Step 2 –
Maintain Database
Officers
& Directors
Note
The data entered for Officers, Directors, and Shareholders
depends on where the corporation is in the documentation process. For this reason it is important to read
‘Step 2 – Maintain The Database’ before using the Officers & Directors
form.
To
Start Up
The Navigation toolbar should be visible on the
screen.
Ø
Click the Corporate Manager bar on the
Navigation toolbar or press the Required Data bar.
Ø
Click the Officers & Directors icon to
open the Officers & Directors form.
 
Officers & Directors Form
When the Officers
& Directors form appears for the first time the company tabs
display the company names across the top of the form.
Ø
Click the desired company tabs and notice that
the list of personnel on the right side of the form changes to that of the
selected company.
The list consists of the names identified on the Personnel
form as being associated with the selected company.
Assigning
Offices, Responsibilities, Salaries, etc.
Ø
Select the company tab for the company the
person is associated with.
The associated personnel appear
in the list on the right side of the form.
Ø
Select the name of a person in the list.
If this is the first time data has been entered, none of
the checkboxes will be marked and the ‘Salary’ and ‘Date of Office’ textboxes
are covered by hashed rectangles.
Ø
Click the checkbox next to titles of offices,
etc. that the selected person holds in the selected company.
When the checkbox for a particular office is checked the Salary
and Date of Office text boxes appear.
Ø
Fill in the salary and date of office for each
office held by the person.
Leave the salary blank if the person is not accepting a
salary for the office or the salary is in a form other than cash.
NOTE: There are resolution templates in ‘Documents &
Resolutions’ under ‘Corporate Documents’ on the Navigation toolbar for
appointing, and accepting the appointment of officers and directors and for
authorizing their salary. Actions
taken by the corporation involving appointments or assignments of
responsibilities should be documented with a resolution. There can be one
blanket resolution mentioning each person and the responsibilities and
authorizations that each person has as long as decisions were made at the
same time by the board of directors and/or shareholders.
Ø
Mark the checkbox next to the responsibilities
and authorizations in the selected company.
Continue Entering Data
Continue entering offices held, salaries, date of office,
responsibilities, authorizations, etc. for each person in each company. When finished with the first company, click
the company tab to select the second company then select the first name in that
company to enter data. Continue
entering data for each person in each company as you did for the first
company.
Locating Records
To move through each person’s record for a selected company
you can select names from the list on the right side of the form or use the
navigation buttons on the standard toolbar.
You can also use the List or Find buttons to locate
individual records in the selected company.
Backup Data
To ensure that data is not lost it’s a good idea to back
up your data files to a location other than the current application
folder. This can be done by selecting
the ‘Back-up Data Files…’ option under File on the main menu. One of the CMS forms must be on the screen
for the backup option to be available.
Backup files can be saved to any location the computer has access to
including other computers on a network.
Import Data
To import backup files select the ‘Import Data Files…’
option under File on the main menu.
You are given the opportunity to save current data before importing a
backup file which is necessary if you want to retain the data that is
currently displayed on the screen. If
you do not backup the data it will be lost when importing a backup file.
To Close the Officers & Directors Form
Ø
Press the close box at the top right of the
form.
The Officers & Directors form closes.
.
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