Blueprint 2000 Ireland. Electronic Filing

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Spencer Stevenson
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1 Blueprint 2000 Ireland Electronic Filing Local Offices and Support Centres: Dublin * London * New York * Sydney * Johannesburg * Kuala Lumpur * Mauritius (Offshore Division)

com/ireland Local Offices and Support Centres:

2 Contents Pg Introduction 2 Presenters 2 Signatures 2 What do I need? 2-3 How does it work? 3 Withdrawing from Scheme 3 Paying for the service 3 Acceptance of your filing 4 Why use the Blueprint software range? 4 Will the specification change? 4 Can a company be a presenter? 4 Why can t I file accounts electronically? 5 Other questions 5 What forms to file for registration 5 Page 1 of 5

Blueprint software range? 4 Will the specification change? 4 Can a company be a presenter?

3 Introduction The Companies Registration Office (CRO) is putting in place a system that will allow annual returns (form B1) to be signed, filed and submitted completely electronically. ICSA Software has been working closely with the CRO developing its Blueprint 2000 company secretarial package, approved in Ireland, to include this new functionality. Returns will be sent to the CRO by a presenter using electronic signatures assigned to company officers (directors and secretaries). Prior registration of presenters with the CRO will enable the verification of returns. Presenters A person or firm that wishes to file returns on behalf of clients will register as such with the CRO using Form J1 application to act as a filing agent. On successful application the CRO will send a digital certificate to the presenter by registered post. The CRO will be the Certificate Authority (CA) for this personal digital certificate. The certificate is equivalent to an identity card and should be installed on the desktop in order for Blueprint to send and receive messages securely from the CRO. A high level of security is integrated into the procedure to ensure that the CRO will be able to verify the identity of the sender of the relevant electronic documents via this digital certificate. It is the responsibility of the presenter to ensure the safe keeping of this certificate. Signatures A director or secretary who wishes to sign returns electronically needs to: apply to the CRO for a CRO ID for identification purposes and for a PIN for use as a signature using Form J2 application for secretary/director CRO identification number (CRO ID) and Personal Identification Number (PIN) for purposes of electronic filing of CRO forms notify the CRO of any registered presenter whom they authorise to file returns containing their signature. Using form J3 Authorisation of Agent Note: as annual returns must be signed by the company secretary and a director, two officers will require CRO ID and PIN in order to sign an annual return electronically on behalf of a company. The CRO ID and PIN of each officer will be forwarded to his or her home address. The digital certificate, CRO ID and PIN numbers, in conjunction with the secure communication links, ensure that documents: are furnished by a presenter who has been duly authorised by a company officer contain the CRO ID, PIN and signatures of two officers in accordance with the Companies Acts and the Electronic Commerce Act, 2000 (ECA) Page 2 of 5

Returns will be sent to the CRO by a presenter using electronic signatures assigned to company officers (directors and secretaries).

4 What do I need to use this service? In order to benefit from this service, presenters will need the following: an account with the CRO which must be in credit - use this link for details of how to open an account: Blueprint 2000 and the FREE Electronic Filing module, which supports this functionality access to the Internet a digital client certificate which is used in conjunction with Blueprint Electronic Filing to electronically identify a presenter to be registered as a presenter using a form J1 each director and secretary who will sign returns will need to obtain a director/secretary CRO ID and PIN using form J2 to authorise an agent to file on their behalf using form J3 How does it work? You prepare an annual return as usual using your Blueprint company secretarial software package. The return will be signed using the director/secretary CRO ID and PIN supplied, using a mechanism whereby the document is signed within the program. This process will pick up the default director and secretary allowed to authorise this document and request on-screen confirmation from the presenter that this is correct. Instead of printing the annual return form, you now select the send option. This will send the return electronically signed to the CRO. Blueprint will also automatically generate the cover sheet to accompany any attachments, such as accounts. The cover sheet contains a unique barcode, again generated by Blueprint, which the CRO scans on receipt of the accounts document. The barcode then ties this to the previously electronically filed B1. You will be able to check the status of your returns using the tracking facility available in Blueprint and status changes will be ed to you. Any returned documents will also be notified direct to Blueprint. All accounts must be received within 28 days of receipt of the electronic message. Where accounts are required and not received within, the 28 days the document will be deleted and deemed not received by CRO. From 1 January 2004 the 28 day period will be reduced to 14 days. What if a director or secretary wishes to withdraw from the scheme, or terminate notice of appointment of a particular presenter? This can be done using form J4 changes to electronic filing authorisations Page 3 of 5

htm Blueprint 2000 and the FREE Electronic Filing module, which supports this functionality access to the Internet a digital client certificate which is used in conjunction with Blueprint Electronic

5 How is the service paid for? A debit will be made to the presenter s CRO account when the submission is registered, i.e. when the document has been checked and accepted by the CRO. When is a return deemed received by the CRO? A return will be deemed received when the attachment cover page with any required attachments are received by the CRO. This must be within 28 days (reduced to 14 days as of 1 January 2004) of the electronic message arriving at the CRO. Why should I use the Blueprint product range? The latest Blueprint 2000 release has been developed in conjunction with the CRO to accommodate this new filing procedure. The specification of the data file to be transferred to the CRO is complicated and would be difficult to develop locally. If you are already using one of the latest Blueprint releases, the Electronic Filing module will be FREE! Although there will be costs involved in carrying out the installation and training to ensure that the digital certificate is installed correctly, linked to Blueprint, and that communication via this secure transmission is working between the application and the CRO - these are minor compared to the potential savings to be made from no longer needing to obtain ink signatures, post documents and actively seek acknowledgement of receipt to avoid penalties. Will the specification for the file structure change? The file structure and layout have been developed using a standard data format called EDIFACT and specifically the REGENT (REGistration of ENTerprises) message format. The CRO is involved in the development of crxml, an XML standard which will serve a similar purpose. This standard is being developed in consultation with software companies. When it is completed a new standard for the document layout will be published. That is not likely to happen for at least a year and the CRO will probably operate an extended dual format for some time after that. Can a company be its own presenter? Yes. The two separate functions will still be retained in that there will be an authorised presenter and an electronic signature but there is no reason why a director could not authorise his or her own company to file the returns. Page 4 of 5

This must be within 28 days (reduced to 14 days as of 1 January 2004) of the electronic message arriving at the CRO. Why should I use the Blueprint product range?

6 Why can I not file accounts electronically? The CRO does not yet have a fixed format for accounts. The XBRL initiative, a project to define a standard format to file accounts data, is supported by the CRO and when a format for accounts in compliance with the Irish Companies Acts is developed, the Office will be pleased to accept accounts electronically. The CRO is in discussion with the accountancy profession to that end. What if I have further questions? You can us at enq@icsasoftware.com or contact us on tel +44 (0) Alternatively, you can get in touch with our partner in Ireland, The Company Shop, on (353) or at company@iol.ie. Forms required for registration J1- application to act as a filing agent. J2- application for secretary/director CRO identification number (CRO ID) and Personal Identification Number (PIN) for purposes of electronic filing of CRO forms. J3- authorisation of agent. J4- changes to electronic filing authorisations. These forms are available for users within the Blueprint v6.0 package. Page 5 of 5

Office will be pleased to accept accounts electronically. The CRO is in discussion with the accountancy profession to that end. What if I have further questions? You can email us at enq@icsasoftware.

1. The authorised signatories of *all our accounts/the following account(s) maintained with The Hongkong and Shanghai Banking Corporation

1. The authorised signatories of *all our accounts/the following account(s) maintained with The Hongkong and Shanghai Banking Corporation SGH CMB 139 Effective from 1 November 2013 To: The Manager ( the Bank ) Singapore office Update of authorised signatories for bank accounts Name of company: Registered address: At a meeting of the Directors