(MyCoID) USER MANUAL: COMPANY SECRETARY

Transcription

The Implementation of
SSM Enterprise Gateway (MyCoID)
With
Suruhanjaya Syarikat Malaysia (SSM)
USER MANUAL: COMPANY SECRETARY
(Addendum: FPX Payment Gateway & SMS Gateway)
31th DECEMBER 2012
SSM Contract Ref.: SSM 2/2010
Version 2.7
MyCoID User Manual – Company Secretary
TABLE OF CONTENTS
A.
Welcome
1
About MyCoID Application
1
B.
How to Register with MyCoID
2
C.
How to Verify and Activate Your MyCoID Account
8
D.
How to Sign-in to MyCoID
12
E.
How to Subscribe to MyCoID
14
F.
How to Perform Name Search in MyCoID
24
What You Need to Know Before Performing a Name Search
24
How to Perform Name Search for a ‘Sendirian Berhad’ Company
26
How to Perform Name Search for a ‘Berhad’ Company
30
How to Perform Name Search for a ‘Limited by Guarantee’ Company
34
How to Perform Name Search for a ‘Limited by Guarantee without the Berhad Suffix’
Company
38
How to Perform Name Search for an Unlimited Company
42
How to Perform Name Search for a Foreign company – Limited by Shares, Limited
by Guarantee and Unlimited
46
G. How to Pay for a Company Name in MyCoID
51
H.
How to Enter Details for Form 13A
61
I.
How to Change an Existing Company Name
70
J.
How to Resubmit Form 13A that has been Queried
85
K.
How to Incorporate New Companies in MyCoID
87
How to Enter Master Form Details
92
How to Enter Directors’/Promoters’ Details
94
How to Edit or Enter New Company Secretary’s Details
96
Puncak Semangat Sdn Bhd, 2014
L.
How to Edit the Existing or Enter New Witnesses’ Details
97
How to View Shareholders’ Details
99
How to Check the Status of Company Incorporation
99
How to Submit Company Incorporation using MyCoID
101
M. How to Resubmit Company Incorporation in MyCoID
102
N.
How to Proceed with First Forms for New Companies
103
How to Edit Certificate Details
104
How to Edit Office Hour Information
104
How to Check the Status of First Forms
105
O. My Account Information
P.
106
How to View Your Subscription Information
106
How to Renew Your Subscription
107
How to View Your Payment Details
113
My Profile Information
114
How to View Your MyCoID Profile
114
How to Edit Your MyCoID Profile
115
A. Welcome
Welcome to the MyCoID Application User Manual. This manual is designed to help you
navigate through the application and maximize its full potential. This guide also provides
information on MyCoID features and functions and gives step-by-step instructions on using
the application.
About MyCoID Application
MyCoID refers to the company incorporation number that is assigned by the Companies
Commission of Malaysia.
With MyCoID, the public can utilize a single series of number derived from the incorporation
number for registration reference and transaction purposes with the following agencies:
(i)
The Inland Revenue Board (IRB)
(ii)
Employees Provident Fund (EPF)
(iii) Human Resources Development Fund (HRDF)
(iv) Social Security Organization (SOCSO)
(v) Small and Medium Enterprise Corporation Malaysia (SME Corp.
Malaysia)
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B. How to Register with MyCoID
Before you can use the MyCoID online application, you need to register.
To register with MyCoID:
1. In your browser, enter http://ssm-mycoid.com.my.
Or, you can visit the SSM website at www.ssm.com.my and click on the MyCoID banner.
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2. From the MyCoID website, click Sign Up.
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3. MyCoID OMNI portal will be displayed.
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4. The Registration page opens. Click the Company Secretary tab.
5. In the Email Address field, enter your email address.
6. In the Confirm Email Address field, reenter your email address.
7. In the Password field, enter the password you wish to use for the account.
Your password must be at least 8 characters long and must contain at least 1 numeric
and a special character. E.g.: @bcde!23
Note: An indicator on the right will let you know if your password is strong enough.
8. In the Confirm Password field, reenter the password.
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9. From the Security Question drop down list, select the security question you want to
use. This security question will be prompted by the system when it needs to retrieve your
information or when it needs to verify your actions.
10. In the Security Answer field, enter the answer to your selected question.
11. Proceed to the Personal Information section.
12. In the License/Membership drop down list, select the type of license/membership.
13. In the License/Membership No field, enter the complete number of
your
license/membership number.
14. In the Name field, enter your full name as per IC or Passport.
15. From the ID Number drop down list, select New IC or Passport.
16. Upon selection, an empty field appears next to the ID Number field. Enter your new IC
number or passport number.
17. From the Gender drop down list, select your gender.
18. Select your race from the Race drop down list.
19. Click the calendar icon next to the Birthdate field. In the calendar that pops up, select
your birth date.
20. In the Office Address fields, enter your office address.
21. Select the country for your address from the Country drop down list.
22. Select the state for your address from the State drop down list.
23. Select the town or city for the address from the Town/City drop down list.
24. Select the postcode from the drop down list.
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25. Proceed to the Contact Information section.
26. (Optional) In the Home Phone Number field, enter your home phone number.
27. Enter your office phone number in the Office Phone Number field.
28. (Optional) Enter your office extension, if any.
29. (Optional) Enter your fax number in the Fax Number field.
30. In the Mobile Phone Number field, enter your mobile number.
31. Choose either Yes or No to receive SMS notifications from SSM.
Note: The SMS service is only application to Malaysian mobile numbers. Telco charges
apply for Information of Demand (IOD) transactions while broadcast will borne by SSM.
User will received broadcast notification only if they choose ‘Yes’)
32. In the empty field, enter the CAPTCHA code.
Note: If you are not able to read the characters, click the Cannot Read button. Another
set of CAPTCHA characters will be given.
33. Mark the checkbox to accept MyCoID’s standard terms and conditions. Only upon doing
this, the Submit button is enabled.
34. Click Submit.
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C. How to Verify and Activate Your MyCoID Account
Upon clicking the Submit button, you will see a notification saying that an email has been
sent to the email address you have registered with MyCoID.
1. Open the email / SMS that were sent by the MyCoID system.
2. You are required to validate your registration by visiting the nearest SSM counter. Full
details can be found in the email.
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SMS Notification upon application submission:
Sila bawa MyKad, Lesen Setiausaha/Sijil Keahlian asal & emel
pengesahan ke SSM berhampiran untuk pengaktifan ID MyCoID
anda. Hubungi 03-79857666.
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3. Once you have verified your account at the nearest SSM counter, you will receive
another SMS and email with a link for you to activate your MyCoID account.
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SMS Notification upon successful of verification:
Sila semak emel untuk mengaktifkan akaun pengguna MyCoID anda.
Maklumat lanjut layari www.ssm-mycoid.com.my
4. Click on the link to activate your MyCoID account.
5. You will be able to see the following screen.
6. In the Password field, enter the password you have registered.
7. In the Verification code field, enter the CAPTCHA code you see on the right.
Note: If you are not able to read the characters, click the Cannot Read button. Another
8. Click Next.
9. The following page opens. Enter the answer to your security question.
10. Click Activate. The MyCoID main page displays with a message on the top informing
you that your account is now activated.
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D. How to Sign-in to MyCoID
From the MyCoID welcome page:
1. In the Email Address field, enter your email address.
2. In the Password field, enter your password.
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3. In the Verification Code field, enter the CAPTCHA code.
Note: If you are not able to read the characters, click the Refresh button
. Another
4. Click Sign In.
5. If you have forgotten your password, click Forgot Password.
MyCoID will send your registered password to your email mailbox.
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E. How to Subscribe to MyCoID
In the MyCoID window:
1. Click the Click to Subscribe button.
2. Under the My Subscription tab, select the method of payment from the Payment Type
drop down list.
You can select either to pay through a credit card , FPX or through Maybank2u.
3. Mark the checkbox to indicate that you accept MyCoID’s standard terms and conditions.
4. Click Subscribe.
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5. If you choose to pay using credit card:
i.
The following page appears.
ii.
In the Card Number field, enter your credit card number.
iii.
From the Expiration Date drop down list, select the expiration date of your
card.
iv.
In the CCV2 field, enter the CCV2 number of your credit card.
Note: The CCV2 number is the last 3 digits that can be found at the back of
your credit card.
v.
Click Submit.
6. If you choose to pay using Maybank2U:
i.
In the following page, select Maybank2U.
ii.
The following Payment Gateway page opens. At this juncture, please make
sure that your browser allows for pop-up.
iii.
Click the Proceed maybank2u button.
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iv.
A Maybank2U window pops up. Enter your Maybank2U username and click
Next.
v.
Proceed as per how you would with normal Maybank2U transactions.
7. If you choose to pay using FPX:
i.
In the following page.
ii.
The following Payment Gateway page opens. At this juncture, please
make sure that your browser allows for pop-up.
iii.
Select FPX radio button. Click the Continue button.
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iv.
A FPX window pops up. Select one of Bank radio buttons. Enter e-Mail
address, click Agree and Continue button.
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v.
Proceed as per how you would with normal Banking transactions.
vi.
Upon successful FPX payment, the following page displays.
vii.
User can click Print button. A FPX receipt window pops up, and user will
be redirected automatically to the merchant’s page.
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viii.
Or user can click Click Here to Complete Your Transaction button to
complete the transaction and redirect to merchant’s page, or just wait for
33 seconds to be redirected automatically to the merchant’s page.
ix.
An email from fpxqateam@myclear.org.my, stating that the online
payment via FPX is successful will be sent to your email address which
you have entered previously in FPX window.
7. Upon successful payment, the following page displays. Click the link to go back to
MyCoID page.
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8. Upon successful payment, you will receive an email notification informing you details of
the transaction.
9. You can also view the details under the My Payment tab.
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10. A notification shows that you are now subscribed to MyCoID.
11. To see the receipt, click the receipt link.
A new browser page opens displaying your subscription receipt.
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F. How to Perform Name Search in MyCoID
What You Need to Know Before Performing a Name Search
1. What are registered companies?
Registered companies are companies that have been registered and are already
incorporated with SSM. If the name you search contains similar words or elements with
existing registered names, these existing registered names will be listed under the
Registered Companies tab.
2. What are reserved companies?
Reserved companies are company names that have been approved by SSM but are yet
to be incorporated. The reserved company names are only valid for three (3) months
from the approval date. If the name you search contains similar words or elements with
existing reserved names, these existing reserved names will be listed under the
Reserved Companies tab.
3. What are gazetted words?
Gazetted words are prohibited or restricted words that cannot be used as stated under
the Minister’s direction. This directive was published under the Government Gazette
No.716 dated 30 January 1997 and Gazette (Amendment) dated 11 October 2001. To
view a list of gazette words, click the Gazetted Words tab.
4. What are controlled words?
Controlled words are words that relate to activities that are governed by other Malaysian
laws and regulations. To view a list of controlled words, click the Controlled Words tab.
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5. You can apply names for several types of companies in MyCoID:
a. Limited by Shares companies – Sendirian Berhad
b. Limited by Shares companies - Berhad
c. Limited by Guarantee companies – Berhad
d. Limited by Guarantee companies – Omission of Berhad (Section 24 Companies
Act 1965) such as Yayasan/Foundation
e. Unlimited companies
f.
Foreign companies (Limited by Shares, Limited by Guarantees and Unlimited)
However, for types (c) through (f), you can only use MyCoID to apply for company
names. You need to proceed to the nearest SSM counter to complete the registration
process.
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How to Perform Name Search for a ‘Sendirian Berhad’ Company
1. In the main MyCoID page, enter the name you wish to search in the Proposed
Company Name field.
Note: You only need to enter the proposed company name without the ‘Sdn. Bhd.’
suffix.
2. From the Purpose drop down list, select N – New Incorporation.
3. From the Type drop down list, select S – Limited by Shares.
4. From the drop down list next to the Type option, select Sdn. Bhd..
5. Click Search.
6. You will experience any one of the following scenarios:
i.
If the name you searched does not match any registered names, you will
see following message.
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ii.
If the name you searched is similar to names that have been registered,
you will see the following message.
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iii.
If the name you searched is exactly the same as a name that has been
registered, you will see the following message.
Note: In this instance, your application will be rejected as it imitates a
registered name.
iv.
If the name you searched is similar to a reserved name, you will see the
following message.
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v.
If the name you searched contains gazetted words, you will see the
following message.
vi.
If the name you searched contains controlled words, you will be able to
see the following message.
7. You can search another name by repeating steps 1 to 6.
8. To proceed with the name that you have searched, click Pay.
For step by step guide on paying for your name search, please refer to Section G: How
to Pay for Name Search in MyCoID.
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How to Perform Name Search for a ‘Berhad’ Company
Company Name field.
Note: You only need to enter the proposed company name without the ‘Berhad’ suffix.
3. From the Type drop down list, select S – Limited by Shares.
4. From the drop down list next to the Type option, select Berhad.
5. Click Search.
i.
If the name you searched has not been registered yet, you will see
following message.
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ii.
iii.
registered name.
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iv.
following message.
v.
following message.
vi.
If the name you searched contains controlled words, you will see the
following message.
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7. You can search for another name by following steps 1 to 6.
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How to Perform Name Search for a ‘Limited by Guarantee’ Company
Company Name field.
3. From the Type drop down list, select G – Limited by Guarantee.
4. From the drop down list next to the Type option, select Berhad.
5. Click Search.
i.
following message.
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ii.
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iii.
registered name.
iv.
following message.
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v.
following message.
vi.
following message.
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How to Perform Name Search for a ‘Limited by Guarantee without the
Berhad Suffix’ Company
Company Name field.
3. From the Type drop down list, select G – Limited by Guarantee.
4. From the drop down list next to the Type option, select Omission of Berhad.
5. Click Search.
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i.
following message.
ii.
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iii.
registered name.
iv.
following message.
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v.
following message.
vi.
following message.
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How to Perform Name Search for an Unlimited Company
Company Name field.
Note: You only need to enter the proposed company name without any suffix.
3. From the Type drop down list, select U – Unlimited.
4. From the drop down list next to the Type option, the default selection is Sendirian.
5. Click Search.
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i.
following message.
ii.
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iii.
registered name.
iv.
following message.
v.
following message.
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vi.
following message.
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How to Perform Name Search for a Foreign company – Limited by Shares,
Limited by Guarantee and Unlimited
Company Name field.
2. From the Purpose drop down list, select F – Foreign Company.
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3. From the Type drop down list, select S – Limited by Shares, G – Limited by
Guarantee or U - Unimited.
4. Click Search.
i.
following message.
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ii.
iii.
registered name.
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iv.
following message.
v.
following message.
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vi.
following message.
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G. How to Pay for a Company Name in MyCoID
To proceed with the company name application, you need to make payment for the name
search process. Only once you have made payment for the name search process that you
can submit your application to SSM.
To make this payment:
1. Click Pay.
2. The confirmation window opens displaying the amount to be paid. Click Next.
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i.
The following page appears. Mark the checkbox to indicate that you accept
MyCoID’s standard terms and conditions.
ii.
Click Next.
iii.
The following page opens. In the Card Number field, enter your credit
card number.
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iv.
From the Expiration Date drop down list, select the expiration date of your
card.
v.
Note: The CCV2 number is the last 3 digits that can be found at the back
of your credit card.
vi.
Click Submit.
vii.
SMS notification will be sent upon successful of transaction:
Bayaran carian nama ACN/PAC16032012000001 telah berjaya. Sila
serah simpan Borang 13A dalam tempoh 24 jam. Maklumat lanjut
layari www.mycoid.com.my
i.
In the following page, mark the checkbox to indicate that you accept
ii.
Click Next.
iii.
iv.
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vii.
A Maybank2U window pops up. Enter your Maybank2U username and
click Next.
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v.
SMS Notification upon successful of payment:
x.
xi.
Click Next.
xii.
xiii.
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xiv.
A FPX window pops up. Select one of Bank radio buttons. Enter e-Mail
address, click Agree and Continue button.
xv.
xvi.
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xvii.
User can click Print button. A FPX receipt window pops up, and user will
xviii.
Or user can click Click Here to Complete Your Transaction button to
complete the transaction and redirect to merchant’s page, or just wait for
33 seconds to be redirected automatically to the merchant’s page.
xix.
An email from fpxqateam@myclear.org.my, stating that the online
payment via FPX is successful will be sent to your email address which
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you have entered previously in FPX window.
y.
SMS Notification upon successful of payment:
6. Upon successful payment, the following page displays. User can either click Click
here to return to the portal button, or just simply wait for 20 seconds to go back to
MyCoID page.
7. The Form 13A page is displayed. Please refer to Section H: How to Enter Form
13A Details to proceed with entering Form 13A details.
8. An email notification will be sent to your email address to confirm that your payment
was successful.
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Note: This email, together with the receipt, is considered the official communication
from SSM. If you need to proceed to the nearest SSM counter, print this email and
the payment receipt as proof of transaction.
9. To view the payment receipt, you can click the PDF icon that is displayed in the Form
13A page.
Alternatively, you can go to My Account tab and click My Payment tab. You will find
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a list of payment transactions that have been done previously.
Click the receipt link. A new browser window opens displaying your receipt.
Important Note:
If you are applying company names of the following types:
a. Limited by Guarantee companies – Berhad
b. Limited by Guarantee companies - such as Yayasan/Foundation/Dana
c. Unlimited companies
d. Foreign companies (Limited by Shares, Limited by Guarantees and
Unlimited)
you need to proceed to the nearest SSM counter to complete the registration process
after the name has been approved. Please make sure that you print the Name
Search receipt, the Form 13A and the emails that you received from MyCoID and
bring them together with you.
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H. How to Enter Details for Form 13A
You are yet to submit your name search application to SSM. Prior to doing so, you need to
enter some information on the proposed new company. All these information will appear in
Form 13A for your new company, when the company gets its approval from SSM.
To enter Form 13A details:
1. In the Form 13A page that opens, you need to provide clarification on the proposed
company name.
i.
If the proposed company name contains single letter(s)/alphabet(s), you
need to provide an explanation on what does the letter(s) represents, in
the field provided.
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ii.
If the proposed company name is not in Bahasa Malaysia or English, you
need to provide an explanation on the translation/interpretation of the
name, in the field provided.
iii.
If the proposed company name contains a proper name i.e. a person’s
name, you need to provide a description in the field provided.

You are also required to upload the softcopy of any supporting
document to the MyCoID system. Please note that you can only
upload TIFF or PDF format documents to the MyCoID system.

To upload the supporting document:
1) Click the Choose File button.
2) In the window that pops up, select the softcopy of the
supporting document.
3) Click Open. The document will be uploaded into the MyCoID
system when you save the form later.
iv.
If the proposed company name is similar to an existing corporation and it is
related or associated to the existing corporation, you need to provide an
explanation on the relationship.

document to the MyCoID. Please note that you can only upload
TIFF or PDF format documents to the MyCoID system.

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v.
If the proposed company name is an existing trademark, you need to
indicate whether you have received any agreement from the trademark
owner.

document to the MyCoID. Please note that you can only upload

vi.
If you have any other supporting comments or documents on the proposed
name, you can enter your remarks in the field provided.

If you have the softcopy of any supporting document, you can
upload it to the MyCoID system. Please note that you can only
upload TIFF or PDF format documents to the MyCoID system.

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2. In the Business Nature field, enter the description of the nature of the company’s
business.
3.
The proposed company requires a minimum of 2 promoters (who will later become the
company’s directors and/or shareholders).
You need to name at least 2 persons as the promoters before you can submit the
name search application. You can name up to 4 persons as the new company’s
promoters.
4.
In the Promoter name field, enter the name of the first promoter.
5. From the Promoter ID Number dropdown list, select between New IC and Passport.
6. In the blank fields next to the dropdown list, enter the ID number of the first promoter.
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7. If you have chosen the New IC option, confirm the first promoter’s date of birth that is
displayed in the Date of birth field.
8. If you have chosen the Passport option, click on the calendar icon to select the date of
birth of promoter.
9. (Optional) Enter the first promoter’s email address.
10. Repeat Steps 4 to 8 for subsequent promoters.
11. Click Save.
The information you have entered will appear in the Form 13A image at the bottom of
the window.
12. View the form to check if all the details are correct.
13. To save the information you have entered for Form 13A without submitting to SSM, click
Save again.
14. To submit the Form 13A information:
i. Click Submit.
ii. In the message that pops up, click OK.
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15. A notification will be sent to you via email informing you that your Form 13A is now
awaiting approval from SSM.
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16. You will receive another email informing you that the Form 13A has been approved,
rejected or put under query.
from SSM. If you need to proceed to the nearest SSM counter, print this email and the
payment receipt as proof of transaction.
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SMS notification upon approval / rejection / query of name search application.
Approve
Permohonan carian nama ACN/PAC16032012000001 telah diluluskan.
Reject
Permohonan carian nama tidak dapat dipertimbangkan. Maklumat lanjut layari
www.ssm-mycoid.com.my
Query
Permohonan carian nama CAN/PAC160320122000001 telah dikueri pada
DD/MM/YY. Maklumat lanjut layari www.ssm-mycoid.com.my
17. To view your receipt, click the icon next to View Receipt.
18. To view the Form 13A, click the icon next to View Form 13A.
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Important Note:
If you are applying company names of the following types:
a. Limited by Guarantee companies – Berhad
b. Limited by Guarantee companies - such as Yayasan/Foundation/Dana
c. Unlimited companies
d. Foreign companies (Limited by Shares, Limited by Guarantees and Unlimited)
you need to proceed to the nearest SSM counter to complete the registration process after
the name has been approved. Please make sure that you print the Name Search receipt, the
Form 13A and the emails that you received from MyCoID and bring them together with you.
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I. How to Change an Existing Company Name
Using MyCoID, you can submit a request to change an existing company name. This feature
can be used for both local and foreign companies.
However, upon SSM’s approval of your request, you need to proceed to the nearest SSM
counter to complete the change of name request.
To change an existing company name (local and foreign companies):
1. In the main MyCoID page, click the Name Search tab.
2. In the Proposed Company Name field, enter the new name for the company you wish
to change.
Note: You only need to enter the proposed company name without the ‘Sdn. Bhd.’ or
‘Berhad’ suffix.
3. If you are changing the name of a local company, from the Purpose drop down list,
select C – Change of Company Name.
Or, if you are changing the name of a foreign company, select C(F) – Change of
Company Name (Foreign).
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4. From the Type drop down list, select the type of the company.
5. From the drop down list next to the Type option, select appropriately.
6. Click Search. A list of similar names will be displayed.
7. Click Pay.
8. The payment verification window opens. Click Next.
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9. Select the method of payment by clicking either the Credit Card or Maybank2U tab.
i. The following page appears.
ii. The SSM Payment Gateway page opens. In the Card Number field,
enter your credit card number.
iii. From the Expiration Date drop down list, select the expiration date of
your card.
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iv. In the CCV2 field, enter the CCV2 number of your credit card.
v. Click Submit.
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i.
In the following page.
ii.
Mark the checkbox to indicate that you accept MyCoID’s standard terms
and conditions.
iii.
Click Next.
iv.
The SSM Payment Gateway page opens. At this juncture, please make
sure that your browser allows for pop-up.
v.
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vi.
click Next.
vii.
MyCoID page.
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13. In the next window, enter the MyCoID number of the existing company which you wish
to change.
14. Click Search.
15. The company that you entered will be listed. Click the company name.
16. The company’s Form 13A displays. You need to enter the relevant information that may
be affected by this name change.
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i.
If the proposed company name contains single letter(s)/alphabet(s), you
need to provide an explanation on what the letter(s) represents, in the
field provided.
ii.
If the proposed company name is not in Bahasa Malaysia or English, you
need to provide an explanation on the translation/interpretation of the
name, in the field provided.
iii.
If the proposed company name contains a proper name i.e. a person’s
name, you need to enter a description in the field provided.

document to the MyCoID system. Please note that you can only upload

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iv.
If the proposed company name is similar to an existing corporation and it is
related or associated to the existing corporation, you need to provide an
explanation on the relationship.

document to the MyCoID. Please note that you can only upload TIFF
or PDF format documents to the MyCoID system.

v.
If the proposed company name is an existing trademark, you need to
indicate whether you have received any agreement from the trademark
owner.

document to the MyCoID. Please note that you can only upload TIFF

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vi.
If you have any other supporting comments or documents on the proposed
name, you can enter your remarks in the field provided.

If you have the softcopy of any supporting document, you can upload
it to the MyCoID system. Please note that you can only upload TIFF

19. In the Business Nature field, enter the description of the nature of the company’s
business.
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20. If you need to add new promoters to the company, in the Promoter name field, enter the
name of the first promoter.
21. From the Promoter ID Number dropdown list, select between New IC and Passport.
22. In the blank fields next to the dropdown list, enter the ID number of the first promoter.
23. If you have chosen the New IC option, confirm the first promoter’s date of birth that is
displayed in the Date of birth field.
24. If you have chosen the Passport option, click on the calendar icon to select the date of
birth of promoter.
25. (Optional) Enter the first promoter’s email address.
26. Repeat Steps 20 to 25 for subsequent promoters.
27. Once you have entered the information of new promoters for the company, click Save.
the window.
29. To save the information you have entered for Form 13A without submitting to SSM, click
Save again.
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30. To submit the Form 13A information to SSM:
i. Click Submit.
ii. In the message that pops up, click OK.
31. The following message is displayed. You will also receive an email notification informing
you that your company name change application has been sent to SSM.
32. Click Done.
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33. A notification will be sent to you via email informing you that your Form 13A is now
awaiting approval from SSM.
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34. You will receive another email informing you that the Form 13A has been approved,
rejected or put under query.
from SSM. If you need to proceed to the nearest SSM counter, print this email and the
payment receipt as proof of transaction.
35. To view the receipt for this name change:
i. Click the Form 13A tab.
ii. In the Paid tab, search for the company which name you have submitted
the change application.
iii. Click the Receipt icon for that particular company.
iv. The receipt opens in another window.
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v. To print the receipt, click the Print icon.
vi. To save the receipt to your local drive, click the Save icon.
1. In the window that pops up, select the location you want to save
the receipt at.
2. Click Save.
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J. How to Resubmit Form 13A that has been Queried
If your Form 13A is placed under query by SSM, you will receive an email notification.
In MyCoID, you can find the queried application listed under the Query tab.
To resubmit this form:
1. Click the company name.
2. The company details pertaining to the Form 13A is displayed. Perform the necessary
amendments.
3. Click Save.
the window.
5. Click Resubmit.
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6. In the message that pops up, click OK.
The Form 13A has now been resubmitted. You can find it listed under the Form 13A >>
Resubmission tab.
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K. How to Incorporate New Companies in MyCoID
Once the Form 13A for the new company has been approved by SSM, you can proceed to
incorporate the company.
To incorporate a new company:
1. Click the Form 13A tab.
2. Click the Approved tab. A list of all the companies that you have submitted to SSM and
have already been approved can be seen under this tab.
3. Click the Proceed to Incorporation button.
4. If the payment is Incorporation Package, then skip this step:
I.
The following page appears to pay for incorporation only.
II.
Tick on Incorporation box, select Shipping & Handling, select Authorised
Capital(RM), then click Next button.
III.
The confirmation window opens displaying the amount to be paid. Mark the
checkbox to indicate that you accept MyCoID’s standard terms and conditions.
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IV.
Click Next.
V.
The following Payment Gateway page opens. At this juncture, please make sure
that your browser allows for pop-up.
VI.
VII.
A FPX window pops up. Select one of Bank radio buttons.
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VIII.
Enter e-Mail address, click Agree and Continue button.
IX.
X.
XI.
User can click Print button. A FPX receipt window pops up, and user will be
redirected automatically to the merchant’s page.
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XII.
Or user can click Click Here to Complete Your Transaction button to complete
the transaction and redirect to merchant’s page, or just wait for 33 seconds to
XIII.
An email from fpxqateam@myclear.org.my, stating that the online payment via
FPX is successful will be sent to your email address which you have entered
previously in FPX window.
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XIV.
SMS notification will be sent upon successful of payment:
Bayaran pemerbadanan INC/PAC16032012000001 telah diluluskan.
XV.
Upon successful payment, the following page displays. User can either click
Click here to return to the portal button, or just simply wait for 20 seconds to
go back to MyCoID page
5. If your Form 13A has been placed under query, you can find it under the Query tab.
6. If your Form 13A requires resubmission, can find it under the Resubmission tab.
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How to Enter Master Form Details
1. The following page opens with the Master Form tab displaying first. In the Registered
Address field, enter the address for the company.
2. From the Registered Country drop down list, select the country for the address.
3. From the Registered State drop down list, select the state for the address.
4. From the Registered City drop down list, select the city for the address.
5. From the Registered Postcode drop down list, select the postcode for the address.
6. In the Nominal Amount (RM) field, enter the nominal amount for the company.
7. In the Declaration City field, enter the city of declaration.
8. Click the Calendar icon next to the Declaration Date field.
Select the date of declaration from the calendar.
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9. In the Business Code 1 field, enter the business code for the company.
10. (Optional) In the Business Code 2 field, enter the business code for the company.
11. (Optional) In the Business Code 3 field, enter the business code for the company.
12. In the Business Description 1 field, enter the description for the company.
13. (Optional) In the Business Description 2 field, enter the description for the company.
14. (Optional) In the Business Description 3 field, enter the description for the company.
15. In the Number of Directors field, enter the number of directors for the company.
16. Choose either Yes or No to indicate whether this company has any employees.

If you choose Yes, you are required to fill in the following details:
o
Full-time local employees
o
Full-time foreign employees
o
Part-time local employees, and
o
Part-time foreign employees
17. Click Save if you wish to save the details without proceeding.
18. Click Save & Proceed if you wish to save and proceed with the next step.
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How to Enter Directors’/Promoters’ Details
The Directors/Promoters tab opens immediately when you click the Save & Proceed
button in the Master Form tab.
Here you are required to enter all the directors’ and promoters’ details.
1.
If you are entering a promoter’s details, mark the checkbox Is this person a Promoter.
2.
If you are entering a director’s details, mark the checkbox Is this person a Director.
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3. From the New Person or Promoter in Form 13A drop down list, select either the name
of the earlier registered person or the New Person option.
4.
If you select an existing promoter, the promoter’s name, identification type and
identification number will appear by default.
Note: You can amend the details if necessary.
5.
If New Person is selected, from the ID Type drop down list, select the identification type.
6.
In the blank fields that appear next to the ID Type drop down list, enter the identification
number.
7.
In the Name field, enter the name of the promoter/director.
8.
In the Job Designation field, select the designation for the promoter/director.
9.
If the person is a promoter, the field Number Of Ordinary Share in Cash appears.
Enter the amount in the designated field.
10. From the Race drop down list, select the person’s race.
11. From the Gender drop down list, select the person’s gender.
the person’s birth date.
13. In the Address fields, enter the promoter’s/director’s address.
14. Mark the Malaysian resident checkbox. You will not be able to proceed if you do not
mark this checkbox.
15. From the State drop down list, select the state of the address.
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16. From the City drop down list, select the city of the address.
17. From the Postcode drop down list, select the postcode for the address.
18. You can choose to enter the optional details
19. In the Form Declaration City field, enter the declaration city.
20. In the Form Declaration State field, enter the declaration state.
22. Click Save & Proceed if you wish to save and proceed to the next step.
23. If you wish to delete a director/promoter’s information, click the Delete icon.
24. If you wish to edit any existing information, click the Edit icon.
How to Edit or Enter New Company Secretary’s Details
The Secretaries tab opens immediately when you click the Save & Proceed button in the
Directors/Promoters tab.
Here you can edit the company secretary’s information and add new company secretaries.
By default, the lodger is the company secretary for this new incorporation. Please make sure
that the lodger is a part of this new incorporation or you will not be able to proceed.
1. If you need to edit the current company secretary’s information, click the Edit icon
located on the right.
2. If you need to delete the current company secretary, click the Delete icon located on the
right.
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3. If you want to search for another company secretary, enter the company secretary’s
name in the Search and Invite Additional Company Secretary for this company field
and click Search.
You need to enter full New IC number of the Company Secretary.
4. If you wish to maintain the existing information, you can proceed by entering details in
other tabs.
How to Edit the Existing or Enter New Witnesses’ Details
By default, as the company secretary for this company, you are the witness for this new
incorporation.
However, if you need to amend the details or if you need to add another witness, you can by
doing the following:
To edit the existing witness’s details:
1. Click the Edit icon located on the right of the Witnesses List.
2. Perform the necessary changes.
3. Click Save.
To add another witness:
1. From the ID Type drop down list, select the identification type.
2. In the blank fields that appear next to the ID Type drop down list, enter the identification
number.
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3. In the Name field, enter the name of the witness.
the witness’s birth date.
5. From the Gender drop down list, select the gender of the witness.
6. In the Address fields, enter the address of the witness.
7. From the Country drop down list, select the country for the address.
8. From the State drop down list, select the state for the address.
9. From the City drop down list, select the city for the address.
10. From the Postcode drop down list, select the postcode for the address.
11. In the Office Phone Number field, enter the witness’s office telephone number.
14. Click Submit (located at the top left) if you wish to submit the company’s information to
SSM.
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How to View Shareholders’ Details
In this tab, you are able to view the shareholders’ detail.
Click Submit if you wish to submit the company’s information to SSM at this point.
How to Check the Status of Company Incorporation
You can check the status of each of the processes for the company incorporation in the
Status tab.
1. All completed processes will have the Completed icon.
2. It is advisable that you preview the all the forms before submitting the new company
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incorporation to SSM. Click the Preview (PDF) icon to view the forms.
3. To submit the information to SSM now, click the Submit button (located on the top left of
the page).
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115
L. How to Submit Company Incorporation using MyCoID
Once you have entered all details for the new company and you are ready to submit the
details to SSM, click the Submit button.
An email notifying that SSM has received your application will be sent to you.
Once your incorporation application is approved, you will receive another notification.
You will also receive an email notification if your submission is placed under query.
Query
Permohonan pemerbadanan INC/PAC16022012000001 telah dikueri pada DD/MM?YY.
Approve
INC/PAC16022012000001 telah diperbadankan dengan No. MyCoID 1234567-X pada
DD/MM/YY. Maklumat lanjut layari www.ssm-mycoid.com.my
Serahsimpan Borang 24,44 & 49 boleh dibuat 1 hari selepas syarikat diperbadankan.
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115
M. How to Resubmit Company Incorporation in MyCoID
If your new company incorporation is placed under query by SSM, you will receive an email
notification.
In MyCoID, you can find the company in question listed under Form 13A >> Query.
To resubmit the company incorporation:
1. Click the company name.
2. The company incorporation details are displayed. Perform the necessary amendments.
3. Click Save & Proceed.
4. The Submit button will appear on the top left. Click it to resubmit.
5. In the message that pops up, click OK.
The company incorporation has now been resubmitted. You can find it listed under the
Incorporation >> Resubmission tab.
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115
N. How to Proceed with First Forms for New Companies
Once the new company is approved, you can find it under Incorporation tab >> Approved.
1. Click the Proceed To First Form button.
2. The Certificate tab opens.
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115
How to Edit Certificate Details
1. From the drop down list, choose whether this information is for a director or a member.
2. Mark the checkboxes that are applicable.
3. Click Save to save the information without submitting it.
How to Edit Office Hour Information
1. Click the Office Hour tab.
2. Enter the details pertaining to the company’s office hour.
3. Click Save to save the details without submitting to SSM.
4. Click Save & Proceed to save the details and proceed to the next step.
Once you choose this action, the information cannot be edited anymore.
A Submit button now appears next to the List All First Forms button.
5. If you wish to submit the information to SSM now, click Submit.
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115
How to Check the Status of First Forms
1. All completed processes will have the Completed icon.
2. You can preview the forms by clicking the Preview icon.
3. To submit the information to SSM, click the Submit button (located on the top left of the
page).
4. SMS notification will be sent upon successful of transaction:
Serahsimpan Borang 24,44, & 49 bagi No MyCoID 1234567-X telah didaftarkan.
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115
O. My Account Information
The My Account tab houses information on your subscriptions and payments. You can also
perform subscription renewals online.
How to View Your Subscription Information
To view your subscription status:
1. While in My Account, click the My Subscription tab.
2. Your subscription information is listed, displaying subscription start date and end date,
and the amount that was paid for the subscription.
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115
How to Renew Your Subscription
To renew your subscription:
1. While in My Account, click the My Subscription tab.
2. From the Payment Type drop down list, select your method of payment.
3. Mark the checkbox to accept MyCoID’s standard terms and conditions.
Note: You can only proceed with the transaction by marking the terms and conditions
checkbox. By marking the checkbox, the Subscribe button will be enabled.
4. Click Subscribe.
i.
The following page opens. Mark the checkbox to indicate that you accept
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115
ii.
Click Next.
iii.
The SSM Payment Gateway page opens. In the Card Number field, enter
your credit card number.
iv.
From the Expiration Date drop down lists, select the expiration dates
(month and year) of your card.
v.
vi.
Click Submit.
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115
i.
In the following page, click the Maybank2U tab.
ii.
Mark the checkbox to indicate that you accept MyCoID’s standard terms
and conditions.
iii.
Click Next.
iv.
The Payment Gateway page opens. At this juncture, please make sure
that your browser allows for pop-up.
v.
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115
vi.
click Next.
vii.
Proceed as how you would with normal Maybank2U transactions.
xx.
xxi.
Click Next.
xxii.
xxiii.
Select FPX radio button.
Page 110 of
115
xxiv.
Click the Continue button.
xxv.
A FPX window pops up.
xxvi.
MyCoID page.
Page 111 of
115
9. Upon successful payment, you will receive an email notification informing you details of
the transaction.
10. A notification will appear under the My Subscription tab informing you that your
subscription detail has been created.
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115
How to View Your Payment Details
To view your payment details:
1. While in My Account, click My Payment tab.
A list of your payment transactions displays. You can also see the remaining balance of
your prepaid (if any).
2. To view the receipt for each of the transaction, click the Receipt link located at the end
of each transaction.
a. A window pops up, displaying your receipt.
b. To print it, click the Print button.
c. To save the softcopy of your receipt, click the Save button.
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115
P. My Profile Information
The My Profile tab houses information on your MyCoID account such as the email address
you used for registration, your security question, security answer and more.
How to View Your MyCoID Profile
To view your profile, click My Profile tab.
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115
How to Edit Your MyCoID Profile
If you wish to edit the information in your profile:
1. Click the Edit button located at the bottom of your profile.
2. Perform the necessary changes.
3. Click Save.
End of User Manual
Page 115 of
115

(MyCoID) USER MANUAL: COMPANY SECRETARY

Transcription

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