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Import with transfers and share numbers

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Import with share transfers and share numbers

Please use this guide if you want to import share issuances and share transfers.

What is a transfer?

Each row in the spreadsheet represents a transaction. The transaction must include a buyer and a seller. The seller is typically the company. However, In some cases, the seller might be another shareholder. We call these transactions 'transfers'.

The columns you will prepare in the spreadsheet represent values, the system will need in order to import the transactions successfully. You can add as many transactions as you like.

What is a share number?

Share numbers is a compliance needed in some European countries. According to compliance, all shares must have a unique share number. In order to add share numbers to the CSV, you will need to make sure you have activated share numbers in the company settings. Here is a guide to do this.

Please follow below the instructions carefully. If you need any help, please don't hesitate to reach out at support@capdesk.com. We are happy to help you prepare the file or prepare it for you.

Step 1 Create share class

In order to link an investor to a share class. You will need to create the share class first. Here is a guide on how to make a share class. 

Below you can see a few share classes created (Ordinary, Ordinary A, etc.) These will be used in the CSV upload. 

addshareclass.JPG

 

Step 2 Create a spreadsheet

Create a spreadsheet using Excel, numbers or any other program. 

 

Step 3 Insert column names

In order to successfully import the CSV file, you need to use these exact column names:

first_name , last name , email , registration_number , company_name , address1 , city , postcode , country, investor_category , seller_email , seller_registration_number , seller_country , price , quantity , date , share_class , funding_round , share_numbers

Screen_Shot_2017-06-22_at_11.04.21.png

Here is an illustration to help you understand the functions of the different columns 

importcsv.png

Step 4 Insert investors

first_name

The first name of the investor. Ignore if the investor is a company.

Screen_Shot_2017-06-22_at_11.06.50.png 

last name 

The last name of the investor. Ignore if the investor is a company.

Screen_Shot_2017-06-22_at_11.06.58.png

email

The email address of the investor. Make sure that the email is correct as this becomes the unique id on Capdesk.

Screen_Shot_2017-06-22_at_11.07.03.png

registration_number 

Only fill out this field, if the investor is a company. Fill in the registration number of the company. Make sure it is the correct registration number as this becomes the companies unique ID on Capdesk. 

Screen_Shot_2017-06-22_at_11.07.11.png

company_name 

Only fill out this field, if the investor is a company. The legal name of the company investor. 

Screen_Shot_2017-06-22_at_11.07.18.png

address1 

The address of the investor. This can be left blank if you do not know the address. When the investor signs up to Capdesk, they can update / add their address.

Screen_Shot_2017-06-22_at_11.07.25.png

city 

The city of the investor. This can be left blank if you do not know the city. When the investor signs up to Capdesk, they can update / add the city.

Screen_Shot_2017-06-22_at_11.07.34.png

postcode 

The postcode of the investor. 

This can be left blank if you do not know the city. When the investor signs up to Capdesk, they can update / add the postcode.

Screen_Shot_2017-06-22_at_11.07.41.png

country

The country of the investor. This is required and cannot be left blank. Please also use the country ISO code (2 letters).

Screen_Shot_2017-06-22_at_11.07.48.png

investor_category 

Choose the category of the investor. You can choose the following categories:  "founder", "angel", "vc", "crowd_investor", "lender", "investor", "employee", "partner","board_member", "chairman".

Screen_Shot_2017-06-22_at_11.07.54.png

seller_email

Here you can specify an email for a seller of shares other than the company. Note: It is very important you use the same mail for the seller as used earlier.

Leave the column blank if the transaction is a regular share issuance from the company!

Screen_Shot_2017-06-22_at_11.08.01.png

seller_registration_number

If the seller of shares is a company investor you need to fill in the companies registration number. It is very important you use the same registration number as earlier. If the seller is not a company then leave blank. 

Leave the column blank if the transaction is a regular share issuance from the company!

Screen_Shot_2017-06-22_at_11.08.07.png

seller_country

Here you specify the country of the seller. Please state the country ISO code (2 letters).

Leave the column blank if the transaction is a regular share issuance from the company!

Screen_Shot_2017-06-22_at_11.08.24.png

price - The price per share

Please use a positive number.

Screen_Shot_2017-06-22_at_11.08.32.png

quantity 

The quantity of shares bought. Please don't use decimals or negative numbers.

Screen_Shot_2017-06-22_at_11.08.45.png

date 

The date when the shares were purchased. Please use the same format for all dates. We recommend the following format: 

yyyy/mm/dd

Make sure the dates are all after the founding date you have set in the company settings

Screen_Shot_2017-06-22_at_11.08.54.png

share_class 

Insert the share class the investor has purchased. Make sure you have already created the share class. See step 1 (above).

Screen_Shot_2017-06-22_at_11.09.02.png

funding_round

You can group your investment into funding rounds. Just write a name of a funding round and a funding round will be created and linked to the investment. Keep in mind that a default funding round 'Founding Round' is already added by default, so use this tag for the first issuance of shares.

If the transaction is a share transfer then leave the column blank.

Screen_Shot_2017-06-22_at_11.09.11.png

 

share_numbers

In this column you insert you share numbers. 

You now have two choices:

1. Auto-generate shares 

Simply ignore share numbers in the file and the system will auto generate share numbers for all transactions. 

2. Insert share numbers

In order to add share numbers yourself, you will need to add the column: share_intervals to the existing fields. Learn about the existing fields here. In this column, you can write in share intervals like 1-5, 7-8, 9,-10 etc.

Make sure the quantity of shares issued suits the share numbers!

Screen_Shot_2017-06-22_at_11.09.19.png

 

Step 4 Save as CSV

When you have finished the spreadsheet. Save the file as a .CSV. You do this by clicking save as in your editor. 

Note: Make sure to clear formatting and contents of all cellls not in use! 

Screen_Shot_2017-06-19_at_17.52.15.png 

Step 5 Upload file

Navigate to "Cap Table" -> green "Shares" button -> "Import Shareholders" and select the file you want to upload.

The system will now begin to process the file. This might take a while depending on how long your list is. 

Screen_Shot_2017-06-19_at_17.59.20.png

Step 6 Result

When uploading your file you will get one of these messages:

a. (Errror) The data file provided for import is invalid. You can review the validation errors by downloading the file below

Screen_Shot_2017-06-19_at_18.00.43.png

i. This message means that the system has found a mistake in your file. In order to see what the mistake is click 'Download Processed CSV' this will download a csv sheet showing you a error message

ii. When open the file you will find alot of new columns (all available columns) - don't be confused. Locate the new column called 'is_valid'. Here you will see the text TRUE or FALSE. True means the row is correct. False means the row contains an error. Next to the Error column, you will find a column called messages. This will give you an explanation of what is wrong in the row. In the example below an unknown share class has been created due to a spelling mistake 'Ashares'. As we have not created the share class Ashares in the system, we get an error

Screen_Shot_2017-06-19_at_18.01.51.png

Screen_Shot_2017-06-19_at_18.02.01.png

iii. Correct the mistake in the original CSV file (NOT THE DOWNLOADED ERROR MESSAGE FILE) and upload again. 

iiii. Continue this process until the system approves

b. (Success) Data successfully imported.

This message means you have succesfully uploaded your file.  

 

Screen_Shot_2017-06-22_at_11.23.16.png

Step 7 Review transactions and publish

The system has now created all your transactions as a draft, which means they are not published and none of your investors has been notified. 

Now you have the choice to:

a. Review transactions:

Click the button 'Share Transactions' to see a bit of all the draft transactions the system has created. Keep in mind these are not published and can always be deleted without any consequences. 

Screen_Shot_2017-06-22_at_11.23.24.png

b. Overview

Click on "Cap Table" to view all draft transactions on the investor's list. This is a nice way to see whether or not the percentages and shares match your estimates. 

Captable.JPG

 

c. Delete Unpublished data

Clicking this button will delete all your draft transactions. This will have no consequences. You can always import the transactions again. 

d. Publish

By clicking this button you will publish all transactions and an invitation email will be sent to all the investors!

Be careful with this as it can take a while to 'revoke' all the transactions afterwards.

8. Finish

After publishing the draft transactions, you will see all the transactions published on the transaction page. 

Screen_Shot_2017-06-22_at_11.25.20.png

9. Things to keep in mind!

When adding a share transfer make sure:

a. The balance of the purchase will not be negative for the seller.

b. The date of the transfer is after the original issuance date of the shares

c. The correct share class has been added 

d. Make sure the quantity of shares issued suits the share numbers!

 

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