When you import your data from CloudSec/SecWare into CompanyRegisters, the share certificate history is not contained in any data files you can extract from CloudSec/SecWare. Luckily for you, CompanyRegisters make it easy to rebuild this share certificate history! Let’s go through adding new certificates for allotments and transfers, and canceling certificates.
Adding a new certificate: Allotment of shares
To generate a certificate for an allotment, select the entity you want to work on and select ‘Allotments’ from the left menu:
Make sure that the correct securities class is selected from the drop down, then select the pencil icon to open the record you want to generate a certificate for:
Remove any text from the ‘New Cert No’ field:
Then click ‘Create Certificate’:
Review the details and click ‘Save’:
You can now view and print the certificate under ‘Certificates’:
Adding a new certificate: Transfer of shares
To generate a certificate for an transfer of shares, select the entity you want to work on and select ‘Transfers’ from the left menu:
Make sure that the correct securities class is selected from the drop down, then select the pencil icon to open the record you want to generate a certificate for:
Remove any text from the ‘New Cert No’ field:
Then click ‘Create Certificate’:
Review the details and click ‘Save’:
You can now view and print the certificate under ‘Certificates’:
Canceling a share certificate and issuing a replacement
Now the certificate for Carl Robinson does not apply anymore, since he transferred 50 shares, he should only have 50 shares left.
To amend this, you will need to cancel the physical share certificate of the transferor and store that canceled share certificate somewhere safe. Once you have done that, let’s record it in CompanyRegisters.
Navigate to ‘Sec Holders’ on the entity you wish to edit:
Ensure the correct securities class is selected from the drop-down and click on the ‘View Account and Certificates’ on the sec holder you need to edit:
Here you can view the whole account and certificates of the sec holder. On the certificate we need to cancel, click the pencil icon to edit it:
Fill in the ‘Date Canceled’ field and click Save:
Now that we have canceled that certificate, let’s create a new certificate for the balance of shares by simply clicking ‘Create Certificate’ under ‘Uncertificated Securities’:
A confirmation message will appear with the new certificate number:
You can now view this certificate and the canceled certificate under ‘Certificates’:
We hope you have found this guide helpful! Reach out on our Support page if you have any further questions, or pop us an email at support@companyregisters.co.za