Issue a certificate for a shareholder
A certificate attests, with an administrator's signature, something about the shareholder according to the register of registered shares: that they hold certain shares (ownership), what they are worth (value) or what they have received from the company (income), among others. Sttok generates it from the recorded data and stores it in the Documents tab of the shareholder's profile, under "Issued by the company".
On this page
Before you start
- The shareholder's operations recorded and up to date: the certificate says what the register of registered shares says.
- Who signs: an administrator of the company. A shareholder does not sign on behalf of the company.
Which certificates there are#
| Certificate | What it attests | What it is requested for |
|---|---|---|
| Ownership | That the person is a shareholder and which shares they hold, with their numbering. | A bank, a notary, a due diligence. |
| Value | What their shares are worth at the close of a financial year. | The Wealth Tax return and other tax formalities. |
| Income | What the shareholder has received from the company in a year, such as dividends. | The income tax return. |
There are more types besides these. This article explains the two most requested: the value certificate and the ownership certificate.
The value certificate#
It is prepared once per financial year for the whole company, in the settings:
- Open "Share Value". It is in the "Settings" group of the menu. There is one row per financial year, with its "Year", its "Book value", its "EBITDA" and the date it was changed ("Modified").
- Click "Add annual value". In "Data for Share Value Certificate" choose the "Year", enter the "Book value (Balance Sheet Equity)" and choose the "Signing administrator", who will receive an email notification. Save with "Save annual value".
- Review the "Certificate template". It is the text of the certificate, with variables that Sttok fills in for each shareholder. You can edit it and save it with "Save".
- Let the shareholders know. "Notify shareholders" shows a preview of the email, which tells them their certificate is available and takes them to their profile. It is sent with "Review and send notification". All of this is explained in detail in The company's value and the value certificate.
The ownership certificate#
- Generate the ownership certificate in Settings › "Share Value", where you enter the data it is generated with. Sttok builds it from their shares, their class, their numbering and their encumbrances at the date you choose. The income certificate is generated the same way.
- Review the PDF before sending it. Check the name, the tax identification number and the numbering against what you were asked for.
What happens next#
- The certificate is stored in the Documents tab of the shareholder's profile, under "Issued by the company", with its date.
- The shareholder can download it from their own profile. They download it in the Documents tab of their profile. There, the "Administrator" / "Shareholder" switch shows you what they see. In addition, all the company's certificates are in Documents, in the "Certificates" folder.
Frequently asked questions#
Can I print the profile instead of issuing a certificate?
Printing the profile is a convenience for reference, but it does not attest anything: it does not carry an administrator's signature. If someone asks you to prove ownership, issue the certificate.
Does the certificate take encumbrances into account?
Yes. It states which shares the shareholder holds according to the register of registered shares and the encumbrances on them, such as a pledge or a usufruct.
I have been asked for a certificate with a past date. Is that possible?
The value certificate goes by financial year, so you can issue one for an earlier year end if that year is set up in "Share Value". The ownership certificate accepts whatever date you need.
Related
- The register of registered shares Sttok's register of registered shares is the complete record of who holds shares in the company, of which class and in what percentage. It is not edited: it builds itself from the recorded operations, and it can be read in several views, from the summary by class to the history of each operation.
- See your position in the company Your shareholder profile in Sttok tells you how many shares you hold, what percentage of the company they represent, which class they are and what their numbering is. It also shows what you have invested and received, the operations you have taken part in, the dividends you have received and your documents, such as certificates.
- The shareholder list The shareholder list shows who holds shares in the company, how many and what percentage they represent, undiluted and diluted. From there you open each shareholder's profile, and a new one is added with "Add Operation" › "New Shareholder".