MITSMED – ICSF – BIZREG DEFENSIVE NAME USER GUIDE
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MITSMED-ICSF
Registration of Business (Defensive Name)
User Guide
Version 1.000
Prepared by Ecquaria Technologies Pte Ltd
MITSMED-ICSF- User Guide Version 1.000
Registration of Business (Defensive Name) Restricted
Document Acceptance
ICSF REGISTRATION OF BUSINESS (DEFENSIVE NAME) 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 (Defensive Name) 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 (Defensive Name) 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 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................................................................................................................................. 6
3.1 Service Description page ....................................................................................................................... 6
3.2 Fill Form page ........................................................................................................................................... 8
3.3 Document Upload page ........................................................................................................................12
3.4 Confirmation Page .................................................................................................................................13
3.5 Acknowledgment Page .........................................................................................................................14
4 Payment process ...................................................................................................................................15
4.1 Accessing the payment service ..........................................................................................................15
4.2 Verifying the payment amount ............................................................................................................16
4.3 Uploading proof of payment ................................................................................................................18
5 Following up on your application .......................................................................................................22
5.1 Status – Approved .................................................................................................................................23
5.2 Status – Rejected ...................................................................................................................................25
5.3 Status – Pending Amendment .............................................................................................................26
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1 Overview
This document provides a step-by-step guide to the usage of the “Registration of Business (Defensive Name)”
e-service under the BIPA agency in ICSF. A Sole Proprietorship, or Defensive Name, is a one-man business,
owned and managed by one individual.
You will be able to utilise this service to register a sole proprietorship with BIPA using a pre-approved business
name.
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.
2 Accessing the e-service
First, log in to the Citizen Centre.
From the landing page, select the “Digital Services” dropdown menu in the top banner and click on the
“Registration of Business (Defensive Name)” option.
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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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 3 sections:
1. Applicant Information
2. Addresses of Defensive Name (Registered & Postal)
3. Business Information
3.2.1 Applicant Information
The “Applicant Information” section contains fields on your basic information.
Most of these fields would have been pre-populated based on your profile information, if available.
Figure 3.2.1.1: Applicant Information section
Field Description
Surname Surname of applicant
First Name First name of applicant
Gender Gender of applicant
Identity Number Identity number of applicant
Date of Birth Date of birth of applicant
Mobile Number Mobile number of applicant
Email Address Email address of applicant
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3.2.2 Addresses of Defensive Name (Registered & Postal) section
In this section, you are required to input the registered and postal address of your defensive name.
The addresses of a defensive name can only be a local Namibian address.
Figure 3.2.2.1: Addresses of Sole Proprietorship section
Field Description
Registered Address (Defensive Name)
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
Postal Address (Defensive Name)
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
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3.2.3 Business Information
The final section in this form is the Business Information section, where you formally indicate your desire to
register your business as a defensive name.
You are required to select an option in the “Name to be Registered” 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 – “Category of Business”, “Nature of
Business”, “Reasons for Registration” – 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 2 remaining fields that pend your input – “Translation of Name, if applicable” and
“Collection Mode”.
Figure 3.2.3.1: Business Information section
The following table describes in detail the purpose of each input field.
Field Description
Name to be Registered Name of your sole proprietorship.
Dropdown menu is pre-populated based on your pre-approved business
names.
Translation of Name, if applicable Translation of your business name, if it is not in a nationally recognised
language.
Category of Business Industry that your business operates in.
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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.
Reasons for Registration Reason behind your intention to set up a sole proprietorship.
Field is automatically populated based on your selected business name and is
non-editable.
Collection Mode Desired method of collection for the business registration documents, if your
application is approved
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.
There is only one document required for this application – a copy of your ID document. As foreigners are not
allowed to set up a sole proprietorship, passports are not accepted.
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 Sole Proprietorship/Defensive
Name registration remains at “Pending Payment”.
Figure 4.3.1: Application with “Pending Payment” status in the Citizen Centre
Clicking into the application will display the following details page.
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Figure 4.3.2: Details page of an application with “Pending Payment” status
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.
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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
As your application has already been approved, no further action will be required.
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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.
Figure 5.2.1: Application with “Rejected” status in the Citizen Centre
Clicking into the application will display the following details page.
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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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