Example - Problem Scenario
In CAS 360 you have two companies, ABC Pty Ltd and XYZ Pty Ltd. These two companies have the same director - John Smith.
When these companies were set up and documents were lodged with ASIC, the names were set up as follows:
ABC Pty Ltd: Director - John Smith.
XYZ Pty Ltd: Director - John Michael Smith.
This is the same contact, however for one of the companies, the middle name is included in the documents.
ASIC accepted both of these submissions, and on their database, the director for ABC Pty Ltd is John Smith, and the director for XYZ Pty Ltd is John Michael Smith. Two separate contacts.
In CAS 360, within the contacts screen, you will see John Smith as the two separate contacts listed above. Given that this is one person, as the user, you decide to consolidate these two contacts together. When you consolidate these contacts together, it deletes the old contact from the database, and replaces wherever that old contact was used within the database with the contact that you have chosen to keep.
Now, hypothetically if you were to prepare a form and the old contact was the signatory, ASIC will reject the form because the new contact in CAS 360 will not match the old contact listed on the ASIC database.
Solution
The following is a guide for consolidating contacts for instances when there are multiple versions of the one name or address, and we are required to update these.
- Begin the process by importing the companies that are going to be onboarded into the system. For assistance with this process, please see our article - How to import a company from ASIC
- Check the names of the officers and shareholders and make a note of the first and last names. We then use this to search in the contacts screen to see if there are any duplicates. You can also check the find matches screen and match by name only to help find these duplicates.
When the address is different
- Once we have determined which contacts have incorrect versions of addresses, we head to the multiple screen. This can be selected by selecting the Multiple icon from the Main Toolbar
- Select New Change at the top left hand corner of the screen, then select Contact Address Change.
- Select the Contact, enter the New Address and select the Resolution Date. Please note that when choosing the date, this can have implications regarding late fees so if you are doing a change greater than 28 days it can result in fines. For more information, please see - Late lodgement Invoices
- Once you have entered the new address and date, select Save.
- Within the Multiple screen you will now see the list of companies and changes made for every company that this change applies to. Note that there may be many.
- You will then need to prepare and process the forms for each of the companies listed. Double check to ensure that the addresses appear on the prepared forms exactly as you would like them to appear.
- Once the forms are ready, you can lodge them from the documents screen. For assistance with this step, please see - How to Lodge Documents Prepared to ASIC
- Once the form has been accepted by ASIC, confirm that the contacts are updated to the correct format by lodging a new RA71 and checking the comparison report. For assistance with this step, please see - Comparison Reports. How do I compare company information between CAS 360 and ASIC.
- The final step is to combine the duplicates. This is done from the find matches screen mentioned above and consolidating the contacts. Please note that we only do this once all the details are all the same in both CAS 360 and ASIC. For assistance with this step, please see - How to consolidate duplicate contacts.
When the name is different
- Once we have determined which contacts have incorrect versions of their names, we head to the multiple screen. This can be selected by selecting the Multiple icon from the Main Toolbar
- Select New Change at the top left hand corner of the screen, then select Contact Name Change.
- Select the Contact, enter the New Name and select the Resolution Date. Please note that when choosing the date, this can have implications regarding late fees so if you are doing a change greater than 28 days it can result in fines. For more information, please see - Late lodgement Invoices
- Once you have entered the new address and date, select Save.
- Within the Multiple screen you will now see the list of companies and changes made for every company that this change applies to. Note that there may be many.
- You will then need to prepare and process the forms for each of the companies listed. Double check to ensure that the addresses appear on the prepared forms exactly as you would like them to appear.
- Once the forms are ready, you can lodge them from the documents screen. For assistance with this step, please see - How to Lodge Documents Prepared to ASIC
- Once the form has been accepted by ASIC, confirm that the contacts are updated to the correct format by lodging a new RA71 and checking the comparison report. For assistance with this step, please see - Comparison Reports. How do I compare company information between CAS 360 and ASIC.
- The final step is to combine the duplicates. This is done from the find matches screen mentioned above and consolidating the contacts. Please note that we only do this once all the details are all the same in both CAS 360 and ASIC. For assistance with this step, please see - How to consolidate duplicate contacts.
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