Step 2 – Maintain Database

Stock Register

To Start Up

The Navigation toolbar should be visible on the screen. 

Ø      Click the Corporate Manager bar on the Navigation toolbar.

Ø      Click the Stock Ledger icon to open the Stock Ledger form.

The Stock Ledger (Stock Register) form appears containing four tabs for four pages including Stock Transactions, Stock Transfer Ledger, Shareholders, and Stock Types & Dividends.

Ø      Click the tab for a page to open it.

OR

Ø      Click the Stock Ledger bar on the Navigation toolbar.

Ø      Click a page icon to open that page.

For a detailed description of each item on the Stock Register form, go to the User’s Guide in this Help file.  Open the Stock Register folder and click the Enter Transactions tab.

The Enter Transactions Page

When the Stock Register form appears for the first time the text boxes are dark and no buttons are selected because there is no data in the underlying table and a new record needs to be created.

Creating a New Stock Register Record

Ø      Select the company you want to create a transaction for from the company tabs at the top of the form

Ø      Press the New button on the Standard toolbar

A new Stock Register record appears on the form.

The Company Tabs across the top of the form represent each of the companies in the database.

When selecting different companies in the company tabs the stock transaction records for that company appear on the page.

Ø      Press the button that corresponds to the type of transaction: common, preferred, or stock option.

Ø      Enter the date for the transaction and the date the stock certificate was actually given to the buyer which is the Date of Transfer.

If the shares in the transaction allow the owner to vote at shareholder meetings, ensure that the VOTING Shares button is pressed DOWN.  If it is a Non-Voting share, click the button to indicate that it is Non-Voting and the button is UP

If the stock came from the corporation as an initial offer and it is being sold to a person or business entity:

Ø      Click the Yes button for ‘Transfer from Corporation?’ in the Seller or Transferor section.

OR

If the transaction is between two people or business entities other than the company issuing the stock (the one selected in the company tabs):

Ø      Press the No button and select the name of the seller from the pull-down list.

If the stock is being sold back to the corporation as treasury stock,

Ø      Press the Yes button for ‘Transfer to Corporation?’ in the Buyer or Transferee section.

OR

If the transaction is between two people or business entities other than the corporation that issued the stock (the one selected in the company tabs):

Ø      Press the No button and select the name of the seller from the pull-down list.

Note: If the name of a person is not in the Buyer or Seller list for a particular company it’s because the name of the company is not marked as Associated for the person on the Personnel form.  If a company other than the issuing company is the buyer or seller but the name is not in the list it is either because a record for the company has not been create in the Corporate Profile form or company names are being filter out of the lists.

To filter lists so only the names of people associated with the selected company (marked on the Personnel form) are displayed, press the Company Associated button.  If a business entity other than the corporation that issued the stock is the buyer, press the Corporate Buyer button.  Press the All Names button to display the names of every person and company in the database whether or not a person is associated with the selected company.

If this is the first stock transaction for the selected company a dialog box will pop up asking you to insert the beginning certificate number.   Otherwise the certificate is automatically incremented so the stock certificates numbers are sequential.  You can change the number but keep in mind that stock certificate numbers must be sequential and no duplicates can exist.  Every certificate should be accounted for including old certificates that should be kept on file and marked as VOID so they can not be transferred.  (Each transaction, other than initial offers, should result in the old stock certificates being returned to the corporation and new certificates being issued.)

The number appears in the Certificate Number text box on the page.  Each new transaction will increment by one as shown below.

As information is added to the page the numbers below the text boxes are automatically updated.

Continue Entering Transactions

When finished with the first record, continue entering data for additional transactions by clicking the New button on the Standard toolbar and following the instructions above.

Saving Data

When finished entering data for the first stock transaction

Ø      Press the Save button on the Standard Toolbar. 

Reverting Data

If you want to remove the data you’ve entered before it has been saved:

Ø      Press the Revert button on the Standard Toolbar.

NOTE:  The Revert button reverts to the last saved version and transactions entered since the last time the data was saved will be lost.  This is a good reason to regularly press the Save button.

Deleting Data

If you want to delete a record for a transaction after it has been saved select the transaction then press the Delete button on the standard toolbar.

The Stock Transfer Ledger Page

The Stock Transfer Ledger page is a detailed list of all the transactions for the selected company.

You can reduce the number of transactions that are selected by marking the Filter List by Stock Type checkboxes.  The number of selected transactions and the number of total transactions are displayed on the page just above the list.  The list is quite wide and you can use the scroll bar at the bottom of the form to move right or left and the scroll bar at the right can be used to move up or down through the transactions.  The width of each column can also be adjusted.  Move the cursor over the line that separates the columns in the column header and the cursor turns to a double headed arrow.  The line can then be dragged to make the column wider or narrower.

The Shareholders Page

The Shareholders Page lists the number of shares held by each person for each type of stock or stock option.   The total shares outstanding for each type are also listed.

The Stock Types & Dividends Page

The Dividends portion of the page are described under ‘Step 2 – Maintain The Database: Dividends’ but the rest of the page pertains to stocks and options. 

Ø      Enter both the number of Common Shares and the number of Preferred Shares that are authorized to be issued in the Corporate Charter or authorized by the board of directors if it has been changed by the director.  A warning will appear if the number of shares issued exceeds the number of authorized shares for common or preferred stock.

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 Stock Register Form:

Ø      Press the close box (the red box with an X) at the top right of the form.

The Stock Register form closes.