Step 2 – Maintain Database

Shareholder Meetings

To Start Up:

The Navigation toolbar should be visible on the screen. 

Ø      Press the ‘Corporate Manager’ bar or press the ‘Required Data’ bar on the Navigation toolbar.

Ø      Press the ‘Shareholder Meetings’ button to open the form.

The Shareholder Meeting Form

When the Shareholder Meeting form appears for the first time the text boxes are dark and no buttons are selected.  This is because there is no data in the underlying table and a new record must be created. 

Creating a New Shareholder Meeting Record

Ø      Press the New button on the Standard toolbar

A new shareholder meeting record appears on the form.

Ø      Fill in data for the shareholder meeting.

The address of the corporation’s headquarters can be filled in automatically by pressing the Insert Corp Address button.  The button caption changes to Remove Address so it can be easily deleted.  If only a portion of the address is the same as the actual location of the meeting, it may be faster to press the button then change only the parts of the address that need it.

The list box in the lower left corner of the form is a list of the shareholders for the selected company.

Notice that the shareholder list changes when a different company tab is selected.  The shareholder attendance list consists of the names that are marked as shareholders for the selected company on the Officers and Shareholders form.

The shareholders’ attendance stays with the meeting record so new meetings show the current list of shareholders but previous meetings retain the names of shareholders at the time of the meeting.

Ø      Click on the desired company tab at the top of the form. 

For a detailed description of the Shareholder Meeting form, go to the User’s Guide in this Help file and open the Stockholder Meeting option.

Recording Attendance

The checkboxes in the lower left corner of the form are for recording attendance at shareholder meetings. 

Ø      Press the Shareholder Attendees button above the list

Ø      Mark the checkboxes next to each shareholder that attended this meeting. 

Ø      Press the Used Proxy button adjacent to the Shareholder Attendees button above the list.

Ø      Mark the checkboxes next to each shareholder that used a proxy for the meeting. 

Saving Data

When you have finished entering data for a shareholder meeting 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 press the Revert button.

Remember that the Revert button reverts all unsaved data so it’s a good idea to regularly press the Save button especially when you’ve entered a substantial amount of data and you know you don’t want to lose the data that’s been entered.

Locating Meeting Records

To move through the shareholder meeting records for a company use the navigation buttons on the standard toolbar.

You can also use the List or Find buttons to locate meeting records.

Deleting Data

To delete a shareholder meeting after it has been saved select the meeting and press the Delete button on the standard toolbar.

Continue Entering Shareholder Meetings

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

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 Shareholder Meeting Form:

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

The Shareholder Meeting form closes.