Frequently Asked Questions

Q: I want to create meeting minutes. The first question includes a pull-down list of dates and it won't let me create a meeting with a different date.

A: The BizDoc Software is a database. It uses data that has been entered into tables to automatically fill in answers to questions used in documents just before they are generated. If you haven't created a meeting record on either the Director Meetings form or the Shareholder Meetings form and indicated the date of the meeting, the needed date will not appear in the pull-down list of dates in the date question for documents related to director or shareholder meetings. In (BDS) versions 2.7 and later a button is located in the question dialog box that will return you to the Director and/or Shareholder Meetings form so you can add a new record by pressing the ‘New’ button on the Standard Toolbar and filling in the related data. The data will then automatically appear as answers to questions for all documents related to that meeting type. One type of document can have more than one format depending on the type of meeting it is being created for. For example, meeting minutes have different formats if the document is being created for an annual meeting then it does if it is being created for a special meeting. Only the dates for the type of meeting that fits the document will appear in the pull-down list of dates for that document. So, if you are creating minutes for an annual shareholder meeting, be sure that the Annual Meeting button is selected on the Shareholder Meeting form for that meeting. Then only the annual shareholder meeting dates will appear in the pull-down list of dates when creating a document related to an annual shareholder meeting.

Q: After Installing the software, how do I get started using the program?

A: Versions 2.7 and later versions have an audio-visual tutorial that describes each feature of the (BDS). In versions 2.7 through version 4.0 the tutorial movies are located on the BizDoc Software CD. Put the disk in the CD drive and it will open to a screen where you can select the tutorial or the install option. In versions 4.2 and later Web links to the tutorial movies are located in the Help menu of each form. The tutorial movie links are specific to the form that’s displayed. The first time you run a movie it may be jerky and take time to download but once it's run it is downloaded to the temporary Internet folder and it will run smoothly from that point on. If you delete the temporary Internet folder each movie can be run again from the download link.

Q: How do I know what documentation I should be keeping to be legal?

A: Although similar, each state, territory, and Canadian province has its own laws governing corporations. Versions 2.8 and later of the BizDoc Software (BDS) provide web links to the Corporate Code for each governing authority. It can be found on the last page of the Professional Resources form or under Corporate Law Links. You should read the corporate code to understand what is required for the state of incorporation and any states where the entity is registered as a foreign corporation. It is important to note that because of the nature of laws the corporate code for each state may not be all inclusive and because of the complexities that may be involved it might be advisable to consult a corporate attorney to determine what corporate activities are required and what is necessary for you to document. It is beyond the scope of the BizDoc Software to offer legal advice.

Q: I've downloaded the software and entered data but it won't let me back in.

A: The BizDoc Software (BDS) download is good for three FREE uses. After that you must purchase the program to continue using it. To do that press the REGISTER button at the bottom of the first form that appears on the screen then follow the directions that are given. The trial software will send us an email requesting a serial number and it will connect you to a secure web site where you can purchase the software. The CMS is licensed for only one computer so be sure that you are registering from the computer you plan to use it on. Once the CMS serial number is emailed to you, copy it into the serial number box and press the adjacent button to finish the process. From then on the software will open to the Navigation toolbar and you will never again see the registration form. The serial number will only work on the computer you register from. Transferring it to another computer and using the same serial number will not work. To register additional computer licenses or additional uses for evaluation purposes email us.

Q: How can I backup data?

A: Use the Backup Data and Import Data options under the File menu. These options are available in version 2.85 and later.

Q: I've used up my trial uses but haven't been able to fully evaluate the software. Can I get more time to evaluate?

A: Email us and request three more trial uses. Additional trial uses are limited to version 4.0 and later.

Q: How can I tell what the latest version of the software is?

A: You can see what the latest version of the software is at this website or use the check latest version link under the Help menu of the software.

Q: I'm not able to enter fractions of shares.

A: Fractions of shares can be entered in version 4.0 and later. In version 4.2 and later you can select the number of decimal places using the change decimal place option in the main menu.

Q: Do all shareholders have to be entered in the Personnel form.

A: Yes. The idea is that by entering data for each person, it only has to be entered once. The data for each person can then be used for all the companies in the data base.

Q: I had a virus and had to reload everything. Does that mean I'll have to recreate my company?

A: No, not if you backed up your data to a save location. You can import the data from your backed up files. Data can be backed up in version 2.85 and later. Back up your data when you feel that reentering the non-backed up data would take more time than you can afford to spend.

Q: My computer crashed. I had to install a new hard drive. Do I need a new serial number?

A: Yes. Email us and explain what happened. You will have to go through the registration process again. The software serial number is created from part the the hard drive serial number. This permits the program to be freely distributed for evaluation purposes but once it's purchased it can only be used on the computer that it's licensed for.

Q: I'm having problems registering the software using the email process in the program. Is there another way that I can register?

A: Yes. As long as the software has been paid for, you can call 425-821-5566 and registration can be accomplished over the phone. You will need to provide the ID number from the registration form so that a serial number can be generated based on it.

Q: What do I need to do to get everyone on our network to see the same information?

A: You will need to register the software on each computer you have the application on. Serial numbers are unique to each computer. They won’t work on other computers. Additional licenses can be purchase for a significantly reduced rate while upgrades are free-for-life. There are several ways you can work with the same data on different computers. If each of the people on the network are signed on as administrators they should be able to use the data anywhere it might be located on the network. The application is not set up for multiple stations on a network so only one user can work on the data at a time or you will undoubtedly run into data collisions. The best way to share data is to back up the data when finished working on it to a folder on the network. When someone wants to work on it, they need to import the data to the CMS application on their computer. The import and backup options are located in the File menu. When finished they need to backup the data so other users will be working on the most current data. It is a good idea to back up data regularly and it is suggested that you include a date and time in the title of each backup folder every time it is backed up.

Q: I created a shareholder meeting and the shareholders do not appear in the lower left corner where it says Shareholder Attendance. All the shareholders are listed in the Personnel section and they have shareholder checked on the Directors & Officers section. What I am doing wrong?

A: The shareholders and directors listed in the lower left corner of the Shareholder Meeting and Director Meeting forms are for a given point in time. It’s a little like the difference between a Balance Sheet and an Income Statement. The Balance Sheet is for a given point in time while the Income Statement covers a period of time. If you created a meeting and there are no shareholders marked at the time, then you went to the Officer and Director form and marked them, then returned to the Shareholder Meeting form and they didn’t appear, it’s because the shareholder meeting was created for a point in time prior to the shareholders being marked in the Officer and Director form. It has to be set up this way or each time you change the shareholders it would change all of the shareholders listed for each meeting in the past. If you want to create a meeting with specific shareholders, change the shareholders first, then create the shareholder meeting. Delete meetings that don’t have the correct shareholder or director information in the lower left corner of the form before creating new meetings.

Q: In the Stock Ledger, I have preferred shares that I need to input and the system will not accept preferred, only common stock.

A: Click the Preferred Shares button at the top left of the Stock Registry form and you will get a message that there are currently no preferred shares in the table and it will ask you if you want to create one. I will then ask you what certificate number you want to start with. From that point on you can create additional Common or Preferred shares by clicking on the new button when the Common or Preferred option is selected at the top left of the form.

Q: Where can I get some quick training for using the software?

A: There are movies on the CD that make it much easier to learn the various functions of the application than reading through the Help file. Put the CD in your CD drive and you are presented with the option of installing the software or viewing the Audio-Visual Tutorial. Click the tutorial button. There are a number of movies that cover every aspect of the software. You can select the one that fits your needs, select a general category, or view all of them in sequence. In version 4.2 and later the tutorial movies can be accessed from the web links under the Help menu.

Q: How long do I need to wait for a serial number?

A: If Instructional Software has received verification of your purchase from your vendor you should receive a serial number within a day. If IS Inc has not received verification of your purchase you should receive an email letting you know that the serial number is pending verification from the vendor. If you have not received this notice, contact us If you have received the notice but have not received the serial number in a reasonable amount of time, contact your vendor and ask them to determine the problem. Typically it will be because the vendor has not verified your purchase with IS Inc.

Q: Why do I need a serial number once I have purchased the software?

A: The serial number is required so that CDs can be freely exchanged among users and so that potential owners can view the entire software package prior to purchasing it in order to determine whether it meets their needs. The registration process sends a unique ID number that is part of the hard drive serial number to Instructional Software, Inc. The serial number of the application is created from this ID number. The application serial number is compared to the hard drive serial number each time the software is started. If the software is on a computer other than what it has been registered for it will not start.

Q: Is there a way to customize the color of the Preferred Stock Certificate? Do you have different templates available within the software?

A: No, but there are work-arounds. Once you have the certificate in MS Word you can manipulate it. You can copy the text and paste it onto a blank document. You can then print the text on pre-printed certificate stock that you can get from an office supply store or over the Internet. Also, the certificate background is in the water-mark of the Word document. You can remove it from the water-mark and replace it with the image of a different certificate then paste the text back onto the Word document covering the new water-mark. You will probably need to manipulate the text as well.

Q: Is any of my information sent to a third party?

A: No. During the registration process the application sends Instructional Software Inc. your name, company name, email address, and the ID that is used to create the application serial number. This information is maintained but never transferred to a third party. No other information is transferred to IS Inc. or anyone else. No spy ware is contained in any part of the software and no one can access your computer. You can be confident that Instructional Software does nothing with your information other that what you have intended.

Q: How do I install and register the software?

A: Insert the CD in your CD drive. It will start automatically. On the first screen you are given the opportunity to view the audio-visual tutorial or install the software. (The tutorial is an easy way to learn about the software and all you need to do is put the CD in the drive whenever you would like to go through the tutorial. It also includes a step by step movie of how to register the software.) For now just press the Install button. InstallShield will walk you through the process of installing the software. As it states on the screen at the end of the install process, the application will shut down automatically and you need to restart it by double clicking the icon on your desktop. The first form that appears on the screen is the Registration form. 1. You are asked if you have purchased the software. Press the Purchased button on the form. 2. Press the Yes button next to the Request a Serial Number option. 3. You are asked if the computer is connected to the Internet. Click Yes if it is. If not click No and you will be given further instructions. 4. You are asked to fill in your name, company name, email address, and the maximum number of companies that you purchased your license for. Complete this information. 5. Some instructions are displayed. Press the Continue button. 6. Press the Continue button on this page as well to send the email. 7. You may need to press the Send button if your email software asks you to. That is pretty much it. The email is sent to Instructional Software, Inc. and you will receive a return email with your serial number in one or two days. When you get the serial number, start the software by double clicking the icon on your desktop. The form that appears on the screen is the Registration form. 1. Press the Purchased button on the form. 2. Press the Yes button next to the Enter a Serial Number option. 3. Enter the serial number at the bottom of the form. 4. Press the Process Serial Number button. The software will inform you that you have registered and you will no longer see the registration form on startup and you will no longer be limited to a set number of trial uses.

Q: I have version 1.0 and want to upgrade. How do I do it?

A: Versions prior to 2.8 did not have a back up option. In order to upgrade you will need to reenter your data. It is worth it if you have not entered a huge amount of information. First print or write out the information currently in the application so that it can be reentered. Then uninstall the current version using the Add-Remove Programs option in the Windows Control Panel. You need to delete the the serial number folder in the Windows folder on your C: drive. It is titled CMSSN. It is used to store your serial number so that it does not have to be reentered each time you start the application. You can now install the software. Register the new software to obtain a current serial number. You can contact us so we can help you register. Upgrades are free-for-life when downloaded from the Internet. The CD contains an Audio-Visual tutorial that is not included in the download. You can contact your vendor to have the CD mailed to you.

Q: The date of Stock Transactions is not taking dates that start with 19. It just moves to a prior transaction. How can I enter these dates?

A: This is a bug that has been corrected in version 4.0. As a work around, type in a date no earlier than the year 2000. Close the Stock Transaction form then reopen it. Click the calendar down button on the date box and click back through the months to the date you need. You can save it by exiting the Stock Transaction form or by using the pull-down calendar and backing through the months ot the desired date.

Q: I have two hard drives in my computer. Why can't the application be copied to the second hard drive?

A: Because the serial number for the software is created from part of the hard drive number. It will only work on the hard drive that it has been licensed for. You can back-up your data to the second hard drive by using the Backup Data and Import Data options under the File menu.

Q: How do I do that transaction so I will have a transactional record of all the transfers/surrenders? I'd prefer to not simply enter today's holdings, unless that's all I can do.

A: In version 4.0 and later you can enter historical data into the Stock Register. Each sequence of transactions must be entered in chronological order because surrendered shares are tracked as well as shares outstanding.

Q: I do not understand why the stock certificate does not print correctly.

A: You need Word 2002 or later to print the quality stock certificates that are in the application. A water mark capability is required so text can be placed over the graphic background.

Q: I don't have Word 2002 on my computer but I'd like to take it to Kinkos to be printed. How do I do that.

A: You can save both the front and back of each certificate to RTF files that are saved on your desktop. You can then copy the files to a disk and transport them to a computer that has software with a watermark capability.

Q: Can I uninstall the software and reinstall it later?

A: Yes. Be sure to backup your data first using the Backup Data option from the file menu. Then use the standard Add-Remove Programs option in the Windows Control Panel to remove the software. Just double click the installer file and follow the installation process to install the application again. You don't need to reenter a serial number. You can then import the backed up data using the Import Data option under the file menu.

Q: I haven't received my serial number. You notified me that you were waiting for verification of my purchase from the company I purchased it from but how long do I have to wait?

A: If you haven't received your serial number in a reasonable time you should contact the business you purchased the software from. If it is taking an unusually long time to get the serial number it is most likely because the company has not verified the purchase with Instructional Software, Inc. If you are sitll having difficulties you can email us or phone Instructional Software at 425-821-5566.

Q: We would like to be able to sort Stock Ledger reports by Seller or Buyer or Surrendered Certificate.

A: That report is available in version 4.0 and later. Access it from the Reports menu in the Stock Register.

Q: We would like ability to run Stock Ledger reports for a specified date range.

A: That report is available in version 4.0 and later. access it from the Reports menu in the Stock Register.

Q: We would like to get a history of one person's stock transactions.

A: That report is available in version 4.0 and later. Access it from the Reports menu in the Stock Register.

Q: How long will it take to download software from the Internet?

A: On an average DSL line it will take about 15 minutes.

Q: There's a large grey area in the top half of the screen with the navigation tool bar in it. The form that I need to work on is half way off the bottom of the screen. What's happening.

A: The Navigation tool bar is dockable. When it's docked on the right or left side of the screen it takes up more room than when it's not docked but it's workable. When it's docked at the top or bottom of the form it takes up half the screen. Just click on the toolbar handle and drag it towards the opposite end of the screen, until it's undocked.

Q: How can I modify a surrendered stock certificate in version 4.0?

A: Changing data in a surrendered certificate is not recommended because the data in each certificate is linked to the certificate that replaced it. Linked transactions can be deleted and then the surrendered transaction can be changed. In version 4.2 and later you can unlock surrendered shares using an option in the main menu and change can be made to the contents but care must me taken. Back up your data prior to making any changes. It's easy to mess up an entire sequence of transactions by changing data in a surrendered certificate. The ability to change surrendered transactions is available based on owner requests.

Q: How can a shareholder sell to multiple people?

A: In version 4.0 or later, create a new transaction with the current shareholder as the seller and one of the buyers listed as the buyer. Enter the number of shares the buyer has purchased in the quantity box, let's say 500 shares. The 'Select Surrendered Certificate' option box pops up in the lower right corner of the form. Press it and select the certificate that is being surrendered. Let's say there are 1,000 shares in the certificate that's being surrendered. When you press the Save and Close button it will ask you if you want to create a certificate for the remaining 500 shares. Press the Yes button and it will create the new certificate with the person who is selling the shares as both the buyer and seller of the remaining shares. Change the name of the buyer to one of the other buyers and change the quantity to the number of shares the buyer purchased. A message will appear stating that there are excess shares and it will ask if you want to create another transaction for the excess shares. Press the Yes button and continue this process until you have all the shareholders entered. The last transaction will be the remaining shares that the seller has retained. Leave his name as both the Buyer and Seller for that certificate. You can change the certificate numbers as needed. The notes should indicate all of the certificates involved in the transaction.