Step 2 - Maintain Database

Stock Register

To Start Up

The Navigation toolbar should be visible on the screen. 

Ø          Click the All Forms bar on the Navigation toolbar.

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

The 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.  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 of the transaction and the date the stock certificate was entered in the company Stock Register 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 company as an initial offer and it is being sold to a person or business entity:

Ø             Click the Yes button for 'Did the company sell this stock? (initial offer)' in the Seller/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 a pull down list will appear allowing you to select the name of the person or company that is selling the stock.  (The names of companies must be entered in the Company form and people must be entered in the Personnel form to appear here.)  Select the name of the seller from the pull-down list in the Seller/transferor section and the name of the buyer in the Buyer/Transferee section.

If the seller doesn't have sufficient shares for the number of shares listed for the transaction, a messages will appear indicating Insufficient Stock Holdings:

Ø          Either change the number of shares in the 'Number of Shares Traded' text box or use the pull-down list to change the name of the seller.

When the user has sufficient shares a message box will appear in the lower right corner:

Continue making all changes that are needed before pressing this 'Select' button.  The purpose of the select button is to open a window so you can select the stock certificate that the seller is surrendering to the company so that a new certificate can be issued to the buyer.  Once all the adjustments are made to accurately reflect the transaction:

Ø          Press the Select button and a new form appears.

The new form lists all of the certificates that the seller holds. 

Ø          Select the certificate that the seller is surrendering for this transaction by making the check box for the certificate. 

More than one certificate can be selected but keep in mind that only one certificate is being issued to the buyer, i.e. the seller can surrender two certificates totaling 250 shares but only one certificate will be issued to the buyer for 250 shares.

Ø          Press the 'Close and Save' button when the certificate(s) have been marked.

If the number of shares in the certificates that are marked total more than the number of shares in the transaction a message box will appear stating that you can create a new certificate for the excess shares, revert the transaction to an initial offer, or cancel so you can continue making changes.  If you select the New button, an additional transaction will be created for the excess shares.

Both the seller and buyer in the new transaction are listed as the seller in this transaction.  The seller can then be issued a new certificate for the remaining shares. 

If the remaining shares in the transaction were sold to another person or company, use the pull-down list to indicate who the shares were sold to and issue a new certificate to the new buyer.

If the certificate(s) that are marked total less than the number of shares in the transaction, another message box will appear indicating that you can not submit a certificate for fewer shares than the number of shares in the transaction.  You are then given a choice to continue making changes or to change the transaction to an initial offer. 

 Creating Treasury Stock

If the issuing company can repurchases shares to reduce the number of shares outstanding.   To record this:

Ø          Press the Yes button for 'Did the company rebuy this stock? (treasury stock)' in the Buyer/Transferee section.

The buyer pull-down list disappears.

You must then indicate which certificate(s) is being surrendered just as you would if the transaction was being sold to another person or company.

 Filtering the Lists of Buyers and Seller

To filter the lists so only the names of people associated with the selected company (marked on the Personnel form) are displayed, press the 'People Associate with Selected Co.' button.  To filter the lists so that only business entities other than the company that issued the stock appears, press the 'All Companies' button.  Press the 'All Companies & People Associated with Selected Co.' button to display the names of every person and company in the database that is associated with the selected company.

 Changing the Certificate Number

If this is the first stock transaction for the selected company a dialog box will appear 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 of the certificate but you can not enter duplicate numbers for the same transaction for the selected company. 

Exchanging One Certificate for Many

Once the truncation is completed and the certificate that was surrendered has been identified you can change the number of shares in the transaction to indicate a lower number than what is currently in the transaction.  When you change the number to a lower number than what's in the transaction the application will ask you if you want to create another transaction for the extra share.  (If you indicate a larger number than what was in the transaction you will get an error.)  A new transaction is created with the seller identified as both the buyer and seller.   Change the buyer to the actual buyer of the remaining shares/units.  You can continue to add transactions in this manner for as many buyers of the original shares as you need.

 Surrendered Shares and Treasury Stock

Surrendered certificates and Treasury shares are covered so they can not be easily modified.

 Transaction Details

The certificate number, shares traded, amount and/or value paid, and the tax stamp ID need to be entered for each transaction.  As they are added the amount and value per share as well as the number of shares held by the buyer and sell are calculated.   An audit trail for the certificate is created in the 'Notes for Selected Certificate' indicating which certificate was replaced by this certificate and which certificate replaced this certificate.  If an additional certificate was created because of excess shares in this transaction, the newly created certificate is also indicated. 

Continue Entering Transactions

When finished with the first record, continue entering data for additional transactions by

Ø          Click the New button on the Standard toolbar.

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:  Normally the Revert button reverts to the last saved version and transactions entered since the last time the data was saved will be lost.  Because of the complexity of the Stock Registry, it is recommended that you not use the Revert button or unexpected results may occur.  Use the process describe above for removing unwanted transactions.

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.

Modifying a Transaction for a Surrendered Certificate

Surrendered certificates can be modified but it's not recommended because the sequence of transactions can not be updated properly once the sequence is compromised.  Do not make changes to surrendered certificates unless absolutely necessary but it can be done by selecting the surrendered certificate transaction and selecting Defaults from the main menu then select Change Surrendered Certificates.  Be sure to backup your data before changing a surrendered certificate.  The chain of transactions that can not be broken or it will mess up the entire stock register so be careful. 

Viewing a Surrendered Certificate's Surrendered Data

You can view information on the certificate that was surrendered in order to issue the current certificate by pushing the button titled 'Press to View Surrendered Certificate' at the bottom right of the form.  If the certificate has been surrendered there's a cover over the data to prevent accidental changes.  You must select the Change Surrendered Certificate option under Defaults in the main menu to access the button.  Don't modify the surrendered certificates but you can now view the surrendered certificate data. 

Modifying the Number of Decimal Places for Share

Some state permit portions of shares to be issued and/or sold.  You can change the number of decimal places for shares by selecting the Default option on the main menu.  Then select the Set Decimal Places option.  You can change the number of decimal places displayed for units of ownership, price per share/unit and dividends listed in the Stock Register and printed in reports.

The Stock Transfer Ledger Page

The Stock Transfer Ledger page is a detailed list of all the transactions for the selected company.  You can quickly move to the Enter Transaction page to view the details for a given transaction by double clicking on the transaction in this list. 

You can reduce or expand the number of transactions in the list by checking the Common Stock, Preferred Stock, or Stock Option boxes at the top of the form.  Only the type of stocks that are marked will appear in the list.  Notice that surrendered certificates are shaded green.

The number of selected transactions (certificates) and the number of total transactions (certificates) are displayed on the form just above the list.  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 the list up or down. 

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 Charter or authorized by the board of directors.  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.   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.