MITSMED – ICSF – BIZREG CLOSE CORPORATION USER GUIDE
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MITSMED-ICSF
Registration of Business (Close Corporation)
User Guide
Version 1.000
Prepared by Ecquaria Technologies Pte Ltd
MITSMED-ICSF- User Guide Version 1.000
Registration of Business (Close Corporation) Restricted
Document Acceptance
ICSF REGISTRATION OF BUSINESS (CLOSE CORPORATION)
USER GUIDE APPROVAL FORM
MITSMED File Ref : PRN00866
SCE File Ref : 2019/NAM/ICSF/0001
Date : 28 March 2019
Programme Name : INTEGRATED CLIENT SERVICES FACILITIES PROJECT
FOR NAMIBIA INVESTMENT CENTRE, MINISTRY OF
INDUSTRIALIZATION, TRADE AND SME DEVELOPMENT
NAMIBIA
This ICSF Registration of Business (Close Corporation) User Guide (Version 1.0) is
prepared by: ICSF Implementation Team and endorsed by:
___________________________ 28 March 2019
Mr. Soh Chze Keong Date
Project Manager, Ecquaria Technologies Pte Ltd
This ICSF Registration of Business (Close Corporation) User Guide is approved by:
___________________________ ______________
Ms. Angela Dau Pretorius Date
Ministry of Industrialization, Trade and SME Development Deputy Director
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About this Document
Document Version History
Version Description Date Created Prepared By
1.000 1st Draft Version 28 Feb 2019 Choo Rui Bin
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Document Distribution History
Document Distribution Channel (Electronic / *Copy No. Distributed To Distribution Date
Hardcopy)
1.000 Hardcopy 1 - System Owner
2 - Implementation Team
PM
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Table of Contents
1 Overview ....................................................................................................................................................5
2 Accessing the e-service..........................................................................................................................5
3 Application process................................................................................................................................. 7
3.1 Service Description page .......................................................................................................................7
3.2 Fill Form page ........................................................................................................................................... 9
3.3 Document Upload page ........................................................................................................................19
3.4 Confirmation Page .................................................................................................................................21
3.5 Acknowledgment Page .........................................................................................................................22
4 Payment process ...................................................................................................................................23
4.1 Accessing the payment service ..........................................................................................................23
4.2 Verifying the payment amount ............................................................................................................24
4.3 Uploading proof of payment ................................................................................................................26
5 Following up on your application .......................................................................................................30
5.1 Status – Approved .................................................................................................................................31
5.2 Status – Rejected ...................................................................................................................................33
5.3 Status – Pending Amendment .............................................................................................................34
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1 Overview
This document provides a step-by-step guide to the usage of the “Registration of Business (Close
Corporation)” e-service under the BIPA agency in ICSF.
Note that you should have already completed the “Name Reservation” e-service and obtained approval, or
in-principle approval, for a business name before accessing this e-service.
A Close Corporation, generally referred to as a CC, is a legal entity that provides its members with limited
liability (legal responsibility). A CC can be registered by a minimum of one (1) and a maximum of ten (10)
persons. The interest of the members in the CC must always add up to 100% and be expressed as a
percentage.
In the form, you will state the details of the CC members. Upon submitting the online application, an e-mail
will be sent to the stated e-mail addresses of all the CC members. The e-mail will contain a link to the ICSF
portal, where they will log in using their account and make a declaration that they are in agreement to the
setup of the CC. After all the members make the online declaration, you will be prompted to make payment;
thereafter, the application will be forwarded to the BIPA backend for review.
Following review of your application by the BIPA backend officer, they will update the application status –
you will receive an e-mail notification with the outcome of your application.
2 Accessing the e-service
First, log in to the Citizen Centre https://services.icsf.gov.na/egov/.
From the landing page, select the “Digital Services” dropdown menu in the top banner and click on the
“Registration of Business (Close Corporation)” option.
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Figure 2.1: Accessing the e-service from the Citizen Centre
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3 Application process
3.1 Service Description page
The first page of the e-service is the Service Description page. Here, you can get information such as the
required documents that has to be prepared in advance, the estimated turnaround time, the service fee and
a contact person.
An estimated timeframe for completion will also be provided for your benefit.
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Commented [KT1]: Replace contact details with
info@bipa.na and 0612994400. Remove Lembey as
contact person.
The applicable fee is N$150.00
Figure 3.1.1: Service Description page
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Once you are ready to proceed, click on the button at the bottom of the page.
3.2 Fill Form page
In this page, you are required to input the application information into the respective form fields. Fields that
are marked mandatory must be filled, else the application would not be able to proceed.
The form is divided into 4 sections:
1. Close Corporation Information
a. Registered Address of Close Corporation
b. Postal Address of Close Corporation
2. Contact Information of Business Owner
3. Accounting Officer Information
a. Registered Address of Accounting Officer
b. Postal Address of Accounting Officer
4. List of Corporation Members
3.2.1 Close Corporation Information
The “Close Corporation Information” section contains basic information on your close corporation.
You are required to select an option in the “Business Name” field. The dropdown menu here will be pre-
populated with the business names that you had previously sought, and obtained, approval for in the “Name
Reservation” e-service.
Upon selecting a business name, a few of the following fields will be automatically populated based on the
information that you had input in your application form for this specific business name in the “Name
Reservation” e-service. Note that the fields are no longer editable here.
Thereafter, there are only 3 remaining fields that pend your input – “Literal Translation of Name, if
applicable”, “Shortened Form of Name, if applicable” and “End of Financial Year”.
If you desire to register a shortened form of your business name, you will also have had to obtain prior
approval or in-principle approval for it via the “Name Reservation” e-service. The approved shortened
names will then be displayed in a dropdown menu for selection.
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Figure 3.2.1.1: Close Corporation Information section
The following table describes in detail the purpose of each input field.
Field Description
Business Name Name of your close corporation.
Dropdown menu is pre-populated based on your pre-approved
business names.
Translation of Name, if Translation of your business name, if it is not in a nationally
applicable recognized language.
Shortened Form of Name, if Shortened form of your business name, if desired.
applicable
Dropdown menu is pre-populated based on your pre-approved
shortened business names.
Category of Business Industry that your business operates in.
Field is automatically populated based on your selected
business name and is non-editable.
Nature of Business Specific type of your business’ nature.
Field is automatically populated based on your selected
business name and is non-editable.
Description of Principal A brief description of the workings and processes of your
Business business.
Field is automatically populated based on your selected
business name and is non-editable.
End of Financial Year Month representing the end of your company’s financial year.
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3.2.1.1 Registered Address of Close Corporation
In this section, you are required to input the registered address of your close corporation.
A close corporation must have a local Namibian address.
Figure 3.2.1.1.1: Registered Address of Close Corporation section
The following table describes in detail the purpose of each input field.
Field Description
House No./Flat No./Building Number of house/flat and building name, if applicable
Name
Street Name Name of the roadway/lane/avenue
Erf Erf of the location
Suburb Name of the suburb in the city/town
City/Town Name of the city/town in Namibia
Postal Code Postal code of the location
3.2.1.2 Postal Address of Close Corporation
In this section, you are required to input the postal address of your close corporation.
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Figure 3.2.1.2.1: Postal Address of Close Corporation section
Field Description
Type Specify whether the postal address is a PO Box or Private Bag
No. Number of PO Box or Private Bag
Suburb Name of the suburb in the city/town
City/Town Name of the city/town in Namibia
Postal Code Postal code of the location
3.2.2 Contact Information of Business Owner
In this section, you are required to input the contact information of the business owner – mobile number and
email address – as well as your preferred collection mode for your business registration documents, if your
application is approved.
Figure 3.2.2.1: Contact Information of Business Owner section
The following table describes in detail the purpose of each input field.
Field Description
Mobile Number Mobile number of business owner.
Email Address Email address of business owner
Collection Mode Desired method of collection for the business registration
documents, if your application is approved
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3.2.3 Accounting Officer Information
All close corporations are required to have an accounting officer to monitor the financials. The accounting
officer can be either an individual or an entity.
The accounting officer must be a member of an accredited accounting body in Namibia – this information,
as well as the associated membership number, must be provided.
Figure 3.2.3.1: Accounting Officer Information, if it is an individual
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Figure 3.2.3.2: Accounting Officer Information, if it is an entity
Field Description
Type Specify whether the accounting officer is an individual or entity
(if individual)
Surname of Accounting Surname of the accounting officer
Officer
First Name of Accounting First name of the accounting officer
Officer
Gender Gender of the accounting officer
Nationality Nationality of the accounting officer
Identity Number Identity number of the accounting officer, if local
Passport Number Passport number of the accounting officer, if foreigner
Date of Birth Date of birth of the accounting officer
Mobile Number Mobile number of the accounting officer
Email Address Email address of the accounting officer
(if entity)
Name of Firm Name of firm that is serving as the accounting officer
Short Name of Firm Short name of firm that is serving as the accounting officer
Firm Registration Number Registration number of firm that is serving as the accounting
officer
Firm Incorporation Date Incorporation date of firm that is serving as the accounting
officer
Full Name of Association or Accredited accounting body that the specified accounting
Body of which Accounting officer is a member of
Officer is a Member
Membership No. Membership number of the accounting officer with the
accredited accounting body
3.2.3.1 Registered Address of Accounting Officer
In this section, you are required to input the registered address of your accounting officer.
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Similarly, the accounting officer must have a local Namibian address.
Figure 3.2.3.1.1: Registered Address of Accounting Officer section
The following table describes in detail the purpose of each input field.
Field Description
House No./Flat No./Building Number of house/flat and building name, if applicable
Name
Street Name Name of the roadway/lane/avenue
Erf Erf of the location
Suburb Name of the suburb in the city/town
City/Town Name of the city/town in Namibia
Postal Code Postal code of the location
3.2.3.2 Postal Address of Accounting Officer
In this section, you are required to input the postal address of your accounting officer.
Figure 3.2.3.2.1: Postal Address of Accounting Officer section
Field Description
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Type Specify whether the postal address is a PO Box or Private Bag
No. Number of PO Box or Private Bag
Suburb Name of the suburb in the city/town
City/Town Name of the city/town in Namibia
Postal Code Postal code of the location
3.2.4 List of Corporation Members
The final section would be for you to input the details of all the members of the close corporation. In addition
to the members’ personal particulars, the share and contribution amount of each member is also required to
be input.
The input share percentages across all the corporation members must sum up to 100%.
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Figure 3.2.4.1: List of Corporation Members
Depending on the nationality of the corporation member, there will be slight variations in the input fields as
displayed in the below images.
Figure 3.2.4.2: If the corporation member is a local
Figure 3.2.4.3: If the corporation member is an entity
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Field Description
Corporation Member
Surname Surname of corporation member
First Name First name of corporation member
Gender Gender of corporation member
Nationality Nationality of corporation member
(if local)
Identity Number Identity number of corporation member
(if foreigner)
Passport Number Passport number of corporation member
Date of Birth Date of birth of corporation member
Email Address Email address of corporation member
Percentage of Interest Percentage of the member’s share in the close corporation
Details of Contribution (N$) Amount contributed by the member to the setup of the close
corporation
Registered Address (Corporation Member)
House No./Flat No./Building Number of house/flat and building name, if applicable
Name
Street Name Name of the roadway/lane/avenue
Erf Erf of the location
Suburb Name of the suburb in the city/town
City/Town Name of the city/town in Namibia
Postal Code Postal code of the location
To add an additional “Corporation Member” sub-section, click on the button.
Anytime you wish to save your progress and continue your application at a later stage, click on the
button.
Once you are ready to proceed, click on the button at the bottom of the page.
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3.3 Document Upload page
The next step in the application process will be to upload the supporting documents for your application.
The mandatory documents are:
1. Consent Letter from Accounting Officer – your accounting officer must acknowledge your registration
of a close corporation
2. Copy of applicant’s ID/Passport – a copy of your ID/passport
3. Copy of ID/Passport for all members – a copy of the ID/passport for all corporation members; all the
copies should be combined into a single PDF file for upload
4. Power of Attorney/Member Witness Form
If you are a foreigner, you have to submit a written statement to specify so.
If you are signing on behalf of a minor, you have to submit a written statement to this effect as well as
provide a copy of said minor’s birth certificate.
If you are signing as a representative of another party, you have to provide proof of it in the form of a Power
of Attorney document.
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Figure 3.3.1: Document Upload page
Once you are ready to proceed, click on the button at the bottom of the page.
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3.4 Confirmation Page
The Confirmation Page is for you to review all the information that you have entered and to ensure that they
are correct and accurate.
If you wish to make any amendments, click on the button to be directed back to the Fill Form
page.
If you are satisfied with all your input information, check the declaration checkbox. This serves as your legal
certification that the application details are true and correct as of your knowledge.
Figure 3.4.1: Declaration checkbox
Then, click on the button to proceed.
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3.5 Acknowledgment Page
After the declaration is made and the button is clicked on the Confirmation Page, the
application will be placed into a “holding pool”. The final action is to make the requisite payment for the
application before it will be formally submitted to the BIPA backend.
The application number displayed on the page can be used to track the status and progress of your
application.
Figure 3.5.1: Acknowledgment Page
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4 Payment process
After the application form is completed, the final action will be to make payment for the application. The
payment process can either be:
1. Done immediately after completing the application form – access from the Acknowledgment Page
2. Postponed after completing the application form till a later stage – access from the Citizen Centre
4.1 Accessing the payment service
4.1.1 From the Acknowledgment Page
To make payment for the application immediately after completing the application form, you can click on the
button on the Acknowledgment Page as displayed above in Figure 3.5.1.
That will immediately redirect you to the payment service.
4.1.2 From the Citizen Centre
If you had completed the application form portion but decided to continue the payment process at a later
stage, you can access and continue your application from the Citizen Centre. It will be displayed with a
“Pending Payment” status under the “My Applications” tab.
Figure 4.1.2.1: Application with “Pending Payment” status in the Citizen Centre
Clicking into the application will display the following details page.
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Figure 4.1.2.2: Details page of an application with “Pending Payment” status
Clicking the button will then re-direct you to the payment service.
4.2 Verifying the payment amount
The first page of the payment service contains the application number and the amount to be paid.
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Figure 4.2.1: Payment Service – Acknowledgement on the payment amount
There is only the manual payment method available. Clicking on the button will bring you to a
confirmation page, where the transaction reference number is listed.
Figure 4.2.2: Payment Service – EFT Payment Confirmation Page
Clicking on the button redirects you to the next page, where the payment slip is displayed.
You may choose to print out this payment slip and quote it as a reference number while you perform the
payment, either via cash or EFT.
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Figure 4.2.3: Payment Service – Payment Slip
Clicking the button ends the flow for the first part of the payment service. At this stage, you will
have a payment slip number, which you can quote while making your payment via a cash transfer or EFT.
4.3 Uploading proof of payment
After you make your payment, you should receive a document that verifies the transaction. You are then
required to upload this document representing your proof of payment back into ICSF.
Click on the “My Applications” tab in the Citizen Centre. The status of your Close Corporation registration
remains at “Pending Payment”.
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Figure 4.3.1: Application with “Pending Payment” status in the Citizen Centre
Clicking into the application will display the following details page.
Figure 4.3.2: Details page of an application with “Pending Payment” status
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Previously, in Section 4.1Error! Reference source not found., the middle button was a
button.
Now, it is replaced by a button. Clicking on this button will redirect you to the
“Update Payment Status” page.
Figure 4.3.3: Update Payment Status page
In this page, there are 3 fields for you to input:
• Method
o Select either cash or EFT
• Supporting Document
o Your bank receipt/other document showing proof of payment
• Remarks
o Personal remarks regarding your payment
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Figure 4.3.4: Sample input in the Update Payment Status page
After filling in the required fields with valid input, click on the button to submit your application to
the BIPA backend.
You will be redirected back to the Citizen Centre. Click on the “My Applications” tab to view your application
with its updated status of “Pending Approval”.
Figure 4.3.5: Application with “Pending Approval” status in the Citizen Centre
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5 Following up on your application
After the application is submitted, you can continue to track its progress and status updates in the Citizen
Centre.
In the Citizen Centre, navigate to the “My Applications” tab. Your application will be displayed there, along
with an accompanying status.
Figure 5.1: “My Applications” tab in the Citizen Centre
Clicking into the application will display the following page.
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Figure 5.2: Details of my application
To view the form details that you have input, click on the button.
To view the attached documents, click on the button.
Upon a change in the status of your application, you will receive a notification – either via e-mail or post,
depending on the selected option in the form.
5.1 Status – Approved
Upon approval of your application, it will be displayed under the “My Applications” tab in the Citizen Centre
as follows.
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Figure 5.1.1: Application with “Approved” status in the Citizen Centre
Clicking into the application will display the following details page.
Figure 5.1.2: Details page of an application with “Approved” status
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As your application has already been approved, no further action will be required.
5.2 Status – Rejected
If is your application is rejected, it will be displayed under the “My Applications” tab in the Citizen Centre as
follows. You will receive an email with reasons as to why your registration has been rejected.
Figure 5.2.1: Application with “Rejected” status in the Citizen Centre
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Figure 5.2.2: Details page of an application with “Rejected” status
You will also receive an e-mail notification notifying you of your application result. This e-mail will contain the
backend officer’s comments on why your application has been rejected.
If you wish to re-submit your application, you will have to restart from the beginning.
5.3 Status – Pending Amendment
An application’s status can be updated to “Pending Amendment” by the agency staff for a variety of
reasons. Some plausible reasons include:
• Insufficient information provided, i.e. request for additional details
• Typo mistakes in the application form
• Any queries the staff might have
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The backend officer’s comments will be included in your email notification, as well as displayed under the
“My Messages” tab in the Citizen Centre. You may refer to the comments for guidance on the specific
details to amend.
If is your application is updated with the status “Pending Amendment”, it will be displayed under the “My
Applications” tab in the Citizen Centre as follows.
Figure 5.3.1: Application with “Pending Amendment” status in the Citizen Centre
Clicking into the application will display the following details page.
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Figure 5.3.2: Details page of an application with “Pending Amendment” status
To amend the application information, click on the button. This will bring you back to the
Fill Form page as detailed in Section 3.2. Note that the form will already be pre-populated based on the
information that you had submitted during the initial application.
Thereafter, you can adopt the same sequence of steps as when you were submitting the application. Input
or amend the required details in the Fill Form page, upload the documents in the Document Upload page,
verify your input information in the Confirmation Page and finally, send it back again for approval.
The application will then be back at “Pending Approval” status.
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