Annual accounts

Track signatures, and what to do when one is declined

Follow who has signed a board or shareholder resolution, and recover when someone declines or an envelope is voided.

Following a resolution out for signature

Once a resolution has been sent, the cycle row replaces its buttons with a signature panel. It shows how many people have signed out of how many, who has not signed yet, how long the request has been outstanding, and the date each signature arrived.

The panel refreshes itself roughly every 20 seconds while anything is outstanding, so you can leave it open.

The board signs first, then the shareholder

The order is fixed and mostly automatic.

The board resolution goes to every manager.
When the last manager signs, Spyral sends the shareholder resolution by itself. You do not need to do anything, and there is no button to press.
When the shareholder signs, the cycle is ready for its filing package.

If you are waiting and nothing seems to be happening, check that all managers have signed. The shareholder request is not sent until the board resolution is complete.

When someone declines

A signer can decline, and an envelope can also be voided. Spyral treats both the same way: that request is dead, and the cycle moves to a declined state.

The row then offers Send again, which clears the dead request and returns the cycle to where it was before the resolution went out. Correct whatever caused the decline first, usually the signer's details, then send again.

Board resolution declined

This recovers cleanly. Send again returns the cycle to its pre-dispatch state, Configure and Dispatch come back, and you can correct the manager's details and dispatch a fresh request.

Shareholder resolution declined

Known issue

This currently cannot be recovered from the interface.

Pressing Send again on a declined shareholder resolution clears the dead request, but there is no control that re-sends the shareholder resolution. The shareholder request is only ever sent automatically when the board resolution completes, and that has already happened and will not happen again. The cycle sits showing that it is waiting on the shareholder, with nothing that can move it forward.

This is a known defect and not something you have done wrong.

What to do: contact us and we will move the cycle on. Starting a second cycle for the same financial year does work, but it leaves a duplicate in that company's fiscal year chain, so it is worth avoiding if you can wait.

Who can do what

Sending resolutions, re-sending after a decline, and building the filing package all count as filing actions. Consultants and administrators can perform them. A viewer can watch the progress but cannot send anything.