Ireland Beneficial Ownership: Batch Populate Beneficial Owners Records
You can populate the Beneficial Ownership register in two ways:
- Batch Populate records: This is an auto-script method that enables you to batch populate the Beneficial Owner records through the IE Beneficial Owners (Report-Auto Create) wizard.
Note
You should always generate a Beneficial Owners report first to verify the existing data in the system. The IE Beneficial Owners (Report-Auto Create) wizard can only be used once to create a new record. You should also contact your beneficial owners beforehand and ask them to confirm their particulars. Do not record any Status of Investigations with this method, except for Senior Managing Officials or SMOs. For more details, see the below section.
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Manually create records: The manual method requires that you create each individual Beneficial Owner record in Ownership > Beneficial Owners. To learn more, refer to Ireland Beneficial Ownership: Manually Populate Beneficial Owners Record.
Batch populate Beneficial Owners records
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Navigate to All Searches > Companies Search.
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Search for and select the relevant companies.
Note
In case of a large number of entities, you should create small batches.
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Select Wizards > More Wizards > (IE) Beneficial Owners (Report-Auto Create).
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Enter the date as at which you want to create the records. The Auto Create Report of Beneficial Owners wizard opens.
Note
The date cannot be set before 15 November 2016. If the date field is left blank, Diligent Entities will apply 15 November 2016 as the start date, which is the date when the Beneficial Ownership register came into effect in Ireland or the incorporation date of the company if the incorporation took effect after 15 November 2016.
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Select the Create Beneficial Owner records checkbox.
Note
If no ownership information was entered for the company, the report will display the following wording: "No ownership records found therefore unable to assume SMOs or Directors are Beneficial Owners". If ownership information was entered for the company, but no potential beneficial owners have been identified, those persons appointed as SMOs will be identified as beneficial owners and added to the register. If there are no SMOs appointed to the company in Diligent Entities, the auto-script will show the names of all the directors in the report, and these names will be subsequently disclosed in the register. If beneficial owners do exist for the company but have not been entered in Diligent Entities, you will be required to create the Beneficial Owner records manually. For more details, refer to Ireland Beneficial Ownership: Manually Populate Beneficial Owners Record
To learn more about configuring ownership relationships, refer to the Shares and Ownership section of the Help Centre or contact your Customer Success Manager.
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Select Next.
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On the next page, select, if applicable, the checkbox When Senior Managing Officials are to be shown - include them on the register without requiring their particulars to be confirmed.
If you leave this option clear, the SMO details, such as their name or address, will not show on the register. To add these records to the register, you must confirm the SMO's particulars by editing the record and selecting (NON STATUTORY) BENEFICIAL OWNER CONFIRMED under Status of Investigations on the Beneficial Owners page. This status should only be used once the SMO's particulars have been confirmed. Individuals typically confirm their details and interest by responding to a Regulation 6 Notice sent to them.
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Select Next.The report is automatically saved in Working Documents.
A confirmation message displays once the document is successfully produced.
Note
The information used by the auto-script is based on data entered in Ownership > Shareholders or Beneficial Owners or Corporate Relationships sections. If you enter the ownership information in Corporate Relationships, the actual beneficial owner must be selected as the holding entity. Furthermore, the type of control must be set to Control by Shares in order for the relationship to be identified by the auto-script and shown within the Beneficial Ownership Report in Diligent Entities.
View Beneficial Owners Report
In Diligent Entities, you can view the beneficial owners records that have been created as follows:
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Find the records by navigating to Ownership > Beneficial Owners. Each registered beneficial owner will have one record, including name, nature of interest and so on.
Select the Open Folder against the relevant name or select the summary line to view or edit the beneficial owner details.
Note
The Status of Investigations must be added in Diligent Entities and disclosed on the register. Status of Investigations cannot be recorded with the auto-script method. You need to confirm in writing the beneficial owners' particulars before disclosing them in the register. To learn more, refer to Ireland Beneficial Ownership: Add or Update Status of InvestigationsIn those cases when Senior Managing Officials are added to the record, their Status of Investigations will be completed with the relevant information as entered on the Senior Managing Official record.
- Find the report in Documents, including the beneficial owners names and nature of interest.
