Articles on: Shares

How to record a share allotment

Estimated reading time: 2 minutes and 30 seconds

Creating shareholder records manually is a detailed and time-consuming process. InfoDocs can help you to create your shareholder records from scratch in just 5 minutes.

Log in to your InfoDocs account here. If you don’t already have an account, register for a free trial.

Step 1: Select the company on your portfolio, to start creating their shareholder records on InfoDocs. If you have not yet added a company to your portfolio read how to add a company here. To add your shareholders, click on the Create New Shareholder option.

Step 2: A window will prompt you to create a share class based on the “authorised share capital” that is reflected in your company registration document (Cor15.1A).

Step 3: Select Create New Share Class and enter all of the details pertaining to the share class that you would like to “issue” or “allot” to your shareholders.

Step 4: You will now be able to add your shareholders by selecting Allot New Shares, which will take you to a window to fill in their details. 

Step 5: If the shareholder has been added to InfoDocs previously, simply type their name in the full name field and their details will automatically populate. If this is an altogether new shareholder, simply type in their details as prompted and click Save.

Step 6: The final window will request the details of when the shares were issued. Should you wish to have these issued on the day that your company was registered, select Incorporation Date, and InfoDocs will pull through your business start date automatically. 

All certificate numbers will be allocated in sequence to ensure there are no duplicates or missed documents. If you already have an investor or someone that has bought shares, you can enter the total amount paid or price per share, but since most starting companies’ shares will have zero value, you can just leave this part blank.

Step 7: Now that you have added your first shareholder, InfoDocs will automatically create the required resolution, as resolved by either the shareholders or directors depending on your Memorandum of Incorporation (“MOI”).

Select download and get this document circulated and signed by the respective individuals to comply with the Companies Act 71 of 2008 (as amended) (“the Companies Act”).

Access Share Certificates

Step 1: To access the share certificate, select Maintain Share Certificates

Step 2: Select the View icon (printer icon) to access the individual share certificate that you are looking for.

According to Section 51(1)(b) of the Companies Act, all share certificates must be signed by two directors in order to be valid. If there is only one director, draft a resolution to authorise a representative to sign the second space on the certificate. 

Access Share Registers

Once your shareholding is reflected accurately on InfoDocs, you can download your shareholders register (also known as a “share register”).

Step 1: From any tab on your company, select View Company Registers

Step 2: Proceed to select the Register of Shareholders or Register of Share Member Accounts to create a register in either PDF or CSV format.

With InfoDocs you can create professional, good-quality share registers with just the click of a few buttons.

Updated on: 23/05/2023

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