Step 2 – Maintain Database

Professional Resources

Note

There are six pages of professional resources and one page titled Other Resources.  Although the six types of professional resources are very different, the process for entering, maintaining, and deleting records is the same.  Because of this the Resident Agent page is the only one discussed here although there are graphics illustrating each of the six pages. 

For a detailed description for each of the Professional Resources, go to the User’s Guide in this Help file, open the Professional Resources folder and open the specific resource category.

To Start Up:

The Navigation toolbar should be visible on the screen. 

Ø     Click the Professional Resources bar on the Navigation toolbar.

The Professional resources form appears containing seven tabs with six professional resources and one titled More Resources.

Ø     Click the tab for a specific resource to open that resource page.

OR

Ø     Click the Corporate Manager bar on the Navigation toolbar.

Ø     Click the specific professional resources icon to open the Professional Resources form.

For a detailed description of each item on the Professional Resources form, go to the User’s Guide in this Help file and open the Professional Resources, then select the specific type of resource

The Professional Resources Form

When the Professional Resources form appears for the first time there is a ‘No Resource’ option in each of the professional resource lists.  Because the selected company does not have a representative for the selected resource, and because records for each resource have not been created, the ‘No Resource’ option is selected.  Do not enter data in place of the ‘No Resource’ text boxes.  ‘No Resource’ is an option for companies that do not have a particular professional resource representing them.

Once professional resources are entered, selecting different companies in the company tabs will display the professional resources for that company.

Creating A New Professional Resource Record

Ø     Press the New button on the Standard toolbar

A notice indicates that a new resource has been added and a new professional resource record appears on the page.

Ø     Select the textbox titled Resident Agent, Legal Firm, Accounting Firm, Realty, Bank, or Brokerage and enter the name of the business.

Notice that once the name of the business is entered it also appears in the list on the right side of the form.

Select the second textbox or press TAB and enter the individual at the firm who handles the corporation’s affairs.

Continue entering data in each of the textboxes.

Selecting a Professional Resource For a Company

There is a resource list for each resource type.  To select a specific resource for a company:

Ø     Select the company tab then select the name of the resource for that company in the resource list.

Saving Data

When finished entering data for the professional resource and/or selecting the appropriate resource for each corporation:

Ø     Press the Save button on the Standard Toolbar. 

Reverting Data

If you want to remove the data you’ve entered prior to saving the data:

Ø     Press the Revert button on the standard toolbar.

Remember that when you revert, all data is lost that has been entered since it was last saved.  This is a good reason to regularly press the Save button.

Deleting Data

If you want to delete a record after it has been saved select the name of the resource in the resource list, then press the Delete button on the standard toolbar.

Locating Records

To move through the names in a resource list you can select names from the list, use the up and down arrow keys, or use the navigation buttons on the standard toolbar. 

You can also use the List or Find buttons to locate specific businesses in a resource list.

Continue Entering Professional Resources

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

To Use The More Resources Page:

The Navigation toolbar should be visible on the screen. 

Ø     Click the Professional Resources bar on the Navigation toolbar.

Ø     Click the More Resources icon.

The More Resources page appears.  

The More Resources page is a list of resources commonly needed by corporations.  Each title is a hyperlink to a professional resources web site. (The developer of the Corporate Manager Software and the companies that distribute the Corporate Manager Software do not recommend one resource over another.  This list is provided only to make it easier for the user to locate professional resources.)

The Corporate Code (Law) option is one of the more important features of the Corporate Manager Software.  To provide a list of ‘exactly’ what a corporation must do to be in compliance with the law is beyond the scope of the Corporate Manager Software but the Corporate Code (Law) links are intended to provide you with most of the information you need to legally administer a corporation in a particular state, territory, or Canadian province.  These are links to the basic laws governing corporations in each state, territory, and province.   Although each site is administered by the governing authority, and in most cases they attempt to keep the site current, you can not assume that they are completely up-to-day.  To ensure that you are in total compliance you need to consult a corporate attorney. 

The Secretary of State Links at the bottom of the page links to each of the Secretary of State websites for each state, territory and Canadian province.  Every state, territory and province is not represented because not all have a Secretary of State website. 

The SEC web link is provided as a resource for rules governing publicly held corporations.  It is also a valuable resource for companies that intend to go public.

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 Professional Resources Form:

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

The Professional Resources form closes.