Annual accounts

Generate and dispatch the resolutions

Produce the board and shareholder resolutions, send the board resolution for signature, and understand why a dispatch is refused.

Generating and dispatching are two separate steps, and the gap between them is deliberate. Generate produces the documents so you can read them. Dispatch emails them to the managers. Nothing leaves Spyral until you dispatch.

Both live on the cycle's row on the company's Finance tab.

Generate

Choose Generate. Spyral produces two PDFs from the cycle's financial data and the company record:

the Board of Managers resolution, which every manager signs
the Shareholder resolution, which the shareholder signs

Both are placed in the cycle and you get preview links so you can read them before anything is sent. The preview links are valid for 24 hours. After that, open the documents from the cycle again.

Spyral places the signature fields on the documents automatically. You do not position anything.

The cycle then reads Board approval, out for signature, which at this point only means the documents exist. See the status list.

If Generate refuses

What you see	What it means	What to do
The cycle cannot be regenerated in its current status	A signature request already points at these documents. Spyral will not replace a file somebody has been asked to sign.	If the request was declined, use Send again first. Otherwise wait for the signature or contact us.
The company has no managers	The board resolution has nobody to address.	Re-import the RCS extract, or add the managers on the company profile.
Generation timed out	The documents took too long to build.	Try again. It usually succeeds on the second attempt.
The generated file is too large	A PDF came out over the size limit, usually from a very large source document.	Contact us.

You can generate again as often as you like while nothing has been sent. Each run replaces the previous pair of documents, so if you correct something in Configure, generate again before dispatching.

Dispatch

Choose Dispatch. Spyral sends the Board of Managers resolution to every manager on the company, in the order recorded against them, through DocuSign.

If your firm has connected its own DocuSign account, the request goes out under your firm's name. Otherwise it goes out from Spyral.

Only the board resolution is dispatched here. The shareholder resolution is sent automatically once the board has finished signing, and there is no button for it. See Track signatures.

If Dispatch refuses

Dispatch checks four things before it sends anything, and names the problem when it stops.

What you see	What it means	What to do
A Board of Managers envelope has already been dispatched	The request went out already. Spyral will not send a second one over the top of it.	Watch the signature panel. If the request was declined, use Send again.
One or more managers are missing a valid email, with their names listed	Dispatch will not send a partial request.	Open Configure and fill in the missing addresses. The message names exactly who is missing.
The generated document is missing a signature anchor	The document was produced without the marker that tells DocuSign where the signature goes.	Run Generate again, then dispatch.
The cycle is not ready, or there is no generated document	Nothing has been generated yet, or the cycle has moved past the point where it can be dispatched.	Run Generate first.

After dispatch

Two things change on the row.

Configure disappears. Once the board resolution is out, its content is fixed. Spyral will not let you edit a document that somebody has been asked to sign.

The buttons are replaced by a signature panel showing how many of the managers have signed. It refreshes itself about every 20 seconds, so you can leave the page open.

Careful

Check the financial figures and both sets of signer details before you dispatch. Afterwards there is no way to correct them on that cycle and no way to regenerate the documents, until the signature request has been completed or declined.

Who can dispatch

Generating documents, dispatching, re-sending after a decline and building the filing package all count as filing actions. Consultants and administrators can perform them. A viewer can follow a cycle but cannot send anything.

Track signatures, and what to do when one is declined.