How do I add a stock certificate?

Set up a new stock certificate.

When a new parcel of land is added, use Setup New Stock Certificates to add a new stock certificate to the database.

Contents

How do I add a stock certificate?
1. Adding a stock certificate

Scenarios for adding a stock certificate:

A new parcel of land is created. Use Setup New Stock Certificate to create a new stock certificate number and assign shares.
A new owner purchases an existing location. When you run Setup New Stock Certificate, the application will assign the next available stock number, copy the number of shares assigned to the previous stock certificate, and cancel the previous stock certificate. This last step will keep the stock certificate database tidy since there should only be one active stock certificate assigned to a location. .
Ownership is transferred at a property.

What happens when I cancel an stock certificate to create a new stock certificate?

When an existing stock certificate is canceled to create a new stock certificate, the system will use the number of shares from the current stock certificate as the default number of shares to assign to the new stock certificate.

Saving the new stock certificate will use the Issued date as the Canceled date on the previous stock certificate. The Canceled date will change the previous stock certificate's status to canceled.

Important! Do not cancel or delete the existing stock certificate BEFORE you create the new stock certificate. The Setup New Stock Certificates routine will do this task for you. Setting up the new stock certificate will also prevent the routine from linking the previous stock certificate to the new stock certificate on the Stock Activity Report.

Adding a stock certificate

1. Open Connect Utility Management > Locations > Setup New Stock Certificates.

2. Enter the Certificate Number.

If the field is blank, you can enter the next available certificate number.

If the next available certificate number displays in the field, press Enter to move to the next field.

3. Enter the Service Address.

The service address is the location where the service is delivered.

The owner's name and mailing information display on the screen.

What if the service address does not have an owner? If the service address does not have an owner, you can create a new stock certificate but you will need to enter the Mail To Information.

4. Verify the Mail to Information.

If the property owner resides at the service address, select the Use Owner Information checkbox. On the other hand, if the property owner resides at a different address, clear the Use Owner Information checkbox and enter the owner's mailing address. All correspondence will be sent to this mailing address.

5. Enter the Shares.

A share represents a portion a larger amount that is divided among a number of people. This field will display the number of shares assigned to the previous stock certificate that was assigned to the same service address.

Example: Mark owns 123 AnyStreet and AnyCity has issued him stock certificate #21 with 1 voting share in the water district. When Mark sells 123 AnyStreet to Mandy, AnyCity issues a new stock certificate for 123 AnyStreet to Mandy. Because 123 AnyStreet is an existing service address, the application will copy the number of shares from the stock certificate #21 and fill in the quantity on the new stock certificate #25.

	Mark - Previous Owner	Mandy - New Owner
Stock Certificate Number	#21	#25 [Assign a New Number]
Service Address	123 AnyStreet	123 AnyStreet
Shares	1	1 [Copy from Previous Stock Certificate]]

You should only need to enter the number of shares when you set up a new stock certificate for a new service address.

6. Enter the Class.

The class designates the certificate type that was issued. You can use the Class to group and categorize stock certificates on reports.

A self-validating field is a field that you can type in anything you wish to enter. You can tell which fields are self-validating because they have a light-blue background. Clicking the drop-down list will display the values that have been entered during previous sessions, or click on the field and type in a new entry. The next time you use the self-validating field, you can find the entry that you just added in the drop-down list.

7. Use the date displayed in the Issued Date field.

The issued date is the date when the stock certificate was created.

8. Skip the Received Date and Canceled Date.

The received date is the date when the stock certificate is delivered to the property owner. You can use Modify Existing Stock Certificates to fill in this these dates when you receive it.

The canceled date is the date when the stock certificate expires. The application fills in the Canceled Date when a new stock certificate is created for a service address that already has a stock certificate attached to it.

9. Skip the Proxy Voting tab.

This tab stores the votes cast by the shareholder. The grid will show the voting choice the shareholder has selected from each election. The default settings for the form are set up to skip this tab.

10. Are there attachments or notes to add?

I have attachments. Use the options on the Attachments tab to add the files.
I have notes. Use the options on the Notes tab to add the files.
I do not have attachments/notes. Continue to the next step.

11. Click Save (CTRL+S).

The new stock certificate is set up.