was the auditor of two companies, and she was listed in the
Auditors database twice. Claire changes her address. As there are two records in the
Auditors database, the address must be changed twice, thereby doubling your work.
To stop the above problem, where a person appears in the Auditors database multiple times, those records should be merged together to form the one record.
To merge duplicate records
1. From the
Company menu, click All Auditors to open the Auditors database.
2. Note the reference codes of all records that are to be merged into one.
3. It is important all records are identical before you merge them. For each record:
Highlight the record and then click
View. Note the details.
Decide which record will become the main record and note down the reference code.
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HandiRegister 2015 Company Auditors database
Alter all other records so that they contain the same data as the main record.
4. Once all records contain the same information they may be merged:
Highlight the record that will be merged. The highlighted record will be removed after the merge has occurred.
Click Merge.
In the “Auditors Merge” window, all identical records will be displayed. Ensure all relevant reference codes are displayed. If they are not, edit the missing records to make them identical.
In the “Auditors Merge” window, highlight the reference code of the main record.
Click
OK.
Click Yes to the "Merge xxxx record with xxxx?" message.
Click Yes to the "Remove xxxx record?" message.
5. Repeat step 4 until all identical records are merged into one.
6. To exit from the “Auditors” window, click Close.
Company Auditors database
The Company Auditors database is specific to the selected company. The database stores the auditor’s reference code (which links to the All Auditors database), date of appointment, date of resignation and reason for resignation.
Appointing a company auditor
1. Select the required company.
2. From the Company menu, click Company Auditors.
Figure 78: The “Company Auditors” window
3. In the “Company Auditors” window, click Appoint.
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Figure 79: The “Appoint New Auditor” window
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Chapter 8. Auditors HandiRegister 2015
4. In the "Appoint New Auditor" window Reference box, press open.
F2
. The Auditors database will
5. In the "Auditors" window, locate the auditor that has been appointed, and then click
Select.
If the required auditor does not exist in the Auditors database, first add them using New, and then Select them.
6. In the Appointed box, type the date on which the Auditor was appointed.
7. Click Save.
8. To exit from the “Company Auditors” window, click Close.
Resign a company auditor
1. Select the required company.
2. From the Company menu, click Company Auditors.
3. On the “Company Auditors” window, click Resign to open the "Resign Auditor" window.
Figure 80: The "Resign Auditor" window
4. In the "Resign Auditor" window Resigned box, type the date on which the Auditor resigned.
5. In the Reason box, select why the Auditor resigned.
Code Auditor Disqualification Description
DISQ Disqualified.
NREA Not Reappointed.
RSGN Resigned.
RMVD Removed.
CEAS Ceased (other reasons).
DETH Death.
SUBS Company became a subsidiary .
WIND Company is being wound up.
EXPT Converted from big to small.
6. Click
Save.
7. To exit from the “Company Auditors” window, click Close.
Edit a company auditor's details
1. Select the required company.
2. From the Company menu, click Company Auditors.
3. To edit a previous company auditor's details, on the “Company Auditors” window, click
History.
4. Click
Edit.
5. Modify the company auditor as required.
6. Click Save.
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7. To exit from the “Company Auditors” window, click Close.
Company Auditors database
Delete a company auditor
Caution: This procedure removes the auditor from the HandiRegister database. You should not use it to resign a company auditor.
1. Select the required company.
2. From the
Company menu, click Company Auditors.
3. On the “Company Auditors” window, highlight the relevant company auditor, and then click
Delete.
4. On the "Attention" window that appears, click
OK to confirm the deletion.
5. Click
Edit.
6. To exit from the “Company Auditors” window, click
Close.
View a history of changes for the company auditors
1. Select the required company.
2. From the Company menu, click Company Auditors.
3. On the “Company Auditors” window, click History.
The “Company Auditors – History” window will open, displaying details of both past and present auditors for the selected company.
4. To exit from the “Company Auditors - History” window, click Close.
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Chapter 9. Seal Register
The Seal Register database records usage of the company seal. The database is company specific, so you must select a company before you can view its Seal Register. You can create multiple Seal Registers for each company.
Company seals
The "Company Seals" window lists all the existing company seals.
To open the "Company Seals" window:
1. Select the required company.
2. From the Company menu, click Seal Register.
Figure 81: The “Company Seals” window
The “Seal Register” window
The “Seal Register for” window is opened from the "Company Seals" window by clicking
Register.
Note: The Register button will have no effect if you have not created any company seals.
The “Seal Register for” window allows you to record and edit details of the use of the company's seal.
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Chapter 9. Seal Register HandiRegister 2015
Figure 82: The “Seal Register for” window
Create a new seal
1. Click or from the Company menu, click Select Company
2. On the "Companies" window, highlight the required company and then click Select.
3. From the Company menu, click Seal Register.
Figure 83: The “Company Seals” window
4. On the "Company Seals" window, click New.
5. Type a description for the seal register, and then click Save.
6. To exit from the “Company Seals” window, click Close.
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Record the use of a company seal
Record the use of a company seal
1. Click or from the Company menu, click Select Company.
2. On the "Companies" window, highlight the required company and then click Select.
3. From the
Company menu, click Seal Register.
4. On the "Company Seals" window, highlight the relevant seal register, and then click
Register.
Figure 84: The “Seal Register for” window
5. On the "Seal Register for" window, click New.
6. On the "Seal Register for" detailed window, complete details of the seal transaction, click
Save and then click Close.
Tip: For information on the "Seal Register for" detailed window, press F1 to display the online help.
Edit details of a company seal's record of use
1. Click or, from the
Company menu, click Select Company
2. On the "Companies" window, highlight the required company and then click Select.
3. From the Company menu, click Seal Register.
4. On the "Company Seals" window, highlight the relevant seal register, and then click
Register.
5. On the “Seal Register for” window, highlight the entry to amend and then click Edit.
6. On the "Seal Register for" detailed window, make the required changes, click Save, and then click Close.
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Chapter 9. Seal Register
7. To exit from the “Company Seals” window, click Close.
Delete seal transaction
HandiRegister 2015
1. Click or, from the Company menu, click Select Company.
2. On the "Companies" window, highlight the required company and then click
Select.
3. From the Company menu, click Seal Register.
4. On the "Company Seals" window, highlight the relevant seal register, and then click
Register.
Figure 85: The “Seal Register for” window
5. On the “Seal Register for” window, highlight the seal transaction to delete and then click
Delete.
6. When asked, “Delete this record”, ensure the correct entry will be deleted, then click OK.
7. To exit from the “Seal Register For” window, click Close.
8. To exit from the “Company Seals” window, click Close.
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Chapter 10. Lifecycle of a form
As illustrated in the life cycle diagram, an ASIC form moves through four stages:
Creation
When you initially create a form, it has no category, and will remain so until it is (a) free from errors, and (b) previewed.
Form 484, Change to company details, has sections A, B and C to include multiple changes to a company. As long as a Form 484 remains in this initial state, any new changes to the company will be included in it, rather than an new Form 484 being created. It is also possible to delete individual changes in this form.
Ready to sign
When you have previewed a form and it is error free, it has a category of "Ready to sign".
The form remains as "Ready to sign" until it is signed.
No further additions will be made to any Form 484, and it is no longer be possible to delete individual changes. Any new changes to a company will create a new Form 484.
Awaiting lodgment
Once a form is signed, its category changes to "Ready to Lodge". It will remain in this category until you transmit it to ASIC. When a form is transmitted, it is assigned a date of lodgment.
As soon as a date of lodgment attaches to a form, the form's category changes to "Lodged".
Lodged
Forms with a category of "Lodged" are complete and no further work is required
Click categories.
, and to see the forms that fall into the above
You can also view all forms, regardless of their category. To view all forms, from the Lodgment menu, click List All Forms.
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Chapter 10. Lifecycle of a form HandiRegister 2015
START
Create Form
Resolve errors.
Yes
Form contains errors?
Select form status?
Ready to sign
Form not required.
Yes
No form is created.
Form auto previewed?
Resolve errors.
No
No
Form not required.
Select form status?
Ready to sign
LIST FORMS
AWAITING
SIGNING.
Form's state=blank and there is no trace number.
PREVIEW.
FINISH
Yes
Print form, close from preview.
No
Form contains errors?
Sign the form.
Have form physically signed.
LIST FORMS AWAITING
LODGMENT.
Form's state=date of signing.
LIST FORMS
LODGED.
Form's state=date of lodgment.
LIST FORMS
AWAITING
SIGNING.
Form's status is READY
& trace number exists.
Lodge the form.
FINISH
The Forms windows
The “All Forms”, “Forms Awaiting Signing”, “Forms Awaiting Lodgment", and “Lodged Forms” windows contain the same features.
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HandiRegister 2015 The Forms windows
Figure 86: The “Forms Awaiting Signing” window
To view details of a form, highlight the required form and click View. The "View Form
Details" window will open.
Figure 87: The “View Form Details” window
Tip: For information on the above windows, press F1 to display the online help.
Finding a form
HandiRegister 2015 provides a Find facility for you to quickly locate a form in the database.
1. On the “All Forms”, “Forms Awaiting Signing”, “Forms Awaiting Lodgment", or “Lodged
Forms” windows, click
Find. The "Find/Order" (form) window will open.
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Figure 88: The "Find/Order" (form) window
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Chapter 10. Lifecycle of a form HandiRegister 2015
2. Under Ordered by, you can select whether the form list is to be ordered by the HandiSoft
Company reference numbers, the currently Selected company or the form Trace
numbers. Your selection also determines the search field.
3. Under Find, type in the search text, and HandiRegister 2015 will highlight the matching form.
4. Click Close to exit the "Find/Order" (form) window.
Viewing automatically generated minutes
A ‘Y” in the “Forms” window
Minutes column indicates that the form has an automatically generated minute for it.
To view the minute, highlight the form and click Minutes.
For information on automatically generated minutes, see Chapter 14. “Minutes and resolutions”.
Preview a form
Before a form can change to the "Awaiting Lodgment" status, the form must be:
Error-free;
Have been previewed; and
Have a date of signing recorded against it.
For some form types, HandiRegister 2015 automatically displays a preview of the form once you have made the required alterations. In other instances, you must manually preview the form.
Manually preview and print a form
1. Click or, from the Lodgment menu, click List Forms Awaiting Signing.
Note: If you previously marked the form as having been signed, you will need to look for the form under either List Forms Awaiting Lodgment or List Forms Lodged.
Tip: Where a form has not been previewed, in the “Forms Awaiting Signing” window, the form’s status will be blank.
Once you have previewed a form, its status in the “Forms Awaiting Signing” window is set to “READY”.
2. On the “Forms Awaiting Signing” window, highlight the required form, and then click
Preview.
3. If necessary, resolve any errors on the form (see " Correcting errors in a form " on page 117
for assistance).
4. If the form is free of errors, click Print and print a copy of the form for signing.
5. To exit from the “Report Preview” window, click Close.
If the previewed form is correct and is ready for the client's signature, the following window opens.
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If the form is ready for signing, click
Ready to Sign; otherwise click Not Ready to Sign.
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HandiRegister 2015 Form 484 components
Note: Once a Form 484 has gone to “READY”, any new changes to the company will create a new Form 484. You will also not be able to delete individual changes in the form.
6. To exit from the “Forms Awaiting Signing” window, click
Close.
Form 484 components
Form 484, Change to company details, has sections A, B and C, which can be used to notify
ASIC of multiple changes to the company. When you change any of the following details,
HandiRegister 2015 will create Form 484.
Change company address
Change officeholders' and members' details
Change ultimate holding company details
Appoint and resign officeholders
Change company special status
Issue and cancel shares
Change the share structure
Change the members register.
As long as the created Form 484 for that company has not been set as Ready to Sign, any new changes to the company will be added to it, rather than a new form being created. The “Forms” window will indicate the number of changes included in the form in brackets.
Viewing the components
To view the changes included in a Form 484:
On the “Forms” window, highlight the form, and click Detail. The “Notifiable Events” window will open.
Figure 89:The "Notifiable Events" window
If the form has not yet been set to Ready to Sign, you can remove individual changes by highlighting the change and clicking Delete.
Correcting errors in a form
A list of error messages and their meaning are contained in an ASIC publication "The EDGE
Reference Guide". This publication is available on ASIC's web site ( www.asc.gov.au
).
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Chapter 10. Lifecycle of a form HandiRegister 2015
We have listed the most common errors and their resolution below. If you require further assistance, please contact HandiSoft's Support Department.
Signing officer name
HandiRegister 2015 must know which officeholder signs the ASIC forms. Where the signing officer is undefined, a number of errors will appear on all forms for that company. To rectify the error, define the signing officer. There is no need to recreate the form.
To define the signing officer:
1. Click or, from the Company menu, click Select Company
2. On the "Companies" window, highlight the required company and then click Select.
3. Click or from the Company menu, click Officeholders.
4. On the "Positions Held" window, highlight the officeholder that is authorised to sign ASIC forms, and then click
Signatory.
Figure 90: The “Nominate as Signatory” window
5. Complete the “Nominate as signatory” window, and then click Accept.
6. The new signatory will have the word "
SIGN
" appear to the left of their name.
7. To exit from the “Positions Held” window, click Close.
Signing officer company office
Defining the signing officer will resolve this problem.
Sign an ASIC form
You must record the date of signing before HandiRegister 2015 will lodge a form.
Record the date of signing
1. Click or, from the Lodgment menu, click List Forms Awaiting Signing.
2. On the “Forms Awaiting Signing” window, highlight the required form.
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HandiRegister 2015 Sign an ASIC form
Note: The trace number on the signed form should agree with the trace number of the form in HandiRegister 2015. This ensures the correct document has been signed and is being lodged.
3. The form’s status must be “READY” before you can sign the form.
If the form’s status is “READY”, then click Signed.
If the form’s status is blank, click Preview to view the form. If the form contains errors, resolve these errors. After you have previewed an error-free form, the status of the form will change to “READY”.
Figure 91: The “Form Signed” window
4. Complete the Date Signed and then click OK.
Note: Type the date on which the officeholder signed the form, and not the day you are entering the information into HandiRegister 2015.
Tip: In the Date field you can press your add (+) key and this will enter in today’s date. Pressing your minus (-) key will move the date back one day and pressing the (+) key again will move the date forward one day.
The form will be moved into the "Awaiting Lodgment" category, and will no longer be listed in the “Forms Awaiting Signing” window.
5. To exit from the “Forms Awaiting Signing” window, click Close.
Signing date not accepted
The date of signing cannot be before a form's date of creation (that is, the date the form was created in HandiRegister 2015). To find the date of creation:
1. From the Lodgment menu, click List Forms Awaiting Signing.
2. On the “Forms Awaiting Signing” window, highlight the required form and then click View.
In the
Dates section, the Entered box displays the date of creation.
Figure 92: Form’s date of creation, displayed in the “View Form Details” window
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Chapter 10. Lifecycle of a form HandiRegister 2015
Update HandiRegister without sending a form to ASIC
In some instances, you may wish to alter HandiRegister 2015 and not notify ASIC of the change. This could occur where:
HandiRegister 2015 needs to be updated to agree with the ASIC data for a company.
A mistake was made in HandiRegister 2015 (for example, the wrong record was deleted) and you must retype the lost information.
To alter HandiRegister 2015 without notifying ASIC, when the following window opens, select
Form NOT Required.
Note: Selecting Create ASIC Form will cause an ASIC form to be created.
Place form on hold
In some cases, you may not want a form in HandiRegister 2015 to be modified. To prevent a form being modified, signed and/or lodged, put the form on hold.
Place a form on hold
1. Click either , or and highlight the required form.
2. Click
Hold. The word "Hold" will appear to the left of the form.
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Figure 93: A form on hold in the “Forms Awaiting Signing” window
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HandiRegister 2015
Remove the 'hold' from a form
Deleting a form
1. Click either , or and highlight the required form.
Where the form is on hold, the word "Hold" will appear to the left of the form.
2. Click Hold. The word "Hold" will disappear.
3. To exit, click Close.
Deleting a form
Before a form can be deleted, the form must have a status of "Ready to Sign". Therefore, if a form with a status of "Lodged" or "Ready to Lodge" is to be deleted, its status must first be changed back to "Ready to Sign". Forms with a status of "Lodged" must first be changed back to "Ready to Lodge" before they can be changed to "Ready to Sign".
It is also possible to delete individual changes contained in a Form 484, rather than delete the entire form.
Change status from "Lodged" to "Ready to Lodge"
1. Click to display the list of lodged forms, or, from the
Lodgment menu, click
List Forms Lodged to open the "Lodged Forms" window.
Figure 94: The "Lodged Forms" window
2. Highlight the form to be deleted, and then click Lodged. The "Form Lodged" window will open, displaying the date that the form was lodged.
Figure 95: The "Form Lodged" window
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Chapter 10. Lifecycle of a form HandiRegister 2015
3. On the "Form Lodged" window, delete the Date lodged and click OK.
4. If applicable, click Close to exit from the “Lodged Forms” window.
The form will now have a status of "Ready to Lodge".
Notes:
A form's category may also be altered from within the Lodgment menu by clicking List
All Forms.
Forms cannot be relodged by merely altering their status. (See Chapter 12, "Electronic lodgment").
Change status from "Ready to Lodge" to blank
1. Click to list the "Ready to Lodge" forms or, from the Lodgment menu, click
List Forms Awaiting Lodgment to open the "Forms Awaiting Lodgment" window.
Figure 96: The "Forms Awaiting Lodgment" window
2. Highlight the form to be deleted, and then click Signed. The "Form Signed" window will open.
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Figure 97: The "Form Signed" window
3. Delete the Date signed and click OK.
4. If applicable, click Close to exit from the “Forms Awaiting Lodgment” window.
5. The form will now have a blank status.
Note: You can also alter a form's status from within the Lodgment menu by clicking List All
Forms.
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HandiRegister 2015
Delete a form
Deleting a form
1. Click to display the list of unsigned forms or, from the Lodgment menu, click
List Forms Awaiting Signing to open the "Forms Awaiting Signing" window.
Figure 98: The "Forms Awaiting Signing" window
2. On the "Forms Awaiting Signing" window, highlight the form to be deleted, and then click
Delete.
Tip: If you do not want to delete a whole Form 484, click Detail and then, on the
“Notifiable Events” window, select the changes for deletion.
3. On the "Attention" window, click Yes.
The form will be removed.
4. If applicable, click Close to exit from the “Forms Awaiting Signing” window.
Notes:
You can also delete a form within the Lodgment menu by clicking List All Forms.
Only forms with a status of “Ready to Sign” may be deleted”.
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Chapter 11. Creating ASIC forms
This chapter briefly discusses the different ASIC forms that you can lodge with HandiRegister
2015, and outlines how they are created and lodged.
Forms created
HandiRegister 2015 will create ASIC forms when you make changes to any of the following company register details:
Company, officeholder or top 20 shareholder addresses
Officeholder or top 20 shareholder names
Ultimate holding company details
Appointment or cessation of officeholders
Special purpose company status
Share structure table
Issue or cancellation of shares
Top 20 shareholders register
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Chapter 11. Creating ASIC forms HandiRegister 2015
Form 205A – Notification of Resolution (Change of
Company Name)
The Form 205A – Notification of Resoultion (Change of Company Name) is used to inform
ASIC of a change in a company name.
Creating Form 205A
When you change the name of the Company on the “Company’s Detail”window, you will be asked if you want to create Form 205A.
You can also create this form directly as follows:
1. From the Process menu, click 205A - Notification of resolution (change of name). The
“Form 205A – Notification of Resolution (Change of Name)” window will open.
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Figure 99: The "Form 205A – Notification of Resolution (Change of Name)” – page 1 window
2. On page 1 of the window, complete the company details and select the origin of the new name.
3. Click Next to complete the following three pages.
4. When you have completed page 4, click
Finish to create the form.
in Chapter 5, “Company database”.
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HandiRegister 2015 Form 410B – Application for Reservation (Change of Name)
Form 410B – Application for Reservation (Change of Name)
The
Form 410B – Application for Reservation (Change of Name) is used to apply to reserve a company name before it is actually changed.
Creating Form 410B
1. From the Process menu, click 410B – Reservation of Company Name (Change of
Name). The “Form 410B - Application for Reservation (Change of Name)” window will open.
Figure 100: The “Form 410B - Application for Reservation (Change of Name)” – page 1 window
2. On page 1 of the window, complete details of the name to be reserved.
3. Click
Next to go to page 2 of the “Form 410B - Application for Reservation (Change of
Name)” window.
Figure 101: The “Form 410B - Application for Reservation (Change of Name)” – page 2 window
4. On page 2 of the window, if the application is to manually reviewed select the
Request
application be manually reviewed check box and enter text in support of the request.
5. Click Next to go to page 3 of the “Form 410B - Application for Reservation (Change of
Name)” window.
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Chapter 11. Creating ASIC forms HandiRegister 2015
Figure 102: The “Form 410B - Application for Reservation (Change of Name)” – page 3 window
6. On page 3 of the window, under Payment Method, select whether the fee is to be paid by direct debit or to be invoiced by ASIC.
7. Under Signature, select the officeholder who signs the form.
8. Click Finish to create the form.
You can preview, print and sign the Form, and then lodge it with ASIC. (See Chapter 10,
"Lifecycle of a form" and Chapter 12, "Electronic lodgment").
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HandiRegister 2015 Form 410F – Application for Reservation (Extension of Reservation)
Form 410F – Application for Reservation (Extension of
Reservation)
The Form 410B – Application for Reservation (Extension of Reservation) is used to apply to extend the reservation of a company name.
Creating Form 410F
1. From the Process menu, click 410F – Reservation of Company Name (Extension of
Reservation). The “Form 410F - Application for Reservation (Extension of Reservation)” window will open.
Figure 103: The “Form 410F - Application for Reservation (Extension of Reservation)” window
2. Complete the fields on the window and click OK to create the form
You should now sign the form, and then lodge it with ASIC. (See Chapter 10, "Lifecycle of a form" and Chapter 12, "Electronic lodgment").
Form 361 – Registered Agent ceasing to act
The Form 361 – Notification of a registered agent ceasing to act for a company allows you, as a registered agent, to notify ASIC that you are ceasing to act for a company.
Note: Companies must use Form 362 – Notification of appointment or cessation of a
registered agent by a company to notify ASIC of the appointment or cessation of a registered agent. If you are ceasing to act for a company, you must lodge either a Form 362 or a Form
361. Form 362 requires the signature of an authorised company officeholder, whereas Form
361 does not.
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Chapter 11. Creating ASIC forms HandiRegister 2015
Creating Form 361
The following procedure describes how you notify ASIC that you are no longer acting for a company.
1. Click to open the "Companies" window.
2. On the "Companies" window, highlight the company for which you are no longer acting, and then click
Select.
Tip: To cease acting for a number of companies, tag the required companies.
3. Click or, from the Process menu, click 361 - Agent Cease to Act.
4. Answer Yes to the "Attention" window that appears.
HandiRegister 2015 will display the completed Form 361 in the "Report Preview" window.
You can print it out, if required.
5. Close the "Report Preview" window.
6. If you want to lodge the form electronically, click Create form.
You should now sign the form, and then lodge it with ASIC. (See Chapter 10, "Lifecycle of a form" and Chapter 12, "Electronic lodgment").
Form 362 – Appointment/Cessation of Registered Agent
The Form 362 – Notification of appointment or cessation of a registered agent allows a company to notify ASIC that it has appointed a registered agent, or a registered agent has ceased to act on its behalf.
This form must be signed by an authorised officeholder of the company. You can lodge it electronically, but you must keep a signed paper copy in your records for a minimum of seven years.
Creating Form 362
The following procedure describes how a company notifies ASIC that your firm has been appointed, or is ceasing to act for it as a registered agent.
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1. If you are ceasing to act for a company, click window.
to open the "Companies"
If you are being appointed by a company, go to step 3.
2. On the "Companies" window, highlight the company for which you are no longer acting, and then click Select.
3. Click or, from the Process menu, click 362 - Appoint/Cease Agent. The "Form 362 -
Appointment or Cessation of Agent" window will open.
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HandiRegister 2015 Form 362 – Appointment/Cessation of Registered Agent
Figure 104: The "Form 362 - Appointment or Cessation of Agent" window
4. If you are being appointed as registered agent:
At the top of the window, select Add company for this agent.
Under Company Details, in the Ref. field press F2 or click to select the company from the "Clients" window.
Tip: If the company is not listed in the "Clients" window, you can click New on the
"Clients" window to create a new record in the Client database.
Complete the other fields under Company Details and Signing Officer Details.
Tip: If you enter signing officer details that do not correspond with those held by
ASIC, you will get a V165, signing officer name must match office holder name, validation error from ASIC when you lodge the form.
5. If you are ceasing to be a registered agent for the selected company:
Select
Cease selected company from this agent.
The
Signing Officer and Officer position fields should already contain the information from the selected company.
6. Click OK.
HandiRegister 2015 will display the completed Form 362 in the "Report Preview" window.
You can print it out to have it signed.
7. Close the "Report Preview" window.
You should now have the form signed, and then lodge it with ASIC. (See Chapter 10,
"Lifecycle of a form" and Chapter 12, "Electronic lodgment").
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Chapter 11. Creating ASIC forms HandiRegister 2015
Form 370 – Resignation of officeholders
The Form 370 is used by resigning or retiring officeholders to notify ASIC on their own behalf. A letter of resignation must accompany the Form 370. Generally, you will attach the letter of resignation to the form as an annexure.
Lodgment of a Form 370 does not remove the company’s responsibility to lodge a Form 484
“Change to company details”.
HandiRegister 2015 gives you the option of creating a Form 370 at the same time as the Form
484. For instructions on creating the Form 484, refer to Chapter 6, "Shareholders and
Officeholders".
1. When you preview the Form 370, HandiRegister 2015 will open the "Enter the letter of resignation" window for you to type in the letter of resignation.
Figure 105: The "Enter the letter of resignation" letter
2. Type in the resignation letter as given to the company.
3. If you want to keep what you have typed as the original, click Print to print it out. You can get it signed by the resigning office holder and then attach it to the printed Form 370 for your records.
4. Click Close to create Form 370 with the resignation letter as an annexure.
You should now have the form signed, and then lodge it with ASIC. (See Chapter 10,
"Lifecycle of a form" and Chapter 12, "Electronic lodgment").
Form 484 – Change to company details
Form 484 has three sections:
Section A:
Change of address
Change of officeholders' and members' details
Change of ultimate holding company details
Section B:
Appointment and cessation of officeholders
Change of company special status
Section C:
Issue and cancellation of shares
Change to the share structure
Change to the members register.
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HandiRegister 2015 Form 485 – Statement in relation to company solvency
Section A
HandiRegister 2015 completes Section A of Form 484 when you make changes on the
"Company's Detail" and "Individuals Detail" windows.
For information on completing Section A, please refer to the following chapters:
Chapter 5, "Company database"
Chapter 6, "Shareholders and Officeholders"
Section B
HandiRegister 2015 completes Section B of Form 484 when you make changes on the
"Company's Detail", "Appoint Officeholder", "Extend Alternate Director" and "Resign
Officeholder" windows.
For information on completing Section B, please refer to the following chapters:
Chapter 5, "Company database"
Chapter 6, "Shareholders and Officeholders"
Section C
HandiRegister 2015 completes Section C of Form 484 when you make changes on the "Issue of
Shares", "Share Cancellation", "Acquire Shares", "Dispose Shares" and "Individuals Detail" windows.
For information on completing Section C, please refer to the following chapters:
Chapter 6, "Shareholders and Officeholders"
Chapter 7, "Issued capital"
Form 485 – Statement in relation to company solvency
Each company is required to pass a solvency resolution within two months of its review date.
You do not need to lodge Form 485 if a favourable resolution was passed within two months.
You do need to lodge Form 485 if the resolution was unfavourable or was not passed within the two-month timeframe.
Creating Form 485
The following procedure outlines how you would create a Form 485 in the event of an unfavourable or late solvency resolution..
1. Click to open the "Companies" window.
2. On the "Companies" window, highlight the company for which you want to create Form 485, and click Select.
3. Click or, from the Process menu, click 485 - Company Solvency. The "Form 485 -
Statement in Relation to Company Solvency" window will open.
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Chapter 11. Creating ASIC forms HandiRegister 2015
Figure 106: The "Form 485 - Statement in Relation to Company Solvency" window
4. If a negative solvency resolution was passed, select the Negative Solvency box and, under
Date, type in the date the resolution was passed.
5. If the company has not passed a solvency resolution within the two month period, select the
Solvency Resolution not passed check box.
6. Click
OK.
7. HandiRegister 2015 will display the completed Form 485 in the "Report Preview" window.
You can print it out to have it signed.
8. Close the "Report Preview" window.
9. If you want to lodge the form electronically, select Create ASIC Form.
10. Click OK.
The appointed officeholder should now sign the form, and then you can lodge it with ASIC.
(See Chapter 10, "Lifecycle of a form" and Chapter 12, "Electronic lodgment").
Form 488 – Change review date
A company can request ASIC to change the Annual Review date by lodging Form 488 –
Application to change the review date of a company or registered scheme. ASIC will currently only accept this as a paper form. You can use HandiRegister 2015 to create the form, which you can then print, have signed and forward to ASIC.
To create Form 488
134
1. Click to open the "Companies" window.
2. On the "Companies" window, highlight the company for which you want to create Form 488, and click Select.
3. From the Process menu, click 488 - Change Company Review Date.
4. HandiRegister 2015 will display the partially completed Form 488 in the "Report Preview" window.
5. Click
Print to print the form, and then complete the remaining information by hand.
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HandiRegister 2015 Form 489 – Change office or office hours of registered body
6. Close the "Report Preview" window.
Form 489 – Change office or office hours of registered body
Registered bodies use Form 489 – Notification of change of registered office or office
hours of a registered body to notify ASIC of those changes. HandiRegister 2015 creates Form
489 when you change the registered office or office hours of a registered body on the
"Company's Detail" window.
For more information, please refer to Chapter 5, "Company database".
Form 490 – Change officeholders of registered body
Registered bodies use Form 490 – Notification of change to officeholders of a registered
body to notify ASIC of those changes. HandiRegister 2015 creates this form when you when you make any change to the officeholders of a registered body.
HandiRegister 2015 will create Form 490 if you change details of an officeholder of a registered body on the "Individuals Detail", "Appoint Officeholder", "Extend Alternate Director" and "Resign
Officeholder" windows.
For more information, please refer to Chapter 6, "Shareholders and Officeholders".
Form 492 – Notification of corrections
Companies must use Form 492 – Notification of corrections to notify ASIC of corrections to a previously lodged document that is not under requisition.
If the amended document was previously lodged on paper, then Form 492 must also be lodged on paper.
Note: You must use Form 902 to respond to a requisition.
Creating Form 492
The following procedure outlines how you would create a Form 492 to notify ASIC of corrections to a previously lodged document that is not under requisition..
1. Click to open the "Companies" window.
2. On the "Companies" window, highlight the company for which you want to create Form 492, and click
Select.
3. Click or, from the Process menu, click 492 - Not in Response to Requisition. The
"Form 492 - Notification of corrections" window will open.
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Chapter 11. Creating ASIC forms HandiRegister 2015
Figure 107: The "Form 492 - Notification of corrections" window
4. Under Form code, select the form that has changed.
5. In Document number and Date lodged, type in the document number that was allocated by ASIC for the document being corrected, and the date it was lodged.
6. Click OK.
Figure 108: The "Enter supplementary information" window
7. In the “Enter Supplementary Information” window, type details of the amendment that is required, and then click Close.
8. HandiRegister 2015 will display the completed Form 492 in the "Report Preview" window.
You can print it out to have it signed.
9. Close the "Report Preview" window.
10. If you want to lodge the form electronically, select
Create ASIC Form.
11. Click OK.
You should now sign the form, and then lodge it with ASIC. (See Chapter 10, "Lifecycle of a form" and Chapter 12, "Electronic lodgment").
Form 902 – Notification of supplementary information
Companies must lodge Form 902 – Amendment to a previously lodged document to notify
ASIC of supplementary information to a requisitioned document in response to a requisition notice from ASIC.
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HandiRegister 2015 Form 902 – Notification of supplementary information
Note: You must use Form 492 to notify corrections to a previously lodged document that is not requisitioned.
Creating Form 902
The following procedure outlines how you would create a Form 902 to notify supplementary information to a requisitioned previously lodged document..
1. Click to open the "Companies" window.
2. On the "Companies" window, highlight the company for which you want to create Form 902, and click Select.
3. Click or, from the
Process menu, click 902 - In Response to Requisition. The "Form
902 - Notification of supplementary information" window will open.
Figure 109: The "Form 902 - Notification of supplementary information" window
4. Under Form code, select the form that has been amended.
5. In Document number and Date lodged, type in the document number that was allocated by ASIC for the form with the supplementary information, and the date it was lodged.
6. Click OK.
Figure 110: The "Enter supplementary information" window
7. In the “Enter Supplementary Information” window, type details of the supplementary information, and then click Close.
HandiRegister 2015 will display the completed Form 902 in the "Report Preview" window.
You can print it out to have it signed.
8. Close the "Report Preview" window.
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9. If you want to lodge the form electronically, select Create ASIC Form.
10. Click OK.
You should now sign the form, and then lodge it with ASIC. (See Chapter 10, "Lifecycle of a form" and Chapter 12, "Electronic lodgment").
Form 6010 – Voluntary Deregistration of a Company
Companies must use
Form 6010 – Voluntary Deregistration of a Company to request a voluntary deregistration.
Creating Form 6010
The following procedure outlines how you would create a Form 6010 to notify ASIC of a voluntary deregistration.
1. Click to open the "Companies" window.
2. On the "Companies" window, highlight the company that is being deregistered and click
Select.
3. From the Process menu, click 6010 – Application for Voluntary Deregistration. The
"Form 6010 – Voluntary Deregistration of a Company" window will open.
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HandiRegister 2015 Form RA71 – Request for company details
Figure 111: The Form 6010 – Voluntary Deregistration of a Company" window
4. Complete the fields and click OK to create the form.
You should now sign the form, and then lodge it with ASIC. (See Chapter 10, "Lifecycle of a form" and Chapter 12, "Electronic lodgment").
Form RA71 – Request for company details
The RA71 is used to request a download of company details. You can create and lodge an
RA71 for the currently selected company or for up to 99 tagged companies. ASIC will place the company details in the EDGE mailbox for HandiRegister 2015 to download.
The Data Download facility allows you to load company records into HandiRegister 2015. The information is taken from ASIC's ASCOT database, which reflects the data captured from documents lodged with ASIC. ASIC does not warrant the completeness or accuracy of this data.
In addition to downloading company data, you can also use Form RA71 to request ASIC to:
Reissue a company's
Annual Statement and Return of Particulars.
Provide companies' details in PDF format, which you can read and print out.
ASIC must receive and process the company's Form 362 before you can download information from ASIC for the company.
Once you have received the data download from ASIC; you do one of the following things to the download:
Read the downloaded data into HandiRegister 2015
Compare the download against the existing company data or
Delete the download.
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Creating Form RA71
1. Tag the relevant companies. (See Chapter 5, "Company database").
Tip: ASIC recommends that you transmit the RA71 in batches of 30 to 40 companies at a time. There is a limit of 99 companies per RA71.
2. Click or, from the Lodgment menu, click Modem Transmission.
Figure 112: The “Electronic Lodgment Forms” window
3. On the “Electronic Lodgment Forms” window, select
Form RA71 Request for company
detail, and then click Lodge. The "Form RA71" window will open.
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Figure 113: The "Form RA71" window
4. Complete the fields on the "Form RA71" window.
5. Click OK to lodge the RA71 request.
6. Answer Yes to "Remove TAG from companies after lodgment".
7. If the Lodgment Details are correct, click OK.
8. Turn on the modem, and then click OK. HandiRegister 2015 will lodge the Form RA71 with
ASIC.
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HandiRegister 2015 Form RA61 – Request review date report
ASIC will process the Form RA71 and return the requested information to the EDGE mailbox for
HandiRegister 2015 to download. For information on downloading from ASIC, please refer to
Chapter 12, "Electronic Lodgment".
Form RA61 – Request review date report
You can use Form RA61 – Request review date report to request ASIC to send a list of companies that have their Annual Review date within a given period.
Prepare a Form RA61
1. Click or, from the
Lodgment menu, click Modem Transmission.
2. On the “Electronic Lodgment Forms” window, select
Form RA61 Request review date
report.
3. Click Lodge. The "Form RA61" window will open.
Figure 114: The "Form RA61" window
4. Under Company review period, specify the date range for the requested Annual Review dates.
5. Under
Declaration, select the check box to declare that you are authorised as an agent to send the RA61 request.
6. Click OK.
7. Ensure the “Check Lodgment Details” window is correct, and then click OK.
8. Turn on the modem, and then click
OK. HandiRegister 2015 will lodge the Form RA61 with
ASIC.
ASIC will process the Form RA61 and return the requested review date report to the EDGE mailbox for HandiRegister 2015 to download. For information on downloading from ASIC, please refer to Chapter 12, "Electronic Lodgment".
Form RA63 – Request debtor's ledger report
You can use Form RA63 – Request company debt report (for selected company) to request
ASIC to send a debtor's ledger report for the currently selected company.
To request a debtor's ledger report for all companies for which you are agent, use Form RA67 –
Request company debt report (for all companies)
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Prepare a Form RA63
HandiRegister 2015
1. Click or from the Company menu, click Select Company.
2. From the "Companies" window, highlight the required company and then click Select.
3. Click or, from the Lodgment menu, click Modem Transmission.
4. On the “Electronic Lodgment Forms” window, select
Form RA63 Request company debt
report (for selected company).
5. Click Lodge. The "Form RA63" window will open.
Figure 115: The "Form RA63" window
6. Under Declaration, select the checkbox to declare that you are authorised as an agent to send the RA63 request.
7. Click OK.
8. Ensure the “Check Lodgment Details” window is correct, and then click OK.
9. Turn on the modem, and then click OK. HandiRegister 2015 will lodge the Form RA63 with
ASIC.
ASIC will process the Form RA63 and return the requested RA64 debtor's ledger report to the
EDGE mailbox for HandiRegister 2015 to download. For information on downloading from
ASIC, please refer to Chapter 12, "Electronic Lodgment".
Prepare a Form RA67
1. Click or, from the Lodgment menu, click Modem Transmission.
2. On the “Electronic Lodgment Forms” window, select
Form RA67 Request company debt
report (for all companies).
3. Click Lodge. The "Form RA67" window will open.
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Figure 116: The "Form RA67" window
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HandiRegister 2015 Form RA65 – Request documents lodged report
4. Under Declaration, select the checkbox to declare that you are authorised as an agent to send the RA67 request.
5. Click OK.
6. Ensure the “Check Lodgment Details” window is correct, and then click OK.
7. Turn on the modem, and then click OK. HandiRegister 2015 will lodge the Form RA67 with
ASIC.
ASIC will process the Form RA67 and return the requested RA68 debtor's ledger report to the
EDGE mailbox for HandiRegister 2015 to download. For information on downloading from
ASIC, please refer to Chapter 12, "Electronic Lodgment".
Form RA65 – Request documents lodged report
You can use Form RA65 – Request documents lodged report to request ASIC for a list of all the documents that have been lodged for the selected company since a specified date.
Prepare a Form RA65
1. Click or from the Company menu, click Select Company.
2. From the "Companies" window, highlight the required company and then click
Select.
3. Click or, from the Lodgment menu, click Modem Transmission.
4. On the “Electronic Lodgment Forms” window, select
Form RA65 Request documents
lodged report.
5. Click Lodge. The "Form RA65" window will open.
Figure 117: The "Form RA65" window
6. In the Lodgment period start date field, type or press F2 to select the start date of the lodgment period for which you require the list of lodged documents.
7. Under Declaration, select the checkbox to declare that you are authorised as an agent to send the RA65 request.
8. Click OK.
9. Ensure the “Check Lodgment Details” window is correct, and then click OK.
10. Turn on the modem, and then click OK. HandiRegister 2015 will lodge the Form RA61 with
ASIC.
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ASIC will process the Form RA65 and return the requested documents lodged report to the
EDGE mailbox for HandiRegister 2015 to download. For information on downloading from
ASIC, please refer to Chapter 12, "Electronic Lodgment".
Company Forms database
As soon as a Form is lodged, HandiRegister 2015 places it into the Company Forms database.
Once the form is in the Company Forms database it cannot be removed even if it is deleted from the Lodgment menu.
Open the Company Forms database
1. From the Company menu, click View Company Forms.
2. The "Document Forms for" window will open, displaying a list of lodged forms, the date of the form creation, trace number and the Form type.
View and/or print a lodged form
1. From the Company menu, click View Company Forms.
2. On the "Document Forms for" window, highlight the required document and click View.
Figure 118: The "Document Forms for" window
HandiRegister 2015 will display the lodged form in the "Report Preview" window.
3. If you want to print the form, click Print, complete the “Print” window, and then click OK.
4. To exit from the “Report Preview” window, click Close.
5. To exit from the “Document Forms For” window, click Close.
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Chapter 12. Electronic lodgment
Before using HandiRegister 2015 to lodge ASIC forms and retrieve ASIC data, it is important that you correctly configure HandiRegister 2015 for electronic lodgment.
Since 30 June 2006 ASIC no longer accepts lodgments via the Austpac network.You can connect to ASIC via the Internet, using a dial-up, cable, DSL or Local Area Network (LAN) connection. You are required to connect to the Internet via an ISP (Internet Service Provider).
If you are using a dial-up connection, you must install a modem to your computer.
HandiRegister 2015 uses your Windows modem settings. Therefore, to enable HandiRegister
2015 to perform an electronic lodgment, you must install your modem using Windows.
After you have installed your modem or LAN connection, you must complete the electronic lodgment settings in HandiRegister 2015.
ELS configuration
To configure HandiRegister 2015 for electronic lodgment:
1. From the Options menu, click EDGE Setup.
Figure 119: The “EDGE Communication Options” window
2. On the "Edge Communications Options" window, click connection details.
Note: ASIC no longer accepts lodgments via Austpac.
and then complete your
To connect via the Internet, under Edge Connection Type, select Internet. Then, under Internet Options, select either dial-up or LAN.
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Figure 120: The "EDGE Communication Options" (Modem) window
3. On the "Edge Communications Options" window, click security settings.
and then complete the
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Figure 121: The "EDGE Communication Options" (Security) window
4. On the "Edge Communications Options" window, click
Agent Details.
and then complete the
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HandiRegister 2015 ELS configuration
Figure 122: The "EDGE Communication Options" (Agent Info) window
5. To save your changes, click OK.
Tip: For information on the fields in the "EDGE Communication Options" window, press
F1 to display the online help.
To complete your security setup for the first time
1. From the Options menu, click EDGE Setup and then click .
2. Type the DIS password (provided by ASIC) so that it becomes the Current DIS Password:
In the New Password field, type the DIS password that ASIC has allocated to you.
Under Password status, click Fix a Mistake.
Click OK.
The “EDGE Communication Options” window will close and HandiRegister 2015’s main window will open.
From the Options menu, click EDGE Setup and then click .
The password that you typed in step 2 (above) should now be displayed as the
Current
Password.
3. Create your own password, which will be used after the ASIC password has expired:
Invent your own password. Your password must be six characters followed by a digit.
For example, FLOWER1.
Type this password into the New Password field.
Under Password status, click Update expired.
4. Complete details of the DIS:
In the User ID field, type in the Edge User ID that ASIC has allocated to you.
Under DTOM, click .EDGEPRIM.
5. Click
OK.
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Note: ASIC provides you with your DIS password and User ID when you register with them to use the EDGE system. The EDGE Password and EDGE User ID are generally identical when
ASIC initially issues them to you.
Setting EDGE gateway addresses
You can set the addresses for the primary and secondary EDGE gateways.
Caution: Do not change these settings unless you are advised to do so by ASIC or
HandiSoft Support staff.
1. From the Options menu, click EDGE Setup and then click
2. On the “EDGE Communications Options” window, click Advanced.
.
Figure 123: The "Edge Servers Configuration” window
3. On the “EDGE Servers Configuration” window, type in the Host name and Port settings for the Primary and Secondary EDGE gateways.
4. Click OK to save the settings and close the window.
View and print EDGE setup details
HandiRegister 2015 displays all your EDGE setup details in a single window, which you can print out. This enables you to quickly detect and rectify any possible problems.
1. From the Options menu, click View and Print EDGE Setup Details. The "Edge
Communication Options" window will open with the button already selected.
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HandiRegister 2015 Lodge forms with ASIC
Figure 124: The "EDGE Communication Options" (EDGE Details) window
2. If required, click Print to print the EDGE setup details.
Lodge forms with ASIC
You can only lodge forms of the same type in each lodgment.
To lodge forms with ASIC:
1. Click or, from the Lodgment menu, click Modem Transmission.
2. On the “Electronic Lodgment Forms” window, select the form type to be lodged.
Figure 125: The "Electronic Lodgment Forms" window
3. Click Lodge.
4. If you selected from form RA61 down, another window will open for you to enter additional information.
The "Check Lodgment Details" window will open.
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Figure 126: The "Check Lodgment Details" window
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5. Select the Show validation files check box if you want HandiRegister 2015to check for any validation report files from ASIC during the lodgment session.
6. Make sure that the Test transmission check box is cleared, otherwise ASIC will not process the documents being lodged.
7. Switch on your modem and click
OK. The "EDGE Electronic Lodgment" window will open, displaying the progress of your lodgment session.
Figure 127: The "EDGE Electronic Lodgment" window
Tip: To view more detailed progress information, click Details.
8. In the “Lodgment successful” window, click OK.
If you selected the Show validation files check box on the "Check Lodgment Details" window, the "Select ASIC Report File" window will display all files that have been received during the lodgment session with ASIC.
9. To view a validation report, highlight the report and click View.
10. Click Close to exit from the “EDGE Electronic Lodgment” window.
Notes:
You can only lodge one form type at a time.
After completing a lodgment, you should check the Validation Report for errors.
Relodging a form
You cannot relodge an ASIC form using HandiRegister 2015. Instead, you must create a new form and then lodge that new form.
Please note that you should print the replacement form and have the client sign the new form before you lodge it using HandiRegister 2015.
Retrieve data and reports from ASIC
ASIC will place reports, correspondence and company data into the EDGE mailbox for
HandiRegister 2015 to download.
1. From the
Lodgment menu, click Retrieve Reports/Data Download.
2. Turn on your modem, and then click
OK. The "EDGE Electronic Lodgment" window will open, showing the progress of the connection and download.
HandiRegister 2015 will download all available files from ASIC. It then moves those files that are applicable to specific companies, such as annual statements, to the respective companies' directories under the \Who directory. Files that are common to all companies, like validation reports, are stored in the \Edge directory.
When you select a company, HandiRegister 2015 will check that company's directory for any downloaded files. If there are files in the directory, HandiRegister 2015 will display a message listing what is available.
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HandiRegister 2015 Transmission and validation reports
Selecting ASIC reports
Use the following procedure to view reports downloaded from ASIC.
1. From the Lodgment menu, point to View ASIC Received files, and then click the required report.
Note: The Company Statements, Correspondence and Return of Particulars reports are specific to the selected company. The menu will display the company reference in brackets next to the items. If no reference number is displayed, then you have not selected a company.
2. In the Open window, select the required report and click Open.
You can view the following reports:
Transmission reports
Validation reports
Financial invoices
Lodgement status reports (response to RA15 request)
Amendment reports (response to RA17 request)
Review dates (response to RA61 request)
Debtors' ledger (response to RA63 request)
Documents lodged (response to RA65 request)
Correspondence from ASIC, including company statements requested via RA71.
Annual Statements, including reissues requested via RA71.
Return of Particulars, including reissues requested via RA71.
Transmission and validation reports
Each time you lodge a form with ASIC, two reports are generated.
The
Transmission Report is the first to be generated. It confirms that the communication with
ASIC was successful and that ASIC's mailbox computer has received the data. ASIC's computer then validates the information it has received, checking that the information conforms to ASIC's requirements. After ASIC has validated the information, they will place a
Validation
Report in your electronic mailbox. HandiRegister 2015 will then retrieve the Validation Report from your mailbox the next time you connect to ASIC using your modem.
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The Validation Report states the number of forms sent, received, and accepted by ASIC.
Forms may be received by ASIC and then rejected for various reasons, such as:
Your practice's agent details were incorrectly completed in HandiRegister 2015 and
You transmitted a company with an incorrect ACN.
Check the Validation Report
1. From the
Lodgment menu, point to View ASIC Received Files, and then click
Transmission/Validation Reports.
2. In the “Open” window, highlight the required Validation Report and then click Open.
HandiRegister 2015 will display the report in the "View ASIC transmission report" window.
3. Check to see that
Sent, Received, and Accepted are for the same number of forms. If they are not, read further down the report to see why the lodgment failed.
4. You may wish to Print and file a copy of the Validation Report.
5. Click Close and exit from the “View ASIC transmission report” window.
Note: Further information on error messages may be obtained from ASIC's "EDGE Reference
Guide". This guide may be downloaded from ASIC's web site ( www.asic.gov.au
).
ASIC invoices
ASIC imposes an Annual Review fee and lodgment fees for some forms. ASIC may impose fines if you do not lodge forms within the period specified by ASIC. Please contact ASIC for details of lodgment deadlines, fees and fines.
Whenever ASIC imposes the Annual Review fee, a lodgment fee or lodgment fine, they will place an invoice in your electronic mailbox. HandiRegister 2015 will then retrieve that invoice when you next connect to ASIC. Once you have retrieved an ASIC invoice, you should view and print the invoice, and then pay the required amount to ASIC.
View and print an ASIC invoice
1. From the Process menu, click Print ASIC Invoices.
2. On the "Select ASIC Invoice File" window, highlight the relevant invoice and then click
Open.
3. To print the invoice, click Print, complete the “Print” window, and then click OK.
4. To exit from the “Report Preview” window, click Close.
Error messages
A list of error messages and their meaning are contained in an ASIC publication The EDGE
Reference Guide. This publication is available on your HandiSoft 2015 CD-ROM, and on
ASIC's web site ( www.asc.gov.au
). We strongly recommend you obtain a copy of this guide.
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HandiRegister 2015 Lodgment problems
Lodgment problems
If you have difficulties lodging to ASIC, you may need to contact HandiSoft's Support
Department for assistance. Before you contact us, please follow our general suggestions
(below). Where you receive an error message indicating your password is invalid or has
expired, please follow the instructions in " General suggestions " (below).
General suggestions
1. Set HandiRegister 2015 up to produce a 'log file '.
The log file will record details of the communication between your computer and ASIC. Our
Support Department will require this information should you contact them for assistance.
2. Reinstall the modem or network connection in Windows (refer to your computer technician for assistance).
3. Reselect the modem or network connection in HandiRegister 2015.
4. Test to see if your problem is fixed. The best method is to attempt to retrieve reports from
5. If the problem persists, email the log file to our support department. Please include a description of the problem you are facing. If any error messages appear, state them in your email with the exact wording you see on screen.
6. Test to ensure that your modem is actually working;
Check to that the modem is firmly plugged into your computer.
Check that the modem is firmly plugged into the telephone line.
Does your modem dial out using other applications such as the Internet or email?
Turn on the 'log file'
1. From the Options menu, click EDGE Setup and then click
2. Select the Write To Log File check box and then click OK.
Reselect the modem in HandiRegister 2015
After re-installing the modem, reselect the modem in HandiRegister 2015:
.
1. From the Options menu, click EDGE Setup and then click
2. In the Modem field, select the correct modem.
3. Click OK.
.
Retrieve Reports/Data Download
1. From the Lodgment menu, click Retrieve Reports/Data Download.
2. Ensure the modem is turned on, and then click OK.
HandiRegister 2015 will attempt to connect to ASIC.
3. Where your computer successfully connected to ASIC, the message "Communications
Finished/Successful login" will appear. Click OK.
Where HandiRegister 2015 does not display this message, write down the message that appears in its place.
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Chapter 12. Electronic lodgment
Print the 'log file'
HandiRegister 2015
1. From the Options menu, click EDGE Setup and then click
2. On the "Edge Communication Options" window, click
View Log File.
.
The Notepad program will open displaying the log file information.
3. In Notepad, click File and then Print.
4. To exit from Notepad, click File and then Exit.
Email the 'log file' to HandiSoft
1. From the Lodgment menu, click Email Log File to HandiSoft.
2. An email window will open with the log file as an attachment.
3. On the email window, type in any additional comments and information.
4. Send the email.
Invalid ID or password error
When HandiRegister 2015 performs an electronic lodgment, part of the process involves your computer forwarding a password to ASIC. ASIC compares this password to that in their records. If your password is the same as the one they have on file, the electronic lodgment will proceed.
Sometimes your password and ASIC's password get out of sync. In this situation, you must obtain another password from ASIC. You should then alter the password as outlined below.
Update an expired password
1. Contact ASIC and request that they reset your password. Generally, ASIC will set your password to be the same as your EDGE User ID. Please confirm this with ASIC.
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2. From the Options menu, click EDGE Setup and then click
3. Type the DIS password that was provided by ASIC:
.
In the
New DIS Password field, type the DIS password that ASIC has allocated to you.
In the Password area, click
Fix a Mistake.
Click
OK.
The “EDGE Communication Options” window closes and HandiRegister 2015’s main window opens.
From the
Options menu, click EDGE Setup and then click
.
The password that you typed in step 3 (above) is displayed in the
Current DIS
Password field.
Tip: When typing the password that was provided by ASIC, ensure that you have typed the number zero (0) and not the letter O.
4. Create your own password, which will be used after the ASIC password has expired:
Invent your own password. Your password must be six characters followed by a digit.
For example, FLOWER1.
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HandiRegister 2015 Lodgment problems
Type this password into the New DIS Password field.
In the Password area, click Update Expired Password.
Note: The password that ASIC provides will work for one lodgment. Please ensure you complete step 4, as this will prevent lodgment difficulties once the password provided by ASIC has expired.
Your Account has been locked
This error will occur if you attempt to login too many times using an invalid password or user ID.
1. Contact ASIC and request that they reset your mailbox and password. Generally, ASIC will set the password to be the same as your EDGE User ID. Please confirm this with ASIC.
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Chapter 13. Data maintenance
You will, at times, need to perform certain maintenance functions in HandiRegister 2015. The frequency with which you will perform these functions depends on your practice’s situation.
Rebuild database files
Data corruption or loss may result from events like power fluctuations, component failure and accidental deletion of a file. HandiRegister 2015 gives you two ways to attempt to fix corrupted information.
Reindex – Performs a reindex on your existing data files. This is significantly faster than a rebuild, but is not as thorough.
Rebuild – Reads all the data in your existing data files, validates each data field, and then writes the data to new data files. This option is slower, but is more thorough than the
Reindex option.
The amount of time that a rebuild takes depends on many factors and cannot reliably be predicted.
If your data files are damaged to a level where HandiRegister 2015 cannot read them, performing a rebuild is unlikely to restore the data. In such cases restoring from backup is your best option.
Data corruption and backups
Your business relies on its HandiSoft data to survive. It is very important that you take appropriate backups to protect your data. Do not risk your livelihood by taking inadequate backups. We urge you not to be complacent.
Chapter 2, "Backups" in the "Advanced Features 2015" manual contains detailed information on the backup requirements of your HandiSoft products.
Attempt to fix corrupted data
Where HandiRegister 2015 contains corrupted data, you may be able to rectify the problem by rebuilding your databases.
Caution: Before performing the following steps, you must exit from all other HandiSoft programs on your network. Only one copy of HandiRegister 2015 should be open.
1. Back up your HandiSoft database files.
2. From the Tools menu, click Rebuild database files.
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Figure 128: The "Rebuild/Reindex Tables" window
3. On the "Rebuild/Reindex Tables" window, click
Rebuild (Reindex and pack – takes
longer).
4. Either select All, or clear All and then select the individual corrupted database(s).
5. Click OK.
6. Ensure all other HandiSoft programs are closed, and then in the “Attention” window click
OK.
7. An Information window will open, stating "Rebuild Complete". Click OK.
Tip: If any error messages result when doing the reindex or rebuild, please write
down the message word for word. In order for our Support section to provide assistance, we will need to know exactly what the error said.
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Chapter 14. Minutes and resolutions
Before you begin to create minutes and resolutions for your clients, it is important that you understand how HandiRegister 2015 creates them.
Minutes and resolutions are effectively a number of paragraphs joined together. You are able to attach the same paragraph to a number of different minutes/resolutions. For example, a paragraph may list the officeholders that attended a meeting. You could then use that particular paragraph within a number of different minutes.
All minutes, resolutions, and paragraphs will belong to one of these categories:
Standard; or
Customised.
The minutes supplied with HandiRegister 2015 are all Standard items, which you cannot modify.
Minutes that you have created are in the Customised category. You can easily duplicate a standard minute, thereby creating a custom minute that you can edit. To duplicate a standard minute, use the Copy command. Resolutions and paragraphs behave in the same way.
Generate a minute or resolution
When HandiRegister 2015 generates a minute or resolution, it will insert company information into the document. Therefore, you must select a company before you can generate a minute or resolution.
To generate a minute
1. Select the relevant company. (See Chapter 5, “Company database”).
2. On the Access panel, click the Minutes icon or, from the Process menu, click Minutes and
Resolutions.
HandiRegister 2015 will open the
Minutes page of the “Minutes and Resolutions” window.
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Figure 129: The “Minutes and Resolutions” window
3. To generate a minute, click the Minutes tab. To generate a resolution, click the
Resolutions tab.
4. You can generate either HandiRegister 2015 standard minutes (or resolutions), or those that your practice has created.
In the top of the “Minutes and Resolutions: window, click Standard to generate a standard minute or resolution, or click
Custom to generate a customised minute or resolution.
5. In the upper half of the “Minutes and Resolutions” window, highlight the required minute or resolution and then click Generate.
6. HandiRegister 2015 will display a preview of the minute or resolution. Amend the document as required.
You must manually replace all text that is displayed in < > brackets with the correct information for the client. (HandiRegister 2015 will automatically replace text in [ ] brackets with the correct information).
Tip: When you generate a company minute (or resolution), you will amend the minute in the HandiRegister 2015 Document Editor. For detailed information on use of the Document Editor, see the "Advanced Features 2015" manual.
7. From the
View menu, click Preview Field Replace.
HandiRegister 2015 replaces any text in the [ ] brackets with the client’s correct information.
This is how the minute will appear when it is printed.
To exit from the preview, click Close.
8. If your practice requires additional modification to the minutes, make the required changes.
Note: Any changes you make here will only apply to the minutes for the selected company.
9. To print the document, from the File menu click Print.
10. To exit from the minute, from the File menu click Close.
11. To save the company’s minute for reuse click Yes, otherwise click No.
Generally, you would save the changes. This then enables you to reuse the minute in
future years. For additional information, see “ To save a company’s minute for reuse ” on
page 169.
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HandiRegister 2015 Customise minutes and resolutions
Finding a minute or resolution
HandiRegister 2015 allows you to enter search text to find a minute or resolution.
To find a minute or resolution:
1. On the "Minutes And Resolutions" window, click either the Minutes or Resolutions tab.
2. Click Find. The "Find Minute" or "Find Resolution" window will open.
Figure 130: The "Find Minute" window
3. Under Enter name, type in the name of the required minute or resolution. As you type in the characters, the first matching minute or resolution will be highlighted.
4. Click
Done when you have finished the search.
Customise minutes and resolutions
Minutes and resolutions are effectively a number of paragraphs joined together. HandiRegister
2015 includes a number of standard paragraphs, and standard minutes and resolutions. (Note: the standard minutes and resolutions consist of a number of standard paragraphs that are linked together).
You can tailor the standard paragraphs, thereby creating custom paragraphs, which can then be used when you create custom minutes and resolutions.
Customising paragraphs
To create your own custom paragraphs you may either:
Copy a standard paragraph and then amend it, or
Create a new paragraph from scratch.
To copy and amend a standard paragraph
1. From the
Process menu, click Minutes and Resolutions and then click the Paragraphs tab.
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Figure 131: The Paragraph tab of the “Minutes and Resolutions” window
2. In the Grouping field, select the paragraph grouping to be displayed. To display all the paragraphs, select Show All.
3. Highlight the paragraph to be customised and then click Copy.
4. Click Yes to the “Duplicate this paragraph?” message.
5. At the top of the window, click Custom.
HandiRegister 2015 will display all of your customised paragraphs.
6. Highlight the custom paragraph to be amended and then click Text.
7. In the “Untitled - HandiRegister 2015” window, amend the paragraph as required.
To insert field codes into the paragraph, from the Insert menu, click Field. When the paragraph is printed, HandiRegister 2015 will replace the field codes with the selected company’s correct information.
Note: You can apply bold, italic and underline where required.
8. To save your changes, from the File menu, click Save & Close.
9. If required, change the name of the customised paragraph. In the “Minutes and
Resolutions” window, highlight the paragraph and then click Edit.
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HandiRegister 2015 Customise minutes and resolutions
To create a paragraph from scratch
1. From the Process menu, click Minutes and Resolutions and then click the Paragraphs tab.
2. At the top of the window, select
Custom.
HandiRegister 2015 will display all of your customised paragraphs.
3. Click New.
Figure 132: The “Select Paragraph Type” window
4. Select the type of paragraph to create and then click OK.
HandiRegister 2015 will open the “Untitled - HandiRegister 2015” window.
5. Type in the text of the paragraph including any formatting, such as bold and centre justify.
To insert field codes into the paragraph, from the Insert menu, click Field. When the paragraph is printed, HandiRegister 2015 will replace the field codes with the selected company’s correct information.
6. To save the new paragraph, from the
File menu, click Save & Close.
7. In the “Minutes and Resolutions” window, type in the name of the paragraph and then press
ENTER.
Field codes in paragraphs
The paragraphs contain field codes, which HandiRegister 2015 replaces with actual data from the database. The following field codes can be used:
[DirName1]
[DirName2] etc…
Directors' names.
Secretaries' names. [SecName1]
[SecName2] etc…
[SignName]
[MemName1]
[MemName2] etc…
[EntName]
[acn]
Company signatory.
Members' names.
Company name.
Company ACN.
[AudName1]
[AudName2] etc…
[Agent]
Company auditors' names.
[CareOf]
[Line2]
[Street]
Agent's name. This is extracted from the Agent
Information settings entered via Options / EDGE
Setup.
The Care of information in the company record.
The first line of the company address (Room,
Floor, Building, PO Box).
The street address of the company.
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Chapter 14. Minutes and resolutions
[Suburb]
[buscareof]
[busline2]
[busstreet]
[bussuburb]
[lastreview]
[nextreview]
[reviewdue]
[solvencydue]
[annualfeedue]
The suburb in the company address.
The Care of information in the Principal Place of
Business.
The first line of the company address (Room,
Floor, Building, PO Box).
The street address for the Principal Place of
Business.
The suburb for the Principal Place of Business.
The date of the last review.
The date of the next review.
The date of the next review plus 28 days.
The date of the next review plus 2 months.
The date of the next review plus 2 months.
Finding a paragraph
You are able to enter search text to find a paragraph.
1. On the "Minutes And Resolutions" window, select the Paragraphs tab.
2. Click Find. The "Find Paragraph" window will open.
HandiRegister 2015
Figure 133: The "Find Paragraph" window
3. Under Enter paragraph name, type in the name of the required paragraph. As you type in the characters, the first matching paragraph will be highlighted.
4. Click Done when you have finished the search.
Customising minutes and resolutions
To create your own custom minutes (and resolutions) you may either:
Copy a standard minute or resolution, then amend it; or
Create a new minute or resolution from scratch.
To copy and amend a standard minute or resolution
1. From the Process menu, click Minutes and Resolutions to open the "Minutes and
Resolutions" window.
2. To customise a minute, click the
Minutes tab. To customise a resolution, click the
Resolutions tab.
3. Highlight the minute or resolution to be copied and then click Copy.
4. Click Yes to the “Duplicate this Minute?” message.
5. At the top of the “Minutes and Resolutions” window, click
Custom.
HandiRegister 2015 will display your customised minutes (or resolutions).
6. To amend the minute, firstly highlight the minute and then amend the minute accordingly:
To delete an unwanted paragraph, highlight the relevant paragraph then click
Remove.
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HandiRegister 2015 Automatically generated minutes and resolutions
To change the order of the paragraph, highlight a paragraph and then click the up or down arrow buttons.
To replace a paragraph with another paragraph, first remove the unwanted paragraph, and then click Append to add the new paragraph. In the “Select Paragraph” window, click either
Standard or Custom to display the relevant grouping of paragraphs; highlight the required paragraph and then click Select.
7. To check the overall appearance of the minute/resolution, click Generate.
8. To exit from the “Minutes and Resolutions” window, click Close.
To create a minute or resolution from scratch
1. From the Process menu, click Minutes and Resolutions to open the "Minutes and
Resolutions" window.
2. Click either the
Minutes or Resolutions tab.
3. At the top of the window, click
Custom.
HandiRegister 2015 will display your custom minutes or resolutions.
4. Click New, type the name of the new minute or resolution and then press ENTER.
5. Add paragraphs to the minute, creating new paragraphs as required.
At the bottom of the window, click Append to open the "Select Paragraph" window.
Highlight the paragraph to add, and click Select.
6. Order the paragraphs using the Up and Down buttons
7. To check the overall appearance of the minute, click Generate.
8. To exit from the “Minutes and Resolutions” window, click
Close.
Automatically generated minutes and resolutions
HandiRegister 2015 will automatically generate the necessary minute and resolution paragraphs whenever you enter any of the following events:
Appointment of a Director
Resignation of a Director
Appointment of a Company Secretary
Resignation of a Company Secretary
Appointment of an Alternate Director
Resignation of an Alternate Director
Change of a Director’s Name
Change of a Director’s Address
Change of a Secretary’s Name
Change of a Secretary’s Address
Transfer of Shares
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Chapter 14. Minutes and resolutions HandiRegister 2015
Generating the minutes and resolutions
When you enter one of the above events the “Create ASIC Form” window will open.
Figure 134: The “Create ASIC Form” window
1. To create the necessary minute or resolution paragraph, select the
Automatically
generate minute/resolution check box.
2. The Minute/Resolution Name field displays the name of the generated paragraph. You can change this, if required.
3. The
Paragraph field will show the name of the paragraph to be used, as configured on the
“Minutes Setup” (Options / Minutes Setup) window (See Chapter 2, “Installation and configuration”). If required, you can click to select a different paragraph from the “Select
Paragraph” window.
4. Click OK to generate the minute/resolution paragraph.
Viewing automatically created minutes
Automatically created minutes are linked to their associated forms.
1. Open the required list of forms that have been created:
From the Lodgment menu, click List All Forms, List Forms Awaiting Signing, List
Forms Awaiting Lodgment or List Forms Lodged to open a “Forms” window.
From the
Company menu, click View Company Forms to open the “Document Forms
For” window.
A ‘Y’ in the Minutes column indicates the forms that have had minutes generated.
2. To view the minutes associated with a form, highlight the form and click Minutes.
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Viewing and finalising the minutes and resolutions
You can view, print and save the minutes and resolutions for the currently selected company by doing the following:
1. From the Company menu, click View Company Minutes. The “Company
Minutes/Resolutions” window will open.
The
Unprocessed page lists all the generated paragraphs that have not yet been added to a finalised minute/resolution.
The Finalised page lists the finalised minutes.
Figure 135: The “Company Minutes/Resolutions” window
2. Click the Unprocessed tab to list the generated paragraphs.
3. In the Tag column, select the check boxes of the paragraphs you want to include in a minute to be finalised.
4. Click View to display the full minute. The “Select Header / Footer Paragraph” window will open for you to select a header and footer paragraph for the minute.
Figure 136: The “Select Header / Footer Paragraph” window
5. In the Minute header and Minute footer fields, click to select the header and footer paragraphs.
6. Click OK. The minute will be opened in the Document Editor.
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Chapter 14. Minutes and resolutions HandiRegister 2015
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Figure 137: The completed minutes
7. In the Document Editor, you can edit, print and save the minute as required.
8. Click Close to exit the Document Editor.
9. Once the completed minute has been viewed, you can finalise and save it, and remove the paragraphs from the
Unprocessed page. To do so, click Yes on the message window that appears.
10. Type a name for the finalised minute.
The finalised minute will be added to the “Company Minutes/Resolutions” window Finalised page.
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HandiRegister 2015 Reuse last years minutes and resolutions
Figure 138: The “Company Minutes/Resolutions”
Finalised window
Reuse last years minutes and resolutions
Generally, a company's minutes and resolutions do not vary greatly from year to year. Using
HandiRegister 2015, you can modify a previously stored minute or resolution. You are therefore able to recycle the documents each year, reducing your workload.
To save a company’s minute for reuse
As you exit from the Document Editor, you are able to save the minute that you have been modifying. If you choose to save the document, you will be able to reuse it.
To save the minute document:
1. Select the required company and then generate the required minute.
HandiRegister 2015 will open the minute in the “Untitled – HandiRegister 2015” window.
Make the necessary alterations to the minute for the selected company.
2. On the “Untitled - HandiRegister 2015” window, click
Close.
3. Click Yes to the “Save Changes?” message.
4. In the “Save As” window, type the name you wish to save the minute as, and then click
Save.
By default, HandiRegister 2015 will save the minute in the client’s \Hsoft\Data\Who directory.
Tip: If you have the Document Manager installed and enabled, you should rather save your document to your 'Watched' directory. For more information, please refer to the
Document Manager manual.
5. To exit from the “Minutes and Resolutions” window, click
Close.
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Chapter 14. Minutes and resolutions HandiRegister 2015
To open and edit a company’s saved minute
To correct an error in a saved minute or resolution, or to alter a saved minute or resolution for use in a future financial year:
Note: If you have the Document Manager installed and enabled, instead of using this procedure, you will use the Document Manager to edit previously saved minutes.
1. Select the relevant client. (See Chapter 5, “Company database”).
2. From the
Documents menu, click Edit Document to open the Document Editor.
3. From the File menu, click Open.
4. Double-click on the required file.
HandiRegister 2015 will display the minute or resolution in the Document Editor.
5. Edit the document as required.
6. To print the document, from the
File menu click Print.
7. To exit from the minute or resolution, from the
File menu click Close.
To delete a company’s saved minute or resolution
If a saved minute is no longer required, you may delete it.
Note: If you have the Document Manager installed and enabled, instead of using this procedure, you will use the Document Manager to delete previously saved minutes.
Caution: Once a file has been deleted it may not be recoverable.
1. Select the relevant client. ( Chapter 5, “Company database”).
2. From the Documents menu, click Edit Document.
3. From the File menu, click Open.
4. Right-click on the file to be deleted. From the menu that appears, click Delete.
5. Ensure that the correct file will be deleted,and then click Yes.
6. In the “Open” window, click Cancel.
7. From the File menu, click Close.
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Chapter 15. Standard reports
HandiRegister 2015 provides a number of standard reports. After previewing a report on screen, you can print it or save it as a Microsoft Word, Excel or PDF file. You can also attach it to an email message as an HTML or PDF file.
Available reports
HandiRegister 2015 enables you to generate the following reports via the
Reports menu.
Report Description
List Companies
Lists all the active companies in the HandiRegister
2015 database.
Annual Review Status
Lists all the active companies that have a specified
Annual Review status.
Review Dates Lists all the active companies with annual review dates that fall within a specified range of dates.
Forms lodgment
Company extract
Provides information on forms that have been lodged for all companies or a specified company.
Provides details of the currently selected company.
Office holders
Share holders and transactions
Share holders no transactions
Provides a register of the office holders of the currently selected company.
Provides a register of the shareholders of the currently selected company. The report includes details of share transactions.
Provides a register of the shareholders of the currently selected company. The report does not include share transaction information.
Share class holdings
Issued capital
Seal register
Lists the shareholders for each class of share, in descending order of the number of shares held. This enables you to quickly view the top 20 shareholders.
Lists details of issued shares for the currently listed company.
Provides a register of the usage of the company seal for the currently selected company.
Charges Lists details of any charges for the currently selected company.
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Chapter 15. Standard reports HandiRegister 2015
Running the reports
To run a reports do the following:
1. From the
Reports menu, click the report you want to run.
If you click
List Companies, the "Select Report Order" window will open.
Figure 139: The Select Report Order" window
If you click Forms lodgment, the "Form Lodgment Report" window will open.
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Figure 140: The "Form Lodgment Report" window
If you click Share holders and transactions or Share holders no transactions, the
“Report Options” window will open.
Figure 141: The "Report Options" window
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HandiRegister 2015 Annual Review reports
If you click Share class holdings, the “Report Options” (share class holdings) window will open.
Figure 142: The "Report Options" (share class holdings) window
2. If applicable, complete the fields of the "Select Report Order", "Form Lodgment Report” or
“Report Options” window.
For information on the fields in the windows, press F1 to display the online help.
3. HandiRegister 2015 will display the report in a "Report Preview" window.
4. If required, click Print to print the report.
5. Click Close to exit the "Report Preview" window.
Annual Review reports
HandiRegister 2015 provides two reports to assist you in keeping track of the companies' annual reviews.
Annual Review Status report
Review Dates report
Annual Review Status report
The Annual Review Status report provides a list of all the active companies that have a particular status for their Annual Review.
Tip: You have to manually set the Annual Review Status of the companies via the
Status button on the "Companies" window.
The information in the report includes:
The company Name, Reference and ACN
The company's
Annual Review Date
The date the specified activity was due
The number of days the specified activity is overdue
1. From the
Reports menu, click Annual Review Status. The "Review Status Report" window will open.
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Chapter 15. Standard reports HandiRegister 2015
Figure 143: The "Review Status Report" window
2. Under Review Status, select the review status of the companies to be included in the report.
3. Click OK.
HandiRegister 2015 will display the report in the "Report Preview" window. The report will include only those companies with the review status that you selected.
Review Dates report
The Review Dates report provides a list of the annual review dates of all the active companies, or only those that fall within a specified range of dates.
The information in the report includes:
The company Name, Reference and ACN
The company's Annual Review Date
1. From the Reports menu, click Review Dates. The "Review Date Report" window will open.
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Figure 144: The "Review Date Report" window
2. Select the companies to be included in the report:
All companies – all the companies in your database
Completed Annual Reviews – only those companies that have completed their Annual reviews
Outstanding Annual Reviews – only those companies that have Annual Reviews still outstanding.
3. In the From date and To date fields, type or select the range of review dates to include in the report. Leave both fields blank to include all the review dates.
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HandiRegister 2015 The "Report Preview" window
4. Click OK
HandiRegister 2015 will display the report in the "Report Preview" window.
The "Report Preview" window
When you run any HandiSoft report, it is displayed in the "Report Preview" window. This enables you to view the report before saving, printing, exporting or emailing it.
Tip: For information in the "Report Preview" window, press F1 to display the online help.
Saving reports
You can save your reports after running them, so that you can view them later.
1. Run the report as already described.
2. On the "Report Preview" window, from the File menu, click one of the following:
Export to Excel – open the report in Excel.
Export to Word – open the report in Word.
Export to PDF – Create a PDF (Portable Document Format) file.
Export to HTML – Create an HTML file for viewing the report in a Web browser.
Depending on what you clicked, either Word or Excel will open with the report loaded.
3. In Word or Excel, edit the report as required and then save it to disk.
For more information on saving reports, please refer to the "Advanced Features 2015" manual.
Tip: If you have Practice Manager – Contact installed with the Document Manager enabled, you can import the report into the Document Manager by saving it your Document
Manager 'Watch' directory.
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Chapter 16. Documents and mailing labels
The Documents menu in HandiRegister 2015 enables you to generate letters and documents.
You can create documents in a number of different ways.
The menu commands available from the Documents menu depend on how your HandiSoft programs have been set up. The Practice Manager program includes the Document Manger module, which provides a comprehensive document management facility for your practice. In
Practice Manager – Contact, you can either enable (turn on) or disable (turn off) the Document
Manager. This affects the menu commands that are available from the HandiRegister 2015
Documents menu:
Where Practice Manager - Document Manager is disabled, the Documents menu in
HandiRegister 2015 allows you to create documents using the following two methods.
Method 1 - HandiSoft Document Editor
The HandiSoft Document Editor is a simple text editor, which allows you to create basic letters and documents. This Document Editor allows you to insert information from
HandiRegister 2015's data files into the document, allowing a 'Mail Merge'.
Method 2 - Microsoft Word™
HandiRegister 2015 is able to interface with Microsoft Word. This facility provides access to all the features of Microsoft Word™, such as tables and graphics, while still giving you the ability to insert fields from the HandiRegister 2015 data files into the documents, allowing a
'Mail Merge'.
Where your practice has enabled the Document Manager, the Documents menu in
HandiRegister 2015 allows you to create documents using the Practice Manager –
Document Manager program module. This is discussed in more detail below.
HandiRegister 2015 also allows you to print mailing labels from the Client database. You can print mailing labels for the selected client, for tagged clients, or for clients who match specified
conditions.
please refer to Chapter 4, "Client database".
Document Editor
Note: If you have the HandiSoft Practice Manager – Contact program installed with the
Document Manager enabled, you will not be able to use the Document Editor in HandiRegister
2015. Press F10 to open the Document Manager instead.
With the Document Editor, you can create documents that incorporate basic formatting
(underline, italic and bold), and you can mail merge information into the document from the
Client database.
To create a document into which you can mail merge information from the Client database, you must create a form letter. The form letter will contain Field Codes, indicating the information to be inserted from the Client Database.
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Chapter 16. Documents and mailing labels HandiRegister 2015
For more information on the Document Editor, please refer to the "Advanced Features 2015" manual.
Using Microsoft Word™
Note: If you have the HandiSoft Practice Manager – Contact program installed with the
Document Manager enabled, you will not be able to access Microsoft Word directly from
HandiRegister 2015. Press F10 to open the Document Manager instead.
Using Microsoft Word™ (Word 6 or greater), you can create documents using Word’s advanced formatting and you can mail merge information into the document from HandiRegister 2015’s databases.
For more information on using Microsoft Word, please refer to the "Advanced Features 2015" manual.
Mailing labels
You can print mailing labels from all HandiSoft products.
In HandiRegister 2015, you are able to print mailing labels for the Company and the Individuals databases, as well as for the selected company’s office holders and shareholders.
To print mailing labels for the Companies or Individuals database
1. Click the Access Panel, Company or Individuals button to view the list of companies or individuals.
2. From the Documents menu, click Print Mailing Labels to open the “Print mailing labels for” window.
Figure 145: The "Print mailing labels for" window
3. Select the grouping and order, and click Preview to view the labels before printing them.
4. Click OK to print the labels.
For more information on mailing labels, please refer to the "Advanced Features 2015" manual.
To print mailing labels for Office Holders or Shareholders
1. Select the required company.
2. Click the Access Panel, Office Holders or Shareholders button to view the list of office holders or shareholders for that company.
3. From the Documents menu, click Print Mailing Labels to open the “Print mailing labels for” window.
4. Select the grouping and order, and click Preview to view the labels before printing them.
5. Click OK to print the labels.
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HandiRegister 2015 Matching conditions
For more information on mailing labels, please refer to the "Advanced Features 2015" manual.
Matching conditions
HandiRegister 2015 provides you with the ability to perform a function, such as printing a document, for clients that meet a certain criteria. These criteria may be a large number of items, some examples are:
Clients assigned to a specific partner.
Individuals with date of birth above a specified date.
Clients who have 'Flag 1' (a user defined field in the Client database) selected. This may be used in a situation where some clients receive a newsletter. All clients who are to receive the newsletter would have Flag 1 selected in the Client database. The newsletter would then be printed out only for those clients with Flag 1 selected.
For more information on using client expressions, please refer to the "Advanced Features 2015" manual.
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Chapter 17. Additional tools
HandiRegister 2015 provides additional tools to assist users. These tools include a calculator, access to email facilities from within HandiRegister 2015 and the ability to record keyboard macros.
Accessing email
While using HandiRegister 2015, you may need to send an email. All HandiSoft programs provide a link to your email program that enables direct, quick and easy access to send messages.
For more information, please refer to the "Advanced Features 2015" manual.
Keyboard macros
Macros are used to pre-record tasks that you perform frequently. Macros can be operated using a very small number of keystrokes, and may greatly reduce the number of keystrokes required to perform a certain task.
For more information, please refer to the "Advanced Features 2015" manual.
Fonts
HandiRegister 2015 allows you to create or edit "styles" which you can use in reports. These
styles nominate the font type, size and effect to be used in a particular section of the report (for example Arial, 14 Point, and Bold).
A style comprises four components:
The name of the style.
The font type (for example Arial and Times New Roman)
The font size (nominated in points).
The font effect (for example bold, italic or underline).
A considerable number of default styles are supplied for use with your reports. You are also able to customise the existing styles as required. Additional styles may also be created. These additional styles cannot be used in HandiRegister 2015, but are used in other HandiSoft programs.
For more information on font settings, please refer to the "Advanced Features 2015" manual.
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Chapter 17. Additional tools HandiRegister 2015
Page setup
The Page Setup section of HandiRegister 2015 is used to ensure the correct printing of ASIC forms, documents and mailing labels. You may specify the printer, paper size, paper orientation and margins.
The settings are user specific. This means that each HandiRegister 2015 user can have the options set up differently.
For more information on page setup, please refer to the "Advanced Features 2015" manual.
SMS messaging
If you have purchased the HandiSoft Notify module, you can send SMS messages to your clients.
For more information, see the ‘ HandiSoft 2015 Advanced Features” manual.
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Glossary of Terms
Client database
Contains your clients' personal details
Company database
Stores the company types, names, activities, registered office, and principal place of business
Document Editor
A simple text editor program that is included with HandiSoft programs.
Document Manager
A HandiSoft Practice Management module that stores and manages electronic document files
EDGE
A system for electronically lodging documents with ASIC.
EDGE mailbox
A network location you use to electronically lodge documents with ASIC, and from which you download correspondence and data from ASIC. The EDGE mailbox also performs validation checks on documents lodged.
Form 361
Cease to act for a company.
Form 362
Appoint or cease registered agent.
Form 370
Officeholder resignation or retirement.
Form 484A
Change of address. Change of officeholders' names. Change of Ultimate Holding Company.
Form 484B
Appoint and cease officeholders. Change of company special status.
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Glossary of Terms HandiRegister 2015
Form 484C
Issue and cancel shares. Change the share structure. Change the members register.
Form 488
Change Annual Review date.
Form 489
Change of registered office or office hours of a registered body.
Form 490
Change to officeholders of a registered body.
Form 492
Corrections to a previously lodged document.
Form 902
Notification of supplementary information.
Form RA15
Request lodgment status report.
Form RA61
Request review date report.
Form RA63
Request debtors' ledger report.
Form RA65
Request documents lodged report.
Form RA71
Request for company detail.
Individuals database
Stores personal details of all individuals and organisations in HandiRegister
keyboard macros
Multiple keystrokes that can be recorded and edited, and then replayed.
Lodged Forms database
Stores all forms that your practice has transmitted to the ASIC. You can preview forms, alter the date of signing and lodgment, and view details of the forms.
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HandiRegister 2015 Glossary
Officeholders database
Stores information on the companies' officeholders
Ready To Lodge database
Stores all ASIC forms that have been signed and are currently unlodged. You can preview the form, alter the date of signing, place the form on hold to prevent lodgment, and view details of the forms.
requisitioned document
A lodged document that ASIC is unable to process because of deficiencies. ASIC will send you a requisition notice requiring you to lodge a Form 902 with the requested amendments. ASIC will attach the Form 902 to the requisitioned document and process them together.
Review date
ASIC allocates an Annual Review Date to each company, which is generally the anniversary of the company's inception. ASIC will send company information, after which the company has two months to notify ASIC of any changes and to pay the $200 fee.
Shareholders database
Stores information the companies' shareholders and share transactions
signatory
An officeholder who is authorised to sign ASIC forms
tagged clients
Client records that have been selected for batch processing
tagged companies
Company records that have been selected for batch processing.
Unsigned Forms database
Stores forms that have not been signed. You can preview and sign forms, hold forms to prevent them from being signed and lodged, delete unwanted forms, and view details of the forms.
© HandiSoft Software Pty Ltd
185
Index
A
Access Panel hiding the Access Panel 18 setting button size 18 addresses, automatic updating 78 amend lodged document 135 annual review annual review status 66 changing company details 59, 74, 86, 93, 95 changing review date 134 insolvency statement 66, 133 review date report, requesting 141
ASIC invoices 152 lodging forms 149 lodgment status reports 151 updating an expired password 154 viewing transmission reports 154 auditors add new auditor 101
All Auditors database 101–5 appointing 105 associated companies 103 change history 104
Company Auditors database 105–7 company auditors, change history 107 deleting a company auditor 107 deleting an auditor 102 disqualification reasons 106 duplicated records, merging 104 editing a company auditor 106 editing an auditor's details 102 resigning 106 searching for an auditor 103 automatically generated minutes and resolutions
165
B batch changing registered office 26, 68
C calculator 26, 181
Charges report 24, 171 checklist for new users 36 class and sub-class, valid combinations 57 client expressions matching conditions 179
© HandiSoft Software Pty Ltd
client notes adding and editing note types 52 client notes report 53
Client Notes report 24 client reference codes 46–47 clients add client record 47
Client database, opening 45 copying from another client 48 deleting records 48 marking as deceased 49 notes 51
Notes report 24 option settings 32 reference codes 46–47 tagging 50 colour option settings 34 companies
Access panel button 17 adding a company 37–44 all individuals 73 annual review status 66 appointing and ceasing agent 130 batch changing registered office 68 changing the company name 60, 126 charges 72
Charges report 24, 171 company class 57
Company database, opening 55 company list 71 company reports 71 company special status 64 company sub-type 57 company type 57 corporate key 58 creating - data download method 37–42 creating - manual method 42–44 data download, compare 41 data download, delete 41 data download, read 41 delete data 41, 70 deleting a company 69 editing 60 history of changes 70 mailing labels 178 reserving a company name 127 restoring data 71 selecting a company 59 solvency resolution 133 tagging 67 viewing company forms 144 voluntary deregistration 138 company auditors appointing 105 change history 107 editing personal details 106 resigning 106 company details
Form 484 16
Form RA71 16
187
Index
Company extract report 23, 171 company seal deleting transactions 112 editing usage record 111 recording usage 111 copying client details 48 corporate key, entering 58 corrections, Form 490 16
D data corruption rebuild databases 157 data downloads deleting 42 download status 41
Form RA71 40, 67, 140 read download 41 requesting 38, 40, 140 retrieving 150, 153 data entry, option settings 32 debtors ledger, Form RA63 16 deceased clients 49 declarations 22 deleting forms 121 deregistration, voluntary 138
DIS User ID, setting 147 disqualifying auditors 106 documents lodged, Form RA65 16
E
EDGE registering for 36 view and print setup details 148 electronic lodgment configuration 145 locked accounts 155 lodging forms 22, 28, 149 log file 153 password error 154 password fix 154 problems 153 register for EDGE 36 relodging 150 retrieve ASIC reports & downloads 150, 153 setting gateway addresses 148 transmission reports 151–52, 152, 154 view and print EDGE setup 148
ELS See electronic lodgment email electronic lodgment log file 23, 153 error messages
EDGE Reference Guide 152
Signing officer company office 118
Signing officer name 118
Excel, opening reports 175 exit from HandiRegister 20, 28
188
HandiRegister 2015
F fonts 26, 181 forms
Access panel buttons 18 awaiting lodgment 113 awaiting signing 113, 121 changing status 121 correcting errors 117 creation 113 deleting 121
Form 205A 60, 126
Form 361 16, 28, 130
Form 362 16, 38, 130
Form 370 16, 92
Form 484 16, 75, 95, 97
Form 485 16
Form 485 133
Form 488 134
Form 489 16, 63
Form 490 16, 73, 75
Form 492 135
Form 6010 138
Form 902 16, 137
Form RA61 16
Form RA63 16
Form RA65 16
Form RA71 16, 40 lifecycle diagram 113 list all forms 114 lodged forms 113, 144 placing on hold 18, 120 previewing 116 removing a hold 121 signing date 118
Trace number 119, 144
Forms lodgment report 23, 171 functions of HandiRegister 15
H
HandiRegister functions 15 history of company changes 70
I individuals
Access panel button 18 add record 73 change history 76 delete record 75 duplicate records, merging 77 editing 74
Individuals database, opening 73 mailing labels 178 officeholder positions 76 share holdings, viewing 85 viewing personal details 76 issued capital fixing with no form lodged 100
Issued Capital database, opening 95
© HandiSoft Software Pty Ltd
HandiRegister 2015
issuing and cancelling shares 97 share class, adding new 43, 95 share class, deleting 97
Issued capital report 24, 171
L
List Companies report 23, 171 lodgment lodging forms 22, 149 statement, request for 151 status report 171
M menu bar
Company menu 19
Documents menu 24, 25
Help menu 27
Lodgment menu 22
Options menu 25
Process menu 21
Reports menu 23
Tools menu 26 merge auditors' duplicated records 104 individuals' duplicated records 18, 77 mail merge with Document Editor 177 mail merge with Microsoft Word 178 minutes & resolutions automatically generated minutes and resolutions
165 basic concepts 159, 161 customising 161 generating a company's minutes 159 reusing from previous years 169 setting minute paragraphs 33
O
Office holders report 23, 171 officeholders
Access panel button 17 acting for another person 91 appointing officeholders 43, 91 appointment date, changing 94 change history 76 deleting officeholders 94 extending an officeholder 93
Form 370 16, 92
Form 484A 133
Form 490 16, 74, 92 mailing labels 178
Officeholders database, opening 90 personal details, changing 93 resignation date, changing 94 resigning officeholders 92 signatory nomination 19, 43, 90
Offices, setting locations 20 option settings
Client database 32
© HandiSoft Software Pty Ltd
colours 34 data entry 32
P page setup 26 passwords update expired ASIC password 154 using Practice Manager - Security 34
PDF saving reports as 175 principal place of business 42 printing
ASIC invoices 152 page setup 26, 182
R rebuild databases 26, 157 registered agent agent number 36
Form 361 130
Form 362 38, 130 registered office batch changing 68
Form 484 16, 63–66
Form 489 16, 63–66 new company 42 reports
Annual Review Status 171
Charges 24, 171
Client Notes 24
Company extract 23, 171
Forms lodgment 23, 171
Issued capital 24, 171
List Companies 23, 71, 171
Office holders 23, 171 retrieving data download 153
Review Dates 171 running the reports 172 saving as PDF 175 saving reports 175
Seal register 24, 171
Share class holdings 171
Share holders and transactions 23, 171
Share holders no transactions 23, 171 requisitioned document 185 review date, Form RA61 16
Review Dates report 171
S
Seal register create new seal 110 create new seal register 109 usage recording and editing 111 usage report 24, 171 view company seals 109 security operator password 26, 34
Practice Manager - Security module 34
Index
189
Index
supervisor password 26, 34
Share class holdings report 171
Share holders and transactions report 23, 171
Share holders no transactions report 23, 171 shareholders
Access panel button 17 adding shareholders 81 beneficial ownership 86 capital class 95 creating shareholders 44 deleting shareholders 89 editing shareholders 88 fully paid settings 87 joint shareholders 81 mailing labels 178 removing cancelled shares 99 share acquisition 81, 96 share disposal 84 share holdings 44, 99 share transactions, viewing 85
Shareholders database, opening 81 shareholders reports 171 transferring shares 83 shares beneficial ownership 86 cancelling 98 classes, adding new 95 classes, deleting 97
Form 484 97 issued capital 43, 95 issuing shares 96, 97 signing officer, nominating 90, 118
SMS messaging sending messages 182 solvency statement, Form 485 16 status report 171 supplementary document, Form 902 137
T
Toolbar 28
Trace number 119, 144 transferring shares to other shareholders 83 transmission reports 151
U updating expired ASIC password 154 users, managing 20
V validation reports 152
W windows
About HandiRegister 35
Acquire Shares 81, 82
Add a New Company 38
Appoint New Auditor 106
190
HandiRegister 2015
Appoint Officeholder 91
Auditors 101
Auditors Companies 103
Auditors Detail 102
Auditors History 104
Auditors Merge 105
Change Registered Office 68
Chargee Details 72
Client Display Options 18
Client Note 51
Client Note Types 52
Client Notes Report 53
Clients 45
Clients Detail 48
Clients Options 32
Company Auditors 106
Company Auditors - History 107
Company Minutes/Resolutions 167
Company Seals 109
Company's Detail 43, 56, 60, 63, 64, 65
Create ASIC Form 166
Current Charges 72
Data Entry Options 32
Delete Entity 70
Discharge Date 72
Dispose Shares 84
Edge Communications Options 145
EDGE Servers Configuration 148
Electronic Lodgment Forms 40, 140
Email message 181
Enter Supplementary Information 136
Enter the letter of resignation 132
Extend Alternate Director 93
Find Minute 161
Find Paragraph 164
Find Resolution 161
Find/Order 59, 115
Fix Issued Capital 100
Form 205A – Notification of Resolution (Change of Name) 60, 126
Form 410B – Application for Reservation
(Change of Name) 127
Form 410F – Application for Reservation
(Extension of Reservation) 129
Form 492 - Notification of corrections 135
Form 6010 – Voluntary Deregistration of a
Company 138
Form 902 - Notification of supplementary information 137
Form Lodged 121
Form Lodgment Report 172
Form RA63 142
Form RA65 143
Form RA67 142
Forms Awaiting Lodgment 114, 115
Forms Awaiting Signing 114, 115
HandiRegister Update Confirmation 79
Individual Merge 77
Individuals 73, 89
Individuals Detail 74, 94
© HandiSoft Software Pty Ltd
HandiRegister 2015
Issue of Shares 96
Issued Capital 95
Joint Shareholders 82
List All Forms 114, 115
Lodged Forms 121
Minutes and Resolutions 159
Minutes Setup 33
Nominate as signatory 91, 118
Notifiable Events 117
Positions Held 76, 90
Rebuild/Reindex Tables 158
Report Options 172
Resign Auditor 106
Resign Office Holder 92
Seal Register for 111
Select ASIC Report File 150, 151
Select Paragraph 33
Select Report Order 172
Select the Forms for Electronic Lodgment 149
Share Cancellation 98
Share Holding 81
Share Holdings 84
Share Transactions 85
Starting HandiRegister 2015 31
Tagged Companies 67
Transfer Shares 83
Type / Class / Subclass Combinations 57
Update HandiRegister 79
View Form Details 115
View Share Transaction 86 word processing
Document Editor 24, 177 form letters 177–78 mail merge 24, 178
Microsoft Word 178 opening reports in Word 175 printing 24
© HandiSoft Software Pty Ltd
Index
191
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