Compliance

Go to the Compliance section to view pending events, review validation errors and enter accounting dates and more.

The Compliance section of a company record provides access to:

• Reminders specific to the record the user is in
• Pending events
• Validation errors relevant to the record the user is in
• Data Library
• Accounting dates
• Annual return dates
• Annual meeting dates
• Confirmation statement dates

Reminders

Reminders can be used to see when accounts, annual returns, confirmation statements and annual meetings for certain jurisdictions are due and overdue. They can also be used to see pending events, when directors are due to retire and when Data Library records, such as contracts, are due for renewal.

As compared to the All Reminders section accessible from the Global Banner that shows all reminders for all entities within the Entities app, this section displays reminders for the entity record that the user is in.

The default view shows all reminders within a three month period, starting from the previous month in a colour co-ordinated calendar, which is designed to make it easy for users to see what they need to do and when. The calendar is colour-coded as follows:

• Reminders in red are overdue and occur before today's date.
• Reminders in yellow are due within the next two weeks.
• Reminders in green are due in over two weeks.

Events the reminders are for are assessible directly from the Reminders page:

• Select the folder icon to open the relevant page, for example, the compliance details where the record can be updated.
• Select the calendar icon to add the event to a personal calendar or send an email reminder.
• Select Options for due annual returns to open the Annual Return and Confirmation Statement Wizards. Reminders for pending events also display an Options Menu.

Beneath the calendar, there is a table with details about the reminders shown on the calendar. This table lists the following details:

• Reminder – The date of the reminder for the event.

  • For events that have been saved as pending the reminder date is two weeks after the event date.

  • For annual returns, confirmation statements, accounts and annual meetings, the reminder date is the date on which the event becomes overdue.

• Name, description and status of the event

• Event Date – This date varies depending on the type of reminder it relates to:

  • For appointments, allotments and other system events, the date represents the date the event itself took place.

  • For annual returns, confirmation statements, accounts and annual meetings this is the made up to date (due date).

• User – If the reminder is assigned to a specific user, the user's name displays here. A user can also view their reminders on the My Portal page.

• ET, short for Event Type – This column displays the type of reminder event:

  • C: Compliance such as annual returns, confirmation statements, accounts, annual meetings

  • P: Pending event, that is, any event saved as pending

  • DL: Any Data Library record with a reminder date

  • D: Document – this may be a date stamp on a specific document's properties or a reminder that a document has been checked out for editing

  • ​​​​​A: Change of appointment status recorded, that is, a director is to be re-elected or retired

Pending Events

The Pending Events tab holds all pending events for the entity record.

A pending event is an event wizard that a user has completed, such as an appointment or a share allotment, but rather than updating the system with the change immediately, they have chosen to save the event as pending because the event might need to wait for actioning or authorisation or additional details might need to be added first.

Refer to Pending events to learn more.

Validations

The Validations tab highlights any incorrect or missing information in the company record.

Validations are a set of rules that each company follows. They dictate what a company can or cannot have, or what is needed for certain events. For example, they state whether a company can have fractional shares or whether a director's nationality and date of birth must be entered before they can be appointed to a company.

Validations are automatically assigned to companies upon creation according to their type, status and jurisdiction. However, the validations can be amended and a different validation set can be applied to a company.

Refer to Validations to learn more.

Data Library

The Data Library is a repository where users can record additional information about their entities like bank details, a company's articles of association or powers of attorney. Digital or scanned documents can also be attached to these records. The Data Library contains multiple folders enabling the user to categorise the documentation stored there. Refer to Data Library to learn more.

Accounts

The Accounts tab holds the following information about the company:

• Last period end and current period end
• Last accounts
• Last directors meeting to approve accounts
• Financial Period
• Next accounts

Enter the last accounts, signed and filed dates here. Users can also enter the last and current period end if these have not yet been entered under Accounting Dates on the Company Details page. Use the Edit button to enter the relevant dates into these fields. Select the Wizard to roll the accounting period dates forward or change the accounting period.

In the Financial Period section, selecting Auto automatically enters the dates.

If an accounting period is shortened, select Edit and select Override Accounts Overdue Date and set the date.

For dormant companies, users can produce the relevant dormant company accounts form (AA02). To produce the form, use the Accounts option under the Wizard in the Accounts tab of the Compliance section of the company record or go to Company Details > Wizards > Documents > Accounts.

Annual Return

The Annual Return tab enables users to update annual return due and overdue dates:

• Use the Edit button to enter the last return, signed and filed dates and to automatically calculate the next due and overdue dates, noting that this will only applies to certain jurisdictions.
• Use the Next field to override the next annual return date, for example, when it has been brought forward. Otherwise this field can be left blank.
• Enter the date of the last members schedule.
• Select Not supplied on paper if the members schedule is to be supplied in another format.

Select the Wizard to generate the annual return from this tab or go to Company Details > Wizards > Documents > Annual Return. Users can find the form saved in the Working Documents section. When the document is actioned, the dates on the Annual Return page are automatically updated to reflect the latest submission.

Annual Meeting

The Annual Meeting tab enables users to enter information related to annual meetings:

1. Enter the last annual meeting and minutes signed dates to automatically calculate the next due and overdue dates.
2. Use the Next field if the date of the next annual meeting has been changed.

Select the Wizard to generate an annual meeting document from this tab or go to Company Details > Wizards > Documents > Annual Meeting.

Confirmation Statements

The Confirmation Statement tab only displays for UK Companies. It can be completed as follows:

• Use the Edit button to enter the last confirmation statement, signed and filed dates.
• Use the Next field to override the next confirmation statement date, for example, if it has been brought forward. Otherwise the field can be left blank.
• Select Shareholders' list enclosed provided in another format (not paper) if the members schedule is to be supplied in another format, that is not within the confirmation statement.
• Select Save to keep the changes. The system automatically calculates the next confirmation statement due and overdue dates.

Select the Wizard to generate a confirmation statement from this tab or go to Company Details > Wizards > Documents > Confirmation Statement.