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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